On a computer, a file is a discrete unit of information. It could be all text, a picture, a sound, a video or like this file a combination of text and formatting codes. It could also be a set of instructions to the computer like a word processing application, sometimes called an executable file ( a set of instructions that can be run or executed).
Just like in a real world office we can organize these files into folders. And just like in a real world office the key to finding something quickly is to have a rational ( to you) system of naming folders.
In versions of Windows previous to Win95, folders were called directories. Sometimes people still talk of the directory structure of the computer.
The best way to stay organized is to create folders to keep your files in.
Under the "File" menu, choose New Folder. A new folder will appear. You should now give it a name (e.g. "Correspondence", "Student Papers", "Grades", etc.) Now drag the folder to where you want to keep it. Finally, drag into the folder any files that you want stored in it.
Creating and using Folders is the key to organizing your files. Never save files in existing program folders, as this will make finding and backing up your work very difficult!
Save all your files in your Documents or My Documents folder or in a sub-folder under Documents or My Documents. This will make backing them up much easier.
Always pay attention to where you save you work. When you "Save As" a file, look at the very top of the dialog window for the name of the folder where you are about to save. Not the correct one? Click in this box and choose another folder elsewhere in the "folder hierarchy" (or press the "Desktop" button to take you immediately to the Desktop.)
You generally want to keep your new folders and files in your Documents or My Documents folder. If you need to access a file frequently keep an alias (Mac) or a shortcut (PC) on the desktop. Then if you accidently delete it the original item is still on your computer.
To make an alias/shortcut, right click on the file. On a Mac choose make alias on a PC choose create shortcut. Then drag the alias/shortcut to where you want it to be.
Macs
To move a file, click on the icon and drag it to where you want it. To copy a file, hold down the option key while you drag it - the original will stay behind, and a copy will be placed where you dragged to.
To delete a file, simply drag it over the Trash icon. The file isn't actually deleted, however, until you choose Empty Trash under the "Special" menu.
To select multiple documents, hold down the Command key while selecting the documents. Then copy, move or delete them.
To select contiguous documents, drag the mouse over them or click on the first document and Shift-click on the last and then drag..
PCs
Drag the file to its new location. If the two locations are on the same drive, the file will be moved. If the two locations are on different drives, the file will be copied.
If you hold down the right mouse button and drag the file, a menu with the options: Move, Copy, or Create Shortcut will appear.
To select multiple documents, hold down the Control key while selecting the documents. Then copy, move or delete them.
To select contiguous documents, drag the mouse over them or click on the first document and Shift-click on the last and then drag.
Can't remember where you put something? (Mac) Choose Find from the File Menu. Type in a few key letters, and you will be given a list of matches. (PC) Go to the Start Menu and choose Find or Search. Alternatively use the Windows key + F .
Tip: Let's say you are looking for the file named "Joe" which you know is somewhere in a folder containing many other files. Instead of hunting for the icon, simply type the first letter of the filename, "J". You will automatically select the first file beginning with the letter "J". Not the right one? Press the Tab key until the right file ("Joe") is selected.
To make an alias/shortcut, right click on the file. On a Mac choose make alias on a PC choose create shortcut. Then drag the alias/shortcut to where you want it to be.
This doesn't copy a file, it simply makes a pointer for it, which you can put in a more convenient place.
Save your files regularly!
Once your file is saved with its own name, frequently save all the changes you make. Always save the latest copy before you spell check or try to print. If the computer crashes you'll at least have your latest changes. Here are three different methods of saving your work. Pick the one most convenient for you.
A. Click on File, Save on the menu bar.
B. Use a keyboard short cut. On the Mac it is Command + S, on the PC it is Control (or Ctrl) + S.
C. Many applications have an icon shortcut in the form of a floppy disk. Look for the floppy disk icon just under the menu tool bar and click on it. Your file will be saved to its previous location (whether on a floppy or a hard drive)
What's the difference between Save and Save As?
Save As lets you choose three properties for the file to be saved: Name, Location and Type of File.
Using Save As on an existing file will generate an additional file (assuming you change at least one of the properties.)
Save always uses the existing properties and overwrites the old file with the new file information.
The first time you save a file, there are no existing properties so there is no difference between Save and Save As. (just the first save)
Back up regularly!
You should back up your work regularly, or you risk losing your files in the event of a computer catastrophe!
Most schools (MVRHS included) and businesses backup their users' files every night. If you're not sure about your organization, ask.
Home users need to backup their own files. If you keep all your files in a set of specified folders, backing up is easy. Simply insert a floppy disk, a USB memory stick or an external hard drive into your computer and drag your work folders onto the appropriate device. This will copy the folders and everything in them. Or you could burn a CD or DVD of all the files.
For those inclined to wear a belt and suspenders an off-site backup is recommended. Keep your next-to-most-recent backup at a different, but safe location. That way if anything happens to your computer and the backup files next to it, you will at least have a fairly recent backup copy of your files.
MVRHS
08/01/2006