File and Folder Management – JSS1 Digital Technologies Lesson Note (First Term)

File and folder management is the skill of creating, naming, moving and deleting files and folders so that a computer stays tidy and easy to use.

Behavioural objectives

1. Define a file, a folder and a subfolder.
2. Create a new folder and rename a file or folder.
3. Move a file from one folder to another using cut and paste.
4. Delete a file and recover it from the Recycle Bin.
5. State four reasons why files should be organised.

What are files and folders?

Files and folders are the two items used to store and organise work on a computer, like papers and envelopes in a school bag.

• Without folders: work is thrown in loosely, like Mathematics notes and drawing pens in one bag, so it becomes a mess.
• With folders: work is grouped, like papers kept in envelopes or plastic files.

What is a file?

A file is a piece of information stored on a computer under a name.

• Saved work: every drawing, letter or song you save becomes a file.
• File name: every file has a name, such as “My Science Project”.
• Extension: the letters after the dot in the name that show the type of file, such as .docx or .jpg.

What are common file extensions?

What is a folder?

A folder is a digital container used to group files together.

• Purpose: it works like an envelope and keeps the computer tidy.
• Subfolder: a folder placed inside another folder.

What is the difference between a file and a folder?

How do you create a new folder?

You create a new folder by right-clicking an empty space and choosing New, then Folder.

1. Go to the place where you want the folder, such as the Desktop.
2. Right-click on an empty space.
3. Move the mouse to “New” and click “Folder”.
4. A folder appears with the name “New Folder” highlighted.
5. Type a name and press Enter.

How do you rename a file or folder?

You rename a file or folder by right-clicking it, choosing Rename and typing a new name.

1. Right-click on the file or folder.
2. Select “Rename” from the list.
3. Type the new name, for example “My Science Project” instead of “Document1”.
4. Press Enter on the keyboard.

How should files be named?

• Describe the content: use “JSS1_Math_Assignment” instead of “Work1”.
• Keep it short: a short name is easy to read and find.
• Keep the extension: do not delete the letters after the dot, or the file may not open.

How do you move a file?

You move a file by cutting it from one place and pasting it into another, like taking a book from the floor to the shelf.

1. Right-click the file and select “Cut”.
2. Open the folder where you want to put it.
3. Right-click an empty space inside that folder.
4. Select “Paste”.

What is the difference between cut and copy?

Cut removes the file from its old place and pastes it in a new place. Copy leaves the original and makes a second one.

How do you delete a file and get it back?

You delete a file by selecting it and pressing the Delete key, which sends it to the Recycle Bin.

1. Select the file by clicking it once.
2. Press the Delete key, or right-click and choose Delete.
3. The file goes to the Recycle Bin. It is not gone for good yet.

How do you restore a deleted file?

1. Open the Recycle Bin on the Desktop.
2. Right-click the file you deleted by mistake.
3. Select “Restore” and the file returns to its old folder.

• Empty the Recycle Bin: files only free up storage space after the bin is emptied.
• Check before emptying: files cannot normally be recovered after this.

Why is file organisation important?

File organisation matters because it helps you find, protect and share your work easily.

• It saves time: files kept in folders such as “Photos” and “School Work” are found quickly.
• It prevents accidental deletion: neat files make it less likely that you delete an important document while clearing junk.
• It saves space: you can spot duplicates (two copies of the same file) and delete one, which makes room for new games or videos.
• It looks professional: a tidy desktop shows you are a serious and organised student.
• It makes sharing easy: teachers and friends can receive the right file quickly.

Class activity

1. Create a folder on the Desktop and name it after your favourite subject.
2. Create a subfolder inside it called “Assignments”.
3. Move a sample file into the “Assignments” folder.
4. Rename the file with a name that describes its content.

Evaluation

1. Define a file and a folder.
2. What is a subfolder?
3. List the steps for renaming a folder.
4. State the difference between cut and copy.
5. Where does a deleted file go, and how can you get it back?

Assignment

Write the steps for creating a folder called “JSS1_Science”, then moving a file into it and renaming that file. Give two reasons why this helps you.