file management and backup essentials: files,...

File Management and Backup Essentials

Files, Folders and Libraries

Files

“All of the information on your computer is stored in files” or a “collection of digital data” (Miller 2007, 92). A file can be a Word document, an Excel spreadsheet, photo, song, or video.

Every file has its own unique name consisting of two parts separated by a period: 1) the name (to the left of the period) and the extension (to the right of the period).

FoldersFiles.docx

Name ExtensionA filename can be comprised of up to 255 upper and/or lowercase letters, numbers, spaces, and selected special characters.

Folders

Windows stores files in folders. Each folder can contain files and/or additional folders, known as subfolders. “The exact location of a file is called its path and contains all the folders leading to the file.

For example, the path for the FoldersFiles.docx file is as follows: C:\Users\Owner\Documents\Computer_Basics

Libraries

Microsoft Windows organizes files and folders into Libraries. There are four default libraries: Documents, Music, Pictures, and Videos.

A library gathers files from different locations on your hard drive (i.e., the c: drive) and displays them as a single collection, without moving them from where they are stored.

You can arrange items within a library by folder, date, and other properties. Items in a library can be arranged in different ways using the Arrange by menu, located in the library pane in any open library.

To copy, move, or save files to a library, you must first include a folder in the library so that the library knows where to store the files. This folder

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File Management and Backup Essentials Files, Folders and Libraries

automatically becomes the default save location for the library. You can also create, rename, and delete libraries.

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Viewing Folders and Files

You can view folders and files in a specific library by clicking the Start menu and then clicking on the Library’s icon.

Creating a New Folder

To Create a New Folder:1. Navigate to the drive or folder where

you want to place the new folder.2. Click the New Folder button near the top of the

window.

3. A new, empty folder, with the file name New Folder highlighted, will appear inside the window.

4. Type a name for your folder (it will overwrite the default New Folder name).

5. Press Enter.

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Click the Documents icon to view files and folders stored in the Documents Library.

Start

New Folder button


Renaming a Folder or File

To Rename Folder or File: 1. Click the folder or file you want to rename.2. Click the Organize button and then select

Rename from the drop-down menu. This will highlight the current folder or filename.

3. Type a new name for your folder or file (it will overwrite the existing name with the new name).

4. Press Enter.

To Cut or Copy Folders or Files: 1. Navigate to the folder or file you

want to cut or copy and select it. Note: When you copy a folder or file, the original folder or file remains in its original location. When you cut a folder or file, it will be moved to the new location.

To cut or copy multiple folders or files, select the first item, hold down the Ctrl key, and select the other items you want to move. After you are finished selecting items, release the Ctrl key.

2. Click the Organize button; select Cut or Copy from the drop-down menu. Note: When you cut or copy a folder, all of the files inside the folder will be cut or copied.

3. Navigate to the new location for the folder or file.

4. Click the Organize button and select Paste from the drop-down menu.

To Delete a Folder or File: 1. Select the folder or file. 2. Click the Organize button and select Delete from the drop-down menu. The deleted folder or file will be sent to the Windows Recycle Bin.

References: Miller, Michael. Absolute Beginner’s Guide to Computer Basics. 4th ed. Indianapolis, IN: Que, 2007; Microsoft, Inc. Microsoft Word Help. Handout compiled by Marsha Ann Tate, Ph.D., [email protected], April 16, 2013; last updated March 17, 2014. This handout may be copied and distributed provided that: 1) It is used for educational purposes only, and 2) Credit is given to Marsha Ann Tate.

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mailto:[email protected]


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