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Windows 8.1 Operating System Lesson # 4 – Libraries, Folders, Files and OneDrive

Work created by apps and programs is saved on the computer's hard drive as document files. Libraries and folders are used to keep track of the documents and to organize access to them. Document files are the actual data. Libraries and folders are just catalogs of shortcuts to those documents.

With some exceptions, you yourself create folders and decide what gets put in them. The four Windows 8.1 Libraries are Documents, Music, Pictures and Videos. Libraries are mostly managed by the operating system and by apps and programs. The advantage of Libraries is that they save you the work of keeping track of different types of documents. For example, all of your pictures on the computer can be placed in the Pictures library, no matter where they are located on the computer or in what format they are. But this can be very confusing if you are trying to locate specific files. It can produce unfortunate results, as when very many unwanted background music files on a game DVD get placed in the Music library without you wanting them there. If libraries work for you and you know how to use them, continue to do so at home. In these lessons we will mostly work on the Desktop and use folders to keep track of our work.

A new feature of Windows 8 is the availability of 15 GB of cloud storage for your documents on OneDrive. You can make a comprehensive decision to do so when you set the computer up. You can change this option later or decide with each document that you are saving where it should go.

In order to protect it from unwanted changes, Computer K resets itself to its previous state at each boot up using a program called DeepFreeze. Any changes you make to the system or any files you save will be deleted the next time the computer is turned on. To save your work upload it to OneDrive, save it to a flash drive, or save it temporarily and attach it to email. To save very large files, burn them to a CD or DVD.

Turn Computer K on and log in

• Trip the switch on the surge protector.

• Press the On button on top of the computer tower. Wait for the computer to boot.

Since this computer is a dual boot you need to choose an Operating System.

• If it appears, click on Windows 8.1.

Note 1: Most commonly a dark screen with “Choose an operating system start…” will appear.

• Windows 8.1 should be highlighted, so just press the Enter key.

• If it is not highlighted, use the Up arrow key to select it; then press the Enter key.

• Click anywhere on the colorful Lock screen to continue.

Note 2: Two accounts have been set up on the computer. If the last account open was Lab User, then the computer will open directly into its Desktop, because that account does not require a password. For these lessons you need to log into the Computer Group account.

If you were not asked for a password and the Desktop appears, to change the log in to Computer Group:

• RIGHT click on Start.

• Point to Shut down or sign out.

• Go straight across and click on Sign out.

• Click anywhere to get past the Lock screen.

• Wait for the Accounts screen to appear and click on Computer Group.

On the Computer Group log in screen, when asked for the password:

• Type in the password provided by your instructor and press Enter.

File Explorer

The File Explorer in versions of Windows 8 is the same as the one in Windows 7. The six main sections are Favorites, OneDrive, Homegroup, This PC, Libraries and Network.

• Click on the File Explorer icon on the Task at bottom.

• In the left Navigation panel click on the down pointing arrow ( ) to the left of This PC. You should see the same screen as in the screenshot on next page).

• In the left Navigation panel click on the arrow to the left of the Favorites icon ( ), then do the same for each of the other sections.

• Click on the individual entries and examine the contents of the right panel.

• Point to the top right corner and click on the X to close the File Explorer.

File Explorer Window

Create a folder, store and access documents on it

So as to be retained, documents you create must be saved to a folder as named files. You assign the name when you save the file. Every file in a folder must have a different name and file extension. Within a folder every subfolder must have a different name. Several files in the same folder can have the same name, if they have different file extensions. See Lesson #1 for instructions on how to display file extensions.

Note well: Because DeepFreeze is installed on this computer any folders you create or any files you save on this computer's drive will disappear at next boot up when DeepFreze is active. To save files permanently here, save them to a flash drive, attach them to email, or follow steps in the exercise below to upload them to OneDrive.

Make a new folder. Make, name and save a new file.

(1) Desktop - Make a folder

• Open Documents on the Desktop.

• RIGHT click in an empty area in the Documents window work space.

• Point to New.

• Move across to the extended panel and click on Folder.

• Ignore the text in the name box and type My Folder.

• Press Enter.

• If the folder is not in correct alpha sequence among the items in the Documents folder, click on Name at the top of the list.

• If needed, click again until you get the desired order.

• Close all windows.

(2) Desktop - Create and save a Word document

Unless you specify another folder, MS Office programs will save to the Documents folder on OneDrive. In this exercise we will save to the Documents on This PC.

• Open the Applications icon on the Desktop.

• Open the Office 2007 folder.

• Open Microsoft Office Word 2007.

• Type the words Test File.

• Click on the Office Button, click on Save As.

• On the left Navigation Pane find This PC and click on the arrow to the left of Documents icon ( ).

• In the drop down menu click on My Folder.

• The path in the Address Bar should read

This PC, Documents, My Folder.

• Click in the File name: box near the bottom.

• Delete any text there and type Test.

• Click on Save below at right.

• Close all windows.

• On the Desktop open Documents.

• Open My Folder.

• Check that Test.doc shows there.

• Open Test.doc and check that it shows the correct text.

Note: On this computer we set Open Office as the default program for handling .DOC files, so that is what opens Test.doc.

• Close all windows.

(2) Start Screen - Create and save a .BMP graphic file

• On the Desktop, point to top right to get the Charms bar.

• Click on the Search icon.

• In the text box type Paint.

• Click on the Paint entry that appears below.

At top left is a white rectangular drawing area which may be small.

• Point to the lower right corner of it until you get a diagonal arrow ([pic]).

Drawing Area (

• Hold the LEFT mouse button and drag the corner up or down and to the right or left to get an approximate 3” by 3” area.

Pencil Tool (

• Click on the Pencil tool in the Tools group.

• Point to the work area below, hold the LEFT button and draw any figure you wish.

l

• Click on the File button at top left.

• Click on Save As.

(Remember, here we save to Documents in the This PC’s folder.)

• In the left Navigation Pane find This PC and click on the arrow to the left of ( ) Documents.

• In the drop down menu click on My Folder.

• The path in the Address Bar should read

This PC, Documents, My Folder (expand the window to the right, if needed).

• Click in the File name: box near the bottom.

• Delete any text there and type Test.

• Click on Save below.

• Close all windows.

• On the Desktop open Documents.

• Open My Folder.

• Check that Test.png shows there.

• Open Test.png and check that it is the correct file.

Note that there are two files called Test in the folder, but they can be distinguished because of their file extensions.

• Close all windows.

• Open Documents. SINGLE click My Folder to select it.

• On the keyboard, press Delete key.

• If asked, click on Yes to confirm.

• Close all windows.

Save a file to Manager’s Documents and another to OneDrive’s Documents .

In Windows 8 versions, when logging in on Computer K you also sign into the Microsoft Outlook account ComputerJ1@. Through this log in you also get access to the storage for this account on OneDrive (formerly SkyDrive).

Because DeepFreeze is active on Computer K anything you save to the hard drive will be deleted on the next boot up. To keep files you create here, you can upload them to the OneDrive website.

There are two different OneDrive locations. One is a folder on the local (Computer K's) hard drive with path C:\Users\Manager\SkyDrive (mostly called OneDrive elsewhere). The other OneDrive is on a Microsoft server in the Cloud. You can create folders and save individual files on OneDrive, but on Computer K, to be sure that you will retain them, you must upload them to the OneDrive in the cloud.

You can collect the same kinds of files into Library folders. Individual files cannot be placed in the Library; to appear in the Library files must be placed in a folder that has been included in the Library. You can include any folder you wish in the Library, although to begin with, the Library includes the folders Documents, Music, Photos, Pictures and Videos. Some of these folders also appear in the folders on OneDrive and then files and folders from both locations may be included in the Library.

For example, Computer K’s Library includes Documents folders from

C:\Users\Manager\Documents

and C:\Users|Manager\Skydrive\Documents.

The last path refers to the Documents folder on OneDrive.

Libraries on Computer K are especially confusing because DeepFreeze deletes newly created files on next boot up. On your home computer, folders included in the Library may be synchronized between your computer’s hard drive and your OneDrive account. For example, some apps, such as Microsoft Office will save files to Documents on your local OneDrive automatically and the files then may show in the Documents library on your computer.

To keep confusion at a minimum, in these lessons we will save and retrieve files using the actual folder paths, rather than the Library. As an exercise, we will save a My File for Manager, to the Manager Documents and a My File for OneDrive to the OneDrive Documents and then upload the latter to the web OneDrive.

• On the Desktop DOUBLE click on Applications.

• DOUBLE click on Office 2007.

• DOUBLE click on Microsoft Office Word 2007.

• Type: File to be saved in Manager’s Documents.

• Click on the Office button, then click on Save as.

• In the left Navigation panel click on the arrow ( ) to the left of Win-8 (C:).

• In the drop down menu (scroll, if needed) click on the arrow ( ) next to Users.

• Then click on the arrow to the left of ( ) Manager and then on click on Documents.

• Make sure the path at the top of the window shows Users, Manager, Documents.

• Below, click in the box next to File name.

• Clear out any text there and type: My File for Manager.

• Click on Save below at right.

• Close all windows.

• On the Desktop DOUBLE click on Applications.

• DOUBLE click on Office 2007.

• DOUBLE click on Microsoft Office Word 2007.

• Type: File to be saved in OneDrive’s Documents.

• Click on the Office button, then click on Save as.

• In the LEFT Navigation panel click on the arrow ( ) to the left of Win-8 (C:).

• In the drop down menu (scroll, if needed) click on the arrow to the left of ( ) Users.

• Then click on the arrow to the left of ( ) Manager and then on the arrow next to SkyDrive. Then click on Documents.

• Make sure the path at the top of the window shows Users, Manager, SkyDrive, Documents.

• Below, click in the box next to File name.

• Clear out any text there and type: My File for OneDrive.

• Click on Save below at right.

• Close all windows.

• Using the same steps as above, navigate to the Manager’s two Documents folders to verify that My File for Manager and My File for OneDrive show in the two different folders.

• Close all windows.

• Point to the lower left corner and click on the Start button to get the Start Screen.

• Click on the OneDrive tile.

• If the display is in the Tile view, click on the Detail view icon at top

right.

• Click on Documents.

• RIGHT click in an empty area of the screen.

• On the App bar at the bottom, click on Add files.

• Ignore the label at the top of the screen and click on the down arrow next to it.

• Click on This PC.

• In succession, click on the tiles for Win-8 (C:), Users, Manager, SkyDrive, Documents.

• Click on My File for OneDrive to select it.

• Click on Copy to OneDrive below.

• Point to the upper right corner and click on the X to close OneDrive.

• Close any other windows.

• Point to the lower left corner and click on the Start button to get the Start Screen.

• Click on the OneDrive tile.

• If the display is in the Tile view, click on the Detail view icon at top right.

• Click on Documents.

• RIGHT click on the file My File for OneDrive.

• At lower left click on the Delete icon.

• Click on Delete to confirm.

• Turn the computer off as previously instructed.

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