Tech for Beginners Part 45: Windows and macOS Basics: Desktop, Start Menu, Finder and Settings

Switching on a new computer for the first time can feel like walking into an unfamiliar office: lots of icons, menus and buttons, and no idea where anything is kept. The good news is that both Windows and macOS are organised around a few simple ideas, and once you know where the main controls live, everything else falls into place. This is Part 45 of our Tech for Beginners series. Today we will go through first-time setup with a Microsoft or Apple account, and learn the desktop, the taskbar and Dock, the Start menu, File Explorer and Finder, and Settings. We will also explain the difference between shutting down, restarting and sleep.

During setup you will sign in with an email-based account like the ones we created in Part 18, protected by a strong password from Part 20. You will also connect to your home network, which we explained in Part 11 on Wi-Fi basics. If you are still choosing a computer, Part 44 has a buying checklist.

A note on changes: Windows and macOS receive regular updates that move buttons, rename settings and add features. Screens also differ slightly between versions and computer brands. The steps below describe Windows 11 and recent macOS versions in general terms; if something looks different, use the search box in Settings or the Start menu.

Part A: First-time setup

Setting up a Windows computer

1. Switch on the computer and choose your country or region (India) and keyboard layout (usually US).
2. Connect to your Wi-Fi by choosing your network and entering its password.
3. Sign in with a Microsoft account (an Outlook, Hotmail or other email registered with Microsoft), or create one. This lets you use OneDrive, the Microsoft Store and recovery options.
4. Create a PIN for quick sign-in. Many laptops also offer Windows Hello fingerprint or face sign-in.
5. Review the privacy choices (location, diagnostic data, ads). You can turn off anything you are not comfortable with.
6. Skip optional offers, such as trial subscriptions, if you do not need them. You can always add them later.
7. Let Windows finish setting up and check for updates.

Setting up a Mac

1. Switch on the Mac and choose your country and language.
2. Connect to Wi-Fi.
3. If you have an iPhone, you may be able to transfer some settings from it.
4. Sign in with your Apple Account (the same one used on your iPhone), or create one.
5. Create a user account and password for the Mac. Set up Touch ID if your Mac has it.
6. Choose settings for Location Services, analytics and Screen Time.
7. Turn on FileVault disk encryption if offered; it protects your files if the Mac is stolen.

Tip: write down the account email and where you stored the password. You will need them if you ever reset the computer.

Part B: The desktop

The desktop is the main screen you see after signing in, like the top of a real desk. Its background picture is called the wallpaper. You can keep shortcuts and files here, but a crowded desktop becomes confusing. It is better to store files in proper folders, which we cover in Part 48.

• Windows: you will often see the Recycle Bin on the desktop, where deleted files go.
• Mac: deleted files go to the Bin (called Trash in some regions), found at the end of the Dock.

Part C: The taskbar (Windows) and the Dock (Mac)

Windows taskbar

The taskbar is the strip along the bottom of the screen. In Windows 11, its icons are usually centred.

• The Start button (Windows logo) opens the Start menu.
• The search box or icon finds apps, files and settings.
• Pinned apps such as the Edge browser and File Explorer open with one click.
• Apps that are open show a small line under their icon.
• On the right, the system tray shows Wi-Fi, volume, battery, time and date. Clicking Wi-Fi, volume or battery opens Quick Settings.

To pin an app you use often, right-click its icon while it is open and choose Pin to taskbar.

Mac Dock and menu bar

The Dock is the row of app icons at the bottom of the screen.

• Click an icon to open an app. A small dot under it means the app is running.
• The Finder icon (a smiling face) is always at the left end.
• To keep an app in the Dock, right-click (or Control-click) its icon and choose Options > Keep in Dock.

At the top of the Mac screen is the menu bar. On the left is the Apple menu (the Apple logo), which has Shut Down, Restart, Sleep and System Settings. Next to it are the menus for whichever app you are using. On the right are Wi-Fi, battery, the time, Control Centre and Spotlight search (the magnifying glass).

Part D: The Start menu and finding apps

Windows Start menu

1. Click the Start button or press the Windows key on your keyboard.
2. You will see pinned apps, and an All apps list.
3. Just start typing an app's name, for example "calculator", and press Enter to open it.
4. The power button in the Start menu lets you sleep, shut down or restart.

Finding apps on a Mac

• Press Command + Space to open Spotlight, type the app name and press Return.
• Or open the Applications folder in Finder, or the app list (Launchpad or Apps, depending on your macOS version) from the Dock.

Part E: File Explorer and Finder

These are the programs that show your files and folders, like a filing cabinet.

File Explorer (Windows)

• Open it from the folder icon on the taskbar, or press Windows key + E.
• On the left, you will see Home, quick links to Desktop, Downloads, Documents, Pictures, and This PC, which shows your drives.
• If you use OneDrive, it appears in the left panel too.

Finder (Mac)

• Click the Finder icon in the Dock.
• The sidebar shows Applications, Desktop, Documents, Downloads and iCloud Drive.
• Use the search box at the top right to find a file by name.

Part F: Settings

Windows Settings

Open Start > Settings (the gear icon), or press Windows key + I. Important sections include:

• System: display, sound, notifications, power and battery, storage.
• Bluetooth & devices: mouse, printers, headphones.
• Network & internet: Wi-Fi.
• Personalisation: wallpaper, colours, taskbar.
• Accounts: your sign-in options and family members.
• Accessibility: text size, magnifier, narrator.
• Windows Update: check for and install updates.

Mac System Settings

Open the Apple menu > System Settings. You will find Wi-Fi, Bluetooth, Notifications, Sound, Displays, Battery, Accessibility, Touch ID and Password, and General > Software Update. Use the search box at the top left to find anything quickly.

Make text bigger

If text is too small, on Windows go to Settings > Accessibility > Text size, or System > Display > Scale. On a Mac, go to System Settings > Displays and choose a larger text option, or use Accessibility settings. This helps a lot for older eyes.

Part G: Shut down, restart or sleep?

• Sleep: the computer pauses with everything open and uses very little power. It wakes in seconds. Good for short breaks. Closing a laptop lid usually puts it to sleep.
• Shut down: closes everything and turns the computer off. Good at the end of the day, before travelling, or if you will not use it for a while. Save your work first.
• Restart: shuts down and starts again. This fixes many small problems and is often needed after updates.

Avoid pressing and holding the power button to force the computer off, except when it is completely frozen; doing this can lose unsaved work.

Lock when you step away

Press Windows key + L on Windows, or Control + Command + Q on a Mac, to lock the screen when you leave your desk, especially in offices and cyber cafés.

Part H: Keep your new computer safe from day one

A few minutes of setup on the first day saves a lot of trouble later.

1. Check for updates in Windows Update or Software Update before you install anything else.
2. Keep the built-in protection on. Windows includes Windows Security (Microsoft Defender), and macOS has its own built-in protections. Most home users do not need to buy extra antivirus software, although you may choose to.
3. Install apps only from trusted places, such as the Microsoft Store, the Mac App Store or the official website of the software company.
4. Set a screen lock so the computer locks automatically after a few minutes of inactivity.
5. Turn on backup, for example OneDrive on Windows or iCloud and Time Machine on a Mac, so your files are safe if the computer fails.
6. Create a separate account for children or other family members, instead of sharing your own login.

Part I: Helping an elder use a computer for the first time

If you are setting up a computer for a parent or grandparent, keep things simple. Increase the text size, put only the apps they use on the taskbar or Dock, and set the browser's home page to the sites they visit most, such as a news site or their bank. Write the main steps on a card in their language: how to switch on, open the browser, join a video call and shut down. Sit beside them and let them use the mouse themselves, rather than doing everything for them. Practise a few times over the first week, and remind them never to allow a stranger on the phone to "fix" the computer remotely.

Frequently asked questions

Can I use Windows without a Microsoft account?

Microsoft increasingly requires a Microsoft account during setup of Windows 11 Home. A Microsoft account also brings useful features like password recovery and OneDrive backup, so it is generally a good idea.

Should I shut down my laptop every day?

Sleeping overnight is usually fine, but a full restart or shutdown every few days helps keep the computer running smoothly and lets updates install.

My new laptop came with many trial apps. Can I remove them?

Yes. On Windows, go to Settings > Apps > Installed apps, click the three dots next to an app and choose Uninstall. Remove only apps you recognise as unwanted extras, not drivers or system tools.

What is next

Try this today: open Settings on your computer, make the text size comfortable, and pin your three most-used apps to the taskbar or Dock. In the next part of Tech for Beginners, we will learn keyboard, mouse and touchpad skills, including the shortcuts that save the most time.