With Windows 7 Comprehensive© 2011 Pearson Education, Inc. Publishing as Prentice Hall1 PowerPoint Presentation to Accompany GO! with Windows 7 Comprehensive

with Windows 7 Comprehensive © 2011 Pearson Education, Inc. Publishing as Prentice Hall 1

PowerPoint Presentation to AccompanyGO! with Windows 7 Comprehensive

Chapter 2

Managing Libraries Folders, Files and Using Search


Objectives

• Copy Files From a Removable Storage Device to the Hard Disk Drive

• Navigate by Using Windows Explorer• Create, Name, and Save Files


Objectives

• Create Folders and Rename Folders and Files

• Select, Copy, and Move Files and Folders

• Delete Files and Folders and Use the Recycle Bin


Objectives

• Search From the Start Menu• Search From a Folder Window• Save, Reuse, and Delete a Search• Search From the Control Panel

Window and the Computer Window• Add Tags to Improve a Search


Copy Files from a Removable Storage Device to the Hard Drive

• Program – set of instructions that a computer uses to accomplish a task– For example – Word processing,

accounting, data management– Also referred to as an application

• Windows 7 – operating system developed by Microsoft Corporation



• Operating system – computer program that– Manages all the other programs on your

computer– Stores files in an organized manner– Allows you to use software programs– Coordinates the use of computer hardware

(i.e., keyboard, mouse)



• File – collection of information that is stored on a computer under a single name– For example: text document, picture,

program– Stored in Folders

• Subfolder – folder within a folder



• SharePoint – Microsoft technology that enables employees in an organization to access information across organizational and geographic boundaries



• Progress Bar– Displays in a dialog box– Displays on Windows Explorer taskbar

button with green shading– Visually indicates the progress of a task

(i.e., download, file transfer)



• Libraries– Allow an easy way to find files quickly; one

click away– Permit adding new locations like external

hard drive– Prohibit other users from accessing the

content– Can be used as default location for storing

files within an application



• Where should you store your files?– Removable devices

• Flash drive – able to carry your files from one place to another

• Hard drive – many are pocket size; can be included in a library; easily searchable

– Network Storage• Server on which you can acquire storage

space, such as Microsoft’s Windows Live SkyDrive


Navigate by Using Windows Explorer

• To manage your data efficiently, become familiar with the following– Windows Explorer – program within

Windows 7 that displays windows in a folder window (i.e., Control Panel, files and folders on your computer)

– Folder window – shows the contents of a folder



• Navigate – explore within the folder structure for the purpose of finding files and folders

• Navigation – the actions you perform when you display a window to locate a command, or when you display the folder window for a folder whose contents you want to view



• Jump List – mini start menu for a program; displays locations in the upper portion and tasks in the lower portion

• Efficiency Recommendation – use the taskbar as often as you can to start programs and navigate to specific files and folders


Create, Name, and Save Files

• Common dialog boxes – enable programs to have a consistent appearance and behavior– Contain essential navigation tools

(i.e., navigation pane, toolbar, address bar, Search box, and column headings in which you can sort, group, and filter)



• For frequently used programs; it is useful to pin the program to the taskbar.

• Using tasks from the taskbar– Improves efficiency– Reduces using the Start menu– Keeps desktop free of clutter



• Save as– In Microsoft Office programs, F12 button

displays dialog box– Looks the same in Excel, PowerPoint, and

other Windows-based programs– Indicate the name of the file and the

location where you want to save the file



• Save versus Save As– If saving something for the first time Save

and Save As commands are identical– Save As dialog box will display if you click

either one



• Save versus Save As– After having named and stored a file, Save

command will save any changes to the file without displaying a dialog box

– Save As command will display a dialog box, allow renaming, and save a new document based on the original file



• Rules for Naming Files– Cannot be longer than 255 characters– Cannot use the following characters:

\ / ? : * “ > < |

– Must be unique in a folder (i.e., two Excel files cannot have the exact same name)

– Can contain spaces


Create Folders and Rename Folders and Files

• Details view – displays a list of files or folders and their most common properties

• Properties – descriptive pieces of information about a folder or file (i.e., name, date modified, type, size)


Select, Copy, and Move Files and Folders

• Selecting a consecutive group of files or folders– To select all the items in a consecutive

group, click the first item, hold down Shift, and then click the last item in the group

• Deselect – click in a blank area of the file list to cancel the selection



• Selecting a nonconsecutive group of files or folders– Select a file, hold down Ctrl, and then

select another file– Can select more than two files if necessary– To cancel the selection of individual items

within a selected group, hold down Ctrl and then click the unneeded items


• Selecting all the files or folders in a file list– Click any single file or folder– Hold down Ctrl and press A– Alternatively, on the toolbar, click Organize,

and then click Select All




• Copy – make a duplicate of the original item (file or folder) using Ctrl + C– Places a copy of your selected item in the

Clipboard where it will be stored– Clipboard – temporary storage area for

information that you copied or moved– Clipboard can only hold one piece of

information at a time–



• Copy – make a duplicate of the original item (file or folder) using dragging file into folder– Hold down Ctrl (engages Copy command)– Places a copy of the file at the location

where you release the mouse button



• Move – remove a file or folder from its original location and store it in a new location

• Any action you make in a file list can be undone– Click an empty area of the file list, right-

click, and then click Undo Move (Ctrl + Z)



• Using two windows to copy or move files or folders– Can be used to copy or move to different

folders or different drive locations– All commands can be used like drag and

drop or copy (or cut) and paste



• Compress – reduce the size of a file– Takes up less storage space and can be

transferred to other computers– Useful for e-mail messages and graphic

files (pictures)– Typically have a .zip file name extension



• JPEG – joint photographic experts Group; common and popular file type because of high-quality picture storage in a small file

• TIFF – tagged image file format; used when very high level of visual quality is needed



• Extract – to decompress, or pull out, files from a compressed form

• Extract a single file or folder– Double-click the compressed folder to

open it– Drag the file or folder from the compressed

folder to new location



• Extract the entire contents of the compressed folder– Right-click the folder– Click Extract All– Follow the instructions



• Writable disc – CD or DVD disc onto which files can be copied– Process is called burning a disc– Writable CD or DVD drive in computer and

blank CD or DVD required



• Formatting options for Disc– Live File System (Windows 7 default)

enables copying files to disc at any time– Mastered System

• More likely to be compatible with older computers

• Additional step required to burn collection of files to the disc


Delete Files and Folders and Use the Recycle Bin

• Deleted files or folders– On a hard disk drive, are not immediately

deleted• Deleted items are stored in Recycle Bin• Remain in Recycle Bin until emptied

– On removable storage devices, are immediately deleted and cannot be recovered from Recycle Bin



• Using the Recycle Bin– Delete items by dragging them from the file

list directly into the Recycle Bin icon on the Desktop

• Bypassing the Recycle Bin– Permanently deleting an item by clicking

the item, holding down Shift, and then pressing Delete



• Restore from Recycle Bin– Right-click in the file list and click Undo

Delete– Drag item from the file list of the Recycle

Bin window to the file list of the folder window in which you want to restore


Search From the Start Menu

• Drilling down – navigating downward through multiple levels of your folder structure to find what you are looking for

• Word wheel – lookup method in which each new character that you type into the search box further refines the search



• Index – collection of detailed information about the files on your computer– When searching for something, Windows

searches summary information in the index instead of searching your entire hard disk drive each time

– Provides instant search results



• Indexed files– All files in libraries are indexed– Documents, pictures, music– E-mail– Offline files – files from a network that have

been copied to your hard disk drive for easy access when you are not connected to the network



• Non-Indexed files– Program and system files– Files stored directly on the C drive– Files on a removable storage device

(i.e., flash drive or CD)– Non-indexed files or folders can be

searched in these locations, but it will take longer


Search From the Folder Window

• Criteria – text that you type in the search box to conduct a search – Specifies the conditions that identify the

specific files you are looking for


Save, Reuse, and Delete a Search

• Search Folder– Windows 7 creates a search folder for

each user– Creating a search folder

• From toolbar, click save search button• Default save location – searches folder• Default file name – search term


Save, Reuse, and Delete a Search

• Search specifications– What folder to search– What search criteria to match– Not saving the actual search results– Each time you open the search folder, the

search is re-executed


Search From the Control Panel Window and the Computer Window

• Search from the Control Panel– These settings control nearly everything

about how Windows 7 looks and works– It is useful to be able to search for a

command without having to hunt through the Control Panel


Add Tags to Improve a Search

• Filter – search displays only those files and folders that meet the criteria specified in the search box

• Properties – descriptive pieces of information about a folder or file– Most common – date modified, size, type

of file


Add Tags to Improve a Search

• Metadata – the group of properties associated with a file or folder– Data that describes other data– For example: collective group of file’s

properties (title, subject, author, and file size)

• Tag – property you create and add to a file to help you find and organize your files


Covered Objectives

• Copy Files From a Removable Storage Device to the Hard Disk Drive

• Navigate by Using Windows Explorer• Create, Name, and Save Files• Create Folders and Rename Folders

and Files


Covered Objectives

• Select, Copy, and Move Files and Folders

• Delete Files and Folders and Use the Recycle Bin

• Search From the Start Menu• Search From a Folder Window• Save, Reuse, and Delete a Search


Covered Objectives

• Search From the Control Panel Window and the Computer Window

• Add Tags to Improve a Search


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