Module 4: Configuring the Desktop Environment potx

Contents Overview 1 Lesson: Configuring User Desktop Settings 2 Lesson: Customizing Menus and Folders 17 Practice: Customizing Menus and Folders 28 Lesson: Configuring System Setting

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Contents

Overview 1

Lesson: Configuring User Desktop Settings 2

Lesson: Customizing Menus and Folders 17

Practice: Customizing Menus and Folders 28

Lesson: Configuring System Settings 30

Lesson: Managing User Profiles 35

Lesson: Using Remote Assistance in

Lab A: Using Remote Assistance to

Configure a Computer Running

Windows XP Professional Computer 47

Module 4: Configuring the Desktop

Environment

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Instructor Notes

This module provides students with the knowledge and skills necessary to configure and customize the desktop, configure system settings, manage local user profiles, and use Remote Assistance to provide help to users

After completing this module, students will be able to:

! Configure user desktop settings

! Customize the desktop environment

! Configure system settings

! Manage local user profiles and understand how Group Policy settings can control desktop customization

! Use Remote Assistance on their workstations to view and control user computers

To teach this module, you need the Microsoft® PowerPoint® file 2285A_04.ppt

It is recommended that you use PowerPoint 2002 or later to display the slides for this course If you use PowerPoint Viewer or an earlier version of PowerPoint, some features of the slides may not appear correctly

To prepare for this module:

! Read all the materials for this module

! Complete the practices and the lab

! Read the materials listed under Additional readings for each topic

Document your suggested additional readings to share with the class

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How to Teach This Module

This section contains information that will help you to teach this module For some topics in this module, references to additional information appear in notes at the end of the topic Read the additional information in preparation for teaching the module During class, make students aware of the additional information

Demonstrations, Pages, Practices, and Labs

Explain to the students how the demonstrations, practices, and labs are designed for this course A module includes two or more lessons Most lessons include demonstration pages and a practice

The demonstration pages provide you with the steps to demonstrate a task The students do not perform the tasks on these pages with the instructor They will use these steps to perform the practice at the end of each lesson

After you have presented the contents of the topic and demonstrated the procedures for the lesson, explain that the practice gives students a chance for hands-on learning of all the tasks discussed in the lesson

There is a lab at the end of this module The lab enables students to practice the tasks that are discussed and applied in the entire module

Using real-world scenarios, the lab gives students a set of instructions in a column format The left column provides the task (for example: Create a group) The right column provides specific instructions that the students require

two-to perform the task (for example: From Active Directwo-tory Users and Computers, double-click the domain node)

An answer key for each lab exercise is located on the Student Materials compact disc, in case the students require step-by-step instructions to complete the lab They can also refer to the practice pages in the module

Lesson: Configuring User Desktop Settings

This section describes the instructional methods for teaching this lesson Discuss the main components of the desktop and their functions Students should be familiar with this information, so do not spend a lot of time on it This is a simple demonstration that shows students how to modify the desktop environment Advise students hat they will perform these tasks later in a practice

Describe the different desktop shortcuts and how to create them Explain that although shortcuts help students to access resources easily, too many shortcuts

on the desktop can be confusing, and actually reduce productivity Discuss the Desktop Cleanup Wizard and why it is good practice to use it Explain credentials, and explain that only program shortcuts can have additional credentials associated with them

Describe the different accessibility options and their functions Emphasize that there are accessibility options and accessibility programs, and explain the differences between them

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Demonstrate some of the accessibility options and programs The Narrator program requires that you set up and enable a sound card and speakers Make sure that you follow the steps closely and practice the demonstration a few times before you do it in class

Estimated time to complete this demonstration: 10 minutes

Explain the settings to configure regional options You may also want to demonstrate them as you talk You can add an extra input language and show students how to switch between the two languages by clicking the taskbar button

The information about Asian languages is included for completeness, but do not spend too much time on the subject Explain that the most commonly used languages are included on the product CD, which is useful for users who compose documents in languages other than their native languages

In this practice, students configure their desktop background and settings Make sure they read the scenario first to understand why they are performing these steps

Lesson: Customizing Menus and Folders

This section describes the instructional methods for teaching this lesson

When you describe the Start menu, emphasize its different parts Also,

emphasize the use of pinned programs It is important that students understand

the difference between setting up Start menu items for all users and setting up Start menu items for individual users

Demonstrate the procedures for customizing the Start menu Show students

how to add submenus and shortcuts, and how to modify the Startup folder Students may be confused about whether the taskbar is the entire bar or the area that displays only the running programs Ensure that students understand the different sections of the taskbar and the function each section performs or what each section indicates

When you discuss how to customize the taskbar, explain grouped icons

Additionally, discuss the additional toolbars that students can add to the taskbar, the functions of those toolbars, and how to customize them

Students must understand the basic concept of the My Documents folder and its uses Review the example on the page to ensure that students grasp the concept Present the information about customizing the My Documents folder and tell students that Group Policy can control the My Documents settings Emphasize that the information in this section assumes that the folder is located on an NTFS partition

Demonstrate how to change the location of the My Documents folder and how

to share it securely Explain to students the advantages of relocating the My Documents folder to a network server (to optimize local disk space, centralize folders for backup, and so on)

In this practice, students customize the Start menu and change the location of

the My Documents folder to a server on the network

User Desktop Settings

What Is the Start Menu?

Demo: Customizing the

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Lesson: Configuring System Settings

This section describes the instructional methods for teaching this lesson Describe how to use environmental variables and how to modify them manually

to change the default system behavior Ensure that students understand the differences between user variables and system variables, and discuss when students would alter these variables

Explain the purposes of the system failure settings and their importance Describe all the debugging choices and when students would use them Open

the System Properties sheet and show students the options, but do not save the

settings because this might require you to restart the computer

Lesson: Managing User Profiles

This section describes the instructional methods for teaching this lesson You can present this lesson as a refresher, because students learned most of this information (from the server perspective) in Course 2274 and Course 2275 Ensure that students understand the difference between local and roaming profiles, and between changeable profiles and mandatory profiles

Explain that Group Policy settings, which are used to support organizational and network policies, always take precedence over a setting in a profile

Explain the benefits of using Group Policy to control desktop customization

In this practice, students will create local user profiles, and then copy one profile to another user Ensure that students read the scenario first, and advise students to read the instructions to verify that the practice works as intended Estimated time to complete this practice: 20 minutes

Lesson: Using Remote Assistance in Windows XP Professional

This section describes the instructional methods for teaching this lesson Ensure the students understand the purpose of Remote Assistance After you discuss how to establish a session, demonstrate how to take control of a student computer

Explain the Remote Assistance process If possible, establish a Remote Assistance session with another computer so that you can demonstrate the various tasks as you present the material Ensure that students understand that the user requesting help and the support professional or other helper must interact in real time

Emphasize the necessity of enabling Remote Desktop if Internet Connection

Firewall is used on the Internet connection

Describe the process of sending a file in the Remote Assistance console, and explain the best practice for informing the user that you are sending a file Illustrate how this capability is useful in a support environment

Emphasize the best practices for maintaining security when students use Remote Assistance

How Environment

Variables Work

System Failure Settings

Types of User Profiles

How Group Policy

How to Send and

Receive Files Using

Remote Assistance

Best Practices When

Using Remote

Assistance

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Lab A: Using Remote Assistance to Configure a Computer Running Windows XP Professional

In this lab, students will send and accept Remote Assistance invitations

Students will then perform support tasks on their partner’s computer Students work with partners in this lab, and it is important that they read the directions and wait for their partner when directed to do so

In the lab, students are provided with real-world scenarios in which they resolve problems and answer questions

Students are given a set of instructions in a two-column format The column entry describes the task (for example, “Create an alert”) and the right-column entry provides specific instructions for the students to perform the task (for example, “In the performance logs and alerts pane, create an alert”) These steps are high-level instructions only, and are intended to guide students in discovering the answers

left-Students must complete all the practices before starting the lab

Remind students that they can review the lesson and practice pages in the module for assistance The answer key for each lab is provided on the Student Materials compact disc

Estimated time to complete this lab: 30 minutes

Assessment

Assessment questions for this module are located on the Student Materials compact disc You can use them as pre-instruction tool to help students identify areas of difficulty, or you can use them as post-instruction tool to validate learning

Consider using assessment questions to reinforce learning at the end of the day You can also use them at the beginning of the day as a review of the

information that you taught on the previous day

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Overview

***************************** ILLEGAL FOR NON - TRAINER USE ******************************

As an IT support professional, you will help users to configure and customize their desktops In this module, you will learn how to:

! Configure and customize user desktops

! Use profiles to implement and enforce desktop customization policies

! Use Remote Assistance to respond to remote requests for help

After completing this module, you will be able to:

! Configure system settings

! Manage local user profiles and understand how Group Policy can control desktop customization

! Use Remote Assistance to view and control user computers from your workstation

Introduction

Objectives

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Lesson: Configuring User Desktop Settings

When you configure user desktop settings, you change the appearance of the work area and the items that it contains As a support person, you will be asked

to set up the initial desktop to match the organization’s standards and the individual needs of your users

After completing this lesson, you will be able to:

! Explain the parts of a desktop

! Configure the desktop appearance and desktop shortcuts to improve task efficiency

! Configure Microsoft® Windows® XP Professional to support users with disabilities

! Configure Windows XP Professional to match users’ regional standards

! Configure Windows XP Professional to support multiple languages

Introduction

Lesson objectives

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Desktop Components

! Elements on a blue background are system settings and are not configurable

! Elements on a white background are user settings that a user can configure For example, a user may want to change where a command appears in a menu, add commands to a menu, or remove commands from a menu

! Group Policy can set and centrally control all desktop settings

There are several parts to the desktop The following table describes each component and its function

Component Function Start menu The Start menu contains all the commands that you require to begin

using Windows XP Professional On the Start menu, you can start

programs, open files, and customize your system with Control Panel

appears on the taskbar This provides a simple way to switch among several open applications and windows The button disappears when you close a window or application

Desktop icons and shortcuts

Icons and shortcuts provide access to programs, files and folders that are stored on your computer When you place your pointer over an icon, text appears that identifies the icon’s name or contents To open the file, folder or program, double-click the icon Desktop icons are the default icons provided by the operating system

Shortcuts, which are created by users or by setup programs, provide links to the programs, files or folders that they represent You can add and delete most desktop icons and all desktop shortcuts without affecting the actual programs, files or folders

Key points

Function of desktop

components

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(continued)

Component Function

desktop is visible In earlier versions of Windows, this was known as wallpaper

for files, programs, and other folders Folders are located on the right

side of the Start menu, and they offer convenient links to the

programs and files that you use most often

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Demonstration: Configuring the Desktop Display

In Control Panel, use Display to control the appearance of a computer’s desktop

To change the appearance of the desktop:

1 Right-click the desktop and click Properties

2 Click a theme from the Theme list

3 Click the Desktop tab

4 Click an image from the Background list

5 Click the Customize Desktop button

6 Select the My Network Places check box

7 Click OK

8 Click the Screen Saver tab

9 Click a screen saver from the Screen Saver list

10 Click OK

Procedure

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How to Create Desktop Shortcuts

Desktop shortcuts appear as icons on the desktop They help users to make their desktops a central point from which they can quickly gain access to often used items such as a program, online or offline folder, document, or Web site Users can choose the icons that represent those shortcuts

To create a shortcut on your desktop, do one of the following:

! Right-click a file or a folder, and then click Create Shortcut Drag the new

shortcut to your desktop

! On a Web site, right-click the page and click Create Shortcut This creates

a shortcut on your desktop

! Right-click the desktop and point to New, then click Shortcut You can

then type the name of or browse to the object for which you want to create a shortcut for on your desktop

! To add a program shortcut, right-click a program on the All Programs

menu and drag it to the desktop

Creating desktop

shortcuts

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! Desktops can become cluttered if you add too many shortcuts To avoid a cluttered desktop, place shortcuts on the taskbar rather than on the desktop

! Organize your desktop shortcuts in a logical manner to provide a clean, efficient desktop For example, you can organize them by:

• Shortcut type (programs, folders, dial-up connections)

! Run the Desktop Cleanup Wizard

• Right-click the desktop, point to Arrange Icons By, and then click Run Desktop Cleanup Wizard

For more information about changing and customizing desktop shortcuts, see the Windows XP Professional documentation

Organizing desktop

shortcuts

Additional reading

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How to Configure Windows XP Professional Accessibility Options

Windows XP Professional includes several accessibility options and programs

to enhance the computing experience for people who have visual, hearing, or motion disabilities These features provide a minimum level of functionality for users with special needs, and do not require additional software or hardware You can configure each accessibility option and program individually

However, the easiest and most effective way to configure them is to use the Accessibility Wizard The wizard asks a variety of questions about the user’s abilities, and then enables the Accessibility options that best meet the user’s needs

To run the Accessibility Wizard:

• Click Start, point to All Programs, point to Accessories, point to Accessibility, and then click Accessibility Wizard

If you do not want to use the wizard, you can use Control Panel or the Start

menu to configure individual settings

! You can use Accessibility Options in Control Panel to access individual options, such as accessing SerialKeys to configure alternative input devices

! You can use the Accessibility program on the Start menu to configure

settings, such as configuring the Narrator to read aloud the on-screen text, dialog boxes, menus, and buttons

Using the Accessibility

Wizard

Configuring individual

options

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For more information about the accessibility options and programs, see

Accessibility Options in Windows XP Professional under Additional Reading

on the Student Materials compact disc

For more information about the accessibility settings available in Windows XP

Professional, see Accessibility in the Help and Support Center

For more information about Microsoft support for accessibility technologies, see the Microsoft Accessibility home page at:

http://www.microsoft.com/enable

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Demonstration: Using Accessibility Features

This demonstration shows you how to use some of the accessibility programs in Windows XP Professional to improve the working environment for users with different disabilities

To use the Narrator accessibility program:

1 Click Start, point to All Programs, point to Accessories, point to Accessibility, and then click Narrator

2 Click OK

3 Click Start, and then click Run

4 Type notepad, and then click OK

5 Slowly type a short sentence in Notepad, and listen for each key narration

6 Close Notepad, and when asked if you want to save the changes, click No

7 In the Narrator window, click Exit, and then click Yes to quit the program

To use the Magnifier accessibility program:

1 Click Start, point to All Programs, point to Accessories, point to Accessibility, and then click Magnifier

2 Click OK

3 Click the bottom of the magnified window and drag the window down to increase the size of the window to about half the screen size

4 Move the pointer over some text, desktop icons, and dialog boxes

5 In the drop-down list, set the Magnification level to 5

6 Move the pointer over the desktop again to show the increased magnification level

7 In the Magnifier Settings window, click Exit

Introduction

Procedure

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To use the StickyKeys accessibility option:

1 Click Start, and then click Control Panel

2 Click Accessibility Options, and then click Accessibility Options again

3 Select the Use StickyKeys check box, and then click Apply

4 Click Start, click Run, type wordpad and then click OK

5 Press CTRL, press B, and then type a short sentence

6 Press CTRL, press U, and then type another short sentence

7 Close WordPad, and then click No so the changes are not saved

8 Press CTRL, press ALT, and then press DELETE to access the Windows Security dialog box

9 Click Cancel

10 Switch back to the Accessibility Options window

11 Clear the Use StickyKeys check box, and then click OK

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What Are Regional Settings?

In Windows XP Professional, users can change the format for elements such as dates and currency, and they can change the language that they use when they input text These elements are known collectively as regional settings

When you select a region, Windows XP Professional automatically adjusts the format settings for dates, times, numbers, and currency To change a region, use

the Regional Options tab in the Regional and Language Options in Control

Panel

When you install Windows XP Professional, you must select a language setting

The language setting determines the input language, which is the format of the

text that you type and the accents that you can use To select a different input

language, use the Language tab in the Regional and Language Options in

Control Panel

For more information about the regional and language settings in Windows XP

Professional, see Regional and Language Options overview, in the Help and

Support Center

For more information about the new local and language features in Windows XP Professional, see the Global Development and Computing Portal at: http://www.microsoft.com/globaldev/reference/winxp/XPLocLang.mspx

Regional options

Input languages

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How to Support Multiple Languages

Most employees work only in one language; however, some employees are required to work in multiple languages on the same computer

To add another language:

1 Click Start, and then click Control Panel

2 Click Date, Time, Language and Regional Options, and then click Regional and Language Options

3 Click the Languages tab, and then click Details

4 In the Text Services and Input Languages dialog box, under Installed Services, click Add

5 In the Input language list and the Keyboard layout/IME list, click the appropriate elements, and then click OK three times

Windows XP Professional installs the files for most common input languages

If you want to enter or display text in the East Asian languages such as Chinese

or Japanese, however, or the complex script and right-to-left languages such as Arabic and Hebrew, you can install the language files from the Windows XP Professional compact disc

To add support for these languages, select the appropriate check box on the

Languages tab in the Regional Options dialog box

Adding multiple

languages

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Each language has a default keyboard layout, but many languages have alternate versions of keyboard layouts Changing your keyboard layout affects which characters appear when you press the keys on the keyboard

When you select an alternate keyboard layout, an Input Method Editor (IME) is

automatically selected An IME is a program that enables you to enter the

thousands of characters in written Asian languages by using a standard 101-key keyboard

To add a new keyboard layout:

1 Click Start, click Control Panel, click Date, Time, Language, and Regional Options, and then click Regional and Language Options

2 On the Languages tab, click Details

3 In the Text Services and Input Languages dialog box, under Installed Services, click the language that you want to change the keyboard layout for, and then click Add

4 In the Add Input Language dialog box, in the list, click a keyboard layout, and then click OK three times

Adding keyboard

layouts

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Practice: Configuring User Desktop Settings

In this practice, you will configure the desktop background and appearance by

changing the theme of a computer A theme is a defined background and group

of sounds, icons, and other elements to help you personalize the computer easily

You are responsible for supporting a department of users whose computers have just been upgraded to Windows XP Professional Many users prefer a desktop display similar to the one that they used in Microsoft Windows 2000 Professional and have asked you to help them change the desktop backgrounds and other settings on their computers

! Change the desktop background

1 Log on to the nwtraders domain as ComputerNameUser (for example,

VancouverUser) with a password of P@ssw0rd

2 Right-click the desktop, and then click Properties

3 On the Display Properties sheet, on the Desktop tab, ensure that the background selection is (None)

4 On the Display Properties sheet, click the Themes tab

5 In the list, click the Windows Classic theme, and then click Apply

! Change the desktop appearance and settings

1 On the Display Properties sheet, click the Appearance tab, under Windows and buttons, see that the Windows Classic style has been

applied

2 In the Color scheme list, click Windows Classic, and then click Apply

3 Click the Settings tab, then use the slide bar to select 1024 by 768 pixels for the screen resolution, and then click OK

4 Click Yes to accept the changed settings

Objective

Scenario

Practice

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! Change the desktop back to Windows XP settings

1 Right-click the desktop, and then click Properties

2 In the Theme list, click Windows XP

3 Click the Desktop tab, scroll the Background list, and then click Windows XP

4 Click OK to change the settings and close the Display Properties sheet

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Lesson: Customizing Menus and Folders

You can customize the desktop environment to increase user productivity by making it easier to access an important resource A cluttered or disorganized desktop can hinder productivity by making it difficult to locate programs and files when you require them When you customize the desktop environment, make access to resources as easy and efficient as possible

After completing this lesson, you will be able to:

! Customize the Start menu

! Customize the taskbar

! Describe the purpose of the My Documents folder

! Customize the location and settings of the My Documents folder

Introduction

Lesson objectives

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What Is the Start Menu?

When you click Start, a menu is displayed that enables users to easily gain

access to the most used elements on the computer You can customize this menu for individual users or for all users

! The left frame of the Start menu consists of three sections The top section

displays pinned programs, which are programs that are manually attached to

the top left portion of the menu The default e-mail program and browser always appear in pinned programs Beneath the pinned programs are the recently used programs

! The Start menu is color-coded The white area of the menu is user-based

and can be customized The light-blue area is operating system-based, and cannot be customized

! When you customize the Start menu, you can customize it for the

individual user or for all users on the computer

! When you customize the Start menu for all users, you add an element that anyone logged on to the computer can use If you customize the Start menu

for a particular user, only that individual can see and use those customizations

Key points

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Demonstration: Customizing the Start Menu

This demonstration shows you how to customize the Start menu by adding

submenu folders, adding shortcuts for often-used programs, and adding elements to the Startup folder

To add a submenu folder and program shortcut for all users:

1 Right-click Start, and then click Open All Users

2 Double-click the Programs folder

When you place a program shortcut or a subfolder in the Programs folder, it

is listed in the All Programs menu above the Startup folder

3 On the File menu, point to New, and then click Folder

4 In the highlighted box, type New Programs and then press ENTER

5 Right-click any program or shortcut in the Programs folder, and then drag

it to the New Programs folder

6 Click Copy Here

7 Close the Programs folder

8 Click Start, point to All Programs, and then verify that the new submenu folder appears above the Startup folder at the bottom of the programs list

9 Point to New Programs to view the program or shortcut that you just

copied into it

Introduction

Adding submenu

elements for all users

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To add a submenu folder for an individual user:

1 Right-click Start, and then click Explore All Users

2 In the left explorer pane, expand the folder with the name of the user whose

Start menu you want to customize, and then click the user’s Start Menu

folder

When you place the submenu folder in the Start Menu folder, it becomes

pinned to the top of the All Programs menu for that user

3 On the File menu, point to New, and then click Folder

4 In the highlighted box, type UserName’s Programs (where UserName is

the name of the individual whose Start menu you want to customize), and

then press ENTER

5 Close the Start Menu folder

6 Click Start and verify that the new folder is not pinned on your menu

(Remember, the user whose folder you selected earlier is the only person who will see this new folder.)

To add a Start menu shortcut for the user who is logged on:

1 Right-click the desktop and select Properties

2 On the Desktop tab, click Customize Desktop

3 Select the Internet Explorer checkbox, and then click OK twice

4 On the desktop, right-click the Internet Explorer icon, and then click Create Shortcut

5 Drag the new shortcut on the desktop to the Start menu until the menu opens, then drag the shortcut to the All Programs menu until that menu opens, and then drag the shortcut to just above the New Programs folder

that you created earlier

This creates a shortcut to Internet Explorer on the Programs menu for the

user who is logged on

If users always use a particular program as soon as they log on, it is convenient that those programs start automatically when the user logs on To enable a program to start automatically when a user logs on, you place a shortcut to that program in the Startup folder You can customize the Startup folder for all users

or individual users

To add a program to the Startup folder:

1 On the desktop, click the Shortcut to Internet Explorer icon

2 Drag the icon to the Start menu until the menu opens, drag the icon to All Programs until that menu opens, drag the icon over the Startup folder until

its menu opens, and then drop the icon into its contents

3 Click Start, click Log Off, and then click Log Off again

4 Log on, and the Internet Explorer window will open automatically

For more information about customizing the Start menu, see Customizing your

computer in the Windows XP Help and Support Center

Adding submenu folders

for individual users

Adding shortcuts for

individual users

Customizing the Startup

folder

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What Are the Areas of the Taskbar?

The taskbar in Windows XP Professional is substantially different from the taskbars in earlier versions of Windows The Windows XP Professional taskbar consists of the following three distinct areas:

! The main part of the taskbar includes buttons for each open document,

folder, and application Because the taskbar can become crowded when you work in multiple programs or with multiple documents, Windows XP Professional groups the buttons representing documents from a single program into one taskbar button A down arrow to the right of the button indicates that multiple documents from this program are open, and by clicking the button, you display a list of documents from which to select a file

buttons for frequently used programs that you open by clicking them To

add this toolbar, right-click an empty area on the taskbar, point to Toolbars, and then click Quick Launch

! The notification area of the taskbar is where you usually see the time

displayed, and icons that indicate the status of certain programs and events For example, you might see an icon for a new e-mail message, an icon for network connectivity, or an icon for speaker or volume status This area can become crowded with notification icons, so Windows XP Professional automatically hides inactive icons You can view the inactive icons by

clicking the chevron (<) in the notification area

Key points

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Ways to Customize the Taskbar

You can customize the following properties of the taskbar:

! Automatically hiding the taskbar

! Hiding inactive icons

! Controlling the display of individual icons in the notification area

To customize the taskbar:

! Open the taskbar properties

! Make the required changes on the Taskbar tab

! Click Customize to make changes to the properties of a notification icon

To add frequently used program buttons to the Quick Launch toolbar:

! Right-click the Quick Launch toolbar, and then click Open Folder

! Create a new shortcut

! Type the location of, or browse to, the required program

You can also drag any program icon to the Quick Launch toolbar,

which automatically creates a program button

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