Windows File Management Lesson 2 - Files Management

LESSON 2 - FILE MANAGEMENT
Objective
 Create a Folder
 Rename a Folder
 Create a folder structure
 Learn how to select files and folders
 Learn contiguous and non-contiguous selection
 Learn how to move or copy files and folders
 Learn how to delete files and folders.
 Default drag and drop copy versus move
 Learn how to find your files using Search.
Table of Contents
LESSON 2 - FILE MANAGEMENT ........................................................................1
Basic File Management..........................................................................................1
Review....................................................................................................................1
Drive, Folder and Files ......................................................................................1
Computer ............................................................................................................1
What is my Personal Folder ...................................................................................1
Virtual “Blue” Folder .............................................................................................2
Save to your Virtual Folder....................................................................................3
Building your own Folder Hierarchy .....................................................................3
WINDOWS EXPLORER ......................................................................................5
Vista Folder Hierarchy ...........................................................................................6
Virtual Folders .......................................................................................................6
CREATE A FOLDER............................................................................................7
RENAME A FOLDER ..........................................................................................7
DELETE A FOLDER ............................................................................................8
EXERCISE 1 - CREATE A FILE STRUCTURE .................................................9
SELECTING FILES ............................................................................................10
Sorting Detailed View..........................................................................................10
Contiguous Selection ...........................................................................................10
Non-contiguous Selection ....................................................................................11
Select All Files .....................................................................................................11
Ctrl- A ..................................................................................................................11
Contiguous Selection by Dragging ......................................................................11
Combining Contiguous and Non-contiguous ......................................................13
Invert Selection ....................................................................................................14
The Four Methods ................................................................................................15
CUT VS COPY ....................................................................................................15
MOVE TO FOLDER ...........................................................................................15
Copy File with the Same Window .......................................................................17
Important Point ................................................................................................17
Drag & Drop Selection use multiply Windows ...................................................17
COPY/MOVE WINDOWS TO WINDOW .......................................................18
Copy/Cut & Paste................................................................................................18
Drag and Drop Default (Copy vs Move) .............................................................19
Copy (Different Drive) ........................................................................................19
Move (Same Drive)..............................................................................................19
OVERRIDE DEFAULT COPY/MOVE .............................................................20
Right Click Drag ..............................................................................................20
CTRL KEY COPY ..........................................................................................20
THE RECYCLE BIN ...........................................................................................20
Recover Deleted Files ......................................................................................20
EMPTY RECYCLE BIN .....................................................................................22
INCREASE THE SIZE OF THE RECYCLE BIN..............................................23
SEARCH FOR FILES .........................................................................................24
The Search Box ....................................................................................................24
File Search using Wildcards ................................................................................25
Boolean ............................................................................................................25
Wildcard ...........................................................................................................25
Increase Search Speed......................................................................................25
EXERCISE...........................................................................................................26
HOW TO FIND A FILE WITHIN A PROGRAM .............................................28
UPDATING FILES .............................................................................................30
MULTIPLY FILE UPDATE ...............................................................................31
Use Briefcase Automatic Files Synchronize .......................................................32
Create a Briefcase Folder .................................................................................32
Fill the Briefcase ..............................................................................................32
Keeping In Sync. ..............................................................................................33
Update Options ................................................................................................35
Detail Screen ....................................................................................................35
Splitting Up ......................................................................................................36
SyncToys 2.0 Files Synchronize ..........................................................................37
Here are the simple steps to configure SyncToy:- ...........................................37
File Attribute ........................................................................................................39
Read-Only ........................................................................................................39
Hidden and System ..........................................................................................39
Archive .............................................................................................................39
Encription .........................................................................................................39
Chapter 4 – File Management: Review Questions ..............................................40
File Management Exercises .................................................................................42
Exercise 1 – Creating Folders ..............................................................................42
Exercise 2 - Change the View (Sort) ...................................................................42
Exercise 3 – Copying Documents ........................................................................43
Exercise 4 – Copy Rock Star Pictures .................................................................43
Exercise 5 – Copy Flower Pictures ......................................................................43
Exercise 6 – Group Rename ................................................................................43
Exercise 7 – Group Delete ...................................................................................44
Exercise 8 – Group Files ......................................................................................44
Exercise 9 – Search ..............................................................................................44
Exercise 10 – Creating shortcuts (Chapter 5) ......................................................44
Basic File Management
File Management is the most important task in Windows Vista. Learning how to
size, move, minimize, restore, maximize your windows view ONLY facilitates the
File Management process. File Management is the MOST IMPORTANT concept
in learning any application. File management will allow you to create, select, copy,
move, and rename files and folders on your computer.
Windows Explorer is an application that provides detailed information about your

files, folders, and drives. You can use it to see how your files are organized and to
copy, move, and rename files, as well as perform other tasks pertaining to files,
folders, and drives. Accessing Windows Explorer is not so obvious because there
is not icon called “Windows Explorer”. Window Explorer comes in different
forms. When we click Computer, Document and Pictures, these are all examples
of Windows Explorer. All Drives, Folders and Files are represented in a Windows
Explorer windows.
Review
Drive, Folder and Files
When you create a new file from a program application if must be saved so that
you can work on it at a later time. The first type your save a file, the default is a
Save As dialog box. This give you the opportunity to give the new file a name.
For further organization, you must save the file to a newly created folder or default
folder. All files that you store on the hard drive (C:) are store in a folder.
Computer
Computer is a commonly used tool for file management because it allows you the
access different drives. When you open Computer, Windows Explorer is the
program that allow you to access removable storage such as CDs, DVDs, Flash
Drive, SD Memory Card, etc.
On most computers (C:) is your primary storage for all of the

programs, folders and files on your system. In this example, we
have a second hard drive (D:), which is used as a recovery area
and DVD-ROM drive (E:).
What is my Personal Folder

In Windows Vista your logon name is the name of your
Personal Folder. For example, if you logon as “Steve” you will have a personal
Lesson 2 - Files Management.doc 2.1 7/17/2009
folder named “Steve”. You personal folder is the root directory for all of your
newly created files under your User Account. Every user account you create on
your computer has their own personal folder.
Personal Folder (Formerly “My Document”)
Virtual “Blue” Folder

Notice that Vista newly installed folder are “Blue” in color. The “Blue” folder
signifies Vista new configured Virtual Folders for Document, Music, Pictures,
Video, Favorite, etc. Windows Vista also supported manual creation of custom
virtual folders. Unlike in previous versions, where “My Document” icons led to
Virtual Folders for Music and Pictures, the new personal folder with your logon
name function exactly like My Documents and other similar folders in Windows
XP.
Let us hope that each user takes the opportunity to file away all of your documents
in the appropriate folder. While Vista provides the initial structure and the inviting
icons, it is going to take a new way of thinking to take advantage of the improved
storage layout.

Vista new pre-configured Virtual Folders
Save to your Virtual Folder

All user file should be stored under their personal folder. You can organize all of
your files by file type under Windows pre-defined folders, such as Document,
Video, Pictures and Music. Do not save file to the desktop or any other location,
unless it is under your personal folder.
Building your own Folder Hierarchy
Personal Folder
Document
Picture
Music
Letters Tax Return Business Vacation Soft Rock
At some point, we find we have accumulated so many files in this folder that you
can no longer easily find a particular document. To solve this problem, you need
to separate our files into categories. We do that by creating folders and subfolders
(folders within other folders).

For instance, perhaps you have a couple of year’s worth of letters to family
members, friends and businesses. In addition, you have pictures that have been e-
mailed to us from long-distance relatives and friends. And let’s say you also have
several years of tax returns that we filed electronically. We might start by creating
some subfolders within your “Document” folder called “Letters,” “Business” and
“Tax Returns”. Then we move all the letters we’ve written into the “Letters”
subfolder, all the pictures sent to us into the “Pictures” subfolder and all the tax
returns into the “Tax Returns” subfolder. Later, as we add more letters to the
“Letters” subfolder, we find we have the same problem.

Letter
Family Friends Business

We want to reprint the last letter we wrote and we can’t find it among all the other
files. So we create several new subfolders in the “Letters” subfolder called
“Family”, “Friends” and “Business” and move the corresponding files into their
proper subfolders
WINDOWS EXPLORER
The Windows Explorer is an indispensable tool in an operating system, since with
it we can organize and control the files and folders of the different storage systems
at our disposal such as the hard drive, disk drive, etc.
The Windows Explorer is also known as the File Manager. Through it we can
delete, see, copy, or move files and folders. There are many way to access
Windows Explorer, first from the Start Menu under All programs>Accessories.
Open Computer or your Personal Folder. Or open any virtual folder, Documents,
Pictures, Music, Video, etc.
Windows Explorer can be seen from within any application that requires you to
access you folders and files.

Vista Folder Hierarchy
Virtual Folders
XP's 'My Documents' has been replaced by a plain 'Documents' folder in Vista.
However, if you take a step back and view the top level folder is not called “My
Document”, instead it uses the logon name of the user. Now you can appreciate
that the Documents folder is part of a larger 'Filing Cabinet' on the desktop.
Other virtual or special folders not show is Contacts, Searches, Download,
Favorites and Links.
Vista XP

CREATE A FOLDER
In order to organize all of your file, you first need to create folder and
subfolders(folder within a folder). Folder and files can be copied, movied,
renamed and deleted.
Here are 3 basic methods to create a folder:
Method 1 – File Menu (Alt Key)

Select the source item and go to the File Menu - New>Folder
Method 2 – Organize Menu (Vista)

Select the source item and go to the Organize>New Folder
Method 3 – Right-Click
Right click on the selected item and select New.
On the cascading menu mouse over the Folder and click on it.
RENAME A FOLDER
When you first create a new folder, you have that opportunity to name it. It you
miss that, or you misnamed it you can rename it at any time.
Here are 3 methods to rename a folder. Do you notice a pattern?

Click on the folder you want to rename.

Select the source item and go to the File Menu - Rename
Method 2 – Organize Menu

Select the source item and go to the Organize>Rename
Right click on the selected item and select Rename..
Method 4 – Click on the filename twice slowly Rename This

Click, pause, then click.
When the filename is highlighted in blue, you can retype a new name or deleted
part of the name using the backspace or delete key.

DELETE A FOLDER
You can delete a folder at any time. Please note that every subfolder and files will
also be deleted.
Here are 3 methods to rename a folder. Again, do you notice a pattern?
First, click on the folder you want to rename.

Select the source item and go to the File Menu - Delete

Select the source item and go to the Organize>Delete
Right click on the selected item and select Delete..
Method 4 – Drag it to the Recycle Bin icon.

Click, pause, then click.

EXERCISE 1 - CREATE A FILE STRUCTURE
Under Vista virtual folder “Document”, create the follow structure for your
document word files..
Letter
Family Friends Business
Here are 2 basic methods to create a folder structure:
Method 1 –Create in their proper sub-folder

1. Navigate to Document folder.
2. Create a new folder called “Letter”.
3. Double click on the Letter icon.
4. Create a new folder called “Family”.
5. Double click on the Family icon.
6. Create a new folder called “Business”.
7. Double click on the Business icon.
Method 2 –Create all folders first

1. Navigate to Document folder.
2. Create all folders: Letter, Family, Friend and Business
3. Drag Family folder icon over Letter until it turn blue.
4. Drag Friends folder icon over Letter until it turn blue.
5. Drag Business folder icon over Letter until it turn blue.

SELECTING FILES
Sorting Detailed View
You can sort the detail view on any criteria that is currently in the header. For
example, if you click on the Name heading, if will sort the file A to Z. And if you
click it again the sort will be reversed, Z to A.
Contiguous Selection
After you have sorted the file list, you can select a set of files that are listed
consecutively on the list. This will allow you the move or copy a block of files
rather than one at a time.
First select the topmost file on the list The selected file will appear with a light
blue background, hold the Shift key and immediately click on the bottom-most
entry. All of the files should now appear with a light blue background.
Once the block is selected, you can move, copy, delete or rename it in a single
procedure. Once selected, DO NOT click the mouse anywhere else, it will
deselect your selection.
Contiguous
Selection
1. Click top most
2. Hold the Shift
key
3. Click bottom most
entry.
In the above example, we first sorted the detail view by Name. This allowed us the
view the file name that begin with “Ex” on consecutive order. Now we can use
Contiguous Selection to move these file to our “WordPad” Exercise folder.

Non-contiguous Selection
If you can not sort the list so that it falls into a contiguous pattern, you can use non-
contiguous selection. Select the first entry. It does not have to be the top most.
Hold down the Control (Ctrl) key while you click on other files.
Select All Files

From the Edit menu, click Select All.
From the Organize menu, click Select All.
Ctrl- A
If you wish to select all file in the current folder, hold down the CTRL key and
press the letter “A”. To de-select, just click on any white area.
Contiguous Selection by Dragging

Start on an open white area of the windows and draw a diagonal box around your
file list or icons. Selection can be made from any desired view.
Another method of contiguous

select it to draw a box around
the file icons. This works at
any view, but the icon view is
better for this type of selection.

Start in a
white area.
Drag a box
around your
selection
Tip
It may be more difficult to locate the white area when the icon view is large. There
is a invisible border around each icon. Try to click the white area just beyond the
border.

Combining Contiguous and Non-contiguous
One you selected a contiguous block of file, you can use non-contiguous to
deselect files.
Example:
Contiguous
Selection
1. Click top most
2. Hold Shift
key.
3. Click bottom
most

Use non-contiguous selection (Ctrl) to deselect the non recipe document from the
current selection.
Hold the
Ctrl key.
Deselect all
non recipes
documents
Invert Selection
Select Invert selection from the
file menu. This will reverse the
selection. In other word, it will
select all file that were not
selected.
In this example with the recipes

files, we inverted the selection.
Now we are going the move the
non recipes file to another
subfolder.

The Four Methods
Method 1 – File Menu – Copy/Move to Folder
(Alt Key)
Select the source item and go to the File Menu - Edit>Copy to folder
or select Edit>Move to folder.
Select the source item and go to the Organize>Copy or Cut (Move)
Click on the destination windows white area, and select Organize>Paste.
Right click on the selected item and select Cut or Copy.
Right click on the destination windows and select Paste.
Use Ctrl+X for cut and Ctrl+C for copy, select destination and click Ctrl+V
to paste.
Method 4 – Drag & Drop

For Drag & Drop from source to destination windows. Requires that both
windows be visible at the same time. This required more resizing and
positioning of your windows. Good mouse control is a must.
Con: You can easily loose files with a slip of the mouse.
CUT VS COPY
Moving files: Use Cut & Paste (Source file is deleted)

Copying files: Use Copy & Paste
The safe way to move files is to use Copy & Paste, then delete the source file after
if performed a successful Paste.
MOVE TO FOLDER
From the legacy type file menu and select Edit. From the drop down list select
Copy to Folder… or Move to Folder... A destination dialog box will appear.
Navigate the folder hierarchy the same way you would navigate the folder pane.
Select the destination folder.

Destination Dialog Box

Copy File with the Same Window
You can navigate the folder pane (vista navigation pane) to the destination folder
you wish to copy or move your selected item or items. The trick is to only expand
or collapse the desired folder without opening it. This will leave the source
windows intact. Select the file or folder and then drag the desire file over the
destination until it turns light blue. When you release the mouse button the file
will drop in to that folder.
Important Point
Navigating the folder pane is import tool in file management. This will become
apparent when performing the Copy and Move functions.
Use only the arrow to expand or collapse the folder and subfolder view. You must
be able to use the scroll bar to view up and down the folder hierarchy. Notice that
this does not effect the detail view. It is import that the detail view remain in same
view you left it.
Remember: Your destination can be any device on your computer. I can be

a CD, Floppy or Flash drive.
Drag & Drop Selection use multiply Windows

You can use this method to copy or move any file from folder or different storage
device. Whether or not your drag results in a file MOVE or COPY, depend on the
condition of the move or copy. This will be explained in the Move Vs Copy
section later.

COPY/MOVE WINDOWS TO WINDOW
Once you have found and select your file, you can open another instance of
Windows Explorer to representing your destination folder. Resize your windows
so that they are both visible on your desktop. Drag the original file from the
source windows to your destination windows.
Note: You make need to change your Folder Option under Tools>Options, so that
every windows opens into a new windows.
When you are moving or copying, the source can be individual files, group of files
or folders. If you move a folder, all of its contents of moved as well.
Copy/Cut & Paste

This method uses less windows manipulation. Once you select the item or items
to be copied or moved, you can select the copy or cut command. Use Cut to Move
a file/folder. Anything that is cut or copied will automatically save to the Clipboard
area in memory. When you select Paste the item will be copied from the
Clipboard area to you current active windows.
You can select Copy and Paste from the Windows Explorer new Organize menu
or XP type file menu or right click on the object.

Drag and Drop Default (Copy vs Move)
When you drag a folder or file no another drive, Window will not delete the
original file or folder. Therefore is will also copy. If you drag files within the
same drive letter, it will be a MOVE rather that a COPY. If you are not sure,
always use the RIGHT BUTTON to select either COPY or MOVE.
Copy (Different Drive)

If you drag and drop from two different drive letter or device, the original file
always remains in place, a copy is created in the destination folder.
Copy
K: Flash C: Hard Drive
Move (Same Drive)
If you drag and drop within the same drive letter, only one instance of the file
exists, it can be found in the folder location.
Move
C: Hard Drive C: Hard Drive
This is typical when you drag file from folder to folder. Remember that most of
you data is store on a single hard drive until you partitioned it to have more than
one drive letter.
K: folder A K: folder B
Move

OVERRIDE DEFAULT COPY/MOVE
Right Click Drag
You can override any default copy or move by use the right-click drag method.
To move between drive letters, hold down the right button while dragging.
When you drop the item to it proper destination a menu will appear.
CTRL KEY COPY

To copy with the same drive letter, hold down the CTRL key while dragging.
The same rules apply if you are moving or copying between windows
THE RECYCLE BIN

Right click on the File or Folder.
Click Delete. Another method: Select File/Folder and press
delete on the keyboard.
A message appears to confirm your command. Click “yes.”
The deleted material goes to the “Recycle Bin.”
Recover Deleted Files

Usually 10% of the hard drive is allocated to the Recycle Bin. Items in the
Recycle Bin are not permanently deleted until you decide to “empty the recycle
bin”.

Recover files from the Recycle Bin:
Method 1 – File Menu (Alt Key to display temporarily)

Select the source item and go to the File>Restore
Method 2 – Tool Bar. (Alt Key)

On the tool bar click.on button.
Right click on the selected item and select Restore.
Method 4 – Drag out of the Recycle Bin.

Select file or files, drag it out to your destination folder.

EMPTY RECYCLE BIN
The only way to recover new disk space is
to periodically empty it. Once the Recycle
Bin is emptied, files cannot be recovered without have to
use a 3rd party disk recovery software.
Permanently delete a file:
Method 1 – File Menu (Alt Key to display temporarily)

Select the source item and go to the File> Empty Recycle Bin
Method 2 – Tool Bar. (Alt Key)

On the tool bar click the . button
Right click on the selected item and select Empty Recycle Bin
Method 4 – Right-Click on each file.

Right click on the selected item and click Delete.
Deleting any item in the recycle bin will permanently delete the selected file
without of the empty the whole bin.

INCREASE THE SIZE OF THE RECYCLE BIN
To change the capacity of the Recycle Bin
On the desktop, right-click the Recycle Bin icon and then click "Properties."
Recycle Bin Properties
Under Custom size, enter the amount in MB (Mega Bytes). If you are working
with large files especially high resolution picture and videos, I would increase the
size of the recycle bin to 2-4 GB. For 2GM in the number 2000.

SEARCH FOR FILES
The Search Box
The Search box is used to search for a particular file or sub folder in the currently
opened folder. The search begins as soon as one starts typing into the search box.
This means as soon as one types “Y”, all files starting with “Y” will gets listed in
the file list view.
You can also use the Search box located at the top right of any folder to look for
any file or application on your computer. Once completed, you may opt to click
Save Search and save it as a pre-saved search criteria as mentioned above.
There’s also the Search feature available in the Start menu. The Advanced feature
button lets you supply additional information that can facilitate searches, as shown
below.

File Search using Wildcards
Boolean
Use Boolean or logical operators (NOT, OR, AND)can use used to narrow you
search. To use they must be in all UPPERCASE letters. You cannot use two
keywords (for example, NOT and OR) in the same query.
Search: yosemite OR valley
Search: Kona OR coffee
Search: Kona AND coffee
Search: Date:>06/26/2009
Search: Type:jpg
Result: All file JPG files
Wildcard
Sometimes you're not really sure what you're looking for, or at least can't pinpoint
some of the finer details. Wildcards can help you find files for which you only
have partial details. Adding the asterisk (*) in your search term uses a wildcard for
a string of letters or numbers, whereas the question mark (?) is a single character
wildcard.
Search: Yosemite *
Returns:
Yosemite 01 Yosemite 012 Yosemite Valley Yosemite River
Search: ???Yosemite
01 Yosemite 103Yosemite Valley TopYosemite

012Yosemite 032Yosemite River
Search: Yos?mite
Yosemite Yosamite Yosimite
Increase Search Speed

Windows uses the index to perform very fast searches of the most common files on
your computer. Here are answers to some common questions about the index. (For

information about advanced indexing options, see Change advanced indexing
options.)
By default , Vista indexes the user’s Document Folders, as well as his/her Outlook
mailbox and Offline folders. This setting actually makes searches for files which
aren’t placed under those directories quite time consuming.
Here’s a neat trick that you can implement in order to speed up files search in
Vista. The basic idea is to get more folders indexed by Windows, and thus speed
up the file search functionality.
1. Click Start, click Control Panel

2. Click System and Maintenance
3. Click Indexing Options
4. Click Modify
5. Select additional folders you’ll like to include in the index. I
recommend you to scan the entire partition that stores your
documents
6. Click OK
EXERCISE
Use the Search Box
1. Use Student CD.
2. Open Computer.
3. Enter “Yosemite” in Search Box.
4. See the result.
Using Wildcard *
1. Enter “*Yosemite” in Search Box.
2. See the result
3. Save the search as “Yosemite Trip Photos”.
Using Wildcard ?
1. Enter “??yosemite” in Search Box.
2. See the result.
Search for content

I wrote a letter to Jorgen, but I can not find it. Jorgen is not in the filename.
1. Enter “Jorgen” in Search Box.

2. See the result.

Search using Boolean Logic
1. Enter “salt AND flour” in the search box.
2. See the result
Search by Date later than:
1. Enter “Date:>01/01/2009” in the search box.

2. See the result
Search by Date later than:
1. Enter “date>=10/8/2008<=10/15/2008” in the search box.

2. See the result
Search by file type:

1. Enter “Type:jpg”
2. See the result
3. Save result as “All Sample Pictures”
Search by Date and Type:
1. Enter “date>=10/8/2008<=10/15/2008 type:doc” in the search box.

2. See the result

HOW TO FIND A FILE WITHIN A PROGRAM
You will see the same Windows Explorer dialog box in many applications such as
Word 2007, Wordpad, Excel, MSMail, Outlook and Powerpoint.
Function such as Save As, Open, Browse, Insert File, Insert Picture use the same
program API (Application Program Interface).
The Open Dialog Box from WordPad
The Save As Dialog Box from Word 2007

The Attach File Dialog Box from MS Mail
Open command from Word 2003 (Windows XP like Explorer)
Notice that all these screens look similar and for the most part functions exactly
like Windows Explorer. However, be aware that some older applications may still
use a XP like Windows Explorer interface. You can still execute all file
management function like copy, move, rename and delete.

UPDATING FILES
Same Filename Same Filename
When you copy over a file with the same name, windows will automatically
present the follow dialog box regardless of the files modification date. This will
prevent you from updating a newer file with an older file. The dialog box will
give you the opportunity to cancel this operation.
Source
Replace File
Look at the date and
time modified.
(newer) indicated
that this is the latest
modification.
Destination
Don’t copy if file is
newer that source
Don’t do anything!
or click Cancel
If you are copying more that one file, a check box will appear to enable you to “Do
it for all…”
Warning:
If you Click the Do it for the next X conflicts, Windows does not check if you are
updating with the newest file. So be careful not to Copy and Replace with an older
file.

MULTIPLY FILE UPDATE
If you copy more the one file at a time, windows will issue the following dialog
box. You can skip as many as you like and continue for the last remaining
conflicts simply by checking the next to “Do thing for next X conflicts”.
Click the box:

Do to for next X
conflict.
Skip and go on to the

next file.

Use Briefcase Automatic Files Synchronize
The Briefcase feature has around since Windows 98's, This feature was designed to
helps users synchronize files between their laptop and desktop PC, or home PC
and office based PC. Today it can even be used to update your flash drive and
office PC.
Office Document
Trying to keep track of which files (those on your desktop PC or those on your
laptop) are the most current can be frustrating. And transferring files between your
PC and laptop can be even more frustrating.
Simply drag files into the Briefcase folder and take it along as you travel. This
integrated file-transfer utility lets you keep those working files on your laptop
computer in synchronization with the files on your "base" office PC.
Create a Briefcase Folder

You must first create a special folder called “Briefcase” on the mobile device such
as flash drive or laptop.
1. Right-click on the place you want to create the Briefcase folder.

2. Select New>Briefcase from the cascading menu.
3. At this point, you have the opportunity to Rename the
Briefcase folder.
Fill the Briefcase

You must first copy all of the files or folders to Briefcase on the mobile device.
In Computer or Windows Explorer, click on the file or folder you want to copy,
and from the Edit menu, select Copy. Next, double-click the Briefcase icon, then
click Edit, Paste. If you're working in Windows Explorer, you also could click the
Briefcase icon in the window's left-pane listing of files.
For workloads with too many documents or folders to copy one by one, you can
select multiple items by pressing the CTRL key while clicking the items for
moving or copying or use SHIFT. To move or copy all the files and folders in a

window, click Select All from the Edit menu, then either copy and paste or drag
the group to the desired location.
Keeping In Sync.
Now that your documents are packed into Briefcase, you are ready to travel. You
can take along your files with you by removing the flash drive or disconnecting a
laptop to you office PC. When it's time to update your work, insert the device back
in to your office PC.
Sync Original source

To synchronize (or overwrite the old files with the edited ones) the updated files
with those on your main computer, reinsert the Briefcase device into your desktop
PC's and double-click the Briefcase icon. On the window's Briefcase menu, click
Update All. If you want only update some of your files, just click the appropriate
items (using the CTRL key to select more than one at a time) and select Update
this item on the Briefcase menu.
Synchronizing files on connected computers is essentially the same process as

described above. While you are in the office, you can work on the main desktop
computer. When you a ready to leave your office and take your laptop or flash
drive home, do another Update all.
At you you can edited those documents on your laptop, follow the procedures
listed above to update the files when you return to work. The Briefcase can even
be use to update file from a server to your local PC. This synchronization is does
over a LAN (local area network) with any PC or Server.

Open the Briefcase folder. The following screen will appear:
Click on the Update all items to synchronize. Window will automatically look at
the date on the device and office PC.

Update Options
The default option for the Briefcase is to update the newer dated file over the older
file. If you do not wish update using the default, you can right-click on the arrow
for each item to change it.
Update source with main PC

Replace
Update main PC with mobile
Replace device.
Don’t do anything
Skip
Show detail of each file.
Detail
For example, if you take your laptop home and modified several documents, when
you connected your laptop to your office computer, and click Update all items, the
default will automatically replace your laptop document with the office PC
document.
Detail Screen

Splitting Up
Sometimes, you might find it necessary to separate the Briefcase files from the
original source file. This can be easily achieved by entering the Briefcase
properties by right-clicking on the file and select properties. On the Update
Status tab, click, click Split From Original button. This command will create a
copy file (or "orphan") inside Briefcase that no longer is linked to the original
outside the utility. Although you still may edit an orphan document, it is not
synchronized with any other file, and future updates of the item will be prevented.
With all of this updating, editing, and copying going on, you may want to
occasionally check the status of which of your Briefcase files are synchronized.
While working in the Briefcase utility, click the file or folder you want to check,
then click Properties from the window's File menu, and select the Update Status
tab. A window appears detailing the status of the highlighted document. Locate file
copies outside Briefcase by selecting the Find Original button, which is below the
window's status summary.

SyncToys 2.0 Files Synchronize
SyncToy 2.0 for Windows is available as a free download from the Microsoft
Download Center. You can find a list of these utilities by visiting the site below.
http://www.microsoft.com/windowsxp/downloads/powertoys/xppowertoys.mspx
The easy to use, customizable application helps you copy, move, rename, and
delete files between folders and computers.
There are files from all kinds of sources that we want to store and manage. Files
are created by our digital cameras, e-mail, cell phones, portable media players,
camcorders, PDAs, and laptops. Increasingly, computer users are using different
folders, drives, and even different computers (such as a laptop and a desktop) to
store, manage, retrieve, and view files. Yet managing hundreds or thousands of
files is still largely a manual operation. In some cases it is necessary to regularly
get copies of files from another location to add to primary location; in other cases
there is a need to keep two storage locations exactly in sync. Some users manage
files manually, dragging and dropping from one place to another and keeping track
of whether the locations are synchronized in their heads. Other users may use two
or more applications to provide this functionality.
Sync
Left Folder Right Folder
(Source) (Target)
SyncToy can manage multiple sets of folders at the same time; it can combine files
from two folders in one case, and mimic renames and deletes in another case.
Unlike other applications, SyncToy actually keeps track of renames to files and
will make sure those changes get carried over to the synchronized folder
Here are the simple steps to configure SyncToy:-

1. First select Create New Folder Pair.
2. There are two folders-left and right. The Left Folder is the source folder
where as the Right Folder is the target Folder.
3. Either type a folder name into the text box or select Browse and navigate to
find the left or source folder for the folder pair.
4. Select the folder, Ok and Click Next.
5. Select Browse and navigate to find the right or target folder for the folder
pair. Click OK and Next.
Next you will get five options:-Synchronize,Echo,Subscribe,Contribute and

Combine.
 Synchronize: New and updated files are copied both ways. Renames
and deletes on either side are repeated on the other.
 Echo: New and updated files are copied left to right. Renames and
deletes on the left are repeated on the right.
 Subscribe: Updated files on the right are copied to the left if the file
name already exists on the left.
 Contribute: New and updated files are copied left to right. Renames on
the left are repeated on the right. No deletions.
 Combine: New and updated files are copied both ways. Nothing
happens to renamed and deleted files.
6. Select the first radio button i.e. Synchronize.

7. Enter a name for your folder pair. The name can be up to 255 characters
long, and must be different from your other folder pair names.
8. You can now Preview or,Run.
9. Create another folder pair, and/or Delete the folder pair you just created.
10. Close the confirmation screen

File Attribute
To access the attribute dialog box,
right-click on the file. File attributes
are maintained in the file system's
directories, and typical attributes are
Read-Only, Hidden, System and
Archive.
Read-Only
A Read-Only file can be viewed, but
not changed.
Hidden and System

Files marked Hidden and System do
not normally display unless the file
manager option to display them is
selected. Any file can be marked as
Hidden; however, operating system
and other control program files are
marked as System files as a means of
identification.
Archive
The archive attribute is used for
backup. When a file is created,
the archive bit is turned on.
When a backup program copies
the file, it turns off the archive
attribute.
Encription
For even more security, you can
click the Encrypt … check box.
Encryption is the process of converting data into a format that cannot be easily
read by others without known the key. The file key is like a password. You can
use EFS to automatically encrypt your data when it is stored on the hard disk.

Chapter 4 – File Management: Review Questions
1) File management can be performed?

a. From the Organize menu.
b. From the File menu.
c. Right-clicking on the folder or file.
d. Control keys (ctrl+c to copy)
e. Drag and drop from window to window.
f. All of the above.
2) How to a move a file using copy & paste?

a. Use copy and paste command.
b. Use the move command.
c. Use the cut and paste command.
d. All of the above.
3) Using copy & paste is best because?

a. You don’t have to have multiply windows opened.
b. It requires less windows manipulation.
c. It is safer because you don’t have to cut the file.
d. You are less likely the make a mouse error.
e. All of the above.
4) If I drag and drop a file from flash drive to my Picture folder.

a. The file is deleted.
b. I just moved the file to my Picture folder.
c. It is a copy by default, the file remains in both place.
d. It’ is moved to the C: drive.
5) Contiguous selection uses the:

a. Ctrl key to select files that are in contiguous order..
b. Shift key to select file that are in contiguous order.
c. Alt key.
d. Delete key to select files.
6) If I drag and drop files from my Document folder to my Picture folder,

a. The file is deleted.
b. I just moved the file to my Picture folder.
c. It is a move by default, the file is gone from the source.
d. It’ is moved to the C: drive.
7) Files can be recovered from the Recycle Bin:

a. The file is deleted permanently.
b. as long as you don’t clean your drive..
c. Can not be recovered.
d. As long you have not emptied it.
8) What is the purpose of the “Right-Click Drag & Drop”

a. Gives you a menu.
b. You can choose what to do.
c. to override the default copy/move.
d. Allows you to copy the file to the same folder.

File Management Exercises
Instructor: Heman Lee
Exercise 1 – Creating Folders
1. Create the following folders structure under your personal folder (student?)
in the proper subfolder:
a. Student?>Document>Letters
b. Student?>Document>Recipes
c. Student?>Document>Business
d. Student?>Pictures>Rock Stars
e. Student?>Pictures>Flowers
f. Student?>Music>Soft Rock
Your folder structure should look like this:
Personal Folder
Document Picture
Music
Letters Recipes Business Flowers Rock Stars Soft Rock
Exercise 2 - Change the View (Sort)
1. Find and expand all folders on the “Sample Files” CD or Flash Drive in the
navigation pane.
2. Display the content of the Sample Files in the Large icon, Medium icon,
List and Detail View.
3. Sort the Detail View by Filename.

4. Sort the list by file Type. (if Type is not present, add it)
Note: Right-click in the header area to add or delete file detail column.
Exercise 3 – Copying Documents
1. Leave the Detail Pane in the Detail view.

2. Use Contiguous Selection to select all recipes document file.
3. Use Non-contiguous Selection to de-select unwanted documents that are not
recipes.
4. Copy selected recipes file to your new folder Student?>Document>Recipes
Hint: Drag and drop from Detail Pane to Navigation Pane, or use Copy and Paste.
Exercise 4 – Copy Rock Star Pictures
1. Display the content of the Sample File in the Detail Pane.

2. Use the Navigation pane to expand the Student? folder.
3. Change View to Medium Icons.
4. Use Contiguous Selection or Non-contiguous Selection to copy pictures to
folder:
Student?>Pictures>Rock Stars
Exercise 5 – Copy Flower Pictures
1. Display the content of the Sample File in the Detail Pane.

2. Use the Navigation pane to expand the Student? folder.
3. Change View to Large Icons.
4. Use Contiguous Selection or Non-contiguous Selection to copy pictures to
folder:
Student?>Pictures>Flowers
Exercise 6 – Group Rename

In this exercise you will rename all files with the contain the name Yosemite to
Yosemite(1), Yosemite(2)….
1. Enter search criteria: *Yosemite*

2. Select all files.
3. Right-click on any file and select Rename.
4. Rename file to “Yosemite”.
Exercise 7 – Group Delete
1. Sort by Name in Detail View.

2. Select all of the Mariner files.
3. Right-click on any file and select Delete.
Exercise 8 – Group Files

1. In Sample Files folder, right-click in an open white area.
2. Select Group by, then select Type.
Exercise 9 – Search
1. Enter “disney” in the search box.
2. Save Search as “Disneyland Pictures”.
Exercise 10 – Creating shortcuts (Chapter 5)
Create a shortcut to these 4 new folders on your desktop
Hint: Right-Click>Send To>Desktop (create shortcut)
Shift key for contiguous selection

Ctrl key for non-contiguous selection

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LESSON 2 - FILE MANAGEMENT

Windows Explorer is an application that provides detailed information about your

On most computers (C:) is your primary storage for all of the

What is my Personal Folder

Personal Folder (Formerly “My Document”)

Virtual “Blue” Folder

Lesson 2 - Files Management.doc 2.2 7/17/2009

Save to your Virtual Folder

Building your own Folder Hierarchy

Letters Tax Return Business Vacation Soft Rock

Lesson 2 - Files Management.doc 2.3 7/17/2009

Lesson 2 - Files Management.doc 2.4 7/17/2009

Family Friends Business

Lesson 2 - Files Management.doc 2.5 7/17/2009

Lesson 2 - Files Management.doc 2.6 7/17/2009

Here are 3 basic methods to create a folder:

Method 1 – File Menu (Alt Key)

Method 2 – Organize Menu (Vista)

Here are 3 methods to rename a folder. Do you notice a pattern?

Method 1 – File Menu (Alt Key)

Method 2 – Organize Menu

Method 4 – Click on the filename twice slowly Rename This

Lesson 2 - Files Management.doc 2.7 7/17/2009

Here are 3 methods to rename a folder. Again, do you notice a pattern?

First, click on the folder you want to rename.

Method 1 – File Menu (Alt Key)

Method 2 – Organize Menu

Method 4 – Drag it to the Recycle Bin icon.

Lesson 2 - Files Management.doc 2.8 7/17/2009

Family Friends Business

Here are 2 basic methods to create a folder structure:

Method 1 –Create in their proper sub-folder

Method 2 –Create all folders first

Lesson 2 - Files Management.doc 2.9 7/17/2009

Lesson 2 - Files Management.doc 2.10 7/17/2009

Select All Files

From the Organize menu, click Select All.

Contiguous Selection by Dragging

Another method of contiguous

Lesson 2 - Files Management.doc 2.11 7/17/2009

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Lesson 2 - Files Management.doc 2.13 7/17/2009

In this example with the recipes

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Method 4 – Drag & Drop

Moving files: Use Cut & Paste (Source file is deleted)

Lesson 2 - Files Management.doc 2.15 7/17/2009

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Remember: Your destination can be any device on your computer. I can be

Drag & Drop Selection use multiply Windows

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Copy/Cut & Paste

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Copy (Different Drive)

Lesson 2 - Files Management.doc 2.19 7/17/2009

CTRL KEY COPY

THE RECYCLE BIN

Recover Deleted Files

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Method 1 – File Menu (Alt Key to display temporarily)

Method 2 – Tool Bar. (Alt Key)

Method 4 – Drag out of the Recycle Bin.

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