LESSON 4 - 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 4 - FILE MANAGEMENT.......................................................................1 Table of Contents.......................................................................................................2 Basic File Management.........................................................................................1 Review...................................................................................................................1 Drive, Folder and Files......................................................................................1 Computer...........................................................................................................1 What is my Personal Folder...................................................................................2 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...........................................................................................8 RENAME A FOLDER..........................................................................................8 DELETE A FOLDER............................................................................................9 EXERCISE 1 - CREATE A FILE STRUCTURE...............................................10 SELECTING FILES............................................................................................11 Sorting Detailed View.........................................................................................11 Contiguous Selection...........................................................................................11 Non-contiguous Selection....................................................................................12 Select All Files.....................................................................................................12 Ctrl- A..................................................................................................................12 Contiguous Selection by Dragging......................................................................12 Combining Contiguous and Non-contiguous......................................................13 Invert Selection....................................................................................................15 The Four Methods...............................................................................................16 Copy File with the Same Window.......................................................................17 .............................................................................................................................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 .............................................................................................................................24 File Search using Wildcards................................................................................25 Boolean............................................................................................................25 Wildcard..........................................................................................................25 Increase Search Speed.........................................................................................26 EXERCISE..........................................................................................................26 HOW TO FIND A FILE WITHIN A PROGRAM.............................................28 .............................................................................................................................29 UPDATING FILE...............................................................................................30 MULTIPLY FILE UPDATE...........................................................................31 .........................................................................................................................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 .............................................................................................................................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:).

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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 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.

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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).
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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 emailed 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.

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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.

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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

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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. Method 1 – File Menu 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 Method 3 – Right-Click 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.
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(Alt 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. Method 1 – File Menu Select the source item and go to the File Menu - Delete Method 2 – Organize Menu Select the source item and go to the Organize>Delete Method 3 – Right-Click Right click on the selected item and select Delete.. (Alt Key)

Method 4 – Drag it to the Recycle Bin icon. Click, pause, then click.

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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.

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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.

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Non-contiguous Selection

If you can not sort the list so that it falls into a contiguous pattern, you can use noncontiguous 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.
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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:

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Contiguous Selection
1.Click top most 2. Hold Shift key. 3.Click bottom most

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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.

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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. Method 2 – Organize Menu Select the source item and go to the Organize>Copy or Cut (Move) Click on the destination windows white area, and select Organize>Paste. Method 3 – Right-Click 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.

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.

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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.
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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.

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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.

C: Hard Drive

Move

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

Move
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K: folder B

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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”.

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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. Method 3 – Right-Click 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.

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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 Method 3 – Right-Click 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.

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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.

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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.

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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 012Yosemite Search: Yos?mite Yosemite Yosamite Yosimite 103Yosemite Valley 032Yosemite River TopYosemite

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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. 2. 3. 4. 5. Click Start, click Control Panel Click System and Maintenance Click Indexing Options Click Modify 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.
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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

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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

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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.
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UPDATING FILE

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 modificatino 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…”

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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.

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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
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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.

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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.

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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.

Replace Replace Skip Detail

Update source with main PC Update main PC with mobile device. Don’t do anything Show detail of each file.

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

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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.

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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 (Source) Right Folder (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.
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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
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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.

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Chapter 4 – File Management: Review Questions
1) File management can be performed? a. b. c. d. e. f. From the Organize menu. From the File menu. Right-clicking on the folder or file. Control keys (ctrl+c to copy) Drag and drop from window to window. All of the above.

2) How to a move a file using copy & paste? a. b. c. d. Use copy and paste command. Use the move command. Use the cut and paste command. All of the above.

3) Using copy & paste is best because? a. b. c. d. e. You don’t have to have multiply windows opened. It requires less windows manipulation. It is safer because you don’t have to cut the file. You are less likely the make a mouse error. All of the above.

4) If I drag and drop a file from flash drive to my Picture folder. a. b. c. d. The file is deleted. I just moved the file to my Picture folder. It is a copy by default, the file remains in both place. It’ is moved to the C: drive.

5) Contiguous selection uses the: a. b. c. d. Ctrl key to select files that are in contiguous order.. Shift key to select file that are in contiguous order. Alt key. 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.
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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. b. c. d. The file is deleted permanently. as long as you don’t clean your drive.. Can not be recovered. As long you have not emptied it.

8) What is the purpose of the “Right-Click Drag & Drop” a. b. c. d. Gives you a menu. You can choose what to do. to override the default copy/move. Allows you to copy the file to the same folder.

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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. b. c. d. e. f. Student?>Document>Letters Student?>Document>Recipes Student?>Document>Business Student?>Pictures>Rock Stars Student?>Pictures>Flowers 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.
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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. 2. 3. 4. Display the content of the Sample File in the Detail Pane. Use the Navigation pane to expand the Student? folder. Change View to Medium Icons. Use Contiguous Selection or Non-contiguous Selection to copy pictures to folder: Student?>Pictures>Rock Stars

Exercise 5 – Copy Flower Pictures
1. 2. 3. 4. Display the content of the Sample File in the Detail Pane. Use the Navigation pane to expand the Student? folder. Change View to Large Icons. 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. 2. 3. 4. Enter search criteria: *Yosemite* Select all files. Right-click on any file and select Rename. Rename file to “Yosemite”.
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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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