File Management - Lesson 1

You can become a master of file management in a very short time.  In this article we will begin to explain in simple terms and with graphics how file management works.  First let me elaborate on why you would want to know this stuff. 

Testimonial:

"Thanks, Rob, for spending the time with me to teach me about file management.  It has made using the computer much easier and now I can find things that I have done, easily and feel confident that when I write something, I can find it later."    Corinna Slaughter    The Quilted Cat   Birmingham, AL.

We all have our ways of keeping up with stuff.  It could be things on your desk, in your office or in your car.  You may be neat, messy, organized or disorganized - this is the way we are.  Most of us though, know where things are.  We may have a messy desk but we know that the paper we need is in that stack and we can go to it quickly.

Computers are a little different.  If you put a file or document up in the computer, it has a place and where that place is, is up to you.  But it must have a place.  The key is knowing where it is put.  

For example:  Imagine that you have an administrative assistant that handles all your filing for you.  Every week you put papers, letters, magazines and articles in your filing box on your desk.  Your administrative assistant picks up that information daily and files it away.  You do not worry about where it is filed because your administrative assistant will get it for you when ever you need it.  

Now, it is Saturday and an important client calls with an emergency.  He want to sign the contract today before he goes out of town for 3 weeks.  You know you have a copy of the contract and he is on his way over to your office.  You go to the files and the administrative assistant has not labeled the file cabinets.  You start going through all the file drawers, looking for the copy of the contract.  Wouldn't it have been nice if the cabinets were labeled, and the drawers were labeled and you could go straight to the file and pulled out the copy.  

By understanding and using file management in your computer, you are able to find the information in your computer quickly.  It is organized and at your fingertips any time you need it.

In Microsoft Windows there is always more than one way to do something.  Over the years, I have discovered that the easiest way is not always the best way to learn and UNDERSTAND something.  The method I will use to teach you how to understand file management is not the easiest but it is the best.  You will have a through understanding when we are finished.  Also, I am using Windows XP.  The concept is the same for all Windows operating systems, just the look may vary a little.

Lesson 1

The following screen will appear:

When you open your copy of Explore it will not have the same information showing in the left and right panes above.  The purpose is to show you where to look and what to look for...unfortunately I can not show you what will appear on your computer.

The next step is to scroll up in the left pane by clicking on the up arrow  until you get to the top of the list.  You will now see your A:\ and your C:\ drives.

Now I will explain a few things you can see in the screen above:

1. In the Address line is the "Path" to the file folder and files we can see in the Right side pane.  This is the information we can see at this time.
2. The Desktop is the main page you can see when you first turn on your computer.  This is where all the icons are located.
3. My Documents is the default (normal) place where your information is kept.  For example, if you open Microsoft Word, type a letter and then close the letter, the program will ask if you want to save the letter.  If you say yes, the normal place where it will be saved is in the My Documents file folder. (I will show you how you can change this, if you want, later in the lessons.)
4. My Computer is a listing of different drives and information about your computer - not important at this time.
5. 3 1/2 Floppy (A:) - This is your floppy drive in the front or side of your computer.  The floppy is removable and can be copied to if you need to save a file and take it to another computer or send it to someone.  We will talk more about this later.
6. Local Disk (C:) - This is the hard drive in your computer.  This is where the information is kept inside your computer as well as all the programs.

This concludes lesson 1.  Lesson 2 is coming soon.  Check here daily for updates.    Home