Developing Strategies for Managing Your Files

XPSection 1, Chapter 11Succeeding in Business Applications with MS Office 2003Developing Strategiesfor Managing Your Files“We are the creative force of our life, and through our own decisions rather than our conditions, if we carefully learn to do certain things, we can accomplish those goals.”—Steven CoveyXPSection 1, Chapter 1Succeeding in Business Applications with MS Office 20032Chapter Introduction•Developing a strategy for organizing folders and files to simplify access to documents and improve productivity•Taking advantage of Windows XP to store files in a logical arrangement•Windows file management toolsMy ComputerWindows ExplorerXPSection 1, Chapter 1Succeeding in Business Applications with MS Office 20033Chapter Introduction(continued)•File management skillsManipulating files and foldersUsing meaningful names to identify your workShortcutsFile and folder properties•Exchanging files with others•Securing work by archiving it and using backups•To go to Level 1,click here•To go to Level 2,click here•To go to Level 3,click hereXPSection 1, Chapter 1Succeeding in Business Applications with MS Office 20034Level 1 Objectives: Planning a Well-Organized Scheme for Efficient File Management•Prepare an organized computer system•Evaluate tools for managing files•Develop navigation strategies•Copy and move filesXPSection 1, Chapter 1Succeeding in Business Applications with MS Office 20035How Computers Store DataXPSection 1, Chapter 1Succeeding in Business Applications with MS Office 20036How Computers Store Data (continued)XPSection 1, Chapter 1Succeeding in Business Applications with MS Office 20037How Windows XP ManagesFiles and Folders•HierarchyRoot directoryFoldersFilesXPSection 1, Chapter 1Succeeding in Business Applications with MS Office 20038Planning an Organizationfor Your Files and Folders•Use the Windows XP standard document folders•Include specialized tasks in other foldersXPSection 1, Chapter 1Succeeding in Business Applications with MS Office 20039Developing Navigation StrategiesXPSection 1, Chapter 1Succeeding in Business Applications with MS Office 200310Evaluating Toolsfor Managing Files•Windows ExplorerDesigned for navigating within hierarchy of files, folders, and drivesWays to navigate: Standard Buttons toolbar, Address Bar, Folders pane (faster and more direct)•My Computer Designed for displaying drives and information about them; used to perform system tasksWays to navigate: Standard Buttons toolbar, Address Bar, task paneXPSection 1, Chapter 1Succeeding in Business Applications with MS Office 200311Viewing Computer Contentswith My ComputerXPSection 1, Chapter 1Succeeding in Business Applications with MS Office 200312Viewing Computer Contents in Windows ExplorerXPSection 1, Chapter 1Succeeding in Business Applications with MS Office 200313Establishing a Standard Location for Work Files•Windows XP provides My Documents folder•You can establish an alternative folderXPSection 1, Chapter 1Succeeding in Business Applications with MS Office 200314Optimizing the View of Your Files•Five ways to view folder contents in Windows XPThumbnailsTiles (default)IconsListDetails•Files can be sorted and grouped•Current folder view can be applied to all foldersXPSection 1, Chapter 1Succeeding in Business Applications with MS Office 200315The List ViewXPSection 1, Chapter 1Succeeding in Business Applications with MS Office 200316Performing File Management Tasks•Moving and copying filesRight-draggingDrag-and-dropMenu barCopy-and-paste•Sorting and groupingXPSection 1, Chapter 1Succeeding in Business Applications with MS Office 200317Using Right-Draggingto Copy FilesXPSection 1, Chapter 1Succeeding in Business Applications with MS Office 200318Sorting and GroupingXPSection 1, Chapter 1Succeeding in Business Applications with MS Office 200319Level 1 Summary: Planning aWell-Organized Scheme for Efficient File Management•How to prepare an organized systemHow computers store data in generalHow Windows XP manages files and folders•Managing files with Windows XP tools (My Computer and Windows Explorer)Develop navigation strategiesEstablish a standard location for work filesOptimize the view of filesPerform file tasksXPSection 1, Chapter 1Succeeding in Business Applications with MS Office 200320Level 2 Objectives: Putting File Management Plans into Practice•Execute your organization plans•Use meaningful file and folder names•Work effectively with computer programs•Find stored filesXPSection 1, Chapter 1Succeeding in Business Applications with MS Office 200321Organizing Your Work•Create folders and subfolders•Delete files•Identify your work with meaningful file and folder namesXPSection 1, Chapter 1Succeeding in Business Applications with MS Office 200322Creating Folders XPSection 1, Chapter 1Succeeding in Business Applications with MS Office 200323Deleting Files•Deleting a folder deletes the files it contains•If you delete a file or folder from a hard disk, Windows XP removes it from its current location and stores it in the Recycle Bin (recoverable)•Deleting a file or folder from a removable disk is permanentXPSection 1, Chapter 1Succeeding in Business Applications with MS Office 200324Identifying Your Work with Meaningful File and Folder Names•Parts of a filename (e.g., MarketingPlan.doc)Main part (255 characters maximum, can use spaces and certain punctuation)PeriodFilename extension•Use meaningful file namesConsistent naming methodKeep filenames short, but not too shortUse folder names that also identify file contentsInclude identifiers well-known in your organization XPSection 1, Chapter 1Succeeding in Business Applications with MS Office 200325Filename ExtensionsXPSection 1, Chapter 1Succeeding in Business Applications with MS Office 200326Displaying Filename ExtensionsXPSection 1, Chapter 1Succeeding in Business Applications with MS Office 200327Opening and Saving Files•Opening files in programs•Saving files in programsTo update: Save with same name and locationTo create a new file based on the one you opened: Save with different name or locationXPSection 1, Chapter 1Succeeding in Business Applications with MS Office 200328Saving a File in a ProgramXPSection 1, Chapter 1Succeeding in Business Applications with MS Office 200329Finding Stored Files•File path can lead you through the Windows file system•Use the Search CompanionXPSection 1, Chapter 1Succeeding in Business Applications with MS Office 200330Search CriteriaXPSection 1, Chapter 1Succeeding in Business Applications with MS Office 200331Using the Search CompanionXPSection 1, Chapter 1Succeeding in Business Applications with MS Office 200332Level 2 Summary: Putting File Management Plans into Practice•How to perform other file management tasksCreate foldersDelete filesIdentify your work with meaningful file and folder names•How to manage files when working with programs•Using the Search Companion to find files stored on your computerXPSection 1, Chapter 1Succeeding in Business Applications with MS Office 200333Level 3 Objectives:Advanced File Management•Refine your file management •Maintain your files•Exchange files•Back up your filesXPSection 1, Chapter 1Succeeding in Business Applications with MS Office 200334Refining Your File Management•Use shortcuts to go directly to a drive, program, folder, document, or printer in one step•Store shortcuts on the desktop or in frequently accessed folders•Include a picture on a folder to remind you of the contents of the folderXPSection 1, Chapter 1Succeeding in Business Applications with MS Office 200335Ways to Create Shortcuts•Using the Send To menu•Right-dragging•Right-clicking•Using the File menu•DraggingXPSection 1, Chapter 1Succeeding in Business Applications with MS Office 200336Using Right-Clickto Create a ShortcutXPSection 1, Chapter 1Succeeding in Business Applications with MS Office 200337Using the Send To Menuto Create a ShortcutXPSection 1, Chapter 1Succeeding in Business Applications with MS Office 200338Shortcut PropertiesXPSection 1, Chapter 1Succeeding in Business Applications with MS Office 200339Determining Propertiesof Folders, Files, and DisksXPSection 1, Chapter 1Succeeding in Business Applications with MS Office 200340Folder PropertiesXPSection 1, Chapter 1Succeeding in Business Applications with MS Office 200341Disk PropertiesXPSection 1, Chapter 1Succeeding in Business Applications with MS Office 200342Maintaining Your Files•Copy files to external media to create archives (backups)•Windows XP toolsSend To menu•Fastest method•Consists of a set of shortcutsFile compressionBackup and Restore toolXPSection 1, Chapter 1Succeeding in Business Applications with MS Office 200343Using the Send To MenuXPSection 1, Chapter 1Succeeding in Business Applications with MS Office 200344Compressing and Extracting FilesXPSection 1, Chapter 1Succeeding in Business Applications with MS Office 200345Compressing and Extracting Files XPSection 1, Chapter 1Succeeding in Business Applications with MS Office 200346Archiving Your Work•Creating backup copies of your work is insurance that protects your work•Windows XP Backup toolAllows you to back up or restore dataXPSection 1, Chapter 1Succeeding in Business Applications with MS Office 200347Using the Backupor Restore Wizard XPSection 1, Chapter 1Succeeding in Business Applications with MS Office 200348Level 3 Summary:Advanced File Management•How to refine your file management and work with files efficiently by using shortcuts and file and folder properties•How to maintain your files on a variety of media using the Send To menu, compressed folders, and the Backup toolXPSection 1, Chapter 1Succeeding in Business Applications with MS Office 200349Chapter Summary•File management skills ranging from basic to advanced to help you plan, practice, and refine a well-organized scheme for managing and maintaining your computer files and folders