Effective File Management: Organize Your Computer Files Efficiently

1. File Management Staying Organized

2. Files • Files store data or instructions.

3. What is in a Name?Name Computer Files • File Names: • Should be descriptive of what is in the file • Can contain 256 characters in a file name • Spaces are allowed in file names • NOT allowed: • / • \ • : • * • < • > • |

4. File Extensions • Most software programs ADD a 3 to 4 character extension at the end of the file name to designate the file’s type • File Extensions: • Begin with a . • Separates it from the file name

5. Common File Extensions • .docx or .doc MS Word files • .xlsx or .xls MS Excel files • .accdb or .mdb MS Access database files • .pptx or .ppt MS PowerPoint files • .gif or .jpg or .jpeg Internet Graphics files • .bmp Paint Graphics files • .html or .htm Web Pages • .pdf Portable Document Format • .txt Plain text file • .exe Program file • .rtf Rich Text Format

6. Why Extensions Are Used • Windows uses the extensions to keep track of which programs were used to create files. • Allows starting the program by double-clicking the file

7. Folders and Folder Names • Folders are used to organize files • Can have folders INSIDE of other folders (called hierarchy) • Think of a file cabinet as the drive • Each drawer of the file cabinet as a folder • In each drawer have several folders • In folders have individual documents • Any computer drive may have its own hierarchy of folders

8. Accessing the Disk Files • Click on Start • Click on My Computer • A list of disk drives you have access appears • Double-click on the drive you wish to open

9. Content List Views • To change the way you view your files: • Click on View • Select • Thumbnails • Tiles • Icons • List • Details

10. Thumbnails & Tiles • Thumbnails • Shows Large Size File Icons for each file • Tiles • Shows Medium Size File Icons for each file • Icons • Shows Small Size Icons for each file • List • Lists files and folders located on the drive • Details • Lists file s and folders in order based on one of the following: • Alphabetical • Reverse Alphabetical • Date • File Type

11. Changing Order of Files In Detail View • Click on View • Click on Details • Click on what you want to sort by • Name • Size • File Type • Date

12. Creating a New Folder • Click on the New Folder Icon • Choose Folder from the pop-up menu • Type the name of the new folder

13. Selecting Multiple Files • Files Located Next to Each Other • Click on the 1st file you want to select • Hold down the SHIFT key • Click on the last file you want to select • You can now copy, delete, move or open these files at one time. • Files NOT Located Next to Each Other • Click on the 1st file you want to select • Hold down the CTRL key • Click on the last file you want to select • You can now copy, delete, move or open these files at one time.

14. Moving Files • Select the Files you wish to Move • Press Ctrl + X to cut files • Click on where you want to move them (different folder) • Press Ctrl + V to paste the files in the new location • OR • Select Files and drag into location

15. Copying Files • Select the Files you wish to Move • Press Ctrl + C to Copy the files • Click on where you want to move them (different folder) • Press Ctrl + V to paste the files in the new location

16. Deleting Files • Select the files to be deleted • Press the Delete Key • OR • Click the X on the toolbar • OR • Choose File then Delete • OR • Right-click on any selected file and Choose Delete File

17. Renaming Files and Folders • Right-click on the file or folder name • Choose Rename • Key the new name OR • Double-click on the file name • Key the new name What’s in a Name