I. File Extensions

A file is, by definition, a collection of information on a disk, usually a document or a program, that's lumped together and called by one name. A file extension indicates the type of file and what program can be used to open it. A good resource for identifying the file type by extension is FILExt at http://filext.com/. 
 

Common file extensions and the programs that open them:  

Extension	File Type	Program Affiliation
.bmp	Bitmap Graphics	MS PhotoEditor, other Photo editing program, or Web Browser
.exe	Executable	This type of file installs a program.
.doc	MS Word Document	Microsoft Word or other word processing program
.gif	Graphics Interchange Format	MS PhotoEditor, other Photo editing program, or Web Browser
.html or .htm	Hypertext Markup Language	Web Browser or Word Processor
.jpe	Joint Photographic Experts Group (pronounced jay-peg)	MS PhotoEditor, other Photo editing program, or Web Browser
.ppt	MS PowerPoint Presentation	MS PowerPoint

  II. Search

Many times a person may have a file that is saved on their computer but they cannot remember where it is located or what it is named. An easy way to find such a file is to use the Search option on the Start menu.

A. Select Search, For Files or Folders and in the dialog box appearing along the left hand side of the screen, select All Files and Folders.

B. Set Search Criteria in the following dialog box.

1. All or part of the file name: allows you to type in the whole file name or the portion you remember. An asterisk in a search replaces what comes before or after it. 

a. If you are looking for a document with a specific word in the title, you can type the word with an asterisk in   front of and/or behind it (*policy*). 
b. If you are looking for a specific file type, type an asterisk to replace the title and then add the file extension. (*.doc)

2. A word or phrase in the file: allows you to search all files on your computer for specific text. This search takes much longer since it searches the contents rather than just the title. Asterisks do not have to be used in this type of search.

3. Look in: allows you to select the location you want to search. If there is a PowerPoint presentation saved on the D: drive but you cannot remember the title, you would search for *.ppt on D:

4. Advanced Search Options: Search criteria can be further limited by selecting advanced search options including date of modification, file size and file type among several other options appearing under the More advanced options selection choice appearing at the bottom of the dialog box shown above.  

C. When you have selected the search criteria, select the Search button.

D. Files meeting the criteria will appear in the Search Results window. To sort by a category, click on that category. Clicking on it a second time will arrange the files in the opposite order.

III. Saving Files

A. Save vs. Save As

1. Save As should be used the first time you save a file you are working on. 

a. Select the location to save the file. 
b. Select the file name. Naming conventions should be short and descriptive so they are easy to find and are identifiable. No spaces should be used in file names if there is a possibility that the file will ever be used on the internet. Replace spaces with underscores (file_management.doc).
c. Select the file type. Most of the time the default file type is appropriate; however, there are occasions when you will want to save the file under a different format. For instance, files created in Word are frequently 
saved as .html or .rtf (rich text format).

2. Save changes periodically after a file has been Saved As. There are three ways to save files.

a. Go to the File drop down menu and select Save.
b. Hold the Ctrl key and the S key at the same time.
c. Select the save button on the tool bar (looks like a floppy disk). 

B. Default Save

The Default Save location is where temporary files are saved or where your file goes if you select Save instead of Save As the first time you save.

1. Select Tools > Options > File Locations
2. Select Documents and the Modify button and browse to locate the default location to save documents to.

3. To change the AutoRecover files location, select this option and then select the Modify button. Browse to locate the default location where you want to save documents. It is recommended that you create an auto recover folder for these files so that if the program closes before you can save the file you are working on, you will know where to locate the recovered file.

IV. Folders

Folders are quick and easy tools to keep files organized. In some instances, such as when working with web pages, folders are essential for files to work properly. 

A. Creation

1. To create a folder on the desktop, right click on the desktop and select New > Folder 
2. To create a subfolder, open the folder and then right click inside of it and select New > Folder 
3. When saving a file, you can create a folder by going to Save As and then selecting the Create New Folder button. This will create the new folder beneath the folder that appears in the Save In location.

B. Naming/Renaming

1. When you create a new folder, the name box will be active so you can name the file as you choose.
2. At some point after you have created a file, you may want to rename the folder. 

a. Click on the folder twice. The first click will select the folder without opening it and the second click will activate the name so that you may type a name.
b. You may also rename a folder by right clicking on it and selecting Rename.

C. Moving

1. Once a folder has been created, it can be moved from one location to another by cutting and pasting or copying and pasting.
2. A folder can be sent as an e-mail attachment but it must first be zipped. If you have a zip program on your computer, right click on the folder and select Add to Zip or Add to Filename.Zip.

D. Zipping takes a folder and compresses all the files in it and creates a single file of smaller size.

1. Free zip software: http://www.passtheshareware.com/c-zipapps.htm

a. WinZip: http://www.winzip.com/ 
b. 1 Click Unzip: http://cmbsoftware.com/clickandunzip.htm 

2. Download the software then install. Do a custom install and deselect anything that asks to send you updates, news, or other extras.

E. Sharing a folder allows remote access of a folder.

1. To share a folder, you must first have administrator privileges. Most people have admin rights on their own computers.
2. Right click on the folder and select Sharing and Security

a. Select the Sharing tab
b. Select the Share this folder option
c. Type in a different Share name if desired.
d. You can create a hidden share that can only be mapped to by entering a $ after the name.

e. Select the Permissions button then Add to give users access to your folder. 

i. By default, a share gives Everyone access to the folder. By deleting Everyone and adding specific users, the users will be prompted for a username and password. 
ii. You may want to create a generic username and password for accessing this folder if you do not know your users’ passwords.

V. Mapping drives

When accessing a remote computer, users frequently map drives. This creates a kind of shortcut on one’s computer for accessing a shared folder on another computer.

A. Mapping a drive through My Network Places

1. Right click on My Network Places and then select Map Network Drive
2. In the Drive drop down menu, select the drive letter you wish to assign to 
the new drive.
3. Next to the Folder drop down menu, select the Browse button to locate the 
shared folder you want to map to.

4. If you want the new drive letter to connect every time you start your 
computer, select Reconnect at logon.
5. When you have everything setup, select Finish to connect to the remote 
computer. 
6. Once you select Finish, you will be prompted for a login and password.

B. Mapping a network drive through My Computer

1. Open My Computer
2. If the Map Drive button does not appear on the menu bar, you must add it. Right click in the gray area of the menu bar. On the menu that appears, select Customize.

3. From the Customize Toolbar window that appears, select the Map Drive button, Add and then the Close button.
4. Select the Map Drive button from the menu and follow steps 2-6 from the Mapping a drive through My Network Places section listed above.

VI. File Maintenance

A. The Disk Defragmenter rearranges files, programs, and unused space on your computer's hard disk, so that programs run faster and files open more quickly. Disk Defragmenter does not affect anything that you see on the screen, such as files in My Documents or shortcuts on the Programs menu.

1. To run: Start > Programs > Accessories > System Tools > Disk Defragmenter
2. Once the Disk Defragmenter is started, select Defragment. Do not use the Disk Defragmenter program while you are working on your computer, as this will change the contents of the file (hard drive) that you are defragmenting and cause the program to start over. If you must interrupt the Disk Defragmenter while it is running, select Pause and then Resume when you are done.

B. Removing programs

1. To remove a program from your computer, DO NOT delete the program folder or files. This will cause errors because references to the program will remain in your registry.
2. To permanently remove a program from your computer, go to Start > Settings > Control Panel > Add or Remove Programs
3. Select the program you want to remove, and select the Change/Remove button.
4. You will get a message that “All files associated with this program will be deleted, do you want to continue?” Select Yes if you are sure you want to delete the program. 
5. When the program is removed, you will receive a message that the uninstall was successful. Some programs require that you reboot at this point.

C. Scheduling virus scans

1. Double click on the Symantec AntiVirus shield in the task bar at the bottom of the computer screen.
2. Click on the plus sign next to Scheduled Scans and select New Scheduled Scan.
3. Select Quick, Full or Custom Scan and then select Next.
4. Name the scan and select Next.
5. Make the appropriate selections for the frequency of the scanning and select Next.
6. If you selected Custom Scan, you will next select the drive(s) to scan and then select Save.

VII. Miscellaneous

A. Recycle Bin - When you delete a file from your computer, it goes to the Recycle Bin. To recover items from your Recycle Bin:

1. Right click on the Recycle Bin.
2. Select Open.
3. Right click on the file you want to restore and select Restore or if you have several items you want to restore, select the Restore all items option on the left hand side of the Recycle Bin window. 

B. Formatting Floppy Disks

1. To format a floppy disk, open My Computer
2. Right click on 3 ½ inch floppy (A:) 
3. Select Format
4. Most of the time, a quick format is sufficient so you will want to check the box in front of Quick Format.