Understanding File Management

Microsoft Office 2013 Illustrated

ObjectivesObjectives

• Understand files and foldersUnderstand files and folders

• Create and save a fileCreate and save a file

• Explore the files and folders on Explore the files and folders on your computeryour computer

• Change file and folder viewsChange file and folder views

• Open, edit, and save filesOpen, edit, and save files

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ObjectivesObjectives

• Copy filesCopy files

• Move and rename filesMove and rename files

• Search for files, folders, and Search for files, folders, and programsprograms

• Delete and restore filesDelete and restore files

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Understanding Files and FoldersUnderstanding Files and Folders

• File managementFile management refers to how to create, refers to how to create, save, locate and delete files you create save, locate and delete files you create with Windows application programswith Windows application programs

• The files and folders on your computer are The files and folders on your computer are organized in a organized in a file hierarchyfile hierarchy

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Understanding Files and FoldersUnderstanding Files and Folders

• As you work with your computer, you can As you work with your computer, you can add folders to your hierarchy and name add folders to your hierarchy and name them to help you organize your workthem to help you organize your work

• Folders organize files into Folders organize files into smaller groups of related files smaller groups of related files for ease of access and usefor ease of access and use

• You also can create You also can create subfolderssubfolders,,which are folders that are insidewhich are folders that are insideother foldersother folders

Understanding Files and FoldersUnderstanding Files and Folders

Microsoft Office 2013 Illustrated

Understanding Files and FoldersUnderstanding Files and Folders

Microsoft Office 2013 Illustrated

Microsoft Office 2013 Illustrated

Creating and Saving a FileCreating and Saving a File

• Any document you create with a program Any document you create with a program is temporarily stored in RAMis temporarily stored in RAM

• If the power fails, then everything in RAM If the power fails, then everything in RAM is lostis lost

• You must save your document to a disk, You must save your document to a disk, either before you exit the program or either before you exit the program or periodically while you use the programperiodically while you use the program

• Storage devices include hard disks and Storage devices include hard disks and USB USB flash drivesflash drives

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Creating and Saving a FileCreating and Saving a File

• The program you are using The program you are using will add a will add a file extensionfile extension at at the end of the filename you the end of the filename you provideprovide

• The file extension identifies The file extension identifies the type of file, for example, the type of file, for example, a document file, a video file, a document file, a video file, or a music fileor a music file

• The file extension is a three- or four-letter The file extension is a three- or four-letter sequence, preceded by a periodsequence, preceded by a period

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Save As Dialog BoxSave As Dialog Box

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Exploring the Files and Exploring the Files and Folders on Your ComputerFolders on Your Computer

• In a File Explorer window, you can In a File Explorer window, you can navigate through your computer navigate through your computer contents using the File list, the Address contents using the File list, the Address bar, and the Navigation panebar, and the Navigation pane

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Drive Drive TypeType

DriveDriveIconIcon Friendly NameFriendly Name Drive NameDrive Name CalledCalled

Hard Disk Hard Disk DriveDrive

Local DiskLocal Disk C:C: Drive CDrive C

DVD DriveDVD Drive DVD-RW Drive,DVD-RW Drive,DVD-R Drive, orDVD-R Drive, orDVD-ROM DriveDVD-ROM Drive

Next availableNext availabledrive letter, drive letter,

for example, D:for example, D:

Drive DDrive D

CD DriveCD Drive CD-RW Drive,CD-RW Drive,CD-R Drive, orCD-R Drive, orCD-ROM DriveCD-ROM Drive

Next availableNext availabledrive letter, drive letter,

for example, E:for example, E:

Drive EDrive E

USB USB Flash Flash DriveDrive

[varies][varies] Next availableNext availabledrive letter, drive letter,

for example, F:for example, F:

Drive FDrive F

Drive Names and Drive IconsDrive Names and Drive Icons

Changing File and Folder ViewsChanging File and Folder Views

• You can customize your You can customize your viewview, which is , which is a set of appearance choices for files a set of appearance choices for files and foldersand folders• Eight different Eight different layoutslayouts

• The Sort by menu lets you The Sort by menu lets you sortsort, or , or reorder your files and folders reorder your files and folders according to several criteriaaccording to several criteria

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Changing File and Folder ViewsChanging File and Folder Views

Microsoft Office 2013 Illustrated

Microsoft Office 2013 Illustrated

Opening, Editing, and Opening, Editing, and Saving FilesSaving Files

• Once you have created a file and saved Once you have created a file and saved it with a name in a folder on a storage it with a name in a folder on a storage device, you can easily open it and device, you can easily open it and editedit itit

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Copying FilesCopying Files

• The ability to copy files and folders allows The ability to copy files and folders allows you to create you to create backupsbackups of important folders of important folders and files in case something happens to and files in case something happens to your original folders and files your original folders and files

• If you lose your original file or folder, If you lose your original file or folder, you can copy it from your backupyou can copy it from your backup

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Copying FilesCopying Files• When you use the Copy command, Windows 8 When you use the Copy command, Windows 8

places a duplicate copy of the file on the places a duplicate copy of the file on the clipboardclipboard

• When youWhen you copy copy a file, the original file stays in a file, the original file stays in its current location and you have a duplicate its current location and you have a duplicate copy of the same file in another locationcopy of the same file in another location

Hard Disk Drive USB Flash Drive

Copy

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Copying FilesCopying Files

Microsoft Office 2013 Illustrated

Copying FilesCopying Files

• You can use the Send To command to You can use the Send To command to quickly copy a file, a group of files, a quickly copy a file, a group of files, a folder, or a group of folders from one disk folder, or a group of folders from one disk drive to anotherdrive to another

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Moving and Renaming FilesMoving and Renaming Files

• You can move one of more files or You can move one of more files or foldersfolders

• When you When you movemove a file, the file is a file, the file is transferred to the new location and no transferred to the new location and no longer exists in its original locationlonger exists in its original location

• You can move a file using the Cut and You can move a file using the Cut and Paste commandsPaste commands

• You can rename files to make the You can rename files to make the names more descriptive or accuratenames more descriptive or accurate

Cutting a FileCutting a File

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Renaming a FileRenaming a File

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Using Windows 8 LibrariesUsing Windows 8 Libraries

• A A librarylibrary gathers file and folder gathers file and folder locations from different locations on locations from different locations on your computer and displays them in your computer and displays them in one locationone location

Microsoft Office 2013 Illustrated

Microsoft Office 2013 Illustrated

Searching for Files, Folders, Searching for Files, Folders, and Programsand Programs• Windows Search Windows Search helps you quickly find helps you quickly find

any program, folder, or fileany program, folder, or file

• The search text you type is called the The search text you type is called the search criteriasearch criteria

• Search criteria can be a filename, part of Search criteria can be a filename, part of a filename, or any other texta filename, or any other text

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Searching for Files, Folders, Searching for Files, Folders, and Programsand Programs• To search your entire computer, To search your entire computer,

including its attached drives, you can including its attached drives, you can use the use the Search charmSearch charm

• To search within a particular folder, you To search within a particular folder, you can use the can use the Search box Search box in a File in a File Explorer windowExplorer window

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Searching for Files, Folders, Searching for Files, Folders, and Programsand ProgramsSearching on criterion “new tour”Searching on criterion “new tour”

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Searching for Files, Folders, Searching for Files, Folders, and Programsand Programs• You can perform advanced searches by You can perform advanced searches by

using the Search Tools tab on the using the Search Tools tab on the Ribbon in File ExplorerRibbon in File Explorer

• Search by date, type of file, file size, or file Search by date, type of file, file size, or file propertyproperty

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Deleting and Restoring FilesDeleting and Restoring Files

• If you no longer need a folder or file, If you no longer need a folder or file, you can delete it from the storage you can delete it from the storage devicedevice

• By regularly deleting files and folders By regularly deleting files and folders you no longer need and emptying the you no longer need and emptying the Recycle Bin, you free up valuable Recycle Bin, you free up valuable storage space on your computerstorage space on your computer

• Windows 8 places files and folders you Windows 8 places files and folders you delete in the Recycle Bindelete in the Recycle Bin

• If you delete a folder, Windows 8 If you delete a folder, Windows 8 removes the folder as well as all files removes the folder as well as all files and subfolders stored in itand subfolders stored in it

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Deleting and Restoring FilesDeleting and Restoring Files

Delete File dialog boxDelete File dialog box

Microsoft Office 2013 Illustrated

Deleting and Restoring FilesDeleting and Restoring Files

• If you later discover that you need a If you later discover that you need a deleted file or folder, you can restore it deleted file or folder, you can restore it to its original location, but only if you to its original location, but only if you have not yet emptied the Recycle Binhave not yet emptied the Recycle 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

Microsoft Office 2013 Illustrated

Deleting and Restoring FilesDeleting and Restoring Files

Restoring a file from the Recycle BinRestoring a file from the Recycle Bin