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Chapter 3. Finding and Opening Documents > Organizing Files in Folders

Organizing Files in Folders

One nice thing about WordPerfect is that you can do all your file management tasks from within the program. You don't have to start Windows Explorer to create new folders and move files around. Also, you can work with virtually any file on your system, not just WordPerfect files.

The file management tools are available in every file-related dialog box, such as Save As, Insert File, Insert Image, and Select File. Because the Open File dialog box is used more often, it is used here in the examples.

Creating New Folders

Setting up an electronic filing system is just like setting up a filing system for your printed documents. Just as you take out a manila folder and attach a label to it, you can create a folder on your hard disk and give it a name. Organizing files into folders by account, subject, project, or client helps you locate the files you need quickly and easily.

To create a new folder

1.
Open the drive or folder where you want to create the new folder.

2.
Right-click in the file list and choose New, Folder. You can also choose File, New, Folder. A new folder icon appears in the file list with a temporary name of New Folder (see Figure 3.10).

Figure 3.10. When you create a new folder, you replace the temporary name of New Folder with a name you choose.


3.
Type a name for the folder. Because the temporary name New Folder is selected, the name that you type automatically replaces it.

Moving and Copying Files

If you accidentally save a file to the wrong folder, it's not a disaster. You can always move it to another folder later. Just be sure to move the file rather than copy it because you don't want two copies in two different places. Things can get pretty confusing when you are trying to figure out which copy is the most recent.

On the other hand, there are good reasons why you would want to copy a file rather than move it. Backups come to mind. If you've been working on an important document all day, make a copy of the file onto a floppy disk or CD when you're finished. You will sleep better at night knowing that you have a backup copy in case something happens to the original. Likewise, if you want to share a file with a co-worker on your network, you want to copy the file to his folder on the network. This way, you still have your original, and he has a copy that he can freely edit.

Remember, if you want to move or copy more than one file, you need to click the first file to select it. Then hold down the Ctrl key and click the others. Continue to hold down the Ctrl key until you are finished selecting the other files.

To move files

1.
Select the file(s) that you want to move.

2.
Click the Move To button, or choose Edit, Cut, or choose Edit, Move To.

3.
Navigate to the folder where you want to store the files.

4.
Click the Paste button, or choose Edit, Paste, or click Move.

To copy files

tip

Keyboard shortcuts make the process of moving and copying files even easier and faster. After selecting a file, you can use Ctrl+X to cut (move) the file or Ctrl+C to copy it. Then navigate to a folder, click to select it, and press Ctrl+V to paste the file into that folder.


1.
Select the file(s) that you want to copy.

2.
Click the Copy To button, or choose Edit, Copy, or choose Edit, Copy To Folder.

3.
Switch to the folder where you want to store the files.

4.
Click the Paste button, or choose Edit, Paste.

I like using the Move To and Copy To buttons because I can pick a folder from the list instead of navigating to the destination folder and then navigating back to where I was.

The instructions to move and copy files work on folders, too, so if you want to work with all the files in a folder, you don't have to select them all. Just select the folder and work with it instead.

Renaming Files

When you save a file (or create a folder), you try to give it a descriptive name. Later, however, that name might no longer seem appropriate. It could be as simple as a misspelling in the name, or a case in which the content of the file changes and the name needs to reflect that change. Regardless of the reason, you can quickly rename a file or folder in just two steps.

To rename a file or folder

1.
Click the file or folder that you want to rename.

2.
Wait a second and click the file or folder name again. An outline appears around the file or folder name, and the name is selected (see Figure 3.11). You can also right-click the file and choose Rename.

Figure 3.11. When an outline appears around the filename and the text is selected, you can edit the name.


3.
Edit the name as necessary.

4.
Either press Enter or click in the file list when you are finished.

tip

Clicking, pausing, and clicking again can be a little tricky, especially if you inadvertently move the mouse between clicks. You might find it easier to choose File, Rename to rename a selected file.


Deleting Files and Folders

If you decide that you no longer need a folder, you can delete it. Before you do, open the folder and make sure that there are no folders or files that you need to keep. Deleting a folder automatically deletes the contents.

To delete a file or folder

1.
Select the file or folder.

2.
Click the Delete button or choose File, Delete. Usually—but not always—a Confirm File Delete message box appears, asking if you're sure you wish to send the file to the Recycle Bin. If you do, click Yes. If not, click No.

Mistakes can happen to anyone, which is why we all love the Undo Delete feature. If you accidentally delete a file or folder, you can quickly restore it by clicking the Undo Delete button (see Figure 3.12).

Figure 3.12. The Open File dialog box has a Delete and an Undo Delete button.


The Absolute Minimum

  • You learned how to use the Open File dialog box, so you can now comfortably work in all the file management dialog boxes in WordPerfect.

  • You became skilled at navigating through the drives and folders on your system so that you can work with files in another folder.

  • Searching for a file is easy, even if you don't remember the name or where the file is located.

  • Converting documents from a different format is as easy as opening them in WordPerfect. The built-in conversion filters do all the work for you.

  • Anything you can do in Windows Explorer, you can do in WordPerfect. You saw how to move, copy, rename, and delete files from within a file management dialog box.

In the next chapter, you will learn how to select text so that you can act on it independently. You will also see how you can customize the screen to help you revise documents. You will also learn how to fax and email documents straight from WordPerfect.


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