Microsoft Office 2008 for Mac – Illustrated Unit C: Understanding File Management

Objectives   Understand file management   Open the Finder window   Change views   Create and save documents Microsoft Office 2008 for Mac - Illustrated

Understanding File Management   Most of the work completed on a computer involves using programs to create files, which then are stored in folders   Over time, many folders and files are created and saved on different storage devices and the process of finding folders and files can be a challenge   File management is a strategy for organizing files and folders ― ― Finder is the primary tool used for file management Microsoft Office 2008 for Mac - Illustrated

Understanding File Management   Use Finder to: ― ― Create folders for storing and organizing files ― ― Rename, copy, and move folders and files ― ― Delete and restore folders and files ― ― Locate folders and files quickly ― ― Use aliases to access frequently used files and folders Microsoft Office 2008 for Mac - Illustrated

Understanding File Management   Use Finder to: ― ― Create folders for storing and organizing files ― ― You can create additional folders/subfolder ― ― Give each folder unique descriptive folder name that identifies the files you intend to place in the folder ― ― Organizing files into folders and subfolders is called file hierarchy – because it describes the logic layout of the folder structure on a desk Microsoft Office 2008 for Mac - Illustrated

Understanding File Management   Use Finder to: ― ― Create folders for storing and organizing files ― ― Folders are location for files ― ― home folder (user name): for each user, contains several sub-folders in which you can save files on the hard drive ― ― Most programs “automatically” open and use “Document” subfolder Microsoft Office 2008 for Mac - Illustrated

Understanding File Management   Use Finder to: ― ― Delete and restore folders and file ― ― Deleting: frees up storage space + help organizing your files ― ― When deleting, they move to “Trash” folder ― ― You can restore files from “Trash” ― ― If you deleting files from the “Trash”, you can’t restore them later ― ― Locate folders and files quickly ― ― Use “Search for group”: if you know that date you last used the file ― ― Use “Search field”: if you know the folder/file name or some text that appears in the file Microsoft Office 2008 for Mac - Illustrated

Understanding File Management   Use Finder to: ― ― Use aliases to access frequently used files and folders ― ― When the hierarchy is getting complex ― ― When your folder is located several levels down the hierarchy ― ― To save time: make an alias: is a link which gives you a quick access to a frequently accessed item (file, folder, or program) ― ― Each icon on the dock is an alias Microsoft Office 2008 for Mac - Illustrated

Understanding File Management Microsoft Office 2008 for Mac - Illustrated Sample folder and file hierarchy Default user folders

Organizing Folders and Files Efficiently   Good planning is essential for effective file management: ― ― identify the types of files, such as images, music, reports, etc. and then determine a logical system for organizing the files ― ― the Pictures and Music folders are good places to store images and music ― ― the Documents folder is the most common place to store all other files ― ― within each folder create and use subfolders to organize the files into smaller groups ― ― periodically reevaluate the created folder structure to ensure that it continues to meet the decided on needs Microsoft Office 2008 for Mac - Illustrated

Opening the Finder Window   Finder is unique to the Mac and is the main tool that is used to interact with the computer   The Finder window is an interactive window that provides access to storage devices, files, search options, and file management tools   The Finder window is accessible from the default menu bar at the top of the screen or from the Finder icon on the dock Microsoft Office 2008 for Mac - Illustrated

Opening the Finder Window Microsoft Office 2008 for Mac - Illustrated

Opening the Finder Window Title bar – contains the name of the selected resource (e.g. folder whose content is display in the right pane of the Finder Toolbar – contains the tools that aid with navigation, views, and file management Sidebar – light blue area - a navigation tool located on the left side of the Finder window and contains:  Devices – all storage devices connected to your Mac  Shared – all shared computers and servers (if connected to a network)  Places – all folders and applications the user has access to  Search For – search options with built-in search criteria Toolbar control – a tool that hides and displays the toolbar and sidebar Size control – a tool that allows you to resize the Finder window Status bar – lists the number of items in the selected folder or device and the available space on the selected drive

Opening the Finder Window Microsoft Office 2008 for Mac - Illustrated Tools on the Finder toolbar Finder window

Using the Home Folder and its Contents   The user’s home folder is the location designated by Leopard to store all of the files created by the user   By default, when the Finder icon is clicked the Finder window opens with the home folder selected   Inside the home folder are the Documents folder and eight additional folders, each for different kinds of files ― ― the folder include: the Desktop folder, Downloads folder, the Library folder, the Movies, Music and Picture folders, The Public folder, and the Sites folder Microsoft Office 2008 for Mac - Illustrated

Changing Views   Leopard provides several ways of displaying files and folders in the Finder window ― ― each display, or view, presents the items shown in the main area of the Finder window in a different way ― ― the four main views can be selected using the View buttons in the Finder Window or the View option on the Finder menu bar and include: ― ― Icon view, List view, Columns view, and Cover Flow ― ― the fifth view, Quick Look, is accessible only from the Finder window ― ― when the Finder window is opened the current view is the view that was selected when Finder was last used Microsoft Office 2008 for Mac - Illustrated

Changing Views   Icon View: Display the content as Icons   List View: Display the content of your homefolder in alphabetical order + details about each file and folder (name, date modified size and kind   The Size column: shows the sizes of files but doesn’t list sizes of folders   The Kind column: list the file type or the program that created the file   Column View: Display the content in multicolumn format Microsoft Office 2008 for Mac - Illustrated

Changing Views   Cover Flow View: Divided into two.   On the top: a preview of the selected file (by default a preview of the first file) with a horizontal scroll bar beneath it   On the bottom: the content of the folder as detailed list   Quick Look View: When you initially click the file in the bottom section, a preview of the file appear on the top section of the pane. When you click the Quick Look button, a larger view is displayed in front of the Finder windows.   It is a new feature in leopard that allows you to preview the contents of a file without actually opening it (full screen  full screen)

Changing Views   Quick Look View: You can activate it by:   Selecting a file then pressing [spacebar]   From the menu bar: Clicking File/Quick Look [filename]

Changing Views Microsoft Office 2008 for Mac - Illustrated List view Planets subfolder selected in columns view Cover Flow Quick Look Icon view

Creating and Saving Documents   Any file that is created with a program is temporarily stored in the computer’s RAM (random access memory)   Before closing a file or exiting a program, create a permanent copy of the file by saving it on a storage device such as a USB flash drive ― ― anything stored in RAM is lost when the computer is turned off or if the power fails unexpectedly   When saving a file, choose a filename that clearly identifies the file contents ― ― filenames can contain letters, numbers and certain symbols up to 255 characters, including spaces Microsoft Office 2008 for Mac - Illustrated

Creating and Saving Documents Microsoft Office 2008 for Mac - Illustrated Expanded Save As dialog box Save As dialog box Word 2008 document Blinking cursor A file extension: identifies the type of the file