Learn about computer file management systems

All the data on your computer including the operating system, application programs, etc. and the information you create exists in the form of files - File . The files are arranged in one or more folders.

Learn about computer file management systems Picture 1 All data on a computer exists in the form of files

Folder - A folder is a special file type that acts as a container, used in managing and organizing files. Regardless of which operating system you use, your computer uses folders to organize all the different files and applications it has. The folder icons on your desktop are designed to look like file folders filled with documents or pictures.

See the article Concept of files and folders

Your computer's file management system

Each operating system has its own file management system, which helps you find your folders and files. If you have a Windows PC, you will use File Explorer aka Windows Explorer . If you have a Mac, you'll use Finder . Here, we will talk about the basic functions common to all computerized file management systems. On computers using Windows or macOS operating systems, the file management system icon will usually be on the toolbar.

1. In the Windows operating system, the File Explorer icon looks like a folder, as shown in the image below.

Learn about computer file management systems Picture 2 In the Windows operating system, the File Explorer icon looks like a folder

1. In the macOS operating system, the Finder icon looks like a face on the Dock , as shown in the image below.

Learn about computer file management systems Picture 3 In macOS the Finder icon looks like a face on the Dock

In both operating systems, you can also open the file manager by clicking on a folder from your desktop.

Whether you're using File Explorer or Finder , the basic navigation works the same way. If you see the file you want, you can double-click it with your mouse. If not, you can use the Navigation Pane on the left side of the window to select a different location.

Open files and applications

Each application on your computer has a set of file types or formats that the application can open. When you double-click a file, your computer automatically uses the correct application to open the file.

To open an application in Windows, click the Start button , then select the application that you want to open. If you don't see the app you want, you can click All Programs or All Apps to see the full list, scroll through the list of apps in Windows, or just type the app name on your keyboard to search.

Learn about computer file management systems Picture 4 Open an application in Windows

To open an app on your Mac, click the app's icon in the Dock . If you don't see the app you want, click the Launchpad icon to see a list of all the apps on your computer. You can also click the Spotlight icon located in the top-right corner of the screen, then type the name of the app on your keyboard to search for it.

Learn about computer file management systems Picture 5 Open an app on your Mac

For example, you will have 2 ways to open a Microsoft Word text file.

1. You double click on the text file with the Microsoft Word icon, this file will open in the Microsoft Word application.
2. You open the Microsoft Word application program, then access the File Menu and select Open to open the Microsoft Word text file.

Delete folder or file

To delete a folder or file you just need to click to select it and press the delete key - Delete or Del on the keyboard. You can also right-click a folder or file and then select Delete from the Menu to delete it.

Learn about computer file management systems Picture 6 Delete folder or file

There may be a dialog box that prompts you to confirm the deletion of this folder or file, select OK or Yes to agree to delete.

If you delete a folder, the subfolders and files within it will also be deleted.

The Recycle Bin in macOS is Trash Can and Windows is the Recycle Bin , which is used to prevent you from accidentally deleting files. When you delete a file, the file is moved to the recycle bin. If you change your mind, you can move the file back to its original location.

If you want to permanently delete files, you will need to empty the recycle bin. To do this, right-click the trash can icon and choose  Empty Recycle Bin or  Empty the Trash .

Learn about computer file management systems Picture 7 Empty the trash

David Pac

Update 08 May 2023