Introduction to K200 - Indiana University



Introduction to K200 - Part 3: File ManagementBy Margaret LionPart 3: File ManagementOne of the most difficult concepts in learning how to use computers is file management. File management refers to the location of files that you have saved, backed-up, and are working on. If you master file management, you have learned a great deal about computers that will help you excel in both K200 and the rest of your life. Making FoldersKnowing where you keep your files and how you organize them is a big part of file management. Once you have this skill mastered the rest of working with computers will be easy. Think of file management this way: Your computer is an electronic file cabinet. It has drawers and inside each drawer are many folders. Inside each folder are files or documents. You will organize this file cabinet to best suit your needs so that when you need to find a specific document you will know exactly where it is. This is the same with file management on computers. If you know your folder structure, you will always be able to find your work. In K200 we give you a folder structure that you will create in Box @ IU and on your USB stick. To properly save, or back-up your work, it is important that you have a good folder structure. In K200 we give you the following folder structure for both a USB stick and Box @ IU.? You will be expected to every day to back-up (save) your work in Box @ IU and your USB stick so you can access your work when needed. Creating Folders on USB Stick The folder structure below will be used on both Box @ IU and your USB stick. You will first make them on your USB stick. You will create eight folders within one K200 folder. The folders and their structure are listed below:? K200 Introduction to K200In Class SaversWordExcelAccessPowerPointPodcastingWebsite CreationTo create the folders on your USB stick, do the following: Make sure your USB stick is plugged into your computer.Double-click This PC from the Desktop. Windows Explorer will open showing?the computer and will look similar to the picture below. Note the USB stick. Yours may look different.63689021630001USB stick00USB stickDouble-lick on your USB stick. It should look similar to the picture below. (NOTE: There is an Archive folder which will probably not appear on your USB stick. Yes, you can have other folders and work on your K200 USB stick.)Right-click in the blank white space of the window.Click New then Folder from the shortcut menu.A New Folder will appear. It will be a folder icon.Type K200 in the blue that appears next to the icon. IF you can’t do that, right-click on the folder and choose Rename from the new menu. Then type K200. Your screen should look similar to the picture below. Double-click on the K200 folder to open it. Try another method for creating new folders. Click Home tab in the window. A ribbon will appear.Click New Folder icon shown in the picture below. 27527251581150New folder icon00New folder icon4010025-323850Home ribbon00Home ribbonYou can do either folder creating method to create seven New Folders. Repeat the above step seven more times. You should have a total of eight new folders and your screen should look similar to the picture below. Time to name the folders. You can use the method given above, or, from the Home Ribbon, click Rename. 26794052073349Rename icon00Rename iconRename the folders to be the following: Introduction to K200In Class SaversWordExcelAccessPowerPointPodcastingWebsite CreationThe folders will be put in alphabetical order so don’t worry about the order in which you name them. Your screen should look like the picture below. You now have all of the folders you need for correctly saving/backing up your work in K200 on your USB stick. Create Folders in Box @ IUBox @ IU is cloud-storage system for students, faculty, and staff at IU. You are encouraged to back-up all of your IU work in Box @ IU. This way you can access all class materials anywhere in the world you can find an Internet connection. You will be expected to every day to back-up (save) your work in Box @ IU and your USB stick so you can access your work when needed. IF at an IU STC lab computer: Before you create your folders in Box @ IU, you will need to authorize your Box. Your instructor will have covered this in class and helped you with authorization. If you did not do this, ask your instructor for help. Once you have authorized your Box you will be able to open and use it. NOTE: The method show below is ONLY IF AT AN STC LAB! It will not work anywhere else. Go to the Desktop. Double-click This PC.The This PC window will open. Double-click the Box @ IU icon to open it. 58243671706407Box @ IU icon.00Box @ IU icon.Create folders in Box @ IU the same way you will for USB sticks. Read Creating Folders on USB Stick above for instructions. When you are done, close the Box @ IU window by clicking on the X in the upper right hand corner of the window.OR!IF NOT at an IU STC lab computer: To access your Box @ IU, do the following: Open Chrome and type: box.iu.edu. Press Enter key and you will be at the Box @ IU Website. Log into Box @ IU. Note: You may be asked to give your IU username and password. Do it. You will now see your Box @ IU. This is your space only and not for anyone else to use. Click on the New button. A drop-down menu will appear. 467832627202New button.00New button.From the drop-down menu, click New Folder.The Create a New Folder window will open.Type K200 in the Folder Name text box. Your screen should look like the picture below.Click the Create button. DO NOT INVITE ANYONE TO SHARE YOUR FOLDER!!! Keep your folder Private!!!!You will see a green confirmation notice telling you your folder has been created. You should also see the folder in your Box @ IU window. Click on your K200 folder to open it. It will look similar to the picture below.3912781148856K200 folder name.00K200 folder name.Click the New button.Using the method given above, add the following folders:Introduction to K200WordExcelAccessPowerPointPodcastingWebsite CreationIn Class SaversYour K200 folder should look similar to the picture below.You have now created your K200 folders. You will back-up all corresponding work in each folder. For example, all work you do on Microsoft Word should be saved in the Word folder. Remember: You can read more about Box @ IU from the University Information Technology Services (UITS) Webpage About Box @ IU: . Saving Copies & Backing-Up Your WorkYou must back-up all of the work you create for K200 in order to use it again and submit it for grading. Make this a habit and you will always be able to find and use your work! It is important to always back-up copies of your work for K200. Always. You have two locations for backing-up your work: Box @ IU and your USB stick. BACK-UP YOUR WORK! ?At the end of every class session back-up your work to Box @ IU and your USB stick. We cannot stress this enough! This is the only way to be sure you will not lose your work. Your instructor will not take pity on you if you do not back-up your work in both places and thus lose it. Remember that if you lose your work, your grade could, and probably will suffer due to the no late work policy. DO:Make sure you have Lastname_Firstname_Wordpad_Practice.rtf saved on your Desktop. If you attached this file in an email, open your email and download it to your Desktop. If you have not yet created this file, then go back through the Part 1: Getting to Know the STC Computer instructions and recreate the file. Saving File to Box @ IUYou will now need to back-up Lastname_Firstname_Wordpad_Practice.rtf and Lastname_Firstname_Snipping_Tool.PNG. To back-up a file to your Box, do one of the following depending on where you are: IF at an IU STC lab computer: Save and close your work. Go to the Desktop. Click This PC on the Desktop.5050465-63795Box @ IU icon.00Box @ IU icon.The This PC window will open. Double-click the Box @ IU icon to open it.Double-click on K200 to open it.Double-click on Introduction to K200 to open it.Click on Lastname_Firstname_Wordpad_Practice.rtf and drag it into the Introduction to K200 folder. Repeat the above step to drag Lastname_Firstname_Snipping_Tool.PNG into the folder. When you can see both files in the folder, you are done. Close the Box @ IU window by clicking on the X in the upper right hand corner of the window. OR!IF NOT at an IU STC lab computer: Reduce the size of your Box @ IU window so you can see the Desktop. Click on K200 to open the folder.Click on Introduction to K200 to open it. Your Box @ IU should look similar to the picture below. 4986670905126Introduction to K200 folder inside K200 folder in Box @ IU.00Introduction to K200 folder inside K200 folder in Box @ IU.Use one of the two below methods to upload your file to Box @ IU. Click and Drag:Click and drag a file you wish to save into the white area of the window. The file will then appear saved in Box @ IU. Remember to upload both Lastname_Firstname_Wordpad_Practice.rtf and Lastname_Firstname_Snipping_Tool.PNG.Upload: Click on the blue words click here under the open armed computer icon in the middle of your screen. 5518298237992The “click here” blue words.00The “click here” blue words.A window will open showing you the contents of your computer. Go to the Desktop.Click on Lastname_Firstname_Snipping_Tool.PNG.Click the Open button in the lower right corner of the window.Your file will be uploaded to Box @ IU. When at least one file is in the folder the open armed computer and blue click here words will disappear. To upload another file, you must click the Upload button. 47102231594884Upload button.00Upload button.Select File from the drop-down menu. You will once again see your computer. Go to the Desktop and locate the Lastname_Firstname_Wordpad_Practice.rtf file. Click on Lastname_Firstname_Wordpad_Practice.rtf then click Open. Your file will be uploaded. If a green window appears asking if you wish to refresh the page, go ahead and do it. It will then show you the latest version of what is in your folder. HOWEVER, you don’t have to do this. You will eventually see all the files you loaded into the folder. Your screen will now look similar to the picture below. Click the X in the upper right corner to close Box @ IU. Your work has now been saved in Box @ IU and therefore your back-up is complete. Save to USB StickSaving to your USB stick is similar to saving your work to Box @ IU. Save to both places always!To save both Lastname_Firstname_Snipping_Tool.PNG and Lastname_Firstname_Wordpad_Practice.rtf to your USB stick, do the following:Make sure that your USB stick is connected to the computer. Double-click on This PC. Double-click on your USB icon to open your USB stick. Double-click on the K200 folder.Double-click on Introduction to K200. Your screen should look similar to the picture below.Click and drag Lastname_Firstname_Snipping_Tool.PNG from the Desktop to the USB window. Repeat the above process with Lastname_Firstname_Wordpad_Practice.rtf.You will now see both files in the USB window. They have been saved, or backed-up, to your USB stick. It should look similar to the picture below.Congratulations! You now know how to backup/save your work. Do it always. Make sure the files Lastname_Firstname_Snipping_Tool.PNG and Lastname_Firstname_Wordpad_Practice.rtf are in both back-up locations.Now DO IT!Removing Your USB Stick – The Proper Way(This was also covered in Part 1: Getting to Know the STC Computer.)Some of you may be tempted to pull your USB stick out of your computer once you are through with it. This is a dangerous practice as it can destroy your stick, destroy your data, or destroy the USB slot on the computer. (Ms. Lion has done all of the above in the past.) So always remove your USB stick the proper steps listed below and you will not need to fear losing your work. Look to the lower right corner of your Desktop. On the taskbar you will see a small icon that looks like a USB stick and has a green and white check mark on it. This icon represents a USB stick inserted into the computer. It will look similar to the picture below.left-136525Safely Remove Hardware and Eject Media button.00Safely Remove Hardware and Eject Media button.When you move your mouse pointer is over the icon the words “Safely Remove Hardware and Eject Media” will appear.Click on this icon. A menu will open showing you the items attached to your computer. It will look similar to the picture below. Click the Eject Mass Storage Device line over your USB stick. In the picture above the USB stick is shown as MLION K200 (D:). To be sure your USB stick has been properly ejected, double-click on the Computer icon. If you don’t see your stick listed, then it has been properly ejected. You can now safely remove your USB stick from the computer. If you have more work to back-up to your USB stick, you can reinsert it into the computer. Proceed to HYPERLINK "" \t "_blank" Canvas and take the Part 3: File Management quiz worth 50 points. ................
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