21.01.
2025, 14:54 Intro Chapter - Windows, Office, and File Management
Intro Chapter - Windows, Office, and File
Management
SLO INTRO. 1
Using Windows
Windows is an operating system that controls computer functions and the working environment. Windows
uses the familiar Windows desktop, Taskbar, and Start menu. The Windows operating system enables you to
customize the working environment and to install applications (apps), such as Microsoft Office. Visit the
Microsoft Store to download additional apps similar to how you would add an app to your smartphone. Your
Microsoft account stores your Microsoft settings, enabling you to download apps from the Microsoft Store and
to connect to Microsoft Office, OneDrive, and Office Online.
Windows 10 & 11
Windows 10 and the new Windows 11 are computer operating systems that control interaction with computer
hardware and software applications (apps) also referred to as programs. Windows utilizes a Start menu where
you select and open an app. Alternatively, open apps using the Taskbar, the horizontal bar that displays at the
bottom of the Windows desktop. When you log in to Windows using your Microsoft account, Microsoft
synchronizes your Windows, Office, and OneDrive cloud storage.
Windows Note: This chapter focuses on Windows 11. Where differences exist between Windows 11 and
Windows 10, notes are provided.
Microsoft 365 and Your Microsoft Account
Microsoft 365 includes Office apps, Windows, and other Microsoft apps, such as Office Online, OneDrive,
OneNote, Forms, and To Do. Your Microsoft account provides access to Windows and Office and other
Microsoft apps. As a student, you can create a free education Microsoft account at
https://www.microsoft.com/en-us/education/products/office and a free personal Microsoft account at
https://signup.live.com (Figure Intro-1).
Figure Intro-1 Create a Microsoft account
In Windows and Office 365/2021, your files and account settings are linked to your Microsoft account and
are portable. In other words, your Office and Windows settings and files travel with you and are accessible from
different computers. You are not restricted to using a single computer. When you sign in to Windows using your
Microsoft account (user name and password), Microsoft uses this information to transfer your Windows and
Office settings to the computer you are using. The different types of Microsoft accounts include Education,
Business, and Personal.
MORE INFO
Use your educational Microsoft account for projects in this text.
Windows Desktop and Taskbar
The Windows desktop is the working area of Windows. When you log in to Windows, the desktop displays
(Figure Intro-2). The Taskbar displays horizontally at the bottom of the desktop. Click an icon on the Taskbar to
open apps and folders (see Figure Intro-2). Pinning is used to add shortcuts to commonly used apps to the
Taskbar or the Start menu. You can pin Settings, File Explorer, and other frequently used apps to the Taskbar
(see “Customize the Taskbar” later in this section).
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Figure Intro-2 Windows 11 desktop and Taskbar
Windows 10 Note: The Taskbar in Windows 10 is slightly different from Windows 11.
Start Menu
The Start menu in Windows displays apps and Windows resources (Figure Intro-3). Click the Start button on
the Taskbar to display the Start menu. The Start menu displays Pinned apps on the top half and
Recommended apps and files on the bottom half. Click an app or file to open it. Click the All apps button to
display an alphabetic listing of apps. Click the More button to display additional Recommended files and apps.
Figure Intro-3 Windows Start menu
Search for apps or files by clicking the Search text box at the top of the Start menu and typing keywords.
Click the user name button in the bottom left corner to display Change account settings, Lock, and Sign out
options. Click the Power button in the bottom left corner to display Sleep, Shut down, and Restart options.
Windows 10 Note: The Start button and Start menu in Windows 10 are slightly different from Windows 10.
Add Apps
Windows uses the term apps generically to refer to applications and programs. Apps include Microsoft Excel,
Settings, Google Chrome, Spotify, and File Explorer. Many apps are preinstalled on a Windows computer, and
additional apps can be installed. Install an app, such as Office 2021 or Adobe Acrobat, by downloading it from a
website. These apps are referred to as desktops apps or traditional apps.
The Microsoft Store app is preinstalled on Windows computers. Install apps such as Netflix, Yelp, and
Spotify from the Microsoft Store. These apps are referred to as modern apps and look and function similar to
apps installed on your smartphone. Many apps in the Microsoft Store are free, and others are available for
purchase.
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Windows 10 Note: The Microsoft Store in Windows 10 is slightly different from Windows 11.
HOW TO: Add an App from the Microsoft Store
1. Click the Start button to open the Start menu.
2. Click the Microsoft Store app (Figure Intro-4) to open the Microsoft Store app.
Figure Intro-4 Microsoft Store app on the Start menu
If the Microsoft Store app is not available on the Start menu, locate the Microsoft Store button in the alphabetic listing
of all apps.
3. Click the Apps button on the left.
4. Search for apps by typing keywords in the Search text box at the top (Figure Intro-5).
Figure Intro-5 Install an app from the Microsoft Store
The Microsoft Store includes different categories of apps.
When you select an app, information about the app displays.
5. Click the Install button to install the app.
Store a payment method in your Microsoft account to purchase apps from the Microsoft Store.
6. Click Open to open the installed app.
Customize the Start Menu
When you start using Windows or after you have installed apps, you can customize which apps display in the
Pinned area on the Start menu. When you pin an app to the Start menu, the corresponding app remains in the
All apps list on the Start menu. Pin the apps you most regularly use, unpin the apps you don’t want displayed on
the Start menu, and rearrange apps to your preference.
Windows 10 Note: Customizing the Start menu in Windows 10 will be slightly different from Windows 11.
HOW TO: Customize the Start Menu
1. Click the Start button to open the Start menu.
2. Move a pinned app on the Start menu by clicking and dragging the app to a new location. The other app shuffle to
accommodate the placement of the moved app.
Alternatively, right-click a pinned app and select Move to top on the context menu.
3. Remove an app from the Pinned area of the Start menu by right-clicking the app and selecting Unpin from Start from
the context menu (Figure Intro-6).
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Figure Intro-6 Unpin an app from the Start menu
The app is removed from the Pinned area of the Start menu, but the app is not removed from your computer.
4. Pin an app to the Start menu by right-clicking the app in the All apps list in the Start menu and selecting Pin to Start
(Figure Intro-7).
Figure Intro-7 Pin an app to the
Start menu
Drag the newly added app to the desired location in the Pinned area on the Start menu.
5. Uninstall an app by right-clicking the app you want to uninstall and selecting Uninstall.
Unlike the unpin option, this option uninstalls the program from your computer, not just your Start menu.
The Uninstall option is not available for some pre-installed Microsoft Windows apps.
6. Remove an item from the Recommended list by right-clicking the app or file and selecting Remove from list.
This option does not uninstall the app or delete the file, but rather removes it from the Recommended list.
7. Customize Start menu settings by clicking the Start button, selecting the Settings app (Figure Intro-8) to open the
Settings window, selecting Personalization on the left, and clicking the Start option in the list of Personalization options
(Figure Intro-9).
Figure Intro-8 Settings button on the
Start menu Figure Intro-9 Start menu Personalization options
Change Start menu Personalization options as desired.
Click the X in the upper-right corner to close the Settings window.
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Customize the Taskbar
The Taskbar is the horizontal bar located at the bottom of the Windows desktop. You can quickly open an app
by clicking an icon on the Taskbar rather than opening it from the Start menu. Customize the Taskbar by
pinning, unpinning, and rearranging apps. The right side of the Taskbar is the System Tray, which displays
smaller icons of system applications that automatically run in the background of the Windows operating system,
such as battery, Wi-Fi, and sound.
Windows 10 Note: Customizing the Taskbar in Windows 10 will be slightly different from Windows 11.
HOW TO: Customize the Taskbar
1. Pin an app to the Taskbar by clicking the Start button, right-clicking an app in the Pinned area, and selecting Pin to
taskbar (Figure Intro-10).
Figure Intro-10 Pin an app to the Taskbar
Alternatively, click the All apps button to display an alphabetic listing of apps, right-click an app, select More, and
click Pin to taskbar.
2. Unpin an app from the Taskbar by right-clicking an app icon on the Taskbar and selecting Unpin from taskbar (Figure
Intro-11).
Figure Intro-11 Unpin an app from the Taskbar
Alternatively, unpin apps from the Taskbar by right-clicking an app in the Start menu and selecting Unpin from
taskbar.
3. Rearrange apps on the Taskbar by clicking and dragging the app to the desired location on the Taskbar and releasing.
MORE INFO
If using a touch screen, press and hold an app on the Start menu or Taskbar to display the app options.
File Explorer
File Explorer in Windows is a window that opens on your desktop and is used to browse folders and files
stored on your computer (Figure Intro-12). You can open a file or folder, move or copy items from one folder to
another, create folders, and delete files or folders. Click File Explorer on the Taskbar or Start menu to open a
File Explorer window. Alternatively, right-click the Start button and select File Explorer.
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Figure Intro-12 File Explorer window
Windows 10 Note: The File Explorer in Windows 10 is slightly different from that in Windows 11. The File
Explorer displays different areas:
Toolbar: The toolbar is located near the top of File Explorer and includes commonly used commands, such
as Cut, Copy, Paste, Rename, and Delete. The New, Sort, and View drop-down lists provide additional options.
Click the See more button (ellipsis) at the end of the toolbar to display additional options. Alternatively, right-
click an item in the File Explorer to display a context menu that contains many of the commands on the
toolbar.
Navigation buttons: The navigation buttons (Back, Forward, Recent locations, and Up) are located below the
toolbar on the left. Use these buttons to navigate a File Explorer window.
Navigation pane: The Navigation pane displays folders on the left. The Quick access area at the top of the
Navigation pane displays shortcuts to favorite folders. You can pin or unpin folders in the Quick access area
of the Navigation pane. Default folders under This PC include Desktop, Documents, Downloads, Music,
Pictures, and Videos.
Folder pane: When you select a folder in the Navigation pane, the contents of the folder display in the Folder
pane to the right of the Navigation pane. Double-click a folder or file in the Folder pane to open it.
Search: The Search text box is located on the right of the File Explorer window below the menu. Type
keywords in the Search text box to find files or folders.
MORE INFO
Right-click a folder or file in the File Explorer window to display a contextual list of command options.
OneDrive
OneDrive is a cloud storage area where you store files in a private and secure online location. You can access
OneDrive from any computer (Figure Intro-13). OneDrive looks and functions similar to other Windows folders.
You can save and open OneDrive files from a File Explorer folder. OneDrive synchronizes your files, so when
you change a file stored in OneDrive, the file automatically updates on the OneDrive cloud.
Figure Intro-13 OneDrive folder in a File Explorer window
When you store files in OneDrive, you have the option of storing the files on OneDrive only (in the cloud) or
syncing the files to your computer, so they are saved on both your computer and on the cloud. You can
customize which OneDrive folders and files are cloud only (not stored on your computer) and which folders and
files are synced to your computer (see Figure Intro-13).
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HOW TO: Customize OneDrive Settings
1. Open a File Explorer window using one of the following methods:
Click the Start button and select the File Explorer button.
Click the File Explorer button on the Taskbar (if available).
Right-click the Start button and select File Explorer.
2. Right-click the OneDrive folder in the Navigation pane of the File Explorer window, select Show more options, and
select Settings to open the Microsoft OneDrive dialog box.
Alternatively, right-click the OneDrive icon (if available) in the System Tray (right side of the Taskbar) and select
Settings.
3. Click the Account tab and click the Choose folders button to open the Sync your OneDrive files to this PC dialog box
(Figure Intro-14).
Figure Intro-14 Customize OneDrive folders to sync to your computer
Check the Sync all files and folders in OneDrive box to sync all files and folders to your computer.
You can also select only those folders to sync in the Or sync only these folders area by selecting or deselecting the
check boxes. Use this option to save storage space on your computer.
4. Click OK to close the Sync your OneDrive files to this PC dialog box and click OK to close the Microsoft OneDrive dialog
box.
OneDrive Online
In addition to the OneDrive folder on your computer, you can also access your OneDrive files online using an
internet browser such as Microsoft Edge, Google Chrome, or Mozilla Firefox. When you access OneDrive
online using a web browser, you can upload files, create folders, move and copy files and folders, and create
Office files using Office Online (Office Online is discussed in SLO Intro.2: Using Microsoft Office).
MORE INFO
OneDrive online may display differently and include different features depending on the type of Microsoft account
you have: education, business, or personal.
HOW TO: Use OneDrive Online
1. Open an internet browser window and navigate to the OneDrive website (www.onedrive.live.com), which takes you to
the OneDrive sign-in page.
Use any internet browser to access OneDrive (Microsoft Edge, Google Chrome, Mozilla Firefox).
2. Click the Sign in button in the browser window.
3. Type your Microsoft account email address and click Next (Figure Intro-15).
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Figure Intro-15 Log in to OneDrive online
The log in procedure and windows may vary depending on the type of Microsoft account.
4. Type your Microsoft account password and click Sign in. The OneDrive page displays.
If you are on your own computer, check the Keep me signed in box to stay signed in to OneDrive.
5. Click My Files to display your folders and files in the folder area.
The different areas of OneDrive are listed under the OneDrive heading on the left (Figure Intro-16).
Figure Intro-16 OneDrive online environment
At the top of the page, buttons and drop-down menus list the different actions you can perform on selected files and
folders.
Search
In addition to using the search tools in File Explorer, you can also use the Windows Search feature (see Figure
Intro-17). While the search feature in File Explorer searches only for content on your computer, the Windows
search feature searches for content on your computer, on the internet, and in the Microsoft Store.
Figure Intro-17 Search button on the Taskbar
Windows 10 Note: Search in Windows 10 will be slightly different from Windows 11.
HOW TO: Using Search
1. Click the Search button on the Taskbar (see Figure Intro-17) to open the Search window.
2. Type keywords for your search in the Type here to search area at the top of the Search window.
Content from your computer, the internet, and the Microsoft Store displays in the Search window (Figure Intro-18).
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Figure Intro-18 Use the Microsoft Search feature to search
your computer, the internet, and the Microsoft Store
The search results are grouped into categories such as Best match, Search work and web, and Photos. These
categories vary depending on the search results.
3. Click a result in the Search window to view a file, search the internet, or view apps in the Microsoft Store.
The buttons at the top of the Search window filter your search by Apps, Documents, Web, and More.
The More button displays a drop-down list of additional filter options.
Task View and Virtual Desktops
Task View displays all open apps and windows as tiles on your desktop, and you can choose which item to
display or close. This feature is very helpful when you have multiple items open and need to select or close one.
Additionally, Virtual Desktops provide you the ability to have different desktops with different apps, files, and
windows open on each.
Windows 10 Note: Task View and virtual desktops in Windows 10 will be slightly different from Windows 11.
HOW TO: Use Task View
1. Click the Task View button on the Taskbar (Figure Intro-19) or press Win+Tab to display Task View.
Figure Intro-19 Task View button on the Taskbar
All open apps and windows display on the desktop (Figure Intro-20).
Figure Intro-20 Task View with open apps and windows displayed on the desktop
2. Click the X in the upper-right corner of an app to close an app.
Task View remains open when you close an app.
3. Click an app or window to open it and display it on the desktop.
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The selected app or windows displays and Task View closes.
4. Right-click an app to display additional options, such as Snap left, Snap right, and Move to.
Snap Assist will be covered in SLO Intro.5—Working with Files later in this chapter.
ANOTHER WAY
Alt+Tab displays all open apps, files, and windows on a desktop and allows you to scroll through each and select
one by holding down the Alt key and pressing Tab.
Additionally, Virtual Desktops provide the ability to have different desktops with different apps, files, and
windows open on each. For example, you may have one desktop with work-related apps and windows open
and another desktop with personal apps and windows open. The Task View button allows you to add virtual
desktops, rename them, move apps from one desktop to another, and select a virtual desktop to display.
HOW TO: Use Virtual Desktops
1. Click the Task View button on the Taskbar (see Figure Intro-19) or press Win+Tab to display Task View.
The virtual desktop(s) display at the bottom of Task View and above the Taskbar (Figure Intro-21).
Figure Intro-21 Two virtual desktops displayed in Task View
2. Click the New desktop button to add a virtual desktop.
3. Rename a virtual desktop by right-clicking the desktop, selecting Rename, typing a new name, and pressing Enter.
4. Place your pointer on a virtual desktop (don’t click it) to display the open apps and windows on that desktop in Task
View.
Right-click an app in Task View, select Move to, and select a desktop to move an app from one desktop to another.
5. Reorder virtual desktops in Task View by right-clicking a desktop and selecting Move left or Move right.
Alternatively, press Alt+Shift+Left or Alt+Shift+Right to reorder virtual desktops.
6. Click the X in the upper right of a virtual desktop to close it.
When closing a virtual desktop, all open apps and windows on that desktop are moved to an existing virtual desktop.
7. Click a virtual desktop to display that desktop and all the open apps and windows. Task View closes when a virtual
desktop is selected.
ANOTHER WAY
Press Win+Ctrl+Left or Win+Ctrl+Right to switch between virtual desktops without using Task View.
Settings
In Windows, Settings is where you change global Windows settings, customize the Windows environment, add
devices, and manage your Microsoft accounts. Click the Settings button on the Taskbar or Start menu (Figure
Intro-22) to open the Settings window (Figure Intro-23). The following categories are typically available in the
Settings window. Settings categories and options may vary depending on the version of Windows you are using
and updates to Windows.
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Figure Intro-22 Settings button on the Start menu Figure Intro-23 Settings window
Windows 10 Note: The Settings menu in Windows 10 is slightly different from Windows 11.
System: Display, sound, notifications, and power
Bluetooth & Devices: Bluetooth, devices, printers, and phone
Network & internet: Wi-Fi, VPN, mobile hotspot, and airplane mode
Personalization: Background, colors, theme, lock screen, Start, and Taskbar
Apps: Apps and features, default apps, and optional features
Accounts: Your account info, email and accounts, and sign-in options
Time & language: Date and time, language and region, typing, and speech
Gaming: Xbox game bar, captures, and Game Mode
Accessibility: Text size, visual effects, mouse pointer and touch, text cursor, magnifier, color filters, contrast
themes, and narrator
Privacy & security: Windows security, find my device, and Windows permissions
Windows Update: Windows updates, update history, advanced options, and Windows Insider Program
MORE INFO
If you can’t find an item in Settings, use the Search dialog box (Find a setting) to type keywords. If the Settings
button is not available on the Taskbar, locate it in the list of apps on the Start menu.
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