Administrative Assistant / Secretary: Using Microsoft Windows

Operating Systems
An operating system is the underlying software that allows other programs—such as word processors, databases, and spreadsheets—to operate with similar menu choices, processes, and functions. The operating system, sometimes called the OS, is a set of rules that other programs must follow. The operating system serves as an intermediary, handling communications between your software and the computer’s hardware.
Microsoft Windows is the most widely used computer operating system. There are several alternative operating systems, including Apple OS for Macintosh, Unix, and Linux.

Because Microsoft Windows is by far the most commonly used operating system in business today, this guide discusses the features of Windows.

How Does Microsoft Windows Work?
As the operating system, Microsoft Windows provides instructions to the computer’s “brain” for how to access disk drives, how to print, and even how to add 2 + 2. Think of the operating system as the interface between you and the computer components. Tell the operating system what you want to do, and it completes the task—if it is told in the proper way.
Microsoft Windows has a graphical user interface (GUI). In simple terms, everything can be done with a point and click from a mouse. Graphics are used to create an understandable interface with the user. With Microsoft Windows, you can graphically see what you need to do and can accomplish it through the graphic interface. The secret is to know what you want to accomplish.
There are a variety of versions of Microsoft Windows available, depending on the age of your computer and how often your business upgrades its computers. The most recent versions include Windows 7, Windows 8, Windows 10, and the latest Windows 11.

Later versions allow for touchscreen operation on tablets as well as computers. 

The Windows Desktop
The Windows Desktop is the screen you see when you turn on your computer and Windows loads. As you use Windows, you will be rearranging, removing, and placing items on the Desktop, just like a real desktop. The Desktop includes a variety of features such as:

Sample Windows 7 desktop.



- Desktop icons like My Computer
- The Taskbar
- The Start button
The Taskbar occupies the bottom edge of the Desktop by default. It can be moved to the top or either side, or it can be made to disappear and reappear when you need it.

The Taskbar along the bottom contains the START button on the left and the time on the right. Open applications and folders are represented by buttons on the Taskbar at the bottom of the screen. These buttons come and go depending on which programs or folders you have open at any given time.

The Start Menu
The Start Menu is opened by clicking on the START button at the left-hand end of the Taskbar. As an operating system, Windows 7 presents an interface to you, the user. The job of the interface is to give you the means of commanding the computer to perform actions like launching programs, copying files, and activating a printer. Normally, once the operating system is started, you’re supposed to know what to do next. Of course, new users often do not know what to do next, so Windows 7 provides a clearly marked starting place, the START button.

The Start Menu.



As a beginner, you will use the Start Menu as home base for most operations you perform in Windows. Later, as you gain experience, you’ll be creating folders and icons and will have the option of not using the Start Menu as much. Be aware that like most things in Windows, the Start Menu may vary depending on certain programs and options that may be installed on your system. In addition, the Start Menu contains several options that have nothing to do with starting things. In fact, one command is Shut Down, the opposite of starting. Before we go any further, we’ll need to mention two possibilities that may occur at any time, even though they may seem out of sequence at this point: (1) the computer may be shut down; and (2) individual programs, said to be “frozen,” may be shut down.

Shutting Down Windows
One option on the Start Menu is Shut Down. Although there is nothing to stop you from just switching off the computer, doing so without choosing the Shut Down procedure may result in lost data and corrupted files.
When you choose Shut Down, the screen dims and a new menu appears that gives you several options. Here you can click the YES button to shut down, or you can make another selection first and then click YES. If you choose to shut down, Windows will spend a few moments closing files, and then will display a screen informing you that it is okay to turn off the power.

Closing a Frozen Program
If you have had any experience with personal computers, you will be familiar with the circumstance where the computer stops responding and becomes “frozen.” Should your computer become frozen, you can press the CTRL + ALT + DEL keys simultaneously. Then navigate to the Task Manager or Task List depending on which version of Windows you are using. When you do this, a list of tasks that are currently running will appear in a dialog box called Close Program. From this task list, you can do one of four things: (1) You can end the task (stop the program) that is causing the problem, perform a normal shutdown, reboot (i.e., restart) the computer immediately without a normal shutdown, or cancel and return to where you left off. (2) To end the task, you would make a guess at which program is causing the problem, select it from the list, and then click END TASK. (3) If this does not unfreeze the computer, you can try a normal shutdown by recalling the task list (by pressing CTRL + ALT + DEL again), then choosing SHUT DOWN. (4) If that doesn’t work, you can press CTRL + ALT + DEL while the task list is displayed to force a system reset. If nothing else works, press and hold the on/off button on the front of the computer for a few seconds to force a system shutdown.

Starting a Program
The next option on the Start Menu that we’ll look at is Programs. When the pointer is on Programs, a new menu appears to the right of the Start Menu.
As we’ll discuss in more detail later, the little arrowheads to the right of some of the options mean that another menu will appear when you point to that option. To start a program, you select it from the Programs Menu with your mouse and then click. The program will then load and appear on your screen.

Resizing a Window
If the program window occupies your entire screen with no part of the desktop background visible, it may be maximized. If your window is maximized, you’ll see three buttons in the upper right corner of the window.
If the center button looks like two small overlapping windows, your window is maximized. Each time you run a program, you’ll notice that a new button appears on the Taskbar at the bottom of the screen. The button is labeled with the program name. When the Taskbar becomes crowded, the buttons are automatically made smaller to accommodate more of them. When the buttons are too small to show the program name, you can point to a button and wait a second or two, and the complete caption will appear in a little pop-up box.
To resize a window, you drag its border. You can do this by moving the mouse pointer to the border. When you are in the correct spot, the pointer will change to a two-headed arrow pointing left and right. You can then click and drag the window to a new size.
You can reshape both dimensions of a window by dragging the lower right corner. Position the mouse pointer over the corner until you see a diagonal sizing pointer. Then click and drag the mouse to change the dimensions. Some windows cannot be sized beyond certain limits. While using Windows, you’ll frequently need to resize and move windows to arrange your desktop for efficiency.

Minimizing, Maximizing, Restoring, and Closing Windows
When you wish to get a window off the screen temporarily but have its program continue to run or its window instantly available, you can minimize it. To do this, you click the MINIMIZE button in the top right corner of the screen. When you do this, you’ll notice that the window appears to zip down to the Taskbar. Technically, the window is still “open,” so it appears on the Taskbar. To restore it, just click its button on the Taskbar.
If you need more space to work in an application window, you can maximize it to cover the entire screen. Just click the MAXIMIZE button in the top right corner of the window. If you maximize a window, the three buttons in the upper right corner of the window change. The MAXIMIZE button is replaced by a new button, called the RESTORE button. If you click the RESTORE button, the window returns it its original size.
When you wish to close a program or folder, you click the CLOSE button in the upper right corner of the window. It is the button that is marked with an X.

Using Scroll Bars
When the material inside a window won’t fit the current window size, scroll bars will automatically appear to allow you to move the view and reveal the rest of the space.
Within each scroll bar there is a scroll slider. At the ends of each scroll bar there are small arrow buttons. The length of the slider gives you some indication of the proportion of the whole that you are viewing. You use the scroll bars to move within the viewing space. To move a small increment at a time, you click on the arrow buttons at the ends of the scroll bars. You can also click and drag the slider up or down (or left or right on the horizontal scroll bar).
Using scroll bars is one of the basic techniques for using Windows 7. Scroll bars appear in windows, dialog boxes, and anywhere a screen display needs additional space for items.

Using Explorer to View Files and Folders
The program you use to manipulate files is called Explorer. You can start Explorer by clicking the START button, then point to the Programs, and then click ACCESSORIES. Windows Explorer is in the Accessories folder.
The window is divided into two panes. On the left is a tree diagram of disk drives and folders. On the right is a list of the files and folders contained within the selected folder in the tree.

Files and Folders
People talk about having information stored on their computers. The most common questions are: Where is the information stored, and how do you find it? Here are two definitions that you need to understand first.
1. File: A file is a document that has been created or an application that has been installed on the computer. Files are similar to piles of projects on your desk. They are the actual pieces with which you work.
2. Folder or Directory: A folder is a directory or the organizer for the files. Folders can be used to store all the pieces of a software package that are needed to run the software or to organize documents that are created. Folders organize files into logical groups. Folders can hold other folders. The first folder you come to is called the Directory, and the folders inside the first folder are the Subdirectories. The ultimate decision of how to organize a folder is up to you, since you will have to find and access files and folders for later use.

Windows Explorer.



Placing a File in a Folder   To place a file in a folder, you only need to drag and drop it. When you drag the file, be sure to point to the icon, not the name of the file. Dragging by the name will work, but sometimes you’ll try to drag a file that is already selected when you click it to drag it. If the file is already selected, clicking on the name switches to edit mode (so you can type a new name), and you can’t drag it then. If you always drag the icon, you will avoid this potential pitfall. When you drag to the target folder, that folder will become highlighted when you are pointing at the correct spot.
 

Deleting a File or Folder You use the same procedure to delete files and folders. When you delete a folder, all the files and other folders within it are also deleted. You can use one of three techniques to delete files or folders:
1. You can drag it to the Recycle Bin icon on your desktop.
2. You can open its context menu and click DELETE.
3. You can select it and press the DELETE key on your keyboard.

Windows Help
There are two types of help: the online help for Windows 7 itself, and the online help for the various applications running in Windows 7. Software manufacturers use the built-in facilities of Windows Help, so most applications have similar help features.

Below are some ways you can call for help. Because applications differ, not all these methods are always available.
When you access Windows Help, you’ll see three tabs along the top, labeled Contents, Index, and Find. Table 11-2 lists what they do. The most useful of these is the Index, since most often you know the topic you want help with.
 

Windows Help
 

Windows Help Features

Help from Applications   Applications have their own help systems. Usually, they use the same model as Windows 7, so they should look and behave in a familiar manner.
In many applications, pressing the F1 key while something is selected or while you are performing some function will give you help about the object or procedure. Since you often need help to start a procedure, you may find that selecting help from the menu and using the search feature will be the most often-used technique.
Pop-Up Help   Some applications have automatic pop-up reminders to help you remember the functions of the various on-screen buttons. If you hold your mouse pointer over any of the buttons on a program’s toolbar, a pop-up label appears, and a more detailed explanation is shown at the bottom of the window. Making the pointer remain still while pointing at an object is called hovering in some manuals. Many of the more recent Windows applications from different publishers use the pop-up help technique when you hover over a button.

Menus
Most applications and folder windows have menu bars. A menu bar is a list of menus. When you click the name of a menu, it drops down. This is called opening a menu or pulling down a menu. The most common menu choices include File, Edit, View, Tools, Window, and Help. In some menus, an arrowhead appears to the right of some of the listed options. This means that when you point to it, another menu will appear. Options that are followed by an ellipsis (three periods) will display a dialog box. Options with nothing after them will execute immediately.
Once a menu is opened, you can move to another menu with the mouse or with the left and right arrow keys. The same actions work vertically within each menu, so that you can point to an option with the mouse or use the up and down arrow keys to point to one.
You can close a menu without making a selection by clicking on the menu name again, clicking anywhere except on a menu option, or by pressing the ESCAPE key (on the keyboard) twice.
Sometimes menus can be used to make settings, and the settings can be indicated on the menu. If you decide not to display, say, the Toolbar, you can click that item. The menu will close, and the Toolbar will disappear. The next time you open the View Menu, the Toolbar item will not be checked off.
Using Pop-Up Context Menus   The right-hand mouse button is used often in Windows 7. Usually, it produces a pop-up menu that is sometimes called a context menu because it contains options appropriate for the specific object you are pointing to. Most applications also use context menus.
Sometimes when a context menu appears, several of the options are grayed out. Grayed-out items do not work, because they are not appropriate for your current situation.
Objects on the Windows Desktop have their own context menus. If you point to any of the icons on the desktop and right-click, a context menu appears.

Dialog Boxes
Often when you select an item from a menu, such as Print, a new small window will appear on the screen (Figure 11-4). These windows are called dialog boxes. Dialog boxes are used to adjust various settings. For example, with the Print dialog box, you can select the quality of the printing, the size of the paper, the number of copies, and so forth.
Within a dialog box you’ll often use what are called radio buttons. Radio buttons are round, and the selected one has a dot in it. Radio buttons are always in groups of two or more, and one of them is always selected. When you select another one, the previously selected one is deselected, just like when you punch a station button on a car radio.
Dialog boxes may also contain text entry boxes. When you click in one of these blanks, an insertion point (also called a cursor) will appear, indicating where the next character you type will appear. You can use this technique to edit the default value. (Be aware that, typically in a numeric entry space, you will not be allowed to enter non-numbers.)
To close a dialog box, you can choose one of the command buttons. Usually, you have a choice of OK and CANCEL. Choosing OK closes the dialog box and accepts your entries; CANCEL closes the dialog box but ignores any changes you made. If the dialog box also has a CLOSE button in the upper right corner, it has the same effect as the CANCEL button.

Saving Files
While working on a document, you’ll want to save it frequently to prevent loss of any of your work. The first time you save a new document, you’ll be prompted to give it a file name, and you’ll need to select a folder in which to save it.

The Print dialog box in Microsoft Word.


You can save by opening the File Menu and choosing SAVE or SAVE AS (Figure 11-5). In an application such as Microsoft Word, you can click the SAVE button on the Toolbar. The first time you save an unnamed document, the Save As dialog box appears. Thereafter, each time you click the SAVE button, the document is saved immediately (no dialog box appears) under the same name. Should you wish to save it with a new name, you can open the File Menu and choose SAVE AS.
The Save As dialog box is called a common dialog box because Microsoft provides it as a tool that can be utilized by anyone writing programs for the Windows 7 operating system. Most Microsoft programs and many applications from other companies use the common dialog boxes rather than design their own. This is a great advantage to users, since once they have learned the standard common dialog boxes, they will know how to perform the same function in many different programs.
The Save As and Open dialog boxes are very similar. They contain many of the features of the Explorer, including the ability to point to a drive and folder. In addition, the Save As and Open dialog boxes can be used for some file management tasks, such as deleting or renaming files and folders and creating new folders. While the basic function of the Open dialog box is to allow you to select or enter the name of the file you wish to open, the main function of the Save As dialog box is to allow you to choose where you wish to save a file and to give it a name of your choice.
The file is created on the disk. Once the file is saved the first time, you can continue to work on the document and save at intervals. When you click the SAVE button, the current version of the file will be saved immediately in the same folder and with the same file name, overwriting the previous version. This will happen without asking you for a file name.

The Save As dialog box in Microsoft Word.



Printing Files
You can print a document by clicking the File Menu and then clicking PRINT. Many programs also have a print button on a toolbar. Sometimes this button will cause the Print dialog box to open, but many times the toolbar button will make the document print one copy immediately to the currently selected printer without displaying the dialog box.
On the Print dialog box, you can choose which printer you wish to use, in case you have more than one (such as you might on a network). You can also choose what portion of the document you want to print and the number of copies. Though this is the common dialog box for printing in Windows, other applications will often use different, though similar, boxes. Usually, they will offer additional options.
Windows will also allow you to print by dragging and dropping a file icon onto a printer icon.

Finding a File
The Find program is a very useful tool, so we are going to cover it in some detail here. You can start it several ways, but the most convenient way is the F3 key. When you press F3 on the keyboard, the Find dialog box appears. When you command Find to locate a file, it will begin searching from the folder or drive shown in the Look In blank. If you specify a folder as the starting point for the search, Windows 7 will find it faster.
If you open a folder—either in Explorer or in its own window—then start Find with F3, that folder will be the Look In folder.
Here is an important note. The F3 key does not start Find unless the Desktop, Taskbar, a folder, or Explorer has the focus. In other words, if you are working in an application, that application’s window will have the focus, and the F3 key will perform whatever function is assigned to it by the application. If the application does not use the F3 key, nothing will happen when you press it. If you want to start Find while working in an application, be sure to click the Desktop or the Taskbar first. Some applications, such as the Microsoft Office Suite, have their own built-in Find-like features, so in actual practice, you will probably seldom use the Windows Find program while running an application.
Wildcard Searches   You can search for files by entering only part of the file name, or you can limit your search by using special symbols called wildcards. For example, you can find all files on drive C with “win” in the file name. A fairly long list of files should appear. The files can appear in several formats. The window containing the list of files acts exactly like a folder containing files or Windows Explorer. You can move and copy files, delete them, or work with them in the appropriate application. You can sort and reverse-sort the listed files by clicking on the column headers.
You can also use wildcards similar to those used in old DOS to search for files. Although your system may be set so that it does not show all the three-character extensions for the file names, they are still used, even with long file names. For instance, if you wish to display all the executable program files, you can use the wildcard *.exe. That tells Windows 7 to find all files, regardless of name, with the extension “exe”.
Date Searches   Each time you create a file, the date and time are saved with the name. When the file is modified, the date and time are updated. Sometimes you might need to find a file whose name you do not remember, but you know you modified it in the last two or three days. The first place to look would be the Documents option on the Start Menu, since it remembers the last fifteen files you modified. Failing that, you can have Find show you files in a certain date period.
 

Wildcards That Can Be Used with Find

Advanced Searches   You can find files and folders based on type, size, or even text contained in the file. When searching for text, you should be aware that such searches may take a while, so you should narrow the search as much as possible by specifying a specific folder, if possible, or other criteria such as date.

Shortcuts
Shortcuts are small files that “point” to other files, folders, and programs. When you open a shortcut, the object to which it points opens. This allows you to store objects in an appropriate place in the hierarchy of folders, but access them from another location, usually the Desktop or the Start Menu. So, for example, the Calculator program is stored in the Windows folder. It might just as easily be stored in some folder several layers deep. That might be the best place to keep it so that your computer is properly organized, but it makes it difficult to find when you want to use it. One solution to this problem is to place a shortcut to the Calculator program on the Desktop. You can place a shortcut in any folder.
The Desktop itself is actually a folder. The rule is that when you drag a program (application) object to a folder, such as the Desktop, the default action is to create a shortcut. However, when you drag a file or folder to a folder, the default action is to move (if the folder is on the same drive) or copy (if the folder is on a different drive). Since this can get confusing for many people, it is suggested that you always right-click objects, then pick the action you want from the Menu.
How to Use Shortcuts   You should use shortcuts almost all the time. You can rename them all you want without affecting the original, and you can place copies in as many folders as you want. Almost all objects on the Desktop are shortcuts. You rarely place an original program, file, or folder on the Desktop.

Deleting Files, Folders, and Shortcuts
You can delete files, folders, and shortcuts by selecting them, and then doing one of the following: (1) dragging them to the Recycle Bin icon, (2) pressing the DELETE key on your keyboard, or (3) opening the right-click Context Menu and choosing DELETE.
Recovering Deletions   If you wish to recover a file that you deleted, you can do so by just dragging it out of the Recycle Bin window (Table 11-4). The Recycle Bin can be set so that once the files in the Recycle folder occupy a certain percentage of space on the drive, the oldest files will be automatically deleted permanently. You can also manually permanently delete files from the Recycle folder by selecting them in the Recycle Bin window and deleting them again, using either the DELETE key or the Delete command from the Context Menu. You can also right-click the mouse on the Recycle Bin and click EMPTY RECYCLE MENU from the Context Menu.
 

What Happens When You Delete an Object

Control Panel
The Control Panel contains a group of utility programs that allows you to make adjustments to your computer, the Windows operating system, and the drivers for hardware devices. Certain icons are added to the Control Panel when you install programs and features in Windows.

The key functions for which you will use the Control Panel include:
- Changing your desktop background, color scheme, or screen resolution
- Setting the clock
- Installing a new printer
- Adding users to your computer
- Setting up security features
- Adding the computer to a network
- Backing up your computer’s data

Depending on which version of Windows your computer is running, there may be different icons and views for the Control Panel. 

The Control Panel in Microsoft Windows 7.



Date/Time   Your computer contains an internal clock and calendar. (You can make this same dialog box appear by right-clicking the clock on the Taskbar.) Date/Time allows the user to set the date and time on the computer’s clock. The computer clock is used to label files with the date and time they are created and modified.
Display or Personalization   Your screen can be customized through the Display icon. (In Windows 7, this is the Appearance and Personalization icon.) This dialog box can also be accessed by right-clicking on the Desktop and choosing Properties or Personalize.
The desktop background can be set to a color and pattern, or you can make it display a graphic file. A graphic file displayed on the background is called Wallpaper. The Background tab allows you to set a pattern or choose a graphic file for wallpaper. Wallpaper graphics can be small or can fill the entire screen. If they are small, Windows 7 gives you the option of repeating them to fill the entire screen. This is called Tiling. If you like, you can make your own wallpaper files in Windows Paint. Once you make the file, you just use the BROWSE button to tell Windows 7 the name and location of the file.
Besides setting the colors of the standard parts of the Windows 7 screen, you can set a number of other things, such as spacing of icons and the fonts used in title bars and menus. Once you have set your screen to the way you like it, you can just begin using Windows 7, and your settings will become the default. If you would like to change to other arrangements from time to time, you can save your settings as a Theme by giving it a name. Windows 7 has a group of preset themes, too.
Screen Saver   Another popular feature is the Screen Saver. This is a screen that appears after a preset time period of no activity. The original purpose of screen savers was to prevent static images from burning in and damaging the monitor’s screen. Modern monitors are rarely damaged by static images, but screen savers are a very popular way of personalizing computers, and most monitor manufacturers still recommend them.
Display Settings   The Display Settings is where you can change the resolution of your monitor and the number of colors displayed. Typical resolutions are 800 × 600 and 1,024 × 768. Higher resolution allows you to fit more on your screen; however, text and icons are smaller and harder to read.
Mouse Pointers   You can modify the settings of your mouse to make it comfortable for yourself. When you run the Mouse Utility, you will see four tabs on the dialog box. The first tab, Buttons, allows you to reverse the buttons. Left-handed users may prefer to have the buttons reversed. The left button takes on the actions of the right button, and vice versa. You can also set the double-click speed, and there is a little test area to check the different double-click settings.
You can choose different mouse pointers, including animated ones. You can also save your choices in a scheme, just as you can for the appearance options.
Printers   You may have one or more printer icons, each one representing a printer that is available to you, either connected to your computer or through a network. Though you will usually print while using an application, you can also drag a document file from the Explorer or a folder window and drop it on a printer icon. This will cause the document’s associated application to start and print the document.
In most cases, a print job is spooled first, which means the output from the application is sent to a temporary disk file, then to the printer. This allows large print jobs to be transferred to the spool file quickly, allowing you to go on working while the document is printed from the spooler. If you print several jobs in rapid succession, they will form a queue, waiting for the printer to become available. Or, if you are attached to a network, several other people may be printing on the same printer, and all the documents will form a queue.
The printer icon in the Control Panel allows you to view the queue. The window that appears is where the print queue would be shown. On networks, unless you are the system administrator, you cannot rearrange or cancel print jobs except your own.

Keyboard Shortcuts
There are a variety of keyboard shortcuts that allow you to perform common Windows 7 functions without using the mouse to click through the menus. Some shortcuts involve pressing more than one keyboard key at the same time. Table 11-5 shows a list of Windows 7 keyboard shortcuts.

Windows 8
Windows 8 offers two user interfaces and is a radical redesign compared to earlier versions of Windows. One interface, the Desktop, functions very similar to Windows 7 and earlier versions, while the new Modern User Interface, Modern UI, is designed for touch-enabled tablets, laptops, and PCs. You can easily switch back and forth between both interfaces depending on which environment you like and whether you are using a touchscreen device.

Microsoft Account
With Windows 8, you have the option of signing on as a local user or using your Microsoft account. With a Microsoft account, you can download and use apps from the Microsoft Store, sync your PC settings across different devices, and access Microsoft SkyDrive’s cloud storage service.
Microsoft accounts include a free email account, such as @hotmail.com, @live.com, or @outlook.com. If you already have one of these email accounts, you can use it to sign into Windows 8. Obtaining a Microsoft account is free, and you can sign up at www.live.com.

Start Screen
The Start Screen is the first place you arrive when you sign into Windows 8. It is a wide scrolling screen filled with colorful tiles for various built-in applications such as web browsing, news, sports, shopping, travel, and stocks. If you have Microsoft Office installed on your Windows 8 device, there will be tiles for your individual Office applications, such as Word, Excel, and PowerPoint.
The Start Screen is designed to be wider than your display, and therefore you must scroll sideways to see additional application tiles. You can click and drag the horizontal scrollbar at the bottom of the screen, or you can use a mouse wheel to scroll.
You can move the tiles around on the Start Screen and group certain ones together. To move a tile, just click and drag it to a new location on the Start Screen. You can remove a tile by right-mouse clicking on the tile, and then clicking UNPIN FROM START from the App Bar at the bottom of the screen.
 

Windows 7 Keyboard Shortcuts

Apps
The applications that are visible on the Start Screen are called apps. You can get additional apps (both free and paid) by clicking the Store tile. To launch an application from the Start Screen, just click once on the app tile.

Start Screen with App Bar Visible.



Every software application installed on your computer does not necessarily show up on the Start Screen as a tile. In order to see all the apps installed, right-mouse click the Start Screen, and click ALL APPS on the App Bar at the bottom of the screen. You’ll see icons for all installed apps.
If an app you often use is not already showing up as a tile on the Start Screen, you can add it. When viewing All Apps, if you right-mouse click the icon for an application, you can then click PIN TO START to add a tile to the Start Screen.

Desktop
The Desktop is a tile on the Start Screen that gives you access to the second Windows 8 interface. While this interface is similar to Windows 7 and earlier versions, there is no Start button or Start Menu. Instead, you use the File Explorer, which is available as an icon on the taskbar, to find and launch applications and access data files. You add shortcuts to the desktop just as you can with earlier versions of Windows.
Some applications do not install as tiles on the Start Screen, and instead will give you the option to install a shortcut on the Desktop. Some applications also come in two flavors, one for the Desktop and one for the Start Screen. For example, there are two versions of the web browser Internet Explorer installed with Windows 8: one version that runs from the Start Screen and another version that runs from the Desktop. Each version has slightly different features.

Charms Menu
There are several ways to navigate back to the Start Screen from the Desktop, and one of the easiest ways is to access and use the Charms Menu. The Charms Menu is a set of commonly used system commands that can be accessed from the right side of the screen. Swipe inward from the right edge of the screen when using a touchscreen device and the Charms Menu will appear. If you are using a mouse, move the mouse pointer to the upper or lower right corners of the screen.

Charms Menu in Windows 8.



The Charms Menu includes options for Search, Share, Start, Devices, and Settings. To access the Start Screen from the Desktop, just access the Charms Menu and click START.

Searching
Since there is no Start button or Start menu with Windows 8, the recommended way to find applications and data files is to use the search function. Just access the Charms Menu and then click SEARCH. You can filter your results by clicking Apps, Settings, or Files.
You can also search from the Start Screen by just typing your search criteria. The Search function will automatically appear and start showing you results as you type.

App Bars
The apps that run from the Start Screen typically do not have traditional menus or ribbon bars across the top of the application. Instead, these apps use App Bars that appear at the bottom or top of the screen to display functions and commands.
To access the App Bar, right-mouse click in an open space on the app or use the keyboard combination Windows Key + Z.

Recent Apps
To see recently used apps, swipe in from the left edge of the screen when using a touchscreen device, or when using a mouse, click the mouse in the upper or lower left corners of the screen. Images of each recently used app will appear along the left side of the screen. To access one of these apps, just click it.
There is also an image of the Start Screen in the list of recently used apps. This is another way to return to the Start Screen from the Desktop.

Closing an App
Applications that you run from the Desktop operate like traditional Windows applications. You can close them by clicking the red X in the top right corner of the screen. Start Screen apps do not have the same interface and do not have an Exit button. To close an open Start Screen app, just click and drag the apps toward the bottom of the screen.

Working with Two Apps on the Same Screen
If you need to work with more than one app at a time on the same monitor, Windows 8 has a feature that positions both apps side by side. Start by opening the first app, and then click the top of the app and drag it down. The app window will shrink, a vertical dividing bar appears, and you can drag the app to one side of the screen and release it there. You can then open a second app, and it will snap into the spare space on the screen. You can click and drag the vertical dividing line to show more of one app or the other.

Shutdown Windows 8
Windows 8 offers “Connected Standby” that allows your computer to go into sleep mode instead of being shut down. If you prefer to go ahead and power off your computer at the end of the workday, first bring up the CHARMS menu, select SETTINGS, click the POWER button, and then select SHUT DOWN. You can also press CTRL + ALT + DEL on your keyboard and then click the POWER button followed by SHUT DOWN.

Working with Contacts
The Start Screen has a built-in People app that keeps track of all your contacts. The People app can be set up to integrate with your email program as well as your Microsoft account, Facebook, Twitter, and LinkedIn. All of your email contacts from these sources will be automatically added to the People app.
To import your contacts from a particular account, while viewing the People app, access the CHARMS menu, click SETTINGS, click ACCOUNTS, and then click ADD AN ACCOUNT. Click the icon for the type of account, then enter the user ID and password. The People app will sync with the account and import your contacts.
You can scroll through your list of contacts by clicking the horizontal scrollbar, or you can search for a particular person by accessing the CHARMS menu, clicking SEARCH, and then typing the person’s name. You can use the asterisk as a wildcard when searching.
To view the details about a contact, just click the name. You can view his or her email account, and other information such as the address and details from his or her profile, if the contact was imported from a social media site such as LinkedIn.
To add a new contact, right-mouse click on the blank area of the People app, and from the App bar, click NEW CONTACT. You can then fill in the fields with information about the new contact. Click SAVE when you are finished.
Depending on your preference, you can sort your contacts by first or last name. To change the way your contacts are sorted, access the CHARMS menu, click SETTINGS, and then click OPTIONS. Click SORT MY CONTACTS BY LAST NAME to switch the sorting on or off.

Mail App in Windows 8.




Mail App
Windows 8 has a built-in email app on the Start Screen that can consolidate all of your email accounts into one place (Figure 11-9).
To add an email account, while viewing the Mail app, access the CHARMS menu, click SETTINGS, click ACCOUNTS, and then click ADD AN ACCOUNT. Click the icon for the type of account, then enter the user ID and password.
When you open the email account, you’ll see tiles on the bottom left of the screen for each of your email accounts. Click a tile to view mail for that account. You’ll see a list of messages to the right. Click a message to see the message displayed.
To create a new email message, click the + button. To delete a message, after selecting it, click the TRASH CAN button. To reply to a message, click the REPLY button.
Email Signature   To add an email signature to your account, when the Mail app is open, access the CHARMS MENU, click SETTINGS, and then ACCOUNTS. Select the account, then click the USE AN EMAIL SIGNATURE switch. Enter your email signature just below.
Email Formatting   The Mail app allows you to format your email messages with different font styles, sizes, and colors, as well as bold, italics, and underlined. Just right-click to show the App bar, then select the appropriate formatting button.
Email Priority   You can designate your email messages with low, normal, or high priority so the recipients will know how important your message is. After creating and writing a message, click the SHOW MORE link under the address fields, then select the priority from the drop-down list.

Screen Resolution in Windows 8.



Calendar App
Windows 8 includes a Calendar app on the Start Screen that allows you to keep track of your schedule. When you click a date on the calendar, you can create a new event. You can enter the date, time, duration, and location. You can also add a message.
To add reminders, set up repeat events, and to invite other people, click SHOW MORE on the New Event screen.

Connecting to a Projector or Second Monitor
If you need to connect your computer to a projector for a presentation or meeting, it is much easier with Windows 8 than it has been in the past. After connecting the projector to your computer, from the Start Screen, click DESKTOP. Then, right-click the desktop, and select SCREEN RESOLUTION. From the Screen Resolution window, click PROJECT TO A SECOND SCREEN (Figure 11-10).

File Explorer
File Explorer, the file management application that can be accessed from the taskbar on the Desktop, replaces the Windows Explorer available in earlier versions of Windows. Windows Explorer used a menu system, while File Explorer uses Ribbon bars similar to Microsoft Office. The Ribbon is minimized when you first open File Explorer. To show the Ribbon, click the down arrow next to the Help button in the top right-hand corner of the window.

File Explorer in Windows 8.



Quick Access Toolbar   Just above the Ribbon in File Explorer is the Quick Access Toolbar. This small toolbar includes shortcuts for undo, redo, delete, and rename. You can select which shortcuts you want to display on the Quick Access Toolbar by clicking the down-arrow button and then selecting your choices from the Customize Quick Access Toolbar menu.

Windows Defender
In previous versions of Windows, it was important to install a third-party antivirus program. Windows 8 comes with a basic level of protection with Windows Defender. It defends against viruses and spyware.
You may need to update Windows Defender from time to time. You can do this by accessing the Action Center. To do this, access the CHARMS menu, then click SEARCH, followed by SETTINGS. Then, type “Action Center.” When the icon for Action Center is displayed, click it to open it.
On the Action Center window, you’ll see an area for Security. Click the down-arrow next to Security to see if Windows Defender is on. If you need to update Windows Defender, you’ll see a notice that says “Windows defender is out of date.” Just click the UPDATE NOW button to download an update.

Windows Update
To keep your computer up to date, make sure Windows Update is set to automatically download and install updates. You can access Windows Update by bringing up the CHARMS menu, then click SEARCH, SETTINGS, and then start typing “Windows Update.” Click the icon for Windows Update. Click on any important updates and then click INSTALL.

Action Center in Windows 8.



Installing App Updates
You can install apps from the Windows Store that will appear as tiles on the Start Screen. The individual apps may need to be updated occasionally, and they do not update automatically with Windows Update. When updates are available, you will see a number in the bottom right corner of the Windows Store tile. To install updates, click the WINDOWS STORE tile, and then click the UPDATES link in the upper right corner of the screen. Finally, click the INSTALL button.

File History Backup
It is important to back up your files on a regular basis, and Windows 8 has a backup system called File History. You can configure File History to automatically back up your files to an external drive or network drive. If you need to retrieve a file that you backed up, you can restore an older version using File History.
To configure File History, access the CHARMS menu, click SEARCH, and SETTINGS. Then, start typing “File History.” Click the FILE HISTORY icon when it appears.
On the File History window, click SELECT DRIVE, and then choose an external or network drive, then click OK. Click TURN ON to begin the backup process. If you click ADVANCED SETTINGS, you can select how often the backup occurs.

File History in Windows 8.



If you need to restore a file, you can return to File History and click RESTORE PERSONAL FILES.

Task Master
If you are in the middle of something with Windows 8 and the computer locks, Windows 8 will try to automatically fix the problem. If that doesn’t work, you can manually close problem applications by using the Task Manager.
The easiest way to access the Task Manager is to press CTRL + SHIFT + ESC on your keyboard. Task Manager will load. You can then click the PROCESSES tab, find the problem app in the list, and click END TASK.

Recover, Refresh, and Resetting Windows 8
Windows 8 has several built-in tools to help you handle problems with your computer. You can create a system recovery drive in case your system crashes or your hard drive fails, you can refresh your Windows 8 installation, or you can reset your Windows 8 installation back to its factory-default settings.
Recovery   You can create a recovery DVD or a recovery flash drive that you can use if your Windows 8 system fails to startup. To create the recovery drive, first close all of your applications, then access the CHARMS menu, click SEARCH, click SETTINGS, and then start typing “recovery.” Click the CREATE A RECOVER DRIVE icon. Click YES and NEXT, and then connect a USB drive. You also have the option of creating a recovery DVD. When you are ready, click the CREATE button. When the recovery drive has been prepared, click FINISH. Label your recovery drive or disc and put it in a safe place.

Task Master in Windows 8.



Refresh   You can refresh your Windows 8 installation without losing your data. Apps that you’ve installed from the Windows Store on the Start Screen will be preserved, but any other applications installed from the web or discs will be deleted and will have to be reinstalled.
To refresh your Windows 8 installation, access the CHARMS menu, click SEARCH, Click SETTINGS, and then start typing “refresh.” Then click the REFRESH YOUR PC icon and follow the on-screen instructions.
Reset   When you switch computers or want to completely reinstall everything on your PC, you can reset it back to the factory-default settings. This process completely removes all your data and applications, so make sure you have backed everything up before you begin.
To reset your Windows 8 installation, access the CHARMS menu, click SEARCH, click SETTINGS, and then start typing “reset.” Click the icon for REMOVE EVERYTHING AND INSTALL WINDOWS and follow the on-screen instructions.
 

Windows 8 Keyboard Shortcuts