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Renaming a single file
Often pictures, programs, and files we download have a strange and cryptic name. One of the best things you can do is rename them and be as descriptive as possible. I often run into this with software updates. A program will tell me there is an update available and ask if I want to download it. Of course I do! I go through the motions and end with a file on my desktop with a name such as dss3405.exe. I always keep a copy of all my software on an external hard drive, but when I need to reinstall what will that name mean to me? The name is cryptic, which is why I would rename it to better describe the file.
Renaming a file is easy. A filename is broken down into two parts - the name and the extension, separated by a period. My song.mp3 is a filename, My song is the name and mp3 is the extension. The file extension tells Windows and any other operating system what to do with the file and how to do it. Common extensions include: mp3, wma, wmv, exe, doc, ppt, jpg, gif, png, and pdf. When renaming a file it is important NOT to change the file extension. If you change the extension Windows won't know what type of file it is, or what program to use with the file. The good news is if you do accidentally change the extension Windows will warn you before it makes the change.
Renaming a file can be accomplished in two ways:
- Select the file by clicking with the left mouse button, then press the F2 key at the top of your keyboard.
- Hover your mouse over the file and click the right mouse button. A menu will open and you can scroll down to "Rename".
In versions of Windows prior to Vista the entire filename and extension will be highlighted and you can type the name you desire. Remember the extension must remain the same. Your best bet is to click at the beginning of the highlighted area, type your desired name, and use the delete key to remove the old name (leaving the "period" and extension). Another option is to move your cursor to the beginning of the name, click and hold your left mouse button, and move the cursor to the right until you have highlighted just the name. You can then type the name you desire without disturbing the extension. Pressing the Enter key on your keyboard will finish the process and make the change. If you make a mistake press (and hold) the ctrl key on your keyboard while pressing the Z key and your change will be undone.
(Click the thumbnail below to play the instructional video)
Selecting multiple files
We have discussed working with single files, but what do you do if you have a large number of files? Do you have to work with each file individually? Nope! Windows has a solution!
To select every file in a folder press and hold the Ctrl key on your keyboard and then press the A key. This will add all files in the folder to your selection.
To select a continuous group of files select the first file by moving your mouse over the file and clicking with your left mouse button. Hold down the Shift key on your keyboard and move your mouse the the last file you want to group and click with your left mouse button. You have just selected multiple files! Notice that all files between the first first and last clicked files are selected.
OK, that works well, but what if you don't want a continuous group. What if you want to pick and choose multiple files?
Move your mouse to the first file you wish to select. Hold down the Ctrl key on your keyboard while clicking the file with your left mouse button. Keep holding the Ctrl key and move your mouse to each additional file you wish to select and click with your left mouse button. As long as you keep the Ctrl key pressed each additional click on a file will add that file to your selection.
You can also use combinations of the above three methods, which will give you even more control and save you time!
If you wanted the majority of files in a folder, less a few, you could use the Ctrl-A method to select every file in the folder and continue to hold down the Ctrl key. As long as the Ctrl key is pressed any file you click with your left mouse button will be deselected!
If you wanted to select a group of files in the middle you would use the Shift-Click method above to select the group. Opps, you don't want one file in the middle? Release the Shift key and press and hold the Ctrl key. Every file you click will be deselected. If you click on a file outside the group it will be added.
It's pretty neat and a great time saver!
(Click the thumbnail below to play the instructional video)
Renaming multiple files
Just like building blocks we can now add the previous two steps together and rename multiple files at the same time. This is really great for digital pictures!
Using the above instructions select the files you wish to rename. Press F2 on your keyboard or click the right mouse button to open the menu and move your mouse to Rename and click with your left mouse button. What you will find is that Windows highlights the upper most selection only. If you type a new name and press Enter Windows will rename the first file with the new name and each additional file in the selection with a number. It sure beats doing each one separately!
One thing to remember is that Windows treats two files with the same name, but different extensions as two completely different files. If you use this method to and your selection contains files with different extensions you will get results like below:
Original Files:
coolsong.mp3
neatsong.mp3
loudsong.mp3
shortreport.doc
neatreport.doc
longreport.doc
All files selected and renamed to DavesSong will give the following:
Results:
DavesSong.doc
DavesSong (2).doc
DavesSong (3).doc
DavesSong.mp3
DavesSong (2).mp3
DavesSong (3).mp3
Notice that now both the songs and documents have the same name, which isn't necessarily bad, but you should be aware.
(Click the thumbnail below to play the instructional video)
Organizing those renamed files
Folders are the building block of organizations. Your hard drive is a huge warehouse. If you stored your belongings in a warehouse you would not just throw them anywhere. You would use boxes and labels. This is what folders are, boxes that are available for storage!
I can not tell you how to organize your files, they aren't mine. I can show you how to create folders. Using what you learned above and in Part 2 you are on your way to organization!
Creating a folder is so easy you will wonder how you missed it! You can create a folder anywhere such as your desktop, My Documents, etc. You can create folders inside folder. An example would be music. You can have a folder for all music. Inside that folder you can have a folder for each artist. Inside that folder you can have a folder for each record. So how? That right click menu comes to the rescue! Right click on an empty area and scroll down to New (it will have an arrow beside it) and click with your left mouse button (or pause for a moment over it).
A new sub menu will open and the first item you will see Folder. Slide your mouse over to Folder and click with your left mouse button.
Windows will create a New Folder and highlight the folder name so you can immediately start typing a new name for your new folder. Once you are finished typing the name press the Enter key on your keyboard and Wholla! You have created a folder and are ready to put what you have learned to work!
(Click the thumbnail below to play the instructional video)
