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Page 4 Contents
~ Files & Filing ~ Saving ~ Printing Documents ~ Creating a Folder ~ Renaming a Folder ~ Deleting Files & Folders ~ Help ~ When it all goes wrong ~ Closing Down ~ Exercises

Files & Filing
Think of your "Hard Drive" as a filing cabinet, the drawers as folders, the drawer dividers as sub-folders and the contents as files.

• Within the drawer there are Folders
• Within the folders there can be Sub-folders
• Within these folders/subfolders Individual files eg letters

Saving Documents
It is important to save your work regularly to prevent accidental loss of data. The first time you save a document you will need to give it a name.

To save for the first time
• From the File menu, select Save
• The Save As dialogue box is displayed.

The default file name is taken from the first line of text in your document.

• Either enter a new file name or leave it as the default
• Click Save The file name is now displayed on the Title bar.

Note: File names cannot include any of the following characters:/ \ > < * . ? " | : ;

Note: Save your files regularly to avoid losing work.

Save As should only used to make a copy of the file. Use File/Save As, rename the file, navigate to the required folder and save. Used for backups or to adapt a document that was previously saved.

Printing Documents

Print Preview
This view is designed for checking the overall layout of a document before printing it.

To preview a document

• From the File menu, select Print Preview

To print an open document from an application

• From the File menu, select Print
• The Print dialogue box is displayed.

From the Page range panel, select the All button
Click OK

Tip While a document is printing, a Printer icon appears next to the clock on the Taskbar.
When this icon disappears, your document has finished printing.

Creating a Folder

To create a new folder

• From the File menu, select New.
Click Folder.
The new folder appears with a temporary name.
• Type a name for the new folder, and press the Enter key

Note Folder names can be up to 255 characters long. Use a name that identifies the purpose of the folder accurately.

Note that the following characters are not allowed in folder names: " * : \ | / ? < >

Windows will not let you give the same name to two folders within the same folder.

Renaming a Folder
To change the name of a folder

• Click on the folder with the right mouse button, and from the shortcut menu, select Rename
• Type the new name, and then press Enter

Deleting Files & Folders
To delete files and/or folders, drag them to the Recycle Bin or use the delete command in the menu. This places the file or folder in the Recycle Bin. It is not yet deleted and can be rescued by opening the Recycle Bin, selecting the file and clicking restore. If you have just deleted it, use Control + Z to bring it back. Empty the Recycle Bin by right-clicking its icon and clicking on Empty Recycle Bin.

Help
Windows has a very useful help file, use Start/Help and Support. Most programs have help files as well, normally under Help in the menu bar. Microsoft Office has an animated paperclip, but you can turn it off if you wish.

When it all goes wrong
Stop, relax, do NOT click anywhere. When ready, use the only keyboard shortcut I consider you must know, Ctrl+Z This is the Undo command, it undoes the last command, whatever it was.

Closing Down
Always, always always use Start/Turn Off/ Turn Off. This allows Windows to clean up behind itself and close down all the temporary files it produces. If you do not do this your drive will slowly fill with rubbish.

Exercises

1. Using the Computer

    1. Open Microsoft Wordpad (Start/ All programs/ Accessories/Wordpad)
    2. Type in the text: Landmarks in London
    3. Save the file in My Documents as: London
    4. Close Word
2. Editing Text
    1. Startup the computer
    2. Open Wordpad
    3. Enter the following text:
      City Hall
      Ulster Museum
    4. Save the file in My Documents as: Belfast
3. Save/ Save As
    1. Open Wordpad
    2. Open the file Belfast (File/Open>My Documents)
    3. Type St Anne's Cathedral below Ulster Museum
    4. Save a copy of the file as Belfast Landmarks (File/ Save As…)
    5. Which file stays open?
    6. Close Wordpad
    7. Open My Documents, check there are two copies.
4. Afternoon / Close Exercise
  1. Open My Documents
  2. Rename the file Belfast as: City
  3. Delete the file: City
  4. Retrieve the file (Do NOT use the Undo command)
  5. Delete all the files in My Documents
  6. Close down the computer
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