Unit 1.1.5 🗂️ Managing Files and Folders

One of the most important digital skills every teacher must master is how to manage files and folders.
Just like you organize lesson plans, exam papers, and notes in physical files or boxes at school, your computer also needs an organized system for saving and retrieving information.

Good file management saves time, prevents confusion, and helps teachers find important documents quickly — especially when preparing reports or lesson materials.

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💡 1️⃣ What is a File?

A file is any piece of information saved on a computer.
It can be a document, a picture, a video, a song, or even a PowerPoint presentation.
Every file has a name and a type.

📘 Examples of Common File Types:

File Type	Extension	Use
Document	.docx, .pdf	Lesson notes, reports, exams
Spreadsheet	.xlsx	Mark books, attendance sheets
Presentation	.pptx	Teaching slides
Image	.jpg, .png	Diagrams, photos
Audio	.mp3	Recorded lessons or songs
Video	.mp4	Demonstrations or tutorials

✅ Tip: Always use clear, meaningful names for your files.
For example:

• ❌ Bad Name: “new.docx”

• ✅ Good Name: “S3_Biology_Term2_Test.docx”

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📁 2️⃣ What is a Folder?

A folder is like a digital cabinet or envelope that holds related files together.
You can create folders for different subjects, terms, or projects — just as you would organize paper files in your office.

📦 Examples of Folder Organization for a Teacher

My Documents
│
├── Lesson Notes
│   ├── Term 1
│   ├── Term 2
│
├── Exam Papers
│   ├── S1
│   ├── S2
│
├── School Projects
│   ├── ICT Club Activities
│   └── Reports

Each folder can have subfolders to keep everything neatly arranged.

🗣️ Think of folders as shelves in your classroom — every book (file) belongs in its right place.

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🖱️ 3️⃣ How to Create a Folder

Follow these simple steps:

1. Move your mouse to an empty space on the desktop or inside a drive.

2. Right-click → choose New → Folder.

3. Type a name for the folder (e.g., “Lesson Notes”).

4. Press Enter to save.

You now have a folder ready to store your files!

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💾 4️⃣ How to Save a File in a Folder

When you finish typing a document (e.g., in Microsoft Word):

1. Click File → Save As.

2. Choose the folder where you want to store it.

3. Type a clear file name (e.g., “P6_English_ReadingNotes”).

4. Click Save.

✅ Tip: Save your work every few minutes to avoid losing progress in case of a power cut.
Use Ctrl + S as a shortcut.

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🔍 5️⃣ How to Find a File

If you can’t remember where you saved a document, don’t panic!
Use the Search Box (top-right corner of your File Explorer window) and type the file name or keyword.

You can also search directly from the Start Menu or Windows Search Bar.

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📦 6️⃣ How to Copy, Move, and Delete Files

Action	Steps	Result
Copy	Right-click file → Copy → Go to new location → Paste	Duplicates the file
Move	Right-click file → Cut → Go to new location → Paste	Moves file completely
Delete	Right-click file → Delete	Sends to Recycle Bin (can be restored later)

⚠️ Be careful when deleting — always confirm before removing important files.

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🔌 7️⃣ Using Flash Drives or External Storage

A flash drive helps you move files between computers.
Insert it into the USB port, then:

• Copy files from your computer into the flash drive.

• Safely remove the device by clicking Eject before unplugging.

✅ Tip: Always scan flash drives for viruses before use — this protects the school network from infections.

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🧩 8️⃣ Classroom Applications

File management isn’t just about keeping your documents safe — it’s a daily teaching skill.

Examples:

• Keep separate folders for Lesson Notes, Exams, and Reports.

• Store learner projects and videos in a “Student Work” folder.

• Save PowerPoint slides in subject folders for easy retrieval during lessons.

• Back up all your work on a flash drive or external hard disk every term.

💬 “A well-organized teacher saves time and teaches with peace of mind.” — KAWA CONNECT

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🧠 Practical Activities

🗂️ Activity 1: Create Your Folder Structure

1. Open your computer and create a folder called “My Teaching Work.”

2. Inside it, create subfolders: Lesson Notes, Exams, and Reports.

3. Save one file in each folder.

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💾 Activity 2: Rename and Move Files

1. Find any document on your desktop.

2. Rename it with a clear title (e.g., “P7_SocialStudies_Notes”).

3. Move it into your new “Lesson Notes” folder.

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🔍 Activity 3: Search for a File

Use the search bar on your computer to locate a file by typing a keyword.
Observe how quickly you can find it.

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🌱 Reflection for Teachers

Reflect on these guiding questions:

• How do I currently organize my lesson plans and school documents?

• What problems do I face when I can’t find a file quickly?

• How can I teach my students to name and save their files neatly?

Write your reflections and share them with your ICT Club team or during your next KAWA CONNECT training discussion.

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🔚 Conclusion

Organizing files and folders may seem small, but it is a big step toward professional digital literacy.
Teachers who manage their files well save time, work efficiently, and reduce stress — especially during exam seasons or report writing.

Remember:

📂 A computer without folders is like a staffroom without shelves — everything gets lost.

So, start organizing today. Give every file a name, every subject a folder, and every term a backup.

💬 “Order in your digital space leads to order in your teaching.” — KAWA CONNECT