Welcome to Highline, Office 2016 video number 3.
Hey, in this video, we're gonna build a logical system
of folders to manage files.
The files we'll be managing all the files for our class
and all the files from your other classes at Highline.
Now, the way it we'll do that, of course,
is using Windows Explorer.
Now, before we talk about what we're
gonna do for our system of folders
I want to show you an example of a system of folders
that I use for all my classes and Highline.
Now, I've already opened up Windows Explorer.
I can see it highlighted here on the Taskbar.
So I'm gonna click.
And here on the left is my drive for all of my classes.
Now, I create a lot of different classes each quarter.
And I've been doing it for over 10 years.
So I have over 100,000 files that I have to manage.
So you can imagine trying to find a given
file at any time is difficult, unless you use a logical system
folder.
So Video Class Storage Main and.
I'm gonna click the triangle and expose a number of folders.
Right at the top, Video Class Storage.
I'm gonna click the triangle to open.
And there, that's a lot of classes and folders.
Now, I'm want to go down to Business 216.
Notice, I named it smartly.
So anytime I'm looking for a Business 216 file,
I can look inside here.
Click the expand triangle.
2013, this folder contains all of the files for the Office
2013 class.
This is ours, 2016.
Now, I want to look at 2013.
Click the expand triangle.
Down here is content.
I click that.
And notice, I organized it exactly
like the order in which we study.
So within Windows Explorer, I click the triangle.
There is a folder for handouts.
These are all the handouts that you download.
Here's all of the start files.
We don't have any for Windows Explorer.
But later, for Word and Excel, we will.
Homework solutions, there's none for this particular section.
So it's empty.
But I can, at any time, if I want
to find a handout for Excel, I go over to the Excel.
Look at all those videos.
I'm gonna click on the Handout folder.
And then, notice, they're numbered smartly.
So I can quickly find whichever handout is associated
with the number of the video.
All of this is an example of naming files
smartly and creating a system of folders.
Now, I'm gonna close this, either the red x.
Or I can use Alt F4 to close the active window.
Now, if we're thinking about Highline College,
we might create a top folder that says Highline College.
Then, instead of dumping all of our files
for every one of our classes and every quarter
into Highline College, inside we'll
create a folder for Fall 2013, Winter 2018.
Now, I'm actually filming this video in fall 2017.
You may be in a completely different quarter.
But you get the idea.
Smartly name our folder for each quarter you're
gonna be here at Highline.
Then, within each one of the quarter folders,
we'll create our individual class folders.
Now, I'm gonna close this by using the red x or Alt F4.
And let's put our jump drive in.
And just like last video we saw, when
we put a jump drive, in on most computers, it's polite.
It says Open Folder to View Files, using Windows Explorer.
So I'm gonna click that to open Windows Explorer.
Now, this is video number 3.
Video number 1 and 2, we actually created some folders.
So jump drive selected.
We created a folder called 01 Excel Files, 02 Word Files.
We downloaded pictures from our phone,
or at least I did as an example.
And we learned how to zip a folder.
So if I click back on the top drive, that's your jump drive
or thumb drive, we could see all of our folders over here.
Right in this wide area, we're gonna
start creating our system of folders.
Now, if I need to create a folder,
remember the important rule is select,
on the left, the driver folder you want
the folder to go inside off.
So now, with that selected, we're
gonna use our keyboard to create a new folder, Control, Shift,
N. Now, it's polite.
It has it highlighted.
We're simply gonna start typing.
Don't hit Delete.
Just start typing, Highline.
Now, I hit Enter.
And now, I have a new folder.
Immediately over on the left, I can see that it says Highline.
Now, if I want folders inside there,
I need to very carefully, on the left, select it.
Once it's selected on the left, when
I use the keyboard to create our folder,
it knows that it should go inside of this.
So now, it's highlighted on the left, Control, Shift, N.
Now, I'm gonna type Fall 2017.
But remember, you might be in a completely different course.
So whatever quarter you are in, you type that quarter.
Now, I'm gonna hit Enter.
Now, notice, what did I do?
On the keyboard, with my fingers, I typed Fall 2017.
Then, I hit Enter.
Instead of taking your mouse and coming up,
that means removing your hand from the keyboard
and grabbing the mouse and clicking New Folder,
it is more efficient to simply use the keyboard, Control,
Shift, N. Now, I used Control, Shift, N to create this folder.
But remember, I didn't have to click anywhere over here,
because I was already in the location
where the folder was supposed to go.
So now, with this highlighted, I'm gonna type Winter 2018.
Enter.
Control, Shift, N. Spring 2018.
Enter.
Control, Shift, N. Summer 2018.
Enter.
Control, Shift, N. Fall 2018 and Enter.
Now, you might want to create many more folders and many
students throughout the years taking this class say that this
was very helpful and they added more folders
and kept track of everything here at Highline.
Now, what happens if I come up to the Name column and click?
Well, it sorts, A to Z. And then, I click again.
It sorts, Z to A. I do not want it in this order.
I want fall 2018--
actually, if I click again, I want
Fall 2017 at the top and this one at the very bottom.
That's where Numbering at the very front
can help you to sort and organize in the correct order.
Now, we're doing this for folders.
You could equally do it for files also.
So just as we did last video, when
I select a folder or a file, I can use the keyboard F2
to rename it.
And just like last video, we learned
the Home key shoots our cursor to the front of the line.
I'm gonna type 01 and space.
When I hit Enter, I have renamed it.
Now, I could take my mouse and click on this
and then do F2 to rename it.
But I can simply use the arrow keys
on the navigation area of my standard keyboard,
or wherever your arrow key is.
And I can use F2 to rename it.
Home, to jump to the beginning.
05, space, and Enter.
Now, I'm gonna do that for the rest of these.
Down arrow, F2, Home.
This one should be the third one.
So I type 03, space, and Enter.
Down arrow, F2, home.
Summer is the fourth one, so 04, space, enter.
Down arrow, F2, home.
02, space, and Enter.
Now, if we look on the left, there
is now a triangle for Highline, because we have folders inside
of it.
So I can click the triangle.
And sure enough, it's sorted perfectly.
We know from the last couple of videos
that this doesn't immediately sort,
but we can start by clicking on Name twice.
And now, we are in exactly the correct order.
Now, you might ask why are we doing 01, 02, 03.
The reason why is because if we have more than 10, 1 and 10
would be sorted right next to each other,
instead of 1, 2, 3, 4, 5, 6, 7, 8, 9, 10.
Now, for this example here, we don't have more than 10 files.
So you could use 1, 2, 3, 4, 5.
But that's a smart convention.
If you had more than 100, then you'd have to put 001
and so on.
Now, inside each one of these folders
we want to create three classes.
So again, if we want something inside of here,
we come over to the left.
I'm clicking on 01 Fall 2017.
Now, I'm gonna do Control, Shift, N. And there we go.
I'm gonna type generic names for the time being.
So class 1 and Enter.
Control, Shift, N, Class 2 and enter.
Whoops.
F2.
And I'm gonna use my arrow keys to have that second S. Enter.
Control, Shift, N, Class 3.
I've got both of the S's now.
And Enter.
Now, I'm gonna use these same three folders inside
of each one of these.
And I do not want to recreate these.
So watch this.
I want to highlight all three.
So I select the first one.
Before clicking on the last one, I
hold Shift, click on the last one.
Control, C is copying.
All right.
I've copied those.
Now, I want them inside of each one of these.
So watch.
Remember, if we create new folders,
we have to click on the left.
But now, what happens when I Control V?
Sure enough, now, inside of Winter 2018,
there are our Class 1, 2, 3 folders.
So now, I simply click on Spring, Control V.
I can see them over here.
Click on Summer, Control V. Look at that.
Click on Fall, Control V.
So just like that, if I use my expand triangle, I could see,
quickly, I'm starting to see my system of folders emerge.
Now, for all future quarters, I'm
simply gonna leave Class 1 to 3.
And then, later you can change those.
But we need to work on Fall.
So I'm gonna click on 01 Fall.
Come over here.
F2 to rename it.
And I want Business 216 always on the top.
So I'm gonna take 01 Business-- you know, in this case,
we're never gonna to take more than 10 classes.
So I'm simply gonna put 1 Business 216 and Enter.
Now, I'm gonna down arrow, and for whatever classes you have,
add names to these.
If you only have one class, just make up some names.
But for this particular Fall folder
we want 1, 2, 3 different class names.
F2 and this will be 2, 210.
That is Statistics.
Down arrow, F2 2 and the Business 218.
That's the class you take after Business 216.
This is all Office.
That's advanced Excel.
Now, I hit Enter.
Now, I can see over here on the left,
my folders are starting to emerge.
We are gonna work inside of 1 Business 2016.
Now, inside Business 216 folder, I
want two folders, one for video files,
that means all of the files, like the PDFs,
and when we get to Excel, there will be Excel files,
all the files for each video.
Then, I want a second folder for tests.
So with 1 Business 216 selected, I'm gonna use Control, Shift,
.N. 01 Video Files.
And Enter.
Control, Shift, N. 02 Tests and Enter.
Now, inside of each one of these,
we want some sub folders.
So look at that, there's our expand triangle.
I click.
I want to put folders inside of 01 Video Files.
So I select it.
Control, Shift, N. Now, we're gonna
have one folder for each one of the programs we study.
So I'm gonna keep them in order 01 Windows Explorer and Enter.
Control, Shift, N. 02 Word, Enter.
Control, Shift, N, 03 PowerPoint.
Enter.
Control, Shift, N 04 Excel.
Enter.
Control, Shift, N, 05 Access.
And Enter.
Now, if we come over to the left,
I can click that expand button.
And wow, I already feel more organized.
Now, I'm gonna click on 02 Tests.
And inside here, Control, Shift, N. Now this
is gonna be very important.
I'm gonna type, Test 01, space, dash.
And when I write Your Name, you have to put your actual name.
So I'm gonna backspace.
My name is Michael Girvin.
So I write that.
Now, you're actually gonna end up
handing this system of folders in as a zipped folder for test
number one.
So this has to be named correctly.
So if your name's Sue Rad Coolinator,
it should say, Test 1-Sue Rad Coolinator.
And Enter.
Now, I'm gonna create the next one.
Control, Shift, N. Test 02, Your Name.
Enter.
Control, Shift, N. Test 03, Your Name.
Enter.
Control, Shift, N. Test 04, Your Name.
And Enter.
If I come over here and click the expand,
there's our system of folders.
So there is our finished, complete system of folders
there that I can see.
Now, test number one really isn't a test.
All it is is it's like free 25 points for that test.
You will get an email with a Word document attachment.
Actually, you will get that email
for each one of these tests and it will have instructions.
But for the first one, it's like free 25 points.
All I will say is please zip this entire folder
and submit it for 25 points.
So of course, if I want to zip it, as we saw in the last--
I select the top drive.
There's the folder.
Remember, there's all those folders inside of it.
And then, you do just as we did last video, right click.
Send to, Compress Folder.
All right.
I'm not gonna do that right now.
That'll be your test.
Because actually, I want to download three files that
should be included in your Test 01 zipped system of folders.
Remember 01 Windows Explorer?
These are the video files.
Let's go to our class website.
The base site is people.highline.edu/mgirvin.
Go of Business 216, Windows Explorer.
And there's the PDF.
Now, PDFs, as we talked about in the last couple of videos,
if I just click on it, it just opens in the browser.
So I'm gonna click the back button.
Right click.
And depending on which browser you're using,
you'll see a different Save As, Save Link As, or Save File As.
Now, I'm gonna click Save Link As.
And I want you to notice that this comes up.
This is the Save As.
I should've showed you this last video.
The default settings for Chrome does not ask you politely
where you want to save it.
So let me show you how to change that in Chrome.
I go up to the right-hand corner and click the dot, dot, dot.
Down to Settings.
Then, in Settings, I come over to this little button
right here.
Click Settings.
And down to Advanced.
And there it is, Downloads.
To me, that doesn't seem very obvious
that you have to go that deep.
But there it is.
That's what you can click in Chrome.
And simply, it comes by default like this.
Ask where to save each file before downloading.
Let's always.
You should do this all the time, because we don't always
want to send them to the default location, which
is My Documents.
We want to have the power to save them wherever we want.
So I changed that.
And so that will be a setting.
Now, if you're using Chrome, if you
come right click, Save Link As, it
will be polite and ask you the three things about Save As.
Where do you want to save it?
I'm gonna expand.
There's my Highline, fall 2017, or whichever quarter you
are in.
Business 216, Video Files.
And there it is.
I already feel better organized knowing these notes for Windows
Explorer or going into my Business 216, Video Files
Windows Explorer.
So now, I can click Save.
Now, it'll will be polite, once I've saved
it to that drill down location.
If I come here, right click, Save Link As.
Look at that.
I can't see it expand it here.
But up in the address bar, there it is, 01 Windows Explorer.
Now, I click Save.
Now, I'm shooting this video right here.
So the third hand out, which will be it listed right here,
is not listed, but you can download that one also.
Now, I'm gonna close this browser.
Either the red x, or Alt, F, 4.
And sure enough, I'm gonna use Windows Explorer to verify
that the downloaded files are in the correct location.
Double click to best fit.
So you can read those long file names.
All right, so in this video, we saw
how to create a logical system of folders.
In our case, we created it for Highline College
with different quarters and different classes.
And then, in Business 216, we created video files and tests
and even downloaded, so far, two files.
There'll be three files when you zip this
and upload it for 25 free points for test number one.
All right, now, that's the last video for Windows Explorer.
There's three videos.
This is the third one.
Next video, we'll start studying Word.
All right.
We'll see you next video.