Friday, March 27, 2015

Creating & Saving A Document

Typing on Windows Word Pad and MS Word 

March 27, 2015

If only MS Office suite program isn't included on your Operating System (i.e. Excel, PowerPoint, Outlook, Access), Go to Start Menu Button, Point to All Programs, select Accessories>click on WordPad or Notepad, they are included with you computer-Win 7, 8, 8.1 OS, etc. Otherwise, you can use the MS Word.

In this tutorial, you will learn how to manage your files. By the way, what is a File? A File is a collection of data, which has a name and is stored on a computer’s drive or in an external drive. After creating a File, you can print it, open it, edit its contents, and or save it again usually using the same program you used to create it. To accomplish any given task that involves texts, you must type texts where texts are required though.

When you start a document program, such as the WordPad, a blank wide area will appear below the menu bar, toolbars and ruler. That area is called the document window. By the upper left side of the document window, the flashing vertical bar is called the Insertion Point. The insertion Point shows your typing position on the screen, and it moves as you type and usually blinks when you pause you’re typing.

Word Pad Window

The Insertion Point indicates where the characters you type will appear. As you type sentences of texts in the specified document window, no need to press the Enter Key on your Keyboard when you reach the right margin of the page. Most Windows document programs contain a feature called Word Wrap, which automatically continues your texts on the next line. 
Therefore, you can press the Enter key only when you have completed a paragraph.  While the mouse pointer moves freely around on the screen as you move the mouse and when the mouse pointer is positioned in a text area, it looks like an I-Beam.

Notepad Window

If ever you make a typing error, just position the Mouse’ I Beam-Pointer to select the texts by highlighting all the texts you want to delete and then press the Enter key on the Keyboard. When you move the Mouse’ I- Beam pointer to a position on the screen where texts has been typed, and you click the mouse, the Insertion Point moves to that location. Use the Insertion Point, to erase the typed wrong texts by moving the I-Beam Pointer to the correct position over the wrong -typed texts and then click. The Insertion Point moves to where you clicked then use the Backspace key.
In general, whatever project you are working on your computer and or when you type texts on a document program, it is being held temporarily in the computer’s temporary memory called RAM, (RANDOM ACCESS MEMORY), and is being erased when you turn off or restart the computer. For permanent storage, you must save your work on your computer's hard drive, (c: drive; if applicable), and or on a removable disk as frequently, as possible.  A removable USB drive is an example of an external hard drive to store your project, otherwise your work will be gone for good and only a professional retriever can retrieve your work.
If you will use a new disk to store your files, only format the disk when it’s unformatted and or its old and you wanted to reuse it.  To completely erase and reuse an old disk, you can format the disk using the Quick Format command.

Format Option Command

Go>Start Menu>Point to select Windows File Explorer>Right click on the specified USB or Floppy disk and point to select Format>Put a check mark on Quick format box>then Press the Start button. 

Format options-Creating an MS DOS startup disk

If you will save your document for the first time, Go File Menu tab>Point to select Save option, a pop up Save As dialogue box appears, it gives an option where you want to save your file (if applicable: on the hard disk or the computer's Documents folder), Otherwise use an external disk to store your file, by selecting the correct destination folder on the Left Pane-Explorer bar options, of the Save As dialogue box window. 
Name the file by typing a name that you can easily remember then click Save. The file is automatically saved in that application you are using.  At the bottom of the dialogue box, you will find out the document you're saving in its' own file type, (.RTF, etc.).

Save Command

You could delete files (only you created) which you no longer need, so that your folders and disks don't get cluttered.  Use Windows Explorer File window to manage your files by using the Delete command on the file's shortcut menu options. 
Right click on a given file, click on Delete option>Select permanently delete the file by pressing Okay button. However, be careful when deleting a folder, examine it contents first, and only delete the whole folder if you no longer need the contents. All the deleted files from your computers C: Drive, goes inside the Recycle Bin.

Delete Command

The Recycle Bin is an area on your hard drive that holds deleted files, until you emptied the Recycle Bin, and then they're removed permanently, and can't be recoverable anymore. 
(If applicable), you'll find the Recycle Bin on your desktop. However, in public places though, such as the public library, no need to delete such an item that you downloaded on the computer's hard drive from the Internet, the operating system's already been programmed to delete such items.

Recycle Bin

However when you delete files and or folders from an external drive such as: USB and Floppy disk, they can't be recovered anymore; such deleted items will not go to Recycle Bin at all, once you deleted them, they're  gone for good, meaning, they're permanently deleted.

Restore/ Delete Command

To retrieve such deleted files or folders of yours inside the Recycle Bin, use the Restore Command on the Recycle Bin’s Restore option to return the deleted files and or folders from the C:Drive; You can return them back to their original location by Double clicking to open the Recycle Bin>right click on the item inside the bin and point to select Restore command option.

Copy and Paste technique: If you have an extra external disk, you can make a copy of your data from your original disk now. Make sure you copy the data stored on your original disk regularly so that as you work on your original disk the data on your copy disk stays updated. To copy a file is just an act of duplication, and placing the file to another location of your choice, but the original file isn’t affected.

However the Cutting technique is different, it’s actually removal of the data from its original location and it’s being transferred to its new location.  To do this method; on the pop-up dialogue box menu point to select Cut option on the files you selected and highlighted and then go to a new destination folder of your choice, from there;  double click and select paste command on the pop-up menu dialogue box to completely remove the files from its current location, and places the files to its new location.

Copy and Paste Technique

To prevent losing all the data stored on your external disk, you should always have a copy of your disk for later purposes. To do this technique, Make sure to insert your original USB or floppy disk and a blank disk to the computer, and then open up Windows File Explorer.

Double click on the original disk to open it. Click on the first file to select it (inside the original disk) and then press Shift key on the keyboard while clicking on the last file to highlight it then release the shift button, notice how all the files are selected and highlighted. Right click on top of the highlighted files and point to select Copy option on the menu of pop-up dialogue box. Open up and click inside the blank disk and then right click and select Paste option on the menu of the pop-up dialogue box.

Everything will be copied from the original to the new disk for Backup documents in the future.

                                                                    [Working With Files]

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