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Transcript of Managing, Organizing and Finding Files, Information, Shared Folders and Offline Folders powered by...
Managing, Organizing and Finding Files, Information,
Shared Folders and Offline Folders
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Chapter Objectives - I
Manage Files and Folders
Navigate in Windows Explorer
Work with Properties in the Details Pane of Windows Explorer
Configure Search and Indexing
Recover Files and Folders using Recycle Bin
Maximize Storage Space with NTFS Compression and Compressed (Zipped) Folders
Use Sharing Models in Windows Vista
Configure Network for Sharing
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Chapter Objectives - II
Share Files and Folders
Manage Shared Folders
Manage Offline Files
Work on NTFS Permission and Shared Permission
Work with File Encryption
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Recall
IE7 provides some security features such as pop-up blocker and phishing filter
Remote Desktop connection allows you to access another user’s desktop without logging out
Windows Calendar enables you to schedule all your appointments and other tasks efficiently
Windows Mail moves the unwanted mails in Junk mail
Windows Contacts is used for storing contacts in Windows Vista
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Navigating in Windows Explorer The Explorer is separated into different elements such as:
Address bar
Search box
Favorite links
Viewport area
Windows Vista allows to navigate Windows Explorer easier because of two conceptions namely, the breadcrumb trail and Favorite Links
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Navigating with the Breadcrumb Trail Windows Vista allow to view the full path or sometime depends
on the length of the address path
Uses small arrows instead of backslash (/) to separate the folders
Every element in the address bar is an active control
Provides you to open the document from the address bar
View the recent visited location by selecting the Recent Pages button
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Navigating with Favorite Links
Favorite Links are used to quick access the folders
Windows Explorer provides some default links such as Documents, Pictures and Music
All Windows Explorer contains same Favorites Links list within a user profile
Provides a default link – Recently Changed
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Managing Files and Folders Windows Explorer is a file manager allows to view and Manage files
and folders
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Folders and Sub-folders
Folder contains the collection of the files on your computer in an organized way
Need to create folders to manage your computer
Windows Vista allows to create a number of folders within the Explorer or folder
Subfolder is a folder created inside another folder
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Practical Activity: Demonstrate a procedure to create a folder. (3 min)
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Opening Files and Saving Files A file can be opened by clicking the Open command from the
File menu of the appropriate programs
Files are saved using the Save or Save as command from the File menu
When you set the Windows Classic theme, the style of the various items in Windows Vista changes
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Practical Activity: Demonstrate a procedure to save a file using the Vista style dialog box. (3 min)
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Personalizing Files and Folders Windows Vista allows to:
Manage files and folders within the Windows Explorer
Copy or move the files or folders
Rename or delete the files or folders
Can see how files are organized as well as perform other tasks pertaining to files, folders and drives
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Practical Activity: Demonstrate a procedure to copy files or folders. Demonstrate a procedure to move files or folders. (5 min)
Practical Activity: Demonstrate a procedure to rename files or folders. Demonstrate a procedure to delete files or folders. Demonstrate a procedure to create a shortcut for folder. (6 min)
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Filtering, Stacking and Grouping Folder Contents Provides default columns with Name, Date Modified, Type,
Size and Tags Allows to add the column for other properties as per your
requirement The entire column provides two options:
Sort
Group
Filtering Folder content – Allows to filter the folder content as per your requirement
Stacking Folder Contents – Provides to keep the filtering separately as a batch for available filtering criteria
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Practical Activity: Demonstrate a procedure to group folder contents. (3 min)
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Using and Configuring Search and Indexing Provides search feature that is used for fast and indexed
searching from everywhere and gives satisfied results
Allows to search from:
Start menu
Windows Explorer folder
Common dialog boxes
Search folder
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Searching from the Start Menu
Instant search provides the results in a categorized list in the left side of the start menu
Start Menu search options
Instant search Search Explorer
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Start Menu provides the two search options:
Searching from Windows Explorer While searching from Windows Explorer, list of the searched
results is displayed in Windows Explorer
Result in the explorer will be displayed till the last entered letter has not matched
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Practical Activity: Demonstrate a procedure to search from Windows Explorer. Demonstrate a procedure to view the subfolders in the searched results. (5 min)
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Searching from the Search Folder Search folder provides to search the item
When you have no idea about the item’s location
You want to view the list of item that are stored in unrelated indexed folders
It searches for the entire indexed folders by default
Provides to filter your searched results using filter button
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Advanced Search
Search Results window provides the Advanced Search button at the right side of the filter buttons
Advances Search pane provides the options:
Name
Tags
Authors
Location
Date
Size
Search
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Practical Activity: Demonstrate a procedure to search using multiple criteria in advanced search. (5 min)
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Searching for the File Content, Properties and by File Extension
Searching for File Contents – Allows to search and locate the content of the file with their properties such as Name, author and size
Searching for Properties Other Than Name – Allows to search the item using properties
Searching by File Extension – Allows to search the file by its extension
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Practical Activity: Demonstrate a procedure to search the contents within the folders that are not indexed. (2 min)
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Recovering Files and Folders using Recycle Bin Recycle Bin is a folder containing all the files and folders that
have been unintentionally deleted
If you do not want to delete the file, you can choose to restore it back to its original location
Restored files will be sent back to their original location
Recycle Bin also allows you to clear all the deleted files permanently
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Practical Activity: Demonstrate a procedure to adjust the amount of space used by recycle bin for a drive. (2 min)
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Changing the allocated space of the Recycle Bin About 7.5 percent of the disk’s space is allocated to the
Recycle Bin for each drive
You can manually allocate the space for each drive
When the size of all the deleted files exceeds this amount, the older files in the Recycle Bin will be replaced automatically by the new ones
Two state of Recycle Bin:
Full
Empty
Recycle Bin can be hidden from the desktop
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Practical Activity: Demonstrate a procedure to disable the Recycle Bin. (1 min)
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Purging the Recycle Bin
Files stored in the Recycle Bin take as much disk space as they took before they were deleted
If you plan to free up some of your disk space, you will have to delete the items from the Recycle Bin
Recycle Bin allows to manually choose:
Files you want to keep
Remove the files you want to be deleted
The process of removing all the content from Recycle bin is called emptying or purging the Recycle Bin
Files deleted from the Recycle Bin are deleted forever
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Practical Activity: Demonstrate a procedure to clear the Recycle Bin.(2 min)
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Maximizing Storage Space with NTFS Compression File compression allows you to reduce the size of files required
to store in the disk
NTFS compression can be used only on NTFS-formatted disks
Easy to use
File compressed in NTFS compression can be opened using your application
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Maximizing Storage Space using Compressed Folders Compressed Folders are supported by both NTFS as well as
FAT32 formatted disks
Widely used because of its flexibility with other devices
Two ways of compressing files and folders using zipped compression:
Create an archive first and add files to it
Select the files first and compress (zip) them
Group of files and folders compressed by manually selecting them first and then, adding them to a new zipped folder
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Sharing Models in Windows Vista Allows to share files and folders with other users on the same
system or over the network
Different access privileges provided on the shared files for different user accounts
Enables two ways of sharing folders :
Public folder Sharing – Contents of the Public folder can be shared with the users on the same system or over the network
Any folder Sharing – Shared without it being moved to the Public folder
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Sharing Files and Folders - I Sharing the files with public folder:
Simple way of sharing files and folders
Files can be shared just by copying them to the Public folder
Allows to choose whether these files be shared locally or over a network
Sharing folder and files from any folder – Any folder sharing can be done manually or using the Sharing wizard
Stopping or changing a file or folder sharing – Shared file or folder can be changed to suit the user’s requirement or stopped altogether from being shared
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Sharing Files and Folders - II Setting Advanced Sharing Properties:
Allows to manage the permissions and other settings for the shared item
Located in the Sharing tab of the Properties dialog box
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Practical Activity: Demonstrate a procedure to compress a folder using NTFS compression. (3 min)
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Managing Shared Folders - I Working with Administrative Shares:
Shared Folders snap-in contains the various shares that are present in the system
Shares are of two types, user defined shares and administrative shares
Creating and Removing a Share:
Create a Shared Folder wizard enables to create a shared folder and configure its sharing properties
Share can be removed from the Shared Folder snap-in
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Practical Activity: Demonstrate a procedure to create a new archive using zipped folders and adding files and folders to it. Demonstrate a procedure to compress a group of folders.(5 min)
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Managing Shared Folders - II Viewing and Disconnecting Sessions:
Session is created whenever a user connects to your computer
Sessions can be viewed from the Shared Folder snap-in
If you want to disconnect a user from your computer immediately, then close the session
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Practical Activity: Demonstrate a procedure to open the Public folder.(2 min)
Practical Activity: Demonstrate a procedure to share items in the Public folder with users on your network. (5 min)
Practical Activity: Demonstrate a procedure to enable and use the Sharing wizard to share a file from any folder. (10 min)
Practical Activity: Demonstrate a procedure to change or stop a file or folder sharing. (2 min)
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Managing Shared Folders - III Accessing shared folders:
Shared folders in local computer can be accessed from the Windows Explorer and Computer
Shared folders of the computers in network can be accessed from the Network folder
Allows to map a network folder to a drive letter
Can be unmapped by right-clicking the appropriate mapped network folder and selecting the Disconnect option
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Practical Activity: Demonstrate a procedure to create a Network Share using advanced settings. (10 min)
Practical Activity: Demonstrate a procedure to share a folder using the Create a Shared Folder wizard.(15 min)
Practical Activity: Demonstrate a procedure to map a network folder to a drive letter.(10 min)
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Managing Offline Files Enables to continue working on the files even when the network
is unavailable
Offline files are located in your computer
Making files available offline is helpful because:
Network unavailability
Slow network connection
Easy to sync
Connect with mobile PC
Offline files have to be synchronized with the network files to update the new changes
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Practical Activity: Demonstrate a procedure to make files and folders available offline. Demonstrate a procedure to enable offline files. (10 min)
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Working with Network Files when Offline Allows to work with network files even when network is not
available
Changes made in the offline files can be merged with the network files by synchronizing them
View the status of an offline file from the Details pane
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Practical Activity: Demonstrate a procedure to sync offline files. (4 min)
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Working on NTFS Permission and Shared Permission NTFS permissions can be assigned only on the NTFS drives
NTFS permission allows to set various permissions that are similar to the permissions set using the Sharing wizard
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Practical Activity: Demonstrate a procedure to set permissions for a group or user that is not listed in the Group or User Names box. (10 min)
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Advanced Security Settings - I Various levels of permission that can be assigned to the users
and groups are:
Full control – Provides the user with full control over the file or folder
Modify – Provides the user with privilege to view and change files, execute programs, create new files and delete files
Read & execute – Provides the user with privilege to view files and execute programs
List folder contents - Provides the user with privilege to view files and execute programs
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Practical Activity: Demonstrate a procedure to delete inherited permissions. (8 min)
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Advanced Security Settings - II
Read – Provides the user with privilege to view files, view file attributes and permissions and synchronize files
Write – Provides the user with privilege to create files, write data, view file attributes and permissions and synchronize files
Special permissions – Include permissions such as Full control, Traverse folder, List folder, Read attributes, Read extended attributes, Create files, Create folders, Write attributes, Write extended attributes, Delete subfolders and files, Delete, Read permissions, Change permissions and Take ownership
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Practical Activity: Demonstrate a procedure to view the effect of all NTFS permissions on a user or group. (8 min)
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Applying Permissions to Subfolders through Inheritance Permissions of the parent folder are inherited to its files and
subfolders
Prevent this either by deleting the inherited permissions for the files and subfolders or by assigning different permissions to them
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Practical Activity: Demonstrate a procedure to change a file ownership. (10 min)
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Testing the Effect of Permissions Permissions on a specific file or folder depend on the various
settings specified by various users on the system
In Windows Vista, the net permissions on a file or folder can be viewed from the Effective Permissions tab
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Using Special Permissions - I Full control Traverse folder/execute file List folder/read data Read attributes Read extended attributes Create files/write data Create folders/append data
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Write attributes Write extended attributes Delete subfolders and
files Delete Read permissions Change permissions Take ownership
Using Special Permissions - II Special permissions categorized into:
Read permission
Read & execute permission
Write permission
Modify permission
Full control permission
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Taking Ownership of Files and Folders In a NTFS formatted drive, if you create a file or folder,
Windows automatically assigns you as the owner of that file or folder
Being the owner, you have the permission to read, execute, write, modify and delete the item
You can also grant the ownership of the file to other user
If you are not an administrator, then you will not be able to take ownership
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Encrypting and Decrypting a File or Folder through GUI option Encryption is a process of securing information by coding the
contents
Files and folders that you want to keep away from unwanted access should be encrypted
Need to backup your encryption certificate in case of first time encryption
Encrypted file or folder can be decrypted
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Practical Activity: Demonstrate a procedure to encrypt a file or folder. Explain the process of encrypting files using Cipher command. (10 min)
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Encrypting files using Cipher Command Used to encrypt file at the command prompt
From the command prompt a new encryption key can be created just by typing cipher /k
Used to quickly view the files and folders that are encrypted in a given directory
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Practical Activity: Demonstrate the Data Recovery Agent to access the encrypted file.(44 min)
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Summary - I
Windows Explorer is a file manager that allows you to view and manage files and folders
Recycle Bin is a folder containing all the files and folders that have been deleted
Windows Vista supports NTFS file compression as well as compressed (zipped) folders
Files can be shared with users on the same system and also with users on the network
Using the Network and Sharing Center, the network can be configured to support file sharing
The Shared Folder snap-in allows you to manage all the shared folders in your computer centrally
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Summary - II
The offline files are copies of network files located in your computer, which can be used when the network is not available
NTFS Permissions are applied to the files and folders present in the NTFS disks
In Windows Vista, files and folders can be encrypted to protect them from unintended users with the help of the Encrypting File System feature
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