This and That: Understanding File Management, The First Five Steps
by Elizabeth B. Wright July2004
One of the most difficult problems for new users is the file-management system on a computer. Of course the exception is children. They seem to have no problems with computers. But for the rest of us, the file structure on a disk, be it hard, floppy, CD or whatever, is just not that easy to understand. My experience, from tutoring adult users, has shown me the confusion they experience when retrieving previously-generated files. The phrase, “I saved the file, but it has disappeared and is not on my computer anymore,” is familiar to anyone who has tried to help someone gain more expertise in using their machines.
Judging from how difficult this action appears to be, it seems to me that few beginning computer classes spend enough time covering this subject. Coupled with many adult users wanting to get into computing without being willing to spend the time necessary to learn this fundamental building block of the system, the difficulties at a later date are just waiting to happen.
There are many similes for the computer file structure, and many teachers/mentors believe that the one they use should be sufficient for all new users to grasp the process. But my experience has been that the only way anyone actually learns about filing is to start at the beginning and keep working until the idea finally makes sense to that particular person. The filing system doesn’t change, but the way individual users think about filing is as varied as the number of people using computers. As a result, it is essential to present the problem in progressive steps that can be practiced by the new user until the concept connects with that person’s view of organization.
Now for a tutorial.
This will get you into the basic file system. However, each program you use has its own way of saving files. This phenomenon causes most of the trouble new users have. We will cover that later.
Step 1: Determine the system you have. This includes the machine itself (PC, Mac, etc.) and the operating system, plus the hardware in the case.
Step 2: How a file-management program is brought up on the screen must be determined for each individual setup. Most Windows systems access it by RIGHT-clicking on the start button, then left- clicking on “Explore”. There are other ways, but for now we will use this one.
Step 3: Most computers have a “root” storage disk (possibly known as primary, main, master, etc.). On most setups, this is referred to as the C: drive. Nothing is gained by experienced users trying to explain in detail the old DOS systems that led up to the C: designation. If new users want to know why it is C and not A or something else, it is much easier to explain that it has been a progression of computer technology which has culminated in the consensus that C: is the logical choice.
Step 4: Bring up the file management program on your computer using whichever option applies to your setup. Try not to be confused by the difference between Microsoft’s “Windows Explore” and “Windows Internet Explorer”. Since so many adult, first-time users begin using computers primarily for access to e-mail, the obvious confusion between the two programs does not endear Microsoft to those of us who have the burden of trying to teach the file-management program.
Step 5: Once the file management system is accessed, look on the left side of the screen and locate the C: at the top of the column. There may be additional words on the same line as the C:, but that varies from computer to computer. Click one time on the C: and you will be in the part of the file system called the “Root Directory”. Microsoft has further confused the issue by now using the term “Folders” for sub-directories in the C:(Root) folder/directory. If there is nothing showing under the C:, left click one time on the small plus sign to the left of the C:. Look down the column to see if there are additional “folders”. If the file management program has opened with two columns showing on the screen, the folders plus any “files” that are in the Root directory will appear on the right side of the screen. If there is just one column, left click on “view” at the top of the screen, place the cursor on “explorer bar” in the drop-down menu. On the fly-out menu that will open automatically to the right, left click on “Folders.” This will change the screen to two columns and close the dialog box. It is much easier to navigate through the system using two columns.
This is just the beginning. Next month will have additional steps.
Elizabeth Wright is a member of the OKCPCUG and a regular writer for the eMonitor