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Microsoft Office 2003- Illustrated Brief
File ManagementUnderstanding
2Working with Programs, Files, and Folders Unit B
Learn basic file operations in a program
Learn commonly used XP commands and programs.
Objectives
3Working with Programs, Files, and Folders Unit B
From the program– If the program is on Desktop, double
click it.– If the program is on Start Menu, click it.– Click Start, click All Programs, find the
program and click it.
To Start a Program
4Working with Programs, Files, and Folders Unit B
From the data file– If the file is on Desktop, double click it.– If the file is on My Recent Documents,
click it.– Click My computer (or My Document),
file the file and click it to start the program
To Start a Program
5Working with Programs, Files, and Folders Unit B
Programs and Files
Most of your work on a computer involves using programs to create/edit files
Click File or Office Button, then Click Create to create a new file Click Open (Ctrl+O) to open a file Click Save (Ctrl+S) to save a file with the
original file name (overwrite the opened file)
Click Save As to save a file with a new file name
6Working with Programs, Files, and Folders Unit B
Programs and Files
When you open most programs, a new blank document opens
Your work is automatically, and temporarily, stored in the computer’s random access memory (RAM)
To store a document permanently, you must save it as a file on a disk using Save or Save As…
7Working with Programs, Files, and Folders Unit B
Programs and Files
When a file is opened, the original file on the disk remains unchanged until the file is saved to it.
To close a file, click File, click Close. You may close a file with/without saving it at first.
Open a file on a USB drive. Do not remove the USB drive unless you closed the file.
Short cuts: Ctrl+O (Open), Ctrl+S (Save)
8Working with Programs, Files, and Folders Unit B
Programs and Files
A powerful capability of Windows is that it can run more than one program at a time
Even if files were created in two different programs, you can copy data from one to another by copy and paste
A program button on the taskbar represents any window that is open on the desktop
9Working with Programs, Files, and Folders Unit B
Program and Files
To copy text or objects from one program to another:– Select the text or object you want to copy– Click Edit on the menu bar, then click Copy
OR right-click on the selected text, then click Copy
– Go to another program window, click the file– Click Edit, click Paste (or use the Paste
button) OR right-click the place you like to put the text, and click Paste
10Working with Programs, Files, and Folders Unit B
Working with Opened Files
Keyboard shortcuts for cut, copy, paste:– Cut (Ctrl+X): removes selected information
from a file and places it on the clipboard– Copy (Ctrl+C): places a copy of the selected
information on the clipboard, leaving the file intact.
– Paste (Ctrl+V): inserts whatever is currently on the clipboard into the same file or another file.
11Working with Programs, Files, and Folders Unit B
Working with Files/Folders
Left button drag/drop– Drag/Drop to copy files between
different drives.– Drag/Drop to move files on the same
drive.– Drag/Drop to delete files to recycle bin.
12Working with Programs, Files, and Folders Unit B
Working with Files/Folders
Right button drag/drop– Drag/Drop a file/folder to a different
location, either on the same drive or different drives.
– After dropping, you have three choices:• Copy here• Move here• Create shortcuts here• Cancel
13Working with Programs, Files, and Folders Unit B
Working with Files/Folders
There are many ways to deal with files/Folders.– Left Drag/drop– Right Drag/drop– Right-click– Click Edit on the menu bar– Click the commands on the left panel
Keep using one or two ways you like to avoid confusion.
14Working with Programs, Files, and Folders Unit B
Working with Files/Folders
Display file extensions in Explorer– Click Tools– Click Folder Options– Click View– Uncheck “Hide extensions for unknown
file types”
15Working with Programs, Files, and Folders Unit B
Working with Files/Folders
Show system files and other hidden files/folders in Explorer– Click Tools– Click Folder Options– Click View– Uncheck “Hide protected operating
system files”– Check “Show hidden files and folders”
16Working with Programs, Files, and Folders Unit B
Working with Files/Folders
Open each folder in the same/different window in Explorer– Click Tools– Click Folder Options– Click General– Check “Open each folder in the same
window” OR “Open each folder in its own window”
17Working with Programs, Files, and Folders Unit B
Working with Files/Folders
Set single or double click to open a file and folder in Explorer– Click Tools– Click Folder Options– Click General– Check “Single-click to open an item” OR
“Double-click to open an item”
18Working with Programs, Files, and Folders Unit B
Searching for Files
The Windows XP Search:– Can help you quickly find any object– Opens in the Search Explorer bar– Gives you the option to find files or folders by
name, location, size, types, and date created or last modified
– Is also accessible from the Start menu
19Working with Programs, Files, and Folders Unit B
Searching for Files
To use the Search Companion pane:– Click the Search button on the Standard Buttons toolbar– Choose a search option method in the Search
Companion pane– Type the search criteria in the text box– Click Use advanced search options to open a larger
pane, click the Look in list arrow to choose a new location if necessary
– Click the Search button– The Search program finds the files and folders that
match the criteria
20Working with Programs, Files, and Folders Unit B
Searching for Files
Getting ready to search: Search button
Search Companion pane
21Working with Programs, Files, and Folders Unit B
Searching for Files
Specifying search options:
Enter search text here
22Working with Programs, Files, and Folders Unit B
Searching for Files
Search criteria doc may producetemp.doc, grade.docx, doc.ppt, mydocument.txt
Wild card *: one or more any characters– Criteria *.doc produces temp.doc– Criteria *.doc* produces temp.doc, grade.docx– Criteria doc* produces doc.ppt– Criteria *doc* produces temp.doc, grade.docx,
doc.ppt, mydocument.txt– Criteria g*doc* produces grade.docx
23Working with Programs, Files, and Folders Unit B
Create Shortcuts
You can create shortcuts, which are icons that represent an object stored somewhere else– Shortcuts can be placed on the desktop– Double-click a shortcut to open the object or
program it represents To create a shortcut:
– View the item in My Computer or Windows Explorer
– Drag using the right-mouse button to the desktop– Click Create Shortcuts Here on the shortcut menu
24Working with Programs, Files, and Folders Unit B
Pin Item to Start Menu
You can also pin items to the Start Menu so that they are always at the top left side of the menu– To pin an item, open the Start menu, view
the item you want to pin, right-click the program name, then click Pin to Start menu
25Working with Programs, Files, and Folders Unit B
Deleting and Restoring Files
If you delete a file or folder from the hard disk, it goes to the Recycle Bin and can be restored
If you delete a file or folder from other drives, it is permanently deleted.
26Working with Programs, Files, and Folders Unit B
Customizing your Recycle Bin
You can adjust Recycle Bin settings by right-clicking the Recycle Bin on the desktop, then clicking Properties on the shortcut menu
Settings options include:– Deleting files from the hard drive immediately
instead of placing them in the Recycle Bin– Increasing or decreasing the amount of space
allotted to the Recycle Bin by moving the Maximum Size of Recycle Bin slider
27Working with Programs, Files, and Folders Unit B
Web Browser
URL: Universal Resource Locator, unique web address.
Client and server model:– Browser is the client making requests– The site of URL holds the server to
reply to the client’s request– To build a web site requires to build a
web server– Web hosting
28Working with Programs, Files, and Folders Unit B
Major Web Browser
Internet Explorer (Microsoft): most popular, feature rich, but slower than Chrome
Chrome (Google): simple, fast Firefox (Open source movement): free and
open, also fast. Safari (Apple): fast, reliable. Not as many
features as IE. All browsers are free.
29Working with Programs, Files, and Folders Unit B
Web Browser: Cookies
A very small text file placed on your hard drive by a Web server.
It is essentially your identification card, and cannot be executed as code or deliver viruses.
It tells the server that you returned to that Web page.
30Working with Programs, Files, and Folders Unit B
Web BrowserCookies, History, Temp Files
Set up the memory size for temp files number of days for histories: (IE)– Click Tools– Click Internet Options– Under Browsing Histories, click Settings– Make your selections
31Working with Programs, Files, and Folders Unit B
Web BrowserCookies, History, Temp Files
Delete cookies, histories and temp files (IE)– Click Tools– Click Internet Options– Under Browsing Histories, click
Delete…– Check what to be deleted, click Delete– Many people check and delete all items
32Working with Programs, Files, and Folders Unit B
Web BrowserCookies, History, Temp Files
Organize your favorites: (IE)– Favorites can be organized through the
browser– If there are many items to be fixed,
better go to the favorites folder– The folder is in
C:\Document and Setting\UserName– Do the normal operations to the folder
such as delete, move…
33Working with Programs, Files, and Folders Unit B
Web Browser
Security– Avoid phishing sites.– Close your browser down after logging
out from your bank web sites…– Clear your histories, cookies and temp
files to avoid other people tracking you.– Do not log into your bank web sites and
other important sites on a public computer.
– Always protect your personal info.
34Working with Programs, Files, and Folders Unit B
Other Useful Items (adv.)Compuer/Properties
Right-click Computer icon on desktop OR Computer on Start Menu, then click Properties
Windows displays the general information of your computer.
The most recent Service Pack is 3. A service pack contains all the
previous patches, upgrades.
35Working with Programs, Files, and Folders Unit B
Other Useful Items (adv.)Compuer/Hardware
Right-click Computer icon on Desktop or Computer on the Start Menu, then click Properties
Click Hardware Click Device Manager The hardware components are
displayed Click on each one to get its property
36Working with Programs, Files, and Folders Unit B
Other Useful Items (adv.)Disk Defragment
Very useful tool to improve system performance
Many ways to access the tool Right click Computer, click Manage, click
Disk Defragmenter. OR Click Start, All Programs, Accessories,
System Tools, Disk Defragmenter
37Working with Programs, Files, and Folders Unit B
Other Useful Items (adv.)Disk Defragment
After the program started, click Analyze.
The system will analyze the disk and tell you if you need defragment.
If needed, click Defragment. It takes hours to defrag a large disk.
38Working with Programs, Files, and Folders Unit B
Other Useful Items (adv.)System Restore
It’s a very useful tool and restores the previous stable system
Click Start, Click All Programs, Click Accessories, Click System Tools, Click System Restore
One can – Restore the computer system to an
earlier time OR– Create a restore point