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Windows XP

Introduction
Windows XP Introduction

Introduction

The Windows Desktop ................................................................................................................ 6


Desktop icons ...................................................................................................................................6

My Documents............................................................................................................................. 6
Targeting a Different Folder..............................................................................................................7

My Pictures .................................................................................................................................. 8
Viewing Images in Filmstrip View .....................................................................................................8

My Music .................................................................................................................................... 10

My Computer ............................................................................................................................. 10
My Computer Toolbar .....................................................................................................................12

My Network Places.................................................................................................................... 12

Recycle Bin................................................................................................................................ 13
Working with the Recycle Bin .........................................................................................................13

Internet Explorer ....................................................................................................................... 15

Window Controls....................................................................................................................... 15

View Options ............................................................................................................................. 16

Sorting and Grouping Icons..................................................................................................... 17


Grouping Files ................................................................................................................................18

Using Help ................................................................................................................................. 19


Searching for Topics.......................................................................................................................20

The Task Bar.............................................................................................................................. 21


Task Bar Options ............................................................................................................................21

Desktop Cleanup....................................................................................................................... 22

Changing your Password ......................................................................................................... 23

Locking your Computer............................................................................................................ 24

Logging Off................................................................................................................................ 25
Logging on ......................................................................................................................................26

Windows Explorer ..................................................................................................................... 26


The Explorer Toolbar......................................................................................................................27

Selecting Files & Folders.......................................................................................................... 28

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Common Tasks ......................................................................................................................... 29

Creating Folders........................................................................................................................ 31

Moving and Copying Files........................................................................................................ 32


Something Else to Try ....................................................................................................................33

Renaming Files & Folders ........................................................................................................ 33


Naming Multiple Files .....................................................................................................................34
Naming Conventions ......................................................................................................................34
Something to Consider ...................................................................................................................34

Deleting Files and Folders........................................................................................................ 35

The Recycle Bin ........................................................................................................................ 36


Working with the Recycle Bin .........................................................................................................36

Formatting Diskettes................................................................................................................. 38

Copying Diskettes ..................................................................................................................... 39

Using Send To ........................................................................................................................... 40

Searching for Files.................................................................................................................... 42


Found Files .....................................................................................................................................43

Setting File Properties .............................................................................................................. 44


Something Else to Try ....................................................................................................................44

Hidden Files............................................................................................................................... 45

Printing Files ............................................................................................................................. 47

The Print Queue ........................................................................................................................ 48

Sharing Printers ........................................................................................................................ 49

Mapping Network Drives .......................................................................................................... 50

Creating Shortcuts .................................................................................................................... 51


Shortcut Icons.................................................................................................................................51

The Quick Launch Bar .............................................................................................................. 53


Customising the Quick Launch Bar ................................................................................................53

Zipping Files .............................................................................................................................. 54


Unzipping Files ...............................................................................................................................54

Checking Disk Space ................................................................................................................ 56

Choosing Columns ................................................................................................................... 58

Start Menu Styles ...................................................................................................................... 59

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Windows XP Introduction

Customising the Start Menu..................................................................................................... 61


Customising the XP Start Menu .....................................................................................................61
Customising the Classic Start Menu ..............................................................................................62

Adding Items to the Start Menu ............................................................................................... 62

Setting the Date and Time ........................................................................................................ 63

Mouse Settings.......................................................................................................................... 65
Mouse Pointers...............................................................................................................................67

Regional Settings...................................................................................................................... 68
Keyboard Options ...........................................................................................................................69

Setting a Display Image ............................................................................................................ 70

Setting a Screen Saver ............................................................................................................. 72


Setting a Screen Saver Password..................................................................................................73
My Pictures Slideshow ...................................................................................................................73

Setting a Marquee Screen Saver.............................................................................................. 74


Setting a Marquee ..........................................................................................................................74

Windows Colours...................................................................................................................... 76

Themes....................................................................................................................................... 77
Creating a Theme ...........................................................................................................................78

Startup Programs...................................................................................................................... 79

Scheduled Tasks ....................................................................................................................... 79

Sounds ....................................................................................................................................... 81
Something Else to Try... .................................................................................................................82

Customising the Windows Toolbar ......................................................................................... 83

The Character Map .................................................................................................................... 85


Font Sets ........................................................................................................................................85

Multiple Applications ................................................................................................................ 86


Arranging Applications....................................................................................................................86

Tile Vertically ............................................................................................................................. 88

Tile Horizontally ........................................................................................................................ 89

Cascade Windows..................................................................................................................... 90

The Task Manager ..................................................................................................................... 91

Copying Between Applications................................................................................................ 92


Copying between Applications .......................................................................................................92

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Linking Between Applications ................................................................................................. 93


Linking Data....................................................................................................................................93

Maintaining Links...................................................................................................................... 95

Screen Shots ............................................................................................................................. 96


For Example ...................................................................................................................................96

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Windows XP Introduction

The Windows Desktop


The Windows XP screen is referred to as the desktop and displays the following standard icons:

The desktop is the area of Windows XP from which most tasks begin, including the following:

Launching applications
Creating folders
Adding and configuring printers
Setting Windows options such as Screen savers
Connecting to other resources on the network

Desktop icons

Click on the links below to learn more about the standard desktop icons:

Icon Description
My Documents Used to store files created in the various applications installed - can be accessed any
time by double clicking on this icon on The Desktop.
My Computer Used to display and work with the contents of your computer and manage the files
stored on various drives of your computer.
My Network If your computer is attached to a network, this icon is used to work with available
Places network resources such as shared folders and printers.
Recycle Bin Used as a temporary storage place for deleted files, this icon can be used to restore
files deleted by mistake.
Internet Launches Internet Explorer to provide access to information on the World Wide Web.
Explorer

My Documents
My Documents is the default folder in which applications will store any files you create. As this folder is
accessible from the desktop, it is easy to open and edit documents stored here.

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Double click on the My Documents icon on the Windows Desktop to view all files and folders stored here. A
default folder named My Pictures is created inside My Documents - this is where any images you create should
be stored.

Targeting a Different Folder

My Documents can be accessed from the Windows Desktop and is always shown at the top of The Windows
Explorer. As such, it can make finding and accessing your files much easier. However, you may not want to store
your files on the C: drive in the default My Documents folder.

Windows XP allows you to change the location of My Documents, pointing this folder to another folder on a local
or network drive.

X Right click on the My Documents icon of the Windows Desktop.


X Choose Properties from the shortcut menu displayed.
X Ensure the Target tab is selected

X Choose a new folder to become the My Documents target and click on OK


X Click on OK again when complete.

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My Pictures
A default folder named My Pictures is created inside My Documents - this is where any images you create should
be stored. The reason this folder should be used is that it has a tool that allow you to view in detail any images
stored here.

When you double click on the My Pictures folder inside My Documents, a thumbnail of each image is displayed.
When you position the mouse over a thumbnail, more information about the image is given.

Double-click on an image to preview the image in a new window:

Viewing Images in Filmstrip View

Folders containing only image files can be view in Filmstrip view. With this view, each image is shown as a
thumbnail, with the selected image shown larger as a preview.

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The following buttons are displayed under the image:

Button Description

Show previous image in folder

Show next image in folder

Rotate image to the right

Rotate image to the left

You can show the images in My Pictures as a slide show that fills your entire screen. To do this:

X Open the My Pictures folder


X If the folder list or search pane is showing on the left of the screen, click on the Folders or
Search button on the toolbar to hide these
X Click on the View as a Slide Show option in the common tasks pane
X Show the next image by pressing the right arrow key
X Show the previous image by pressing the left arrow key
X Press [Esc] to stop the show and return to Windows

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The following toolbar will display during a slide show:

My Music
A default folder named My Music is created inside My Documents - this is where any sounds you create should
be stored. The reason this folder should be used is that it has a tool that allow you to view in detail any images
stored here.

When you double click on the My Music folder inside My Documents, an icon of each image is displayed,
showing the name of the track, the artist and the album name. When you hover the mouse pointer over a
thumbnail, more information about the music file will be displayed.

To play a music clip, double click on the file. Alternatively, right-click over the file and choose Play.

My Computer
My Computer is used to display and work with the contents of your computer, and to manage the files
stored on various drives of your computer.

Files are stored on the various drives of your computer:

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Windows XP Introduction

Hard disk drives are stored permanently inside the system unit and are usually the main storage medium of
a PC. Hard disks are large in capacity and as such are used to store the programs that you install on the
computer, as well as any data you enter.
Floppy disk drives are used to write data onto floppy disks - usually 3½ inches in size. Floppy disks can only
hold a limited amount of information so are not used to store programs or large amounts of data.
CD ROM drives are becoming increasingly popular, using laser technology to read from compact disks.

Each storage drive is assigned a letter by the operating system. The letters are usually as follows:

Letter Drive
A Floppy disk drive
B Second floppy disk drive - if available
C Hard drive
D CD ROM drive
E-Z Additional hard drives or network drives

To see the drives you have access to:

X Double click on My Computer.


X The resulting dialog box will display the drives you may access - the example below shows three hard drives,
one DVD drive, one CD drive and one floppy disk drive:

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Windows XP Introduction

My Computer Toolbar

A toolbar can be displayed to offer shortcuts to commonly used features. Choose View, Toolbars and Standard
Buttons to view the following toolbar:

My Network Places
My Network Places gives you access to the resources of the network your computer is connected to,
including the following:

File servers
Print servers
Other members of your workgroup
Shared folders
Web folders
FTP Sites (see note below)
Any other network resources such as scanners, plotters, etc.

When you double click on the My Network Places icon, you will be able to view resources on all
computers of the network or only those computers in your workgroup. You can also add new network
resources that you will be able to reconnect to at a later stage.

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Windows XP Introduction

Recycle Bin
The Recycle Bin is used as a temporary storage place for deleted files and can be used to restore
files deleted in error. Only files deleted from local drives will be sent to the Recycle Bin, although it is
possible to see if a file will be recycled by the confirmation message displayed when the file is
deleted:

The following message shows that the file will be sent to the Recycle Bin:

While the following message shows that the file will be deleted permanently:

Working with the Recycle Bin

It is possible to see whether the Recycle Bin contains files that can be restored. The following icons
show a Recycle Bin containing files and an empty Recycle Bin respectively.

To view the contents of the Recycle Bin:

X Double click on the Recycle Bin icon on The Desktop.


X Right click on the file you wish to restore.
X Choose Restore.

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To empty the Recycle Bin, right click on the Recycle Bin icon and choose Empty Recycle Bin. Files
cannot be restored once the Recycle Bin is empty.

It is also possible to delete all files when the Recycle Bin is open, or to restore all files back to their original
locations.

X Double click on the Recycle Bin icon on The Desktop.


X If the folder list is showing on the right, click on the Folder button on the toolbar to hide this and show
common tasks

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Windows XP Introduction

Internet Explorer

The Internet Explorer icon on The Desktop launches Internet Explorer - a web browser that allows you to access
information from the computers that make up the World Wide Web, one of the many services offered on the
Internet.

Once Internet Explorer is open, type the URL of the web page you wish to visit in the address bar, then click on
Go to view the page.

Window Controls
A title bar is located along the top of each window, displaying the name of the window as well as the
Minimise, Maximise and Close Buttons.

X Click on Minimise to hide the window and place on the Task bar. Click on the Task bar button to
restore the window.
X Click on Maximise to enlarge the window so that it fills the entire screen. Use the Restore button
to return the window to its original size
X Click on the Close button to close the window

Windows can also be resized manually by positioning the mouse pointer at the edge of the window
and dragging as required. To change both the width and height of the window, position the mouse
over the bottom right corner.

A non-maximised window can be moved by positioning the mouse pointer anywhere on the Title Bar
and dragging as required.

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View Options
The icons in Window Explorer or My Computer can be displayed in the following ways:

View Description

Thumbnail This will display a thumbnail of any images in the folder. A thumbnail is a small copy of
the image itself. Documents such as Word and Excel files will show as large icons, while
PowerPoint presentations will show the first slide in the presentation.

Tiles Files are displayed as large icons with additional information such as the file type
displayed:

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View Description

Icons Files appear as standard-sized icons with only the file name displayed.

List Files are displayed as small icons in a single column list.

Details File names are displayed as small icons with the file size, type and modification date and time.

To view files in a different way:

X Choose View and the appropriate option or


X If the toolbar is displayed, click on the drop-down arrow of the View button and choose the
appropriate option. If the toolbar is not displayed, choose View, Toolbars and Standard
Buttons.

The View button

Sorting and Grouping Icons


Files can be sorted by choosing View, Arrange Icons and the appropriate option:

Choose By Name to display files in alphabetical order of name


Choose By Type to display files in alphabetical order of their extension
Choose By Size to display files in descending order of their size
Choose By Date to display files in order of the dates on which they were last modified

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In details view, you can sort files by clicking on the heading of the column you want to sort by e.g. click on Name
to sort in ascending order of file name, then on Name again to sort in descending order.

Grouping Files

When any view except list is selected, you can group files by any information about that file e.g. by the letter that
the file name starts with, or by the date on which the file was last modified.

X Click on the heading you wish to group files by e.g. Name to group alphabetically
X Choose View, Arrange Icons By and Show in Groups

The following image shows files sorted by Type, then displayed in groups.

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Windows XP Introduction

Using Help
Help can be obtained in the following ways:

X Click on the Start Button and choose Help and Support or


X Press [F1]

Help is split into different categories to make searching easier:

The following toolbar displays in the help screen:

Button Description
Back Display the previous help screen
Forward If Back has been used, this button will move forward to the page viewed before the
current page.
Home Go to the Help and Support home page
Index Browse for help topics in the index
Favourites Quickly view help pages that you have saved
History View pages that you've read in this help session
Support Get online help
Options Customise your help and support centre experience

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Searching for Topics

To use the Index to locate the required help topic:

X Click on the Index button on the toolbar


X Click in the Type in the keyword to find box and begin typing the topic you wish to find help on.
X As soon as the topic is matched, a list of all related help pages will be displayed in the list below
this box.
X Click once on the topic you wish to view.
X Click on Display.

The following elements will show on help pages:

Help about a specific dialogue box option can be obtained by clicking on the question mark icon at the
top-right of the dialogue box. Click on the option to display help as a screen tip.

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Windows XP Introduction

The Task Bar


The task bar is located along the bottom of the screen and is used to start and switch between
applications.

A clock is displayed at the end of the taskbar:

X Position the mouse over the clock to view the current date
X Double click over the clock to set the date and/or time.

The taskbar also displays all applications that are currently open. In the following example, both Word
and PowerPoint are open.

Task Bar Options

Right click on a blank area of the task bar to view the following options:

Option Description
Toolbars This allows you to view multiple toolbars on the task bar. The Quick
Launch toolbar is displayed by default - a toolbar containing all Desktop
icons can also be viewed, as well as Address and Links bars for web
browsing
Adjust Date and Time This allows you to set the date and time.
Cascade Windows This will restore all open applications and open them one behind the other
on screen
Tile Windows Vertically This will arrange all open applications vertically on screen, except those
applications that have been minimised

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Option Description
Tile Windows Horizontally This will arrange open applications horizontally
Minimise all Windows This will minimise all open application windows
Task Manager This displays the task manager which allows you to switch between active
programs or close a program that is no longer running correctly
Properties This displays the current task bar and start menu settings and allows these
to be customised as required

Desktop Cleanup
The Desktop Cleanup wizard looks for shortcuts on your desktop that you haven't used for some time, asking if
you want to hide these to avoid cluttering the desktop.

X In the XP Start menu, choose Control Panel or in the classic Start menu choose Settings,
Control Panel
X Click on the Appearance and Themes option
X Click on the Change the Desktop Background link

If your control panel is displayed in classic view, double-click on the Display icon, then click on the Desktop
tab.

To remove unused desktop icons:

X Click on the Customise Desktop button


X To automatically remove unused desktop icons every few months, check the box to Run Desktop
Cleanup Wizard every 60 Days
X To manually remove unused desktop icons click Clean Desktop Now

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X Click on the Next button to start the Wizard


X All shortcuts that haven't been used for some time will be checked. If you don't want to hide a
shortcut, click its box to uncheck it
X Click on Next
X Click on Finish to confirm you wish to hide these shortcut icons

The shortcuts will be moved to a folder on your desktop named Unused Desktop Shortcuts. This folder can be
removed if you no longer need these shortcuts.

Changing your Password


A password is used to secure your computer and to ensure no other user can access your files and directories.
To be effective, a password should include at least three of the four following:

Upper case characters e.g. A B C


Lower case characters e.g. a b c
Numeric characters e.g. 12 3
Special characters e.g. comma, period, /, [, -, =, +, !, #, $, etc.

In addition to this:

The password should be at least 8 characters in length


The password must be different from your last 6 passwords
The password should not contain your full first name or last name

You are responsible for ensuring that no one else knows your network password. Do not write down or store
network passwords where others can find them.

To change your Windows XP login password:

X Press [Ctrl Alt Delete] to display the Security dialogue box.


X Click on Change Password.

X Enter your current password.


X Click in the New Password box and type your new password.
X Retype the password in the Confirm New Password box.
X Choose OK.

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Windows XP Introduction

Locking your Computer


If you are leaving your desk for a short period, you can lock your computer without having to exit any
applications or close the documents you are currently working with. When the computer is locked, the
screen is blank except for a message giving the workstation's status. The correct password is needed
to return to the applications and documents previously open.

To lock your computer at any time:

X Press [Ctrl Alt Delete] to display the Security window


X Click on Lock Computer.

When the computer is locked, a dialogue box will display, explaining that the computer is in use but
locked.

To unlock the computer:

X Press [Ctrl Alt Delete]


X Ensure the correct user name is entered in the User Name box.
X Click on the Password box and enter your login password.
X Click on OK.

All applications and files you were working on will still be available when you lock then unlock your computer.

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Windows XP Introduction

Logging Off
When you end your Windows XP session you have a number of choices:

You can logoff the system


All applications will be closed but the computer will still be switched on - you can login again any time you need to.

You can shut the system down.


This will logoff and switch the computer off - it will need to be restarted if you wish to use it again.

It is common policy to logoff Windows XP when you will be away from your computer for some time
e.g. at lunchtime or if you will be in a meeting for a few hours. Shut the system down at the end of
each day.

To logoff the system:

X Click on the Start menu and choose Log Off or


X Press [Ctrl Alt Delete] to display the Security window, then click on Log Off

A message will display asking if you are sure you want to logoff. Click on Yes to do this or No to
return to Windows XP.

To shut down the system:

X Click on the Start menu and choose Shut Down or


X Press [Ctrl Alt Delete] to display the Security window, then click on Shut Down

A dialogue box will display asking what you want the computer to do. Click on the drop-down arrow
and choose Shut Down. Click on OK.

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Logging on

To log on after you have switched off or logged off your machine:

X Type your user name - this will be provided by your system administrator
X Click the mouse pointer in the Password box and type your password - again, this will be
provided
X Click on OK

Windows Explorer
Although it is possible to Manage files and folders through My Computer, Windows XP contains a
separate application that can be used to manage your computer drives. This application is called the
Explorer and can be accessed in the following way:

X Click on the Start Button.


X In the XP Start menu, choose All Programs or in the classic Start menu choose Programs
X Choose Accessories
X Choose Windows Explorer.

You can also open Windows Explorer by pressing the Windows key á and E.

The Windows XP Explorer screen is split into two sections:

X The left section shows the drives on your computer, the Windows XP settings folders and the
Recycle Bin
X The right section shows the folders and files contained in the drive selected on the left.

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Windows XP Introduction

The Explorer Toolbar

A toolbar can be displayed to offer shortcuts to commonly used features. Choose View, Toolbars and Standard
Buttons to view the following toolbar:

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Selecting Files & Folders


Files in The Windows Explorer or My Computer dialogue box can be selected in one of the following
ways:

X To select a single file, click once on the file.


X To select multiple files in a continuous list, click once on the first file and hold [Shift] while clicking
on the last file in the list:

X To select multiple files that are not listed continuously, click once on the first file and hold [Ctrl]
while clicking on each remaining file.

X To select all files in the current folder, choose Edit, Select All or press [Ctrl A].
X To select all files in the current folder except those currently selected, choose Edit, Invert
Selection.

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Windows XP Introduction

Common Tasks
You can show common tasks for the selected file, so that you can perform common actions with the single click
of the mouse.

To ensure common tasks are enabled:

X Open My Computer or Windows Explorer


X Choose Tools, Folder Options
X On the General tab, ensure Show Common Tasks in Folders is selected
X Click on OK

Common tasks will only show if the Folders and Search explorer bars are not displayed.

X If the folder list is showing on the left of the screen, click on the Folders button on the toolbar to
hide this
X If the search pane is showing on the left of the screen, click on the Search button on the toolbar
to hide this

The tasks shown on the left will change depending on the type of folder that the file you have selected is in, for
example:

These tasks will show for documents e.g. Word or Excel files:

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Windows XP Introduction

These tasks will show for images:

These tasks will show for music files:

To change the folder type, to ensure the correct tasks are showing:

X Right-click over the folder you wish to change


X Choose Properties from the shortcut menu displayed
X Click on the Customise tab
X Click on the drop-down arrow of the Use this folder type as a template box and choose the type
of files that are stored in the folder
X Click on OK

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Creating Folders
Instead of storing all files in one place, which would make it difficult for you or the computer to find them, files are
stored in folders on the various drives. The following is a typical folder structure - the hard drive contains a folder
named Data which in turn contains two sub-folders named Excel and Word.

Folders can be created in Windows Explorer or using My Computer.

X Select the drive and folder to contain the new folder.


X Choose File, New, Folder.
X Type a name for the new folder and press [Return].

If you common tasks pane is showing, you can create a new folder as
follows:

X Ensure no files are currently selected


X Click on the Create New Folder link on the task pane

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Windows XP Introduction

Moving and Copying Files


Files can be moved or copied using the standard Cut, Copy and Paste commands which are
available in the Edit menu or the Toolbar.

X Select the files to be moved or copied


X Choose Edit, Copy to copy the file or Edit, Cut to move the file
X Double click on the folder to contain the moved or copied should appear
X Choose Edit, Paste to insert the file

You can also move files using the Move to Folder or Copy to Folder option:

X Select the files to be moved or copied


X Choose Edit, then Move to Folder or Copy to Folder
X Choose the folder you wish to move or copy the selected files to and click on OK.

The following shortcut keys can be used to move and copy files:

Keystroke Action
Ctrl C Copy
Ctrl X Cut
Ctrl V Paste

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Something Else to Try

Files can also be moved or copied using drag and drop. This is especially useful in Windows Explorer
where all folders are displayed:

X Ensure the target folder is currently visible on screen.


X Select the file you wish to move or copy.
X Drag the file to the target folder and release the mouse button. To copy the file(s), hold [Ctrl] while
dragging and release the mouse button before releasing the [Ctrl] key.

It is also possible to drag files between folders using the right mouse button. When the mouse button is released,
you will be given the choice to move or copy the file.

X Choose Move Here to move the file from the original to the new location
X Choose Copy Here to leave the file in the original location while placing a copy in the new
location. If either copy is updated in any way, the other will not be affected.
X Choose Create Shortcut(s) Here to leave the file in the original location while creating a pointer
to that file in the new location. Regardless of which copy is accessed, all changes will be made to
the original file.

Renaming Files & Folders


Files and folders can be renamed as follows:

X Click once on the file or folder you wish to rename.


X Choose File, Rename.
X Type a new name for the file and press [Return].

There are a number of shortcuts for renaming files:

X Click once on the file you wish to rename, wait a second and click on the file again. Alternatively,
press [F2].
X A box will appear around the file name. Type a new name and press [Return].

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Windows XP Introduction

Naming Multiple Files

You can rename a number of files in a single step in Windows XP. The files will be named in sequence e.g. if you
change the name of the first file to report.doc other files will be named report (1).doc, report (2).doc, etc.

X Click on the first file you wish to rename, then hold [Shift] and click on the last file in the list. All
files in between will be selected
X Right-click over the first file and choose Rename from the shortcut menu displayed
X Type a name for the series of files - remember to end this with a full stop and the file extension
X Press [Return]

Naming Conventions

Windows XP can accept filenames up to 215 characters in length, although this must include the drive letter and
folder path. File names can include spaces, but cannot include the following characters:

\ / > <
* ? " |
: ;

Something to Consider

Always take care when using long filenames if you use applications that were created for Windows 3.1 or MS
DOS. These programs will not accept long filenames and will rename the files.

A file named Letter to Smith.doc would be renamed LETTER~1.DOC


A second document named Letter to Jones.doc would be renamed LETTER~2.DOC

There is no way to see which is which from the DOS file names.

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Windows XP Introduction

Deleting Files and Folders


Files and folders can be deleted in Windows Explorer, or via My Computer. Bear in mind that if a
folder is deleted, all files contained within that folder will also be removed.

A single file or folder can be deleted by simply clicking on the file or folder and choosing one of the
following options. Multiple files must be selected before they can be deleted in a single step.

Files and folders can be deleted in one of the following ways:

X Choose File, Delete.


X Press the right mouse button and choose Delete from the shortcut menu.
X Press [Delete].
X Click on the Delete this File link on the common tasks pane if this is displayed

A confirmation dialogue box will be displayed. Click on Yes to delete the file(s) or No to leave the files
as is.

If the following message box is displayed, the file will not be deleted immediately. Instead, it will be
placed in the Recycle Bin where it can be restored at a later stage if required.

The selected files can be deleted permanently without placing them in the Recycle Bin:

X Press [Shift Delete].


X Choose Yes from the confirmation dialogue box.

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The Recycle Bin


The Recycle Bin is used as a temporary storage place for deleted files and can be used to restore
files deleted in error. Only files deleted from local drives will be sent to the Recycle Bin, although it is
possible to see if a file will be recycled by the confirmation message displayed when the file is
deleted:

The following message shows that the file will be sent to the Recycle Bin:

While the following message shows that the file will be deleted permanently:

Working with the Recycle Bin

It is possible to see whether the Recycle Bin contains files that can be restored. The following icons
show a Recycle Bin containing files and an empty Recycle Bin respectively.

To view the contents of the Recycle Bin:

X Double click on the Recycle Bin icon on The Desktop.


X Right click on the file you wish to restore.
X Choose Restore.

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To empty the Recycle Bin, right click on the Recycle Bin icon and choose Empty Recycle Bin. Files
cannot be restored once the Recycle Bin is empty.

It is also possible to delete all files when the Recycle Bin is open, or to restore all files back to their original
locations.

X Double click on the Recycle Bin icon on The Desktop.


X If the folder list is showing on the right, click on the Folder button on the toolbar to hide this and show
common tasks

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Formatting Diskettes
Formatting prepares a new floppy disk so that data can be stored on it. Although most diskettes now
come pre-formatted, you may sometimes want to reformat a disk to clear all data and ensure the disk
is in proper working order before storing important documents on the disk.

When a disk is formatted, any data already stored on the disk will be deleted and cannot be restored!

X Open My Computer or Windows Explorer.


X Insert the diskette into the disk drive.
X Right click over the disk drive icon - this will usually be A:
X Choose Format from the shortcut menu displayed.
X Ensure the correct disk size is shown and enter a volume label if required.

X Click on Start to begin formatting.


X At the warning message, click on OK to continue with the
format, removing all data from the diskette, or Cancel to
leave the diskette as is.
X When the formatting is complete, click on OK then on Close.

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Copying Diskettes
This command allows you to duplicate disks to create an exact copy of all data stored on the disk.

X Open My Computer or Windows Explorer.


X Insert the diskette into the disk drive.
X Right click over the disk drive icon - this will usually be A:
X Choose Copy Disk from the shortcut menu displayed.

X Click on Start.
X Ensure the disk containing the data you wish to copy is in the disk drive and click on OK. The
data will be copied to memory.
X When prompted, insert the disk you wish to copy the data to and click on OK.
X Click on Close when the dialogue box displays a message that the copy completed successfully.

Any data current stored on the destination diskette will be removed during the operation!

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Using Send To
The send to command allows you to copy files quickly to common locations e.g. floppy drives or email
messages.

X Select the files you wish to copy.


X Press the right mouse button over any of the selected files to display the shortcut menu.
X Choose Send to and the appropriate location.

If you repeatedly copy files to the same location e.g. a specific folder, this can be set as a new item in
the Send to menu.

X Open The Windows Explorer using Start, Programs, Accessories, Windows Explorer.
X Locate the folder you wish to add to the Send to list and ensure this folder is selected.
X Choose Edit, Copy.
X Locate and open the Documents and Settings folder, then double click on the folder showing
your login name.
X If the Send to folder is not displayed by default, choose Tools, Folder Options and the View tab.
In the Advanced Settings list, choose to show hidden files and folders.

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X Double click on the Send to folder to open it.


X Choose Edit, Paste Shortcut.

The location will now be added to the Send to list. The shortcut can be renamed by pressing [F2] and
entering a new name. When the Send To command is used, the new location will be given as an
option:

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Searching for Files


It is possible to find a file based on its name, type, modification date or content:

X Click on the Start button.


X Choose Search

The following options are displayed:

If you're not sure of the type of file you're looking for, click on All files and folders

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X Use the When was it modified? option to find a file that has been created, modified or last
accessed between specific dates - or over any number of months or days.
X Use the What size is it? option to find files above or below a specific size.
X Use More advanced options to specify whether subfolders should be searched and whether the
search text is case sensitive.

Click on Search to begin searching. Any files located will be listed in the right pane of the Search
window.

Found Files

All found files from a search are collected together in a temporary folder called Search Folders.

X Click on the Folders button to show the folder list


X Click on the Folders button again to hide the folder list and show common tasks

You can now use the common tasks to rename, move, copy, email, print or delete a selected found file.

Wildcards allow you search for files by entering only some of the characters from the file name. The
wildcards are used to indicate that other characters could be inserted at the wildcard position. The
following wildcard characters can be used:

Wildcard Can Example


Substitute

* Any characters D*.doc would locate all Word documents starting with the letter D

? Any single D??.doc would find all Word documents starting with the letter D that
character only have 3 characters in their filename

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Setting File Properties


The properties of a file can be viewed to see the following information about that file:

The name and type of file


The program that the file will be opened with
The drive and folder in which the file is stored
The size of the file
The date on which the file was created, last modified and last accessed
File attributes

Properties for the selected file can be displayed in one of the following ways:

X Choose File, Properties.


X Press [Alt Enter].
X Right click on the file and choose Properties from the shortcut menu displayed.

The following file attributes can also be set in the properties dialogue box:

Something Else to Try

It is also possible to set additional properties for the selected file, such as a rating or keywords
associated with the file.

X Show the File properties in any of the ways described above.


X Click on the Summary tab.
X Enter all properties and click on OK when complete.

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You can turn the Read Only setting on or off for all files in a folder by right-clicking over the folder name and
choosing Properties. When you click on OK, you'll be asked if you wish to apply the change to all files or the
selected file only.

Hidden Files
System files needed to run Windows XP are hidden and don't automatically show in My Computer or Windows
Explorer. You can hide your own files, to avoid selecting or editing them accidentally.

To hide a file:

X Right-click over the file you wish to hide


X Choose Properties from the shortcut menu displayed
X On the General tab, check the Hidden box
X Click on OK

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To show all hidden files:

X Open My Computer or Windows Explorer


X Choose Tools, Folder Options
X Click on the View tab
X Under Hidden Files and Folders, choose the Show hidden files and folders option
X Click on OK

The following file list shows the budget.xls file in a lighter colour, indicating that this is a hidden file that will not
display unless hidden files are shown:

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Printing Files
Any file can be printed through My Computer or Windows Explorer - there is no need to first open the application
in which the file was created.

X Right click over the file you wish to print.


X Choose Print from the shortcut menu.

The application in which the file was created will be launched automatically and the document printed
without any further options being displayed. When the document has been printed, the application will
close automatically.

It is also possible to drag and drop files to print them - this is especially useful if you have shortcuts to
commonly used printers on your desktop.

X Use My Computer or Windows Explorer to locate the


file you wish to print.
X Ensure the printer you wish to print to is currently in
view - either as a shortcut on the desktop, or through
Start, Settings and Printers.
X Click once on the file and drag it over the icon for the
printer you wish to use.

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The Print Queue


The Printers dialogue box can be used to view documents waiting to be printed.

X Click on the Start menu.


X Choose Printers and Faxes
X Double click on a printer to see the queue of documents:

When a document is printing, a printer icon will display at the end of the task bar. This can be double clicked to
view the queue on the printer being used.

If there is an error with printing e.g. the printer is switched off, or out of paper, the print icon will show a question
mark:

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Sharing Printers
If you have access to a local printer, you can set the printer as shared so that other network users can access
this printer. Shared printers appear with a hand under then in the Printer dialogue box:

To set up a local printer as shared:

X Click on the Start menu


X In the XP Start menu, choose Printers and Faxes or in the classic Start menu choose Settings,
Printers and Faxes
X Right click over the printer you wish to share and choose Sharing.
X Choose Share this Printer and enter a suitable name for the printer.
X Click on OK

To connect to a shared printer, double click on Add Printer and click on Next. Click on Next again, then enter
the name of the shared printer in the Name box. Click on Next then on Finish.

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Mapping Network Drives


You may have been given access to a different shared network area that does not connect automatically when
you log onto Windows.

To connect to such a network drive, you will need to know the full path of that drive, and your password for that
drive if this is different to your standard Windows network password.

X Open Windows Explorer or My Computer


X Choose Tools, Map Network Drive
X From the Drive drop-down list, choose the letter you wish to associate with the network drive.
This is the letter you will double click on at a later stage to access the files stored in this network
area.
X Click in the Path box and enter the full path of the network drive. This will be in the format
\\server\folder
X Click on Finish to connect to the drive

If you have a different password for this network drive, click on the Different User Name link before clicking on
Finish. Type the user name and password used to access the drive, then click on OK.

You can disconnect the drive by right clicking on it and choosing Disconnect.

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Windows XP Introduction

Creating Shortcuts
Shortcuts can be created for commonly used applications, files, folders and printers. Shortcuts are
placed directly on The Desktop and are accessed by double clicking the icon.

A shortcut can be identified by the black curved arrow at the bottom-left of the icon. When the shortcut
is deleted, the original file will remain in its original location.

To create a shortcut to an item and place this on the desktop:

X Find the application, file, folder or printer you wish to create a shortcut to
X Click once on the object to select it
X Right click over the object and choose Send To
X Choose Desktop (create shortcut)

The Create Shortcut command in the menu will create a shortcut and place it in the same folder as the original
file - this will not place the shortcut on the desktop.

Shortcut Icons

The icon that shows on the shortcut can be changed as follows:

X Right click over the shortcut.


X Choose Properties from the shortcut menu.

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X Click on Change Icon.


X Click in the File Name box and enter one of the names given below.
X Choose the required icon from the list displayed.
X Click on OK.

The following files contain general icons that can be assigned to any shortcut. Add the name to the end of the
File Name box, after the last backslash (\).

File Name Example Icons

SHELL32.DLL

PIFMGR.DLL

A keystroke can be assigned to a shortcut. When the key is pressed with [Ctrl] and [Alt] held down,
the shortcut will be launched.

X Right click over the shortcut.


X Choose Properties from the shortcut menu.
X Click in the Shortcut Key box and press the key you wish to assign to the shortcut - this can be a
letter, number or symbol such as + or =.
X Click on OK.

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If you always want the shortcut to be launched as a minimised window, choose Minimized from the Run drop-
down list in the shortcut's Properties dialogue box.

The Quick Launch Bar


The Quick Launch Bar is located on the task bar along the bottom of the screen and is used to launch
applications and utilities that are used on a regular basis.

The Quick Launch Bar contains the following buttons by default:

The Quick Launch Bar can be customised to contain shortcuts to commonly used applications and files. As the
task bar is always visible, these shortcuts will be available when any application is running.

If the quick launch bar does not show by default, right-click over a blank area of the task bar and choose
Toolbars then Quick Launch.

Customising the Quick Launch Bar

To add a shortcut to the quick launch bar:

X Find the application, file, folder or printer you wish to create a shortcut to

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X Click once on the object, then drag it to the quick launch bar - a black line will indicate the position
of the object on the bar.
X Release the mouse button to create the shortcut.

When a shortcut is created in this way, the actual file stays in its original location while the shortcut acts as a
pointer to this file. When you click on the shortcut, the original file is opened.

To remove a shortcut from the quick launch bar:

X Position the mouse pointer over the shortcut you wish to remove.
X Click the right mouse button to display a menu.
X Choose Delete.

Zipping Files
The zip option lets you compress your files - making them much smaller and therefore easier to copy or send via
email.

X Select the files you wish to compress


X Right-click over the selected files and choose Send To, then Compressed (zipped) folder
X A zip folder will be created with the same name as the last selected file, but with the .zip
extension

To view the contents of the zipped file, double click on the zip file icon. The original files will be listed and can be
opened, copied or deleted as normal.

Unzipping Files

If you are sent a zip file, you can extract the files so that they appear normally in your folder.

X Double click on the zip file


X Click on the Extract all files task on the left-hand side

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X Click on Next to start the Extraction Wizard


X Choose the folder you want to extract the files to - you can type this or use the Browse button to
locate it

X Click on Next
X Click on Finish to show the unzipped files in a new window

It's also possible to extract specific files from the zipped folder:

X Double click on the zip file to open it


X Click on the file you wish to extract, then choose Edit, Copy
X Click on the Folders button on the toolbar to show the folder list
X Click on the folder you wish to extract the file into
X Choose Edit, Paste

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Windows XP Introduction

Checking Disk Space


It is useful to check your disk space regularly to ensure you have enough room to the files you will create on a
day to day basis. If you find disk space is running low, follow our Get there Quicker tips and tricks to increase
the space you have.

To check the space available on a drive:

X In Windows Explorer or My Computer, click once the My Computer icon


X On the right-hand side of the window, click once on the drive you wish to check.
X Ensure the Search and Folder icons on the toolbar are not pressed down so that common tasks for the
drive are displayed

To show a graphic representation of your disk space:

X In Windows Explorer or My Computer, right-click over the drive you wish to check.
X Choose Properties from the shortcut menu

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Keep the following in mind when trying to make the most of your disk space:

Regularly delete files you no longer need!

Empty your Recycle Bin. If you simply delete files, they are just being moved from their original
location to the Recycle Bin and still taking up the same disk space. Only when you empty your
Recycle Bin will you be freeing up space.
Temp files are created by many programs and should be deleted regularly. Search for all files with
the .TMP extension and delete all files that are found.
Defragment your disk drives to ensure the minimum amount of space is being used for your files.

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Choosing Columns
If you are using the details view in the Explorer or My Computer, it is possible to choose the
information that is displayed about each file and folder listed.

By default, the following columns are displayed:

The Name column shows the name of the file


The Size column shows the size of the file in kilobytes
The Type column shows the type of document or its filename extension
The Modified column shows the date and time that the file was last changed

To display additional information about each file:

X Choose View, Choose Details.


X Choose the columns you wish to display and click on OK.

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You can show additional columns by right-clicking over the column headings currently displayed. Click on the
column you wish to show from the list displayed.

Start Menu Styles


The Start menu of Windows XP can be shown in two ways:

The Windows XP start menu shows options in two columns, with all recently accessed programs showing
on the left. You can add programs to the top of this column so that they show here permanently, and can
control which icons appear in the right column e.g. My Documents, BBC Computer, etc.
The Classic start menu is similar to the start menu of Windows 98 and 2000, but can be customised by
adding and removing programs

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XP Start menu Classic Start menu

To change the start menu style:

X Right-click over the Start menu


X Choose Properties
X To show the XP style, choose Start Menu. To show the classic style, choose Classic Start Menu
X Click on OK

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Customising the Start Menu


You can customise the Start menu by adding or removing options.

X Right-click over the Start button and choose Properties


X Choose the style of Start menu you wish to show
X Click on the Customise button

Customising the XP Start Menu

if you are using the new XP style of Start Menu:

X Choose Small Icons to fit more options on the start menu


X By default, the Start menu will show the last 12 programs you have accessed. You can increase
or decrease this number if required
X Ensure the Internet and Email icons are checked to add these icons permanently to the left-hand
side of the Start menu

Click on the Advanced tab for more options:

X In the Start Menu Items list, check each item you wish to appear on the right of the start menu.
To show your Internet Explorer favourites, for example, check the Favorites option
X Click on OK when all settings have been changed

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Customising the Classic Start Menu

Under Advanced Start Menu Options, choose each item you wish to display in the Start menu. Click on OK
when complete.

Adding Items to the Start Menu


You can customise the Start menu by adding folders and shortcuts through Windows Explorer. This applies to
both the XP and classic Start menu style.

X Right-click over the Start button and choose Explore from the shortcut menu
X The Start Menu folder will open automatically, with a subfolder called Programs

To create a top-level folder on the Start menu:

X Choose File, New and Folder


X Type a name for the folder and press [Return]
X Double click on the new folder or press [Return] again to open this folder

This new folder... Would show like this in the Classic Start menu

To place a shortcut to a file in this folder:

X Open Windows Explorer or My Computer without closing the Explorer that you have created the
new Start menu folder in
X Locate and select the files you wish to add to the start menu - click on the first, then hold [Ctrl]
and click on each additional file in turn
X Choose Edit, Copy or press [Ctrl C]

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X Switch back to the window containing the new Start menu folder
X Choose Edit, Paste Shortcut

If you are using the XP-style Start menu, you can add any program to the top of the left-hand side of the menu as
follows:

X Click on the Start menu and choose All Programs


X Locate the program you want to add to the top level of the Start menu e.g. click on Accessories
to locate the calculator
X Right-click over the program and choose Pin to Start menu

Right-click over a program on the top-left of the Start menu and choose Unpin from Start Menu to remove it
from the top of the Start menu.

Setting the Date and Time


The date and time can be set as follows:

X In the XP Start menu, choose Control Panel or in the classic Start menu choose Settings,
Control Panel
X Click on the Date, Time, Language and Regional Options category
X Click on the Change the Date and Time link

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If your control panel is displayed in classic view, double-click on the Date and Time icon.

To change the date/time:

X Change the date by choosing the required month, year and day:

X Click on the hour, minute or second in the Time box and increase or decrease as required.
X Choose OK when complete.

You can also change the date and time by double clicking on the time display at the end of the task bar.

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Windows XP Introduction

Mouse Settings
The following mouse settings can be changed:

The speed of double-clicks


The speed at which the mouse moves across the screen
Whether the mouse leaves a trail across the screen as it moves
Whether the mouse is set for right or left-handed use
The mouse pointer shape

To set these options:

X In the XP Start menu, choose Control Panel or in the classic Start menu choose Settings,
Control Panel
X Click on the Printers and Other Hardware option
X Click on the Mouse link

If your control panel is displayed in classic view, double-click on the Mouse icon.

To change mouse settings:

X To set the mouse for left-handed use, click on the Buttons tab and check the Switch Primary
and Secondary Buttons check box
X Change the double-click speed by changing the slider on the Buttons tab.

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X Click on the Pointer Options tab and set the speed of the mouse pointer. Test the new speed by
moving the mouse around the screen.
X Show a trail as the mouse moves across the screen by checking the Display Pointer Trails
option.
X If you wish the mouse to move to the main button of a dialogue box automatically, so you can
click the button without any further mouse movement, check the Snap to box.
X Click on OK.

Pointer trails are useful if you are using a laptop computer with poor screen display as they help you to locate
the mouse pointer on the screen.

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Mouse Pointers

Different mouse pointer shapes can be set to show completely different pointers or just larger or
different coloured arrows. This is done using the Pointers tab of the Mouse properties dialog box:

X Show the Mouse dialog box as described above


X Click on the Pointers tab.
X Choose the pointer scheme you wish to use and change any of the individual pointers that make
up that scheme.
X Click on OK when complete.

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Regional Settings
Regional settings control many options used by the applications installed on your PC. Settings such
as the currency symbol used by Excel and the date format used by Access can be set as follows:

X In the XP Start menu, choose Control Panel or in the classic Start menu choose Settings,
Control Panel
X Click on the Date, Time, Language and Regional Options category
X Click on the Change the format of numbers, dates and times link

If your control panel is displayed in classic view, double-click on the Regional and Language Options icon.

Ensure the correct region is selected in the first drop-down list, then choose all other options as required:

Customise the country’s setting using the remaining tabs of the Region Settings dialogue box and
choose OK when complete.

Tab Description
Numbers Used to set the decimal symbol, negative number format and measurement unit
Currency Used to set the currency symbol and format
Time Used to set the format in which times will be displayed and inserted
Used to set the format in which both long and short dates will be displayed and
Date
inserted
Input
Used to ensure the keyboard is set for the correct language (see below)
Locales

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Keyboard Options

If your keyboard is set for the wrong language and keys are not displaying the required characters, this can be
rectified as follows:

X In the Regional and Language Options dialog box, click on the Languages tab
X Click on the Details button
X If the correct language is not displayed, click on Add
X Choose the required language from the drop-down list and click on OK
X Choose the language you wish to use as the default from the Default Input Language drop-down
list
X Choose OK when complete

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Windows XP Introduction

Setting a Display Image


The Desktop background pattern can be changed a picture - either a preset Windows image or any
other picture you have stored on your computer.

The following desktops are set with the Vortec Space and Soap Bubbles pictures respectively:

X In the XP Start menu, choose Control Panel or in the classic Start menu choose Settings,
Control Panel
X Click on the Appearance and Themes option
X Click on the Change the Desktop Background link

If your control panel is displayed in classic view, double-click on the Display icon, then click on the Desktop
tab.

To set a display image, choose from the standard Windows images in the Background list, or choose a custom
image as follows:

X Click on the Browse button


X Locate the image you wish to use, then click on Open
X Choose the Position for the image (see table below)
X Choose OK when complete.

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The following position settings are available:

Setting Description
Centre The image will show in its original size, in the centre of the desktop. If the image is smaller than
the desktop size, the selected desktop colour will show around the image.
Tile The image will show in its original size, but repeated from left to right and top to bottom across the
screen
Stretch The image will be resized to fit the entire desktop

Display properties can also be set pointing to a blank area of The Desktop and clicking the right mouse button.
Choose Properties from the shortcut menu displayed.

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Windows XP Introduction

Setting a Screen Saver


Screen savers are used to prevent burn-out of the screen if it is left switched on for too long. After a
specified amount of time the screen saver will appear and, as it is constantly moving, will protect the
screen from becoming damaged.

To set the screen saver:

X In the XP Start menu, choose Control Panel or in the classic Start menu choose Settings,
Control Panel
X Click on the Appearance and Themes option
X Click on the Choose a Screen Saver link

If your control panel is displayed in classic view, double-click on the Display icon, then click on the Screen
Saver tab.

Select the required Screen Saver from the list of choices and set the Wait box to the number of
minutes that should pass before the screen saver is activated.

X If you wish to assign a password to the screen saver, check the Password Protected box and
click on Change. Type and confirm the new password and choose OK.
X If you wish to set further options such as the speed of the screen saver and text displayed in the
3D Text and Marquee Display options, click on Settings and choose the required settings.
Choose OK when complete.

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X Click on Preview to view the screen saver. Move the mouse to return to the dialogue box.
X Click on OK when complete.

Setting a Screen Saver Password

It's a good idea to password protect your screensaver. This means that if you are away from your computer and
your screensaver is activated, you will need to enter your login password to clear it. This is a good security
measure as it means no-one else can access your email and shared data drives while you away from your
computer.

To set a password on your screen saver

X In the screen saver window, check the On resume, password protect box
X Click on OK

If you move the mouse or use the keyboard while your screensaver is showing, you will need to enter your
password before continuing to use the computer.

X The Locked Computer dialog box will show - press [Ctrl Alt Delete]
X Type your network password in the Password box
X Click on OK or press [Return]

My Pictures Slideshow

Choose the My Pictures Slideshow screen saver to show the images in any folder at random as a slide show
when the screen saver is activated.

X Click on the Settings button


X Set how often each image should change using the first slider
X Set the size of the images using the second slider
X If you don't want to use the standard My Pictures folder, click on the Browse button to choose the
folder that holds your images. Click on OK to return to the screen saver window.
X Click on OK to set the screensaver

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Display properties can also be set pointing to a blank area of the desktop and clicking the right mouse button.
Choose Properties from the shortcut menu displayed.

Setting a Marquee Screen Saver


Probably the most useful screen saver is the marquee display. This can be used to show a message
on your computer screen when the screen saver is activated, for example:

That you are at a meeting and will be back at a certain time


That you are out but can be contacted on a mobile number
That all enquiries should be made through the receptionist

Setting a Marquee

To set a scrolling message as a screen saver:

X In the XP Start menu, choose Control Panel or in the


classic Start menu choose Settings, Control Panel
X Click on the Appearance and Themes option
X Click on the Choose a Screen Saver link

If your control panel is displayed in classic view, double-click on the Display icon, then click on the Screen
Saver tab.

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To set the marquee:

X Select the Marquee Display option from the list of screen saver choices.
X Click in the Wait box and enter the number of minutes you wish to pass before the screen saver
is activated.
X Click on Settings and enter the appropriate details:

X Click on Format Text to change the appearance of the message text:

X Click on OK to set the font and size of the message.


X Click on OK again to set the marquee options.

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X Click on Preview to view the screen saver. Move the mouse to return to the dialogue box.
X Click on OK when complete.

Windows Colours
You can set the colours used in all Windows dialog boxes, menus, and other elements.

X In the XP Start menu, choose Control Panel or in the classic Start menu choose Settings,
Control Panel
X Click on the Appearance and Themes option
X Click on the Display icon

If your control panel is displayed in classic view, double-click on the Display icon.

To set Windows colours:

X Click on the Appearance tab


X From the Windows and Buttons drop-down list, choose the style of window you want to show -
this can be the classic 98/2000 style or the new XP style with rounded corners. A sample will
display when you choose either option
X From the Colour Scheme drop-down list, choose the colours you wish to use. Again, a sample
will display
X From the Font Size list, choose the size you wish to use for text in menus, dialog boxes, etc. This
can be normal, large or extra large

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If you want to change a single colour in your new scheme, you can click on the Advanced button.

Themes
Windows XP has a number of built-in themes that can be applied to your desktop. A theme controls
the appearance of your desktop by setting a wallpaper image, screensaver, colour scheme and other
options. The Windows XP theme is used by default, but you can switch to the classic Windows look if
you prefer:

To select a theme:

X In the XP Start menu, choose Control Panel or in the classic Start menu choose Settings,
Control Panel
X Click on the Appearance and Themes option
X Click on the Change the Computer's Theme link

If your control panel is displayed in classic view, double-click on the Display icon, then click on the Theme tab.

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To choose a new Windows theme:

X Click on the drop-down arrow of the Theme box and choose the theme you wish to use
X Click on Apply to apply the theme and keep the Display Properties window open, or on OK to
apply the theme and close the window

Creating a Theme

You can save all of your display settings in a single theme that you can apply in a single step if your settings
change in the future.

To create a new theme from the current display settings:

X Show the Display Properties window as described above


X Ensure the Themes tab is selected
X Click on the Save As button
X Type a name for the theme in the File name box
X Click on Save to save the theme in the default folder

Your theme will now be available in the drop-down list and can be selected in the same way as described
above.

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Startup Programs
If you always need to use the same programs or files when you first switch on your PC, you can save time by
adding them to your startup folder so that they launch automatically when Windows XP is launched.

To add a program or file to your startup folder:

X Click on the Start menu to locate the program you want to create a shortcut to. To add a shortcut
to an Office XP program, for example, choose All Programs then Microsoft Office
X Right-click over the program you want to create a shortcut to
X Choose Copy
X Right-click on the Startup option in the All Programs menu
X Choose Open
X Choose Edit, Paste Shortcut

If a program is added to your startup menu, it will be launched each time Windows XP starts. To start Windows
XP without launching programs in your startup folder, enter your login name and password as normal but hold
[Shift] while clicking on OK, releasing only when Windows XP has finished loading.

Scheduled Tasks
The task scheduler allows you to specify a time to complete certain tasks such as cleaning up your hard drive to
delete unnecessary files. By scheduling these tasks, they can be carried out when you are not using your
computer e.g. late at night or on a Saturday.

X Click on the Start Button.


X In the XP Start menu, choose All Programs or in the classic Start menu choose Programs
X Choose System Tools

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X Choose Scheduled Tasks.


X Double click on Add Scheduled Task.

The scheduled task wizard will begin:

X Read the introductory screen and click on Next.


X Choose the program you wish to run at the scheduled time e.g. Disk Cleanup to delete
unnecessary files. Click on Next.
X Enter a name for the task and choose how often you wish to run the task:

X Click on Next and enter the time you wish to task to begin. Enter other details specific to the
chosen interval. If you have chosen to run the task each week, for example:

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X Click on Next.
X Enter your Windows user name and password and click on Next.
X Click on Finish to complete the task.

To change the details of a schedule task e.g. the time it will run, right click over the task and choose Properties.
Use the Schedule tab to change timing details.

Once you have set a scheduled task, it is enabled by default. This means that the task will run at the
specified time without any further instructions. It is possible to disable a task to stop it from being run
without the need to delete it.

X Right click over the scheduled task and choose Properties.


X Uncheck the Enabled box at the bottom of the Task tab.
X Choose OK.

Sounds
By default, certain sounds are played when Windows XP or your programs behave in certain ways. For example:

A sound is played each time you launch Windows XP


A sound is played when you get an error message in Word, Excel or PowerPoint

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If you prefer, you can turn off all sounds so that these do not play automatically.

X In the XP Start menu, choose Control Panel or in the classic Start menu choose Settings,
Control Panel
X Click on the Sounds, Speech and Audio Devices option
X Click on the Change the sound scheme link

If your control panel is displayed in classic view, double-click on the Sounds and Audio Devices icon, then
click on the Sounds tab.

To turn off all sounds:

X Click on the drop-down arrow of the Sound Scheme box


X Choose No Sounds
X Click on OK

Something Else to Try...

If you often play music or other sounds on your computer, you can add the volume icon to your task bar tray so
that you can change your volume quickly and easily.

X In the Sounds and Audio devices window of the Control Panel, click on the Volume tab
X Check the Place volume icon in the taskbar option
X Click on OK

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You can change your computer volume by clicking on the sound icon in the task bar tray:

Customising the Windows Toolbar


You can customise the Windows toolbar by adding and removing icons.

X Open My Computer or Windows Explorer


X Choose View, Toolbars then Customise

All buttons currently on the toolbar will be listed on the right-hand side of the screen. To add a new button to the
toolbar:

X Scroll down the left-hand list to find the button you wish to add
X Click on the button you wish to add
X Click on the Add button
X Click on the new button on the right-hand side of the screen, then use the Move Up or Move
Down button to move it to the correct place on the toolbar

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You can change toolbar options as follows:

X From the Text Options list, choose how you want text to appear on the toolbar - for all buttons,
selected buttons or not at all
X From the Icon Options list, choose the size of icons - large or small
X Click on OK when complete

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The Character Map


Many programs, such as Word and PowerPoint, provide the facility to include symbols that do not appear on the
standard keyboard. If you are using a program that does not offer this facility, symbols can be obtained from the
Windows XP Character map.

X Choose Start, All Programs, Accessories and System Tools.


X Choose Character map.
X From the Font drop-down list, choose the font set that contains the symbol you wish to insert (see
table below).
X Click on the symbol required, then on Select.
X Repeat the above step until you have all characters you wish to use.
X Click on Copy.

X Close the character map by clicking on the close button in the top-right corner of the dialogue box.
X Activate the application you wish to paste the characters into.
X Choose Edit, Paste or press [Ctrl V].

It may be necessary to format the inserted characters to the same font under which they were found in the
character map.

Font Sets

The following generic font sets are available in Windows XP:

Font Set Characters Example

Arial Generic text font that include fractions and international characters

Additional characters not found above e.g. mathematical and scientific


Symbol
characters

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Font Set Characters Example

Wingdings Bullet symbols and other graphics

Webdings Graphic symbols designed for use in web pages

Multiple Applications
It is possible to run multiple applications under Windows XP, and to cut or copy data between these
applications. The application from which you are copying is the source while the application to which
you are copying is the target.

To switch to another open application, click on the application's icon on the task bar along the bottom
of the screen.

You can also switch between applications using the keyboard:

X Hold [Alt] and press [Tab] – do not release the Alt key
X Press [Tab] to select the application you want to switch to
X Release [Alt] to show the selected application on screen

Arranging Applications

It is also possible to display multiple applications on-screen at the same time. Right click in a blank
area of the task bar and choose one of the following options:

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Option Description

This will tile any open applications that are not minimised, arranging them vertically
Tile Vertically
across the screen
Tile Horizontally This will tile any open applications that are not minimised, arranging them horizontally

Cascade
This will arrange applications one behind the other on screen
Windows

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Tile Vertically
The following screenshot shows two applications - Word and Excel - tiled vertically on screen.

To tile applications vertically:

X Ensure the applications you wish to tile are not minimised.


X Right click on a blank area of the taskbar and choose Tile Windows Vertically.

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Tile Horizontally
The following screenshot shows two applications - Word and Excel - tiled horizontally on screen.

To tile applications horizontally:

X Ensure the applications you wish to tile are not minimised.


X Right click on a blank area of the taskbar and choose Tile Windows Horizontally.

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Cascade Windows
The following screenshot shows two applications - Word and Excel - cascaded on screen.

To cascade applications:

X Ensure the applications you wish to tile are not minimised.


X Right click on a blank area of the taskbar and choose Cascade Windows.

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The Task Manager


The task manager displays a list of all applications currently running:

X Right click in a blank area of the task bar and choose Task Manager.
X To activate an application, choose the application on the list and click on Switch To.
X If an application is not running correctly, it can be terminated by choosing the application and
clicking on End Task.
X Close the dialogue box using the button in the top-right corner when complete.

You can also display the Task Manager by pressing [Ctrl Alt Delete] and clicking on the Task Manager button.
This is particularly useful if your computer has "hung" and your mouse is not working.

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Copying Between Applications


It is possible to run multiple applications under Windows XP, and to cut or copy data between these
applications. The application from which you are copying is the source while the application to which
you are copying is the target.

To switch between open applications:

X Press [Alt] and [Tab] until the correct application is selected. Release [Alt] only when the correct
application is highlighted or
X Click on the application's icon on the Task Bar along the bottom of the screen.

Copying between Applications

The Copy, Cut and Paste buttons on the Standard Toolbar can be used to copy data from one
application to another.

The Copy button

The Cut button

The Paste button

X In the source application, select the text or item you wish to move or copy.
X Choose Edit, Copy or click on the Copy button on the Standard Toolbar.
X Activate the target application and ensure the correct document position is selected.
X Choose Edit, Paste or click on the Paste button on the Standard Toolbar.

If the data does not paste in the correct format, choose Edit, Paste Special for more options e.g. Unformatted
text or Picture.

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The following shortcut keys can be used to move and copy text:

Keystroke Action
Ctrl C Copy
Ctrl X Cut
Ctrl V Paste

Linking Between Applications


It is possible to run multiple applications under Windows XP, and to cut or copy data between these
applications. The application from which you are copying is the source while the application to which
you are copying is the target.

It is also possible to link data between applications. The data will be stored in the source application
with a reference to the data stored in the target. The target will be updated each time the source is
changed.

Linking keeps document sizes to a minimum as the original data is stored in the source file while only a
representation of this is stored in the target document.

To switch between multiple open applications:

X Press [Alt] and [Tab] until the correct application is selected. Release [Alt] only when the correct
application is highlighted or
X Click on the application's icon on the Task Bar along the bottom of the screen.

Linking Data

To link data between applications:

X In the source application, select the text or object you wish to copy.
X Choose Edit, Copy or click on the Copy button on the Standard Toolbar.

The Copy button

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X Activate the target application and ensure the correct document position is selected.
X Choose Edit, Paste Special and click on Paste Link.
X Ensure the correct paste format is selected and click on OK.

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Maintaining Links
By default, links are updated automatically each time the target document is opened. This can be
changed to manual updating if required - the linked data will only update when the user chooses.

Open the document that contains the linked data and choose Edit, Links.

X Change to Manual updating and click on Update Now each time you wish to update the links.
X Choose Open Source to open the source application and document.
X Choose Change Source if the source file has been moved or renamed.
X Choose Break Link to remove the link without deleting the data from the target document.

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Screen Shots
It is sometimes necessary to take a snapshot of the screen in Windows XP. This can be for a number for a
number of reasons, including:

Copying the current window to be included in a training guide


Copying an error message to report to the help desk
Copying a settings window to help another user

The following keys are used to copy screens:

Shortcut Description

[Print Scrn] Copies the entire screen to the clipboard - as marked in blue below

[Alt] + [Print Scrn] Copies only the active window to the clipboard - as marked in red below

For Example

In this example, [Print Scrn] would result in the entire screen being copied (marked in green), while
[Alt] + [Print Scrn] would result in only the top dialog box being copied (marked in red).

To make a copy of the current screen:

X Show the screen you wish to copy.


X Press the appropriate shortcut key (see table above).

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X Activate the document that you wish to contain the screen shot and position the cursor where the
screen shot should appear.
X Choose Edit, Paste or press [Ctrl V].

If the screen shot does not paste in the correct format, choose Edit, Paste Special for more options e.g. Picture
or Bitmap.

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