Organizing Your Computer: Organizing Your Computer: How to Use Files & FoldersHow to Use Files & Folders

Cyberspace ExplorationsCyberspace ExplorationsNovember 17, 2004November 17, 2004

OverviewOverview

Computer data are organized essentially Computer data are organized essentially as in the pre-computer era.as in the pre-computer era.

Documents are placed into folders which Documents are placed into folders which are stored in file drawers.are stored in file drawers.

File drawers are part of a file cabinet or file File drawers are part of a file cabinet or file room.room.

Working documents are typically not in file Working documents are typically not in file storage but reside on a “desktop”.storage but reside on a “desktop”.

Physical File Physical File OrganizationOrganization

Computer File Computer File

OrganizationOrganization

D:

C: A:

Photos

Documents

DatabasesA folder (i.e.,

directory)

Windows ExplorerWindows Explorer

Starting Windows ExplorerStarting Windows Explorer

Right mouse click “Start” button to display Right mouse click “Start” button to display the popup menu.the popup menu.

Left mouse click on “Explore”.Left mouse click on “Explore”.

Using Windows ExplorerUsing Windows Explorer

Click on “Desktop” – lists the folders and files on Click on “Desktop” – lists the folders and files on your computer desktop in the right hand panel.your computer desktop in the right hand panel.

Click on “My Documents” – displays the contents Click on “My Documents” – displays the contents of a special folder which usually contains all of of a special folder which usually contains all of your personal folders & files.your personal folders & files.

Click on “My Computer” – identifies all connected Click on “My Computer” – identifies all connected storage devices.storage devices.

Click on “Local Disk (C:) – shows all “top level” Click on “Local Disk (C:) – shows all “top level” folders on your hard drive.folders on your hard drive.

Experiment by clicking on the small “+” and “-” Experiment by clicking on the small “+” and “-” symbols to the left of the folder icons.symbols to the left of the folder icons.

Click “View” on the menu bar and experiment Click “View” on the menu bar and experiment with the following selections:with the following selections: IconsIcons DetailsDetails Arrange by …Arrange by …

Each folder can be organized in a different way Each folder can be organized in a different way and the system will remember your setting.and the system will remember your setting.

Click on different folders until you locate a folder Click on different folders until you locate a folder with a variety of files (see next slide).with a variety of files (see next slide).

Using Windows Explorer Using Windows Explorer (cont’d)(cont’d)

Using Windows Explorer (cont’d)Using Windows Explorer (cont’d)Details View

Using Windows Explorer (cont’d)Using Windows Explorer (cont’d)Icon View

Using Windows Explorer (cont’d)Using Windows Explorer (cont’d)Thumbnail View

What Else Can I Do With Explorer?What Else Can I Do With Explorer?

Identify important details about a fileIdentify important details about a file

Rename filesRename files

Create new foldersCreate new folders

Move files and/or foldersMove files and/or folders

Redefine which programs are associated Redefine which programs are associated with which file extensions (advanced with which file extensions (advanced users only)users only)

What’s in a (File) Name?What’s in a (File) Name?File names have a specific format comprised of File names have a specific format comprised of two parts separated by “.”two parts separated by “.” Basic nameBasic name File extensionFile extension

The name can be any length up to 256 The name can be any length up to 256 characters but must not include special characters but must not include special characters such as: /, *, #, ?, \.characters such as: /, *, #, ?, \.

The extension is typically three characters and The extension is typically three characters and identifies the file type and determines which identifies the file type and determines which program(s) will work with the file.program(s) will work with the file.

Important: the file extension is often not shown.Important: the file extension is often not shown.

How to Display File ExtensionsHow to Display File Extensions

In Exlorer, click on In Exlorer, click on “Tools”, “Folder “Tools”, “Folder Options”Options”

Click on “View”, then Click on “View”, then uncheck “Hide uncheck “Hide extensions for known extensions for known file types. Click “OK”file types. Click “OK”

Common File ExtensionsCommon File Extensions.doc – Microsoft Word.doc – Microsoft Word.xls – Microsoft Excel.xls – Microsoft Excel.ppt – Microsoft PowerPoint.ppt – Microsoft PowerPoint.pdf – Adobe Portable Document Format.pdf – Adobe Portable Document Format.jpg, .jpeg – Photographic Image.jpg, .jpeg – Photographic Image.psd – Photoshop Data File.psd – Photoshop Data File.tif, .tiff – Scanned Image (tagged image file format).tif, .tiff – Scanned Image (tagged image file format).bmp – Bitmapped Picture File (screen savers).bmp – Bitmapped Picture File (screen savers).mp3, mpeg – Audio File.mp3, mpeg – Audio File.mpg, .mpeg – Video File.mpg, .mpeg – Video File.htm, .html – Web Page.htm, .html – Web Page.txt – Plain Text File.txt – Plain Text File.zip – Compressed Data File.zip – Compressed Data File

Common File Extensions (cont’d)Common File Extensions (cont’d)

.vbs – Visual Basic Script File (can be used to carry .vbs – Visual Basic Script File (can be used to carry virusesviruses.cab – Microsoft Windows “Cabinet” File (contains .cab – Microsoft Windows “Cabinet” File (contains parts of operating system)parts of operating system).exe – Executable Program File.exe – Executable Program File.dll – Extension to an Executable Program File.dll – Extension to an Executable Program File.ini – Program Initialization File.ini – Program Initialization File

Using ShortcutsUsing Shortcuts

Definition: short·cutDefinition: short·cut – A more direct route than – A more direct route than the customary one. A means of saving time or the customary one. A means of saving time or effort.effort.

Definition: file shortcutDefinition: file shortcut – A very small data file – A very small data file which contains the location of an actual folder, which contains the location of an actual folder, program, or data file.program, or data file.

Shortcuts are used to place references to your Shortcuts are used to place references to your computer’s resources in convenient locations.computer’s resources in convenient locations.

Many shortcuts can be used for a single Many shortcuts can be used for a single resource.resource.

Creating ShortcutsCreating Shortcuts

Using Windows Explorer, locate the “target” Using Windows Explorer, locate the “target” object (i.e., folder, program, or data file) to which object (i.e., folder, program, or data file) to which you want to create a shortcut.you want to create a shortcut.

Right click the “target” and left click “create Right click the “target” and left click “create shortcut” to create the desired shortcut.shortcut” to create the desired shortcut.

Move the new shortcut to its desired location Move the new shortcut to its desired location using “drag & drop” (see next slide).using “drag & drop” (see next slide).

Shortcuts can be deleted without affecting the Shortcuts can be deleted without affecting the “target” object.“target” object.

Drag & DropDrag & Drop

All graphical objects (icons, windows, toolbars, All graphical objects (icons, windows, toolbars, etc.) can be moved from one location to another etc.) can be moved from one location to another by clicking the object with the mouse and by clicking the object with the mouse and moving it elsewhere.moving it elsewhere.

Files (and shortcuts) can be moved from one Files (and shortcuts) can be moved from one folder to another by clicking the folder or folder to another by clicking the folder or program icon in Explorer and dragging it to program icon in Explorer and dragging it to another folder location.another folder location.

Shortcuts are usually dragged to the Windows Shortcuts are usually dragged to the Windows “desktop”“desktop”

Shortcuts on Len’s DesktopShortcuts on Len’s Desktop