Friday, October 15, 2010

File Management in Windows

File Management

Working in various software applications without fully understanding the basic functions of the program and its relationship to the computer’s operating system can be troublesome. This often leads to lost documents, files or folders, wasted time and a lack of productivity.

This tutorial is meant to provide basic information of frequently utilized aspects of the MS Windows operating system.

Understanding the Windows operating system will enable you to create, save retrieve and manage the documents you create and the files the documents are stored in.

The Desktop

The Desktop:

In Windows, the main screen is called the desktop.

The desktop is on-screen work area on which windows, icons, menus and dialog boxes appear.

From the desktop, you can start programs and give other commands.

This shows an open Desktop with the Start Menu and open software program windows – MS Word and MS Picture Manager.

Windows Programs

Windows Programs:

Windows opens programs in separate windows on the desktop.

Open windows are similar to each other and these parts can be found in most open windows.

This shows an open window in MS Paint software program.

Menus and Toolbars

Menus and Toolbars:

Most Windows software programs have a menu bar.
The menu bar allows you to choose commands and options. Click or tap the item on the menu bars and additional options will appear.

Toolbars also allow you to give commands. Often using a Toolbar option is faster than using the menu bar, as you only have to click on the button or icon on the bar.

MS Word

MS Word:

MS Word is a word processing program which is used to create documents with text such as reports, letters, lists, lesson plans.

Entering text using the keyboard is done at the insertion point or blinking curser.

Saving Documents in MS Word

It is important to save documents in Word for future reference and use. If you close a document without saving it, the information will be lost.

The first time you save a new document, choose the Save As command.

The Save As command on the File menu is used to save a new document.

Save As

Clicking on Save As will open a dialog box for choosing the file destination of the document you are saving.

Word will default to saving in the My Documents file if you do not select another location.

File Name

When you choose the file destination (My Documents, Network, etc) you must give the document a name the first time it is saved.

File names should relate to the content of the document./

After naming and saving the file, you can close it and open it to revise the document.
When finished, choose Save. This will replace the original document with tne revised document in the same file destination selected.

New Folders in Windows Explorer

New Folders can be created within the file destination, for ease of access and organization.

Saving files in a certain drive, folder or subfolder which describe the location on your computer is called the path.

File paths are created by using Windows Explorer, an accessory program which displays and organizes the files and folders on your computer.

File Paths

The file path begins with the drive on which your file is saved.

Drive C is usually the hard drive located inside the computer you are working on.

This document is saved in a folder is DVD Reviews
and is stored on the computer’s hard drive (C drive).

Follow the path in the address line: from Desktop to DVD Reviews. The file name “Two Brothers” is highlighted below.

Saving to Flash Drive

Saving to an external storage device as a flash drive is an excellent way to back-up and/or transport your files for use in other computers.

Windows Explorer organizes the flash drive locations in Computer by the USB port it is in. The port name may be E, F, G, for example.

Save As must be selected to indicate a change in file destination. Under Computer, the drive options are seen.

Drives on Network

A computer network offers users various drives for file destinations when saving work.

The drives are listed under Computer, as in this example, called Network Locations.

Saving on Computer Network

When saving on a computer network, choosing the drive and creating folders within the drive will organize your work for future use.

If working on a computer network, choosing Save As is essential to indicate the change in file destination.

Follow the path from Computer to User to the folders in this example.

Good Luck!

Understanding the file destination, folders and paths for saving documents will enhance your work on a computer.

Good Luck!