HARAMBEE UNIVERSITY

WEB DEVELOPMENT AND

DATABASE ADMINISTRATION
Level I

Learning guide #26

Unit of Competence: Operate Personal Computer
Module Title: Operating Personal Computer
LG Code: IT WDDA1 M07 L04-LG-26
TTLM Code: IT WDDA1 TTLM07 1019v1

LO4: Organize Basic Directory/

Folder Structure and File
 Information Sheet 1 Creating and Naming Directories and subdirectories

1.1. How data is typically stored on a computer

Data files such as word documents can be kept on a computer for future uses such as editing and
printing. To find documents you will need to store them in an organised fashion—in the same
way you might file documents like lesson notes, bills, letters and bank statements at home.
Just as you might use folders to organise your personal or business documents, you also store
your computer documents in folders. A folder is only a device for grouping files in the same
location, not a data file.
Folders and files can be stored on a computer’s desktop or on a storage device which will be
able to store hundreds or thousands of documents.
Folders can be created or moved so that they sit within another folder, and so on. Other terms for
describing this structure of files and folders grouped within folders are directory and sub-
directory.
You will need to decide where you want to save files. There are several types of storage devices
that may be an option for you, depending on your computer setup.
1.2. Storage devices
• Hard disk drive (HDD)
Your computer will have a hard disk drive. The hard disk drive is in the system unit. The
hard drive is where the operating system and application programs are kept. If you are
using a Microsoft Windows operating system, there is also a location called My
Documents on the hard drive for storing your data files. You can also have a removable
hard disk drive which has the advantage of being able to store a large amount of data and
be transported and connected to other computers.
• Floppy disk drive (FDD)
A floppy disk is the least expensive storage media. They don’t hold a lot of data but they
are easily transportable. They can be damaged by smoke, heat, magnets and liquid.
• Memory stick/flash drive/thumb drive/pen drive/USB drive
All these terms refer to a small drive that you plug into a USB port (an input connection on the
system unit). They are small (about the size of a disposable lighter) and can be carried easily.
They hold more data than a floppy disk.

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 • CDs (compact disk)
• CD-R: (compact disk read-only) are read-only format which means you can read the
data but you can’t write (add) data to the CD. They often have application programs or
music stored on them.
• CD-RW: (compact disk read-write) another form of CD that you can read and write
to. This means you can add or copy data to this type of CD. You will need a CD
burner to do this.

1.3. Arranging icons

• The icons on the desktop can be arranged so it is easy to find them. This is a good way to
group programs together that you use a lot.

• The long way to do this is to drag each icon with the mouse to a place on the desktop.
A quicker way to arrange icons is to let the computer do it for you.
• Arranging icons on the desktop

Follow these steps to arrange the icons on the desktop:

1 Go to the desktop.
2 Right click an empty space on the desktop. A shortcut menu will appear.
3 Select Arrange Icons from the shortcut menu.
4 Click on by Name.
5 The icons will arrange themselves neatly in alphabetical (A-Z) order. You can also
arrange them by type, size or date.

• Icons such as My Computer and the Recycle Bin never change their position when you
choose this command. You can only move them around by dragging them with the
mouse.

1.4. Using desktop shortcuts

• Some of the icons are automatically placed on the desktop when Windows is installed. You
can also create shortcuts. Shortcuts are icons that represent files, folders or programs. They
are really only a link to the real file or program. In other words, they are like a nickname that
stands for a person's real name.
• All shortcuts have a little arrow in the lower-left corner of the icon. This indicates that the
icon is a shortcut.

• Any file, folder or program on your computer can be a shortcut. They do not use up much
room on your hard disk.
• It is a good idea only to make useful shortcuts. They should be used for the files or
programs that you regularly use.

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Drive contains three folders under My Documents:
1. Customers
2. Staff
3. Warehouse.
The Customers folder has four sub-folders:
1. CD Basement
2. Gig Shop
3. MP3 to go
4. Music Beat.
You can set up your own directory and sub-directories by creating new folders within a
hierarchical structure, depending on a logical or business system for organising the directory.
In our earlier example (Figures 1 and 2) the directory on the floppy disk has this hierarchical
structure:

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1.5. Creating a new folder:
1. Locate the directory or folder in which you want to create a new sub-directory/folder.
2. Double-click on this folder to open it.
3. In the folder window click on the File menu and select New then Folder. This creates a
new (empty) folder inside the folder you have opened.
4. Type in the name of the new folder (to replace the default text ‘New Folder’.)

To create more folders at the same level as this, keep selecting New Folder until you have all the
folders you need. To create one or more folders inside one of the new folders, repeat the above
steps.
In this way you can create a hierarchy of folders according to a hierarchical structure. The new
directory will be set up and ready to save or copy any documents into. In other ways You can
create folders from:
• the desktop (right click the mouse, choose new, then folder)
• My Documents or
• Microsoft Word
In My Documents the main heading is called a directory. The sub-folders are called sub-
directories.
Follow these steps to create a new folder:
1.Open My Documents
2.Click on File in the top toolbar
3.Scroll down to New on the menu
4.Click on Folder from the sub-menu
5.Give the folder a name

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Information Sheet 2 Identifying Attributes of Directories

2.1. Attributes of Directories

Sometimes you will need to check the attributes of a file or folder to ensure you use it
appropriately. Or you may wish to set attributes to read-only so that data is not lost or changed
by someone.
Attributes define the type of file or directory which could be:
• read-only
• hidden
• archive
2.1.1. To check or change the attributes of a file:
1. Double-click on My Computer on the desktop.
2. Double-click on a data drive and find a document file.
3. Right-click on the file you want to check.
4. Select Properties from the menu.

Figure 4: The Properties box for this file shows

that the file is Read-only.

Under the General tab of the Properties box you

can check or uncheck the boxes for read-only or
hidden. More attributes are under the Advanced
button.
Click OK to save any change to the attributes and
close the Properties box.

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2.2. The folder view
There are many different ways you can display your electronic `filing cabinet' to view your files
and folders. Some people prefer to see their folders and files listed while others prefer to have
them displayed as icons.
Changing the folder view
Follow these steps to change the folder view.
1. Open Windows Explorer
2. Select View from the toolbar
3. Select how you want your files and folders displayed, e.g. Details
You can display files or folders as:
 icons
 titles
 lists
 details
2.3. Icons
The Icons view shows each folder and file as a large icon with its name underneath. If you have a
lot of folders and files it is difficult to see them all at one time in this view because the large icons
take up a lot of space.
List
The List view is where the files and folders are arranged in columns. You need to use the bottom
scroll bar or left and right Arrow keys to see all of them.
Details
The Details view presents the file system as a list with details about the files and folders. These
details include the name of file in alphabetical order (A-Z), the size of file, the type of file (i.e.
Word document, spreadsheet, graphic document) and date and time when it was modified, that
is, created and/or changed.
2.4. Changing the view of all folders
The view options you select only apply to the open folder. If you want to change the view of all
folders, you must use the Folder Options dialog box.

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Follow these steps to change the display of all folders and files in the same way:
1. Open My Documents
2. Click on Tools on the top toolbar
3. Click on Folder Options. A dialog box will appear like the one below
4. Select View
5. Select the settings you want
6. Click on “Apply to all Folders”
7. Click on OK
2.5. Folder properties
A folder's 'properties' refers to information about:
• its type
• its location
• its size
• the number of files and other folders it contains
• when it was created
Information about the size of a folder is useful if you need to save the folder on to a floppy disk and
want to know if it will fit.

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 Information Sheet 3 Renaming Directories
3.1. Working with folders
Folders are a way of organizing your files so that it is easy to find them. This is similar to a paper
filing system. In a paper filing system documents are organized into folders that describe what is in
them. For instance, a folder called Power Bills will include gas and electricity bills and payments. A
folder called Stationery would contain stationery orders, bills and catalogues. It is important to give
files and folders names that you and other members of staff can easily recognize.
3.2. Renaming folders
You will notice that there is a '+' (plus) or '-' (minus) sign next to the main folders or directories. The
`+' sign indicates there are sub-folders (sub-directories) within this folder. When the folder has a
minus sign beside it, it means that all the sub-folders within the folder are on view.
You can rename a folder in the same way that you rename a file.
Follow these steps to rename a folder:
1. Open My Documents
2. Find the folder you want to rename and right click on it
3. Select Rename from the shortcut menu that appears
4. Type the new name on top of the old name. As you type, the old name will
3.3. Deleting folders
The steps for deleting a folder are the same as for renaming a folder but you select
Delete rather than Rename from the shortcut menu above.
Follow these steps to delete a folder:
1. Open My Documents
2. Find the folder you want to delete and right click on it
3. Select Delete from the shortcut menu that appears
3.4. Rename directories
You can rename your folders at any time. To do this:
1. Right-click on a folder.
2. Left-click on Rename in the menu.
3. Type in the new folder name.
4. Press Enter on the keyboard to save the change.

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 Information Sheet 4 Moving Subdirectories between directories
4.1. Move subdirectories between directories
Sometimes it is necessary to move a folder to another location or folder. Here are two ways you
can do this. (Note that you can move a file in the same ways.)
4.1.1. Use ‘Move to Folder’
1. In window view, click once on the folder you want to move (so that it is selected).
2. In the window’s Toolbar click on the Edit menu and select Move to Folder.
3. Select the folder you want to move the selected folder to. To do this, scroll up or down
the list to find the target folder. You may also need to expand folders to find the folder
you want. To select the target folder, click on the folder name so that it is highlighted.
4. Click on the Move button.
Follow these steps to move a folder:

1. Open My Documents
2. Right click on the folder you want to move
3. Click on Cut in the shortcut menu that appears
4. Find the new folder you want to move your new folder into
5. Right click on an empty space in the new folder
6. Click on Paste from the shortcut menu that appears. The moved folder then becomes a
sub-folder of the new folder.
You can also move folders using the mouse. To do this put the mouse on a folder name, left click the
mouse button and keep it pressed down while moving the folder to a new spot. You release the
mouse when you are in the right spot.
4.1.2. Drag the folder to the new location
Another way to move a folder is to drag the folder to the new location:
• Click on the folder icon and keep the mouse button down as you drag the folder over the
top of the target folder. Release the mouse button when the target folder is highlighted.
OR
• Click-drag the folder into the window area of an open folder or drive window.
Follow these steps to drag a file to a new folder:
1. Go to My Documents
2. Find the correct folder and click on it to open it
3. Find the file you want and click on it
4. Attach the mouse pointer to the file
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 5. Use the left mouse button to drag and drop the file into the new folder
Information Sheet 5 Accessing Directories and subdirectories via different paths

1.1. Access directories on your computer

You can view folders on a drive and the contents of the folders through windows. Double-
clicking on a drive icon or a folder icon opens a window which shows you its contents.
Access directories and sub-directories
Figure 1 shows a view of the directories and sub-directories (folders) that are stored on a floppy
disk.

Figure 1: When the Customers folder is selected in the left frame its sub-folders are
listed in the right frame

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 1.2. Change the view of a folder’s contents
You can choose a different view (appearance) of the contents of a folder depending on what is
useful for you.

Figure 2: One folder and three files are contained in this folder

1. Click on the View menu of a window.

2. Select a view from the menu (Thumbnails, Icons, List, Details).
Try each of these to see the different views.

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 1.3. View a directory tree structure
Files and folders can be enclosed by any number of folders which creates a hierarchy or tree
structure. You can change the view of a folder window to see the directory tree structure. This
allows you to see the whole directory structure as well as the contents of any folder in one view.
An easy way to view the directory tree is to click on the Folders button on a window Toolbar
(see the window Toolbar in Figure 2). If you can’t see the Folders button on the Toolbar, click-
drag the right edge of the window to expand the size of the window and its Toolbar.
When you click on the Folders button the directory tree will appear in the frame on the left.
When you click on a folder its contents are listed in the right frame (see Figure 1 and Figure 3).

Figure 3: The folder CD Basement is selected in the left frame so that its contents can be viewed
in the right frame
In the left frame you can click on the arrow sign next to a folder to expand the folder—this will
also show you the contents of the folder (listed in the left frame) under the folder. Click on the -
sign next to a folder to contract the folder (to hide the contents of the folder).
To change the window view back to the original view, click on the Folders button again.

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