COMPRESSING, CONVERTING, IMPORTING, BACKING UP

FILES

Advanced Technology Skills

Utility Programs

A type of system software that allows a user to perform maintenance type tasks, usually related to managing a computer, its devices or its programs.

File ManagerSearch UtilityUninstallerDisk DefragmentBackup and Restore

UtilitiesScreen SaverPersonal FirewallAntivirus Programs

Spyware and Adware Removers

Internet FiltersFile CompressionMedia PlayerDisc BurningPersonal Computer

Maintenance

UTILITY PROGRAMS MAY INCLUDE:

File Manager

Allows you to : Display files and storage available Create Folders and organize files in folders using ,

drag and drop method, cut/paste or copy/ past Copy, rename, delete, move and sort files or folders Create a shortcut

Compressing Files

Compress a File – (or ZIP) – to minimize its size, making it easier to store or transmit

Use Windows to Compress FilesWhen you compress a file, you create a

compressed, or zipped, folder in which the file is stored.

By default the compressed folder has the same name as the compressed file but you can rename it.

Compressing Files

You can compress multiple files together in in one folder.

You can even compress entire folders.

To use the compressed files, you must extract them from the folder.

When you extract the files, you copy them from the compressed folder to a destination location.

Steps to Compressing a File

If you have right clicking available simply right click on the document, click SEND TO and choose zipped or compressed file.

If you do not have right clicking available— Click on the file Push the “Alt” key ( this will bring up menu bar – File,

etc.) Click on File, Send to and choose zipped or

compressed file

File Conversion

If some Word 2010 features are not supported by the selected file type when you save or open the file, Word displays a File Conversion or Compatibility Checker dialog box that shows you how the new format will affect the document contents.

File Conversion—Converting one file format to another type of file format

Converting File or Resaving to a Different File Type

While the document is open on your screen Go to File and choose SAVE AS When the window opens for

you to save—you can now change the file type to whatever type you need to

OR While the document is open you can click on FILE and then SAVE and SEND and change the FILE TYPE here before sending/saving

Importing Files

To bring information into a program from another program

Microsoft Word 2010 includes native functionality that allows you to import, or insert, a PDF file into a Word document.

Instructions Embed a PDF

1. Launch Microsoft Word and create a new file or open an existing file.

2. Place your cursor where you want to insert a PDF file and click the "Insert" tab.

3. In the Text group, click “Object.”

4. Click "Adobe Acrobat Document" and click "OK."

5. Navigate to and select the PDF you would like to insert.

6. Click "Open."

Importing Files Continued

You can also import (bring in) graphics or video into a presentation software or document.

Backing Up Files

Creating backup files should be done regularly in the event your originals are lost, damaged, or destroyed.

Can be backed up to : Folder/hard disk drive Network Flash Drive DVD/ CD Online Locker Area

Summary

Utility Programs allow us to perform many additional tasks.

Compressing Files is done to reduce the size of the files so it takes up less space or storage.

We can convert files to other file types.Importing is available not only with

documents but pictures, etc.Always back up your files.