IT SKILLS HANDBOOK YEARS 7 & 8

Transcription

1 IT SKILLS HANDBOOK YEARS 7 & 8 Version 1.0(2014) for Windows7

2 Contents 1. Accessing Genspace, Gen , LMS and your User Drive 2. Using 3. Organising files and folders 4. Backing up your work Backing up to a USB or portable HDD (basic) Setting up an automatic backup (advanced) Using Cloud storage Drop box, Hotmail or Google Drive 5. Touch typing 6. Using Word and hyperlinks 7. Using Microsoft OneNote the best way to keep all your work in the same place!

3 Accessing Genspace, Gen , GEN LMS and your User drive Accessing Genspace At school, Genspace is set as your homepage whenever you open Internet Explorer. When you logon to the network with your username and password, this will occur automatically. At home, you need to go to and select Genspace and use your normal Genazzano username and password. Useful links: Select to see Sport announcements/forms and for the Calendar Gen At school and at home, use the Outlook Web Access link on Genspace to access Web Mail, this requires internet access to work so ensure you are connect to the network. GEN LMS (Genazzano Learning Management System) At school, select the LMS link on the Genspace homepage and enter your normal username and password At home, logon to Genspace and then LMS Alternatively you can enter into your web browser this will take you directly to GENLMS

4 Accessing Your Student User Drive At school, you have access to a network space where you can store your documents. This is available on any computer that can access the College network while on campus. To access your student drive select Computer or Documents (under the Windows button). You will see under and your username folder can be found in the folder name of the year you graduate from Genazzano TASK: Check that you can access Genspace, Outlook, GENLMS and your student drive go to the IT Helpdesk if you have any trouble accessing these Expectations Using is a great way to communicate with students and teachers. However, students need to be respectful and remember that requires different conventions than SMS. For example: Note: Address a teacher or staff member politely Use complete sentences! Say Thank you Instructions continued next page

5 Creating, adding recipients for and sending To create a new , select new To choose a recipient, select To and then find the name (select CC - Carbon Copy to select other names to send a copy of the to) To reply, select to reply to sender only; to reply to all names listed in To and CC (use Forward to pass on an you have received to another person) To send a file, select Insert and then choose the file from where it is saved Organising s Right click the Folder (at the top of the window) and create folders to organise your s, you can then click and drag s into a corresponding folder (ie. Sport, English etc.) TASK: Send an to your HR teacher, adding a picture as an attachment, and CC a classmate

6 Organising files and folders (windows7) Organising your work, photos and other files is important! Being organised makes it easy to both find what you are looking for and to back up your work. Getting Organised Windows makes it easy to get organised. Simply use Documents Library to store all your files: (Select then to see your Documents Library) Organising your schoolwork Select Documents and then to create folders 1. First, create a Folder for your current Year Level (e.g or Year 7) 2. Then, open that folder and create a folder for each subject. Whenever you create a new file, you can now save it under this folder. A folder set up for Year 7 could look like: TASK: Organise your classwork into Year and then Subject folders under Documents.

7 Backing up your work Backing up to a USB or portable HDD Right-click on the folder on your computer and select Copy (only if you re documents are stored here, as suggested in Organising Files and Folders above) Plug in your USB or portable HDD Select your USB or portable HDD under the tab (Or select Open... in the pop up box) Right-click this USB or portable device and select Paste Backing up to your User Drive Copy your folder as directed above and Paste into your User drive (classwork only not personal music or video files as these may take up too much network space) TASK: Back up your Documents to either your User drive, USB or portable HDD

8 Setting up an automatic backup to an external HDD You can set up an automatic back up in Windows that can be set to a regular date (weekly, monthly etc.) Select Windows button/control Panel/System and Security/Back up your computer (this option may pop up when you plug in portable HDD) 1. Select Let me choose to choose the folder you would like to back up. You will need to choose a portable HDD or USB to back up to 2. Select the specific folders/libraries you would like to back up only check the boxes where your work is stored (i.e. Documents) 3. Select Change schedule to set when the automatic back up will occur TASK: Set up an automatic back up to a USB or portable HDD (avoid User drive for automatic back up)

9 Using Cloud storage Drop box, Hotmail or Google Drive The cloud services describe below are relatively new ways of saving data. You need to have other backup strategies as well. A combination of Cloud and removable USB or external hard drive is a good combination. Drop box is a free cloud storage website that allows users to store data that is accessible from the web or any smartphone (once the Drop box app is downloaded). Folders can dragged and dropped into this space. They can also be shared with other users through an link. Storage begins with 2 GB but can be increased to 16 GB before payment is required. For more information, go to Do you have a Hotmail account? If so, you can use SkyDrive to store files (up to 7 GB) in your Hotmail account. Login to Hotmail and choose SkyDrive from the menu bar at the top. Unfortunately, folders can t be uploaded only individual files. For more information, go to Do you have a Gmail account? If so, you can use Google Drive to store files (up to 7 GB). Google Drive is Google s cloud storage service that is free for up to 5GB. It works much like Drop box but use the user s Gmail account. Consider this if you have a Gmail account. For more information, go to TASK: Sign up to Drop box or try backing up files to your Hotmail or Gmail account

10 Touch typing Are you interested in learning to type quicker and with greater accuracy? Here are a few websites that can teach you to touch type. 1. Typing Club (excellent, easy to use website that displays progress and accuracy; over 100 lessons that are unlocked as you progress) 2. BBC Schools Touch Typing (primary focused website displays correct finger placement with clear visuals; 12 levels increasing in difficulty) 3. Type online (explains finger placement with each key stroke; 10 levels to work through; speed test) TASK: Start working through the tutorials at the Typing Club

11 Using Word and hyperlinks Instead of opening a different Word file for every class or task, you can use one Word file for a whole subject or topic by using hyperlinks. Hyperlinks can: Link to an address Link to a webpage Link to another file stored on your computer or the network Link to a place within the document The easiest way to hyperlink to places within a document is to use headings and insert hyperlink. For example: 1. Open a new Word document. 2. Click Insert and Blank Page so there are two pages in total. 3. On page 1, type English Main Page at the top. Select/highlight this word and then click 4. On page 2, type Back to English Main Page. Select/highlight this phrase and then right-click and select hyperlink (or go to the Insert menu and click hyperlink): 5. Select Place in this Document 6. Select English Main Page 7. Click Ok. Now, you ll see that the text has turned blue. Hold the Ctrl key and left-click to use the hyperlink: TASK: Try the example above. Then, open two files from the same subject; copy and paste the text of one into the other; and create a hyperlink to switch between them. Click image (hyperlink) to learn more about Hyperlinks:

12 Using Microsoft OneNote What is OneNote? OneNote is basically the best of Microsoft Office put together. It is a way of taking notes, inserting files, videos, audio, tables, pictures, web links etc. and keeping it all in the one place. Best of all, it saves automatically and everything you put there is accessible with just a click of a button there is no need to open and close folders and files. Just click on the relevant tab. 1. Find OneNote by clicking the windows button and typing OneNote. 2. Click and drag the OneNote icon onto your desktop or launch bar to create a shortcut. 3. Open OneNote. Select open on my computer (note: if you have a Hotmail account, you can use SkyDrive to access your OneNote work from any device that has internet access including smartphones and tablets. You can easily sign up for Hotmail and SkyDrive. Choose save on the web if would like to choose this option. If you are unsure, you can always set up OneNote to save on your computer and change it afterwards in settings) 4. Have a look at the User Guide 5. Try it out! Create a new notebook (i.e. Year 10) under File/New and save it on My Computer (or on the web if you have SkyDrive) Click here to create a tab for each of your subjects Click New Page to add a new page for a topic. Use subpage to create subtopics. Click anywhere on the page to start typing. You can copy and paste from anywhere. Use Insert to insert any file/pic/video. Any Office file can be saved within OneNote (Insert/Attach file) TASK: Create a new notebook for this year (ie. Year 7) and then create a tab for each of your subjects. Add topics within each subject using the new page tab