Practical Exercise 1.

Introduction to Windows Explorer

Department of Physical Geography and Ecosystems

Analysis, and GIS Centre at Lund University, Sweden

Introduction to Geographical Information Systems

GISA01
 Introduction to Windows Explorer

1.1. Introduction to Windows Explorer

1.1.1. Purpose
While working with GIS, one works with many data files that can be saved on various
disks, networks or servers. It is therefore crucial that all users of geographical
information systems understand how to explore, structure and manage such data files,
folders and disks. The aim of this exercise is to introduce an application specifically
designed for this purpose, Windows Explorer. More specifically, you will learn how to:
- Explore and view files, folders and disks on your computer.
- Create a new folder for your exercise data.
- Copy data from one location to another.
- Explore the properties of files, folders and disks.
- Change folder and file options.

1.1.2. Data
In Moodle, you can find a zip-file called DATA1_Intro_to_GIS. Download and save the
file to your computer and use WinZip to un-zip the files. If you are not yet familiar with
file management, you should read through this exercise before downloading the data.

Note: The files for all exercises are available for download as zip-files. In order
to extract them, you need a file archiver and compression utility, such as
WinZip. If you do not yet have WinZip installed on your computer you can
download an evaluation version at: www.winzip.com. Once on the website,
simply click on Download and choose to download the evaluation version of
the latest WinZip release.

1.1.2.1. Extracting files with WinZip

When you have downloaded the zip-file to your computer, simply double-click on it in
Windows Explorer or in My Computer. This should automatically launch WinZip, which
will open the archive and list the files contained in the zip-file. To save the individual
files in your computer, click the Extract button. A new window will open, enabling you
to specify where in your computer the files should be saved (Extract to:). To change the
default location, you can navigate through your computer. For more information about
WinZip, use Help where detailed tutorials are available.

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 Introduction to Windows Explorer

1.1.3. Answers to be sent to teachers

All students have to send answers for questions 1.1.1 1.1.2 by email to the teachers as
indicated in the document Sending Answers to Teachers available in the section Course
Information on the course homepage.

1.1.4. Windows Explorer

1.1.4.1. Getting started

To work efficiently with ArcGIS, or any other GIS application, your data files should
always be stored in a clear and structured manner, and named adequately.
Throughout the course, you will download and create numerous data sets and files. By
constructing a clear and structured file system for the exercise data, it will become for
you to retrieve data when required.
The naming of files is very important. Filenames such as temp1, temp2, or layer1 and
layer2 and so forth, might be acceptable in the short term, but not in the long term. After
a week or so, a file named temp something will most probably not say a great deal.
Always use file names that describe the contents of the file itself. If your files are
structured and named appropriately, your work will become much easier. If not, other
users could accidentally delete your work, or you might find it difficult to locate specific
files on your computer.
When starting a new working session, it might be good idea to write down the location
and filenames on a separate paper.
- Start Windows Explorer. It is usually available directly under Start > Programs
> Windows Explorer (Windows XP), (Windows Vista). Depending on
your installation settings, it could also be located under Start > Programs >
Accessories > Windows Explorer.

Tip: Windows Explorer can be directly opened by pressing the Windows logo
key on the keyboard (between CTRL and ALT) and the letter E at the same
time. Try it!

Windows Explorer consists of two frames. The left frame is a catalog tree that shows
hard drives, servers and folders. The frame on the right is a display window and shows all
the data (both files and other folders) stored in the folder selected in the left frame. By
clicking on a folder in the catalog tree the contents found within the selected item is
displayed in the display window to the right. In Windows Explorer, only one folder can
be displayed in the right hand frame at a time. If the right frame is empty, it basically

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 Introduction to Windows Explorer

means that no data is stored in the selected folder. Note that the files themselves are never
shown in the left frame.

In the left frame, In the frame to the

you can see right, you see the
folders, drives, content of the open
networks etc., but folder selected in the
not individual files. left frame.

Windows Explorer in Windows XP

The display options of the files/folders in the right hand frame may be set in View located
in the main menu. The options of display for instance include Icons, List and specific
Details.
- Try the different viewing options found under View in the main menu.

1.1.4.2. Creating new folders for the exercise data

As you will have to carry out many practical and theoretical exercises throughout the
course, we suggest that you structure your data in an organized manner from the
beginning. This implies that you have to create new folders, in which you will save your
data and answers from the exercises.
A new folder is easily created in Windows Explorer through the main menu command
File > New > Folder, and will be saved within the folder or drive that is open in the left
frame.
- In the left hand side frame, navigate to C:\ (usually the drive letter of the
primary hard drive in your computer).

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 Introduction to Windows Explorer

Directly under C:\, you will now create a new folder called LUMA_GIS, in which you
will save all your course material. As the LUMA-GIS program contains many courses, it
might be a good idea to create new folders for each course.
- Create a new folder named LUMA-GIS directly under C:\ by clicking File >
New > Folder.
- Open the newly created folder LUMA-GIS, and within it create another folder
and name it GISA01 (the code of the course you are currently attending).
- Each course module consists of a theoretical and practical exercise. Therefore,
again, within the folder GISA01, create two new folders called Theoretical and
Practical. It is in these folders that you will save your data and answers for each
course module.

Catalog tree in Windows Vista

- Create a new folder within the folder Practical called 1_Intro_ArcGIS, in which
you will save all the data files for the practical exercises in module 1 of the
course.

Catalog tree in Windows Vista

Note: It is recommended to never use spaces in file or directory names as

spaces anywhere along the full directory path or in the filename can cause
some commands or operations in ArcGIS to fail.

1.1.4.3. Copying data to your exercise folder

You will now copy the data for exercises 1.1, 1.2 and 1.3 to your newly created folder
1_Intro_ArcGIS. The map layers used for the exercises in module 1 are saved as .shp or
as Shapefiles (terminology used for the file format) and each map layer consists of at
least three files. If you do not copy all of them, the theme will not be displayed in
ArcGIS. Therefore, make sure you copy all the files to your folder.

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 Introduction to Windows Explorer

- If you already downloaded and saved the data files in your computer, open the
folder in which they are saved so that all the files are visible in the right-hand
frame of Windows Explorer.
- Click on one of the files in the right-hand frame and notice that it becomes blue
indicating that it is selected. Click on another one to see what happens.

Question 1.1.1: Click on some different file names. What happens when you simply
click on them, and what happens when you press and hold the SHIFT or CTRL key
when clicking on them?

- Select all files (click the first one, press SHIFT and, at the same time, click the
last one in the list) and choose Edit > Copy. The files are now copied into the
temporary memory of the computer. Navigate back to your folder
(C:\LUMA_GIS\GISA01\Practical\1_Intro_ArcGIS) and open it.
- To paste your copied files, choose Edit > Paste.

Note: You can also access the commands Copy and Paste through the right
click context menu.

Question 1.1.2: How many files are in your exercise folder now? Hint: If the status
bar is activated in Windows Explorer you can look at the bottom left corner.

1.1.4.4. Properties of a file

- By right clicking on a file in the right hand frame, a new drop down menu
appears in which you can choose the option Properties. By doing so, a new
dialog window appears.
In the Properties dialog window, you will find information about your selected file. For
instance, you can see the size of a file, last date of modification etc.

1.1.4.5. Read-only files

Read-only files are files which can be opened and viewed in specific programs, but
cannot be edited. Data copied from a CD-ROM to a hard drive often becomes read-only
by default, and the user must de-activate the read-only option before editing the data.

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 Introduction to Windows Explorer

File Properties dialog window in Windows XP

By de-activating the option Read-only, the file will become editable. It is possible to
change this option for all files within a folder at the same time.

1.1.4.6. Hidden files and folders and other viewing settings

Sometimes, files can be saved in a folder, but set as hidden, meaning that the files will
not be directly visible in Windows Explorer. To verify or change this option, you must
change Folder Options.
- Click Tools in the menu and select Folder Options. A new window will appear.
Click the View tab.

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 Introduction to Windows Explorer

Folder Options dialog window in Windows XP

We recommend that you always have the following options selected:

Display the full path in the address bar
Display the full path in the title bar
Show hidden files and folders
While the following option should always be de-activated:
Hide file extensions for know file types

Note: In order to always se file extensions, which is important in order to

distinguish files that may have the same name (e.g. shapefiles), you must
always make sure that Hide file extensions for known file types is de-activated.

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 Introduction to Windows Explorer

All of this might look simple, but it is very important to familiarize yourself with data
handling, since a lot of work with geographical data concerns copying and storing files
and folders. Without a clear file structure and the knowledge of where you store your data
it will be difficult to get an overview of your data.

End of Practical Exercise 1.1

Send your answers to the teacher as instructed.

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