NSCC SUMMER LEARNING SESSIONS MICROSOFT OFFICE SESSION

Transcription

1 NSCC SUMMER LEARNING SESSIONS MICROSOFT OFFICE SESSION Module 2 Working with Files and Folders in Windows 7

2 Welcome! Files and folders in Windows help you organize, save, and locate your information. Knowing how to use files and folders is important because it will help you be more organized and efficient. It will also help you prevent loosing files, a sometimes stressful moment for a computer user. In this modules you ll learn the basics of using files and folders. The Microsoft Office session has six modules. This is module number 2 Files and Folders. In this package you will find everything you need to complete this module. SUMMER LEARNING SESSIONS MICROSOFT OFFICE Module 2 Page 2

3 Contents Welcome!... 2 LEARNING OUTCOMES What will I learn?... 4 RESOURCES... 5 Files & Folders Study Guide... Error! Bookmark not defined. WHAT ARE FILES AND FOLDERS?... 8 Files... 8 Folders... 8 Subfolders... 9 Review... 9 PRACTICE NAVIGATING LIBRARIES Start here About Default Libraries Next, try this: PRACTICE CREATING AND STORING FILES AND FOLDERS Create a new folder: Create subfolders Create and save a file in your folder Moving Files and Folders PRACTICE Locating and Retrieving Files Find an item using the Start menu Moving Files using Drag and Drop FINAL STEPS: Finishing up the module Coming up next Module 3 Outlook SUMMER LEARNING SESSIONS MICROSOFT OFFICE Module 2 Page 3

4 LEARNING OUTCOMES What will I learn? In this module you will practice Recognizing types of computer files and the Windows default library locations for them Navigating through the hierarchy of files, folders, libraries and storage devices Creating folders and saving files in an organized manner so that they can be easily accessed Opening, copying, moving, deleting files and folders Locating files using a search tool Retrieving and saving files from/to removable storage devices and safely removing external storage devices By the end of the module you will be able to: Name, organize and save files in folders that are easy to find again Find files using Windows search tool Use a thumb drive (USB stick) to save and retrieve files This is an important part of working towards the session learning outcome: Organize computer files and folders using Windows 7 o o On a computer network, using a file management tool. In a manner that protects and saves information on a hard disks and removable storage devices. SUMMER LEARNING SESSIONS MICROSOFT OFFICE Module 2 Page 4

5 ONLINE RESOURCES These resources may help you develop your skills in using Files and Folders. Module About Working with Files and Folders Video: Windows 7 Basic Files and Folders SUMMER LEARNING SESSIONS MICROSOFT OFFICE Module 2 Page 5

6 FILES AND FOLDERS STUDY GUIDE Use this guide to keep track of your progress during the module. Record when you complete a skill, how you did it, and what trouble spots you encountered. I Have Learned To: Skill Complete How I did it (in my own words) Trouble Spots Name, organize and save files in folders that are easy to find again. SUMMER LEARNING SESSIONS MICROSOFT OFFICE Module 2 Page 6

7 Skill Complete How I did it (in my own words) Trouble Spots Find files using Windows search tool Use a thumb drive (USB stick) to save and retrieve files SUMMER LEARNING SESSIONS MICROSOFT OFFICE Module 2 Page 7

8 WHAT ARE FILES AND FOLDERS? Files The work you do on a computer will be saved in files. A file is an item that contains information for example, text or images or music. When opened, a file can look very much like a text document or a picture that you might find on someone's desk or in a filing cabinet. On your computer, files are represented with icons; this makes it easy to recognize a type of file by looking at its icon. Here are some examples of files and the icons that represent them. File an item that contains information such as text, images or music - a word document a video a pdf document Folders Folders are containers that you use to hold your files. If you had thousands of paper files on your desk, it would be nearly impossible to find any particular file when you needed it. That's why people often store paper files in folders inside a filing cabinet. On your computer, folders work the same way. Here are some typical folder icons: Folder a container to hold and organize your files Figure 1 - An empty folder (left) and a folder containing files (right) SUMMER LEARNING SESSIONS MICROSOFT OFFICE Module 2 Page 8

9 Subfolders Folders can also store other folders. A folder within a folder is usually called a subfolder. You can create any number of subfolders, and each can hold any number of files and additional subfolders. Review Watch this video to see some of the features of Windows Files and Folders. This will give you an overview of many features, we will practice working with just a few. Subfolder a folder stored within another folder Windows 7 Folders and Files and Librarieshttp:// SUMMER LEARNING SESSIONS MICROSOFT OFFICE Module 2 Page 9

10 PRACTICE NAVIGATING LIBRARIES Let s practice these skills: 1. Recognizing types of computer files and the Windows default library locations for them 2. Navigating through the hierarchy of files, folders, libraries and storage devices Start here 1. Click on the Windows start button. You will see default libraries on the top right of the start menu. See Figure 2. We re going to explore how you can use these default libraries to organize your files and folders. Figure 2 - These default libraries will be on the Start menu in Windows. You use libraries to store and organize your files and folders. SUMMER LEARNING SESSIONS MICROSOFT OFFICE Module 2 Page 10

11 About Default Libraries Here's a list of the four default libraries and how you can use them. Click on each library in the Start menu and read about how you can use it. 1. My Documents. Use this library to organize and arrange word-processing documents, spreadsheets, presentations, and other text-related files. By default, files that you move, copy, or save to the Documents library are stored in the My Documents folder. This is a good starting location for organizing your documents for your classes. 2. Pictures library. Use this library to organize and arrange your digital pictures, whether you get them from your camera, scanner, or in from other people. By default, files that you move, copy, or save to the Pictures library are stored in the My Pictures folder. 3. Music library. Use this library to organize and arrange your digital music, such as songs that you rip from an audio CD or that you download from the Internet. By default, files that you move, copy, or save to the Music library are stored in the My Music folder. 4. Videos library. Use this library to organize and arrange your videos, such as clips from your digital camera or camcorder, or video files that you download from the Internet. By default, files that you move, copy, or save to the Videos library are stored in the My Videos folder. My Documents is a good starting place for organizing your school files. When you are logged in to the NSCC network (with your student id and password) the default folders My Documents, My Pictures, My Music are created by default and reside in your network file saving location (at NSCC this is sometimes referred to H: Drive). SUMMER LEARNING SESSIONS MICROSOFT OFFICE Module 2 Page 11

12 Next, try this: 1. Click on the Start Button 2. Click on Computer (under your Libraries). 3. A new Window will appear. 4. Locate your network location H. What is an H Drive? When you are logged in to the NSCC network (with your student id and password) the default folders My Documents, My Pictures, My Music are created by default and reside in your network file saving location (at NSCC this is sometimes referred to H: Drive). Figure 3 - Window that appears after you click Computer in the Start menu. You will find storage locations for your files and folders here. SUMMER LEARNING SESSIONS MICROSOFT OFFICE Module 2 Page 12

13 PRACTICE CREATING AND STORING FILES AND FOLDERS Let s practice these skills: 1. Create folders and save files in an organized manner so that they can be easily accessed. 2. Open, copy, move, delete files and folders Create a new folder: 1. You need to create a new folder. 2. Find the location where you want to create a new folder. Try using Documents Library/My Documents Folder 3. Right-click a blank area in the folder window. A menu will appear by your cursor. 4. Point to New, and then click Folder. 5. Type a name for the new folder, and then press ENTER. Try naming your folder with a course name COMM 6. The new folder you created appears in the location you specified: Libraries\Documents\My Documents\COMM Naming Files and Folders is important. You can choose a name that s easy to remember and search for. Maybe you put COMM in the title for any file or folder for communications class. That makes it easy to search and find later! Figure 4 - Notice the address bar path. This information tells you where you are in the library. SUMMER LEARNING SESSIONS MICROSOFT OFFICE Module 2 Page 13

14 Create subfolders You can create subfolders within a folder. Next, you can create a subfolder inside the COMM course folder. You could use these subfolders for things like Projects, Assignments, Homework to stay organized in your course. 1. Double click on the COMM folder to open it-see below 2. Double click on the COMM folder to open it-see below 3. Repeat the steps to create a Projects Folder and an Assignments Folder Address Bar Path =Libraries\Documents\My documents\comm Files are opened by double clicking. SUMMER LEARNING SESSIONS MICROSOFT OFFICE Module 2 Page 14

15 Create and save a file in your folder Create a file to practice using the folders you created. Here are the steps to create a simple text file: 1. Click on o Start o All programs o Accessories o Word pad to open a simple text editing application. 2. Type in your name and your program name into the Word Pad 3. Save this file to your Libraries\Documents\My Documents\COMM\Projects folder as YourName.rtf 4. You have now created a File and saved to a Folder that you have created. SUMMER LEARNING SESSIONS MICROSOFT OFFICE Module 2 Page 15

16 Moving Files and Folders Moving folders is a helpful skill to know. Here are the steps to copy this file from the Projects Folder to the Assignments Folder, 1. Double click the Projects folder to open it, Right click on the YourName.rtf file and click on copy to copy the file to the computer s clipboard. 2. Click the back arrow to the right of the address bar to return to the COMM folder (one level up). 3. Double click on the assignments folder to open it then Right Click again and select Paste. The YourName.rtf file now is copied to the Assignments folder. 4. The file is now in both folders. A move means remove a file from one folder and placing it in another. First delete the file from the assignments folder by doing the following so you can start fresh. 1. Right click on the YourName.rtf and select Delete 2. Click the back arrow again to return to the COMM folder level, then double click the Projects folder to open it. 3. To move the Yourname.rtf file Right Click the file select cut 4. Back arrow to COMM the double click Projects Folder to open 5. Right click and select paste. The YourName.rtf file now can be found only in the Projects folder. SUMMER LEARNING SESSIONS MICROSOFT OFFICE Module 2 Page 16

17 PRACTICE Locating and Retrieving Files Let s practice these Skills: 5. Locate files using a search tool. 6. Retrieve and save files from/to removable storage devices and safely remove external storage devices. Depending on how many files you have and how they are organized, finding a file might mean browsing through hundreds of files and subfolders not an easy task. To save time and effort, use the search box to find your file. You can use the search box on the Start menu to find files, folders, programs, and messages stored on your computer. SUMMER LEARNING SESSIONS MICROSOFT OFFICE Module 2 Page 17

18 Find an item using the Start menu 1. Click the Start button, 2. Locate the search box 3. Type a word or part of a word in the search box 4. As you type, items that match your text will appear on the Start menu. 5. Search results appear as soon as you start typing in the search box. The search results are based on text in the file name, text in the file, tags, and other file properties. That s why what you name files can be important to help locate them. Figure 5 - Screen shot showing the Search menu being used. SUMMER LEARNING SESSIONS MICROSOFT OFFICE Module 2 Page 18

19 Moving Files using Drag and Drop You can move files by clicking them, dragging them across the screen with your cursor, and dropping them in another location. First, you need two Windows side by side. 1. Return to Libraries\Documents\My Documents\Assignments to see the Yourname.rtf file again 2. Click the Resize button to make the window smaller. See Figure Insert your thumb drive in an available USB port. 4. Access your thumb drive a. Click Start button b. Click Computer c. Click on the external Thumb Drive location. 5. Click the Resize icon to make this window smaller 6. Position the two open windows side by side on the screen Figure 6 - Notice the arrow pointing to the resize button in the top right of the Window SUMMER LEARNING SESSIONS MICROSOFT OFFICE Module 2 Page 19

20 Next, you can drag and drop the files from your Assignments Folder to your Thumb Drive. See Figure Click on YourFile.rtf. 2. Hold the left mouse button and drag the file to the Removable Disk (F:) location. 3. Release the mouse button Copying files and folders is another option. Copying lets you keep the file in Assignments and also have a copy on your thumb drive. 1. Right click the mouse 2. Click Copy 3. Move mouse cursor to (F:) Removable Drive 4. Right click 5. Click Paste Figure 7 - Screenshot showing the locations for the drag and drop practice SUMMER LEARNING SESSIONS MICROSOFT OFFICE Module 2 Page 20

21 FINAL STEPS: Finishing up the module Well done! You ve made it to the end of this module. In this module you ve: Recognized types of computer files and the Windows default library locations for them Navigated through the hierarchy of files, folders, libraries and storage devices Created folders and saved files in an organized manner so that they can be easily accessed Opened, copied, moved, deleted files and folders Located files using a search tool Retrieved and saved files from/to removable storage devices and safely removed external storage devices This is an important part of your work towards these session learning objectives: Organize computer files and folders using Windows 7 o o On a computer network, using a file management tool. In a manner that protects and saves information on a hard disks and removable storage devices. Coming up next Module 3 Outlook. SUMMER LEARNING SESSIONS MICROSOFT OFFICE Module 2 Page 21