Reference :ins065 Issu e date :Current Classification :Media Originator :D.R.Sheward

Working with files and folders

Introduction Any work, that you want to return to at another time needs to be saved as computer file. Computer files are represented as small icons - different types of file have different icon designs. To make them identifiable, you name files and folders.

Folders Rather than having a long list of files, work related files can be organised and kept inside Folders (also known as directories). Folders can also hold other folders.

Storage locations Information Services computers have the following locations to save files to. • A folder called Student Temporary folder on the computers hard drive • A floppy disk that you can purchase from Information Services Student IT Help Desks or shops • The Home Directory (H:Drive) on the University's Central Computer system.

The student temporary folder Information Services have created a folder on all PCs called 'Student Temporary'. We recommend you work from this folder as it is faster and larger than a floppy disk.

Advantages • Free from any interruptions in service affecting the University Computer System.

Disadvantages • The contents of the student temporary folder are exclusive to the computer you are using, so you can't use a different computer and access the same files. • It is a temporary working area. Any student in the University who uses an Information Services PC can copy or read work left in the Student Temporary folder. The contents of the Student Temporary folder also get deleted periodically as part of the regular maintenance programme.

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Floppy disks Advantages • Flexible means of storage that you can carry with you and access from any PC.

Disadvantages • Continual use makes floppy disks unreliable, so they need to be replaced regularly. They can be damaged, lost or easily left behind in the computer. • Storage capacity isn't as great as the Student Temporary folder or Home Directory nor is its speed in accessing and saving files.

Home Directory (H:Drive) The Home Directory (also known as the H Drive) is a storage area for staff and students on the University's Central Computer System. Information Services have set up a folder for you on the Home Directory which is only accessible while you are logged onto an Information Services PC with your personal username and password.

Advantages • It is a secure area, provided you don't leave yourself logged in and keep your username and password secure. • It is accessible from any Information Services PC. • Information Services make back-ups of the Central Computer System.

Disadvantages • During any period of disruption in service, you won't be able to access your work. • If a disruption occurs while you are working from the Home Directory, the file will close instantly - you could lose unsaved changes or even damage the file irreparably.

Recommended procedure for working with and saving files • During your session you should work from and save files to the Student Temporary folder and save your work every 10 minutes or so. • Before you end your session, copy your work to the Home Directory, then onto a floppy disk, and finally delete it from the Student Temporary folder to prevent others copying your work. • When you resume your session, copy your work from the H:Drive or floppy disk to the Student Temporary folder.

Following this procedure minimalises the risk of: • Losing your work • Someone copying your work • Being unable to access your work during a disruption in service

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Storage capacities The space used by computer files is measured in units called BYTES. Like cms, metres, kms there are different units of byte, most commonly kilobyte and megabyte. • 1000 bytes equals 1kilobyte, commonly known as 1k • 1000k equals 1 megabyte, commonly known as 1 meg or 1Mb

What this means… • A typical 4 page assignment (without pictures) occupies on average 34k of space • Picture files tend to be quite large and usually take up hundreds of k of space.

The maximum storage limits are: • floppy disk - 1.4MB(1400k) • H: drive – 10MB • Student Temporary folder - the amount of free space on the computer, eg 65Mb.

Creating a file - Saving from Word XP® The procedure for saving work is virtually the same in all applications. 1. From the File menu, choose Save As…

2. Click in the File name box, and type a name for your file. (File names can be up to 256 characters in length and includes spaces.) 3. The standard location Word saves files to is the Student Temporary folder. Click Save. (If the Student Temporary folder isn't selected, click the Desktop icon on the left of the window, then double click the Student Temporary folder.) 4. Every 10 or so minutes, choose Save from the File menu to update your work. Computers can crash so you should save your work on a regular basis to avoid losing any unsaved work.

Tip: when you make major updates to your work, save the file under a different name to create a new file so you have copies of your work in different stages.

ins065/D.R.Sheward/Jan-08 Windows Explorer®

The application for working with files is called Windows Explorer. 1. Click the Start button at the bottom left of the screen. 2. Place the mouse on Programs, then Accessories, and choose Windows Explorer. The window is divided vertically into two sections.

The left side is used to display the disk drives on your computer and the folders on those disks.

The right side displays the contents of a selected folder or disk, which can be more folders or files.

Increasing window size From the top right of the window, use the maximise/minimise buttons.

For precise window resizing, 1. Position the pointer over the grey borders of the window. 2. When the pointer changes to a black double headed arrow, hold down the mouse button and drag the border in the direction of one of the arrows.

Changing the width of the viewable regions 1. Place the pointer over the grey bar splitting the window into sections. 2. When the pointer changes from an arrow to black left and right pointing arrows, hold down the mouse button and drag the bar.

Opening disks and folders (floppy, H, Student Temp) 1. Click the Desktop icon from the left of the window. 2. Double click the appropriate icon from the right side of the window.

or 1. Locate the item from the structure on the left. 2. Click once on the folder/disk drive. (Note the student temporary folder is contained within the Local Drive: C

ins065/D.R.Sheward/Jan-08 The contents of the selected item are displayed in the right side of the window.

Some folders down the leftside of the window, may have a small square containing a 'plus' symbol, indicating that they contain other folders.

Clicking the small square opens (expands) the folder to display of list of indented folders which may also contain folders.

Note that the 'plus' sign on the orginal folder changes to a 'minus' sign to indicate the item has been expanded. Clicking the 'minus' symbol closes (collapses) the list of folders.

Creating a new folder 1. Click on the disk or folder you want to contain the new folder. 2. From the File menu, choose New and then Folder. A new folder is created in the right window and given a temporary name of 'New Folder' highlighted in blue. 3. Type a name for your folder. This will overwrite the temporary name of 'New Folder'. Folder names can be 256 characters long and can contain spaces. 4. If the newly created folder isn't visible, choose Refresh from the View menu.

Renaming a file or folder 1. Using the RIGHT mouse button, click once on the file/folder you want to rename. 2. From the pop up menu, choose Rename. 3. The current name will be highlighted in blue. Type in a new name. 4. Press Enter or click on another file/folder to confirm the new name.

Searching for files or folders 1. Choosing a search area, as against searching every folder on the computer reduces the search time. Select an area by clicking an item, eg a folder or 'My Computer'. 2. From the Toolbar at the top of the window, click the Search button.

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Search functions replace the folders in the left side of the window.

3. Click in the space provided for 'Search for Files and Folders', and type your search. This can be the complete name of the file or part of it. For example you may only remember that your file is contains the word charts or contains history. 4. Click the Search Now button to start the search.

Files that meet the search criteria are listed in the right of the window.

5. To cancel the search and return to the folders view, click the Folders button from the Top of the Toolbar.

Selecting a consecutive list of files/folders: 1. Click on the first item in the list. 2. Hold down the Shift key and click on the last item in the list. Items inbetween these two points will be selected. 3. Release the Shift key.

Selecting a non-consecutive list Hold down the CTRL key and click each item you want to select.

Note: To deselect an item from the selection hold down the CTRL key and click.

Recommended way of copying work ins065/D.R.Sheward/Jan-08 1. Select the files you want to copy. 2. From the Edit menu, choose Copy. 3. Insert a formatted floppy disk into the computer. In order to copy files to a blank floppy disk it must have been formatted, see 'Working with Floppy Disks' (ins003) 4. Double click the A: drive icon on the left of the window. (If you have a folder on the floppy disk you want to copy your files into, expand the floppy disk icon.) 5. From the Edit menu, choose Paste. The files should appear in the right hand window. 6. Double click the Home Directory (H:Drive) from the left of the window. 7. From the Edit menu choose Paste. The files should appear in the right hand window. 8. Delete the files from the Student Temporary folder.

When you start a new session, copy the files you want to work on, from the Home Directory or floppy disk to the Student Temporary folder, using the above method.

Note: when you copy files, Windows detects files sharing the same name and ask if you want to overwrite them with later versions - once overwritten they can't be retrieved. If you are sure, continue, otherwise consider renaming the files.

Deleting files/folders 1. Select the items you want to Delete. 2. Press the Delete key on the keyboard. (The same Delete key that you use for logging on to the computers.) 3. Windows will ask for confirmation of the deletion, or if you want to move the item/s to the Recycle bin - click Yes to delete.

The Recycle Bin The Recycle Bin is a storage area for holding 'deleted' files which can be retrieved or permanently deleted. The Recycle bin's icon changes slightly if it's holding items.

Working with the Recycle bin 1. From within Windows Explorer®, double click the Recycle bin icon on the left. (Note you may need to scroll down to find it) 2. Select the items you want to work with. 3. To undelete items and restore them to their original location, choose Restore from the File menu. To permanently delete items, choose Empty Recycle Bin from the File menu.

Note logging out doesn’t empty the recycle bin.

Where to go for more help or information You can get further help from the Information Services Help Desks at:

ins065/D.R.Sheward/Jan-08 Thompson Library: 01782 294771 Brindley IT Centre: 01782 294135 Octagon IT Centre: 01785 353339

Online: www.staffs.ac.uk/ishelp Email: [email protected] (for all IT and Library queries)

Many documents are available on the web in pdf format at: www.staffs.ac.uk/uniservices/infoservices/documents/index.php

All Microsoft ® product screenshots and references are used by permission of the Microsoft® Corporation. Windows® operating system

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