Chapter 2. Working with Student Data Files

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Chapter 2

Working with Student Data File s

To complete the skill activities, skill reviews, and assessments in this course, you will need to download the student data files to a storage medium such as your OneDrive account or a USB flash drive.

OneDrive is a cloud storage system that is provided by Microsoft as part of the Windows 10 operating system. When you sign in to your computer with a Microsoft account, Windows automatically connects with the OneDrive server. This allows you to access your OneDrive files via File Explorer just like you access all your other files.

The OneDrive folder in the Navigation pane of the File Explorer window makes it easy to access files you have saved to the cloud from your computer, and OneDrive can automatically sync your files so you can always access the most up-to-date version. However, the real advantage to using OneDrive is being able to access your files from any computing device that has internet access. For example, if you save a file to OneDrive from your school computer, you can access that file from your home computer without having to email yourself the file or needing to use a portable storage device, such as a flash drive. You can also access your OneDrive files from the OneDrive website at https://onedrive.live.com.

Before starting this chapter, decide whether you will download the student data files to your OneDrive account or to a USB flash drive. If you would like to use a different storage medium and need help, check with your instructor.

Skills You Learn

1 Download the student data files to your storage medium 2 Set up working folders for this course

3 Use the student data files with this course 4 Copy data files to your working folder Files You Need

For these skills, you need the following student data file:

C2S3-GettingStarted What You Create

In this chapter, you download the student data files for this course to your OneDrive account, USB flash drive, or other storage medium. You then create working folders on your storage medium. You will use these working folders to save the answer files you create as you work through the skill activities, reviews, and assessments. You also copy the Access student data files to your working folder for that unit.

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Getting Started

Download the Student Data Files to Your Storage Medium 1 Log in to the online version of this course.

2 Navigate to the Course Resources module, right-click the GL19 Student Data Files link in the list of activities, and then click the Save link as… command in the pop-up menu.

3 In the Navigation pane of the Select a Destination dialog box, click your storage medium.

4 Click the GL19-StudentDataFiles.zip button when the file has finished downloading.

5 In File Explorer, click the Compressed Folder Tools Extract tab if necessary to make it active, and then click the Extract all button.

6 In the Extract Compressed (Zipped) Folders dialog box, click the Browse button.

7 In the Navigation pane of the Select a Destination dialog box, click your storage medium.

8 Click the Select Folder button to return to the Extract Compressed (Zipped) Folders dialog box.

9 Click the Extract button in the dialog box. The files are extracted and copied to a folder named GL19-StudentDataFiles in your OneDrive folder.

10 Click the Close button to close one File Explorer window and the OneDrive browser window.

Download the Student Data Files to Your Storage Medium

To complete the skill activities, reviews, and assessments, you must download the student data files from the online version of this course. All the student data files are bundled into one compressed file often referred to as a ZIP file. A ZIP file format compresses and then stores multiple files in a single container file with a .zip extension. When you extract a ZIP

file, the files are decompressed and saved to a storage medium. When you extract the GL19-StudentDataFiles ZIP file, you will have all the files you need to complete the skill activities, reviews, and assessments in this course.

In this skill, you use File Explorer to download and then extract the student data files to a folder on your storage medium.

TIP

Your computer may display a USB flash drive with a name such as Removable Disk, USB Disk, or External Disk.

TIP

If you are using a USB flash drive as your storage medium, connect it to an available USB port on your computer before Step 1.

Skill 1

TIP

You can use options on the View tab to change the way files and folders are displayed in the File Explorer window. The second screen capture on page 11 displays the folder in Medium icons view and the third screen capture displays the folder in List view.

TIP

The illustrations in this book show OneDrive as the storage medium.

Guidelines 365, 2019 Edition: Unit 1 Getting Started, Chapter 2, Skill 1 Review Activity © Paradigm Publishing, LLC

Guidelines 365, 2019 Edition: Unit 1 Getting Started, Chapter 2, Skill 1 Review Activity

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Getting Started

Skill 2

Set Up Working Folders for This Course

1 On the Windows taskbar, click the File Explorer button.

2 In the Navigation pane, click your storage medium.

3 In the file list pane, double-click the GL19-StudentDataFiles folder to display its contents.

4 In the file list pane, double-click the Unit1-GettingStarted folder to display its contents.

5 On the Home tab, click the New folder button in the New group to create a new folder.

6 Type Unit1-GettingStarted-Completed and then press Enter to replace the New folder highlighted folder name.

7 Click the Back button.

Set Up Working Folders for This Course

You will create files and modify student data files throughout this course. As you work, you will keep your files organized in folders on your storage medium.

In Skill 1, you extracted the student data files to a folder named GL19- StudentDataFiles. Inside that folder, you will find eight folders, one for each unit

in the course. Each unit folder contains the student data files you will need to complete the assignments for that unit. In this skill, you will open each unit folder and create a new working folder within it. As you complete the assignments, you will save your answer files to the working folders.

TIP

After Step 2, if necessary, browse to the location of the GL19-StudentDataFiles folder.

TIP

In Step 3, your computer may display the files and folders as icons or with additional details such as the file size.

To change the way files and folders are viewed, click the View tab and then select an option in the Layout group.

TIP

To expand a list item in the Navigation pane, point to the item, and then click the right arrow that appears in front of it.

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8 In the file list pane, double-click the Unit2-Basics folder to display its contents.

9 Click the New folder button.

10 Type Unit2-Basics-Completed and then press Enter to replace the highlighted folder name.

11 Repeat Steps 7 through 10 to open each of the six remaining unit folders and create six more working folders with the following names:

Unit3-Outlook-Completed Unit4-Word-Completed Unit5-Excel-Completed Unit6-Access-Completed Unit7-PowerPoint-Completed Unit8-Integrating-Completed 12 Click the Back button.

13 Click the Close button to close the File Explorer window.

Completed Skill 2

Right-click a blank area of the file list pane, click the New command in the pop- up menu, and then click the Folder command in the second pop-up menu.

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Getting Started

Skill 3

Use the Student Data Files with This Course

2 In the Navigation pane, click your storage medium to display its contents.

4 In the file list pane, double-click the Unit1-GettingStarted folder to display its contents.

5 In the file list pane, double-click the C2S3-GettingStarted file to open it in Word.

If necessary, click the Enable Editing button. Read the file contents.

Use the Student Data Files with This Course

When you use your Microsoft account to sign in to Windows 10 on a computer connected to the internet, Windows automatically connects to the OneDrive server so you can access your OneDrive files via File Explorer.

File Explorer displays links to all available storage media, such as your OneDrive folder or USB flash drive.

In this skill, you learn how to use File Explorer to access the student data files and working folders for this course on your storage medium.

You learn how to save files to your OneDrive account or other storage medium from the backstage area in the Office 365 applications.

TIP

In this skill, you learn to save your completed files to your working folder. This allows you to open the original student data file from your storage medium if you ever need to start a skill over.

Use Your Touchscreen In Steps 3, 4, and 5, instead of double- clicking the mouse, double-tap the folder or file.

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6 Click the File tab.

7 Click the Save As option or the Save a Copy option. Note: If you have the Auto Save option turned on, the Save As option is replaced by the Save a Copy option.

8 In the left panel of the Save As backstage area, click the location of your storage medium, if it is not already selected.

9 In the right panel of the Save As backstage area, navigate to your Unit1-GettingStarted-Completed working folder.

10 In the right panel of the Save As backstage area, click at the end of the text in the File name text box to place the insertion point, and then type -Lastname, but replace Lastname with your last name.

11 Click the Save button to save the file as C2S3-GettingStarted-Lastname in your Unit 1 working folder and close the dialog box.

12 Click the Close button to close the Word window.

Completed Skill 3, Step 12 TIP

In Step 7, you click the Save As or Save a Copy option to save an open file under a different file name.

Alternatively, you would click the Save option to save changes to an open file without changing its file name.

TIP

In Step 9, you navigate through your folder structure by double-clicking a folder to display its contents. As you navigate, the Address bar displays a breadcrumb trail of your navigation path.

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Getting Started

Skill 4

Copy Data Files to Your Working Folder

2 In the Navigation pane, click your storage medium to display its contents.

4 In the file list pane, double-click the Unit6-Access folder to display its contents.

5 In the file list pane, click the C1R1-OrganicProducts file to select it.

6 Press and hold down the Shift key, and then click the U6A3-RentalCars file in the file list pane to select all of the Access student data files.

7 Click the Copy button in the Clipboard group on the Home tab.

8 In the file list pane, double-click the Unit6-Access-Completed folder to display its contents.

9 Click the Paste button in the Clipboard group on the Home tab.

10 At the left of the Address bar, click the Up arrow two times to display the GL19-StudentDataFiles folder.

Copy Data Files to Your Working Folder

In Unit 6, you will learn to use the Access application. Access is a database application that is used for collecting and storing information, such as employee records or inventory data.

You typically do not want multiple versions of a database file due to the file size, which is usually large, and due to the confusion that could occur

with records constantly being updated.

Therefore, the way you save in Access is different from the way you save in the other Office 365 applications. Because of this difference, in this skill, you copy the student data files to your Access working folder so they are there when you start the skills in Unit 6, Access.

TIP In Step 5, if C1R1- OrganicProducts is not the first file listed under the Unit6-Access folder, click the View tab, and then click the Details option in the Layout group. Next, click the Name header in the file list pane to display the file names in alphabetical order.

TIP

Pressing and holding down the Shift key, as in Step 6, selects adjacent files or folders. Press and hold down the Ctrl key to select nonadjacent files or folders.

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11 In the file list pane, double-click the Unit8-Integrating folder to display its contents.

12 In the file list pane, click the S3-Fundraising file to select it.

13 Click the Copy button in the Clipboard group on the Home tab.

14 In the file list pane, double-click the Unit8-Integrating-Completed folder to display its contents.

15 Click the Paste button in the Clipboard group on the Home tab.

TIP

You will also use an Access file in Unit 8, Integrating Office Applications.

Completed Skill 4, Step 9

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