Unit 2 Productivity Software

1. Unit 2Productivity Software Lesson 1: O/S Management and File Management September 20th, 2010

2. What is an operating system used for? • Process Management • Memory management • File Management • Networking Management • Device management

3. 1. Process Management • There is only a given amount of RAM in each computer and each task that is running requires RAM. When the entire RAM is being used the computer slows down and may even crash.

4. 1. Process Management • Processing tasks should be scheduled for different times to avoid crashing. • Scheduled processing tasks include: • software updates • virus scanning • backup of data to other locations

5. 2. Memory Management • The operating system can be configured to maximize the memory used by programs. This helps to avoid crashing and allows for more efficient multitasking.

6. 2. Memory Management

7. 3. Types of Files – File Management Two types of files are generally used 1. Program Files • Software applications. • Most are stored on the hard drive • Some can be run from a CD or data stick • Examples • Games, word processors, anti-virus software.

8. 3. Types of Files – File Management 2. Data Files (documents) • Opened or created in application software. • Example • A report made in word.

9. 3. Types of Files – File Management File Extensions • It is possible to tell what kind of file you are dealing with by looking at the extension in the name • The last few characters (usually 3) after the period • Example: .doc, .exe) • The extension reflects what software made the file • Example: (word document = .doc) or (word perfect = .wpd)

10. 3. Types of Files – File Management • The extension allows windows to know what program to use to open the file. • To save a file as a different file type you must select save as and then select what format you which to save it as

11. 3. Types of Files – File Management Naming File Rules • Limit the name to fewer than 15 characters • Select a symbol to divide sections of information • Example ( _ ). • Uploading files for the internet with spaces converts the space to %20 • Include initials of the author • Identify the subject of the document in 5 characters or less when sharing files • Identify the date • Extensions show what kind of file it is.

12. 3. Types of Files – File Management • Example: a Science project on weather completed by Mr. Hoover on September 21st, 2007, using Microsoft word could be called. • Sci_Weather_MrH_S407.doc

13. 3. Types of Files – File Management Folders and Paths • Storing electronic information is all about using folders to create paths that make sense to you. • Using Folders • If there are multiple users using the same account on a computer, they should have separate folders.

14. Using Folders • Create folders for similar documents or items that have a similar theme. Then create sub folders within these folders • Example: Folder for each subject you are taking in school • Make a folder for each unit in each subject. • Make folders for each unit’s assignments, homework and so on.

15. Paths • A set of folders you have to open to find a document. • It begins with the drive in which the file is contained. A (\) separates the names of the drive from the folders.

16. 4. Network Management • The operating system manages the computer’s connection to WANs, LANs, wireless networks, and the Internet. • Establish network connections using a wizard. • An ISP gives details on what to enter when using the wizard.

17. 5. Device Management • Software called drivers must be installed on your computer to ensure communication between OS and device. • Driver - software that allows a personal computer to communicate with other devices such as printers, mice, or other peripherals. • If more than one printing device is connected to a computer, you can select a default.

18. Keeping Things Organized • Clean up files every couple of weeks to keep your computer organized: • 1. Back up all important files. • 2. Delete files no longer needed. • 3. Move files to appropriate folders. • 4. Archive files that are rarely used. • 5. Empty Trash or Recycle Bin frequently.

19. Keeping Things Organized • Perform maintenance tasks regularly: • 1. Scan hard drive once a month using a tool like Windows XP Disk Cleanup. • 2. Clean monitor, keyboard, and mouse several times a month. • 3. Clean the dust out of computer case at least once a year. • 4. Ensure that cards in the motherboard are correctly inserted when you move your computer.

20. Keeping Things Organized • 5. Defragment your hard drive at least once a month. • Defragmenting eliminates gaps and puts file fragments closer to similar file fragments. • Once a month, you should defrag your computer. It can be a lengthy process.

21. Keeping Things OrganizedDefragmenting • Follow these steps: • 1. Close all applications and disable screensaver. • 2. Start defragmenting software. • 3. A message will appear when defragmenting is complete. • 4. Enable the screensaver again.

22. Cleaning your computer • For a CRT monitor • clean using glass cleaner and soft cloth • clean case using a damp cloth • For a LCD monitor or a laptop • clean using special cleaner and soft cloth • do not use glass cleaner

23. Cleaning your computer • For a keyboard • use cans of compressed air or sticky notes • For a mouse use a damp cloth to remove dust from the outside of the case

24. Assignment / Questions • Open up your student folder on the student server • If you haven’t done so already, make a folder for each class you have this semester (if you do not know how to make a folder please ask Mr. Hoover for help) • Make a folder for each unit of this class • Unit 1 was Called “Digital Literacy” • Unit 2 “ Productivity Software” • Within the unit folders you can make a folder for lessons and assignments. • When you are done show Mr. Hoover