Manage Folders and Files in Microsoft Office Mrs. Eggen and Ms. Miller GMS and HMS Digital Literacy
Accessing Documents Computer vs. Microsoft Word: Computer will always show all documents. Access files from any HMS computer if files are saved on the B: drive. Opening Word first: NOT recommended. Recent documents list. On each computer used, list will be different. Document needed may not appear.
Using Windows Explorer More reliable way to open and access all files Right Click on Windows Explorer. Click on Windows Explorer in menu: Browse and select desired drive to open files.
Computer Icon on desktop Shows all drives available Place to send or receive information Each drive labeled with a letter
Computer Shows all drives connected to computer Letters may vary depending on computer. B: = Network drive C: = Local drive D: = DVD-RAM Drive E: (sometimes F) = Flash drive, voice recorder, etc.
Network Drive B: Connected to HASD file server Hortonville High School Blue cable Access documents from any HMS computer Labeled with student name and B: Save a copy of ALL files to B: drive.
Using Folders Keeps users organized Save files to folders: Create new folders as needed. Digital Literacy, Language, Science, Reading, etc. Create new folders on any drive. Recommended to make sure folder names match on each drive used.
Create New Folder Using Menu Right Click Windows Explorer. Select a drive in which to create new folder. Create folders in drive window, folder window, etc. Select New Folder.
Naming Folder Do not need to click anywhere. Blue highlighted means words will delete when first letter is typed. Type in folder name: Keep it short. Be specific. Press Enter when finished.
Create Folder With Right Click Open window where new folder is needed. Right click and select New Folder. Press Enter when finished typing in new folder name.
Let s Create Some New Folders! Computer B: Drive Create a folder for each school subject. Later create subfolders based on units or projects: Digital Citizenship PowerPoint Movie Maker
Open Windows/Software Programs Displayed on the Task Bar Each time users click on an icon, it opens in a window. More than one window can be open at a time. Each open window appears behind the software package icon on the task bar. Task bar is the gray stripe at bottom of screen Multiple open windows within same software will appear as layers Current open application will have white background
Pin Software Programs to Task Bar Move mouse over program in the Start window. Do not click to select Right click instead to view drop down menu. Select Pin to Task Bar and the program will appear on the task bar whenever user logs on. Also, users can click and drag icons from the desktop.
Control Buttons Upper right corner of window Minimize Changes window to button on task bar Program is still active not put away Click button to change back to window Maximize Makes window take up entire screen Click again to change back to window Close Exits program Safe to log off or shut down
Moving and Resizing a Window Move window: Put pointer on blue title bar. Slide window where needed. Throw window against top or side. Double click on the blue title bar. Resize window: Put pointer on triangle in lower right corner. Change window to size needed. Contents of window will readjust. Throw window against top or side. Double click on the blue title bar
Window Views In open Window, click View Icon arrow on the right hand side of the window Extra Large Icons Large Icons Medium Icons Small Icons List Details Tiles Content Sort window contents: Size Date created Type, etc
Window Views - Continued In an opened Window, view the document, picture, etc without opening the file. Click on show Preview Pane in the top right hand corning of the window. This will show the file. To close the view: Click on the same Button to hide the Preview Pane.
Selecting Items in a Window Select items copy, move, etc. List of items in window One click to select. Two clicks will open. Selected items appear highlighted in blue.
Selecting More Than One Item Click on one item. Hold down Shift and click on new item. All items in between will be selected. Or move the cursor to the left of the item. Then left click and drag to grab selected all files. Use the Control key to select random items: Click on one item. Hold down Control. Click second item. Items in between will not be selected.
Moving or Copying Documents Easily move documents from one window to another (i.e. flash drive to B: drive). Open both windows. Select item to move or copy it by clicking. Use menu (Edit-Copy) and (Edit-Paste). Slide selected item to new window. Left click and drag to move your item from your computer to your flash drive. NOT a right click. Right click opens gray menu box. Cancel and retry with a left click.
Microsoft Word Word processing application software Create letters, reports, stories, etc. Can add graphics Part of Office Suite: PowerPoint (presentations) Publisher (newsletters, posters) Excel (math, spreadsheets) Outlook (e-mail, scheduling)
Starting Up Word Double click on Word icon. Word window will look like this when it opens: up
File Ribbon Button Replaces the office button. File management commands: Open/Close New Save/Save As Print Recent documents list
Saving Documents Use Save As Save often: Computer freeze Power outage Thunder storms File Ribbon Save As
Save As Part 1 Decide two pieces of information: What to name file? Where to save file? Click on Computer. Click on Browse. If the folder appears in the Recent Folders list, simply click on it.
Save As Part 2 Click on Computer icon in Window dialog box. Double Click on B: drive with student name to select network folder. Double Click on folder in which to save document. Name the document following the naming standards provided by teacher. Click Save.
Retrieving Documents Recent Documents list Tied to C: drive Only shows files accessed recently on that computer NOT most reliable way to open files
Open Command File Ribbon Open Navigate to desired drive and folder. Start with Computer. Then B: drive (with student name)
Quick Access Toolbar Used for commands used often Can add/delete commands
Ribbon Tabs To hide the ribbon when typing, click on the white arrow on the right hand side of the ribbon. When typing, the ribbon will hide. When needed, click on the ribbon tab and it will expand.
Groups
Dialog Box Launcher Clicking here will open this box.
Defaults Automatic settings: Computer will use these unless told not to. Can be changed. Open dialog window. Change font settings: Georgia 12 point Click Default button Yes.
Paragraph Defaults Line spacing Single. Spacing after 0 pt. Click Default button. Select All documents Based on the Normal.dotm Template? Click OK.
Zoom Settings Lower right corner of screen: Slider enlarges/ reduces screen image.