Managing Your Files

1. Managing Your Files

2. Objectives • Develop file management strategies • Explore files, folders, and libraries • Create, name, copy, move, and delete folders • Name, copy, move, and delete files • Work with compressed files New Perspectives on Microsoft Office 2010

3. Disks • To have your computer access removable disks, you must insert the disk into a drive • Sd card into sd card reader • Usb drive via usb port. • A hard disk is internal. It is already inserted and automatically read. New Perspectives on Microsoft Windows 7

4. Files in a Folder Window New Perspectives on Microsoft Office 2010

5. Using the Search Box to Find Files • The Search box appears next to the Address bar in any folder window New Perspectives on Microsoft Windows 7

6. 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 • Disks contain folders that hold documents, or files • USB drives • Compact discs (CDs) • Digital video discs (DVDs) • Hard disks • Each drive is assigned a letter New Perspectives on Microsoft Office 2010

7. Understanding the Need for Organizing Files and Folders • Windows organizes folders and files in an hierarchy, or file system • Windows stores the folders and important files it needs to turn on the computer in its root directory • Never delete or move files or folders from the root directory as it is for system files and folders only • Folders stored within other folders are called subfolders New Perspectives on Microsoft Office 2010

8. Understanding the Need for Organizing Files and Folders New Perspectives on Microsoft Office 2010

9. Developing Strategies for Organizing Files and Folders • Type of disk you use to store files determines how you organize files • Storing files on removable media allows you to use simpler organization • The larger the medium, the more levels of folders you should use • Hard drive uses the documents library as the default for storing text-like documents, the pictures library for storing graphic files like jpg and png, etc. • You should have a backup, or duplicate copy, of important files (flash drives are nice back-up tools) New Perspectives on Microsoft Office 2010

10. Developing Strategies for Organizing Files and Folders New Perspectives on Microsoft Office 2010

11. Exploring Files, Folders, and Libraries • Windows Explorer and the Computer window show the drives, folders, and files on your computer • Each has a slightly different view • WE automatically shows libraries • Computer automatically shows drives • A folder window displays the files and subfolders in a folder • Divided into two sections, called panes New Perspectives on Microsoft Office 2010

12. Exploring Files, Folders, and Libraries New Perspectives on Microsoft Office 2010

13. Using Libraries and Folders • When you open Windows Explorer, it shows the contents of the Windows built-in libraries by default • Libraries display similar types of files together, no matter where they are stored New Perspectives on Microsoft Office 2010

14. Navigating to Your Data Files • The file path is a notation that indicates a file’s location on your computer G:\FM\Tutorial\Map.png • G: is the drive name • FM is the top-level folder on drive G • Tutorial is a subfolder in the FM folder • Map.png is the full filename with the file extension New Perspectives on Microsoft Office 2010

15. Navigating to Your Data Files New Perspectives on Microsoft Office 2010

16. Managing Folders and Files • Creating a folder • In the Navigation pane, click the drive or folder in which you want to create a folder. • Click New folder on the toolbar. • Type a name for the folder, and then press the Enter key. or • Right-click a folder in the Navigation pane or right-click a blank area in the folder window, point to New, and then click Folder. • Type a name for the folder, and then press the Enter key. New Perspectives on Microsoft Office 2010

17. 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 New Perspectives on Microsoft Office 2010

18. 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 the file was created • Each program will use a default file extension • E.g., Word 2007/10 uses .docx New Perspectives on Microsoft Office 2010

19. Guidelines for Naming Files • Use common names • Find a comfortable balance between too short and too long • See p. FM 16 for file naming conventions New Perspectives on Microsoft Windows 7

20. Moving a File or Folder in a Folder Window • Right-click and drag the file or folder you want to move to the destination folder. • Click Move here on the shortcut menu. Or • Right-click the file or folder you want to move, and then click Cut on the shortcut menu. (You can also click the file or folder and then press the Ctrl+X keys.) • Navigate to and right-click the destination folder, and then click Paste on the shortcut menu. (You can also click the destination folder and then press the Ctrl+V keys.) New Perspectives on Microsoft Windows 7

21. Copying a File or Folder in a Folder Window • Right-click and drag the file or folder you want to move to the destination folder. • Click Copy here on the shortcut menu. Or • Right-click the file or folder you want to copy, and then click Copy on the shortcut menu. (You can also click the file or folder and then press the Ctrl+C keys.) • Navigate to and right-click the destination folder, and then click Paste on the shortcut menu. (You can also click the destination folder and then press the Ctrl+V keys.) New Perspectives on Microsoft Windows 7

22. Copying vs. moving New Perspectives on Microsoft Windows 7

23. Working with New Files • Creating a File • Start a program and then save the file in a folder on your computer • Saving a File • When you save a new file, you use the Save As dialog box to specify a filename and a location for the file • Opening a File • If you want to open a file in a running program, you use the Open dialog box, which is a folder window with additional controls for opening a file New Perspectives on Microsoft Windows 7

24. 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 (unless deleting from removable media) New Perspectives on Microsoft Office 2010

25. Refining the Organization of Files • As you create files using programs, save them in an appropriate folder and use filenames that help you identify the file contents • Sorting files and folders means to list them in a particular order • You can filter the contents of a folder to display only files and folders with certain characteristics • A group displays a sequential list of all the files in a folder, grouped according to a file detail New Perspectives on Microsoft Windows 7

26. Refining the Organization of Files New Perspectives on Microsoft Windows 7

27. Refining the Organization of Files • To change your view of files and folders, you can group them • Especially helpful when working with lengthy file lists • Right-click a blank area of the folder window and select the Group by command New Perspectives on Microsoft Windows 7

28. Working with Compressed Folders • If you transfer files from one location to another, you can store the files in a compressed (zipped) folder • Compressed (zipped) folders take up less disk space • You can create a compressed folder using the Send to Compressed (zipped) folder command on the shortcut menu of one or more selected files or folders • You can compress additional files or folders by dragging them into the compressed folder New Perspectives on Microsoft Windows 7

29. Working with Compressed Files • Compression programs • WinZip New Perspectives on Microsoft Office 2010

30. Working with Compressed Folders • Open a compressed folder by double-clicking it • When you extract files, Windows 7 uncompresses and copies files to the location you specify, preserving the files in their original folder structure New Perspectives on Microsoft Windows 7