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Files and Folders

Dell™ Technology Guide

Files are documents, photos, or graphics stored on your computer. A folder is a group of multiple files.

FOR MORE INFORMATION: To learn more about how to open, copy, and delete files and folders, see Windows Help and Support: click Start or ® Help and Support.

Navigating to Files

Use Microsoft^® Windows^® Explorer to view and find files and folders available on your computer.

FOR MORE INFORMATION: To learn more about using the Windows Explorer utility, see Windows Help and Support: click Start or ® Help and Support.

In Windows Explorer, use the Forward and Back buttons above the Address Bar to navigate to files you previously viewed.

Selecting and Opening Files

To open a file, you first need to select the file. To select a file, click the filename one time. Selected files appear highlighted. To open the file, double-click the selected filename.

Selecting a Group of Files

Click the first file you want included in the group. Press and hold down the <Shift> key as you click the last file to include in the group. All the files in the group are highlighted.

Selecting Several Random Files

Click a file you want to select. Press and hold down the <Ctrl> key as you click each file. All the files you selected are highlighted.

Opening and Saving a File

Double-click on a file you want to open. When you finish working with the file, perform the following to save the file: Click File® Save. Click the X in the upper-right corner to close the file.

NOTE: Clicking the X in the upper right corner of an application rather than a particular file in the application, closes all the open files in the application.

HINT: To save file with a different name, Click File® Save As. Type a name for the file in the File name box and click Save.

Opening a Graphic Image (Picture or Art)

When you double-click on a graphic (such as a photo) to open it, it appears in the Windows Picture and Fax Viewer window. To make changes to the graphic, you will need to open it within the program used to create it or in another graphic editing program.

Finding Files

If you are unsure where a file is saved, you can use the Search option.

Searching for a File

Windows Vista®

1. Click Start ® Search.
   
   
2. In the Search Results window, click All.
   
   
3. Type the filename or part of the filename in the Search box.
   
   
4. Type a word or part of a word in the Search box.
   
   
5. Press<Enter> or click the magnifying glass
   
   

To search for a picture:

1. Click Start ® All Programs ®Windows Photo Gallery.
   
   

Windows® XP

1. Click Start ® Search.
   
   
2. Under Search Companion, select the type of item you want to search for.
   
   
3. Enter a name and click Search.
   
   

Renaming Files

You should not rename files that the operating system or other programs require to operate.

1. Right-click the file you want to rename.
   
   
2. Click Rename from the drop-down menu.
   
   
3. Type a new name for the file and press the <Enter> key.
   
   

Printing Files

1. Open the file you want to print, and select File®Print.
   
   
2. Specify the print settings and click OK.
   
   

Deleting Files

1. Click the file you want to delete.
   
   
2. Press the Delete key. The Confirm File Delete dialog box appears.
   
   
3. The selected file is deleted.
   
   

HINT: When you delete a file, Windows places the file in the Recycle Bin in case you need to restore the file. To permanently delete a file, empty the Recycle Bin. To empty the Recycle Bin, double-click the Recycle Bin icon and select Empty Recycle Bin from the File menu.

Sharing Files

Windows Vista

1. Click one or more files or folders that you want to share, and click Share.
   
   
2. In the File Sharing dialog box, click one of the following:
   
   
   • On the same computer: Type the name of the person you want to share files with, and click Add.
     
     
   • On a domain — individuals: Click the arrow to the right of the text box, and then click Find. Type the name of the person you want to share files with, click Check Names, and click OK.
     
     
   • On a domain — everyone: Click the arrow to the right of the text box, click Everyone, and click Add.
     
     
   • On a workgroup: Click the arrow to the right of the text box, click the person's name, and click Add.
     
     

You may have to create a new user account to share files with some users.

3. Under Permission Level, click the arrow next to each person or group and select sharing permissions:
   
   
   • A Reader can view shared files, but not add, alter, or delete them.
     
     
   • A Contributor can view or add shared files, but can only alter or delete files he or she has contributed.
     
     
   • A Co-owner can view, add, alter, or delete any shared file.
     
     
4. Click Share. If you are prompted for an administrator password or confirmation, type the password or provide confirmation.
   
   
5. If a window appears asking for permission to continue, click Continue.
   
   
6. After you receive confirmation that your folder is shared, send a link to the shared files to the people you are sharing them with.
   
   
7. Click Done.
   
   

NOTE: If you change the name of a shared file or folder, send a link to the new location to those sharing the file or folder.

Windows XP

1. Click Start ® My Documents.
   
   
2. Select the file or folder that you want to share and drag it to Shared Documents in the Other Places box.
   
   

HINT: To learn more about sharing folders or documents, click the Shared Documents option under the File and Folder Tasks box. Then click on the sharing and security link on the Shared Documents Properties window. This action takes you to the Windows Help and Support screen.

Sharing Files With Password Protection.

If your computer is part of a workgroup, you have the option of turning password protection on or off.

If password protection is turned on, the person you are sharing with must have a user account and password on your computer in order to access the files and folders you are sharing.

Restricting Access to a File

You can restrict who has access to folders or files by setting permissions for the specified file or folder.

1. Locate the folder or file for which you want to set permissions and right- click on it.
   
   
2. Click Properties® Security to remove permissions from a group or user, click on the required group or user and click Remove.
   
   

FOR MORE INFORMATION: To learn more about setting permissions, see Administrator Rights.

Transferring Files and Settings to a New Computer

Transferring Files From a Computer Running Windows XP to a Computer Running Windows Vista

1. Install Windows Easy Transfer from the Windows Vista DVD on the computer running Windows XP.
   
   
2. After the installation is complete, click Start ® Windows Easy Transfer.
   
   
3. Click Continue on the User Account Control dialog box and follow the instructions on the Windows Easy Transfer wizard.
   
   

If Windows Easy Transfer is not listed in the Start menu, use the Control Panel to access the Windows Easy Transfer wizard:

1. Click Start ® Control Panel ® System and Maintenance ® Welcome Center ® Transfer files and settings.
   
   
2. Click Continue on User Account Control dialog box and follow the instructions on the Windows Easy Transfer wizard.
   
   

Transferring Files Between Computers Running Windows XP

To transfer files and folders from one computer to another using the Files and Settings Transfer wizard in Windows XP:

1. Click Start ® All Programs ® Accessories ® System Tools.
   
   
2. Select Files and Settings Transfer Wizard.
   
   
3. Follow the instructions on the wizard.
   
   

Backing up Files

You can back up your entire computer or just certain files and folders.

Windows Vista

1. Click Start ® Control Panel ® System and Maintenance ® Welcome Center ® Transfer files and settings.
   
   
2. Click Back up files or Back up computer.
   
   
3. Click Continue on User Account Control dialog box and follow the instructions on the Back up Files wizard.
   
   

Windows XP

1. Click Start ® All Programs ® Accessories ® System Tools ® Backup.
   
   
2. Click Advanced Mode in the Backup or Restore Wizard.
   
   
3. On the Backup tab® Job® New.
   
   
4. Specify the files and folders you want to back up by selecting the check box to the left of a file or folder in Click to select the check box for any drive, folder, or file that you want to back up.
   
   
5. In Backup destination, do one of the following:
   
   
   • Click File if you want to back up files and folders to a file. This option is selected by default.
     
     
   • Click a tape device if you want to back up files and folders to a tape.
     
     
6. In Backup media or file name, do one of the following:
   
   
   • If you are backing up files and folders to a file, type a path and file name for the backup (.bkf) file, or click the Browse button to find a file.
     
     
   • If you are backing up files and folders to a tape, click the tape you want to use.
     
     
7. Specify any backup options you want, such as the backup type and the log file type, by clicking the Tools menu, and then clicking Options.
   
   
8. When you have finished specifying backup options, click OK.
   
   
9. Click Start Backup, and then make any changes to the Backup Job Information dialog box. If you want to set advanced backup options such as data verification or hardware compression, click Advanced. When you have finished setting advanced backup options, click OK.
   
   
10. Click Start Backup to start the backup operation.
    
    

Running Backup When the Settings Have Been Preconfigured

If a backup procedure has been preconfigured, simply access the Backup or Restore Wizard and click Next and Finish where appropriate without changing settings. The wizard will take you through the options and then start the backup process.

Running Backup With Hidden Drives

NOTE: You cannot run backup for a drive that is "hidden".

To run backup in this situation, you must first unhide any hidden drives. To do so, open the program that you used to hide the drive and make the drive visible.

Restoring Files

You can restore your entire computer or just the files and folders on your computer.

Windows Vista

1. Click Start ® Control Panel ® System and Maintenance ® Backup and Restore Center.
   
   
2. Click either Restore files or Restore computer.
   
   
3. Click Continue on User Account Control dialog box and follow the instructions on the Restore Files wizard.
   
   

Windows XP

1. Click Start ® All Programs ® Accessories ® System Tools ® Backup.
   
   
2. Click Advanced Mode.
   
   
3. On the Restore and Manage Media tab, select the files and folders you want to restore.
   
   
4. Select the location to restore your backed-up files and folders.
   
   
5. Select whether to replace existing files with the same name.
   
   
6. Click Start Restore.
   
   

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