microsoft office 2007 – illustrated understanding file management

Microsoft Office 2007 – IllustratedMicrosoft Office 2007 – Illustrated

Understanding File Management

22Microsoft Office 2007 – IllustratedMicrosoft Office 2007 – Illustrated

ObjectivesObjectives• Manage folders and filesManage folders and files

• Open the Computer windowOpen the Computer window

• Create and save documentsCreate and save documents

• Open the Documents folderOpen the Documents folder

• Copy filesCopy files


ObjectivesObjectives• Open, edit, and print filesOpen, edit, and print files

• Move and rename filesMove and rename files

• Search for filesSearch for files

• Delete and restore filesDelete and restore files


IntroductionIntroduction• Microsoft Windows Vista manages Microsoft Windows Vista manages

all the folders and files on your hard disk all the folders and files on your hard disk and on other types of disksand on other types of disks

• Each Each drivedrive on a computer is a on a computer is a physical location for storing filesphysical location for storing files

• The The hard diskhard disk is a built-in, is a built-in, high-capacity, high-speed storage medium high-capacity, high-speed storage medium for all the software, folders, and files for all the software, folders, and files on a computeron a computer


Managing Folders and FilesManaging Folders and Files

• File managementFile management refers to the strategy refers to the strategy and tasks that you use to organize and and tasks that you use to organize and maintain the folders and files on a diskmaintain the folders and files on a disk

• You need to develop a strategy that You need to develop a strategy that enables you to quickly find the files enables you to quickly find the files you needyou need

• Windows provides a variety of file Windows provides a variety of file management tools to assist you management tools to assist you in these tasksin these tasks



• You can use Windows Vista to create You can use Windows Vista to create foldersfolders for storing and organizing files for storing and organizing files

• Folders provide a location Folders provide a location for storing your important filesfor storing your important files

• 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

• When you create a folder, you give each When you create a folder, you give each folder a unique folder a unique folder namefolder name that identifies that identifies the types of files you store in the folder the types of files you store in the folder and the purpose of the folderand the purpose of the folder



• You can use Windows Vista to create You can use Windows Vista to create folders for storing and organizing filesfolders for storing and organizing files

• A folder can contain other A folder can contain other folders, called folders, called subfolderssubfolders, , to further organize files into to further organize files into smaller groupssmaller groups

• The term The term file hierarchyfile hierarchy describes the logic describes the logic and layout of the folder structure on a diskand layout of the folder structure on a disk

• Windows Vista provides a Windows Vista provides a Documents folderDocuments folder on the hard disk drive where you create on the hard disk drive where you create folders and subfolders for your filesfolders and subfolders for your files



• You can use Windows Vista to create You can use Windows Vista to create folders for storing and organizing filesfolders for storing and organizing files

• Most programs automatically assume Most programs automatically assume you want to save and open files in the you want to save and open files in the Documents folderDocuments folder

• Windows Vista provides other folders Windows Vista provides other folders for other types of files, such as:for other types of files, such as:

• MusicMusic

• PicturesPictures

• VideosVideos


Folder

Subfolders

File

File

Subfolders

Files

Example of a File HierarchyExample of a File Hierarchy


Your user subfoldersYour user subfolders Your user account folderYour user account folder

Shortcuts to other Shortcuts to other user subfoldersuser subfolders

Your Personal User FoldersYour Personal User Folders



• You can also use Windows Vista to:You can also use Windows Vista to:

• Rename, copy, and move folders and filesRename, copy, and move folders and files

• Delete and restore folders and filesDelete and restore folders and files

• Locate folders and files quickly Locate folders and files quickly using using Instant SearchInstant Search

• Use shortcuts to access Use shortcuts to access

frequently used files and foldersfrequently used files and folders

• A A shortcutshortcut is a link that gives you quick is a link that gives you quick access to a folder, file, or Web siteaccess to a folder, file, or Web site


Opening the Computer WindowOpening the Computer Window

• The The Computer windowComputer window shows the drives shows the drives in your computer and organizes them in your computer and organizes them into two groups:into two groups:

• Hard Disk DrivesHard Disk Drives

• Devices with Removable StorageDevices with Removable Storage

• A A devicedevice is a hardware component is a hardware component in your computerin your computer

• Removable storageRemovable storage refers to storage media refers to storage media that you can easily transfer from one computer that you can easily transfer from one computer to anotherto another


USB Flash Drives (UFDs)USB Flash Drives (UFDs)

• A popular removable storage deviceA popular removable storage device

USB Flash Drive

Cap

Flash Drive & USB Connector

USB Connector

USB = Universal Serial BusUSB = Universal Serial Bus


Opening the Computer WindowOpening the Computer Window

• Windows assigns each drive Windows assigns each drive a different a different drive namedrive name to to distinguish one drive from distinguish one drive from anotheranother

• The drive name consists of a letter of the The drive name consists of a letter of the alphabet followed by a colon, for example:alphabet followed by a colon, for example:

C:C: is the drive name that is usually assigned is the drive name that is usually assigned to the hard disk driveto the hard disk drive

When you refer to this drive, you call it When you refer to this drive, you call it drive Cdrive C (or just the hard disk drive) (or just the hard disk drive)


Drive Drive TypeType

DriveDriveIconIcon Friendly NameFriendly Name Drive NameDrive Name CalledCalled

Floppy Floppy Disk Disk DriveDrive

3½ Floppy3½ Floppy A:A: Drive ADrive A

Hard Disk Hard Disk DriveDrive

Local DiskLocal Disk C:C: Drive CDrive C

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, D:for example, D:

Drive DDrive D

DVD DVD DriveDrive

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, 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


CD & DVD DisksCD & DVD Disks

CD-RWCD-RW

DVD-RWDVD-RW

RewriteableRewriteable • You can record to the disk You can record to the disk multiple timesmultiple times

• You can read from the disk You can read from the disk multiple timesmultiple times

CD-RCD-R

DVD-RDVD-R

RecordableRecordable • You can record once to the You can record once to the disk (you may be able to add disk (you may be able to add to the disk)to the disk)


CD-ROMCD-ROM

DVD-ROMDVD-ROM

Read-OnlyRead-Only • You cannot record to the diskYou cannot record to the disk



Drive icon

Friendly name

Drive name

Preview Pane

Navigation Pane

Address Bar

Toolbar

The Computer WindowThe Computer Window


TermTerm Equals Equals ApproximatelyApproximately

ExampleExample Storage SpaceStorage Space

ByteByte One character of One character of storage space on storage space on

disk or in RAMdisk or in RAM

A simple text file with the A simple text file with the name name To-Do ListTo-Do List

(10 characters plus space)(10 characters plus space)

10 bytes 10 bytes (1 byte per (1 byte per character)character)

KilobyteKilobyte(KB or K)(KB or K)

One thousand bytesOne thousand bytes A file with a 10-page A file with a 10-page term paper (approx. 3,500 term paper (approx. 3,500

characters per page)characters per page)

35 KB, 35 KB, or approx. or approx.

35,000 bytes35,000 bytes

MegabyteMegabyte(MB or M)(MB or M)

One million bytesOne million bytes(or one thousand (or one thousand

kilobytes)kilobytes)

512 MB USB flash drive512 MB USB flash drive 512 MB, or 512 MB, or approx. 512 approx. 512

million bytesmillion bytes

GigabyteGigabyte(GB or G)(GB or G)

One billion bytes One billion bytes (or one thousand (or one thousand

megabytes)megabytes)

350 GB hard disk350 GB hard disk 350 GB, or 350 GB, or approx. 350 approx. 350 billion bytesbillion bytes

TerabyteTerabyte(TB or T)(TB or T)

One trillion bytes One trillion bytes (or one thousand (or one thousand

gigabytes)gigabytes)

1 TB hard disk1 TB hard disk 1 TB, or 1 TB, or approx. one approx. one trillion bytestrillion bytes

Storage Capacity TermsStorage Capacity Terms


Creating & Saving DocumentsCreating & Saving Documents

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

• You must You must savesave your document to a disk, 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

• When you save a document, When you save a document, it is recorded in a file on a diskit is recorded in a file on a disk



• When you save a file, you When you save a file, you give it a give it a filenamefilename that clearly that clearly identifies the file’s contentsidentifies the file’s contents

• The filename can be up to The filename can be up to 255 characters255 characters in length and may include spaces and in length and may include spaces and certain symbolscertain symbols

• For example, if you create a file For example, if you create a file with a to-do list, you can name it:with a to-do list, you can name it:

To-Do ListTo-Do List



• 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 the type of filetype of file, for example, , 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 usually The file extension is usually three characters in lengththree characters in length



• Windows includes programs Windows includes programs called called AccessoriesAccessories that you can use that you can use to create different types of documentsto create different types of documents

• WordPadWordPad is an Accessory for creating is an Accessory for creating simple text documents, like a report, simple text documents, like a report, term paper, letter, or a to-do listterm paper, letter, or a to-do list

• You open Accessories You open Accessories from the All Programs menufrom the All Programs menu


Name of program

Format Bar

Toolbar

Insertion point

Ruler

Status Bar

Document window

Temporary filename

Menu bar

A WordPad DocumentA WordPad Document


Saving a DocumentSaving 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 select the drive so that you can select the drive and folder where you want to save the file and folder 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 DocumentSaving 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 option This menu option alwaysalways displays a Save displays a Save As dialog box so that you can select the As dialog box so that you can select the drive and folder where you want to save drive and 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 On a different disk

•In a different folder In a different folder

•Under a different filenameUnder a different filename

•Some combination of these Some combination of these three optionsthree options


Save As Dialog BoxSave As Dialog Box

Current folder

Type new filename here

Navigation Pane

Type of file

Folders in the current folder

Dialog box name


The Documents FolderThe Documents Folder

• The Documents folder is a Windows folder The Documents folder is a Windows folder designed for storing all your files on your designed for storing all your files on your computer’s hard disk drivecomputer’s hard disk drive

• When you open or save a document, most When you open or save a document, most programs assume you want to open the file programs assume you want to open the file from, or save the file to, the Documents folderfrom, or save the file to, the Documents folder

• You can open other important folders, You can open other important folders, such as the Pictures, Music, and Video, such as the Pictures, Music, and Video, from the Documents folderfrom the Documents folder


The Documents FolderThe Documents Folder

Navigation Pane

Address BarToolbar

Details Pane

Files

Folders

Preview Pane


Copying FilesCopying Files

• You can copy a file, a group of files, or one You can copy a file, a group of files, or one or more folders from one drive to anotheror more folders from one drive to another

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

Hard Disk Drive USB Flash Drive

Copy


Copying FilesCopying Files

• The ability to copy folders and files allows The ability to copy folders and files allows you to create you to create backupsbackups of important folders of important folders and files in case you lose the original and files in case you lose the original folders and files folders and files

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

• You can use the You can use the Send To menuSend To menu to quickly to quickly copy a file, a group of files, a folder, or a copy a file, a group of files, a folder, or a group of files from one disk drive to group of files from one disk drive to anotheranother


Using the Send To Using the Send To Menu to Copy a FileMenu to Copy a File

Step 3: Click drive to copy to

Step 2: Point to Send To

Step 1:Right-click file to copy


Using the Address Bar toUsing the Address Bar toSwitch to Another DriveSwitch to Another Drive

Step 1: Click drop-down list arrow to display a list of locations on your computer

Step 2: Click to switch to the Computer window, then

you can double-click the drive you want to switch to


Using the Address Bar toUsing the Address Bar toSwitch to Another FolderSwitch to Another Folder

Step 1: Click drop-down list arrow to display a list of locations under the

user account folder

Step 2: Click to switch to the Pictures folder

User account folder


Using the Address Bar toUsing the Address Bar toSwitch to Another FolderSwitch to Another Folder

Step 1: Click drop-down list arrow to display a list of locations under

the Documents folder

Step 2: Click to switch to a subfolder under the Documents

folder

Current folder


Opening, Editing, Opening, Editing, and Printing Filesand Printing Files

• After creating a document, you might After creating a document, you might want to open that document and want to open that document and editedit, , or make changes to, the documentor make changes to, the document

• Or you might want to Or you might want to formatformat, , or enhance the appearance of, or enhance the appearance of, the documentthe document

• After you change the document, After you change the document, you usually save it under the same you usually save it under the same filenamefilename


To Open a DocumentTo Open a Document

1.1. You open the program You open the program used to create the documentused to create the document

2.2. Then you use the program’s Then you use the program’s command for opening a file:command for opening a file:

• You can use the Open You can use the Open command from the File command from the File menu on the menu barmenu on the menu bar

• You can use the Open button You can use the Open button on the Toolbaron the Toolbar

Either option displays the Open dialog boxEither option displays the Open dialog box


To Open a DocumentTo Open a Document

3.3. In the Open dialog box, you locate In the Open dialog box, you locate a document by first opening the:a document by first opening the:

a.a. DriveDrive where the document where the document is stored, and then theis stored, and then the

b.b. FolderFolder where the document where the document is storedis stored

4.4. Then you select the document Then you select the document and click the Open buttonand click the Open button


Open Dialog BoxOpen Dialog BoxDrive where

the file is stored

Select file to open

Click to open the selected file

Navigation Pane

Dialog box name


To Preview a DocumentTo Preview a Document

• Use Use Print PreviewPrint Preview to examine a full-page to examine a full-page layout of the document before you printlayout of the document before you print

• To open Print Preview:To open Print Preview:• Click Print Preview Click Print Preview

on the File menuon the File menu

oror

• Click the Print Preview Click the Print Preview button on the Toolbarbutton on the Toolbar

• If you discover a problem, you can If you discover a problem, you can correct the error before you print correct the error before you print and save paper and toner inkand save paper and toner ink


Print PreviewPrint Preview Closes Print Preview without closing the file

Top margin

Bottom margin

Right marginLeft margin


Creating a New FolderCreating a New Folder

• To create a new folder, you To create a new folder, you click the click the Organize buttonOrganize button on on the folder window toolbar, the folder window toolbar, then click then click New FolderNew Folder

• Windows creates a new folder Windows creates a new folder named named New FolderNew Folder, highlights , highlights the folder name, and waits for the folder name, and waits for you to type a new name for the you to type a new name for the folderfolder

• After you type a new name for the folder, After you type a new name for the folder, you press the you press the Enter keyEnter key to assign the name to assign the name to the folderto the folder


Creating a New FolderCreating a New Folder

Organize button Command for

creating a new folder

Type a name for the new folder and press Enter


Moving FilesMoving Files

• You can move a file, a group of files, You can move a file, a group of files, or one or more folders from one drive or one or more folders from one drive to another or from one folder to anotherto another or from one folder to another

• When youWhen you move move a file, the original file a file, the original file is stored in a new locationis stored in a new location

Hard Disk Drive USB Flash Drive

Move


Moving FilesMoving Files

• You can use You can use drag-and-dropdrag-and-drop to drag to drag a file from one folder to another a file from one folder to another on the same driveon the same drive

Drag and drop onto the French Polynesia Tour folder

ToolTip

Icon of file being dragged


To Rename a Folder or FileTo Rename a Folder or File

• You select the folder or file you want to renameYou select the folder or file you want to rename

• Next, you click the Next, you click the Organize buttonOrganize button on the window’s toolbar and then click the on the window’s toolbar and then click the Rename commandRename command on the Organize menu on the Organize menu

• Windows highlights the folder name or the Windows highlights the folder name or the filename so you can rename the folder or filefilename so you can rename the folder or file

• After you type a new name, you press the After you type a new name, you press the Enter Enter keykey to assign the new name to the folder or file to assign the new name to the folder or file

• You can also use the You can also use the [F2][F2] keyboard shortcut keyboard shortcut to rename a folder or fileto rename a folder or file


Searching for FilesSearching for Files

• You can use the You can use the Instant SearchInstant Search feature to quickly feature to quickly find a folder or file on your computerfind a folder or file on your computer

• To search for a file, you click the Start button, To search for a file, you click the Start button, click inside the Start Search box, and then type click inside the Start Search box, and then type search criteriasearch criteria

• Search criteriaSearch criteria consists of a word or phrase consists of a word or phrase that Window uses to find a folder or filethat Window uses to find a folder or file

• You can search using all or part of a filename, You can search using all or part of a filename, a unique word in a file, or the file type, such as a unique word in a file, or the file type, such as document, picture, or musicdocument, picture, or music

• Windows displays the Search results Windows displays the Search results in the left pane of the Start menuin the left pane of the Start menu


Examples of Search CriteriaExamples of Search Criteria

You can use any of the following search criteria You can use any of the following search criteria to find a file with the filename to find a file with the filename To-Do ListTo-Do List

ToTo Windows finds all folders and files (including Windows finds all folders and files (including programs) that have the word “programs) that have the word “toto” somewhere ” somewhere in the folder name or filenamein the folder name or filename

To-DoTo-Do Windows finds all folders and files that have the Windows finds all folders and files that have the phrase “phrase “to-doto-do” somewhere in the folder name or ” somewhere in the folder name or filenamefilename

ListList Windows finds all folders and files that have the word Windows finds all folders and files that have the word ““listlist” somewhere in the folder name or filename” somewhere in the folder name or filename

To-Do ListTo-Do List Windows finds all folders and files that have the Windows finds all folders and files that have the phrase “phrase “to-do listto-do list” somewhere in the folder name ” somewhere in the folder name or filenameor filename

NoteNote: Searches are not case-sensitive. You can use uppercase : Searches are not case-sensitive. You can use uppercase or lowercase letters when you type your search criteria.or lowercase letters when you type your search criteria.


Using Boolean FiltersUsing Boolean FiltersYou can use the following You can use the following Boolean filtersBoolean filters to specify multiple search criteriato specify multiple search criteria

ExampleExample

ANDAND tour AND proposaltour AND proposal Windows finds all files that contain Windows finds all files that contain the word the word tourtour and the word and the word proposalproposal anywhere in the filenameanywhere in the filename

OROR tour OR proposaltour OR proposal Windows finds all files that contain the word Windows finds all files that contain the word tourtour or the word or the word proposalproposal (or both) (or both) anywhere in the filenameanywhere in the filename

NOTNOT Tour NOT proposalTour NOT proposal Windows finds all files that contain the word Windows finds all files that contain the word tourtour in the filename and that also does not in the filename and that also does not contain the word contain the word proposal proposal in the filenamein the filename

“”“” ““tour proposal”tour proposal” Windows finds all files that contain the exact Windows finds all files that contain the exact phrase “phrase “tour proposaltour proposal” in the filename” in the filename

NoteNote: You must type AND, OR, and NOT in uppercase: You must type AND, OR, and NOT in uppercase


Instant SearchInstant Search

Search criteria

More specific search criteria

narrow the search

More specific search criteria

narrow the search

Search results


Deleting and Restoring FilesDeleting and Restoring Files

• If you delete a folder or file from the hard disk, If you delete a folder or file from the hard disk, Windows places the folder or file in the Windows places the folder or file in the Recycle BinRecycle Bin

• If you delete a folder or file and then change your If you delete a folder or file and then change your mind, you can open the Recycle Bin and restore mind, you can open the Recycle Bin and restore the folder or file to its original locationthe folder or file to its original location

• If you delete a folder or file from removable If you delete a folder or file from removable storage media, such as a flash drive, the folder or storage media, such as a flash drive, the folder or file is not placed in the Recycle Bin, but is instead file is not placed in the Recycle Bin, but is instead removed from the disk, and you cannot restore it removed from the disk, and you cannot restore it with Windowswith Windows



• You can periodically empty the You can periodically empty the Recycle Bin to free up valuable Recycle Bin to free up valuable storage space on your diskstorage space on your disk

• If you empty the Recycle Bin, Windows If you empty the Recycle Bin, Windows permanently deletes the contents of the permanently deletes the contents of the Recycle Bin and you cannot restore any Recycle Bin and you cannot restore any previously-deleted folders or filespreviously-deleted folders or files

• If you delete a folder or file that is too large for If you delete a folder or file that is too large for the Recycle Bin, Windows will ask you if you the Recycle Bin, Windows will ask you if you want to permanently delete the folder or filewant to permanently delete the folder or file



• To delete a folder or file:To delete a folder or file:• You select the folder or fileYou select the folder or file

• You press the You press the Delete keyDelete key on the keyboard on the keyboard

• To restore a deleted folder or file:To restore a deleted folder or file:• You open the Recycle Bin on the desktopYou open the Recycle Bin on the desktop

• You select the folder or file You select the folder or file you want to restore and click you want to restore and click the the Restore this item buttonRestore this item button

• You can use the You can use the Restore all items buttonRestore all items button to restore everything in the Recycle Bin to restore everything in the Recycle Bin to their original locationsto their original locations