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Microsoft Office 2007 – Illustrated

Microsoft Office 2007 – Illustrated. Understanding File Management. Objectives. Manage folders and files Open the Computer window Create and save documents Open the Documents folder Copy files. Objectives. Open, edit, and print files Move and rename files Search for files

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Microsoft Office 2007 – Illustrated

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  1. Microsoft Office 2007 – Illustrated Understanding File Management

  2. Objectives • Manage folders and files • Open the Computer window • Create and save documents • Open the Documents folder • Copy files Microsoft Office 2007 – Illustrated

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

  4. Introduction • Microsoft 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 files • The hard disk is a built-in, high-capacity, high-speed storage medium for all the software, folders, and files on a computer Microsoft Office 2007 – Illustrated

  5. 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 disk • You 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 tasks Microsoft Office 2007 – Illustrated

  6. Managing Folders and Files • You can use Windows Vista to create folders for storing and organizing files • Folders provide a location for storing your important files • Folders 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 folder Microsoft Office 2007 – Illustrated

  7. Managing Folders and Files • You 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 groups • The 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 files Microsoft Office 2007 – Illustrated

  8. Managing Folders and Files • You 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 folder • Windows Vista provides other folders for other types of files, such as: • Music • Pictures • Videos Microsoft Office 2007 – Illustrated

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

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

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

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

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

  14. Opening the Computer Window • Windows 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: 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) Microsoft Office 2007 – Illustrated

  15. Drive Names and Drive Icons Microsoft Office 2007 – Illustrated

  16. CD & DVD Disks Microsoft Office 2007 – Illustrated

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

  18. Storage Capacity Terms Microsoft Office 2007 – Illustrated

  19. Creating & Saving Documents • Any document you create with a program is temporarily stored in RAM • If 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 program • When you save a document, it is recorded in a file on a disk Microsoft Office 2007 – Illustrated

  20. Creating & Saving Documents • When 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 symbols • For example, if you create a file with a to-do list, you can name it:To-Do List Microsoft Office 2007 – Illustrated

  21. Creating & Saving Documents • The 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 file • The file extension is usually three characters in length Microsoft Office 2007 – Illustrated

  22. Creating & Saving Documents • Windows 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 list • You open Accessories from the All Programs menu Microsoft Office 2007 – Illustrated

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

  24. Saving a Document Microsoft Office 2007 – Illustrated

  25. Saving a Document Microsoft Office 2007 – Illustrated

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

  27. The Documents Folder • The 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 folder • You can open other important folders, such as the Pictures, Music, and Video, from the Documents folder Microsoft Office 2007 – Illustrated

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

  29. Copying Files • You 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 location Copy Hard Disk Drive USB Flash Drive Microsoft Office 2007 – Illustrated

  30. 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 files • If 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 another Microsoft Office 2007 – Illustrated

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

  32. Using the Address Bar toSwitch 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 Microsoft Office 2007 – Illustrated

  33. Using the Address Bar toSwitch to Another Folder User account 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 Microsoft Office 2007 – Illustrated

  34. Using the Address Bar toSwitch to Another Folder Current 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 Microsoft Office 2007 – Illustrated

  35. Opening, Editing, and Printing Files • After 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 document • After you change the document, you usually save it under the same filename Microsoft Office 2007 – Illustrated

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

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

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

  39. To Preview a Document • Use Print Preview to examine a full-page layout of the document before you print • To open Print Preview: • Click Print Preview on the File menu or • Click 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 ink Microsoft Office 2007 – Illustrated

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

  41. Creating a New Folder • To 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 folder • After you type a new name for the folder, you press the Enter key to assign the name to the folder Microsoft Office 2007 – Illustrated

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

  43. 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 another • When you move a file, the original file is stored in a new location Move Hard Disk Drive USB Flash Drive Microsoft Office 2007 – Illustrated

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

  45. To Rename a Folder or File • You select the folder or file you want to rename • Next, you click the Organize buttonon 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 file • After 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 file Microsoft Office 2007 – Illustrated

  46. Searching for Files • You 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 criteria • Search 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 music • Windows displays the Search results in the left pane of the Start menu Microsoft Office 2007 – Illustrated

  47. Examples of Search Criteria Microsoft Office 2007 – Illustrated

  48. Using Boolean Filters Microsoft Office 2007 – Illustrated

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

  50. Deleting and Restoring Files • If 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 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 Windows Microsoft Office 2007 – Illustrated

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