Table of Contents

Part 1: File Management Part 2: Applications and Attachments Part 3: Hyperlinks

 File management lets you delete, copy, move, rename, view files, and manage directories or folders. A directory lists all the folders and sub-folders on a drive. In file management, the names of the drive, folder and subfolders tell you exactly where on a disk your file is stored.

Part 1: File Management

How many subfolders does the BaseData folder have?

This is a directory of drives, folders, and sub-folders.

Files and Folders Views

There are a many ways to view files and folders. Large Icons, Small Icons, List, and Details are all ways to view folders. Select one of these choices form the View menu.

Large Icons view

List view You can access directories by selecting the Folders button on the Standard toolbar.

Directory Views

Go to the View menu and select the view thats most comfortable for you.

Folders and Sub Folders

Click the icon to see its contents. Click the + sign to expand the folder and view subfolders. Click the sign to collapse the sub-folders.

TIP: Give your folders and sub-folders memorable names that describes their contents.

Renaming and Deleting Folders

To rename a folder, right-click it, select Rename from the fly-out menu, and then type the new name in the box. Click outside the box when youre done.

To delete a folder or file, right-click and select Delete from the fly-out menu. A box will appear asking if you really want to delete. Select Yes if you do and NO if you dont.

Creating Folders
.

Rename this folder EDU551 and click the Enter key.

1. Select My Computer from the Desktop. 2. Select your flash drive icon. It will say Removable Disk. 3. Select File/New/Folder from the Menu bar. 4. Name your new folder EDU451/551 and then click outside the title box or hit the Enter key.

Folders Within Folders

Click inside your newly created EDU551 folder and create these sub-folders:

Blackboard Tutorial Collaborative Learning Computer Terms and Definitions Copyright Course Outline and Syllabus Discussion Board E-Mail EDU551 Filamentality Images Tutorial Information Literacy Internet Safety Keyboard Shortcuts

MI Theory MS Word Tips My Portfolio Newsletter Online Learning Online Tests Open Source PowerPoint Publisher Rubrics and Assessment Scavenger Hunts Spreadsheets WebQuests

Organize Folders
Bower Portfolio

Folders are a great way to organize your electronic documents. Folders keep files organized by grouping them together. TIP: Remember to name folders in ways that will help you find documents later on. A folder named Week 3 has less information than a folder named Keyboard Shortcuts. Task: Click here, print out the worksheet, and write the file name in the correct space.

Saving to Folders
Where should you save your documents? Thats a question that many students struggle with. To save a document the very first time, go to File/Save and then navigate to the folder where you want to save your document and click Save. CAUTION: Do you know where your document is being saved? Read on
I swear Im gonna kill something!

Losing documents is no fun. Avoid this common problem by learning to correctly save files.

Saving the First Time

The very first time you save your document you will need to give it a name and tell it where you want it to be saved to. Most computers will automatically save your document to the C Drive, which is the computer that you are working on. DO NOT save your documents to the C Drive if you are in the lab!

TIP: Give your document a name that will help you find it later. Computer Terms is a better name then Assignment for Week 3.

Save to Your Flash Drive

Open the drop-down menu and select Removable Disk. That will be your flash drive icon.

Give your document a title that you can remember and easily locate.

Many students save their documents to the wrong drive, so be careful where you save!

Save As, Save In

When in doubt about where you are saving your document to, select Save As from the File menu. TIP: Open the drop-down menu in the File name window and select the files extensions .txt or .rft to save your document in a format that any word processing program can open and read.

In the Save In window select Removable Disk so your document goes to your flash drive.

Arrange Icons
Tired of a messy desktop? Lets fix that. Right click inside the window you want to clean up. Select Arrange Icons. Choose how you want to arrange icons from the fly-out menu.
Before

After

File Extensions
A file extension appears after the "." in a file name, right at the end. A file extension identifies the type of file. For example, .htm identifies the file as an HTML document. The file extension .doc identifies your document as a Microsoft Word document. There are many kinds of file extensions that identify sound files, word documents, images files, etc., so read on

File Extensions
.avi A Window video file. (Audio Video Interleave file) .com Command file. An executable application or program. (Be careful, since many viruses are spread as .com files) .exe An executable file - an application or program; downloading and double-clicking on a .exe file will cause it to run. gif A standard image file. (Graphic Interchange File) Can be opened with any graphics viewer or editor, or any browser. .htm or .html Both are commonly known as HTML files, which stands for Hyper Text Markup Language. These are web page files that can be viewed by any browser (such as Netscape or Internet Explorer).

File Extensions
.jpg or .peg A standard image file. (Joint Photography Experts Group) Can be opened with any graphics viewer or editor, or any browser. .mp3 A highly-compressed file format. This file format is most used for music files and movies. .mpg or .mpeg The most popular file format for movies. A compressed file format. .pdf Portable Document Format. PDF files give the user a non-modifiable copy of a document. Opens with Adobe Acrobat Viewer; can be edited with Adobe Acrobat. .pic A Bitmap graphic file. Produced by the following softwares: PC Paint, Lotus picture, or Mac PICT Drawing.

File Extensions
.ppt Microsoft PowerPoint file. Opens with and is created with Microsoft PowerPoint. Opening it allows you to edit the slide show presentation. .ra RealAudio file. A popular sound file format. For use with RealAudio player. .rtf Rich text file. Can be opened with any text editor program such as Notepad, Wordpad, MS Word. .rtf format permits some formatting of the document's style, such as bold text, different font sizes and styles. .tif or .tiff Tagged Image File Format. A lesser-known image file type. Can be opened with any graphics viewer or editor, or any browser. This file type is most commonly encountered in using Adobe Photoshop.

File Extensions
.txt Text file. Can be opened with any text editor program such as Notepad, Wordpad, MS Word. .txt format permits no formatting of the document, only spaces and line breaks. .wav A popular sound file format. .xls Microsoft Excel (MS Excel) spreadsheet. Can also be generated by a database. .zip A compressed file package. Can be unzipped by WinZip software. A zipped package of one or more files can significantly reduce the size in bytes; this method is therefore very popular for transmitting files. The WinZip software is available for free download on the Internet, and is also used to create zipped file packages.

Saving with a Different File Extension

If you create a Word document (.doc) and you need to send it to someone who doesnt have MS Word, they wont be able to open your document. Try saving your document with an .rtf or .txt file extension. This will let the other person view your document.
Select Save As from the File menu.

Name your file and then open the drop down menu in the Save as type window and select Rich Text Format.

Part 2: Applications and Attachments

An application is a program you use to get some practical work done, such as word processing or accounting or illustrating. Programs such as WordPerfect, PageMaker, Excel, and Illustrator are all examples of applications.

PowerPoint is a popular software program used to create slideshows like this one.

Applications
We will be using applications like MS Word, Excel, PowerPoint, and MS Publisher. You cant open an application unless you have the program that created it. That means you cant open a PowerPoint slideshow unless you have the PowerPoint application on your computer. What you can do is save your document as a different application. Lets learn how

Can you identify these icons?

Finding an Application
To see a listing of all the applications you on your computer, select Start/Programs. The fly-out menu will show you all the applications that are on your computer.

Select Search to locate lost files and folders.

If an application is not listed in the Programs menu, you dont have it installed on your computer.

MS Office Suite
Bundled software is a suite or collection - of software applications that usually includes word processing, database, and spreadsheet programs. Students are eligible for educational discounts and many stores, online companies, and school bookstores offer great discounts. Shop around for the best deal, as prices can vary dramatically. Consider purchasing MS Publisher and PowerPoint as part of your software bundle, as these are great tools for teachers and students.

Microsoft Office XP Professional includes Word, Excel, Outlook, PowerPoint, and Access. Prices can vary by hundreds of dollars!

Attachments
An attachment is a file that is sent as part of an e-mail message but that is not part of the main message. Usually images, programs, or word processor files are sent as attachments, because most e-mail programs allow only plain text in the body of a message. We also send attachments via Blackboard.

Click the paperclip icon or select Insert/File to insert an attachment.

E-Mail Attachments
Do you see the attached document in the Attach window? Read on to see how its done.

The file extension of this attached document is .doc. That means this document was created in Microsoft Word.

Add an Attachment
Step 1: Select Insert/File or the paperclip icon. Step 2: Select the appropriate drive.

Step 3: Select the folder from the Look In window and its contents will be listed in the window below. Select the file to attach and hit Insert. TIP: Repeat Steps 1-3 to add more attachments to an e-mail.

Attach Window
If you see the correct file listed in your Attach window, you were successful!

Did you notice that the file extension is .doc? That means it was created with MS Word.

Part 3: Hyperlinks
A hyperlink is a link in a document to information within that document or another document or web page. These links are usually represented by highlighted words, phrases, or images. When a reader selects a hyperlink, the screen goes to the document or portion of the document referenced by the hyperlink. Hyperlinks are usually blue and are underlined.
http://www.microsoft.com/ Microsoft

These three examples are all hyperlinked to Microsofts home page. Hyperlinks can be Internet addresses, words, phrases, or images.

HTML and http:

HyperText Markup Language HTML - is a language in which web pages are written. Web browsers like Netscape Navigator, Internet Explorer, and Mozilla Firefox display Internet addresses in their Address window. All Internet address begin with http://, which means hypertext transfer protocol. Chapmans Internet address is http://www.chapman.edu/
<html> <head> <meta content="text/html; charset=ISO-8859-1" http-equiv="content-type"> <title></title> name="author"> </head> <body style="color: rgb(0, 0, 0); background-color: rgb(204, 204, 204);" Look at the source code created<br> </body> </html> Look confusing?

Youre not alone. Programmers use this HTML code to write web pages.

Hyperlinks/Hypertext
Hyperlinks are codes embedded in text or images that make connections, like this hyperlink: http://microsoft.com. Hypertext is a text-based hyperlink and is usually underlined, highlighted, and is blue. This is the same link as the above example, but it is now presented as hypertext: Microsoft. When you click on the hypertext or hyperlink with your mouse, it will take you to another location. It could be another web page, a sound or video clip, or a place within the document.

Hyperlinks in PowerPoint

Highlight the word or phrase or image you want to hyperlink. In this example we are linking this phrase: What are Hyperlinks? Select Hyperlink from the Insert menu or click the hyperlink icon. Its the image with the chain. Go to the next slide to learn the rest

Hyperlinks in PowerPoint
Select Place in This Document. This window will list all the slides in your slide show. Select the slide that you want the link to go to and press OK.
If you want to link to an existing file or web page, a place in this document, a new document, or an e-mail address, choose one of the buttons in the left column.

Hyperlink Images
To hyperlink an image to a browsed web page you will: 1. right-click the image and select Hyperlink; 2. select Browsed Pages; 3. from the window you will locate and select the web page you want to link to; 4. click OK. Do you know which of these images is hyperlinked? Put your mouse over both images. The pointer will change into a hand over the hyperlinked image only if it is in the Slide Show view.

Copy and Paste Internet Addresses

http://www.chapman.edu/ Before After

http://www.chapman.edu/
Important: When you first paste your hyperlink into a document, it is not yet a hyperlinked address. Insert your curser at the end of the link and hit the space bar or hit the Enter key on your keyboard to activate the link. It should change color and be underlined. Use the Format toolbar to resize and make bold your link like the example above this box shows.

Right-click and copy the Internet address from the Browsers Address window. Right-click and paste it into your document or slide. Its easier and faster than trying to type out the address and theres less chance of mistakes.

Bookmarks
A bookmark is a hyperlink that is stored in a web browser for easy reference. Browsers like Netscape Navigator, Internet Explorer, and Mozilla Firefox let you list your favorite links and organize them into folders. When you find a web site that you really like, bookmark it by saving it to your Favorites menu.
Select Favorites from the Menu bar and then select Add to Favorites.

Rename the page in the Name window if you like, then click OK.

Organize Bookmarks
Youll soon discover that your Favorites list is too long to manage. Organize your favorite links into folders. Select Organize Favorites from the Favorites menu. Select Create Folder and name your folder. Use the Move to Folder button to move links into folders. Use the Delete button to remove links and folders. Use the Rename button to rename folders and links.

Links Within Documents

1. Highlight the word or phrase you want to link to and select Bookmark from the Insert menu. 2. Type the name of your bookmark in the Bookmark name window and select Add. 3. Now you are ready to make a hyperlink to your bookmark. Go to the next slide to learn how.

Hyperlink a Bookmark
1. Use your mouse to highlight the word or phrase or image you want to hyperlink. 2. Open the Insert menu and select Hyperlink. 3. Select Place in This Document from the Link to menu. 4. Select Technology from the Bookmarks list and hit OK.

TIP: Use hyperlinks and bookmarks in documents that are very long.

Hyperlinks to Bookmarks
If you did everything correctly, clicking the hyperlink Today will take you to the bookmark technology.

Clicking the hyperlink takes you to the bookmark.

TIP: Bookmarks within a document do not look like hyperlinks. They will appear as normal text. A bookmark is an HTML anchor within a document that a hyperlinked word, phrase, or image will go to.