microsoft office 2003- illustrated brief file management understanding

Microsoft Office 2003- Illustrated Brief

File ManagementUnderstanding

2Working with Programs, Files, and Folders Unit B

Learn basic file operations in a program

Learn commonly used XP commands and programs.

Objectives


From the program– If the program is on Desktop, double

click it.– If the program is on Start Menu, click it.– Click Start, click All Programs, find the

program and click it.

To Start a Program


From the data file– If the file is on Desktop, double click it.– If the file is on My Recent Documents,

click it.– Click My computer (or My Document),

file the file and click it to start the program

To Start a Program


Programs and Files

Most of your work on a computer involves using programs to create/edit files

Click File or Office Button, then Click Create to create a new file Click Open (Ctrl+O) to open a file Click Save (Ctrl+S) to save a file with the

original file name (overwrite the opened file)

Click Save As to save a file with a new file name


Programs and Files

When you open most programs, a new blank document opens

Your work is automatically, and temporarily, stored in the computer’s random access memory (RAM)

To store a document permanently, you must save it as a file on a disk using Save or Save As…


Programs and Files

When a file is opened, the original file on the disk remains unchanged until the file is saved to it.

To close a file, click File, click Close. You may close a file with/without saving it at first.

Open a file on a USB drive. Do not remove the USB drive unless you closed the file.

Short cuts: Ctrl+O (Open), Ctrl+S (Save)


Programs and Files

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 by copy and paste

A program button on the taskbar represents any window that is open on the desktop


Program and Files

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

OR right-click on the selected text, then click Copy

– Go to another program window, click the file– Click Edit, click Paste (or use the Paste

button) OR right-click the place you like to put the text, and click Paste


Working with Opened Files

Keyboard shortcuts for cut, copy, paste:– Cut (Ctrl+X): removes selected information

from a file and places it on the clipboard– Copy (Ctrl+C): places a copy of the selected

information on the clipboard, leaving the file intact.

– Paste (Ctrl+V): inserts whatever is currently on the clipboard into the same file or another file.


Working with Files/Folders

Left button drag/drop– Drag/Drop to copy files between

different drives.– Drag/Drop to move files on the same

drive.– Drag/Drop to delete files to recycle bin.



Right button drag/drop– Drag/Drop a file/folder to a different

location, either on the same drive or different drives.

– After dropping, you have three choices:• Copy here• Move here• Create shortcuts here• Cancel



There are many ways to deal with files/Folders.– Left Drag/drop– Right Drag/drop– Right-click– Click Edit on the menu bar– Click the commands on the left panel

Keep using one or two ways you like to avoid confusion.



Display file extensions in Explorer– Click Tools– Click Folder Options– Click View– Uncheck “Hide extensions for unknown

file types”



Show system files and other hidden files/folders in Explorer– Click Tools– Click Folder Options– Click View– Uncheck “Hide protected operating

system files”– Check “Show hidden files and folders”



Open each folder in the same/different window in Explorer– Click Tools– Click Folder Options– Click General– Check “Open each folder in the same

window” OR “Open each folder in its own window”



Set single or double click to open a file and folder in Explorer– Click Tools– Click Folder Options– Click General– Check “Single-click to open an item” OR

“Double-click to open an item”


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

– Is also accessible from the Start menu


Searching for Files

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


Searching for Files

Getting ready to search: Search button

Search Companion pane


Searching for Files

Specifying search options:

Enter search text here


Searching for Files

Search criteria doc may producetemp.doc, grade.docx, doc.ppt, mydocument.txt

Wild card *: one or more any characters– Criteria *.doc produces temp.doc– Criteria *.doc* produces temp.doc, grade.docx– Criteria doc* produces doc.ppt– Criteria *doc* produces temp.doc, grade.docx,

doc.ppt, mydocument.txt– Criteria g*doc* produces grade.docx


Create Shortcuts

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


Pin Item to Start Menu

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


Deleting and Restoring Files

If you delete a file or folder from the hard disk, it goes to the Recycle Bin and can be restored

If you delete a file or folder from other drives, it is permanently deleted.


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


Web Browser

URL: Universal Resource Locator, unique web address.

Client and server model:– Browser is the client making requests– The site of URL holds the server to

reply to the client’s request– To build a web site requires to build a

web server– Web hosting


Major Web Browser

Internet Explorer (Microsoft): most popular, feature rich, but slower than Chrome

Chrome (Google): simple, fast Firefox (Open source movement): free and

open, also fast. Safari (Apple): fast, reliable. Not as many

features as IE. All browsers are free.


Web Browser: Cookies

A very small text file placed on your hard drive by a Web server.

It is essentially your identification card, and cannot be executed as code or deliver viruses.

It tells the server that you returned to that Web page.


Web BrowserCookies, History, Temp Files

Set up the memory size for temp files number of days for histories: (IE)– Click Tools– Click Internet Options– Under Browsing Histories, click Settings– Make your selections



Delete cookies, histories and temp files (IE)– Click Tools– Click Internet Options– Under Browsing Histories, click

Delete…– Check what to be deleted, click Delete– Many people check and delete all items



Organize your favorites: (IE)– Favorites can be organized through the

browser– If there are many items to be fixed,

better go to the favorites folder– The folder is in

C:\Document and Setting\UserName– Do the normal operations to the folder

such as delete, move…


Web Browser

Security– Avoid phishing sites.– Close your browser down after logging

out from your bank web sites…– Clear your histories, cookies and temp

files to avoid other people tracking you.– Do not log into your bank web sites and

other important sites on a public computer.

– Always protect your personal info.


Other Useful Items (adv.)Compuer/Properties

Right-click Computer icon on desktop OR Computer on Start Menu, then click Properties

Windows displays the general information of your computer.

The most recent Service Pack is 3. A service pack contains all the

previous patches, upgrades.


Other Useful Items (adv.)Compuer/Hardware

Right-click Computer icon on Desktop or Computer on the Start Menu, then click Properties

Click Hardware Click Device Manager The hardware components are

displayed Click on each one to get its property


Other Useful Items (adv.)Disk Defragment

Very useful tool to improve system performance

Many ways to access the tool Right click Computer, click Manage, click

Disk Defragmenter. OR Click Start, All Programs, Accessories,

System Tools, Disk Defragmenter


Other Useful Items (adv.)Disk Defragment

After the program started, click Analyze.

The system will analyze the disk and tell you if you need defragment.

If needed, click Defragment. It takes hours to defrag a large disk.


Other Useful Items (adv.)System Restore

It’s a very useful tool and restores the previous stable system

Click Start, Click All Programs, Click Accessories, Click System Tools, Click System Restore

One can – Restore the computer system to an

earlier time OR– Create a restore point

microsoft office 2003- illustrated brief file management understanding

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