UNIT 6

PERFORM COMPUTER
OPERATIONS

Learning Objectives.................................................. 127

Introduction................................................................ 128
Plan and Prepare for Task to be
Taken Undertaken..................................................... 129
Input Data into Computer....................................... 140
Access Information Using Computer.................... 143
Produce Output/ Data using
Computer System...................................................... 146
Functions of a WWW-browser to
Locate Information.................................................... 150
Maintain Computer Equipment and
Systems........................................................................ 153
Unit Summary............................................................ 157
Points of Discussion................................................. 157
Multiple Choice Questions..................................... 157

LEARNING
OBJECTIVES
After studying this unit, you will be able to:
• Understand plan and prepare for task to be
taken
• Define input data into computer
• Explain access information using computer
• Discuss about produce output/ data using
computer system
• Identify functions of a www-browser to locate
information
• Explain maintenance of computer equipment
and systems
Computer Systems Servicing: Intermediate

INTRODUCTION

C
omputer is a device that transforms data into meaningful
information. Data can be anything like marks obtained by
you in various subjects. It can also be name, age, sex,
weight, height, etc. of all the students in a class. Computer can
also be defined in terms of functions it can perform. This unit
covers the knowledge, skills, attitudes and values needed to
perform computer operations which include inputting, accessing,
producing and transferring data using the appropriate hardware
and software. A computer manipulates binary coded data and
responds to events occurring in the external world (users, other
devices, and network).
KEY WORD
Binary-coded decimal
(BCD): It is a class of
binary encodings of
decimal numbers where
each decimal digit is
represented by a fixed
number of bits, usually
four or eight.

Five basic operations performed by computer system; these are:

Input unit
Input unit links the external environment with the computer
system. Data and instruction must be entered to the computer
before performing any competition. Data or instructions can be
entered through input devices, e.g. Key board, or any other input
devices.
Input unit transferred this data into binary coded in short
input unit performs the following function:
• It accepts data or instructions from external world.
• It converts these instructions and data in computer
acceptable form.
• It supplies the converted instruction & data to the computer
for further processing.

Output Unit
The job of output unit it is just the viewers of that any input
unit it provides information reasons of computation to the output

128 3G E-LEARNING
 Perform Computer Operations

of the world. Output unit links the computer with the external world. A computer prepares
results in binary code. Output unit converts these results into human acceptable forms. In
short perform the following functions.
• It accepts the result produced by the computer.
• It converts these coded results to human acceptable form.
• It supplies the converted to the outside world.

Storage Unit
Before actual processing start, data & instructions entered to the computer must be stored
inside the computer. Similarly, results produced by the computer are required to be stored
before being passed to the output unit. The intermodal result produced by the computer must
also be stored for further processing. In short the function of storage unit:
• It stores all the data to be process.
• It stores intermodal results.
• It stores final result are realize an output device.

ALU
ALU is the place where actual execution of the instructions takes places during the processing
operations. All calculations & comparisons are made in the ALU. The data and instructions
stored in the primary storage are transphered as where required. Intermodal results are also
transphered back to the ALU for the final processing. After completion of processing the final
results are send to storage units from ALU.
Number of arithmetic & logical operation that a computer can perform is determined by
the design to perform the four basic arithmetic operations. They are +,-,*,/. The logic operations
like <,=,>.

Control Unit
ALU does not know what should be done with the data likewise; output unit does not know
when the result should be displayed. By selecting, interning and seeing to the execution of
the program the CU is able to maintain order and direct the operations of the entire system
CU doesn’t perform any actual processing on data yet it is known as a central nervous system
for the comforts of the computer.

PLAN AND PREPARE FOR TASK TO BE TAKEN

UNDERTAKEN
Computers are devices built on the very concept of logic. A logical approach will go a long
way toward keeping them running properly. Having a well-organized, predefined set of plans
and procedures covering the different aspects of computer care for every class of computer
and operating system you deal with is required to make sure that you offer the same level of
appropriate care to all of your clients.
Let’s define the terms plan and procedure. A plan is the broader scope of care, and it can
contain several procedures. For example, a periodic maintenance plan can detail the activities
and tasks that should take place at regular intervals (daily, monthly, annually, and so on), or
relative to some specific activity, like a system upgrade. A procedure is a detailed list of steps

3G E-LEARNING 129
Computer Systems Servicing: Intermediate

that should be performed, often in the form a checklist. This list

can also include the necessary tools, parts, and remarks about
important issues regarding the procedure.
One way to organize plans and procedures is to have a
maintenance policy manual. These policies can be ordered by
time since the last regular maintenance, and there should be
an appropriate plan for each interval. The monthly plan might
include regular disk defragmentation, a performance inspection,
a short conversation with a user to ascertain if the system is
performing as well as expected, and an update of the master
recovery disks. Some of these same procedures might also show
up on the semiannual and annual plans. The plan references the
KEY WORD procedures, which are kept in a separate part of the folder or
Central Processing another folder altogether. If a change in policy or a change in
Unit (CPU): It is the the operating environment requires changes to a given procedure
electronic circuitry (perhaps due to new software), then simply updating a machine
within a computer
that carries out the
with the procedure will automatically bring all the periodic plans
instructions of a into compliance.
computer program by One of the keys to success is to develop a maintenance
performing the input/
program that takes into account the types of computers you will
output (I/O) operations
specified by the be working on, the needs of the end user, and the best practices
instructions. recommendations provided by the manufacturers of the hardware
and the software vendors. Another critical element of success is
putting the plans and procedures into writing and keeping good
records of the tasks performed, as well as the computers on which
they were performed.

Appropriate Hardware and Software

Hardware refers to the physical elements of a computer. This
is also sometime called the machinery or the equipment of the
computer. Examples of hardware in a computer are the keyboard,
the monitor, the mouse and the processing unit. However, most
of a computer’s hardware cannot be seen; in other words, it is
not an external element of the computer, but rather an internal
one, surrounded by the computer’s casing (tower). A computer’s
hardware is comprised of many different parts, but perhaps the
most important of these is the motherboard. The motherboard is
made up of even more parts that power and control the computer.
In contrast to software, hardware is a physical entity. Hardware
and software are interconnected, without software; the hardware
of a computer would have no function. However, without the
creation of hardware to perform tasks directed by software via
the central processing unit, software would be useless.
Hardware is limited to specifically designed tasks that are,
taken independently, very simple. Software implements algorithms
(problem solutions) that allow the computer to complete much
more complex tasks.

130 3G E-LEARNING
 Perform Computer Operations

Software, commonly known as programs, consists of all the electronic instructions that
tell the hardware how to perform a task. These instructions come from a software developer
in the form that will be accepted by the platform (operating system + CPU) that they are
based on. For example, a program that is designed for the Windows operating system will
only work for that specific operating system. Compatibility of software will vary as the design
of the software and the operating system differ. Software that is designed for Windows XP
may experience a compatibility issue when running under Windows 2000 or NT. Software is
capable of performing many tasks, as opposed to hardware which only perform mechanical
tasks that they are designed for. Software is the electronic instructions that tells the computer
to perform a task. Practical computer systems divide software systems into two major classes:
• System software: Helps run computer hardware and computer system itself. System
software includes operating systems, device drivers, diagnostic tools and more. System
software is almost always pre-installed on your computer.
• Application software: Allows users to accomplish one or more tasks. Includes word
processing, web browsing and almost any other task for which you might install
software. (Some application software is pre-installed on most computer systems.)
Software is generally created (written) in a high-level programming language, one that is
(more or less) readable by people. These high-level instructions are converted into “machine
language” instructions, represented in binary code, before the hardware can “run the code”.
When you install software, it is generally already in this machine language, binary, formed.

Hardware and Peripheral Devices

A peripheral device connects to a computer system to add functionality. Examples are a mouse,
keyboard, monitor, printer and scanner. Learn about the different types of peripheral devices
and how they allow you to do more with your computer.

Personal Computers
The most popular form of computer in use today is the Personal Computer generally known
as the PC. The PC can be used for various applications. It can be defined as a single user
oriented and general purpose microcomputer. It can perform a diverse range of functions, from
keeping track of household accounts to keeping records of the stores of a large manufacturing
company.

Networked Systems
A network allows multiple computers to send files and folders to one another, share a single

POINTS TO REMEMBER
Hardware Security
1. Lock offices. Office keys should be registered and monitored to ensure they are returned
when the owner leaves the University.
2. Secure personal computers in public areas. Equipment located in publicly accessible
areas or rooms that cannot be locked should be fastened down by a cable lock system
or enclosed in a lockable computer equipment unit or case.
3. Secure hard disks. External hard disks should be secured against access, tampering, or
removal.

3G E-LEARNING 131
Computer Systems Servicing: Intermediate

Internet connection and print from the same printer. Although setting
up a network used to be a challenging task, modern operating
systems do most of the software configuration automatically, so
setup is simple even for a novice user.
You will need to connect each computer to a router. This acts
as a switching station, directing signals from and to the appropriate
systems. Although a hub or a switch can be used instead of a
router, a router is recommended because of its stability and more
advanced features.

Printers
After a document is created on the computer, it can be sent to
a printer for a hard copy (printout). Some printers offer special
features such as colored and large page formats. Some of the
most commonly used printers are:
KEY WORD • Laser Printer
Compatibility card: It is • Ink Jet Printer
an expansion card for • Dot Matrix Printer
computers that allows
it to have hardware • Line Printer
emulation with another
device.
Laser Printer
A laser printer produces high quality print that one normally
finds in publishing. It is extremely fast and quiet. Moreover, the
operation of a laser printer is easy with automatic paper loading
and no smudging or messing up of ink ribbons. The fastest laser
printer can print up to 200 pages per minute in monochrome
(black and white) and up to 100 pages per minute in color.

Ink-Jet Printer
An ink-jet printer creates an image directly on paper by spraying
ink through as many as 64 tiny nozzles. Although the image it
produces is not generally quite as sharp as the output of a laser
printer, the quality of ink-jet images is still high. In general, ink-
jet printer offers an excellent middle ground between dot matrix
and laser printer. Like laser printer, an ink-jet printer is quiet and
convenient, but not particularly fast. Typically, an ink-jet printer
is more expensive than a dot-matrix printer, but costs only half
as much as a laser printer.

Dot Matrix Printer

The dot matrix printer was very popular at one point of time. It
is a very versatile and inexpensive output device. In dot matrix
printer the print head physically “hits” the paper through the
ribbon and produces text (or images) by combinations of dots;
hence the name dot matrix printer. Its speed is measured in
characters per second (CPS). Although it is less expensive, it is
louder, slower and produces lower print quality.

132 3G E-LEARNING
 Perform Computer Operations

Line Printer
A line printer is generally used with large computer systems to produce text based data
processing reports. Line printers are high-speed printers with speeds ranging anywhere from
100 to about 3800 lines per minute. In the past, print quality on line printers was not high.
Developments in technology are improving the print quality on line printers.

Scanners
There are a number of situations when some information (picture or text) is available on
paper and is needed on the computer disk for further manipulation. A scanner is used for
this purpose A scanner scans an image and transforms it into ASCII (special code used by the
computers) and graphics. These can be edited, manipulated and combined, and then printed.
Scanner are used to reproduce photographs on the computer screen. These can be employed
in training programs and in desktop publishing.

Keyboard
A computer keyboard closely resembles a typewriter keyboard. It has additional keys to handle
special functions required by a computer. A computer keyboard has three categories of keys:
• Alphanumeric Keys (Alphabet & Numeric)
• Special purpose keys
• Function keys

Alphanumeric keys
Comprises of alphabets (A-Z), numbers (0-9) and other characters like

Special keys
They perform specific functions. Special keys are Enter (return), Backspace, Insert, Delete,
Home, End, Page Up (PgUp), Page Down (PgDn), Num Lock, Caps Lock, Shift, Alt (Alternate),
Ctrl (Control), Esc (Escape) and Cursor (Arrow) keys. Shift key when pressed with another
key; alters the meaning of any alphanumeric key for e.g. Shift with key 5 gives you ‘%’ The
Ctrl and Alt keys when used with some other keys perform some special functions e.g. Ctrl,
Alt and Del pressed together restarts the system. The Esc key is generally used to return to
the previous menu or quit a program. The Cursor is a symbol displayed on the screen at the
position where text or graphics will be inserted or deleted. The Cursor movement keys move
the cursor on the screen. The Num Lock is used to activate the numeric keys on the Numeric
keypad. When Num Lock is off the keys work like cursor movement keys. Scroll Lock is used
to deactivate/activate scrolling of text on the screen. Print Screen is used to print whatever is
displayed on the screen. Enter or Return is used to communicate the end of an instruction or
data being keyed in through the keyboard. Caps lock is used for keying upper case alphabets.
Backspace is used to erase the character to the left of the cursor position. The Function keys

The Function keys

These are used to perform a set of operations using a single keystroke. The function keys can
be defined as special purpose keys. In most of the software, pressing the F1 key will take you
to the help feature. Other than these keys, 3 status indicator are present on the keyboard.
They are Caps Lock on/off, NumLock on/off, Scroll Lock on/off indicators.

3G E-LEARNING 133
Computer Systems Servicing: Intermediate

Mouse
A mouse is an input devise which is used to points and select some options on the VDU.
A mouse may have one, two or three buttons. The function each button depends on the
program. When a user rolls the mouse across a flat surface, such as a desk, the screen cursor
moves in the direction of the mouse’s movement. Clicking the mouse results in selecting an
option. Positioning a cursor with the mouse is easier for non-typists than pressing various key
combinations. With appropriate software, a mouse can also be used to draw pictures.

Voice/Data logger
A voice logger is a device or program used to record audio information from telephones,
radios, microphones and other sources for storage on a computer’s hard drive or removable
media. There are two basic modes for recording: vox mode, which is voice-activated, and
non-vox mode, in which the recording is continuous.

OHS Guidelines for Computer Operation

Task is planned to ensure that OH & S guidelines for computer operation and procedures are
followed.

Step 1: Adjust Your Chair

Set Seat Base Tilt:
• Adjust the seat base so that it tilts slightly forward.
• It should be tilted enough to cause the person to sit in a more upright position and
promote a downward slope of the thighs.
• Tilting the seat base in combination with setting the backrest allows the person to sit
right back in the chair and gain the necessary support.
Set Backrest Height
• Move the backrest to locate the lumbar support to the curve in your lower back (not
the upper buttocks). This generally means that the ”plumpest” section of the backrest
fits into the small of your back.
• Lock the backrest into place.
Set the Backrest Angle

PROGRESS CHECK
1. Explain operation of hardware and peripheral devices
2. How to checked information accuracy in order to operating procedure
3. Explain the procedure for inputted data is stored in storage media
4. Discuss the identification of selection of desktop icons.
5. Discuss about entered data are processed using appropriate software commands
6. Explain internet and networking process.
7. Define the browser bar buttons, menus, and functions

134 3G E-LEARNING
 Perform Computer Operations

• Use your body weight to lean back against the backrest.

Depress the control lever to enable the backrest to change
angle.
• Adjust the angle to allow normal upright alignment of
the spine. Try to maintain the three natural curves.
• Provide a full support to your back when doing computer
work.
• Use the chair backrest to provide different postures e.g.
angle back when chatting on the phone, talking to visitors
and reading.

Set the Seat Height

With a nonadjustable desk
• Raise / lower the seat to enable the desk height to be
at your elbow height.
• There should be a slight downward slope of the forearms
and you should be able to reach the key board without
your elbows leaving the side of your body
Note:
• If you are a “touch typist” you may sit slightly higher.
KEY WORD
• If you are not a touch typist, you may sit slightly lower
Programming
than elbow height. This helps relieve neck fatigue as language: It is a
you frequently look between the keyboard and monitor. formal constructed
Footrests language designed
to communicate
• Use a foot rest if you feel pressure under your thighs instructions to a
from the front edge of the seat or if your feet do not machine, particularly a
touch the ground. computer.
• Ensure there is a slight downward slope of the thighs to
promote blood flow.
With an adjustable height desk
• Lower your chair seat to rest your feet on the floor and
relieve any pressure on the underside of your thighs from
the front edge of the chair.
• Lower the desk height to your elbow height when you
are seated on the chair

Step 2: Position your Keyboard and Mouse

Both these items are used frequently and are to be located on
the desk in the primary reach envelope
Keyboard
• Touch typists should locate the keyboard close to the
desk edge.
• Non touch typists should locate the keyboard around
10cm in from the desk edge.
This enables:

3G E-LEARNING 135
Computer Systems Servicing: Intermediate

• desk space to rest the hands when not typing

• reduced neck angle when looking between the keyboard and monitor
• A further option locates the keyboard nearly a forearm length from the desk edge.
This enables the forearms to rest on the desk when not typing and they glide over
the desk when typing.
• The mouse can go on the left or right side, whichever is preferred.

Note:
Check that your typing technique does not involve:
• subtle elevation of your shoulders
• holding your hands up with bent wrists - resting your wrists on the desk and angling
your wrists
• “wrist rests” are generally not required with the modern slimline keyboards and
generally not recommended for a standard workstation setup. However, some users
find that “wrist rests” do eliminate the typing technique (bent wrists). In these cases,
they are a benefit.

136 3G E-LEARNING
 Perform Computer Operations

Mouse
• The elbow should remain bent when reaching for the mouse. The mouse should be
located in the primary reach envelope (inner reach).
• Your forearm should rest on the desk when your hand is on the mouse. It should
glide over the desk when using the mouse.
Note:
Your wrist should not be the contact point between your arm and desk when using the mouse.
• Try to train yourself to use the mouse with either hand.
• Learn keyboard shortcuts for frequent mouse activities and reduce your use of the
mouse.
• When mainly using the mouse, locate it directly in front of you and use your other
hand for minor keyboard corrections.
• Do not continue to grip the mouse when it is not in use. Do not “hover” your hand
over the mouse, rest your hand on the mouse or desk.

Step 3: Position your Computer Monitor

Conventional monitor (CRT monitor) If you have a conventional monitor.
• locate it at the apex of an L shaped desk parallel with the keyboard location.
• Alternatively, locate it on either side surface of the desk or on a rectangular desk, as
long as the surface is over 900mm deep.
• Elevate the monitor until the top of the picture tube is approximately the same height
as your seated eye height.
• Push the monitor back until the face of the monitor is at least full arms length away
from your seated position.

3G E-LEARNING 137
Computer Systems Servicing: Intermediate

Laptop
If you use a laptop for more than 2 hours per day, you should:
• Either, locate the laptop on a stand to elevate the screen to eye height. Use a separate
keyboard and mouse.
• Or, use the laptop keyboard, separate mouse, and a separate, elevated conventional
monitor.
• Or, use a full docking station to create Option One arrangements

If you have a flat LCD Screen

• You can locate the screen on any of the L shaped desk surfaces that are over 750mm
deep.
• Ensure a symmetrical position is created with the keyboard and LCD screen.
• If required, elevate the LCD screen as per Option One.

Step 4: Position Documents Used with the Computer

• If you are not a touch typist, place document on angled surface behind the keyboard
and in front of the monitor stand.

138 3G E-LEARNING
 Perform Computer Operations

• If you are a touch typist you may prefer an alternative

document stand elevated to either side of the monitor.

Step 5: Position of Telephone

• Consider locating the telephone on your non dominant
side of the computer. However, do not reach across your
body to answer the phone, use your non dominant hand.
• If it is frequently used, locate it in the primary reach
envelope (inner reach).
• If you have frequent or prolonged telephone calls or are
required type while conversing on the phone, consider
using a headset when accessing computer data.

Required data security guidelines are

applied in accordance with existing Hard disk drives were
introduced in 1956 as
procedures data storage for an IBM
real-time transaction
Information Security Working Group describes important personal
processing computer
computer security procedures and policies. Because the number
and were developed
and types of functions personal computers perform is increasing
for use with general-
rapidly, in many cases they now require the same security measures
purpose mainframe
as large computer systems in University computation centers. Many
and minicomputers.
of the security practices formerly performed only by computation
The first IBM drive,
centers are now the responsibility of personal computer users. It
the 350 RAMAC, was
is important that people who use computers are responsible for
approximately the size
the way resources are accessed and used. The degree of security
of two refrigerators
appropriate will depend on whether the computer is owned and
and stored five million
used by an individual or is part of a local area network managed
six-bit characters (3.75
by a department. In all decisions about security, control and costs
megabytes) on a stack
should be balanced by the risk and security exposure.
of 50 disks.
Access Security
1. Install software security packages that use passwords to
ensure only authorized users have access.
2. Password guidelines:
a. length should be eight characters
b. avoid words found in the dictionary and include at
least one numeric character (six-character passwords
may suffice for non-dictionary words)
c. choose passwords not easily guessed by someone
acquainted with the user (for example, passwords
should not be maiden names, or names of children,
spouses, or pets)
d. do not write passwords down anywhere
e. change passwords periodically

3G E-LEARNING 139
Computer Systems Servicing: Intermediate

f. do not include passwords in any electronic mail message.

3. Use password control capabilities that are part of many data base management
packages.
4. Periodically review overall access controls to determine weaknesses.

Ensure Data and Software Availability

1. Back up and store important records and programs on a regular schedule.
2. Check data and software integrity by using techniques such as checksums on files,
or compare current files against backup files. (Checksum is a calculated value that is
generated based on the contents of a field, record, or file. The value can be regenerated
at any time to determine if the contents of the field, record, or file has been changed).
3. Fix software problems immediately.

INPUT DATA INTO COMPUTER

The role of an input in a computer system is to provide data for further processing. An input
consists of data or commands that are entered into the computer system usually via an input
device such as a keyboard, mouse, OMR, barcode reader, scanner etc. The input data is
converted into digital data that can be dealt with by the computer.
Sometimes the input is already in digital format, for example when it has been transmitted
from another computer but most of the time it needs to be converted into a digital format
before processing can take place.
Examples of inputs and the way they create digital data:

Input device How it works

Keyboard User presses a physical key. An electronic chip senses the

key press and produces a digital code to represent the
meaning of the key.

Mouse User slides the mouse around. This movement is picked

up by a sensor inside the mouse and digital data is sent as
a result

Touch screen User makes gestures on the surface of the screen or slides
their finger along it. Sensors behind the screen picks up
the action and converts it into digital data

Microphone The microphone system picks up sound and converts it

into digital data (via the sound card)

The data are input in computer in a particular ways, but in the other side these are work
different, such as:
• Data are entered into the computer using appropriate program/application in accordance
with company procedures.
• Accuracy of information is checked and information is saved in accordance with
standard operating procedures

140 3G E-LEARNING
 Perform Computer Operations

Checked information accuracy in order to operating procedure

Accuracy of information can also provide clues to possible bias in the resource under
investigation. If the data that you have collected is inaccurate then the information it will
produce will inevitably also be inaccurate.
Examples of how inaccurate data occurs

Questionnaires and surveys

• Questions might be poorly worded so that users misunderstand them.
• Questions could be considered to be ‘leading’ which would result in biased answers.
• Open questions might be used where closed questions would have been better.
• Options provided are not sufficient to cover the range of answers possible
• A poor or unrepresentative population sample might be selected.

Human Error
If humans are collecting the data manually e.g. recording answers to questionnaires, writing
down instrument measurements, they might make a mistake.
They might also make a ‘transcription error’ when entering correctly collected data into
the system.

Calibration of Instruments
If data is being collected automatically by sensors or other instruments then the results could
be inaccurate if the instruments were not correctly calibrated at the start of the data collection
period.

Inputted Data is Stored in Storage Media

Storage keeps data, information and instructions for use in the future. All computers use storage
to keep the software that makes the hardware work.
As a user you store a variety of data and information on your computer or on storage
media. Storage media are the physical materials on which data, information and instructions
are kept. When a user saves information or data to a storage medium he or she is storing a
file, and this process is called writing.
Storage media include the following but not limited to:
• Diskettes
• CDs
• Zip disks
• hard disk drives, local and remote
• Optical drives

Diskettes
A floppy disk, also called a diskette or just disk, is a type of disk storage composed of a disk
of thin and flexible magnetic storage medium, sealed in a rectangular plastic carrier lined
with fabric that removes dust particles. Floppy disks are read and written by a floppy disk
drive (FDD).

3G E-LEARNING 141
Computer Systems Servicing: Intermediate

Compact Discs (CDs)

A compact disc, or CD, is an optical storage medium with digital data recorded on it. The
digital data can be in the form of audio, video, or computer information. When the CD is
played, the information is read or detected by a tightly focused light source called a laser
(thus the name optical medium). This article will focus on audio compact discs, which are
used to play back recorded music.

Zip Disks
A high-capacity floppy disk drive developed by Iomega Corporation. Zip disks are slightly
larger than conventional floppy disks, and about twice as thick. They can hold 100 or 250
MB of data. Because they’re relatively inexpensive and durable, they have become a popular
media for backing up hard disks and for transporting large files.

Hard Disk Drives

A hard disk drive (sometimes abbreviated as hard drive, HD, or HDD) is a device used to
permanently store and also retrieve information. There are many variations, but their sizes are
generally 3.5” and 2.5” for desktop and laptop computers respectively. A hard drive consists
of one or more platters to which data is written using a magnetic head, all inside of an air-
sealed casing. Internal hard disks reside in a drive bay, connect to the motherboard using an
ATA, SCSI, or SATA cable, and are powered by a connection to the PSU (power supply unit).

Optical Disk Drive

An optical disk drive (ODD) uses a laser light to read data from or write data to an optical
disc. These include CDs, DVDs, and Blu-ray discs. This allows you to play music or watch
movies using pre-recorded discs. Computer software also often comes on one of these discs,
so you need an optical drive to install software. Most modern drives allow you to write to an
empty disc, so you can create your own music CDs or create a back-up copy of important data.

Ergonomic Guidelines
Ergonomics is a scientific discipline, which is concerned with improving the productivity,
health, safety and comfort of people, as well as promoting effective interaction among people,
technology and the environment in which both must operate.

Responsibility
Departments are encouraged to purchase adjustable equipment for the reasonable accommodation
of users. Some users may have special needs, such as left-handedness, color blindness, vision
impairment, etc. The goal should be flexibility to accommodate the user population so that
personnel may interface effectively with equipment. Equipment should be sized to fit the
individual user.

Purpose
Ergonomic furniture should be designed to facilitate task performance, minimize fatigue and
injury by fitting equipment to the body size, strength and range of motion of the user.

142 3G E-LEARNING
 Perform Computer Operations

Office furnishings, which are generally available, have adjustable components that enable
the user to modify the workstation to accommodate different physical dimensions and the
requirements of the job. Ergonomically designed furniture can reduce pain and injury, increase
productivity, improve morale, and decrease complaints.
The purchase of equipment should be task specific to eliminate:
• static or awkward posture,
• repetitive motion,
• poor access or inadequate clearance and excessive reach,
• display that are difficult to read and understand, and
• controls that are confusing to operate or require too much force. Therefore, furniture
that is selected should be suitable for the types of tasks performed and be adaptable
to multi-purpose use. Office workstations must be designed carefully to meet the need
of the staff and to accomplish the goals of the facility.
Design objectives should support humans to achieve the operational objectives for which
they are responsible. There are three goals to consider in human-centered design.
• Enhance human abilities
• Overcome human limitations
• Foster user acceptance
To achieve these objectives, there are several key elements of ergonomics in the office
to consider.
• Equipment - video display terminals
• Software design - system design and screen design for greater usability
• Workstation design - chairs, work surfaces and accessories
• Environment - space planning, use of colors, lighting, acoustics, air quality and thermal
factors
• Training - preparing workers to deal with technology

ACCESS INFORMATION USING COMPUTER

Accessing your home or work computer remotely from almost anywhere with full access to
files, programs and network resources is quite handy. Imagine taking your annual report home
to finish it on your home PC, only to forget to update the file on your memory stick. Free
remote access software can be used from any convenient location to grab that file saved at
home, troubleshoot a friend’s computer, access your work PC and many more possibilities.
Download the software. Go to the ShowMyPC website at [Link] and click on
the “Show My PC View Remote PC” link. You will be prompted to “Save” the software. Save
it and on all the computers you want to link.
Install the service. Once you’ve downloaded the software, double-click on the file and
click on “Options.” Select “Install Service.” Do this on each computer.
Share the desktop. On the Client (controlled) computer -- the computer you want to access
remotely click on the “Show My PC” button to generate password and make your computer
accessible remotely.
Launch the application and click on “View a Remote PC” button on the Host computer
-- the computer you are accessing from. The application will prompt you for a password. Enter
the Client computer’s generated password and click “OK.” The Host computer will immediately

3G E-LEARNING 143
Computer Systems Servicing: Intermediate

see the Client computer’s desktop and easily share files, drag and drop files, open and save
documents and a range of other features.

Selection of Desktop Icons

If you want easy access from the desktop to your favorite files or programs, create shortcuts
to them. A shortcut is an icon that represents a link to an item, rather than the item itself.
When you double-click a shortcut, the item opens. If you delete a shortcut, only the shortcut
is removed, not the original item.
The desktop is the main screen area that you see after you turn on your computer and log
on to Windows. Like the top of an actual desk, it serves as a surface for your work. When
you open programs or folders, they appear on the desktop. You can also put things on the
desktop, such as files and folders, and arrange them however you want.
The desktop is sometimes defined more broadly to include the taskbar. The taskbar sits
at the bottom of your screen. It shows you which programs are running and allows you to
switch between them. It also contains the Start button Picture of the Start button, which you
can use to access programs, folders, and computer settings.
Icons are small pictures that represent files, folders, programs, and other items. When you
first start Windows, you’ll see at least one icon on your desktop: The Recycle Bin (more on
that later). Your computer manufacturer might have added other icons to the desktop.
Icons include the following but not limited to; such as:
• Directories/folders
• Files
• Network devices
• Recycle bin
• Program icons
Keyboard techniques are carried out in line with OH & S requirements for safe use of
keyboards
The following are some basic guidelines that should be followed by anyone who uses a
keyboard for extended periods.

Sitting at the Computer

Your feet should not be dangling, but flat on the floor. If this is not possible, a footrest is
recommended. Your knees should be slightly higher than your hips.
A chair with lumbar support is the optimum arrangement, if this is not available, back
cushions can be obtained - even a rolled up towel can offer some support. Your back should
be firmly supported by the back rest.
Adjust the seat so that you can fit 3 fingers between the front of your seat and the back
of your legs. When extending your arms to the keyboard, your wrists should be parallel with
your elbow, this minimizes strain on the muscles of your arm.
The top of your monitor should be level with your eyes, or just slightly below eye level.
The monitor should be approximately 50 - 70cm (19” - 27”) from your eyes.
Rest your wrists and hands when you are not typing, don’t keep them in a typing position
while reviewing work etc.
Use document holders where possible. These should be placed at the same height beside
the monitor and the same distance away as the monitor.

144 3G E-LEARNING
 Perform Computer Operations

It is recommended by many health professionals that a mini-break should be taken every

30 minutes for one or two minutes. During this mini-break you should try to focus your
eyes on a distant object and carry out gentle stretching exercises. This could be as simple
as getting out of your chair and walking a short distance and stretching your neck and arms.

Typist’s Chairs
A good looking chair isn’t necessarily the best choice. If possible, your new chair should be
fully adjustable i.e., controls for height, swivel, tilt. A gas lift chair is the best choice as it
offers some shock absorption.
While armrests can be a very attractive option, they can sometimes get in the way while
typing. Buy a chair that will at least allow you to remove the armrests.
Try and test the chair out in a “real-life” situation i.e. with a desk and keyboard in the
showroom and try “air-typing” for a while. Better office furniture stores will be equipped to
allow this. If the chair feels even slightly uncomfortable after sitting in it for a minute, imaging
what it will feel like after a couple of hours!
Sometimes a chair may look and feel comfortable in the showroom, but after extended
sitting may reveal incompatibilities. Before you purchase a chair, enquire about a returns
policy. Good quality stores will give you around 7 days to “test drive” a chair.

Computer Desks
The best kind of desk is the type with an adjustable keyboard/mouse area. If this feature is
not available on your desk, special clip on trays can be purchased.
Organize your desk so that your most used pieces of equipment and paperwork are within
arm’s reach.

Keyboard/Mouse
Ensure that the retractable legs on your keyboard are pulled back, allowing the keyboard to
lay flat.
Use a keyboard with a wrist rest - these can also be purchased separately - these wrist
rests really do work and greatly decrease fatigue and strain.
Your mouse should fit comfortably and naturally in your hand without any need to move
any of your fingers to reach a button.
Ensure that the contacts inside your mouse are clean to allow for smooth use
Keyboards and mice should be regularly disinfected as they are a breeding ground for all
sorts of bacteria.
Using the seating guidelines above, your keyboard should be the correct distance from you.

Monitor
Your monitor screen should be regularly wiped over. Fingerprints can cause slight picture
distortions that will fatigue your eyes. Even a small amount of glare can cause serious eye
fatigue as your vision will be constantly drawn towards the glare.
Using the seating guidelines above, your monitor should be the correct distance from
your eyes.
Most modern monitors allow for various presets. As the light in many office environments
will change throughout a day, you should have a preset for morning/midday/afternoon/evening.

3G E-LEARNING 145
Computer Systems Servicing: Intermediate

PRODUCE OUTPUT/ DATA USING COMPUTER

SYSTEM
As we have seen, computer output takes the form of screen or printer output. Other forms of
output include voice, microfilm, and various forms of graphics output.
A computer system often is designed to produce several kinds of output. An example is
a travel agency that uses a computer system. If a customer asks about airline connections
to Toronto, Calgary, and Vancouver, say, the travel agent will probably make a few queries
to the system to receive on-screen output indicating availability on the various flights. After
the reservations have been confirmed, the agent can ask for printed output that includes the
tickets, the traveler’s itinerary, and the invoice. The agency may also keep the customer records
on microfilm. In addition, agency management may periodically receive printed reports and
charts, such as monthly summaries of sales figures or pie charts of regional costs. We begin
with the most common form of output, computer screens.

Entered data are processed using appropriate software

commands
A user’s first interaction with a computer screen may be the screen response to the user’s input.
When data is entered, it appears on the screen. Furthermore, the computer response to that
data-the output-also appears on the screen. Computer screens come in many varieties, but the
most common kind is the cathode ray tube (CRT). Most CRT screens use a technology called
raster-scan technology. The backing of the screen display has a phosphorous coating, which
will glow whenever it is hit by a beam of electrons. But the light does not stay lit very long,
so the image must be refreshed often. If the screen is not refreshed often enough, the fading
screen image appears to flicker. A scan rate-the number of times the screen is refreshed-of 60
times per second is usually adequate to retain a clear screen image. As the user, you tell the
computer what image you want on the screen, by typing, say, the letter M, and the computer
sends the appropriate image to be beamed on the screen. This is essentially the same process
used to produce television images.
A computer display screen that can be used for graphics is divided into dots that are called
addressable, because they can be addressed individually by the graphics software. Each dot
can be illuminated individually on the screen. Each dot is potentially a picture element, or
pixel. The resolution of the screen, its clarity, is directly related to the number of pixels on
the screen: The more pixels, the higher the resolution. Some computers come with built-in
graphics capability. Others need a device, called a graphics card or graphics adapter board
that has to be added. There have been several color screen standards, relating particularly to
resolution. The first color display was CGA (color graphics adapter), which had low resolution
by today’s standards (320x200 pixels). This was followed by the sharper EGA (enhanced
graphics adapter), featuring 640x350 pixels. Today, VGA and SVGA are common standards.
VGA (video graphics array) has 640x480 pixels. SVGA (super VGA) offers 800x600 pixels or
1024x768 pixels, by far the superior clarity.
Is bigger really better? Screen sizes are measured diagonally. Many personal computers
come with a 15 inch screen. A 15 inch screen is fine for most single applications, but
for applications with large graphics, or for having multiple windows open, it is sometimes
inadequate. For a few hundred dollars more, 17 inch can be better. There are even bigger
screens that cost substantially more. Bigger is usually better, but more expensive.

146 3G E-LEARNING
 Perform Computer Operations

Types of Screens
Cathode ray tube monitors that display text and graphics are in common use today. Although
most CRTs are color, some screens are monochrome, meaning only one color, usually green,
appears on a dark background. Another type of screen technology is the liquid crystal display
(LCD), a flat display often seen on watches and calculators. LCD screens are used on laptop
computers. Some LCDs are monochrome, but color screens are popular. Some laptop screens
are nearing CRTs in resolution quality.

Terminals
A screen may be the monitor of a self-contained personal computer, or it may be part of a
terminal that is one of many terminals attached to a large computer. A terminal consists of
an input device, an output device, and a communications link to the main computer. Most
commonly, a terminal has a keyboard for an input device and a screen for an output device,
although there are many variations on this theme.

Data are printed out as required using computer

hardware/peripheral devices in accordance with standard
operating procedures
A printer is a device that produces printed paper output, known in the computer industry as
hard copy because it is tangible and permanent (unlike soft copy, which is displayed on a
screen). Some printers produce only letters and numbers, whereas others can also produce
graphics.
Letters and numbers are formed by a printer either as solid characters or as dot-matrix
characters. Dot-matrix printers create characters in the same way that individual lights in a
pattern spell out words on a basketball scoreboard. Dot-matrix printers construct a character
by activating a matrix of pins that produce the shape of the character. A traditional matrix
is 5x7-that is, five dots wide and seven dots high. These printers are sometimes called 9-pin
printers, because they have two extra vertical dots for descends on the lowercase letters g, j,
p, and y. The 24-pin dot-matrix printer, which uses a series of overlapping dots, dominates
the dot-matrix market. The more dots, the better the quality of the character produced. Some
dot-matrix printers can produce color images.
There are two ways of printing an image on paper: the impact method and the non-impact
method. Let us take a closer look at the difference.

Impact Printers
The term impact refers to the fact that impact printers use some sort of physical contact with
the paper to produce an image, physically striking paper, ribbon, and print hammer together.
The impact may be produced by a print hammer character, like that of a typewriter key striking
a ribbon against the paper, or by a print hammer hitting paper and ribbon against a character.
A dot-matrix printer is one example of an impact printer. High- quality impact printers print
only one character at a time.
However, users who are more concerned about high volume than high quality usually
use line printers - impact printers that print an entire line at a time. Organizations that use
mainframe and minicomputers usually have several line printers. Such organizations are likely
to print hearty reports, perhaps relating to payroll or costs, for internal use. The volume of the
report and the fact that it will not be seen by customers makes the speedy-and less expensive

3G E-LEARNING 147
Computer Systems Servicing: Intermediate

line printer appropriate. One final note about impact printers: An impact printer must be used
if printing a multiple-copy report so that the duplicate copies will receive the imprint.

Non-impact Printers
A non-impact printer places an image on a page without physically touching the page. The
major technologies competing in the non-impact market are laser and ink-jet. Laser printers
use a light beam to help transfer images to paper, producing extremely high-quality results.
Laser printers print a page at a time at impressive speeds. Large organizations use laser printers
to produce high-volume customer-oriented reports. At the personal computer end, low-end
black and white laser printers can now be purchased for a few hundred dollars. However,
color laser jet printers are more expensive.
The rush to laser printers has been influenced by the trend toward desktop publishing-
using a personal computer, a laser printer, and special software to make professional-looking
publications, such as newsletters.
Ink-jet printers, by spraying ink from multiple jet nozzles, can print both black and white
and in several different colors of ink to produce excellent graphics. As good as they are, color
printers are not perfect. The color you see on your computer screen is not necessarily the
color you will see on the printed output. Nor is it likely to be the color you would see on
a four-color offset printing press. Nevertheless, with low-end printers now under $250, they
may be a bargain for users who want their own color output capability.
There are many advantages to non-impact printers over impact ones, but there are two
major reasons for their growing popularity: They are faster and quieter. Other advantages of
non-impact printers over conventional mechanical printers are their ability to change typefaces
automatically and their ability to produce high-quality graphics.

Voice Output
We have already examined voice input in some detail. However, computers are frequently
like people in the sense that they find it easier to talk than to listen. Speech synthesis is the
process of enabling machines to talk to people is much easier than speech recognition. “The
key is in the ignition,” your car says to you as you open the car door to get out. Machine
voices are not real human voices. They are the product of voice synthesizers (also called
voice-output devices or audio-response units), which convert data in main storage to vocalized
sounds understandable to humans.
There are two basic approaches to getting a computer to talk. The first is synthesis by
analysis, in which the device analyzes the input of an actual human voice speaking words,
stores and processes the spoken sounds, and reproduces them as needed. The process of storing
words is similar to the digitizing process we discussed earlier when considering voice input.
In essence, synthesis by analysis uses the computer as a digital tape recorder.
The second approach to synthesizing speech is synthesis by rule, in which the device
applies a complex set of linguistic rules to create artificial speech. Synthesis based on the
human voice has the advantage of sounding more natural, but it is limited to the number of
words stored in the computer.
Voice output has become common in such places as airline and bus terminals, banks,
and brokerage houses. It is typically used when an inquiry is followed by a short reply (such
as a bank balance or flight time). Many businesses have found other creative uses for voice
output as it applies to the telephone. Automatic telephone voices (“Hello, this is a computer
speaking. . . “ ) take surveys, inform customers that catalog orders are ready to be picked up,
and, perhaps, remind consumers that they have not paid their bills.

148 3G E-LEARNING
 Perform Computer Operations

Graphics Output Devices

Just as there are many different ways to input graphics to the computer, there are many
different ways to output graphics. Graphics are most commonly output on a screen or printed
paper, as previously discussed. Another popular graphics output device is the plotter, which
can draw hard-copy graphics output in the form of maps, bar charts, engineering drawings,
and even two- or three-dimensional illustrations. Plotters often come with a set of four pens
in four different colors. Most plotters also offer shading features.

Files and data are transferred between compatible

systems using computer software, hardware/ peripheral
devices in accordance with standard operating
procedures
The hardware devices attached to the computer are called peripheral equipment. Peripheral
equipment includes all input, output, and secondary storage devices. In the case of personal
computers, some of the input, output, and storage devices are built into the same physical unit.
In many personal computers, the CPU and disk drive are all contained in the same housing;
the keyboard, mouse, and screen are separate.
In larger computer systems, however, the input, processing, output, and storage functions
may be in separate rooms, separate buildings, or even separate countries. For example, data
may be input on terminals at a branch hotel and then transmitted to the central processing
unit at the headquarters. The information produced by the central processing unit may then be
transmitted to the international offices, where it is printed out. Meanwhile, disks with stored
data may be kept in headquarters and duplicate data kept on disk or tape in a warehouse
across town for safekeeping.
Although the equipment may vary widely, from the simplest computer to the most powerful,
by and large the four elements of a computer system remain the same: input, processing,
output, and storage. Now let us look at the way computers transfer’s data and files.

Internet and Networking

The Internet is the most widely recognized and used form of computer network. Networks
connect computers to each other to allow communication and sharing of services. Originally,
a computer user kept all the computer hardware in one place; that is, it was centralized in
one room. Anyone wanting computer access had to go to where the computer was located.
Although this is still sometimes the case, most computer systems are decentralized. That is, the
computer itself and some storage devices may be in one place, but the devices to access the
computer-terminals or even other computers-are scattered among the users. These devices are
usually connected to the computer by telephone lines. For instance, the computer and storage
that has the information on your clients may be located in headquarters. But the terminals
are located in branch all over town so an employee in any branch can find out the clients
details. The subject of decentralization is intimately tied to data communications, the process
of exchanging data over communications facilities, such as the telephone.
A network uses communications equipment to connect computers and their resources. In
one type of network, a local area network (LAN), personal computers in an office are hooked
together so that users can communicate with each other. Users can operate their personal
computers independently or in cooperation with other PCs or mainframes to exchange data
and share resources.

3G E-LEARNING 149
Computer Systems Servicing: Intermediate

Software: Telling the Machine What to Do

In the past, when people thought about computers, they thought about machines. The tapping
on the keyboard, the clacking of the printers, the rumble of whirling disk drives, the changing
flashes of color on a computer screen-these are the attention-getters. However, it is really the
software- the planned, step-by-step instructions required to turn data into information-that
makes a computer useful.

Categories of Software
Generally speaking, software can be categorized as system software or applications software. A
subset of system software is an operating system, the underlying software found on all computers.
Applications software, software that is applied, can be used to solve a particular problem or to
perform a particular task. We will use several forms of system software (e.g. Windows 2007,
MacOS) and several application software programs (e.g. Word, Excel, PowerPoint).

Some Task-Oriented Software

Most users, in business, are drawn to task-oriented software, sometimes called productivity
software that can make their work faster and their lives easier. The collective set of business tasks
is limited, and the number of general paths towards performing these tasks is limited, too. Thus,
the tasks and the software solutions fall, for the most part, into just a few categories, which can
be found in most business environments. These major categories are word processing (including
desktop publishing), spreadsheets, database management, graphics, and communications.

Word Processing/Desktop Publishing

The most widely used personal computer software is word processing software. This software lets
you create, edit, format, store, and print text and graphics in one document. In this definition
it is the three words in the middle-edit, format, and store-that reveal the difference between
word processing and plain typing. Since you can store the memo or document you type on
disk, you can retrieve it another time, change it, reprint it, or do whatever you like with it.
You can see what a great time-saver word processing can be: unchanged parts of the stored
document do not need to be retyped; the whole revised document can be reprinted as if new.

Electronic Spreadsheets
Spreadsheets, made up of columns and rows, have been used as business tools for centuries.
A manual spreadsheet can be tedious to prepare and, when there are changes, a considerable
amount of calculation may need to be redone. An electronic spreadsheet is still a spreadsheet,
but the computer does the work. In particular, spreadsheet software automatically recalculates
the results when a number is changed. This capability lets business people try different
combinations of numbers and obtain the results quickly. This ability to ask “What if . . . ?”
helps business people make better, faster decisions.

FUNCTIONS OF A WWW-BROWSER TO LOCATE

INFORMATION
A web browser is a software program that is usually available for free downloading by users.
It allows them to view content via the web in its graphic form rather than HTML code, the
primary language used by a website’s designers to place the varying elements of a website.

150 3G E-LEARNING
 Perform Computer Operations

For users, this means that navigation can occur by means of simple clicks rather than having
to input commands.

Uniform Resource Identifier

In order for a web browser to function, the uniform resource identifier (URI) must be known by
the user. The URI is a serious of characters that are used to name the resource found online.
The URI is used as the address of the website and usually begins with http: This particular
prefix functions as a way of identifying the content as a part of hypertext transfer protocol.
For local files, the URI can appear as a file. In order to avoid confusion, only one particular
location can be assigned to a specific URI.

Elements
Web browsers can handle more than just web pages written in HTML code. Most web browsers
can also process images, sound, and video and have plug-ins which allow Flash and Java
applets. In the event that the browser stumbles upon a file for download that it cannot be
understood, the file or download can be saved on a disk instead.

Components
When a web browser is activated, a preset web page known as the “Start” or “Home” page
appears. Usually, it is the Internet service provider that provides the default home page.
However, it can easily be changed to suit the preferences of the user. The toolbar of the web
browser is found on top and allows for easier navigation. Although web browsers have different
tools, common functions include the back, forward, and home buttons.

Security
Information can easily be intercepted by outsiders if it is not scrambled or encrypted. To
improve security, most web browsers already have built in features in case there is a breach.
For example, security alerts are messages that inform the user of potential harm when entering
a website. Such security also safeguards against phishing, or the act of trying to get personal
or financial information using e-mail. In these situations, the web browser checks the website
sending the message for any previous problems. The security settings of the web can be changed
by going into the Internet options under the “Tools” section in the toolbar. It is here that the
list of features can be activated or deactivated according to the preferences of the user.
List of current Internet Browsers
• Google Chrome
• Microsoft Edge
• Microsoft Internet Explorer
• Mozilla Firefox
• Opera
• Apple Safari

Overview of Browser Bar Buttons, Menus, and Functions

As we mentioned in the previous section, over time, many Internet browser buttons and options
have either been moved or done away with completely. Consequently, some of the options
mentioned below may not be immediately visible on your browser.

3G E-LEARNING 151
Computer Systems Servicing: Intermediate

Settings (Menu)
Nearly all modern browsers today have moved advanced options and features in the upper
right or left-hand corner of the browser window. Each browser’s menu button is different:

For example, Internet Explorer uses , Chrome uses , Firefox uses , and Opera
uses .

Back
The back button visits the previous page that referred you to the page you are currently
viewing. Typically this button resembles an arrow pointing to the left.

Forward
The forward button moves you forward a page. It only works if you have previously used the
back button. If you have not gone back and your browser shows a forward button, it will be
grayed out.

Stop
The stop button no longer exists in the majority of modern web browsers. However, it’s function
(to stop a web page from loading) may still be executed by pressing the Esc key.

Refresh (Reload)
As you browse the Internet the browser cache’s data it downloads, meaning they store some
or all parts of each page you visit on your computer. This feature is useful as it allows users
to not have to download the full page each time they visit the same site. On some sites, you
may want to refresh the page to get the latest version; e.g. on a news site. The Refresh button
can also be used to reload a page that has failed to load because of an error.

Home
The Home button is used to return users to their default web page; the same page that loads
when the browser is first opened.

Search
In the past, the Search button was used to open a user’s default search page or execute a
search on the text found in the address or URL text field. Today’s browsers have what is called
an Omnibox, which is a search function built into the address bar.

Favorites (Bookmarks)
As you traverse the Internet, you find sites that offer insights, news, commentary, humor,
purchase options and other useful content. When you save a destination address as a favorite
or bookmark, your browser stores the URL, along with its site or page name, so you can
access it again with a single click. Most browsers present bookmarks in much the same way
they display history states, sometimes in a floating panel that shows both.

152 3G E-LEARNING
 Perform Computer Operations

Print
This feature, although no longer a button and may be accessed through the main settings
menu or pressing Ctrl + P on the keyboard.

Font (Size)
This button no longer exists but was used to increase or decrease the size of a font; an option
now covered by the zoom feature.

MAINTAIN COMPUTER EQUIPMENT AND

SYSTEMS
A computer needs to be maintained in order to keep working properly. Compare this to your
car. To keep your car running in top shape, you need to check the fuel levels, change the
oil every few thousand miles and, once in a while, do a major checkup. You maintain your
car in part to prevent major problems down the road. Similarly, computer maintenance keeps
your computer working in good shape and contributes to keeping computer troubles at bay.
Typical computer maintenance tasks include backing up your files, running antivirus
software, installing software updates, using disk tools to keep your hard disk in good shape
and physical cleaning of your equipment.

Back Up Your Files

One of the most stressful experiences for a computer user is data loss, which means that parts
of a database can no longer be retrieved. Losing only a few files can mean hours or days of
work lost. Imagine the consequences of losing all the data on your computer. Most computers
use a hard disk drive as the primary storage device. Hard disk drives can function for many
years, but at some point, they will crash. It’s a matter of when, not if.
Data loss can also result from other types of damage, such as fire or water damage, or your
equipment could be stolen. For things like theft and damage, you normally have insurance.
However, the cost of a new hard disk drive is probably the least of your worries if yours has
crashed and the data cannot be recovered. Think of all your files: your favorite music, your
family photographs, financial documents, other personal files. How much are those worth to
you?
Your best insurance policy is to create a backup of your files. You can burn a CD or DVD
with your most critical files, copy your files to an external hard disk drive or use an online
backup service. Whatever strategy you use, just make sure to create a backup copy of your
files on a regular basis.
Backup software facilitates creating a backup of the files on your computer. Backup software
helps you copy the most important files to another storage device, such as an external hard
disk. You can also make an exact copy of your hard disk.
Increasingly, backup software uses cloud storage to create backups. This typically means
you pay a fee to use the storage space of a third party and use their backup software to
manage which files are going to be backed up. If your computer were to crash completely
or get stolen, you can download all your files to a new computer from the cloud.

3G E-LEARNING 153
Computer Systems Servicing: Intermediate

Clean dust from Your Computer

Computers are some of the most efficient dust collectors known to man. Aside from looking
gross and possibly being an allergy hazard, a dusty computer will trap heat, which can reduce
its performance and lifespan. The easiest way to clean it is with compressed air – open up
the case, take it outside, and blow the dust out. The exterior of the case can be wiped down
with a damp cloth. Be careful about using household cleaners, as they can easily destroy
circuit boards. For most computers, cleaning once every year or eighteen months should be
adequate.
Beyond just getting the dust out, here are some other steps to consider: Dust often collects
inside the CPU and video card heatsinks, consider disassembling and cleaning them if you
are comfortable doing so, or at least using compressed air to specifically blow them out.
While the case is open, plug in the computer and turn it on long enough to make sure all
the fans are still spinning. Replace any that are dead or noisy (a common sign of a worn-out
fan). If there is sticky residue or dirt on the circuit boards, it can be removed with a cotton
swab dipped in rubbing alcohol, which will evaporate cleanly. (Make sure the computer is
unplugged first!) If you are not comfortable with working inside your computer or suspect
your computer has chronic overheating issues, Puget Systems or another professional repair
service can help you out.

Clean Up Your Cabling, and Everything Else Too

There are probably two things behind your computer: a mess of cables, and dust bunnies. If
you are moving your computer, take the opportunity to clean your desk and floor as well.
While I can claim that a clean work area will improve your computer as performance or
lifespan, it will certainly improve your peace of mind, and clean cabling will help prevent
snags and stresses on your computer ports. If you have a lot of peripherals, consider using
cable management of some type. Twist ties work fine, or make a trip to any large office supply
store. You can use a full out cable solution, but even a five dollar cable wrap can neaten up
your desk considerably.
• While you are wiping down your desk, wipe down the monitor too. CRT screens can
be cleaned with any mild glass cleaner, but LCD screens cannot tolerate it. Use a
dampened cloth or a product specifically made for LCD screens.
• Keyboards can be turned upside down to dump out crumbs and dirt, or keys can
be pried off and the whole assembly cleaned with compressed air. There are some
good step-by-step guides available on Lifehacker. Take a picture first so you can put
the keys back in the right place! If you are feeling adventurous (or just have a really
disgusting keyboard), some people advocate running it through the dishwasher.
• This is a good time to take a look at where your computer is located. Is there adequate
ventilation? Is the computer out of direct sunlight, and away from heat sources? What
is it plugged in to? There was no excuse for not having a good surge protector (not
just a plastic power strip!), and battery backup units have become affordable for most
users. This will affect the lifespan of your computer.
• Smoking will make a mess of a computer faster than anything else I know of. While
we at Puget Systems have never seen one quite this bad, we can always identify a
smoker as computer as soon as we unbox it. Electronics absorb the smell very easily,
and even an all-metal case will retain the odor after all the components have been
removed. Plus, there as usually a layer of dust and tar on the circuitry that tends to
be a giveaway as well. Please, if I cannot convince you to quit smoking all together,
at least take it somewhere away from the computer.
154 3G E-LEARNING
 Perform Computer Operations

Organize your Installation Disks

Keep software, peripheral, and driver disks in a single location, preferably close to the
computer. A shoebox works fine. Make sure you have them handy before attempting computer
maintenance or repairs a it as amazing what can become necessary in the middle of a lengthy
troubleshooting session, and it is common to not know what you’re missing until you need it.

Use Antivirus Software

Computer systems face a number of security threats. The most serious threats consist of viruses
and other harmful programs. A computer virus is a computer program that can cause damage
to a computer’s software, hardware or data. It is referred to as a ‘virus’ because it has the
capability to replicate itself and hide inside other computer files.
There are many types of viruses, and new ones are being developed all the time. Once
a virus is present on a computer, it typically performs some type of harmful action, such as
corrupting data or obtaining sensitive information. Computer viruses are only one type of
malware, short for ‘malicious software.’ Malware is used by attackers to disrupt computer
operation.
The best way to deal with the threat of computer viruses is to use antivirus software.
Antivirus software helps to protect a computer system from viruses and other harmful programs.
As the first line of defense, antivirus software prevents viruses from getting into your computer
system. Antivirus software scans your online activity to make sure you are not downloading
infected files. Antivirus software also helps to detect and remove viruses from your computer
system if you get infected.
One of the most common ways to get a virus on your computer is to download a file
from the Internet that is infected. If you get an e-mail from someone you don’t know with a
file attached to it, be careful opening up these attachments because it could be infected with
a virus. New viruses are coming out all the time, so antivirus software needs to be updated
very frequently.
Typically, antivirus software is schedule to run a scan on your entire computer system on a
regular basis and to prompt you to download updates. Running antivirus software and keeping
it up to date is one of the most important things you can do as part of computer maintenance.

Clean up your Software

Every few months, look through the ‘Add or Remove Programs ’ interface that is found in
the control panel. If there as software on there that you donot use any more, remove it. This
goes triple for browser toolbars, free games, and other resource-eating bits of fluff. Be a little
cautious, though – some system drivers appear in this list, and can cause hardware to stop
working if you remove them.
There as an excellent scanning utility on Steffen Gerlach as website that gives a graphical
representation of the data stored on your hard drive. This will give you a good idea of just
how much room your music collection really takes, or how much space is going to old games.

Clean up your OS
Windows is not the most efficient operating system, and sometimes needs attention itself. It
saves a large amount of unnecessary information, mostly in the form of a temporary files (which
never get deleted) lists of recently performed searches, and the like. There as an excellent

3G E-LEARNING 155
Computer Systems Servicing: Intermediate

program called CCleaner, which will clear out most of the unneeded data automatically? If
you are interested in further optimizing your OS.

Update Everything
Check for updates for your hardware and software. This includes running Windows Updates,
checking for updated drivers, and checking for software patches. The easiest way to find these
is to go to the manufacturer as website, to their support section, and then look for a downloads
section or search for your product as name. If you have been having problems with a piece of
hardware or software, be sure to check for patches or updates – if other people have been
having similar problems, it as likely the manufacturer has released a fix for it.
The exception to this is motherboard BIOS updates. Flashing a BIOS can be difficult, and
if it has done incorrectly you may need to send the computer for professional repair to get it
working again. If the update was specifically released to address problems that you have been
dealing with, it probably worth it. Follow the manufacturer as directions carefully Otherwise,
leave it alone.

156 3G E-LEARNING