Introduction to Keyboard skills and File Management

This chapter begins with a focus on enhancing keyboarding proficiency, a fundamental skill for efficient word processing and digital communication. You will learn essential techniques to improve typing speed and accuracy, laying a solid foundation for navigating through various tasks seamlessly. Following this, we delve into effective file management strategies essential for maintaining an organized digital workspace. You will explore the importance of file organization, different types of computer files, and practical techniques for managing files and folders systematically. Additionally, you will discover how to utilize Windows' built-in tools to streamline your workflow and enhance productivity.

By combining enhanced keyboard skills with comprehensive file management techniques, you will be well-equipped to maximize efficiency and effectiveness in your digital endeavors.

Objectives

At the end of the lesson, learners should be able to:

1. Reinforce Keyboarding Skills with Word Processing:

Demonstrate improved keyboarding skills while working with word processing content.
Understand the keyboard layout and various key functions.

2. Understand the Importance of File Organization:

Recognize the benefits of maintaining a well-organized filing system.
Identify how organization enhances productivity, accessibility, and data security.

3. Differentiate Between File Types:

Define various types of computer files, such as documents, images, and audio files.
Understand the characteristics and uses of different file formats.

4. Develop Effective File Management Skills:

Implement strategies to logically and systematically organize files and folders.
Utilize naming conventions, subfolders, and sorting techniques effectively.

5. Perform Essential File Management Tasks:

Demonstrate proficiency in creating, moving, copying, renaming, deleting, restoring, and viewing files and folders.
Apply these tasks using practical examples and scenarios.

6. Utilize Windows File Management Tools:

Explore and utilize the built-in tools available in the Windows operating system for file management.
Learn to navigate and use file management features for improved efficiency.

Introduction to keyboard and keys

The mouse is suitable for interacting with the GUI, but the keyboard is the best way for entering text or numbers.

1 Keyboard and Keys

The standard keyboard layout is known as the QWERTY layout, named after the first six letters on the left-hand side of the keyboard. Important control and navigation keys include:

Enter: Starts a new paragraph.
Shift: Changes the letter typed from lower case to upper case, or allows the upper character on a key to be typed.
Caps Lock: Toggles between lower case and upper case each time it is pressed.
Tab: Aligns text in a column or, within a table, moves the cursor to the next cell.
Backspace: Deletes the character to the left of the cursor.
Delete: Deletes the character to the right of the cursor.
Insert: Toggles overtype mode on or off each time it is pressed.
Home and End: Moves the cursor to the beginning or end of the line respectively.
Page Up and Page Down: Move the cursor one page up or one page down.
Arrow Keys: Move the cursor one line up, one line down, one space left, or one space right.

2 Typing Tutor

A typing tutor is an interactive computer program that teaches you to type or helps you improve your typing skills. A typing tutor usually provides:

Step-by-step lessons.
Statistical reports on your progress, show how accurately and how fast you type.

3 Correct Fingers and the Correct Keys

You must use the correct fingers on the correct keys.

The home row is:

Left hand: A, S, D, F keys.
Right hand: J, K, L, keys.

Figure 1 depicts a keyboard.

Keep practicing, and soon you'll be typing like a pro! We'll be using the keyboard a lot when we start with Word, so keep up the great work! ⭐

Figure 1: Keyboard

Basic concepts of file management

To grasp the basics of managing files, watch this video. Remember to practice what you see in the video for better understanding. If you have any questions, refer to the notes below for clarification. Happy learning!

1. File Structure

Think of your computer's storage like a filing cabinet. Instead of folders, you have directories (also called folders) to organize your digital files. These directories can hold other directories (subfolders) to create a hierarchical structure, similar to nested folders in a filing cabinet. This allows you to categorize and arrange your files efficiently.

2. File Path

The file path is the complete address that tells you exactly where a specific file is located on your computer. Just like a street address helps you find a house, a file path helps your computer locate a particular file. It follows a specific format, with each element separated by a backslash (\) for Windows or a forward slash (/) for Mac/Linux. Here's the breakdown:

Drive: This represents the physical storage device, like your hard drive (usually denoted by a letter, e.g., C:).
Folders: The sequence of folders the file resides in, listed from most general (e.g., Documents) to most specific (e.g., My Project).
Filename: The unique name assigned to the file, including the extension (e.g., report.docx).

There are two main types of file paths:

Absolute Path: This specifies the complete location from the root drive, starting with the drive letter and following the folders all the way to the file. (e.g., C:\Users\John\Documents\My Project\report.docx).
Relative Path: This specifies the location relative to the current working directory, which is the folder you're currently viewing. (e.g., My Project\report.docx, assuming "My Project" is within your current working directory).

3. Folders

A folder is a digital container, like a filing cabinet folder, that holds and organizes other files on your computer.

Subfolders: Folders can hold other folders, creating a hierarchical structure. Within "Schoolwork," you could have subfolders for each class, like "Math," "English," and "History," to further categorize your files.

4. File Naming Conventions

File names are crucial for identifying the content of a file quickly. Here are some tips for creating effective file names:

Descriptive: Use clear and concise names that accurately reflect the file's contents.
Lowercase and Underscores: Use lowercase letters and underscores (_) to separate words for better readability.
Avoid Special Characters: Stick to alphanumeric characters and common separators like underscores, hyphens (-), and periods (.). Avoid special characters except these as they might cause issues with some programs.
Keep it Concise: While descriptive, aim for names that are clear but not overly long.

5. File Properties

Every file has a set of properties associated with it, providing additional details beyond the filename. Here are some common file properties:

File Name: The actual name assigned to the file.
File Location: The complete file path specifying its location.
File Type: Determined by the file extension (e.g., .docx for Microsoft Word document).
File Size: The amount of storage space the file occupies, measured in bytes (B), kilobytes (KB), megabytes (MB), gigabytes (GB), etc.
Date Last Modified: The date and time the file was last edited.
Title (for documents): A descriptive title for the document's content (often editable).
Author (for documents): The creator of the document (often editable).

6. File Organization

Begin by planning how your folders and subfolders will be structured.
Organize folders based on criteria such as topic, file type, or status (e.g., current work, completed work).

7. Using a File Manager (My Computer)

A file manager is a software application used to manage files and folders on a computer.

7.1 Performing File Management Tasks

Creating a Folder on the Desktop:
- Right-click on a blank area of the desktop.
- From the context menu that appears, select "New" and then "Folder".
- Type a name for the folder and press Enter.
- Double-click the new folder on the desktop to open it. It will be empty initially.

8. Renaming Files

The Rename command allows you to change the name of files. You can rename files using three different methods:

Method 1: Action Menu**

1. Select the files you want to rename.

2. Right-click on one of the selected files.

3. From the Action menu, choose "Rename".

4. Enter a new name for the file and press Enter.

Method 2: Keyboard Shortcut (F2)

1. Select the file you want to rename.

2. Press the F2 key on the keyboard.

3. Enter a new name for the file and press Enter.

Method 3: Left-Click

1. Select the file you want to rename.

2. Using the mouse, click on the name of the selected file.

3. Enter a new name for the file and press Enter.

9. Copying Files

Copying a file creates a duplicate that can be stored elsewhere. Here are three methods to copy and paste files:

Method 1: Action Menu

1. Select the files you want to copy.

2. Right-click on one of the selected files.

3. From the Action menu, choose "Copy".

4. Navigate to the folder where you want to paste the copied files.

5. Right-click on the folder and select "Paste" from the Action menu.

Method 2: Keyboard Shortcut

1. Select the file you want to copy.

2. Press Ctrl + C on the keyboard.

3. Navigate to the folder where you want to paste the copied files.

4. Press Ctrl + V on the keyboard to paste the files.

Method 3: Drag and Drop

1. Select the files you want to copy.

2. In another File Explorer window, navigate to the folder where you want to paste the files.

3. While holding down the Ctrl key on the keyboard, drag the files from the source folder to the destination folder.

4. Release the mouse button to drop the files into the destination folder.

10. Moving Files

Moving files involves transferring them to a new location, removing them from their original place. Here are three methods to move files:

Method 1: Action Menu

1. Select the files you want to move.

2. Right-click on one of the selected files.

3. From the Action menu, choose "Cut".

4. Navigate to the folder where you want to move the files.

5. Right-click on the folder and select "Paste" from the Action menu.

Method 2: Keyboard Shortcut

1. Select the file you want to move.

2. Press Ctrl + X on the keyboard.

3. Navigate to the folder where you want to move the files.

4. Press Ctrl + V on the keyboard to paste the files.

Method 3: Drag and Drop

1. Select the file you want to move.

2. In another File Explorer window, navigate to the folder where you want to move the files.

3. While holding down the Shift key on the keyboard, drag the files from the source folder to the destination folder.

4. Release the mouse button to drop the files into the destination folder.

11. Deleting Files

The Delete command removes files from the storage device, freeing up space. Here's how to delete files and permanently remove them from the Recycle Bin:

Deleting Files to Recycle Bin

Method 1: Action Menu

1. Select the files you want to delete.

2. Right-click on one of the selected files.

3. From the Action menu, choose "Delete".

4. Click "Yes" to confirm removing the files.

Method 2: Keyboard Shortcut

1. Select the files you want to delete.

2. Press the Delete key on the keyboard.

3. Click "Yes" to confirm removing the files.

Permanently Deleting Files from Recycle Bin

Method 1: Empty the Recycle Bin

1. Remove files using the steps above.

2. Go to the computer's desktop.

3. Right-click on the Recycle Bin icon and select "Empty Recycle Bin".

4. Click "Yes" to permanently remove the files.

Method 2: Permanent Deletion

1. Select the files you want to permanently delete.

2. Hold down the Shift key and press Delete on the keyboard.

3. Click "Yes" to permanently remove the files.

12. Restoring Files from Recycle Bin

To recover a deleted file from the Recycle Bin:

Open Recycle Bin: Double-click the Recycle Bin icon on your desktop.
Find the File: Locate the deleted file in the Recycle Bin.
Restore: Right-click the file and select "Restore" from the menu.

The file will be restored to its original location on your computer.

Computer Management tasks

Creating Shortcuts

A shortcut is an icon linked to a specific program, folder, or file. Double-clicking the shortcut opens the associated program, file, or folder.
To create a shortcut to a file, right-click on the desktop or in a blank space within the folder where you want the shortcut.
From the context menu, choose New -> Shortcut. Refer to Figure 2 for visual guidance on the menus.
This action opens the Create Shortcut wizard, as shown in Figure 3.
The wizard provides step-by-step guidance for creating the shortcut.

2. Taking Screenshots

A screenshot captures an image of your computer screen at the moment it was taken.
To take a screenshot, press the Prt Scr (Print Screen) key on your keyboard.
The screenshot image is saved to the clipboard, a temporary storage area in computer memory.
To save the screenshot permanently, paste it into a graphics program like Paint.

3. Compressing Files and Folders

To compress files, you'll need a file compression utility such as Winzip or WinRAR installed on your computer.
Right-click on the file or folder you want to compress and select "Send To" -> "Compressed (zipped) Folder" from the context menu.
Follow the prompts from the file compression utility to complete the compression process.

File compression offers several advantages:

Compressed files require less storage space, allowing more files to fit onto storage devices.
Files using less storage space can be transferred more easily and quickly between devices, especially over the internet.
Storing multiple files in one archive simplifies data transfer and ensures recipients receive all necessary files correctly.

Decompressing Files or Folders Using Microsoft Windows

To decompress files or folders using Microsoft Windows, follow these steps:

1. From the Start menu, open This PC.

2. Locate the .zip file you want to decompress, right-click on it, and select "Extract Files..."

3. A dialog box will appear. Choose the destination where you want to extract the files.

4. Click on "New Folder."

5. Name the folder and click "OK." The files will be extracted to the folder you created.

Figure 2: Creating a shortcut

Figure 3: Shortcut wizard

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