Microsoft. File Management. Windows Desktop. Microsoft File Management NCSEA

Transcription

1 Microsoft Microsoft File Management NCSEA Conference 2015 Prepared by: Tammy Shubert Presented by: Lisa McNeece 1 2 Windows Desktop Windows 7 NCSEA

2 Microsoft Components of the Desktop 3 Desktop Start Menu Task Bar Right Click on the desktop to open Properties Right Click on Task Bar to open the Properties for the Task Bar & Start Menu Customizing the Task Bar 4 Keep task bar on top Task bar location on the screen Right Click on the task Bar & select Properties Right click on task bar & select Properties NCSEA

3 Microsoft Aero Peek Quickly Switch Between Open Windows 5 Windows Key + Tab Hold the Windows Key down & keep pressing tab until you are on the Window you want to work with. Keyboard shortcut: Press the Windows Key and the tab key. Quickly Switch Between Open Windows 6 Alt Key+ Tab on the keyboard Hold the Alt Key down & keep pressing tab until you are on the Window you want to work with. Press the Alt Key down & tab, then click on the Window you want to work with. Windows Key + Tab NCSEA

4 Microsoft Customizing the Start Menu 7 Customize the Menu Privacy Settings Right click on the task bar & select Properties Pinning Programs to the Start Menu 8 Programs listed above the line are Pinned and will show up every time you open the Start Menu The Programs below the line are recently used Programs. A program may be pinned to the Start Menu or Task Bar by right clicking on it and selecting Pin to Start Menu or Pin to Task Bar NCSEA

5 Microsoft Components of the Desktop 9 Desktop Right Click on the Desktop, select New Components of the Desktop 10 Right Click on the Desktop, select Personalize Change the Theme Change the Desktop Background Change the Screen Saver Background NCSEA

6 Microsoft Components of the Desktop 11 Right Click on the Start Button Windows Explorer 12 Windows 7 NCSEA

7 Microsoft What is? 13 is the practice of organizing files and folders in some logical manner. The logic you use to organize should make sense to you and to others that may need to access your files. When you are designing the organization structure, please consider how things will be organized over time. Example of 14 You have a filing cabinet that has 5 drawers. Each drawer holds various cases. Drawer 1 Location Drawer 2 Establishment Drawer 3 Enforcement Drawer 4 Interstate Drawer 5 - Other Within each drawer you have folders and files sorted by: 1. Year 2. Open or Closed 3. NCP Last Name NCSEA

8 Microsoft Windows Tree Structure Root Drive (F:/ - for this example): 15 F:/ Open Closed Open Closed A-K A-K L-P Q-Z Example continued What the File Cabinet might look like in Windows Explorer: 16 Add a folder for Each Year Add Open & Closed Folders Add Alpha Split by Last Name Files Sorted by Last Name NCSEA

9 Microsoft What is a File? 17 Computer work is saved as a File. The example below works for all files (might be an Excel Spreadsheet, a picture, an , a pdf, calendar etc.) Files have two parts: Filename File Name File Extension Extension State of Nebraska v Smith Case Info.docx Smith, Coopers Time Reporting 2015.xlsx Other Common File Extensions: o Word Documents -.docx o Excel Spreadsheet -.xlsx o Access Database -.accdb o Power Point -.pptx o Adobe -.pdf File Naming Conventions 18 Characters that may not be used in a file name:? (question mark) / (forward slash) > (greater than) * (asterisk) : (colon) (vertical bar) \ (backslash) < (less than) (double quote) Most programs have a default extension which they will assign to the files unless you specify otherwise. E.g. Word will always put on the file extension of.docx. NCSEA

10 Microsoft What is a Drive or directory? 19 A Drive is a location where you save the files. Computers use different letters to designate different drives. They are commonly named what I have listed below: o C:/ Drive Hard Drive (Main Internal Storage) o D:/ Drive CD Drive o N:/ Drive Shared Network Drive o S:/ Drive Shared Network Drive o F:/ Drive USB/Flash Drive 20 Windows Explorer Windows 7 NCSEA

11 Microsoft What is Windows Explorer 21 A graphical file management utility that is included with the Windows operating system. It provides detailed information about your files, folders and drives. Each time the computer user accesses a disk or opens a folder containing files, they are using the Windows/File Explorer application. The purpose is to allow users an easy way to work with the files and directories located on any connected device. There are a variety of actions that can be done in Windows Explorer. Such as, renaming files and folders, moving, copying, ing, printing or deleting files and folders. Files can be searched. Folders can be opened, explored, shared, copied, etc. Opening Windows Explorer 22 Click on Start Keyboard shortcut: Press the Windows Key and the letter e. Click on Computer, from the Right Pane Right click on Start, select Open Windows Explorer Click on Windows Explorer icon on the Task Bar NCSEA

12 Microsoft Windows Explorer - Definitions 23 File: Collection of information that is stored on a computer under a single name. Examples: Word Document Excel Workbook Picture Program Folder: a container in which you store files Subfolder: a folder within a folder Library: is a collection of items, such as files and folders, assembled from various locations. Windows Explorer 24 4 Main areas: Favorites Libraries Computer Network NCSEA

13 Microsoft Exploring the screen 25 Toggle Button to Show or hide the Preview pane Navigation Pane (Left Pane) Preview Pane Details Pane Windows Explorer - Navigating 26 Navigation Pane (Left Pane) Displays Favorites, Libraries, and Computer with an expandable list of drives & folders NCSEA

14 Microsoft Windows Explorer - Navigating 27 Navigation Pane (Left Pane) Details Pane The Details Pane displays files and folders found on the selected drive/folder on the Navigation Pane 28 Windows Explorer - Navigating Expand or Collapse Folders or Libraries Click on the arrow next to the folder you want to Expand or Collapse NCSEA

15 Microsoft Windows Explorer - Navigating Navigation Buttons Address Bar 29 Search Box The Address Bar displays your current location in the Navigation Pane The search box is used to find folders and files, using key words. The search is done in the location you have selected in the left pane Navigation Pane Windows Explorer - Address Bar 30 Address Bar The Address Bar displays your current location in the Navigation Pane NCSEA

16 Microsoft Links in the Address Bar 31 The Address Bar contains links Links are locations between the arrows in the Address Bar If you click on a link you go to that specific location 32 Navigate Using the Arrows in the Address Bar The Address Bar contains arrows between the links. Click on an arrow to select a specific location NCSEA

17 Microsoft 33 Create a New Folder, Rename, Copy & Paste Windows 7 How to Create a New folder 34 Using the Left Navigation Pane, navigate to the location you want the new folder under. Click on the folder that you want the folder inside of, select New Folder Give the folder a name by typing over the text NCSEA

18 Microsoft How to Rename a File or Folder 35 Locate the document or folder you want to rename Right Click on the document or folder and select Rename Change the name by typing over the text How to Copy & Paste 36 Locate the document or folder you want to copy Right Click on the document and select Copy Navigate to the location where the file will be saved and right click on the folder & select Paste NCSEA

19 Microsoft Selecting Consecutive Files 37 If the files you want to select are consecutive then click on the top file, hold the shift key down on the keyboard and click on the last file you want to select. 38 Selecting Non - Consecutive Files If the files you want to select are not consecutive then hold your control key down while clicking files you want to select NCSEA

20 Microsoft 39 Searching in Windows Explorer Windows 7 Windows Explorer Search for Files or Folders 40 Search Box The search box is used to find folders and files, using key words. The Search is conducted under the location you have selected in the Navigation pane** Type in the key search words and click on the search icon NCSEA

21 Microsoft Windows Explorer Search for Files or Folders 41 Additional filters for searching. Key Words are always required. Kind: the type of file or folder you are searching for. Date Modified: the type of file or folder you are searching for. Type: the type of file, e.g. Word, Excel, Power Point. Windows Explorer Searching Using Key Words & Date Modified 42 Type Princess, then click on Date Modified. Select A long time ago from the dropdown. Results are available in the Details Pane. NCSEA

22 Microsoft 43 Favorites Windows 7 Creating Favorites 44 Add a folder, library, or drive to the Favorites Library for easy access Navigate to the location you want as a favorite, right click on Favorites, then click on Add current location to Favorites Or, Drag the folder from the Details Pane and drop under Favorites Create link in Favorites NCSEA

23 Microsoft Removing Favorites 45 Create a Favorite for locations that you visit often or folders that contain files you are currently working on. To Remove a Favorite, right click on it and select Remove 46 Views in Windows Explorer Windows 7 NCSEA

24 Microsoft Windows Explorer Views 47 Change the view of the files and folders by clicking on the View icon Details view is the most user friendly. It allows you to sort the files by clicking on the column headers. Windows Explorer Views Extra Large Icons 48 Change the view of the files and folders by clicking on the View icon NCSEA

25 Microsoft 49 Saving & Retrieving from a Program Windows 7 50 Saving & Retrieving a Document Click on File > Save Click on Browse NCSEA

26 Microsoft Saving a Document 51 This is the same view as you see in Windows Explorer Navigate on the left pane until you find the folder you want to save in Change the filename if you want then click save Opening a Document 52 Click on File > Open Click on Computer Click on Browse NCSEA

27 Microsoft Opening a Document 53 This is the same view as you see in Windows Explorer Navigate using the left pane until you find the file you want to open Double Click on it, or highlight it and click open 54 The End Questions? NCSEA