Transcript Basic Computer Usage & Maintenance

Basic Computer
Usage and
Maintenance
1. How to use Microsoft Outlook.
2. How to scan virus by using McAfee Virus Scan V4.5.1
3. How to add printer
4. How to share printer
5. How to map drive or add network places
6. How to share folder
7. How to scandisk & defragment hard disk
8. How to maintenance Mouse
9. How to use net meeting
10. How to use WinZip
11. How to search for a file
12. How to resize pictures by using Microsoft paint
How to use Microsoft Outlook
 Sub content
1. How to login
2. How to change password
3. How to compose new mail, reply and forward mail
4. How to rearrange your mail
5. How to recall mail back
6. How to set out of office assistant
7. How to maintain personal mailbox by use Auto Archive
8. How to set signature in your mail
9. How to group all mails by sender or by date
How to use Microsoft Outlook
 How to login
• select your profile name
and then click OK
• key in your user name,domain
name and password then click OK
• key in your personal folders
password and then click OK.
How to use Microsoft Outlook
 How to change password
• Change login mail server password.
• Click change password… Button
• Key in old password, new
password and confirm new
password and then click OK
How to use Microsoft Outlook
 How to change password
• Change personal folder password.
• Open outlook  go to menu “Tools” 
Services…
• Select Personal Folders and then click
Properties
• Click Change Password Buttons
• Key in old password,
new password and
Verify password and
click OK.
How to use Microsoft Outlook
 How to compose new mail,
reply and forward mail
• Compose new mail
• Click on “New” Button
• Click on “To…” Button
and then find the recipient
or type the recipient email
address on the blank field
• Click on “Cc…” Button if
you want to Cc. to others
• Key in mail detail and
then click Send
How to use Microsoft Outlook
 How to compose new mail,
reply and forward mail
• Reply and forward mail
• Click on the received
mail that you want to
Reply or Forward and then
click Reply Button or
Forward Button.
• After write mail finish
Click Send
How to use Microsoft Outlook
 How to rearrange your mail
There are 2 method to rearrange your mail.
- Create new folder in your personal folder
- Create new personal folder file.
You should plan & categorize your mails first and then
create separated folder or file to keep it. If you have a
lot of mails (>1000 mails) you should create new
personal folder file. It will give you better
performance.
How to use Microsoft Outlook
 How to rearrange your mail
Create new folder in your personal folder
• Go to File Menu  Folder  New Folder
Or Press Ctrl+Shift+E
• Key in folder name in name: blank
• Folder Contains: Choose Mail
Items
• Select the folder that you want to
place the new folder
• Click OK
How to use Microsoft Outlook
 How to rearrange your mail
Create new personal folder file
• Go to Tools Menu  Service
• Click Add… Button
• Select Personal Folders
• Click OK
• Type file name then click
Open.
How to use Microsoft Outlook
 How to rearrange your mail
How to move your mails to another folder
• Right click on the mail you want
to move and click “Move to
Folder…”
• Choose the folder that you
want to move to.
How to use Microsoft Outlook
 How to recall mail back
Recall mail is used when you want to recall
your mail back. It will work when recipient
have not open & move your mail yet.
• Double click the sent mail in folder “Sent Items”
• Go to Menu Actions  Recall this message…
• Choose delete unread
copies of this message
• Click OK
How to use Microsoft Outlook
 How to set out of office assistant
This option will help you auto reply to senders when
you are out of the office.
• Go to Tools menu  Out of Office Asistant…
• Choose “I am currently Out
of the Office”
• Type the message that you
want to auto reply in the blank
form
• When you come back to the
office do not forget to change
option to “I am currently in
the Office”
How to use Microsoft Outlook
 How to maintain personal mailbox
by use auto archive
This option will move your old mails to another archive
file. It’s will make your personal folder not too big.
• Go to Tools menu  Options…
• Click “Other” Tab and then
click AutoArchive… Button
• Key in how many days per
time you want to archive
• Key in Default archive file. It
should be another file as your
personal folder file. And then
click OK.
Continue… 
How to use Microsoft Outlook
 How to maintain personal mailbox
by use auto archive
• Go to set detail of autoarchive on each folder by
Right Click at the folder  Properties
• Click enable clean out items
older than…
• Key in how long time you want.
• Click OK
• Do like this to your all folder
that you want to autoarchive
How to use Microsoft Outlook
 How to set Signature in your mail
Automatically include your signature or attach an
electronic business card to outgoing messages.
• Menu Tools  Options… 
Mail Format
•Click Signature Picker…
• Click New…
Continue… 
How to use Microsoft Outlook
 How to set Signature in your mail
• At 1. Enter your name in
the Blank.
• Click Next >
• Key in the message you
want to included in out
going mail
• Click Finish Button
How to use Microsoft Outlook
 How to group all mails by sender or by date
• Right Click at the column
head that you want to
group.
• Click at “Group By This
Field”
How to scan virus by using
McAfee Virus Scan V4.5.1
• Go to StartProgramsNetwork Associates
VirusScan
• Click Browse… to select
drive and folder you want to
scan
• And then click OK
• Click Scan Now
How to add printer
• Go to Start  Settings  Printers
• Double Click “Add
Printer” Icon
• Click Next
How to add printer
• Select Local or Network
Printer
• Choose Local Printer
when printer is
connected directly to
your PC or the printer
is connected to print
server.
• Choose Network Printer when printer is
connected directly to others PC in the network.
• And then click next >
How to add printer
 Local Printer
• Select the printer port
• If the printer
connected directly to
your PC, normally the
port is set to LPT1.
• If the printer
connected to print
server, Please contact
MIS staff.
• Then click Next>
How to add printer
 Local Printer
• Select Manufacturer and
Model of the printers. If don’t
have the model Please contact
MIS staff.
• And then click Next>
• Key in the printer name
• Click Next>
How to add printer
 Local Printer
• If you want to share this
printer for others user use
select “Share as:” and then
supply the share name for the
printer.
• If you are not sure about the
printer setting select “Yes”.
How to add printer
 Local Printer
• Click Finish.
How to add printer
 Network Printer
• Choose “Type the
printer name, or click
Next to browse for a
printer”
• Click Next>
• Click at the printer
• Click Next>
How to add printer
 Network Printer
• If you want this printer set to
default choose Yes, if not
choose No.
• Click Next>
• Click Finish
How to share printer
• Go to Start  Settings 
Printers
• Right Click at the printer
Icon that you want to
share
• Click Sharing…
• Choose “Share as”
• Supply the share name
• Mark at “List in the
Directory”
• Click Apply
How to map drive or
add network places
If you usually use files in the other PCs or in the
file server,you can use map drive option to map
the share folder in the other PCs to your drive. Or
you can use add network places method to create
shortcut to that folder
A:
C:
D:
F:
G:
C:\Data
C:\ABC\M
How to map drive or
add network places
 Map network drive
• Go to that share folder.
•There are 2 method to access.
• If you know the computer name
• go to StartRun…
• type \\[Computer name] and then enter
• If you are not sure.
• double click My Network Places
• Entire NetworkEntire ContentMicrosoft
NetworkBeyonicsth[Computer Name]
How to map drive or
add network places
 Map network drive
• Right Click at that folder.
• Map Network Drive…
• Choose one drive to
mapped and don’t forget
to click at “Reconnect at
logon”
• Click Finish
How to map drive or
add network places
 Add network places
• Double click My Network Places at the desktop
• Double click Add Network Places
• Click Browse… to find the
folder or key in the path if
you know
• Click Next>
How to map drive or
add network places
 Add network places
• Enter the name of network
places
• Click Finish
How to share folder
• Go to the folder you want to share by double
click at “My Computer” or Open “Windows
Explorer”
• Right click at the folder  Sharing…
• Click share this folder
• Supply share name
• Click Apply and OK
How to scandisk &
defragment hard disk
Scandisk is a tool for check error on your harddisk.
You should do it at least 1 time per month.
Defragment is a tool for rearrange data in the
harddisk. It will improve the harddisk performance.
(Remark: Harddisk defragment will take about 2 hrs
or more up to the data size and the last time you
defrag. )
How to scandisk &
defragment hard disk
• Double click at My Computer
• Right click on the drive you want
to scandisk or defrag.
• Click Tab “Tools”
• If you want to scandisk click
“Check Now…” Button
• If you want to defragment click
“Defragment Now…” Button
How to scandisk &
defragment hard disk
 Scandisk
• Check mark in both option
• Click Start
 Defragment
• Click Defragment
How to maintenance mouse
• Clean your mouse pad
• Clean your mouse ball and ball
sensor
How to use NetMeeting
• OPEN
• Go to
StartProgramsAccessories
CommunicationsNetMeeting
• CALL
• Click Call Button and key in IP
Address Click Call. OR
• Click Address Book Button to
Select Person in the List and Click
Call
• RECEIVE
• Click Accept
How to use NetMeeting
• SHARE PROGRAM
Show your desktop or program to
others person in netmeeting
• Click Share Program button
• Click Desktop or others program
you want to share
• Click Share
If you want to allow other people to
control your desktop
• Click Allow Control
How to use NetMeeting
• CHAT with OTHERS
You can send message to others
people in netmeeting
• Click Chat Button
• Key Message
• Click Send Message Button
How to use WinZip
• ZIP FILES
• Select files you want to zip
if more than 1 files press
Shift button on keyboard and
then select another file.
• Right Click MouseWinZip
• Click “Add to Zip File…”
• Key in Path and file name
Ex: “C:\Report\wk1.zip”. Or
Click New… and then choose
the folder and type zip file
name.
• Click Add
How to use WinZip
• UNZIP FILES
• Select Zip file you want to
unzip
• Right Click MouseWinZip
• Click “Extract to…”
• Select the Path to folder
that you want to extract to
•Click Extract
How to search for a file
• Go to StartSearchFor Files or Folders
• Key in the file name or some
part of file name to search
• Select drive you want to search
• Click search now…
How resize pictures
by using Microsoft Paint
Sometimes when you want to attached a few
pictures with your mail. But the total file size is still
large although you have zipped it. So this tool will
help you.
• Go to StartPrograms
AccessoriesPaint
• Open the file you want to resize
• Go to Menu
ImageStretch/Skew…
• Adjust Horizontal and Vertical to
less than 100%
• Click OK and Save