4 Objectives Develop file management strategies Explore files and folders Create, name, copy, move, and delete folders Name, copy, move, and delete files Work with compressed files
5 Organizing Files and Folders A file, or document, is a collection of data that has a name and is stored in a computer You organize files by storing them in folders Disks contain folders that hold documents, or files Floppy disks Zip disks Compact Discs (CDs) Hard Disks Removable disks are inserted into a drive
7 Understanding the Need for Organizing Files and Folders Windows organizes the folders and files in a hierarchy, or file system Windows stores folders and important files that it needs when you turn on the computer in the root directory Folders stored within other folders are called subfolders
8 Understanding the Need for Organizing Files and Folders
9 Developing Strategies for Organizing Files and Folders The type of disk you use to store files determines how you organize those files Storing files on removable media allows you to use simpler organization The larger the medium, the more levels of folders you should use My Documents folder You should have a backup, or duplicate copy, of important files
10 Developing Strategies for Organizing Files and Folders
11 Exploring Files and Folders Windows Explorer shows the files, folders, and drives on your computer Panes Explorer bar Folders pane Expand icon Collapse icon My Computer shows the drives on your computer
15 Navigating to Your Data Files The file path is a notation that indicates a file’s location on your computer A:\FM\Tutorial\Holiday.bmp A: is the drive name FM is the top-level folder on drive A Tutorial is a subfolder in the FM folder Holiday.bmp is the full filename with the file extention
17 Working with Folders and Files Creating Folders using Windows Explorer Click File on the menu bar, point to New to display the submenu, and then click Folder
18 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
19 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 the file’s type and indicates the program in which the file was created
20 Working with Folders and Files Deleting Files and Folders The Recycle Bin is an area on your hard disk that holds deleted files until you remove them permanently
21 Working with Compressed Files Files stored in a compressed (zipped) folder take up less disk space Allows you to transfer files more quickly Extracting a file creates an uncompressed copy of the file in a folder you specify, while the original file remains in the compressed folder Compression programs WinZip PKZip
23 Learn about Web browser software and Web pages The Web is a collection of files that reside on computers, called Web servers. Web servers are connected to each other through the Internet The software you use to connect your computer to the Web server is your Web browser. Common Web browsers are Netscape Navigator and Internet Explorer These browsers use a standard Graphical User Interface design
26 Learn about Web addresses and URLs Each computer on the Internet has an unique identification number, called an IP (Internet Protocol) address. The IP addressing system currently in use on the Internet uses a four-part number. Each part of the address is a number ranging from 0 to 255, and each part is separated from the previous part by a period, for example: 22.214.171.124. Although each computer connected to the Internet has a unique IP address, most Web browsers use domain name addressing to locate Web sites and pages.
29 Anchor tags are used to define hyperlinks Text files on Web servers are coded with HTML formatting tags that enable your browser to read text. The tag that gives HTML its power, however, is the anchor tag. Each anchor tag used in an HTML document, or Web page, creates a hypertext link or hypermedia link to other HTML documents or to other media. These links are a different color than other text on the page, and are sometimes underlined. When you click the link, you connect to another Web page.
32 Save and organize Web addresses Use Internet Explorer's Favorites list to store and organize a list of Web pages that you have visited so you can return to them easily. The Favorites button on the Standard Buttons toolbar opens the Add Favorite dialog box. Use the Favorites list to open URLs you have stored as favorites. Create folders to organize your favorites in the way that best suits your needs and working style. Organize your folders in a hierarchical structure using the Organize button on the Favorites Explorer Bar.
33 Favorite Web sites can be saved and organized
34 Printing a Web Page Make sure the page you want to print is displayed in the browser window. Select Print from the File menu to open the Print dialog box. Ready the printer and click the Print button.
35 Saving a Web Page You can save a Web page by clicking the Save As option in the File menu. Options for saving a Web page: Web Page, complete HTML code Web page text
37 Saving a Web Page Graphic Open the Web page containing the graphic you wish to display. Right-click the graphic and select Save Picture As from the shortcut menu. Navigate to where you want to save the picture, save the filename if necessary, and click the Save button.
39 Learn about e-mail and e-mail software E-mail, or electronic mail, is an efficient way to exchange messages with others on a network. This network may be small and self-contained, such as within an office, or as large as the Internet. E-mail messages can go to only one recipient or to dozens of recipients at once. When you send a message, it travels through the network to an e-mail server. The e-mail server stores messages until the recipient(s) request them.
41 E-mail address components You may have an e-mail account through a business network or you may create an e- mail account with a service that provides Internet access. An e-mail address consists of: A user name or login ID The “ at ” symbol (@) The name of the e-mail server
42 Send and receive e-mail using Microsoft Outlook Express To access your e-mail account you also need an e- mail program, which is also called e-mail client software. You use the e-mail program to open, print, delete, reply to, forward, and save mail from your e-mail server. One such program is Microsoft's Outlook Express, which installs as part of Internet Explorer. Outlook Express can be accessed through the Start menu on the All Programs submenu.
44 Send and receive e-mail To send an e-mail message: Press the New Mail button on the Outlook Express toolbar Type in the e-mail addresses of the recipient Type your subject matter Type your message and then click the Send button To retrieve mail that has been sent to you: Click the Send/Recv button on the toolbar Outlook Express will contact your e-mail server and download your e-mail messages To reply to a message: Click the Reply button The recipient address and the subject matter are automatically filled in When you have completed typing your reply, click the Send button
47 Adding contacts to the Address Book You can use the Address Book to keep track of all the people and organizations with which you correspond electronically. You not only can store the e-mail addresses for your contacts, but also all other related information. Click the Addresses button on the toolbar to open the Address Book, and then select New Contact from the New button on the toolbar.
49 Attaching a file to a message To attach a file to a message, first create a new message and click the Attach button on the toolbar. Browse for and select the file you wish to attach to the message. After selecting the file, complete your message and click the Send button.
52 Using Common Features of Microsoft Office 2003
53 Explore Microsoft Office 2003 Microsoft Office 2003, or Office, is a collection of the most popular Microsoft programs. These programs share many features and therefore, it's easy to share information among them. The primary programs are: The Word word processing program. The Excel spreadsheet program. The PowerPoint presentation graphics program. The Access database program. The Outlook information management program.
54 Start programs and switch between them To open a program, click the Start button on the taskbar and then use the All Programs menu. To open an Office program, you also can click the New Office Document command or the Open Office Document command on the Start menu. The New Office Document command will open the New Office Document dialog box, which you can use to create a new document in any of the Office applications. When you have two or more programs or files open, you can switch from one program or file to another by clicking the appropriate taskbar button.
60 Use personalized menus and toolbars In each Office program, you perform tasks using a menu command, toolbar button, or keyboard shortcut. A menu command is a word on a menu that you click to execute a task. A toolbar is a collection of buttons that correspond to commonly used menu commands. Keyboard shortcuts are combinations of keys you press to perform a command.
61 Menus and toolbar characteristics The menus and toolbars in each Office program can change to “ learn ” your preferences. As you select menu commands and click toolbar buttons, the ones you use often are put on the short personal menu and on the visible part of the toolbars. The ones you don't use are hidden, but remain available through the double-arrow button on the menu and the Toolbar Options button on the toolbars.
65 Using Task Panes A task pane is a window that provides access to commands for common tasks you ’ ll perform in Office programs.
66 Save and close a file To keep a copy of your work for future use, you need to save it by giving it a filename. A filename should be descriptive of the content of the file Each filename will automatically have a file extension added that identifies the program in which the file was created You will use the Save As dialog box to choose a location to save the file Once you have saved your work, you can close the file by clicking the Close command on the File menu or the Close Window button on the menu bar.
67 Open an existing file Once you have opened a program you can create new files or open existing ones. Files can easily be created or opened through the Open section of the Getting Started task pane. When you open a previously created file, you transfer a copy of the file from the storage disk to the computer's memory and it displays on your screen. While a file is open, you can view, edit, print or resave it.
69 Get Help Office Help is like a huge encyclopedia stored on your computer that contains information on how to use Office. To use Help, you can use the What's This? option within the Help menu. When this option is selected, you can get a brief description of any item on your screen by clicking your mouse pointer on it. If you want to know a button's name, you can move the mouse pointer over it to view its ScreenTip, which is a yellow box with the button's name. For more in-depth help, you can use the Office Assistant, which is an interactive guide to finding information from the Office Help system or the Ask a Question box located on the menu bar.
71 The Help Task Pane Enables you to search the Help system using keywords or phrases. The Search Results task pane opens with a list of topics related to the keyword or phrase you entered. If you are connected to the Internet, you might see more search results stored online.
74 Using Office on Microsoft.com Office on Microsoft.com is a Web site that provides access to additional Help resources. Access current Help topics, read how-to articles, and find tips for using Office. To connect to Office on Microsoft.com, you ’ ll need Internet access and Web browser such as Internet Explorer.
76 Print a file There are two ways to print a file on which you are working: 1. Press the Print button on the Standard toolbar to send your file to the printer using all the default settings 2. Select Print on the File menu, which will open the Print dialog box so that you can adjust the printer settings This is the preferred method if you are unsure of your settings or need to make adjustments.
78 Close files and exit programs You can exit most programs by clicking the Close button in the upper-right corner of the title bar, or by selecting the Exit command on the File menu. Either method will close both the file in which you are working as well as the program. If you have made any edits to a file, a dialog box will appear asking if you want to save your changes. Closing programs after you are done keeps your Windows desktop uncluttered, frees up your system's resources, and prevents data from accidentally being lost.