Copying and moving files
The Windows Clipboard
• The Windows Clipboard is an area of memory used for moving or copying items from one place to another. There are a number of Clipboard related, keyboard shortcuts which you should memorise. Ctrl+X - Moves the selected item to the Clipboard. Ctrl+C - Copies the selected item to the Clipboard. Ctrl+V - Pastes the item from the Clipboard.
Moving files between folders
• Display the contents of the folder called Moving files - one.
• Select a file called About computers. Press Ctrl+X. This cuts (i.e. moves) the selected file to the Clipboard.
• Select the folder called Moving files - two. Press Ctrl+V. This will paste the contents of the Clipboard to the selected folder.
• Experiment with selecting multiple files and moving them from one folder to another. TIP: You can use the same technique for moving entire folders from one place to another.
TIP: You can use the same technique for moving a file from a folder on one disk to a folder on another disk.
Copying files between folders
• Display the contents of the folder called Copying files - one.
• Select a file called About computers. Press Ctrl+C. This copies the selected file to the Clipboard.
• Select the folder called Copying files - two. Press Ctrl+V. This will paste the contents of the Clipboard to the selected folder.
• Experiment with selecting multiple files and copying them from one folder to another. TIP: You can use the same technique for copying entire folders from one place to another. TIP: You can use the same technique for copying a file from a folder on one disk to a folder on another disk.
Backups
• Within a business environment you will normally use a computer that is connected to a network. In many cases your important data files will be automatically backed up for you and stored securely elsewhere on the network. You need to check with your IT support people that backups are performed automatically.
• In many small businesses or organisations little or no attention is given to the need to backup your data, until the day your computer breaks down or gets stolen, at which point you may have lost years of data.
• If the data you produce is important it is your responsibility to make sure that it is regularly backed up.
• You can backup across a network or to a removable device attached to your computer. You can copy your files to a CD or DVD disk and then store these safely. Alternatively you may have the facility to backup to a tape device. Many people backup data to so called ‘memory sticks’. Memory sticks are small devices you can plug into your computer sockets, within the Windows Explorer they look just like a normal drive and have a drive letter assigned to them.
• Whatever backup method you use, there are three basic principles when it comes to backups. Off site storage: It is no use backing up your data to say a DVD, and leaving the backup copies next to your computer. If your computer gets stolen, chances are the backup disks will also get stolen. Always store your backups offsite.
Regular backups: Perform separate backups on a regular basis. Even if one of the backups contains an error, the chances are that the rest will be OK. Check the backup: Every so often just check that you can restore the backed up data to a computer. Do not overwrite the latest version of your data with an earlier version, just simply check that the backup mechanism has not been corrupted. Also check what has been backed up.
Online Backups
• Many copies now backup data online. This may be over the private Local Area Network, to an offsite server that is owned by the company. This has the advantage that backup data is easily access by everyone that needs access within the company so that backups can be shared when necessary.
• Many companies now have automated backups that back up over the Internet, on some cases to servers in different countries that are house in secure bunkers. This makes the backed data almost impossible to lose, although storing your data in a different country may raise data protection issues in some countries.
Backing up data to a removable drive
• If you have a memory stick available, insert the memory stick into one of the ‘USB’ sockets on your computer. You will see the AutoPlay window displayed.
• Click on the Open folder to view files option. This will open the Windows Explorer allowing you to copy files to this device. You can select the files within one of your sample folders and press Ctrl+C to copy the file to the Clipboard.
• Select the removable drive and press Ctrl+V to paste the contents of the Clipboard to the removable drive.
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