File Maintenance Windows 7 Word 2013 What is File Maintenance? As you use your computer and create files you may need some help in storing and retrieving those files. File maintenance shows you how to create, move, organize, search for, and delete files on your computer. Creating a File For this class we are going to create a file in Microsoft Word. Open Word on the desktop. Type your name on the screen. 1
Saving a File to Documents After you type your name, click on the File Button, then on Save As, then on Browse. Because it is the first time you have saved this document the Save As box will open. In the left column, click on the word Documents. You should see your name here. If your name is here, Click Save. Your name should be in the File name box. If you want to change the name of the 2
document, just type you don t need to click in the box. As long as the words are blue you can type right over them. Click Save. Then close the file. Your file will now be saved in the Documents folder (which is a folder on the hard drive of your computer). Saving a File to the Desktop Open the Documents folder by clicking on the Start Menu and then on Documents. In the Documents folder you should see the document you just created look for your name. Double click the icon to open the file. Click on File, then on Save As. 3
The Save As window will open again. Click on Desktop on the right. This changes where the computer will save the file. After switching to the Desktop, click Save. Close the file by clicking in the X in the upper right corner. You should now see an icon for your file on the desktop of the computer. 4
Storage Storage devices allow you to save your files and take the information from computer to computer. CD Rom A compact disk will hold several large files. Holds 700 MB. (1 MB = 1,024 KB) Flash Drive A CD-R (Read) is for one-time use. You can only burn something to it once, even if that data takes up 1% of the total disk space. You can read the information as often as you want. (Examples are things like music CDs or computer programs purchased from the store.) A CD-RW (Re-Write) is more expensive, but is versatile in that you can add and remove data as often as you want. A thumb drive, jump drive, flash drive, or USB drive will hold a large amount of data and is easily portable. It can hold between 128 MB and 4+ GB. Cloud Storage Cloud storage means saving to a website that you have an account with. This will allow you to access your documents, photos, etc. from any computer after you have logged into the website with a username and password. You can access cloud storage through a desktop, laptop, smart phone, etc. Examples of cloud storage include websites such as Google, Dropbox, and Microsoft s OneDrive (formerly known as SkyDrive). Most of these websites will give you so much free storage but if you need more then you can purchase it for a low cost. 5
Measuring Storage What s the difference between Megabytes and Gigabytes? Saving to a Flash Drive 1,024 Kilobytes (KB) = 1 Megabyte (MB) 1,024 Megabytes (MB) = 1Gigabyte (GB) 1,024 Gigabytes (GB) = 1 Terabyte (TB) Double click on the icon for your document on the Desktop to open it. Click on the File Button, and then on Save As. In the box on the left, find the item called Computer. Double-click on Computer, then click once on your inserted flash drive. (It may be called Removable Disk, Kingston, or the name of your flash drive s manufacturer.) Click on the Save button and close the program. Your document is now on your flash drive. 6
Accessing Different Drives Now that you have a document saved on your flash drive, how do you access it? Click on the Start menu and then on Computer. Your computer s list of drives will appear. You have a drive called Local Disk (C:), which is where all of the information on your computer is stored. The DVD Drive (D:) is the part of your computer that reads and writes to CDs and DVDs. Flash drives that you plug in will also be labeled with letters of the alphabet. Here, there are several plugged in (E:, F:, & G:). The bar below the drive lets you know how much used and free space there is. 7
Double click on your flash drive icon to see what is saved on it. Other Ways to Save to a Flash Drive Sometimes you would like to send items other than Word documents to your flash drive (folders, pictures, movies, etc.). Click on the Start menu and click on Documents. Choose a folder or other item and right click on it. Point your mouse to Send to and left click on the name of your flash drive (i.e. Removable Disk). A copy of your item will be sent to your flash drive. The original one will stay in place on your computer. 8
Creating Folders In the Documents folder, click on New Folder. The computer will make a new folder for you. Type a name for the folder and hit the Enter key. Renaming Files To change a file s name (but not its contents) right click on the file and select Rename. OR Click on the Organize button and choose Rename. The file name will change so that you can edit it. Just type the new file name hit the Enter key. The name will change to whatever you typed. 9
Moving Documents into Folders Now that you have a new folder you can begin organizing your documents by placing them in the folder. Using the mouse, click on the document you wish to move. Hold the mouse button down and drag the icon on top of the new folder icon. Let go of the mouse button and the computer will move that document into the folder. Open the folder to make sure your document has been moved successfully. Double click the folder icon to see if your document is in that folder. Oops! I made a mistake. What do I do? The quick and easy way to undo a mistake is to press the Ctrl and Z keys at the same time. This will place your file back in its original location. Ctrl + Z is the shortcut for the undo function. If you can t remember which keys to press, the undo function can be found in the Organize menu at the top of any folder you are viewing the contents of. 10
How do I move files into folders I can t see? If you can t see the folder to click and drag your file into, you can always cut and paste. Left click on the file you wish to move so that it turns blue. Click on the Organize button. Select Cut. (Select Copy if you wish to have two copies of the file instead of moving it.) Navigate to the folder you wish to place your file in. Once you have opened that folder, click on the Edit menu again. This time select Paste. 11
Moving a File to the Recycle Bin If you no longer need a file you can move it to the Recycle Bin to get rid of it. From the Documents folder, click on the document you want to delete. Then click on the Organize button in the upper left corner. Click on Delete. The computer will check to be sure that this is what you want to do. If it is, click Yes. 12
Exploring the Recycle Bin If you need to see what files you have put into the Recycle Bin, simply double click on the Recycle Bin to see its contents. This box shows the contents of the Recycle Bin. You should see the file you just deleted. Restoring Files from the Recycle Bin If you spot a file in the Recycle Bin that you do not want to permanently delete, click the file and select Restore this item. If you want to put all files back in their original place, click on Restore all items. The computer will put the item(s) back in the prior location. 13
Emptying the Recycle Bin If you are sure you no longer need any of the files in the Recycle Bin, click on Empty the Recycle Bin. Your files will be permanently deleted, so be sure you are ready to get rid of those files! Searching for Files To search the computer for a file, click on the Start menu button. Right above the button will be an area that says Search programs and files. Click on top of the words and type the item you want to search for. Type the file name, if you know it, or by a phrase that is in the file itself. It will automatically search your computer and display results in the Start menu, itself, when you stop typing. 14
The computer will find all the files that contain all or part of the file name. In this case, it found 19 documents and folders that included the letters sam in the file name, five music files, and nine pictures. The first one is the document Sam Smith. To open that document, double click it from the list. Removing your Flash Drive It s best not to just pull your flash drive out of your machine when you are done. That may damage the device. When you are finished using your flash drive and would like to remove it, first click on the device icon from your system tray. In our case, it is hiding. Click on the Up arrow to display hidden system tray icons. In the window that appears, click on the device icon. Click on the device you would like to eject. A message will appear, letting you know is it is safe to remove the device. 15
Program Updates It is important to keep your computer up-to-date by installing the updates for your installed programs. Things like Windows, Office, Java, Adobe, and your antivirus programs will need updated on a weekly or monthly basis. Sometimes your computer will notify you when an update needs installed. If you did not specify that you would like to receive automatic updates when you installed the program you may have to check if your programs need updating on your own. These updates are important to do because they ensure that your programs 1) are protected against any known security threats, 2) have the latest features available for your use, and 3) can interact smoothly with new features on other programs. Windows Updates Windows updates are very important because they fix known problems with the operating system. If your computer is set up to receive automatic updates you will be notified when new ones are ready to be installed. The windows update icon will appear down in your system tray to inform you. Click on the icon to bring up a window. Allow the updater to run. To see if there are any updates ready for your computer, go to your Start menu > All Programs > Windows Update. A window will open, listing if you have any updates ready to be installed. Click on the Install updates button to download and install them. 16
You may need to restart your computer when it is finished. Adobe Updates Adobe Flash Player is a program used to see objects in motion on a website. If you do not have the latest version of Adobe Flash installed you may not be able to see all of the interactive items on web pages. When it is time to run an update, a window will appear on the screen, prompting you to do so: If you would like to install the updates, click on the Install Now button. Java Updates Java, like Flash, is used in programs and on web pages to allow interactivity and movement. Updating Java allows your computer to be protected against security holes that have been found in the program. Java, like Windows, will inform you when it needs updating with an information balloon near the system tray. Click on the balloon and follow the directions. Antivirus Updates Your antivirus program should check for and install updates automatically. If you wanted to see if it is doing this, you will have to double click on the icon in the system tray. If you are unsure as to which icon is the antivirus icon, point to the icons one at a time and wait for the label to pop up. Some common program icons are: Symantec/Norton: or or Avast!: McAfee: or Kaspersky: AVG: or 17
Once you have double clicked on the icon the antivirus window will open. You will have to look around at all of the features, as every program displays things differently. Change when your system is scanned. There should also be an option in the antivirus window to schedule periodic scans. Choose a time of day when you know your computer will be on but you will not be using it, as a full system scan can slow down the other Download updates right now. tasks you may be performing. A full system scan only needs run once a week. Your computer should automatically scan for threats on any download you perform. Up-to-date as of (date). Remove Old Programs Programs that are no longer being used are taking up space on your computer that you could use for other things. Also, adding more free space gives your computer the ability to access needed files, faster. It is recommended that you keep between 400 and 600 MB of free space on your hard drive so that your system can function properly. You should always remove unwanted programs by uninstalling, not by deleting! Programs come with an uninstall utility specifically designed to remove the program files associated with it. If you can see the program you no longer need listed in your Start menu, there will most likely be an uninstall option to click on. Go to Start > All Programs > and click on a program folder. When the folder options appear, click on the Uninstall item. To see a list of every program installed on your computer (with the intention of uninstalling one) click on Start > Control Panel > and click on Programs and Features. 18
Scan through the list of installed programs. Click on one. Click on the Uninstall button to remove the program. If you do not know what the program s purpose is, you can either do an internet search for the program name or leave it alone. Only delete those programs you are SURE you know the purpose of and you are SURE you no longer need. 19
Scandisk (Error-checking) ScanDisk is a disk analysis and repair tool that checks a hard disk drive for errors and corrects any problems that it finds. Definition: The hard drive is what stores all of your data. It houses the hard disk, where all of your files and folders are physically located. A typical hard drive is only slightly larger than your hand, yet can hold over 100 GB of data. The data is stored on a stack of disks that are mounted inside a solid encasement. These disks spin extremely fast (typically at either 5400 or 7200 RPM) so that data can be accessed immediately from anywhere on the drive. The data is stored on the hard drive magnetically, so it stays on the drive even after the power supply is turned off. The term "hard drive" is actually short for "hard disk drive." The term "hard disk" refers to the actual disks inside the drive. However, all three of these terms are usually seen as referring to the same thing -- the place where your data is stored. Why use it? If the power goes off, a program crashes, or you simply turn the computer off without going through the proper shut down procedure, the drive information tables may be damaged. When this happens, it is essential that the computer be allowed to repair the files before they are accessed during normal use. Normally the next time you restart your computer after any of the events above the computer will automatically start ScanDisk. To check for errors manually on your hard drive with Scandisk: Click on Start and click on Computer in your Start menu. Computer window will open and then right-click on your Local Disk (C:) drive. Select the Properties option. 20
Choose the Tools tab. You will see three options: 1. Scandisk (Error- Checking) 2. Defragmentation 3. Backup The best thing to do first is to check for errors. This is because if you try to defragment your drive and it hasn t been checked for errors, you ll have to do that anyway. Checking for errors is a quick process that will scan the surface of your disk looking for inaccuracies. Click the Check Now button under the Error-checking section of the Properties window. The Checking Disk window will open. Clicking Start will start the ScanDisk. Options: Automatically Fix File System Errors Windows 7 will attempt to repair file system errors found during disk checking. Scan For and Attempt Recovery of Bad Sectors Windows 7 will attempt to repair file system errors found during disk checking, locate bad sectors, and recover any readable information located in those bad sectors. Note: Both options are intensive and require that all running programs be closed (including disabling anti-virus and screen savers) and will cause ScanDisk to run on start-up only. 21
As a result this message box will open: Click Schedule disk check if you would like to choose these options and restart your computer. If you do not select any options you can run ScanDisk immediately. Once this process is completed you may have fixed some errors or simply had some sections of your disk marked off so information won t be stored in a corrupt section. You will receive a message when the ScanDisk has been completed. If errors are found ScanDisk may offer to correct them. It is recommended that you choose the extra options if a program crashes or your data has become corrupt. Otherwise you can skip the extra options and run ScanDisk immediately for improper shutdown or power failures. 22
Disk Defragmenter Defragmenting your hard drive is a long process but it is also a very important one since it can speed up your computer and gain disk space by reorganizing the files on your drive. Why use it? When you save files or add programs to your disk, the file system finds the first available space that is large enough to hold the files. When you delete programs or files they are taken out of wherever they may be on the drive. So what happens is that as time passes and files are created, saved, and installed - as well as erased - deleted gaps of various sizes appear on your disk. Defragging will compact the files on your disk to fit better at the front of the drive. When the disk defragmenter is done, it s easier and quicker for the computer to access the files, and you save all of that space that was in little tiny bits here and there on your disk. In other words, your computer will run faster! How often? It is recommended that you run this program once a month. If the drive does not need to be defragmented the system will inform you that the task does not need to be run at that time. To defragment: Stop all programs that are running (including screen savers). By having programs running while you try to defragment, the defragmenter will restart over and over again. Click on Start and click on Computer in your Start menu. The Computer window will open and then right-click on your Local Disk (C:) drive. Select the Properties option. Choose the Tools tab. Click on Defragment Now The window that comes up will inform you when the computer will automatically perform this function. You must keep your computer on at that time for the scan to run. Click on Configure schedule to change when this scan is done. Click on the Analyze disk button to see how fragmented your computer files are. Click the Defragment disk button if you want the computer to scan right now. 23
Internet Cookies and Temporary Internet Files Cookies are just a way for Web sites to track basic information about your visit to their site by placing small text files on your computer. Most make Web browsing easier by storing site preferences or log-in information. However some sites use them to track your every move on the Internet. Microsoft Windows stores all visited pages on our hard drives (called Temporary Internet Files) including the images. Even after you delete Internet cookies these additional files are still present. Why delete them? Just as with the Disk Cleanup task previously mentioned, Internet cookies and temporary files can accumulate quickly and slow down your computer. Deletion can improve your computer speed and can also increase your privacy as you surf the net. How often? It is recommended that you delete cookies every 2-4 weeks or more often depending on how much time you spend on the Internet. To delete Internet Cookies: Open Internet Explorer. Click on the Tools menu (in IE 9 it is a gear symbol). Select Internet Options. Select the General tab. Click on the Delete button. Another window will open. Check the boxes for the items you would like to delete. Click on Delete button when done. (NOTE: The top check box will preserve your Favorites data, not delete them.) 24
Appendix A Different Views There are multiple ways to view the contents of a folder. The actual contents will not change, but the way you view those items will. Open the Documents folder from the Start menu if not already open. You will see the contents of the folder displayed. To change the view, click on the down arrow next to the view button in the upper right corner. Choose another option from the list that appears. The options for icons are useful when viewing a folder full of images. Choose a few options from the list to see what happens. If you need to, maximize the window to see all the available information. In the Details view, you can sort the files by Name, Date, Size, etc. by clicking on the appropriate words at the top of the column. 25
Burning to a CD or DVD The process of transferring data to a Compact Disc (CD) or a Digital Video Disc (DVD) is called burning because a laser engraves little grooves into the shiny surface of the disk. There are many programs used to copy information to a CD. Roxio Easy CD Creator is a common one that comes with a lot of computers. Windows XP, Windows Vista, and Windows 7 also have the capability built into them with no extra software needed. To use the built-in Windows CD or DVD writer: Right click on the item or items and left click on Properties to determine how much space it will take up on the disc. If it s fewer than 700 MB it will fit on the CD. A DVD can hold 4.7 GB. Right click on the item once again. Go to the Send To option and then on DVD/CD-RW Drive (D:). (Sometimes it will say Direct CD Drive.) 26
The computer will begin to walk you through the CD writing steps. Give your CD a title in the first window, click the Next button, then sit back and wait for the data to write to the CD. It will tell you when it s done, and the CD will pop out. Jan 21 2015 27
Backup Backing up your computer is an important thing to do if you want to keep your files. Computers can malfunction for a variety of reasons, including viruses, hardware malfunction, theft, and home disasters. You never know when one of these will strike, so you should back up your information on a regular basis. (This is also useful when transferring to a new computer.) Computer users have a range of backup options to choose from. 1) Online storage. Storing your information online is one of the easiest ways to backup your information. With the push of a few buttons, the program copies your data and stores it in an online database. Pros: Ease of use. Access your documents from any computer that has an Internet connection. No possibility of physical theft on your end or destruction in flood or fire. Some have automatic backup schedules. Share certain files with other people. Automatic file restoration process. Cons: Yearly fee for service. Slight possibility of ambitious hackers gaining access to your private files. (Although a good company should have safe-guards to prevent this.) This website reviews the top 10 services: http://online-storage-service-review.toptenreviews.com/ 2) Offline storage programs. Purchasing a program that will back up your data is convenient, but you have to provide the storage medium. (CDs, DVDs, external hard drives, flash drive, floppy disks, etc.) Pros: One-time fee when purchased. (Plus the cost of the storage medium.) Ease of use. Automatic file restoration process. 28
Cons: Possibility of loss if theft, fire, or flood occurs. You provide the storage medium. All files may not fit on storage medium. This website reviews the top 10: http://data-backup-software-review.toptenreviews.com/ 3) External hardware. External hard drives, CDs, DVDs, flash drives, and floppy disks can all be used to back up data. Pros: Cons: Cost is minimal only need to purchase storage medium and no additional software is needed. You have to do all of the work with copying/pasting. All files may not fit on storage medium two or more devices may be needed. Possibility of loss if theft, fire, or flood occurs. Note: Keep in mind that these options only transfer your files and not your programs. If you ever need to restore your computer to its former glory you will need to reinstall the programs yourself. Make sure you keep your installation discs and product keys! Many programs can only be installed on one PC. If you run into problems when reinstalling a program you can always contact the manufacturer for help. Windows Backup Utility Windows comes with a free backup utility that will move your data to a storage device. This process can be repeated as needed. Click on the Start button and click on Control Panel in your Start menu. Select the Backup and Restore option. The Backup window will appear. 29
When you click on Create a system image the following window will appear. Inserting a DVD or removable hard drive will allow you to save a copy of the required Windows drives. The other option on the previous window, Create a system repair disc, will allow you to save boot information to a CD or DVD. 30