File Management

Basics for Managing Your Files


What exactly is file management?
File management is the process of placing, naming, and organizing files and folders in a seemingly logical manner. File management on the computer is similar to how someone would arrange documents and important papers in a filing cabinet. Related papers and documents are placed into an appropriately named folder and that folder is then placed into the appropriate level or section of the file cabinet. Similarly, on the computer, file management would consist of sorting and arranging a group of files into specific folders so that similar or related files are located together.


Why do I need to manage my files?
An unorganized computer is very similar to any unorganized room or a messy desk, with stuff placed haphazardly around in no logical location. It creates a problem if you need to find something in a hurry and have no clue where to find the document. And if you don¶t have a clue on how to start organizing what you have, whether that be files on your computer or a pile of recipes and receipts, this class will help you.


How do I manage my files?
Use Windows Explorer to rearrange and organize your files by:  Creating folders and subfolders  Moving files to specific folders  Renaming files logically for easy retrieval  Save new files in a specifically designated folder as you create them

Basics What is Windows Explorer? .

Basics Desktop .

OR Right-click on the Start button. .Basics How to Open Windows Explorer Double-click the My Computer icon on the desktop. Select Explore from the menu.

The order. A well organized computer will consist of many folders and subfolder which are located in a logical sequence.Basics What is file hierarchy? When organizing the contents of ones computer. it is essential to understand how files and folders are connected. in which folders and file are linked is often referred to as file hierarchy and the route to a file is known as its path. . or rank.

More about file extensions later. Files are often accessed from within another program and are defined by a specific file extension. . A file can be something as basic as a Microsoft Word Document to something as intricate as a video.Basics What is a file? A file is a piece of information which is stored on a computer.

but you should probably name a file something you are likely to remember later. must be avoided in the file name.Special characters like "-". "/".Basics File Name A file name is made up of two parts: (1) the name of the document and (2) the file extension. . You may name a file anything you wish. Use only letters and numbers in your file names -. "&".

doc. The extension identifies what kind of a document you have. In the file text.Basics File Name The second part of a file name is the extension. . the word text is the file name and the . A period always separates the two.doc is the extension.

Basics File Extensions Some examples of file extensions are:  .jpg .gif .ppt : PowerPoint Presentation  .htm or .txt : plain text  .html : Web document  .bmp : image  .exe : Executable . . .doc : Microsoft Word Document  .

By seeing the file extension. It is highly recommended that you turn file extensions ON before you begin moving files. How do you turn file extensions on? See the next slide. does not show the file extensions. you can usually tell the type of file by looking at the entire file name with extension. .Basics No file extensions showing Microsoft. in it¶s infinite wisdom.

Basics Turn On File Extensions Open Windows Explorer From the main menu bar. click on Tools > Folder Options Click on the View tab Scroll down until your see the option ³Hide extensions for known file types Make sure this option is UNCHECKED! .

Basics Make sure ³Hide extensions for known file types´ is UNCHECKED! .

organizing files in this manner. On a computer. a folder is used to contain all like files together. Thus. . such as music in one folder. files can readily be found without sifting through a plethora of files to find the one you want.Basics What is a folder? A folder is basically a box or container in which files are held. documents in another. Folders are used to group together related files Folders are somewhat like drawers in a file cabinet. and so on.

You can create subfolders within subfolders. but each folder is a subfolder and is responsible for storing specific types of files. or files. The cabinet is the main folder which holds all the folders.Basics What is a subfolder? Subfolders are simply folders which are placed within another folder. . In theory. subfolders are similar to folders within folders in a filing cabinet.

Basics EXERCISE Right-click on the desktop area. and select NEW. then FOLDER Type in your first name Hit Enter .

File Management Viewing Files and Folders .

File Icons Your computer represents files with icons. By looking at a file's icon. you can tell at a glance what kind of file it is. Here are some common file icons: You can tell what kind of file an icon represents by its appearance .

There are pros and cons each one. . and in most cases.Viewing Files and Folders Viewing Files and Folders There are several ways to arrange and identify files when viewing them in folders. the display mode is strictly personal preference.

 On the popup menu. . Another Way: See next slide.  The mode that is currently selected will be represented with a black dot beside it. right-click in an area of empty space.Viewing Files and Folders How do I do it? One way: In Windows Explorer.  Choose the mode in which you want the files and folders to be displayed. click on Arrange Icons By and allow the sub menu to appear.

Viewing Files and Folders View Display Options Of the various view modes. click on the down arrow as shown below: . all display the file/folder name and are represented with a icon. which corresponds to the type of file. In Windows Explorer.

you can access each of the following view options on the View menu.Viewing Files and Folders File Display Options When a folder is open.  Thumbnails  Tiles  Filmstrip  Icons  List  Details .

. For example.Viewing Files and Folders Thumbnails View Displays the images a folder contains on a folder icon so you can quickly identify the contents of the folder. you can choose one picture to identify a folder in Thumbnails view. if you store pictures in several different folders. in Thumbnails view. Windows displays up to four images on a folder background. you can tell at a glance which folder contains the pictures you want. Or. by default.

this one is the slowest because the computer has to retrieve and develop each individual thumbnail. Of all the display options. .Viewing Files and Folders Thumbnails The complete folder name is displayed under the thumbnail. This can be helpful when browsing through pictures but won¶t help much if there is no image to display.

Viewing Files and Folders Thumbnails View .

For images and music files. other information such as the resolution or record name are also shown.Viewing Files and Folders Tiles This option displays all the files and folders with a medium sized icon. and the name of the file/folder. .

. it is displayed as a larger image above the other pictures. Your pictures appear in a single row of thumbnail images. double-click the picture. If you click a picture. print. To edit.Viewing Files and Folders Filmstrip View Filmstrip view is available in picture folders. or save the image to another folder. You can scroll through your pictures using the left and right arrow buttons.


In this view you can display your files and folders in groups. .Viewing Files and Folders Icon This option displays a medium sized icon and the name of the file/folder.

. You can sort your files and folders in this view. This view is useful if your folder contains many files and you want to scan the list for a file name. Of all the view modes. you cannot display your files in groups. however.Viewing Files and Folders List View Displays the contents of a folder as a list of file or folder names preceded by small icons. this is quickest.

Viewing Files and Folders LIST .

and date modified. on the View menu. Windows lists the contents of the open folder and provides detailed information about your files. . In Details view you can also show your files in groups. You can customize the various details which are shown by clicking anywhere along the µdetails¶ bar and placing check marks next to the properties you wish to view. click Choose Details. size.Viewing Files and Folders Details View In Details view. To choose the details you want to display. including name. type.

Viewing Files and Folders DETAILS .

. by the date modified. by name (alphabetically) 2. by size 3.Viewing Files and Folders Arranging Files There are various ways of arranging files: 1. by type 4.

they will appear in reverse order (from Z to A). For example. it will reverse the order in which the icons are displayed. .Viewing Files and Folders Reverse the Display Order If you choose to arrange your files by clicking on the option which is already chosen. if the files are displayed by Name from A to Z and you choose to display them by name again.

if you group by file type. size. Show in Groups is available in the Thumbnails. Tiles. and Excel files in another. To show your files in groups. and then click Show in Groups. Microsoft Word files appear in another group. image files appear in one group.Viewing Files and Folders Show In Groups Allows you to group your files by any detail of the file. such as name. or date modified. point to Arrange Icons by. . type. For example. on the View menu. and Details views. Icons.

Viewing Files and Folders .

File Management Copying and Moving Files and Folders .

. Next. Then open the folder where you want to move it to. or copy them to removable media (such as CDs or memory cards) to share with another person. Start by opening the folder that contains the file or folder you want to move. Most people copy and move files using a method called drag and drop. you might want to change where files are stored on your computer.Copying and Moving Files and Folders Copy and move files and folders Occasionally. You might want to move files to a different folder. That's all there is to it. drag the file or folder from the first folder to the second folder. for example. Position the folder windows on the desktop so you can see the contents of both of them.

. then Copy. 2. Click the file or folder you want to copy.  In Copy Items. select the drive or folder you want to copy to.Copying and Moving Files and Folders Copy a file or folder ± 3 ways Open Windows Explorer 1. click Copy this file or Copy this folder.  Under File and Folder Tasks. and then click Copy. You can copy a file or folder by using the Main Menu and choosing Edit. 3. You can also copy a file or folder by rightclicking on the file or folder and choosing Copy.

Copying and Moving Files and Folders 3 1 2 .

press and hold down CTRL. press and hold down SHIFT. click the first item. To select nonconsecutive files or folders. and then click the last item. and then click each item. To select consecutive files or folders. .Copying and Moving Files and Folders Copy a file or folder You can copy more than one file or folder at a time.

 Type a name for the new folder. and then press ENTER. 3. 2. then FOLDER . click Make a new folder. selected. You can also create a new folder under FILE on the main menu. New Folder.Copying and Moving Files and Folders Create a new folder ± 3 ways Open Windows Explorer 1. Under File and Folder Tasks. pointing to New. You can create a new folder by right-clicking a blank area in a folder window or on the desktop. then NEW. and then clicking Folder.  A new folder is displayed with the default name.

Copying and Moving Files and Folders Delete a file or folder Click the file or folder you want to delete. press and hold down SHIFT and drag it to the Recycle Bin. Under File and Folder Tasks. To permanently delete a file. You can also delete files or folders by right-clicking the file or folder and then clicking Delete. The item is permanently deleted and cannot be retrieved from the Recycle Bin. click Delete this file or Delete this folder. then simply press the Delete button on your keyboard. You can also simply click on the file to be deleted. .

That way the file or folder isn't removed from its original location. . Why? If you are dragging an item between folders that are on the same hard drive. If you drag the item to a folder that's on a different hard drive or to removable media like a CD or flash drive. then the items are moved so two copies of the same file or folder aren't created on the same hard drive.Copying and Moving Files and Folders Copying vs. you might notice that sometimes the file or folder is copied and at other times it is moved. then the item is copied. Moving When using the drag-and-drop method.

In Move Items. click Move this file or Move this folder. To select files or folders in nonconsecutive order. click the first file. Under File and Folder Tasks. click the new location for the file or folder. and then click the last file.Copying and Moving Files and Folders Moving a file or folder Click the file or folder you want to move. You can also move a file or folder by dragging it to the desired location. press and hold down SHIFT. and then click Move. press and hold down CTRL. To select a consecutive group of files. . and then click the items you want.

You can¶t add files to the navigation pane.Copying and Moving Files and Folders Dragging Files When you drag a file This is what happens Into a folder on the same disk The file is moved to the destination folder The file is copied to the folder on the destination disk Nothing. Into a folder on a different disk Into the navigation pane of a folder .

Into a folder on a different disk Into the navigation pane of a folder .Copying and Moving Files and Folders Dragging Folders When you drag a folder This is what happens Into a folder on the same disk The folder is moved to the destination folder The folder is copied to the folder on the destination disk A link to the folder is added to the navigation page and the link is then available from the Navigation pane of every folder.

. which is much easier than the cut/move/copy/paste options. or drag a file to a folder to copy or move it to that location. which means that you select one or more files and drag them to another location. When organizing files.Copying and Moving Files and Folders Drag and Drop The most common way to copy and move files and folders is by using the drag-and-drop method. it is easier to have two instances of Windows Explorer open to allow dropping and dragging to each window. you can drag a file to the Recycle Bin to delete the file. For example.

Copying and Moving Files and Folders

Drag and Drop

The Bare Necessities
Skills all PC users should know and use

Basic Skills

Save As and Save
There are two ways to save a file: µSave As¶ and µSave¶. µSave As¶ is used the first time a file is being saved and allows the user to dictate where the file is to be saved and permits the user to give the file a name. µSave¶, which is used after the file has already been given a name and location, is the method that the program uses to apply changes to the file. Within most applications, both µSave¶ and µSave As¶ can be accessed by clicking on the File button. Remember to click on Save often while modifying a file. This way, in case something happens (i.e. power failure) there is less chance that any changes you have made will be lost.

A path describes how to find a file starting at the root directory .Basic Skills Windows XP Folders A folder¶s name can consist of a maximum of 255 characters.

Basic Skills Change name of a file or folder Using Windows Explorer. click Rename this file or Rename this folder. Type the new name. locate the file or folder you want to rename. You can also rename a file or folder by rightclicking it and then clicking Rename. . and then press ENTER. Click (highlight) on the file or folder you want to rename. Under File and Folder Tasks.

Basic Skills Rename Folder .

Basic Skills EXERCISE Right click on the folder on the desktop named ³your name´ Choose ³Rename´ from the menu Add your last initial (in CAP) to the end of your first name Hit ENTER .

click the File Types tab. . When you want to open a file.Basic Skills File Type Associations File association allows you to associate a file extension with a program. the associated program will run to open it based on its extension. Windows Explorer |Tools | Folder Options | File Types tab In the Folder Options window. To change a file association select an extension and click Change. Every file should have a file association.

or folders. files. . since one doesn¶t have to search for it with Windows Explorer or from the Start Button. Shortcuts are either placed on the desktop or in a folder.Basic Skills Shortcuts Shortcuts are a quick and easy access links to actual programs. Saves time in locating a program. A shortcut is ³signpost´ pointing to a frequently used program.

File Management Recycle Bin .

and then click Delete. and then on the File menu. right-click it. and then click Restore. right-click it.  To delete an item.  To delete all of the items.Recycle Bin Recycle Bin To delete or restore files in the Recycle Bin: On the desktop. click Restore.  To restore all of the items. double-click Recycle Bin. click Select All. Do one of the following:  To restore an item. on the File menu. click Empty Recycle Bin. on the Edit menu. .

hold down CTRL. If you press SHIFT while dragging. You can also delete items by dragging them into the Recycle Bin. the folder is recreated in its original location. the item is deleted from your computer without being stored in the Recycle Bin. To retrieve several items at once. and then the file is restored in that folder.Recycle Bin Recycle Bin NOTES: Deleting an item from the Recycle Bin permanently removes it from your computer. on the File menu. If you restore a file that was originally located in a deleted folder. and then click each item that you want to retrieve. . click Restore. Restoring an item in the Recycle Bin returns that item to its original location. When you have finished selecting the items that you want to retrieve. Items deleted from the Recycle Bin cannot be restored.

Items that are larger than the storage capacity of the Recycle Bin. Items deleted from removable media (such as 3. .Recycle Bin You cannot restore: Items deleted from network locations.5-inch disks or flash drives).

To restore a file that is in the recycle bin use the right mouse key and then select restore ± the file will go back to where is was deleted from. You can also get file back from the recycle bin by restoring them.Recycle Bin What you need to know about deleting files« When you delete a file using the delete command or selecting the file and pressing delete on the keyboard the file is not yet gone. Items in your recycle bin are still taking up space on your hard drive. . Most files first go to the recycle bin ± in order for your file to be really gone you need to empty the recycle bin.

Right-click the file you want to retrieve.Recycle Bin Retrieve a deleted file To retrieve a file you have deleted. . double-click the Recycle Bin icon on your desktop. and then click Restore.

File Management Using Search to locate files .

To save yourself time and effort.Using Search to locate files Finding files When you need to find a particular file. actually locating the file you want might mean browsing through hundreds of files and subfolders²not an easy task. you'll often know that it's located somewhere in a common folder like Documents or Pictures. Unfortunately. . use the Search box to find your file.

Using Search to locate files Find Files Using Search Open Windows Explorer/My Computer The left pane of the window will change to reveal the search form .

In this instance.Using Search to locate files Find Files Using Search Type in all of part of the file name for which you are searching. type in lighthouse (case does not matter ± I always use lowercase because it requires less keystrokes) Make sure ³Look in´ says My Computer Click on Search The left pane will display search results .

File Management Let¶s get to work! .

We will be performing the following actions on existing folders:  Delete  Copy  Cut  Paste  Rename .Let¶s get to work! Exercises with Folders We will create new folders.

Let¶s get to work! Exercises Double-click on your desktop folder with your name Create a sub-folder within your folder named ³Documents´ Create a sub-folder within your folder named ³Photos´ Create a sub-folder within your folder named ³Music´ Create a sub-folder within your folder named ³Classes´ .

Let¶s get to work! Create subfolders in subfolders Double-click to open subfolder named ³Photos´ Create subfolder named Lighthouses Now open Windows Explorer/My Computer Hit the minimize button and resize window to fit half of screen Now open Windows Explorer/My Computer again Resize the window to fit the other half of your screen .

move all remaining files .Let¶s get to work! Create subfolders in subfolders Using the right window of Explorer. using Search. move every other file to the folder Using Shift. find folder on your computer named ³lighthouses´ under the folder named ³Photos´ Move one file to new Lighthouses folder Using Ctrl.

.Let¶s get to work! Copy Entire Folder Make sure your are in the root of your Photos folder Create subfolder named Trains Find on your computer the folder named ³Trains´ within the ³Photos´ folder Open Trains folder Use Ctrl-A to select all files Drag files to your folder named Trains.

Let¶s get to work! Move Files Double-click to open subfolder named ³Music´ Create subfolder named ³Country´ Create subfolder named ³Christmas´ Create subfolder named ³Instrumental) Using search. Do the same thing with Christmas and Instrumental. right-click and drag all files to your Country folder. . find folder on your computer named ³Country´ under the folder named ³Music´ Use Ctrl-A to select all files.

Let¶s get to work! Move Folders Locate folder named Documents Click to select and then drag entire folder to YourName folder Locate folder named Classes Right-click on folder and drag to YourName folder .

Birthday (2). the other files in the series will be named Birthday (1).Let¶s get to work! Rename a series of files Choose the folder where the files are located Select the files you want to rename. . On the File menu. and then press ENTER. Type the new name. Example: If you type Birthday. and so on. All of the files in the series will be named in sequence using the new name you type. click Rename.

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