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GO! with Windows 7 Introductory

Chapter 2

Managing Libraries Folders, Files and Using Search

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Objectives
Copy Files From a Removable Storage Device to the Hard Disk Drive Navigate by Using Windows Explorer Create, Name, and Save Files

with Windows 7 Introductory

2011 Pearson Education, Inc. Publishing as Prentice Hall

Objectives
Create Folders and Rename Folders and Files
Select, Copy, and Move Files and Folders Delete Files and Folders and Use the Recycle Bin

with Windows 7 Introductory

2011 Pearson Education, Inc. Publishing as Prentice Hall

Objectives
Search From the Start Menu
Search From a Folder Window Save, Reuse, and Delete a Search Search From the Control Panel Window and the Computer Window

Add Tags to Improve a Search

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Copy Files from a Removable Storage Device to the Hard Drive

Program set of instructions that a computer uses to accomplish a task
For example Word processing, accounting, data management Also referred to as an application

Windows 7 operating system developed by Microsoft Corporation

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Copy Files from a Removable Storage Device to the Hard Drive

Operating system computer program that
Manages all the other programs on your computer Stores files in an organized manner Allows you to use software programs

Coordinates the use of computer hardware (i.e., keyboard, mouse)

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Copy Files from a Removable Storage Device to the Hard Drive

File collection of information that is stored on a computer under a single name
For example: text document, picture, program
Stored in Folders

Subfolder folder within a folder

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Copy Files from a Removable Storage Device to the Hard Drive

SharePoint Microsoft technology that enables employees in an organization to access information across organizational and geographic boundaries

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2011 Pearson Education, Inc. Publishing as Prentice Hall

Copy Files from a Removable Storage Device to the Hard Drive

Progress Bar
Displays in a dialog box Displays on Windows Explorer taskbar button with green shading Visually indicates the progress of a task (i.e., download, file transfer)

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2011 Pearson Education, Inc. Publishing as Prentice Hall

Copy Files from a Removable Storage Device to the Hard Drive

Libraries
Allow an easy way to find files quickly; one click away

Permit adding new locations like external hard drive

Prohibit other users from accessing the content Can be used as default location for storing files within an application
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Copy Files from a Removable Storage Device to the Hard Drive

Where should you store your files?
Removable devices
Flash drive able to carry your files from one place to another Hard drive many are pocket size; can be included in a library; easily searchable

Network Storage
Server on which you can acquire storage space, such as Microsofts Windows Live SkyDrive
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Navigate by Using Windows Explorer

To manage your data efficiently, become familiar with the following
Windows Explorer program within Windows 7 that displays windows in a folder window (i.e., Control Panel, files and folders on your computer)

Folder window shows the contents of a folder

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Navigate by Using Windows Explorer

Navigate explore within the folder structure for the purpose of finding files and folders Navigation the actions you perform when you display a window to locate a command, or when you display the folder window for a folder whose contents you want to view
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Navigate by Using Windows Explorer

Jump List mini start menu for a program; displays locations in the upper portion and tasks in the lower portion
Efficiency Recommendation use the taskbar as often as you can to start programs and navigate to specific files and folders
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Create, Name, and Save Files

Common dialog boxes enable programs to have a consistent appearance and behavior
Contain essential navigation tools (i.e., navigation pane, toolbar, address bar, Search box, and column headings in which you can sort, group, and filter)

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Create, Name, and Save Files

For frequently used programs; it is useful to pin the program to the taskbar.
Using tasks from the taskbar
Improves efficiency

Reduces using the Start menu

Keeps desktop free of clutter
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Create, Name, and Save Files

Save as
In Microsoft Office programs, F12 button displays dialog box Looks the same in Excel, PowerPoint, and other Windows-based programs Indicate the name (but not the extension) of the file and the location where you want to save the file
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Create, Name, and Save Files

Save versus Save As
If saving something for the first time Save and Save As commands are identical Save As dialog box will display if you click either one

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2011 Pearson Education, Inc. Publishing as Prentice Hall

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Create, Name, and Save Files

Save versus Save As
After having named and stored a file, Save command will save any changes to the file without displaying a dialog box Save As command will display a dialog box, allow renaming, and save a new document based on the original file

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Create, Name, and Save Files

Rules for Naming Files
Cannot be longer than 255 characters Cannot use the following characters:
\/?:*><|

Must be unique in a folder (i.e., two Excel files cannot have the exact same name) Can contain spaces [ web page ]
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Create Folders and Rename Folders and Files

Details view displays a list of files or folders and their most common properties
Properties descriptive pieces of information about a folder or file (i.e., name, date modified, type, size)
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Select, Copy, and Move Files and Folders

Selecting a consecutive group of files or folders
To select all the items in a consecutive group, click the first item, hold down Shift, and then click the last item in the group

Deselect click in a blank area of the file list to cancel the selection

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Select, Copy, and Move Files and Folders

Selecting a non-consecutive group of files or folders
Select a file, hold down Ctrl, and then select another file Can select more than two files if necessary To cancel the selection of individual items within a selected group, hold down Ctrl and then click the unneeded items
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Select, Copy, and Move Files and Folders

Selecting all the files or folders in a file list
Click any single file or folder Hold down Ctrl and press A Alternatively, on the toolbar, click Organize, and then click Select All

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Select, Copy, and Move Files and Folders

Selecting file or folders by drawing a bounding box around the icons for the objects.

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Select, Copy, and Move Files and Folders

Copy make a duplicate of the original item (file or folder) using Ctrl + C
Places a copy of your selected item in the Clipboard where it will be stored Clipboard temporary storage area for information that you copied or moved

Clipboard can only hold one piece of information at a time

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Select, Copy, and Move Files and Folders

Copy make a duplicate of the original item (file or folder) by dragging a file into a folder
Hold down Ctrl (engages Copy command)
Places a copy of the file at the location where you release the mouse button

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Select, Copy, and Move Files and Folders

Move remove a file or folder from its original location and store it in a new location Any action you make in a file list can be undone
Click an empty area of the file list, rightclick, and then click Undo Move (Ctrl + Z)

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Select, Copy, and Move Files and Folders

Using two windows to copy or move files or folders
Can be used to copy or move to different folders or different drive locations All commands can be used like drag and drop or copy (or cut) and paste

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Select, Copy, and Move Files and Folders

Compress reduce the size of a file
Takes up less storage space and can be transferred to other computers Useful for e-mail messages and graphic files (pictures) Typically have a .zip file name extension

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Select, Copy, and Move Files and Folders

JPEG joint photographic experts Group; common and popular file type because of high-quality picture storage in a small file
TIFF tagged image file format; used when very high level of visual quality is needed
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Select, Copy, and Move Files and Folders

Extract to decompress, or pull out, (also known as unzip) files from a compressed form
Extract a single file or folder
Double-click the compressed folder to open it Drag the file or folder from the compressed folder to new location
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Select, Copy, and Move Files and Folders

Extract the entire contents of the compressed folder
Right-click the folder Click Extract All Follow the instructions

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Select, Copy, and Move Files and Folders

Writable (recordable) disc CD or DVD disc onto which files can be copied
Process is called burning a disc
Writable CD or DVD drive in computer and blank CD or DVD required

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Select, Copy, and Move Files and Folders

Formatting options for Disc
Live File System (Windows 7 default) enables copying files to disc at any time Mastered System
More likely to be compatible with older computers Additional step required to burn collection of files to the disc
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Delete Files and Folders and Use the Recycle Bin

Deleted files or folders
On a hard disk drive, are not immediately deleted
Deleted items are stored in Recycle Bin Remain in Recycle Bin until emptied

On removable storage devices, they are immediately deleted and cannot be recovered from Recycle Bin
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Delete Files and Folders and Use the Recycle Bin

Using the Recycle Bin
Delete items by dragging them from the file list directly into the Recycle Bin icon on the Desktop

Bypassing the Recycle Bin

Permanently deleting an item by clicking the item, holding down Shift, and then pressing Delete
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Delete Files and Folders and Use the Recycle Bin

Restore from Recycle Bin
Right-click in the file list and click Undo Delete [ Ctrl-Z ] Drag item from the file list of the Recycle Bin window to the file list of the folder window in which you want to restore

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Search From the Start Menu

Drilling down navigating downward through multiple levels of your folder structure to find what you are looking for
Word wheel lookup method in which each new character that you type into the search box further refines the search
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Search From the Start Menu

Index collection of detailed information about the files on your computer [ properties | contents ]
When searching for something, Windows searches summary information in the index instead of searching your entire hard disk drive each time
Provides instant search results
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Search From the Start Menu

Indexed files
All files in libraries are indexed Documents, pictures, music E-mail Offline files files from a network that have been copied to your hard disk drive for easy access when you are not connected to the network
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Search From the Start Menu

Non-Indexed files
Program and system files Files stored directly on the C drive [ c:\ ] Files on a removable storage device (i.e., flash drive or CD) Non-indexed files or folders can be searched in these locations, but it will take longer
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Search From the Folder Window

Criteria text that you type in the search box to conduct a search
Specifies the conditions that identify the specific files you are looking for

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Save, Reuse, and Delete a Search

Search Folder
Windows 7 creates a search folder for each user Creating a search folder
From toolbar, click save search button Default save location searches folder Default file name search term

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Save, Reuse, and Delete a Search

Search specifications
What folder to search What search criteria to match Not saving the actual search results Each time you open the search folder, the search is re-executed

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Search From the Control Panel Window and the Computer Window
Search from the Control Panel
These settings control nearly everything about how Windows 7 looks and works It is useful to be able to search for a command without having to hunt through the Control Panel

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Add Tags to Improve a Search

Filter search displays only those files and folders that meet the criteria specified in the search box Properties descriptive pieces of information about a folder or file
Most common date modified, size, type of file

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Add Tags to Improve a Search

Metadata the group of properties associated with a file or folder
Data that describes other data

For example: collective group of files properties (title, subject, author, and file size)

Tag property you create and add to a file to help you find and organize your files [ Microsoft Office Documents ]
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Covered Objectives
Copy Files From a Removable Storage Device to the Hard Disk Drive Navigate by Using Windows Explorer Create, Name, and Save Files Create Folders and Rename Folders and Files
with Windows 7 Introductory 2011 Pearson Education, Inc. Publishing as Prentice Hall 49

Covered Objectives
Select, Copy, and Move Files and Folders
Delete Files and Folders and Use the Recycle Bin Search From the Start Menu

Search From a Folder Window

Save, Reuse, and Delete a Search
with Windows 7 Introductory 2011 Pearson Education, Inc. Publishing as Prentice Hall 50

Covered Objectives
Search From the Control Panel Window and the Computer Window
Add Tags to Improve a Search

with Windows 7 Introductory

2011 Pearson Education, Inc. Publishing as Prentice Hall

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All rights reserved. No part of this publication may be reproduced, stored in a retrieval system, or transmitted, in any form or by any means, electronic, mechanical, photocopying, recording, or otherwise, without the prior written permission of the publisher. Printed in the United States of America.

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