Basics Of Computers

Basic Computer Words: Program and Data

A "program" is a set of instructions for the computer. A program tells the computer how to do something. Some examples of programs are a game like Solitaire or Hearts, a "word processing" program for doing typing on, a "spreadsheet" program for doing calculations on, a genealogy program for recording and keeping track of your genealogy information, and a "paint" or "drawing" program for drawing pictures on.

"Data" is your information, your work. Some people think of data as "facts" (either written facts or numbers). This could be a letter you typed in, some addresses, some calculations, your tax information, a short story, genealogy information, a picture or photograph, etc. Data is what you put in the computer.

Everything put in the computer is either a program or data.

The program is your tool. The data is your work. You use the "program" to work on "your data."

What Happens When You Save: Memory (RAM), and Disks

When you are working on your computer, your work is in the computers electronic memory (memory is also called RAM). If the power goes off, the electronic memory is erased. This is bad - it means your work disappears. The memory is also erased when you turn your computer off, when you are finished working with it.

In order to keep your work safe while your computer is off, you have to put your work onto a disk. This is called "saving" your work. When you save your work, the computer copies your work from the electronic memory, into a file on a disk. So a disk is for keeping your work while the computer is turned off.

There are different kinds of disks: floppy disks, the hard disk (also called the hard disk drive, or the hard drive - the "hard disk" is inside the "hard drive"), CD's, etc.

The hard disk is the main disk in your computer. This is where all your programs are kept, and you can keep your data there, also.

When you are working (for example, when typing a letter in your word processing program), you should "save" your work every 5 to 10 minutes, in case the power goes off or in case something else goes wrong. This will copy your work into a file on a disk, where it will be safe from a power outage, and also after you turn your computer off.

What is a File?

A "file" is one unit of information on a disk. Everything you store on a disk is stored in files. A file may contain a letter you typed to a friend, a list of addresses, a photo, or your tax information. All your data must be stored in files, or it will be erased when the computer is turned off.

Note: Programs are also stored in files, so don't delete files if you don't know what they are for. They may be part of one of your programs.

Saving: File Naming Rules

The first time you save a file, you should tell it what "file name" to store your work under (note that "some" programs will automatically put a file name in, but it is much better if you name your own files, so you have a better chance of finding them later).

The first time you save your work, you should use the "Save As" command, to tell your computer what "file name" to save your work in (in "some" programs, if you use the "Save" command the first time you save, it will act as if you clicked on the "Save As" command, but this is only in some programs, so you should develop a habit of using the "Save As" command the first time you save a new file). The "Save As" and "Save" commands are usually under the File menu (in most programs).

So, when you are typing a new document on your word processing program, the first time you go to save it, click on "File" to bring the File menu down, and click on "Save As" to bring the "Save As" dialog box up.

In the Save As dialog box, you can tell the computer where to put your file and what to call it. I won't get into where to put your file here, except to say that if the computer is putting your files in "My Documents" that is fine for now.

Then you have to tell the computer what "file name" to call your file. You should name your file according to what is in it (for example, if it is a letter to your son John, call it "Letter to John" not "Letter"). When you name your file, on computers with Microsoft Windows, there are also some computer requirements:

1.      Use letters and/or numbers.

2.      Use NO punctuation (and especially NO periods).

In fact, your file names can contain some punctuation, but some of the punctuation characters have special meanings to the computer, and cannot be used. Your file names can contain apostrophes, dashes, underscores, and commas, but it is much easier to remember the rules if you use only letters and/or numbers, and avoid all punctuation.

You can even use periods, but you should not put periods near the end of the file name, within the last 4 characters. If you accidentally use a period near the end of your file name, you will probably have trouble getting that file back again later (if this happens, a technician can help you get your file back again).

Here are some examples of GOOD file names:

2004 Taxes for Bob Smith

Personal Budget 2004

Car Prices 2004

Investment Notes from June 2003 Course

Daily Weight for John starting March 2003

To Do List

Letter to Prime Minister, Feb 23, 2004

Note the use of two commas in this last file name. This is ok, and it is rather handy, but just be careful not to use periods, especically at the end of your file names.

Here are some examples of BAD file names (the problem is listed below each one):

John	This does not say what is in the file (if this is a letter, calculations, genealogy information, etc.).
Letter	This does not say who it is for.
Letter to John.	This has a period at the end of it, which causes problems.
To Do List March 20/04	This file name has a slash "/" between the "20" and the "04" so the computer will not accept it.
Letter to "Mom"	The quotes around Mom will not be accepted by the computer.
Interest * Principal - List of Payments	This file has an asterisk "*" in it, which the computer will not accept. The dash "-" is ok.

So, rather than memorizing all the details and risk having a problem, keep it simple: When you name a file, use only letters and/or numbers, and use no punctuation.

Mouse Help: Mouse Wrist Rests, Ball Mice, & Position

One way to make using your mouse more comfortable, is to get a mouse pad with a "gel wrist rest" on it.

The wrist rest supports your wrist and arm while you are using the mouse, which lowers the strain on your shoulder. The wrist rest is made onto the mouse pad (the wrist rest and the mouse pad are all one piece).

In a "gel" wrist rest, the wrist rest feels like it is full of jelly. It forms slightly to the shape of your wrist, which makes it much more comfortable. I don't use a wrist rest for typing, but I sure like the wrist rest on my mouse pad!

Or if you are really having a lot of difficulty using a regular mouse, you may want to get a mouse with the ball on top, also called a "trackball." You position the mouse arrow with a large ball that sits on top. The clicking buttons are separate, usually on the side. Once you have the mouse arrow positioned, you let go of the ball, so it won't move accidentally while you are clicking the mouse. These are great for people with shaky hands.

Again, most computer stores carry these.

Also, when you are using your regular mouse a lot, try to keep your mouse arm and shoulder, in approximately the same position as your other arm. Your mouse should be beside your keyboard. If your mouse is back farther than your keyboard, you will have to reach more with your mouse arm. If you are using your mouse a lot, this can cause more strain in your arm, shoulder, or neck.

And if using your computer (your mouse or your keyboard) is causing any pain in your arms, neck or shoulders, or if you get headaches or any other pain while using your computer, discuss this with your doctor.

Basic Computer Words: Network, Internet, & URL's

A "network" is two or more computers hooked together. When two computers are "networked," information can be moved from one computer to the other. Companies have many computers on their network, so employees can share information with each other.

The "Internet" is an "international network of networks," or a whole bunch of computers all over the world, connected together.

Your Internet Supplier (sometimes called your Internet Service Provider, or ISP), keeps their computers turned on all the time, 24 hours a day, 7 days a week. They are a permanent part of the Internet. This way, whenever someone sends you an e-mail, it goes to their computer, where it is stored until you are ready for it. When you turn your computer on, and your computer connects to their computer, when you check your e-mail, the e-mail message goes the last part of its journey, to your computer.

Those "www.whatever.com" thingy's are called "Universal Resource Locators" or "URL's" for short.

When you use a "browser" program (like Microsoft Internet Explorer or Netscape), and you type in one of those "www.whatever.com" thingy's, your computer sends a request to the other computer, somewhere on the Internet (somewhere in the world). The other computer sends the "webpage" at that URL back to your computer, and you see it on your screen.

Every time your click on another link (which is actually another URL), it requests another "page" of information from that new URL. That new page may be located on the same computer, or it may be located on a computer on the other side of the world.

Because all these computers on the Internet are connected together, when information is being sent from one place to another, it gets passed from computer to computer, till it gets where it is going. If one computer is not working, the information is "automatically" sent by another route. This is what makes the Internet so robust. If some computers are not working, it doesn't block the communication. The communication is just re-routed automatically.

Note that this "information" being sent, could be an e-mail or a "www..." request for a page, or a page, or a file of information.

Turning Off The Computer - Power Bar Or Switches?

We often get the question, "When I'm turning my computer off, should I turn off the power bar, or should I turn off the switches on each piece of equipment and the power bar?"

First, if you want more information on power bars,

When you are shutting down your computer, make sure you tell it first, that you are going to shut down (on a computer with Microsoft Windows, this means click on Start, click on Shut Down or Turn Off (which ever your computer has), and click on Ok or Yes).

In our classroom, after we do the Shut Down command, we then have the students turn off every power switch (on each piece of equipment), and then turn off the power bar. This is so the students learn where every switch is.

But at home, on my own computer, after I tell it that I am going to shut down, I just switch off the power bar. I leave every switch (on each piece of equipment), in the "on" state (there is no power in any piece of equipment, because the power bar is off, but the switches are in their "on" position). This way I only have to turn one switch off, not a whole bunch of switches, and there is no chance of missing one of the switches. Usually with this method, you will have to turn the computer switch back on later, as well as the power bar, but the other pieces of equipment (for example, the monitor or printer) will come on when you turn the power bar on.

On the other hand, sometimes people have difficulty reaching the power bar (for example, if it is down under their desk, on the floor), so they just turn off the power switches on each device. Some people have fewer devices in their computer systems, and also, most new computers shut their own computer power off when you tell them to do the Shut Down command, so you would only have to shut down the monitor, and any other devices you turned on, like a printer or scanner, with this method.

As far as protecting your equipment goes, it doesn't make a noticeable difference in practice, with either method, so it is more a question of which advantages you want. I personally prefer to just switch the power bar off, but it's up to you.

Note: If you are using someone else's computer, always ask them how they want it shut down (especially if you are in an office - they may even want it left on for maintenance, or so others can access it over a network).

Virus Hoaxes

In other articles, I have written about scams, spam, and viruses. Another similar problem is virus hoaxes.

If you get an e-mail message that has a warning of a very bad computer virus (or other problem), and it says you should "send (or forward) this e-mail to everyone you know," do NOT send it to anyone. It is probably a hoax.

The problem with these hoaxes is, if everyone sends them to lots of other people, they waste a lot of time, and cause a lot of unnecessary worry. If no one sends them to other people, they do nothing.

Hoax Checking Links

If you receive an e-mail message that warns of dire consequences, you should check it out at a hoax list on the Internet, to find out if it is a hoax or not. Here are some virus hoax sites you can use:

Symantec, the company that makes the Norton Anti-virus program:
www.symantec.com/avcenter/hoax.html

McAfee, the company that makes the McAfee Anti-virus program:
vil.mcafee.com/hoax.asp

Just make sure you check if it is a hoax, before you send it to anyone.

Basic Computer Words: Default

A "default" is what the computer is programmed to assume.

For example, in a word processing program, it may assume you want 1 inch (or 2.5 cm) margins. If you don't tell the computer otherwise, it uses the "default" margins, for every new document.

Or in the Microsoft Solitaire program, it may assume you want it to draw 3 cards, every time you click on the deck (it can be changed to draw 1 card, each time you click on the deck). This setting is a default.

The defaults include any settings in a program, that are already set when you first start using a program.

Defaults make it much easier to use a new program, when you first get it. Otherwise, you would have to learn how to adjust and set all the settings, before you could type a single page in a word processor. (The first word processor that I had, back in the mid 1980's worked this way - it had NO defaults. Defaults are definitely a great idea!).

Defaults also save time, because most of the time, most users use the same standard settings all the time. This way you don't have to tell the computer every time that you want the same margins you had last time.

You can also "change" many of the defaults in most programs, so every time you start that program, it will use the settings you chose, instead of the defaults that the program came with.

For example, in Microsoft Solitaire, its default is to draw 3 cards every time you click on the deck. You can change it to draw 1 card, if you want (to do this, click on the Game menu, and click on Options, to find this setting). If you change Microsoft Solitaire to draw only 1 card, you will have changed the "default" so that every time you play in the future, it will only draw 1 card (unless you change it back again).

In a word processing program, however, if you change the margins, the new margins will only be set for that one document. When you start another new document, it will use the (old) default margins again, unless you change the programs "default" margins. So, you can change the margins (and many other settings) for the one document you are working on, OR for all new documents you make in the future (this is changing the defaults), Because there are two possibilities, it can be trickier to change the defaults of some programs.

Normally a word processing program will assume you are only changing the settings for the one document you are working on, so it is harder to change the defaults. Different programs work differently here. If you are in the "Page Setup" dialog box (window), it may have a button that says "Default" on it, or a program may have another way of doing it (that you would find out about by looking in the Help file, under the Help menu, for that program only).

The most important thing is to know about defaults, and that you can change your settings for one new document, or you can change the defaults (the settings for all your new documents). Then you can look for how to do it, for the program you are using.

Use An Anti-Virus Program

With over 60,000 viruses around, we recommend that you do NOT use the Internet for e-mail or browsing (browsing is when you are using those www.whatever.com things) without some form of anti-virus protection, that is kept up-to-date.

The most common way to do this is to have an anti-virus program on your computer, and keep it up-to-date.

Some Internet Service Providers (the company that you buy your Internet service from), now have built in anti-virus software that checks for viruses in each of your e-mail messages, before you receive them. Some Internet Providers include this in their service automatically, some charge an extra fee for it, and some don't have it yet.

My Internet Provider has a built in anti-virus program, but I still use an anti-virus program on my computer, as a double check, and so I can periodically check my whole computer for viruses. But for beginners, having an Internet Provider that checks each e-mail for viruses, is a great way to reduce the chances of getting a virus.

For an anti-virus program, I prefer the Norton Anti-Virus program, because it is easy for beginners to update. McAfee is also very popular, and there are other programs. If you are not sure about this, talk further with your computer supplier.

Firewalls

A "firewall" works to prevent a "hacker" or a hacker's program, from getting into your computer through your Internet connection. If a hacker gains access to your computer, they can put a virus in your computer, or have your computer send them your personal information, or any other information in your computer, through the Internet.

There are two types of firewalls, "software" and "hardware."

A "software" firewall is a program that you install on your computer. It comes on a CD. It monitors your Internet connection. When it sees any suspicious activity, it warns you and asks you if it should "allow it" or "block it."

A "hardware" firewall is a device that you put between your modem and your computer. It monitors the information going from and to your computer, and it blocks incoming information it "thinks" you didn't request.

Hardware firewalls are generally believed to work better. For beginners, they also offer the advantage of not asking a lot of questions, that you may not know the answer to.

If you are using any form of "high speed" Internet, you should have a firewall. If you are using non-high speed Internet (usually this is called "dial-up" and it ties up your phone line while you are using it), it is still a good idea to have a firewall (but because dial-up Internet is much slower, it would take a hacker much longer to break into your computer, so the risk is a little lower here).

Spam (Junk E-mail)

Junk e-mail is called Spam. Spam is usually defined as "mass produced unsolicited e-mail" or "mass produced unsolicited commercial e-mail." In other words, it is junk mail.

Most spam messages contain scams, pornography, hoaxes, viruses, or similar things. It is strongly recommended that you do NOT open these. Also, most anti-spam experts suggest that you should NEVER reply to them, because it verifies that your address is valid.

Some Internet Providers now have anti-spam programs built into their service. They are not perfect, but they work fairly well. You can also get an anti-spam program for your computer, but unfortunately I don't have any experience with them, so I can't recommend any. You can also build your own anti-spam filters in most e-mail programs, but this can be quite complex for beginners, and usually they don't stop that much spam.

Scams

Many spam e-mail messages contain scams. Remember, if an e-mail message sounds too good to be true, it almost certainly is not true. Use your common sense, and only deal with reputable companies. Personally, I refuse to deal with any company whose first contact with me is through spam.

Scam Information Links

Here is a good article to read: "FTC Names Its Dirty Dozen: 12 Scams Most Likely to Arrive Via Bulk Email:"
www.ftc.gov/bcp/conline/pubs/alerts/doznalrt.htm

Phone Busters:
www.phonebusters.com

Here is a detailed and very interesting article on "Pyramid Schemes, Chain Letters and Ponzi Schemes:"
skepdic.com/pyramid.html

And this site has lots of links in the text, that lead to articles all over the Internet, on various scams:
www.sniggle.net/scams.php

Basic Computer Words: Glitch

When someone says a "glitch" caused a problem on your computer, this is technical talk which means we have absolutely no idea what caused the problem. When your computer glitches, it may freeze up completely, or it may be just one thing won't work right.

A glitch can be caused by a power fluctuation (that gets by your power bar), a design flaw in a program (which is not your fault), by static electricity, a circuit starting to fail, and other causes.

All computers glitch once in a while. This is normal, and this not your fault.

If you get a minor glitch, close the program you are using, and run that program again. If this doesn't work, shut down your computer (by telling it you are going to shut it down), turn the power off, wait 5 seconds, and turn your computer back on again. If it is still not working properly, contact your computer supplier or a computer technician.

If your computer is glitching a lot (eg. more than once per week), and if you have a lot of static electricity around your house, here are a couple things you can try. You can try using a humidifier to increase the humidity in the air, or you may want to try an "anti-static" mat under your keyboard. If you need help with these or if your computer is still glitching regularly, contact your computer supplier or a computer technician for help.

What Is Safe Mode?

If you are using Microsoft Windows on your computer, sometimes when you turn your computer on, it will go into "Safe Mode." When this happens, it will say "Safe Mode" in all four corners of your screen, and things on your screen "may" be bigger.

Moving The Cursor Faster With The Keyboard

When you are typing on the computer, you get (a black flashing line that shows you where you are typing). The black flashing line is called "the cursor." (It is also called "the text cursor," or "the insertion point.")

To position the cursor "exactly" where you want it, it is often easier to use the arrow keys on the keyboard, rather than the mouse.

You can also make the cursor move faster. If you hold an arrow key down (try the Left arrow key or the Right arrow key), the cursor will keep moving quickly.

If you hold the "Ctrl" key (called the "control" key) down, and then "punch" the Right arrow key or the Left Arrow key, the cursor will jump to the next "word" instead of the next letter. Every time you punch the arrow key once, with the Ctrl key held down, it jumps to the next word.

If you hold the "Ctrl" key down, and then "hold down" the Right arrow key or the Left Arrow key, the cursor will jump quickly from word to word. This is even faster than holding an arrow key down without the Ctrl key.

Basic Computer Words: Program and Software

A "program" is a set of instructions for the computer. A program tells the computer how to do something.

Some examples of programs are a game like Solitaire or Hearts, a "word processing" program for doing typing on, a "spreadsheet" program for doing calculations on, a genealogy program for recording and keeping track of your genealogy information, and a "paint" or "drawing" program for drawing pictures on.

"Software" is one or more programs (as opposed to "hardware," which is everything you can touch: the electronic circuits, the keyboard, the screen, etc.). So, software is just another word for programs.

To do anything on a computer, you need a program. To play Solitaire you need a Solitaire program. To do some typing, you need a "word processing" program. (Note: A Solitaire program comes with computers that have Microsoft Windows on them, but it is a separate program.)

To get your computer to do something new, you have to go to the store and buy a new program, to "program" your computer to know how to do the new thing.

Using Help

Most programs have a "Help" menu, near the top of the screen. Beginners usually try the Help a few times, find it confusing and frustrating, and then they don't bother to try it any more. However, there are times when even beginners can benefit from the Help in the computer. And if you have used your computer for a while, you will probably find Help useful now and then.

There are a number of places to get stuck with computer Help. It is often difficult to find what you are looking for. Once you find what you are looking for, some Help is written for more advanced users. And even if it is written for beginners, some Help screens are just not written that well (because some writers are better than others).

However, don't give up on the computer's Help. Even beginners find useful things in there at times (and even if you don't find what you are looking for, when you ask another person for help, if they ask you if you have checked the computer's Help, you can at least say you looked).

There are 3 major ways to access almost all computer Help systems.

1.      Most Help systems have a "Contents." This is like the contents in a book. It lists all the sections in that Help file, in the order of chapters, and sub-headings, sub-sub-headings, etc. If you just want to learn more in general about a program, and you are not trying to solve a specific problem, look through the Contents.
Contents Tip: If you see a "+" (plus sign) in a box, click on it to show the sub-headings (not shown here).

2.     Most Help systems have an Index, like the index in a book. The Index lists topics in alphabetical order. A human has carefully listed all the topics and where they are. This can be very handy to look up how to do something.
However, just like in a book, an Index only includes what the index writer thought someone might be interested in. It is possible that what you are looking for is in the Help document, but is not listed in the Index under the topic you think it should be under. For example, a word like "program" might occur many times in a Help document, but the Index would only show some of those times, where the Help writer thought it would be useful to you. If you can't find what you are looking for in the Index, that is where a "Find" or "Search" command can be useful.

3.     Most Help systems also have a command called "Find" or "Search," that will search for a keyword that you specify. This is good for things that are not in the Index. For example, if you search for a word like "program" in a Help document, it will find every occurrence of the word "program" in that Help document. Note: If you search for a common word like "and" you will find many occurrences of it. It takes practice to learn how to use a search command effectively.

AND each program has its own separate Help file, which means you have to be in the right program first, before attempting to use Help. Even Windows has its own separate Help file. So if you want help with your Solitaire program, you have to be in the Solitaire program first, before you click on the Help menu at the top. (Note also, that sometimes, a larger program that has several sub-programs in it, may have more than one Help file, which can be more confusing to use).

You will still find Help frustrating to use (we all do), but it will probably be useful to you now and then, so test it out.

How To Have an E-mail Discussion,
With a Group of Family or Friends

Normally when you send an e-mail, you just send it to "one" person, the same way that you send a letter on paper through the post office, to just one person. But with e-mail you can send the same letter to a number of different people. If each person who gets the e-mail, sends their reply to everyone who got the first e-mail, you can have a group discussion with ordinary e-mail.

This can be a handy way to organize something like a family reunion or family get together, or just for family members to keep in contact with each other. It's like a conference by e-mail.

You probably already know that to send an e-mail to one person, you have to tell the computer "who" you want to send the e-mail to.

In most programs, you can also send the same e-mail to a number of people, by telling the computer all the people you want to send "To" (i.e. you can put a whole bunch of people in the "To" field of one e-mail, and it will send that e-mail to each of them).

When you get one of those e-mails that has "multiple recipients," if you click on "Reply to All," your reply will go to everyone that got the original e-mail. If everyone that receives the e-mail uses the "Reply to All" command, you can have a private e-mail discussion group (and you don't need anything else to do it, just your normal e-mail program).

Toolbar Button Help Tags

First, what a "toolbar" is: In most programs, there are one or two rows of buttons across the top of the screen, just under the menus (the menus are "File," "Edit," etc.).

Toolbar

Usually these buttons are square or rectangular, and each one has a little picture on it. In some programs, these extra buttons are down one side of the screen, or across the bottom. Each group of buttons is called a "toolbar."

Normally, all the things you can do with these toolbar buttons, you can also do with commands in the menus, but using the toolbar buttons can be quite handy, "if" you can figure out what the buttons do.

The picture on each button is supposed to tell you what it does, but often symbols are not very clear. However, if you put your mouse arrow over one of the buttons and hold your mouse still, withOUT pressing any buttons on your mouse, in most programs, a little tag will come down to tell you what the button is called.

Toolbar Help Tag

Often these few words are all you need to know what it does. Even if you don't understand what it is telling you, at least you will know what the button is called, so you can look it up in under the Help menu for the program, or ask someone about it over the phone. (Note: More details on using the Help menu will be in a future newsletter.)

This is also handy if you have used a particular toolbar button before, but you can't remember which button it was. Just put your mouse over one button, wait for the tag, then move from button to button, till you find the button you are looking for. You can also use this method, moving from button to button, to look through the buttons, just to see what they do.

Cut & Paste Keyboard Shortcuts

If you know how to do Cut & Paste using your mouse for the commands, here's something you can try to make it a little faster. This is particularly handy if you have to move a lot of stuff around.

Important Tip: If you do NOT know how to do Cut & Paste already, do NOT try these instructions first. If you do NOT know how to do Cut & Paste with your mouse, first learn the basics from this article "How To Do Cut and Paste."

If you have done Cut & Paste before, and if you want to learn the keyboard shortcuts for Cut & Paste, try this.

First, to check exactly what the command is in a program:

1.      In a program that you use a lot, click on Edit to bring the Edit menu down.

2.      Once you have the Edit menu down, in most programs, beside the "Cut" command, on the right side of the menu, you will see something like "Ctrl+X" or "^X" . This is the speed key combination (or shortcut) for the "Cut" command. "^" is a computer shorthand for the "Ctrl" key on the keyboard.

Look on the Edit menu, beside the Cut command, and see what speed key combination that program uses (it is usually "Crtl+X" however it "can" be different in different programs).

3.      After you have looked at the Edit menu, to see exactly what speed key combination your program uses, click on Edit again to put the menu back up (the keyboard shortcuts will NOT work with the Edit menu down).

Then to do Cut & Paste:

1.      First, highlight what you want to cut out (the same as usual).

2.      Then, use the speed key combination to Cut it out. If your Edit menu had the standard "Ctrl+X" or "^X," to do this, hold the Ctrl key down, punch the letter X key, and let go of Ctrl. This will cut out what you have highlighted.

3.      Move your cursor to "where" you want to paste your stuff in. Again, this is the flashing "text" cursor, not the mouse cursor, and you do this the same way as before, with the arrow keys on the keyboard, or by clicking your mouse where you want the cursor.

4.      Then, use the speed key combination to Paste it back in (Tip: you can bring the Edit menu down now, to read the Paste speed key combination - just make sure you click on Edit after you read it, to put the Edit menu away before you try it). In most programs, this is "Ctrl+V" or "^V." If your Edit menu had one of these, to do this, hold the Ctrl key down, punch the letter V key, and let go of Ctrl. This will paste your stuff back in where the cursor is.

Important Tip: Remember to take your time whenever you are learning anything new, and be patient with yourself. It takes everyone longer to do something the first few times. And with this many steps, this is not what I would call simple, when you do it the first time (however, if you do it lots, eventually it will actually become easy for you).

All Capitals Is YELLING

You probably already know, that to make a capital letter, you hold the Shift key down while you punch the letter.

If you punch the "Caps Lock" key, on most keyboards, it turns a light on, on the keyboard. Then whatever "letters" you type will be capitalized. However, if you type any numbers (with the keys above the letter keys), they will still be numbers (unlike with the "Shift Lock" key on a typewriter). And punctuation keys also still work the same with Caps Lock on or off. This is very handy.

When you are writing an e-mail message to someone, it has become a custom that putting a word or two in all capital letters, is used for yelling (except in titles). For example, THIS IS YELLING. Because many people know this, if you put a word or two in all capitals, or even worse if you put a whole message in all capitals, it can be annoying to read.

If you send out e-mail in all capitals, you may find people suggesting you turn the Caps Lock off.

I once saw an e-mail done in all capital letters from a technician, that was sent to a group discussion with many technicians. The technician was asking a very technical question about installing a hard drive, and obviously knew a lot about computers. Someone jokingly replied, "I think you should learn how to turn the Caps Lock off first!"

So remember, keep that Caps Lock turned off, and only use it if you really mean to YELL!

Handling CD's

"CD" stands for Compact Disk.

Always hold a CD by the edges. Scratches and finger prints can prevent the CD ROM drive (or CD Burner/Writer drive) from "seeing" the data, which means "it won't work in the computer."

If you get finger prints on a CD, carefully wipe them off with a soft cloth that won't scratch the CD.

What Is a CD Burner?

First, a CD (also called a CD ROM) goes in a CD ROM "drive." ROM stands for "Read Only Memory." This means you can get programs or data from the CD into the computer, but you can not store your own stuff on a CD.

You can also get a special CD drive for making CD’s, called a "CD Writer" or "CD Burner." You may also hear this called a CD-R drive or CD-RW drive.

To make a CD, you also need a special CD called a CD-R (where R is for Recordable) or a CD-RW (where RW is for Re-Writable). CD-R’s can only be recorded on once, but CD-RW’s can be used (written on) more than once.

Unfortunately, if you want to make CD's, it is best that you learn the basics of "file management" first.

How To Do Cut and Paste

Cut and Paste is for moving things around. This could be a sentence or paragraph in a letter you've typed, it could be something in an e-mail you are typing, or it could be some numbers in a program for doing calculations. You can even Cut and Paste pieces of a picture in a paint or drawing program.

In some programs, there are some extra short-cuts (and some special buttons for this), but they are not in all programs. These instructions are for programs that have "Cut" and "Paste" buttons on their toolbar (if you don't know what a "toolbar" is, see the beginning of this article: "Toolbar Button Help Tags"). If the program you are using does not have these buttons, see the next instructions, below. To Cut and Paste (move) something:

1.      First, highlight what you want to cut out. (If you don't know how to do this, see "Highlighting With The Keyboard or The Mouse - For Erasing More Stuff," for detailed instructions on highlighting).

2.      Click on the Cut button (near the top of the screen), to cut out what is highlighted, and put it on the "Clipboard."

3.      Move your cursor to "where" you want to paste your stuff in. This is the flashing "text" cursor, not the mouse cursor. Tip: The most accurate way to position the cursor, is with the arrow keys on the keyboard, especially for beginners.

4.      Click on the Paste button (with a tiny clipboard on it). The Paste command will paste a copy of what is on the "Clipboard," where the flashing cursor is.

If you have never done Cut and Paste before, and the above instructions are working for you, do NOT do the next instructions until you have the above instructions completely memorized.

If your program does NOT have the Cut and Paste buttons, use these instructions. These instructions below will work in virtually every program that allows you to Cut & Paste text around. Try this in a practice document:

1.      First, highlight what you want to cut out. (If you don't know how to do this, see "Highlighting With The Keyboard or The Mouse - For Erasing More Stuff," for detailed instructions on highlighting.

2.      Then click on "Edit, Cut." To do this, click on Edit to bring the Edit menu down, and then click on the Cut command, to cut out what is highlighted, and put it on the "Clipboard."

3.      Move your cursor to "where" you want to paste your stuff in. This is the flashing "text" cursor, not the mouse cursor. Tip: The most accurate way to position the cursor, is with the arrow keys on the keyboard, especially for beginners.

4.      Click on "Edit, Paste." To do this, again, click on Edit to bring the Edit menu down, and then click on the Paste command. The Paste command will paste a copy of what is on the "Clipboard," where the flashing cursor is.

Remember that it takes most people a fair bit of practice to get all these steps memorized. Make a "practice" document, and practice cutting and pasting lots of stuff around, till you get good at it. Also remember, to practice everyday for several days in a row to help you remember it longer.

Again, in many programs there is a "Cut" button (near the top of the screen), and there is a "Paste" button (with a tiny clipboard on it). These work the same as clicking on "Edit, Cut" and "Edit, Paste," but these buttons are not in all programs. Usually a program without these nice Cut and Paste buttons, will have Cut and Paste commands in the Edit menu, and you can use the second set of instructions above.

If the program you are using has these Cut and Paste buttons, it is much easier to learn Cut and Paste using these buttons.

Extra Tip: When you cut something out, paste it back in immediately. Do not leave it on the "Clipboard." If you try to cut out a second thing, it will REPLACE the first thing, and you will lose it. Also, the "Clipboard" is in the electronic memory, so it is erased when you turn the computer off. So when you cut something out, paste it back in right away. Do not do something else between the cut and the paste commands.

Second Extra Tip: Once you know how to do this well, you may want to read "Cut & Paste Keyboard Shortcuts" to improve your skills even further.

Power Bars

First, just in case some people don't know, the power bar is the thing with all the plugs on it, that plugs into the wall. The pieces of your computer (the computer itself, the monitor, a printer, a scanner, etc.) plug into the power bar, to get power. Most power bars also have a red light on them, so you know it is on (and that it has power in it).

Your power bar should have a "surge protector" in it. On the box that it came in, it says if it has one, and it probably also says on the power bar itself.

The "surge protector" stops very fast fluctuations in the power. These fast fluctuations have no effect on most appliances, but they can cause problems with your computer. They can cause it to stop working for the moment, and you will have to turn it off and restart it, and you will loose any unsaved work you were doing. These fast power fluctuations can also cause physical damage to your computer circuits, which will require repairs. So make sure your power bar has a surge protector in it. A power bar sold in a computer store should have a surge protector in it, but some power bars sold in hardware stores do not have a surge protector in them (i.e. they are not really for computers). If you are not sure if your power bar has a surge protector, talk to the place where you bought the power bar.

If you are connected to the Internet through a normal phone line, your power bar should also have "telephone line suppression" (also called "TLS"). Power bars with TLS have two phone jacks on them (some times these jacks are on the top beside the power plugs, but sometimes they are on the end, where they are not too obvious if you don't look for them). One of the phone jacks connects to the phone jack in your wall. The other one connects to your computer (into a part called the "modem" - the modem is a circuit that connects your computer to a phone line).

If you connect your computer directly to your phone line (not through the power bar's TLS connectors), power surges can come through your phone line. These surges can cause your computer to stop working temporarily, or cause more permanent damage. So, if you are using the Internet through your phone line, it's also very important to have a power bar with TLS.

Highlighting With The Keyboard or The Mouse - For Erasing More Stuff

When you are typing on the computer, you get a (a black flashing line that shows you where you are typing). The black flashing line is called "the cursor." It is also called "the text cursor," or "the insertion point."

If you move your mouse over some typing, in most programs you will get an . This is called the "I-bar." It is also called "the mouse cursor" or just "the cursor."

When someone is talking about "the cursor" it is important to be sure whether they mean the flashing text cursor, or the mouse cursor.

You probably already know that when you are typing, if you make a mistake, you just punch the "Backspace" key, to back up and erase what you just typed.

If you have your flashing "text cursor" in the middle of some typing, when you punch the "Delete" key, it will erase the letter on the "right" side of the text cursor.

You can also erase larger amounts of stuff, fairly quickly, by "highlighting" the stuff first. When you highlight something, it looks black with white letters (instead of the usual white background with black letters).

There are two major ways to highlight something (tip: the second one is usually easier for beginners):

1.      You can "drag" your mouse over something. To drag your mouse over some typing, put your mouse at the beginning of the typing, press and hold your mouse button down, and move your mouse to the end of the typing (while you hold the mouse button down).

2.      You can use the keyboard. To use the keyboard to highlight some typing:

1.      First put the flashing text cursor ("the cursor") at the beginning of the typing (use your arrow keys on your keyboard to do this).

2.      Then press and hold the Shift key down.

3.      While you are holding the Shift key down, punch your arrow keys (left, right, and up and down), to highlight the typing.

Once you have some typing highlighted, if you punch the Backspace key once (or the Delete key once), it will erase everything that is highlighted.

Highlighting is also useful for many other things, besides erasing.

"Don't Save" - Another Way to Undo Something

For those of you who are making and saving files, here's a tip that may be useful on occasion.

In another article ("Remember The Undo Command"), I went over the Undo command. The Undo command is very useful, however, in some programs you can only undo the one last thing you did (or just the last few things you did). In these programs, if you do a number of things, and get your work screwed up, so Undo won't help you, here's another thing that you can try.

When you are working in most programs (like a word processing program for typing), you should save your work "every five minutes" so if the power goes off, you will only loose up to five minutes of work, at the most.

If you get your work screwed up and Undo won't help, you can get your work back to the way it was the last time you saved. To do this, you have to close your file and NOT save it when you are closing it. Then you can open your file again, which will get the last version you saved.

To close your file, click on the Close button of the program you are using. It will ask you if you want to save your changes (the wording of this question can vary quite a bit from one program to the next). Read this carefully, like a lawyer (if you click on the wrong button, it will replace your last saved version, with the current screwed up one - with most programs this error can NOT be fixed, so read carefully), and click on which ever button will NOT save your changes. Then open your file again, the way you normally do, and it will be back to the way it was when you last saved. If it is still screwed up (which happens to all of us on occasion), you will have to correct the problems by re-tying things correctly.

More Advanced Tip: If you are not sure if you want to throw out the current version of your work, to revert back to the last saved version, save your current version "AS" a different file, like "temp" first, then close it, and open your last saved file to see if it is in better shape than the "temp" file. Then use which ever file is closest to what you are making.

This tip can also be handy if you tell your computer to do something, and says, "You will not be able to undo this. Are you sure you want to continue?" When I get this, I click on the Cancel button, save my work, and then do it. This way, if it does something I don't want, I can get it back to my last saved version. Note: It is also a good idea to run a test on a dummy file, before using your good file to do this sort of thing.

Thanks to a reader in Australia for suggesting we include this tip.

Undo And Other Speed Keys

In a previous article, "Remember The Undo Command," I reminded you to use the Undo command, which is the first command on the Edit menu, in most programs.

The Undo Command

In most programs, if you click on Edit, to bring down the Edit menu, you will see something like "Ctrl+Z" on the right side of the menu, beside the Undo command (Note: if it says "Cannot Undo" it means you have to do something that can be un-done, before it will show you this, in that particular program). This "Ctrl+Z" and the other things like it, are to tell you what the "speed keys" are, for these commands.

The Undo Command "Speed Keys"

I suggest that you do NOT learn the speed keys for every command, but if you use a command regularly, it is usually worth learning the speed keys for that command. Note that the speed keys can be different in different programs, so you have to check each program to see what its speed keys are for each command.

In most programs, the speed key combination for the Undo command is "Ctrl+Z" (in some programs it may be shown as "Ctrl-Z" with a minus sign instead of a plus sign, but it means the same thing). To do this, hold the Ctrl key down, punch the Z key, and then let go of the Ctrl key (it's like making a capital letter, but you use the Ctrl key instead of the Shift key). Also, when you try this, make sure you do NOT have a menu down, or it won't work in most programs.

"Ctrl" is short for "Control" so this is pronounced "control Z."

If you look through the menus of any of your programs, you will see that there are many other speed key combinations, too. Again, don't try to memorize all of them, but if there is a command that you use quite often, check the speed key combination for that command, in the menu, and use that one until you remember it. If you learn one every couple of weeks, after a while, you will find that it starts to save quite a bit of time.

I know that most of you are retired, and may not be too concerned with speed, but these can be fun to use anyway.

So the next time you have to undo something, try "Ctrl+Z."

When Should I Turn The Computer Off?

A reader from Canada e-mailed us and asked, "Would you give me your opinion about leaving the computer on during the day, unless there is a storm on the horizon?" We get this question quite often.

The rule I use is, if I am going away from my computer for about an hour or less, I leave my computer turned on. If I am going away for about an hour or more, I turn it off.

When I leave the computer turned on, I usually turn the screen off (the screen uses a lot more power than the computer, so this saves quite a lot of power).

It is possible to set most computers so they will turn their screen off after a certain amount of time with no activity on the keyboard or mouse, but I don’t use these "power saving" features, because they have (in the recent past) tended to cause some problems with some programs.

If you turn the screen off, just remember to ONLY turn the screen switch on, NOT the computer's main power switch (i.e. if you forget the computer is not off, and you hit the computer's power switch, the computer will go off, which is not good for your computer).

Rationale: The reason I turn the computer off when I'm not using it for a while, is that (1) it uses power when it is on, (2) the hard drive and the fans spin when the computer is on, and these wear out (we also sell computers and repairs in our business, and we have often seen this). The reason I leave it on if I'm just going away for less than an hour, is that (1) turning it off and on a lot causes more wear on the circuits and the hard drive, (2) it takes less time to turn the screen on, than to start the computer, and (3) if I leave the file I am working on open, I don't have to open it when I get back, which saves more time.

NOTE: If there is an electrical storm, I prefer to have my computer OFF, because computers are somewhat sensitive to electrical variations.

Internet Browsing Tip - Use Right Click, and Open in a New Window

When you are looking for information on the Internet (at one of those www.whatever.com sites), often you will see various "links" where you can click to go to another "page" of information, by clicking on them. Often I will see a list of links, and I will want to check out several of them.

The basic way to check these links out is to click on the first one, wait for it to load, read it, then click on your "Back" button, wait for it to go back, click on the second link, wait for it to load, and so on.

However, if you click on a link with your RIGHT mouse button, you will get a menu up.

Windows Right Click Menu

Then if you click on "Open in New Window" it will open the new page into a new window, and keep the old page in the old window. Then you can use the big buttons on the taskbar (the grey bar with the Start button on it, usually on the bottom of the screen), to switch between the windows.

Windows "Taskbar"

If you then click on the big button to bring the old window on top, you can RIGHT click on the next link, and open it in a new window, and do it again to open the next link, and so on.

This allows you to have several different pages of information available all at once (like having more than one piece of paper on your desk at once). If you get quite a few pages loaded at the same time, it can get a bit confusing at times, but often it is much easier than going back and forth.

This method is also quite handy if you are connected to the Internet through a slower connection, because you can open more windows (more pages) while the first one loads.

NOTE: These instructions are for Microsoft Windows based computers.

Remember The Undo Command

I know this is very basic, but for those who don’t know this, or who don’t remember to use it, this is extremely valuable.

Most of us make small mistakes fairly regularly when using a computer. In most programs, you can undo the last thing that you did. Also, some programs now have "multiple levels of undo," which means you can undo the last thing you did, the one before that, and so on.

In most programs, the second menu (at the top of the screen), is the Edit menu. The first command is usually "Undo" (or "Undo " where is the last thing that you did). When you make a mistake, click on Edit, and click on Undo, to undo the very last thing that you did.

The Undo Command

In programs with "multiple levels of undo," if you click on Edit and Undo again, it will also undo the second last thing that you did, and so on.

I suggest that you try to associate the feeling of panic, with the words "Edit, Undo" so when you make a mistake and are panicking, you will remember Edit, Undo.

You can’t undo absolutely everything, but you can undo most things, so this is very useful in practice. So when you make a mistake, remember Edit, Undo.

Preferences or Options Command

In most programs, on one of the menus, you will see either "Preferences" or "Options." These are different names for the same thing. This command allows you to change the way a program works, to make the program work better for your needs.

Options Command

If you click on Preferences or Options, you will get a "dialog box" (a window) with some choices in it. If you make any changes in this dialog box, and click on OK, the computer will remember what you changed, from then on, even after you turn your computer off and turn it on again (even if you don’t Save).

Exception: In some programs, this only affects the file you are working in, so you have to Save your file for it to remember, and whenever you start a new file, you may have to tell it again, but in most programs, as soon as you click on OK in the Preferences or Options dialog box, it saves your changes, and it will work the new way for all new files you make.

If you want to look at this, but you do NOT want to change it, click on Cancel when you are done looking at the Preferences or Options dialog box.

If you use a particular program a lot, I recommend that you check out the Preferences or Options command (which ever that program has). If you are going to change something in it, it’s also a good idea to write down what it was, and what you changed it to, so you can put it back later if you don’t like what it does. Also, if you’re not sure what it will do, only change one thing at a time (i.e. change one thing, click on OK, and test the program to see what it does then).

Searching The Internet - Beginners Can Use The Advanced Page

Searching the Internet for a particular site or some specific information, is usually fairly time consuming. I usually allow at least an hour when I’m looking for something new, although with a little luck, you might find what you want in minutes, or even on the first try.

To find something on the Internet, like a particular site or some specific information, the first thing to do is to go to a search engine, like www.google.com or www.dogpile.com. These search engines are good, but often it can take a while to find what you want, because there are so many Internet sites in the world.

As I mentioned in the article "Searching The Internet - Search Engines", Dogpile (www.dogpile.com) is a "multi" search engine: it takes your request and passes it on to a number of other search engines. If you are not sure which search engine to use, this is very handy.

However, if you go to a specific search engine, like www.google.com or www.altavista.com, they usually have an "Advanced" search page. Don’t let the word "advanced" scare you. This is not just for advanced computer users, it’s for more advanced searching. The Advanced Search page is so you can be more specific about what you are looking for. You can tell it what words to include in your search, and/or what words to exclude. You can have it look for a page with "all" of the words you are looking for on the same page (this is how most search engines work automatically, if you don’t go to the advanced search page), or you can have it look for one page with "any" of the words you are looking for, rather than looking for a page with all of them. And there are usually a number of other choices, also.

So, the next time you are having difficulty finding something on the Internet, try the Advanced Search page.

Get An Anti-Virus Program

We are getting about one call per week from people who have a virus on their system. These are mainly from older adults (our regular customers). We had 6 calls in one week a couple weeks ago. I get about one virus per month in my e-mail (usually from one of our customers computers).

If you are using the Internet (for browsing or e-mail), get an anti-virus program on your computer, and keep it up to date. We recommend Norton AntiVirus, because it is “easy” to update. It actually is “easy” for beginners to update (and I never say “easy” and “beginners” in the same sentence with computer stuff). It automatically checks for updates, and asks you if you would like them. You just click on Next, Next, and Finish, and it installs the update (without you having to know anything about file management). I like it personally because it doesn’t take much of my time.

What ever anti-virus program you use, make sure you keep it up to date. An anti-virus program that has not been updated within the last 30 days, is considered completely useless!

Right Click Your Mouse

When you are in most programs, if you click your RIGHT mouse button (the one you normally don’t use), you will get a menu.

"Context" Menu

This is called the “context” menu. It is different in different programs. It even gives you a different menu if you click in different places within the same program. If you have not been using this, try right clicking in each of the programs you use regularly, and see if the context menu has commands that are useful to you.

Searching The Internet - Search Engines

My favourite search engine, for searching for information on the Internet, is Google at:
www.google.com

Another great search engine is Dogpile at:
www.dogpile.com
This is a “multi” search engine: it takes your request and passes it on to a number of other search engines. If you have never used a multi search engine before, try it out.