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Your Electronic Filing Cabinet
The purpose of this article is to provide the beginner and
intermediate computer user with a clear understanding of
the computer's filing system: how electronic information
is stored and organized. Upon completion you will be able to
master all phases of file management, efficiently completing
tasks such as saving, moving, renaming and deleting files
including storing and backing up valuable information. End
result will be an organized and efficient filing system.
All of the information on your computer is stored in files.
There are two types of files: program files and data files.
Your electronic files can be likened to a paper filing system
in a filing cabinet, both being stored in a similar fashion.
In a filing cabinet paper documents are stored in file folders;
each given individual names. Information is grouped by subject
and all the data dealing with a particular subject is placed in
the same file folder and then placed in the filing cabinet.
These folders are then arranged in numerical or chronological
order, ensuring information is easily accessible.
Organizing and labeling files in this manner can be applied to
your electronic documents. Information is stored in individual
data files. Each document or data file has an assigned name.
Data files containing similar information can then be grouped
together in electronic file folders, and no two files in the
same folder can have the same name. Each folder is then assigned
its own label. The computer's filing cabinet is its hard drive
and floppy disks.
Windows Explorer is the file manager that allows you to view and
maintain your computer's filing system and keep it current.
Using Explorer, you can copy, move, delete, and rename files.
You can create new folders and subfolders to contain your growing
data.
The main window of the Windows Explorer is divided into two
display areas. On the left-hand side is the ALL FOLDERS pane
which displays all of the main directories and folders stored on
your computer. The right side or CONTENTS displays the contents
of your selected drives or folders.
You can use Windows Explorer to view the contents of your hard
disk. Load Windows Explorer by clicking on START, go to
PROGRAMS and then Click Windows Explorer. In the left pane,
click the letter that indicates your hard disk; usually this
is a represented by a (C:) The contents of your hard disk (drive)
appear in the right pane.
Folders can contain both files and more folders. Some of these
are associated with specific programs. These are the program
files placed on your system when you install a new software
program. Other folders can be set up by the user, these files
are called data files and can be stored in organized, logical
areas. To display the contents of any folder, click the folder
in the Directory Tree (left) pane so that it opens. Contents will
be displayed in the right pane.
Files are normally arranged alphabetically. You can also
arrange files by type, date, or size. Click the View menu, and
then select Arrange Icons. A submenu comes up from which you
can choose different arrangement options. This feature can be
useful in finding files, when the name is not clear.
A paper filing system is maintained on a regular basis as
business changes and grows, so should you regularly maintain your
computer's filing system. You will want to discard documents as
they become out of date. You will find the need to move folders
and/or documents to another location. You may even want to rename
a file. Windows Explorer provides many commands that help you
create and maintain a filing system specifically suited to your
personal needs. Below are listed some of the commands on the file
menu that will aid you in keeping your filing system in order.
Important File Menu Commands for File Management
1. New -- To create a new folder of subfolder
2. Delete -- To delete a file or folder
3. Rename -- To change the name of a file or folder
To save a file click on FILE in the menu bar, select SAVE. In
the dialog box type the name you want to give the file and click
on the Save button. The document is now saved on your hard disk.
To create a new folder in Windows Explorer click once on hard
drive icon (usually (C) to make it active. In this way the new
folder won't become a subfolder of another folder). Click FILE
on the menu bar, select NEW and click FOLDER. A new folder will
be created. The new folder is highlighted so you can type in a
name for the folder.
Notice in the left pane of Windows Explorer that there are plus
signs to the left of some of the folders. If you click on a plus
sign it will change to a minus sign and several subfolders are
displayed under the the folder icon. Still some of these folders
may have a plus sign
indicating subfolders within then. Click on
the different folders in the directory tree, and watch how the
tree will continue to expand and display its different branches
of folders and subfolders
Files can be easily deleted. First select the folder in which
the file is being stored by double clicking on it. Remember the
folder will be on the left side of the Explorer window. The
files will now be displayed in the right pane. To delete the
file, click on the file icon or the file's name. Click FILE on
the menu bar and click the DELETE command. A dialog box appears
asking you to confirm that you want to delete the file and send
it to Recycle Bin. This is an safeguard to double-check your
command to delete the file. Click the Yes button to confirm your
decision. The file will be removed from your folder and placed
in the Recycle Bin where it is stored should you decide to
restore the file at a later time. The dialog box and the recycle
bin both protect against deleting a file by mistake.
When renaming a file there are a few things to consider. Files,
like folders, can contain up to 255 characters excluding the
/:*?"<> characters.
Do "NOT" change the last 3 characters (extension) of the
filename. Windows looks at this extension to associate the
document with a specific application.
To change a file name, first select the particular file. For
example: say you have a file named "FOLLOWUPS" and you would
like to change the name to "FOLLOWUP LETTERS". Select the
"FOLLOWUPS" file in your contents window (right side of Explorer
window). Click on the File menu and select RENAME. The file name
becomes encircled indicating you can now type in the new name.
You can now type in "FOLLOWUP LETTERS" and you have successfully
changed the file name.
Until you become an advanced user I would suggest that you avoid
moving program and system files. However, your personal data
files you can rearrange to to meet your filing needs. Select the
file or folder you want to copy or move. You can do this with more
than one file or folder at a time. To select nonadjacent items,
hold down CTRL key and click the items you want to select. For
adjacent items hold down the Shift key while you select the
items.
On the Edit menu, click Copy to copy the file, or click Cut to
move the file. Double-Click the folder in which you want to
place
the file that is being moved or copied. On the Edit menu, click
Paste. The file will now appear in its new location.
The drive and folder containing the files to be copied are
called the source drive and source folder. Respectively, the
drive and folder to which the files are to be copied are called
the destination drive and destination folder.
The method of copying files to a floppy disk is the same
procedure as copying a file to a folder. Select the file to be
copied, go to the Edit menu and click Copy: Select 3˝ Floppy:A
as your destination drive by double-clicking on its icon. On
the file menu select paste and the file will be copied to the
floppy disk. It is a wise to make backup copies of your important
files on a floppy disk. In the event of a computer crash or
should you accidentally delete an file, valuable information
will not be lost.
To find files in Windows Explorer, click on TOOLS in the menu
bar. When the tools drop down menu appears select FIND and then
click on Files and Folders. The Find: All Files dialog box
appears. Type the name of the file you are trying to locate in
the Named box. Click the Find Now button. Windows is now
searching for the file indicated by the rotating magnifying
glass under the New Search button.
In summation:
Windows Explorer is the application program that allows you to
view the contents of the computer, the hierarchy of folders on
the computer, and the files and folders in each folder.
Windows Explorer allows you to manage your electronic filing
system to suit your preferences. You can copy, move, rename, or
delete files and create back-up files on a floppy disk. As you
create new folders, strive to develop a filing system that will
allow easy access to all your computer projects.
As you create new files and folders, you many want to move
them or copy them to a different location. Until you become an
advanced user avoid moving program files.
When trying to locate a file remember you can use the Find
command in Windows Explorer. You can also use the Find command
on the start menu, which will also open the Find Files and
Folders dialog box.
About the Author
Doran Roggio is an Internet Marketer and Computer Consultant. Visit
her web page for computer tips, Freeware/Shareware downloads, Free
ebooks, Free IT tutorials, marketing tips, resources, and business
opportunities. http://www.dolosa.com
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