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File Management

Handbook

Computer Skills Programme, SDG, AFHO Rooms E219 - 222, Ext. 55193 June 2004

File Management Handbook Page i

Table of Contents

Terminology ...................................................................................................1

How your Files and Folders are Organized .................................................3 My Computer ............................................................................................................3 My Network Places ...................................................................................................3 My Documents..........................................................................................................3 My Pictures ...............................................................................................................3

Windows Explorer..........................................................................................4 The Toolbar ..............................................................................................................5 The Dekstop .............................................................................................................6 Browsing through Drives and Folders.......................................................................7 The Address Bar.......................................................................................................7 Changing the Display of Folder Contents .................................................................8 Sorting Files and Folders........................................................................................11 Selecting Files and Folders ....................................................................................12 Creating a New Folder ............................................................................................13 Renaming a File or Folder ......................................................................................13 Deleting Files and Folders ......................................................................................13 Undoing Changes ...................................................................................................14 Moving and Copying Files and Folders...................................................................15 Checking File and Folder Properties.......................................................................17 Using the Send To Command ................................................................................18 Using the My Pictures Folder..................................................................................19

Formatting a Diskette ..................................................................................20

Using the Search Assistant to Find a File or Folder .................................21 Searching for Files by Name...................................................................................21 Searching for a String of Text inside Documents....................................................22 Search Options .......................................................................................................22

Computer Skills Programme, SDG, AFHO June 2004

Page ii File Management Handbook

Sharing Information.....................................................................................23 Sharing a Folder .....................................................................................................23 Removing a Name from a Shared Folder ...............................................................25 Adding a Name to a Shared Folder ........................................................................26 Connecting to a Shared Folder ...............................................................................27 Stop Sharing a Folder.............................................................................................29

Mapping a Network Drive ............................................................................30 Mapping to a Network Drive....................................................................................30 Disconnecting a Mapped Drive ...............................................................................32

Winzip (the Archive Utility for Windows) ...................................................33 Using the Winzip Application ..................................................................................34 Adding and Deleting Files in the Archive ................................................................37 Unzipping (Extracting Files from an Archive)..........................................................37 Saving (Extracting) Files Contained in an Archive..................................................38

Shortcuts ......................................................................................................39 Creating a Shortcut .................................................................................................39 Deleting a Shortcut .................................................................................................39 Adding a Shortcut to the Quick Launch Toolbar .....................................................40 Removing an Icon from the Quick Launch Toolbar________________________ 40

Symantec Antivirus .....................................................................................41 Viewing Files in the Quarantine Area __________________________________ 41 Cleaning a File in Quarantine ________________________________________ 42

CD Writing ....................................................................................................43 Types of Disc ..........................................................................................................43 Creating a Data CD ................................................................................................43 Continuing a Multi-Session CD...............................................................................47 Re-Using Files Burned on CD.................................................................................48 Erasing a Disc.........................................................................................................49

June 2004 Computer Skills Programme, SDG, AFHO

File Management Handbook Page 1

Terminology

Listed below are some useful terms for file management: Application A program in which you do your work. Backup A copy of a file or disk you make for archiving purposes. Clipboard A portion of memory where information is temporarily stored

e.g. for text when the commands “copy” or “‘cut” (move) are used and then “pasted.”

Control Panel A program that allows you to change settings in a program. CPU The Central Processing Unit. The processing chip that is the

“brains” of a computer. Disk It is a physical storage device used to store programs and

information produced by the user of a computer. Most users have access to at least two types of disks, a floppy (inserted in a drive called A:) and a hard disk (non-removable disk with a much larger capacity and faster data access called drive C:). Another type of disk called a CD-ROM is removable and can contain much more information than a floppy disk e.g. maps, pictures, encyclopaedias, etc.). Personal computers connected to a network have access to additional disk storage devices known as file servers or shared drives (e.g. Q:, M:, S:).

File Folders These are application or user folders with yellow icons

containing program files, such as the Control Panel, or document files.

Hard Drive A large capacity storage device made of multiple disks housed

in a rigid case. Icon A graphic symbol for an application, file or folder. Memory The temporary holding area where data is stored while it is

being used or changed; the amount of RAM a computer has installed.

Operating System The system software that controls the computer. Paste To insert text, or other material, from the clipboard. RAM An acronym for Random Access Memory. ROM An acornym for Read Only Memory; memory that can only be

read from and not written to. Server A central computer dedicated to sending and receiving data

from other computers (on a network). Software Files on disk which contain instructions for a computer.


File Management Handbook

System Folders These are special folders on your desktop created by Windows, or your administrator, to help you run programs and find your way around drives quicker. For example, the folder My Computer lists all the drives, the Control Panel and the Printers folder.



How your Files and Folders are Organized

Windows 2000 allows you to work easily with files and folders. A short description of commonly used folders is detailed below.

MY COMPUTER

This folder allows you to quickly see the contents of your drives (floppy disk, hard disk, CD-ROM, and mapped network drives) and folders. You can open the Control Panel from here as well.

MY NETWORK PLACES

My Network Places is used to access any shared resources on the network. The Add Network Place wizard helps you create shortcuts to frequently used network locations (e.g. shared folder, Web folder, FTP folder).

MY DOCUMENTS

This folder allows you to have a consistent location for saving and finding information. The My Documents folder appears on the Desktop (as an icon) and in the Windows Explorer as a sub-folder (within Desktop). The My Documents folder is located in C:\Documents and Settings\Your name\My Documents. These are simply alternative ways of accessing the same My Documents folder. The My Documents folder should be used to store (save) all your files. To better organize your work you should create subfolders within the main folder My Documents.

MY PICTURES

Within the My Documents folder there is a sub-folder called My Pictures. This folder is used to store and view image files. You can view an image as a full-screen window or scaled to actual size, and also zoom in and out to see details.



Windows Explorer

In Windows, there are many ways of doing the same thing. You can manage your files through My Computer and manage the network files through My Network Places. Windows Explorer is a tool which you can use to perform daily management tasks such as viewing, opening, renaming, deleting, moving and copying files. To run Windows Explorer:

1. Click on the Start button. 2. Choose Programs and select Windows Explorer.

Windows Explorer can be viewed in two ways. The single-folder view displays only the contents of the currently selected drive or folder. The two-pane view includes the Folders pane. To view the Folders pane, click on the Folders icon. The figure below shows an Explorer window in which the Folders pane is visible.

Figure 1- Explorer window.

In the above example, drive C: is selected and the right-hand side on Explorer displays the folders and files contained in drive C:

2

1

3

4 5 6

Address bar - shows the path of the currently selected drive or folder. 1

2 Folder Pane – contains a list of all drives and folders.

3 Expand/Collapse indicator – shows or hides list of subfolders.

4 Name of selected drive or folder.

5 Information pane – provides information regarding selected drive or folder.

6 Folder/Drive contents – shows a complete list of contents of selected drive or folder.



THE TOOLBAR

The Windows Explorer toolbar has the following icons:

Back and Forward icons. These allow you to move through folders.

Up one level. For example, you are on C:\My Documents\Word and want to go to C:\My Documents, click on this icon or press Backspace on your keyboard.

The first button enables you to Map a network drive, i.e., assign a drive letter to a network resource. The second one is to Disconnect a network drive.

Search Assistant. Enables you to search for files or folders.

Displays or removes the Folder pane.

History of sites last visited or documents last used.

Move or Copy selected item(s).

Delete icon (to delete a folder or a file).

Undo icon. It will restore your last deletion.

Views icon. Click on the arrow at the right to display as either Large Icons, Small Icons, List, Details or Thumbnails.

All the shortcut commands on the toolbar are also available through the Menu.



THE DEKSTOP The top level in Windows Explorer is called the Desktop. Under the Desktop, you see My Computer (system folder).

When you select this folder, you see the drives on your system as well as the Control Panel folder. The Printers folder is a sub-folder within the Control Panel. A plus sign next to a folder indicates that the folder contains additional folders. To display these folders, click the plus (+) sign. Clicking on the - sign will collapse the branch.

Click on the + sign to display the folders contained on drive C:

Figure 2 - Drives and folders.



BROWSING THROUGH DRIVES AND FOLDERS When the Folder pane is visible, it is much easier to browse move through the branch of drives and folders. Click on the Folders icon if it is not already active

Click on the plus (+) sign to display the folders contained on a drive or folder. Click on the minus (-) sign to hide the list of subfolders.

Figure 3 - Expanding and collapsing drives and folders. To view the contents of a folder, click on a folder. Its contents are visible in the right side pane of the Explorer window. In the single-folder view, Explorer displays the contents of one folder at a time. To view the contents of a drive or folder, keep double-clicking on folders until you find the required subfolder. For example, to view the contents of your hard disk double-click on the drive Local Drive (C:) icon and then double-click on the required folder within that drive. In both views, there is a quick way of moving back through the hierarchy of folders. Click the Up button or press BACKSPACE to move up one level at a time.

THE ADDRESS BAR The Address bar shows you exactly where you are in the hierarchy of folders. If a folder is selected, the full path (location) of that folder is displayed (see Figure 4). This is especially useful when you are working with a subfolder many levels down in the hierarchy or when you are working with two identically named subfolders on different drives.

Figure 4 - The Address bar showing the path of the My Documents folder.

The Address bar also offers a quick way of jumping to any drive or folder. Click on the down-arrow on the right of the Address bar to display a browse list and then click on the desired drive or folder (see Figure 5).



Figure 5 - Use the down-arrow to browse through drives and folders.

If you do not see the full path of a folder in the Address bar, do the following: 1. Choose Tools, then Folder Options. 2. Click on the View tab. 3. Select the option Display the full path in the address bar. 4. Click OK.

CHANGING THE DISPLAY OF FOLDER CONTENTS Use the View icon or the View menu to change the way the contents of a folder appear in the Explorer window. You can choose between five different views: Large Icons, Small Icons, List, Details, and Thumbnail. Large Icon view Large Icon view is best suited for folders that contain a small number of icons.

Figure 6 - Contents of a folder displayed as Large Icons.



Small Icon view Small Icon view is best suited for folders that contain a large number of icons. The contents of the folder are organized in rows from left to right.

Figure 7 - Contents of a folder displayed as Small Icons.

List view List view is useful for folders that contain a large number of icons. The contents of the folder are organized in columns.

Figure 8 - Contents of a folder displayed as a List.

Details view Details view shows the file’s icon, name, size, type and the date the file was last modified. The contents of the folder are organized in rows.

Figure 9 - Contents of a folder displayed with Details.



Thumbnails view Thumbnails view displays a small preview of images as shown below.

Figure 10 - Thumbnails view



SORTING FILES AND FOLDERS

You can sort the contents of a folder by name, type, size or date. Using the toolbar: 1. Click on the down-arrow next to

the Views icon. 2. Select the required sort order. Using the menu: 1. Choose View. 2. Arrange Icons. 3. Select the required sort order.

Figure 11 - Sorting folders and files using the menu.

A quick way to sort in ascending and descending order is to use the column heading buttons at the top of the content pane (see ). Simply click on a heading to sort in ascending order. Click a second time to sort in descending order.

Figure 12

Figure 12 – Click on a column heading to sort the contents of a folder.



SELECTING FILES AND FOLDERS Before performing any task on a file(s) it must first be selected. Use any of the following ways to select the files you would like to work with. One file: • Click on the file. Multiple files in consecutive order: • Click the first file and then SHIFT+click the last file. All the files between the two

clicks will be selected. Multiple files in non-consecutive order: • Click on the first file and then CTRL+click on the other files you would like to

select. Consecutive files using the keyboard: • Click on the first file, hold down the SHIFT key while pressing the down arrow key. Non-consecutive files using the keyboard: • Click on the first file, hold down the CTRL key and press an arrow key to move

through the list. Press the SPACEBAR for each file you would like selected. Consecutive files using the mouse: • Use the mouse to draw an imaginary

frame around a group of files (see ). With the mouse, point to the top left

corner above the first file then click with the left mouse button and drag the selection to the opposite corner. Note the dotted line that appears as you drag the mouse pointer to cover the files to be selected.

All files: • To quickly select all the files in a folder,

select the folder (in the Folder pane) then press CTRL+A.

To clear a selection, click an empty area in the window.

Figure 13

Figure 13 - Selecting files using the mouse.



CREATING A NEW FOLDER 1. In the Folder pane (on the left side of the Explorer window), select the drive or

folder in which your new folder should be created. For example, to create a new subfolder inside the My Documents folder, click on the My Documents folder which is located below Desktop.

2. From the menu choose File, New, and then Folder. 3. Windows adds a box with the generic name New Folder (see Figure 14). The

name is already selected, therefore simply type a new name for the folder. 4. Press ENTER to confirm the new name for the folder. .

Figure 14 - Creating a new folder.

RENAMING A FILE OR FOLDER 1. Select the folder or file to be renamed. 2. Choose File, then Rename. Or, right-click on the folder or file name then choose

Rename from the shortcut menu. 3. Type a new name for the folder or file then press ENTER.

DELETING FILES AND FOLDERS Select the folders or files to be deleted and then do one of the following: • Press the DELETE key. • Click on the Delete icon. • Right-click on the folder or file, then choose Delete from the shortcut menu. • Choose File, then Delete. • Drag the selected folder, file or icon and drop it on the Recycle Bin icon. Computer Skills Programme, SDG, AFHO June 2004


Use caution with folders. When a folder is deleted, all the files and subfolders within that folder are also deleted. Verify the contents of the folder carefully before deleting.

Figure 15 - Confirm deletion to the Recycle Bin.

Figure 15

When you delete files stored on the local hard disk (drive C:), Windows places the files in the Recycle bin. Therefore, if you make a mistake you can recover the files from the Recycle Bin. If you delete files stored elsewhere, for example, on a floppy disk (drive A:), a zip disk, or a shared folder, Windows deletes the files immediately and does not store those files in the Recycle Bin. In any case, you will see a warning dialog box first like the one in .

Figure 16 - A warning before deleting a file permanently.

Figure 16

You may wish to bypass the Recycle Bin and permanently delete a file immediately. To immediately delete a file, select the file and then press SHIFT+DELETE. Click Yes in the warning box that appears to confirm the deletion (see ).

UNDOING CHANGES If you inadvertently delete a file or folder, move or copy it to the wrong location, or make a mistake when renaming it, do one of the following: • Click on the Undo icon. • Press CTRL+Z. • Choose Edit, then Undo. The Undo command indicates the action that will be

undone, for example, Undo Delete.



MOVING AND COPYING FILES AND FOLDERS Using the Clipboard 1. Select the file(s) or folder(s) you would like to move or copy. 2. Using one of the following methods, place the selection in the Clipboard:

• Press CTRL+C (Copy) or CTRL+X (Cut) • Right-click the selected files and choose Copy or Cut • Choose Edit, then Copy or Cut.

3. Select the destination folder and use one of the following methods: • Press CTRL+V • Right-click the destination folders and choose Paste • Choose Edit and then Paste.

Using Icons 1. Select the file(s) or folder(s) you would like to move or copy. 2. Use one of the following methods:

• From the toolbar, click on the Move To or Copy To icon. • From the menu choose Edit and then Move To Folder. • From the menu choose Copy To Folder.

3. In the Browse For Folder dialog box (see 4. Figure 17), select the destination folder. 5. Click on OK.

The Browse For Folder dialog box will indicate to Move or Copy the selected items, depending on the icon you clicked.

Figure 17 - Select the destination folder to move selected file(s) or folder(s).



Using the Drag-and-Drop Method To use the drag-and-drop methods for moving and copying files and folders, ensure that the Folder Pane is visible on the left of the Explorer window. If the Folder pane is not visible, click on the Folders icon. You can also drag an entire folder to move or copy it to another location. When you do, all files and subfolders within the folder are also moved or copied. To move or copy folders using the drag-and-drop method: 1. In the right pane of the Explorer window, select the files to be moved or copied. 2. Click with the right mouse button and drag the selected files destination folder in

the left pane. The destination folder will become selected. 3. When the mouse pointer is over the destination folder, release the mouse button. 4. Choose the appropriate option from the short menu that appears.

Figure 18 – Drag and drop files to a destination folder. An alternative drag-and-drop method is to use the left mouse button to click and drag a file to its destination folder. To move a file: Select the file in the right pane of the Explorer window, and then click and drag it to the left pane where the destination folder is visible (make sure the folder is visible before you drag the file). When you drag a file to a destination folder on a different drive Windows copies the file instead of moving it. To change this default and ensure that the file is moved, hold down the SHIFT key while dragging the file. To copy a file: Select the file in the right pane of the Explorer window, and then hold down the CTRL key while you click and drag the file to the left pane where the destination folder is visible (make sure the folder is visible before you drag the file). If you make a copy of a file in the same folder as the original file Windows knows that you cannot have two files with the same name in a single folder, therefore, it adds the words Copy of to the front of the filename. After creating the copy, rename it if you prefer a different filename.



CHECKING FILE AND FOLDER PROPERTIES To view or modify the properties of a file or folder: 1. Right-click the file or folder. 2. Choose Properties. You can also right-click a file that is on your desktop to access the Properties dialog box.

Figure 19 – File properties



USING THE SEND TO COMMAND The Send To command allows you to quickly copy one or more files to a floppy disk, or move them to the My Documents folder and to the Desktop (where it creates a shortcut). You also have the option to send the file(s) as attachments to a email recipient. To send a file to any of these destinations:

1. Right-click on the file(s) to be copied or sent.

2. Choose Send To from the shortcut menu that appears.

3. Choose the appropriate destination: Floppy disk, Desktop (create shortcut) Mail Recipient, My Documents,

Figure 20 - Using the Send To command.



USING THE MY PICTURES FOLDER To view information regarding the type and size of the file, hover with the mouse over the file name or thumbnail image. Click on the file name to view a more detailed list of attributes of the picture: filename, type, size, date created, last date accessed, owner, and dimensions. Previewing an Image When you click on a filename, the picture is placed inside the Image Preview box (see Figure 21).

Figure 21 - View images using the Image Preview box.

Use the icons inside the Preview box to view the image at different magnifications. The same options are available by double-clicking anywhere inside the Preview box. Preview box icons

Zoom In: Click on the icon then on the image to increase its size.

Zoom Out: Click on the icon then on the image to decrease its size.

Actual Size: Click on this icon to return the image to its original size.

Best Fit: Click this icon to fit the image within the boundaries of the box.

Full Screen: Click this icon to view the image in a separate window. The other icons are still available to zoom in and out of the image.



Formatting a Diskette

To format a diskette

1. Insert the diskette in drive A: 2. Navigate to and right-click on drive A: to access the shortcut menu 3. Choose Format. 4. Select Quick Format. 5. Click on the Start button.

Figure 22 - Format diskette.



Using the Search Assistant to find a file or folder

If you do not remember where a file or folder is located, or its complete name, you can use the Search Assistant. You can also search for people and printers on your network and look for web pages.

SEARCHING FOR FILES BY NAME 1. Click the Start button. 2. Select Search. 3. Choose For Files or Folders from the submenu.

Figure 23 - Search assistant.

4. In the Search for files or folders named: box type the name of the file or as

much of it as you can remember. 5. In the Look in: box select a drive or folder to narrow down your search 6. Click on the Search Now button.



SEARCHING FOR A STRING OF TEXT INSIDE DOCUMENTS 1. Click the Start button. 2. Select Search. 3. Choose For Files or Folders from the submenu. 4. In the Containing text: box type the string of words. 5. In the Look in: box select a drive or folder to narrow down the search, e.g.

select look in the My Documents folder. 6. Click on the Search Now button.

SEARCH OPTIONS

1. To run a more specific search click on Search Options. 2. Options are available to search by Date, Type, Size and Advanced Options. 3. Select the required criteria. 4. Click on the Search Now button.

Figure 24 - Search options.



Sharing Information

You can make the information you have on your computer available to others on your network. In FAO, each department has a server (or a shared drive) on the network. You can copy your files to that server, just as if you are copying them to another drive. After you have copied your files to the server, users on your network can view or edit the files.

You can also designate a shared folder on your computer. This way another specified user or a select group of users on the network can connect or map to your computer and then view or edit the contents of the shared folder. You can set access permissions on your folders as read, change or full control. If your folder is read-only, specific users on the network will only be able to open and read the files in your shared folder, and they will not be able to change its contents. If your folder has full control, specific users will be able to open and read as well as edit its files.

SHARING A FOLDER 1. Right-click on the folder you wish to share. 2. From the shortcut menu left-click on Sharing.

Figure 25 - Sharing a folder.



3. Choose Share this folder. 4. The folder name will appear in the field called Share name.

5. Click on the Permissions button. 6. Click on the Add button. 7. In the area where you see << Type names separated by semicolons or choose

from list >> delete this text 8. Type the surname of the person and click on Check Names button. 9. The person’s name will be displayed in underline font. 10. Click on OK. 11. In the Permissions box choose between Full Control, Change or Read as the

permissions you wish to give. 12. Click on Apply. 13. Click on OK.

14. Repeat steps # 5 to # 13 for each set of Share Permissions. 15. Click on Apply. 16. Click on OK.



A small hand symbol will appear under the folder to indicate that it is a shared folder.

REMOVING A NAME FROM A SHARED FOLDER You may wish to remove one, or more names, from a list of people who have access to a shared folder.

1. Right-click on the required shared folder. 2. From the shortcut menu left-click on Sharing. 3. Click on the Permissions button. 4. Click on the required name you wish to remove. 5. Click on the Remove button. 6. Click on Apply, OK. 7. Click on Apply, OK. 8. Repeat these steps as necessary to remove other names.

Figure 26 - Remove share permissions.



ADDING A NAME TO A SHARED FOLDER You may wish to add a name/s to your shared folder list.

1. Right-click on the required shared folder. 2. From the shortcut menu left-click on Sharing. 3. Click on the Permissions button. 4. Click on the Add button. 5. In the area where you see << Type names separated by semicolons or choose

from list >> delete this text 6. Type the surname of the person you wish to add and click on Check Names

button. 7. The person’s name will be displayed in underline font. 8. Choose between Full Control, Change or Read as the permissions you wish to

give. 9. Click on Apply, OK. 10. Click on Apply, OK again.

Figure 27 - Add user name to a shared folder.



CONNECTING TO A SHARED FOLDER To connect and then view or edit the contents of a shared folder:

1. From the Desktop click on the icon My Network Places.

2. Click on Entire Network.

3. Click on Microsoft Windows Network.

4. Scroll downwards and from the list displayed select Faodomain.

5. Double-click on the required computer name, e.g. Afho100.

Note: You should click on the computer name in the first column and not the person’s name under the Comment column.



6. A shared folder, or a list of shared folders, will be displayed.

Figure 28 - Connect to a shared folder.

7. Double-click on the required folder. 8. The files which have been shared will be displayed.

9. Depending on the Permissions given you will be able to view or edit the file/s.

Note: If you do not know your computer name go to your Desktop and click on the icon named Computer Info.

User and computer name details, e.g. AFHO100, will be displayed as shown below.



STOP SHARING A FOLDER 1. Right-click on the folder you wish to stop sharing. 2. From the shortcut menu left-click on Sharing. 3. Choose Do not share this folder. This will mean your folder is no longer

shared and the small hand symbol will disappear. 4. Click on Apply. 5. Click on OK.

Figure 29 - Stop sharing a folder.



Mapping a Network Drive

"Mapping" a network drive makes it appear to Windows as though the drive is part of your own computer. Windows assigns the mapped drive a drive letter, just as if it was an additional local hard disk. To access folders on another computer, you must designate a shared folder or drive on that computer as a drive available to your computer. This process is called mapping. You can map a shared folder or drive by using either My Computer, Windows Explorer or My Network Places. When you do this, you can simply double-click the network drive icon to view and use the files and folders stored there, just as if the network drive were a disk drive physically connected your computer.

When you map a network drive, you need to indicate the drive letter you want to use. Drive A is used by your floppy disk drives. Drive C is used by your hard disk. You may have used other drive letters such as a CD-ROM drive (often Drive D), or if other network drive designations have already been established. The Map Network Drive dialog box will list all available drive letters. Note: Do not use the letters M, Q, S, T or any other letter that may already be set up as a shared drive in your department/division. When you map a network drive, you also need to indicate the path (the name and location of the computer and folder to which you are connecting). The path is entered in the following format: \\computername\foldername.

In FAO, each department has a drive name using a common path. However, it is up to you to know the folder name in order to type it in.

For example:

AF \\AF_s01\ + the name of the folder that you wish to connect to ES \\ES_s01\ + the name of the folder that you wish to connect to FI\\FI_s01\ + the name of the folder that you wish to connect to

MAPPING TO A NETWORK DRIVE To map to a network drive so that you can connect and use resources on other computers on the network:

1. Open Windows Explorer. 2. On the toolbar, click the Map Network Drive icon.



3. The Map Network dialog box appears.

Figure 30 - Map to a network drive.

4. In the Drive: box, click on the arrow at the right and scroll down until you find an available letter (one that is not being used as another drive). This indicates the drive designation you want for the computer and folder to which you are connecting.

5. In the Path list box, type in the path to the drive and folder that you want to connect to on the network.

6. Click on OK.

As soon as you map to a drive, its letter will appear with the folder and display its contents.



DISCONNECTING A MAPPED DRIVE If you decide you no longer need a network drive, you can disconnect it as easily as you connected to it.

To disconnect:

1. Open Windows Explorer. 2. Click on the Disconnect Network Drive icon.

3. The Disconnect Network Drive dialog box appears.

Figure 31 - Disconnect a network drive.

4. From the list of mapped drives, select the one you no longer wish to be

connected to. 5. Click on OK. 6. The drive icon and the address of the mapped drive will disappear from the

Windows Explorer window.



WinZip (the Archive Utility for Windows)

What is a Zip file? Zip files are "archives" used for distributing and storing files. Zip files can contain one or more files. Usually the files "archived" in a Zip file are compressed to save space. The file that is to be “zipped” or “unzipped” can come from any application, i.e. Word, Excel, PowerPoint, etc.

Why do people use Zip files? Zip files save time and space, and make downloading files and transferring email attachments faster and cost effective. Typical uses for Zip files are:

• When it is necessary to send a group of related files to someone. • When files are too large to be sent as email attachments to the field offices

or other organizations, it is necessary to "zip" the file so the entire contents can be sent. Detailed information relating to message limits can be found in the Outlook Public Folder \ IT Info \ Email Tips.

• Most files available on ftp sites, bulletin boards and electronic services like

CompuServe are distributed as archives. Two benefits of using archives for electronic file distribution are that only one file transfer operation ("download") is required to obtain all related files, and file transfer time is minimized because the files in an archive are compressed.

• Some files are important but used infrequently. To save disk space you can

compress these files into an archive when they are not used, and decompress them only when needed.

• You can use archives as backup for your important files.



USING THE WINZIP APPLICATION You can open the WinZip program in various ways:

• Select WinZip from Start, Programs, WinZip • Double-click on the file with the extension .zip from Outlook • Double-click on the file with the extension .zip from Windows Explorer

To create a Zip file (an archive): The archive (or zip file) is the file which will contain all the files that you want to compress. You can create an archive for one file or several files to be compressed. The files can come from different applications.

File(s) to be compressed, e.g. Word and Excel files.

Archive (zip file).

In Windows Explorer choose the folder where you would like your archive file to be kept e.g. C:\My Documents\Word.

1. From the menu bar select File, New, WinZip File. 2. A new folder will be created which you should rename.

Type a name for your zip file (keep the extension .zip).

3. Type in the new name for your archive file (by default the name New WinZip

File.zip will appear). Remember to keep the extension .zip.



To add a file(s) to your archive:

1. Select the file or files. 2. Right-click on the selected file(s). 3. Choose WinZip, Add to Zip file...

To locate your archive file:

1. Click on the Open button.

Figure 32 - Locate archive file.

2. A window titled Open Archive will appear as shown below. In the area to the right of Look in: you may need to click on the Up One Level icon to locate your archive file. Navigate up or down through the levels of your folders until you locate it.

Figure 33 - Navigate to archive file.

3. Select the archive file, and then click on Open again.



Figure 34 - Add to archive file.

The correct folder path will be displayed under Add to archive:

4. Click on the Add button.

Figure 35 - WinZip window.

Your compressed files or files will appear in the WinZip window as shown above. You will see that the files have been compressed by comparing the columns titled Size with Packed. The .zip file which you have created can be sent as an attachment to your email message, or you can use it for backup purposes.

Note: The archive files that you create to send by email can then be deleted from your hard disk.

Note: A quick method to compress one file: From Windows Explorer right-click

the required file and from the shortcut menu select WinZip/Add to Zip file.... The WinZip program will automatically name your archive file with the same name as the selected file. Click on the Add button and your file will be compressed. If required you can then rename the WinZip file.



ADDING AND DELETING FILES IN THE ARCHIVE

1. Open your archive file by double-clicking or right-click and choose Open. To add files:

1. Click on the Add icon.

2. Select the required file(s) from the required folder. 3. Click on the Add button.

To delete files:

1. Select the file(s) you want to delete and press the Delete key or right-click and choose the command Delete.

UNZIPPING (EXTRACTING FILES FROM AN ARCHIVE) You can open an archive (zip file):

• From email – double-click on the WinZip icon and Windows will

automatically open the WinZip program • From Windows Explorer – double-click on the file that has a .zip extension

e.g. from your floppy diskette or hard disk. WinZip will open

Once the .zip file is open (see next page for instructions), you will have to save to disk the files contained in the archive.

Note: You can double-click on any of the files within an archive file to open them as long as they have an extension which will be associated with one of your applications (for example .doc to open the file in Word). It is advisable though to extract (save) them to disk if you intend to edit them.



SAVING (EXTRACTING) FILES CONTAINED IN AN ARCHIVE

1. Click on the Extract icon.

2. Under the area Extract to: you should indicate where the files contained in the archive should go and whether you want to extract Selected files/folders or All files/folders in archive.

Figure 36 - Extract files to a folder.

3. Click on the Extract button.

The files previously contained in the .zip file have now been extracted (and decompressed) and saved on disk.



Shortcuts

A shortcut is an icon that represents and provides quick access to a program, file, folder, or drive. For example, if you use a particular application often, you may wish to create a shortcut for that program on your Desktop instead of constantly using the Start menu. Creating a shortcut is not the same as moving or saving a file on the desktop. You can move, copy, rename and even delete shortcuts without affecting the original target file.

CREATING A SHORTCUT 1. From Windows Explorer right-click the required object e.g. a document file, a

program icon. 2. From the shortcut menu select Send To / Desktop (create shortcut).

Figure 37 - Create desktop shortcut.

3. A shortcut is now placed on your desktop. 4. You can recognize a shortcut by a small white

square (positioned bottom left) containing a curved arrow pointing upwards to the right.

DELETING A SHORTCUT 1. Select the shortcut icon. 2. Press the Delete key. OR 3. Right-click the shortcut icon and left-click Delete from the shortcut menu.

important: Deleting a shortcut does not delete the program or the document

that the shortcut points to. This action only deletes the shortcut.



ADDING A SHORTCUT TO THE QUICK LAUNCH TOOLBAR Programs which you use frequently can be added, as shortcuts, to your Quick Launch toolbar so that they are easily accessible.

1. Click Start. 2. Select Programs. 3. Highlight the program for which you wish to create a shortcut. 4. With the right mouse button, click and drag the program from the Programs

menu to a blank area on the Quick Launch toolbar. (Do not use the left mouse button unless you would like to move the shortcut off the Programs menu permanently).

5. A thick black line will appear which indicates where the icon will be positioned. 6. Release the mouse button. 7. Select Create Shortcut(s) Here from the shortcut menu. 8. To change the shortcut’s position on the toolbar left-click and drag the icon to

right or left as required. Thick black line indicates

where icon will be positioned

REMOVING AN ICON FROM THE QUICK LAUNCH TOOLBAR 1. Right-click the shortcut icon to see a pop up menu. 2. Left-click Delete.

To delete - Right-click the required icon and left-click Delete from the shortcut menu.

Important: Deleting a shortcut from the Quick Launch toolbar does not delete the program. This action only deletes the shortcut.



Symantec AntiVirus

Symantec AntiVirus helps you protect your computer by constantly monitoring for viruses. It not only prevents viruses, but also detects and eliminates them. Symantec loads into memory when Windows starts, providing constant protection while you work. To access Symantec AntiVirus: 1. Double-click on the Symantec AntiVirus shield icon located on the

right side of the Taskbar. 2. The Symantec AntiVirus program window will appear as shown in Figure 38.

VIEWING FILES IN THE QUARANTINE AREA 1. In the left pane of the window, click on the plus sign (+) of the View folder. 2. Click once on the Quarantine folder. The right pane of the window will show a

list of all files in quarantine if there are any.

Figure 38 - Symantec AntiVirus program window.

What is a Quarantined File? Quarantine is an area where infected files can be stored. Inside the Quarantine, the viruses are not removed, but are unable to spread into other areas of your computer. Handling Files in Quarantine. Files in Quarantine are automatically checked for new viruses and, if possible, repaired. If you have files in quarantine, do one of the following: • If the file does not contain data that is important to you, delete the file.

Click on the file and then click on the Delete icon.



• Clean the virus from the infected file and restore it to its original location (if possible). If you have an infected file that cannot be cleaned, try again after receiving updated virus definitions. If an item cannot be restored to its original location, it is moved to Repaired Items folder (see Figure 38). For instructions on cleaning a file, see the section below Cleaning a File in Quarantine.

• If you are unsure, leave the file in quarantine and wait until the next virus definition update. New virus definitions are updated automatically (generally once a week) and files in quarantine are checked. If the file is not cleaned or you are unsure, call the AFI Help Desk on extension 53996.

CLEANING A FILE IN QUARANTINE 1. Click on the file name to select it, and then click on the Clean icon. 2. When the Take Action dialog box appears (see ) click on the

Start Clean button. Figure 39

Figure 39 - Cleaning viruses from a file.

3. When Symantec has completed the cleaning process, verify that the Status column indicates Succeeded.

4. Click on Close.



CD Writing

A compact disc (CD) is used for storing computer data such as files and folders. Your workstation includes the Easy CD Creator which is the program used for writing data onto CD. When you record a group of files onto a CD, it is referred to as a session. A multi-session CD allows you to record a number of sessions on one data CD. Therefore, when you are recording data, you can either record on a new CD or add a new session onto an existing CD.

TYPES OF DISC There are two types of recordable media used for making your own CDs: • CD-R discs (CD-Recordable) • CD-RW discs (CD-ReWritable) CD-R Discs - Almost all CD-ROM and CD-Recorder drives can read CD-R discs. CD-R discs are excellent for permanent data storage and should be used when you do not need to erase the data. Use this type of disc if you want to permanently archive or store files. Blank CD-R discs are available in two capacities: 650 MB (74 minutes) and 700 MB (80 minutes). CD-RW Discs - CD-RW discs can only be used in CD-ReWritable drives and MultiRead CD-ROM drives. You can write, erase, and rewrite large files on this type of CD. Blank CD-RW discs are available in 650 MB (74 minutes) capacity.

CREATING A DATA CD 1. Double-click on the Roxio Project Selector icon located

on the right side of the Taskbar. 2. The wizard will appear as seen in .

To access the same wizard using the menu, click Start, Programs, Roxio Easy CD Creator 5, and then click on Project Selector. The CD project is part of the Easy CD Creator user interface where you assemble and organize files and folders. All of the files and folders which you would like to record must be defined in the CD project before you record your CD.

Figure 40

3. Hover with the mouse over the make a data CD button. Three possible actions will appear in the window as shown in Figure 40.



Figure 40 - Easy CD Creator wizard.

4. Click on the button called dataCD project. A window containing two panes will appear (see ). Figure 41

Figure 41 - Locate files in top pane and drag down to lower pane.

CD Project Window Drag your files to be copied down to this

Source Window Locate and select your files to be copied in

5. In the source window (upper pane), locate and then select the files and/or folders to be copied.



6. Click and drag the files and/or folders down to the CD Project pane (lower pane). Or, simply click on the Add button located above the CD Project pane.

7. Repeat until the CD Project pane (lower pane) contains all the files to be copied onto the CD. An example is shown in . Figure 42

Figure 42 - CD Project pane (lower pane) containing all files to be copied.

8. Click on the Record button. The Record CD Setup dialog box appears (see ). Figure 43

Figure 43 – Record CD Setup.

Figure 43

9. Select a low speed as this will produce a better recording 10. Click on the Start Recording button (see ). 11. The information box indicates that the current recording session will be

finalized, but the CD is still open for additional data. 12. For additional recording method options, click on the Options button.



13. If you have not inserted a blank CD into the recorder, the program will stop

and ask you to do so at this stage. If so, simply insert the CD into the drive that has opened automatically and click on the Retry button in the dialog box that appears.

14. The program will display a dialog box indicating the progress of the recording (see ). Figure 44

Figure 44 - Record CD Progress.

15. Click on the Details button for more information relating to the recording. 16. Click on Hide Details button to remove the information panel. 17. When the burning process is completed successfully the word Finished will

appear on the left hand side of the Record CD Progress dialog box. 18. Click OK.

19. A dialog box will appear asking if you would like to save the CD Project (see

). Saving the project as a file gives you the possibility of easily opening it in the future for further recording. However, it is not mandatory and will not influence further recordings onto the same CD. If you click on the Yes button, the program will automatically save the project in the My Documents folder.

Figure 45

Figure 45 - Save a CD Project.

20. Remove the CD from the recorder and close the Easy CD Creator project and then program window.

Tip: It is a good idea to create a specific folder where you can store all CD

recording projects.



CONTINUING A MULTI-SESSION CD 1. Double-click on the Roxio Project Selector icon located on the right side of the

Taskbar. The wizard will appear as seen in . Figure 402. Hover with the mouse over the make a data CD button. Three possible

actions will appear in the window. 3. Click on the button called dataCD project. A window containing two panes

will appear. Note: You can go directly to the two-paned window by clicking Start, Programs,

Roxio Easy CD Creator 5, Applications, and then Easy CD Creator.

4. Insert the destination CD into the recorder drive. 5. In the source window (upper pane), locate and then select the files and/or

folders to be copied. 6. Click and drag the files and/or folders down to the CD Project pane (lower

pane). Or, simply click on the Add button. 7. The CD Project pane will now also show you a list of files already recorded on

the CD in previous sessions. 8. Continue until the CD Project pane (lower pane) contains all the files to be

copied onto the CD. 9. Click on the Record button. The Record CD Setup dialog box appears. 10. Click on the Start Recording button. 11. The program will display a dialog box indicating the progress of the recording.

When the program has finished recording (see Figure 44) remove the CD from the recorder.

12. A dialog box will appear asking if you would like to save the CD Project (see ). Saving the project as a file gives you the possibility of easily

opening it in the future for further recording. However, it is not mandatory and will not influence further recordings onto the same CD.

Figure 45

13. Remove the CD from the recorder. 14. Close the Easy CD Creator project and then program window.



RE-USING FILES BURNED ON CD Files that have been recorded on a CD are assigned the Read-only attribute. Files with this attribute can be read, but any changes made cannot be saved. If you need to work with a file that is located on a CD, do the following:

1. Access the Windows Explorer. 2. Insert the CD into the CD drive. 3. Using Windows Explorer, copy the files from the CD drive to a location on your

computer (i.e. in a folder on your C:\My Documents or S: drive). Once you have made a copy of the file(s), follow the steps below to remove the Read-only attribute. The steps can be performed on a single file or a group of files simultaneously as long as the files are selected.

1. Select the file(s) which you have copied from the CD. 2. Right-click on the selected file(s). 3. From the short menu that appears, choose Properties. 4. In the Properties dialog box (see Figure 46), deselect the Read-only option.

Figure 46 – Changing file properties.



ERASING A DISC This action will erase all the files which you have burned on to a CD-RW disc. Note: You cannot erase the contents of a CD-R disc.

1. Insert the destination CD into the recorder drive. 2. Click on Start, Programs, Roxio Easy CD Creator 5, Applications, and then

Easy CD Creator. 3. Hover with the mouse over the make a data CD button. 4. Click on the button called dataCD project. A window containing two panes will

appear.

5. From the top Select source files: window, select the drive that contains the

CD-RW disc that you would like to erase. This will allow you to see the contents of the disc before you choose the erase command.

6. From the menu select Disc. 7. From the submenu click on Erase Disc.




Figure 47 – Quick Erase disc.

8. Under Options select Quick Erase. 9. Click on Start button. 10. You will be prompted with a warning message.

11. Click on OK. 12. The progress bar will indicate the remaining time left before the erase is

complete.

13. Click on Close button. 14. Remove the CD from the recorder. 15. Close the Easy CD Creator project and then program window.