Basic file management – Key Concepts of Computer Studies (2024)

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Folder (or directory) – a virtual storage space used to store and organize computer files.

• A folder can also contain additional folders (known as subfolders).
• A folder has a name and is represented by an icon.

File – a storage unit on a computer that stores information, data, etc. (such as a document, an image, etc.).

• Folders contain files
• Files have names and are represented by various icons

Filename – a unique name given to a file to identify it. A filename can contain letters, symbols, numbers, spaces, etc.

Right-click to create a new folder (Windows 10)

1. Go to the location where you want tocreatethefolder (Desktop, Documents, or anywhere on your computer).
2. Right-click on a blank space (don’t right-click on an existing item in the folder).
3. Clickor hover over New.
4. Click Folder.
5. Type a name for the new folder and press Enter (on the keyboard).

Ribbon – a group of buttons and icons (tabs) at the top of the window that allows users to access the commands that they need to complete a task.

Create a new folder from the ribbon menu (Windows 10)

1. Go to the location where you want tocreatethefolder (e.g., Documents).
2. Click Home.
3. Click New folder.
4. Type a name for the new folder and press Enter (on the keyboard).

Basic file management refers to a way to name, save, backup, organize files/folders and keep track of files on a computer.

Some file management tips

• Create folders/subfolders to organize files.
• Save your work frequently in folders/subfolders (organize by category).
• Save your files on a backup disk regularly (back up your files).
• Give files and folders short, but meaningful names.

Save a file for the first time or save a file with a different name or location (Microsoft Word)

1. Click the File tab in Microsoft Word.

1. Click the Save As command.

1. Choose a location on yourcomputer(e.g., USB drive or hard disk drive) tosaveyour file.
2. Type a name for your document in the File Name box.
3. Click the Save button.

Save an existing file in its current location (Microsoft Word)

1. Click the File tab.
2. Click the Save command.
3. Or click the Save button icon.

Printer – a device that is usually connected to a computer in order to transfer the text and graphic information to paper.

Operate a printer

1. Load paper in the paper tray if needed.
2. Press thePowerbutton to turn the printer on.
3. Open the file you want to print.
4. Click the File tab.
5. Clickthe Print command.
6. Select the print options: Number of Copies, Print All pages, or Pages (e.g., from page 2 to page 5), etc.
7. Click Print orOkay to start the printing process.