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Windows XP

File Management Within Office XP 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 XP and Office XP, but the techniques may work with other operating systems and application programs. The instructions in this document are for file management within Windows XP programs using the Save As or Open dialog boxes.

return to topBasic Navigation

Accessing the Save As Dialog Box

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

Accessing the Open File Dialog Box

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

Changing Drives

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

Opening a Folder

  1. From the File menu, select Save As... or Open...
    The Save As or Open File dialog box appears, respectively.

  2. From the Save in or Look in pull-down list, select the drive you want

  3. Double click the folder you want to open
    The folder's contents appear in the dialog box.

Moving Up the Folder Hierarchy

  1. Near the top of the dialog box, on the toolbar, click UP ONE LEVELup one level button

  2. 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.

  1. Near the top of the dialog box, on the toolbar, click BACKback button

  2. Repeat until you get to the location you want

return to topRenaming 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. 

Renaming a File or Folder: 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).

  1. To select the file or folder, click once on the file or folder 

  2. 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.
    renaming a file or folder

  3. Type the new name

  4. Click somewhere else in the dialog box or press [Enter

Renaming a File or Folder: Right Click Method

  1. Point to the file or folder with the mouse pointer

  2. Click the right mouse button » select Rename
    The file or folder name will appear highlighted.

  3. Type the new name

  4. Click somewhere else in the dialog box or press [Enter

return to topDeleting 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. 

Deleting a File: Toolbar Method

  1. To select the file, click it once

  2. Near the top of the dialog box on the toolbar, click DELETEdelete button

  3. A confirmation dialog box will appear, click YES

Deleting a File: Keyboard Method

  1. To select the file, click once on the file

  2. Press [Delete]

  3. A confirmation dialog box will appear, click YES

Deleting a File: Right Click Method

  1. Point to the file with the mouse pointer

  2. Click the right mouse button » select Delete

  3. A confirmation dialog box will appear, click YES

return to topCreating 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. 

Creating a Folder: Toolbar Method

  1. Open the folder or drive that you would like the new folder to be a part of
    See Opening a Folder for information on how to complete this step.

  2. Near the top of the dialog box on the toolbar, click CREATE NEW FOLDER Create New Folder button
    The New Folder dialog box appears.

  3. In the Name text box, type the new folder name
    If you cannot type the folder name, follow the instructions for Renaming a File or Folder.

  4. Click OK
    OR
    Press [Enter]
    A new folder will be added to the folder listing.

Creating a Folder: Right Click Method

  1. Open the folder or drive that you would like the new folder to be a part of
    Refer to Opening a Folder for information on how to complete this step.

  2. In the Open file dialog box, right click » select New » Folder
    A new folder appears with the name selected.

  3. Name the new folder

return to topCopying and Pasting 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. 

Copying and Pasting Files: Keyboard Method

  1. To select the file, click once on the file

  2. Press [Ctrl]+[C]

  3. Go to the location where you want the file to be copied to

  4. Press [Ctrl]+[V]

Copying and Pasting Files: Right Click Method

  1. Point to the file

  2. Click the right mouse button » select Copy

  3. Go to the location where you want the file to be copied to

  4. Click the right mouse button » select Paste

return to topCutting and Pasting Files

Cutting and pasting files is useful when you want to rearrange your files to create better file organization. It essentially moves the files from one location to another. The process is similar to moving files to the hard-drive or to another floppy diskette. 

Cutting and Pasting Files: Keyboard Method

  1. To select the file, click it once

  2. Press [Ctrl]+[X]

  3. Go to the location where you want the file to be moved to

  4. Press [Ctrl]+[V]

Cutting and Pasting Files: Right Click Method

  1. Point to the file

  2. Click the right mouse button » select Cut

  3. Go to the location where you want the file to be moved to

  4. Click the right mouse button » select Paste

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