Microsoft Office Illustrated Brief File Management Understanding

2Working with Programs, Files, and Folders Unit B  Learn basic file operations in a program  Learn commonly used XP commands and programs. Objectives

3Working with Programs, Files, and Folders Unit B  From the program –If the program is on Desktop, double click it. –If the program is on Start Menu, click it. –Click Start, click All Programs, find the program and click it. To Start a Program

4Working with Programs, Files, and Folders Unit B  From the data file –If the file is on Desktop, double click it. –If the file is on My Recent Documents, click it. –Click My computer (or My Document), file the file and click it to start the program To Start a Program

5Working with Programs, Files, and Folders Unit B Programs and Files  Most of your work on a computer involves using programs to create/edit files  Click File or Office Button, then  Click Create to create a new file  Click Open (Ctrl+O) to open a file  Click Save (Ctrl+S) to save a file with the original file name (overwrite the opened file)  Click Save As to save a file with a new file name

6Working with Programs, Files, and Folders Unit B Programs and Files  When you open most programs, a new blank document opens  Your work is automatically, and temporarily, stored in the computer’s random access memory (RAM)  To store a document permanently, you must save it as a file on a disk using Save or Save As…

7Working with Programs, Files, and Folders Unit B Programs and Files  When a file is opened, the original file on the disk remains unchanged until the file is saved to it.  To close a file, click File, click Close. You may close a file with/without saving it at first.  Open a file on a USB drive. Do not remove the USB drive unless you closed the file.  Short cuts: Ctrl+O (Open), Ctrl+S (Save)

8Working with Programs, Files, and Folders Unit B Programs and Files  A powerful capability of Windows is that it can run more than one program at a time  Even if files were created in two different programs, you can copy data from one to another by copy and paste  A program button on the taskbar represents any window that is open on the desktop

9Working with Programs, Files, and Folders Unit B Program and Files  To copy text or objects from one program to another: –Select the text or object you want to copy –Click Edit on the menu bar, then click Copy OR right-click on the selected text, then click Copy –Go to another program window, click the file –Click Edit, click Paste (or use the Paste button) OR right-click the place you like to put the text, and click Paste

10Working with Programs, Files, and Folders Unit B Working with Opened Files  Keyboard shortcuts for cut, copy, paste: –Cut (Ctrl+X): removes selected information from a file and places it on the clipboard –Copy (Ctrl+C): places a copy of the selected information on the clipboard, leaving the file intact. –Paste (Ctrl+V): inserts whatever is currently on the clipboard into the same file or another file.

11Working with Programs, Files, and Folders Unit B Working with Files/Folders  Left button drag/drop –Drag/Drop to copy files between different drives. –Drag/Drop to move files on the same drive. –Drag/Drop to delete files to recycle bin.

12Working with Programs, Files, and Folders Unit B Working with Files/Folders  Right button drag/drop –Drag/Drop a file/folder to a different location, either on the same drive or different drives. –After dropping, you have three choices: Copy hereCopy here Move hereMove here Create shortcuts hereCreate shortcuts here CancelCancel

13Working with Programs, Files, and Folders Unit B Working with Files/Folders  There are many ways to deal with files/Folders. –Left Drag/drop –Right Drag/drop –Right-click –Click Edit on the menu bar –Click the commands on the left panel  Keep using one or two ways you like to avoid confusion.

14Working with Programs, Files, and Folders Unit B Working with Files/Folders  Display file extensions in Explorer –Click Tools –Click Folder Options –Click View –Uncheck “Hide extensions for unknown file types”

15Working with Programs, Files, and Folders Unit B Working with Files/Folders  Show system files and other hidden files/folders in Explorer –Click Tools –Click Folder Options –Click View –Uncheck “Hide protected operating system files” –Check “Show hidden files and folders”

16Working with Programs, Files, and Folders Unit B Working with Files/Folders  Open each folder in the same/different window in Explorer –Click Tools –Click Folder Options –Click General –Check “Open each folder in the same window” OR “Open each folder in its own window”

17Working with Programs, Files, and Folders Unit B Working with Files/Folders  Set single or double click to open a file and folder in Explorer –Click Tools –Click Folder Options –Click General –Check “Single-click to open an item” OR “Double-click to open an item”

18Working with Programs, Files, and Folders Unit B Searching for Files  The Windows XP Search: –Can help you quickly find any object –Opens in the Search Explorer bar –Gives you the option to find files or folders by name, location, size, types, and date created or last modified –Is also accessible from the Start menu

19Working with Programs, Files, and Folders Unit B Searching for Files  To use the Search Companion pane: –Click the Search button on the Standard Buttons toolbar –Choose a search option method in the Search Companion pane –Type the search criteria in the text box –Click Use advanced search options to open a larger pane, click the Look in list arrow to choose a new location if necessary –Click the Search button –The Search program finds the files and folders that match the criteria

20Working with Programs, Files, and Folders Unit B Searching for Files  Getting ready to search: Search button Search Companion pane

21Working with Programs, Files, and Folders Unit B Searching for Files  Specifying search options: Enter search text here

22Working with Programs, Files, and Folders Unit B Searching for Files  Search criteria doc may produce temp.doc, grade.docx, doc.ppt, mydocument.txt  Wild card *: one or more any characters –Criteria *.doc produces temp.doc –Criteria *.doc* produces temp.doc, grade.docx –Criteria doc* produces doc.ppt –Criteria *doc* produces temp.doc, grade.docx, doc.ppt, mydocument.txt –Criteria g*doc* produces grade.docx

23Working with Programs, Files, and Folders Unit B Create Shortcuts  You can create shortcuts, which are icons that represent an object stored somewhere else –Shortcuts can be placed on the desktop –Double-click a shortcut to open the object or program it represents  To create a shortcut: –View the item in My Computer or Windows Explorer –Drag using the right-mouse button to the desktop –Click Create Shortcuts Here on the shortcut menu

24Working with Programs, Files, and Folders Unit B Pin Item to Start Menu  You can also pin items to the Start Menu so that they are always at the top left side of the menu –To pin an item, open the Start menu, view the item you want to pin, right-click the program name, then click Pin to Start menu

25Working with Programs, Files, and Folders Unit B Deleting and Restoring Files  If you delete a file or folder from the hard disk, it goes to the Recycle Bin and can be restored  If you delete a file or folder from other drives, it is permanently deleted.

26Working with Programs, Files, and Folders Unit B Customizing your Recycle Bin  You can adjust Recycle Bin settings by right-clicking the Recycle Bin on the desktop, then clicking Properties on the shortcut menu  Settings options include: –Deleting files from the hard drive immediately instead of placing them in the Recycle Bin –Increasing or decreasing the amount of space allotted to the Recycle Bin by moving the Maximum Size of Recycle Bin slider

27Working with Programs, Files, and Folders Unit B Web Browser  URL: Universal Resource Locator, unique web address.  Client and server model: –Browser is the client making requests –The site of URL holds the server to reply to the client’s request –To build a web site requires to build a web server –Web hosting

28Working with Programs, Files, and Folders Unit B Major Web Browser  Internet Explorer (Microsoft): most popular, feature rich, but slower than Chrome  Chrome (Google): simple, fast  Firefox (Open source movement): free and open, also fast.  Safari (Apple): fast, reliable. Not as many features as IE.  All browsers are free.

29Working with Programs, Files, and Folders Unit B Web Browser: Cookies  A very small text file placed on your hard drive by a Web server.  It is essentially your identification card, and cannot be executed as code or deliver viruses.  It tells the server that you returned to that Web page.

30Working with Programs, Files, and Folders Unit B Web Browser Cookies, History, Temp Files  Set up the memory size for temp files number of days for histories: (IE) –Click Tools –Click Internet Options –Under Browsing Histories, click Settings –Make your selections

31Working with Programs, Files, and Folders Unit B Web Browser Cookies, History, Temp Files  Delete cookies, histories and temp files (IE) –Click Tools –Click Internet Options –Under Browsing Histories, click Delete… –Check what to be deleted, click Delete –Many people check and delete all items

32Working with Programs, Files, and Folders Unit B Web Browser Cookies, History, Temp Files  Organize your favorites: (IE) –Favorites can be organized through the browser –If there are many items to be fixed, better go to the favorites folder –The folder is in C:\Document and Setting\UserName –Do the normal operations to the folder such as delete, move…

33Working with Programs, Files, and Folders Unit B Web Browser  Security –Avoid phishing sites. –Close your browser down after logging out from your bank web sites… –Clear your histories, cookies and temp files to avoid other people tracking you. –Do not log into your bank web sites and other important sites on a public computer. –Always protect your personal info.

34Working with Programs, Files, and Folders Unit B Other Useful Items (adv.) Compuer/Properties  Right-click Computer icon on desktop OR Computer on Start Menu, then click Properties  Windows displays the general information of your computer.  The most recent Service Pack is 3.  A service pack contains all the previous patches, upgrades.

35Working with Programs, Files, and Folders Unit B Other Useful Items (adv.) Compuer/Hardware  Right-click Computer icon on Desktop or Computer on the Start Menu, then click Properties  Click Hardware  Click Device Manager  The hardware components are displayed  Click on each one to get its property

36Working with Programs, Files, and Folders Unit B Other Useful Items (adv.) Disk Defragment  Very useful tool to improve system performance  Many ways to access the tool  Right click Computer, click Manage, click Disk Defragmenter. OR  Click Start, All Programs, Accessories, System Tools, Disk Defragmenter

37Working with Programs, Files, and Folders Unit B Other Useful Items (adv.) Disk Defragment  After the program started, click Analyze.  The system will analyze the disk and tell you if you need defragment.  If needed, click Defragment.  It takes hours to defrag a large disk.

38Working with Programs, Files, and Folders Unit B Other Useful Items (adv.) System Restore  It’s a very useful tool and restores the previous stable system  Click Start, Click All Programs, Click Accessories, Click System Tools, Click System Restore  One can –Restore the computer system to an earlier time OR –Create a restore point