Managing Files with Windows Explorer

Windows XP uses a program called Windows Explorer to manage files. Windows Explorer lets you view all the files to which you have access, whether they are located on the hard drive or stored on a disk. You can open Windows Explorer by selecting its icon from the tool bar or by clicking on the Start button and selecting Windows Explorer from the Programs menu.

OPENING FILES
To open a file, just double-click on the icon for the file in the Windows Explorer window. You can also open files by choosing Open from the File menu on the top menu bar.
COPYING FILES TO AND FROM A DISK
In the computer classroom, we sometimes use Windows Explorer to copy—and therefore save—files to and from disks because it allows us to see multiple drives simultaneously. To copy to or from a disk, you will need to click and drag files or folders from one location to another.
COPYING TO A DISK
  1. Insert your disk into the A: drive.
  2. Using Windows Explorer, find your file, making sure that the icon for the document is visible in the right-hand window.
  3. Click and drag the document icon from the right-hand window, releasing it when it rests exactly on top of the 3½ floppy [A:] icon. Before dragging your document icon, you may have to scroll up within the left-hand window to see the 3½ floppy [A:] icon.
  4. You will see a message that tells you the file is being copied.
  5. Check that your document has been copied by clicking on the 3½ floppy [A:] icon in the left-hand window; the contents of the disk will be listed in the right-hand window.
COPYING FROM A DISK
  1. Insert your disk in the A: drive.
  2. Show the contents of the disk by clicking on the 3½ floppy [A:] icon. The files on your disk will be listed in the right-hand window.
  3. Make sure that the folder into which you want to save this file is visible in the left-hand window.
  4. Click and drag the icon for your file from the right-hand window over to the folder in the left-hand window. Release the mouse when the file icon rests directly over the folder icon.
  5. You will see a message telling you that the file is being copied.
  6. Double-check that the file copied correctly by clicking on the folder icon in the left-hand window.
MOVING AND COPYING FILES ON THE NETWORK DRIVE
You can move a file by clicking on the file’s icon and dragging it to a new location. To copy a file, click on the file’s icon and choose Copy from the Edit menu. You can put the copied file in a new folder by clicking on that folder’s icon and choosing Paste from the Edit menu.
Finding a Misplaced File
If you have logged into the computer properly, your work will be automatically stored in your class directory. However, we make mistakes, and looking for a lost file can drive you crazy. Windows provides an easy way to find a file: the Search function. To find a misplaced document, open Windows Explorer or click on My Computer. Click the Search button on the icon toolbar. You will be presented with a search companion window. Typically, you will select Documents under the What do you want to search for? options. You can then modify the search, based on the information you know, using basic and advanced search options.

Basic Search Options:
Last time it was modified: You can search the computer for files created or modified on a particular date or within a particular period of time.
All or part of the document name: You can search for the document by exact or partial file name. If you forgot to name the file, the computer named it using the first few words of the document.
Advanced Search Options:
A word or phrase in the document: If you cannot remember the file name, you can search by typing some of the text contained in the document (your name, the essay’s title, etc.).
Look in: You can search for the document by location. If you forgot to save to your class folder, the C: drive should be the first place you look. Remember, though, that you will need to search the C: drive of the exact computer you were working on when you created the document. If you saved to the wrong subfolder in your class folder, you can choose to search your class folder on the L: drive.
What size is it?: You can look for small, medium, or large files. Most word-processed documents will fall in the small to medium range.
More Advanced Search Options:
The series of More advanced search options checkboxes allows you to search within subfolders (within all subfolders in a single class folder, within all class subfolders on the C: drive, etc.) and to do case sensitive searches.

Disk Handling and Care

When you are enrolled in a CIC class, your instructor will ask that you bring at least one floppy disk to the computer lab with you each day. You can purchase a disk in the computer lab for $1.00. Disks are fragile, and you must take a few precautions when handling them. The following is a list of suggestions for the daily handling of your disks.

  • Do not touch the film portion of any computer disk. Information can be erased, or the disk may no longer function.
  • Do not store your disk near your cell phone. Information can be erased or scrambled.
  • Protect your disk from damage by keeping it in a small plastic carrying case or in a separate pocket of your backpack.
  • If you do not have a plastic disk carrying case, avoid exposing your diskettes to magnetic devices. This includes the detectors at all exits in the libraries. Magnetic fields can damage diskettes, making files inaccessible.
  • Keep your disk away from food or drinks. Spilling a cup of coffee on a disk can permanently damage it.
  • Excessive heat will also damage your disks. Do not leave them in locations where they will be exposed to direct sunlight, including your automobile.

Scanning For Viruses

Our machines have virus protection software which is updated regularly. Protect your disks and home computers by downloading virus software from UW Computing. You should periodically scan disks and drives both in the lab and at home.

  1. Open Windows Explorer or My Computer.
  2. Right-click on the drive you want to scan—for example, 3 ½ Floppy (A:).
  3. Select Scan for Viruses.
  4. The program will begin scanning for viruses. You may pause or stop scanning by pressing the appropriate buttons.

Naming, Organizing, and Making Personal Copies of Files in CIC

You aren’t the only person who uses your computer in the LAN. This means that keeping files organized is very important. Documents that are named properly and saved to the correct location are less likely to get lost, overwritten, or deleted.

NAMING FILES
In CIC we use a simple naming system to prevent files from being overwritten. Each file name in CIC consists of three components: a root name, a personal identification, and an extension. You will need to name your files according to this system. For example, a CIC file name might look like this: EssayT.doc
  • Root Name: For each class assignment, your instructor will ask you to use a particular root file name. The root name will identify the work and also prevent you from overwriting your own work. In our example, Essay is the root. For work that is not part of a class assignment, you will often have the option to choose your own root name.
  • Personal identification: Your instructor will assign you a personal identification code, probably a letter of the alphabet. Any file that you create needs to include this identification, which is placed immediately after the root name. In our sample file name, the student’s assigned letter—T—identifies the author of the document. Since you will have a unique identification and, therefore, unique file names, your work will be safe from overwriting. Naming your files properly isn’t enough. You must also save them in the right place.
  • Extensions: Windows-based programs will automatically add an extension to the file name of each document. These extensions identify the type of document. Do not change these extensions, or the computer may not be able to read your file. In our example, .doc is the extension and indicates that this is a Word document.
ORGANIZING FILES
Naming your files properly isn’t enough. You must also save them in the right place. Your files should always be placed in your class directory and either
  • • In a folder that your instructor has created

    • - OR -

  • • In your personal folder.
If you are not sure where to save your files, ask your instructor for help. Remember to make a persona copy before you begin working.
MAKING A PERSONAL COPY OF A FILE
Sometimes you will need to make a personal copy of a file that your instructor has created. This is something like making a photocopy of a master document; it allows everyone to have a copy containing his or her changes. To make a personal copy, choose the Save As function from the File menu, and rename your file according to class conventions before saving.