Microsoft Office 2008 for Mac Microsoft Office 2008 for Mac – Illustrated– Illustrated

Unit C: Understanding File ManagementUnit C: Understanding File Management

ObjectivesObjectives

Open, edit, and print files Copy, rename, and move files Search for files Delete and restore files

Microsoft Office 2008 for Mac - Illustrated

Opening, Editing, and Opening, Editing, and Printing FilesPrinting Files

Often a file is needed to be changed that was previously has already created

After opening a stored file edits or changes can be made― for example, text can be added or deleted, or the

formatting (the appearance) of text can be changed

Saving an edited file― if saving the file with the same filename it replaces

the original file― if wanting to keep the original file, save the edited

file with a different filename

When wanting a hard copy, or paper copy of the file, it will need to be printed

Microsoft Office 2008 for Mac - Illustrated

Opening, Editing, and Opening, Editing, and Printing FilesPrinting Files

Microsoft Office 2008 for Mac - Illustrated

Edited To-Do List file

Documents folder in Printer window

Print Preview

One way to open a file is to drag it over the program on the Dock that created it

Use print preview: To save time and effort and to toner ink and paper

Copying, Renaming, and Moving Copying, Renaming, and Moving FilesFiles

Periodically files might need to be copied, renamed, or moved so that files remain organized and easy to find

Files, and groups of files, or folders can be copied or moved from one storage device to another or from one folder to another

When a copy of a file is made, the original file stays in its current location and a duplicate of the file is created in another location― this feature provides a backup of important files so

if a file is lost a new working copy can be made

Microsoft Office 2008 for Mac - Illustrated

Copying, Renaming, and Moving Copying, Renaming, and Moving FilesFiles

To move a file means to take the original file and move it to a new location

One of the fastest ways to move a file is with drag and drop (which uses a pointing device to drag a file or folder to a new location)

It may also be necessary to rename a file, giving it a name that more clearly describes the file’s contents and it’s use

Microsoft Office 2008 for Mac - Illustrated

Copying, Renaming, and Moving Copying, Renaming, and Moving FilesFiles

Microsoft Office 2008 for Mac - Illustrated

File copied with drag and drop

Creating a new folder

File moved with drag and drop

Using Drag and DropUsing Drag and Drop(to copy and move files)(to copy and move files)

When dragging and dropping a file to a folder on the same storage device, the file is moved into that folder

If dragging and dropping a file to a folder on another device, the file is copied― if wanting to move the file to another drive, press

and hold down while dragging and dropping the file

― if wanting to copy a file to another folder on the same drive, press and hold down [option] while dragging and dropping

Microsoft Office 2008 for Mac - Illustrated

Searching for FilesSearching for Files

The Mac has several tools that can aid in the search for a file or folder as after creating, saving, and renaming numerous folders and files it might happen that a particular folder or filename location or name, or both may be forgotten

The sidebar in the Finder window contains the Search For group which provides quick access to predefined subsets of the files on the computer organized by date saved or file type

Microsoft Office 2008 for Mac - Illustrated

Searching for FilesSearching for Files

In addition, the Search field of the Finder window can provide assistance in locating files by name or content

Microsoft Office 2008 for Mac - Illustrated

Search options available with Leopard

Searching for FilesSearching for Files

Microsoft Office 2008 for Mac - Illustrated

Search results

Working with StacksWorking with Stacks

By default, the Documents and Downloads folders appear both in the Finder window and on the dock (to the right of the dashed line and next to the Trash)

When a folder is clicked on the dock, it does not open in a separate window, instead the folder springs open in an arc or grid to reveal its contents; this method of displaying the contents of a folder is called a stack― once a stack is open, click an item in the stack to

open it on the desktopMicrosoft Office 2008 for Mac - Illustrated

Deleting and Restoring FilesDeleting and Restoring Files

When a folder or file is not longer needed it is easy to delete (or remove) from the computer

If a folder is deleted, Leopard removes the folder as well as everything (files) stored in it

Leopard places folders and files that are deleted in the Trash― as long as the Trash is not emptied, files and

folders can be removed from the Trash by dragging them out of the Trash

― emptying the Trash removes the deleted folders and files from the computer and frees up valuable storage space

Microsoft Office 2008 for Mac - Illustrated

Deleting and Restoring FilesDeleting and Restoring Files

Microsoft Office 2008 for Mac - Illustrated

Empty Desktop folder

Trash content in Finder window

Emptying the TrashEmptying the Trash

When emptying the Trash, Leopard marks the physical location of the files and folders in the Trash for reuse

Disk reading utilities can recover files until the space has been reused

If wanting to delete files containing sensitive information and prevent them from being recovered, click the Finder on the menu bar, the click Secure Empty Trash which overwrites the space previously occupied by the deleted files and folders

Microsoft Office 2008 for Mac - Illustrated

RevisionRevision

Next Week: Review Chapter C (57-73)– Mock 1 in period 1 Review Chapter A (1-15)– Mock 2 in period 2

Microsoft Office 2008 for Mac - Illustrated