1. Microsoft Office 2008 for Mac – Illustrated Unit C: Understanding File Management

2. Objectives   Open, edit, and print files   Copy, rename, and move files   Search for files   Delete and restore files Microsoft Office 2008 for Mac - Illustrated

3. Opening, Editing, and Printing Files   Often a file is needed to be changed that was previously has already created   After opening a stored file edits or changes can be made ― ― for example, text can be added or deleted, or the formatting (the appearance) of text can be changed   Saving an edited file ― ― if saving the file with the same filename it replaces the original file ― ― if wanting to keep the original file, save the edited file with a different filename   When wanting a hard copy, or paper copy of the file, it will need to be printed Microsoft Office 2008 for Mac - Illustrated

4. Opening, Editing, and Printing Files Microsoft Office 2008 for Mac - Illustrated Edited To-Do List file Documents folder in Printer window Print Preview One way to open a file is to drag it over the program on the Dock that created it Use print preview: To save time and effort and to toner ink and paper

5. Copying, Renaming, and Moving Files   Periodically files might need to be copied, renamed, or moved so that files remain organized and easy to find   Files, and groups of files, or folders can be copied or moved from one storage device to another or from one folder to another   When a copy of a file is made, the original file stays in its current location and a duplicate of the file is created in another location ― ― this feature provides a backup of important files so if a file is lost a new working copy can be made Microsoft Office 2008 for Mac - Illustrated

6. Copying, Renaming, and Moving Files   To move a file means to take the original file and move it to a new location   One of the fastest ways to move a file is with drag and drop (which uses a pointing device to drag a file or folder to a new location)   It may also be necessary to rename a file, giving it a name that more clearly describes the file’s contents and it’s use Microsoft Office 2008 for Mac - Illustrated

7. Copying, Renaming, and Moving Files Microsoft Office 2008 for Mac - Illustrated File copied with drag and drop Creating a new folder File moved with drag and drop

8. Using Drag and Drop (to copy and move files)   When dragging and dropping a file to a folder on the same storage device, the file is moved into that folder   If dragging and dropping a file to a folder on another device, the file is copied ― ― if wanting to move the file to another drive, press and hold down while dragging and dropping the file ― ― if wanting to copy a file to another folder on the same drive, press and hold down [option] while dragging and dropping Microsoft Office 2008 for Mac - Illustrated

9. Searching for Files   The Mac has several tools that can aid in the search for a file or folder as after creating, saving, and renaming numerous folders and files it might happen that a particular folder or filename location or name, or both may be forgotten   The sidebar in the Finder window contains the Search For group which provides quick access to predefined subsets of the files on the computer organized by date saved or file type Microsoft Office 2008 for Mac - Illustrated

10. Searching for Files   In addition, the Search field of the Finder window can provide assistance in locating files by name or content Microsoft Office 2008 for Mac - Illustrated Search options available with Leopard

11. Searching for Files Microsoft Office 2008 for Mac - Illustrated Search results

12. Working with Stacks   By default, the Documents and Downloads folders appear both in the Finder window and on the dock (to the right of the dashed line and next to the Trash)   When a folder is clicked on the dock, it does not open in a separate window, instead the folder springs open in an arc or grid to reveal its contents; this method of displaying the contents of a folder is called a stack ― ― once a stack is open, click an item in the stack to open it on the desktop Microsoft Office 2008 for Mac - Illustrated

13. Deleting and Restoring Files   When a folder or file is not longer needed it is easy to delete (or remove) from the computer   If a folder is deleted, Leopard removes the folder as well as everything (files) stored in it   Leopard places folders and files that are deleted in the Trash ― ― as long as the Trash is not emptied, files and folders can be removed from the Trash by dragging them out of the Trash ― ― emptying the Trash removes the deleted folders and files from the computer and frees up valuable storage space Microsoft Office 2008 for Mac - Illustrated

14. Deleting and Restoring Files Microsoft Office 2008 for Mac - Illustrated Empty Desktop folder Trash content in Finder window

15. Emptying the Trash   When emptying the Trash, Leopard marks the physical location of the files and folders in the Trash for reuse   Disk reading utilities can recover files until the space has been reused   If wanting to delete files containing sensitive information and prevent them from being recovered, click the Finder on the menu bar, the click Secure Empty Trash which overwrites the space previously occupied by the deleted files and folders Microsoft Office 2008 for Mac - Illustrated

16. Revision   Next Week:   Review Chapter C (57-73)– Mock 1 in period 1   Review Chapter A (1-15)– Mock 2 in period 2 Microsoft Office 2008 for Mac - Illustrated