Microsoft Office 2003 Illustrated Brief

1
Microsoft Office 2003- Illustrated Brief
Understanding

• File Management

2
Objectives

• Create and save a WordPad document
• Open, edit and save an existing Paint file
• Work with multiple programs
• Define file management
• Work with a USB drive

3
Objectives

• View files and create folders with My Computer
• Move and copy files with My Computer
• Manage files with Windows Explorer
• Search for files
• Delete and restore files

4
Unit Introduction

• Most of your work on a computer involves using
  programs to create files
• For example, you might use WordPad to create a
  résumé or Microsoft Excel to create a budget
• You can also open and edit existing files and
  copy and paste data from one file to another
• You can use My Computer or Windows Explorer to
  perform file management tasks

5
Creating and Saving a WordPad Document

• When you open most programs, a new blank document
  opens
• While the computer is on, your work is
  automatically, and temporarily, stored using the
  computers random access memory (RAM)
• To store a document permanently, you must save it
  as a file on a disk
• Files can be saved on a hard disk, floppy disk,
  CD-ROM, or Zip disk
• File names can use up to 255 characters,
  including spaces and punctuation

6
Creating and Saving a WordPad Document (cont.)

• 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

Formatting toolbar
7
Creating and Saving a WordPad Document (cont.)

• To save a file for the first time
• Click File ? Save As
• In the Save As dialog box, type a new filename,
  then click Save

Click to select the location in which to save the
file
Type new filename here
8
Locating Your USB Flash Drive

• It can sometimes be difficult to find the slots
  for your flash drives
• The USB ports on your computer might be in the
  front or back of the CPU
• On a notebook, the ports might be on the back or
  side
• The name of the flash drive that appears in
  Windows Explorer depends on the brand
• The letter assigned to your flash drive might
  vary from what is shown and referenced in this
  unit

9
Opening, Editing, and Saving an Existing Paint
File
Your drive may display a different letter

• To open a Paint file
• Click the Start button on the taskbar, point to
  All Programs, point to Accessories, then click
  Paint
• Click File ? 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

List of files
10
Opening, Editing, and Saving an Existing Paint
File (cont.)
Name of the file
Tool Box
Color Box
11
Opening, Editing, and Saving an Existing Paint
File (cont.)

• To edit a Paint file, use the buttons in the
  Paint Tool Box

12
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

13
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 ? Paste (or use the Paste button)

14
Working with Multiple Programs (cont.)

• Overview of cutting, copying, and pasting methods

15
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)
• Or use Remote Desktop Connection (allows another
  person access to your computer to diagnose or
  solve computer problems)

16
Defining File Management

• File management is organizing and keeping track
  of files and folders
• Folders are areas on a flash drive (or other
  removable storage medium) or hard disk that help
  you organize your files
• Windows has two main file management tools
• My Computer
• Windows Explorer

17
Defining File Management (cont.)

• Windows XP gives you the ability to
• Create folders in which you can save and organize
  your files
• Examine and organize the hierarchy of files and
  folders
• Copy, move, and rename files and folders
• Delete files and folders you no longer need and
  restore files you delete accidentally
• Locate files quickly with the Windows XP Search
  feature
• Use shortcuts

18
Defining File Management (cont.)

• Sample file hierarchy

19
Working with a USB Drive

• A USB flash drive is a compact, portable drive
  that plugs into your computers USB port and can
  store anywhere from several megabytes to several
  gigabytes of data
• Also known as pen drive, jump drive, or keychain
  drive
• To use a flash drive, you do not have to install
  software or otherwise prepare the drive
• Remove the cap on the flash drive
• Insert the flash drive into a USB port
• Wait a few seconds until Windows recognizes the
  drive
• You can use the Format command to quickly erase
  its contents

20
Working with a USB Drive (cont.)

• To copy a file from a USB drive
• Place a flash drive in any available USB port
• Double-click the My Computer icon on the desktop
• Double-click the flash drive icon to display its
  contents, click on the file you wish to copy, and
  click Copy this file in the File and Folder Tasks
  list
• Select the destination in the list of drives,
  then click Copy

21
Working with a USB Drive (cont.)
Flash drive icon
22
Viewing Files and Creating Folders with My
Computer

• To open My Computer and view files and folders
• Double-click the My Computer icon on your desktop
• Double-click a drive or folder in the right pane
  to display its contents in the right pane

Menu bar
Standard Buttons toolbar
Address bar
23
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
• In the File and Folder Tasks pane, click Make a
  new folder
• If necessary, click to select the folder, then
  click Rename this folder in the File and Folder
  Tasks pane type the new filename, then press
  Enter

24
Viewing Files and Creating Folders with My
Computer (cont.)

• Buttons on the Standard Buttons toolbar in My
  Computer

25
Moving and Copying Files with My Computer

• You can move a file or folder from one location
  to another using a variety of methods in My
  Computer
• By dragging them from one location to another
• Using the Cut, Copy, and Paste commands on the
  Edit menu
• Right-clicking a file and selecting the
  appropriate option in the menu that appears
• 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 flash drive

26
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

Up button
When you drag a file to a new location, the file
and location are highlighted, indicating that
both are being used
Common Tasks pane
27
Moving and Copying Files with My Computer (cont.)

• 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

Two files selected to be moved
Folder to which files will be moved
Click to move files to selected location
28
Moving and Copying Files with My Computer (cont.)

• Techniques for selecting multiple files and
  folders

29
Managing Files with Windows Explorer

• Windows Explorer differs from My Computer,
  although the tasks you can perform are the same
• The Explorer Bar displays the Folders pane, which
  allows you to see and manipulate the overall
  structure of the contents of your computer or
  network while you work with individual files and
  folders within that structure
• You can change the view in Windows Explorer to
  display the Files and Folders task pane, or in My
  Computer to display the Folders pane

30
Managing Files with Windows Explorer (cont.)

• To open Window Explorer and view files and
  folders
• Click the Start button, point to All Programs,
  point to Accessories, click Windows Explorer
• Click a folder in the Folders pane or
  double-click a folder in the right-pane to
  display its contents in the right pane
• Click the plus sign () or minus sign (-) in the
  Folders 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

31
Managing Files with Windows Explorer (cont.)

• Windows Explorer Window

Left pane, known as the Folders list or
the Explorer Bar
32
Searching for Files

• The Windows XP Search
• Can help you quickly find any object
• 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
• You can also search for a computer on your
  network, a person in your address book, a Web
  page, and people on the Internet
• Is also accessible from the Start menu

33
Searching for Files (cont.)

• To use the Search Companion pane
• Click the Search button on the Standard Buttons
  toolbar
• Choose a search option method in the Search
  Companion pane
• Type the search criteria in the text box
• Click Use advanced search options to open a
  larger pane, click the Look in list arrow to
  choose a new location if necessary
• Click the Search button
• The Search program finds the files and folders
  that match the criteria

34
Searching for Files (cont.)
Search button

• Getting ready to search

Search Companion pane
35
Searching for Files (cont.)

• Specifying search options

Enter search text here
36
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

37
Accessing Files, Folders Programs, and Drives You
Use Often (cont.)

• 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

38
Deleting and Restoring Files

• You can delete (or remove) items you no longer
  need
• If you delete a file or folder from the hard
  disk, it goes to the Recycle Bin
• The Recycle Bin stores all items you delete from
  your hard disk until you remove them permanently
• By emptying the Recycle Bin, you can restore any
  files you might have deleted accidentally
• If you delete a file from a floppy disk it cannot
  be restored

39
Deleting and Restoring Files (cont.)

• Methods for deleting and restoring files

40
Customizing your Recycle Bin

• 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 of Recycle Bin slider