MANAGING FILES AND FOLDERS

WHAT IS A FILE   A file is a basic unit of data or information stored in a computer ·      A file is a package of information with a name attached to it. ·      Files can record data, such as text (a Word document) or numbers (an Excel document). ·      A file can be a digital photo, a music clip, or any other piece of digital information. ·       Some files record ways to perform various processing procedures on data.These are referred to as programs or commands.

WHAT IS A FOLDER  A folder is a container(the storage place)within a digital file system, in which groups of computer files, programs and other folders can be kept and organized. Files Names, Extensions and Paths Files are documents which have been created using different software applications e.g. a letter you may have created in Microsoft Word or a spread sheet in Microsoft Excel etc. The programs you use (Word, Excel etc) are also made up of many (sometimes hundreds) of files, each having instructions on how the program should work.

A file name (or filename) is a name given to a computer file to distinguish it from other files. Part of a filename is an extension which consists of three or four characters. This extension indicates the type or the format of application (program) used to create the file. Some common examples of file extensions are:  .doc - Microsoft Word files   .xls - Microsoft Excel files   .pdf - Adobe Acrobat files   .ppt - Microsoft PowerPoint files  .JPEG – Adobe Photo Phop for image

These extensions are automatically added to your filename when you save your file. They are separated from the name you give the file by a full stop (period), therefore you should not use full stops when you name a file as the program may think you are trying to add your own extension.  As there are so many files on your computer, a filing system must be maintained to keep some sort of order. For example, if you keep all your letters in a folder called LETTERS, then you will be able to locate them faster. Similarly budgets and financial files could be kept in a folder called ACCOUNTS. Files are kept separate from one another by keeping them in folders, folders are located in drives (either hard drives, network drives, diskettes, CDs, thumb drives etc).

All files have a path name. This gives you (and the computer) the exact details of which drive and which folder(s) the file(s) are located in. A path name may be as simple as C:\ or it can be many characters long. A path name starts with the drive the file is on, it is then followed by the folder and any subfolders where the file is stored. Each bit of information is separated with a backslash (\). For example the path name P:\data\personal\timesheet.xls means that a file called timesheet.xls is stored on your P: drive under the folder named data and then under the sub folder named personal. It is important that you become familiar with path names. Using the file management tools, you can save files in folders with appropriate names for easy identification, quickly and easily create new folders so you can reorganize information and delete files and folders that you no longer need. You can also search for a file when you cannot remember where you stored it, create shortcuts to files and folders for quick and easy access, and even compress files and folders to save space.

WINDOWS EXPLORER Windows Explorer is a file management application that Microsoft Company has included with all operating systems from Windows95 thru Windows 10. It provides a graphical user interface for accessing the file systems. Opening Files The most common way of opening a file from Windows Explorer is to double click on the filename. It will open within its original application (i.e. Microsoft Word, Excel etc).

RENAMING, DELETING, MOVING AND COPYING FILES AND FOLDERS Renaming Files and Folders There are a number of ways to rename files and folders. You can rename by using the FILE menu, left mouse button or right mouse button. Method 1 - Using the FILE Menu 1.   Select the file or folder you wish to rename; 2.   Click on the FILE menu and select RENAME; 3.   Type in the new name. NOTE: If you are renaming a file you must keep the same file extension (e.g. “.doc”) as it had, or the file will no longer be associated with the program that created it; 4.     To finalize the renaming operation press enter or click away from the rectangle that surrounds the file or folder name.

Method 2 – Using the Right Mouse Button 1.   Select the file or folder you wish to rename; 2.   Click the right mouse button while still pointing to the file; 3.   Select RENAME from the shortcut menu; 4.   Type in the new name (if renaming a file, remember to include the file extension (e.g. “.doc”); 5.   To finalise the renaming operation press enter or click away from the rectangle that surrounds the file or folder name. Method 3 – Using the Left Mouse Button   1.      Select the file or folder you wish to rename; 2.      Wait a moment then click again (not in quick succession like a double click). A surrounding rectangle will appear around the name; 3.      Type in the new name (if renaming a file, remember to include the file extension (e.g. “.doc”); 4.      To finalise the renaming operation press enter or click away from the rectangle that surrounds the file or folder name.

Deleting Files and Folders  When you delete a folder, the folder and its entire contents (any files or sub-folders) will also be deleted. When you delete a file, the whole file and its contents are deleted. If you delete a file or folder from the C: or D: drives (your local hard drives), they will go into your RECYCLE BIN WHICH MEANS YOU HAVE A CHANCE OF RECOVERING THEM. If you delete a file or folder from any other drive, including network drives, the A: drive or thumb drives, they are permanently deleted.  To delete a file or folder: Right-click the file or folder that you want to delete, and then click Delete. NOTE: To permanently delete a file or folder (i.e. to avoid sending a file or folder to the Recycle Bin), hold down the SHIFT key, press delete on the keyboard.

Method 1 – Using CUT and PASTE Cutting and pasting are typical Windows functions. Cutting means moving something (this can be a file or folder if working in Windows Explorer, or text, graphics, objects if actually working inside an application). Pasting is the action of bringing back the cut item in its new location. There are two different methods of cutting and pasting inside Windows Explorer and these are well worth learning as they are basically the same in every Windows program you work in.   1. To cut a file(s) or folder(s), first select the file(s) or folder(s) and then choose one of the following: • Click on the EDIT menu, select the CUT function; • Keyboard shortcut, CTRL + X; • Click on the selected item with the RIGHT mouse button and select “CUT” from the shortcut menu   2. To bring back the file(s) or folder(s) in the new location, navigate to the new location then paste using one of the following: • Click on the EDIT menu, select the PASTE function; • Keyboard shortcut, CTRL + V;  In the position where you want the item to be pasted, click with the RIGHT mouse button and select “PASTE” from the shortcut menu.

Method 2 – Dragging and Dropping 1.   In the right pane, select the file(s) or folder(s) you want to move; 2.   Manipulate the FOLDER LIST on the left side of the Windows Explorer so that it shows the new location. Make sure you use the scroll bars and the + and – (collapse and expand buttons) to navigate, do not click on the names of the drives or folders as you will change to that drive or folder and lose your selection in the RIGHT pane; 3.   Click and drag the selected file(s) or folder(s) from the RIGHT pane, over to the FOLDER LIST on the left. Release the mouse button when the target folder is highlighted (active); 4.   Your file(s) or folder(s) will now appear in the new area

Copying Files and Folders As well as moving files and folders, windows explorer can copy them, (just be aware you are not allowed to have two files or two folders called the same thing in the same location). There are a variety of ways you can choose to copy files and folders: Method 1 – Using COPY and PASTE Like cutting, copying is a typical Windows function. Copying does not damage or remove the selection being copied. To place the copy in a new location is known as pasting (and is done the same way as previously described). There are three different methods of copying in Windows Explorer and, as mentioned previously, these are well worth learning as they are basically the same in every Windows program you work in. 1. To copy file(s) or folder(s), first select the file(s) or folder(s) and then choose one of the following: • Click on the EDIT menu, select the COPY function; • Keyboard shortcut, CTRL + C; • Click on the selected item with the RIGHT mouse button and select “COPY” from the shortcut menu. 2. To place a copy of the file(s) or folder(s) in the new location, navigate to the new location then paste using one of the following: • Click on the EDIT menu, select the PASTE function; • Keyboard shortcut, CTRL + V; • In the position where you want the item to be pasted, click    with the RIGHT mouse button and select “PASTE” from the shortcut menu. Method 2– Dragging and Dropping 1.   In the RIGHT pane, select the file(s) or folder(s) you want to copy 2.   Manipulate the FOLDER LIST on the left side of the Windows Explorer so that it shows the new location. Make sure you use the scroll bars and the + and – (collapse and expand buttons) to navigate, do not click on the names of the drives or folders as you will change to that drive or folder and lose your selection in the RIGHT pane; 3.   Hold down the CTRL key on the keyboard and at the same time, click and drag the selected file(s) and/or folder(s) over to the FOLDER LIST on the left, and drop it where you want to copy the file(s) and/or folder(s) to. Before dropping make sure the target folder is highlighted (active). Also make sure you release the mouse before you release the CTRL key when dropping. 4.     Your file(s) and folder(s) will now appear in the new area   Folder and File Attributes Files and folders have property sheets which display information such as size, location, and the date the file or folder was created. When you view the properties of a file or folder, you can also get information about the: • Type of file; • Size of file; • Name of the program that opens the file; • Last time the file was modified or accessed. If looking at the properties of a folder: • Number of files and subfolders contained it contains; and • Space taken up by those files and subfolders

To determine the attributes of a file or folder: 1. Select the file or folder; 2. Right click on the file or folder; 3. Select Properties from the shortcut menu. The PROPERTIES dialog box will open The PROPERTIES dialog box gives you the following information: Type of File Tells you what program your file was created in (e.g. Word) Opens with Tells you what application (software) the file will open in Location The path name for the file Size The size of the file Size on disk How much room the file is taking in storage Created The date and time the file was originally created Modified The date and time the file was last modified   Accessed The date and time the file was last accessed Hidden Usually hidden files are program or system files that should not be deleted or changed. Hidden files and folders will appear dimmed within WINDOWS EXPLORER to indicate they are not typical items. Read Only A read only file contains information you can read but not change, like a printed book. A read only file on your computer is a file you can open, read or print but not make any changes to.

Other Functions within Windows Explorer Creating Shortcuts on the Desktop Shortcuts to your most often used folders and files may be created and placed on the Desktop to help automate your work. 1.   Select the file or folder that you wish to have as a shortcut on the Desktop; 2.   Right click on the file or folder; 3.   Select SEND TO from the shortcut menu, then select DESKTOP (CREATE SHORTCUT) FROM THE SUB-MENU; 4.   A shortcut for the file or folder will now appear on your desktop and you can open it from the desktop in the same way as any other icon.

Restoring Deleted Files When you delete folders and files from your local hard drives, they are moved to RECYCLE BIN and can be retrieved if desired. The RECYCLE BIN is a storage area used to store deleted files and folders. They will remain there until you empty the RECYCLE BIN. Once you have emptied the Recycle Bin it is not possible to retrieve deleted files. NOTE: Files and folders deleted from the network drives do not go to the RECYCLE BIN. If you need to restore a file that was on the P: or S: drives, you may be able to have them recovered from the overnight backups. Log a job with the Service Desk with the full details of the file name and location (see Page 6 for Service Desk contact details). Recover files from the Recycle Bin  Open the recycle bin    Do one of the following: ·      To restore a file, click it, and then, on the toolbar, click Restore this item. ·      To restore all of the files, make sure that no files are selected, and then, on the toolbar, click Restore all items.

Musa Kazimoto IT