Microsoft Office 2003 Illustrated Introductory, Second Edition

1
Microsoft Office 2003- Illustrated Introductory,
Second Edition
Working

• with Programs, Files, and Folders

2
Objectives

• Create and save a WordPad document
• Open, edit and save an existing Paint file
• Work with multiple programs
• Understand file management
• View files and create folders with My Computer

3
Objectives

• Move and copy files with My Computer
• Manage files with Windows Explorer
• Search for files
• Delete and restore files

4
Unit Introduction

• Most of your work on a computer involves using
  programs to create files
• Working with files and the programs used to
  create them, you can create new files, open and
  edit existing files, and copy and paste data from
  one file to another
• You can use My Computer or Windows Explorer to
  manage your files, or create shortcuts to files
  from the desktop

5
Creating and Saving a WordPad Document

• When you open most programs, a new blank document
  opens, in which you can begin typing
• While the computer is on, your work is
  automatically, and temporarily, stored using the
  computers Random Access Memory (RAM)
• To store a document permanently, you must save it
  as a file, which is a collection of information
  with a unique name and location
• Files can be saved on a hard disk, floppy disk,
  CD-ROM, or Zip disk
• File names can use up to 255 characters

6
Creating and Saving a WordPad Document (cont.)

• To create a new WordPad
• document
• Start WordPad
• Type the document as you wish it to appear
• To select text you wish to format, click to the
  left of the word, then drag to the right until
  the text is highlighted
• Use the Formatting toolbar to change the font,
  font size, or add effects such as boldface

Formatting toolbar
7
Creating and Saving a WordPad Document (cont.)

• To save a file for the first time
• Click File on the menu bar, then click Save As or
  Save
• In the Save As dialog box, type a new filename,
  then click Save

8
Opening, Editing, and Saving an Existing Paint
File

• To open a Paint file
• Click the Start button on the taskbar, point to
  All Programs, point to Accessories, then click
  Paint
• Click File on the menu bar, then click Open
• In the Open dialog box, click the Look in list
  arrow, then click the drive and folder where your
  file is located
• In the file list, click the file, then click Open

9
Opening, Editing, and Saving an Existing Paint
File (cont.)

• To edit a Paint file, use the buttons in the
  Paint Tool Box

10
Opening, Editing, and Saving an Existing Paint
File (cont.)

• To save a file with the same name
• Click File on the menu bar, then click Save
• OR
• Click the Save button on the toolbar
• OR
• Press CtrS

11
Working with Multiple Programs

• A powerful capability of Windows is that it can
  run more than one program at a time
• Even if files were created in two different
  programs, you can copy data from one to another
• A program button on the taskbar represents any
  window that is open on the desktop

12
Working with Multiple Programs (cont.)

• To copy text or objects from one program to
  another
• Select the text or object you want to copy
• Click Edit on the menu bar, then click Copy
• Click the program button on the taskbar for the
  destination file
• Click in the file where you want the copied
  information to appear
• Click Edit on the menu bar, then click Paste

13
Working with Multiple Programs (cont.)

• Other cutting, copying, and pasting methods

14
Other Programs that Come with Windows XP

• Other Windows accessories include
• A calculator
• Windows Movie Maker (used to create, edit, and
  share movie files)
• An Address Book
• NetMeeting (used to set up a voice and/or video
  conference over the Internet)
• Remote Desktop Connection (allows another person
  access to your computer to diagnose or solve
  computer problems

15
Understanding File Management

• File management is organizing and keeping track
  of files and folders
• A folder is a container for storing programs and
  files
• Windows has two file management programs, both of
  which have two panes in order to display folders
  and task options
• My Computer
• Windows Explorer

16
Understanding File Management (cont.)

• File management can help you do the following
• Create a new folder so you can reorganize
  information
• Examine and organize files and folders in a file
  hierarchy
• Copy, move, and rename files and folders
• Delete files and folders you no longer need and
  restore files you delete accidentally
• Locate a file easily with the Search feature
• Create shortcuts to files and folders

17
Understanding File Management (cont.)

• Sample file hierarchy

18
Viewing Files and Creating Folders with My
Computer

• To open My Computer and view files and folders
• Click the Start button on the taskbar, then click
  My Computer
• Click an option in the left pane to perform tasks
  related to the folders contents
• Double-click a drive or folder in the right pane
  to display its contents in the right pane

19
Viewing Files and Creating Folders with My
Computer (cont.)

• My Computer window

Standard Buttons toolbar
Icons represent folders and drives
20
Viewing Files and Creating Folders with My
Computer (cont.)

• To create a new folder, select the location where
  you want the new folder, create the new folder,
  then name it meaningfully, so you can know its
  contents by reading the name
• To create a new folder
• Navigate to the folder where the new folder will
  be stored
• Click File on the menu bar, point to New, then
  click Folder
• Type the folder name, then press Enter

21
Viewing Files and Creating Folders with My
Computer (cont.)

• Standard Buttons toolbar buttons in My Computer

22
Moving and Copying Files with My Computer

• Copying a folder leaves it in the original
  location and creates a duplicate in a new
  location
• Moving a folder relocates it
• The Common Tasks pane in My Computer displays
  options such as Move this file
• You can also right-click a file and use the Send
  To command
• This can be used to back up files to another
  location, such as a floppy disk

23
Moving and Copying Files with My Computer (cont.)

• If both the file and folder are visible, you can
  simply drag the file to the new location to copy
  it

Folder where the file is being moved
File being moved
Common Tasks pane
24
Moving and Copying Files with My Computer (cont.)

• To move a file
• Select the file(s) to move
• Click Move this file or Move the selected items
  in the File and Folder Tasks pane
• In the Move Items dialog box, navigate to the
  drive and folder where you want the file(s)
  moved, then click Move

Two files selected to be moved
Folder to which files will be moved
25
Moving and Copying Files with My Computer (cont.)

• Techniques for selecting multiple files and
  folders

26
Managing Files with Windows Explorer

• Windows Explorer differs from My Computer,
  although the tasks you can perform are the same
• The Folders pane allows you to see and manipulate
  the overall structure of the contents of your
  computer
• You can change Windows Explorer to display the
  Files and Folders task pane, or My Computer to
  display the Folders pane

27
Managing Files with Windows Explorer (cont.)

• To open Window Explorer and view files and
  folders
• Click the Start button on the taskbar, then click
  Window Explorer
• Click a folder in the left pane or double-click a
  folder in the right-pane to display its contents
  in the right pane
• Click the Expand or Collapse indicators in the
  left pane to display or hide subfolders in the
  file hierarchy
• To change the display of the files and folders in
  the right pane, click View on the menu bar, then
  click the appropriate option
• To rename a folder, right-click it in either
  pane, click Rename on the shortcut menu, type the
  name, then press Enter

28
Managing Files with Windows Explorer (cont.)

• Windows Explorer Window

Collapse indicator
Folders pane
Expand indicator
29
Searching for Files

• The Search Companion
• Can help you find files and folders
• Opens in the Search Explorer bar
• Gives you the option to find files or folders by
  name, location, size, types, and date created or
  last modified
• Is also accessible from the Start menu

30
Searching for Files (cont.)

• To open the Search Explorer bar
• Click the Search button on the Standard Buttons
  toolbar
• Choose a search option method in the Search
  Explorer bar
• Type the search criteria in the text box
• Click the Look in list arrow to choose a new
  location if necessary
• Click Search
• The Search program finds the files and folders
  that match the criteria

31
Searching for Files (cont.)

• Getting ready to search

Search button
Search Companion pane
32
Searching for Files (cont.)

• Specifying search options

Enter search text here
33
Accessing Files, Folders, Programs, and Drives
You Use Often

• You can create shortcuts, which are icons that
  represent an object stored somewhere else
• Shortcuts can be placed on the desktop
• Double-click a shortcut to open the object or
  program it represents
• To create a shortcut
• View the item in My Computer or Windows Explorer
• Drag using the right-mouse button to the desktop
• Click Create Shortcuts Here on the shortcut menu

34
Accessing Files, Folders Programs, and Drives You
Use Often

• You can also pin items to the Start Menu so that
  they are always at the top left side of the menu
• To pin an item, open the Start menu, view the
  item you want to pin, right-click the program
  name, then click Pin to Start menu

35
Deleting and Restoring Files

• You can delete, or remove, items you no longer
  need
• If you delete a file or folder from the desktop
  or from the hard disk, it goes to the Recycle Bin
• The Recycle Bin stores all items you delete from
  your hard disk
• You can restore it if necessary
• If you delete a file from a floppy disk it cannot
  be restored

36
Deleting and Restoring Files (cont.)

• Methods for deleting and restoring files

37
Customizing your Recycle Bin

• You can adjust Recycle Bin settings by
  right-clicking the Recycle Bin on the desktop,
  then clicking Properties on the shortcut menu
• Settings options include
• Deleting files from the hard drive immediately
  instead of placing them in the Recycle Bin
• Increasing or decreasing the amount of space
  allotted to the Recycle Bin by moving the Maximum
  Size slider