1. Computing Fundamentals Module Lesson 5 — File Management with Windows Explorer Computer Literacy BASICS

2. 2 Objectives Create folders and subfolders. Recognize and distinguish between different types of icons. Understand how to run an application or open a document file from Explorer. Name and rename files and folders. Delete folders and restore (undelete) a deleted folder from the Recycle Bin.

3. Computer Literacy BASICS 3 Objectives (cont.) Manage the display and organization of files. Copy, delete, and move files from one folder to another. Use Disk Cleanup to clear your disk of unnecessary files. Run Disk Defragmenter to make your computer operate more efficiently.

4. Computer Literacy BASICS 4 Vocabulary 8.3 alias Application file icons Copy Destination Disk Cleanup Disk Defragmenter Document file icons Extension Filename Fragmented files Move Parent folder Source Subfolder

5. Computer Literacy BASICS 5 Folders and Subfolders Folders are used to organize data on your disk. Folders are represented by icons that actually look like file folders. When you want to create a folder to store files, you must first decide where you want to place the new folder. To create a subfolder, your decision is in which parent folder the new subfolder will be placed.

6. Computer Literacy BASICS 6 Creating Folders To create a folder: Select the location where you want the new folder. Click New on the File menu in Explorer and then click the Folder option in the submenu. A new folder icon will then appear in the display area. New folder icon

7. Computer Literacy BASICS 7 Recognizing Types of Icons Location icons are graphic images that represent drives, disks, or locations, such as My Computer. Folder icons look like manila folders, and some folders give a clue to their contents. Application file icons look like a miniature version of the program icon or a window. Document file icons are represented by a piece of paper with a graphic indicating the type of document.

8. Computer Literacy BASICS 8 Application File Icons Double-clicking an application file icon in the contents pane of Explorer will start the application program. Or select the file icon and then click Open on the File menu in Explorer to start the application.

9. Computer Literacy BASICS 9 Document File Icons When you create a document file, you associate that file with an application. In Windows XP, this means you create a link between a document and an application. The link lets you open a document file directly by double-clicking the document file icon in Explorer or on your desktop—you do not need to open the application first.

10. Quick Quiz Double-click a(n) _______________ file icon to launch a software program. A. document B. application C. either A or B D. none of the above Answer: C Computer Literacy BASICS 10

11. Quick Quiz Identify the main elements of the following file name. Lesson5-HW__________________ (.)___________________________ docx_________________________ Computer Literacy BASICS 11 Lesson 5-HW.docx File name Period Extension

12. Computer Literacy BASICS 12 Naming Folders and Files Files and folders use the same file-naming conventions. DOS and early versions of Windows used a file- naming convention known as 8.3. – The “8” part means that the file’s name could be no more than eight characters in length. – The “3” part refers to the file extension, the three-character identifier following the period separator in a filename. – jlscocon.doc is a filename that uses the 8.3 naming convention.

13. Computer Literacy BASICS 13 Naming Folders and Files (cont.) Long filenames (up to 255 characters) are allowed in newer versions of Windows, beginning with Windows 95. You can use spaces and some punctuation marks in long filenames. – JL Smith & Company Contract is an example of an acceptable long filename. Some long filenames also use extensions longer than three characters, such as.jpeg or.html.

14. Computer Literacy BASICS 14 Compatibility Issues with 8.3 and Long Filenames Programs designed for any Windows system prior to Windows 95 do not recognize long filenames. For those programs, Windows automatically assigns an 8.3 alias, a short version of the long filename. When you open a file with a long filename in a program that doesn’t recognize long filenames, the long filename could get lost. Utility programs that back up data files may not support long filenames, and using such programs can destroy the long filenames. The backup files may not be accessible.

15. Quick Quiz Give two reasons why the file-naming convention for files and folders in newer versions of Windows (Windows 95 and newer) is an improvement over the 8.3 file-naming convention. Answer: Filenames can be longer (up to 255 characters) and so they can be more meaningful. In addition, because they can contain spaces and special characters such as punctuation marks, they are more readable. Computer Literacy BASICS 15

16. Step-by-Step 5.1 Computer Literacy BASICS 16

17. Computer Literacy BASICS 17 Renaming a Folder To rename a folder in Explorer once it has been created and named: Click the folder to select it, press the F2 key, and key the new name in the text box. Or click the folder to select it, choose Rename from the File menu, and key the new name in the text box.

18. Computer Literacy BASICS 18 More Ways to Rename a Folder Or right-click the folder name, choose Rename on the shortcut menu, and key the new name in the text box. Or click the Folders button on the toolbar to access the My Computer tasks bar. Then click the folder to select it, choose Rename this folder in the File and Folder Tasks panel, and then key the new name in the text box.

19. Step by step 5.2 Computer Literacy BASICS 19

20. Computer Literacy BASICS 20 Deleting a Folder To delete a folder you no longer need: Click the folder to select it, and then select Delete from the File menu. Or click the Folders button on the toolbar, click the folder you want to delete, and then select Delete this folder from the File and Folder Tasks panel.

21. Computer Literacy BASICS 21 More Ways to Delete a Folder Or click the folder to select it and then press the Delete key. Or right-click the folder and select Delete on the shortcut menu. When you delete a folder or subfolder, you also delete all the files within it.

22. Computer Literacy BASICS 22 Confirm Delete Message Box Windows displays a Confirm Folder Delete message box to make sure you really want to delete the folder.

23. Step by step 5.3 Computer Literacy BASICS 23

24. Computer Literacy BASICS 24 Selecting Files Before you can move or copy a file, you must first select it. To select a single file, click it. To select two or more adjacent files, click the first file in the series, press and hold down the Shift key, and then click the last file in the series. To select nonadjacent files, click the first file to select it, press and hold down the Ctrl key, and then click the other files to be selected.

25. Step-by-Step 5.4 Computer Literacy BASICS 25

26. Quick Quiz How can you select all the files in a folder at the same time in the Explorer utility? Answer: Use the Select All command on the Edit menu. Computer Literacy BASICS 26

27. Computer Literacy BASICS 27 Copying and Moving Files Files can be easily moved or copied from their current location (the source) to a new location (the destination) on the same or a different drive. When moving or copying files (dragging the source file to its destination), both the source and destination should be visible. You move or copy folders the same way as you move or copy files.

28. Computer Literacy BASICS 28 Copying Files Copying a file places a duplicate of the file in a new location; the original file remains in place in the source location. When you copy a file or folder in Windows Explorer, you must hold down the Ctrl key as you drag the object from the source to the destination to leave a copy in the source. – In My Computer, you do not need to press any key while dragging to copy a file from the source to the destination.

29. Computer Literacy BASICS 29 Moving Files Moving a file removes it from its original location and places it in a new location, the destination. In My Computer, you must hold down the Shift key as you drag the file to move it without leaving a copy in the source location. – In Windows Explorer, you do not need to press any key while dragging to move a file from the source to the destination.

30. Computer Literacy BASICS 30 Copying and Moving Files An alternate method of moving and copying files is to drag the file using the right mouse button. When the file is dropped in the destination, a shortcut menu appears. You can then click on your preference in the menu: Copy Here or Move Here.

31. Computer Literacy BASICS 31 Confirm File Replace Message Box If you attempt to copy or move a file to a destination where an identically named file exists, Windows displays the Confirm File Replace message box. Click Yes to replace the existing file; click No to cancel the copy or move.

32. Quick Quiz True or False? When you move a file, a copy of the file remains in its original location. Answer: False Computer Literacy BASICS 32

33. Step-by-Step 5.5 Computer Literacy BASICS 33

34. Computer Literacy BASICS 34 Deleting Files You delete files using the same methods you learned to delete folders: Select the file and then press Delete. Or right-click the file to open the shortcut menu and then click Delete to quickly delete a file. Or use the Delete command on the File menu or the Delete this file task on the My Computer tasks bar to delete a file.

35. Computer Literacy BASICS 35 Confirm File Delete You will see a Confirm File Delete message box when you delete a file, just as you do when you delete a folder. Click Yes in the dialog box to continue the process of deleting the file. But if you delete a file by mistake, remember you can still recover it from the Recycle Bin.

36. Computer Literacy BASICS 36 Restoring a Deleted File Files in the Recycle Bin can be restored if they were deleted in error. You must restore a file before the Recycle Bin is emptied. Emptying the Recycle Bin deletes the files and folders permanently. Once the bin is emptied, files cannot be recovered.

37. Step-by-Step 5.6 Computer Literacy BASICS 37

38. Computer Literacy BASICS 38 Using the Recycle Bin to Recover a File To restore a file in the Recycle Bin: Double-click the Recycle Bin icon on the desktop to open the Recycle Bin window. Then right-click the file or folder you wish to restore and choose Restore from the shortcut menu. Use the Restore all items option on the Recycle Bin task panel to restore all the files and folders in the bin to their original locations.

39. Computer Literacy BASICS 39 Hard Drive Management Windows uses your hard disk for temporary storage, and many application programs create temporary files on the hard disk. A hard disk may have many files that are not needed. Your system may be slow in responding or you may have problems running programs and opening documents if you do not maintain your hard drive.

40. Computer Literacy BASICS 40 Disk Maintenance Tools You can regain disk space using system tools designed to eliminate unneeded files. Windows comes with system tools to help maintain your hard disk drive, including – Disk Cleanup – Disk Defragmenter You can open both of these programs from the Start menu.

41. Computer Literacy BASICS 41 Disk Cleanup To open Disk Cleanup from the Start menu, point to All Programs, select Accessories, choose the System Tools option, and then click Disk Cleanup. The Disk Cleanup dialog box opens and provides information about how much disk space you can gain by cleaning up the disk.

42. Computer Literacy BASICS 42 Deleting Unnecessary Files The Disk Cleanup program searches your drive and then shows you temporary files and unnecessary program files you can safely delete. You can direct Disk Cleanup to delete some or all of those files. The More Options tab in the Disk Cleanup dialog box provides more suggestions about files you may not need on your system.

43. Computer Literacy BASICS 43 Use Disk Defragmenter to Eliminate Fragmented Files When you save a file, Windows may split file data among clusters (or allocation units on the disk) that are not next to each other to optimize available disk space. This creates fragmented files. Fragmentation can slow down the disk’s read and write times and reduce disk efficiency. Use Disk Defragmenter to rearrange disk files so they are stored in contiguous clusters.

44. Step-by-Step 5.7 Computer Literacy BASICS 44

45. Computer Literacy BASICS 45 Disk Defragmenter Select Disk Defrag- menter from the System Tools submenu to open the Disk Defragmenter dialog box. Select your hard disk and then click the Analyze button to let Windows check the hard disk.

46. Disk Defragmenter Computer Literacy BASICS 46

47. Computer Literacy BASICS 47 Defragmenting a Hard Disk When Defragmenter is finished analyzing the disk, you can view the Analysis Report. If the analysis shows that the hard disk is not heavily fragmented, you may not want to proceed. – Defragmenter gives you the option to continue to defragment the disk or quit without defragmenting. If you continue, Disk Defragmenter begins to reposition the files. While Defragmenter is working, you can see a graphic display of the program’s progress.

48. Step-by-Step 5.8 Computer Literacy BASICS 48

49. Quick Quiz Disk Cleanup and Disk Defragmenter are examples of _______________. A. document files B. long filenames C. message boxes D. system tools Answer: D Computer Literacy BASICS 49

50. Computer Literacy BASICS 50 Summary Folders are used to organize files on a disk. Subfolders can be created within parent folders to build a hierarchy of folders for optimal file organization. An application file icon may look like a miniature version of the program icon, or it may look like a miniature window.

51. Computer Literacy BASICS 51 Summary (cont.) It is easy to run an application or open a document file from Explorer by double- clicking an icon. A document file icon looks like a piece of paper with a graphic on it. You can open an associated document file from Explorer without opening the application first.

52. Computer Literacy BASICS 52 Summary (cont.) You can assign descriptive names up to 255 characters long to folders and files; however, only Windows 95 and higher can accommo- date long filenames. Windows will assign a short filename, called an alias, to each of these files so they can be used with programs that don’t support long filenames. You can easily rename folders.

53. Computer Literacy BASICS 53 Summary (cont.) Files are moved or copied from a source to a destination. The source is the file to be copied, and the destination is the location (folder or disk) where the moved or copied file will be placed. When you copy a file, you duplicate the original. When you move a file, it is removed from its original location and placed in a new location.

54. Computer Literacy BASICS 54 Summary (cont.) Deleting a folder or subfolder deletes all the files within the folder as well. Folders deleted from a hard disk are transferred to the Recycle Bin. Folders deleted from a floppy disk are deleted permanently. You can restore a deleted folder from the Recycle Bin with the Restore this item option on the Recycle Bin Tasks panel or File menu.

55. Computer Literacy BASICS 55 Summary (cont.) You can use Disk Cleanup to clear your hard disk of unnecessary files. Disk Defragmenter rearranges the files on a hard disk so the disk performs optimally.

56. Practice: 1. To select all the files in a folder, use the Select All command on the ____________________ menu. 2. ____________________ are used to organize files on a disk. 3. A document file is linked to the ____________________ used to create it. 4. The extension used to designate files in the hypertext markup language format used for Web pages is _____________________. 5. When you press and hold down the ____________________ key, you can select several adjacent files in a series. Computer Literacy BASICS 56 Folders and Subfolders, application, Edit, html, Shift Edit Folders and Subfolders application html Shift