File Management

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File Management

• Tammy Maginity
• Fall 2004

2
Network and logging in

• There are seven servers in our district. Every
  user has a unique name
• Name.staff.building.cps
• What if I am in another building?
• Where is my user space?
• What is the shared space?
• Handout on how to log in

3
Box Example

• 3 boxes
• 12 file folders
• Bunch of papers
• How do you organize them?

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Idea

• Name each box
• Name each folder
• Put papers in the folder and box that matches the
  best
• It is the same with computers

5
Memory

• Computers have two types of memory
• RAM Random Access Memory and it is temporary.
  When the computer is off it is gone
• ROM Read only memory It remembers stuff when
  it is off but you cant change or add stuff

6
Saving/Storage

• To keep something permanently, you must save it.
• There are many places to save
• Hard drive
• Floppy Disk
• Zip Disk
• Thumb or flash drive
• Network drive (here at school)
• Online

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Where are they?

• They go where you send them
• Most programs will have a default location and
  you need to pay attention to that
• You can change where something goes
• File, save or save as
• Lets open up Word and do an example..

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HOT TIP!

• Would you like to change the default location for
  your Word Documents?
• Open Word and do the following
• Click tools in the menu bar and choose options
• Click the File Location tab and select the
  Documents
• Click modify and browse to the folder you want to
  be the default and click ok
• This works in Powerpoint and Excel as well.

9
Windows Explorer

• Once you understand this window, you will love
  it.
• Lets take a look

10
Getting there

• My computer vs. explorer
• To get to explorer
• Flying windowe
• Right click on My computer and hit explore
• Go through the start menu

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The window
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How do I read it?

• Left side shows you all the directories,
• When you click on the left it shows you what is
  inside on the right
• You can drag and drop files to move them (or copy
  and paste)
• You can delete them

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Choosing Multiple Files

• To move, copy, delete multiple files
• Go into Windows explorer (right click on my
  computer and hit explore)
• On the left side choose what drive or folder you
  want to organize. (your user space for example)
• On the right side, find the files you want to
  move, copy or delete. If they are all in a row
• click the first file (single click, not double)
• hold down the shift key and click on the last
  file
• this will highlight all files in between the
  first file and the last fie
• Now you can move them or copy them
• If you want to delete them, just hit delete on
  the keyboard and all the highlighted files will
  disappear.
• If they are not in a row
• Hold down the CTRL key and then click on the
  files you want to manipulate.
• When they are all highlighted, let go of the ctrl
  button and do what you need to do. (caution
  when clicking the files, don't click and move the
  mouse because it will start copying all the files
  highlighted)

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Files and Folders

• Computers organize by files and folders
• A file is a collection of data that is stored
  together
• A folder is an organizer

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View Menu

• You can look at files and folders different ways.
• Go to the menu bar and click View
• Lets go through the different views.

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File names

• Every file has three things
• Name
• Location
• length
• Two parts to a name
• Before the dot is the name, after the dot is the
  type of file
• Sciencequiz.doc is an example

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Extensions

• The part that comes after the dot is called the
  extension
• The extension tells you what kind of file
• Can be graphics, text, video, music
• Examples
• .doc Word document
• .jpg picture file
• .exe is a file that starts a program
• .html web page

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Right Click on file

• Right clicking on anything in Windows will get
  you a menu
• If you right click on a file and click on
  properties, you can see lots of info about the
  file
• You can change the settings as well.

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Common Names

• Windows likes to assign letters
• A is the floppy drive
• C Is the hard drive
• D is the CD-ROM
• The rest depends on what else is connected
• At school, your user space is the H drive
• Hey, what happened to B?

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Adding drives

• If you plug in a flash drive, card reader, or
  digital camera, it shows up as a removable drive
  in your windows explorer and it will assign a
  letter for that drive. You can treat that drive
  like you would any other letter drive.

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Saving in a program

• Watch out where the default saving location is.
• Usually, it is my documents
• You can change it using save or save as
• Remember, anything not saved in your user space
  will be erased here at school because of deep
  freeze
• Where is my documents

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Attaching files to E-mail

• You can send files to people through your e-mail
• See handout for how to do this using Groupwise.

23
Downloading files

• The trick is to pay attention to where you tell
  the file to go
• It is a good idea to make a download folder and
  put downloaded files there.
• They can be EXE files or zipped files.
• Zipped files need Winzip or some utility to open
  it.

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How do I access my user space at home?

• A new way is coming soon.
• In the meantime you have two options
• Use web browser (see handout)
• Download WSftp and use that (see handout)

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Hope that helps a bit!