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MANAGING FILES AND FOLDERS IN WINDOWS

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MANAGING FILES AND FOLDERS IN WINDOWS NO 13

 

 MANAGING FILES AND

FOLDERS IN WINDOWS

 

WHAT ARE FILES?

Our pc community is sort of a big submitting cupboard that shops all our compute data. Every drive is sort of a separate drawer within the cupboard. A file is a single “doc” that’s saved to a drawer meaning in diskette, USB, onerous drive or some other storage machine.

 

Every letter, slide present, spreadsheet, or database you create is saved as a file. Each file saved has a filename. You should utilize a number of phrases for the filename; for instance, Letter to Sam. Do NOT use particular characters,   \ / : * ? ” < > |   .

Each file additionally has a three-letter extension, assigned by the Home windows system that associates it with a particular program. For instance, a WordPerfect full file identify can be “Letter to Sam.wpd” and a Phrase file identify can be “Letter to Sam.doc”.

 

WHAT ARE FOLDERS?

“Folders,” often known as “directories,” in your pc work in a lot the identical approach that file folders in the true world work. Folders are used to arrange the info saved in your drives. The information that make up a program are saved collectively in their very own set of folders.

FILE STRUCTURE

 

The file construction is greatest described and understood in a tree construction format. A tree construction is a technique of representing any hierarchical construction in a graphical kind.

 

 

It’s referred to as a “tree construction” as a result of the graph seems like an the wrong way up tree that means that the basis of the tree is on the highest and the leaves on the backside.

Microsoft Home windows makes use of the identical construction and all of us use it on a regular basis at work, regardless that it could not seem like the determine above. Our shared drive information construction seems like the next:

 

ORGANIZING FILES AND FOLDERS

 

As you’ll be able to see within the earlier instance, the libraries shared drive is organized in a tree format. S:\ is the basis and all different folders are contained inside it. Most departments have their very own folders which is the basis for his or her division. For instance: UE examination division.

 

Right here is one other approach to consider it. Simply think about a submitting cupboard with many drawers. Contained in the drawers are many folders and throughout the folders there are different folders or particular person paperwork.

 

Discover the minus signal in addition to the shared folder. Everytime you see a minus signal beside a folder, it means the folder is absolutely expanded and doesn’t comprise the rest aside from what’s displaying beneath it. A plus signal signifies that the folder accommodates at the very least one file or folder inside it. Clicking the plus signal will develop the folder and make identified every thing inside it.

 

 

HOW TO CREATE A FOLDER

Listed here are the 2 most typical methods of making folders:

 

  1. In My Laptop, double click on on the folder the place you wish to create a brand new folder.
  2. You’ll be able to then create a brand new folder by choosing “Make a brand new folder” within the File and Folder
  3. Duties drop-down menu. Within the following instance, a brand new folder will probably be created inside a beforehand created folder named “officework”.

 

 

 

 

 

  1. A folder icon will seem. Please rename the folder with a descriptive identify:

 

 

  1. You may as well create a brand new folder by proper clicking on an empty house in your H:\My Paperwork folder and choosing New after which Folder (that is all nonetheless in My Laptop).

 

 

 

A folder icon will seem. Please rename the folder with a descriptive identify:

 

 

NAMING A FILE

 

Definitions:

File: A file is a single “doc” that’s saved to a diskette, USB, onerous drive or some other storage machine.

Folder: A folder is the place information are saved.

Path: A path is the road of folders you need to comply with to find a particular file; it begins with the drive letter designation and contains the folders. For instance, H:\information\reviews\standing.doc is a path with file named standing.doc that’s on the H: drive and is within the reviews subfolder of the information folder.

All file methods comply with the identical normal conventions: a base file identify and an non-obligatory extension, separated by a interval e.g. abc.doc.

 

MAXIMUM LENGTH

 

In Home windows, the utmost size for a path is 255 characters together with areas, hyphens, underscore and some other character you utilize (no durations allowed). A path is structured within the following order: drive letter, colon, backslash, elements separated by backslashes, for

 

Instance:

H:\my paperwork\private\trips-I-have-taken-in-the-past-few-years\I-have-onlytaken-

one-trip\i_need_to_go_travel_some-more\my-pictures\year- 2006\Might\first_week\hiking-in-the-mountains\this-is-the-maximum-length-of-a-filename\ including-the-folders\LK.html.

 

Observe: As you will have observed above the precise file identify is barely two characters (not together with the .html extension) however keep in mind the utmost size for a file path is 255 characters, so relying on what number of folders you have got inside a folder the place you might be storing the file, the size of the particular file identify will probably be restricted.

 

 

 

NAMING CONVENTIONS

 

Don’t assume case sensitivity. Contemplate names resembling OFFICE, workplace, and workplace to be the identical.

Use a constant technique for file and folder naming.

Keep away from too many folders inside a folder (keep in mind the trail size restrict).

 

BROWSING FILES

 

Even when you realize the place a file is saved, typically there are such a lot of information within the folder that it’s troublesome to search out the file you need. One of the simplest ways to go looking via a big folder is to make use of the “Particulars” view. The “Particulars” view lets you shortly type your information and examine several types of details about all of the information in a folder.

 

To make use of the Particulars view

 

  1. Open the folder you need to browse. Within the instance, I’m in my “Photos” folder.
  2. Click on the “Views” button, after which click on “Particulars”.

 

 

  1. Generally it’s simpler to discover a file if all of the information are sorted in a selected approach. Suppose you created a file yesterday afternoon however don’t keep in mind what you named it.

 

  1. Click on the column heading that you just need to type by. For instance, to type information from oldest to latest, click on the “Date Modified” To reverse the type order (for instance, to type from latest to oldest), click on the column heading twice.

 

  1. By default, the “Particulars” view exhibits the file identify, date, measurement, and sort. You’ll be able to add different data as nicely. So as to add or take away columns, right-click a column heading, after which click on “Extra”.

 

 

  1. Within the Select Particulars dialog field, choose the columns you need to see within the Particulars view. For photos and movies, you’ll be able to add Dimensions to type by measurement. For music, you’ll be able to add Artist, Album Title, and Style to make it simpler to search out the songs you need.

 

  1. Click on “OK” so as to add the columns to your Particulars view.

 

  1. Whenever you modify the columns within the Particulars view, it impacts solely the folder you might be viewing.

 

 

MOVING FILES FROM ONE FOLDER TO ANOTHER

 

Generally it’s essential transfer information that you’ve got already created into one other location. It has two strategies for exploring any doc outlined beneath:

 

METHOD 1

 

  1. Click on “Begin”          “Packages”        “Equipment”        “Home windows Explorer”.

 

 

 

 

 

 

 

 

  1. In “Window Explorer”, find and choose the file or folder it’s essential transfer utilizing the information above.
  2. Increase to the vacation spot folder by clicking on the “+” signal if wanted

 

 

 

  1. Drag the file or folder to the vacation spot and drop it in.

 

METHOD 2

 

  1. In “My Laptop”, find and choose the file or folder it’s essential transfer utilizing the information above.
  2. Click on “Edit”     “Reduce” or press Ctrl + x on the keyboard to chop the file.

 

  1. Open the vacation spot folder.

 

  1. Click on “Edit”           “Paste” or press Ctrl + v on the keyboard to stick the file.

 

OPENING FILES

 

Generally you open up Microsoft Phrase and click on “File”       “Open” and decide the file you need to open and also you get the next error message:

This occurs as a result of you are attempting to open a file in Microsoft Phrase that isn’t a “Phrase” file

(.doc) however fairly in another format resembling energy level (.jpg, .ppt, .pdf ), and so on.

One other approach to open a file is by navigating to the file in “My Laptop” after which double clicking on the file. The file will routinely open within the acceptable program whether or not it’s

Microsoft Phrase or PowerPoint.

 

HOW TO CREATE SHORTCUTS?

 

Shortcuts could make your life simpler or more durable relying on how you utilize them. By creating too many shortcuts you’ll litter up your desktop. A shortcut is only a reference hyperlink in your desktop to a file or a program.

 

Instance:

You could possibly create a shortcut in your desktop of a file saved in your H:\ drive that you just entry on a regular basis or fairly continuously. This manner your file stays on the H:\ drive however you create a hyperlink to the file by making a shortcut. This permits you quick access to the file with out compromising the file in case of onerous drive failure.

 

Observe: Copying or saving a file to your desktop shouldn’t be the identical factor as making a shortcut. Whenever you copy a file to the desktop, you really make a reproduction copy of the unique. This implies you have got two information now, one on the desktop and one other within the authentic location. Making any adjustments to one of many information won’t change the opposite.

 

CREATING SHORTCUTS:

 

Right here is one approach to create shortcuts:

 

  1. Click on on Begin Packages      Equipment      Home windows Explorer.

 

  1. Discover the file or program you need to create a shortcut for.

 

  1. Proper click on on the file, then click on on “Ship to” after which click on “Desktop (create shortcut)”
  2. You need to now see a shortcut icon in your desktop.

 

NOTE: A black arrow on the icon signifies that it’s a shortcut. In any other case, it could be a duplicate of the file.

 

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