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Learning to Work With Computers 101 (session 1)

By Debbie Green

I teach numerous technology seminars across the country and I noticed that many attendees need help in understanding the basics of computers. Most people never enrolled in a class to learn basic computer knowledge. The biggest frustration people in our industry experience with computers is a lack of understanding of how computers work. Another problem I noticed is people click too fast before they understand all the options. I tell people in my seminars before they click be sure to look at all the options; that is how you will learn to use computers and software correctly. When people understand why and how computers work, the anxiety of using computers starts to dwindle. In the next several months, we have decided to dedicate the main article of our newsletter to learning and understanding the logic of using computers. Print each of these articles and refer to them whenever you need a quick refresher course.

This month we will discuss keeping your computer in good working order, setting up your filing system, saving files and finding lost files.

Disk Cleanup:

First on our list is to make sure you keep your computer in good working order. Everyone should run a Disk Cleanup and Defrag on a regular basis, at least once a month. Disk Cleanup locates files on your computer that may be taking up unnecessary space on your computer i.e., temporary files, deleted files in your recycle bin, old files, etc. To run Disk Cleanup, click Start > All Programs > Accessories > System Tools > Disk Cleanup > place a check in any file types you wish to delete.

CAUTION: Be careful about deleting old or unused files because some of these files may be used in some of your software programs.

Disk Defragmenter:

Next, running Defrag will organize your computer and make it run more efficiently. Imagine papers laying all over your desk, a total mess; now imagine your desk with two neat piles of papers totally organized. This is exactly how Disk Defragmenter works. Your computer has to work harder when bits of information are scattered all over your hard drive. To run Defrag click Start > All Programs > Accessories > System Tools > Disk Defragmenter > click Defragment. Depending on the size of your hard drive this could take several hours.

Setting Up a File System:

Having an organized file system is the foundation for being able to locate files quickly. All files you create and save should be saved inside of "My Documents". Backing up your files is easy when all files are stored in My Documents. My Documents will contain files like My Pictures (all digital photographs should be stored inside of this folder), My Music (all downloaded music should be stored in this file) and other folders that were created from software you have installed. For instance, when you install Minutes Matter Studio a file folder "My Studio Designs" is automatically created inside of My Documents. When you install Microsoft One Note a file folder "My Notebook" is automatically created inside of My Documents.

To complete your file system, you will need to create a few additional file folders. Inside of "My Documents" create a file for your company, maybe another folder for personal documents and any other folders that would help you organize documents in your computer. (see screenshot below)

There are two options to create a new folder; Option 1: Click Start > click My Documents > click File > click New > click Folder >enter a name > click off to save the file. Option 2: Click Start >click My Documents >right click in a white area >select New > select Folder > enter a name > click off to save the file.

Inside of the main folders you will need to create more sub-folders. Inside your company folder you might create folders named "Clients", "Forms & Letters" and "Marketing." (see screenshot below)

Saving Files:

Now that your computer has had a tune up and your file system is set up, you are ready to learn a few tips on how to save a file. Many people save a file without knowing where the file will be saved. None of us would think of opening a file cabinet and just tossing a document in the drawer without giving any thought to where would be the best folder to store the document. Saving a file on a computer is just like a filing a document in a file cabinet. As you save a document ALWAYS and I mean ALWAYS notice the "Look in /Save in" dialog box. When you neglect to point the computer to the correct folder to save the document, the computer will make the decision for you.

To save a file click Save or press Ctrl S >in the "Filename" dialog box type a name for the file >click on the down arrow in the Save in dialog box > locate the correct file folder. All documents created on your computer should be saved in your "My Documents" folder. (see file below circled in red)

Finding a Lost File:

Everyone misplaces a file from time to time; learning how to locate a lost file can be invaluable. Learning this simple technique can prevent the desire to throw your computer out the window.

Click Start > Search (see first screenshot) > All Files & Folders > enter only the text you know is part of the file name > click the down arrow in the Look In dialog box > select My Documents (see second screenshot) > click Search.

Next month, we will discuss compressing a file, file associations, uninstalling software and monitor resolutions. If you know someone who could benefit from these computer articles forward this newsletter, or suggest that they sign up to receive their own newsletter.