File and Folder Structure

• The learning unit focuses on organizing basic folder structures and files.
• This unit is designed to provide trainees with the necessary information regarding content coverage and topics related to file organization.
• Upon completion, you will know how to create, name, identify attributes, move, rename, and access directories and subdirectories.

Creating and Naming Directories and Subdirectories

• Data files can be stored on a computer for future use like editing and printing.
• Storing documents in an organized way makes them easier to find.
• Folders are used to organize personal, business, and computer documents.
• A folder is a device to group files in the same location, not a data file itself.
• Folders and files can be stored on the desktop or on a storage device.
• Folders can be nested within other folders.
• Directories and subdirectories are terms for the structure of files and folders grouped within folders.

Storage Devices

• Storage devices are used to save files.

Hard Disk Drive (HDD)

• A computer has a hard disk drive (HDD) inside the system unit, where the operating system and applications are stored.
• In Microsoft Windows, there is a "My Documents" location on the hard drive for storing data files.
• Removable hard disk drives are available for storing large amounts of data that can be transported and connected to other computers.

Memory Stick/Flash Drive/Thumb Drive/Pen Drive/USB Drive

• These terms refer to small drives that plug into a USB port.
• They are small and easily carried, holding more data than a floppy disk.

CDs (Compact Disks)

• CD-R (compact disk read-only) is a read-only format, which allows reading data but not writing.
• CD-Rs often include application programs or music.
• CD-RW (compact disk read-write) allows both reading and writing data.
• A CD burner is needed to add or copy data to a CD-RW.

Arranging Icons

• Arranging icons on the desktop makes them easier to find and allows grouping of frequently-used programs.
• Icons can be arranged manually by dragging them with the mouse, or automatically by the computer.

Arranging Icons on the Desktop

• Perform the following to arrange icons:
  • Go to the desktop.
  • Right-click an empty space, opening a shortcut menu.
  • Select "Arrange Icons" from the menu.
  • Click on "by Name" to arrange icons alphabetically.
  • Icons can also be arranged by type, size, or date.

Desktop Shortcuts

• Some icons are automatically placed on the desktop during Windows installation, while others can be created as shortcuts.
• Shortcuts represent files, folders, or programs and act as a link to the real file or program.
• Shortcuts have a small arrow in the lower-left corner and consumed minimal hard disk space.
• It is recommended to create shortcuts only for frequently used files or programs.

Drive Folders Example

• Under Documents, there could be three folders: Customers, Staff, and Warehouse.
• The Customers folder could have four sub-folders: CD Basement, Gig Shop, MP3 to go, and Music Beat.

Creating a New Folder

• Creating new folders within a hierarchical structure allows for organizing directories and sub-directories.
• Folders can be created on the desktop, in My Documents, or in Microsoft Word.
• In My Documents, the main heading is called a directory, and the sub-folders are called sub-directories.

Creating a New Folder: Steps

• Open Documents
• Click on "File" in the top toolbar.
• Select "New" from the menu.
• Click "Folder" from the sub-menu.
• Give the folder a name.

Attributes of Directories

• It may be neccessary to check the attributes of a file or folder to ensure proper use.
• Attributes define the type of file or directory.

Types of Attributes

• read-only
• hidden
• archive
• system

To Check or Change the Attributes of a File

• Double-click "This PC" on the desktop.
• Double-click a data drive and find a document file.
• Right-click the intended file.
• Select Properties from the menu.

Folder Views

• Folders and files can be displayed in different ways.
• Some people prefer to see their folders and files listed, while others prefer to have them displayed as icons.

Changing the Folder View

• To change the folder view:
  • Open Windows Explorer
  • Select View from the toolbar
  • Select how to display files and folders (e.g., Details).

Folder/File display options

• Icons view displays each folder and file as a large icon, with its name underneath.
• List view arranges files and folders in columns.
• Detail’s View presents the file system as a list with details about files and folders.
  • These details include the name of the file, the size of the file, the type of file, and the date and time the file was modified.

Changing the View of All Folders

• View options select only apply to the open folder.
• The Folder Options dialog box is used to change the view of all folders.

Changing the View of All Folders: Steps

• Open Documents.
• Click Tools on the top toolbar.
• Click Folder Options as a dialog box to appear.
• Select View.
• Choose the settings.
• Click "Apply to all Folders".
• Click Ok

Folder Properties

• A folder's properties include its type, location, size, number of files and folders it contains, and creation date.
• Information about a folder's size is useful for saving it to a floppy disk if needed.

Renaming Directories

Renaming Folders

• A '+' sign next to a main folder or directory indicates the presence of sub-folders.
• A '-' sign means all sub-folders are on view.
• Folders can be renamed similarly to files.

Steps to Rename a Folder

• Open Documents
• Find the folder, right-click it.
• Select "Rename" from the shortcut menu.
• Type the new name over the old name.

Deleting Folders

• The steps for deleting a folder are the same as for renaming a folder, but selecting "Delete" instead of "Rename" from the shortcut menu.

Deleting Folders: Steps

• Open Documents.
• Find the folder, right-click it.
• Select "Delete" from the shortcut menu.

Moving Subdirectories Between Directories

• Folders many need to be moved to a different location.
• There are two methods for moving folders.

Use 'Move to Folder'

• Select the folder to move in window view.
• Click on the Edit menu in the window's Toolbar and select "Move to Folder".
• Select the destination folder by scrolling and expanding folders to find it.
• Click the "Move" button.

Drag the Folder to the New Location

• Click and drag the folder icon over the target folder, then release the mouse button when the target folder is highlighted.
• Click-drag the folder into the window area of an open folder or drive window.

Accessing Directories and Subdirectories

• Folders on a drive and their contents can be viewed through windows.
• Double-clicking a drive or folder icon opens a window, displaying its contents.