HEXCO · Polytechnic · NC Accountancy

Business Computing and Digital Literacy: Operating a Computer and Managing Files

Learning Outcome 2 of 6

Free HEXCO NC Accountancy notes on Operating a Computer and Managing Files, learning outcome 2 of 6 in Business Computing and Digital Literacy. Data communication, file management, word processing, spreadsheets, databases and multimedia. Semester 1, module 310/22/M04.

Here we learn how to start, restart and sleep a computer, customise the desktop, manage files and folders, open and save files in the right formats, and set a default printer.

Before using any business application, an accounts clerk must be able to operate the computer itself and keep files organised, so that work can always be found, shared and backed up.

2.1 Operating a Computer

Starting a computer correctly protects the hardware and the files stored on it.

Shutting it down or putting it to sleep correctly is just as important.

Cold Boot and Warm Boot

Booting is the process of starting a computer, during which it checks its hardware and loads the operating system into memory.

A cold boot starts the computer from a fully switched-off state by pressing the power button. A warm boot, or restart, reloads the operating system while the computer is already on, by choosing Start, Power, Restart, or pressing Ctrl + Alt + Delete and choosing Restart. A warm boot is used after installing software or when the computer stops responding.

Switching on

Check that the power cable is connected, switch on the monitor and the system unit, wait for the log-in screen, then enter your user name and password.

Shutting down

Save and close all files, then choose Start, Power, Shut down. Never switch off at the wall while the computer is running, because files can be damaged.

Sleep Mode

Sleep mode is a low-power state in which the computer keeps open programs and files in memory, so work can resume within seconds. To use it, choose Start, Power, Sleep, or close a laptop's lid; to wake it, press a key, move the mouse or press the power button briefly. Sleep saves power during short breaks, but work should still be saved first, because a power cut on a desktop computer can lose unsaved work.

2.2 Customising the Workspace

The desktop is the main screen a user works from, and it can be set up to suit the user.

A well-arranged workspace saves time and reduces mistakes.

Changing the Desktop Background

Right-click an empty part of the desktop, choose Personalise, then Background, and select a picture, solid colour or slideshow. Choose Browse to use your own picture, and select a fit option such as Fill or Centre. In an office, a plain or company background looks professional.

Correcting the Date and Time

The correct date and time matter because files, emails and transactions are stamped with them. Right-click the clock on the taskbar, choose Adjust date and time, and either turn on Set time automatically or turn it off and click Change to set it manually. Also check that the time zone is set to Harare (UTC+2).

Pinning Programs to the Taskbar

Pinning keeps a program's icon on the taskbar, so it opens with one click. Open the Start menu, find the program, right-click it and choose Pin to taskbar; or right-click its icon on the taskbar while it is open and choose Pin to taskbar. To remove it, right-click and choose Unpin from taskbar.

Sorting Desktop Icons

Right-click the desktop, choose Sort by, and select Name, Size, Item type or Date modified. Choosing View, Auto arrange icons keeps them neatly in columns, and Align icons to grid keeps them evenly spaced.

2.3 Managing Files and Folders

A file is a named collection of data, such as a letter or spreadsheet, and a folder is a container used to group related files.

Good file management means creating a clear folder structure and naming, saving, copying and deleting files correctly, mostly using File Explorer.

Creating and Renaming Folders

To create a folder, open File Explorer, go to the location, right-click an empty space and choose New, Folder, or press Ctrl + Shift + N, then type the name and press Enter. To rename it, right-click the folder and choose Rename, or select it and press F2, type the new name and press Enter. Folder names should be meaningful, such as 'Invoices 2026' rather than 'New folder'.

Copying Files and Duplicating Folders

To copy a file into a folder, select it, press Ctrl + C, open the destination folder and press Ctrl + V; or drag it while holding Ctrl. To move it instead, use Ctrl + X then Ctrl + V. To duplicate a folder, copy and paste it in the same location, and Windows creates a copy named with '- Copy', which can then be renamed. Copying keeps the original, while moving removes it from its first location.

Transferring Files to and from Removable Storage

Insert the flash drive or external disk, open it in File Explorer, and copy files to or from it using copy and paste or drag and drop. When finished, safely eject the device by right-clicking it and choosing Eject, or using the 'Safely Remove Hardware' icon, before pulling it out, otherwise files may be damaged. Removable storage should be scanned for viruses before files are opened.

Deleting and Recovering Files

To delete a file or folder, select it and press Delete, or right-click and choose Delete; it moves to the Recycle Bin. Pressing Shift + Delete deletes it permanently, so it should be used with care. To recover a file, open the Recycle Bin, right-click the file and choose Restore, and it returns to its original location. Files deleted from flash drives usually do not go to the Recycle Bin, so they cannot be restored this way.

Opening and Importing Files

A file is opened by double-clicking it, which starts the program linked to its type, or from inside a program using File, Open. To open it in a different program, right-click and choose Open with. Importing brings data from another format into a program, for example using Data, Get Data, From Text/CSV in a spreadsheet to load a bank statement downloaded as a CSV file.

Saving Files with Appropriate Names

Use Save (Ctrl + S) to save changes, and Save As (F12) to save a new file or a copy with a different name, location or format. A good file name is short but descriptive, includes a date or version where useful, and avoids symbols such as \ / : * ? " < > |. For example, 'Moyo_Invoice_INV045_2026-03-15' is far easier to find later than 'Document1'.

Saving and Exporting in Application File Formats

Each application saves in its own file format, shown by the extension at the end of the file name. To save in a different format, choose File, Save As and pick from Save as type, or use File, Export, for example to create a PDF.

Extension	Meaning
.docx Word document	The standard Microsoft Word format since Word 2007.
.doc Older Word document	Used by Word 97–2003, kept for opening on older computers.
.xls and .xlsx Excel workbook	.xls is the older Excel format and .xlsx the current one.
.accdb Access database	The Microsoft Access database format.
.pptx PowerPoint presentation	The current PowerPoint format.
.pdf Portable Document Format	A fixed layout that looks the same on any device, used for sending final documents.

2.4 Setting Up the Printing Facility

Offices often have several printers, and documents should go to the right one without choosing it every time.

Setting a default printer does this.

Setting a Printer as Default

The default printer is the printer that documents are sent to automatically. To set it in Windows, open Settings, Bluetooth & devices, Printers & scanners, turn off Let Windows manage my default printer, select the printer and choose Set as default. In older versions, open Control Panel, Devices and Printers, right-click the printer and choose Set as default printer; a green tick shows the default. Before printing, use File, Print to check the printer, number of copies, pages and paper size.