AE 21 IT Application Tools IN Business for bsba PDF

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THE GREAT PLEBEIAN COLLEGECity of Alaminos, Pangasinan First Semester A 2020- College of Teacher’s EducationAE 21 IT APPLICATION TOOLS IN BUSINESSModule 1(Week 1-4)Student’s NameInstructor: --- FB Account: FB Group GPC: AE 21 IT Application Tools in Business SY 2021- Email:Overview:This module is de...

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THE GREAT PLEBEIAN COLLEGE City of Alaminos, Pangasinan First Semester A.Y 2020-2021 College of Teacher’s Education

AE 21 IT APPLICATION TOOLS IN BUSINESS Module 1 (Week 1-4)

Student’s Name Instructor:

--FB Account: FB Group GPC: AE 21 IT Application Tools in Business SY 2021-2022 Email:

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Overview: This module is designed to provide you with a background of knowledge in the fundamental aspects of application and tools used in business. It focuses on the following: Computer Hardware and Software: (1) a. File Management b. Transferring Data c. Security d. Networked System (2) e. Hardware and Software functions f. Maintenance (3) g. Evaluate careers in commerce and information technology h. Commerce and Information Technology Terminology (4) i. Consequences of unsafe, illegal, and unethical use of technology systems and digital content j. Copyright Laws This module primarily aims to cover all these important topics for the next four weeks. Discussion 1 discuss the process of file management and transferring data. It also includes security and networked systems. Discussion 2 discuss the different functions of computer Hardware and Software. Discuss the proper way of maintaining a PC Discussion 3 focuses on the process of evaluating careers in commerce and information technology including terms and terminologies for commerce and information technology Discussion 4 details the consequences of unsafe ,illegal, and unethical use of technology systems and digital contents and defining the different copyright laws that they may encounter

This module aims that the presentation and discussion of the lessons were clear and will help you learn all the topics well.

Learning Objectives After completing this Module, students will be able to: • • • • • •

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Differentiate computer hardware and software; Utilize advanced technology utilities, including compressing files, converting files, importing files, exporting files, and transferring data among applications; Diagnose problems related to technology systems, including advanced network systems, hardware, and software; Utilize digital tools to deliver commerce and information technology curriculumrelated content to an audience.and; describe cloud computing and its advantages and disadvantages for use in an organization.

One fundamental component in today’s business environment is information technology (IT). This important feature of business management can include both computerized data systems and communication functions. Order entry, information storage and retrieval, interdepartmental connectivity, and customer relationship features are the key requirements of this business function. Sharing data across separate disciplines is fundamental to success; so is automating timeconsuming or repetitive activities. Managers must control and streamline the flow of information throughout an organization. Technology is a body of knowledge devoted to creating tools, processing actions and extracting of materials. The term technology is wide and everyone has their own way of understanding the meaning of technology. We apply technology in almost everything we do in our lives, we use technology at work, we use it to extract materials, we use technology for communications, transportation, learning, manufacturing, creating artifacts, securing data, scaling businesses and so much more. Technology is human knowledge which involves tools, materials and systems. The application of technology results in artifacts or products. If technology is well applied, it can benefit humans but if it is wrongly applied, it can cause harm to human beings. Many businesses are using technology to stay competitive, they create new products and services using technology, and they also use technology to deliver those products and services to their customers on time. A good example is, mobile phones companies like Apple & Samsung, and these two electronics companies use high technology to create new smartphones and other electronic devices to stay competitive. This competitive edge is gained through employing advanced technology.

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Discussion 1

Introduction File Management Transferring Data Security Networked System

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Discussion 2 Hardware and Software functions Maintenance

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Evaluate careers in commerce and information technology

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Consequences of unsafe, illegal, and unethical use of technology systems and digital content Copyright Laws

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Discussion 3

Discussion 4

Discussion 1 4|Page

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FILE MANAGEMENT

We will begin this lesson by defining several terms associated with file management. It is important to understand these terms in order to successfully organize and find the files you work with on your computer. 1. File Management: The process and act of creating an organized structure in which you store information for easy retrieval. 2. Drive: A drive is a computer storage device that holds information. It is the top-level location (or "Root" directory) for file storage. Drives are usually designated with a letter such as C:\ (which is typically the hard drive of the computer you are working on). Other examples of drives would be the network drive on campus (which is the Z:\ drive) and external USB drives that you may use such as a Flash or Thumb Drive. The letters of these drives vary depending on the computer that you are using. 3. Folder: A folder is a storage location within a drive. Another term for a folder is a "directory", however the term "folder" has become the term of choice for most. A folder can consist of files or additional folders (called "Subfolders"). Users can create folders that accommodate their method of organization. For example, you may want to store all of your work for your English course in a particular area of your computer to make it easier for you to find. To do this you might create a folder on your C:\ drive named "English" and then within the "English" folder create two additional subfolders -- One for Papers and one for Journals. The folder structure would look like the example to the right. 4. File: A file can be a document, spreadsheet, image, or other type of item that is stored on a computer. Files are typically associated with a program or software application that is needed in order to open the item. 5. File Extension: The file extension appears after the period in the filename and is used to indicate the type of format the file is in. For example the file extension ".docx" indicates that the file is a Microsoft Word document. A complete filename using this extension may look like this: "Letter to Mom.docx" 6. Path: The path refers to the exact location of the file and indicates to the computer user the entire sequence that must be followed to find the file. The path begins with the drive and then includes any folders or subfolders that house the file. In the screenshot above, a Microsoft Word document named "paper1.docx" that is stored in the "Papers" folder would have the path: C:\English\Papers\paper1.docx. 5|Page

7. File Management Utility: A File Management Utility is a computer program that provides a user with a graphical interface in which he/she can organize files and folders on a computer's storage device. 8. Zipping (Compressing): Zipping is the process of packaging a folder that contains multiple files into a single file (called a "Compressed" or "Zipped" folder). In addition to combining multiple files into one, the resulting zipped folder typically takes up less storage space. Knowing how to zip files is especially useful when you need to send multiple files to someone either (example: through email or an online course). A Zip folder has a ".zip" file extension and the icon for the zip folder typically looks like a folder with a zipper. In order for the recipient to view the files, they would first need to unzip (or Extract) the zipped folder to be able to access the individual items inside. What is File Management All About? We learned that File Management refers to the process and act of creating an organized structure in which you store information for easy retrieval. Basically, it means you store your work in a location where you know that you can find it again at a later date if needed. Effective electronic file management skills are essential to becoming computer competent. The two key components of File Management that must be mastered are: 1. Having an Understanding of the "Big Picture" of File Management and... 2. Mastering the specific "how-to's" of carrying out the Management of Your Files This Lesson will focus on the first of these components. The specific Howto's are discussed in great length in the next document: "Strategies, HowTo's and Tips".

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How Do I Determine the Structure of My File Management System? Planning out and thinking about how you want to organize your files is probably the most important step of File Management and is really no different than the planning process that is used when setting up a physical file cabinet. If you think about a file cabinet, the typical components you might find are: 1. The Cabinet 2. Hanging File Folders 3. Manilla Folders The Cabinet is the main housing structure for everything you are filing. The Hanging File Folders group items in the cabinet based on broad categories. Finally, the Manilla Folders are used and kept within the Hanging file folders to house items of an even more specific nature. For example, you may want to organize your pile of paperwork at home into a logical structure within a file cabinet. One category of paper that you have are your bills. Another category you need to file are your bank statements. 7|Page

To the left is a graphical representation of how you could organize these items. The structure contains two hanging file folders -one for bills and one for bank statements. To further organize your bills, you have chosen to insert two manilla folders, one for each type of bill that you pay. Doing this will make it easier to find a particular bill in the future.

How Does This Apply to Files on My Computer? The same file management principles apply to the electronic files stored on your computer. In the previous document, we learned the terms drive, folder and file. Here, we will use our previous illustration regarding the file cabinet and our paperwork and see what the same management structure would look like electronically. In other words, we are going to be "filing" our e-bills, and e-statements on our computer rather than in a physical file cabinet.

Where Do I Manage My Electronic Files? Files can be managed in a couple of different ways. One is through a File Management Utility (such as "My Computer" also called "Computer", or "Windows Explorer") and the second is through the application that is used to create the file (such as "Microsoft Word"). Both methods utilize the drive, folder and file structure that we will talk about and for the purposes of this lesson we will focus on using the File Managemant Utility that is built into the Windows Operating System ("My Computer", "Computer" or "Windows Explorer" depending on the version of Windows you are using). For the remainder of this tutorial, we will refer to the utility as "Windows Explorer" . The benefit on focussing on this utility is that the tasks that you will learn apply to all files on your computer regardless of the application used to create them. 8|Page

The next document will give you an overview of the Windows Explorer as well as links to tutorials where you can find additional information if needed.

What is a File Management Utility? A File Management Utility is a computer program that provides a user with a graphical interface in which he/she can organize files and folders on a computer's storage device. This lesson will focus on the built in File Management Utility that is packaged with Microsoft Windows ("My Computer", "Computer" or "Windows Explorer" depending on the version of Windows you are using). As we stated in the last lesson, we will be referring to the utility as "Windows Explorer" for consistency. Please note that "Windows Explorer" is a file management utility and should not be confused with "Internet Explorer" which is a web browser. Windows Explorer can usually be found by clicking on the Windows Start Button. On most computers it will be displayed in the column of Windows programs on the right side of the menu that pops up. The screenshot to the right demonstrates how you could access Windows Explorer by clicking on the "Computer" option in the menu

What Will the Utility Tell Me? When you click on "Computer" in the file menu, the Windows Explorer will open. We learned earlier in the lesson the differences between a drive, folder and file. The main window below will display all of the drives that your computer has access to and will also give you an area in which you can navigate with the drive through your folder structure to locate files. Once a folder or file is located, it can be moved, copied, renamed, zipped or deleted. Our next document will cover each of these processes. The computer depicted In the screenshot below has access to several drives (also called "disk drives") on which information can be stored. There are three types of disk 9|Page

drives represented in the picture: Hard Disks, Removable Storage and Network Locations. We will go into additional detail regarding the typical storage locations available to you at Broome Community College, but for now we will just quickly look at what is meant by each type of drive.

Hard Disk Drive: This type of drive typically can not easily be removed from the computer and transported from place to place. A common letter designator for the main hard disk drive of a computer is C:\. The C:\ drive is typically the computer's main internal storage unit. It is also possible to add additional hard disks to your computer, such as an external hard drive which is typically used for backup. At BCC, if you are working in a computer lab, you want to make sure that you don't save your work to the C:\ drive as it will only exist locally on the individual computer in the lab.

Removable Storage: There are several different types of removable storage that can be used for saving and transporting files from one computer to another. For our purposes, we will focus on the Flash Drive (also known as the "Thumb Drive"). The Flash Drive is a small device with storage capabilities that vary depending on the device and is accessed by the computer through a USB port.

Network Locations: If your computer is connected to a computer network (as the PCs at BCC are) you will most likely have access to network drives in addition to those available locally on the computer that you are using. The computer that contains the network drive will be physically located in another location on a special computer known as a server. The benefit of using the network drive on campus is that it can be accessed from any computer on campus that allows you to log on to the network. At BCC, your network drive is the Z:\ drive.

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How Do I Use Windows Explorer (the File Management Utility) to See My Folders and Files? The image above focused on the main window that appears when opening the Windows Explorer File Management Utility. We will now look at how folder and file structure is displayed in the program and how you can open drives and folders to see the files contained within them. We will focus on the C:\ drive for demonstration purposes. Please note that the principles and skills that we learn for the C:\ drive can be applied to other drives on your computer such as a flash drive or your network Z:\ drive. First, we will look at how to expand the folder listing on the left side of the Explorer window. By default, all drives are collapsed when the window first opens. To see the items saved to a particular drive, you hover your mouse over the drive letter until a triangle appears. If you click the triangle, the drive will expand to show the folders that are saved within it. If the folder contains a subfolder, you can expand that as well using the same method. The image to the right shows the C:\ drive and the English Folder expanded. You can see in the folder list that the English folder contains two subfolders -"Journals" and "Papers". If you wanted to see what was in the Papers folder, you would click on it. Doing this will change the right pane of the screen to display the contents of the folder. In this case, we have expanded the C:\ drive, the English folder and have clicked on the Papers folder to display the one file that is contained within it. In this example, the file is a Microsoft Word Document named "Paper 1". If you were to double click on the filename, the Microsoft Word program would launch on your computer (assuming that you have it installed) and the file would open.

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TRANSFERRING DATA

How to Transfer Files? Nothing is more exciting than getting a brand new PC. Typically, a new computer means receiving a host of new features, more power, better graphics, and more storage. However, some of that excitement might be tempered if you need to transfer files from your old computer to your new one. Wondering how to transfer files from PC to PC? We’ll help you determine the best way to do it. There are a few factors that will influence the process such as how many files you need to transfer, the size of the files, and the operating systems of the two computers. Transferring files isn’t an overly complex process but it may take up to several hours depending on the amount of data you need to transfer. There are several ways to transfer your old files from PC to PC. Here are the five most common methods you can try for yourself. 1. Cloud storage or web data transfers There are several cloud storage providers such as Google Drive or OneDrive you may utilize to send and download files. Whichever storage provider you use depends on your individual preference. Why are cloud drives so useful when it comes to file transfers? Because these cloud-based services allow you to download and transfer files of virtually unlimited sizes, storage space permitting. If you don’t have cloud storage or would rather not use it, you can also use web software to upload bigger files. PlusTransfer, for example, is free and you can upload files as big as 5GB in one fell swoop. Hate signing up for services? Don’t worry, you don’t even need to register for an account and there’s no software to download. It’s a streamlined answer to file sharing needs. If you want a downloadable software option, BitTorrent Sync is another easy way to share large files without depending on cloud services. You can also use FilePizza, 12 | P a g e

which is a peer-to-peer file-sharing app. As one computer uploads the file, the other can download it immediately, so you won’t be waiting around. In addition, because FilePizza is browser-based, you don’t need both computers linked to the same cloud drive. 2. SSD and HDD drives via SATA cables Trying to transfer data from an old laptop to a new one? If your old computer isn’t working, you might think you’re out of options as far as recovering your data goes, but thankfully you’re wrong. Both solid-state drives and hard disk drives use SATA cables to link them to the main circuit board, also known as the motherboard. You can connect your old hard drive to a SATA SSD or eSATA (an external SATA) port in your new computer. After you install the old drive, the operating system in your new PC will read the drive and begin transferring the data over . One issue you may run into with this method is finding an extra SATA port. To get around this problem, you may want to use a SATA to USB converter. Once you get all the files off your old hard drive, you have the option to use it as an externa...