Introduction to Personal Computers Using Windows 10 and Microsoft Office 2016

Transcription

1 Watsonia Publishing 47 Greenaway Street Bulleen VIC 3105 Australia Introduction to Personal Computers Using Windows 10 and Microsoft Office 2016 Handy Tips Course Code: INF1680

2 Table of Contents Chapter 5: Starting With Windows Chapter 6: Working With Desktop Windows... 2 Chapter 7: Using Common Windows Apps... 4 Chapter 8: Data Storage on Your Computer... 6 Chapter 9: Working With Folders... 7 Chapter 10: Working With Files... 9 Chapter 11: Word Processing Chapter 12: Spreadsheets Chapter 14: Microsoft Edge Basics Chapter 15: Navigating Web Pages Chapter 16: Searching the Web Chapter 17: Using

3 Chapter 5: Starting With Windows 10 Turning on the Computer If nothing happens when the power button is pressed, chances are the computer is not plugged into an electrical power point or the power point is switched off. Check these before calling for further help. Signing in to Windows User names and passwords are usually set up by the system administrator in your company. Rather than having a local account which requires you to sign in using a user name, you might have a Microsoft account that lets you sign in to Windows using an address and password. Using Windows Search You can display the search panel by right-clicking on the Windows icon in the taskbar and selecting Search. Changing the Windows Search Settings By default, Microsoft display personalised ads in your browser. You can turn this off and manage other personalised ad preferences by clicking on Privacy in the PC settings screen, then modifying settings in the General section. Putting Your Computer to Sleep When your computer is in Sleep mode it uses only a very small amount of power to maintain your work in its memory. If you re using a laptop on a battery and your computer is left sleeping for hours, after a while it will automatically save your work to the hard drive and shut down completely. Shutting Down Your Computer You can restart (reboot) your computer by selecting Restart on the Power Options menu. You may need to do this after installing or updating hardware or software, or if your computer is not working as it should. Watsonia Publishing Page 1

4 Chapter 6: Working With Desktop Windows Starting Desktop Programs and Apps If an app or a desktop program is pinned to the Start menu or the taskbar, you can start the app or program by clicking on the tile or icon in the relevant location. Working With the File Explorer Ribbon You can hide the ribbon in File Explorer by double-clicking on the active tab. Using the File Explorer Ribbon Additional tabs known as Contextual tabs appear in specific circumstances. For example, if you click on This PC in the Navigation pane, the Computer tab will appear. This provides quick access to all of the tools you may need to modify and work with the drives on your computer. Using the File Tab You can close the File tab menu by pressing or clicking in the main window away from the menu. In most Microsoft Office programs, clicking on the FILE tab displays the Backstage view rather than a menu of options. Minimising and Maximising a Window You can maximise a window by double-clicking on the title bar of the window. Double-clicking again on the title bar of the window will restore it to its former size. Resizing a Window Using a Mouse When you drag a border of a window the other borders remain fixed. If you drag the border into the window the window will contract in size, whereas if you drag the border out from the window the window will increase in size. Moving a Window on the Desktop You can have several windows open on the desktop at any one time. By moving and also resizing windows, you can position the windows so that they sit side by side and you can see the data in both of them. Switching Between Open Programs It is easy to move between open programs and apps using the taskbar, but there s also an easy keyboard shortcut that you can use as well. Hold down and then press to display a strip of thumbnails showing all open programs. Press until the desired thumbnail is selected, then release. Watsonia Publishing Page 2

5 Snapping Windows A quick way to dock a window to either the left half or right half of the screen is to press + (to the left) or + (to the right). You can toggle between maximising and restoring a window by doubleclicking on the title bar of a window. Shaking Down Windows If you have multiple windows open, you may find that you need to shake the window repeatedly, both up and down and side to side, perhaps even a little vigorously, until all other windows are minimised. Working With Task View You can display Task View by pressing +. Once Task View is active you can return to the desktop by clicking anywhere on a blank part of the screen. Creating a New Virtual Desktop You can create a new virtual desktop using the keyboard shortcut + +. Working With Virtual Desktops When you close a virtual desktop, any windows that were open in that desktop are moved to the previous desktop. You can move a window to another desktop by right-clicking on the window and selecting Move to > Desktop name or Move to > New desktop. Scrolling in a Window The size of the slider indicates how much data is in the window. If the slider occupies most of the scroll bar then there is not much data. If the slider is small there is a large amount of data that can be displayed. Closing Desktop Programs You can press + to close the active window. Alternatively, you can right-click on a blank area of the title bar to display the shortcut menu, then select Close. If you use the correct closing techniques, you will always be prompted to save any data that is currently unsaved. Watsonia Publishing Page 3

6 Chapter 7: Using Common Windows Apps Starting the Mail App If you don t have a Microsoft account, you can click on Sign up for a Microsoft account at the Add your Microsoft account prompt and complete the details as required. Adding Accounts to Mail Just as it is easy to add an account to your Mail app, it is also very easy to delete one as well. To delete an account, display the Settings pane, then click on Accounts, then click on the account to remove. Click on Delete account, then click on [Delete]. Working With Mail Messages You can modify your Mail settings by displaying the Settings pane of the Mail app, then clicking on Options. s that you create are automatically saved as drafts until you either send them or discard them. Starting and Navigating the Calendar App When you first open Calendar you may have to enter your Microsoft account details. Scheduling Meetings If you share your calendar with others, you can hide appointments by selecting Private. You can quickly add a simple event by clicking on the date to display the Subject box, type the desired subject and press. If you need to add additional details, click on the arrow and select Add details. Opening PDFs and XPS Files in the Reader App If you read many PDFs, pin the Reader app to the Start screen or taskbar by right-clicking on Reader in the Apps view and selecting Pin to Start or Pin to taskbar. If you re currently viewing a file in Reader and wish to open another one, right-click and click on Open another file. Using Reader You can find specific text in the document. To do this, right-click to display the App bar, click on Find, type the text and press. Click on Next or Previous to see other occurrences or click on Results to display a list of results. You can click on an individual result in the list to move to it in the document. Watsonia Publishing Page 4

7 Using the Maps App You can toggle whether or not traffic is displayed by clicking on Choose map view and clicking on Traffic. Roads with heavy traffic are shown in red, medium traffic in yellow and low traffic in green. This can help you to see where traffic is a problem and find faster, easier routes. Watsonia Publishing Page 5

8 Chapter 8: Data Storage on Your Computer Opening File Explorer You can pin File Explorer to the Start menu so that you can open it by clicking on its tile. You can also pin specific folders to the Start menu by rightclicking on the folder in File Explorer and selecting Pin to Start. This enables you to open that folder directly rather than having to navigate to it. Viewing Storage Devices Using File Explorer Windows shows the total free space for each device and the amount used (by stored data) in a pie chart in the Properties dialog box. To display this dialog box, right-click on the device (such as the hard disk drive) and select Properties. Viewing Network Connections Depending on your computer and the network(s) you are attached to, it may take a few moments for Windows to display all the available network devices and connections. Watsonia Publishing Page 6

9 Chapter 9: Working With Folders Navigating the Folder Hierarchy The down arrow to the left of the Address bar displays a list of folders that you have recently opened, and can also be used to navigate to folders that you work with frequently. Accessing Your Personal Folders The Documents, Music, Pictures and Videos folders (both on your PC and in OneDrive) are stored in the four default libraries with the same names. To see all Documents folders, for instance, click on Desktop under Favourites, double-click on Libraries, then double-click on Documents. Creating a New Folder Other methods that you can use to create a new folder include right-clicking on the folder in the Navigation pane and selecting New > Folder, clicking on New folder in the Quick Access toolbar and pressing keyboard shortcut + +. Copying a Folder When you copy a folder, anything within that folder, including subfolders and files, is also copied to the destination location. Moving a Folder When you move a folder, anything in it, including subfolders and files are also moved to the destination location. + is the keyboard shortcut for Copy. + is the keyboard shortcut for Paste. + is the keyboard shortcut for Cut. Renaming a Folder When naming folders and files you cannot include characters such as the forward slash (/), backslash (\), full stop (.) and colon (:). Allowable characters include the underscore (_) and the dash (-). You can place a folder name in edit mode by clicking on it and then clicking on it again. Deleting a Folder Windows can be set to Show recycle confirmation. If you want to save keystrokes, deselect this option by clicking on the arrow for Delete on the ribbon. If you want to delete a folder without sending it to the Recycle Bin, click on the arrow for Delete and select Permanently delete. Watsonia Publishing Page 7

10 Viewing the Hierarchy Path If you click on the tiny black down arrow to the left of the Address bar, you will see the Recent locations that you have visited. This provides a means to quickly move to a folder that you ve accessed recently. To move to the parent folder, click on Up To which is also to the left of the Address bar. Changing Folder Views You can change the view for all folders rather than just a specific folder. To do this, click on the View tab on the ribbon, select the desired Layout, click on the drop arrow for Options and select Change folder and search options, click on the View tab, and then click on [Apply to Folders]. Watsonia Publishing Page 8

11 Chapter 10: Working With Files Creating a Simple File The Save As command is a handy way of copying a file or saving the same file in a different location. Exploring Files in Windows In File Explorer, you can display a list of other programs that you can use to open a file by clicking on the drop arrow for Open on the Home tab. Copying a File If the desired location is not included on the Copy to list, select Choose location to open the Copy Items dialog box. From here you can navigate to the desired location or click on [Make New Folder] to make a new folder if needed. Renaming a File You can rename folders using the same techniques as renaming a file. You can also right-click on a file and select Rename from the shortcut menu to rename a file. Selecting Files Selecting files doesn t do anything to the file other than make it the focus of attention when activating commands. You will find that almost any task you want to perform on your files, folders and even data requires you to select it before you can take action. Copying Multiple Files When moving back and forth between folders it can sometimes get a bit confusing as to which folder you are currently in. Learn to look at the Address bar at the top of the File Explorer window to see which folder you are currently working in. Replacing Files If you are replacing several files, you can choose to replace all files in the destination, skip the files that are already in the destination, or decide for each file whether or not to replace it. Moving Files While using the drag method is usually sufficient, you ll find that you ll need to use Cut and Paste at times, especially when you are unable to view the folder that you want to drag the files into. Watsonia Publishing Page 9

12 Copying Files to a USB Flash Drive You can use drag and drop to copy files onto a USB flash drive. To do this, open the folder that contains the files you want to copy so they appear in the right pane. Select the files and hover over the selection. Hold down the left mouse button and drag over the USB flash drive, then release. Setting Files as Read Only The display hidden files in File Explorer, click on the View tab and tick Hidden items in the Show/hide group. Note that all hidden files on your computer will be unhidden. Deleting Files Files that you delete are not deleted permanently from the computer unless you specifically request them to be. They are moved into a folder called the Recycle Bin, where you can either delete them permanently or restore them to their original folders. Deleting Folders With Files You can delete selected folders and files by using the keyboard shortcut +. Watsonia Publishing Page 10

13 Chapter 11: Word Processing Starting Microsoft Word If your computer displays the Start screen, rather than the desktop by default, you can type the name of the application you wish to open directly into the Start screen to display the Search pane, then simply click on the application s name that appears in the Search pane. Creating a New Blank Document If you already have a document open and want to create a new one, click on the File tab to open Backstage view, click on the New tab and then select Blank document. You can also use the keyboard shortcut + to instantly open a new document based on the Blank document template. Typing Text Into a Document The wavy red line that appears under some words indicates words that are not recognised by Microsoft Word. The existence of built-in dictionaries enables Word to cross-reference the text that is typed into documents. Saving Your New Document Unless you specify otherwise, new documents saved in Microsoft Word are saved in a default filing location on the computer called Documents every user on the computer has their own specific folder called Documents and that is where you should find your saved document. Typing Numbers Into Your Document The key provides consistent spacing based on measurements that have been pre-entered onto the ruler in Word. Sometimes you ll need to press once, other times twice, to achieve even spacing between text and numbers. Inserting a Date Into Your Document If you want to insert a date that always updates when you open the document, ensure Update automatically is ticked in the Date and Time dialog box. Checking the Spelling in Your Document Word will normally check your spelling and grammar as you type. Misspelt words are underlined with a wavy red line and grammatical errors are highlighted with a wavy green line (you might also see a wavy blue line; this is not a spelling or grammar issue but rather an inconsistency in style). Watsonia Publishing Page 11

14 Making Basic Changes to Your Document Pressing deletes text to the right of the insertion point, while pressing deletes text to the left of the insertion point. Saving Changes to an Existing Document You can use the keyboard shortcut + to save your changes quickly. Printing Your Document You can preview each page in a multi-page document by clicking on the Next Page arrow beneath the preview pane. You can change the magnification of the preview pane by dragging the zoom slider. If you see a change you need to make, click on the Back arrow to exit the Backstage. Safely Closing Your Document To close a document without closing Word, press the keyboard shortcut +. You will be prompted to save any unsaved changes. Watsonia Publishing Page 12

15 Chapter 12: Spreadsheets Starting Excel From the Desktop You can start Excel by clicking in the taskbar Search bar, typing excel, then clicking on Excel in the list of search results. You can pin Excel to the Start menu by displaying the All apps list, rightclicking on Excel 2016 and selecting Pin to Start. Using the Blank Workbook Template If Excel has already started and you want to create a new workbook, click on the FILE tab to open Backstage view, click on New, then select Blank workbook. You can also use the keyboard shortcut + to instantly open a new workbook based on the Blank workbook template. Typing Text You don t have to use or to make adjacent cells active. You can simply use the mouse and click in the cells if you want or even press the arrow keys to move up, down, left, or right. Saving a New Workbook You can press the keyboard shortcut + or click on Save in the Quick Access Toolbar to quickly save a document. Typing Numbers If you are unsure exactly what is in a cell, click on the cell to make it active, then look at the Formula Bar at the top of the worksheet to see the data that is contained in the active cell. Typing Dates You can type a date in a variety of ways. If Excel accepts what you type as a date it will appear aligned to the right of a cell just like a number. If the date is invalid to Excel it will be left-aligned just like text. Therefore, take note of how your dates are entered to ensure that they are correct. Typing Formulas When you use a cell address in a formula (e.g. B3, B4, etc.), the formula will recalculate each time the actual value in B3 or B4 changes. Easy Formulas Notice that a formula adjusts relative to its current position when it is dragged to adjacent cells this is known as relative copying. Watsonia Publishing Page 13

16 Making Basic Changes If you want to keep the previous data in a worksheet, simply enter the new data then use Save As rather than Save to save the workbook under a different name. If you begin typing in the wrong cell press to abort the editing and restore the original content to the cell. Easy Formatting Some formatting changes impinge on others. For example, when you change the format of the numbers in a column to show commas, the column with the numbers will widened. Printing a Worksheet Pressing the keyboard shortcut + will also display the Print options in the File tab. Charting Your Data Initially charts are embedded in a worksheet adjacent to the data. But you can use the mouse to drag the chart closer or further from the data as desired. When you print a worksheet with a chart, the chart will print with the data Safely Closing a Workbook If you save your workbook and then select Close, the workbook will be closed without the prompting message above. Excel allows you to have a number of workbooks open at the same time. If you close a workbook when others are still open, one of the others will then appear. Watsonia Publishing Page 14

17 Chapter 14: Microsoft Edge Basics Starting Microsoft Edge From the Desktop You can start Edge by clicking in the taskbar Search bar, typing Edge, then clicking on Edge in the list of search results. You can pin Edge to the Start menu by displaying the All apps list, rightclicking on Edge 2016 and selecting Pin to Start. Working With the Hub From the Menu bar you can display and hide toolbars by selecting View and then clicking on the toolbar to show/hide. Displaying the Favourites Bar You can resize the Command bar. To do this, right-click on the Command bar to display the shortcut menu, ensure that the Lock the toolbars option is not selected, then click and drag the dotted, left edge of the toolbar to adjust its size. Going to a Specific URL If a website address cannot be found, you will be directed to a page that attempts to explain the problem and offer some search alternatives. You may have mistyped the address, so check the spelling, or try one of the links offered. Reading View You can change the way Reading view displays by clicking on More actions > Settings and Controlling the Browser Window Size You cannot manually resize the browsing window from the top of the window only from the side and bottom border. Activating a Hyperlink A Sitemap link on a webpage will display a hierarchical list of pages (as hyperlinks) available on the site, similar to an index. Some hyperlinks take you to other pages within the current website; others take you to other websites. Others may simply take you to another position on the current page. Activating an Image Link Many images have one linked address, but some images have multiple links. An image with different clickable areas (each with a different link) is known as an image map. Watsonia Publishing Page 15

18 Closing Microsoft Edge If you don t want to see the Microsoft Edge dialog box each time you close the application, click on Always close all tabs until it appears with a tick. Watsonia Publishing Page 16

19 Chapter 15: Navigating Web Pages Adding New Tabbed Pages If you want to open a link in a new tabbed page, hold down and click on the link. If you have a mouse with a wheel, you can click on a link with the wheel to open it on a new tabbed page. You can load the Home page by pressing +. Working With Tabbed Pages Press + to quickly add a tab to Favourites. Closing Pages To open each of the tabbed pages that you had open the last time you closed Microsoft Edge, open a new tab and click on Reopen last session. To reopen closed tabs in the same session, right-click on a tab and select Reopen closed tabs. Zooming To set your own custom zoom, click on Tools, select Zoom and select Custom. Type a Percentage zoom and click on [OK]. Using the Back and Forward Tools As an alternative to using Back and Forward for navigation, you can use the keyboard shortcuts + and +. The Browsing History In the Favourites Centre, use the Search History option in the drop list on the History tab to find web pages that match a particular keyword or phrase. You can customise the Browsing history settings using the General tab in the Internet Options dialog box. Stopping and Refreshing Pages An alternative to clicking on Stop in the Address bar is to press. An alternative to clicking on Refresh in the Address bar is to press. Watsonia Publishing Page 17

20 Chapter 16: Searching the Web Using the Address Bar to Search When you are using the Address bar to search, Microsoft Edge uses your default search provider. You can change the search provider used by selecting another one from the menu displayed when you click on the drop arrow for Search. Adding Search Providers When you are asked to confirm the addition of a new search provider to Microsoft Edge, you have the option to click on Make this my default search provider until it appears with a tick, thereby changing the default search provider instantly. Using a Different Search Provider If the search provider that you require is not listed in Settings, type the website in the Address bar and press, then follow the steps you would usually to add a default search provider and it will now appear in the list of available options. Setting Your Default Search Provider In Edge, you can only have one default search provider at any one time. Searching Based on a Keyword While there is a huge amount of information on the internet, you must be careful that the source you use is a trusted and respected authority not just someone s opinion posted on the Internet for their own purposes. Search providers also display a Search field that you can use instead of the Address bar. Searching Based on a Phrase Words such as to and be and lowercase or are ignored by the search engine because they are so common. The only way you can effectively search for a phrase that contains these words, is to use quotes around the phrase, to force the search engine to match them. Combining Selection Criteria Web searching can be a bit of a challenge because you are dependent on the keywords and phrases that the authors of sites have built in. Persevere finding the ideal site is usually well worth the effort. Watsonia Publishing Page 18

21 Finding Information on a Page You can choose to Match case and/or Match whole word only when using the Find bar. Simply click on the drop arrow for Options and select the criteria. Press + to quickly display the Find bar. Watsonia Publishing Page 19

22 Chapter 17: Using Starting Outlook From the Desktop You can start Outlook by clicking in the taskbar Search bar, typing word, then clicking on Outlook in the list of search results. Pin Outlook to the Start menu by displaying the All apps list, right-clicking on Outlook 2016 and selecting Pin to Start. Creating a New Message You can create a new mail message from any Outlook feature by clicking on New Items in the New group on the Home tab and selecting Message. If you click in To and begin typing the recipient s address, Outlook will use AutoComplete to display relevant addresses. Sending the Message Once a mail message has been sent, it is placed in the Sent Items folder. From this folder you can resend the message which can be handy if you forgot to add an attachment to the message, or you can send it to another recipient altogether. Retrieving You can quickly retrieve and send by clicking on the Send/Receive All Folders tool in the Quick Access toolbar or by pressing. Opening an Outlook Data File When you open a second Outlook data file you will have access to two Inboxes. However, Outlook will still deliver all incoming mail to the default Inbox designated for receiving mail this is usually the one associated with your personal data file. Reading Messages You can set up Outlook so that when you read a message in the Reading pane, the bolding disappears from the message in the message list when you click on another message. Click on Reading Pane (View tab), select Options and tick Mark items as read when viewed in the Reading Pane. Deleting Messages If you delete items from the Deleted Items folder, they will be permanently removed from Outlook. You can permanently delete a selected message from any folder by pressing +. A message asking you to confirm your intention will appear. Watsonia Publishing Page 20