Module 1 – Computer Essentials

Lesson 3 – File and Folder Management

File management is one of the most important basic computer skills. It includes creating, organising, naming,
locating, copying, moving and deleting files and folders. Good file management makes work faster, prevents
accidental loss and keeps your device running efficiently.

This lesson covers drives, storage locations, file types, naming rules, folder organisation, cloud storage,
compression and safe file handling.

Learning outcomes

By the end of this lesson you should be able to:

• Explain the difference between files, folders and drives.
• Recognise common file types and extensions.
• Create, rename, move, copy and delete files and folders.
• Search for files using File Explorer and search tools.
• Use basic sorting, viewing and compression options.
• Apply good backup and file management practices.

Quick warm-up

Think about your own computer or phone. Where would you normally find:

• A photo you just took?
• A document you downloaded from email?
• A song or audio file?

1. Understanding files and folders

A file is a piece of data stored on a computer. Examples include:

• Documents (.docx, .pdf)
• Images (.jpg, .png)
• Videos (.mp4)
• Spreadsheets (.xlsx)
• Audio files (.mp3)
• Applications (.exe)

A folder is a container used to organise files. Common folders include:

• Documents
• Downloads
• Pictures
• Music
• Videos
• 

2. Drives and storage locations

Computers store files on drives. Common types include:

• Local Disk (C:) – main internal drive where Windows and programmes are stored.
• D: or E: – additional internal drives or partitions.
• USB flash drives – portable storage.
• External hard drives – larger removable storage.
• Network drives – storage provided by an organisation.
• Cloud storage – Google Drive, OneDrive, Dropbox.

Cloud storage advantages

• Access files from any device.
• Share files easily with others.
• Automatic syncing and backup.

3. File names and extensions

Every file has two parts:

• File name – chosen by the user.
• File extension – indicates the file type.

Examples of common extensions:

• .docx – Word document
• .xlsx – Excel spreadsheet
• .pptx – PowerPoint presentation
• .pdf – Portable Document Format
• .jpg / .png – image files
• .mp4 – video file
• .zip – compressed file

Valid file naming rules

• Avoid characters: / \ : * ? ” |
• Do not use very long names.
• Use clear names, e.g., ICDL_Assignment1.docx.

4. Creating files and folders

To create a new folder:

1. Right-click in a folder or on the desktop.
2. Select New → Folder.
3. Give the folder a meaningful name.

To create a new file:

1. Open the application (Word, Excel, etc.).
2. Click File → New.
3. Save the file into the correct folder.

5. Moving, copying and deleting files

Moving files

• Drag a file from one folder to another.
• Or use Cut → Paste (Ctrl + X → Ctrl + V).

Copying files

• Use Copy → Paste (Ctrl + C → Ctrl + V).
• Hold Ctrl while dragging a file to duplicate it.

Deleting files

• Press Delete – moves file to the Recycle Bin.
• Empty Recycle Bin to permanently delete.

Warning: Files cannot be recovered after the Recycle Bin is emptied.

6. Searching for files

You can search using the Windows Search bar or the File Explorer search box.

You can search by:

• File name
• File type (e.g., *.pdf)
• Date modified
• Keywords inside documents (if indexing is enabled)

Search tips

• Use filters: Date, Type, Size, Folder location.
• Use wildcard * to find variations.

7. Sorting and viewing files

Files can be viewed in different ways in File Explorer:

• List
• Details
• Small / Medium / Large icons
• Preview pane

Sorting options include:

• Sort by Name
• Sort by Date Modified
• Sort by Type
• Sort by Size

8. File compression (ZIP files)

Compression reduces file size and groups multiple files.

Reasons to compress files:

• Reduce size for email attachments.
• Group several files into one ZIP folder.
• Save storage space.

How to create a ZIP file:

1. Select files.
2. Right-click → Send to → Compressed (zipped) folder.

9. Backing up important files

Backup methods include:

• External hard drive
• USB flash drive
• Cloud backup (OneDrive, Google Drive, Dropbox)

The 3-2-1 Backup Rule

• 3 copies of your files
• 2 different storage types
• 1 copy stored off-site

10. Good file management practices

• Create a clear folder structure (e.g., Work, Personal, Projects).
• Save files in the correct folder immediately.
• Name files clearly and consistently.
• Avoid storing everything on the desktop.
• Delete old or duplicate files regularly.
• Back up important files frequently.

11. Practical Activity

Create the following folder structure:

• ICDL Course
  • Module 1
  • Module 2
  • Module 3

Then complete these tasks:

• Create three new files inside Module 1 using any program.
• Rename the files clearly, for example:
  • ICDL_Notes.docx
  • ICDL_Assignment1.docx
• Copy one file to another folder.
• Move one file into the Module 2 folder.
• Compress the Module 1 folder into a ZIP file.
• Upload one file to cloud storage (OneDrive or Google Drive).