Microsoft Windows File Management Basics

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Microsoft Windows®

File Management Basics

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What is file management?

File management encompasses any procedure that helps you organize your

computer-based files so that you can find and use them more efficiently. Depending on

your computer’s operating system, you may be able to organize and manipulate your

files from within an application program, or by using a special file management utility

provided by the operating system.

How does the operating system help me manage files?

Although most application software provides access to commands that you use

to save, open, rename, and delete individual files, you might want to work with groups

of files, or perform other file operations that are inconvenient within the Open or Save

dialogue boxes. Most operating systems provide

file management utilities

that give

you the “big picture” of the files you have stored on your disks and help you work with

them.

Microsoft Windows® provides a file management utility that can be accessed

from the

My Computer

icon, or from the

Windows Explorer

option on the Start menu.

These utilities help you:

● View a list of files

● Find files

● Move files from one place to another

● Make copies of files

● Delete files

● Rename files

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Windows Explorer

By now, you may have noticed that Windows provides more than one method for completing any number of tasks on your computer. This is very true when it comes to file creation, storage and management. One feature Windows versions 95 through XP have in common is Windows Explorer – an interface option that allows you to see all of the drives, folders and files on your computer in a single view.

To activate the Windows Explorer view:

1. Left-click the Start button at the bottom left corner of your Desktop.

2. Place your cursor over the All Programs heading until the programs list appears. 3. Place your cursor over the Accessories option until its sub-list appears.

4. Left-click the Windows Explorer heading to open the program.

WHAT IF Windows Explorer IS NOT IN THE LIST?

Then it’s been moved to another location on your computer. Simply run the Search feature in the Start Menu (see page 6), using Windows Explorer as the search keywords. Your

computer will locate the program for you, after which you can open it with a left-double-click. The Windows Explorer window is divided into two “window panes.” The pane on the left side of the window lists each of the storage devices connected to your computer, plus several Important system objects, such as My Computer, Network Neighborhood, and the Desktop.

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Expanding Your View:

The storage locations (also called, Directories) listed on the left side of the Windows Explorer pane can be expanded or collapsed according to what part of the hierarchy you wish to work with. The example below shows the list with all of the computer’s directories in their collapsed state. You can expand the view of each directory by left-clicking the “+” symbol to the left of the desired

directory on the list. If the desired directory does not have a “+” , then there is nothing more to view within that directory.

Collapsed View:

TO VIEW

Document Folders – expand the My Documents directory.

Computer Drives – expand the My Computer directory.

Computers You Are Networked To – expand the My Network Places directory.

(Rarely for home use)

Deleted Files – expand the

Recycle Bin directory.

Expanded View:

SUB-DIRECTORIES

Directories often contain sub-directories that can be

further expanded. At this point sub-directories are called

folders, which may contain even more folders (called, sub-folders), which eventually contain files.

FOLDERS vs. FILES

(Hint: look at the icons) Folders can be expanded to view their contents.

Files cannot be expanded – they can only be opened, or viewed (see next page).

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Viewing Folders, Sub-Folders and Files in Windows Explorer:

This is the basis for locating folders and files anywhere in your computer. On your own time, explore the storage hierarchy of your computer’s hard drive (C:), or insert a CD-ROM into your CD drive and use Windows Explorer to view what files it contains. Knowing your way around your computer’s storage locations (Directories) is the first step in learning file management.

Now that you understand how to find files on your computer, the next thing to learn is how to create your own folders (Directories) and organize their locations to meet your needs.

NOTES: _ ________

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File Management with Windows Explorer

The term File Management means nothing more than the practice of organizing your files into a logical system of folders (Directories) on your computer. Windows Explorer is one way to do this effectively because it gives you a visual environment in which to organize your computer. There are 3 basic things you should know how to do in order to be a decent file manager:

1. Create, name, re-name, and move folders within your computer’s directories. 2. Move files within your computer’s directories.

3. Understand what kind of file you are looking at without having to open it. Creating, Naming, and Re-naming Files & Folders:

Let’s return to the Secret White House Files example:

These are the basic steps for creating, naming and re-naming a folder (sub-folder, etc.) anywhere within your computer’s directory.

RE-NAME A FILE:

This is done exactly the same way as if you were re-naming a folder. Simply locate the file to be re-named; right-click the icon for that file; select Re-name from the drop-down list; and type the new file name in from the keyboard. (Don’t forget to hit Enter when you’re done!)

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Moving Files & Folders Around:

Windows Explorer takes the guesswork out of moving files and folders to new locations within your computer’s directories. If you can perform the left-click-drag function of the mouse, you’re already half-way there!

Moving From One Directory to Another:

NOTES: _________________________________________________________________________ ________________________________________________________________________________ ________________________________________________________________________________ ________________________________________________________________________________ ________________________________________________________________________________ ________________________________________________________________________________ ________________________________________________________________________________ ________________________________________________________________________________ ________________________________________________________________________________ ________________________________________________________________________________

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Moving From One Drive to Another:

This is done the same way and Directory-to-Directory movement. The only difference is that the files or folders have to be saved to their new location. This is often handled automatically by Windows if you are simply moving between a floppy disk (A: drive) and your hard disk (C: drive). If you are moving files to a blank CD or DVD, older versions of Windows may require you to work with burning software to handle this task. Windows XP, however, has built-in capabilities for quickly burning a file or folder to CD or DVD without needing additional software.

Example: NOTES: _________________________________________________________________________ ________________________________________________________________________________ ________________________________________________________________________________ ________________________________________________________________________________ ________________________________________________________________________________ ________________________________________________________________________________ ________________________________________________________________________________

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File Types – Identification at a Glance:

While files are easily identified by their names, it’s also good practice to take notice of their extensions. These are the 3 or 4 letter suffixes at the end of a file’s name. They provide information as to what type of file you are looking at, as well as what program it was created in.

Here are the more common file extensions to know:

.bmp = bitmap (graphics)

.doc = Microsoft Word document

.exe = PC application

.gif = Graphics Interchange (graphics)

.htm = Hypertext Markup (web page)

.html = Hypertext Markup Language (web page)

.jpeg = JPEG (graphic)

.map = web page image map

.mdb = Microsoft Access database file

.midi = Musical Instrument Digital Interface (music file)

.pdf = Adobe Acrobat file

.ppt = PowerPoint file

.psd = Adobe PhotoShop file

.txt = a document created in WordPad or Notebook

.wav = Windows sound file

.wks = Microsoft Works file

.wpd = Word Perfect document

.xls = Excel Spreadsheet file

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