File Management Know-How

I Can Statements 1. Create, Copy, move, and delete files, folders, and subfolders 2. View Files and folders in different ways. 3. Learn Moore’s Law

Vocabulary Terms CD –RW File Floppy Disk Folder Icon Hard Drive Multi-Task Operating System Save Save As Storage Media USB Subfolder

Storage Media Hard Drives  Often are called the Local Disk C  Considered to be the permanent storage point for a computer system. Compact Disks for CD-RW or DVD-RW drives  The RW stands for read/writable. USB flash or thumb drive  Small highly portable storage media device Floppy disks  Once the most popular portable storage media. Storage Tapes  Used to store large amounts of Data. Zip Disks  A high density storage media

View the Storage Devices Available Click on “My Computer” Use the Views Option to see your Computer folder and other icons in different ways.  Views  Thumbnails  Tiles  Icons  List  Details

6 Microsoft Windows 7 - Illustrated Understanding Folders and Files Folders – containers for files & other folders  Folders – identified by yellow icon that looks like a folder  Folders organize files into smaller groups of related files for ease of access and use Folder name - identifies the types of files you store in the folder and the purpose of the folder Need to be thoughtful and logical when you invent names for folders. Properly named folders can make it easier for you to find where you saved your important files.

7 Microsoft Windows 7 - Illustrated Understanding Folders and Files Subfolders – folder within or under another folder File Hierarchy – tree limb structure of your folders and files Your Windows Operating System program will automatically create a folder called “My Documents”  Windows XP – My Documents  Vista and Windows 7 - Documents  Vista and Windows 7 programs provide other folders for other types of files, such as:  Music  Pictures  Videos

Creating Folders

File / Folder Navigation Address bar  Located at the top of the screen just below the title bar.  Shows the file hierarchy or path for the desired folder/file. Double Click the folder Icon to reveal the contents of the folder.

Creating, Saving & Storing Files Document Properties Saving – Process of making changes to a document. Navigation Pane File List Pane Address Bar

Create & Delete Subfolder Create a folder in the “ICT” Folder. Subfolder – Folder inside of another folder. Name “Big Mistake” Tap enter outside the folder to have the name accepted by the Operating System. Delete “Big Mistake” Folder Select folder by single clicking Right Click on folder Select “Delete” You will be asked if your are sure you want to delete this folder and send it to the “Recycle Bin”

C REATE THE FOLLOWING SUBFOLDERS IN THE “ICT” F OLDER Binary Numbers Computer Concepts File Management PowerPoint Word Excel Microsoft Publisher Web Page Design Create Subfolders Inside ICT Folder When Creating Folder Names it is important to give names that are unique to easily identify the contents. Close your “ICT” and “My Documents” Folders by clicking on the close button.

Files

Navigate/Change File & Folder Views 14 Microsoft Windows 7 - Illustrated View Button Navigation Pane File/Folder List area

Navigating in Window Screen 15 Microsoft Windows 7 - Illustrated Back Up Level Present Drive

File Hierarchy Organizational System  Arranges Files & Folders in different levels  Like branches of a Tree Address bar  Shows the path to the selected folder. “File Management”  The organizational skills used when creating a “File Hierarchy”

17 Microsoft Windows 7 - Illustrated Folder Subfolders File Subfolders Files Example of a File Hierarchy

18 Microsoft Windows 7 - Illustrated Address shows path to Your User Name folder in the file hierarchy Navigation Pane Folders Subfolders File List Another example of a File Hierarchy

Folders/Files in Tile View 19 Microsoft Windows 7 - Illustrated

20 Microsoft Windows 7 - Illustrated Creating and Saving a File To create a document you simple open the program and begin typing your data (information) or inserting your images. This data is temporarily stored in RAM. If the power fails, then everything in RAM is lost You must save your document to a disk, either before you exit the program or periodically while you use the program (usually every 5-10 minutes) File/Document – data that you have entered into the computer

21 Microsoft Windows 7 - Illustrated Creating and Saving a File The program you are using will add a file extension at the end of the filename you provide (docx, xlsx, pptx, wpm) The file extension identifies the type of file, for example, a document file, a video file, or a music file The file extension is a three- or four-letter sequence, preceded by a period

File Extensions File Names can be changed an unlimited number of times.  When renaming do not change the file extension at the end of the file. This will render the file useless.  File Extensions – 3 or 4 letter sequence, preceded by a period that identifies the file as a particular type of document. Word IctTest.doc IctTest.docx – 2007 version and above PowerPoint IctTest.ppt IctTest.pptx version and above Excel IctTest.xps IctTest.xpsx version and above

23 Microsoft Windows 7 - Illustrated Opening, Editing, and Saving Files Once you have created a file and saved it with a name in a folder on a storage device, you can easily open it and edit it (make changes to it) Once you have created a file and saved it with a name in a folder on a storage device, you can easily open it and edit it (make changes to it) Choose file from list area or Click File, Open Choose file from list area or Click File, Open Navigating in the Open Dialog box Double Click file

24 Microsoft Windows 7 - Illustrated Saving a Document You can use the following options to save a document: File, Save or Save Button The first time you save a document, this menu option or button displays a Save As dialog box so that you can select the drive and folder where you want to save the file and so that you can enter a filenameThe first time you save a document, this menu option or button displays a Save As dialog box so that you can select the drive and folder where you want to save the file and so that you can enter a filename If you open a previously-saved document, make changes to the document, and then save it again, these options replace the previous version of the document and save the document in the same folder under the same filenameIf you open a previously-saved document, make changes to the document, and then save it again, these options replace the previous version of the document and save the document in the same folder under the same filename

25 Microsoft Windows 7 - Illustrated Saving a Document You can use the following option to save a document: File, Save As This menu option always displays a Save As dialog box so that you can select the drive and folder where you want to save the file and so that you can enter a filenameThis menu option always displays a Save As dialog box so that you can select the drive and folder where you want to save the file and so that you can enter a filename You can use this menu option to save a previously-saved file:You can use this menu option to save a previously-saved file: On a different disk/locationOn a different disk/location In a different folderIn a different folder Under a different filenameUnder a different filename

26 Microsoft Windows 7 - Illustrated Save As Dialog Box Saving to USB Flash Drive File Extension

27 Microsoft Windows 7 - Illustrated Copying Files The ability to copy folders and files allows you to create backups of important folders and files in case you lose the original folders and files (Wills, Financial files) Backup – an additional copy of a file/folder you have created but is placed in different location  If you lose your original folder or file, you can copy it from your backup

28 Microsoft Windows 7 - Illustrated Copying Files When you use the Copy command, the operating system places a duplicate copy of the file on the clipboard – temporary area where items are stored until pasted into your document. When you use the Copy command, the operating system places a duplicate copy of the file on the clipboard – temporary area where items are stored until pasted into your document. When you copy a file, the original file stays in its current location and you have a duplicate copy of the same file in another location When you copy a file, the original file stays in its current location and you have a duplicate copy of the same file in another location Hard Disk Drive USB Flash Drive Copy

Copying Files Right Click Method: Select File/Document Right click with mouse on File Choose Copy from drop down menu Navigate where you want to place it Right click and choose Paste Keyboard Method: Select File/Document Press Ctrl and C (copy) simultaneously Click where you want to place it Press Ctrl and V to paste 29 Microsoft Windows 7 - Illustrated

Copy a File Folder

Ctrl + C = Copy Ctrl + V = Paste Ctrl + C = Copy Ctrl + V = Paste Ctrl + X = Cut / Move Ctrl + V = Paste Ctrl + X = Cut / Move Ctrl + V = Paste  will cut the file from the current location  Move and Paste to new location Copying & Moving Files  will copy a file  Paste a duplicate copy in a new location. When Copying or Cutting files or folders, they are automatically placed on the Operating Systems Clipboard.

32 Microsoft Windows 7 - Illustrated Moving and Renaming Files You can move one or more files or folders You can move one or more files or folders When you move a file, the file is transferred to the new location and no longer exists in its original location When you move a file, the file is transferred to the new location and no longer exists in its original location  Select file, R-click, choose Cut or Ctrl X  Or Use Drag n Drop method You can rename files to make the names more descriptive or accurate You can rename files to make the names more descriptive or accurate  Select file, R-click, choose Rename, edit name, press Enter  Or – Double click file, change name, Enter  Exceptions – DON”T DELETE FILE EXTENSION

33 Microsoft Windows 7 - Illustrated Moving and Renaming Files Drag and drop is a technique in which you use your pointing device to drag a file or folder into a different folder and then drop it, or let go of the mouse button, to place it in that folder

Copy Move Right Click on the file and drag the file  Choose the copy option from the menu  This creates a duplicate of the file.  The original stays in its current location and a duplicate is created in the chosen folder/subfolder Right Click on the file and drag the file  Choose the Move Option from the menu  This removes the file from the current location and relocates to the chosen folder/subfolder Drag & Drop 34

35 Microsoft Windows 7 - Illustrated Deleting and Restoring Files If you no longer need a folder or file, you can delete (remove) it from the storage device If you no longer need a folder or file, you can delete (remove) it from the storage device By regularly deleting files and folders you no longer need and emptying the Recycle Bin (storage area for deleted files), you free up valuable storage space on your computer By regularly deleting files and folders you no longer need and emptying the Recycle Bin (storage area for deleted files), you free up valuable storage space on your computer Deleted files/folders are placed in the Recycle Bin and remain until Emptied. Deleted files/folders are placed in the Recycle Bin and remain until Emptied. If you delete a folder, the folder as well as all files and subfolders stored in it are placed in the Recycle Bin. If you delete a folder, the folder as well as all files and subfolders stored in it are placed in the Recycle Bin.

36 Microsoft Windows 7 - Illustrated Deleting and Restoring Files Delete File dialog box

37 Microsoft Windows 7 - Illustrated Deleting and Restoring Files If you later discover that you need a deleted file or folder, you can restore (bring file back) to its original location, but only if you have not yet emptied the Recycle Bin If you later discover that you need a deleted file or folder, you can restore (bring file back) to its original location, but only if you have not yet emptied the Recycle Bin Emptying the Recycle Bin permanently removes the deleted folders and files from your computer Emptying the Recycle Bin permanently removes the deleted folders and files from your computer Files and folders you delete from a removable storage drive do not go to the Recycle Bin; they are immediately and permanently deleted and cannot be restored Files and folders you delete from a removable storage drive do not go to the Recycle Bin; they are immediately and permanently deleted and cannot be restored

My Docs Oceania Meeting.txt File Mgmt folder Meeting Notes folder Oceania Meeting Notes.txt Student folder Oceania Meeting.txt Files – name and file extension Folders – Boxes around How to draw a File Hierarchy

Recycle Bin

Digital Snapshot - Moore’s Law

Summative Assessment Create a new PowerPoint file  Create a Hierarchy of the Folders and Subfolders listed previously using the SmartArt Graphics Name and save the presentation “File Management Summative Performance Assessment” in your File Management subfolder in your “My Documents” folder. Upload your file into your SkyDrive IBT Folder.

Create, Rename, and Delete Folders & Subfolders Open your “My Documents” Folder Choose the “Thumbnail” View Create a New Folder  Click on the New Folder Button (Small Yellow Folder with Star shape in the corner) on Standard Toolbar.  Right Click on “My Documents” and Select “New Folder”  Name folder Technology  Click outside the folder to have the name accepted by the Operating System. Rename the Technology Folder  Choose the Technology Folder  Right Click on the folder  Choose Rename  Key the new name “ICT” in the box.  Click outside the folder to have the name accepted by the Operating System  The name of a folder or file can be changed an unlimited number of times to meet the user’s needs.