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

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

6Microsoft Windows 7 - Illustrated

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.


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


View Button

Navigation Pane

File/Folder List area

Navigating in Window Screen


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”


Folder

Subfolders

File

File

Subfolders

Files

Example of a File Hierarchy


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



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


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


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


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


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


Save As Dialog BoxSave As Dialog Box

Saving to USB Flash Drive

File Extension


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


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


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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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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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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Deleting and Restoring FilesDeleting and Restoring Files

Delete File dialog boxDelete File dialog box

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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.