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Basic Computer Usage and Maintenance

Basic Computer Usage and Maintenance. Table of Content. 1. How to use Microsoft Outlook. 2. How to scan virus by using McAfee Virus Scan V4.5.1. 3. How to add printer. 4. How to share printer. 5. How to map drive or add network places. 6. How to share folder.

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Basic Computer Usage and Maintenance

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  1. Basic Computer Usage and Maintenance

  2. Table of Content 1. How to use Microsoft Outlook. 2. How to scan virus by using McAfee Virus Scan V4.5.1 3. How to add printer 4. How to share printer 5. How to map drive or add network places 6. How to share folder 7. How to scandisk & defragment hard disk 8. How to maintenance Mouse 9. How to use net meeting 10. How to use WinZip 11. How to search for a file 12. How to resize pictures by using Microsoft paint

  3. How to use Microsoft Outlook • Sub content 1. How to login 2. How to change password 3. How to compose new mail, reply and forward mail 4. How to rearrange your mail 5. How to recall mail back 6. How to set out of office assistant 7. How to maintain personal mailbox by use Auto Archive 8. How to set signature in your mail 9. How to group all mails by sender or by date

  4. How to use Microsoft Outlook • How to login • select your profile name and then click OK • key in your user name,domain name and password then click OK • key in your personal folders password and then click OK.

  5. How to use Microsoft Outlook • How to change password • Change login mail server password. • Click change password… Button • Key in old password, new password and confirm new password and then click OK

  6. How to use Microsoft Outlook • How to change password • Change personal folder password. • Open outlook  go to menu “Tools”  Services… • Select Personal Folders and then click Properties • Click Change Password Buttons • Key in old password, new password and Verify password and click OK.

  7. How to use Microsoft Outlook • How to compose new mail, reply and forward mail • Compose new mail • Click on “New” Button • Click on “To…” Button and then find the recipient or type the recipient email address on the blank field • Click on “Cc…” Button if you want to Cc. to others • Key in mail detail and then click Send

  8. How to use Microsoft Outlook • How to compose new mail, reply and forward mail • Reply and forward mail • Click on the received mail that you want to Reply or Forward and then click Reply Button or Forward Button. • After write mail finish Click Send

  9. How to use Microsoft Outlook • How to rearrange your mail There are 2 method to rearrange your mail. - Create new folder in your personal folder - Create new personal folder file. You should plan & categorize your mails first and then create separated folder or file to keep it. If you have a lot of mails (>1000 mails) you should create new personal folder file. It will give you better performance.

  10. How to use Microsoft Outlook • How to rearrange your mail Create new folder in your personal folder • Go to File Menu  Folder  New Folder Or Press Ctrl+Shift+E • Key in folder name in name: blank • Folder Contains: Choose Mail Items • Select the folder that you want to place the new folder • Click OK

  11. How to use Microsoft Outlook • How to rearrange your mail Create new personal folder file • Go to Tools Menu  Service • Click Add… Button • Select Personal Folders • Click OK • Type file name then click Open.

  12. How to use Microsoft Outlook • How to rearrange your mail How to move your mails to another folder • Right click on the mail you want to move and click “Move to Folder…” • Choose the folder that you want to move to.

  13. How to use Microsoft Outlook • How to recall mail back Recall mail is used when you want to recall your mail back. It will work when recipient have not open & move your mail yet. • Double click the sent mail in folder “Sent Items” • Go to Menu Actions  Recall this message… • Choose delete unread copies of this message • Click OK

  14. How to use Microsoft Outlook • How to set out of office assistant This option will help you auto reply to senders when you are out of the office. • Go to Tools menu  Out of Office Asistant… • Choose “I am currently Out of the Office” • Type the message that you want to auto reply in the blank form • When you come back to the office do not forget to change option to “I am currently in the Office”

  15. How to use Microsoft Outlook • How to maintain personal mailbox by use auto archive This option will move your old mails to another archive file. It’s will make your personal folder not too big. • Go to Tools menu  Options… • Click “Other” Tab and then click AutoArchive… Button • Key in how many days per time you want to archive • Key in Default archive file. It should be another file as your personal folder file. And then click OK. Continue… 

  16. How to use Microsoft Outlook • How to maintain personal mailbox by use auto archive • Go to set detail of autoarchive on each folder by Right Click at the folder  Properties • Click enable clean out items older than… • Key in how long time you want. • Click OK • Do like this to your all folder that you want to autoarchive

  17. How to use Microsoft Outlook • How to set Signature in your mail Automatically include your signature or attach an electronic business card to outgoing messages. • Menu Tools  Options…  Mail Format • Click Signature Picker… • Click New… Continue… 

  18. How to use Microsoft Outlook • How to set Signature in your mail • At 1. Enter your name in the Blank. • Click Next > • Key in the message you want to included in out going mail • Click Finish Button

  19. How to use Microsoft Outlook • How to group all mails by sender or by date • Right Click at the column head that you want to group. • Click at “Group By This Field”

  20. How to scan virus by using McAfee Virus Scan V4.5.1 • Go to StartProgramsNetwork Associates VirusScan • Click Browse… to select drive and folder you want to scan • And then click OK • Click Scan Now

  21. How to add printer • Go to Start  Settings  Printers • Double Click “Add Printer” Icon • Click Next

  22. How to add printer • Select Local or Network Printer • Choose Local Printer when printer is connected directly to your PC or the printer is connected to print server. • Choose Network Printer when printer is connected directly to others PC in the network. • And then click next >

  23. How to add printer • Local Printer • Select the printer port • If the printer connected directly to your PC, normally the port is set to LPT1. • If the printer connected to print server, Please contact MIS staff. • Then click Next>

  24. How to add printer • Local Printer • Select Manufacturer and Model of the printers. If don’t have the model Please contact MIS staff. • And then click Next> • Key in the printer name • Click Next>

  25. How to add printer • Local Printer • If you want to share this printer for others user use select “Share as:” and then supply the share name for the printer. • If you are not sure about the printer setting select “Yes”.

  26. How to add printer • Local Printer • Click Finish.

  27. How to add printer • Network Printer • Choose “Type the printer name, or click Next to browse for a printer” • Click Next> • Click at the printer • Click Next>

  28. How to add printer • Network Printer • If you want this printer set to default choose Yes, if not choose No. • Click Next> • Click Finish

  29. How to share printer • Go to Start  Settings  Printers • Right Click at the printer Icon that you want to share • Click Sharing… • Choose “Share as” • Supply the share name • Mark at “List in the Directory” • Click Apply

  30. How to map drive or add network places If you usually use files in the other PCs or in the file server,you can use map drive option to map the share folder in the other PCs to your drive. Or you can use add network places method to create shortcut to that folder A: C:\Data C: D: C:\ABC\M F: G:

  31. How to map drive or add network places • Map network drive • Go to that share folder. • There are 2 method to access. • If you know the computer name • go to StartRun… • type \\[Computer name] and then enter • If you are not sure. • double click My Network Places • Entire NetworkEntire ContentMicrosoft NetworkBeyonicsth[Computer Name]

  32. How to map drive or add network places • Map network drive • Right Click at that folder. • Map Network Drive… • Choose one drive to mapped and don’t forget to click at “Reconnect at logon” • Click Finish

  33. How to map drive or add network places • Add network places • Double click My Network Places at the desktop • Double click Add Network Places • Click Browse… to find the folder or key in the path if you know • Click Next>

  34. How to map drive or add network places • Add network places • Enter the name of network places • Click Finish

  35. How to share folder • Go to the folder you want to share by double click at “My Computer” or Open “Windows Explorer” • Right click at the folder  Sharing… • Click share this folder • Supply share name • Click Apply and OK

  36. How to scandisk & defragment hard disk Scandisk is a tool for check error on your harddisk. You should do it at least 1 time per month. Defragment is a tool for rearrange data in the harddisk. It will improve the harddisk performance. (Remark: Harddisk defragment will take about 2 hrs or more up to the data size and the last time you defrag. )

  37. How to scandisk & defragment hard disk • Double click at My Computer • Right click on the drive you want to scandisk or defrag. • Click Tab “Tools” • If you want to scandisk click “Check Now…” Button • If you want to defragment click “Defragment Now…” Button

  38. How to scandisk & defragment hard disk • Scandisk • Check mark in both option • Click Start • Defragment • Click Defragment

  39. How to maintenance mouse • Clean your mouse pad • Clean your mouse ball and ball sensor

  40. How to use NetMeeting • OPEN • Go to StartProgramsAccessories CommunicationsNetMeeting • CALL • Click Call Button and key in IP Address Click Call. OR • Click Address Book Button to Select Person in the List and Click Call • RECEIVE • Click Accept

  41. How to use NetMeeting • SHARE PROGRAM • Show your desktop or program to others person in netmeeting • Click Share Program button • Click Desktop or others program you want to share • Click Share • If you want to allow other people to control your desktop • Click Allow Control

  42. How to use NetMeeting • CHAT with OTHERS • You can send message to others people in netmeeting • Click Chat Button • Key Message • Click Send Message Button

  43. How to use WinZip • ZIP FILES • Select files you want to zip if more than 1 files press Shift button on keyboard and then select another file. • Right Click MouseWinZip • Click “Add to Zip File…” • Key in Path and file name Ex: “C:\Report\wk1.zip”. Or Click New… and then choose the folder and type zip file name. • Click Add

  44. How to use WinZip • UNZIP FILES • Select Zip file you want to unzip • Right Click MouseWinZip • Click “Extract to…” • Select the Path to folder that you want to extract to • Click Extract

  45. How to search for a file • Go to StartSearchFor Files or Folders • Key in the file name or some part of file name to search • Select drive you want to search • Click search now…

  46. How resize pictures by using Microsoft Paint Sometimes when you want to attached a few pictures with your mail. But the total file size is still large although you have zipped it. So this tool will help you. • Go to StartPrograms AccessoriesPaint • Open the file you want to resize • Go to Menu ImageStretch/Skew… • Adjust Horizontal and Vertical to less than 100% • Click OK and Save

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