Files and folders by pengxiang

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									BCC Staff Development
File Management Handout
Created by Cheryl Graziose
Coordinator, Training & Development


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                            File Management & the BCC Network
                                                   Table of Contents

Getting Help in Windows XP ......................................................................................................... 5
   On-line Help................................................................................................................................ 5
   Add a Topic to the Favorites List ............................................................................................... 6
Using Windows Explorer ................................................................................................................ 6
Files and Folders ............................................................................................................................. 8
File and Folder Management .......................................................................................................... 9
   Other Places .............................................................................................................................. 10
Personal Folders ............................................................................................................................ 12
   Creating a Folder....................................................................................................................... 13
     Create a Folder ...................................................................................................................... 13
     Display the Folders Pane ...................................................................................................... 14
Select and Copy Files.................................................................................................................... 15
   Copy by Dragging ..................................................................................................................... 16
   Move a File or Folder ............................................................................................................... 16
   Move Files by Dragging ........................................................................................................... 17
     Change the Name of a File or Folder .................................................................................... 18
     Rename a Series of Files ....................................................................................................... 19
   Delete a File or Folder .............................................................................................................. 20
   Delete by Dragging and Dropping Files/Folders ...................................................................... 21
   Restore Files/Folders and Empty Files from the Recycle Bin .................................................. 21
Creating and Deleting a Shortcut .................................................................................................. 22
Searching For Files and Folders ................................................................................................... 23
   Search for a File or Folder ........................................................................................................ 23
Display Disk or Drive Properties .................................................................................................. 25
Print a Document .......................................................................................................................... 25
     Print Queue ........................................................................................................................... 26
   Cancel Printing a Document ..................................................................................................... 27
   Pause or Resume Printing a Document ..................................................................................... 28
   Restart Printing a Document ..................................................................................................... 28
Using Headers and Footers to Identify Documents ...................................................................... 29
   Add a Header or Footer............................................................................................................. 29




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                   File Management & the BCC Network
Getting Help in Windows XP
On-line Help
Windows XP provides extensive help on all the features in your operating system. Navigate
through Help topics from the Help and Support Center home page. Click Home or Index on the
navigation bar to view the table of contents or index, or type a word or words into the Search
box to find what you need.


   1. Display the Help and Support
      Center window.
            Click Start.
            Click Help and Support.
   2. Click What’s new in windows XP.




                                                            3. Click the What’s new topics
                                                               hyperlink.
                                                               A list of Help options will be
                                                               displayed
                                                            4. Click the What’s new in
                                                               windows XP hyperlink on the
                                                               right side of the window.
                                                            5. Read the information about
                                                               Windows XP.




   6. Click the Print button on the toolbar to print the
      information.
   7. Click the Home button on the Help and
      Support Center toolbar to return to the opening
      Help and Support Center window.
   8. Click in the Search text box towards the top of the
      Help and Support window.


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   9. Type copy files to CD and press Enter.
   10. Click Copy files and folders to a CD to display the Search Results.
   11. Read and print the information.


Add a Topic to the Favorites List
If you repeatedly use a help topic, add it to the Favorites list.
    1. With the desired topic displayed in the Help and Support Center window, Click the Add
        to Favorites button on the toolbar.
    2. Click OK at the message that displays.
    3. View by clicking the Favorites button on the Help and Support Center window toolbar.




   4. Remove the topic from Favorites list:
        Display the Favorites list.
        Click the topic.
        Click the Remove button.


To change the Start menu style
   1. Right-click the Start button, and then click Properties.
   2. On the Start Menu tab, click one of the following options:
       To select the default Start menu, click Start menu.
       select the style from an earlier version of Windows, click Classic Start menu.

       The next time you click Start, the Start menu displays the new style.




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Display Links to Common Tasks in Folders
1. Open Folder Options in Control Panel.
    Click Start, and then click Control Panel.
    Double-click Folder Options.
2. On the General tab, under Tasks, click Show common tasks in folders.

Notes
    The hyperlinks to common tasks in the left pane of your folder windows provide quick
      access to file and folder management activities and other places on your computer, such
      as My Computer, Shared Documents, and My Network Places. Windows displays these
      links by default, so they may already be displayed in your folders. If they are not, you can
      use Folder Options to enable this feature.
    To disable this feature in your folders, on the General tab, under Tasks, click Use
      Windows classic folders.




Using Windows Explorer
Windows Explorer displays the hierarchical structure of files, folders, and drives on your
computer. It also shows any network drives that have been mapped to drive letters on your
computer. Using Windows Explorer, you can copy, move, rename, and search for files and
folders. For example, you can open a folder that contains a file you want to copy or move, and
then drag the file to another folder or drive.

There are other places in Windows where
you can view and work with files and
folders. My Documents is a convenient
place to store documents, graphics, or other
files you want to access quickly. When you
delete files or folders from your hard disk,
Windows places them in the Recycle Bin,
where you can retrieve them, until you
empty the Recycle Bin. Files or folders
deleted from a floppy disk or a network
drive are permanently deleted and are not
sent to the Recycle Bin.

Open Windows Explorer.
   1. Click Start.
   2. Point to All Programs
   3. Point to Accessories.
   4. Click Windows Explorer.



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Files and Folders
Most Windows tasks involve working with files and folders. Windows uses folders to provide a
storage system for the files on your computer, just as you use manila folders to organize
information in a filing cabinet.

      Folders can contain many different types of files, such as documents, music, pictures,
videos, and programs. You can copy and move files from other locations, such as another folder,
computer, or the Internet, to folders you create. You can even create folders within folders.

For example, if you are creating and storing files in the My Documents folder, you can make a
new folder within My Documents to contain the files. If you decide that you want to move the
new folder to a different location, you can easily move it and its contents by selecting the folder
and dragging it to the new location.

Terms:
        File – a complete, named collection of information such as a program, a set of data used
         by a program, or a user-created document. A file is the basic unit of storage that enables
         a computer to distinguish one set of information from another. It is a collection of data
         that a user can retrieve, change, delete, save, or send to an output devise such as a printer
         or email program.
        Folder – a container for programs and files in a graphical user interface symbolized on
         the screen b a graphical image (icon) of a file folder. A folder is a means of organizing
         programs and documents on a disk and can hold both files and additional folders.




                                                                          Folder




                                                                           File




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File and Folder Management
Every Windows folder provides easy access to common file and folder management tasks. When
you open any folder on your computer, a list of hyperlinked tasks is displayed next to the folder
contents. You can select a file or folder, and then click a task to rename, copy, move, or delete it.

My Pictures and My Music folders provide task links that can help you manage your picture and
music files.

In the My Computer folder, you can view and select the drives on your computer, the devices
with removable storage, and the files stored on your computer. You can use the task links in this
folder to view information about your computer, change system settings using Control Panel, and
perform other system management tasks.

Use the Recycle Bin tasks to empty the Recycle Bin or restore deleted files and folders to their
original locations. The Recycle Bin is displayed on your desktop.

Terms:
        Hyperlinked – Colored and underlined text or a graphic that you click to go to a file, a
         location in a file, an HTML page on the World Wide Web, or an HTML page on an
         intranet. Hyperlinks can also go to newsgroups and to Gopher, Telnet, and FTP sites.
         In Windows folders, hyperlinks are text links that appear in the folder's left pane. You
         can click these links to perform tasks, such as moving or copying a file, or to go to other
         places on your computer, such as the My Documents folder or Control Panel.
        Drives – An area of storage that is formatted with a file system and has a drive letter. The
         storage can be a floppy disk, a CD, a hard disk, or another type of disk. You can view the
         contents of a drive by clicking its icon in Windows Explorer or My Computer.
        Drive letter – The naming convention for disk drives on IBM and compatible computers.
         Drives are named by letter, beginning with A, followed by a colon.
        Devices – Any piece of equipment that can be attached to a network or computer; for
         example, a computer, printer, joystick, adapter, or modem card, or any other peripheral
         equipment. Devices normally require a device driver to function with Windows.
        Device driver – A program that allows a specific device, such as a modem, network
         adapter, or printer, to communicate with the operating system. Although a device might
         be installed on your system, Windows cannot use the device until you have installed and
         configured the appropriate driver.
         If a device is listed in the Hardware Compatibility List (HCL), a driver is usually
         included with Windows. Device drivers load automatically (for all enabled devices) when
         a computer is started, and thereafter run invisibly.
        Hardware Compatibility List (HCL) – A list of the devices supported by Windows XP.
        Desktop – The on-screen work area on which windows, icons, menus, and dialog boxes
         appear.




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Other Places
Windows folders help you quickly find
and work with files on your computer,
network, or the Internet. Every folder
contains a list of links called Other
Places, which can help you find the
places you need, such as My Computer,
My Network Places, and your Desktop.
Depending on which folder you are
working in, Other Places may also
provide links to the My Documents and
Shared Documents folders.
       My Computer – Displays the
        storage devices available on your
        computer, such as your CD-
        ROM and floppy drives, and the
        network. My Computer also
        provides immediate access to system management tools through a link to Control Panel.
         To open My Computer, click Start, and then click My Computer.

        Desktop – The on-screen work area on which windows, icons, menus, and dialog boxes
         appear. You can add shortcuts to your Desktop for frequently used programs, files, and
         folders. To add a shortcut to your Desktop, right-click a blank area on your Desktop,
         point to New, and then click Shortcut. Follow the instructions in the Create Shortcut
         Wizard.

        My Documents and Shared Documents – Provides an easy way for you to store and share
         your personal files. My Documents, My Pictures, and My Music folders are created for
         each user on your computer. If there is more than one user on your computer, these
         folders contain a link to their shared counterparts: Shared Documents, Shared Pictures,
         and Shared Music. If you want to share your personal files with other people who use
         your computer, you can copy or move them from your personal folders to the Shared
         Documents, Pictures, or Music folders located in Other Places.
         To open My Documents, click Start, and then click My Documents.

Terms:
        Web servers – A computer that is maintained by a system administrator or Internet
         service provider (ISP) and that responds to requests from a user's browser.
        Internet service provider (ISP) – A company that provides individuals or companies
         access to the Internet and the World Wide Web. An ISP provides a telephone number, a
         user name, a password, and other connection information so users can connect their
         computers to the ISP's computers. An ISP typically charges a monthly or hourly
         connection fee.




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   Workgroup – A simple grouping of computers, intended only to help users find such
    things as printers and shared folders within that group. Workgroups in Windows do not
    offer the centralized user accounts and authentication offered by domains.
   User account – A record that consists of all the information that defines a user to
    Windows. This includes the user name and password required for the user to log on, the
    groups in which the user account has membership, and the rights and permissions the
    user has for using the computer and network, and accessing their resources. For Windows
    XP Professional and member servers, user accounts are managed with Local Users and
    Groups. For Windows Server domain controllers, user accounts are managed with
    Microsoft Active Directory Users and Computers.




   This login screen should appear when your computer is turned on.
   Enter your Username and Password.
   Now that you are logged onto
    the BCC network, there are
    storage drives available to you.
    View them by opening My
    Computer or Windows
    Explorer. Some of the drive
    letters you see in the graphic
    may look familiar. The drive
    letters will probably have
    different letters on each BCC
    computer that you use.
    However, you should see
    drives designated as “H”, “P”,
    and “S”.
   The blank box at the beginning
    of your “H” drive should
    contain your user name. This is
    referred to as your Home
    Directory. These are drives that
    were created to make files
    more accessible and shareable
    within your office, campus and


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       across campuses through the network. If you do not see the “H”, “P”, or “S” drives on
       your computer, you may not have logged in properly. If you do not see your network
       drives, then restart your computer and login again. If you have any difficulties, please call
       the helpdesk at 954 201-7521. Following is a brief description of some of the drives you
       may see on your computer:


Drive Descriptions

      A: The 3.5” floppy diskette drive.
      C: The hard drive is not part of the network so you will not be able to retrieve these files
       from another computer.
      D: In many computers this will be the drive for the Zip drive. This drive is not part of the
       network so you will not be able to retrieve these files from another computer. This could
       also be the CD-ROM drive.
      E and/or G: The CD-ROM drive.
      H: Your Home Directory, which is stored on the server. You should store all your
       documents and files here so that they are backed up. In the event that your computer
       crashes, is stolen, or somehow destroyed, your files will be safe. Any files stored here are
       accessible only to you and the network administrator. Your “H” drive will be available to
       you at any BCC networked computer that you access.
      K: This is the campus drive for college software installations. It is provided so that
       technicians can install products on your computer.
      P: This is the Private drive for your department. It is provided so that only members of
       your department can access it.
      S: This is the college-wide Shared drive. Any network user throughout the college will
       have access to these files. The folders in the “S” directory are designed to be used for
       each campus to save to. For example, if you work at the North Campus, you will save
       your work to S:\North. When creating new folders, be sure the name of the folder is
       indicative of its contents. Keep in mind this is a public area, and any files you store here
       are at risk of being altered or deleted. Keep a backup copy in your “H” drive.
These are the only drives that you should save to. There may be others visible; however, they are
server directories.


Personal Folders
My Documents is your personal folder. It contains two specialized personal folders, My Pictures
and My Music. You can make your personal folders available to everyone, or you can make
them private so that only you can access the files within them.
Windows creates personal folders for every user on the computer. When there is more than one
person using the computer, each personal folder is identified by the user's name. For example, if
John and Jane use the same computer, there will be two sets of personal folders: John's
Documents, Music, and Pictures, and Jane's Documents, Music, and Pictures. When John is
logged on to the computer, his personal folders appear as My Documents, My Pictures, and My
Music, and Jane's appear as Jane's Documents, Jane's Pictures, and Jane's Music.


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Windows also provides a Shared Documents folder for files you want to share with other users.
Like My Documents, the Shared Documents folder contains a Shared Pictures and Shared Music
folder. These folders are for pictures and music you want to share with other people who use
your computer.
You can use Windows Explorer to access your personal folders or the Shared Documents, Music,
and Pictures folders.
To open Windows Explorer, click Start, point to All Programs, point to Accessories, and then
click Windows Explorer.

Creating a Folder
As you work with programs in Windows XP, you will create files in which information is saved.
Your file may contain a Word document or and Excel workbook. You’ll want to store these files
in folders so that you can easily find and retrieve them when necessary.


Create a Folder                       Create a personal folder:
    Title Bar                            1. At the desktop, click the Start button.
                                         2. Click My Computer at the Start menu.
   Menu Bar

    Standard
    Buttons
    Toolbar

  Address Bar

   Task Pane




                                                   Contents
                                                    Pane
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   3.  Double click on Consort on C-campus (H:).
   4.  Double click on the File Management folder.
   5.  Click File on the Menu bar.
   6.  Select New.
   7.  Click Folder.
   8.  Type your name.
   9.  Press Enter.
       The New Folder has a new
       name – your name.
   10. Close the window by clicking the Close button     in the upper right corner of the
       window.



Display the Folders Pane




Display a hierarchal list of folders and drives:
   1. Display the My Computer window.
   2. Click on the Folders button on the Standard Buttons toolbar.
   3. The folders pane displays at the left side of the window.
   4. A plus symbol preceding a folder name indicates that the folder contains additional
       folders (or drives).
   5. Click the folder name in the Folders pane to display the contents of the folder.
   6. Turn off the display of the Folders pane by clicking the Folders button.




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Select and Copy Files
  1. Open My Computer
  2. Double click on Consort on C-campus (H:).
  3. Open the folder named File Management.
  4. Change the view by clicking the Views button on the
     Standard Buttons toolbar and clicking List at the drop-
     down list.
  5. Click the file named ExcelRevenues.
  6. Hold down the Shift key, click the file named Table02.
  7. Release the Shift key.

       Clicking Table02 while holding down the Shift key causes all files from Excel Revenues
       through Table02 to be selected.

  8. Click the Copy the Selected items
     hyperlink. In the File and Folders Tasks
     section of the task pane.




                                                 9. At the Copy Items dialog box, click the
                                                     Consort on C-campus (H:) Drive.
                                                 10. Click the File Management folder.
                                                 11. Click the folder with Your Name on it.
                                                 12. Click the copy button that displays towards
                                                     the bottom of the dialog box.
                                                 13. Open your folder to be sure the files have
                                                     been copied.
                                                 14. Close the window by clicking the Close
                                                     button in the upper right corner of the
                                                     window.



      To select consecutive files or folders, click the first item, press and hold down SHIFT,
       and then click the last item. To select nonconsecutive files or folders, press and hold
       down CTRL, and then click each item.




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Copy by Dragging
  1. Display the My Computer window.
  2. Display the desired files or folders in the contents pane of
     the My Computer window.
      Double click on the Consort on C-campus (H:) Drive.
  3. Place the mouse pointer on the file or folder.
      Select the File Management folder
  4. Hold down the RIGHT mouse button.
  5. Drag to the desired drive or folder in the Folders pane.
      Drag to the Desktop folder (top of folder list).
  6. Release the mouse button.
  7. At the shortcut menu, click the Copy Here option.



Move a File or Folder
     1. Open the My Computer window.
     2. From the Consort on C-campus (H:) Drive, open the File Management folder.
     3. Create a new folder.
           Click File on the Menu bar.
           Point to New.
           Click Folder.
           Name this folder with your
            first initial and last name.
     4. Double click the folder with
        your name on it in the contents
        pane.
     5. Click the Views button on the
        Standard Buttons toolbar. From
        the drop down, choose List.
     6. Click once on the file Outline.
        Clicking once selects the file.
     7. Hold down the Ctrl key and click once on the Table01 file.

                                                       Using the Ctrl key allows you to select
                                                       just these two files.

                                                               8. Click the Folders button on
                                                                  the Standard Buttons toolbar.
                                                               9. Click the Move the selected
                                                                  items hyper link in the File
                                                                  and Folder Tasks area of the
                                                                  task pane.


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     10. At the Move Items dialog box, click the
         folder named with your initials.
            Consort on C-campus (H:) Drive
            File Management Folder




     11. Click Move.

                                                            12. Click the Up button on the
                                                                Standard Buttons toolbar.
                                                                This displays the contents of
                                                                the folder that is up one folder
                                                                from the current folder.

     13. Close the window by clicking the Close button.



Move Files by Dragging
  1. Open Windows Explorer.
  2. Find the file or folder you want to move.
  3. Make sure the destination for the file or folder you want to move is visible. For example,
     if you are moving a file from the My Documents folder to the desktop, you might need to
     resize Windows Explorer so the desktop is visible.
  4. Drag the file or folder to the destination.




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Notes
        If you drag an item while pressing the right mouse button, you can move, copy, or create
         a shortcut to the file in its new location.
        To copy the item instead of moving it, press and hold down CTRL while dragging.
        If you drag an item to another disk, it is copied, not moved. To move the item, press and
         hold down SHIFT while dragging.
        Dragging a program to a new location creates a shortcut to that program. To move a
         program, right-click and then drag the program to the new location. You must be logged
         on as an administrator to move a program.

Terms:
        Shortcut – A link to any item accessible on your computer or on a network, such as a
         program, file, folder, disk drive, Web page, printer, or another computer. You can put
         shortcuts in various areas, such as on the desktop, on the Start menu, or in specific
         folders.
        Disk – A storage device that is attached to a computer.



Change the Name of a File or Folder
   1. Open My Computer
   2. Locate the file or folder you want to rename.




   3. Under File and Folder Tasks, click Rename this file or Rename this folder.
   4. Type the new name, and then press ENTER.


Notes
        You can also rename a file or folder by right-clicking it and then clicking Rename.
        The names of system folders such as Documents and Settings, Windows, or System32
         cannot be changed. They are required for Windows to run properly.




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Rename a Series of Files
  1. Open My Computer.
      Click Start.
      Click My Computer.
  2. Select the files you want to
     rename.
  3. On the File menu, click
     Rename.
  4. Type the new name, and then
     press ENTER.
     All of the files in the series
     will be named in sequence
     using the new name you type.
     For example, if you type
     Test, the other files in the
     series will be named Test (1),
     Test (2), and so on.
        To specify the starting
         number for the series,
         type the starting number
         in parenthesis after the
         new file name. The files
         in the series will be
         numbered in sequence
         starting with the number
         you type. For example, if
         you type Test (10), the
         other files will be named
         Test (11), Test (12), and
         so on.




                                      19
Delete a File or Folder
   1. Open My Computer.
       Click Start.
       Click My Computer.
   2. Click the Folder button on the Standard Buttons toolbar to display the folder list.
       Click on the Desktop.
       Select the File Management Folder.
   3. Click the Folder button on the Standard Buttons toolbar to display the File and Folder
      Task pane.
   4. Under File and Folder Tasks, click Delete this folder.




   5. At the message asking you to confirm the deletion, click the Yes button.
   6. Click the file you want to delete.
       Open the folder with your name on it.
       Select the Table01.doc file.
   7. Under File and Folder Tasks, click Delete this file.
   8. At the message asking you to confirm the deletion, click the Yes button.
   9. Close the window.

Notes
       You can also delete files or folders by right-clicking the file or folder and then clicking
        Delete.
       To retrieve a file you have deleted, double-click the Recycle Bin icon on your desktop.
        Right-click the file you want to retrieve, and then click Restore.
       To permanently delete a file, press and hold down SHIFT and drag it to the Recycle Bin.
        The item is permanently deleted and cannot be retrieved from the Recycle Bin.




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Delete by Dragging and Dropping Files/Folders
   1. Display My Computer.
       Click Start.
       Click My Computer.
   2. If necessary, resize the My Computer window so that you can see the Recycle Bin icon
      on the desktop.
   3. Double click the Consort on C-
      campus (H:) Drive.
   4. Open the File Management folder.
   5. Open the folder with your name on
      it.
   6. Select the Outline.doc file.
   7. Drag the file icon to the Recycle
      Bin icon until the icon name
      Recycle Bin displays with a blue
      background.
   8. Release the mouse button.
      This drops the file you are
      dragging into the Recycle Bin.
      You can also select multiple files
      or folders and then drag and drop
      the selected items into the Recycle
      Bin.
   9. At the message asking you to
      confirm the deletion, click the Yes
      button.

Important Note:
      The following items are not stored in the Recycle Bin and cannot be restored:
          Items deleted from network locations.
          Items deleted from removeable media (such as 3.5-inch disks, Zip, etc.).



Restore Files/Folders and Empty Files from the Recycle Bin
   1. At the Windows XP desktop, double click on the Recycle Bin.




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   2. At the Recycle Bin window, click the Views button on the Standard Buttons toolbar,
      select Detail.
   3. Click once on the Outline document in the contents pane to select it.
      Depending on the contents of the Recycle Bin, you may need to scroll down the Recycle
      Bin list to display this document.
   4. Click the Restore this item hyperlink in the Recycle Bin Tasks section of the task pane.
       If you want to empty the entire contents of the Recycle Bin, click the Empty the Recycle
       Bin hyperlink in the Recycle Bin Tasks section of the task pane. At the message asking
       you to confirm the deletion, click the Yes button.
   5. Close the Recycle Bin window by clicking the Close button.




Creating and Deleting a Shortcut
If you use a file or program on a regular basis, you
can create a shortcut to the file or program.
Shortcuts are specialized icons and are very small
files that point the operating system to the actual
item. Double click a shortcut icon and the file
opens in the program in which it was created.
Shortcuts provide quick and easy access to files or
programs used every day without having to
remember where the file is stored.

   1. At the Windows XP desktop, display the My
      Computer window.
   2. Open the File Management folder on the
      Consort on C-campus (H) Drive.
   3. Change the display of files to a list (Click
      the Views button on the Standard Buttons
      tool bar).
   4. Right click on the RevChart file.
      Right clicking on a file or folder causes a
      shortcut menu to display containing the
      management options.
   5. At the shortcut menu, click the Rename option.
   6. Type RevenueCharts.xls.
   7. Press Enter.
   8. Create a shortcut to the file named RevenueChart.
       Position the cursor on RevenueChart.
       Hold down the right mouse button.
       Drag the outline of the file to the desktop.
       Release the mouse button.


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   9. At the pop-up menu that displays, click Create Shortcuts Here.
   10. Close the window.
   11. Double click the Shortcut to RevenueChart on the desktop.
   12. View the file, and close it.
   13. Delete the Shortcut to RevenueChart.xls shortcut icon.
        Position the cursor on the shortcut icon.
        Hold down the left mouse button.
        Drag the icon on top of the Recycle Bin and release the mouse button.




Searching For Files and Folders
Windows offers a number of ways to find files and folders.

Search Companion offers the most direct way to locate a file. Use Search Companion if you are
looking for common file types, if you remember all or part of the name of the file or folder you
want to find, or if you know when you last changed a file. If you know only part of the name,
you can use wildcard characters to locate all files or folders that include that part in the name.
For example, *letter.* will find Holiday letter.doc, Special letter.doc, and Special letter.txt.
Windows Explorer provides a quick way to see all the files and folders on your computer, and it
is also a good way to copy or move files from one folder to another. Use Windows Explorer if
you know where the file or folder is located.
My Computer provides a simpler view of the folders on your computer. Use My Computer if you
want to work with a number of files in one folder, or if you want to reorganize the contents of a
folder by creating new subfolders or renaming subfolders.
My Network Places provides a view of all the shared computers, files and folders, printers, and
other resources on the network to which your computer is connected. My Network Places
presents a view of the network similar to the view of your computer presented by Windows
Explorer. Use My Network Places when you want to see all the resources available on the
network, when you know where the resource you want is located, or when you want to copy files
and folders from one network location to another.
The Map Network Drive command lets you display a network resource in My Computer or
Windows Explorer, which makes your network resources easier to find. Use Map Network
Drive for network resources you use frequently or when you know the exact network path and
name of the resource you want to connect to.



Search for a File or Folder
   1. Click Start, and then click Search.
   2. Click All files and folders.



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    3. Type all or part of the file or folder name, or type a word or
       phrase that is in the file.
          We will search for one of the files that we just copied.
          Type RevChart in the first text box.
    4. If you do not know either piece of information or want to
       narrow your search further, select one or more of the
       remaining options:
          In Look in, click the drive, folder, or network you want to
           search.
                 We know that we were working on the Consort on
                    C-campus (H:) Drive.
          You could also use any of these options:
                 Click When was it modified? to look for files that
                    were created or modified on or between specific
                    dates.
                 Click What size is it? to look for files of a specific
                    size.
                 Click More advanced options to specify
                    additional search criteria.
    5. Click Search.
    6. It will take a few minutes to search all of the files on the H: drive. But, eventually all
       files named RevChart saved to the H: drive will be displayed.


Using wildcard characters
A wildcard character is a keyboard character such as an asterisk (*) or a question mark (?) that is
used to represent one or more characters when you are searching for files, folders, printers,
computers, or people. Wildcard characters are often used in place of one or more characters
when you do not know what the real character is or you do not want to type the entire name.

  Wildcard
                                                            Uses
  character
                Use the asterisk as a substitute for zero or more characters. If you are looking for a file
                that you know starts with "gloss" but you cannot remember the rest of the file name, type
                the following:
                gloss*
Asterisk (*)    This locates all files of any file type that begin with "gloss" including Glossary.txt,
                Glossary.doc, and Glossy.doc. To narrow the search to a specific type of file, type:
                gloss*.doc
                This locates all files that begin with "gloss" but have the file name extension .doc, such
                as Glossary.doc and Glossy.doc.
              Use the question mark as a substitute for a single character in a name. For example, if
Question mark
              you type gloss?.doc, you will locate the file Glossy.doc or Gloss1.doc but not
(?)
              Glossary.doc.


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Display Disk or Drive Properties
Information such as the amount of used space and
free space on a disk or drive can be viewed on the
Properties dialog box.

Display the Local Disk (C:) Properties dialog box.
   1. Display the My Computer window.
   2. Right click the Local Disk (C:) in the
       contents pane.
   3. Click Properties at the shortcut menu.
   4. The used and free space information is
       displayed on the General tab.
   5. Display error checking, backup and
       defragmentation options on the Tools tab.
   6. Close the window.




Print a Document
   1. Open the document you want to print.
   2. On the File menu of the program you are using, click Print .
      While a document is printing, a printer icon appears in the notification area. When this
      icon disappears, your document has finished printing.


       Notes

        You can print a document without opening it by dragging its icon to a printer in Printers
         and Faxes or to a shortcut for your printer on your desktop.

Terms:
        Notification area – The area on the taskbar to the right of the taskbar buttons. The
         notification area displays the time and can also contain shortcuts that provide quick
         access to programs, such as Volume Control and Power Options. Other shortcuts can
         appear temporarily, providing information about the status of activities. For example, the
         printer shortcut icon appears after a document has been sent to the printer and disappears
         when printing is complete.




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Print Queue




The print queue shows the documents that are waiting to be printed. For each item on the list,
information, such as the print status and number of pages, is provided. The following table shows
the information displayed for each document in the queue.


    Column                                         Description
Document
                 The file name of the document.
Name
Status           The current status of the document, such as Spooling, Paused, or Printing.
Owner            The user name of the person who sent the document to the printer.
                 The number of pages that have printed and the total number of pages in the
Pages
                 document.
Size             The size of the document in kilobytes.
Submitted        The time and date that the document was sent to the printer.
Port             The port being used by the printer.

You can also manage documents you send to the printer. You can pause, resume, or cancel
printing of a document; restart printing of a document; or you may view and change job settings,
such as the priority and the person notified when the job is done. For documents waiting to print,
you can view, but not change, settings such as the page orientation, paper source, and number of
copies.




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Cancel Printing a Document
By default, all users can pause, resume, restart, and cancel
printing of their own documents.
    1. Open Printers and Faxes.
         Click Start.
         Click Printers and Faxes.
    2. Double-click the printer you are using to open the print
        queue.
    3. Right-click the document you want to stop printing, and
        then click Cancel.




Notes
       To open Printers and Faxes, click Start, click Control Panel, and then double-click
        Printers and Faxes.
       You can also open the print queue in Printers and Faxes by clicking a printer, and then
        clicking See what's printing under Tasks on the left side of the window. This option is
        available only if folders are set to look like a Web page and a printer is selected. For
        more information, click Related Topics.
       You can cancel the printing of more than one document by holding down the CTRL key
        and then clicking each document you want to cancel. Once all the documents are
        selected, right click one of them and click Cancel.
       You can also open • the print queue by right-clicking the printer icon in the notification
        area.




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Pause or Resume Printing a Document




By default, all users can pause, resume, restart, and cancel printing of their own documents.
   1. Open Printers and Faxes.
   2. Double-click the printer you are using to open the print queue.
   3. Right-click the document for which you want to pause or resume printing.
   4. Do one of the following:
          To pause printing, click Pause.
          The document will not print until you resume printing.
          To resume printing, click Resume.
          The document will begin printing. However, if higher priority documents are waiting
           to print, they will print first.
Notes
      In general, once a document has started printing, it will finish printing even if you pause
       it.


Restart Printing a Document
When you restart printing a document, it starts printing again from the beginning. If higher
priority documents are in the print queue, they will print first.
    1. Open Printers and Faxes.
    2. Double-click the printer you are using to open the print queue.
    3. Right-click the document for which you want to restart printing, and then click Restart.




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Using Headers and Footers to Identify Documents
Headers and footers are a good way to identify your documents. You can add information such
as the title of the document, author, date printed, chapter/section title, or page numbers. Headers
appear at the top of the page and footers appear at the bottom of the page.

When you are working with headers and footer, you see the Header and Footer toolbar.




                                      Function
                                      Inserts AutoText - time saving entry composed
                                      of an abbreviation and an associated phrase;
                                      see Working with Auto Text.
                                      Inserts page number, inserts the number of
                                      pages, formats page numbers
                                      Displays Page Setup dialog box, shows or
                                      hides document text
                                      Inserts date, inserts time
                                      Makes the header or footer the same as the
                                      previous section
                                      Switches between header and footer, shows
                                      previous, shows next

                                                The previous and next options are
                                      relevant when you are working with a
                                      document that is divided into sections.
                                      Closes Header and Footer view




Add a Header or Footer
1.   From the View menu, select Header and Footer.
2.   The Header and Footer toolbar will appear.
3.   If necessary, switch between the header and footer.
4.   Type the desired text and click the icons to add the date, time, and page number.
5.   When you are ready to return to your document, click Close.




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