Basic computer skills help

1. FILE MANAGEMENT
As you work on a computer,
you will probably be working
with files. These can be
documents, spreadsheets,
pictures, and many other
things.
You need a place to store
and manage these files.
Drives, Files and Folders

2. FILE MANAGEMENT
Computer terms: Think of it this This file cabinet
way: (Drive) contains all
of your school
work.
Drive (hard drive, File cabinet
USB drive, etc.)
You might
have a folder
Folders File folder for each of
your classes.
Files Each “file” is a
different Each file folder
contains all of your
“document” in the
work for that class
folder. (research papers,
homework, notes, etc.)
Drives, Files & Folders, What are they?

3. FILE MANAGEMENT
How would you
organize your files
after purchasing a
USB drive? Flash Drive – also
known as:
The following slides will •USB Drive
show you a sample of •Jump Drive
how you might want to •Thumb Drive
•Portable
organize your documents. Drive…
Image courtesyAmbuj Saxena via Creative Commons search (www.flickr.com/photos/ambuj/345356294/)
Organizing your files

4. FILE MANAGEMENT
If you click on “My
Computer” on your
computer, you will see a list
of all of the drives where
you might store your
information. This includes
your USB Drive.
“Double-click” the drive that
you wish to see…
Organizing your files

5. FILE MANAGEMENT This is a list of files and
folders on a sample USB
Drive.
Folders The folder symbols are
exactly that, and you can
double-click them to see your
files.
But – you don’t have to save a
document into a file. Notice
that there are three document
files saved directly on the USB
Drive.
Files
To see the files that are saved
in one of the folders, double-
click that folder.
Organizing your files

6. FILE MANAGEMENT
Often, you can
double-click
on a file to
open it up.
These are the files and folders that are saved (or stored) in the English101 Folder.
You can tell by the pictures (or icons) that these are different types of files (Word
documents, a PowerPoint presentation) and another folder. (You can create folders
within folders if you like!)
Organizing your files

7. FILE MANAGEMENT
You can tell by
a file’s name, Type of file File name examples Icon looks
or by it’s icon like this:
picture, what Microsoft Word sample document.doc
type of file it Document (word or .docx
processing document)
is…
Microsoft Excel Sample spreadsheet.xls
Document (spreadsheet) (or .xlsx)
Microsoft PowerPoint Sample slide show.ppt
(slide presentation) (or .pptx)
Text File Sample.txt
PDF File (or Adobe Article.pdf
Acrobat Reader file)
Types of Files

8. FILE MANAGEMENT
There are probably hundreds of types of
files – the next slides will show you some
common file types that you might work with
in school
Types of Files

9. FILE MANAGEMENT
•Word Processing Documents
•Made with:
•Microsoft Word
•Microsoft Works
•OpenOffice Writer
•LotusWordPro
•Used for:
•Writing papers, reports
•Writing letters,
•Taking notes
•Much more •Microsoft Word is the Word Processing
program available on HACC computers.
Types of Files

10. FILE MANAGEMENT
•Presentations (Slide Shows)
•Made with:
•Microsoft PowerPoint
•Microsoft Works
•OpenOffice Impress
•Apple Keynote
•Used for:
•Creating slide shows to
accompany presentations.
•Shows notes or illustrations
while you are presenting •Microsoft PowerPoint is the Presentation
program available on HACC computers.
Types of Files

11. FILE MANAGEMENT
•Spreadsheets
•Made with:
•Microsoft Excel
•Microsoft Works
•OpenOffice Calc
•Apple Numbers
•Used for:
•Organizing data in the
form of a table.
•Including calculations in
that table. •Microsoft Excel is the Spreadsheet
program available on HACC computers.
Types of Files

12. FILE MANAGEMENT
•PDF Files
•These are electronic
documents that end in
the suffix “pdf”. Such as
smith-article.pdf.
•These are meant to be
read online or printed,
but they cannot be
edited.
•Adobe Acrobat Reader
is the software used to
view and print PDF files.
Types of Files

13. FILE MANAGEMENT
The next group of slides
will show you how to save
a file.
A Microsoft Word
document is the example,
but it will work with other
programs as well.
Image courtesymolotalk via Creative Commons search (www.flickr.com/photos/molotalk/3483050501/)
Saving a new file

14. FILE MANAGEMENT
When you first create your document, save it right away.
(Do this at the very beginning – don’t wait until you’ve finished
all of your typing!)
Click on the “disk” symbol at the top left.
Saving a new file

15. FILE MANAGEMENT
After you’ve clicked the disk,
a window like this will
appear.
First you need to say where
to save it. If you have a USB
drive, you need to find this
first.
Click on the drop-down list
at the top to find your USB
drive.
Saving a new file

16. FILE MANAGEMENT
Find your USB Drive (or any other drive or folder you need) here,
and click it.
Note that all different USB drives will look different on the menu.
Click on the drop-down list at the top to find your USB drive.
Saving a new file

17. FILE MANAGEMENT
The place that you want to save you file should appear at the top of
this window (see left picture).
You might want to double-click on one of the folders to save your file
in a specific folder. (If you want to save your file in the English 101
folder, it should your window should look like the picture on the right.
Saving a new file

18. FILE MANAGEMENT
Choose a good name for your
document and type it next to “File
Name”
Click save after you’ve named your
document.
Saving a new file

19. FILE MANAGEMENT
Once you’ve named and saved
your file the first time, it’s easy
to save it after that.
Just click the disk again at the
top left, and it will
automatically save it with the
same name, and in the same
place.
Saving a new file

20. FILE MANAGEMENT
Don’t be confused!
Clicking on the disk is
just one way that you
can save your files!
Note that you can
(Use “save as” to make also click on the
a new copy of the file
with a new name.)
circle at top left and
find the “save”
option on that list.
Saving a new file

21. FILE MANAGEMENT
Important Advice:
Click the save button occasionally as you’re working on your paper.
This way, you’re backing up your work. If the computer crashes, or
electricity goes out, you haven’t lost all of your work!!
Saving a new file

22. FILE MANAGEMENT
Opening your File
Once you have a
saved file, you may
need to re-open it (to
continue working, to
read it, print it, etc.)
Opening a file

23. FILE MANAGEMENT
2 Ways to Open a File
1 – Double-clicking on the file name.
2 – Opening the program, first, and then the file
Opening a file

24. FILE MANAGEMENT
Double-clicking
Find and double-click you’re My
Computer option on your
computer. (This depends on the
type of Windows that you have.)
Usually, there is an icon on the
desktop.
(Note – if the file is saved on your home
computer, you may need to click on “My
Documents”)
Opening a file

25. FILE MANAGEMENT
Find your USB Drive & double-click – continue double-
clicking the folders until you see your file
Opening a file

26. FILE MANAGEMENT
Double-clicking a file is usually the fastest way to open it.
However, sometimes, the computer doesn’t understand what
program to use. In this case, open your program, first!
This example is for a Microsoft Excel Spreadsheet.
Open up Excel, by double-clicking the icon on your
desktop, or selecting it from your start menu.
Opening a file

27. FILE MANAGEMENT
Click on the circle at top-left
of window.
Then, choose “Open” from the
menu that appears.
Opening a file

28. FILE MANAGEMENT
Find your drive and folder in the “Open” window.
Note that there are many ways to find files here.
Opening a file

29. FILE MANAGEMENT
For example – you can find the “My Documents” folder
from either the drop-down at the top, or the list on the
right!
Opening a file

30. FILE MANAGEMENT
In this example, the file is located on a flash drive.
(You could also click on “My Computer” on the left to find
the flash drive.)
Opening a file

31. FILE MANAGEMENT
Also open a folder if the file was originally saved within
that folder.
Opening a file

32. FILE MANAGEMENT
Once you have found your file, you
can either:
1 – Double-click the name.
Or
2 – Click the name once, and then
click the open button.
Opening a file