Basic Computer Skills

Getting started with your first computer!

A computer is more than just another household appliance. The vast amount of
information and possibilities can be overwhelming. But you can accomplish a lot
with a computer, and using one can be a good experience. Let's walk through
getting started with your first computer.

Turning on a computer

The very first step is to turn on the computer. Make sure all the cables are plugged
in correctly, and locate the power button. It's in a different place on every
computer, but it will have the universal power button symbol (shown below).

Once turned on, your computer takes time before it's ready to use. You may see a
few different displays flash on the screen. This process is called booting up, and it
can take anywhere from 15 seconds to several minutes.

Once the computer has booted up, it may be ready to use, or it may require you to
log in. This means identifying yourself by typing your user name or selecting your
profile, then typing your password. If you've never logged in to your computer
before, you may need to create an account.
The keyboard and mouse

You interact with a computer mainly by using the keyboard and mouse, or
a trackpad on laptops. Learning to use these devices is essential to learning to use
a computer. Most people find it comfortable to place the keyboard on the desk
directly in front of them and the mouse to one side of the keyboard.

The mouse controls the pointer on the screen. Whenever you move the mouse
across the desk, the pointer will move in a similar manner. A mouse usually has two
buttons, which are referred to as the left button and the right button. You will often
interact with the computer by moving the mouse pointer over something on the
computer screen, then clicking one of the buttons.
On laptops, you can use the trackpad, located below the keyboard, instead of a
mouse. Simply drag your finger across the trackpad to move the pointer on the
screen. Some trackpads do not have buttons, so you'll either press or tap the
trackpad to click.

The keyboard allows you to type letters, numbers, and words into the computer.
Whenever you see a flashing vertical line—called the cursor—you can start typing.

Note that the mouse pointer is also called a cursor, but it is shaped differently. The
keyboard cursor is also called the insertion point.
Using a computer
The main screen you'll start from is the desktop. This is sort of like a main menu or
a table of contents. From here, you can access the programs and features you need
to use your computer.
Icons are used to represent the different files, applications, and commands on your
computer. An icon is a small image that's intended to give you an idea at a glance
of what it represents, like a logo. Double-clicking an icon on the desktop will open
that application or file.

A button is a command that performs a specific function within an application. The

most commonly used commands in a program will be represented by buttons.
Menus are organized collections of commands and shortcuts. Click
a menu to open it and display the commands and shortcuts within. Then click an
item in the menu to execute it.

When you open an application or folder, it is displayed in its own window. A window
is a contained area—like a picture within a picture—with its own menus and buttons
specific to that program. You can rearrange multiple windows on the desktop and
switch between them.

Now that you've learned how to turn on your computer and interact with it, take
time to become familiar with these skills. When you're ready, check out our other
topics to learn more. You can build on this foundation and learn how to do whatever
you want with your computer.
How to access built-in help
Most programs have one of two ways to access built-in help. For example, Adobe
Photoshop Elements has a Help menu with a variety of options. Many of these
options open Adobe’s support page in your web browser, while others access
features within the program itself.

Other programs have a help button. For example, Microsoft Office 2016 has the
Help tab with a Help button to open a search.

Features of a help file

Help files can be organized in a variety of ways, including as a table of contents,
FAQ, or searchable database.
When you open the help panel in Office 2016, you'll see a search box. Much like a
search engine, you type keywords in the search bar, and it will display topics
relevant to the keywords you entered.
The table of contents for Mozilla’s support page is a broad list of categories. Clicking
any of these hyperlinks will lead to a list of narrower topics and specific help
articles. There’s also a search bar to help you.

Although built-in help can be useful, it may not always have the information you
want. If you can’t find what you’re looking for or don’t understand what you've
found, you can usually ask someone you know, do a Google search, or contact
support staff. It can take a little extra time and effort, but learning how to find
solutions on your own is a valuable skill—and you’ll get better at it with practice.
Undo your mistakes
Have you ever made a big mistake while doing work on a computer and wished it
hadn’t happened? Don’t worry, there’s a feature that can help.
Most programs have an Undo command that reverts back to the last change you
made to your current project. If your last change was adding or pasting text into a
document, Undo will delete it. If your last change was deleting something, Undo will
restore it. This can come in handy when you accidentally overwrite a big chunk of a
document, and just knowing this feature is available can be a big relief.
The Undo function is most commonly found in the Edit menu.

Many programs have an Undo button on the toolbar that usually resembles a curved
arrow pointing left, like this one in Google Docs.

Ctrl+Z (or Command+Z on a Mac) is a common keyboard shortcut for Undo.

Usually, programs with the Undo function keep track of not just your most recent
change but an entire series of your most recent changes. For example, if you paste
a picture in a document and type a caption under it, using Undo once will remove
the caption you typed, while using Undo a second time will remove the picture you
pasted. Keep in mind that these programs only keep track of your previous changes
for as long as the program is open. If you close the file and open it again, you won’t
be able to undo previous changes.
Many programs also have a Redo function, which will undo your last undo. If you
use Undo but then realize you didn’t want to Undo your most recent change, Redo
will restore it.
Many types of programs use Undo functions, including word processors, image
editors, email clients, and some file-management programs. It’s an almost universal
feature in computer software. Once you become used to how Undo works, you
won’t need to worry about losing work due to simple mistakes.
Understanding file extensions

Your computer has many different types of files on it, and each one has its own file
extension. A file extension is a three- or four-letter identifier found at the end of a
file name and following a period. These extensions tell you about the characteristics
of a file and its use. In this lesson, we'll go over some examples of these
extensions, as well as how to determine a particular file's extension.

Examples of file extensions

 A JPEG uses the .jpg or .jpeg extension (for example, image.jpg).
 A Word document uses the .docx extension, or .doc for older versions
(for example, CoverLetter.docx).
 An MP3 audio file uses the .mp3 extension (for
example, rhyme_rap.mp3).
 An Excel spreadsheet uses the .xlsx extension, or .xls for older
versions (for example, budget.xls).
Hidden file extensions
Some operating systems hide file extensions by default to reduce clutter. It is
possible to show the file extensions if they're hidden. Click the links below to
see how to show file extensions in Windows and macOS:
 Windows
 macOS
You can also usually tell what the file type is by looking at the file's icon. For
example, the Word document looks like a file with a W in the corner, while an
Excel spreadsheet looks like a file with an X in the corner.

File extensions also tell your computer which applications to use when opening that
file. Sometime you may want to use a different application to open that file.
Downloading and Uploading

While exploring the Internet, you’ve probably encountered the terms downloading
and uploading. Downloading means receiving data or a file from the Internet on
your computer. Uploading means sending data or a file from your computer to
somewhere on the Internet.
These terms describe activities you may have already learned how to do. If you've
ever opened an example document in one of our tutorials, you've downloaded that
file. If you’ve ever shared a photo you took on Facebook or another social media
site, you've uploaded that photo.
Downloading
Usually, when you download a file you will start the download by clicking a link to
that file. Many of our tutorials contain links to files, like this:
If you click the link, your browser should prompt you to select one of two methods
for downloading the file.
Open with will download the file and load it immediately in the specified program.
Save File will download it and save it to your hard drive.
Either way, once you click OK, the download begins. Your browser
will indicate the progress and time remaining on the download.

Once the download is complete, either the file will be saved to your computer or it
will open in the program you selected. If you have trouble finding the file after
you’ve downloaded it, check out our Finding Your Downloads lesson.
Some browsers don’t always start this download process when you click the link to a
file. In these cases, you can right-click the link, then click Save Link As, then select
a location to download the file.
Uploading
If a site allows uploads, it will have an upload utility to help perform the file
transfer. Each site handles this process differently, but we’ll give some common
examples. Usually, the site will have help pages to walk you through the upload
process.
Many sites have an upload button that opens a dialog box. For example, Facebook
has a camera icon that begins the upload process.

A dialog box will appear, prompting you to select a file. Browse to the location
where your file is stored, select it, then click the Open button. Afterward, a progress
bar tracking the upload process will appear on the page.
Some sites support a drag-and-drop interface. For example, when
logged in to Dropbox you can drag the files from a folder on your computer and
drop them into the browser window.

Many other upload utilities have similar features. A more detailed example of
uploading a file is available in our Google Drive tutorial.
Free Software

There are free programs available for almost any purpose you can imagine. If you're
looking for free software for a specific task or want to find a free alternative to an
expensive commercial program, it's probably somewhere on the Internet. Often, the
most difficult part is finding the safest, most reliable free programs among the
thousands of other free programs.

Usually, the best way to find free software for Windows is to do an Internet
search. On Android and iOS devices, the best way to find free software is to search
in the Play Store or App Store for apps that are listed as free. For Mac OS, both
the App Store and Internet searches are effective methods for finding free software.

Safely searching for free software

When searching for free software, distinguishing good software from bad or
dangerous software is crucial. These steps will help you find a program that is safe,
reliable, and performs the functions you need.

 Identify your needs and the tasks you are trying to accomplish. Do
you need a simple tool or something very powerful? Are you trying to
 perform a specialized task, or are you looking for something
generally useful? Are you just looking to save money?
 Search for information on a program before downloading it.
Determine if the publisher is reliable and well-liked, and if the program
is safe and stable and has the features you want.
 Read reviews on neutral third-party sites; a publisher may remove
negative reviews from its own site.
 Don't click misleading advertisements designed to look like
download links or error messages. Carefully examine download links
before clicking, or install an adblocker.
 Avoid malware included in installers. If an installer has options for
custom search bars or other programs that seem unrelated, tell it not to
install these.
 Download directly from the developer's website rather than from
a third-party site. Many—but not all—third-party file hosting sites
include malware with their installers.
 Scan for viruses and malware immediately after installing a new
program. It's better to avoid installing malware, but scans will probably
catch anything you missed.

In the image above, the download button at the bottom-left is the real download
link, while the other two are misleading ads.

Keep in mind that these safety tips are good practices whether you're downloading
free software or paying for software. There's nothing stopping a distributor from
bundling malware with a program and still charging you a fee for it, and plenty of
commercial software is unstable or ineffective. Be aware at all times of common
unscrupulous practices so you can avoid them and choose the best software for
your needs.
What is a PDF file?

Adobe PDF files—short for portable document format files—are one of the most
commonly used file types today. If you've ever downloaded a printable form or
document from the Web, such as an IRS tax form, there's a good chance it was a
PDF file. Whenever you see a file that ends with .pdf that means it's a PDF file.

Why use PDF files?

Let's say you create a newsletter in Microsoft Word and share it as a .docx file,
which is the default file format for Word documents. Unless everyone has Microsoft
Word installed on their computers, there's no guarantee that they would be able to
open and view the newsletter. And because Word documents are meant to be
edited, there's a chance that some of the formatting and text in your document may
be shifted around.

By contrast, PDF files are primarily meant for viewing, not editing. One reason
they're so popular is that PDFs can preserve document formatting, which makes
them more shareable and helps them to look the same on any device. Sharing the
newsletter as a PDF file would help ensure everyone is able to view it as you
intended.

Opening PDF files

Opening and viewing a PDF file is pretty simple. Most modern web browsers will
open PDF files directly in your browser window instead of downloading them to your
computer. If your browser can't do this, it should prompt you to download the file
instead. Try clicking this link to see how it works on your computer.

If you need to view a PDF file just once, it's usually easiest to open it in your web
browser. If you need to access the PDF later, you'll want to save a copy to your
computer. This process will vary depending on your web browser, but in the
example below the Save PDF button can be found near the upper-right corner.
If the PDF file is already on your computer, you can simply double-
click to open it with the default PDF application.

If your computer uses Windows 7 or earlier, you may need to download a free PDF
viewer (such as Adobe Reader) before you can view PDF files.

Editing PDF files

As we mentioned earlier, PDFs are primarily meant for viewing, not editing.
However, there may be times when you encounter a PDF that allows you to enter
certain information, like name and address. These PDFs use a special feature called
form fields, which allow you to type new information into the document and save
your changes. For example, this PDF contains several form fields
for entering your name, address, and other information.

This feature is not supported in all web browsers, so you may need to download the
PDF before you can use form fields to add your information.
There may also be times when you want to make small edits to PDF files, like
adding a comment or highlighting text. To learn more about editing PDF files, check
out our lesson on how to edit and merge PDFs.

Creating PDF files

There are several ways to create PDF files, but the method will largely depend on
the device you're using. For example, if you're using Windows 10 you can go to
the Print dialog box, then select PDF from the list of printers at the top. This
allows you to create a PDF of anything you would normally be able to print,
including documents, emails, and webpages.
If you're on a Mac, the Print dialog box has a PDF menu that
allows you to save a file as a PDF.

If your computer has Windows 8 or earlier, you have a few options. The simplest
method is to use software that supports a PDF export, such as Microsoft Office or
Google Chrome.

Another option is to use a PDF converter like Smallpdf, which is a free app that runs
in your web browser. Smallpdf can convert various file types—such as Microsoft
Office documents—into a PDF format.
Teaching kids about Internet safety

The Internet can be a wonderful place to learn, shop, play games, and talk to your
friends. Unfortunately, there are also predators, identity thieves, and others online
who may try to harm you. In order to be safe online, it's important for you and your
kids to be aware of the dangers.
Many kids are confident that they know how to be safe online. However, there are a
few reasons kids are often more at risk. They may not always think about the
consequences of their actions, which can cause them to share too much information
about themselves. Kids also are sometimes specifically targeted by cyberbullies or
predators.
If you're a parent or guardian, you can help to keep your kids safe by talking to
them about their Internet use, teaching them about online dangers, and learning
everything you can about the Internet so you can make informed decisions.

Guidelines for keeping your kids safe

It can be difficult to keep your kids completely safe online. Even if you set up
parental controls on your home computer, your kids will use many other computers
that don't have parental controls. To keep your kids safe, you'll need to teach them
to make good decisions online—even when you're not around.

Below are some general tips you can use when teaching your kids about online
safety:
  Learn everything you can about the Internet. Being
familiar with the Internet will not only help you understand the risks,
but it will also help you talk to your kids.
 Set standards for what your kids can and cannot do online. It's
important to make rules for your kids so they know what's expected of
them. Don't wait until something bad happens to start creating
guidelines.
 Teach your kids to keep personal information private. It's usually
a bad idea to post personal information online such as phone numbers,
addresses, and credit cards. If criminals gain access to this information,
they can use it to harm you or your family.
 Teach your kids to use social networking sites safely. Sites like
Facebook allow kids—and adults—to share photos and videos of
themselves, as well as have conversations with friends and strangers. If
your kids share something with friends, it's still possible for it to get into
the wrong hands. Generally, they should only post something online if
they're comfortable with everyone in the world seeing it.
 Encourage your kids to come to you if they encounter a
problem. If your child gets into trouble online, you'll want him or her
to come to you instead of hiding it. Keep in mind that your kids could
accidentally encounter a bad site, even if they're doing everything right.
 Talk to your kids about Internet use. Talk to your kids regularly
about how they use the Internet. If they're in the habit of talking to you
about the Internet, they'll be more willing to come to you if there's a
problem.

If you have a home computer your kids use, there are some extra
precautions you can take to make it safer. Remember that your kids will probably
use many other computers, and these precautions won't keep them safe when
they're not at home. Also, keep in mind that these are merely suggestions;
depending on your parenting style and your kids' ages, you may choose not to use
all of them.

 Keep the computer in the living room or in another common

area. By putting the computer in a common area of the house, you can
reduce the chance that they'll talk to strangers or visit inappropriate
websites. For teens, you may choose to give them more freedom about
where they use the computer (especially if they have their own
computers).
 Install antivirus software. Viruses and other malware are a risk for
any computer (although Macs are slightly safer). To protect your
 computer, you can install antivirus software such
as BitDefender or Norton.
 Use a kid-friendly search engine. Regular search engines may
return results with inappropriate content you don't want your kids to
see. However, there are some search engines that are designed to only
return kid-friendly results (although there is still the possibility of
inappropriate results getting through). Examples
include KidTopia and KidRex.org.
 Use parental controls. Windows and Mac OS X allow you to add
parental controls to user accounts. These include time limits, website
restrictions, and controlling which applications can be opened. You
can also buy parental control software like Net Nanny, which has
versions for Windows and Mac.

Creating an Internet safety contract

Once you've established Internet guidelines, you may want to put them in writing.
You can create an Internet safety contract your kids can sign, and then you can
keep a copy of it near the computer.

There are also premade contracts you can download and print. One example is
the Family Online Safety Contract, which you can download from the Family
Online Safety Institute. In addition to a contract, it includes a contract for
parents, which contains guidelines you may find helpful.
1. Basic Microsoft Word
Microsoft Office is used in most homes, workplaces, and educational establishments,
so it’s vital that you know how to use Microsoft Word to create Word documents.
Microsoft Word makes it easy to create documents for your own personal use, but
also documents which can be quickly and easily shared with other team members.
Even if you don’t do a lot of writing in your day-to-day job, it’s essential that you
can use Microsoft Word confidently when you need to.
At a basic level, you should be able to create and save documents, edit documents,
format text and paragraphs, as well as being able to add things such as tables and
graphics to your documents to make them more visually appealing.

2. Work Collaboratively in Microsoft Word

As well as being able to use Microsoft Word for your own needs, it’s also a good
idea to know how to work collaboratively with others when it comes to Microsoft
Word to ensure you make the process as smooth and efficient as possible.
This means knowing how to use features such as track changes, and ensuring that
you highlight your edits by using the comment feature. This will make it easier for
others to see the edits you have made, and approve or reject them as necessary. It
also makes it easier to keep track of all the versions of the document, to ensure you
can revert back to an earlier version if needed.
Check out Microsoft Word Advanced training and learn how to work with Microsoft
Word at an advanced level.

3. Basic Microsoft Excel

Microsoft Excel is an incredibly powerful spreadsheet tool if you know how to use it
properly, but if you don’t have basic Microsoft Excel skills then it can quickly become
confusing and overwhelming. In order to feel comfortable with Microsoft Excel you
should be able to create a file, and set up your spreadsheet to contain the data you
need with ease. You should also be able to save your file regularly in order to make
sure you don’t lose any changes you may have made.
Additionally, it’s helpful to be able to manage a number of different sheets within
one Microsoft Excel document and understand how to link your sheets together.
Finally, you should be able to format your Microsoft Excel documents so they are
clear and readable.

4. Formulas and Functions in Microsoft Excel

As well as basic spreadsheets, you can use Microsoft Excel to create formulas and
functions which make your spreadsheets a lot easier to manage. A formula is an
expression which calculates the value of a cell. Functions are predefined formulas
and are already available in Excel.
Using formulas and functions will give your spreadsheet the ability
to do things such as complicated calculations in a matter of seconds and all without
creating any extra work for yourself. Using formulas and functions also means that
you won’t have to re-do your calculations whenever you add new data to a sheet,
as Microsoft Excel will automatically include any new data and present you with the
results.
You can use formulas and functions to do things such as:

 Add up the total of a range of cells

 Calculate the character or word count of a range of cells
 Work out the average of a range of cells
 Count all the cells in a given range that contain only numbers
 Check the conditions of cells in your sheet
 Trim empty spaces in cells
 Find the maximum number and the minimum number in a range of values

5. Using Pivot Tables and Charts in Microsoft Excel

If you’re using Microsoft Excel to create sheets full of useful data, it’s important that
you know how to take that data and create visualisations of the data. This will make
your Microsoft Excel documents easier to understand, and people who haven’t
worked with them directly will still be able to pull out the important data without
having to read the entire sheet.
You can easily create visualisations of your data in Microsoft Excel using pivot tables
and pivot charts. A pivot table will allow you to organise and summarise selected
columns and rows from your Microsoft Excel sheet to obtain a desired report. This
means you can focus on the vital data that needs to be explained to others, but pull
it out from the rest of the data in your sheet so it becomes the main focus.
Pivot charts allow you to take this more focussed data and turn it into a chart or
graph, so you can see in seconds the information which your spreadsheet is trying
to convey. Using pivot tables and charts is particularly useful when you’re working
with large amounts of important data a, but only need to pull across a summarised
version in order to show the results of your analysis.

6. Basic Microsoft PowerPoint

Microsoft PowerPoint is an amazingly powerful tool which you can use to create
professional-looking presentations with ease. Microsoft PowerPoint comes equipped
with a range of different slide types, effects, and animations which you can use to
create amazing presentations. You can even create templates to ensure your
presentations all look the same and all meet the same high standard.
Microsoft PowerPoint presentations are a great visual aid during meetings and
they’re also a great sales tool for explaining your product offering to your clients.
They can be shared online during meetings or sent via email to
others, making them a super versatile tool.
You should feel confident creating basic presentations, adding pictures and objects
to your presentations, and adding transitions to your slides to ensure you create
amazing presentations every time.

Using Your Calendar

Whether you use your Outlook calendar or your Google calendar, it’s important that
you know how to use an online calendar in order to keep yourself organised. Your
workplace will have a preferred online calendar, and everyone should use the same
one to ensure a consistent calendar view across the entire company.
When it comes to online calendars, you will need to use your computer skills to be
able to do things such as blocking out your time, arranging meetings, inviting
attendees, and cancelling and editing meetings when needed.
10. Video Conferencing
Video conferencing is another essential computer skill that you need in 2022,
especially as more and more people are working from home. This means being
familiar with video conferencing tools such as Microsoft Teams, Zoom and Skype,
and feeling comfortable participating in video conferences.
As well as video phone calls, video conferencing could mean sharing your screen
with others or even giving a presentation online.
You need to feel confident using video conferencing software to ensure that your
team meetings and presentations run as smoothly as if you were in the room. It can
seem a little overwhelming participating in video conferences, but they are really no
different than in-person meetings once you get to grips with the software.

11. Google Drive

As well as Microsoft Office, it’s a good idea to be proficient in Google Drive and the
associated programs to ensure you can work seamlessly with team members in any
location.
Google Drive allows you to create documents which can easily be shared online.
Using Google Drive means you can access your work documents from anywhere
without having to worry about transferring files to different computers. Google Drive
also makes it super easy to collaborate on documents as you can share access with
others and live edit the document at the same time!
16. Web Searching Skills
As well as being able to use software on your computer, another essential computer
skill is being able to quickly and efficiently search the web to find the information
you need. This could be to get the answers to a question you have, to conduct
research for a work document, or to get the details you need to prepare a
personalised sales presentation for a company.
It’s vital you can get online quickly and know your way around a search engine to
ensure that the research phase of your project doesn’t slow you down or affect your
productivity.