FIRST COURSE Windows XP Managing Your Files

XP New Perspectives on Microsoft Office 2007: Windows XP Edition2 Objectives Develop file management strategies Explore files and folders Create, name, copy, move, and delete folders Name, copy, move, and delete files

XP New Perspectives on Microsoft Office 2007: Windows XP Edition3 Organizing Files and Folders A file, or document, is a collection of data that has a name and is stored in a computer Organize files by storing them in folders

XP New Perspectives on Microsoft Office 2007: Windows XP Edition4 Organizing Files and Folders Disks contain folders that hold documents, or files – USB drives (also called flash drives, thumb drives, jump drives, or memory sticks) – Compact discs (CDs) – Digital Video discs (DVDs) – Hard disks Removable disks are inserted into a drive

XP New Perspectives on Microsoft Office 2007: Windows XP Edition5 Understanding the Need for Organizing Files and Folders Windows organizes folders and files in a hierarchy, or file system Windows stores the folders and important files it needs to turn on the computer in its root directory Folders stored within other folders are called subfolders

XP New Perspectives on Microsoft Office 2007: Windows XP Edition6 Organizing Files and Folders

XP New Perspectives on Microsoft Office 2007: Windows XP Edition7 Understanding the Need for Organizing Files and Folders

XP New Perspectives on Microsoft Office 2007: Windows XP Edition8 Developing Strategies for Organizing Files and Folders Type of disk you use to store files determines how you organize those files Storing files on removable media (USB drive, CD, DVD) allows you to use simpler organization The larger the medium, the more levels of folders you should use My Documents folder – ok to use at home but not at school You should have a backup, or duplicate copy, of important files

XP New Perspectives on Microsoft Office 2007: Windows XP Edition9 Developing Strategies for Organizing Files and Folders

XP New Perspectives on Microsoft Office 2007: Windows XP Edition10 Exploring Files and Folders Windows Explorer shows the files, folders, and drives on your computer – Panes Explorer bar Folders pane – Expand icon – Collapse icon My Computer shows the drives on your computer

XP New Perspectives on Microsoft Office 2007: Windows XP Edition11 To Open Windows Explorer There are a few ways to open Windows Explorer. Here are 2 different methods: Method 1 Click on the START button, hover your mouse over the All Programs (or “Programs” in classic view) and then hover over Accessories, finally click on Windows Explorer. Method 2 Open My Computer and click on the Folders button at the top of the My Computer environment.

XP New Perspectives on Microsoft Office 2007: Windows XP Edition12 Exploring Files and Folders

XP New Perspectives on Microsoft Office 2007: Windows XP Edition13 Exploring Files and Folders

XP New Perspectives on Microsoft Office 2007: Windows XP Edition14 Using Windows Explorer My Documents folder

XP New Perspectives on Microsoft Office 2007: Windows XP Edition15 Navigating to Your Data Files The file path is a notation that indicates a file’s location on your computer. L:\Student\Ward\Principles of Information Technology \Objectives.docx – L: is the drive name – Student is the top-level folder on drive L – Ward is a subfolder in the Student folder – Principles of Information Technology is a subfolder of the Ward subfolder – Objectives.docx is the full filename with the file extension

XP New Perspectives on Microsoft Office 2007: Windows XP Edition16 Navigating to Your Data Files

XP New Perspectives on Microsoft Office 2007: Windows XP Edition17 Working with Folders and Files Creating Folders using Windows Explorer – Click File on the menu bar, point to New to display the submenu, and then click Folder

XP New Perspectives on Microsoft Office 2007: Windows XP Edition18 Working with Folders and Files Moving and Copying Files and Folders – Moving a file removes it from its current location and places it in a new location you specify – Copying places the file in both locations

XP New Perspectives on Microsoft Office 2007: Windows XP Edition19 Working with Folders and Files Naming and Renaming Files – Filenames provide important information about the file, including its contents and purpose Main part of the filename Dot File extension – A filename extension identifies file type and indicates program in which file was created

XP File Extensions The following filename extensions are commonly used:.doc – Microsoft Word 2003.docx – Microsoft Word 2007.txt – ASCII text only.jpg – Graphics format.ppt – Microsoft PowerPoint 2003.pptx –Microsoft PowerPoint 2007.xls – Microsoft Excel 2003.xlsx – Microsoft Excel 2007.zip – Compression format New Perspectives on Microsoft Office 2007: Windows XP Edition20

XP How to see file extensions extensions.html extensions.html New Perspectives on Microsoft Office 2007: Windows XP Edition21

XP Office 2003 and Office 2007 compatibility issues If you need to save an Office 2007 document in Office 2003 format, use ‘Save As’ and change the Type to “*.doc” nt-get-derailed-by-office-2007-compatibility- issues/135 nt-get-derailed-by-office-2007-compatibility- issues/135 New Perspectives on Microsoft Office 2007: Windows XP Edition22

XP New Perspectives on Microsoft Office 2007: Windows XP Edition23 Working with Folders and Files Deleting Files and Folders – Recycle Bin is an area on your hard disk that holds deleted files until you remove them permanently

XP New Perspectives on Microsoft Office 2007: Windows XP Edition24 Working with Compressed Files Files stored in a compressed (zipped) folder take up less disk space – Allows you to transfer files more quickly Extracting a file creates an uncompressed copy of the file in a folder you specify, while original file remains in the compressed folder Compression programs – WinZip – PKZip

XP Create a “Principles of Information Technology” subfolder on your H: drive Then create subfolders within your main folders Click Start, then My Computer, then navigate to your H: drive. – Click Folders, then Make a New Folder. Type in the name you want over the blue words “new folder” – Double-click to get into a folder. Then, make subfolders by using the Make a New Folder icon again. New Perspectives on Microsoft Office 2007: Windows XP Edition25

XP Organize the files on your H: drive Create Folders and Subfolders Move all your files into folders Raise your hand to show me when you are done. New Perspectives on Microsoft Office 2007: Windows XP Edition26