Word processing/Working with documents/File management

Word processing

Learn to use a word processor to produce documents for a business or organisation.
An OP Online course from the National Certificate in Computing (Level 2) programme.

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Although the concepts are similar, the details of file management procedures differ depending on the version of Windows that you are using. An excellent set of tutorials can be found at gclearnfree.org - check out what's available for your own version of Windows.

Searching for files and folders

It's important to be able to find a file by searching for it by name or by keywords in the contents of the file.

Activity

Please note: the following tutorials will open in a new window/tab. When you have finished, simply close the window/tab and you'll return to this page. Searching for files and folders in Windows XP Searching for files and folders in Windows 7

Passwords

Passwords can be used to prevent others from opening a file, as you are required to enter a password in order to open the file.

If you assign a password to a file you must enter the password each time you open the file. Passwords can contain up to 255 characters and can be made up of letters, numbers, spaces and symbols.

Passwords in Word 2007

1. Open a file which you have created
2. Click on the Microsoft Office Button
3. Click Prepare
4. Click Encrypt Document
5. Type your password in the Encrypt Document dialog box, then click OK
   
   
6. Re-enter your password in the Confirm Password dialog box, click OK

Passwords in Word 2010

1. Open a file which you have created
2. Click on the File Button
3. Click Protect Document
4. Click Encrypt With Password
5. Type your password in the Encrypt Document dialog box, then click OK
6. Re-enter your password in the Confirm Password dialog box, click OK

Password exercise

Activity

Locate and open the file Words which you saved earlier. Re-save this document with a password

Renaming and deleting folders and files

When you rename a file or folder, it does not make a copy of them. The contents of the file or folder do not change, only the name of the file or folder. You need to be careful when renaming files that you do not change the extension E.g. .docx must stay or the computer will not know what program to use to open the file.

Activity

Please note: the following tutorial will open in a new window/tab. When you have finished, simply close the window/tab and you'll return to this page. Creating, renaming, and deleting files .

Backups

What is a backup?

Back-up is the computer term meaning to make a copy of any data files which have been created.

How do I make a backup?

Use My Computer, Copy, and Paste to keep a backup copy of Files or Folders (files and folders stay the same, and can be copied onto another storage device easily and used immediately). This could be done on:

• an external hard drive
• a USB – Removable Storage Device
• a CD or DVD if you had a CD or DVD writer

Activity

Using Copy and Paste to Backup a File or Folder: Use My Computer to locate the folder you are using to store your files for this course Click once on the folder to select it Click on the Edit menu Select Copy Now you need to go to the location you want to store (paste) your backup copy: we will use the Desktop, but you could also use a USB drive Minimise the My Computer window (and any other windows) by clicking on the minimise option located in the top right corner You should now be able to see your desktop Right-click on the desktop and select Paste, a copy of the folder will now be added to the desktop Rename the folder by right-clicking and using the Rename option. Repeat the Backup steps, this time backing up a file (eg Words) not a folder.

When do I backup my programs and data?

You should back-up regularly depending on how often you enter data.

For example:

• For daily data entry: at the end of the day, end of the week, end of the month and end of the year (often done at night)
• For weekly data entry at the end of week, end of the month, end of the year
• For monthly data entry at the end of each month and end of the year
• Some businesses will back up only data that has changed during the day e.g. Bank Accounts

What do I do with the backups?

Keep backups securely off site in a fireproof environment which has no heat, no moisture, no magnetic interference. This is so that the data is not corrupted by heat, moisture, magnetic interference. Data is kept off site in case of natural disaster.

Backup and restore

The Backup and Restore function within Windows XP, 7 & 8 creates copies of your most important personal files for safety purposes, which you can restore if the worst comes to the worst.  See more information about Backup and Restore on the Microsoft website.

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