The document discusses file management in Microsoft Office 2013. It covers topics such as understanding files and folders, creating and saving files, exploring files on a computer, changing file views, opening and saving files, copying, moving and renaming files, searching for files, and deleting and restoring files. The key objectives are to understand how to organize, locate, and manage files and folders on a computer system using Microsoft Office applications and file explorer.

1. Understanding File Management

2. Microsoft Office 2013 Illustrated
ObjectivesObjectives
• Understand files and foldersUnderstand files and folders
• Create and save a fileCreate and save a file
• Explore the files and folders onExplore the files and folders on
your computeryour computer
• Change file and folder viewsChange file and folder views
• Open, edit, and save filesOpen, edit, and save files

3. Microsoft Office 2013 Illustrated
ObjectivesObjectives
• Copy filesCopy files
• Move and rename filesMove and rename files
• Search for files, folders, andSearch for files, folders, and
programsprograms
• Delete and restore filesDelete and restore files

4. Microsoft Office 2013 Illustrated
Understanding Files and FoldersUnderstanding Files and Folders
• File managementFile management refers to how to create,refers to how to create,
save, locate and delete files you createsave, locate and delete files you create
with Windows application programswith Windows application programs
• The files and folders on your computer areThe files and folders on your computer are
organized in aorganized in a file hierarchyfile hierarchy

5. Microsoft Office 2013 Illustrated
Understanding Files and FoldersUnderstanding Files and Folders
• As you work with your computer, you canAs you work with your computer, you can
add folders to your hierarchy and nameadd folders to your hierarchy and name
them to help you organize your workthem to help you organize your work
• Folders organize files intoFolders organize files into
smaller groups of related filessmaller groups of related files
for ease of access and usefor ease of access and use
• You also can createYou also can create subfolderssubfolders,,
which are folders that are insidewhich are folders that are inside
other foldersother folders

6. Understanding Files and FoldersUnderstanding Files and Folders
Microsoft Office 2013 Illustrated

7. Understanding Files and FoldersUnderstanding Files and Folders
Microsoft Office 2013 Illustrated

8. Microsoft Office 2013 Illustrated
Creating and Saving a FileCreating and Saving a File
• Any document you create with a programAny document you create with a program
is temporarily stored in RAMis temporarily stored in RAM
• If the power fails, then everything in RAMIf the power fails, then everything in RAM
is lostis lost
• You must save your document to a disk,You must save your document to a disk,
either before you exit the program oreither before you exit the program or
periodically while you use the programperiodically while you use the program
• Storage devices include hard disks andStorage devices include hard disks and USBUSB
flash drivesflash drives

9. Microsoft Office 2013 Illustrated
Creating and Saving a FileCreating and Saving a File
• The program you are usingThe program you are using
will add awill add a file extensionfile extension atat
the end of the filename youthe end of the filename you
provideprovide
• The file extension identifiesThe file extension identifies
the type of file, for example,the type of file, for example,
a document file, a video file,a document file, a video file,
or a music fileor a music file
• The file extension is a three- or four-letterThe file extension is a three- or four-letter
sequence, preceded by a periodsequence, preceded by a period

10. Microsoft Office 2013 Illustrated
Save As Dialog BoxSave As Dialog Box

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Exploring the Files andExploring the Files and
Folders on Your ComputerFolders on Your Computer
• In a File Explorer window, you canIn a File Explorer window, you can
navigate through your computernavigate through your computer
contents using the File list, the Addresscontents using the File list, the Address
bar, and the Navigation panebar, and the Navigation pane

12. Microsoft Office 2013 Illustrated
DriveDrive
TypeType
DriveDrive
IconIcon Friendly NameFriendly Name Drive NameDrive Name CalledCalled
Hard DiskHard Disk
DriveDrive
Local DiskLocal Disk C:C: Drive CDrive C
DVD DriveDVD Drive DVD-RW Drive,DVD-RW Drive,
DVD-R Drive, orDVD-R Drive, or
DVD-ROM DriveDVD-ROM Drive
Next availableNext available
drive letter,drive letter,
for example, D:for example, D:
Drive DDrive D
CD DriveCD Drive CD-RW Drive,CD-RW Drive,
CD-R Drive, orCD-R Drive, or
CD-ROM DriveCD-ROM Drive
Next availableNext available
drive letter,drive letter,
for example, E:for example, E:
Drive EDrive E
USBUSB
FlashFlash
DriveDrive
[varies][varies] Next availableNext available
drive letter,drive letter,
for example, F:for example, F:
Drive FDrive F
Drive Names and Drive IconsDrive Names and Drive Icons

13. Changing File and Folder ViewsChanging File and Folder Views
• You can customize yourYou can customize your viewview, which is, which is
a set of appearance choices for filesa set of appearance choices for files
and foldersand folders
• Eight differentEight different layoutslayouts
• The Sort by menu lets youThe Sort by menu lets you sortsort, or, or
reorder your files and foldersreorder your files and folders
according to several criteriaaccording to several criteria
Microsoft Office 2013 Illustrated

14. Changing File and Folder ViewsChanging File and Folder Views
Microsoft Office 2013 Illustrated

15. Microsoft Office 2013 Illustrated
Opening, Editing, andOpening, Editing, and
Saving FilesSaving Files
• Once you have created a file and savedOnce you have created a file and saved
it with a name in a folder on a storageit with a name in a folder on a storage
device, you can easily open it anddevice, you can easily open it and editedit
itit

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Copying FilesCopying Files
• The ability to copy files and folders allowsThe ability to copy files and folders allows
you to createyou to create backupsbackups of important foldersof important folders
and files in case something happens toand files in case something happens to
your original folders and filesyour original folders and files
• If you lose your original file or folder,If you lose your original file or folder,
you can copy it from your backupyou can copy it from your backup

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Copying FilesCopying Files
• When you use the Copy command, Windows 8When you use the Copy command, Windows 8
places a duplicate copy of the file on theplaces a duplicate copy of the file on the
clipboardclipboard
• When youWhen you copycopy a file, the original file stays ina file, the original file stays in
its current location and you have a duplicateits current location and you have a duplicate
copy of the same file in another locationcopy of the same file in another location
Hard Disk Drive USB Flash Drive
Copy

18. Microsoft Office 2013 Illustrated
Copying FilesCopying Files

19. Microsoft Office 2013 Illustrated
Copying FilesCopying Files
• You can use the Send To command toYou can use the Send To command to
quickly copy a file, a group of files, aquickly copy a file, a group of files, a
folder, or a group of folders from one diskfolder, or a group of folders from one disk
drive to anotherdrive to another

20. Microsoft Office 2013 Illustrated
Moving and Renaming FilesMoving and Renaming Files
• You can move one of more files orYou can move one of more files or
foldersfolders
• When youWhen you movemove a file, the file isa file, the file is
transferred to the new location and notransferred to the new location and no
longer exists in its original locationlonger exists in its original location
• You can move a file using the Cut andYou can move a file using the Cut and
Paste commandsPaste commands
• You can rename files to make theYou can rename files to make the
names more descriptive or accuratenames more descriptive or accurate

21. Cutting a FileCutting a File
Microsoft Office 2013 Illustrated

22. Renaming a FileRenaming a File
Microsoft Office 2013 Illustrated

23. Using Windows 8 LibrariesUsing Windows 8 Libraries
• AA librarylibrary gathers file and foldergathers file and folder
locations from different locations onlocations from different locations on
your computer and displays them inyour computer and displays them in
one locationone location
Microsoft Office 2013 Illustrated

24. Microsoft Office 2013 Illustrated
Searching for Files, Folders,Searching for Files, Folders,
and Programsand Programs
• Windows SearchWindows Search helps you quickly findhelps you quickly find
any program, folder, or fileany program, folder, or file
• The search text you type is called theThe search text you type is called the
search criteriasearch criteria
• Search criteria can be a filename, part ofSearch criteria can be a filename, part of
a filename, or any other texta filename, or any other text

25. Microsoft Office 2013 Illustrated
Searching for Files, Folders,Searching for Files, Folders,
and Programsand Programs
• To search your entire computer,To search your entire computer,
including its attached drives, you canincluding its attached drives, you can
use theuse the Search charmSearch charm
• To search within a particular folder, youTo search within a particular folder, you
can use thecan use the Search boxSearch box in a Filein a File
Explorer windowExplorer window

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Searching for Files, Folders,Searching for Files, Folders,
and Programsand Programs
Searching on criterion “new tour”Searching on criterion “new tour”

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Searching for Files, Folders,Searching for Files, Folders,
and Programsand Programs
• You can perform advanced searches byYou can perform advanced searches by
using the Search Tools tab on theusing the Search Tools tab on the
Ribbon in File ExplorerRibbon in File Explorer
• Search by date, type of file, file size, or fileSearch by date, type of file, file size, or file
propertyproperty

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Deleting and Restoring FilesDeleting and Restoring Files
• If you no longer need a folder or file,If you no longer need a folder or file,
you can delete it from the storageyou can delete it from the storage
devicedevice
• By regularly deleting files and foldersBy regularly deleting files and folders
you no longer need and emptying theyou no longer need and emptying the
Recycle Bin, you free up valuableRecycle Bin, you free up valuable
storage space on your computerstorage space on your computer
• Windows 8 places files and folders youWindows 8 places files and folders you
delete in the Recycle Bindelete in the Recycle Bin
• If you delete a folder, Windows 8If you delete a folder, Windows 8
removes the folder as well as all filesremoves the folder as well as all files
and subfolders stored in itand subfolders stored in it

29. Microsoft Office 2013 Illustrated
Deleting and Restoring FilesDeleting and Restoring Files
Delete File dialog boxDelete File dialog box

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Deleting and Restoring FilesDeleting and Restoring Files
• If you later discover that you need aIf you later discover that you need a
deleted file or folder, you can restore itdeleted file or folder, you can restore it
to its original location, but only if youto its original location, but only if you
have not yet emptied the Recycle Binhave not yet emptied the Recycle Bin
• Emptying the Recycle Bin permanentlyEmptying the Recycle Bin permanently
removes the deleted folders and filesremoves the deleted folders and files
from your computerfrom your computer
• Files and folders you delete from aFiles and folders you delete from a
removable storage drive do not go toremovable storage drive do not go to
the Recycle Bin; they are immediatelythe Recycle Bin; they are immediately
and permanently deleted and cannot beand permanently deleted and cannot be
restoredrestored

31. Microsoft Office 2013 Illustrated
Deleting and Restoring FilesDeleting and Restoring Files
Restoring a file from the Recycle BinRestoring a file from the Recycle Bin