Managing Files and Folders

10/2/13

Chapter 4

Activity:

Work through exercises 2, 3, and 4 in the Managing Files lab on page 238 of your textbook. Submit the paragraph you write for exercise 2 and the screenshot you take for exercise 4 to the iCollege dropbox.

CASE STUDY:

You just started to work as an administrative assistant for a local real estate developer. Your computer uses Windows XP. Your first task is to organize the hard drive on your computer. The business creates and saves several types of files, including spreadsheets, documents, graphics, presentations, and PDF files.

Your supervisor has asked you to present a plan for organizing the files on the computer.

Currently, all of the files are saved in the root directory of the computer. There are over 250 files, dating back several years. The data file Managing_Files_List.doc contains a short list of the files that represent the files used by the business.

TASK:

  1. Write a plan for naming and organizing the business’s files. Explain the reason for your plan and why it is important that you have a file system in place. Include the following in your plan:
  • Create a list of folders and describe how you will identify each folder and the files that are to be placed in each folder. For example, you might organize files by type of file, by project, or by date.
  • Create a visual tool, such as a table or flowchart, that explains your plan.
  • Create a system or convention you will use to name the folders and files.
  • Identify which folders will store each of the files.
  • Consider revisions to files (contracts may have one or more versions) and how you would organize the revised files.
  • Decide whether to customize any folder properties so that a picture is displayed on the folder.
  • Decide which, if any, files could be deleted.
  1. In order to get the filing system in order, you will have to create folders and copy, move, rename, and delete existing files. List the Windows Explorer menu commands or mouse commands you will use to perform these tasks.
  2. You will need to show your supervisor the new filing system. Describe how you will use Windows Explorer to view the new folder structure and the organized files; specifically discuss the Views and which view is best for each of the file types that currently exist on the hard drive. Also recommend whether to display filename extensions and the full path, and whether you should do this for all folders or just one.
  3. Save your changes, and then submit the final document to the iCollege dropbox.