Windows 2000

File Management Within Office 2000 Programs

In the past, file management has been accomplished through a file management tool, such as Windows Explorer. Beginning with Windows 95 and Office 97, some file management tasks can be performed through the Open/Save As dialog boxes. This document was written for Windows 2000 and Office 2000, but the techniques may work with other operating systems and application programs. The instructions in this document are for file management within Windows 2000 programs using the Save As or Open dialog boxes.

Basic Navigation
Renaming a File or Folder
Deleting a File
Creating a Folder
Copying Files
Moving Files

Basic Navigation

**Accessing the Save As dialog box**

From the File menu, select Save As...
The Save as dialog box appears.

**Accessing the Open File dialog box**

From the File menu, select Open...
The Open File dialog box appears.

Changing Drives

From the Save in or Look in pull-down list, select the drive you want
The drive's contents appear in the dialog box.

Opening a Folder

From the File menu, select Save As... or Open...
The Save As or Open File dialog box appears.
If necessary, change to the appropriate drive
From the Save In or Look In listing, select the drive you want
Double click the folder you want to open
The folder's contents appear in the dialog box.

Moving Up the Folder Hierarchy

On the toolbar, click UP ONE LEVEL
Repeat until you get to the location you want

Moving to a Previous Location

The back button will move you to previous locations you have viewed in the dialog box.

On the toolbar, click BACK
Repeat until you get to the location you want

Renaming a File or Folder

Changing a file or folder name can be necessary for a variety of reasons including correcting spelling, adding a year to it for easier lookup, or modifying it to better fit the content.

Mouse Method

The mouse method is a click-and-click method. This method has a distinct pause between the clicks which differentiates it from a double click which is two quick clicks (which would open the file).

To select the file or folder, click once on the file or folder
To edit the file or folder name, click a second time on the file or folder name
The file or folder name will appear highlighted.
Type the new name
Click somewhere else in the dialog box or press [Enter]

Right-Click Method

Point to the file or folder with the mouse pointer
Click the right mouse button
From the menu that appears, select Rename
Type the new name
Click somewhere else in the dialog box or press [Enter]

Deleting a File

If a file is no longer needed, it should be deleted to save space. Sometimes users have multiple drafts of a document that are needed during the editing stage; however, once the document has been finalized, the drafts are no longer needed and can be deleted.

Toolbar Button

To select the file, click once on the file
On the toolbar, click DELETE
A confirmation dialog box appears.
Click YES

Mouse Method

To select the file, click once on the file
Press [Delete]
A confirmation dialog box appears.
Click YES

Right-Click Method

Point to the file with the mouse pointer
Click the right mouse button
From the submenu, select Delete
A confirmation dialog box will appear.
Click YES

Creating a Folder

Folders, sometimes referred to as directories, are helpful when organizing files. For example, a faculty member may want to create a folder for each class that he/she is teaching to keep materials separated.

Open the folder or drive that you would like the new folder to be a part of
NOTE: For information on how to complete this step, see Opening a Folder.
Near the top of the dialog box on the toolbar, click CREATE NEW FOLDER
The New Folder dialog box appears.
In the Name text box, type the new folder name
NOTE: If you cannot type the folder name, follow the instructions for Renaming a File or Folder.
Click OK
OR
Press [Enter]
A new folder is added to the folder listing.

Copying Files

Copying files is useful when you want a second copy or a backup copy of a file. When making a backup copy, make sure the copy is stored on a different diskette, or multiple diskettes. If the diskette or folder that the original is saved on should develop a problem, you do not want to lose both copies.

To copy files, you can use a method similar to copying text. The process is similar if you are copying files to another location on the networked drive or between the hard-drive and a floppy diskette.

Mouse & Keyboard Method

To select the file, click once on the file
Press [Ctrl] + [C]
Go to the location where you want the file to be copied to
Press [Ctrl] + [V]

Right-Click Method

Point to the file
Click the right mouse button
From the submenu, select Copy
Go to the location where you want the file to be copied to
Click the right mouse button
From the submenu, select Paste

Moving Files

Moving files is useful when you want to rearrange your files to create better file organization.

To move files you can use a method similar to copying files. The process is similar if you are moving files to the hard-drive or to another floppy diskette.

Mouse & Keyboard Method

To select the file, click once on the file
Press [Ctrl] + [X]
Go to the location where you want the file to be moved to
Press [Ctrl] + [V]

Right-Click Method

Point to the file
Click the right mouse button
From the submenu, select Cut
Go to the location where you want the file to be moved to
Click the right mouse button
From the submenu, select Paste