1. Microsoft Office 2003- Illustrated Brief File Management Understanding

2. 2Working with Programs, Files, and Folders Unit B  Create and save a WordPad document  Open, edit and save an existing Paint file  Work with multiple programs  Define file management  Work with a USB drive Objectives

3. 3Working with Programs, Files, and Folders Unit B  View files and create folders with My Computer  Move and copy files with My Computer  Manage files with Windows Explorer  Search for files  Delete and restore files Objectives

4. 4Working with Programs, Files, and Folders Unit B Unit Introduction  Most of your work on a computer involves using programs to create files   For example, you might use WordPad to create a résumé or Microsoft Excel to create a budget  You can also open and edit existing files and copy and paste data from one file to another  You can use My Computer or Windows Explorer to perform file management tasks

5. 5Working with Programs, Files, and Folders Unit B Creating and Saving a WordPad Document  When you open most programs, a new blank document opens  While the computer is on, your work is automatically, and temporarily, stored using the computer’s random access memory (RAM)  To store a document permanently, you must save it as a file on a disk –Files can be saved on a hard disk, floppy disk, CD-ROM, or Zip disk –File names can use up to 255 characters, including spaces and punctuation

6. 6Working with Programs, Files, and Folders Unit B Creating and Saving a WordPad Document (cont.) To create a new WordPad document: Start WordPad Start WordPad Type the document as you wish it to appear Type the document as you wish it to appear To select text you wish to format, click to the left of the word, then drag to the right until the text is highlighted To select text you wish to format, click to the left of the word, then drag to the right until the text is highlighted Use the Formatting toolbar to change the font, font size, or add effects such as boldface Use the Formatting toolbar to change the font, font size, or add effects such as boldface Formatting toolbar

7. 7Working with Programs, Files, and Folders Unit B Creating and Saving a WordPad Document (cont.)  To save a file for the first time: –Click File  Save As –In the Save As dialog box, type a new filename, then click Save Click to select the location in which to save the file Type new filename here

8. 8Working with Programs, Files, and Folders Unit B Locating Your USB Flash Drive   It can sometimes be difficult to find the slots for your flash drives   The USB ports on your computer might be in the front or back of the CPU – –On a notebook, the ports might be on the back or side   The name of the flash drive that appears in Windows Explorer depends on the brand   The letter assigned to your flash drive might vary from what is shown and referenced in this unit

9. 9Working with Programs, Files, and Folders Unit B Opening, Editing, and Saving an Existing Paint File  To open a Paint file: –Click the Start button on the taskbar, point to All Programs, point to Accessories, then click Paint –Click File  Open –In the Open dialog box, click the Look in list arrow, then click the drive and folder where your file is located –In the file list, click the file, then click Open Your drive may display a different letter List of files

10. 10Working with Programs, Files, and Folders Unit B Opening, Editing, and Saving an Existing Paint File (cont.) Name of the file Tool Box Color Box

11. 11Working with Programs, Files, and Folders Unit B Opening, Editing, and Saving an Existing Paint File (cont.)  To edit a Paint file, use the buttons in the Paint Tool Box

12. 12Working with Programs, Files, and Folders Unit B Working with Multiple Programs  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  A program button on the taskbar represents any window that is open on the desktop

13. 13Working with Programs, Files, and Folders Unit B Working with Multiple Programs (cont.)  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 –Click the program button on the taskbar for the destination file –Click in the file where you want the copied information to appear –Click Edit  Paste (or use the Paste button)

14. 14Working with Programs, Files, and Folders Unit B Working with Multiple Programs (cont.)  Overview of cutting, copying, and pasting methods:

15. 15Working with Programs, Files, and Folders Unit B Other Programs that Come with Windows XP  Other Windows accessories include: –A calculator –Windows Movie Maker (used to create, edit, and share movie files) –An Address Book –NetMeeting (used to set up a voice and/or video conference over the Internet) Or use Remote Desktop Connection (allows another person access to your computer to diagnose or solve computer problems)Or use Remote Desktop Connection (allows another person access to your computer to diagnose or solve computer problems)

16. 16Working with Programs, Files, and Folders Unit B Defining File Management  File management is organizing and keeping track of files and folders –Folders are areas on a flash drive (or other removable storage medium) or hard disk that help you organize your files  Windows has two main file management tools: –My Computer –Windows Explorer

17. 17Working with Programs, Files, and Folders Unit B Defining File Management (cont.)  Windows XP gives you the ability to: –Create folders in which you can save and organize your files –Examine and organize the hierarchy of files and folders –Copy, move, and rename files and folders –Delete files and folders you no longer need and restore files you delete accidentally –Locate files quickly with the Windows XP Search feature –Use shortcuts

18. 18Working with Programs, Files, and Folders Unit B Defining File Management (cont.)  Sample file hierarchy:

19. 19Working with Programs, Files, and Folders Unit B Working with a USB Drive   A USB flash drive is a compact, portable drive that plugs into your computer’s USB port and can store anywhere from several megabytes to several gigabytes of data – –Also known as pen drive, jump drive, or keychain drive   To use a flash drive, you do not have to install software or otherwise prepare the drive: 1. 1.Remove the cap on the flash drive 2. 2.Insert the flash drive into a USB port 3. 3.Wait a few seconds until Windows recognizes the drive   You can use the Format command to quickly erase its contents

20. 20Working with Programs, Files, and Folders Unit B Working with a USB Drive (cont.)  To copy a file from a USB drive: –Place a flash drive in any available USB port –Double-click the My Computer icon on the desktop –Double-click the flash drive icon to display its contents, click on the file you wish to copy, and click Copy this file in the File and Folder Tasks list –Select the destination in the list of drives, then click Copy

21. 21Working with Programs, Files, and Folders Unit B Working with a USB Drive (cont.) Flash drive icon

22. 22Working with Programs, Files, and Folders Unit B Viewing Files and Creating Folders with My Computer  To open My Computer and view files and folders: –Double-click the My Computer icon on your desktop –Double-click a drive or folder in the right pane to display its contents in the right pane Standard Buttons toolbar Menu bar Address bar

23. 23Working with Programs, Files, and Folders Unit B Viewing Files and Creating Folders with My Computer (cont.)  To create a new folder, select the location where you want the new folder, create the new folder, then name it meaningfully, so you can know its contents by reading the name  To create a new folder: –Navigate to the folder where the new folder will be stored –In the File and Folder Tasks pane, click Make a new folder –If necessary, click to select the folder, then click Rename this folder in the File and Folder Tasks pane; type the new filename, then press [Enter]

24. 24Working with Programs, Files, and Folders Unit B Viewing Files and Creating Folders with My Computer (cont.)  Buttons on the Standard Buttons toolbar in My Computer:

25. 25Working with Programs, Files, and Folders Unit B Moving and Copying Files with My Computer   You can move a file or folder from one location to another using a variety of methods in My Computer –By dragging them from one location to another –Using the Cut, Copy, and Paste commands on the Edit menu –Right-clicking a file and selecting the appropriate option in the menu that appears  The Common Tasks pane in My Computer displays options such as “Move this file”  You can also right-click a file and use the Send To command –This can be used to back up files to another location, such as a flash drive

26. 26Working with Programs, Files, and Folders Unit B Moving and Copying Files with My Computer (cont.)  If both the file and folder are visible, you can simply drag the file to the new location to copy it Up button Common Tasks pane When you drag a file to a new location, the file and location are highlighted, indicating that both are being used

27. 27Working with Programs, Files, and Folders Unit B Moving and Copying Files with My Computer (cont.)  To move a file: –Select the file(s) to move –Click Move this file or Move the selected items in the File and Folder Tasks pane –In the Move Items dialog box, navigate to the drive and folder where you want the file(s) moved, then click Move Two files selected to be moved Folder to which files will be moved Click to move files to selected location

28. 28Working with Programs, Files, and Folders Unit B Moving and Copying Files with My Computer (cont.)  Techniques for selecting multiple files and folders:

29. 29Working with Programs, Files, and Folders Unit B Managing Files with Windows Explorer  Windows Explorer differs from My Computer, although the tasks you can perform are the same – –The Explorer Bar displays the Folders pane, which allows you to see and manipulate the overall structure of the contents of your computer or network while you work with individual files and folders within that structure –You can change the view in Windows Explorer to display the Files and Folders task pane, or in My Computer to display the Folders pane

30. 30Working with Programs, Files, and Folders Unit B Managing Files with Windows Explorer (cont.)  To open Window Explorer and view files and folders: –Click the Start button, point to All Programs, point to Accessories, click Windows Explorer –Click a folder in the Folders pane or double-click a folder in the right-pane to display its contents in the right pane –Click the plus sign (+) or minus sign (-) in the Folders pane to display or hide subfolders in the file hierarchy –To change the display of the files and folders in the right pane, click View on the menu bar, then click the appropriate option –To rename a folder, right-click it in either pane, click Rename on the shortcut menu, type the name, then press [Enter]

31. 31Working with Programs, Files, and Folders Unit B Managing Files with Windows Explorer (cont.)  Windows Explorer Window: Left pane, known as the Folders list or the Explorer Bar

32. 32Working 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 You can also search for a computer on your network, a person in your address book, a Web page, and people on the Internet –Is also accessible from the Start menu

33. 33Working with Programs, Files, and Folders Unit B Searching for Files (cont.)  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

34. 34Working with Programs, Files, and Folders Unit B Searching for Files (cont.)  Getting ready to search: Search button Search Companion pane

35. 35Working with Programs, Files, and Folders Unit B Searching for Files (cont.)  Specifying search options: Enter search text here

36. 36Working with Programs, Files, and Folders Unit B Accessing Files, Folders, Programs, and Drives You Use Often  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

37. 37Working with Programs, Files, and Folders Unit B Accessing Files, Folders Programs, and Drives You Use Often (cont.)  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

38. 38Working with Programs, Files, and Folders Unit B Deleting and Restoring Files  You can delete (or remove) items you no longer need –If you delete a file or folder from the hard disk, it goes to the Recycle Bin –The Recycle Bin stores all items you delete from your hard disk until you remove them permanently –By emptying the Recycle Bin, you can restore any files you might have deleted accidentally –If you delete a file from a floppy disk it cannot be restored

39. 39Working with Programs, Files, and Folders Unit B Deleting and Restoring Files (cont.)  Methods for deleting and restoring files:

40. 40Working 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