File & Folder Management

Part 2

Designed by Duba
 Learning Objectives (Re-Cap)
Learning Outcome Assessment Criteria GCF
Demonstrate an Navigate Windows e.g. exploring the desktop 1, 2
ability to use an
operating system Open and close application software from the desktop 2
such as Windows to
perform key Using File Explorer, perform various folder and file management operation 3
operations on a such: Opening, Closing, Saving, Renaming, Copying, Moving, Deleting,
computer Organising etc

Find and Access folders and documents to and from and storage device such 4, 5, 10, 11
as hard rive, network drives, The Cloud (One Drive), Flash drive

Use Keyboard Shortcuts to improve productivity 8

Designed by Duba
Accurately interpret file properties such as extensions, size, file paths
Compress files & folders using utilities such as Zip.

https://edu.gcfglobal.org/en/windowsbasics/
2
Working with Folders and Files

Designed by Duba
 Folder icons represent real folders

Word processor used as electronic paper

Spreadsheet programs can replace

Designed by Duba
hardcopy ledgers and calculating
devices

4
File Explorer - A Built-in Windows App
• Purpose is to View and Organise files and folders
• To Open, Click on File Explorer on the Taskbar or, click the Start
button and Search for File Explore

Designed by Duba
 Folder & File Representation

Designed by Duba
6
To Open a Folder / File
• Locate the File on your computer
• A number of ways to Open a Folder or File:
• Double-Click the folder / file
• Right click | Left click Open
• Open the Application and search for the file

Designed by Duba
 1.1 Storage Locations
• Various locations on a computer that can be used to store
information:
• Hard Disk which uses a Hard Disk Drive (HDD)
• Compact Disc/DVD which uses a CD/DVD drive (Compact Disk Drive)
• USB flash stick (Universal Serial Bus) which uses a USB Flash Drive
• Network Server which is accessed through a Network Drive (e.g.
Everyone/V: drive, and the L: Drive/Student Drive)

Designed by Duba
8
 A computer distinguishes one drive from another by assigning each a
drive letter

CD/DVD Drive
Hard Disk Drive
e.g. (F:)
e.g. (C:)

Network Drive
illustration e.g.

Designed by Duba
(S:)
USB Flash Drive
(V:)
e.g. (E:)
(L:)

9
 Network Drives (The V:Drive and the L:Drive)

The blue lines shows

how much space you
have utilised on the
disk

Notice this the L:Drive

Has my name above it.

Designed by Duba
It should have your Student
Number where my name is.

10 V:Drive L:Drive
 The L:Drive and the V:Drive
The L:Drive and V:Drive are two network drivers that are available
to students on the UFH campus.
• The V:Drive
• It contains many folders that are created by lecturers for various
modules/courses.
• Lecturers put learning material and other resources for students to access.
• Students should look for folders that are relevant to their modules and
open them to see all the resources that are provided by their lecturers.

Designed by Duba
• Students cannot create folders in this location as they do not have the
permission to do so.

11
 Continued
• The L:Drive
• The L:Drive is network drive provided for students to store their school
work.
• A student must log into the computer using their credentials in order to
access an L:Drive that is under their student number.
• Storing your work on the L:Drive ensures that you can access it from any
computer on campus (but not off-campus).
• Students are encouraged to create folders in this drive and save their work
there.

Designed by Duba
12
 Where not to save your files and folders

• Inside System Files

• On the Desktop
• System Software should generally not be stored on portable
devices such as USB Flash Stick and CD
• You cannot save your files and folders on the V:Drive. As a
students, you do not have the permission i.e. the V:Drive
would not allow you to save or delete anything

Designed by Duba
13
 Where to store your files and folders

• On your own computer but not on campus computers in the Labs

• The Hard Disk Drive: Windows OS provides several different folders that
users can use to store different types of files:
• Documents – a folder for storing document types of files such as Word, PDF and Excel
file types
• Music - a folder for storing music files such as MP3 and WAV file types
• Video – a folder for storing music files such as MP4, FLV and AVI file types
• Pictures – a folder for storing images such as GIF, JPEG and BMP file types
• Advantages of storing files on your computer i.e. HDD

Designed by Duba
• The Hard Disk is more reliable than other storage devices
• You will have access to your files as long as you have your computer

14
 System Files
• There are files that the Windows Operating System needs to use when the
computer is turned on or booted up. These are files that enable to
computer to function and remain stable.
• These files are stored in hierarchy of folders or file system.
• It is a system of folders that contain other folders (subfolders)
• These files are usually stored in drive C or C:Drive (which is the hard disk),
in what is called the root directory.
• The root directory contains system files.

Designed by Duba
• You should not store your files in the root directory as it may interfere
with Windows or other programs.

15
Designed by Duba
Demo

16
 Designed by Duba
The default folders encircled are actually inside the C:Drive, even though
they may appear to be outside it as shown above.
17
 Where to store your files

• You can store your files and folder on any other storage
device that you deem suitable e.g.
• A portable External Hard Drive or Flash Stick would be suitable if
you want to go print documents at an internet café
• A network drive, such as Google Drive, is more suitable if you want
to access your files from any location through the Internet.
• On a university computer i.e. in the labs, you can store your files on
the L:Drive.

Designed by Duba
18
 19

How to create and name a

folder

Designed by Duba
Files and file paths

• A file, often referred to as a document, is a collection of data

that has a name and is stored on a computer.
• Knowing how to save, locate and organize computer files
makes you more productive when working with a computer.
• You organize files by storing them in folders.
• File Path – a file path shows the location of a file on a
computer and leads you through the file and folder

Designed by Duba
organization to the file e.g.
• This PC > Music > Phil Collins > Everyday.mp3
OR
• This PC > USB Drive (E:) > Phil Collins > Everyday
 Accessing Network Drives on Campus

Click Start button

Designed by Duba
21
 When the Start button is
clicked
this menu appears. Click
Computer or This PC
on this menu (Depending
on the Operating System)

Designed by Duba
22
 File Names and File Extensions
• A computer file name typically has 3 parts:
• The main part – the name that you provide when you create or save the file
• Dot – a period (.) that separates the name that you provide and the file extension.
• File extension – usually 3 or 4 characters that follow the dot in the file name.
• The file extension helps you and the computer identify the file e.g.
• Everyday.mp3 – identifies this file as a music file
• Everyday.docx – identifies this file as a document
• Everyday.jpeg – identifies this file as a picture

Demo

Designed by Duba
• Windows keeps track of extensions, but may not always display them.
• You computer must have an Application that is suitable for a specific file type in
order to be able to open that file.
• There are no file extensions for Folders

23
 How to create and rename a folder

• Note that you have been advised

to create folders in your L:Drive
• Refer to slide no.8 on how to find
your L:Drive
• Follow these steps once you are
in the L:Drive:
• Right click on a blank space in the
middle of the window

Designed by Duba
• Hover your curser over the word
‘New’ on the menu that pops up
• Click ‘Folder’ on the menu that
appears

25
 Renaming a folder
• The folder that is created from the
previous step has the default name
‘New folder’
• To rename the new folder, right
click on it, choose ‘Rename’ on the
menu that appears, and type a new
name of your choice for that folder

Designed by Duba
26
 Saving a file in a specific folder
• In the previous section I created a folder and named it ‘My Renamed Folder’ in
my L:Drive.
• The goal now is to save a file into that folder:
1. Open a new Word document
2. Click the ‘File’ tab
3. On the menu that appears, click ‘Save As’
4. A dialogue box will appear. On the left pane, click ‘My computer’
5. The several drives available you will appear on the main window of the dialogue box.
Double click the L:Drive to open it

Designed by Duba
6. Find the folder that you want to save the document in (My Renamed Folder in this
example)
7. In the file name text box of the dialogue box type the name that you want to give to
the document (I will write ‘My First Assignment’ for this example DEMO
8. Click the Save button
27
Designed by Duba
28
 Designed by Duba
End

29