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File Management

If you learn only one thing about operating your computer, file management would be it. After many years in tech support, we've discovered that most users' problems arise from inability to reopen files (images, text, etc.) due to a lack of understanding of file management.

Where's that file?!?!

It's always best to save files (just as you would with money, jewelry, etc.) in a place where you know where to go to retrieve them. To best do this, you need a basic knowledge of something called "file management." Your Windows manual is the best possible resource to start learning file management. Here are some tips, however, to help you get started:

To make things easier, it's a good idea to create a directory on your hard drive specifically for your scanned images. In Windows Explorer, go to File, then New and select Folder.

After you've created the folder, re-name it from "new folder" to "pix," "pics," or something short and easy to remember and type. Now, you'll save all your images that you've scanned to that folder.

Then, when you want to open, email or import that file into another program, you'll know exactly where to look.

To save digital photos or scanned images to this folder, go to "Save As" in the software program you are using and name the file (filename).gif, .jpg, etc.

When you need to get that file back, just "browse" your way back to that directory from wherever you are, and the files will be there.

If you want an even simpler solution, and don't really want to get too involved in file management, just save all your files in your "My Documents" folder. You'll then just need to know what name you gave the file. Obviously, you will need to make certain not to duplicate filenames. You may even want to name files in a way such as to identify them in the title itself; "museum room belsnickle photo 1.jpg"

When you click on "Save" in whichever program you are in, you should see something that looks like Figure 1 below. You'll want to click on the "My Documents" folder (step1). It is quite possible that the program you are using defaults to that location, and that would be a good thing. Next, give the file a name (step 2). Finally, click on "Save" to save the file.

Figure 1

Click here for more verbose instructions on how to save files

Click here for more verbose instructions on how to retrieve files

Here's even more detailed instruction, in case you would like to know more. It'll only do you good.

Managing your Work: Disk, Folders and Files

Before learning how to manage files, it is necessary to have an understanding of Windows Hierarchy of organizing disks, folders and files. The drive is the highest level of the hierarchy. You can put all of your files on the drive without creating any folders. But, that is like putting all of your papers in a file cabinet without organizing them into folders. It works fine if you have only a few files, but as the number of files increases, there comes a point at which things become very difficult to find. So you create folders and put related material together in folders. You can open any of the folders and put additional files and folders into them. A hierarchy develops.

Understanding Disk and Disk Drives (highest level)
A disk is the space on your computer where applications, documents and system information is stored. A disk drive is what reads and writes the information onto the disk. On most standard computers, you have a Hard drive (C:/); Floppy Disk Drive (A:/) and CD-ROM or DVD-RW/CD drive (D:/)

Understanding Folders and Subfolders
Folders are levels within a disk, similar to separate drawers in a filing cabinet. Folders are created to keep related files together. If you are a teacher, for example, a folder could be created on the hard drive to keep all your lesson plans. This folder would only contain documents for lesson plans. You can create folders inside folders, which are called subfolders. A subfolder for your lesson plans could be organized by subject; a sub folder for math, science, language arts, etc.

Understanding Files and File Extensions
A File is a collection of related information stored on a disk. Every file has a 3 letter extension which is associated with the application:

File Extensions & Icons:

	Word: .doc
	Web Browser: .htm
	image: .jpg; .gif
	PowerPoint: .ppt
	Sound: .wav
	Excel: .xls.

File Management: Opening Windows Explorer

Windows Explorer is the computers filing cabinet. Learning how to use it will help facilitate organizing your work. To open Windows Explorer, locate Windows Explorer on your Start menu and then click on it. Alternatively, hold down the Windows key and type e (Windows-e).

Windows separates the window into two panes. If you click on an object in the left pane, the contents of the object displays in the right pane.

Click on Desktop and the contents of the Desktop folder display on the right.

Click on My Computer and your computer resources display on the right. To see the contents of a drive, click on the drive.

To see the contents of a folder, click on the icon for the folder in the left pane.

Windows Explorer Views
View controls how Windows Explorer displays information in the right pane. Windows Explorer provides you with the following choices:

Large Icons, Small Icons, List, and Details.
Large Icons and Small Icons, as their names imply, determine the size of the icon you'll see. This has nothing to do with the content of the file, only the way it will appear to you when you save or retrieve it.

"List" displays all of the files and folders without supplying the size, type, or date modified.
"Details" displays the size, type, and date modified. I like "details." It gives me more power! <GRIN>

Changing Windows Explorer Views To change the view: Right-click on any free area in the right pane. A context menu will appear. Highlight View. Select the view you want from the drop-down menu.

Just like keeping documents in order in a file cabinet or on your desk, you can organize your files into folders on your computer using Windows Explorer. To add a new folder on your desktop or in an existing folder, you can right click, a menu will appear, select New and then click New Folder. Then you name the folder. Let's practice by creating a new folder on our desktop.

You can also delete, copy, cut, paste or rename files and folders

To delete a file or folder:
Right-click on the file or folder you want to delete. A context menu will appear.
Click on Delete. Window Explorer will ask, "Are sure you want to send this object to the recycle bin?"
Click on "Yes."

To copy a file or folder:
Right-click on the file or folder you want to copy. A context menu will appear.
Click on Copy. The file or folder should now be on the Clipboard.

To cut a file or folder:
Right-click on the file or folder you want to cut. A context menu will appear.
Click on Cut. The file or folder should now be on the Clipboard.
Note: Cutting differs from deleting. When you cut a file, the file is placed on the Clipboard. When you delete a file, the file is sent to the Recycle Bin.

To paste a file or folder:
After cutting or copying the file, right-click on the object or in the right pane of the folder to which you want to paste. A context menu will appear.
Click on Paste.

To rename a file or folder:
Right-click on the file or folder. A context menu will appear.
Highlight Rename.
Type the new name.

Using the Recycle Bin
The Recycle Bin is temporary storage for deleted files. The Recycle Bin must be emptied before files are permanently removed from the hard drive. Files in the Recycle Bin can also be restored.

QUICK-AND DIRTY TEXT INSTRUCTIONS WITHOUT GRAPHICS:

How to copy a file from the CD-ROM to your hard drive.

To copy a file or folder

In My Computer or Windows Explorer, click the file or folder you want to copy.

On the Edit menu, click Copy.

Open the folder or disk where you want to put the copy.

On the Edit menu, click Paste.

Notes

To select more than one file or folder to copy, hold down the CTRL key, and then click the items you want.

To select a folder in the left pane of Windows Explorer, click the folder.