Creating and Using File Folders
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1 Creating and Using File Folders ~ 1 ~
2 Creating and Using File Folders Introduction: File Folders are named storage areas which we create in our computers to keep any documents, pictures, music, videos or scanned images that we wish to keep for future reference. Such data can be stored either on your computer s installed hard drive/solid state drive, or else on an external storage medium like a flash drive, external hard drive, CD/DVD or even a memory card. Planning your Computerized Filing System: Before you so much as lay a hand on your keyboard, it s a good idea to sit down with paper and pencil and plan-out how you want to organize your filing system. What categories do you want? Correspondence? Family? Cooking Recipes? Projects? My Book? Household Accounts? Etc., etc. Then within the Correspondence folder you might want to sub-divide between Business and Private ; and within Private you want Family Members and Miscellaneous ; while within Family Members you may want a separate folder for each family member. There is no practical limit to the number of folders you can create, nor how many sub-folders you can place within each folder. You can always add new folders at a later date if and when the need arises, or delete folders you no longer need. Similarly, you can move items from one folder to another if you consider that would improve your filing system. The flexibility is always there. You should also plan whether you want to keep the information stored on your actual computer or on an external storage device, or both. (You may want to keep the original on your computer and backup copies on external devices.) One matter to bear in mind if you intend to keep multiple copies of the same item is that if you decide to change some aspect of the original, all additional copies will need to be updated as well. That s easy enough to do, provided you remember to do it! All you have to do is to replace the copies with the amended version by dragging-and-dropping the newer version over the old one(s). As far as internal storage is concerned you have two choices regarding where you want to store your data. You can either create new folders on your own hard drive (C-drive, D-drive, etc.) or you can use the Library folders which come as part of your basic layout. These Library folders include Documents, Pictures, Music and Videos, and may well meet your storage requirements. Remember that you can create your own, named folders within each of the Library folders, according to your planned filing system. ~ 2 ~
3 Now we ll have a look at how to create your folders... Creating your own Folders: One of the icons on your Task Bar (usually at the bottom of your screen) is your File Explorer. It represents a manila folder and looks like this... Fig 1 The Task Bar This is your File Explorer icon. Click on this icon and you will see a high-level, tabulated summary of the files/folders on your machine, as follows: Items near the top of the left-hand column are not of concern to us at this point. The items under This PC are in the area in which we are interested. Fig 2 File Explorer Screen Looking at the left-hand column, the entries under This PC cover the areas in which we are interested for the purpose of creating folders. The items I called Library Folders are listed near the top of this section. Unless you have deliberately re-named it, there will always be a drive called Windows (C:) or Local Disk (C:) somewhere in this list. If you have partitioned your hard drive there will be additional drives listed, each with its own assigned letter designation. Similarly, if your computer has a built-in CD/DVD drive, this will also be included. In addition, if you have more external storage media plugged-in to your computer, these will also be listed. You can create your own folders within any of these areas. For the sake of this example we will suppose that we want to create a folder to contain our correspondence within the Documents Library folder and that we want to sub- ~ 3 ~
4 divide this new folder into sections for business letters and private letters. (Note that, regardless of where you choose to create your folders, or how many you want, the same principles apply as those we are about to describe.) Move your cursor to rest anywhere on the Documents entry and right-click. A dropdown menu will appear in which the next-to-last entry is New. Move your cursor on to the New line and you will see the word, Folder appear to the right of the line. Slide your cursor across to the word, Folder and click. The new folder you have just created will now be shown (in alphabetical sequence) under Documents and it will initially be called, New folder. This name will be highlighted, so all you have to do is to type the word, Correspondence without doing any more clicking. Correspondence is now the name of your new folder and it will again be automatically listed in alphabetical sequence. We now want to create sub-folders within the Correspondence folder one for Business letters and one for Private. Place your cursor somewhere on the word, Correspondence and again right-click, select New and then Folder to make your new folder appear. Change the name to Business. Once again, place your cursor back on Correspondence and repeat the process until you have another sub-folder within Correspondence called, Private. Remember that there is no practical limit to the number of folders/sub-folders you can create. For example, if you wanted to sub-divide your Private folder into Family Members and Miscellaneous you could easily do so. If you now close your File Explorer and then re-open it, the part of the table containing the Documents Library Folder will look something like the figure to the right. Note that there is a right-pointing arrow to the left of the Documents icon. This means that this folder has other folders included within it. If you click on this arrow the Documents folder will expand to reveal the other folders. You can now see the new folders we have just created i.e. Correspondence, Business, Private, Family Members and Miscellaneous. The Business and Private folders are within Correspondence, while Family Members and Miscellaneous are within Private. (You will also notice that there are two additional folders Computer Workshop and Snippings - which had previously been created in the Documents folder in this particular illustration.) ~ 4 ~
5 Note also that the folders which do not have any sub-folders within them do not have the right-pointing arrow to the left of the folder name. Displaying the contents of folders: Double-click on Local Disk (C) to display the following... Fig 3 Displaying the contents of the C-drive Note that all the entries in the right-hand panel are preceded by a manila folder icon. This means that everything on the C-drive is stored within a folder and that there are no loose files on this drive. We will now have a look at what s in my Computer Club folder. To do this, move your cursor to the Computer Club entry and double-click. This will result in the display of the following screen... ~ 5 ~
6 Fig 4 Display Computer Club Folder Contents The items now displayed in the right-hand panel are preceded by a number of different icons. The first two are obviously folders which could be double-clicked to see what they contain. The next four entries are Microsoft Word documents, followed by a Microsoft PowerPoint presentation. These five items are files. (The last entry in this case happens to be an executable program.) By double-clicking on any of the individual files you can open the program/application which was used to create the file to see what the actual file contains. Moving Files/Folders around: In this context the word, File is used to define each of the items you have created and stored in your filing system i.e. documents, spreadsheets, musical pieces, pictures, etc. Folders is covering all folders from the highest to the lowest levels. If you should decide that you have filed an item in the wrong folder, or that a folder should become a sub-folder within another one, it is easy to move them around. Let s suppose, for example, that I decide that I want the Odds & Ends 2017.ppt PowerPoint presentation in Fig 4 to be moved into the Presentations folder. This is achieved using the drag-and-drop technique. I would highlight the Odds & Ends file by clicking on it once, then holding-down the left button on my mouse and dragging the ~ 6 ~
7 file up to the Presentations folder where I would release the button. The Odds & Ends file is now in the Presentations folder. Exactly the same drag-and-drop technique can be used to move folders around including moving them between various storage media, but in this case the item will be copied into its new destination as opposed to being moved there. In other words, you will now have multiple copies of the same item. This confusion can be avoided by using the right button on your mouse instead of the left-button to do the drag-and-drop. If you use the right button you will be asked when you release it whether you want the item to be moved or copied. (The use of the right button is preferred by some people on all occasions when moving items around so that you are made to think about exactly what you are doing.) Summary: As previously-stated, although the example through which we have just worked was in the Documents Library Folder, exactly the same procedure could have been applied in your C-drive or in any external storage medium attached to your machine. ~ 7 ~
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