Windows File Management Lesson 2 - Files Management

LESSON 2 - FILE MANAGEMENT

Objective Create a Folder

Rename a Folder

Create a folder structure

Learn how to select files and folders

Learn contiguous and non-contiguous selection

Learn how to move or copy files and folders

Learn how to delete files and folders.

Default drag and drop copy versus move

Learn how to find your files using Search.

Table of Contents LESSON 2 - FILE MANAGEMENT ........................................................................ 1

Basic File Management .......................................................................................... 1

Review.................................................................................................................... 1

Drive, Folder and Files ...................................................................................... 1

Computer ............................................................................................................ 1

What is my Personal Folder ................................................................................... 1

Virtual “Blue” Folder ............................................................................................. 2

Save to your Virtual Folder.................................................................................... 3

Building your own Folder Hierarchy ..................................................................... 3

WINDOWS EXPLORER ...................................................................................... 5

Vista Folder Hierarchy ........................................................................................... 6

Virtual Folders ....................................................................................................... 6

CREATE A FOLDER ............................................................................................ 7

RENAME A FOLDER .......................................................................................... 7

DELETE A FOLDER ............................................................................................ 8

EXERCISE 1 - CREATE A FILE STRUCTURE ................................................. 9

SELECTING FILES ............................................................................................10

Sorting Detailed View ..........................................................................................10

Contiguous Selection ...........................................................................................10

Non-contiguous Selection ....................................................................................11

Select All Files .....................................................................................................11

Ctrl- A ..................................................................................................................11

Contiguous Selection by Dragging ......................................................................11

Combining Contiguous and Non-contiguous ......................................................13

Invert Selection ....................................................................................................14

The Four Methods ................................................................................................15

CUT VS COPY ....................................................................................................15

MOVE TO FOLDER ...........................................................................................15

Copy File with the Same Window .......................................................................17

Important Point ................................................................................................17

Drag & Drop Selection use multiply Windows ...................................................17

COPY/MOVE WINDOWS TO WINDOW .......................................................18

Copy/Cut & Paste................................................................................................18

Drag and Drop Default (Copy vs Move) .............................................................19

Copy (Different Drive) ........................................................................................19

Move (Same Drive) ..............................................................................................19

OVERRIDE DEFAULT COPY/MOVE .............................................................20

Right Click Drag ..............................................................................................20

CTRL KEY COPY ..........................................................................................20

THE RECYCLE BIN ...........................................................................................20

Recover Deleted Files ......................................................................................20

EMPTY RECYCLE BIN .....................................................................................22

INCREASE THE SIZE OF THE RECYCLE BIN ..............................................23

SEARCH FOR FILES .........................................................................................24

The Search Box ....................................................................................................24

File Search using Wildcards ................................................................................25

Boolean ............................................................................................................25

Wildcard ...........................................................................................................25

Increase Search Speed ......................................................................................25

EXERCISE ...........................................................................................................26

HOW TO FIND A FILE WITHIN A PROGRAM .............................................28

UPDATING FILES .............................................................................................30

MULTIPLY FILE UPDATE ...............................................................................31

Use Briefcase Automatic Files Synchronize .......................................................32

Create a Briefcase Folder .................................................................................32

Fill the Briefcase ..............................................................................................32

Keeping In Sync. ..............................................................................................33

Update Options ................................................................................................35

Detail Screen ....................................................................................................35

Splitting Up ......................................................................................................36

SyncToys 2.0 Files Synchronize ..........................................................................37

Here are the simple steps to configure SyncToy:- ...........................................37

File Attribute ........................................................................................................39

Read-Only ........................................................................................................39

Hidden and System ..........................................................................................39

Archive .............................................................................................................39

Encription .........................................................................................................39

Chapter 4 – File Management: Review Questions ..............................................40

File Management Exercises .................................................................................42

Exercise 1 – Creating Folders ..............................................................................42

Exercise 2 - Change the View (Sort) ...................................................................42

Exercise 3 – Copying Documents ........................................................................43

Exercise 4 – Copy Rock Star Pictures .................................................................43

Exercise 5 – Copy Flower Pictures ......................................................................43

Exercise 6 – Group Rename ................................................................................43

Exercise 7 – Group Delete ...................................................................................44

Exercise 8 – Group Files ......................................................................................44

Exercise 9 – Search ..............................................................................................44

Exercise 10 – Creating shortcuts (Chapter 5) ......................................................44

Lesson 2 - Files Management.doc 2.1 7/17/2009

Basic File Management

File Management is the most important task in Windows Vista. Learning how to

size, move, minimize, restore, maximize your windows view ONLY facilitates the

File Management process. File Management is the MOST IMPORTANT concept

in learning any application. File management will allow you to create, select, copy,

move, and rename files and folders on your computer.

Windows Explorer is an application that provides detailed information about your

files, folders, and drives. You can use it to see how your files are organized and to

copy, move, and rename files, as well as perform other tasks pertaining to files,

folders, and drives. Accessing Windows Explorer is not so obvious because there

is not icon called “Windows Explorer”. Window Explorer comes in different

forms. When we click Computer, Document and Pictures, these are all examples

of Windows Explorer. All Drives, Folders and Files are represented in a Windows

Explorer windows.

Review

Drive, Folder and Files

When you create a new file from a program application if must be saved so that

you can work on it at a later time. The first type your save a file, the default is a

Save As dialog box. This give you the opportunity to give the new file a name.

For further organization, you must save the file to a newly created folder or default

folder. All files that you store on the hard drive (C:) are store in a folder.

Computer

Computer is a commonly used tool for file management because it allows you the

access different drives. When you open Computer, Windows Explorer is the

program that allow you to access removable storage such as CDs, DVDs, Flash

Drive, SD Memory Card, etc.

On most computers (C:) is your primary storage for all of the

programs, folders and files on your system. In this example, we

have a second hard drive (D:), which is used as a recovery area

and DVD-ROM drive (E:).

What is my Personal Folder

In Windows Vista your logon name is the name of your

Personal Folder. For example, if you logon as “Steve” you will have a personal


folder named “Steve”. You personal folder is the root directory for all of your

newly created files under your User Account. Every user account you create on

your computer has their own personal folder.

Personal Folder (Formerly “My Document”)

Virtual “Blue” Folder

Notice that Vista newly installed folder are “Blue” in color. The “Blue” folder

signifies Vista new configured Virtual Folders for Document, Music, Pictures,

Video, Favorite, etc. Windows Vista also supported manual creation of custom

virtual folders. Unlike in previous versions, where “My Document” icons led to

Virtual Folders for Music and Pictures, the new personal folder with your logon

name function exactly like My Documents and other similar folders in Windows

XP.

Let us hope that each user takes the opportunity to file away all of your documents

in the appropriate folder. While Vista provides the initial structure and the inviting

icons, it is going to take a new way of thinking to take advantage of the improved

storage layout.


Vista new pre-configured Virtual Folders

Save to your Virtual Folder

All user file should be stored under their personal folder. You can organize all of

your files by file type under Windows pre-defined folders, such as Document,

Video, Pictures and Music. Do not save file to the desktop or any other location,

unless it is under your personal folder.

Building your own Folder Hierarchy

At some point, we find we have accumulated so many files in this folder that you

can no longer easily find a particular document. To solve this problem, you need

to separate our files into categories. We do that by creating folders and subfolders

(folders within other folders).

Personal Folder

Picture

Vacation Soft Rock

Music

Letters Tax Return Business

Document


For instance, perhaps you have a couple of year’s worth of letters to family

members, friends and businesses. In addition, you have pictures that have been e-

mailed to us from long-distance relatives and friends. And let’s say you also have

several years of tax returns that we filed electronically. We might start by creating

some subfolders within your “Document” folder called “Letters,” “Business” and

“Tax Returns”. Then we move all the letters we’ve written into the “Letters”

subfolder, all the pictures sent to us into the “Pictures” subfolder and all the tax

returns into the “Tax Returns” subfolder. Later, as we add more letters to the

“Letters” subfolder, we find we have the same problem.


We want to reprint the last letter we wrote and we can’t find it among all the other

files. So we create several new subfolders in the “Letters” subfolder called

“Family”, “Friends” and “Business” and move the corresponding files into their

proper subfolders

WINDOWS EXPLORER

The Windows Explorer is an indispensable tool in an operating system, since with

it we can organize and control the files and folders of the different storage systems

at our disposal such as the hard drive, disk drive, etc.

The Windows Explorer is also known as the File Manager. Through it we can

delete, see, copy, or move files and folders. There are many way to access

Windows Explorer, first from the Start Menu under All programs>Accessories.

Open Computer or your Personal Folder. Or open any virtual folder, Documents,

Pictures, Music, Video, etc.

Windows Explorer can be seen from within any application that requires you to

access you folders and files.

Letter

Friends Family Business


Vista Folder Hierarchy

Virtual Folders

XP's 'My Documents' has been replaced by a plain 'Documents' folder in Vista.

However, if you take a step back and view the top level folder is not called “My

Document”, instead it uses the logon name of the user. Now you can appreciate

that the Documents folder is part of a larger 'Filing Cabinet' on the desktop.

Other virtual or special folders not show is Contacts, Searches, Download,

Favorites and Links.

Vista XP


CREATE A FOLDER

In order to organize all of your file, you first need to create folder and

subfolders(folder within a folder). Folder and files can be copied, movied,

renamed and deleted.

Here are 3 basic methods to create a folder:

Method 1 – File Menu (Alt Key)

Select the source item and go to the File Menu - New>Folder

Method 2 – Organize Menu (Vista)

Select the source item and go to the Organize>New Folder

Method 3 – Right-Click

Right click on the selected item and select New.

On the cascading menu mouse over the Folder and click on it.

RENAME A FOLDER

When you first create a new folder, you have that opportunity to name it. It you

miss that, or you misnamed it you can rename it at any time.

Here are 3 methods to rename a folder. Do you notice a pattern?

Click on the folder you want to rename.


Select the source item and go to the File Menu - Rename

Method 2 – Organize Menu

Select the source item and go to the Organize>Rename


Right click on the selected item and select Rename..

Method 4 – Click on the filename twice slowly

Click, pause, then click.

When the filename is highlighted in blue, you can retype a new name or deleted

part of the name using the backspace or delete key.

Rename This


DELETE A FOLDER

You can delete a folder at any time. Please note that every subfolder and files will

also be deleted.

Here are 3 methods to rename a folder. Again, do you notice a pattern?

First, click on the folder you want to rename.


Select the source item and go to the File Menu - Delete


Select the source item and go to the Organize>Delete


Right click on the selected item and select Delete..

Method 4 – Drag it to the Recycle Bin icon.

Click, pause, then click.


EXERCISE 1 - CREATE A FILE STRUCTURE

Under Vista virtual folder “Document”, create the follow structure for your

document word files..

Here are 2 basic methods to create a folder structure:

Method 1 –Create in their proper sub-folder

1. Navigate to Document folder.

2. Create a new folder called “Letter”.

3. Double click on the Letter icon.

4. Create a new folder called “Family”.

5. Double click on the Family icon.

6. Create a new folder called “Business”.

7. Double click on the Business icon.

Method 2 –Create all folders first

1. Navigate to Document folder.

2. Create all folders: Letter, Family, Friend and Business

3. Drag Family folder icon over Letter until it turn blue.

4. Drag Friends folder icon over Letter until it turn blue.

5. Drag Business folder icon over Letter until it turn blue.

Letter

Friends Family Business


SELECTING FILES

Sorting Detailed View

You can sort the detail view on any criteria that is currently in the header. For

example, if you click on the Name heading, if will sort the file A to Z. And if you

click it again the sort will be reversed, Z to A.

Contiguous Selection

After you have sorted the file list, you can select a set of files that are listed

consecutively on the list. This will allow you the move or copy a block of files

rather than one at a time.

First select the topmost file on the list The selected file will appear with a light

blue background, hold the Shift key and immediately click on the bottom-most

entry. All of the files should now appear with a light blue background.

Once the block is selected, you can move, copy, delete or rename it in a single

procedure. Once selected, DO NOT click the mouse anywhere else, it will

deselect your selection.

In the above example, we first sorted the detail view by Name. This allowed us the

view the file name that begin with “Ex” on consecutive order. Now we can use

Contiguous Selection to move these file to our “WordPad” Exercise folder.

Contiguous

Selection 1. Click top most

2. Hold the Shift

key

3. Click bottom most

entry.


Non-contiguous Selection

If you can not sort the list so that it falls into a contiguous pattern, you can use non-

contiguous selection. Select the first entry. It does not have to be the top most.

Hold down the Control (Ctrl) key while you click on other files.

Select All Files

From the Edit menu, click Select All.

From the Organize menu, click Select All.

Ctrl- A

If you wish to select all file in the current folder, hold down the CTRL key and

press the letter “A”. To de-select, just click on any white area.

Contiguous Selection by Dragging

Start on an open white area of the windows and draw a diagonal box around your

file list or icons. Selection can be made from any desired view.

Another method of contiguous

select it to draw a box around

the file icons. This works at

any view, but the icon view is

better for this type of selection.


Tip

It may be more difficult to locate the white area when the icon view is large. There

is a invisible border around each icon. Try to click the white area just beyond the

border.

Start in a

white area.

Drag a box

around your

selection


Combining Contiguous and Non-contiguous

One you selected a contiguous block of file, you can use non-contiguous to

deselect files.

Example:

Contiguous

Selection 1. Click top most

2. Hold Shift

key.

3. Click bottom

most


Use non-contiguous selection (Ctrl) to deselect the non recipe document from the

current selection.

Invert Selection

Select Invert selection from the

file menu. This will reverse the

selection. In other word, it will

select all file that were not

selected.

In this example with the recipes

files, we inverted the selection.

Now we are going the move the

non recipes file to another

subfolder.

Hold the

Ctrl key.

Deselect all

non recipes

documents


The Four Methods

Method 1 – File Menu – Copy/Move to Folder

(Alt Key)

Select the source item and go to the File Menu - Edit>Copy to folder

or select Edit>Move to folder.


Select the source item and go to the Organize>Copy or Cut (Move)

Click on the destination windows white area, and select Organize>Paste.


Right click on the selected item and select Cut or Copy.

Right click on the destination windows and select Paste.

Use Ctrl+X for cut and Ctrl+C for copy, select destination and click Ctrl+V

to paste.

Method 4 – Drag & Drop

For Drag & Drop from source to destination windows. Requires that both

windows be visible at the same time. This required more resizing and

positioning of your windows. Good mouse control is a must.

Con: You can easily loose files with a slip of the mouse.

CUT VS COPY

Moving files: Use Cut & Paste (Source file is deleted)

Copying files: Use Copy & Paste

The safe way to move files is to use Copy & Paste, then delete the source file after

if performed a successful Paste.

MOVE TO FOLDER From the legacy type file menu and select Edit. From the drop down list select

Copy to Folder… or Move to Folder... A destination dialog box will appear.

Navigate the folder hierarchy the same way you would navigate the folder pane.

Select the destination folder.


Destination Dialog Box


Copy File with the Same Window

You can navigate the folder pane (vista navigation pane) to the destination folder

you wish to copy or move your selected item or items. The trick is to only expand

or collapse the desired folder without opening it. This will leave the source

windows intact. Select the file or folder and then drag the desire file over the

destination until it turns light blue. When you release the mouse button the file

will drop in to that folder.

Important Point

Navigating the folder pane is import tool in file management. This will become

apparent when performing the Copy and Move functions.

Use only the arrow to expand or collapse the folder and subfolder view. You must

be able to use the scroll bar to view up and down the folder hierarchy. Notice that

this does not effect the detail view. It is import that the detail view remain in same

view you left it.

Remember: Your destination can be any device on your computer. I can be

a CD, Floppy or Flash drive.

Drag & Drop Selection use multiply Windows

You can use this method to copy or move any file from folder or different storage

device. Whether or not your drag results in a file MOVE or COPY, depend on the

condition of the move or copy. This will be explained in the Move Vs Copy

section later.


COPY/MOVE WINDOWS TO WINDOW

Once you have found and select your file, you can open another instance of

Windows Explorer to representing your destination folder. Resize your windows

so that they are both visible on your desktop. Drag the original file from the

source windows to your destination windows.

Note: You make need to change your Folder Option under Tools>Options, so that

every windows opens into a new windows.

When you are moving or copying, the source can be individual files, group of files

or folders. If you move a folder, all of its contents of moved as well.

Copy/Cut & Paste

This method uses less windows manipulation. Once you select the item or items

to be copied or moved, you can select the copy or cut command. Use Cut to Move

a file/folder. Anything that is cut or copied will automatically save to the Clipboard

area in memory. When you select Paste the item will be copied from the

Clipboard area to you current active windows.

You can select Copy and Paste from the Windows Explorer new Organize menu

or XP type file menu or right click on the object.


Drag and Drop Default (Copy vs Move)

When you drag a folder or file no another drive, Window will not delete the

original file or folder. Therefore is will also copy. If you drag files within the

same drive letter, it will be a MOVE rather that a COPY. If you are not sure,

always use the RIGHT BUTTON to select either COPY or MOVE.

Copy (Different Drive)

If you drag and drop from two different drive letter or device, the original file

always remains in place, a copy is created in the destination folder.

Move (Same Drive)

If you drag and drop within the same drive letter, only one instance of the file

exists, it can be found in the folder location.

This is typical when you drag file from folder to folder. Remember that most of

you data is store on a single hard drive until you partitioned it to have more than

one drive letter.

Copy

Move C: Hard Drive C: Hard Drive

Move K: folder B K: folder A

C: Hard Drive K: Flash


OVERRIDE DEFAULT COPY/MOVE

Right Click Drag

You can override any default copy or move by use the right-click drag method.

To move between drive letters, hold down the right button while dragging.

When you drop the item to it proper destination a menu will appear.

CTRL KEY COPY

To copy with the same drive letter, hold down the CTRL key while dragging.

The same rules apply if you are moving or copying between windows

THE RECYCLE BIN

Right click on the File or Folder.

Click Delete. Another method: Select File/Folder and press

delete on the keyboard.

A message appears to confirm your command. Click “yes.”

The deleted material goes to the “Recycle Bin.”

Recover Deleted Files

Usually 10% of the hard drive is allocated to the Recycle Bin. Items in the

Recycle Bin are not permanently deleted until you decide to “empty the recycle

bin”.


Recover files from the Recycle Bin:

Method 1 – File Menu (Alt Key to display temporarily)

Select the source item and go to the File>Restore

Method 2 – Tool Bar. (Alt Key)

On the tool bar click.on button.


Right click on the selected item and select Restore.

Method 4 – Drag out of the Recycle Bin.

Select file or files, drag it out to your destination folder.


EMPTY RECYCLE BIN

The only way to recover new disk space is

to periodically empty it. Once the Recycle

Bin is emptied, files cannot be recovered without have to

use a 3rd

party disk recovery software.

Permanently delete a file:

Method 1 – File Menu (Alt Key to display temporarily)

Select the source item and go to the File> Empty Recycle Bin

Method 2 – Tool Bar. (Alt Key)

On the tool bar click the . button


Right click on the selected item and select Empty Recycle Bin

Method 4 – Right-Click on each file.

Right click on the selected item and click Delete.

Deleting any item in the recycle bin will permanently delete the selected file

without of the empty the whole bin.


INCREASE THE SIZE OF THE RECYCLE BIN

To change the capacity of the Recycle Bin

On the desktop, right-click the Recycle Bin icon and then click "Properties."

Recycle Bin Properties

Under Custom size, enter the amount in MB (Mega Bytes). If you are working

with large files especially high resolution picture and videos, I would increase the

size of the recycle bin to 2-4 GB. For 2GM in the number 2000.


SEARCH FOR FILES

The Search Box

The Search box is used to search for a particular file or sub folder in the currently

opened folder. The search begins as soon as one starts typing into the search box.

This means as soon as one types “Y”, all files starting with “Y” will gets listed in

the file list view.

You can also use the Search box located at the top right of any folder to look for

any file or application on your computer. Once completed, you may opt to click

Save Search and save it as a pre-saved search criteria as mentioned above.

There’s also the Search feature available in the Start menu. The Advanced feature

button lets you supply additional information that can facilitate searches, as shown

below.


File Search using Wildcards

Boolean

Use Boolean or logical operators (NOT, OR, AND)can use used to narrow you

search. To use they must be in all UPPERCASE letters. You cannot use two

keywords (for example, NOT and OR) in the same query.

Search: yosemite OR valley

Search: Kona OR coffee

Search: Kona AND coffee

Search: Date:>06/26/2009

Search: Type:jpg

Result: All file JPG files

Wildcard

Sometimes you're not really sure what you're looking for, or at least can't pinpoint

some of the finer details. Wildcards can help you find files for which you only

have partial details. Adding the asterisk (*) in your search term uses a wildcard for

a string of letters or numbers, whereas the question mark (?) is a single character

wildcard.

Search: Yosemite * Returns: Yosemite 01 Yosemite 012 Yosemite Valley Yosemite River Search: ???Yosemite 01 Yosemite 103Yosemite Valley TopYosemite 012Yosemite 032Yosemite River Search: Yos?mite Yosemite Yosamite Yosimite

Increase Search Speed

Windows uses the index to perform very fast searches of the most common files on

your computer. Here are answers to some common questions about the index. (For


information about advanced indexing options, see Change advanced indexing

options.)

By default , Vista indexes the user’s Document Folders, as well as his/her Outlook

mailbox and Offline folders. This setting actually makes searches for files which

aren’t placed under those directories quite time consuming.

Here’s a neat trick that you can implement in order to speed up files search in

Vista. The basic idea is to get more folders indexed by Windows, and thus speed

up the file search functionality.

1. Click Start, click Control Panel 2. Click System and Maintenance 3. Click Indexing Options 4. Click Modify 5. Select additional folders you’ll like to include in the index. I

recommend you to scan the entire partition that stores your documents

6. Click OK

EXERCISE

Use the Search Box

1. Use Student CD.

2. Open Computer.

3. Enter “Yosemite” in Search Box.

4. See the result.

Using Wildcard *

1. Enter “*Yosemite” in Search Box.

2. See the result

3. Save the search as “Yosemite Trip Photos”.

Using Wildcard ?

1. Enter “??yosemite” in Search Box.

2. See the result.

Search for content

I wrote a letter to Jorgen, but I can not find it. Jorgen is not in the filename.

1. Enter “Jorgen” in Search Box.

2. See the result.


Search using Boolean Logic

1. Enter “salt AND flour” in the search box.

2. See the result

Search by Date later than:

1. Enter “Date:>01/01/2009” in the search box.

2. See the result

Search by Date later than:

1. Enter “date>=10/8/2008<=10/15/2008” in the search box.

2. See the result

Search by file type:

1. Enter “Type:jpg”

2. See the result

3. Save result as “All Sample Pictures”

Search by Date and Type:

1. Enter “date>=10/8/2008<=10/15/2008 type:doc” in the search box.

2. See the result


HOW TO FIND A FILE WITHIN A PROGRAM

You will see the same Windows Explorer dialog box in many applications such as

Word 2007, Wordpad, Excel, MSMail, Outlook and Powerpoint.

Function such as Save As, Open, Browse, Insert File, Insert Picture use the same

program API (Application Program Interface).

The Open Dialog Box from WordPad

The Save As Dialog Box from Word 2007


The Attach File Dialog Box from MS Mail

Open command from Word 2003 (Windows XP like Explorer)

Notice that all these screens look similar and for the most part functions exactly

like Windows Explorer. However, be aware that some older applications may still

use a XP like Windows Explorer interface. You can still execute all file

management function like copy, move, rename and delete.


UPDATING FILES

When you copy over a file with the same name, windows will automatically

present the follow dialog box regardless of the files modification date. This will

prevent you from updating a newer file with an older file. The dialog box will

give you the opportunity to cancel this operation.

If you are copying more that one file, a check box will appear to enable you to “Do

it for all…”

Warning:

If you Click the Do it for the next X conflicts, Windows does not check if you are

updating with the newest file. So be careful not to Copy and Replace with an older

file.

Source

Replace File

Look at the date and

time modified.

(newer) indicated

that this is the latest

modification.

Destination

Don’t copy if file is

newer that source

Don’t do anything!

or click Cancel

Same Filename Same Filename


MULTIPLY FILE UPDATE

If you copy more the one file at a time, windows will issue the following dialog

box. You can skip as many as you like and continue for the last remaining

conflicts simply by checking the next to “Do thing for next X conflicts”.

Skip and go on to the

next file.

Click the box:

Do to for next X

conflict.


Use Briefcase Automatic Files Synchronize

The Briefcase feature has around since Windows 98's, This feature was designed to

helps users synchronize files between their laptop and desktop PC, or home PC

and office based PC. Today it can even be used to update your flash drive and

office PC.

Trying to keep track of which files (those on your desktop PC or those on your

laptop) are the most current can be frustrating. And transferring files between your

PC and laptop can be even more frustrating.

Simply drag files into the Briefcase folder and take it along as you travel. This

integrated file-transfer utility lets you keep those working files on your laptop

computer in synchronization with the files on your "base" office PC.

Create a Briefcase Folder

You must first create a special folder called “Briefcase” on the mobile device such

as flash drive or laptop.

1. Right-click on the place you want to create the Briefcase folder.

2. Select New>Briefcase from the cascading menu.

3. At this point, you have the opportunity to Rename the

Briefcase folder.

Fill the Briefcase

You must first copy all of the files or folders to Briefcase on the mobile device.

In Computer or Windows Explorer, click on the file or folder you want to copy,

and from the Edit menu, select Copy. Next, double-click the Briefcase icon, then

click Edit, Paste. If you're working in Windows Explorer, you also could click the

Briefcase icon in the window's left-pane listing of files.

For workloads with too many documents or folders to copy one by one, you can

select multiple items by pressing the CTRL key while clicking the items for

moving or copying or use SHIFT. To move or copy all the files and folders in a

Office Document


window, click Select All from the Edit menu, then either copy and paste or drag

the group to the desired location.

Keeping In Sync.

Now that your documents are packed into Briefcase, you are ready to travel. You

can take along your files with you by removing the flash drive or disconnecting a

laptop to you office PC. When it's time to update your work, insert the device back

in to your office PC.

To synchronize (or overwrite the old files with the edited ones) the updated files

with those on your main computer, reinsert the Briefcase device into your desktop

PC's and double-click the Briefcase icon. On the window's Briefcase menu, click

Update All. If you want only update some of your files, just click the appropriate

items (using the CTRL key to select more than one at a time) and select Update

this item on the Briefcase menu.

Synchronizing files on connected computers is essentially the same process as

described above. While you are in the office, you can work on the main desktop

computer. When you a ready to leave your office and take your laptop or flash

drive home, do another Update all.

At you you can edited those documents on your laptop, follow the procedures

listed above to update the files when you return to work. The Briefcase can even

be use to update file from a server to your local PC. This synchronization is does

over a LAN (local area network) with any PC or Server.

Sync Original source


Open the Briefcase folder. The following screen will appear:

Click on the Update all items to synchronize. Window will automatically look at

the date on the device and office PC.


Update Options

The default option for the Briefcase is to update the newer dated file over the older

file. If you do not wish update using the default, you can right-click on the arrow

for each item to change it.

Replace Update source with main PC

Replace Update main PC with mobile

device.

Skip Don’t do anything

Detail Show detail of each file.

For example, if you take your laptop home and modified several documents, when

you connected your laptop to your office computer, and click Update all items, the

default will automatically replace your laptop document with the office PC

document.

Detail Screen


Splitting Up

Sometimes, you might find it necessary to separate the Briefcase files from the

original source file. This can be easily achieved by entering the Briefcase

properties by right-clicking on the file and select properties. On the Update

Status tab, click, click Split From Original button. This command will create a

copy file (or "orphan") inside Briefcase that no longer is linked to the original

outside the utility. Although you still may edit an orphan document, it is not

synchronized with any other file, and future updates of the item will be prevented.

With all of this updating, editing, and copying going on, you may want to

occasionally check the status of which of your Briefcase files are synchronized.

While working in the Briefcase utility, click the file or folder you want to check,

then click Properties from the window's File menu, and select the Update Status

tab. A window appears detailing the status of the highlighted document. Locate file

copies outside Briefcase by selecting the Find Original button, which is below the

window's status summary.


SyncToys 2.0 Files Synchronize

SyncToy 2.0 for Windows is available as a free download from the Microsoft

Download Center. You can find a list of these utilities by visiting the site below.

http://www.microsoft.com/windowsxp/downloads/powertoys/xppowertoys.mspx

The easy to use, customizable application helps you copy, move, rename, and

delete files between folders and computers.

There are files from all kinds of sources that we want to store and manage. Files

are created by our digital cameras, e-mail, cell phones, portable media players,

camcorders, PDAs, and laptops. Increasingly, computer users are using different

folders, drives, and even different computers (such as a laptop and a desktop) to

store, manage, retrieve, and view files. Yet managing hundreds or thousands of

files is still largely a manual operation. In some cases it is necessary to regularly

get copies of files from another location to add to primary location; in other cases

there is a need to keep two storage locations exactly in sync. Some users manage

files manually, dragging and dropping from one place to another and keeping track

of whether the locations are synchronized in their heads. Other users may use two

or more applications to provide this functionality.

SyncToy can manage multiple sets of folders at the same time; it can combine files

from two folders in one case, and mimic renames and deletes in another case.

Unlike other applications, SyncToy actually keeps track of renames to files and

will make sure those changes get carried over to the synchronized folder

Here are the simple steps to configure SyncToy:-

1. First select Create New Folder Pair.

2. There are two folders-left and right. The Left Folder is the source folder

where as the Right Folder is the target Folder.

3. Either type a folder name into the text box or select Browse and navigate to

find the left or source folder for the folder pair.

4. Select the folder, Ok and Click Next.

Sync Left Folder (Source)

Right Folder (Target)

http://www.microsoft.com/windowsxp/downloads/powertoys/xppowertoys.mspx


5. Select Browse and navigate to find the right or target folder for the folder

pair. Click OK and Next.

Next you will get five options:-Synchronize,Echo,Subscribe,Contribute and

Combine.

Synchronize: New and updated files are copied both ways. Renames

and deletes on either side are repeated on the other.

Echo: New and updated files are copied left to right. Renames and

deletes on the left are repeated on the right.

Subscribe: Updated files on the right are copied to the left if the file

name already exists on the left.

Contribute: New and updated files are copied left to right. Renames on

the left are repeated on the right. No deletions.

Combine: New and updated files are copied both ways. Nothing

happens to renamed and deleted files.

6. Select the first radio button i.e. Synchronize.

7. Enter a name for your folder pair. The name can be up to 255 characters

long, and must be different from your other folder pair names.

8. You can now Preview or,Run.

9. Create another folder pair, and/or Delete the folder pair you just created.

10. Close the confirmation screen


File Attribute

To access the attribute dialog box,

right-click on the file. File attributes

are maintained in the file system's

directories, and typical attributes are

Read-Only, Hidden, System and

Archive.

Read-Only

A Read-Only file can be viewed, but

not changed.

Hidden and System

Files marked Hidden and System do

not normally display unless the file

manager option to display them is

selected. Any file can be marked as

Hidden; however, operating system

and other control program files are

marked as System files as a means of

identification.

Archive

The archive attribute is used for

backup. When a file is created,

the archive bit is turned on.

When a backup program copies

the file, it turns off the archive

attribute.

Encription

For even more security, you can

click the Encrypt … check box.

Encryption is the process of converting data into a format that cannot be easily

read by others without known the key. The file key is like a password. You can

use EFS to automatically encrypt your data when it is stored on the hard disk.


Chapter 4 – File Management: Review Questions

1) File management can be performed?

a. From the Organize menu.

b. From the File menu.

c. Right-clicking on the folder or file.

d. Control keys (ctrl+c to copy)

e. Drag and drop from window to window.

f. All of the above.

2) How to a move a file using copy & paste?

a. Use copy and paste command.

b. Use the move command.

c. Use the cut and paste command.

d. All of the above.

3) Using copy & paste is best because?

a. You don’t have to have multiply windows opened.

b. It requires less windows manipulation.

c. It is safer because you don’t have to cut the file.

d. You are less likely the make a mouse error.

e. All of the above.

4) If I drag and drop a file from flash drive to my Picture folder.

a. The file is deleted.

b. I just moved the file to my Picture folder.

c. It is a copy by default, the file remains in both place.

d. It’ is moved to the C: drive.

5) Contiguous selection uses the:

a. Ctrl key to select files that are in contiguous order..

b. Shift key to select file that are in contiguous order.

c. Alt key.

d. Delete key to select files.

6) If I drag and drop files from my Document folder to my Picture folder,

a. The file is deleted.

b. I just moved the file to my Picture folder.


c. It is a move by default, the file is gone from the source.

d. It’ is moved to the C: drive.

7) Files can be recovered from the Recycle Bin:

a. The file is deleted permanently.

b. as long as you don’t clean your drive..

c. Can not be recovered.

d. As long you have not emptied it.

8) What is the purpose of the “Right-Click Drag & Drop”

a. Gives you a menu.

b. You can choose what to do.

c. to override the default copy/move.

d. Allows you to copy the file to the same folder.


File Management Exercises

Instructor: Heman Lee

Exercise 1 – Creating Folders

1. Create the following folders structure under your personal folder (student?)

in the proper subfolder:

a. Student?>Document>Letters

b. Student?>Document>Recipes

c. Student?>Document>Business

d. Student?>Pictures>Rock Stars

e. Student?>Pictures>Flowers

f. Student?>Music>Soft Rock

Your folder structure should look like this:

Exercise 2 - Change the View (Sort)

1. Find and expand all folders on the “Sample Files” CD or Flash Drive in the

navigation pane.

2. Display the content of the Sample Files in the Large icon, Medium icon,

List and Detail View. 3. Sort the Detail View by Filename.

Personal Folder

Picture

Flowers Rock Stars Soft Rock

Music

Letters Recipes Business

Document


4. Sort the list by file Type. (if Type is not present, add it)

Note: Right-click in the header area to add or delete file detail column.

Exercise 3 – Copying Documents

1. Leave the Detail Pane in the Detail view.

2. Use Contiguous Selection to select all recipes document file.

3. Use Non-contiguous Selection to de-select unwanted documents that are not

recipes.

4. Copy selected recipes file to your new folder Student?>Document>Recipes

Hint: Drag and drop from Detail Pane to Navigation Pane, or use Copy and Paste.

Exercise 4 – Copy Rock Star Pictures

1. Display the content of the Sample File in the Detail Pane.

2. Use the Navigation pane to expand the Student? folder.

3. Change View to Medium Icons.

4. Use Contiguous Selection or Non-contiguous Selection to copy pictures to

folder:

Student?>Pictures>Rock Stars

Exercise 5 – Copy Flower Pictures

1. Display the content of the Sample File in the Detail Pane.

2. Use the Navigation pane to expand the Student? folder.

3. Change View to Large Icons.

4. Use Contiguous Selection or Non-contiguous Selection to copy pictures to

folder:

Student?>Pictures>Flowers

Exercise 6 – Group Rename

In this exercise you will rename all files with the contain the name Yosemite to

Yosemite(1), Yosemite(2)….

1. Enter search criteria: *Yosemite*

2. Select all files.

3. Right-click on any file and select Rename.

4. Rename file to “Yosemite”.


Exercise 7 – Group Delete

1. Sort by Name in Detail View.

2. Select all of the Mariner files.

3. Right-click on any file and select Delete.

Exercise 8 – Group Files

1. In Sample Files folder, right-click in an open white area.

2. Select Group by, then select Type.

Exercise 9 – Search

1. Enter “disney” in the search box.

2. Save Search as “Disneyland Pictures”.

Exercise 10 – Creating shortcuts (Chapter 5)

Create a shortcut to these 4 new folders on your desktop

Hint: Right-Click>Send To>Desktop (create shortcut)

Shift key for contiguous selection

Ctrl key for non-contiguous selection

Date post:	18-Nov-2014
Category:	Documents
Upload:	heman-lee
View:	476 times
Download:	2 times