Developing Strategies for Managing Your Files

XP Developing Strategies for 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 Covey Section 1, Chapter 1 Succeeding in Business Applications with MS Office 2003 1 XP Chapter 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 Explorer Section 1, Chapter 1 Succeeding in Business Applications with MS Office 2003 2 Chapter Introduction (continued) XP • 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 here Succeeding in Business Applications with MS Office 2003 Section 1, Chapter 1 3 Level 1 Objectives: XP 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 files Section 1, Chapter 1 Succeeding in Business Applications with MS Office 2003 4 XP How Computers Store Data Section 1, Chapter 1 Succeeding in Business Applications with MS Office 2003 5 How Computers Store Data (continued) XP Section 1, Chapter 1 Succeeding in Business Applications with MS Office 2003 6 How Windows XP Manages Files and Folders XP • Hierarchy  Root directory  Folders  Files Section 1, Chapter 1 Succeeding in Business Applications with MS Office 2003 7 Planning an Organization for Your Files and Folders XP • • Use the Windows XP standard document folders Include specialized tasks in other folders Section 1, Chapter 1 Succeeding in Business Applications with MS Office 2003 8 XP Developing Navigation Strategies Section 1, Chapter 1 Succeeding in Business Applications with MS Office 2003 9 Evaluating Tools for Managing Files XP • 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 pane Section 1, Chapter 1 Succeeding in Business Applications with MS Office 2003 10 Viewing Computer Contents XP with My Computer Section 1, Chapter 1 Succeeding in Business Applications with MS Office 2003 11 XP Viewing Computer Contents in Windows Explorer Section 1, Chapter 1 Succeeding in Business Applications with MS Office 2003 12 XP Establishing a Standard Location for Work Files • • Windows XP provides My Documents folder You can establish an alternative folder Section 1, Chapter 1 Succeeding in Business Applications with MS Office 2003 13 XP Optimizing 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 folders Section 1, Chapter 1 Succeeding in Business Applications with MS Office 2003 14 XP The List View Section 1, Chapter 1 Succeeding in Business Applications with MS Office 2003 15 Performing File Management Tasks XP • Moving and copying files  Right-dragging  Drag-and-drop  Menu bar  Copy-and-paste • Sorting and grouping Section 1, Chapter 1 Succeeding in Business Applications with MS Office 2003 16 Using Right-Dragging to Copy Files XP Section 1, Chapter 1 Succeeding in Business Applications with MS Office 2003 17 XP Sorting and Grouping Section 1, Chapter 1 Succeeding in Business Applications with MS Office 2003 18 Level 1 Summary: Planning aXP Well-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 tasks Section 1, Chapter 1 Succeeding in Business Applications with MS Office 2003 19 XP Level 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 files Section 1, Chapter 1 Succeeding in Business Applications with MS Office 2003 20 XP Organizing Your Work • • • Create folders and subfolders Delete files Identify your work with meaningful file and folder names Section 1, Chapter 1 Succeeding in Business Applications with MS Office 2003 21 XP Creating Folders Section 1, Chapter 1 Succeeding in Business Applications with MS Office 2003 22 XP Deleting 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 permanent Section 1, Chapter 1 Succeeding in Business Applications with MS Office 2003 23 Identifying Your Work with XP 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 Section 1, Chapter 1 Succeeding in Business Applications with MS Office 2003 24 XP Filename Extensions Section 1, Chapter 1 Succeeding in Business Applications with MS Office 2003 25 XP Displaying Filename Extensions Section 1, Chapter 1 Succeeding in Business Applications with MS Office 2003 26 XP Opening 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 location Section 1, Chapter 1 Succeeding in Business Applications with MS Office 2003 27 XP Saving a File in a Program Section 1, Chapter 1 Succeeding in Business Applications with MS Office 2003 28 XP Finding Stored Files • • File path can lead you through the Windows file system Use the Search Companion Section 1, Chapter 1 Succeeding in Business Applications with MS Office 2003 29 XP Search Criteria Section 1, Chapter 1 Succeeding in Business Applications with MS Office 2003 30 XP Using the Search Companion Section 1, Chapter 1 Succeeding in Business Applications with MS Office 2003 31 XP Level 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 computer Section 1, Chapter 1 Succeeding in Business Applications with MS Office 2003 32 Level 3 Objectives: Advanced File Management XP • • • • Refine your file management Maintain your files Exchange files Back up your files Section 1, Chapter 1 Succeeding in Business Applications with MS Office 2003 33 XP Refining 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 folder Section 1, Chapter 1 Succeeding in Business Applications with MS Office 2003 34 XP Ways to Create Shortcuts • • • • • Using the Send To menu Right-dragging Right-clicking Using the File menu Dragging Section 1, Chapter 1 Succeeding in Business Applications with MS Office 2003 35 Using Right-Click to Create a Shortcut XP Section 1, Chapter 1 Succeeding in Business Applications with MS Office 2003 36 Using the Send To Menu to Create a Shortcut XP Section 1, Chapter 1 Succeeding in Business Applications with MS Office 2003 37 XP Shortcut Properties Section 1, Chapter 1 Succeeding in Business Applications with MS Office 2003 38 Determining Properties of Folders, Files, and Disks XP Section 1, Chapter 1 Succeeding in Business Applications with MS Office 2003 39 XP Folder Properties Section 1, Chapter 1 Succeeding in Business Applications with MS Office 2003 40 XP Disk Properties Section 1, Chapter 1 Succeeding in Business Applications with MS Office 2003 41 XP Maintaining 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 tool Section 1, Chapter 1 Succeeding in Business Applications with MS Office 2003 42 XP Using the Send To Menu Section 1, Chapter 1 Succeeding in Business Applications with MS Office 2003 43 XP Compressing and Extracting Files Section 1, Chapter 1 Succeeding in Business Applications with MS Office 2003 44 XP Compressing and Extracting Files Section 1, Chapter 1 Succeeding in Business Applications with MS Office 2003 45 XP Archiving 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 data Section 1, Chapter 1 Succeeding in Business Applications with MS Office 2003 46 Using the Backup or Restore Wizard XP Section 1, Chapter 1 Succeeding in Business Applications with MS Office 2003 47 Level 3 Summary: Advanced File Management XP • • 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 tool Section 1, Chapter 1 Succeeding in Business Applications with MS Office 2003 48 XP Chapter 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 Section 1, Chapter 1 Succeeding in Business Applications with MS Office 2003 49