Managing your files
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  • 1. ®Microsoft Office 2010Managing Your Files
  • 2. XPXPXPObjectives• Develop file management strategies• Explore files, folders, and libraries• Create, name, copy, move, and delete folders• Name, copy, move, and delete files• Work with compressed filesNew Perspectives on Microsoft Office 2010 2
  • 3. XPXPXPFiles in a Folder WindowNew Perspectives on Microsoft Office 2010 3
  • 4. XPXPXPOrganizing Files and Folders• A file, or document, is a collection of data that has aname and is stored in a computer• Organize files by storing them in folders• Disks contain folders that hold documents, or files– USB drives– Compact discs (CDs)– Digital video discs (DVDs)– Hard disks• Each drive is assigned a letterNew Perspectives on Microsoft Office 2010 4
  • 5. XPXPXPUnderstanding the Need for OrganizingFiles and Folders• Windows organizes folders and files in an hierarchy,or file system• Windows stores the folders and important files itneeds to turn on the computer in its root directory• Folders stored within other folders are calledsubfoldersNew Perspectives on Microsoft Office 2010 5
  • 6. XPXPXPUnderstanding the Need for OrganizingFiles and FoldersNew Perspectives on Microsoft Office 2010 6
  • 7. XPXPXPDeveloping Strategies for Organizing Filesand Folders• Type of disk you use to store files determines howyou organize those files• Storing files on removable media allows you to usesimpler organization• The larger the medium, the more levels of foldersyou should use• You should have a backup, or duplicate copy, ofimportant filesNew Perspectives on Microsoft Office 2010 7
  • 8. XPXPXPDeveloping Strategies for Organizing Filesand FoldersNew Perspectives on Microsoft Office 2010 8
  • 9. XPXPXPExploring Files, Folders,and Libraries• Windows Explorer and the Computer window showthe drives, folders, and files on your computer– Each has a slightly different view• A folder window displays the files and subfolders in afolder– Divided into two sections, called panesNew Perspectives on Microsoft Office 2010 9
  • 10. XPXPXPExploring Files, Folders,and LibrariesNew Perspectives on Microsoft Office 2010 10
  • 11. XPXPXPUsing Libraries and Folders• When you open Windows Explorer, it shows thecontents of the Windows built-in libraries by default• Libraries display similar types of files together, nomatter where they are storedNew Perspectives on Microsoft Office 2010 11
  • 12. XPXPXPNavigating to Your Data Files• The file path is a notation that indicates a file’slocation on your computerG:FMTutorialMap.png– G: is the drive name– FM is the top-level folder on drive G– Tutorial is a subfolder in the FM folder– Map.png is the full filename with the file extensionNew Perspectives on Microsoft Office 2010 12
  • 13. XPXPXPNavigating to Your Data FilesNew Perspectives on Microsoft Office 2010 13
  • 14. XPXPXPManaging Folders and Files• Creating a folder– In the Navigation pane, click the drive or folder inwhich you want to create a folder.– Click New folder on the toolbar.– Type a name for the folder, and then press theEnter key.New Perspectives on Microsoft Office 2010 14
  • 15. XPXPXPWorking with Folders and Files• Moving and Copying Files and Folders– Moving a file removes it from its current locationand places it in a new location you specify– Copying places the file in both locationsNew Perspectives on Microsoft Office 2010 15
  • 16. XPXPXPWorking with Folders and Files• Naming and Renaming Files– Filenames provide important information aboutthe file, including its contents and purpose• Main part of the filename• Dot• File extension– A filename extension identifies file type andindicates program in which file was createdNew Perspectives on Microsoft Office 2010 16
  • 17. XPXPXPWorking with Folders and Files• Deleting Files and Folders– Recycle Bin is an area on your hard disk that holdsdeleted files until you remove them permanentlyNew Perspectives on Microsoft Office 2010 17
  • 18. XPXPXPWorking with Compressed Files• Files stored in a compressed (zipped) folder take upless disk space– Allows you to transfer files more quickly• Extracting a file creates an uncompressed copy of thefile in a folder you specify, while the original fileremains in the compressed folder• Compression programs– WinZipNew Perspectives on Microsoft Office 2010 18