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

2. 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

3. 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

4. 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

5. 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

6. 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

7. 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

8. 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

9. 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

10. 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

11. 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

12. 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

13. 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

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

15. 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

16. 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

17. 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

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

19. 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

20. 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

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

22. 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

23. 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

24. 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

25. 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

26. 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

27. 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

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

29. 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

30. 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

31. 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

32. 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

33. 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

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

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

36. 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

37. 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

38. 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

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

40. 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