Microsoft Office 2003- Illustrated Introductory, Premium Edition Understanding File Management

Objectives Create and save a WordPad document Open, edit and save an existing Paint file Work with multiple programs Define file management Work with a USB drive Working with Programs, Files, and Folders Unit B

Objectives View files and create folders with My Computer Move and copy files with My Computer Manage files with Windows Explorer Search for files Delete and restore files Working with Programs, Files, and Folders Unit B

Unit Introduction Most of your work on a computer involves using programs to create files For example, you might use WordPad to create a résumé or Microsoft Excel to create a budget You can also open and edit existing files and copy and paste data from one file to another You can use My Computer or Windows Explorer to perform file management tasks Working with Programs, Files, and Folders Unit B

Creating and Saving a WordPad Document When you open most programs, a new blank document opens While the computer is on, your work is automatically, and temporarily, stored using the computer’s random access memory (RAM) To store a document permanently, you must save it as a file on a disk Files can be saved on a hard disk, floppy disk, CD-ROM, or Zip disk File names can use up to 255 characters, including spaces and punctuation Working with Programs, Files, and Folders Unit B

Creating and Saving a WordPad Document (cont.) To create a new WordPad document: Start WordPad Type the document as you wish it to appear To select text you wish to format, click to the left of the word, then drag to the right until the text is highlighted Use the Formatting toolbar to change the font, font size, or add effects such as boldface Formatting toolbar Working with Programs, Files, and Folders Unit B

Creating and Saving a WordPad Document (cont.) To save a file for the first time: Click File  Save As In the Save As dialog box, type a new filename, then click Save Click to select the location in which to save the file Type new filename here Working with Programs, Files, and Folders Unit B

Locating Your USB Flash Drive It can sometimes be difficult to find the slots for your flash drives The USB ports on your computer might be in the front or back of the CPU On a notebook, the ports might be on the back or side The name of the flash drive that appears in Windows Explorer depends on the brand The letter assigned to your flash drive might vary from what is shown and referenced in this unit Working with Programs, Files, and Folders Unit B

Opening, Editing, and Saving an Existing Paint File To open a Paint file: Click the Start button on the taskbar, point to All Programs, point to Accessories, then click Paint Click File  Open In the Open dialog box, click the Look in list arrow, then click the drive and folder where your file is located In the file list, click the file, then click Open Your drive may display a different letter List of files Working with Programs, Files, and Folders Unit B

Opening, Editing, and Saving an Existing Paint File (cont.) Name of the file Tool Box Color Box Working with Programs, Files, and Folders Unit B

Opening, Editing, and Saving an Existing Paint File (cont.) To edit a Paint file, use the buttons in the Paint Tool Box Working with Programs, Files, and Folders Unit B

Working with Multiple Programs A powerful capability of Windows is that it can run more than one program at a time Even if files were created in two different programs, you can copy data from one to another A program button on the taskbar represents any window that is open on the desktop Working with Programs, Files, and Folders Unit B

Working with Multiple Programs (cont.) To copy text or objects from one program to another: Select the text or object you want to copy Click Edit on the menu bar, then click Copy Click the program button on the taskbar for the destination file Click in the file where you want the copied information to appear Click Edit  Paste (or use the Paste button) Working with Programs, Files, and Folders Unit B

Working with Multiple Programs (cont.) Overview of cutting, copying, and pasting methods: Working with Programs, Files, and Folders Unit B

Other Programs that Come with Windows XP Other Windows accessories include: A calculator Windows Movie Maker (used to create, edit, and share movie files) An Address Book NetMeeting (used to set up a voice and/or video conference over the Internet) Or use Remote Desktop Connection (allows another person access to your computer to diagnose or solve computer problems) Working with Programs, Files, and Folders Unit B

Defining File Management File management is organizing and keeping track of files and folders Folders are areas on a flash drive (or other removable storage medium) or hard disk that help you organize your files Windows has two main file management tools: My Computer Windows Explorer Working with Programs, Files, and Folders Unit B

Defining File Management (cont.) Windows XP gives you the ability to: Create folders in which you can save and organize your files Examine and organize the hierarchy of files and folders Copy, move, and rename files and folders Delete files and folders you no longer need and restore files you delete accidentally Locate files quickly with the Windows XP Search feature Use shortcuts Working with Programs, Files, and Folders Unit B

Defining File Management (cont.) Sample file hierarchy: Working with Programs, Files, and Folders Unit B

Working with a USB Drive A USB flash drive is a compact, portable drive that plugs into your computer’s USB port and can store anywhere from several megabytes to several gigabytes of data Also known as pen drive, jump drive, or keychain drive To use a flash drive, you do not have to install software or otherwise prepare the drive: Remove the cap on the flash drive Insert the flash drive into a USB port Wait a few seconds until Windows recognizes the drive You can use the Format command to quickly erase its contents Working with Programs, Files, and Folders Unit B

Working with a USB Drive (cont.) To copy a file from a USB drive: Place a flash drive in any available USB port Double-click the My Computer icon on the desktop Double-click the flash drive icon to display its contents, click on the file you wish to copy, and click Copy this file in the File and Folder Tasks list Select the destination in the list of drives, then click Copy Working with Programs, Files, and Folders Unit B

Working with a USB Drive (cont.) Flash drive icon Working with Programs, Files, and Folders Unit B

Viewing Files and Creating Folders with My Computer To open My Computer and view files and folders: Double-click the My Computer icon on your desktop Double-click a drive or folder in the right pane to display its contents in the right pane Menu bar Address bar Standard Buttons toolbar Working with Programs, Files, and Folders Unit B

Viewing Files and Creating Folders with My Computer (cont.) To create a new folder, select the location where you want the new folder, create the new folder, then name it meaningfully, so you can know its contents by reading the name To create a new folder: Navigate to the folder where the new folder will be stored In the File and Folder Tasks pane, click Make a new folder If necessary, click to select the folder, then click Rename this folder in the File and Folder Tasks pane; type the new filename, then press [Enter] Working with Programs, Files, and Folders Unit B

Viewing Files and Creating Folders with My Computer (cont.) Buttons on the Standard Buttons toolbar in My Computer: Working with Programs, Files, and Folders Unit B

Moving and Copying Files with My Computer You can move a file or folder from one location to another using a variety of methods in My Computer By dragging them from one location to another Using the Cut, Copy, and Paste commands on the Edit menu Right-clicking a file and selecting the appropriate option in the menu that appears The Common Tasks pane in My Computer displays options such as “Move this file” You can also right-click a file and use the Send To command This can be used to back up files to another location, such as a flash drive Working with Programs, Files, and Folders Unit B

Moving and Copying Files with My Computer (cont.) If both the file and folder are visible, you can simply drag the file to the new location to copy it Up button When you drag a file to a new location, the file and location are highlighted, indicating that both are being used Common Tasks pane Working with Programs, Files, and Folders Unit B

Moving and Copying Files with My Computer (cont.) To move a file: Select the file(s) to move Click Move this file or Move the selected items in the File and Folder Tasks pane In the Move Items dialog box, navigate to the drive and folder where you want the file(s) moved, then click Move Two files selected to be moved Folder to which files will be moved Click to move files to selected location Working with Programs, Files, and Folders Unit B

Moving and Copying Files with My Computer (cont.) Techniques for selecting multiple files and folders: Working with Programs, Files, and Folders Unit B

Managing Files with Windows Explorer Windows Explorer differs from My Computer, although the tasks you can perform are the same The Explorer Bar displays the Folders pane, which allows you to see and manipulate the overall structure of the contents of your computer or network while you work with individual files and folders within that structure You can change the view in Windows Explorer to display the Files and Folders task pane, or in My Computer to display the Folders pane Working with Programs, Files, and Folders Unit B

Managing Files with Windows Explorer (cont.) To open Window Explorer and view files and folders: Click the Start button, point to All Programs, point to Accessories, click Windows Explorer Click a folder in the Folders pane or double-click a folder in the right-pane to display its contents in the right pane Click the plus sign (+) or minus sign (-) in the Folders pane to display or hide subfolders in the file hierarchy To change the display of the files and folders in the right pane, click View on the menu bar, then click the appropriate option To rename a folder, right-click it in either pane, click Rename on the shortcut menu, type the name, then press [Enter] Working with Programs, Files, and Folders Unit B

Managing Files with Windows Explorer (cont.) Windows Explorer Window: Left pane, known as the Folders list or the Explorer Bar Working with Programs, Files, and Folders Unit B

Searching for Files The Windows XP Search: Can help you quickly find any object Opens in the Search Explorer bar Gives you the option to find files or folders by name, location, size, types, and date created or last modified You can also search for a computer on your network, a person in your address book, a Web page, and people on the Internet Is also accessible from the Start menu Working with Programs, Files, and Folders Unit B

Searching for Files (cont.) To use the Search Companion pane: Click the Search button on the Standard Buttons toolbar Choose a search option method in the Search Companion pane Type the search criteria in the text box Click Use advanced search options to open a larger pane, click the Look in list arrow to choose a new location if necessary Click the Search button The Search program finds the files and folders that match the criteria Working with Programs, Files, and Folders Unit B

Searching for Files (cont.) Search button Getting ready to search: Search Companion pane Working with Programs, Files, and Folders Unit B

Searching for Files (cont.) Specifying search options: Enter search text here Working with Programs, Files, and Folders Unit B

Accessing Files, Folders, Programs, and Drives You Use Often You can create shortcuts, which are icons that represent an object stored somewhere else Shortcuts can be placed on the desktop Double-click a shortcut to open the object or program it represents To create a shortcut: View the item in My Computer or Windows Explorer Drag using the right-mouse button to the desktop Click Create Shortcuts Here on the shortcut menu Working with Programs, Files, and Folders Unit B

Accessing Files, Folders Programs, and Drives You Use Often (cont.) You can also pin items to the Start Menu so that they are always at the top left side of the menu To pin an item, open the Start menu, view the item you want to pin, right-click the program name, then click Pin to Start menu Working with Programs, Files, and Folders Unit B

Deleting and Restoring Files You can delete (or remove) items you no longer need If you delete a file or folder from the hard disk, it goes to the Recycle Bin The Recycle Bin stores all items you delete from your hard disk until you remove them permanently By emptying the Recycle Bin, you can restore any files you might have deleted accidentally If you delete a file from a floppy disk it cannot be restored Working with Programs, Files, and Folders Unit B

Deleting and Restoring Files (cont.) Methods for deleting and restoring files: Working with Programs, Files, and Folders Unit B

Customizing your Recycle Bin You can adjust Recycle Bin settings by right-clicking the Recycle Bin on the desktop, then clicking Properties on the shortcut menu Settings options include: Deleting files from the hard drive immediately instead of placing them in the Recycle Bin Increasing or decreasing the amount of space allotted to the Recycle Bin by moving the Maximum Size of Recycle Bin slider Working with Programs, Files, and Folders Unit B