by Technophobes;the Kicking;Screaming Is This Thing On?: A Computer Handbook for Late Bloomers
Q: Is there any recourse when people misrepresent themselves on a dating website?
A: Every online dating site offers a way to contact the people who administer the site and let them know if someone’s behavior warrants preventing their being listed on the site. However, a little fibbing about height, weight, finances, and so on probably will not get someone banished from the site.
Q: If I remove a photo of me from Facebook, can it be found elsewhere?
A: The uncomfortable fact is that once a photo or text is posted on Facebook, it is out there. When you delete a photo from your album, someone else may have already printed it or captured the image from Facebook. You should know that Facebook owns anything posted on the site. So even if others can no longer see the photo in your album, it remains in Facebook’s archives.
Q: Can I control who can read my tweets on Twitter?
A: Yes! After you have signed into your account, click on your name in the top right corner, then click Settings. Under the Account tab, scroll all the way to the bottom of the page. Click inside the box to the right of Tweet Privacy. A check should appear in the box. Last, click on Save at the bottom of the page. Keep in mind that someone you allow to read your tweets can copy or print your tweet and pass it on. So you still want to be discreet and thoughtful about what you tweet.
Let’s Review:
blog
a website where contributors share ideas and opinions
Facebook
a social networking website where you and your “friends” can view whatever ideas, photos, or links to websites you all choose to share
forum/message board
an online meeting place for group discussions
instant-message (IM)
to send or receive typed messages via the Internet in real time
LinkedIn
a social networking site for professionals to make connections and list or find jobs
post
to submit text that appears on a blog, message board, or social networking website
profile
a webpage on a social networking site where you list your interests, hometown, and whatever other details you choose to share with anyone who has access to your information on the site
social networking
connecting with friends and family, meeting new people, and sharing ideas, photos, etc., on the Internet
Skype
a program that allows you to call, IM, or video call other users at no cost over the Internet
Twitter
a social website where you “follow” whoever’s (140 characters or less) thoughts are of interest to you and where others may in turn follow you
CHAPTER 20
Put It All in Order
Create a filing system, organize, and maintain all that lives on your computer
You don’t need to be a neatnik for the sake of your buddy, the computer. It couldn’t care less whether you can find the documents you “penned.” Nor does it have any investment in whether your photographs are organized in a folder on the Desktop or if they live higgledy-piggledy all over your machine. Your computer will not lose sleep over whether you’ve copied your photos and documents onto CDs for safekeeping or not. You are the sole beneficiary of an organized computer. Knowing where things are stored on it makes your computing experience manageable and more pleasant. Don’t you deserve that?
As for the computer, what matters is that you do some regular housekeeping to help it function at its best. First, let’s take care of your needs. Unless the computer is misbehaving, it can wait.
File vs. Folder
Files and folders have been referred to several times in the book. Let’s get to the nitty-gritty of exactly what the difference is between the two and how you can make use of both.
A file can be a word-processing document, a digital or scanned photograph, a video clip, an audio or music recording, a PowerPoint slide show, or a movie. It could be a multipage document containing text, graphics, and photos. In every case, a file must have a name. Ideally, that name clearly describes the contents of the file, thereby eliminating the need to open the file to reveal the gist of its contents. It’s a good idea to include the date in the filename (i.e., smile May 12.doc). A file name can contain spaces, may be uppercase and lowercase but punctuation can sometimes be tricky. You can’t use slashes or question marks. If you must have a means to divide text, to be safe use the hyphen key (i.e., accountant final letter 4-14-11.doc).
• One folder containing three files.
In Chapter 15, I described how to use File and Save As to name a Microsoft Word (MS Word) document. Using File and Save As as file-naming devices is not exclusive to MS Word. Both options appear in many different software programs. Feel free to click on File in any program when curiosity calls to see if Save As appears in the drop-down menu.
PUNCTUATION IS NOT WELCOME
For simplicity’s sake, avoid punctuation when you name a file or folder. Slashes ( / ) are a coding used by the computer to designate the location of an item on the computer, and for some reason the computer won’t accept question marks, either. It’s easiest to steer clear of punctuation when you name a file (aka document, photo, etc.) or folder. Period!
At the end of a file name is a suffix or extension that identifies the software program used to create the file. On the next page is the same list from our discussion on attachments in Chapter 17.
File Name Extensions
.doc or .docx = Microsoft Word document
.xls or .xlsx = Microsoft Excel spreadsheet
.pdf = Adobe Acrobat portable document file
.ppt = Microsoft Power Point Presentation
.cwk = Apple Works document
.mov = QuickTime movie
.wav = sound file
.jpg = a graphic or image
.zip = compressed data
* * *
“My actual desk is a mess, yet somehow I’m able to keep my computer quite organized. Who knows why I can do it with the computer and nowhere else, but it definitely eliminates computer confusion for me.”
—Daniel
* * *
Notice there is an icon beside the suffixes listed in the above box. The icon represents each software program. Becoming familiar with these different icons helps identify the types of files on your computer. There are many more extensions than those shown here. The ones listed are ones you’ll see most often.
A folder is not a file. I know it’s confusing, but to the computer a file is a file and a folder is a folder. There is no such thing as a “file folder” on the computer. A folder is a means to store and organize one or more files. (For example, you might have a folder called “travel” and in it a document titled “packing list” and another called “Italy itinerary.” Those two items are files contained in the folder “travel.”) To assist in the identification of the contents, you will assign the folder a name. Again, specificity counts. The icon for a folder helps clarify things because it looks like a manila folder and it functions like one.
FILE OR FOLDER
Drop the phrase “file folder” from your lexicon, and it will be easier to understand dealing with a file or a folder.
You can even have a folder system within a folder, similar to a family tree, as in the illustration here. On my computer, the main folder is named “Abby.” Within that folder are folders titled “correspondence,” “travel,” and “recipes,” to name a few. Inside the correspondence folder are folders designated by year that store the correspondence of each year. Within the travel folder are various itineraries and conversion charts. The recipe folder contains separate folders for appetizers, entrees, and desserts—each folder with recipes in it. Starting to get the picture?
• The Abby Folder branches out into sub-folders that contain folders and documents.
Essentially, there is no limit to the number of files or folders a single folder can store, as long as your computer has enough memory. Here’s the rule of thu
mb to keep things organized: If you have three or more files that can be grouped, make a folder to store them.
Create a Folder
Let’s create a folder on the Desktop, so you can see what this business is all about.
If you have a PC:
• Move your mouse to a blank spot on the Desktop.
• Click with the right button of the mouse.
• Left-click on New (all other clicks will be with the left button after this point).
• Move the mouse into the menu that opened next to New.
• Click on Folder at the top of the list. A folder will now appear on the Desktop.
• Do not click the mouse at this stage. Instead type the desired name of the folder. For this exercise, simply type your first name. (If you did click the mouse, even though I told you not to, your folder is now officially named New Folder. Don’t worry. We will learn how to rename a folder next. Sit tight.)
• Creating a New Folder on a PC.
CLICK AND GO
1. RIGHT-click on Desktop.
2. LEFT-click on New.
3. LEFT-click on Folder.
4. Do not click mouse; type desired folder name.
5. Hit Enter key.
• Hit the Enter key to save the new name.
• Double-click on the folder to open it.
If you have a Mac:
• Click on the Desktop.
• Click on File at the top of the window.
• Click on New Folder.
• Do not click the mouse at this stage. Instead type the desired name of the folder. For this exercise, simply type your first name. (If you did click the mouse, even though I told you not to, your folder is now officially named New Folder. Don’t worry. We will learn how to rename a folder next. Sit tight.)
• Hit the Return or Enter key to save the new name.
• Double-click on your folder to open it.
BE FLEXIBLE
Remember, the steps I go over might be slightly different on your computer. Take the instructions here and apply them to what your screen has to offer.
Well done! Repeat these steps anytime you want a new folder to appear on your Desktop. These are the same steps you would follow to create a folder within a folder anywhere on your computer. Open the existing folder where you would like a new one to appear. If you have a PC, right-click inside the folder where you want the new folder to appear and then follow the preceding steps. With the Mac, open the existing folder and then click on File.
• Creating a New Folder on a Mac.
CLICK AND GO
1. Click on Desktop.
2. Click File.
3. Click New Folder.
4. Do not click mouse; type desired folder name.
5. Hit Return or Enter key.
Rename a Folder or File
You can change the name of an existing folder or file (aka document, photograph, etc.) at any time. The same steps apply to both a file and a folder. A folder and/or file must be closed while changing the name.
• Place your mouse on the text below the icon of the file or folder to be renamed.
• Click once on the file or folder name. The computer now knows what item you want to modify.
• Click once, again, on the file or folder name. Only the name is now highlighted. You can either click within the name, if you want to modify only part of the name, or start typing to replace the entire name. For this exercise, replace your first name with your last name.
• Hit the Enter or Return key to save the change.
A PHOTO BY ANY OTHER NAME
As mentioned in Chapter 18, if you give a photograph a specific name that indicates the subject, location, and date, you won’t play a guessing game as to what the image is or have to open it over and over again to find out. This is also true for any file or folder.
Pretty good, huh? If that didn’t work, don’t fret. Try it again slowly and carefully. You’ll get it.
Move into a Folder
Let’s say you’ve been saving all of your attachments or new documents on the Desktop. (A good place to save them at the onset of your computer learning because you can find them easily.) But now you have so many on the Desktop that you want to tidy things up. You can easily move a file or a folder into an existing folder.
First, let’s open a new document so we have something to play with.
• Open Microsoft Word.
• Click on File. (An older version of Word may require that you open a New Document. If that is the case, click on New Document.)
• Click on Save As.
• Choose the Desktop as your destination.
• Name the document “move me.”
• Click Save.
• Close Microsoft Word.
Great! Now we have a document on the Desktop titled “move me” and a folder with your name.
• Move your mouse onto the “move me” document (aka file).
• Depress the mouse and keep it depressed (poor sad mouse) while you drag the “move me” file on top of the folder with your name.
• When the “move me” is smack on top of the other folder, highlighting both of the icons and text, release the mouse.
• Double-click on the folder with your last name. Shazam! There is your “move me” document (aka file) inside the folder. Close the folder.
• Repeat the steps in Create a Folder on page 307. Name the new folder Bertha. Then keep reading.
Let’s move the Bertha folder into the folder with your last name. It’s as easy as click, drag, and drop. (You can sneak a peek at the previous instructions, if you want. They are there to help you.)
• Moving a file into a folder.
CLICK AND GO
1. Move mouse onto “move me.”
2. Click and drag onto folder.
3. Release mouse.
The Bertha folder should no longer exist on the Desktop. Now you can open the folder with your name. Bertha and “move me” should be inside. Click and drag “move me” into “Bertha.” Get it now? I thought so.
Because you can also use this method of moving items for moving files into a folder, it makes tidying up the Desktop very easy. When you’re not sure where to save a photo, document, or folder, why not save it to the Desktop? You now know you can move it from there into an already existing folder or one you create.
CLICK AND DRAG
If you need a refresher on click and drag, return to page 128 and play a hand or two of Solitaire.
Delete a Folder
Nice work so far! Now, close whatever folders you have open on the Desktop.
I apologize for what you’re about to do, but I’d like you to practice deleting a folder. Don’t feel that all of your hard work has gone for naught because we’re about to throw it away. You can repeat the preceding steps to create as many folders as you like. But what if one of your folders and its contents become obsolete? You want to be able to clean up your Desktop or any other area of your computer, don’t you? I thought so.
First, find your target for where to put unwanted files and folders. On a PC, it is the Recycle Bin . On a Mac, it is the Trash . Let’s get rid of the Bertha folder. Make sure it’s closed. Click, drag, and drop the folder onto the Recycle Bin or Trash. Simple as that. Gone!
Be aware that there is more than one method available to create, rename, move, and delete a file or folder. As it is true with so many actions on the computer, there are several ways to accomplish each of these tasks. The more you experiment with your computer, the more easily you can decide the method you prefer. You may choose to mix and match, as I do. You can also choose to store things anywhere on the computer that you desire. There is a Documents or My Documents folder that already exists on your computer. You may want to store documents you’ve written there instead of creating a new folder with your name. How you decide to organize is your choice. I just strongly suggest that you do organize as you begin your journey rather than having to do a massive cleanup furth
er down the line.
Two things to keep in mind:
• If you delete a folder, you will also be deleting all files and folders within that folder.
• If you move a folder, you will also be moving all the files and folders within that folder.
Trash Picking 101
What happens to the file and folders you’ve thrown away? They remain stored in the trash or recycle bin until you or the computer, if scheduled to do so automatically, empties it. If you have a Mac, and you want to empty the Trash, click Finder, then click Empty Trash. If you have a PC, right-click on the Recycle Bin, then left- click on Empty Recycle Bin.
If you feel remorse about something you threw away, you can roll up your sleeves and retrieve it from the trash unless it has been emptied. Double-click on the Recycle Bin or the Trash to open it. Click and drag the desired item out of the folder back onto the Desktop. (You may want to wash your hands afterward!)
What do you do when the message below appears on your screen?
The safest thing to do is to move your hands away from the keyboard and mouse. A hand hovering over the mouse, with its owner in an agitated state, can lead to an accidental click. The result of that click may be irreversible. In the case of this example, if you chose Yes and later realized your error, the item in question could be retrieved from the trash, but in other situations you might not be so lucky.
• The computer may ask you to confirm that you want to throw something away.
Don’t Throw Out the Baby with the Bathwater!
More than one student has come to my class with the same sad story. Their computer seemed to be running slower than usual. So, they decided to delete items they didn’t think were necessary in the hope that it would make the computer run more smoothly. Much to their disappointment the computer stopped working entirely. What they did was delete items they didn’t think they used on their computer. The number of files and/or folders on your computer doesn’t make a big difference in the operation of the machine, unless you have an older computer with little memory. Unwittingly, a program that works in the background of the computer can get tossed in the purging process. By deleting this necessary but unfamiliar element, you risk negatively impacting how the computer functions. Files ending in .exe, .config, .sys, .bak, and .dll should never be altered, modified, renamed, copied, moved, or deleted. I don’t expect anyone to commit that list to memory. So, instead, here is the policy I suggest: If you didn’t create it or receive it as an attachment, don’t delete it. When in doubt, don’t throw it out!