File Management Keeping your files organised

How to use this demo When you have read the information on the screen, click on the yellow arrow on each slide to view the next screen. Click it now…

Elaine Taylor What we will be looking at (Click the middle of the screen to show some text then watch) The difference between a file and a folder The My Computer icon Creating folders Moving files Deleting files Saving new files into specified folders Opening existing files from specified folders

Elaine Taylor Your Computer Think of your computer as a filing cabinet A folder on your PC is like a drawer in the filing cabinet A file (e.g. a document you have typed or a photo) is kept inside a folder. 

Elaine Taylor Creating Folders It is useful to create folders to help organise your work so you can find it easily, just as you would organise your files in a filing cabinet. The illustration shows 7 folders within the My Documents folder You can name the folders whatever you like and store your work in the relevant folders. folders

Elaine Taylor Creating Folders Open the My Computer icon (from your desktop) Click on the Folders button on the toolbar to display a screen down the left hand side Click on the My Documents folder on the left to view that folder’s contents Folder’s contents displayed in this screen

Elaine Taylor Creating Folders Go to File>New>Folder. A new folder will be displayed on the right Type in a relevant name and press the enter key Your new folder will also be displayed in the panel on the left so you can click on it to open it.

Elaine Taylor Moving Files You may want to move your files into different folders once you have set up the folders you need. Open My Computer from your desktop and click on the Folders button Open the folder to display the file you’d like to move.

Elaine Taylor Moving Files We are going to move the “letter to Santa” into the folder called Kids Stuff Click and drag the “letter to Santa” file from where you can see it across to the Kids Stuff folder. When the Kids Stuff folder becomes highlighted in dark blue, let go of your mouse. You letter has been moved.

Elaine Taylor Deleting Files Go into My Computer and click on the folders button on the toolbar. Click on a folder on the left hand side to open it to view the files within it. Click on the file to be deleted then click on the red cross on the toolbar.

Elaine Taylor Saving new files into specified folders Once you have your file structure set up using My Computer, you won’t need to use that window too often. You can now save new files straight into your folders from whatever package you are using such as Word, Excel etc.

Elaine Taylor Saving new files into specified folders Create your new file in Word/Excel etc. Go to File>Save As You will see which folder is currently selected as the destination folder in the Save In box – usually it is My Documents.

Elaine Taylor Saving new files into specified folders Double click on the folder in the main screen you want to actually save your new document in. This will then open that folder and display it in the Save In box at the top Type in a name for your file and click the save button.

Elaine Taylor Opening existing files from specified folders Once you have some files saved in various folders, you need to know how to find them again Open up Word/Excel etc. Go to File>Open Click on My Documents on the left

Elaine Taylor Opening existing files from specified folders Double click on the folder containing the file you want Double click on the file that you want to open

Elaine Taylor So you’ve mastered the basics - what else is there to learn about? Using the find option to search for a file Moving multiple files Moving entire folders Renaming files and folders Emptying your recycle bin Saving onto a memory stick, external hardrive or burning onto a CD/DVD Clearing your PC of unnecessary files (e.g. spring cleaning!) Setting up scheduled maintenance tasks

What’s your next step? Elaine will be able to run through the points in this demonstration and answer your questions. Find out about computer courses running near where you live to extend your learning: earning/lss/adulteducation/learners/courses-centres.asp Click on the face to see this demonstration again.