Opening and saving files | Where to save files
Special dialogue boxes allow you to open and save files. All Windows NT programs use near-identical open and save dialogue boxes. Examples are shown in the diagram below. To load a file, use the menu bar command File|Open, or click on a toolbar button such as this one: . Saving a file is carried out by using the menu bar command File|Save or File|Save As. Most programs have two save options: Save and Save As. The former is used to save the document with its current name, and should be used every 15 minutes or so. Save As is used when you wish to name or rename the current document - for example when you wish to make a backup copy onto floppy disk.
There are two main parts to both loading and saving files. The first stage is to select the correct disk drive on which to load/save the file. The list of available drives is displayed by clicking on the drop-down list at the top of the dialogue box. This list may contain a large number of options from which to choose. Note that the list has a scroll bar that you may need to use if you cannot see the correct disk drive. Fortunately, most of the contents of the list can be ignored the only place where you can save files is on drive A: (the floppy disk), drive M: (your space on the network hard disk) and the TEMP folder of drive C:. Double click on any of the drives with the left mouse button, and their contents will be displayed in the large part of the dialogue box. Sometimes files will be contained within folders (folders are also known as directories) within that drive. If this is the case, double click on the directory to see what is contained within it. Once the correct file is shown in the dialogue box, double clicking on it will open the file. Alternatively, click on it with the mouse, then click on the OK button.
Saving files follows a similar procedure to loading, except that after selecting the correct disk drive on which to save it, you must enter a name for the file into the box entitled file name. Some programs will automatically create a filename for you, but it is better to replace it with your own. Occasionally there may not be any files displayed even when you know there are files. This is because all Windows NT program dialogue boxes allow you to only show files with a certain file extension. [A file extension appends the filename, and shows Windows NT what program was used to create the file. For example, a Word document called MY-ESSAY.DOC has the extension DOC to show that it is a Word file.] There is a drop-down menu at the bottom of load and save dialogue boxes that allows you to show files with a certain file extension.
Note that there are a few other features that may be of use. There is a button for creating new folders () that is sometimes useful. And the preview button () allows you to see a preview of documents before you open them in the program.
All users of computing facilities at Essex are allocated an amount of hard disk space in which to store files. This is located on the network drive M:. To see how much of your allocated space you have used, run the Disk quota program from the Accessories part of the start menu and click on the check quota button. The program will display three figures: disk quota is the amount of space you have been allocated. Used space shows how much of this you have used, and free space is the amount remaining. All disk space is measured in K (kilobytes) and Mb (megabytes). 1024 K = 1 Mb. You can normally fit 1.4 Mb on an empty high density floppy disk.
The current limits for M drive storage are 25 Mb for undergraduates, 50 Mb for postgraduates, and 100 Mb for staff. If you require more, you should consult the computing service before you will require the space. Note that you are no longer able to exceed your storage space limits. Try to ensure that you always have some space left on the M: drive for temporary files, or you may encounter problems with saving files from programs such as Microsoft Word.
It is also possible to save files in the TEMP directory of drive C:. This directory should be used as a working directory. Note that all files are deleted from C:\TEMP when the machine is rebooted. You will also only be able to access files in this directory from one machine.