By Debbie Green

For the past several months, we have been writing a series of articles Learning to Work with Computers 101, Learning to Work with Computers 101 (session 2), Learning to Work with Computers 101 (session 3) & Computers 101 (session 4). To make sure you don't forget any of the topics we covered, be sure to print all of these articles for future reference.

Properties of File

You can instantly display information regarding any file by right clicking on the file and selecting Properties. The size of the file, file type and date the file was created are all displayed when you select Properties. For instance, you may have an image/file which is located on your Desktop and would like to email the image/file and you need to confirm the size of the file. Displaying properties is a quick why to determine the file size. Hovering your mouse over an icon will also display the file size. The Properties window also allows you to change the file association.

Reduce the Size of an Image/Photograph

Removing a Thumb/Flash Drive Correctly

A thumb drive is a very small compact storage device that is inserted into a USB port in your computer. To use a thumb drive you simply insert the thumb drive, copy or retrieve files from the drive. When you are ready to remove the device you MUST double click on the Safely Remove Hardware icon. This icon is located in the bottom right corner of the Start up menu > select the device > click Stop. (see screenshot below with the white circle) A thumb drive can become corrupted if it is removed from the USB port without stopping the device.

Setting a Printer as the Default

When you have multiple printers, set to the printer you most often use to be your default printer. We have several printers in our office; our default printer is our HP Laserjet printer because it is the faster and the most economical. However, there are times when we are printing multiple documents in color. When this occurs, we change our default printer to our HP Officejet. After we finish printing those documents we reset the default printer back to the HP Laserjet.

To change the default printer:

1. Single click on your Start button. (see screenshot below)

2. Select Control Panel or Printers and Faxes. (see screenshot below)

3. Highlight desired printer  > right click and select Set as Default Printer.

Many people have two computers, a desktop and laptop. In a home office, it might be necessary to have data located in one central location. To share files you need to enable File Sharing to allow a user to have access to files on another computer. To do this, go to the computer where the files are stored, click on My Computer > right click on the local hard drive which is usually the "C" drive > select Sharing and Security > select Share this folder > leave the drive name as C > click Ok. You will now see a hand underneath the drive. You do not have to share the entire C drive. You can share a specific folder i.e., My Documents. You can share printers by using this same procedure.

To access a shared drive or file quickly you will want to map your computer to the shared drive or file. To do this click Start > right click on My Computer > select Map Network Drive > click Browse > click on the + to open your domain or network > double click drive or file you want to be mapped. Once a drive or file has been mapped, this mapped location will display under My Network Places. To create a shortcut to this mapped drive or file right, click on the drive or file and select Send To > Desktop (create Shortcut.)

Using Your Computer's Briefcase

Microsoft has a really cool feature for those of you that use files on a network. Say you are using a laptop and some of the files you work with are located on another computer on your network, you can add those files to Microsoft's Briefcase. This Briefcase allows you to work on files while you are away from the network, then when you return, you simply update your Briefcase and the files in your Briefcase are synchronized with the files on the network.

To add a Briefcase, right click on your Desktop > select New > select Briefcase > locate and drag all files you would like to be stored in your Briefcase. Depending on the size of the files this could take some time to copy the files to the Briefcase (TIP: do not use your computer while the files are copying.) Once the files are copied, all you will need to do is make sure you update your Briefcase every time you log on to your network. To update your Briefcase > right click on your Briefcase > select Update All > a list will display with files that need updating look over the files check to be sure the Briefcase is going to update the files correctly. There might be a slight chance two people have updated a single file - you will have to chose which version you want to overwrite. (You could rename one of the files and combine the changes later.)

Using the Briefcase ensures that you only work on one file which is in a centralized location.

Microsoft has a built-in feature called Windows Restore which will allow you to undo harmful changes that were made to your computer from an earlier time. When you restore your computer to an earlier time you will not lose any saved documents or emails you created. First, confirm your computer is setup to perform Restore points. Click Start > click Control Panel > click Performance and Maintenance > click System > click Restore > click the System Restore tab > make sure the checkbox Turn off System Restore is unchecked. (see screenshot below)

Windows Restore will remove any software you have installed or a virus you have accidentally downloaded. To use Windows Restore >click Start > click Control Panel > click Performance and Maintenance (see first screenshot) > click System Restore (see second screenshot) > confirm that Restore my computer to an earlier time is selected and click Next (see third screenshot)> click the day you would like restore your computer to. You can repeat this process if you need to chose another day.

Final Thoughts - If All Else Fails Reboot!!

I hope you have taken the time to read and study all of the sessions on "Computers 101", you may even need to read these sessions two or three times. As you reread some of the sessions you will notice the information will start to make sense. Once you have a general knowledge of how computers work, a whole new world will open up for you. One very important segment we covered during these sessions is storing and saving files on a computer, it is critical that you understand this segment. Many people loose files or do not have their filing system setup correctly. This can easily be corrected with a little understanding of how a computer organizes and stores files.

My final tip - when something on your computer is not working properly or your computer is running soooo slow and you have tried everything - always REBOOT before you decide to throw the computer out the window. Many times rebooting your computer will solve a problem. Oh, I almost forgot - BACKUP " MY DOCUMENTS" EVERYDAY!!!

FREE WEBINAR:

Want to learn more about computers and see how to implement these techniques live? For a limited time, we are offering Computers 101 as a FREE Webinar in June and July. Visit our website for the times, dates and how to sign up. Hurry seats are limited!

Next month, we will continue our discussion on using the computer. If you know someone who could benefit from these computer articles please forward this newsletter, or suggest that they sign up to receive their own newsletter.