Chapter 14

Organizing Your Documents

Get ready to . . .

⇒ Find a Misplaced File 316

⇒ Use Libraries for Easy Access to Files

⇒ Create or Join a Homegroup

⇒ Browse for a Network

⇒ Create a Folder to Organize Your Files

⇒ Add a Location to Favorites

⇒ Use Check Boxes to Select Files

⇒ Add the Undo Button to File Explorer

⇒ Move a File from One Folder to Another

⇒ Rename a File or a Folder

⇒ Delete a File or Folder

⇒ Get Back a File or Folder You Deleted

Everything inside your computer is stored on a disk. Your computer has a primary disk, formally called the internal hard drive. You may see this disk referred to as the C: drive. (The terms drive and disk are interchangeable.)

The contents of a disk are organized into individual files. When you save a document, you create a file on a disk. Many other files on the disk belong to the programs you use, including the thousands of files that make up Windows 8.

Disks also are organized into folders, which are containers for files. For its own files, Windows 8 has a main folder that contains dozens of other folders (called subfolders). One extra-important folder has the same name as your user name, which you created the first time you turned on the computer (see Chapter 1). Inside or below that user account folder, Windows 8 creates more folders to help you organize your files by type. For example, all your photos go into the Pictures folder, and all your documents go into the Documents folder.

In this chapter, you search for files and explore your disk, folders, and documents. You work with File Explorer as you create new folders to organize documents and move files from one folder to another. You also copy files from your hard disk to other disks to take with you or give to other people. File management is much more exciting than it may sound so far.

Find a Misplaced File

1. To search for a misplaced file, begin on the Start screen. Type the name of a document or photo you have on your computer, for example, read. (In Chapter 6, you downloaded a file with read in its name.) On the search results screen, select Files, as shown in Figure 14-1.

Figure 14-1

To search using a touchscreen, swipe from the right edge to display the charms bar. Select the Search charm. Select in the search box to display the virtual keyboard.

The keyboard shortcut for Search is +Q (for query).

2. To open a file found in Step 1, select that file. Then, close the app that opens that file using one of these methods:

• Mouse: Move the mouse pointer to the top of the screen. When the pointer changes to a hand symbol, click and hold down the left mouse button. Drag the app down until part of the app is off the bottom of the screen. Then release the left mouse button to close the app and return to the Start screen.

• Touchscreen: Swipe down from the top of the screen until part of the app is off the bottom of the screen. Then lift your finger to close the app and return to the Start screen.

• Keyboard: Press Alt+F4.

Strictly speaking, if you find what you’re looking for, stop looking. (No extra charge for pearls of wisdom.) In this case, however, keep looking because doing so reveals important information about how files are organized and how you can take control of that organization.

3. On the Start screen, select the Desktop tile. On the desktop, select the File Explorer icon (the yellow folder) in the taskbar. File Explorer opens. Note the ribbon, which is the collapsible toolbar at the top of the window, as shown in Figure 14-2.

Figure 14-2

On the ribbon, tools are grouped by tabs, which in File Explorer consist of File, Home, Share, and View, as well as other tabs that appear based on the selection. Tabs are further divided into sections, labeled below the related tools. (Note, for example, the Clipboard section on the Home tab.) To expand the ribbon, select the up arrow at the far right of the tabs. Collapse the ribbon by selecting the down arrow. Select a tab to display its tools, whether the ribbon is expanded or collapsed.

4. Select the box labeled Search (probably followed by Libraries), below the ribbon and to the right. Type read (or the name of a file you found in Step 1). As you type, File Explorer displays any matching files, highlighting the text that matches. Figure 14-3 shows the results of a search for read on my computer.

Figure 14-3

On a touchscreen, the virtual keyboard doesn’t appear on the desktop until you select the keyboard icon on the right side of the taskbar.

If the search results include too many files, making it hard to see the one you want, type more of the file name in the Search box. The number of matching files should decrease as you type more text in the box.

5. Note that in Figure 14-1, I found a file, but not so in Figure 14-3. This is due to focus — where File Explorer is searching, which is in the libraries. (Why does Colonel Mustard spring to mind?) Libraries are home to most of your files and are divided into four specific libraries: Documents, Music, Pictures, and Videos. Libraries contain folders and files. Visualize the organization from larger to smaller as Disks > Libraries > Folders > Files. But my read file isn’t in any of my libraries. The read file is in a folder called Downloads, because I downloaded it in Chapter 6.

You can use Search Tools in the ribbon to refine a search, as needed. Start a search, and then select the Search tab. In the section labeled Refine, select Date Modified and then select a time period ranging from Today to Last Year. Select Kind to limit the search to specific types of files. You can even select by size and other properties.

6. On the left side of Explorer, select the Downloads folder under Favorites. Even if you see the file with read in its name, type read in the Search Downloads box for practice in finding a file. (Or select Recent Searches in the ribbon, and then select the file name for which you’re searching.)

If you can’t find a file, select Computer on the left, and repeat Step 4. This action searches the entire computer, which takes longer and turns up some irrelevant files along with the missing one (you hope!).

Use Libraries for Easy Access to Files

1. On the desktop, select the File Explorer icon in the taskbar. The right side of Explorer is called the content area. The left side of Explorer is called the navigation pane and contains five sections. Explorer starts with its focus on the Libraries section. Under Libraries, select Documents; note any files displayed on the right.

If you see libraries or folders on the left and right, note that selecting and opening on the left only requires a single click or tap, whereas selecting on the right requires one click or tap to select and a second in quick succession to open.

The keyboard shortcut to open File Explorer is +E. You don’t need to switch to the desktop before using the shortcut.

2. On the left, select Music, then Pictures, and then Videos, while noting the files in each library on the right. Select Documents again.

3. To create a practice document you can use in later sections, select the Home tab in the ribbon. In the New section, select New Item, and then select Text Document, as shown in Figure 14-4. (If you don’t see this option, make sure that the Documents library is selected.) An empty text document is created and the words New Text Document are highlighted so you can type a new name. Type practice file. (You’ll rename this file in a later section.) Feel free to repeat this step to create additional items for practice, including Rich Text Documents or Bitmap Images.

On a touchscreen, the virtual keyboard doesn’t appear on the desktop until you select the keyboard icon on the right side of the taskbar.

Figure 14-4

4. Select the View tab in the ribbon. In the Layout section, select each option, such as Extra Large Icons and Large, Medium, and Small Icons. If you see a downward- pointing triangle on the right edge of the Layout options, select that triangle to display even more options. Try them all, if you like.

Certain layouts are better for certain purposes. For example, photos are easier to recognize as Extra Large Icons than as a List. Figure 14-5 shows my documents using the Details view, which includes the date the file was modified.

Figure 14-5

The more time you spend in File Explorer, the more worthwhile it is to explore the ribbon as you need it.

Create or Join a Homegroup

1. On the Start screen, type homegroup. On the search results screen, select Settings in the Search panel. Under Settings on the left, select HomeGroup. This opens the HomeGroup category of PC Settings.

On a touchscreen, the virtual keyboard doesn’t appear on the desktop until you select the keyboard icon on the right side of the taskbar.

A homegroup is a simple network, which is a connection between two or more computers for the purpose of sharing resources, such as an Internet connection, files, printers, and storage. One user on a network creates a homegroup that other users join, if they choose.

You can also create or join a homegroup by selecting Homegroup in the navigation pane of File Explorer.

2. If A Homegroup Is Available appears on screen, select the Enter Homegroup Password box. Type the password and select Join.

The person who created the homegroup can give you the password. If that person doesn’t remember it, he or she can follow the steps in this section on his or her own machine to get the password for you.

If you see HomeGroup Is Only Available on a Home Network, jump to the “Browse for a Network” section, later in this chapter.

3. If you are the first person to use this function in your household or you have already joined a homegroup, the right side of the screen displays the Libraries and Devices section.

4. For each library that you want to share in the Libraries and Devices section, shown in Figure 14-6, click or tap to the right of the small black box in the rectangular slider. Separate options control the sharing of printers and devices (including disks) and allow media devices (such as the Microsoft Xbox game console) to play your music, pictures, or videos.

Figure 14-6

Libraries and devices shared in the homegroup will appear in the file picker and other places where you save or open files, including File Explorer.

If you want to turn off sharing for a library, click or tap to the left of the black box that appears in the rectangular slider.

5. Scroll down, if necessary, to see the Membership section. The password required by other users to join your homegroup appears in the box.

Although you can change this password through a long series of steps, you’ll use this password only when a computer joins a homegroup for the first time.

In the unlikely event that you want to leave a homegroup, select the Leave button at the bottom of the Libraries and Devices screen. I don’t recommend this because doing so removes all options for sharing through HomeGroup.

6. Switch to the desktop and open File Explorer. On the left, select Homegroup. If you have created or joined a homegroup, you’ll see your computer and others that have joined. By selecting objects in the homegroup, you can access anything shared by others.

Browse for a Network

1. On the Start screen, type network. On the search results screen, select the Network app. The Network window opens on the desktop.

To search using a touchscreen, swipe from the right edge to display the charms bar. Select the Search charm. Then select in the search box to display the virtual keyboard.

2. In the Network window, you may see icons for other computers on your network, as well as your own. My network is shown in Figure 14-7. Your screen may show only two or three computers. Select one of the other computers. Shared resources will appear in the window. (You may be asked for a user name and password, obtainable from the user of that computer.)

Figure 14-7

The difference between a homegroup and a network is subtle. A homegroup is specific kind of network and may be easier to create than a network. A network has more options and can give you finer control over access to sharing. Take the easy route: Use an existing homegroup or network or create a homegroup.

3. If you see the message Network discovery and file sharing are turned off. Network computers and devices are not visible. Click to change… just below the ribbon, select that message. Then select Turn On Network Discovery and File Sharing on the pop-up menu. This option enables your computer to find other computers and to be found by others.

If you’re on a public network, don’t turn on network discovery.

4. Select the Network tab, and then select Network and Sharing Center. If Access type indicates No network access, select Troubleshoot Problems. On the Troubleshoot Problems screen, select Internet Connections. On the next screen, select Troubleshoot My Connection to the Internet. This troubleshooter runs through a series of diagnostics to resolve the problem. After a few minutes, the screen will display Troubleshooting has completed. You may then see Problems found, as well as an indication of whether those problems have been fixed.

At this point, if you still have a problem accessing the network or resources on the network, restart your computer. See Chapter 4 for information on connecting to the Internet. See Chapter 12 for information on maintaining Windows 8.

Create a Folder to Organize Your Files

1. In the File Explorer navigation pane, select the Documents library.

2. On the Home tab, select the New Folder button. An icon for the new folder appears in the content area on the right, with the name New folder next to it and already selected (see Figure 14-8).

Figure 14-8

On a touchscreen, the virtual keyboard doesn’t appear on the desktop until you select the keyboard icon on the right side of the taskbar.

3. Type practice folder as the new name. Don’t move the cursor or mouse before you start typing. Your new text will replace the highlighted text automatically. Press the Enter key to make the new name stick. (If you have a problem naming the folder, see the “Rename a File or a Folder” section, later in this chapter.)

4. Open your new folder by double-clicking or double- tapping its icon. The content area is empty.

5. To return to the Documents folder, select Documents in the navigation pane.

Don’t worry too much about creating folders, because the folders Windows 8 provides may be all you ever need. As you accumulate more files, however, placing them into other folders may help you stay organized. In the Documents library, for example, you might create a folder called Finances for files related to income, expenses, and investments, and another folder called Family for family-related documents. Which folders to create and how to name them depend entirely on your own sense of order.

Add a Location to Favorites

1. If you frequently access a specific location using File Explorer, you can add that location to the Favorites section of the navigation pane for easy access. For this exercise, select the Documents library. (These steps work for folders, not files.)

2. Select the folder you created in the preceding section (or any other folder).

3. On the Home tab, select the Easy Access button. From the drop-down list, select Add to Favorites (see Figure 14-9). A shortcut to your selected location appears at the bottom of the Favorites section.

Figure 14-9

To remove a shortcut from Favorites, select the Favorites heading, and then select the item you want to remove. Select the Delete button on the Home tab. This action deletes just the shortcut, not the original folder.

The Easy Access button also has an option to Pin to Start, which adds a tile for this location to the Start screen.

Use Check Boxes to Select Files

1. In File Explorer, you select files to move, copy, rename, or delete. You can add a check box to make selecting multiple files easier. In Explorer, select the View tab, and then select the Options button. The Folder Options window appears. Select the View tab (in the Folder Options window, not in the Explorer ribbon), as shown in Figure 14-10. Scroll through the Advanced Settings box until you see Use Check Boxes to Select Items, and then select that check box. Select the OK button.

Figure 14-10

2. Select the Documents library (or any library that contains more than one file). To select a file, click or tap the area to the left of the file name. (You won’t see the check box until you select it with a tap or a click or hover over it with the mouse pointer.) Repeat to select additional files. If you want to deselect a file, select the check box again to remove the check mark. Close the window after you’ve seen how these check boxes work. Figure 14-11 shows two selected files.

Figure 14-11

If you want to select only a single file, you can select anywhere on the file name. You use the check box when you want to select more than one file at a time.

The Home tab has other methods for selecting. Select All does just what it says — selects all objects in a folder or library. Select None works similarly. Invert Selection switches the selection. For example, if I chose Invert Selection in the context of Figure 14-11, the two selected files would be deselected and all the other files would be selected. Sometimes it’s easier to select the files you don’t want and then invert the selection.

Add the Undo Button to File Explorer

1. You can add a button to File Explorer to undo an action, such as moving, renaming, or deleting a file. Above the Home tab, select the rather small down-pointing arrow to display the Customize Quick Access Toolbar list, as shown in Figure 14-12.

Figure 14-12

2. Select the Undo option from the drop-down list. The Undo button, which sports a blue arrow curving to the left, appears immediately to the left of the arrow you clicked in Step 1. You can undo most — but not all — actions in File Explorer by clicking or tapping this button immediately after the action. (Time isn’t the issue. You can do something, and then undo it a year later if you don’t do anything in the meantime.)

The keyboard shortcut for undo is Ctrl+Z. This shortcut works regardless of whether the Undo button is on the screen.

You may be able to undo a series of actions by repeating the undo function.

3. Select the Customize Quick Access Toolbar button again. Note that you can also add the Redo button, which, as you would expect, undoes the undo. All the other options appear also on larger buttons on the Home tab, so you don’t need to add them to the Quick Access toolbar.

Move a File from One Folder to Another

1. You can move files to organize them. For this exercise, select the Documents library in File Explorer. Select one of your documents.

To move more than one file at a time, see the section “Use Check Boxes to Select Files.”

2. On the Home tab, select the Move To button, as shown in Figure 14-13.

Figure 14-13

3. If you see the location you want in the drop-down list, you could select that location. However, for practice, select Choose Location. A window opens, showing every possible location. Select Libraries, then Documents, and then My Documents. Select the folder you created in the section “Create a Folder to Organize Your Files.” (Or select the Make New Folder button and name that folder.) Finally, select the Move button, as shown in Figure 14-4.

Figure 14-14

Unless you move many files or large files, you may not see any indication that the move was completed.

4. In Explorer, select the folder to which you moved your file. There it is!

Note that the Copy To button works similarly, except the original file stays where it is and a copy is created in the new location.

Use these same steps to move a subfolder from one folder to another. However, don’t move folders that Windows 8 creates.

You can move a file in a single step. Click and drag or tap and drag the file to the desired folder. When the file is over the folder, release the mouse button or lift your finger. Although this method can make moving easier, it can also make it easier to move a file to the wrong destination. Double-check that the file ends up where you want it before going on to other things.

Rename a File or a Folder

1. You can change the name of any file or folder you create. (Don’t rename files in the Windows or Program Files folders.) For this exercise, select the Documents library in File Explorer. Then select one of your files.

To rename more than one file at a time, see the section “Use Check Boxes to Select Files.” On completion of the rename operation, the files you selected will share the name you provide; each file will have a unique number added to the name, starting with (1).

2. On the Home tab, select the Rename button. In the content area, the current name of the file or folder is selected, as shown in Figure 4-15. If you type anything while the text is selected, you erase the current name, which is convenient if the new name is completely different from the old name. If you want to keep most of the current name and edit it, select inside the name or press the left- or right-arrow key to move to the place in the name where you want to type new text.

Figure 4-15

3. Type the new name, which can be more than 200 characters long (although a dozen characters may be more than enough). You can capitalize letters and use spaces and dashes, but you can’t use slashes or asterisks, which Windows 8 reserves for other purposes.

On a touchscreen, the virtual keyboard doesn’t appear on the desktop until you select the keyboard icon on the right side of the taskbar.

4. When you’ve typed the new name, press the Enter key to finish the process.

Delete a File or Folder

1. You can delete any of your files you no longer need. (Don’t delete files in the Windows or Program Files folders.) For this exercise, select the Documents library in File Explorer. Then select one your files.

To delete more than one file at a time, see the section “Use Check Boxes to Select Files.”

2. On the Home tab, select the X on the Delete button.

The keyboard shortcut to delete the selected file is the Delete key (surprise!).

3. By default, Windows does not provide a confirmation message — your file is gone with a click. A hundred files can be deleted as easily. Select the bottom third of the Delete button to display the drop-down list shown in Figure 14-16. Select Show Recycle Confirmation.

Figure 14-16

4. Select another file, and then select the X on the Delete button. The Delete File confirmation window appears. Select Yes to delete the file or No to cancel the operation.

If the confirmation window seems unnecessary to you, repeat Step 3 to turn off the message.

You can permanently delete a file, in which case it will not be in the Recycle Bin. Select the file, select the bottom of the Delete button, and then select the Permanently Delete option.

Get Back a File or Folder You Deleted

1. Normally, when you delete a file or folder, Windows 8 moves the object to the Recycle Bin. Objects remain in the Recycle Bin indefinitely, allowing you to restore something you deleted long after you did so. In File Explorer, select Desktop under Favorites. To open the Recycle Bin, double-click or double-tap the Recycle Bin in the content area.

You can open the Recycle Bin also by double-clicking or double-tapping its icon on the desktop itself.

2. If many files or folders are listed in the Recycle Bin window, type the name of the item you want in the Search box in the top-right corner of the window. If any files match what you type, they will appear in the content area.

On a touchscreen, the virtual keyboard doesn’t appear on the desktop until you select the keyboard icon on the right side of the taskbar.

3. To restore a file or folder to its original location, select the file or folder in the Recycle Bin window. On the Manage tab, select Restore the Selected Items, as shown in Figure 14-17. The selected file or folder returns to the folder it was in before it was deleted.

Figure 14-17

If Windows 8 needs disk space, it will automatically clear out the oldest files in the Recycle Bin first. If you want to get rid of everything in the Recycle Bin, select the Manage tab and then select Empty the Recycle Bin. After you empty the Recycle Bin, you can’t undo your action.

Don’t select the Restore All Items button because it puts every single item in the Recycle Bin back in its original location. Most of the files in the Recycle Bin are probably files that you really meant to delete. Choosing this command would be like dumping the trash can on your living-room floor to find a penny you threw away.

See Chapter 15 for information on backing up and restoring files.