File Management

Chapter 6
The learners will be able to:
• Access File Explorer
• Navigate in a File Explorer
• Manage files and folders
• Know the different file extension
• Understand about the function of the Recycle Bin

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FILE EXPLORER

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• On your computer there are many programs (applications).
• These applications have many files, each of which has
instructions on how the application should work.
• In addition to all these files, these are the personal files that
users create such as reports, letters, budgets, accounts etc.
• To make the best use of your computer you must know how
to find and organize these files.
• File Explorer is one area where you can view the file
structure of your computer.
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Ways to access File Explorer:
Method # 1:
• Right-click on the Start button and
• select Open File Explorer

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Method # 2:
• Double-click Computer in the Desktop

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Method # 3:
• Click on the File Explorer icon on the Taskbar

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Method # 4:
• Click on the Start button,
• Click the File Explorer icon

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Navigating within File Explorer

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• When you open a folder, you see it in a window.
• The various parts of this window are designed to help
you navigate around Windows or work with files,
folders, and libraries more easily.
• Here's a typical windows and each part:

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1) Navigation Pane
2) Back, Forward,
and Up Buttons
3) Ribbon
4) Address Bar
5) File List
6) Column Headings
7) Search Box
8) Status Bar
9) Details Pane
10) Preview Pane
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• You can use the navigation pane (the left pane) to find
files and folders.
• You can also move or copy items directly to a destination
in the navigation pane.

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• If you don't see the navigation pane on the left side of an
open window,
• click View,
• Click the down arrow in the Navigation Pane icon, and
• then check Navigation pane to display it.

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Folders

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• In order to assist in storing and finding
files and programs on the hard disk,
Windows uses Folders.
• Any storage device, hard disks, flash
disks or CD-ROM/DVD-ROM, can be
split into many folders, each containing
all the files related to a specific task or
program.
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• A folder may also contain other
folders, thus sub-dividing the
disk even further.
• The concept is much like
organizing a filing cabinet by
having separate drawers and files
for each particular task.

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To select a folder or file:
Method #1 (using the mouse):
• Click the desired folder or file using the mouse

Method #2 (using the keyboard):

• Tap the Tab key and
• use arrow key in the keyboard until it reaches the
desired folder or file

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Creating a Folder
To create a folder for your file, there are many
methods to choose from.
Method #1:
• Point to the Right pane
• Right-Click the mouse and
• Select New, an extension menu would appear
• Click Folder
• Type your desired folder name
• Press Enter key
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Method #2:
• Click New Folder in the window’s toolbar
• Type your desired folder name
• Press Enter key

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Files

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• A file is an object on a computer that
stores data, information, settings, or
commands that are used with a
computer program.
• In a graphical user interface (GUI) such as
Microsoft Windows, files are shown as
unique icons that relate to the program
that opens the file.

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• File types are represented by a 3- or 4-character file
extension after a file name and tell the computer system
what type of file it is.
• When a file is created by an application, e.g.
spreadsheet, the default file extension is added
automatically

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Here are some of the common file extension names
File extension Description
.doc or .docx Word document
.ppt or pptx PowerPoint presentation
.xls or xlsx Excel spreadsheet
.avi, .mpeg Video files
.exe Executable file, i.e. a program
.jpg, .tif, .gif Image files
.tmp Temporary file. One used by the system during a process and
then deleted automatically
.txt, .rtf Generic text files.
.wav, .mp3 Audio or Sound files
.zip A compressed (zipped) archive file. These are described in a
later Section 25
Folder and File View

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You can change the size and appearance of your files and
folders by using the Views button located on the toolbar of
every open folder.
To change how items appear on the folder or drive,
• Open the folder or drive that you want to change.
• Click the View tab
• Select among the view options to change the
appearance of your files and folders.
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Selecting Files and Folders

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Before you move, copy or delete files and folders, they must
be selected so that Windows (and the computer) knows
which files and folders to work with.

In File Explorer, you can select multiple files and folders by

combining the use of the keyboard with the mouse

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Single Selection point your mouse over the item you want to
select and click once. The item will be
highlighted (usually blue highlight)
Scattered Selection • hold down the CTRL key and then
• click on each item you want to select
Block Selection • click on the first item you want to select,
• hold down the SHIFT key and then
• click the last item to be included in the
selection
Selecting All • To select everything in a folder, use the
EDIT MENU, SELECT ALL option, or
• the keyboard shortcut - CTRL+A 31
Copying and Pasting Files

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• Copying is a typical Windows function.
• It does not damage or remove the selection being
copied.
• Copying important files from the hard disk to a different
drive, usually to a flash disk is known as creating a
backup.
• These backup copies will be invaluable if the original
data is ever lost or corrupted, due to virus action,
accidental deletion or catastrophic hard disk failure, for
example. 33
• To place the copy in a new location is known as pasting.
• There are different methods of copying and pasting in
File Explorer,

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To copy file(s) or folder(s), first select the file(s) or folder(s) and
then choose one of the following:
Method # 1 (using the Menu):
• Click on the Home menu,
• Select the Copy icon

Method # 2 (using keyboard shortcut):

• CTRL + C;

Method # 3 (using the shortcut menu):

• Right-click on the selected item using the mouse and
• Select Copy from the shortcut menu. 35
To place or paste a copy of the file(s) or folder(s) in the new
location, navigate to the new location then paste using one of
the following:
Method # 1 (using the Menu):
• Click on the Home menu,
• Select the Paste function

Method # 2 (using keyboard shortcut):

• CTRL + V;
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Method # 3 (using the shortcut menu):
• In the position where you want the item to be pasted, click
with the right mouse button and
• select Paste from the shortcut menu

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Moving Files and Folders

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File Explorer gives you the facility to move your files and
folders to other areas if you need to.
You can do this using the Cut and Paste method.
Cutting and pasting are also typical Windows functions.
Cutting means moving something (this can be a file or folder if
working in File Explorer)
Pasting is the action of bringing back the cut item in its new
location.
There are different methods of cutting and pasting inside File
Explorer. 39
To cut a file(s) or folder(s), first select the file(s) or folder(s) and
then choose one of the following:
Method # 1 (using the Menu):
• Click on the Home menu,
• Select the Cut function;
Method # 2 (using the keyboard shortcut):
• CTRL + X;
Method # 3 (using the shortcut menu):
• Click on the selected item with the right mouse button and
• Select Cut from the shortcut menu 40
To move or transfer the file(s) or folder(s) in the new location,
navigate to the new location then paste using one of the
following:
Method # 1 (using the Menu):
• Click on the Home menu,
• Select the Paste function;
Method # 2 (using the keyboard shortcut):
• CTRL+ V;

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Method # 3:
• In the position where you want the item to be pasted, click
with the Right mouse button and
• select Paste from the shortcut menu

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Renaming Files and Folders

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• Files and Folders can be renamed to help with their
management.
• Care should be taken not to change file extensions
when renaming, as file extensions determine what
application is used when a file is opened.

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To do it,
Method #1:
• Right-click the mouse button to the file that you
want to Rename.
• Click Rename. Notice that the name of the file or
folder was being highlighted.
• Change the name with your desired name.
• Press Enter

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Method #2:
• Click the file(s)or folder(s) that you want to rename
• Click Home in the Menu bar
• Select Rename. Notice that the name of the file or
folder was being highlighted.
• Change the name with your desired name.
• Press Enter
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Deleting Files and Folders

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Files and folders can be deleted in four main ways:
Method # 1:
• Select the item(s), then
• Press the <Delete> key
Method # 2:
• Select the item(s),
• Right-click within the highlighted item(s) then
• Select Delete.
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Method # 3:
• Select the item(s),
• Click Home button on the Menu bar, and
• Select Delete from the menu.

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The result of deleting a file depends on its location.
If the file is deleted from the hard disk, there is a
confirmation check, and then the file is moved to the
Recycle Bin.
If the file is on a removable disk (e.g. flash disk), a
message is displayed checking if the user is sure that the
file is to be deleted, then it is deleted permanently.

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Recycle Bin

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The recycle bin is an icon on the Windows desktop that
represents a directory where deleted files are temporarily
stored

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• When files or folders are deleted, they are not instantly
removed from the hard disk.
• They are held in the Recycle Bin, whose icon can be
seen on the Desktop.
• All deleted items, except from the removable disk, are
stored there until the Recycle Bin is emptied.
• Until then, the files can be restored.

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• The Recycle Bin is situated on the Desktop and the icon
changes according to whether it contains any files
or if empty

• To show the content of the Recycle bin or deleted file,

just double-click on the Recycle Bin icon.
• The Recycle Bin window opens, showing a list of all
items that have been deleted
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If we accidentally deleted a file or folder and it may be stored
in the Recycle Bin, we still have the chance to restore it. By,
• Opening the Recycle Bin,
• Click the file/folder that you want to restore. And (choose
among the given options)
Method # 1:
• Click Restore this Item from the toolbar
Method # 2:
• Right-click on the item, and
• Select Restore button 55
The file is removed from the Recycle Bin and placed
where it was before deletion.

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Files in the Recycled Bin also occupy a space from the hard
disk depending on its capacity.
To free some space of the disk, you have to empty the
Recycle Bin. To do this:
1) Click with the right mouse button on the Recycle Bin icon.
2) From the shortcut menu, select Empty Recycle Bin (if there
are no files in the Recycle Bin, this option is not available).
A confirmation message appears.
3) Clicking Yes would permanently remove all contents of the
Recycle Bin
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PRACTICE 2
1. Open File Explorer
2. Click on the Libraries in the Navigation Pane and open Documents in the
right pane
3. Create a New Folder on this Documents folder and rename it with your
complete name
4. Inside your newly created folder, create a new text document and rename
it with “TEST” file name
5. Copy this newly created file and click Desktop on the Navigation Pane
6. On the right pane of the Desktop, paste the copied file
7. Go back to the Documents folder and delete your created folder.
8. Click again the Desktop from the Navigation pane and delete your created
file.
9. Open the Recycle Bin, and Restore your created folder. 58