Information Technology D01D 10

Managing files and folders

Before moving on to the last part of Learning Outcome 2, we will take a look at some of the ways in which you can store and manage work you have done on the PC.

When you create a new document in Word or Publisher, or save a picture from the internet, you create a file. The PC prompts you to name the file when it is saved, e.g. ‘assessment.doc’ would suggest an assessment – although you haven’t said which one – and the ‘.doc’ tells us that it is a Word document.

You can see an example of this below – two word files, with the file name appearing next to the ‘Word’ icon:

Saving files on a floppy disk, USB stick or onto your student ‘S’ drive (the server that starts with your student number) is all fine and well when you only have a few files. But if you want to work on the PC regularly, you will probably find that you have a number of files for different subjects – not to mention things like a CV for part time work, a letter to your landlord, pictures your sister sent you etc.

If you have – or expect to have – a number of different files, you can organise them into folders. Rather like folders in a filing cabinet, you can put individual files into a folder, and you can put one folder inside another.

Look at the example given:

Three folders have been created, one each for three of the subjects you study. Files – documents, pictures etc – relating to these subjects can be saved in the relevant folder, making it easier to organise your work and find things quickly.

Creating files and folders

Minimise any programs that you have open on the PC and double click on ‘my computer’ on the desktop.

You should see a screen like the one below (yours will also show your ‘S’ drive with your student number at the start of it):

Double click on your ‘S’ drive to open it.

Go to file > new > folder. A new folder will appear with the name automatically highlighted – type in ‘IT’ as the name.

Now we need a file! Open Microsoft Word and type in your name and address. Go to file > save as and save your file in your S drive, in the IT folder (call it ‘address’). Double click on the folder to get into it.

Once files and folders have been set up, we can easily change them and move them around.

Go into My Computer and into your S drive, so that you can see the IT folder.

Click on the IT folder with the right mouse button and choose ‘rename’. Change the name of the folder to ‘college work’. Now open the folder and create a new folders named ‘IT’, ‘Socialisation’ and ‘Communications’.

Your file ‘address’ should be outside these folders. Click and drag the file over the folder named ‘IT’. The file should now go into this folder.

Go to the website www.freefoto.com, search for a picture with people in it and save the picture (click on the picture and then on the disk icon in the top left corner – go back to your earlier notes if you cannot remember how to do this). Save this picture in your socialisation file.

Go back into my computer, and find the picture file. Click with the right mouse button and choose ‘copy’.

Navigate to the Communications folder and choose edit > paste (alternatively, click anywhere with the right mouse button and choose paste). Your picture file should now appear.

Lastly, go back to the IT folder with your ‘address’ file. Hopefully you won’t forget your own name and address, so you can click with the right mouse button and choose ‘delete’ to delete this file!