Transcript Document 7260531

Microsoft Office 2003- Illustrated Brief
Understanding
File Management
Objectives





Create and save a WordPad
document
Open, edit and save an existing Paint
file
Work with multiple programs
Define file management
Work with a USB drive
Working with Programs, Files, and Folders Unit B
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Objectives





View files and create folders with My
Computer
Move and copy files with My
Computer
Manage files with Windows Explorer
Search for files
Delete and restore files
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Unit Introduction

Most of your work on a computer involves
using programs to create files
 For example, you might use WordPad to
create a résumé or Microsoft Excel to
create a budget
 You can also open and edit existing files
and copy and paste data from one file to
another
 You can use My Computer or Windows
Explorer to perform file management tasks
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Creating and Saving
a WordPad Document

When you open most programs, a new
blank document opens
 While the computer is on, your work is
automatically, and temporarily, stored
using the computer’s random access
memory (RAM)
 To store a document permanently, you
must save it as a file on a disk
– Files can be saved on a hard disk, floppy disk,
CD-ROM, or Zip disk
– File names can use up to 255 characters,
including spaces and punctuation
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Creating and Saving
a WordPad Document (cont.)
To create a new WordPad
document:
•
•
•
•
Formatting toolbar
Start WordPad
Type the document as you wish it
to appear
To select text you wish to format,
click to the left of the word, then
drag to the right until the text is
highlighted
Use the Formatting toolbar to
change the font, font size, or add
effects such as boldface
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Creating and Saving
a WordPad Document (cont.)

To save a file for
the first time:
Click to select the
location in which
to save the file
– Click File  Save
As
– In the Save As
dialog box, type a
new filename,
then click Save
Type new filename here
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Locating Your USB Flash Drive

It can sometimes be difficult to find the
slots for your flash drives
 The USB ports on your computer might be
in the front or back of the CPU
– On a notebook, the ports might be on the back
or side

The name of the flash drive that appears
in Windows Explorer depends on the
brand
 The letter assigned to your flash drive
might vary from what is shown and
referenced in this unit
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Opening, Editing, and Saving
an Existing Paint File

To open a Paint file:
– Click the Start button on
the taskbar, point to All
Programs, point to
Accessories, then click
Paint
– Click File  Open
– In the Open dialog box,
click the Look in list
arrow, then click the
drive and folder where
your file is located
– In the file list, click the
file, then click Open
Your drive
may display a
different letter
List of files
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Opening, Editing, and Saving
an Existing Paint File (cont.)
Name of the file
Tool Box
Color Box
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Opening, Editing, and Saving
an Existing Paint File (cont.)

To edit a Paint file, use the buttons in the Paint Tool Box
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Working with Multiple Programs

A powerful capability of Windows is that it
can run more than one program at a time
 Even if files were created in two different
programs, you can copy data from one to
another
 A program button on the taskbar
represents any window that is open on the
desktop
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Working with Multiple Programs
(cont.)

To copy text or objects from one program
to another:
– Select the text or object you want to copy
– Click Edit on the menu bar, then click Copy
– Click the program button on the taskbar for
the destination file
– Click in the file where you want the copied
information to appear
– Click Edit  Paste (or use the Paste button)
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Working with Multiple Programs
(cont.)

Overview of cutting, copying, and pasting
methods:
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Other Programs that Come
with Windows XP

Other Windows accessories include:
– A calculator
– Windows Movie Maker (used to create, edit,
and share movie files)
– An Address Book
– NetMeeting (used to set up a voice and/or
video conference over the Internet)
• Or use Remote Desktop Connection (allows
another person access to your computer to
diagnose or solve computer problems)
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Defining File Management

File management is organizing and
keeping track of files and folders
– Folders are areas on a flash drive (or other
removable storage medium) or hard disk that
help you organize your files

Windows has two main file management
tools:
– My Computer
– Windows Explorer
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Defining File
Management (cont.)

Windows XP gives you the ability to:
– Create folders in which you can save and
organize your files
– Examine and organize the hierarchy of files
and folders
– Copy, move, and rename files and folders
– Delete files and folders you no longer need
and restore files you delete accidentally
– Locate files quickly with the Windows XP
Search feature
– Use shortcuts
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Defining File
Management (cont.)

Sample file hierarchy:
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Working with a USB Drive

A USB flash drive is a compact, portable drive
that plugs into your computer’s USB port and can
store anywhere from several megabytes to
several gigabytes of data
– Also known as pen drive, jump drive, or keychain drive

To use a flash drive, you do not have to install
software or otherwise prepare the drive:
1. Remove the cap on the flash drive
2. Insert the flash drive into a USB port
3. Wait a few seconds until Windows recognizes the drive

You can use the Format command to quickly
erase its contents
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Working with a USB Drive
(cont.)

To copy a file from a USB drive:
– Place a flash drive in any available USB port
– Double-click the My Computer icon on the
desktop
– Double-click the flash drive icon to display its
contents, click on the file you wish to copy,
and click Copy this file in the File and Folder
Tasks list
– Select the destination in the list of drives, then
click Copy
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Working with a USB Drive
(cont.)
Flash drive icon
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Viewing Files and Creating
Folders with My Computer

To open My Computer and view files and folders:
– Double-click the My Computer icon on your desktop
– Double-click a drive or folder in the right pane to display its
contents in the right pane
Menu bar
Address bar
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Standard
Buttons toolbar
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Viewing Files and Creating
Folders with My Computer (cont.)


To create a new folder, select the location where
you want the new folder, create the new folder,
then name it meaningfully, so you can know its
contents by reading the name
To create a new folder:
– Navigate to the folder where the new folder will be
stored
– In the File and Folder Tasks pane, click Make a new
folder
– If necessary, click to select the folder, then click
Rename this folder in the File and Folder Tasks pane;
type the new filename, then press [Enter]
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Viewing Files and Creating
Folders with My Computer (cont.)

Buttons on the Standard Buttons toolbar in My
Computer:
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Moving and Copying Files
with My Computer

You can move a file or folder from one location to
another using a variety of methods in My
Computer
– By dragging them from one location to another
– Using the Cut, Copy, and Paste commands on the Edit
menu
– Right-clicking a file and selecting the appropriate option
in the menu that appears


The Common Tasks pane in My Computer
displays options such as “Move this file”
You can also right-click a file and use the Send To
command
– This can be used to back up files to another location,
such as a flash drive
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Moving and Copying Files
with My Computer (cont.)

If both the file and folder are visible, you can
simply drag the file to the new location to copy it
Up button
Common Tasks
pane
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When you drag a file to a new location,
the file and location are highlighted,
indicating that both are being used
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Moving and Copying Files
with My Computer (cont.)

To move a file:
– Select the file(s) to
move
– Click Move this file
or Move the
selected items in the
File and Folder
Tasks pane
– In the Move Items
dialog box, navigate
to the drive and
folder where you
want the file(s)
Folder to which files
will be moved
moved, then click
Move
Two files selected to
be moved
Click to move files
to selected location
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Moving and Copying Files
with My Computer (cont.)

Techniques for selecting multiple files and folders:
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Managing Files with
Windows Explorer

Windows Explorer differs from My
Computer, although the tasks you can
perform are the same
– The Explorer Bar displays the Folders pane,
which allows you to see and manipulate the
overall structure of the contents of your
computer or network while you work with
individual files and folders within that structure
– You can change the view in Windows Explorer
to display the Files and Folders task pane, or
in My Computer to display the Folders pane
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Managing Files with
Windows Explorer (cont.)

To open Window Explorer and view files and
folders:
– Click the Start button, point to All Programs, point to
Accessories, click Windows Explorer
– Click a folder in the Folders pane or double-click a
folder in the right-pane to display its contents in the right
pane
– Click the plus sign (+) or minus sign (-) in the Folders
pane to display or hide subfolders in the file hierarchy
– To change the display of the files and folders in the right
pane, click View on the menu bar, then click the
appropriate option
– To rename a folder, right-click it in either pane, click
Rename on the shortcut menu, type the name, then
press [Enter]
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Managing Files with
Windows Explorer (cont.)

Windows Explorer Window:
Left pane, known as the
Folders list or the
Explorer Bar
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Searching for Files

The Windows XP Search:
– Can help you quickly find any object
– Opens in the Search Explorer bar
– Gives you the option to find files or folders by
name, location, size, types, and date created
or last modified
• You can also search for a computer on your
network, a person in your address book, a Web
page, and people on the Internet
– Is also accessible from the Start menu
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Searching for Files (cont.)

To use the Search Companion pane:
– Click the Search button on the Standard Buttons toolbar
– Choose a search option method in the Search
Companion pane
– Type the search criteria in the text box
– Click Use advanced search options to open a larger
pane, click the Look in list arrow to choose a new
location if necessary
– Click the Search button
– The Search program finds the files and folders that
match the criteria
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Searching for Files (cont.)

Getting ready to search:
Search button
Search Companion
pane
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Searching for Files (cont.)

Specifying search options:
Enter search text here
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Accessing Files, Folders, Programs,
and Drives You Use Often

You can create shortcuts, which are icons
that represent an object stored somewhere
else
– Shortcuts can be placed on the desktop
– Double-click a shortcut to open the object or
program it represents

To create a shortcut:
– View the item in My Computer or Windows
Explorer
– Drag using the right-mouse button to the desktop
– Click Create Shortcuts Here on the shortcut menu
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Accessing Files, Folders Programs,
and Drives You Use Often (cont.)

You can also pin items to the Start
Menu so that they are always at the top
left side of the menu
– To pin an item, open the Start menu, view
the item you want to pin, right-click the
program name, then click Pin to Start menu
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Deleting and Restoring Files

You can delete (or remove) items you no
longer need
– If you delete a file or folder from the hard disk,
it goes to the Recycle Bin
– The Recycle Bin stores all items you delete
from your hard disk until you remove them
permanently
– By emptying the Recycle Bin, you can restore
any files you might have deleted accidentally
– If you delete a file from a floppy disk it cannot
be restored
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Deleting and Restoring Files
(cont.)

Methods for deleting and restoring files:
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Customizing your Recycle Bin

You can adjust Recycle Bin settings by
right-clicking the Recycle Bin on the
desktop, then clicking Properties on the
shortcut menu
 Settings options include:
– Deleting files from the hard drive immediately
instead of placing them in the Recycle Bin
– Increasing or decreasing the amount of space
allotted to the Recycle Bin by moving the
Maximum Size of Recycle Bin slider
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