Using Software
As stated earlier software is anything created and/or stored on a computer or computer storage device (like a disk). The work that is produced using an application or program is also software and is usually referred to as a file or a document.
Files & Documents
Once you have typed or created a new document or file on your computer, you will have to decide what to do with it. You could print it right away using a Print command and then Exit or Quit your program without saving it, but most of the time you will want to Save your document for future use.
The computer saves its information on a disk, most often the hard disk, and the users determines where and when the file or document is saved.
Folders & Directories
On the disk are directories or collection of folders. These directories or folders could be compared to a filing cabinet. All files are stored in a directory. Most hard disks have many directories or folders and files can be stored in any of them.
Directories can have sub-directories and sub-sub-directories many levels down. The directory immediately below the current directory is called the child directory. The directory immediately above the current one is called the parent directory. The top of the directory structure is called the root directory.
When a user adds or installs a new program on the computer the installation process will usually create a new directory or folder to store the application's files.
Users can create and delete directories or folders as the need arises. Older operating systems require that the directory be emptied of files before it can be deleted. When removing a directory always check before deleting it to make sure that it doesn't contain files you need.
You can easily move files from one folder or directory to another using menu commands, drag & drop using the mouse or a file utility. It is important to understand your computer's directory structure as a file can be misplaced if it is saved in the wrong directory.
One of the main problems new users have is creating a filing system. Modern operating systems address the 'filing problem' by automatically creating a (My) Documents folder. By saving files or documents in this folder you will always know where to look for your files. Create sub-folders within this folder for your main projects. Examples could be a separate folder for your correspondence called Letters or a folder for images called Graphics or Pictures. The main Documents folder can also be renamed to what every name you want it to be called. If your operating system doesn't automatically create this folder simply create your own Documents folder to save your documents in.
Saving Files or Documents
In order to save a new document or file you must first choose the Save command. Most modern software place this command in a menu which you access with the mouse button or Alt key. Each file must be given a filename so it can be found easily the next time it is needed.
Computers using DOS 6.X or older followed the 8.3 rule: a filename can only be 1 to 8 characters long followed by a 1 to 3 character extension separated by a dot. Three character extensions are common because of this.
Modern operating systems allow computer users to use filenames up to 256 characters. Mac users, Windows 9X & NT/2000 and UNIX/LINUX (along with a few other) use long file names but names using over 32 characters get unwieldy. It is better to use a directory or folder to help describe them and keep common files together with shorter filenames.
Many modern software programs (applications) add their own extension to filenames. These extensions allow operating systems to recognize certain filenames and associate (match) them to the program that created it.
As well as choosing a filename, users must choose a directory and/or disk to store the file in. Make sure that you are consistent and use a logical structure. Once you are sure you know where the file is going to be stored press Enter on the keyboard or press the left mouse button over the word Save or Okay to store the document on a disk, in the directory with the filename you have chosen. Some software programs will automatically save files in specific directory that is created when the program is installed (default settings). You can easily changed these settings permanently using the applications Preferences or temporarily at the point of saving the file.
Some common rules are:
- All files are saved on a disk or storage device.
- A disk is usually broken up into directories and sometimes into partitions.
- A directory or folder is a way of keeping like files in a common area.
A partitioned disk, though physically a single disk, is treated like separate disks and given a separate drive letter (and/or name).
It is possible to save or move files anywhere that your computer can access. This includes disk (or other storage devices) on your computer, to any directory or sub-directory on your computer or on a network that your computer is connected to. Always make sure that you have chosen the correct directory and filename before pressing Enter or choosing Save.
Printing
The promise of a paperless office has not happened though conservation is catching on and it is possible to reduce paper consumption by using your computer more effectively. Having said that many computers are attached to printers and there are many reasons to print out documents that you create on your computer. Most software programs and applications allow the user to print the information that is created in the program.
When choosing a printer consider the peripheral equipment that you will need as well as the actual printer. Peripherals include paper, ribbons or ink cartridges, toner and occasionally print heads.
You may have to adjust some of the settings for the printer to get the output you want. Density adjustments determine how much ink is placed on the paper or how many dots per inch (DPI). Draft quality will printer quicker but creates a fainter copy (less dense). Modern Software has a Preview option which show what the page will look like when it is printed. Portrait prints the document up and down. Landscape prints the document on it's side. Most software allows the user to adjust the margin width or the blank space at the top, bottom, left and right edge of the paper.
Exit or Quit
It is important to Exit or Quit a program, application and the operating system before shutting off the computer. It is a good idea to Quit a program when you are finished with it as it takes up memory. Exiting a program should free up the memory that the program was using. Having a number of programs running simply uses up resources that may be needed in another project.
Exiting properly also saves the program settings so that when you return to the application many changes that were made will still be active.
Menus
Menus are the most common way of interacting or controlling your software. Though each program has it's own menu, modern software developers have begun establishing some standardization in how they create their menus. Many programs have a menu called File which controls things like Opening, Saving and Printing your file and Exiting the program. Many also have an Edit menu which contains the main editing commands like Cut, Copy and Paste.
The items on the menu are Commands or the features of the program. You choose the command that you want with the keyboard, mouse, trackball or touchpad. Commands control the operation of the software.
Menu bars are usually positioned at the top of the screen and are accessed by moving the cursor to the menu and pressing the button (left button if there are two). This displays a pull down menu with a number of commands or features. Depending on how the program works either let go of the button and move to the command you want then press the button again to choose it or while holding down the button, move to the command and let go to choose it.
Menus can also be controlled through the keyboard. The most common way of accessing the menu through the keyboard is by pressing the Alt key and using the Arrow or Cursor Movement keys to move through the menu items, then pressing Enter to choose the item you want. Many menu items can also be accesses using Hot key combinations. One common keyboard combination is to first tap the Alt key and then press letter key for the command you want.
Menus are created in a hierarchy. Some menu items branch out to give even more choices. Some menu items open Dialog Boxes that allow you to choose from a number of different options.
Dialog boxes allow computer users to select different options. Some dialog boxes have 2 or more Tabs which can be clicked to choose more options. Once the options have been chosen press Okay to apply the options. Some dialog boxes have an Apply button which will apply the options that you have chosen without closing the dialog box. Choose Cancel to close the dialog box without applying the changes selected. Note that options set with the Apply button cannot be canceled this way.
Modern software places the most popular commands on a toolbar for easier access. Simply click the left mouse button over the menu item to access a particular command. These tool bars can usually be customized and often allow the user to move or Tear Off the menu and drag them to a preferred location or Dock on the screen. Menus can also be customized by adding or removing commands.
Windows has a context sensitive menu that is activated with the right button. When the right mouse button is click over an object on the screen or area of the screen, a specific menu with commands related to that object will be displayed. Click the left mouse button on the command to choose it.
Installing New Software
Most software sold today has an automated install sequence that is activated with the press of a button. The installation process will create a directory, if necessary, to store the files related to the new program, uncompress and copy the files to the directory and often adds itself the desktop (Start) menu. Many installation processes will also copy files to other parts of the computer and register itself with the operating system by updating the registry. Some programs will associate themselves to a certain filename extension.
Older software many not have this option. The installation procedure is the same though. First create a folder or drawer to store the program and it's related files in. This makes it easy to find them and minimizes file clutter in the main directory. Copy the files from the installation disk to the folder that you will be running the program from. A lot of Software is compressed and you may need to uncompress it before you can use it. You then can create a new item, create a short cut to the program or add it to your desktop menu or utility program.
Backing up Files
Computer errors and software failures happen ocasionally so it is important to backup your files and documents.
One simple way to backup your files is to copy them to a disk. If there are only a few small files a floppy disk will work but if you are backing up lots of large files a cd/dvd burner, a second hard drive or tape backup may be needed. You can use a software program to automate backups or do it manually. A manual backup usually involves dragging the files or folders to the backup disk or tape to create the duplicate backup.
Store your backup files in a safe place out of the sun and away from electro-magnetic devices such as speakers and wires with strong electrical currents.
Every file that you create and plan to keep should be backed up. This includes word processing documents, financial information, databases, photos, etc...
Some less obvious files that also need to be backed up are email, Internet Favorites or Bookmarks, and Address Books. Check the help files in your email program on how to back up email. Generally each folder name in your email program is a file containing the individual email messages and copying these files to the backup disk or tape will be sufficient. Software preferences such as customized menus and settings can also be backed up. Check your software's help files to find out where these files are located.
A newer software version may be installed on the computer before ever needing the backups so make sure that the newer programs can handle the older file format.
When to backup is an individual choice. A company should have a backup policy which explains how and when data should be backed up. It all depends on how important the information is and how difficult it would be to duplicate it in the event of a system failure. If the information is critical an automatic backup system that duplicates the documents immediately may be needed (a Redundant Arrays of Inexpensive Disks (RAID) system is an example). If the files are not critical a weekly backup may be all that is needed. It is impossible to determine when a system failure will occur so it is better be cautious.
The backed up data can then be used as an archive, to recover from a system failure or to transfer data to a new computer system. Simply copy the files to the correct folder to restore them. Backup software will have an automatic recovery feature that will restore the backed up file automatically.
Compression and Decompression
Most software you buy or get off the Internet is Compressed. Computers store information in bytes which are made up of on or off signals. The software applications that uses these files need to have all the on and off signals (bytes) in place but when the file is stored they can be modified to take up less space on the storage disk or tape.
There are commercial and shareware programs that will compress and decompressed files for you. The most popular form of data compression is called zip or stuffit but there are others available as well.
Programs are also available to compress and decompress your files as you or the application you are using requires them. This can be a way of making more space available on a hard drive. Windows comes with a program that will compress part of your hard disk. Be sure to read the documentation before embarking on a project like compressing a hard drive.
The Desktop
The Desktop offers many features that make using your computer easier. You can easily start programs or applications, copy and move files from one place to another and drag and drop files and program where you want them on the computer or even on to a program's icon to open a file. Open and Save menus are streamlined to allow all applications to have the same basic features plus program specific features.
Operating systems are often backwardly compatible with older system so that older programs will run. Usually when new programs are created they are designed to work with the newest operating system to allow them to use all the newest features.
Desktop
Menu
The Start Button or Apple menu starts programs, opens documents, and access most parts of the system. Windows Program and Apple Dock menus can be customized as needed.
- Program or Dock displays a list of the programs that are installed through Windows and available to use
- Documents displays a list of the last 15 documents used allowing the user to open them directly from this menu
- Settings displays system components, such as printers, control panel and taskbar
- Find/Search has search abilities to find files, folders and phrases in documents on your computer
- Help displays help topics broken up into contents, index and find components
- Run allows you to start a program from a command line
- Shut down shuts down the computer, restarts the computer or logs you off a network
- Favorites and Active Desktop is an option available to Windows 98+ (or Internet Explorer 4x) users
Taskbar (Windows) or Dock (Apple) 
 |
|
Control Panel & System Preferences 
- used to change system settings like screen savers, time, screen colours
- also used to add and remove programs, fonts add and make changes to hardware and software settings
Computer 
- displays all the components of the computer including disk drives and networks
- all parts of the computer can be accessed through My Computer's hierarchical structure
- double click on any icon to view the contents of a disk, folder or run a program
Windows & Finder
All programs, folders, tasks and most other operations open in a window.
Windows are used to:
- share common attributes through out the entire system
- contain menus for File, Edit, View and Help which change depending on the task
- File
- open, rename, delete or change properties of files and folders
- Send To used to open files in a specified program
- create "Shortcuts"
- Edit
- move, copy and paste files and folders
- Undo the last change
- View
- change how files are displayed
- toggles Toolbar and Status bar (Microsoft)
- sorts files by choosing column name
- can be set system wide
- Help
- displays help topics for active application
- File
Toolbar
- displays icon menu of main options
Status bar
- shows current status of the window (Microsoft)
Shortcuts & Aliases
- can be created anywhere that is convenient to access a program, file or folder
- select item and choose Create Shortcut or Make Alias then drag or move it to where it is needed
- use the right mouse button to drag the item to the target and choose Create Shortcut Here from the menu that appears (Microsoft)
- when you delete a Shortcut or Alias the original application and its icon remain intact
Favorites
- collection of short cuts to documents, programs and websites
Programs & Features
Some Features
- Long file names - document names can now use names up to 255 characters including spaces using any character except \ / : * ? " < > |
- Plug and Play - many hardware devices like CDs, tape drives, upgrade cards, etc... will automatically be detect and can be automatically install on the system
- 32 bit Preemptive Multitasking - allows users to leave a task running while working on another
- Right Mouse button - used to display event specific or context sensitive menus (Microsoft)
- Drag and Drop feature allows files or other information to be dragged from one area and dropped in a new location or into an other application
- Active Windows - make your Desktop behave like a web site (Microsoft)
- Software Update - automates updating software through the Internet
- System Information or Profile - provides information about the computer system
Using Help 
- to get help about a specific procedure click the help button in the top right corner of the screen
- Contents list general topics grouped by subject
- Index list specific topics accessed by scroll bars or typing the topic
- Find creates an index of words in Help and allows searches by word or phrase
- click Help Topics to return to the Help menu
- Troubleshooters will step you through a series of steps to solve computer problems (Microsoft)
Microsoft Explorer Bar
- Folder, Search, Favorites, Radio and History information is displayed on the left side of thewindow
- click a folder or link to display contents on the right
- click plus to expand or show the sub-folders and minus to hide them
Using Old DOS Programs 
- many older DOS program will run under Window
- the PIF editor is replaced with a Properties dialogue box
- note that some DOS programs cannot run in a window and require a full screen
Using Older Software in MAC OS 10.x
- When Apple OS 10.x tries to open an older version of a program is will run it in Classic mode
Switching between tasks (programs/applications/folders)
- depending in your system's resources you can have many programs running at once and easily switch from one to another using various methods
- while hold down Alt, tap the Tab key to cycle through a menu of running tasks
- click on the taskbar or dock icon of the task you want to bring it to the front
Hints & Shortcuts
The right mouse button is a great feature of the Windows operating system and can be a real time saver. Right click on;
- an empty space of the desktop to change Desktop Properties,
- My Computer to display or modify your computer's properties,
- Network Neighborhood to display and modify your network properties,
- Start menu item to modify it,
- right click an icon to work with it, etc.
On a Mac hold the mouse button down to display a context menu.
Backing up files
Many backup options are done automatically by the computer which will provide various options to recover them in a crisis but a hard drive error can happen at any time and without warning. Be sure to back up all your personal and business data on a regular basis. If you have a second hard drive files can be backed up to that drive. A CD-R can also be used to make a back up or a collection of floppy disks can also be used. When backing up files don't forget your email and address book. Some people also have extensive collections of favorites that can be backed up as well. Check your email, address book and browser for information on backing up these files. Some programs have an export feature that can be useful when making back ups.
Different Methods of Opening Documents and Programs
- Open a program and use the Open command in the File menu
- Use the Documents command in the Start or Apple menu to open a recently used document
- Use the Find command in the Start menu or the Sherlock program on a Mac
- Double click on an icon in a Folder
- Right click and choose Open
- Choose Start, Run and type the application (and path)
Creating Folders 
- Use the New Folder option in the File menu (or right click) to create a folder in the active window
Moving and Deleting Files
- Use Drag & Drop to drag the file or folder from one folder to another
- with the right button a menu will appear allowing you to Copy or Move the file or folder (Windows)
- files on the same disk are moved (hold Ctrl to copy)
- files on another disk are copied (hold Ctrl to move)
Use the Edit menu to Cut the file and Paste it in the destination folder
Hold down Shift while Deleting a file to by pass the Recycle Bin and permanently delete files
Multiple Selection
- to select files sequentially click on the first file and move to the last file, hold down shift and click on the last file in the sequence
- to select files non-sequentially click on the first file and hold Ctrl while clicking the rest
- the two methods can be used in combination
Organizing your files and icons
It is important to develop a filing system early. Create a folder on your Desktop to store your data. Create sub-folders within that folder to sort the various documents, image, sounds and other files that you create and use. A new folder can be created easily and given a logical name which will help organize data.
- My Documents or Documents is the default folder created by the operating system and can be used as is or rename
Troubleshooting
- Both Windows and Mac have a number of tools built in to assist in solving computer problems
- Choosing Help allow Window users to access Troubleshooting Wizards that provide step-by-step suggestions
- System Information under System Tools provide valuable information and access to other system tools in Window
- System Profiler under Application, Utilities provide information about the Mac
- Running a Disk Scan occasionally or on a schedule can solve many simple errors
Word Processing
The keyboard of a word processor is similar to that of a typewriter, but its capabilities extend far beyond the typewriter's. For example, you don't have to press the Return or Enter key at the end of every line - in word processing, the line "wraps around" when it reaches the margin you've set and allows you to continue typing without stopping, you only press Enter (or Return) when you want to start a new paragraph or insert blank lines. If you make a mistake while typing use backspace or delete to erase it.
There are many commercial word processing programs including Open Office Writer
, Microsoft Word 
, Corel WordPerfect 
and others. Windows comes with WordPad to edit and format documents and NotePad to edit text. Mac OS X comes with TextEdit or SimpleText in previous version. Open Office is an Open Source office application that can be downloaded for free at openoffice.org.
Editing functions such as inserting, deleting, moving, and copying characters, words, lines, and even blocks of text are fast and easy with only a few keystrokes. Advanced programs will number pages, repeat material in the same place on every page automatically, and check the spelling of every word in your document. You print your document only after it looks exactly the way you want it to. Finally, copies of your documents can be stored on a disk, enabling you to retrieve, edit, and print them at any time.
The text appears at the cursor. Use the space bar to place spaces between words. Use backspace to erase to the left of the cursor and delete to erase to the right of the cursor. Use Enter (or Return) to move the cursor down a line.
Word processors allows you to type your text in Bold, Italics or Underline. This is useful when you wish to highlight some word or line in a document. To activate Bold, Italics or Underline click the icon button on the Toolbar, type the text that you wish to have highlighted then press Toolbar icon again when you are finished. The indicator on the Toolbar will appear highlighted as long as the highlight style is on.
The text can also be modified by changing the Font. A font is the shape and size of a character of text. The three main types are serif (with tails); sans-serif (without tails); and script (similar to handwriting). Text colours can also be changed.
Text can also be indented and tab settings added which modify where the text is placed on the page. Rather than press the space bar more than once set tabs where you want the cursor to move to.
The page can be modified by changing the margins, adding headers or footers (repeating text on each page), page numbering, graphic images and various other ways.
The Insert key toggles between Insert and Typeover. Sometimes an indicator on the bottom of the screen will display the typing mode you are in. Normally, any text after the cursor will be pushed across the screen (inserted) as new characters are typed in. With Typeover on the new character will just replace the old character at the cursor.
Editing text is quite easy once you get used to it. Select text that you want to modify with the mouse or by holding down Shift and using the arrow keys. Holding Control (CTRL) will select text one word at a time.
Once you have the text selected use Cut (Ctrl-X) to cut the text off the page and into a clipboard. Use Copy (Ctrl-C) to transfer a copy of the selected text to the clipboard. Use Paste (Ctrl-V) to paste the text into the document at the cursor. The Windows clipboard will only hold a single selection of text which is replaced with each new cut or copy.
If you make a mistake most modern programs have an Undo feature (Crtl-Z). Many also have a Redo feature.
Most word processors will check your spelling and many have thesauruses and will check your grammar. Don't rely on the editing tools to replace a good proof reading though! (as this editor tends to do.
Spreadsheet
Spreadsheets are used to work with financial information. Spreadsheet charts are laid out in numbered rows and lettered columns. Where the row and column intersect is called a cell. The cell is referred to by the letter and number of the intersection called the cell address. The first cell in a chart is at the intersection of column A and row 1 and is referred to as Cell A1.
Some commercial Spreadsheets are Microsoft Excel
, Corel QuatroPro 
, Lotus 123 and others. OpenOffice.org Calc 
is an Open Source office program that is free to download and use. Tax and accounting software are also spreadsheets but are designed to provide tools and utilities which help get the specific job done.A B C 1 2 3 When working with numbers in a spreadsheet, refer to the cell addresses when creating mathematical formulas. This is because any changes you make to a single cell will be automatically updated without having to reenter the numbers in the rest of the cells.
Use the plus sign (+) to add; the minus (-) sign to subtract; the asterix (*) to multiply; and the back slash (/) to divide.
Spreadsheets use formulas to create simple to complex mathematical equations. A sheet can be built to handle the financial needs of businesses.
Most of the standard editing features are available in the spreadsheet such as Bold, Italics, Underline, Move, Copy and Paste.
Information from a spreadsheet can be displayed in chart form.
Most spreadsheet programs include templates to handle many of the average financial needs of a home user or small business. These templates can be modified or customized to personalize them for your own needs.
Most modern spreadsheet programs allow users to work on many sheets at once and access information from any of the sheets in the workbook group.
Graphic Images, Sounds & Animation
Graphics
Computer graphics are anything that can be displayed on the screen except the text and sometimes even text falls into the graphics category if it is save in a graphics format.
Commercial graphics programs include; 
Corel PhotoPaint 
Corel Draw 
Macromedia Fireworks 
Macromedia Freehand 
Adobe Photoshop 
Adobe Illustrator 
LView 
ULead ...and many others There are basically two types of computer graphic, bitmapped and vector/structured.
Bitmapped graphics are images that are mapped to the monitor or screen. The screen is made up of tiny dots called pixels. These dots can display various colours depending on the type of computer hardware and software you have. Using shades of red, green and blue (RGB) an image can be displayed on the screen by mapping different colours to the screen in different sequences.Vector graphics use objects created from mathematical formulas to represent things like lines, curves, fills, line thickness, etc. to create the image.
Each type of graphic has it's own advantages and disadvantages. Older versions of HTML were only able to recognizes bitmapped graphics so most graphics created for the Internet, using standard HTML, are created or converted to a bitmap format. The newest version of HTML or XHTML is able to display vector graphics but not all browsers are able to display these graphics.
Within each of the two main types there are dozens of different formats.
Graphics formats are distinguished by their filename extensions.
The three main bitmapped format graphics used on the Internet are .gif, .jpeg (.jpg) and .png. There are many others including .bmp, .tiff (.tif), .pcx, .ppm, .tga and a host of others.
Some of the structured formats are .ai, .cmx, .eps, .wpg, .cgm and a host of others.
Bitmapped graphics can be created and modified in a paint program and vector or structured graphics can be created and modified in a draw program.
The main tools in a graphics program allow you to select a section of a picture, erase part of a picture, fill a defined area, select a colour, magnify a section, draw free hand, draw with various tools such as a straight line; a curved line; a rectangle; an oval; and a polygon. You can also modify a drawing by changing the size, colour, placement, and, depending on the program, hundreds of other modification.
Sound
Moving Picture Experts Group (MPEG) or .mpg is multimedia format that is an attempt to create a standardization among the various formats available. MPEG has made it possible to place audio content on your website without having it sound tiny and hollow or taking an extreme amount of time to download. There are many different formats for sound including; Microsoft's .wav, Sun's .au & .snd, RealNetwork's RealAudio , .ra(*), and various others.
You may have heard .mid files play when visiting various websites. Musical Instruments Digital Interface (MIDI) files are basically sound tracks which use a collection of sounds contained in the .mid file to play a tune.
To create a sound file you will need an audio program. You can then record with a microphone or off of a prerecorded medium. Your computer will need to have a sound card properly installed and a speaker to hear your recording. You can save the sound file to play back later.
Animation
With the advent of faster computers comes animation. Though it has been around for years the modern computer has made it possible to include animation in programs without causing them to slow down (much). As with every multimedia format there are a number of types.
You may have seen .gif animations on this website. A GIF animation is a series of separate images or frames that display one after the other to give the impression of movement. Other formats are Audio Visual Interleave's .avi, the before mentioned mpg, Microsoft's Media Player .wmv, Apple's Quick Time .qt, .aif(*) & .mov, RealNetwork's RealVideo .rm(*), Macromedia's Flash creates Shockwave .swf, and JavaScript as well as various others.
There are various animation or multimedia players available for a free download off the Internet.
To create animations, sounds or graphics you will need a program that has the capabilities you want. Visit the various multimedia company websites to read up on their product to see if they can do what you want. (Hint: to find a company website type "www.'replace this with the companies name'.com"). Most companies offer free trials that you can download from their website.
You should also be aware that most media content placed on the Internet is considered published material and therefore copyright unless explicitly stated otherwise.
Desktop Publishing
Desktop publishing (dtp) uses both word processing and graphics to produce publications and presentations.
Some common dtp programs are MS Publisher
and Quark Express. Both Adobe and Corel have a number of programs that work like dtp programs. OpenOffice.org Draw 
is an OpenSource free option.Desktop publishing programs layout their documents in a series of slides that can contain text, graphics and dynamic content. Content is added to each slide in a series which can be printed or saved as a slide presentation. Sound and music can also be added to the presentation.
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