1. Microsoft Office 2007 – Illustrated Understanding File Management

2. 2 Microsoft Office 2007 – Illustrated Objectives Manage folders and filesManage folders and files Open the Computer windowOpen the Computer window Create and save documentsCreate and save documents Open the Documents folderOpen the Documents folder Copy filesCopy files

3. 3 Microsoft Office 2007 – Illustrated Objectives Open, edit, and print filesOpen, edit, and print files Move and rename filesMove and rename files Search for filesSearch for files Delete and restore filesDelete and restore files

4. 4 Microsoft Office 2007 – Illustrated Introduction Microsoft Windows Vista manages all the folders and files on your hard disk and on other types of disksMicrosoft Windows Vista manages all the folders and files on your hard disk and on other types of disks Each drive on a computer is a physical location for storing filesEach drive on a computer is a physical location for storing files The hard disk is a built-in, high-capacity, high-speed storage medium for all the software, folders, and files on a computerThe hard disk is a built-in, high-capacity, high-speed storage medium for all the software, folders, and files on a computer

5. 5 Microsoft Office 2007 – Illustrated Managing Folders and Files File management refers to the strategy and tasks that you use to organize and maintain the folders and files on a diskFile management refers to the strategy and tasks that you use to organize and maintain the folders and files on a disk You need to develop a strategy that enables you to quickly find the files you needYou need to develop a strategy that enables you to quickly find the files you need Windows provides a variety of file management tools to assist you in these tasksWindows provides a variety of file management tools to assist you in these tasks

6. 6 Microsoft Office 2007 – Illustrated Managing Folders and Files You can use Windows Vista to create folders for storing and organizing filesYou can use Windows Vista to create folders for storing and organizing files Folders provide a location for storing your important filesFolders provide a location for storing your important files Folders organize files into smaller groups of related files for ease of access and useFolders organize files into smaller groups of related files for ease of access and use When you create a folder, you give each folder a unique folder name that identifies the types of files you store in the folder and the purpose of the folderWhen you create a folder, you give each folder a unique folder name that identifies the types of files you store in the folder and the purpose of the folder

7. 7 Microsoft Office 2007 – Illustrated Managing Folders and Files You can use Windows Vista to create folders for storing and organizing filesYou can use Windows Vista to create folders for storing and organizing files A folder can contain other folders, called subfolders, to further organize files into smaller groupsA folder can contain other folders, called subfolders, to further organize files into smaller groups The term file hierarchy describes the logic and layout of the folder structure on a diskThe term file hierarchy describes the logic and layout of the folder structure on a disk Windows Vista provides a Documents folder on the hard disk drive where you create folders and subfolders for your filesWindows Vista provides a Documents folder on the hard disk drive where you create folders and subfolders for your files

8. 8 Microsoft Office 2007 – Illustrated Managing Folders and Files You can use Windows Vista to create folders for storing and organizing filesYou can use Windows Vista to create folders for storing and organizing files Most programs automatically assume you want to save and open files in the Documents folderMost programs automatically assume you want to save and open files in the Documents folder Windows Vista provides other folders for other types of files, such as:Windows Vista provides other folders for other types of files, such as: MusicMusic PicturesPictures VideosVideos

9. 9 Microsoft Office 2007 – Illustrated Folder Subfolders File Subfolders Files Example of a File Hierarchy

10. 10 Microsoft Office 2007 – Illustrated Your user subfolders Your user account folder Shortcuts to other user subfolders Your Personal User Folders

11. 11 Microsoft Office 2007 – Illustrated Managing Folders and Files You can also use Windows Vista to:You can also use Windows Vista to: Rename, copy, and move folders and filesRename, copy, and move folders and files Delete and restore folders and filesDelete and restore folders and files Locate folders and files quickly using Instant SearchLocate folders and files quickly using Instant Search Use shortcuts to access frequently used files and foldersUse shortcuts to access frequently used files and folders A shortcut is a link that gives you quick access to a folder, file, or Web siteA shortcut is a link that gives you quick access to a folder, file, or Web site

12. 12 Microsoft Office 2007 – Illustrated Opening the Computer Window The Computer window shows the drives in your computer and organizes them into two groups:The Computer window shows the drives in your computer and organizes them into two groups: Hard Disk DrivesHard Disk Drives Devices with Removable StorageDevices with Removable Storage A device is a hardware component in your computerA device is a hardware component in your computer Removable storage refers to storage media that you can easily transfer from one computer to anotherRemovable storage refers to storage media that you can easily transfer from one computer to another

13. 13 Microsoft Office 2007 – Illustrated USB Flash Drives (UFDs) A popular removable storage deviceA popular removable storage device USB Flash Drive Cap Flash Drive & USB Connector USB Connector USB = Universal Serial Bus

14. 14 Microsoft Office 2007 – Illustrated Opening the Computer Window Windows assigns each drive a different drive name to distinguish one drive from anotherWindows assigns each drive a different drive name to distinguish one drive from another The drive name consists of a letter of the alphabet followed by a colon, for example:The drive name consists of a letter of the alphabet followed by a colon, for example: C: is the drive name that is usually assigned to the hard disk drive When you refer to this drive, you call it drive C (or just the hard disk drive)

15. 15 Microsoft Office 2007 – Illustrated Drive Type DriveIcon Friendly Name Drive Name Called Floppy Disk Drive 3½ Floppy A: Drive A Hard Disk Drive Local Disk C: Drive C CD Drive CD-RW Drive, CD-R Drive, or CD-ROM Drive Next available drive letter, for example, D: Drive D DVD Drive DVD-RW Drive, DVD-R Drive, or DVD-ROM Drive Next available drive letter, for example, E: Drive E USB Flash Drive [varies] Next available drive letter, for example, F: Drive F Drive Names and Drive Icons

16. 16 Microsoft Office 2007 – Illustrated CD & DVD Disks CD-RWDVD-RWRewriteable You can record to the disk multiple timesYou can record to the disk multiple times You can read from the disk multiple timesYou can read from the disk multiple times CD-RDVD-RRecordable You can record once to the disk (you may be able to add to the disk)You can record once to the disk (you may be able to add to the disk) You can read from the disk multiple timesYou can read from the disk multiple times CD-ROMDVD-ROMRead-Only You cannot record to the diskYou cannot record to the disk You can read from the disk multiple timesYou can read from the disk multiple times

17. 17 Microsoft Office 2007 – Illustrated Drive icon Friendly name Drive name Preview Pane Navigation Pane Address Bar Toolbar The Computer Window

18. 18 Microsoft Office 2007 – Illustrated Term Equals Approximately Example Storage Space Byte One character of storage space on disk or in RAM A simple text file with the name To-Do List (10 characters plus space) 10 bytes (1 byte per character) Kilobyte (KB or K) One thousand bytes A file with a 10-page term paper (approx. 3,500 characters per page) 35 KB, or approx. 35,000 bytes Megabyte (MB or M) One million bytes (or one thousand kilobytes) 512 MB USB flash drive 512 MB, or approx. 512 million bytes Gigabyte (GB or G) One billion bytes (or one thousand megabytes) 350 GB hard disk 350 GB, or approx. 350 billion bytes Terabyte (TB or T) One trillion bytes (or one thousand gigabytes) 1 TB hard disk 1 TB, or approx. one trillion bytes Storage Capacity Terms

19. 19 Microsoft Office 2007 – Illustrated Creating & Saving Documents Any document you create with a program is temporarily stored in RAMAny document you create with a program is temporarily stored in RAM If the power fails, then everything in RAM is lostIf the power fails, then everything in RAM is lost You must save your document to a disk, either before you exit the program or periodically while you use the programYou must save your document to a disk, either before you exit the program or periodically while you use the program When you save a document, it is recorded in a file on a diskWhen you save a document, it is recorded in a file on a disk

20. 20 Microsoft Office 2007 – Illustrated Creating & Saving Documents When you save a file, you give it a filename that clearly identifies the file’s contentsWhen you save a file, you give it a filename that clearly identifies the file’s contents The filename can be up to 255 characters in length and may include spaces and certain symbolsThe filename can be up to 255 characters in length and may include spaces and certain symbols For example, if you create a file with a to-do list, you can name it: To-Do ListFor example, if you create a file with a to-do list, you can name it: To-Do List

21. 21 Microsoft Office 2007 – Illustrated Creating & Saving Documents The program you are using will add a file extension at the end of the filename you provideThe program you are using will add a file extension at the end of the filename you provide The file extension identifies the type of file, for example, a document file, a video file, or a music fileThe file extension identifies the type of file, for example, a document file, a video file, or a music file The file extension is usually three characters in lengthThe file extension is usually three characters in length

22. 22 Microsoft Office 2007 – Illustrated Creating & Saving Documents Windows includes programs called Accessories that you can use to create different types of documentsWindows includes programs called Accessories that you can use to create different types of documents WordPad is an Accessory for creating simple text documents, like a report, term paper, letter, or a to-do listWordPad is an Accessory for creating simple text documents, like a report, term paper, letter, or a to-do list You open Accessories from the All Programs menuYou open Accessories from the All Programs menu

23. 23 Microsoft Office 2007 – Illustrated Name of program Format Bar Toolbar Insertion point Ruler Status Bar Document window Temporary filename Menu bar A WordPad Document

24. 24 Microsoft Office 2007 – Illustrated Saving a Document You can use the following options to save a document: File, Save or Save Button The first time you save a document, this menu option or button displays a Save As dialog box so that you can select the drive and folder where you want to save the file and so that you can enter a filenameThe first time you save a document, this menu option or button displays a Save As dialog box so that you can select the drive and folder where you want to save the file and so that you can enter a filename If you open a previously-saved document, make changes to the document, and then save it again, these options replace the previous version of the document and save the document in the same folder under the same filenameIf you open a previously-saved document, make changes to the document, and then save it again, these options replace the previous version of the document and save the document in the same folder under the same filename

25. 25 Microsoft Office 2007 – Illustrated Saving a Document You can use the following option to save a document: File, Save As This menu option always displays a Save As dialog box so that you can select the drive and folder where you want to save the file and so that you can enter a filenameThis menu option always displays a Save As dialog box so that you can select the drive and folder where you want to save the file and so that you can enter a filename You can use this menu option to save a previously-saved file:You can use this menu option to save a previously-saved file: On a different diskOn a different disk In a different folderIn a different folder Under a different filenameUnder a different filename Some combination of these three optionsSome combination of these three options

26. 26 Microsoft Office 2007 – Illustrated Save As Dialog Box Current folder Type new filename here Navigation Pane Type of file Folders in the current folder Dialog box name

27. 27 Microsoft Office 2007 – Illustrated The Documents Folder The Documents folder is a Windows folder designed for storing all your files on your computer’s hard disk driveThe Documents folder is a Windows folder designed for storing all your files on your computer’s hard disk drive When you open or save a document, most programs assume you want to open the file from, or save the file to, the Documents folderWhen you open or save a document, most programs assume you want to open the file from, or save the file to, the Documents folder You can open other important folders, such as the Pictures, Music, and Video, from the Documents folderYou can open other important folders, such as the Pictures, Music, and Video, from the Documents folder

28. 28 Microsoft Office 2007 – Illustrated The Documents Folder Navigation Pane Address Bar Toolbar Details Pane Files Folders Preview Pane

29. 29 Microsoft Office 2007 – Illustrated Copying Files You can copy a file, a group of files, or one or more folders from one drive to anotherYou can copy a file, a group of files, or one or more folders from one drive to another When you copy a file, the original file you copy stays in its current location and you have a duplicate copy of the same file in another locationWhen you copy a file, the original file you copy stays in its current location and you have a duplicate copy of the same file in another location Hard Disk Drive USB Flash Drive Copy

30. 30 Microsoft Office 2007 – Illustrated Copying Files The ability to copy folders and files allows you to create backups of important folders and files in case you lose the original folders and filesThe ability to copy folders and files allows you to create backups of important folders and files in case you lose the original folders and files If you lose your original folder or file, you can copy it from your backupIf you lose your original folder or file, you can copy it from your backup You can use the Send To menu to quickly copy a file, a group of files, a folder, or a group of files from one disk drive to anotherYou can use the Send To menu to quickly copy a file, a group of files, a folder, or a group of files from one disk drive to another

31. 31 Microsoft Office 2007 – Illustrated Using the Send To Menu to Copy a File Step 3: Click drive to copy to Step 2: Point to Send To Step 1: Right-click file to copy

32. 32 Microsoft Office 2007 – Illustrated Using the Address Bar to Switch to Another Drive Step 1: Click drop-down list arrow to display a list of locations on your computer Step 2: Click to switch to the Computer window, then you can double-click the drive you want to switch to

33. 33 Microsoft Office 2007 – Illustrated Using the Address Bar to Switch to Another Folder Step 1: Click drop-down list arrow to display a list of locations under the user account folder Step 2: Click to switch to the Pictures folder User account folder

34. 34 Microsoft Office 2007 – Illustrated Using the Address Bar to Switch to Another Folder Step 1: Click drop-down list arrow to display a list of locations under the Documents folder Step 2: Click to switch to a subfolder under the Documents folder Current folder

35. 35 Microsoft Office 2007 – Illustrated Opening, Editing, and Printing Files After creating a document, you might want to open that document and edit, or make changes to, the documentAfter creating a document, you might want to open that document and edit, or make changes to, the document Or you might want to format, or enhance the appearance of, the documentOr you might want to format, or enhance the appearance of, the document After you change the document, you usually save it under the same filenameAfter you change the document, you usually save it under the same filename

36. 36 Microsoft Office 2007 – Illustrated To Open a Document 1.You open the program used to create the document 2.Then you use the program’s command for opening a file: You can use the Open command from the File menu on the menu barYou can use the Open command from the File menu on the menu bar You can use the Open button on the ToolbarYou can use the Open button on the Toolbar Either option displays the Open dialog box

37. 37 Microsoft Office 2007 – Illustrated To Open a Document 3.In the Open dialog box, you locate a document by first opening the: a.Drive where the document is stored, and then the b.Folder where the document is stored 4.Then you select the document and click the Open button

38. 38 Microsoft Office 2007 – Illustrated Open Dialog Box Drive where the file is stored Select file to open Click to open the selected file Navigation Pane Dialog box name

39. 39 Microsoft Office 2007 – Illustrated To Preview a Document Use Print Preview to examine a full-page layout of the document before you printUse Print Preview to examine a full-page layout of the document before you print To open Print Preview:To open Print Preview: Click Print Preview on the File menuClick Print Preview on the File menuor Click the Print Preview button on the ToolbarClick the Print Preview button on the Toolbar If you discover a problem, you can correct the error before you print and save paper and toner inkIf you discover a problem, you can correct the error before you print and save paper and toner ink

40. 40 Microsoft Office 2007 – Illustrated Print Preview Closes Print Preview without closing the file Top margin Bottom margin Right margin Left margin

41. 41 Microsoft Office 2007 – Illustrated Creating a New Folder To create a new folder, you click the Organize button on the folder window toolbar, then click New FolderTo create a new folder, you click the Organize button on the folder window toolbar, then click New Folder Windows creates a new folder named New Folder, highlights the folder name, and waits for you to type a new name for the folderWindows creates a new folder named New Folder, highlights the folder name, and waits for you to type a new name for the folder After you type a new name for the folder, you press the Enter key to assign the name to the folderAfter you type a new name for the folder, you press the Enter key to assign the name to the folder

42. 42 Microsoft Office 2007 – Illustrated Creating a New Folder Organize button Command for creating a new folder Type a name for the new folder and press Enter

43. 43 Microsoft Office 2007 – Illustrated Moving Files You can move a file, a group of files, or one or more folders from one drive to another or from one folder to anotherYou can move a file, a group of files, or one or more folders from one drive to another or from one folder to another When you move a file, the original file is stored in a new locationWhen you move a file, the original file is stored in a new location Hard Disk Drive USB Flash Drive Move

44. 44 Microsoft Office 2007 – Illustrated Moving Files You can use drag-and-drop to drag a file from one folder to another on the same driveYou can use drag-and-drop to drag a file from one folder to another on the same drive Drag and drop onto the French Polynesia Tour folder ToolTip Icon of file being dragged

45. 45 Microsoft Office 2007 – Illustrated To Rename a Folder or File You select the folder or file you want to renameYou select the folder or file you want to rename Next, you click the Organize button on the window’s toolbar and then click the Rename command on the Organize menuNext, you click the Organize button on the window’s toolbar and then click the Rename command on the Organize menu Windows highlights the folder name or the filename so you can rename the folder or fileWindows highlights the folder name or the filename so you can rename the folder or file After you type a new name, you press the Enter key to assign the new name to the folder or fileAfter you type a new name, you press the Enter key to assign the new name to the folder or file You can also use the [F2] keyboard shortcut to rename a folder or fileYou can also use the [F2] keyboard shortcut to rename a folder or file

46. 46 Microsoft Office 2007 – Illustrated Searching for Files You can use the Instant Search feature to quickly find a folder or file on your computerYou can use the Instant Search feature to quickly find a folder or file on your computer To search for a file, you click the Start button, click inside the Start Search box, and then type search criteriaTo search for a file, you click the Start button, click inside the Start Search box, and then type search criteria Search criteria consists of a word or phrase that Window uses to find a folder or fileSearch criteria consists of a word or phrase that Window uses to find a folder or file You can search using all or part of a filename, a unique word in a file, or the file type, such as document, picture, or musicYou can search using all or part of a filename, a unique word in a file, or the file type, such as document, picture, or music Windows displays the Search results in the left pane of the Start menuWindows displays the Search results in the left pane of the Start menu

47. 47 Microsoft Office 2007 – Illustrated Examples of Search Criteria You can use any of the following search criteria to find a file with the filename To-Do List To Windows finds all folders and files (including programs) that have the word “to” somewhere in the folder name or filename To-Do Windows finds all folders and files that have the phrase “to-do” somewhere in the folder name or filename List Windows finds all folders and files that have the word “list” somewhere in the folder name or filename To-Do List Windows finds all folders and files that have the phrase “to-do list” somewhere in the folder name or filename Note: Searches are not case-sensitive. You can use uppercase or lowercase letters when you type your search criteria.

48. 48 Microsoft Office 2007 – Illustrated Using Boolean Filters You can use the following Boolean filters to specify multiple search criteria Example AND tour AND proposal Windows finds all files that contain the word tour and the word proposal anywhere in the filename OR tour OR proposal Windows finds all files that contain the word tour or the word proposal (or both) anywhere in the filename NOT Tour NOT proposal Windows finds all files that contain the word tour in the filename and that also does not contain the word proposal in the filename “” “tour proposal” Windows finds all files that contain the exact phrase “tour proposal” in the filename Note: You must type AND, OR, and NOT in uppercase

49. 49 Microsoft Office 2007 – Illustrated Instant Search Search criteria More specific search criteria narrow the search Search results

50. 50 Microsoft Office 2007 – Illustrated Deleting and Restoring Files If you delete a folder or file from the hard disk, Windows places the folder or file in the Recycle BinIf you delete a folder or file from the hard disk, Windows places the folder or file in the Recycle Bin If you delete a folder or file and then change your mind, you can open the Recycle Bin and restore the folder or file to its original locationIf you delete a folder or file and then change your mind, you can open the Recycle Bin and restore the folder or file to its original location If you delete a folder or file from removable storage media, such as a flash drive, the folder or file is not placed in the Recycle Bin, but is instead removed from the disk, and you cannot restore it with WindowsIf you delete a folder or file from removable storage media, such as a flash drive, the folder or file is not placed in the Recycle Bin, but is instead removed from the disk, and you cannot restore it with Windows

51. 51 Microsoft Office 2007 – Illustrated Deleting and Restoring Files You can periodically empty the Recycle Bin to free up valuable storage space on your diskYou can periodically empty the Recycle Bin to free up valuable storage space on your disk If you empty the Recycle Bin, Windows permanently deletes the contents of the Recycle Bin and you cannot restore any previously-deleted folders or filesIf you empty the Recycle Bin, Windows permanently deletes the contents of the Recycle Bin and you cannot restore any previously-deleted folders or files If you delete a folder or file that is too large for the Recycle Bin, Windows will ask you if you want to permanently delete the folder or fileIf you delete a folder or file that is too large for the Recycle Bin, Windows will ask you if you want to permanently delete the folder or file

52. 52 Microsoft Office 2007 – Illustrated Deleting and Restoring Files To delete a folder or file:To delete a folder or file: You select the folder or fileYou select the folder or file You press the Delete key on the keyboardYou press the Delete key on the keyboard To restore a deleted folder or file:To restore a deleted folder or file: You open the Recycle Bin on the desktopYou open the Recycle Bin on the desktop You select the folder or file you want to restore and click the Restore this item buttonYou select the folder or file you want to restore and click the Restore this item button You can use the Restore all items button to restore everything in the Recycle Bin to their original locationsYou can use the Restore all items button to restore everything in the Recycle Bin to their original locations