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Get Started ~ Using a Computer

 
Buying a Computer (top)
Terms to Know when buying a computer. Sales persons may sound like they are talking Greek. Before you go shopping, review these terms:
  • access time - how long it takes a hard drive to locate a file.
  • Application - A program or group of programs designed for computer users and called software. Software can be divided into two groups: systems software and applications software. Systems software consists of low-level programs that interact with the computer at a very basic level. This includes operating systems, compilers, and utilities for managing computer resources. Applications software include database programs, word processors, and spreadsheets. Applications software cannot work without the operating system and system utilities.
  • CD-ROM - Compact Disc Read-Only Memory.
  • CPU - the Central Processing Unit, the "brains" of a computer.
  • Device - any machine or component that attaches to your computer, such as disk drives, printers, mice, and modems. These are called peripheral devices when they are separate from the main computer. Most devices, whether peripheral or not, require a program called a device driver that acts as a translator, converting general commands from an application into specific commands that the device understands.
  • disk drive - the part of your computer that writes the data to/from a disk
  • DOS - Disk Operating System - used in (IBM not Mac) PCs.
  • DPI - Dots Per Inch - gauges visual clarity on a printed page or computer screen.
  • Flash Drive - small-sized storage device that connects to your computer by a USB port, and acts as a temporary hard drive. Vary in capacity but some holds 10 Gigabytes. Very handy!
  • hard drive - a large capacity storage device housed in a rigid case. A floppy drive is smaller, and uses floppy disks that are removable.
  • Measurements (summary) -
    a bit = one binary digit, 8 bits = one byte
    1024 bytes = one kilobyte
    K = kilobyte
    MB = megabyte (1024 kilobytes)
    Gigabyte = a billion bytes
  • memory - the temporary holding area where data is stored while it is being used or changed. This called RAM memory.
  • MHz - The instruction processing speed of a computer measured in millions of cycles per second (i.e., 200 MHz).
  • OS - operating system, software that controls the computer, such as such as Windows®, Linux®, UNIX®, or Mac®.
  • PC - personal computer, an IBM or IBM clone computer which uses DOS.
  • Plug and Play - a computer system's ability to automatically configure expansion boards, monitors, and other devices so you can plug them in and immediately start using them without worrying about changing settings on your computer.
  • port - a connection socket on your computer
  • RAM - Random-Access Memory, anything in it is lost when you turn off your computer.
  • ROM - Read Only Memory; can only be read from and not written to.
  • surge suppressor - a power strip that has circuits designed to reduce the effects of surge in electrical power.
  • Uninterruptible Power Source (UPS)- a constantly charging battery pack which powers the computer, should have enough charge to power your computer for several minutes in the event of a total power failure, giving you time to save your work and safely shut down.
  • USB - Short for Universal Serial Bus, an external bus standard that supports data transfer rates of 12 Mbps. A single USB port can be used to connect up to 127 peripheral devices, such as mice, modems, and keyboards. USB also supports Plug-and-Play installation and hot plugging. Starting in 1996, a few computer manufacturers started including USB support in their new machines. It wasn't until the release of the best-selling iMac in 1998 that USB became widespread. It is expected to completely replace serial and parallel ports.

For more definitions:

  • Webopedia, an online dictionary of computer and Internet terms
  • Also see the links directly below. Most of them have terms/definitions.

Links related to selecting a computer:
Using a Computer  ** Computer & e-mail information compiled by Scott Montgomery, InScribe’s “Computer Guy” (top)
** Your computer and its software are meant to be functional and productive, however they are not simple machines in the way they are designed and in how they perform the tasks you want them to.
** The only way to gain a better understanding of how your computer and software function, is to educate yourself. In the long run you will save time.
** Almost all Operating Systems and Software programs have built-in Help features and even on-line tutorials and samples that can be followed for assistance in using the program. Go through these Help overviews and tutorials.
** Trial and error may work the first time when you know what you are trying, and maybe the second time when you are trying something differently, but if you're not sure of the basics it won't be easy to know or remember what you tried in the past.
**HOW TO ASK a computer related question. Always specify the type of computer you have (PC or Mac), the Operating System you are using (Windows version, 98, ME, XP, etc.) and the full name and version of the software you are using or specifically having trouble with (Microsoft Word 2000 for example). Additional info such as your processor speed (866MHz, 2.0GHz, etc.), your amount of RAM memory (128MB, 256MB, etc.), hard disk size, etc., is also helpful.
Basic Terms. Before you need to call a service person, learn a few basic terms related to using your computer.
  • alert (alert box) - a message that appears on screen, usually to tell you something went wrong.
  • application - a program in which you do your work.
  • ASCII (pronounced ask-key ) - American Standard Code for Information Interchange, commonly used data format for exchanging information between computers or programs.
  • backup - a copy of a file or disk you make for archiving purposes.
  • bug - a programming error that causes a program to behave in an unexpected way.
  • clipboard - A portion of memory used to hold information which is to be moved, as in word processing where text is “cut” and then “pasted.”
  • copy/paste - to highlight or select text, or other material, copy it to your clipboard, and then paste it in another place.
  • crash - a system malfunction. The computer stops working and has to be restarted.
  • database - an electronic list of information that can be sorted and/or searched.
  • dialog box - an on-screen message box that appears when your computer requires additional information before completing a command.
  • disk drive - the part of your computer that writes the data to/from a disk
  • document - a file you create, as opposed to the application which created it.
  • download - to transfer data from one computer to another. (If you are on the receiving end, you are downloading. If you are on the sending end, you are uploading ).
  • drag - to move the mouse while its button is being depressed.
  • drag and drop - drag a selected item to another location.
  • floppy - a 3.5 inch square rigid disk which holds data. These are rarely used as CDs hold much more data and are less expensive.
  • folder - an electronic subdirectory which contains files.
  • fragmentation - file broken into many separate locations in memory or on a disk.
  • highlight - to select by clicking once on an icon or by highlighting text in a document.
  • icon - a graphic symbol for an application, file or folder.
  • initialize - to format a disk for use in the computer
  • insertion point - in word processing, the short flashing marker which indicates where your next typing will begin.
  • keyboard shortcut - a combination of keystrokes that performs some function rather than using the pull-down menu.
  • landscape - designing and printing sideways on the page.
  • multi tasking - running more than one application in memory at the same time.
  • root directory - the main hard drive window, C:/ on most computers
  • save - to write a file onto a disk.
  • save as - (a File menu item) to save a previously saved file in a new location and/or with a new name.
  • scroll - to shift the contents of a window to bring hidden items into view.
  • server - a central computer dedicated to sending and receiving data from other computers (on a network).
  • software - files on disk that contain instructions for a computer.
  • spreadsheet - a program designed to look like an electronic ledger.
  • start up disk - the disk containing system software and is designated to be used to start the computer.
  • System files - allows your computer to start and run.
  • upload - to send a file from one computer to another through a network.
  • virtual memory - using part of your hard drive as though it were RAM.
**Organize your files so you can find them. File saving and file management are basics that you find in your help files and tutorials. However, there is more than one way to manage files. Find a way that works best for you. Some basics:
  • Files - individual documents, pictures, e-mails you have created or received.
  • Folders -"File Folders" or "Directories" where you store the Files.
  • Hard disk - for File storage, usually called the C: drive. You can create Folders of any name on your C: drive. You can also put Sub-Folders under a Folder.
  • The computer has thousands of Files in hundreds of Folders just for the computer, its operating system (OS) and software to operate. These Files and Folders should be left where they are and never be renamed by you. You should also not put your Files into Folder locations that are for the OS or software (For example, C:\Windows\ or C:\ProgramFiles\ ).
  • Your computer OS and software often set up default Folder locations for you to put your Files in. Typically in Windows OS this is a Folder called My Documents. I suggest creating Sub-Folders in the My Documents folder that make sense for you. Create a Writing folder, then Subfolders for the type of works you have, or by date (e.g. Poems - 2003), type of software (e.g. Excel Files). Open My Computer and once you double click to open the My Documents folder, click 'File', select "New" and then Folder. Then type in the name of the Folder.
  • You can sort the Files and Folders by various methods too (by clicking on "View - Arrange Icons" or right clicking in the File list area of the My Computer Window and then "Arrange Icons").
  • Note a Folder can have both Files and other Sub-Folders in it. Sub- Folders usually sort to the top of the Folder list regardless of File sort order.
  • Give files a straight-forward name so you will know what it is later without needing to open it. Take advantage of the long file names we can now use i.e. use "Letter to Editor for Book xyz - October 2003.doc" instead of "LTR-1003.doc"
**Save your Files so you can find them.
  • A file will only go where you tell it to go, but you must understand where you are putting them in the first place if you want to be able to retrieve them.
  • In most programs a File Save or Save As dialogue box opens when you hit the Save button for the first time for a file.
  • A menu usually drop downs giving you a folder list indicating the default save location the program is wanting to use. You must look at this drop down or folder location so that you know which Folder the program is trying to save the File to.
  • Savebox1.jpg is the Save As dialogue box from Windows 2000 and has a red circle showing which button to click to open up the Folder list to show you where the Recipes Folder is.

  • Savebox2.jpg shows after the button is pushed and you can see that the Recipes Folder is in the My Documents Folder.

Saving Files in another format.
  • This depends somewhat on what program you are using and what file type/format you are trying to save to. Assume you are using MS Word and want to save to different format. Click 'File' then select "Save As."
  • Look for a drop down menu on that box that says something like 'Save as type.' Your option list may look like this:

  • What formats you will be able to save to is dependant on the software you have and the version/format you are trying to save to.
  • Using a PC or Mac, try Tucows for finding free shareware utilities for converting various file formats. Look under the System and Utilities Section, under File Converters. (Note: no guarantees on File Converter programs for easy use or effectiveness. Also, some Tucows software is not free or may only work for a trial period.)
  • Most word processing programs will Save As to other word processing program formats and spreadsheet to spreadsheet, etc.
  • They will not be able to Save As to a newer version of itself or other program.
  • Saving from Mac to PC or PC to Mac can sometimes be problematic also.
BACKUPS: Backups are a must, otherwise you could lose all your work. Several methods include:
  • Second hard drive, internal or external, most expensive option, files can be dragged/dropped (open “My Computer” and select file(s) to back up, hold down left key on mouse and drag to folder where you desire to place a copy) or use backup software.
  • Internal or external zip drive using Iomega’s® backup software, The Works®, which requires you to select which folders/files to backup from a directory tree. Disks are either 100 MB or 250 MB. Process is fast.
  • Compact Disks or CDs. Newer computers come with CD drives that you can not only read but write on blank CDs. The blank disks are called CD-R (write once or again to fill) or CD-RW (able to overwrite or rewrite), are inexpensive with CD-RW costing more than CD-R. Speed of backup depends on CD drive speed and software used.
  • Flash Drive, inexpensive, do not require separate disks, come in various sizes from 40MB to 1 GIG, act like a second hard drive, plug into any USB port and drag/drop to copy files. Very fast process. Makes files easily portable to use on another computer. Good for “current file backups” as opposed to long-term storage. Also, if your computer crashed just before a deadline, and you had the files backed up on this little device, you would not have to wait for the PC to be fixed. Just plug it in on a friend's and keep working. (If you get one, it is "plug and play," but use the "safely remove hardware" feature each time you unplug.)
SAVING MULTIPLE REVISIONS: On short pieces, many writers do not bother, but if you tend to revise a piece and then realize you liked the first version better, save each version by simply adding a number to the file name. For example, Jakes Birthday.doc becomes Jakes Birthday-01.doc and Jakes Birthday-02.doc, etc.
Links about Using Computers for Writing
e-mail Questions and Answers ** Computer & e-mail information compiled by Scott Montgomery, InScribe’s “Computer Guy”  (top)
**How do I save/transfer a collection of e-mail letters onto a disk?
  • This applies to Microsoft (MS) Outlook (not Outlook Express, but it and other programs should have identical or similar features), and transferring them to a "floppy disk" i.e. your "a: drive."
  • Save the files to what is called a personal folder file, a file ending in the extension .pst. Then this file can be saved quickly to a disk. (You will be able to access all the e-mails, with their attachments too if you like, from that .pst file from any other computer as long as that computer has Outlook or Outlook Express.)
  • The e-mails you want to save must all be in the same Outlook Folder in the Folder List. If you do not have any Folders added other than just your Inbox and Sent Items, click the 'File' menu, select "New" - 'Folder', name the folder, then drag and drop your messages into that new folder name. You can move more than one message at a time by using your Shift/Ctrl and mouse or arrow keys to highlight the messages and then drag and drop.
  • Once you have all the messages in a folder on their own. Click on the 'File' menu - select "Import and Export", a dialogue box opens, then select "Export to a file" and then select personal folder file (.pst) as the file type
  • Select the save location folder and filename. You can leave the Options as is.
  • You could select the a: drive as your location right away, but I suggest saving to a hard disk (c: drive) location first as the .pst file creation process can take a bit of time. (Also, it may not fit on a floppy disk.)
  • Once the .pst file is saved to your hard disk, open your windows explorer or My Computer and move or copy this .pst file to you’re a: drive (floppy disk).
  • If the file size is too big, you will have to move some of the e-mails in the original Outlook folder back your Inbox, Sent Items, or other folder and then try again.
    Your original e-mails stay where you have put them in outlook.
  • If you want to take them off your folder list, you'll have to delete them manually. To open the personal folder file (.pst file) from Outlook in the future, click the 'File' menu, select "Open", select "Outlook Data File" or "Personal Folders File", whatever your version of Outlook says, and then you will be prompted for which .pst file name and location.

** Does the author of an e-mail hold “complete rights” to everything they have sent via e-mail, so therefore, to use/copy, etc., e-mails is plagiarism? And does this include private/casual letters?

  • Obviously if someone has copy-pasted text from another web site, a book, etc., that e-mail is no longer original content.
  • In Canada, for new text messages, the "Copyright Act" of Canada implies e-mail is copyright by author. Refer to www.cb-cda.gc.ca/info/act-e.html. There is different governing legislation in the United States and other countries. (Recall that in Canada and in Alberta we are generally a "precedent law" court system, i.e. if there is previous ruling on an issue, that ruling is usually taken as law unless challenged. This could apply in these cases, but finding a specific ruling eluded this author!)
  • NOTE that what protects a web site purchase or banking transaction is different. In Canada there is Bill C-6 Personal Information Protection and Electronic Documents Act and the Uniform Electronic Commerce Act. In the states there is a Uniform Electronic Transactions Act (1999).
  • Regardless of content the original author has inherent copyright to their material.
     

** When there is no longer room on the sent-items, received items, etc. lists, to where do my e-mails eventually disappear (or do they)? Also, can they be retrieved?

  • From a Microsoft Outlook perspective, lets eliminate the possibilities one at a time.
  • Use your arrow keys or Page Up/Page Down keys on the keyboard or scroll up and down within your list of e-mails in your Inbox or Sent Items folders. (Ensure you click the mouse on some area in the e-mail list area and not the Folder List area.)
  • Your list of e-mails should have column headings in Outlook called From, Subject, Received (date), etc. You can double click on these column headers and the e-mail list will sort in the order of that information. Ensure you have not sorted by subject or some other, non-necessarily easy to find your e-mails, sort order.
  • Are you getting an error message from your e-mail program stating your Inbox is full? Check your hard disk remaining space using My Computer and right click on the c: drive then select "Properties" and see how much free disk space you have.
  • Click "disk cleanup" if you are running low. (Empty your recycle bin and temporary internet files this way from here too.)
  • Assuming you are still able to receive e-mails they should be retrievable if you follow the suggestions above to "find" them.

** Sometimes I save an e-mail attachment, then I cannot find it. Where did it go?

  • See above for how to save file.
Software for Writers (top)
Word Processing Software
  • Most writers begin using just their word processing software.
  • Get “industry accepted” word processing software. While inexpensive variations are available, most publishers request manuscripts be submitted in either MS Word, Corel WordPerfect, or in rich text format (.rtf).
  • If you cannot afford either of these major brands, be sure what you do have has the option to “export as” or “save as” a rich text format (.rtf) file.

Tools for Writers

  • The Visual Thesaurus — charts of related words with full definitions, audio pronunciations. Click this link to try it online and it will take you to purchase page, or to sign up for the online version.

Specialized Software

  • Accordance Bible Study software for Mac users
  • Character Pro — Q & A format to isolate personality in your characters.
  • Cinergy — Motion Picture Production System, also free script editing software
  • Dramatica Pro — Help for plots, characters, themes
  • Enfish — Search engine that indexes your hard drive so you can find anything!
  • EnLighter Professional — highlight and add notes to web pages, save online documents in many categories.
  • FictionMaster — More advanced than WritePro
  • Final Draft — Scriptwriting software
  • First Aid for Writers — Guaranteed to improve your work
  • FrameForge 3D Studio — Storyboard software
  • Hollywood Screenwriter — Turn your idea into a professional script, simpler version of Movie Magic Screenwriter
  • Icon Poet — Creative writing software for poetry, short stories
  • Idea Tracker — Store ideas in categories and subcategories, has search engine.
  • Life Balance - Software for managing your tasks and time, very helpful!
  • Life Journal — Many features for journal keeping. Also have a Writer's Life Journal
  • Life Plan Writer — set goals, five-year plans, strategies, task lists.
  • Manuscript — For Mac users (see Review)
  • Movie Magic Contracts — Sample contracts for entertainment industry
  • Movie Magic Screenwriter — Used for well-known movies & television programs, index card system, note-taking abilities, proofreading feature.
  • Official Copyright — Helps file an official copyright in the U.S.A.
  • Personal Knowbase — Free form note organizer using keywords
  • Power Structure — Story developing & outlining
  • Power Tracker — Keep track, for the business side of writing
  • Power Writer — Story development & outlining in a word processor, has plot and character development tools, note-taking ability.
  • Quick Query Tracker — organizes information about markets, produces reports, automated reminders. Has a backup feature.
  • Quick Story — Generate plot & structure to develop your story.
  • Ray Kurzweil’s Cybernetic Poet — Software for poets
  • WinSamm — Freeware with features that help keep track of manuscripts, submissions, queries and markets. See website for download, installation information. May not easily install to Windows XP
  • Screenwriter — Used by Dream Works, and others
  • Script Smart  — BBC software for script writers
  • Storybase — Spark your creativity
  • StoryBuilder — Help with structure, characters, plot, etc.
  • StoryCraft and StoryCraft Pro — Pro version has text editors, word processors, advanced printing options, thesaurus, tutorials.
  • StoryView — Helps organize, overview ideas
  • Tinderbox — Mac only, stores & organizes notes, plans, ideas
  • What’s the Rule? — Quickly check punctuation, grammar, style
  • Whitesmoke English Grammar & Writing Software. Corrects grammar & spelling, makes suggestions to enrich text. (Note from webmaster: After trying the trial version of Whitesmoke, I can see that this might be helpful for people who are learning English, and perhaps youthful writers who struggle with their grammar. I would not recommend it to experienced writers.”)
  • Write Again! — Business software for writers, has regular and professional versions
  • WordDog Plain English Editor — Edit yourself
  • Word Menu — Word reference tool for word lovers, organizes words by subject
  • WordWeb is a one-click English thesaurus and dictionary for Windows that can look up words from in almost any program.
  • WriteCraft — Scaled-down version of StoryCraft
  • WriteItNow — Novel writing software
  • WritePro — Good program for beginners
  • WritePro for Business — Guaranteed to improve business writing
  • WriteSparks - ideas and prompts for writers and creative people
  • Writer's Blocks — Organize ideas, create better stories by being able to view sections of text side by side or vertically more easily than in traditional word processors. Has a steep learning curve though.

  • Writer's Cafe — for novels, scripts, short stories, easy to learn, timeline to help with plotting and structure.

  • Writer's Companion — Five sections: brainstorm, organize, sequence, rough draft, publish, for PC or Mac
  • Writer's DreamKit — Step-by-step fiction writing system, scaled-down version of Dramatica Pro for beginners or students.
  • The Writer's Software Companion — Interactive workshop to help improve writing skills
  • Writer's Super Center - for software
More Links to Help You (top)

Please e-mail suggested links with
Get Started-Computers in the Subject line!
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