File Management Staying Organized

Files Files store data or instructions.

What is in a Name? Name Computer Files File Names: Should be descriptive of what is in the file Can contain 256 characters in a file name Spaces are allowed in file names NOT allowed: / \ : * < > |

File Extensions Most software programs ADD a 3 to 4 character extension at the end of the file name to designate the file’s type File Extensions: Begin with a . Separates it from the file name

Common File Extensions .docx or .doc MS Word files .xlsx or .xls MS Excel files .accdb or .mdb MS Access database files .pptx or .ppt MS PowerPoint files .gif or .jpg or .jpeg Internet Graphics files .bmp Paint Graphics files .html or .htm Web Pages .pdf Portable Document Format .txt Plain text file .exe Program file .rtf Rich Text Format

Why Extensions Are Used Windows uses the extensions to keep track of which programs were used to create files. Allows starting the program by double-clicking the file

Folders and Folder Names Folders are used to organize files Can have folders INSIDE of other folders (called hierarchy) Think of a file cabinet as the drive Each drawer of the file cabinet as a folder In each drawer have several folders In folders have individual documents Any computer drive may have its own hierarchy of folders

Accessing the Disk Files Click on Start Click on My Computer A list of disk drives you have access appears Double-click on the drive you wish to open

Content List Views To change the way you view your files: Click on View Select Thumbnails Tiles Icons List Details

Thumbnails & Tiles Thumbnails Tiles Icons List Details Shows Large Size File Icons for each file Tiles Shows Medium Size File Icons for each file Icons Shows Small Size Icons for each file List Lists files and folders located on the drive Details Lists file s and folders in order based on one of the following: Alphabetical Reverse Alphabetical Date File Type

Changing Order of Files In Detail View Click on View Click on Details Click on what you want to sort by Name Size File Type Date

Creating a New Folder Click on the New Folder Icon Choose Folder from the pop-up menu Type the name of the new folder

Selecting Multiple Files Files Located Next to Each Other Click on the 1st file you want to select Hold down the SHIFT key Click on the last file you want to select You can now copy, delete, move or open these files at one time. Files NOT Located Next to Each Other Click on the 1st file you want to select Hold down the CTRL key Click on the last file you want to select You can now copy, delete, move or open these files at one time.

Moving Files Select the Files you wish to Move OR Press Ctrl + X to cut files Click on where you want to move them (different folder) Press Ctrl + V to paste the files in the new location OR Select Files and drag into location

Copying Files Select the Files you wish to Move Press Ctrl + C to Copy the files Click on where you want to move them (different folder) Press Ctrl + V to paste the files in the new location

Deleting Files OR Select the files to be deleted Press the Delete Key Click the X on the toolbar Choose File then Delete Right-click on any selected file and Choose Delete File

Renaming Files and Folders Right-click on the file or folder name Choose Rename Key the new name OR Double-click on the file name What’s in a Name

Assignment Open your NETWORK drive (the “U” drive) Create Folders for: Web Page Design XHTML Subfolders = Ch1, Ch2, Ch3 Expression Web Subfolders = Ch1, Ch2, Ch3, Ch4, Ch5, Ch6, Ch7, Ch8, Ch9 Delete Files you do NOT want Select and move your files into the appropriate folders Complete the File Management Notes Worksheet