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Laboratory Exercise # 3 – Basic File Management

Office Productivity Tools 1 Laboratory Exercise # 3 Basic File Management Objectives: At the end of the session, the students are expected to:. Navigate the Windows File Manager using Windows Explorer Manage files such as moving, copying, renaming and deleting files and folders

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Laboratory Exercise # 3 – Basic File Management

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  1. OfficeProductivityTools1 LaboratoryExercise#3 BasicFileManagement Objectives: Attheendofthesession,thestudentsareexpectedto: NavigatetheWindowsFileManagerusingWindowsExplorer Managefilessuchasmoving,copying,renaminganddeletingfilesandfolders Createfolders ExplainthedifferentcontextmenusoftheiconsfoundinWindowsExplorer Enumeratethedifferentfilenamingconventions Changethesettingsofdisplayingfolders • • • • • • Materials: 1PCwithpre-installedMicrosoftWindowsoperatingsystem • BasicPrinciples: Thetwoofthemostcommontasksperformedbyacomputerarecreatingdocumentsandmanagingthese documents.YoustoreyourfilesonyourcomputerusingtheWindowsXP’shierarchicalsystemoffolders. Inthishierarchyoffolders,youcaneithermoveandcopyfilesamongfolders.Youmayevendeleteitif younolongerneedthem. WindowsXPmakessurethatitiseasytoorganizeyourfilesandfolders.Managingyourfilesandfolders issimilartoworkinginanofficeandfilingyourfoldersinafilingcabinet.Youcancreatenewfolders,move folders,renamefolders,anddeletefolders. Therearetwowaysinnavigatingthefilesystem.Theseare: • Using My Computer–TheiconofMyComputerisfoundintheStartMenu.Youcanclicktheicon foundintheStartMenutolaunchtheMyComputerwindow.Ifpresent,youcanalsousetheMy ComputericonfoundinDesktop. Figure3.1LaunchingMyComputerwindowfromtheStartMenu LaboratoryExercise#3–BasicFileManagement *PropertyofSTI Page1of25

  2. OfficeProductivityTools1 Figure3.2LaunchingMyComputerfromtheDesktop Figure3.3MyComputerwindow Using Windows Explorer–Thiswindowshowsyouthelocationofeveryfileandfolderinyour computerlikeamap.Italsohelpsyouunderstandtherelationshipbetweenfiles,folders,drives.You canlaunchWindowsExplorerbyclickingStart Accessories WindowsExplorer.Youcanalso launchWindowsExplorerusingthekeyboardbypressing<WindowsLogo >+E.TheWindows ExplorerhasatreestructurelocatedontheleftofthewindowwhichiscalledtheFolderpanewhich containsthehierarchicallistingoffilesandfolders.ItalsohasaFilepanewhichislocatedontheright sideofthewindowandisusedtodisplaythefilesandfoldersinsidetheselecteddriveorfolder.The toplevelofWindowsExplorerisMyComputer. LaboratoryExercise#3–BasicFileManagement

  3. OfficeProductivityTools1 Figure3.4LaunchingWindowsExplorer Figure3.5WindowsExplorer Acontextmenuisdisplayedoneveryobjectwhenyouright-clickit.Severalsectionsaredisplayedon everycontextmenuforafileorfolder.Eachsectionhasadifferentpurpose.Thepropertiesoftheobject dictatethesectionsandoptionsofthecontextmenudisplayed.Eachsectionofthecontextmenuare separatedbyaline. LaboratoryExercise#3–BasicFileManagement *PropertyofSTI Page3of25

  4. OfficeProductivityTools1 Figure3.6ContextMenuofLocalDriveC: Thedifferentsectionsofthecontextmenuare: Actions–Thisisthefirstsectionofthecontextmenuthattellsyouwhatkindsofactionsyoucan performinagivenobject. Send To–Thissectionofcontextmenuallowsyoutosendafolderorfiletoanotherlocation.The optionswheretosendthefilearefloppydisk,theDesktop,MailRecipient,MyDocuments,and anyRemovabledrivesattachedinyourcomputer. Editing–Thissectionofthecontextmenucontainsoptionsforcutting,pasting,andcopyingfiles. Network–ThissectioncontainsasingleentrywhichisSharing.Thisisusedtosharefilesinthe network. Manipulation–ThissectionusuallycontainsthreeentrieswhichareCreateShortcutthatallows youtocreatealinktoafileorfoldertootherplaceinyourcomputer,theDeleteoptionthatsends yourfiletotheRecycleBin,andtheRenameoptionthatallowsyouchangethenameofthefileor folder. Compression and Decompression–Thissectionallowsyoutocompressordecompressafile. Properties–Thissectionallowsyoutodisplayandconfigurethepropertiesofagivenobject. • • • • • • • SomeobjectshavespecializedcontextmenuentriesandtheseentriesarecategorizedasOtherOptions. TheRecycleBinhasanoptiontoemptyitandtheDesktophasaNewoptionthatisusedtocreatenew files. AnotheradvantageofusingWindowsXPisthatitprovidesotheroptionstorepresentafileorfolderina screen.Italsoallowsyoutosortfilesintheorderyouwantthemto. Thedifferentwaystoviewfilesandfoldersare: Tiles–Thistypeofviewusesalargeiconlabeledwithitsnamerepresentingthefileorthefolder. Youcanmovetheiconstodifferentareasofthewindowbydraggingtheobject.Thisis • recommendedwithfewfilesandfolders.ChooseView Tilestodisplaythefilesandfoldersin tiles.Youcanalsoright-clickanemptyspaceintheWindowsExplorerorMyComputerand chooseView Tilesfromthecontextmenu. LaboratoryExercise#3–BasicFileManagement *PropertyofSTI Page4of25

  5. OfficeProductivityTools1 Figure3.7Viewingfilesandfoldersintilesusingthemenubar Figure3.8Viewingfilesandfoldersintilesusingcontextmenu • Icons–Thistypeofviewrepresentseachobjectwithasmallericonwiththenamelocatedunder theicon.YoucanmovetheiconsthesamewayyoucanmovethemusingtheTilesview.Youcan viewfilesandfoldersusingIconsbychoosingView Iconsfromthemenubarorbyright-clicking Iconsfromthe anemptyspaceinWindowsExplorerorMyComputer,thenchoosingView contextmenu. LaboratoryExercise#3–BasicFileManagement

  6. OfficeProductivityTools1 Figure3.9Viewingfilesandfoldersiniconsbyusingthemenubar Figure3.10Viewingfilesandfoldersiniconsusingthecontextmenu List–Thisissimilartosmalliconsthatareusedtorepresenteachfileandfolderwiththenameon theright.UnlikeinTilesandIcons,youcannotmovetheiconsinthewindowwiththisview. • ChooseView ListfromthemenubarorView Listfromthecontextmenu. LaboratoryExercise#3–BasicFileManagement *PropertyofSTI Page6of25

  7. OfficeProductivityTools1 Figure3.11Viewingfilesandfoldersinlistusingthemenubar Figure3.12Viewingfilesandfoldersinlistusingthecontextmenu Details–Thistypeofviewdisplaysthenecessaryinformationaboutthefileorfolder.Thecolumns showthenameofthefileorfolder,thesizeifit’safile,typeoffile,andthedateitwaslast • modified.YoucanusethisviewbychoosingView fromthecontextmenu. DetailsfromthemenubarorView Details LaboratoryExercise#3–BasicFileManagement *PropertyofSTI Page7of25

  8. OfficeProductivityTools1 Figure3.13Viewingfilesandfoldersindetailsusingthemenubar Figure3.14Viewingfilesandfoldersindetailsusingthecontextmenu Thumbnails–Thistypeofviewdisplayssmallversionofthepictureifit’sagraphicfileandthe • nameofthefileunderneathit.YoucanusethisviewbychoosingView Thumbnailsfromthe menubarorView Thumbnailsfromthecontextmenu. LaboratoryExercise#3–BasicFileManagement

  9. OfficeProductivityTools1 Figure3.15Viewingfilesandfoldersinthumbnailsusingthemenubar Figure3.16Viewingfilesandfoldersinthumbnailsusingthecontextmenu Filmstrip–ThistypeofviewisapplicableforPicturesfolderwhichallowsyoutoscrollthrough multipleimagesusingthebuttonsinthemiddleofthescreen.Youcanusethisviewbychoosing • View FilmstripfromthemenubarorView Filmstripfromthecontextmenu. LaboratoryExercise#3–BasicFileManagement

  10. OfficeProductivityTools1 Figure3.17Viewingfilesandfoldersinfilmstripusingthemenubar Figure3.18Viewingfilesandfoldersinfilmstripusingthecontextmenu Youcansortyourfilesandfoldersinseveralways.Thefoldersaresortedbynamefirstandthenthefiles aresortednext.Windowsallowsyoualsotosortfilesthewayyouneedthem.Youcansortfilesbythe following: Name–Thisisthedefaultsortusedbythecomputersystem.Thistypeofsortalphabetizesthe filesandfolders. Type–Thistypeofsortarrangethefoldersandfilesbytype.Itissortedalphabeticallywithinthe sametype. Size–Thistypeofsortarrangethefilesaccordingtotheirsizes. Date–Thistypeofsortsarrangethefilesbythedatetheywerelastupdatedormodified. • • • • AllofthesetypesofsortcanbeusedbychoosingView ArrangeIconsByorbyright-clickinganempty areaoftheWindowsExplorerorMyComputerandchoosingArrangeIconsBy. LaboratoryExercise#3–BasicFileManagement

  11. OfficeProductivityTools1 Figure3.19Arrangingiconsusingmenubar Figure3.20Arrangingiconsusingcontextmenu Youneedtocreatefoldersthatwillbeusedasstorageforthefilesyoucreated.Youcancreatefileswithin afolderortoanotherdirectory.YoucanusetheFilemenuorthecontextmenutocreateafolderinthe currentdriveorfolder.Youwillbeaskedforanameuponcreationofthenewfolder. LaboratoryExercise#3–BasicFileManagement

  12. OfficeProductivityTools1 Figure3.21CreatingnewfolderusingtheFilemenu Figure3.22Creatingnewfolderusingthecontextmenu Youmayneedtorenamefilesandfolders.Aquickandeasywayofrenamingfilesandfoldersisprovided byWindowsXP.Youmayrenameafilebychoosingthefileorfolderyouwanttorenameandbychoosing RenameintheFilemenuorRenameunderthecontextmenu. LaboratoryExercise#3–BasicFileManagement *PropertyofSTI Page12of25

  13. OfficeProductivityTools1 Figure3.23RenamingfilesandfoldersusingFilemenu Figure3.24Renamingfilesandfoldersusingcontextmenu Therearerulesingivingnamestofilesandfolders.ThenamingruleforfilesiscalledFileNaming Conventions.Therearefilenamingconventionsspecificforagivenoperatingsystem.WindowsXP supportslongfilenamesandallowsspacestobepartofthefilenames.WindowsXPallowsfilenames consistingofupto256characters. EventhoughWindowsXPallowsupto256charactersforfilenames,itisnotrecommendedthatyouhave filesnamesthislongbecausesomeprogramscannotinterpretlongfilenames. Filenamescannotcontainsomecharacterslike\/:*?“<>and|. LaboratoryExercise#3–BasicFileManagement

  14. OfficeProductivityTools1 Youcanalsomoveandcopyfilesandfoldersintootherfoldersordrive.Movingandcopyingaretwo commonfunctionsyouneedtoperformwhilemanagingfiles.Youphysicallyremoveafilewhenyoumove itfromonelocationandplaceittoanotherlocation.Youmakeacopyofanobjectwhenyoucopyafileor folderandplacethecopyinanotherlocation.Copyingafilemakestheoriginalfileremainsinplace.You canmoveandcopyfilesandfoldersindifferentways. YoucanmoveorcopymultiplefilesatatimebyusingCtrlkeyandtheShiftkey.Youcanselectagroup ofobjectsthatarenexttoeachotherbyclickingthefirstfileorobjectandholdingtheshiftkeyasyouclick thelastfileorobjectyouwanttoselect. Figure3.25SelectingcontiguousgroupoffilesorfoldersusingShiftkey Figure3.26SelectingnoncontiguousgroupoffilesusingtheCtrlkey Youcandragfilesorfoldersifyouwanttomoveorcopythemtoanewlocation.Thedestinationfolderis highlightedwhenyoutrytodragfilesorfoldersoverit.Youcanalsodragfilesorfoldersinthetree structure.Therearenorulesforusingdragginginmovingorcopyingfiles.Windowsassumesyouwantto movethefileonthefolderofthesamedrivewhenyoudragthefileonthatfolder.Windowsassumeyou wanttocopyafilewhenyoutrytodragittodifferentdrive.Thefilesorfoldersarecopiedifaplussign(+) appearsnexttotheobjectsasyoudragthem. LaboratoryExercise#3–BasicFileManagement

  15. OfficeProductivityTools1 CutandCopyoptionsintheEditmenuisanotherwayinmovingorcopyingfilesandfolders.Acopyofthe selectedfilesandfoldersaremadewhenusingtheCopyoptionandplacestheselectedobjectsonthe Clipboard.Theselectedobjectsremainintheiroriginallocation.Theselectedfilesandfoldersaredeleted whentheCutoptionisusedandplacestheselectedobjectsontheClipboard.UsetheEditmenu’sPaste optiontopastetheobjectsfromtheClipboardtothenewlocation.Thewords“Copyof”areplacedinfront ofthepastedobject’snameifyoupasteacopiedobjectinthesamelocation.Youcanpaste,cutor copiedobjectsintomultiplelocation. Figure3.27OptionsintheEditmenu Figure3.28Copyingafileonthesamelocation YoucandeletefilesorfoldersbyselectingobjectsyouwanttodeleteandthenselectingDeletefromthe Filemenu.YoucanalsousetheDeletekeyfromthekeyboardortheDeleteoptionofthecontextmenu. LaboratoryExercise#3–BasicFileManagement

  16. OfficeProductivityTools1 Figure3.29DeleteoptionfromtheFilemenu Figure3.30Deletefromthecontextmenu ThedeletedfilesareinitiallyplacedintheRecyclebin.ThefileswillbeintheRecycleBinuntilyouempty it.RecycleBinonlyworkswithfilesthataresavedinyourcomputer.Filesthataresavedonafloppydisk ornetworkaredeletedpermanently. LaboratoryExercise#3–BasicFileManagement

  17. OfficeProductivityTools1 Figure3.31RecycleBinanditscontextmenuoptions Procedures: Activity1 NavigatingMyComputerandWindowsExplorer 1. 2. 3. 4. ClickStart. ClickMyComputer. DoubleclickDriveC. RightclickandthenchooseExploreonthecontextmenu. Figure3.32ExploreoptionofMyComputercontextmenu 5.Navigatethefilesandfoldersbyclickingtheplussign(+)todisplayinthetreethefolders containedinthedriveorfolder.Youcanclicktheminussign(-)tohidethefolderscontainedin thedriveorfolder. 6.EnumerateallthefilesandfoldersthatcanbeseenindriveC. LaboratoryExercise#3–BasicFileManagement

  18. OfficeProductivityTools1 7.ClicktheplussignofMyDocumentslocatedintheFolderpaneofWindowsExplorer. 8.ChooseMyPicturesonthefoldershowninFolderpaneofWindowsExplorer. 9.ViewthefilesofMyPicturesfolderusingTiles.YoumayusetheFilemenuorthecontextmenu. Figure3.33MyPicturesicon 10.ViewthecontentsofMyPicturefolderusingDetails. Figure3.34ContentsofMyPicturesinDetailsview. 11.Choosefive(5)filesandcopythenecessaryinformationdisplayedbytheDetailsview. LaboratoryExercise#3–BasicFileManagement

  19. OfficeProductivityTools1 12.Explorethedifferentwaysonviewingfilesandfolders(tile,list,icons,thumbnails,etc)usingthe MyPicturesunderMyDocuments. Activity2 SortingFilesandFolders 1.OpentheMyPicturesfolderbyclickingStart MyDocuments. Figure3.35LaunchingMyDocumentsFolder 2.Double-clickMyPicturesoftheMyDocumentsfolder. Figure3.36MyPicturescommand Icons. 3.Right-clickanemptyspaceinthewindowandthenchooseView LaboratoryExercise#3–BasicFileManagement

  20. OfficeProductivityTools1 Figure3.37ViewingcontentsofMyPicturesinicons 4.Sortthefilesusingthedifferentsortingoptions.Usethe“Arrangeiconsby”oftheFilemenuorthe contextmenu. 5.TrythedifferentsortingoptionsofferedbyWindowsXPandenumeratethesequenceoficonsthat resultedonthesort. Activity3 Managingfilesandfolders 1. 2. 3. ClickStart. ClickMyDocuments. Right-clickanemptyspaceinthewindow. 4. ClickNew Folderinthecontextmenu. Figure3.38Creatingnewfolder 5.TypeAinthefolderlabelandthenpressENTER. 6.CreateanotherfoldernamedB. 7.CreateathirdfoldernamedC. LaboratoryExercise#3–BasicFileManagement

  21. OfficeProductivityTools1 Figure3.39NewfoldersA,B,andC 8.ClickStart. 9.ClickMyDocuments. 10.Right-clickthefolderA. 11.ClickRenameonthecontextmenu. Figure3.40RenamingfolderA 12.Typethenewnameintheobjectlabel.UsethefoldernameAA. 13.PressENTER. LaboratoryExercise#3–BasicFileManagement

  22. OfficeProductivityTools1 Figure3.41RenamedfolderAA 14.ClickFoldersBandCbyholdingdownCtrlkeywhileclickingthesaidfolders. 15.Right-clickanemptyspaceinthewindowandchooseCopyinthecontextmenu. Figure3.42SelectingfoldersBandC 16.Writedownthefilescopied. 17.SelectthetwonewlycopiedfilestogetherwithfolderAandB. LaboratoryExercise#3–BasicFileManagement

  23. OfficeProductivityTools1 Figure3.43Selectingfoldersfordragging 18.DragtheselectedfolderstofolderAA. Figure3.44DraggingfoldersB,C,CopyofB,andCopyofCtofolderAA 19. 20. 21. 22. 23. 24. Releasethemousebuttontocopyormovethefilestoanewlocation. WhathappenedtothefoldersbeingdraggedtofolderAA? ClickStart. ClickMyDocuments. ClickfolderAA. ChoosefoldersBandC. 25. ClickFile Delete. LaboratoryExercise#3–BasicFileManagement

  24. OfficeProductivityTools1 Figure3.45SelectingfoldersBandCfordeletion 26.ClickYesontheconfirmationdialogbox. Figure3.46ConfirmMultipleFileDeletedialogbox 27.ClickRecycleBinfromtheDesktop. Figure3.47OpeningRecycleBinfolder 28.Right-clickanemptyareaoftheRecycleBinwindow. 29.ChooseEmptyRecycleBintoremoveorpermanentlydeleteallfilesoftheRecycleBin. LaboratoryExercise#3–BasicFileManagement

  25. OfficeProductivityTools1 Figure3.48EmptyingRecycleBin 30.ClickOKtoconfirmdeleteofmultiplefiles. References: Estevez,E.,Haag,S.,Perry,J.,andSosinsky,B.,(2002),Thei-seriesMicrosoftWindowsXP complete,NewYork,USA,McGraw-Hill/Irwin • LaboratoryExercise#3–BasicFileManagement

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