Chapter 4 Computers Questions

Name the four basic components of a computer system.

(a) CPU/central processing unit (the ''brain) (b) Input device (e.g., keyboard) (c) Internal and External memory (e.g., RAM, disk drives, hard drives, zip drives) (d) Out put devices (e.g., printer or screen)

What types of passwords should users avoid?

-Ascending digits (...1234...) -Current year (2013) -Digits corresponding to employees name (5646 for John). -Name of pets, children, Family members. -Numbers that identifies the owner (social security, employee ID, room number). -Reverse phone extensions. -Same digits (999). -Same number as phone Extension.

What are the functions of the following types of software?

-Personal information management software -Presentation software -Time and billing software Personal information management software-tracks critical dates for the client and attorney, monitors activities, and prepares hard copies of the master calendar.This type of software is used to organize information and schedule time. Examples can include Blackberry's, Smartphones, PDA's, and so forth. Presentation software- is used to organize and present information to an audience. This software can be used to create slides that can be displayed on a computer screen or projected onto a large screen using an LCD (liquid crystal display) panel and overhead projector. Power point is the best known example, but there are others. Time and billing software- is used to track billable and non billable time, calculate charges and costs, and create statements and invoices that are sent to the clients. Examples include VerSys, Elite, PClaw, and many others.

What are four features that assist in troubleshooting?

-help -reveal codes -undo -control+alt+delete to end task

What is the difference between a field and a record?

A field is one piece of information about a person or business. It can be a person's title (Mr., Mrs., Ms., Dr.). a person's first name and last name, a business name, address, phone number, or any other piece of information. A record is made up of all the fields relating to that one person or business. For example, one record contains the persons name, their business name, the address, and the phone number for one company.

What are viruses and can any system be entirely safe from them? Explain.

A virus is a computer code which can be copied into an existing computer program and make itself known by flashing an innocuous message on the screen or doing something as serious a destroying data or disabling the operating system. Computer viruses can spread through infected diskettes and shared computer software, through an online service, or through a network.

Why is document management important?

A well-defined method for naming and controlling files saves time and energy by locating documents, provides consistency and uniformity throughout an office, is easy to learn, and is essential for easy file identification. Many offices have a systematic method of naming documents and routinely place a document name and path in a small font on the last page or in a footer in the document, making the document easy to locate.

what is document management software?

To help with the naming of the documents and file management, some law firms purchase document management software that takes the job of naming the files away from the operator and automatically assigns file name according to standardized programming instructions. The document management system creates a unique document number that is typically inserted into a footer or other location in the document so the document can be easily recalled.

What is the purpose of a backup?

To prevent costly loss of data in a compute, routinely make a copy or backup of all data stored on the computer and place that duplicate in a separate location (the key words here are routinely and keep in a separate location).

Describe two types of fonts and explain point size. What determines the types of fonts available to you?

Two basic types of fonts are serif, which has small extensions that extend form the top and bottoms of the letters, and sans serif, which has no extensions. The smaller the font point size the smaller the print. The types of fonts available to you are determined by your printer's capabilities and software.

What are two ways of keeping a computers data secure?

Use encryption software and use passwords.

What are the two most computer-assisted legal research tools?

Westlaw and Lexis.com (formerly LEXIS-NEXIS).

What does ''drag and drop''mean? What is the clipboard?

Windows-based word processing has a feature called ''drag and drop'' that simplifies the moving and copying procedure. Using the mouse, text is selected and then while holding down a mouse key (or the control key and the mouse key when copying), the operator drags the text to new location, releases the mouse button, and drops the text in its new position. The text that is copied or moved is placed in the temporary memory area called the clipboard. Once the text is in the clipboard, it can easily be moved or copied to other applications or documents.

List three resources lawyer's assistant has to increase skilled used with computers.

a. Attend formal and informal meetings or seminars. b. Community collage classes. c. Have an open, willing, and exploratory attitude about learning how to use the computer. d. In-house training. e. Join user groups (computer users who meet regularly, e.g., monthly, to talk about software applications). f. Read computer periodicals and journals. g. Self-guided training using books, workbooks, reference manuals, and videos. h. Share ideas with coworkers.

List the steps to take when having printing problems.

a. Be familiar with the error messages and lights that indicate such problems such as paper out, paper jam, or offline. b. Check cords to see that they are plugged in. c. Check the cable connection between printer and computer. d. Look at the menu relating to printing to see if the proper printer types and location are selected and change settings if necessary.

List four ways to prevent RSI (repetitive strain injury) without investing hundreds of dollars.

a. Desk and keyboard should be at proper height. b. Keep wrists up one-half inch above the keyboard so wrists do not rest on anything. c. Look away form the screen to something in the distance every 10 to 15 minutes to focus and reset your eyes. d. Place monitor screen in front of the operator at eye level. e. Rotate tasks. f. Take one to five minute screen breaks every hour, get up an stretch, walk, and move around. g. Use an adjustable chair so you can sit straight. h. Use good keyboarding techniques.

What are the four parts to a file name?

a. Drive (e.g., A:, B:, C:, F:, H:, S:) (Note:Could be other capital letters). b.Sub Directory of Folder (e.g., C:/ATTY or C:/FORMS). c. Document Name (e.g., SMITH, RELEASE) d. Extension (e.g.,SMITH.doc, SMITH. wpd, F402,xls) The first part of a computer file name identifies a storage area where the document is saved. Fro example, a document can be saved on ''A'' : meaning the first floppy drive slot, or on ''B'', indicating the second floppy drive slot., on ''C'', meaning the hard drive, or on ''F'' to ''Z'' drives, indicating locations on network. The second part of a file name (referred to as its path) is a sub directory, The third part of the file name is the document name, which in Windows-based systems can be quite long, allowing for extending descriptions. The fourth part of the file name is the extension, which in Windows-based systems refers to the program in which the document was created, such as doc, wpd, or pdf.

Give three guidelines for using fonts.

a. For a professional look, underling is generally not used to emphasize text.To emphasize text use bold, italics, or a larger font size, bearing in mind that a larger font size is not standard usage in pleadings. b. Headings and subheadings are sometimes placed in sans serif fonts, such as Univers with the body of the document is usually in serifs fonts, such as Times New Roman. Bear in mind that mixing serif and sans serif type is not common or desirable in formal documents, such as pleadings. c. Keep the number of font types or font faces to three per page; more than that may make the document appear to busy. d. Point sizes for headings should be balanced and proportional to the point size of the body of the document. For example, main headings should be 2 to 4 point sizes larger than subheadings. Subheadings should be 2 to 4 points sizes larger than the body of the document. Again, this type of variation in point size is not desirable in formal documents such as pleadings, and would be forbidden by the court in any kind of appeals pleadings. e. Use the word Processor's style feature to apply formatting. This feature allows the operator to quickly effect font changes in the text.

Fill the blanks to complete the following statements that are guidelines for entering text in word processing. a. Instead of pressing the __________ at the end of each line of typing, the operator lets the words __________ to the next line. b. The enter key is used to __________ or to __________. c. The __________ should not be used to move the cursor to a new line to continue typing. d. When indenting text, as in numbered or bulleted lists, use the computer's __________ or __________to align the text correctly. Avoid pressing the Enter key to end the line and then pressing the space bar or Tab Keys in an attempt to indent lines of text (the type writer method). If an incorrect Method is used, ____________________.

a. Return (or Enter) Key, Wrap b. end a short line, create blank lines c. space bar d. indent, paragraph formatting features, each line may be have to be adjusted manually when the text is edited.

List three considerations for selecting equipment.

a. The current and future needs of the law office. b. Current equipment and replacement costs. c. Storage needs and the possibility of upgrading the system as needed. d. Costs of peripherals and software. e. Referrals from people who have recently purchased equipment. f. Vendor demonstrations of potential equipment choices. g. Availability of warranty and after purchase support.

Describe three styles of pleading paper.

a. blank format b. California format (line numbering and rule on left and right margin). c. Left-and-right-ruled margins.

What is hardware? Name four examples.

hardware id the actual machinery of a computer. Examples are: case, chassis, disk drives, electrical components, joy sticks, keyboard, mouse, printer, etc.

How are spreadsheet programs used in the law office?

Some lawyers use spreadsheets for bankruptcy, tax law, real estate, and estate planning. Also, tracking case costs, calculating claims for damages, calculating child support and alimony, dividing assets, in divorce cases, calculating and analyzing lost wages, and creating professional-looking trial exhibits.

What types of Errors does spell check find? Name two types of errors it will not detect.

Spell check finds: -double occurrences of words -irregular case -misspelled words -words that contain both alpha and numeric characters It will not detect word usage or words that are spelled correctly but used incorrectly.

What is the difference among these features: moving text, copying text, appending text, and spiking text?

After text or formatting codes are selected, they can be moved from one place of the document to another place in the same document or to a separate document. Copying is the similar to moving except the original text or codes that have been selected stay in their original positions and a duplicate is placed in another place in the document. The append feature allows the operator to select text and copy it to the very end of an existing document without opening or retrieving that document to the screen. The spike feature allows the operator to gather or collect in order each item deleted and insert the collected deletions as a group in another location or document.

Describe some standard ways of organizing sub directories or folders for computer documents in a law office.

Attorney (each attorneys initials) -Client name or number and then subdivide by matters. -Combinations of the above. -Practice area (litigation, real estate, probate, family law) -Types of documents (faxes, letters, briefs, memos) Instructor: You may want to describe types of document management systems with which you are familiar.

Explain the benefits of the features below and how they can assist in performing word processing tasks. a. automatic paragraph numbering b. document assembly c. document compare d. styles e. table of authorities

Automatic Paragraph Numbering- saves time because the numbers automatically update when they are moved, deleted, or when new numbers are inserted. Document Assembly- the operator can save time by creating and saving small documents that can be assembled to create a large document. Document Compare- this feature allows the operator to quickly and accurately compare two versions of a document that are marked in red line or strikeout to easily see the changes. Styles- provides a means of storing formatting codes so that documents can be consistent throughout an office; they are easy to use by untrained operators or by temporaries:once they are created, they are quick use, and changes can be made easily so that the operator can experiment to find just the right format. Table of Authorities-This feature automates the process of identifying cases, statutes, rules, and other elements that should be included in a table of authorities. Also, the corresponding page numbers will be automatically updated once the list is generated.

Describe a website or a web page.

They are written in special language called Hyper Text Markup Language or HTML; they can be ine to many screens in length. The opening or first page is called the home page. They contain lines, which are known as hypertext, hyperlinks, hotspots, or jump terms, that associate one website to another. Each website has a unique address or URL.

What does a Macro do?

This feature allows the operator to record a series of commands and menu selections and then replay them by executing only a few keystrokes.

How does the user access a website?

Through a browser using URL (uniform resource locator, essentially the address of the website).

How does the user connect with the internet?

Through a modern or router using a service provider.

What is meant by the term ''default settings''? Give two examples.

Standard default settings are those program settings that are used unless other are specified by the operator. For example, When the operator starts with a clear screen and begins to enter text, that document automatically uses settings for a standard sheet of paper (8 1/2 ''x11''), has one inch margins, begins in single line spacing and has tab settings every half inch.

What is the difference between email and facsimile transmission?

Both email and facsimile are systems of delivering and receiving data electronically. Email uses a computer, modern or router, telephone lines or cable, and communications software to send messages from one user to another user or to a group of individuals. Facsimile machines are machines that are attached to a telephone line and are used to send or receive data that is scanned into the facsimile machine. (A special adapter called a fax board can be installed in the computer that allows for sending and receiving of data; however, printed, paper copies of documents cannot be sent unless they are converted into electronic images.)

What are the standard margin settings and line spacing settings?

Standard margins are usually 1'' top, bottom, left, and right; however sometimes the left and right margins are set at 1.25''. Line spacing default is single spacing.

What is software? Name two types.

The instructions that make a computer operate are called software.The two types are operating system software (such as MS-DOS in Windows programs) and applications software (such as those for word Processing, spreadsheets, and database).

What is the internet?

The internet is a worldwide network of computers linked to other computers providing a collection of online documents and information.

How can the thesaurus assist you?

To ascertain correct word usage, To differentiate the meaning of the words that sound alike, To find synonyms and antonyms, And To give clues about a word's meaning.

Explain what paper orientation means.

The operator may choose the direction of the printing on the page: portrait orientation prints text vertically down the length of the page; landscape orientation prints text across the width of the paper or horizontally.

What are some alternate functions of the tab key?

The tab key has a second function. It is used to move the cursor or insertion point forward in menus, dialog boxes, and in word processing or spreadsheet tables. A shift+tab key combination moves the cursor or insertion point backwards. To override this cursor movement function in a table, the operator must use a special key combination such as home+tab or control+tab to align the text.

Write the domain name for each of the following categories. -Commercial -Education -Government -Military -Network -Nonprofit Organizations

Commercial= .com Education= .edu Government= .gov Military= .mil Network= .net Nonprofit Organization= .org

What is a database management system? List four ways this types of software can be used in law office.

Database management system software is used to collect, store, and organize data. It can be used in a law office to: a. Create a variety of reports, and the data contained in the fields and records can be merged with primary or main documents in word processing programs. b. Index discovery documents, including when a particular document was created, who created it, why was it created, who got copies of it, and so on. c. Index law libraries and brief banks. (The fields in this database may include the name of the brief, the author, the case, or key words.) d. Keep track of a law firms clients. e. Organize the information contained in medical summaries, including the name of the doctor or provider of service, date of service, medications given, and prognosis notes.

Describe how the following are used a editing tools: a. Deleting text b. Selecting or blocking the text c. Inserting text.

Deleting text is a simple operation in word processing. The operator presses backspace to delete characters to the left of the cursor or insertion point and presses deletes to delete characters to the right of the cursor or insertion point. There are two models for inserting text. Automatic insert is the normal mode. The operator places the cursor (or insertion point) at the place where text is to be inserted and begins to enter the text. The text automatically moves to the right making space for the newly entered text. ''Type over'' or ''Over type'' is a destructive type of insert. This means that when the operator begins to enter texts the new letters are inserted right over the top of the old characters, thus destroying what was previously entered. Text can be changed or formatted before or after it is entered. Once text is entered, however, the operator must ''select'' or ''block'' it and then do whatever command is needed. When the text is selected, it appears in reverse video or in a different color.

Name three types of Printers and the three ways the printers can differ.

Dot-matrix, laser, and inkjet. They vary in speed, print quality, and price.

Describe what a search string is and explain case-sensitivity.

The search feature is a editing tool that allows the operator to quickly find a specific word or code in a document. The term ''search string'' refers to the actual text or code that is being searched for and matched. If the search string is entered in uppercase letters, only upper case letters will be matched. If the sting is entered in lower case letters, both upper case and lower case letters will be matched. The concept of how the search string matches upper and lower case words is referred to as case-sensitivity. (Note: An extended search is a type of search that includes such areas such as headers, footers, footnotes, end notes, graphics and graphic captions.)

Why are footnotes easy to do in word processing?

The system automatically places super scripted numbers in the documents, and adds 2 1/2 in line followed by the footnote text at the bottom of the page. When footnotes are moved, inserted, or deleted,the numbers are automatically updated.

Grammar checkers find errors in grammar and style based upon what standards?

Formal writing rules, business writing rules, and the casual writing rules.

What does GUI stand for? What does WYSIWYG?

GUI- stands for Graphical User Interface; WYSIWYG stands for What You See Is What You Get.

What is the feature that is used to place text repetitively at the top or bottom of each page? What types of documents are they typically used in?

Headers place repetitive texts and/or graphics at he top of each page, and footers place repetitive text and/or graphics at the bottom of each page. Headers and footers are used to multi page letters and memos, pleadings, real estate documents, and estate planning documents.

Identify the following as either input devices or output devices or both. Write ''O'' in front of those that are output devices; ''I'' in front of those that are input devices; an ''B'' in front of those that be considered both. ___ Bar Code Scanner ___ Keyboard ___ Network Card ___ Monitor ___ Mouse ___ Printer ___ Scanner ___ Voice Recognition System

I- Input- Bar Code I- Input- Keyboard B- Both- Network Card B- Both- Monitor I- Input- Mouse O- output- Printer I- Input- Scanner I- Input- Voice Recognition System

What is the difference between internal and external memory?

Internal memory stores data and program instructions that the CPU accesses most often. External Memory is used for long term data storage.

What is the purpose of the indent function? What is the difference between setting left and right margins and setting temporary margins? How can the indent function be used to set up the format for long (more than 50 words) quotations?

It allows the operator to quickly set off subsections of document so that the document is easier to read and understand. If you set left and right margins, the margins for the whole document (or section such as a page of a document); the indent will set temporary margins paragraph-by-paragraph. It is used to format items that are in numbered or bulleted lists. It is used to format quoted material and to format text in a hanging indent style such as bibliographic documentation.

What id the difference between LAN and WAN?

LAN is a Local Area Network. A LAN system connects computers that are located close together, i.e., in the same building, and are joined by co-axial cables. WAN is a Wide Area Network. A WAN system connects computers that are located far apart, i.e.,in another city. A WAN system uses microwave, telephone, and communication-satellite linkage. For both LANs and WANs, a computer technician is required to maintain these complicated systems.

What are four types of text justification or alignment?

Left, right, center, and full. The term ''Flush Right'' indicates alignment of a single line of text, a single item, or selected lines of a text with the right margin, while leaving the right margin uneven.

What is MS- DOS?

MS- DOS is operating system software, usually installed int he computer at the time of purchase, that must be in place before other software can be operated. The operating system tells the computer how to store a file, coordinates input and output devices, and does a variety of other tasks.

Define Merging and describe the two types of documents that are necessary to perform a merge.

Merging is the process of combining data form two documents to make a third document. The two types of documents that are necessary are the main document or primary file that contains the form document. The second type of document is called the data source or secondary file that contains names and addresses.

Name the four styles of tab alignment.

Most Word Processors have four types of tab or text alignment: left, center, right, and decimal alignment.

What types of documents are created using the column feature?

Newsletters, Advertising Brochures, catalogs, and telephone lists.

Explain how much data can be stored on hard disk drives and CD-ROM's.

One byte is equivalent to one character, number, or punctuation mark. One thousand bytes equal a kilobyte (KB), One million bytes equal a megabyte, One billion equals a gigabyte (GB), and one terabyte equals 1 billion. A hard disk drive holds 20 MB to 80 GB. A CD- ROM holds approximately 650 MB. (A CD- ROM disk can contain an entire set of encyclopedias).

What is the purpose of the search and replace feature?

Search and replace allows the operator to search for text, special symbols, and/or formatting (and related codes), and replace them with other text, codes, and/or formats. For example, if the operator spells the name Hansen with an ''en''throughout a document and then finds out the name should be spelled as ''Hanson'' the search and replace feature can be used to quickly make the correction.