Post on 17-Jan-2016
File Management Know-How
I Can Statements
1. Create, Copy, move, and delete files, folders, and subfolders
2. View Files and folders in different ways.3. Learn Moore’s Law
Vocabulary Terms
CD –RWFileFloppy DiskFolderIconHard DriveMulti-Task
Operating SystemSaveSave AsStorage MediaUSBSubfolder
Storage Media
Hard Drives Often are called the Local Disk C Considered to be the permanent storage point for a
computer system. Compact Disks for CD-RW or DVD-RW drives
The RW stands for read/writable. USB flash or thumb drive
Small highly portable storage media device Floppy disks
Once the most popular portable storage media. Storage Tapes
Used to store large amounts of Data. Zip Disks
A high density storage media
View the Storage Devices Available
Click on “My Computer”Use the Views Option to see your Computer
folder and other icons in different ways. Views
Thumbnails Tiles Icons List Details
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Understanding Folders and Understanding Folders and FilesFiles
Folders – containers for files & other folders Folders – identified by yellow icon that looks like a
folder Folders organize files into
smaller groups of related files for ease of access and use
Folder name - identifies the types of files you store in the folder and the purpose of the folder
Need to be thoughtful and logical when you invent names for
folders.
Properly named folders can make it easier for you to find where
you saved your important files.
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Understanding Folders and Understanding Folders and FilesFiles
Subfolders – folder within or under another folder
File Hierarchy – tree limb structure of your folders and filesYour Windows Operating System program will automatically create a folder called “My Documents”
Windows XP – My Documents Vista and Windows 7 - Documents Vista and Windows 7 programs provide other folders for
other types of files, such as: Music Pictures Videos
Creating Folders
File / Folder Navigation
Address bar Located at the top of
the screen just below the title bar.
Shows the file hierarchy or path for the desired folder/file.
Double Click the folder Icon to reveal the contents of the folder.
Creating, Saving & Storing Files
Document Properties
Saving – Process of making changes to a document.
Navigation Pane
File List Pane
Address Bar
Create & Delete Subfolder
Create a folder in the “ICT” Folder. Subfolder – Folder inside of another folder.
Name “Big Mistake”Tap enter outside the folder to have the name
accepted by the Operating System. Delete “Big Mistake” FolderSelect folder by single clickingRight Click on folder Select “Delete” You will be asked if your are sure you want to
delete this folder and send it to the “Recycle Bin”
CREATE THE FOLLOWING SUBFOLDERS IN THE “ICT” FOLDER
CREATE THE FOLLOWING SUBFOLDERS IN THE “ICT” FOLDER
Binary Numbers Computer ConceptsFile Management PowerPoint
WordExcelMicrosoft PublisherWeb Page Design
Create Subfolders Inside ICT Folder
When Creating Folder Names it is important to give names that are unique to easily identify the contents.
Close your “ICT” and “My Documents” Folders by clicking on the close button.
Files
Navigate/Change File & Folder Views
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View Button
Navigation Pane
File/Folder List area
Navigating in Window Screen
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BackUp Level
Present Drive
File Hierarchy
Organizational System Arranges Files & Folders in
different levels Like branches of a Tree
Address bar Shows the path to the
selected folder. “File Management”
The organizational skills used when creating a “File Hierarchy”
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Folder
Subfolders
File
File
Subfolders
Files
Example of a File Hierarchy
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Address shows path to Your User Name folder in the file hierarchy
Navigation Pane
Folders
Subfolders
File List
Another example of a File Hierarchy
Folders/Files in Tile View
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Creating and Saving a File
To create a document you simple open the program and begin typing your data (information) or inserting your images.
This data is temporarily stored in RAM. If the power fails, then everything in RAM is lost
You must save your document to a disk, either before you exit the program or periodically while you use the program (usually every 5-10 minutes)
File/Document – data that you have entered into the computer
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Creating and Saving a Creating and Saving a FileFile
The program you are using will add a file extension at the end of the filename you provide (docx, xlsx, pptx, wpm)
The file extension identifies the type of file, for example, a document file, a video file, or a music file
The file extension is a three- or four-letter sequence, preceded by a period
File Extensions
File Names can be changed an unlimited number of times. When renaming do not change the file extension at
the end of the file. This will render the file useless. File Extensions – 3 or 4 letter sequence, preceded by a
period that identifies the file as a particular type of document.
• Word • IctTest.doc• IctTest.docx – 2007
version and above• PowerPoint
• IctTest.ppt • IctTest.pptx - 2007
version and above
• Excel• IctTest.xps• IctTest.xpsx - 2007
version and above
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Opening, Editing, and Saving Opening, Editing, and Saving FilesFiles
Once you have created a file and saved it Once you have created a file and saved it with a name in a folder on a storage device, with a name in a folder on a storage device, you can easily open it and you can easily open it and editedit it (make it (make changes to it)changes to it)
Choose file from list area or Click File, OpenChoose file from list area or Click File, Open
Navigating in the Open Dialog box
Double Click file
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Saving a Document
You can use the following options to save a document:You can use the following options to save a document:
File, SaveFile, Save
oror
Save ButtonSave Button
• The first time you save a document, this The first time you save a document, this menu option or button displays a menu option or button displays a Save As Save As dialog boxdialog box so that you can so that you can select the drive select the drive and and folderfolder where you want to save the file where you want to save the file and so that you can enter a filenameand so that you can enter a filename
• If you open a previously-saved document, If you open a previously-saved document, make changes to the document, and then make changes to the document, and then save it again, these options replace the save it again, these options replace the previous version of the document and save previous version of the document and save the document in the same folder under the the document in the same folder under the same filenamesame filename
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Saving a Document
You can use the following option to save a document:You can use the following option to save a document:
File, Save AsFile, Save As • This menu optionThis menu option alwaysalways displays a Save As displays a Save As dialog box so that you can select the drive and dialog box so that you can select the drive and folder where you want to save folder where you want to save the file and so that you can enter a filenamethe file and so that you can enter a filename
• You can use this menu option to save a You can use this menu option to save a previously-saved file:previously-saved file:
•On a different disk/locationOn a different disk/location
•In a different folder In a different folder
•Under a different filenameUnder a different filename
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Save As Dialog BoxSave As Dialog Box
Saving to USB Flash Drive
File Extension
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Copying Files
The ability to copy folders and files allows you to create backups of important folders and files in case you lose the original folders and files (Wills, Financial files)
Backup – an additional copy of a file/folder you have created but is placed in different location If you lose your original folder or file, you can copy it
from your backup
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Copying Files
When you use the Copy command, the operating When you use the Copy command, the operating system places a duplicate copy of the file on the system places a duplicate copy of the file on the clipboardclipboard – – temporary area where items are temporary area where items are stored until pasted into your document.stored until pasted into your document.
When youWhen you copy copy a file, the original file stays in its a file, the original file stays in its current location and you have a duplicate copy of current location and you have a duplicate copy of the same file in another locationthe same file in another location
Hard Disk Drive USB Flash Drive
Copy
Copying Files
Right Click Method:Select File/DocumentRight click with mouse on FileChoose Copy from drop down menuNavigate where you want to place itRight click and choose PasteKeyboard Method:Select File/DocumentPress Ctrl and C (copy) simultaneouslyClick where you want to place itPress Ctrl and V to paste
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Copy a File Folder
Ctrl + C = Copy Ctrl + V = Paste
Ctrl + C = Copy Ctrl + V = Paste
Ctrl + X = Cut / MoveCtrl + V = Paste
Ctrl + X = Cut / MoveCtrl + V = Paste
will cut the file from the current location
Move and Paste to new location
Copying & Moving Files
will copy a file Paste a duplicate copy
in a new location.
When Copying or Cutting files or folders, they are automatically placed on the Operating Systems Clipboard.
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Microsoft Windows 7 - Illustrated
Moving and Renaming Moving and Renaming FilesFiles
You can move one or more files or foldersYou can move one or more files or foldersWhen you When you movemove a file, the file is transferred to a file, the file is transferred to
the new location and no longer exists in its the new location and no longer exists in its original locationoriginal location Select file, R-click, choose Cut or Ctrl XSelect file, R-click, choose Cut or Ctrl X Or Use Drag n Drop methodOr Use Drag n Drop method
You can You can renamerename files to make the names more files to make the names more descriptive or accuratedescriptive or accurate Select file, R-click, choose Rename, edit name, press Select file, R-click, choose Rename, edit name, press
EnterEnter Or – Double click file, change name, EnterOr – Double click file, change name, Enter ExceptionsExceptions – DON”T DELETE FILE EXTENSION– DON”T DELETE FILE EXTENSION
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Microsoft Windows 7 - Illustrated
Moving and Renaming FilesMoving and Renaming Files
Drag and drop is a technique in which you use your pointing device to drag a file or folder into a different folder and then drop it, or let go of the mouse button, to place it in that folder
CopyCopy MoveMove
Right Click on the file and drag the file Choose the copy
option from the menu This creates a
duplicate of the file. The original stays in its
current location and a duplicate is created in the chosen folder/subfolder
Right Click on the file and drag the file Choose the Move
Option from the menu This removes the file
from the current location and relocates to the chosen folder/subfolder
Drag & Drop 34
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Microsoft Windows 7 - Illustrated
Deleting and Restoring FilesDeleting and Restoring Files
If you no longer need a folder or file, you can If you no longer need a folder or file, you can deletedelete (remove) it from the storage device (remove) it from the storage device
By regularly deleting files and folders you no By regularly deleting files and folders you no longer need and emptying the longer need and emptying the Recycle Bin Recycle Bin (storage area for deleted files)(storage area for deleted files), you free up , you free up valuable storage space on your computervaluable storage space on your computer
Deleted files/folders are placed in the Recycle Deleted files/folders are placed in the Recycle Bin and remain until Emptied.Bin and remain until Emptied.
If you delete a folder, the folder as well as all If you delete a folder, the folder as well as all files and subfolders stored in it are placed in files and subfolders stored in it are placed in the Recycle Bin.the Recycle Bin.
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Microsoft Windows 7 - Illustrated
Deleting and Restoring FilesDeleting and Restoring Files
Delete File dialog boxDelete File dialog box
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Microsoft Windows 7 - Illustrated
Deleting and Restoring FilesDeleting and Restoring FilesIf you later discover that you need a If you later discover that you need a
deleted file or folder, you can deleted file or folder, you can restorerestore (bring file back) to its original location, (bring file back) to its original location, but only if you have not yet emptied the but only if you have not yet emptied the Recycle BinRecycle Bin
Emptying the Recycle Bin permanently Emptying the Recycle Bin permanently removes the deleted folders and files removes the deleted folders and files from your computerfrom your computer
Files and folders you delete from a Files and folders you delete from a removable storage drive do not go to removable storage drive do not go to the Recycle Bin; they are immediately the Recycle Bin; they are immediately and permanently deleted and cannot be and permanently deleted and cannot be restoredrestored
Files – name and file extension
Folders – Boxes around
How to draw a File Hierarchy
Recycle Bin
Digital Snapshot - Moore’s Law
Summative Assessment
Create a new PowerPoint file Create a Hierarchy of the Folders and Subfolders
listed previously using the SmartArt Graphics
Name and save the presentation “File Management Summative Performance Assessment” in your File Management subfolder in your “My Documents” folder.
Upload your file into your SkyDrive IBT Folder.
Create, Rename, and Delete Folders & Subfolders
Open your “My Documents” Folder Choose the “Thumbnail” View Create a New Folder
Click on the New Folder Button (Small Yellow Folder with Star shape in the corner) on Standard Toolbar.
Right Click on “My Documents” and Select “New Folder” Name folder Technology
Click outside the folder to have the name accepted by the Operating System.
Rename the Technology Folder Choose the Technology Folder Right Click on the folder Choose Rename Key the new name “ICT” in the box.
Click outside the folder to have the name accepted by the Operating System
The name of a folder or file can be changed an unlimited number of times to meet the user’s needs.