Microsoft Office Tutorials and References
In Depth Information
Organizing Files and Folders
Organizing Files and Folders
Knowing how to save, locate, and organize computer files makes you more productive
when you are working with a computer. A file , often referred to as a document , is a col-
lection of data that has a name and is stored in a computer. Once you create a file, you
can open it, edit its contents, print it, and save it again—usually using the same program
you used to create it. You organize files by storing them in folders , which are containers
for your files. You need to organize files so you can find them easily and work efficiently.
A file cabinet is a common metaphor for computer file organization. A computer is like
a file cabinet that has two or more drawers—each drawer is a storage device, or disk .
Each disk contains folders that hold documents, or files. To make it easy to retrieve files,
you arrange them logically into folders. For example, one folder might contain financial
data, another might contain your creative work, and another could contain information
you’re collecting for an upcoming vacation.
A computer can store folders and files on different types of disks, ranging from remov-
able media—such as USB drives (also called USB flash drives), compact discs (CDs) , and
floppy disks —to hard disks , or fixed disks, which are permanently stored in a computer.
Hard disks are the most popular type of computer storage because they can contain many
gigabytes of data, millions of times more data than a floppy disk, and are economical.
To have your computer access a removable disk, you must insert the disk into a drive ,
which is a computer device that can retrieve and sometimes record data on a disk. See
Figure 1. A hard disk is already contained in a drive, so you don’t need to insert it each
time you use the computer.
For hands-on practice of
key tasks in this tutorial,
go to the SAM 2003
Training Companion CD
included with this text.
Figure 1
Computer drives and disks
hard disk is housed in a
drive (usually drive C)
inside the computer
Using Files
CD (drive D)
DVD (drive E)
USB drive (drive F)
floppy disk (drive A)
A computer distinguishes one drive from another by assigning each a drive letter. The
floppy disk drive is drive A. (Most computers have only one floppy disk drive—if your com-
puter has two, the second one is called drive B.) The hard disk is usually assigned to drive C.
The remaining drives can have any other letters, but are usually assigned in the order that
the drives were installed on the computer—so your USB drive might be drive D or drive F.
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