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1 File Management Handout Windows Explorer Windows Explorer is a program that allows you to view the contents of all the folders and files on your computer. It can be used for disk and file management. Files and folders can be stored on the hard disk (usually to C drive), the CD-RW drive, DVD-RW drive, the USB Flash drive and, as the computers in the IT suite are networked you will have access to the network drive. Files can also be stored using online file storage, all you need is the Internet to access all your programs, files, s and network resources. These files are secure and only you can access them. Starting Explorer Holding down the Windows key press the letter E + E Or click the Windows Explorer icon from the Task Bar. View the file stored in Windows Explorer 1. In the Libraries section (left window), click on Documents. Windows Explorer shows the hierarchical structure for computer storage, the storage is arranged in a tree-like fashion, branching off to different levels. Disk drives contain folders and subfolders all of which may contain files. All your files are stored in Libraries.

2 This is an example of a folder Answer folder is an example of a sub-folder (ie a subfolder in the IT Fundaments folder) This is an example of a file. When you save your work on the computer it becomes a file. This is an example of a compressed file Create a Folder 1. Right click in the left window. 2. From the drop down list click New folder. 3. In the right (View) window your new folder will appear ready for you to name, just type in the required name and press the Enter key on your keyboard. Create a sub-folder 1. Right click on the folder in which you want to create the subfolder. 2. From the drop down list click New Folder. 3. The sub-folder will be created ready for you to name. 4. Press the Enter key on your keyboard. Display the folders in List View 1. Click on the folder in the left (navigation) window. 2. From the toolbar, click the View icon down arrow. 3. Move the slide pointer to List.

3 Display the Work Files folder in Details View 1. Click on the folder in the left (navigation) window. 2. From the toolbar, click the View icon down arrow. 3. Move the slide pointer to Details. Sort Files 1. In Details view click on the button heading of the required sort option ie Size. The same process can be used to sort your files in ascending/descending order of Type, Date Modified and Name. (The up arrows shows if sorted in ascending; click again to sort in descending order and a down arrow will be displayed.) Rename a File 1. In the right window, right-click on the file. 2. From the drop down list click Rename 3. Type in the new filename. 4. Press the Enter key on your keyboard. The same process can be used to rename a folder or sub-folder. Copy, Move Files Copy Move Paste Takes a copy (duplicate) and places it in the clipboard Cuts (moves) and places it in the clipboard Pastes the information from the clipboard

4 Copy a File Between Folders 1. In the left window, right-click on the file. 2. From the drop down list select Copy. 3. In the left window, click the destination folder. 4. In the right window, right-click in a white area and from the drop down list, select Paste. Tip: The same procedure can be used to copy more than one file, once they have been selected (highlighted). Select a group of adjacent files Click on the first file, holding down the Shift key click on the last file. Select non-adjacent files Click on the first file, holding down the Ctrl key select the next file. Move a File Between Folders 1. In the right window, right-click on the file. 2. From the drop down list select Cut. 3. In the left window, right-click on the destination folder. 4. From the drop down list select Paste. Delete, Restore Files 1. Right-click on the file you want to delete. 2. From the drop-down list select Delete. 3. Click Yes to confirm you want the delete the file. On your home computer you can restore files you have deleted and sent to the Recycle Bin but the computers in the IT suites have been instructed to permanently delete these files. (From the Desktop double-click on the Recycle Bin right click on the file you want to restore from the drop down list select Restore. It is a good idea to remove files from the Recycle Bin from time to time, from the Desktop right click on the Recycle Bin from the drop down list select Empty Recycle Bin.)

5 Save a File in a Folder 1. To open a file from Windows Explorer, double click on the file. 2. With the file open, from the File menu select Save As. 3. Double click on the destination folder. 4. Tip: If you want to rename the file, delete the existing name in the File name: box and enter the new name. Click Save. Searching 1. In the Search box, type in the file name you want to find. You file will be displayed in the View window. You can also use the wildcard (*) to search for files eg if you want to search for a file where you are not sure of how its name is spelt or that it starts with a letter you could enter T* or T*o Tip: To search for a word in the file contents, enter the word in the search box eg museums, from the Search again in: options click File Contents. Create a shortcut You can create a shortcut to a file or a folder; store it on your network drive or on the desktop. The following instructions are to save a shortcut on your network drive. 1. In the right window right-click on the folder you want to create a shortcut to. 2. From the drop-down list click Create Shortcut. Windows Explorer will display your shortcut If you want to create a shortcut on your Desktop, right click on the file/folder, select Send to and then Desktop (create shortcut). This is useful if you are using a file regularly, as you can just double click on the file to open. File Compression Some files can be very large and when ing them or downloading them from the Internet, they can take a very long time. To overcome this problem, files can be compressed (or zipped) so that they are smaller. The files then need to be extracted (unzipped) so that you can open them. The extension for zipped files is.zip. icons for zipped folders look like this You can use specialised software for compressing files eg WinZip, however Windows 7 has a built in facility to do this.

6 1. With Windows Explorer open, right-click on the folder in the left window. 2. From the drop down list click, select Send to and then Compressed (zipped) Folder from the sub-list. The folder is created and can be renamed but remember to keep its extension. Tip: Files or folders can be dragged into the compressed folder and they will automatically be compressed. Extract the files from a compressed folder 1. Right click on the compressed folder in the right pane. 2. From the list click Extract All. 3. The Extraction Wizard will start, click Extract. If you want to extract the files to a certain location ie a named folder, click Browse and then select the required folder option. Close Windows Explorer Click the Close button at the top-right of the window. Shutting Down the Computer To shut down your computer, click the Start button on the Taskbar, select the Shut down arrow and select Log Off or if you want to turn off your computer completely, click Shut down.

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