Module 1.
5 Part 2
Operating system utilities
Utilities are programs that perform system maintenance and administrative tasks.
File management
Naming file
File names File names in Windows consist of a name, followed by a period
and a file extension (e.g. [Link]).
File extensions File extension indicates the file type and which program opens it
(e.g. .accdb for Access).
If Windows doesn't recognise a file type, it offers programs to
open it or allows an internet search.
Path A path shows the exact location of a file on the computer (e.g.
D:\Documents\Invoices\2019\[Link]). It is a logical
sequence of folders that lead to the location of a file.
It includes the drive letter and folders leading to the file.
Information about files
File property Basic info like name, size, date modified.
File attribute Settings like:
Read-only: File can't be edited and saved with the same
name.
Hidden: File is not visible by default in File Explorer.
Metadata Extra information stored with a file (e.g. author, creation date,
camera used).
Helps in searching and managing files efficiently.
File manager functions
Searching Find files using criteria like size, type, name, date, or content
(e.g., using File Explorer's search box).
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Compressing Reduce file size to save space by creating a compressed
(zipping) version.
Decompressing Restore compressed files to their original size so they can be
(extracting) used.
Importing and Exporting Files
File format conversion is sometimes necessary (e.g., BMP to JPG or Word
to older format).
It allows compatibility across different applications or systems.
Exporting:
Saves data in a format readable by another application/version.
Found under 'Export' or 'Save As' menus.
Importing:
Opens data created in a different format/application.
May appear in the 'Open' dialog or under a separate 'Import' menu.
Options and processes depend on the specific application being used.
Scheduling
Scheduler: A program that runs other programs at specific times.
Examples: Backups at midnight, antivirus scans, disk defragmentation.
Built-in schedulers: Found in Windows and most security software.
Default settings: Used unless manually changed.
Reasons schedulers are useful:
Automatic updates: Keeps critical software (e.g. antivirus) up to date.
Routine tasks: Handles tasks like disk defragmentation automatically.
Off-peak operation: Tasks can run when you're not using the computer,
avoiding slowdowns and saving internet bandwidth.
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Tip:
For networks, download updates to one central computer to save time and internet
data, especially for frequently updated software like antivirus programs.
Printer management
Printer management is crucial in networks with multiple printers.
A default printer is the one used automatically unless another is selected.
A print job is created when you send a document to print.
Spooling sends print jobs to disk until the printer is ready.
Each printer has a printer queue where jobs wait to be printed.
You can view and manage the printer queue by double-clicking the printer
icon.
In the queue, you can:
See job status, owner, and number of pages
Delete, pause, or restart print jobs.
Backup
Why Backups Are Important
Files can be lost due to accidental deletion or overwriting.
Hardware can fail (e.g. disk crashes).
Disasters (fire, floods, earthquakes) can destroy data.
Devices can be stolen.
Files can be corrupted by power surges or viruses.
Backup Software
Use structured backup procedures and policies, especially in networks.
Built-in OS tools and third-party programs are available.
Backup programs allow you to:
o Schedule backups (preferably at night).
o Do full or incremental backups.
o Encrypt and compress backups.
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Backup Tips
Use automatic backup software.
Only back up data (not software).
Use external portable storage (e.g. portable hard drives).
Disconnect backup drives when not in use (to avoid malware damage).
Store backups off-site.
Use cloud backup services (e.g. Carbonite).
Clean up duplicate or outdated files.
Archive rarely used large files.
Regularly test backups by restoring files.
Complete the WMA on page 83 – 84, questions 17 - 25