The purpose of this article is to provide the beginner and



intermediate computer user with a clear understanding of

the computer's filing system: how electronic information

is stored and organized. Upon completion you will be able to

master all phases of file management, efficiently completing

tasks such as saving, moving, renaming and deleting files

including storing and backing up valuable information. End

result will be an organized and efficient filing system.

All of the information on your computer is stored in files.

There are two types of files: program files and data files.

Your electronic files can be likened to a paper filing system

in a filing cabinet, both being stored in a similar fashion.

In a filing cabinet paper documents are stored in file folders;

each given individual names. Information is grouped by subject

and all the data dealing with a particular subject is placed in

the same file folder and then placed in the filing cabinet.

These folders are then arranged in numerical or chronological

order, ensuring information is easily accessible.

Organizing and labeling files in this manner can be applied to

your electronic documents. Information is stored in individual

data files. Each document or data file has an assigned name.

Data files containing similar information can then be grouped

together in electronic file folders, and no two files in the

same folder can have the same name. Each folder is then assigned

its own label. The computer's filing cabinet is its hard drive

and floppy disks.

Windows Explorer is the file manager that allows you to view and

maintain your computer's filing system and keep it current.

Using Explorer, you can copy, move, delete, and rename files.

You can create new folders and subfolders to contain your growing

data.

The main window of the Windows Explorer is divided into two

display areas. On the left-hand side is the ALL FOLDERS pane

which displays all of the main directories and folders stored on

your computer. The right side or CONTENTS displays the contents

of your selected drives or folders.

You can use Windows Explorer to view the contents of your hard

disk. Load Windows Explorer by clicking on START, go to

PROGRAMS and then Click Windows Explorer. In the left pane,

click the letter that indicates your hard disk; usually this

is a represented by a (C:) The contents of your hard disk (drive)

appear in the right pane.

Folders can contain both files and more folders. Some of these

are associated with specific programs. These are the program

files placed on your system when you install a new software

program. Other folders can be set up by the user, these files

are called data files and can be stored in organized, logical

areas. To display the contents of any folder, click the folder

in the Directory Tree (left) pane so that it opens. Contents will

be displayed in the right pane.

Files are normally arranged alphabetically. You can also

arrange files by type, date, or size. Click the View menu, and

then select Arrange Icons. A submenu comes up from which you

can choose different arrangement options. This feature can be

useful in finding files, when the name is not clear.

A paper filing system is maintained on a regular basis as

business changes and grows, so should you regularly maintain your

computer's filing system. You will want to discard documents as

they become out of date. You will find the need to move folders

and/or documents to another location. You may even want to rename

a file. Windows Explorer provides many commands that help you

create and maintain a filing system specifically suited to your

personal needs. Below are listed some of the commands on the file

menu that will aid you in keeping your filing system in order.

Important File Menu Commands for File Management

1. New -- To create a new folder of subfolder

2. Delete -- To delete a file or folder

3. Rename -- To change the name of a file or folder

To save a file click on FILE in the menu bar, select SAVE. In

the dialog box type the name you want to give the file and click

on the Save button. The document is now saved on your hard disk.

To create a new folder in Windows Explorer click once on hard

drive icon (usually (C) to make it active. In this way the new

folder won't become a subfolder of another folder). Click FILE

on the menu bar, select NEW and click FOLDER. A new folder will

be created. The new folder is highlighted so you can type in a

name for the folder.

Notice in the left pane of Windows Explorer that there are plus

signs to the left of some of the folders. If you click on a plus

sign it will change to a minus sign and several subfolders are

displayed under the the folder icon. Still some of these folders

may have a plus sign indicating subfolders within then. Click on

the different folders in the directory tree, and watch how the

tree will continue to expand and display its different branches

of folders and subfolders

Files can be easily deleted. First select the folder in which

the file is being stored by double clicking on it. Remember the

folder will be on the left side of the Explorer window. The

files will now be displayed in the right pane. To delete the

file, click on the file icon or the file's name. Click FILE on

the menu bar and click the DELETE command. A dialog box appears

asking you to confirm that you want to delete the file and send

it to Recycle Bin. This is an safeguard to double-check your

command to delete the file. Click the Yes button to confirm your

decision. The file will be removed from your folder and placed

in the Recycle Bin where it is stored should you decide to

restore the file at a later time. The dialog box and the recycle

bin both protect against deleting a file by mistake.

When renaming a file there are a few things to consider. Files,

like folders, can contain up to 255 characters excluding the

/:*?"<> characters.

Do "NOT" change the last 3 characters (extension) of the

filename. Windows looks at this extension to associate the

document with a specific application.

To change a file name, first select the particular file. For

example: say you have a file named "FOLLOWUPS" and you would

like to change the name to "FOLLOWUP LETTERS". Select the

"FOLLOWUPS" file in your contents window (right side of Explorer

window). Click on the File menu and select RENAME. The file name

becomes encircled indicating you can now type in the new name.

You can now type in "FOLLOWUP LETTERS" and you have successfully

changed the file name.

Until you become an advanced user I would suggest that you avoid

moving program and system files. However, your personal data

files you can rearrange to to meet your filing needs. Select the

file or folder you want to copy or move. You can do this with more

than one file or folder at a time. To select nonadjacent items,

hold down CTRL key and click the items you want to select. For

adjacent items hold down the Shift key while you select the

items.

On the Edit menu, click Copy to copy the file, or click Cut to

move the file. Double-Click the folder in which you want to

place

the file that is being moved or copied. On the Edit menu, click

Paste. The file will now appear in its new location.

The drive and folder containing the files to be copied are

called the source drive and source folder. Respectively, the

drive and folder to which the files are to be copied are called

the destination drive and destination folder.

The method of copying files to a floppy disk is the same

procedure as copying a file to a folder. Select the file to be

copied, go to the Edit menu and click Copy: Select 3? Floppy:A

as your destination drive by double-clicking on its icon. On

the file menu select paste and the file will be copied to the

floppy disk. It is a wise to make backup copies of your important

files on a floppy disk. In the event of a computer crash or

should you accidentally delete an file, valuable information

will not be lost.

To find files in Windows Explorer, click on TOOLS in the menu

bar. When the tools drop down menu appears select FIND and then

click on Files and Folders. The Find: All Files dialog box

appears. Type the name of the file you are trying to locate in

the Named box. Click the Find Now button. Windows is now

searching for the file indicated by the rotating magnifying

glass under the New Search button.

In summation:

Windows Explorer is the application program that allows you to

view the contents of the computer, the hierarchy of folders on

the computer, and the files and folders in each folder.

Windows Explorer allows you to manage your electronic filing

system to suit your preferences. You can copy, move, rename, or

delete files and create back-up files on a floppy disk. As you

create new folders, strive to develop a filing system that will

allow easy access to all your computer projects.

As you create new files and folders, you many want to move

them or copy them to a different location. Until you become an

advanced user avoid moving program files.

When trying to locate a file remember you can use the Find

command in Windows Explorer. You can also use the Find command

on the start menu, which will also open the Find Files and

Folders dialog box.