microsoft office 2003 illustrated introductory with programs, files, and folders working

Microsoft Office 2003 Illustrated IntroductoryMicrosoft Office 2003 Illustrated Introductory

with Programs, Files, and Folderswith Programs, Files, and FoldersWorkingWorking

2Working with Programs, Files, and Folders Unit B

Create and save a WordPad Create and save a WordPad documentdocument

Open, edit and save an existing Paint Open, edit and save an existing Paint filefile

Work with multiple programsWork with multiple programs Understand file managementUnderstand file management View files and create folders with My View files and create folders with My

ComputerComputer

ObjectivesObjectives


Move and copy files with My Move and copy files with My ComputerComputer

Manage files with Windows ExplorerManage files with Windows Explorer Search for filesSearch for files Delete and restore filesDelete and restore files

ObjectivesObjectives


Unit IntroductionUnit Introduction

Most of your work on a computer involves Most of your work on a computer involves using programs to create filesusing programs to create files

Working with files and the programs used Working with files and the programs used to create them, you can create new files, to create them, you can create new files, open and edit existing files, and copy and open and edit existing files, and copy and paste data from one file to anotherpaste data from one file to another

You can use My Computer or Windows You can use My Computer or Windows Explorer to manage your files, or create Explorer to manage your files, or create shortcuts to files from the desktopshortcuts to files from the desktop


Creating and Saving Creating and Saving a WordPad Documenta WordPad Document

When you open most programs, a new blank When you open most programs, a new blank document opens, in which you can begin typingdocument opens, in which you can begin typing

While the computer is on, your work is While the computer is on, your work is automatically, and temporarily, stored using the automatically, and temporarily, stored using the computer’s computer’s Random Access Memory (RAM)Random Access Memory (RAM)

To store a document permanently, you must save To store a document permanently, you must save it as a it as a filefile, which is a collection of information with , which is a collection of information with a unique name and locationa unique name and location

– Files can be saved on a hard disk, floppy disk, CD-Files can be saved on a hard disk, floppy disk, CD-ROM, or Zip diskROM, or Zip disk

– File names can use up to 255 charactersFile names can use up to 255 characters


Creating and Saving Creating and Saving a WordPad Document (cont.)a WordPad Document (cont.)

To create a new To create a new WordPad document:WordPad document:– Start WordPadStart WordPad– Type the document Type the document

as you wish it to as you wish it to appearappear

– To select text you To select text you wish to format, click wish to format, click to the left of the to the left of the word, then drag to word, then drag to the right until the text the right until the text is highlightedis highlighted

– Use the Formatting Use the Formatting toolbar to change toolbar to change the font, font size, or the font, font size, or add effects such as add effects such as boldfaceboldface

Formatting toolbar


Creating and Saving Creating and Saving a WordPad Document (cont.)a WordPad Document (cont.)

To save a file for To save a file for the first time:the first time:– Click File on the Click File on the

menu bar, then menu bar, then click Save As or click Save As or SaveSave

– In the Save As In the Save As dialog box, type a dialog box, type a new filename, new filename, then click Savethen click Save


OpenOpeniing, Editing, and Saving ng, Editing, and Saving an Exian Exissttiing Paint Fileng Paint File

To open a Paint file:To open a Paint file:– Click the Start button on Click the Start button on

the taskbar, point to All the taskbar, point to All Programs, point to Programs, point to Accessories, then click Accessories, then click PaintPaint

– Click File on the menu Click File on the menu bar, then click Openbar, then click Open

– In the Open dialog box, In the Open dialog box, click the Look in list click the Look in list arrow, then click the arrow, then click the drive and folder where drive and folder where your file is locatedyour file is located

– In the file list, click the In the file list, click the file, then click Openfile, then click Open


OpenOpeniing, Editing, and Saving ng, Editing, and Saving an Exian Exissttiing Paint File (cont.)ng Paint File (cont.)

To edit a Paint file, use the buttons in the Paint Tool BoxTo edit a Paint file, use the buttons in the Paint Tool Box


OpenOpeniing, Editing, and Saving ng, Editing, and Saving an Exian Exissttiing Paint File (cont.)ng Paint File (cont.)

To save a file with the same name:To save a file with the same name:– Click File on the menu bar, then click SaveClick File on the menu bar, then click SaveOROR– Click the Save button on the toolbarClick the Save button on the toolbarOROR– Press [Ctr][S]Press [Ctr][S]


Working with Multiple ProgramsWorking with Multiple Programs

A powerful capability of Windows is that it A powerful capability of Windows is that it can run more than one program at a timecan run more than one program at a time

Even if files were created in two different Even if files were created in two different programs, you can copy data from one to programs, you can copy data from one to anotheranother

A program button on the taskbar A program button on the taskbar represents any window that is open on the represents any window that is open on the desktopdesktop


Working with Multiple Programs Working with Multiple Programs (cont.)(cont.)

To copy text or objects from one program To copy text or objects from one program to another:to another:– Select the text or object you want to copySelect the text or object you want to copy– Click Edit on the menu bar, then click CopyClick Edit on the menu bar, then click Copy– Click the program button on the taskbar for Click the program button on the taskbar for

the destination filethe destination file– Click in the file where you want the copied Click in the file where you want the copied

information to appearinformation to appear– Click Edit on the menu bar, then click PasteClick Edit on the menu bar, then click Paste


Working with Multiple Programs Working with Multiple Programs (cont.)(cont.)

Other cutting, copying, and pasting methods:Other cutting, copying, and pasting methods:


Other Programs that Come Other Programs that Come with Windows XPwith Windows XP

Other Windows accessories include:Other Windows accessories include:– A calculatorA calculator– Windows Movie Maker (used to create, edit, Windows Movie Maker (used to create, edit,

and share movie files)and share movie files)– An Address BookAn Address Book– NetMeeting (used to set up a voice and/or NetMeeting (used to set up a voice and/or

video conference over the Internet)video conference over the Internet)– Remote Desktop Connection (allows another Remote Desktop Connection (allows another

person access to your computer to diagnose person access to your computer to diagnose or solve computer problemsor solve computer problems


Understanding File Understanding File ManagementManagement

File managementFile management is organizing and is organizing and keeping track of files and folderskeeping track of files and folders– A A folderfolder is a container for storing programs is a container for storing programs

and filesand files

Windows has two file management Windows has two file management programs, both of which have two panes programs, both of which have two panes in order to display folders and task in order to display folders and task options:options:– My ComputerMy Computer– Windows ExplorerWindows Explorer


Understanding File Understanding File Management (cont.)Management (cont.)

File management can help you do the File management can help you do the following:following:– Create a new folder so you can reorganize Create a new folder so you can reorganize

informationinformation– Examine and organize files and folders in a file Examine and organize files and folders in a file

hierarchyhierarchy– Copy, move, and rename files and foldersCopy, move, and rename files and folders– Delete files and folders you no longer need Delete files and folders you no longer need

and restore files you delete accidentallyand restore files you delete accidentally– Locate a file easily with the Search featureLocate a file easily with the Search feature– Create shortcuts to files and foldersCreate shortcuts to files and folders


Understanding File Understanding File Management (cont.)Management (cont.)

Sample file hierarchy:Sample file hierarchy:


Viewing Files and Creating Viewing Files and Creating Folders with My ComputerFolders with My Computer

To open My Computer and view files and folders:To open My Computer and view files and folders:– Click the Start button on the taskbar, then click My ComputerClick the Start button on the taskbar, then click My Computer– Click an option in the left pane to perform tasks related to the Click an option in the left pane to perform tasks related to the

folder’s contentsfolder’s contents– Double-click a drive or folder in the right pane to display its Double-click a drive or folder in the right pane to display its

contents in the right panecontents in the right pane


Viewing Files and Creating Viewing Files and Creating Folders with My Computer (cont.)Folders with My Computer (cont.)

My Computer window:My Computer window: Standard Buttons toolbar

Icons represent folders and drives



To create a new folder, select the location where To create a new folder, select the location where you want the new folder, create the new folder, you want the new folder, create the new folder, then name it meaningfully, so you can know its then name it meaningfully, so you can know its contents by reading the namecontents by reading the name

To create a new folder:To create a new folder:– Navigate to the folder where the new folder will be Navigate to the folder where the new folder will be

storedstored– Click File on the menu bar, point to New, then click Click File on the menu bar, point to New, then click

FolderFolder– Type the folder name, then press [Enter]Type the folder name, then press [Enter]



Standard Buttons toolbar buttons in My Computer:Standard Buttons toolbar buttons in My Computer:


Moving and Copying Files Moving and Copying Files with My Computerwith My Computer

CopyingCopying a folder leaves it in the original a folder leaves it in the original location and creates a duplicate in a new location and creates a duplicate in a new locationlocation

MovingMoving a folder relocates it a folder relocates it The Common Tasks pane in My Computer The Common Tasks pane in My Computer

displays options such as “Move this file”displays options such as “Move this file” You can also right-click a file and use the You can also right-click a file and use the

Send To commandSend To command– This can be used to back up files to another This can be used to back up files to another

location, such as a floppy disklocation, such as a floppy disk


Moving and Copying Files Moving and Copying Files with My Computer (cont.)with My Computer (cont.)

If both the file and folder are visible, you can If both the file and folder are visible, you can simply drag the file to the new location to copy itsimply drag the file to the new location to copy it

File being moved

Folder where the file is being moved

Common Tasks pane



To move a file:To move a file:– Select the file(s) to Select the file(s) to

movemove– Click Move this file Click Move this file

or Move the or Move the selected items in the selected items in the File and Folder File and Folder Tasks paneTasks pane

– In the Move Items In the Move Items dialog box, navigate dialog box, navigate to the drive and to the drive and folder where you folder where you want the file(s) want the file(s) moved, then click moved, then click MoveMove

Two files selected to be moved

Folder to which files will be moved



Techniques for selecting multiple files and folders:Techniques for selecting multiple files and folders:


Managing Files with Managing Files with Windows ExplorerWindows Explorer

Windows Explorer differs from My Windows Explorer differs from My Computer, although the tasks you Computer, although the tasks you can perform are the samecan perform are the same– The Folders pane allows you to see The Folders pane allows you to see

and manipulate the overall structure of and manipulate the overall structure of the contents of your computerthe contents of your computer

– You can change Windows Explorer to You can change Windows Explorer to display the Files and Folders task pane, display the Files and Folders task pane, or My Computer to display the Folders or My Computer to display the Folders panepane


Managing Files with Managing Files with Windows Explorer (cont.)Windows Explorer (cont.)

To open Window Explorer and view files and To open Window Explorer and view files and folders:folders:

– Click the Start button on the taskbar, then click Window Click the Start button on the taskbar, then click Window ExploreExplorerr

– Click a folder in the left pane or double-click a folder in Click a folder in the left pane or double-click a folder in the right-pane to display its contents in the right panethe right-pane to display its contents in the right pane

– Click the Expand or Collapse indicators in the left pane Click the Expand or Collapse indicators in the left pane to display or hide subfolders in the file hierarchyto display or hide subfolders in the file hierarchy

– To change the display of the files and folders in the To change the display of the files and folders in the right pane, click View on the menu bar, then click the right pane, click View on the menu bar, then click the appropriate optionappropriate option

– To rename a folder, right-click it in either pane, click To rename a folder, right-click it in either pane, click Rename on the shortcut menu, type the name, then Rename on the shortcut menu, type the name, then press [Enter]press [Enter]


Managing Files with Managing Files with Windows Explorer (cont.)Windows Explorer (cont.)

Windows Explorer Window:Windows Explorer Window:

Expand indicator

Collapse indicator

Folders pane


Searching for FilesSearching for Files

The The Search CompanionSearch Companion::– Can help you find files and foldersCan help you find files and folders– Opens in the Search Explorer barOpens in the Search Explorer bar– Gives you the option to find files or Gives you the option to find files or

folders by name, location, size, types, folders by name, location, size, types, and date created or last modifiedand date created or last modified

– Is also accessible from the Start menuIs also accessible from the Start menu


Searching for Files (cont.)Searching for Files (cont.)

To open the Search Explorer bar:To open the Search Explorer bar:– Click the Search button on the Standard Buttons toolbarClick the Search button on the Standard Buttons toolbar– Choose a search option method in the Search Explorer Choose a search option method in the Search Explorer

barbar– Type the search criteria in the text boxType the search criteria in the text box– Click the Look in list arrow to choose a new location if Click the Look in list arrow to choose a new location if

necessarynecessary– Click SearchClick Search– The Search program finds the files and folders that The Search program finds the files and folders that

match the criteriamatch the criteria



Getting ready to search:Getting ready to search:

Search button

Search Companion pane



Specifying search optionsSpecifying search options

Enter search text here


Accessing Files, Folders, Programs, Accessing Files, Folders, Programs, and Drives You Use Oftenand Drives You Use Often

You can create You can create shortcutsshortcuts, which are icons that , which are icons that represent an object stored somewhere elserepresent an object stored somewhere else

– Shortcuts can be placed on the desktopShortcuts can be placed on the desktop– Double-click a shortcut to open the object or program it Double-click a shortcut to open the object or program it

representsrepresents

To create a shortcut:To create a shortcut:– View the item in My Computer or Windows ExplorerView the item in My Computer or Windows Explorer– Drag using the right-mouse button to the desktopDrag using the right-mouse button to the desktop– Click Create Shortcuts Here on the shortcut menuClick Create Shortcuts Here on the shortcut menu


Accessing Files, Folders Programs, Accessing Files, Folders Programs, and Drives You Use Oftenand Drives You Use Often

You can also You can also pinpin items to the Start items to the Start Menu so that they are always at the top Menu so that they are always at the top left side of the menuleft side of the menu– To pin an item, open the Start menu, view To pin an item, open the Start menu, view

the item you want to pin, right-click the the item you want to pin, right-click the program name, then click Pin to Start menuprogram name, then click Pin to Start menu


Deleting and Restoring FilesDeleting and Restoring Files

You can You can deletedelete, or remove, items you no , or remove, items you no longer needlonger need– If you delete a file or folder from the desktop If you delete a file or folder from the desktop

or from the hard disk, it goes to the Recycle or from the hard disk, it goes to the Recycle BinBin

– The Recycle Bin stores all items you delete The Recycle Bin stores all items you delete from your hard diskfrom your hard disk

– You can restore it if necessaryYou can restore it if necessary– If you delete a file from a floppy disk it cannot If you delete a file from a floppy disk it cannot

be restoredbe restored


Deleting and Restoring Files Deleting and Restoring Files (cont.)(cont.)

Methods for deleting and restoring files:Methods for deleting and restoring files:


Customizing your Recycle BinCustomizing your Recycle Bin

You can adjust Recycle Bin settings by You can adjust Recycle Bin settings by right-clicking the Recycle Bin on the right-clicking the Recycle Bin on the desktop, then clicking Properties on the desktop, then clicking Properties on the shortcut menushortcut menu

Settings options include:Settings options include:– Deleting files from the hard drive immediately Deleting files from the hard drive immediately

instead of placing them in the Recycle Bininstead of placing them in the Recycle Bin– Increasing or decreasing the amount of space Increasing or decreasing the amount of space

allotted to the Recycle Bin by moving the allotted to the Recycle Bin by moving the Maximum Size sliderMaximum Size slider

microsoft office 2003 illustrated introductory with programs, files, and folders working

Documents

existing files

new files

files objectives

location files

file management view

file list

multiple programs

folders unit b opening