ICAITU005C Operate computer hardware

ICAITU005C
Operate computer hardware
Introduction
On completion of this unit, learners should be competent in determining, selecting and correctly operating basic computer hardware.
Learners should have the ability to:
1. Use appropriate office peripherals
2. Operate and maintain a range of hardware
3. Use a keyboard and equipment

Use appropriate office peripherals
What should I know?
Students should be able to
• identify the functions of office peripherals
• determine the requirements of tasks
• select appropriate hardware to perform a task
• use hardware to produce required outcome.
What does a computer do?
What is the role of software in a computer system?
What's in a computer system?
Exercise 1 - Explain the following specifications
Exercise 2 - Specify a machine suitable for video editing
How can I connect more equipment to my computer?
Exercise 3 - Computer ports
What equipment can I connect?
Exercise 4 - Select appropriate hardware
How do I connect equipment to my computer system?
Exercise 5 - Peripheral installation
How do I know what components and equipment are installed in a computer sytem using operating system tools?
Exercise 6 - Examine your computer system
How do I know what components and equipment are installed in a computer system using software?

What does a computer do?

A computer system is designed to accept INPUT from devices such as keyboards and mice.
It takes this information and will PROCESS the data.
The next step is to then present the OUTPUT of this processing in the required format to an output device such as a printer or monitor.
To complete these tasks, computer systems have:
• hardware - physical devices that make up the system
• software - programs designed to process the data
• data.

What is the role of software in a computer system?
There are three main types of software that a computer system uses:
• BIOS (Basic Input/Output System) which is stored on the system ROM (Read Only Memory)
• Operating System or OS
• Application software such as Microsoft Office
At Start up
1. BIOS tests essential hardware and performs routine tasks. This process is called the boot process.
2. BIOS passes control of the computer system to the operating system.
3. The operating system then performs more start up tasks.


During operation
1. The user interacts with both the operating system and the application software.
2. For the user or the application software to access a piece of hardware such as a printer, the request is passed through either the BIOS or software called device drivers. Devices such as memory and floppy drives are controlled by BIOS. Devices such as printers and graphics cards will use a device driver.


What's in a computer system?
Read an explanation of each component and an example specification of each component.

Desktop
Processor Intel® Pentium® 4 with HT Technology 2.8GHz CPU

Operating system Microsoft® Windows® XP Home Edition Operating system

Memory 512MB DDR-SDRAM Memory

Hard drive 80GB Hard Drive 7200 Storage drives

Monitor 17" Flat Panel Monitor (17.0"v.i.s.) Video

Optical device CD-RW Combo Drive 48x 24x Optical devices

Video card 128MB DDR nVidia® GeForce® FX 5200 Video

Sound card Sound Blaster® Live!TM 5.1 Sound Card Sound

Speaker PC Stereo Speakers Sound

Keyboard Keyboard Keyboard

Mouse Mouse Mouse

Complete the following two exercises. Students should be able to select appropriate hardware for computer systems and write specifications.
Australian PC World has buying guides for most computer components and peripherals, if you would like to view more detailed information.

Exercise 1 - Explain the following specifications
You are working for a small company that is looking to upgrade their computer systems and the following cryptic quote has been received. Rewrite the quote so that the company's accountant can better understand what equipment is being offered.
P4 2.8Ghz, 512 MB DDR-SDRAM, 40GB 7200 HDD, 52x CD-ROM, 17" LCD,
integrated sound, video and network with WinXP Pro $1500
Suggested answers - Exercise 1
Exercise 1 - Suggested answer
You are working for a small company that is looking to upgrade their computer systems and the following cryptic quote has been received. Rewrite the quote so that the company's accountant can better understand what equipment is being offered.
P4 2.8Ghz, 512 MB DDR-SDRAM, 40GB 7200 HDD, 52x CD-ROM, 17" LCD, integrated sound, video and network with WinXP Pro $1500
Suggested answer:
The computer that we are quoting on has the following specifications:
Specification
CPU Intel Pentium 4 speed 2.8Ghz
Memory 512 MB DDR-SDRAM
Hard Drive 40 GB rotational speed 7200 rpm
CD speed 52x, read only
Monitor 17" flat panel LCD
Sound, Video, Network interface integrated on the motherboard
Operating system Microsoft Windows XP Professional
Also included in the system are: floppy drive, mouse and keyboard.

Exercise 2 - Specify a machine suitable for video editing
The company accountant is also interested in purchasing a computer for home use and wants to be able to edit videos made from the new video camera that they have just bought.
• Is the quoted system suitable for this use?
• What specifications would you suggest to the accountant to suit this purpose?
Suggested answers - Exercise 2
Exercise 2 - Suggested answer
The computer system that was quoted is suitable for use for general computing such as word processing and web surfing but would not be recommended to use with video editing.
To meet the accountant’s requirements I would make the following recommendations:
Original Specification Proposed Specification
CPU Intel Pentium 4 speed 2.8Ghz Intel Pentium 4 speed 2.8Ghz minimum
Memory 512 MB DDR-SDRAM 1 GB DDR-SDRAM
Hard Drive 40 GB 7200 100 GB minimum 7200 rpm
Video and audio files require a lot of hard drive space.
You can store 4.5 minutes of raw, or uncompressed video per GB of hard drive space.
A 60 minute move requires about 14GB.
CD speed 52x, read only A CD-W is needed to record a CD.
Depending on the budget you could upgrade to:
DVD-R: to be able to play DVDs.
DVD burner: to be able to record DVDs.
I would recommend a DVD burner.
Monitor 17" flat panel 17" flat panel
Sound, Video, Network interface integrated on the motherboard For the video editing, I would not recommend the use of integrated sound and video. Video: AGP card with minimum 64MB memory.
Network interface: integrated.
Camera Interface None Firewire (1394) interface card (if required by camera)
Operating system Microsoft Windows XP Professional Microsoft Windows XP Professional

How can I connect more equipment to my computer?
Most of the peripheral devices that you can connect to your computer system are connected externally through different ports.

Ports are identified by:
• their shape
• number of pins
• and whether male or female (in the descriptions below, the connectors are as ON the computer system)
Place mouse over images to see what equipment connects to these ports
Picture Description

Serial port
• DB connector
• can be 9 or 25 pin male
• usually two on a computer system labelled COM1 and COM2
• only one device per port

Parallel port
• DB connector
• 25 pin female
• usually one on a computer system labelled LPT1
only one device per port, but devices can be daisy chained (only one can be used at a time)


PS/2 port
• 6 pin mini DIN connector
• usually two on a computer system
• typically 2 or 4 ports on PC
hot swappable (devices can be attached while the computer is powered)
can connect up to 127 devices
• can supply power to devices
• two varieties of USB
1. USB 1.1 - 12 Mbit/sec
2. USB 2.0 - 480 Mbit/sec

IEE1394 high performance serial bus (commonly known as Firewire)
• typically requires the installation of an internal adapter card for a desktop computer system
• Hht swappable
can connect up to 63 devices
• high data transfer rates of 400Mbps (in 1394a) and 800Mbps (in 1394b).


Exercise 3 - Computer ports
Students should be able to select the most appropriate hardware for the task. To do this students should be able to identify the ports that are used to connect computer peripherals.
Complete the following table.

Question Number Question Answer
1. Give a brief definition of the term computer port.
2. Name two devices that might use a USB connection.
3. Your company is looking to purchase a new modem. Would you recommend that they purchase a modem with a serial or USB connection?
4. What features of the IEE1394 (Firewire) port make it suitable for use with video recorders?
5. Your desktop computer system has two USB ports, but you have four USB devices - printer, modem, web camera and keyboard. What would you recommend?


Exercise 3 - Suggested answers
Question number Question Suggested answer
1. Give a brief definition of the term computer port. A physical connector usually on the back of the computer that allows a cable from a peripheral device such as a printer to connect to the computer system.
2. Name two devices that might use a USB connection. • keyboard
• mouse
• modem
• scanner
• printer
• digital cameras
3. Your company is looking to purchase a new modem. Would you recommend that they purchase a modem with a serial or USB connection? You would recommend the USB connection as it is the latest. (Some new computer systems do not even have a serial port.)
4. What features of the IEE1394 (Firewire) port make it suitable for use with video recorders? • Hot swappable
• High data transfer rates of 400Mbps (in 1394a) and 800Mbps (in 1394b).
5. Your desktop computer system has two USB ports, but you have four USB devices - printer, modem, web camera and keyboard. What would you recommend? As USB devices are hot swappable, you unplug and plug devices as required. A better solution would be to purchase a USB hub to allow all devices to be connected at the same time.
What equipment can I connect?
There is a wide variety of peripheral devices that can be connected to a computer system. Broadly, they fit into one of the following three categories.
Input devices

• keyboard
• mouse
• scanner
• digital camera
• microphone

Output devices

• monitor
• printer
• modem (a modem is really both an input and output device)
• speakers

Storage devices

• USB memory sticks
• Large capacity disk drives such as zip drives
Exercise 4 - Select appropriate hardware
Students should be able to select the most appropriate hardware for the task.
Suggest the most appropriate peripheral device that will be suitable for the given task.
Task Suitable peripheral
Connect to the Internet
Capture digital images
Store large amounts of data in a portable format
Capture an audio signal
Convert an image on paper to a digital image
Exercise 4 - Suggested answers
Suggest the most appropriate peripheral device for the given task.
Task Suitable peripheral
Connect to the Internet. modem
Capture digital images. digital camera
Store large amounts of data in a portable format. USB memory stick or large capacity disk drive such as a Zip drive
Capture an audio signal. microphone
Convert an image on paper to a digital image. scanner
How do I connect equipment to my computer system?
ICAITS014B
Connect hardware peripherals
Glossary
Other Resources
Sample Class Activities
Sample Projects
Overview
In general Hardware Peripherals can be classified in either internal/external or input/output/storage. Input devices relate to equipment that allows us to put data into the computer system for processing. After the data has been processed there is an output. This is a classical “input-process-output (IPO)” viewpoint about computers. However, the data may be stored, either prior or subsequent to processing, in a storage device. Of course there are devices, especially multi-function, that blur the distinction between these generalised areas of hardware peripherals.
CDROM
Compact Disk Read Only Memory – An optical 120mm diameter disk with 650megabytes capacity. It is used to store text, graphics, sound and video. The digital data is recorded in a spiral from the centre to the outermost edge
CMOS
Complimentary Metal-Oxide Semi-conductor: A low power using memory chip in personal computers the holds time, date and other critical system startup information
DMA
Direct Memory Access: A method of allowing the peripherals to bypass the processor and send blocks of data to a secured memory location. This can speed up data transfer operations enormously.
driver
Operating systems and applications use a general system call to operate hardware devices. The driver is a software routine that translates it into the specific instructions needed to control the hardware device.
DVD
Digital Versatile Disc: 120mm optical disc with a capacity of 4.7 gigabytes. Expected to replace CDROM.
Firewire
A fast (up to 50megabyes per second) serial bus with support for 63 hot swap, plug and play devices. Has the potential to replace serial, parallel, IDE and SCSI Hard disk type interfaces.
IRQ
Interrupt Request: Hardware devices can gain some processor attention by sending a signal via the interrupt request line. Early devices required some knowledge of interrupts to avoid conflicts. Plug and Play now handles the setup of a new device’s communication channels with the rest of the system including the IRQ.
PS/2
A 6 pin mini DIN socket on most computers used for the mouse and keyboard.
RS232
Recommended Standard 232C: now ratified as the EIA-232 standard, which is used by all dial-up modems. The serial port may be either 25pin or 9pin D shell.
USB
Universal Serial Bus: An external peripheral interface with a 12Mb transfer rate. It supports up to 127 hot swappable, plug and play devices. It is expected to replace the standard serial and parallel ports
Other resources
• whatis.techtarget.com/ - General purpose site for Information Technology related definitions
• www.webopedia.com/ - General purpose site for Information Technology related definitions
• peripherals.about.com/cs/findingdrivers/ - A site for software drivers targeted to peripherals devices
• www.windrivers.com/ - A site for Microsoft Windows related software drivers
• www.drdriver.com/ - A site for device drivers

Sample class activities
Activity 1
In the examples of peripherals below see if you can determine the industry sector (office, home, manufacturing, retail) that the peripherals may characteristically be used in:
Input: Keyboard, mouse, joystick, microphone, trackball, graphics tablet, glidepad, network interface card, barcode reader, scanner, touch screen, sensor, digital camera
Output: Speakers, monitor, printer, network interface card, force feedback device (mouse, headphones, steering wheel, chair, vest, joystick), actuator.
Storage: Floppy disk drive, hard disk drive, optical based disks (CD, DVD etc..), flash cards, memory stick.

Activity 2
Match the port with the description
The Port Match Choice Description

1 Monitor

2 Power in

3 RJ45

4 Voltage selector switch

5 Microphone / speakers

6 Bayonet Network Connector

7 PS/2 Mouse

8 Universal Serial Bus

9 “Firewire” IEEE1394

10 Joystick / MIDI

Activity 3
• Name the following mainboard expansion slots, their speed in megahertz and how many data bits per clock cycle they transfer.
Name Speed Data bits
PCI
AGP
ISA
•
• Describe the OH&S precautions you would undertake while working inside a computer
• How many bytes are there in 2 Kilobytes (2K)?
• There are three (3) connectors on a 34 pin ribbon cable with a twist in the cable between the 2nd and 3rd connectors. At which connector would you put floppy B and floppy A.
• Demonstrate how you would enter the CMOS and adjust the computer for the use of a Plug and Play operating system
• Demonstrate how you would reserve IRQ 5 for a legacy Sound Blaster 16 audio card in the CMOS.
• Demonstrate how you would set the Cylinders Heads and Sectors for a non-standard hard disk drive within the CMOS.
• Show how you would alter the IRQ, DMA and I/O port settings of hardware devices within Windows
• How would you find pin1 of an internal hard or floppy disk ribbon cable?
• On an older style AT power supply there are two (2) flat four (4) socket connectors that plug into the mainboard. How could you tell which way they should be orientated?
• If you were installing two (2) hard drives onto the same IDE ribbon cable how would you ensure that they would work together.

Sample projects
1. Your friend has decided to buy a computer and a salesperson has faxed them a quote. The computer on the fax was described as: PIII 800EB CPU, 128MB PC-133 SDRAM, 30GB HDD, 1.44FDD, 17” NI XGA monitor, 48x CDROM, 32MB 3D AGP graphics card, 12mths RTB warranty. $1895 incl GST Your friend has asked you to explain each of the abbreviations.
2. Create an installation manual targeted to the advanced user for a new graphics card. Use the following as a general guideline.
o Determine the client’s requirements.
o Confirm the minimum specifications required for new device
o Obtain the latest drivers and applications software from the manufacturers web site
o Backup, as a minimum, the critical system files
o Uninstall previous device or reset the device to a compatible state
o Set any jumpers/switches/terminators as per the peripheral documentation
o Physically install new device
o Restart computer and install the drivers and software supplied with the device. Operationally test the device
o Apply the latest driver from the web site.
o Operationally test the device again
o Register the product
o Update the asset inventory
o Review the hardware and software maintenance procedures
o Train any users.
o Confirm with the client that their requirements have been met.

Once you have determined that you require a peripheral device for a computer system, you would need to complete the following tasks:
1. Identify the requirements for the peripheral, select the peripheral and make sure that your computer system meets any minimum system requirements.
Compare product features from a range of manufacturers and compare prices from several suppliers.
1. Document your purchase recording details such as purchase date, supplier serial number, warranty details and any software received.
2. READ THE MANUAL.
3. In general, you would connect the peripheral to your computer system using the correct port and the install device drivers and any additional software. Some USB devices require that the software is installed before the device is connected.
4. Test your device.
Exercise 5 - Peripheral installation
You have just purchased a new printer.
1. Give three possible sources that you could use to find the appropriate device driver.
2. The printer is "plug and play". Explain what this means.
Suggested answers - Exercise 5
Exercise 5 - Suggested answers
You have just purchased a new printer.
1. Give three possible sources that you could use to find the appropriate device driver.
2. The printer is "plug and play". Explain what this means.
1. Three possible sources are:
• the installation CD that comes with the printer
• the manufacturer's web site (this would ensure that you are using the latest driver)
• your operating system.
2. "Plug and play" devices are devices that will work together with the operating system to automatically configure themselves. The BIOS must also support "plug and play"
How do I know what components and equipment are installed in a computer system using operating system tools?
The following screen shots have been taken on a computer using Microsoft Windows XP as the operating system. The instructions and screen shots may be slightly different depending on your operating system.
CPU, memory, operating system
• Right click My Computer and select Properties from the drop down menu.

This shows:
• the CPU is an Intel(R) Pentium(R) 2.4 Ghz
• there is 512MB of RAM
• the operating system is Windows XP Professional.
Storage capacity
• At start select My Computer.
• Right click the drive you want to find information on.
• Select Properties and a screen similar to the following will appear.

• This shows the drive has a total capacity of 29.2 GB of which 11.1 GB has been used.
Installed devices
(You may need to vary these steps for other operating systems. Use Help to find the Device Manager)
• In Windows XP, at start select Control Panel, then double click System.
• Select the Hardware tab and then double click the Device Manager button.

Device Manager lists all the hardware devices installed on your computer.
Also if a device has a problem a symbol also appears to indicate the type of problem:
• A black exclamation point (!) on a yellow field indicates the device is in a problem state.
• A red "X" indicates a disabled device. A disabled device is a device that is physically present in the computer, but does not have a driver loaded. Look at the Network adapter symbol for an example.
• A blue "i" on a white field on a device resource in Computer properties indicates that the Use Automatic Settings feature is not selected for the device and that the resource was manually selected.

Exercise 6 - Examine your computer system
To install a new peripheral device or a new software application, it is important that you know what components are installed in your computer system. Then you can decide if your system meets the minimum system requirements.
Print a copy of the following table. Use the operating system tools described in How do I know what components and equipment are installed in a computer system using operating system tools? to complete the table for the computer system that you are currently using.
Component Description
Operating system
Memory
CPU
Storage capacity
C:
D:
Installed devices
Display adapter
DVD/CD-Rom drive
Modem
Printer
Do any installed devices have a problem?
If so, describe the problem
Suggested answers - Exercise 6
Device driver
A device driver is a program that controls a device such as a printer or graphics card.
Many drivers, such as the keyboard driver, come with the operating system. For other devices, you may need to load a new driver when you connect the device to your computer.
A driver acts like a translator between the device and programs that use the device. Each device has its own set of specialised commands that only its driver knows. In contrast, most programs access devices by using generic commands. The driver, therefore, accepts generic commands from a program and then translates them into specialized commands for the device.

How do I know what components and equipment are installed in a computer system using software?
If you require more detailed information about the installed hardware on your computer system, you will need to use software known as a diagnostic utility. These programs are designed to report extensively on the installed hardware and also can incorporate additional features such as hardware testing.
There are a great number of utilities available. Some of the commonly used are shown below.
Norton Systemworks
One of the most common utilities was Norton Utilities. This is now available as part of Symantec’s Norton SystemWorks™ 2004.

SiSoft Sandra
SiSoftware Sandra (the System ANalyser, Diagnostic and Reporting Assistant) is an information and diagnostic utility. It should provide most of the information software and other devices, whether hardware or software.
You can download Sandra Standard free for personal/educational use. Go to the download page. sample screen shot

Microscope 2000
Micro-Scope diagnostic software is a collection of PC diagnostics routines, benchmarking and other tools for troubleshooting PC computer hardware.
Belarc Advisor
The Belarc Advisor builds a detailed profile of your installed software and hardware, including Microsoft Hotfixes, and displays the results in your web browser.
The license associated with the Belarc Advisor product allows for free personal use only.

Operate and maintain a range of hardware
What should I know?
Students should be able to:
• operate a range of hardware equipment to complete routine tasks
• determine required hardware consumables and replace.
Exercise 1 - How do I format a floppy disc?
What consumables does a printer need?
Exercise 2 - Researching printer cartridges
Exercise 3 - What other consumables will I need for my computer system?
What happens when I send a print job to the printer?
Exercise 4 - Printer settings
How do I use a networked printer?
Exercise 5 - Using a networked printer
Exercise 1 - How do I format a floppy disc?
Students should be able to format a floppy disk using different switches or options.
Formatting a disk prepares the disk for reading and writing.
Information on a disk is laid down on tracks, which are divided into sectors. Floppy disks have two sides. Each side has 40 tracks with nine sectors per track.
When you format a disk, the operating system erases all bookkeeping information on the disk, tests the disk to make sure all sectors are reliable, marks bad sectors (that is, those that are scratched), and creates internal address tables that it later uses to locate information.
If you are deleting all files to reuse the floppy disk, formatting the disk is a better option, as a full format will delete all files and also check the disk. New floppy disks are pre-formatted.
For this exercise you will need a blank floppy disk inserted into A: drive.
Part 1 - Using the GUI tools
The following screen shots have been taken on a computer using Microsoft Windows XP as the operating system.
The instructions and screen shots may be slightly different depending on your operating system.
• Double click My Computer on your desktop.
• Right click the 3 1/2" Floppy (A:).
• Select Format from the drop down menu. The window shown to the right appears.
To get information about any option double click the question mark and drag it to an option.
Use the Help to answer the following questions.
What is the difference between a quick format and a normal format?
What is the purpose of the volume label?
What is the purpose of an MS-DOS start up disk?
Suggested answers - Exercise 1- GUI

Exercise 1 - Suggested answers
Part 1 - Using the GUI tools
What is the difference between a quick format and a normal format?

What is the purpose of the volume label?

What is the purpose of an MS-DOS startup disk?
The MS-DOS startup disk allows the system to boot into an MS-DOS prompt. The disk contains no additional tools.




Part 2 - Using the command prompt
At Start select All Programs and then Accessories. Select Command Prompt.
At the prompt, type format /?. This displays all the switches that can be used with the format command.

What consumables does a printer need?
Consumable items are items that need to be replaced during the operating life of a printer.
Paper
Printers can accept a variety of media, such as paper, labels and transparencies. Common paper sizes are:
• A4 - the most common paper size in Australia for printing documents (210 x 297 mm)
• Letter - the most common paper size in the USA (215 x 297)
• Legal - 215 x 355 mm
It is important to check your printer settings because printer software will often use the letter paper size as a default, rather than A4.
All stocks of printer media should be stored in accordance with the manufacturer's recommendations, particularly with respect to temperature and humidity.
Toner cartridges
Laser printers have a toner cartridge that will need replacing. Typically the printer will issue a warning that the cartridge needs replacing. If faded or light areas appear on a printed page, this is also an indication that the toner needs replacing.
Before replacing the printer cartridge, you can remove the toner cartridge from the printer and shake it gently from side to side to redistribute the toner. Print a test page to see if the printing quality has improved.
Operating the printer on low toner levels is to be avoided as the printer drum can be damaged.
Do not remove the toner cartridge from its package until you are ready to use it. An unopened cartridge has a shelf life of two to three years, but opened, the shelf life is six months.
To replace a toner cartridge refer to the user manual for your particular printer.
In general, the steps are as follows:
Turn off the printer at the power outlet.
Open the printer door and remove the old printer cartridge.
Remove the toner cartridge from the packaging and gently shake.
Most cartridges have a plastic tab that seals the cartridge for storage.
Pull the tab until the tab and tape are removed.
Insert the toner into the printer and close the door.
Print a test page.
What do I do with the used cartridges?
Some manufacturers have cartridge return programs where you can return your empty cartridges for recycling. Alternatively Planet Ark has introduced a program called Cartridges 4 Planet Ark to facilitate the recycling of cartridges.
Inkjet Printers
Inkjet printers have one or more inkjet cartridges that will need to be replaced. Typically you will need to replace the cartridges when the quality of a print is poor. Some printers will also give a visual indication of the levels of ink remaining in the cartridge.
Typically an inkjet printer will have four cartridges: black and three for colour printing.
To replace an inkjet cartridge refer to the user manual for your particular printer.
In general, the steps are as follows:
Leave the printer on.
Open the printer cover and the cartridge moves to the centre.
Remove the existing cartridge.
Remove the protective tape from the new cartridge.
Install the cartridge.
Some printers will then lead you through a series of steps to ensure that the print heads are aligned.
Print a test page.


Exercise 2 - Researching printer cartridges
Students need to be able to determine required hardware consumables and replace them.
Your company uses the following printer:
• Hewlett Packard (HP) monochrome laser printer model HP LASERJET 4050N for general document printing.
You have looked at your User Manual for the printer and have found you need to use the following replacement cartridge:
• HP LASERJET 4050N - Part No. C4127X.
As your company has ten of these printers, you decide to research the cost of the cartridges.
Compare prices of at least two on the following sites for the cost of the cartridge.
Approximately how many pages will this cartridge print?
Paw products
ISWH (Software Warehouse)
Harris Technologies
Suggested answers - Exercise 2

Exercise 2 - Suggested answers
Your company uses the following printer:
• Hewlett Packard (HP) monochrome laser printer model HP LASERJET 4050N for general document printing.
You have looked at your user manual for the printer and have found you need to use the following replacement cartridge:
• HP LASERJET 4050N - Part No. C4127X.
As your company has ten of these printers, you decide to research the cost of the cartridges.
1. Compare prices of at least two on the following sites for the cost of the cartridge.
At the time of writing (May 2004), prices were from about $160.00 to $220.00.
2. Approximately how many pages will this cartridge print?
10 000 pages.
Exercise 3 - What other consumable items will I need for my computer system?
In the section above you have looked at the consumables required for printers. Other devices will also require consumables.
List four other consumables that you may require for your computer system.
Suggested answers - Exercise 3
Exercise 3 - Suggested answers
In the section above you have looked at the consumables required for printers. Other devices will also require consumables.
List four other consumables that you may require for your computer system.
Item no Component Consumable required
1 floppy drive floppy disks, usually purchased in packs of 10
2 CD writer recordable CDs to suit
3 back up tape drive tape back up media to suit
4 various Cleaning products are available for general computer system cleaning, monitors, floppy drives and CD drives.





What happens when I send a print job to the printer?
Step 1 - When the user asks the application to print a document, it sends the document to the operating system so that the application can be released from the printing process as soon as possible.
Step 2 - The operating system places the job in a print queue where print jobs can accumulate. Print jobs are then set to the printer for printing.
This process of queue printing is called spooling.
If your computer system has only one printer installed, it will be the default printer. If there is more than one printer installed, one printer will need to be set as the default printer which is denoted by a white tick in a black circle.
When the user goes to print from an application, the default printer will be the first option.
Exercise 4 - Printer settings
Students should be able to use a variety of printer settings.
Different printers will have different settings that can be changed. You will need to refer to the user manual for your specific printer. The following screen shot was taken using an Epsom Stylus C43 printer.
Questions:
1. Describe the difference between portrait and landscape orientation.
2. What settings would need to be changed if the user wanted to print photos?
3. If you have a printer installed on your computer system, look at the printer properties. (Right click on the printer and then select Properties from the drop down menu.) What are some other properties that can be set for your printer?
Suggested answers - Exercise 4

Exercise 4 - Suggested answers
1. Describe the difference between portrait and landscape orientation.
Portrait is the more usual orientation and will print the page vertically. Landscape will print the page horizontally.
2. What settings would need to be changed if the user wanted to print photos?
You would need to change the quality type to Photo and change the Paper Options type to the correct type of photo paper.
3. If you have a printer installed on your computer system, look at the printer properties. (Right click on the printer and then select Properties from the drop down menu.) What are some other properties that can be set for your printer?
There are many properties that can be set. Some include:
o port connected to
o spooling options
o whether the printer is shared over the network
How do I use a networked printer?
You will find more information about networks and network printing at ICAITS121A - Administer network peripherals . This is an ELECTIVE module.

Computer peripherals are too expensive for companies to provide to each computer. Most companies will have their computers connected together in a computer network that allows users to share the peripheral devices such as printers and also to share data and files.
STAND ALONE SYSTEM NETWORKED SYSTEM


HUB - hardware device used to connect network cabling and PCs.
Server - A computer that manages network resources.
A computer network has many advantages over a stand-alone computer system:
• Peripherals can be shared.
• Files and data can be shared.
• Administration of users and file security can be centralised.
• Back up of important data can be centralised.
A server used to share files is known as a file server.
When computers are networked, it will be the function of one or more people to act as a system administrator. Some functions that a system administrator is responsible for are:
• creating user accounts
• allowing user access to resources such as printers and files
• installing system-wide software.
The system administrator will allocate to each user a username (eg FSmith) and a password. Depending on company policy, usually the user will be prompted the first time that they log in to the network to change their password.
Typically users are organised into groups to simplify the administration of the network. For example, in a school teachers and students would be placed into different groups because they will have different levels of access to the resources.
The system administrator can assign different levels of security to users.
For files, typical settings for file security are given below. The exact level of access will depend on what operating system is being used:
• none
• modify
• read and execute
• view folder contents
• write to the file or folder
• read-only access
What is a printer pool?
For companies with a high volume of printing, setting up a printer pool is a good idea. A printer pool has two or more identical printers with one set of printer software.
When a document is sent to the printer pool, the first available printer receives and prints it. This configuration maximizes print device use while minimizing the time users wait for documents.
Another advantage of a printer pool is that if one printer is malfunctioning, for example it has a paper jam, the user can still print, as the print job will go to the next printer in the pool.
The user sees the printer pool as a single printer.
Exercise 5 - Using a networked printer
In a business environment printers are often networked. Students need to be able to operate a networked printer to complete routine tasks.
Complete the following table.
Question Answer
1. What are two advantages of using a networked printer?
2. To be able to use a networked printer, users must have access to networked resources. How does a user gain this access?
3. Apart from printers, what resources are commonly shared on a network?
4. The printers in a printer pool must be different. True / False?
5. A company has four printers connected in a printer pool. How does the user see the four printers when they go to print a document?
Suggested answers - Exercise 5
Exercise 5 - Suggested answers
1. What are two advantages of using a networked printer?
o Allows an expensive resource to be shared between users.
o Allows central administration of the resource.
2. To be able to use a networked printer, users must have access to networked resources. How does a user gain this access?
The system administrator will assign:
o Username
o Password.
3. Apart from printers, what resources are commonly shared on a network?
o Files and data.
4. The printers in a printer pool must be different. True / False?
o False:
printers in a printer pool must be the same or use the same printer driver.
5. A company has four printers connected in a printer pool. How does the user see the four printers when they go to print a document?
o The user will only see one printer in the print dialog box.

Use a keyboard and equipment
What should I know?
Students should be able to follow
Occupational Health and Safety regulations carry out keyboarding in accordance with organisational guidelines on speed and accuracy.
Links
What's the best position for my monitor?
Exercise 1
How do I learn to use the keyboard?
Links
You will find more information about Occupational Health and Safety regulations at ICAITU004B Apply Occupational Health and Safety procedures.
Ergonomic Workstation Links
The Australian Government National Occupational Health and Safety Commission has guidelines to workplace layout and design.
The University of Western Australia has a guide to working comfortably with computers.
IBM Computing has a site devoted to helping you use your personal computer comfortably, providing extensive ergonomic information.
There is an Australian Standard AS 3590 - 1990 Screenbased workstations, part 2 that makes recommendations about workstations
What's the best position for my monitor?
The following notes have been compiled from the above sources on ergonomics and workstations.
Monitor location
• Set the eye to screen distance at the distance that permits you to most easily focus on the screen. Usually this will be within an arm's length or a distance of about 630 mm.
• Set the height of the monitor so that the top of the screen is below eye level and the bottom of the screen can be read without a marked inclination of the head. Usually this means that the centre of the screen will need to be near shoulder height.
• Set the contrast and brightness of the screen at a comfortable level.
• As the light in the room changes, adjust the contrast and brightness, if necessary.
• Clean your screen, anti-glare filter and eyeglasses on a regular basis.
• Consult your vision care specialist if you experience eye fatigue or discomfort.
Lighting
• Place monitors to the side of the light source/s, not directly underneath.
• Try to site desks between rows of lights. If the lighting is fluorescent strip lighting, the sides of the desks should be parallel with the lights.
• Try not to put the screen near a window. If it is unavoidable ensure that neither the screen nor the operator faces the window.

Exercise
Read the Australian Government National Occupational Health and Safety Commission guidelines to workplace layout and design.
List six items that should be considered when designing the physical layout of a workstation.
Suggested answers - Exercise 1
Exercise 1 - Suggested answers
List six items that should be considered when designing the physical layout of a workstation.
1. Are desks, benches and chairs suitable for the people using them and for the tasks they are performing? Poorly designed chairs, which cannot be adjusted for height and to support your lower back, can cause back pain. Desks which are not ergonomically designed and adjustable to accommodate a range of heights can also cause discomfort and increase the risk of OOS and other injuries.
2. Are passages and exits kept clear at all times? Accidents can be caused by poor housekeeping; for examples boxes stacked near workstations, or in passages and doorways, or equipment left lying on the floor.
3. Is equipment with dangerous moving parts properly guarded? Unguarded equipment is a frequent cause of workplace injuries and fatal accidents.
4. Are electric cords kept clear of walkways and other areas where people could trip over them? Are cords and extension leads kept away from areas where they could get wet?
5. Are suitable lifting and carrying devices such as hoists and trolleys supplied? Many lifting tasks require the use of these devices.
6. Are items which must be manually lifted and carried stored and worked on at a suitable height? Well designed storage areas and work areas can significantly reduce the amount of bending, twisting and lifting that you need to do to carry out your tasks. Reducing these activities will also reduce the risk of back and other injuries occurring.

How do I learn to use the keyboard?
Typing is a physical activity and using a keyboard requires skill, hence the need to learn correct typing technique. Unskilled ('hunt and peck') typists are particularly at risk of OOS because they:
• often use only one or two fingers which may overload the finger tendons
• are constantly looking from keyboard to screen to keyboard, which may strain neck muscles
• often adopt a tense posture (wrists bent back and fingers 'poised to strike').
The most common way to learn to touch type is with a typing tutor.
One common commercial typing tutor is TYPEQUICK .
Alternatively you could use a search engine such as Google and search for a typing tutor.
Most organisations will have guidelines for typing accuracy and speed. They will also have guidelines for usage of computer equipment.