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If you want to view your files in alphabetical order, choose to sort by Name. If you want to see all similar files grouped together, choose to sort by Type. If you want to sort your files by the date and time they were last edited, choose the Modified option. Grouping Files and Folders You can also configure Windows XP to group the files in your folder, which can make it easier to identify particular files.

And so on. To turn on grouping, follow these steps: 1. Check the Show in Groups option. Windows now groups your files and folders by the criteria you used to sort those items. Saving Your Settings, Universally By default, when you customize a folder, that view is specific to that folder. To apply a folder view to all the folders on your system, follow these steps: 1. Start by configuring the current folder the way you want. Select the View tab. You can also go directly to any folder by clicking the Folders button to display the Folders pane, shown in Figure 6. You can then select the folder you want from the Folders list.

Creating New Folders The more files you create, the harder it is to organize and find things on your hard disk. When the number of files you have becomes unmanageable, you need to create more folders—and subfolders—to better categorize your files. To create a new folder, follow these steps: 1. Navigate to the drive or folder where you want to place the new folder.

Type a name for your folder which overwrites the press Enter. New Folder name , and Renaming Files and Folders When you create a new file or folder, it helps to give it a name that somehow describes its contents. Fortunately, Windows makes it relatively easy to rename an item. Select the file or folder you want to rename. Type a new name for your folder which overwrites the current name , and press Enter. Copying Files caution Folder and filenames can include up to characters—including many special characters.

These operations, like most file operations, can be accessed directly from the Tasks pane in any Windows folder. When you copy an item, the original item remains in its original location— plus you have the new copy. When you move an item, the original is no longer present in the original location—all you have is the item in the new location. Select the item you want to copy. Navigate to and select the new location for the item.

For example, program files always have an. EXE extension, and Microsoft Word documents always have a. DOC extension. Click the Copy button. Other Ways to Copy The method just presented is just one of many ways to copy a file. When you drop the file into a new location, you see a pop-up menu that asks whether you want to move it or copy it. Select the copy option.

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Moving Files Moving a file or folder is different from copying it. Moving cuts the item from its previous location and places it in a new location. Copying leaves the original item where it was and creates a copy of the item elsewhere. When you move something, you only have the one thing. The Easy Way to Move tip To move a file, follow these steps: 1. Select the item you want to move. When the Move Items dialog box appears looks just like the Copy Items dialog box , navigate to and select the new location for the item. If you want to move the item to a new folder, click the New Folder button before you click the Move button.

Click the Move button. Select the move option. Deleting Files Too many files eat up too much hard disk space—which is a bad thing, since you only have so much disk space.

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Music and video files, in particular, can chew up big chunks of your hard drive. The Easy Way to Delete Deleting a file is as easy as following these two simple steps: 1. Select the file. Restoring Deleted Files Have you ever accidentally deleted the wrong file? For a short period of time, Windows stores the files you delete in the Recycle Bin.

Select the file you want to restore. This copies the deleted file back to its original location, ready for continued use. Double-click the Recycle Bin icon on your desktop to open the Recycle Bin folder. When the Confirm File Delete dialog box appears, click Yes to completely erase the files, or click No to continue storing the files in the Recycle Bin. Working with Compressed Folders Really big files can be difficult to move or copy. Fortunately, Windows XP includes a way to make big files smaller. Compressed folders take big files and compress them down in size, which makes them easier to copy or move.

After the file has been transferred, you can then uncompress the file back to its original state. Compressing a File Compressing one or more files is a relatively easy task from within any Windows folder. Select the file s you want to compress. Right-click the file s to display the pop-up menu. Select Send to, Compressed zipped Folder. Windows now creates a new folder that contains compressed versions of the file s you selected. This folder is distinguished by a little zipper on the folder icon, as shown in Figure 6.

You can now copy, move, or email this folder, which is a lot smaller than the original file s. Right-click the compressed folder to display the pop-up menu. Select Extract All. When the Extraction Wizard launches, as shown in Figure 6. The compressed folder is actually a file with a. Select which folder you want to extract the files to and click Next.

The wizard now extracts the files and displays the Extraction Complete page. ZIP file. Maybe you want to add some educational software for the kids or a productivity program for yourself. Maybe you just want to play some new computer games. Installing the software is as easy as running this built-in program. To do this, follow these steps: 1. Select Run. When the Run dialog box appears, as shown in Figure 7. The floppy disk drive is always drive A. Some older programs have this different name for their installation programs.

Click the Add New Programs button. When the next screen appears, as shown in Figure 7. Installing Programs from the Internet Nowadays, many software publishers make their products available via download from the Internet. Some users like this because they can get their new programs immediately. However, downloading software like this can take quite a long time, especially if you have a normal dial-up Internet connection, because the program files are so big.

After you specify where which folder on your hard disk you want to save the downloaded file, the download begins. When the download is complete, you should be notified via an onscreen dialog box. From this point, installing the program is almost identical to installing from CD or floppy disk—except that you have to enter the complete path to the installation file in the Run dialog box. And even this is easy—just click the Browse button to find the folder where you saved the file. Or your system might include multiple applications for accessing the Internet, from different ISPs.

This frees up hard disk space for other programs you might install in the future. To remove a software program from your PC, follow these steps: 1.

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Click the Change or Remove Programs button. The next screen, shown in Figure 7. If prompted, confirm that you want to continue to uninstall the application. Answer any other prompts that appear onscreen; then the uninstall process will start. After the uninstall routine is complete, click the Close button to close the Add or Remove Programs utility. Some programs, such as Microsoft Word, might require you to insert the original installation disks or CD to perform the uninstall. You can use the programs in Works Suite to handle just about any task you can think of performing on your personal computer.

With all the parts of Works Suite installed, you can now write letters and memos, perform spreadsheet calculations, store all sorts of data, manage your schedules and contacts, manage your checkbook and bank online, work with digital photographs, look up facts and figures, plan your next road trip, send and receive email, and surf the Internet— all from a single interface, called the Task Launcher. Office is a little like Works Suite, in that it includes a word processor, spreadsheet, and database program.

But Office goes beyond Works Suite to include some very high end, very sophisticated programs—including Microsoft Excel and Microsoft Access. WordPerfect Productivity Pack is a collection of programs similar to some of the programs in Microsoft Works Suite, including the WordPerfect word processor and Quattro Pro spreadsheet.

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This chapter, then, deals with Microsoft Works Suite—in particular, the most recent version, Microsoft Works Suite Works Spreadsheet lets you enter rows and columns of numbers and other data, and then perform basic calculations and analysis on those numbers. You can sort and graph your data, and use the program to create all sorts of lists and logs. You can use Works Database to keep track of all sorts of household records—from your favorite recipes to the names on your Christmas card list.

You see a simple calendar onscreen, and to that calendar you add your appointments and other important dates. Works Calendar then alerts you to important meetings and events. You store names, addresses, phone numbers, email addresses, and other information in the Address Book, and then import that data into other applications—into Outlook Express for email addressing, for example, or into Word for merged mailings. Microsoft Word Microsoft Word is the most popular word processing program in the world—and the most powerful.

With Word you can create anything from simple memos and letters to complex newsletters and reports. Word even integrates with other Works Suite programs to create merged mailings and sophisticated documents. This program lets you do everything from writing checks and balancing your checkbook to creating financial reports and tracking your investments online. This program lets you import pictures from digital cameras and scanners, take the red eye out, crop out unwanted parts of your pictures, and organize your pictures into collages, calendars, and photo albums.

Photo and import them into other Works Suite applications. Learn more about Picture It! Find addresses, print out maps, and generate turn-by-turn driving directions—all from your own computer! Click the Windows Start button to display the Start menu. Select All Programs to open the Programs menu. Select Microsoft Works Task Launcher. You can start the individual Works Suite applications either from within Works using the Task Launcher, discussed next or from the Windows Start menu. Along the top of the Task Launcher are links to four different pages; each page represents a different way to enter a program or document.

The Home page, shown in Figure 8. You can use the Home page to create new projects, or to open previously created projects.

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Photo, and Encarta , as well as a current-month calendar and to-do list. Use the Tasks page to identify a certain task you want to perform—select the task, and the Task Launcher will launch the appropriate program, with the appropriate template or wizard already loaded. Use the Programs page to launch a specific Works Suite program— then select the task you want that program to perform. To switch to a more graphical icon view, click the Customize link to display the Options dialog box; select Icon View, then click OK.

From the Programs list, select a program. From the tasks list for that program, select a task. Click Start This Task. The Task Launcher now launches the program you selected, with the appropriate task-based template or wizard loaded. Launching a New Task To start a specific task —and have Works load the right program for that task, automatically—you use the Tasks page, as shown in Figure 8.

From the Works Task Launcher, select the Tasks page. From the Tasks list, select a task category. From the tasks list for that category, select a specific task. The Task Launcher now launches the appropriate program for your selected task— and, in most cases, presents you with a task-based template or wizard for getting started automatically.

For each file, the Task Launcher includes the file Name, the Date it was last worked on, the type of Task is was when this is knowable , and the Program associated with that file. You can resort the list of files by any column by clicking on the column header. To open a file listed in the History pane, just click its name. Task Launcher will launch the program associated with that file, and then load the selected file into the program. This neat little tool lets you search your entire system for specific files.

While Windows XP comes with two very basic word processing programs built-in—Notepad and WordPad—you probably want a more fully featured program, one that enables you to create longer, more sophisticated documents. For most computer users, Microsoft Word is the word processing program of choice. You can use Word for all your writing needs—from basic letters to fancy newsletters, and everything in between. When Word launches, a blank document appears in the Word workspace. This is where you find the filename of the current document, as well as buttons to minimize, maximize, and close the window for the current Word document.

Use your mouse to click a menu item, and then the menu pulls down to display a full range of commands and options. By default, two toolbars—Standard and Formatting— are docked at the top of the workspace, just underneath the menu bar. Word includes a number of different toolbars that you can display anywhere in the Word workspace. To display additional toolbars, pull down the View menu and select Toolbars; when the list of toolbars appears, check those toolbars you want to display, and uncheck those you want to hide. This allows you to measure the width of a document—and set tabs and margins.

This main space displays your current Word document.

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The View buttons let you switch between different document views. The scroll bar at the bottom of the page lets you scroll left and right through the current page; the scroll bar along the side of the workspace lets you scroll through a document from top to bottom. Viewing a Word Document—in Different Ways Word can display your document in one of four different views. This is not a good view for laying out the elements on your page.

In this view all the elements in your document including graphics and backgrounds are displayed pretty much as they would be if viewed by a Web browser. This is the view you use to lay out the pages of your document—with all elements visible, including graphics and backgrounds. To display the name of any specific button, just hover your cursor over the button until the descriptive ScreenTip appears. This is a great view for looking at the structure of your document, presenting your text but not graphics!

In this view you can collapse an outlined document to see only the main headings, or expand a document to show all or selected headings and body text. The Standard toolbar includes a pull-down Zoom list, from which you can select a pre-set zoom level from 10 percent to percent. You can also choose to have your document automatically fill up the entire width of your screen by selecting the Page Width option. Another way to change the onscreen size of your document is to pull down the View menu and select Zoom to display the Zoom dialog box.

This dialog box lets you choose from both pre-selected and custom zoom levels—and previews your selected zoom level. Working with Documents Anything you create with Word is called a document. A document is nothing more than a computer file, that can be copied, moved, and deleted—or edited, from within Word. A template combines selected styles and document settings—and, in some cases, prewritten text or calculated fields—to create the building blocks for a specific type of document.

You can use templates to give yourself a head start on specific types of documents. To create a new Word document based on a specific template, follow these steps: 1. Select one of the prepared templates. Opening an Existing Document To open a previously created document, follow these steps: 1.

Select File, Open to display the Open dialog box. Navigate to and select the file you want to open. Click Open. Saving the Document Every document you make— that you want to keep—must be saved to a file. The first time you save a file, you have to specify a filename and location. Do this by following these steps: 1. Navigate to the folder where you want to save the file. Enter a name for the new file. When you make additional changes to a document, you must save those changes.

Entering Text You enter text in a Word document at the insertion point, which appears onscreen as a blinking cursor. When you start typing on your keyboard, the new text is added at the insertion point. You move the insertion point with your mouse by clicking on a new position in your text. With Word you can delete, cut, copy, and paste text—or graphics—to and from anywhere in your document, or between documents.

Before you can edit text, though, you have to select the text to edit. The easiest way to select text is with your mouse; just hold down your mouse button and drag the cursor over the text you want to select. You also can select text using your keyboard; use the Shift key—in combination with other keys—to highlight blocks of text. Any text you select appears as white text against a black highlight. TABLE 9. To switch to this view, pull down the View menu and select Print Layout. This toolbar, located at the top of the screen, includes buttons for bold, italic, and underline, as well as font, font size, and font color.

To format a block of text, highlight the text and then click the desired format button. More text formatting options are available in the Font dialog box. To display this dialog box, pull down the Format menu and select Font. From here, you can perform both basic formatting font, font style, font color, and so on and advanced formatting strikethrough, superscript, subscript, shadow, outline, emboss, engrave, character spacing, and text animation.

Just select the formatting you want and click OK. When you see that squiggly red line, position your cursor on top of the misspelled word, then rightclick your mouse. Word now displays a pop-up menu with its suggestions for spelling corrections. You can choose a replacement word from the list, or return to your document and manually change the misspelling.

Word also includes a built-in grammar checker. You can turn off grammar checking by selecting Tools, Options to display the Options dialog box. The to-be-printed document appears onscreen with each page of the document presented as a small thumbnail. To zoom in or out of the preview document, click the Magnifier button and then click the magnifier cursor anywhere on your document. When you do a fast print of your document, you send your document directly to your default printer.

This bypasses the Print dialog box discussed next and all other configuration options. For example, you might want to print multiple copies, or print to a different nondefault printer. You open the Print dialog box, shown in Figure 9. After you have the Print dialog box displayed, you can choose any one of a number of options specific to this particular print job. You open the Paragraph dialog box by positioning your cursor within a paragraph and then pulling down the Format menu and selecting Paragraph.

Instead, you can assign all your formatting to a paragraph style and then assign that style to specific paragraphs throughout your document. Most templates come with a selection of pre-designed styles; you can modify these built-in styles or create your own custom styles. Styles include formatting for fonts, paragraphs, tabs, borders, numbering, and more. To modify a style, follow these steps: 1.

Pull down the Format menu and select Styles and Formatting; this displays the Styles and Formatting pane, shown in Figure 9. Hover your cursor over which style you want to edit; this displays a down button. Click the Down button and select Modify; this displays the Modify Style dialog box. Change basic properties from this dialog box, or click the Format button to select other properties to modify.

Headings appear as larger, bolder text, like miniheadlines. Working with an Outline If you have a really long document, you might find it easier to work with the various sections in the form of an outline. For this purpose, Word lets you view your document in Outline view, as shown in Figure 9. Just pull down the View menu and select Outline. Text formatted with the Heading 1 style appears as Level 1 headings in your outline, text formatted as Heading 2 appears as Level 2 headings, and so on. To make your outline easier to work with, you can select how many levels of headings are displayed.

You also can choose to expand or contract various sections of the outline by clicking the plus and minus icons to the side of each Level text in your outline. Outline view makes rearranging sections of your document extremely easy. You also can drag sections from one position to another within the outline. Working with Pictures Although memos and letters might look fine if they contain nothing but text, other types of documents—newsletters, reports, and so on—can be jazzed up with pictures and other graphic elements.

The Clip Art Gallery is a collection of ready-touse illustrations and photos, organized by topic, that can be pasted directly into your Word documents. To insert a piece of clip art, follow these steps: 1. Position your cursor where you want the picture to appear. Enter one or more keywords into the Search For box, then click Search.

Pictures matching your criteria are now displayed in the pane; double-click a graphic to insert it into your document. Navigate to and select the picture you want to insert. Click the Insert button to insert that picture into your document. To format the picture itself, double-click the picture.

This displays the Format Picture dialog box, which lets you format colors, line, size, layout, brightness, contrast, and other settings. To move your picture to another position in your document, use your mouse to drag it to its new position. You also can resize the graphic by clicking the picture and then dragging a selection handle to resize that side or corner of the graphic. To change the way text flows around the graphic, double-click the graphic to display the Format Picture dialog box and then select the Layout tab.

You can choose to display the picture inline with the text, wrap around the text as a square, flow in front of the text, or display behind the text. The most useful views are the Normal and Print Layout views; you can also use the Outline view to display your document as a hierarchical outline. A spreadsheet is nothing more than a giant list. Your list can contain just about any type of data you can think of—text, numbers, and even dates.

You can take any of the numbers on your list and use them to calculate new numbers. You can sort the items on your list, pretty them up, and print the important points in a report. You can even graph your numbers in a pie, line, or bar chart! There are several different spreadsheet programs available for your personal computer. Heavy-duty number crunchers go for full-featured spreadsheet programs, such as Microsoft Excel, Quattro Pro, or Lotus Works Spreadsheet is easier to learn than either Excel or , and will do just about anything the average home user needs to do.

This chapter, then, shows you how to use Works Spreadsheet—so limber up those fingers and get ready for some heavy-duty number crunching! In a spreadsheet, everything is stored in little boxes called cells. Your spreadsheet is divided into lots of these cells, each located in a specific location on a giant grid made of rows and columns. Each single cell represents the intersection of a particular row and column.

As you can see in Figure Each row, on the other hand, has a numeric label 1, 2, 3, and so on. The location of each cell is the combination of its column and row locations. For example, the cell in the upper-left corner of the spreadsheet is in column A and row 1; therefore, its location is signified as A1. The cell to the right of it is B1, and the cell below A1 is A2. Column The Entry bar at the top of the workspace echoes the contents of the selected, or active, cell. You can type data directly into the active cell or into the Entry bar.

To open a blank spreadsheet in the Works Spreadsheet workspace, click the New button on the toolbar. A blank spreadsheet is now loaded into the workspace, ready to accept any text or numbers you want to enter. Entering Data Entering text or numbers into a spreadsheet is easy. Just remember that data is entered into each cell individually—then you can fill up a spreadsheet with hundreds or thousands of cells filled with their own individual data! The instructions in this chapter are specific to Works Spreadsheet.

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To enter data into a specific cell, follow these steps: 1. Select the cell you want to enter data into. Type your text or numbers into the cell; what you type will be echoed in the Entry bar at the top of the screen. You can format how the data appears in your spreadsheet—including the format of any numbers you enter. You can, however, select a specific number format to apply to any cells in your spreadsheet that contain numbers.

Select the cell or cells you want to format. Select Format, Number to display the Format Cells dialog box. Select the Number tab. Check one of the options in the Format list. If the format has additional options such as decimal points or various date or time formats , configure these as desired. Formatting Cell Contents You can apply a variety of formatting options to the contents of your cells.

You can make your text bold or italic, change the font type or size, or even add shading or borders to selected cells. To format a cell or range of cells , follow these steps: 1. Select the cell or range. Apply the formatting from either the toolbar or the Format menu. Inserting and Deleting Rows and Columns Sometimes you need to go back to an existing spreadsheet and insert some new information.

Insert a Row or Column To insert a new row or column in the middle of your spreadsheet, follow these steps: 1. Click the row or column header after where you want to make the insertion. Works now inserts a new row or column either above or to the left of the row or column you selected. Delete a Row or Column To delete an existing row or column, follow these steps: 1. Click the header for the row or column you want to delete. The row or column you selected is deleted, and all other rows or columns move up or over to fill the space. You can fix this problem by adjusting the column width.

Wider columns allow more data to be shown; narrow columns let you display more columns per page. To change the column width, move your cursor to the column header, and position it on the dividing line to the right of the column you want to adjust. When the cursor changes shape, click the left button on your mouse and drag the column divider to the right to make a wider column or to the left to make a smaller column.

Release the mouse button when the column is the desired width. Using Formulas and Functions Works Spreadsheet lets you enter just about any type of algebraic formula into any cell. You can use these formulas to add, subtract, multiply, divide, and perform any nested combination of those operations.

You start your formula with the equal sign and enter your operations after the equal sign. When you press Enter, the formula disappears from the cell—and the result, or value, is displayed. Basic Operators Table Where a spreadsheet becomes truly useful is when you use it to perform operations based on the contents of specific cells.

To perform calculations using values from cells in your spreadsheet, you enter the cell location into the formula. You can use the Easy Calc dialog box to walk step-by-step through the creation of most simple formulae. Select the cell that will contain the formula. Click the first cell you want to include in your formula; that cell location is automatically entered in your formula. Click the second cell you want to include in your formula. Repeat steps 4 and 5 to include other cells in your formula. Press Enter when your formula is complete. Works Spreadsheet makes summing up a row or column of numbers easy via the AutoSum function.

Select the cell at the end of a row or column of numbers, where you want the total to appear. Click the AutoSum button on the Works toolbar, shown in Figure Works automatically sums all the preceding numbers and places the total in the selected cell. Using Functions In addition to the basic algebraic operators previously discussed, Works Spreadsheet also includes a variety of functions that replace the complex steps present in many formulas.

Or, you could use the SUM function, which lets you sum a column or row of numbers without having to type every cell into the formula. In short, a function is a type of prebuilt formula. For example, cells A1 through A4 can be entered as A1:A4. Select the cell where you want to insert the function. Select Insert, Function to display the Function dialog box shown in Figure Select a function category, then select a function.

Click the Insert button. Sorting a Range of Cells If you have a list of either text or numbers, you might want to reorder the list for a different purpose. Works lets you sort your data by any column, in either ascending or descending order. To sort a range of cells, follow these steps: 1. Select all the cells you want to sort. Select Tools, Sort to display the Sort dialog box, shown in Figure Choose to sort in either Ascending or Descending order.

If Works asks whether you want to sort the highlighted information or whether you want to sort all the information in your spreadsheet, choose to sort only the highlighted information. Repeat steps 4 and 5 to sub-sort on additional columns. Click the Sort button to sort the data. Creating a Chart Numbers are fine, but sometimes the story behind the numbers can be better told through a picture. The way you take a picture of numbers is with a chart, such as the one shown in Figure Alan Wright has worked professionally in and around IT for more than 10 years.

He has provided enterprise-level support in the Detroit, Michigan, area and now focuses on developing training materials for computer users while continuing to provide software and hardware support for small business and residential users. He holds several certifications from CompTIA and Microsoft and enjoys working with technology and teaching others how they can make technology work for them as computers and tablets continue to evolve.

Alan has been the technical editor on other books from Que Publishing, including Using Windows 8 , and co-authored Windows 8. Windows 10 Absolute Beginner's Guide. Convert currency. Add to Basket. Compare all 6 new copies. Book Description Que Publishing, Condition: New.

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