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SECTION TWO: BASIC WINDOWS

SECTION TWO CHAPTER FOUR OUTLINE

 Managing Files and folders

        1. Creating Folders and Sub-Folders

        2. Copying files or folders

        3. Renaming a file or folder

        4. Moving a file or folder

        5. Deleting a file/folder

        6. Creating Shortcut

CHAPTER 2.4: Managing Files and Folders

Chapter Objective: Proficiency in conducting various operations related to file management and organisation

We have learnt how to create new files and folders. However, it is important to learn certain file management operations, in order to be more organised. Organising your files and folders allows faster access and reduces confusion regarding the location of your document and program files.

Now we will learn select essential file management operations.

TOPIC 2.4.1: Creating Folders and Sub-Folders

Just like physical documents are kept inside physical files or folders, electronic documents and files also need to be kept into folders for better organisation. Windows allows you to create a create a hierarchy of folders, that is, within one folder you can create many folders, which are called its sub-folders. Lets assume that you want to keep all your work documents in one place and all your personal documents in another separate place. So, you will create two folders and name them, Work and Personal. Now suppose, within your work folder there are many documents, and you want to organise each type of document into their own separate places. So, within the Work folder you will create many sub-folders, such as Leave Record, Salary, Project A, Project B, Memos, etc. You can make sub-folders within each of these newly created folders, for example within the Leave Record folder you may create sub-folders named Jan, Feb, Mar, and so on. Thus, the level of folders that you will need to create, depends on how much organisation you want to do.

We will now learn how to create a folder, taking the example discussed above. We will create the folder and sub-folders in C:

1. Open windows explorer.

2. Since you are in the Folders pane, use the down arrow direction key to go to C:

3. After reaching C:, press Alt key and F key to open the File menu drop-down. In this drop-down the first option is 'New'. It appears pre-selected. Press Enter.

4. A sub-menu appears with many options. The first option in this sub-menu is 'Folder'. It appears pre-selected. Press Enter.

5. A new folder will be created in C:. This will appear in the contents pane of the Windows Explorer. The cursor will blink in the area where the folder name will appear. Type 'Work' as the folder name and press Enter.

6. Now use Tab key, to reach the folders pane again. After reaching the folders pane, go to C: and create another new folder. Name this folder as 'Personal'.

7. Since, you are still in the contents pane use the arrow direction keys to reach the folder named 'Work'. After reaching this folder, press enter. This will open the 'Work' folder.

8. Now to create a sub-folder, follow the same steps as are required to create a new folder. That is, Press Alt key and F key to open the open the File menu drop-down. In this drop-down the first option is 'New'. It appears pre-selected. Press Enter. A sub-menu appears with many options. The first option in this sub-menu is 'Folder'. It appears pre-selected. Press Enter. Name this folder Leave Record.

9. So, now you have a sub-folder named leave record under the folder Work. Create more sub-folders named Salary, Project A, Memos in the same way.

10. To create sub-folders under the folder leave record, follow the same steps as are required to create a new folder. Name these sub-folders Jan, Feb, Mar.

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TOPIC 2.4.2: Copying Files and Folders

You can create copies of files and folders. This operation is required when you want to keep a record of the same file or folder in two different places, or if you want to keep the same file or folder in two different folders. Sometimes, you may want to make changes in an existing file, but you want to keep the original copy as well. In such cases, create a copy of the existing file and then work in it.

To make a copy of a file, follow the instructions given below. For the purpose of illustration, we will make a copy of Testing one notepad file that you created in the My Documents folder.

1. Open the Windows Explorer.

2. Since you are in the Folders pane, use the down arrow direction key to go to My Documents folder.

3. After reaching the My Documents folder, press enter. Now press the Tab key once to go to the contents pane.

4. Use the arrow keys to reach 'Testing One' document. Once you reach this document, press Alt key and E key to open the Edit menu drop-down. In this drop down, there are many options. Use the down arrow key to reach the option named 'copy' and then press Enter.

User Tip

5. The computer has made a copy of the document, but it doesn't know where to show this copy to you. So, say you wanted to make the copy within the My Documents folder. Now press Alt key and E key again to open the Edit menu drop-down. Use the down arrow key to reach the option named 'Paste' and then press Enter.

User Tip

6. This will show the copy of your document in the My Documents folder. It will be named 'Copy of Testing One'.

User Tip

7. To take a copy of the same file in a floppy disk. Take a blank floppy and put it in the floppy drive.

8. Now open the windows explorer and follow the steps discussed above to make a copy of Testing One. After you have copied the file, use the tab key to go to the folders pane.

9. In the folders pane, use the arrow direction keys to reach 31/2 Floppy (A:). Once you reach A:, Now press Alt key and E key again to open the Edit menu drop-down. Use the down arrow key to reach the option named 'Paste' and then press Enter. A copy of Testing One, will be made with the same name, in the floppy.

User Tip

10. The process to create copies of folders is the same as that for creating the copy of a file.

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TOPIC 2.4.3: Renaming a File or Folder

You may want to change the name of a file or folder, especially after you have pasted a copy of a file or folder. To rename a file follow the instructions given below. For the purpose of illustration, we will rename the file named 'Copy of Testing One':

1. Open Windows explorer. Go to My Documents by using direction keys.

2. Press Tab key once, to reach contents pane. In the contents pane, use the down arrow direction keys to reach the file named 'Copy of Testing One'.

3. Now press Alt key and F key to open File menu drop-down. In this drop down, use the down arrow direction key to reach the option named 'Rename'.

4. The cursor will start blinking in the area where the file name has to be changed. Now just type a new name for the file, say Testing Three, and press Enter.

5. The steps to rename a folder are same as those for renaming a file.

User Tip

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TOPIC 2.4.4: Moving a file

Shifting files or folders from one place to another is an important file management operation. There are various methods of moving files and folders, you may copy a file or folder and paste it at another location, and then delete the original copy. We will learn the alternate method of this operation. For the purpose of illustration, we will shift Testing Three from My Documents. Follow the instructions given below:

1. Open Windows explorer. Use the down arrow direction keys to reach My Documents.

2. Press Tab key once, to reach contents pane. In the contents pane, use the down arrow direction keys to reach the file named 'Testing One'.

3. Now press Alt key and E key to open Edit menu drop-down. In this drop down, use the down arrow direction key to reach the option named 'Cut'.

User Tip

4. Now use the tab key to go to the folders pane. Once you are in the folders pane, use the right arrow direction keys to open the sub-folder tree under C:. Now use the down arrow direction key to reach the 'Personal' folder created by you.

5. On reaching the 'Personal' folder, press control key and V key to paste the cut file in Personal folder. This file will be removed from My documents folder.

6. The steps required to move a folder are same as those required for moving files.

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TOPIC 2.4.5: Deleting a file or folder

To delete a file or folder, follow the instructions given below. For the purpose of illustration, we will delete the Work folder created by you.

1. Open Windows explorer. Use the down arrow direction keys to reach C:.

2. Use the right arrow direction keys to open the sub-folder tree under C:. Now use the down arrow direction key to reach the 'Work' folder created by you.

3. Once you have reached the 'Work' folder, press delete key. There will be a confirmation box asking you if you are sure to remove the folder and all its contents to the recycle bin. There will be two buttons Yes and No. Press Enter on Yes.

User Tip

4. The Work folder will be deleted from C:

5. The steps required for deleting files are same as that required for deleting folders.

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TOPIC 2.4.6: Creating Shortcut

To create a shortcut of a file or folder on the desktop, follow the instructions given below. For the purpose of illustration, we will create shortcut of the 'Personal Folder' created by you.

1. Open Windows explorer. Use the down arrow direction keys to reach C:.

2. Use the right arrow direction keys to open the sub-folder tree under C:. Now use the down arrow direction key to reach the 'Personal' folder created by you.

3. Once you have reached the 'Personal' folder, press the shortcut key on the keyboard. This will open a shortcut menu on the screen. Use the down arrow direction key to reach the option named 'Sent to' and press Enter. A sub-menu will appear with several options.

4. Use the down arrow direction keys to go to the option 'Desktop (create shortcut)' and then press Enter.

5. A shortcut of the folder will be created on the desktop

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User Tip

Copy

A shortcut method of copying files, folders or text is to select the object to be copied and then press Control key and C key.

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Copying to Floppy Disk

A shortcut method of copying files or folders to the floppy disk is to select the object to be copied and then press shortcut key on the keyboard. This will open a shortcut menu on the screen. Use the down arrow direction key to reach the option named 'Send to' and press Enter. A sub-menu will appear with several options. The first option is 31/2 Floppy (A:). It will appear pre-selected, just press enter. The file will be copied to the Floppy.

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Cut

A shortcut method to cut files, folders or text is to select the object to be cut and then press Control key and X key.

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Deleting Folders

If you delete a folder, all sub-folders and documents within the folder will also be deleted.

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File Name

When you make a copy of a file and paste it in the same folder, it is named as Copy of <file name>. For example when you created a copy of Testing One and pasted it in the same folder, it was named Copy of Testing One. However, when you make a copy of a file and paste it in another folder it retains its original name. For example, if you created a copy of Testing One and pasted it in another folder, it will be named Testing One.

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Paste

A shortcut method of pasting files, folders or text is to select the folder where the object has to be pasted and then press Control key and V key.

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Rename

A shortcut method of renaming files or folders is to select the file or folder that has to be renamed and then press F2 key. The cursor will start blinking in the area where file or folder name has to be changed. Just type the new name and press Enter.

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