Unit 3. Basic file management and word processing

Topic B: Basic file management

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Folder and File

Folder (or directory) – a virtual storage space used to store and organize computer files.

  • A folder can also contain additional folders (known as subfolders).
  • A folder has a name and is represented by an icon.


File – a storage unit on a computer that stores information, data, etc. (such as a document, an image, etc.).

  • Folders contain files
  • Files have names and are represented by various icons

Screenshot of four Word files. All are from Section 1, Units 1 to 4.

Filename – a unique name given to a file to identify it. A filename can contain letters, symbols, numbers, spaces, etc.

Right-click to create a new folder (Windows 10)

  1. Go to the location where you want to create the folder (Desktop, Documents, or anywhere on your computer).
  2. Right-click on a blank space (don’t right-click on an existing item in the folder).
  3. Click or hover over New.
  4. Click Folder.
  5. Type a name for the new folder and press Enter (on the keyboard).


Ribbon – a group of buttons and icons (tabs) at the top of the window that allows users to access the commands that they need to complete a task.

Microsoft Word ribbon. Icons offer options like bold, change font size, indent, and justify.

Create a new folder from the ribbon menu (Windows 10)

  1. Go to the location where you want to create the folder (e.g., Documents).
  2. Click Home.
  3. Click New folder.
  4. Type a name for the new folder and press Enter (on the keyboard).

Go to "Home" in File Explorer, then select "New folder" to make a new folder.

Basic File Management Skills

Basic file management refers to a way to name, save, backup, organize files/folders and keep track of files on a computer.

Some file management tips

  • Create folders/subfolders to organize files.
  • Save your work frequently in folders/subfolders (organize by category).
  • Save your files on a backup disk regularly (back up your files).
  • Give files and folders short, but meaningful names.

Save a file for the first time or save a file with a different name or location (Microsoft Word)

  1. Click the File tab in Microsoft Word.

"File" tab in Microsoft Word is highlighted.

  1. Click the Save As command.

"Save as" is highlighted in the "File" menu.

  1. Choose a location on your computer (e.g., USB drive or hard disk drive) to save your file.
  2. Type a name for your document in the File Name box.
  3. Click the Save button.

Save an existing file in its current location (Microsoft Word)

  1. Click the File tab.
  2. Click the Save command.
  3. Or click the Save button icon.

Operate a Printer

Printer – a device that is usually connected to a computer in order to transfer the text and graphic information to paper.

A computer printer outputting a colourful document.

Microsoft Word print screen. One copy, print all pages, no page range selected.Operate a printer

  1. Load paper in the paper tray if needed.
  2. Press the Power button to turn the printer on.
  3. Open the file you want to print.
  4. Click the File tab.
  5. Click the Print command.
  6. Select the print options: Number of Copies, Print All pages, or Pages (e.g., from page 2 to page 5), etc.
  7. Click Print or Okay to start the printing process.


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Key Concepts of Computer Studies Copyright © 2020 by Meizhong Wang is licensed under a Creative Commons Attribution 4.0 International License, except where otherwise noted.

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