Microsoft Office 2003- Illustrated Introductory, Second Edition

1. Microsoft Office 2003- Illustrated Introductory, Second Edition Working with Programs, Files, and Folders

2. Objectives • Create and save a WordPad document • Open, edit and save an existing Paint file • Work with multiple programs • Understand file management • View files and create folders with My Computer Working with Programs, Files, and Folders Unit B

3. Objectives • Move and copy files with My Computer • Manage files with Windows Explorer • Search for files • Delete and restore files Working with Programs, Files, and Folders Unit B

4. Unit Introduction • Most of your work on a computer involves using programs to create files • Working with files and the programs used to create them, you can create new files, open and edit existing files, and copy and paste data from one file to another • You can use My Computer or Windows Explorer to manage your files, or create shortcuts to files from the desktop Working with Programs, Files, and Folders Unit B

5. When you open most programs, a new blank document opens, in which you can begin typing While the computer is on, your work is automatically, and temporarily, stored using the computer’s Random Access Memory (RAM) To store a document permanently, you must save it as a file, which is a collection of information with a unique name and location Files can be saved on a hard disk, floppy disk, CD-ROM, or Zip disk File names can use up to 255 characters Creating and Saving a WordPad Document Working with Programs, Files, and Folders Unit B

6. To create a new WordPad document: Start WordPad Type the document as you wish it to appear To select text you wish to format, click to the left of the word, then drag to the right until the text is highlighted Use the Formatting toolbar to change the font, font size, or add effects such as boldface Creating and Saving a WordPad Document (cont.) Formatting toolbar Working with Programs, Files, and Folders Unit B

7. Creating and Saving a WordPad Document (cont.) • To save a file for the first time: • Click File on the menu bar, then click Save As or Save • In the Save As dialog box, type a new filename, then click Save Working with Programs, Files, and Folders Unit B

8. To open a Paint file: Click the Start button on the taskbar, point to All Programs, point to Accessories, then click Paint Click File on the menu bar, then click Open In the Open dialog box, click the Look in list arrow, then click the drive and folder where your file is located In the file list, click the file, then click Open Opening, Editing, and Saving an Existing Paint File Working with Programs, Files, and Folders Unit B

9. Opening, Editing, and Saving an Existing Paint File (cont.) • To edit a Paint file, use the buttons in the Paint Tool Box Working with Programs, Files, and Folders Unit B

10. Opening, Editing, and Saving an Existing Paint File (cont.) • To save a file with the same name: • Click File on the menu bar, then click Save OR • Click the Save button on the toolbar OR • Press [Ctr][S] Working with Programs, Files, and Folders Unit B

11. Working with Multiple Programs • 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 • A program button on the taskbar represents any window that is open on the desktop Working with Programs, Files, and Folders Unit B

12. Working with Multiple Programs (cont.) • 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 • Click the program button on the taskbar for the destination file • Click in the file where you want the copied information to appear • Click Edit on the menu bar, then click Paste Working with Programs, Files, and Folders Unit B

13. Working with Multiple Programs (cont.) • Other cutting, copying, and pasting methods: Working with Programs, Files, and Folders Unit B

14. Other Programs that Come with Windows XP • Other Windows accessories include: • A calculator • Windows Movie Maker (used to create, edit, and share movie files) • An Address Book • NetMeeting (used to set up a voice and/or video conference over the Internet) • Remote Desktop Connection (allows another person access to your computer to diagnose or solve computer problems Working with Programs, Files, and Folders Unit B

15. Understanding File Management • File management is organizing and keeping track of files and folders • A folder is a container for storing programs and files • Windows has two file management programs, both of which have two panes in order to display folders and task options: • My Computer • Windows Explorer Working with Programs, Files, and Folders Unit B

16. Understanding File Management (cont.) • File management can help you do the following: • Create a new folder so you can reorganize information • Examine and organize files and folders in a file hierarchy • Copy, move, and rename files and folders • Delete files and folders you no longer need and restore files you delete accidentally • Locate a file easily with the Search feature • Create shortcuts to files and folders Working with Programs, Files, and Folders Unit B

17. Sample file hierarchy: Understanding File Management (cont.) Working with Programs, Files, and Folders Unit B

18. Viewing Files and Creating Folders with My Computer • To open My Computer and view files and folders: • Click the Start button on the taskbar, then click My Computer • Click an option in the left pane to perform tasks related to the folder’s contents • Double-click a drive or folder in the right pane to display its contents in the right pane Working with Programs, Files, and Folders Unit B

19. Viewing Files and Creating Folders with My Computer (cont.) • My Computer window: Standard Buttons toolbar Icons represent folders and drives Working with Programs, Files, and Folders Unit B

20. Viewing Files and Creating Folders with My Computer (cont.) • To create a new folder, select the location where you want the new folder, create the new folder, then name it meaningfully, so you can know its contents by reading the name • To create a new folder: • Navigate to the folder where the new folder will be stored • Click File on the menu bar, point to New, then click Folder • Type the folder name, then press [Enter] Working with Programs, Files, and Folders Unit B

21. Viewing Files and Creating Folders with My Computer (cont.) • Standard Buttons toolbar buttons in My Computer: Working with Programs, Files, and Folders Unit B

22. Moving and Copying Files with My Computer • Copying a folder leaves it in the original location and creates a duplicate in a new location • Moving a folder relocates it • The Common Tasks pane in My Computer displays options such as “Move this file” • You can also right-click a file and use the Send To command • This can be used to back up files to another location, such as a floppy disk Working with Programs, Files, and Folders Unit B

23. Moving and Copying Files with My Computer (cont.) • If both the file and folder are visible, you can simply drag the file to the new location to copy it Folder where the file is being moved File being moved Common Tasks pane Working with Programs, Files, and Folders Unit B

24. Moving and Copying Files with My Computer (cont.) Two files selected to be moved • To move a file: • Select the file(s) to move • Click Move this file or Move the selected items in the File and Folder Tasks pane • In the Move Items dialog box, navigate to the drive and folder where you want the file(s) moved, then click Move Folder to which files will be moved Working with Programs, Files, and Folders Unit B

25. Moving and Copying Files with My Computer (cont.) • Techniques for selecting multiple files and folders: Working with Programs, Files, and Folders Unit B

26. Managing Files with Windows Explorer • Windows Explorer differs from My Computer, although the tasks you can perform are the same • The Folders pane allows you to see and manipulate the overall structure of the contents of your computer • You can change Windows Explorer to display the Files and Folders task pane, or My Computer to display the Folders pane Working with Programs, Files, and Folders Unit B

27. Managing Files with Windows Explorer (cont.) • To open Window Explorer and view files and folders: • Click the Start button on the taskbar, then click Window Explorer • Click a folder in the left pane or double-click a folder in the right-pane to display its contents in the right pane • Click the Expand or Collapse indicators in the left pane to display or hide subfolders in the file hierarchy • To change the display of the files and folders in the right pane, click View on the menu bar, then click the appropriate option • To rename a folder, right-click it in either pane, click Rename on the shortcut menu, type the name, then press [Enter] Working with Programs, Files, and Folders Unit B

28. Managing Files with Windows Explorer (cont.) • Windows Explorer Window: Collapse indicator Folders pane Expand indicator Working with Programs, Files, and Folders Unit B

29. Searching for Files • The Search Companion: • Can help you find files and folders • 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 Working with Programs, Files, and Folders Unit B

30. Searching for Files (cont.) • To open the Search Explorer bar: • Click the Search button on the Standard Buttons toolbar • Choose a search option method in the Search Explorer bar • Type the search criteria in the text box • Click the Look in list arrow to choose a new location if necessary • Click Search • The Search program finds the files and folders that match the criteria Working with Programs, Files, and Folders Unit B

31. Searching for Files (cont.) • Getting ready to search: Search button Search Companion pane Working with Programs, Files, and Folders Unit B

32. Searching for Files (cont.) • Specifying search options Enter search text here Working with Programs, Files, and Folders Unit B

33. Accessing Files, Folders, Programs, and Drives You Use Often • 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 Working with Programs, Files, and Folders Unit B

34. Accessing Files, Folders Programs, and Drives You Use Often • 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 Working with Programs, Files, and Folders Unit B

35. Deleting and Restoring Files • You can delete, or remove, items you no longer need • If you delete a file or folder from the desktop or from the hard disk, it goes to the Recycle Bin • The Recycle Bin stores all items you delete from your hard disk • You can restore it if necessary • If you delete a file from a floppy disk it cannot be restored Working with Programs, Files, and Folders Unit B

36. Deleting and Restoring Files (cont.) • Methods for deleting and restoring files: Working with Programs, Files, and Folders Unit B

37. 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 slider Customizing your Recycle Bin Working with Programs, Files, and Folders Unit B