File Management

 

File Management

Hard disk drives have become very large in recent years and are capable of holding millions of data files created by computer applications installed on the computer


As a result, a method of organising these files is essential.

Windows uses folders to achieve this




Filenames are made up of two parts
Filenames are made up of two parts




Filenames are made up of two parts:

 

The document name  - can be up to 256 characters long, including spaces

The file extension  -  determined by the application being used




Typical File Types


Organising Files


The management of computer files and paper files has much in common.  If all the paper documents accrued in a house or business were stored in a single drawer without using paper folders, it would soon become impossible to find anything

A well organised house will have some filing system to segregate electric bills from telephone bills and from bank statements etc.  Files on a computer should be managed in a similar fashion 







A good practice is to use a Personal Folder to organise files
This is the equivalent of a filing cabinet in paper filing, it can be created in the My Documents folder or in the C: Drive of the computer 
This folder is the Root Folder of the filing system
Subfolders can then be created for subject areas etc
Within these, further subfolders can be used to organise the files within each subject.   An example is shown below:

Create a Root folder in My Document

Create a Root folder in My Document
Create a Root folder in My Document


Create Subfolders within the root folder for subject areas etc




Create further subfolders within the subject area folder




Continue the process until the required level of organisation achieved






This organisation will make files easier to find and backing up your files will involve copying the root folder to the backup device




Creating Folders
 
Folders can be created by a number of methods:

Creating Folders
Creating Folders




Method 1:
 
  Browse to where you want to create the folder
  Click the File menu, choose New and then Folder.  
  The folder is created  
Type a name for the folder and press Return or click away from the folder to complete





Method 2:
 
Browse to where you want to create the folder
Right-click within the window choose New and then Folder



Method 2 Create Folder
Method 2 Creating Folders




Complete as for method 1


Method 3:
 
A folder can be created while saving a file in a computer application 
 
In Word 2007, click the Office button and choose Save As and Word Document
Browse to the required folder and click the Create New Folder button
Name the folder and Double-click it to open it.  Save the file in the new folder



Managing Files and Folders
 
Files and Folders can be Selected, Copied, Pasted, Moved, Renamed and Deleted


Managing Files and Folders
Managing Files and Folders 

Selecting Files
 
To select a single file, just click it.  It changes colour on selection
To select consecutive files, click the first file, hold down the Shift key and select the last file.  The files in between are automatically selected




To select non-consecutive files, hold down the Alt key and select the files in turn

To select all the files in a folder, click the Edit command and choose Select All

Note: The above procedures apply equally to groups of folders.
 

 

Copy and Paste Files 
 
First select the required file/s.  Then right-click the files and choose Copy.  The files are copied an area of memory called the Clipboard

Browse to the destination folder,  right-click it and choose Paste

Copy and Paste Files
Copy and Paste Files


Moving Files
 
The procedure is similar to copy and paste except that instead of choosing Copy, you choose Cut 


Rename Files
 
Files must be renamed individually
To rename a file, right-click it and choose Rename
Type the new name and press Return or click away from the file



Deleting Files
 
Select the files to be deleted.  Right-click any selected file and choose delete from the menu.  Click the Yes button in the dialog box

Deleting Files
Deleting Files


The Recycle Bin
 
Files and folders deleted from the computer are placed in the recycle bin.  They are not lost until the recycle bin is emptied

In the example below, the folder is right-clicked and Delete is chosen 



The folder is sent to the recycle bin and the bin icon changes from empty to full




To Undelete the folder, right-click the recycle bin and choose Open

From the Edit menu, choose Undo Delete to restore the folder to it’s original location. The recycle bin icon changes back to empty



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