Topic 3: File Management

3.1 Creating Files and Folders

3.1.1 Introduction to Computer Files and Folders

Figure: Windows File Explorer showing files and folders (Windows 10/11 interface)

Introduction

In modern computing, almost all work revolves around files and folders. Whether you are writing a document,
storing photos, or running an application, the data is stored in files organized within folders. Proper file
management is essential in both personal and business settings to keep information organized, easily accessible,
and secure. A well-organized computer (with clearly named files in appropriate folders) saves time and reduces
frustration in finding information. For example, an office employee might have separate folders for Projects,
Reports, and Invoices, while a student might organize coursework into folders for each subject.

Definitions of terms:
A file is essentially a collection of data or information treated as a single unit by the computer. Files can contain
text, images, audio, software, or any other data, and each file is identified by a filename (often with an
extension that indicates the file type, like .docx for Word documents or .jpg for images).

A folder (also known as a directory) is a virtual container used to organize files and other folders. Folders allow
a hierarchical structure – you can have subfolders within folders, helping to group related files together. For
instance, you might have a main folder called "Photos" and subfolders
inside it for "Vacation 2025" and "Family". Visually, operating systems represent folders with a folder icon, and
files with indicating their type.

Just as you would organize paper documents into physical folders in a cabinet, computers use folders to
organize digital files. The top-level location for file storage in Windows is typically the drive (e.g., the C: drive
on your PC). Within drives, you have a hierarchy of folders and subfolders. Key locations in Windows for
personal files include the Documents, Pictures, Downloads, and Desktop folders, among others. The File
Explorer application in Windows 11 is the tool used to navigate and manage these files and folders. When you
open File Explorer (for example, by clicking the folder icon on the taskbar or pressing Windows Key + E), you
can browse your drives and folders, move or copy files, and view file details. By understanding files and
folders, you can systematically organize your work: for example, storing all spreadsheets in a "Spreadsheets"
folder or grouping project documents by project name.

Procedures & Visuals: Navigating the file system involves double-clicking folders to open them and see their
contents. You can tell a file from a folder by its icon (folders look like a paper folder, files have indicating their
program or type). In Windows 11’s File Explorer, the left- side pane shows a navigation tree of locations and
folders, while the main pane shows the contents of the current folder. The address bar at the top shows the
current folder path (for example, C:\Users\Alice\Documents). Organizing files into folders is a fundamental
practice: Windows even provides default folders (Documents, Music, etc.) to encourage this organization. Users
can create new folders as needed (covered in the next section) to categorize files logically. For instance, within
the Documents folder, you might have subfolders for “Work”, “Personal”, and “School”. This hierarchy makes
it easy to locate files later. Good file naming is also part of effective management – filenames should be
descriptive of their content (e.g., MeetingNotes_July25.docx rather than doc1.docx). In everyday use, both
home users and professionals rely on this structure: an accountant will have client folders containing all that
client’s files, a teacher might have folders for each class or term, etc.
Real-Life Examples:

 Personal Computing: Imagine you download several bank statements and pay slips. Saving
all those PDFs loosely in your Downloads folder can become chaotic. Instead, you create a
folder called “Finances” in your Documents and then subfolders “Bank Statements” and “Pay
Slips” to store these files accordingly. Later, when you need to find your June pay slip, you
know exactly which folder to open.
 Business Computing: A graphic designer might have a main project folder for each client.
Inside each client’s folder are subfolders like “Raw Images”, “Edited Images”, and
“Deliverables”. This way, the designer ensures that assets for a project are grouped
together and easy to back up or transfer if needed.

Summary of Key Points:

 Files are units of data (documents, images, etc.) stored on a computer. Each file has a
name and usually an extension indicating its type.

 Folders are containers used to organize files (and can contain subfolders). They help create a
hierarchy (tree structure) for efficient file organization.
 Good file management practices include organizing files into meaningful folders, giving
files and folders descriptive names, and regularly cleaning up or archiving old files.
 The Windows File Explorer is the primary interface for accessing and managing
files/folders, featuring tools to view, sort, copy, move, and search for files.
 Organized file storage improves productivity and reduces the risk of losing or
misplacing important data in both personal and professional contexts.

Assessment Questions:

1. Define a computer file and a folder in your own words. Why is each concept important in a
computing environment?
2. Suppose you are starting a small business and need to organize digital documents
(contracts, invoices, employee records). Describe a folder structure you might create to
manage these files.
3. Disadvantages ider a scenario where all files are kept on the Desktop or in a single
 folder without subfolders. What potential problems could arise in terms of file retrieval,
storage management, or data loss? (Provide at least two issues and explain them.)

3.1.2 Creation of Files and Folders

Introduction:

Once you understand what files and folders are, the next step is learning how to create them. Creating files and
folders is a basic skill that allows you to start organizing information on your computer. In everyday use, you
create files whenever you save work in an application (for example, writing a letter in Word and saving it
creates a .docx file). You create folders to hold files (for example, making a new folder named "Holiday
Photos" to store pictures). In both personal and business settings, knowing how to quickly create and name
files/folders is crucial—for instance, an employee may need to create a new spreadsheet file for this month’s
budget and place it in the Finance folder.

Creating Files:

Generally, files are created by software applications. For example, when you open Microsoft Word and click
File > Save, you are prompted to give a name and location—this action creates a new Word file at the chosen
location. Similarly, taking a screenshot or downloading an email attachment results in a file being created on
your disk. You can also create simple files directly: in Windows, right-clicking in a folder and using the New
context menu lets you create an empty file of certain types (e.g., a Text Document, which will have a .txt
extension). Each file should be given a descriptive name so you can identify it later. It’s good practice to
avoid using special characters in filenames (Windows will prevent using some invalid characters like /:*?"<>|).
Also, disadvantages ider including dates or version numbers in filenames for clarity (e.g.,
ProjectProposal_v2.docx).

Creating Folders: Windows 11 provides multiple ways to create a new folder:

 Using File Explorer Ribbon/Toolbar: In an open File Explorer window, you can click the
New button (or New Folder icon if visible) in the toolbar (top of the window). This instantly
creates a folder named “New folder,” which you can then rename.
 Using Right-Click Context Menu: Navigate to the location (drive or folder) where you
 want the new folder, right-click on an empty space, select New > Folder. A new folder will
appear, prompting you to type its name.
 Keyboard Shortcut: A handy shortcut is Ctrl+Shift+N – pressing these keys in an open
directory will create a new folder and highlight the name for renaming.

When naming a new folder, choose a name that reflects its contents (for example, Projects2025 or
HR_Documents). A folder name cannot contain certain characters (like \ / : * ? " < > |), but it can include
spaces and Unicode characters.

After creating a folder, you can start putting files into it (by saving files to that location, or by dragging and
dropping existing files). Organizing new files as you create them will keep the system tidy. For instance, if you
just created a folder Travel Plans, you might next create a Word file called Itinerary.docx and save it inside
Travel Plans. The act of saving in that location effectively creates that file in the folder.

Practical Example – Creating a Folder: Let’s say you want to organize your study notes. You decide to create
a folder in the Documents library called "Study Notes". To do this, you would open Documents in File
Explorer, then either click New Folder or right-click and choose New > Folder. The folder appears, you name
it "Study Notes", and press Enter. Now, whenever you write a new note (e.g., in Notepad or Word), you save
the file directly into Documents\Study Notes. Over time, you might create subfolders like "Math" or "History"
within "Study Notes" to further organize by subject.

Visual Aid - Creating a New Folder: When using the right-click method, after you click New > Folder, an
icon of a folder will appear with its name editable (highlighted). You simply type the new name and hit Enter.
In Windows 11, another way is using the Save As dialog in applications: when saving a file, you can click the
New Folder button in the dialog to create a folder on the fly and then save the file into it. This is useful if, for
example, you are downloading a statement from a bank website and realize you need a new folder "2025
Statements" to keep it—within the Save dialog, you can create that folder and then save the file there.

Summary of Key Points:

 New files are typically created by saving work in an application (e.g., creating a document
in Word and saving it generates a .docx file). You can also create blank files using the
Windows context menu for certain file types.
  New folders can be created in Windows 11 via the New Folder button in File Explorer, the
right-click New > Folder menu, or the keyboard shortcut Ctrl+Shift+N. After creating,
immediately name the folder appropriately.
 Organize as you create: decide on logical locations for new files and folders at creation time
(for example, save school project files directly into a “School Projects” folder). This habit
prevents clutter and makes retrieval easier later.
 There is no limit (beyond disk space and some performance disadvantages iderations) to how
many files or folders you can create. However, maintaining a clear structure (not too shallow
or too deep) is important for usability. Aim for a balance: use subfolders to group related
items, but not so many levels deep that it becomes hard to navigate.

Assessment Questions:

1. What are two different ways to create a new folder in Windows 11? Describe the steps
for each way.
2. You have just installed a new photo editing software and want to start a project. How would
you create a new file for that project, and how would you ensure it is saved in an organized
location on your computer?
3. After a year of work, you find your Documents folder contains over 200 unsorted files.
What strategy could you use to reorganize these files into folders? Outline a possible folder
structure and the criteria you’d use to group files (e.g., by file type, by date, by project, etc.),
and explain why that structure makes sense.

3.1.3 Compression and Extraction of Folders

Introduction:

As you accumulate files, you may encounter situations where you need to compress them – for example, to
save disk space or to bundle multiple files for easy sharing. Compression means encoding data to take up less
storage space. Windows 11 (like earlier versions) supports compressing files and folders into a single ZIP file
(a common compressed format). A zipped file or folder can be easily transferred or attached to an email because
it’s smaller and contains all the files in one package. Extraction is the reverse process – taking the contents out
of a compressed file so they can be used in their original form. In everyday use, you might compress a folder of
photos to upload it faster, or you might download a software package as a single .zip file and then extract it to
install the software.

Definitions:

Compression is the process of encoding information using fewer bits, effectively reducing the file size. When
multiple files or an entire folder is compressed (zipped), the result is a single archive file (commonly with a .zip
extension) that contains the original items in a smaller form. Extraction (or unzipping) is the process of
decompressing the archive to retrieve the original files and folders, restoring them to their full size and usable
format.

Why Compress? Compressed files take up less storage space and can be transferred more quickly than
uncompressed files. This is relevant for both personal and business contexts. For example, if you need to email
a collection of documents, you can compress them into one ZIP file to attach rather than attaching many files
(and the total attachment size will be smaller). In archiving, old projects can be compressed to save disk space.
Note, however, that not all files compress equally well – text files and databases compress significantly,
whereas already-compressed formats like JPEG images or MP4 videos may not shrink much further.

How to Compress (Zip) Files/Folders in Windows 11: Windows has built-in ZIP support, so no special
software is needed for basic tasks. There are a few methods:

 Context Menu (Send to Compressed Folder): The classic way is to select the file(s) or
folder(s) you want to compress, then right-click and choose Send to > Compressed (zipped)
folder. This creates a .zip file in the same location, named after the original file or folder
(you can then rename it if desired).
 Context Menu (Windows 11 “Compress to ZIP”): Windows 11 introduced a simplified
right-click menu. If you see a Compress to ZIP file option when you right-click, you can use
that directly. This achieves the same result – a new ZIP file will appear.
Figure: Windows 11 context menu showing the "Compress to ZIP file" option
 File Explorer Ribbon/Command Bar: In File Explorer, after selecting files, you might use
the Share tab or the three-dot menu (…) to find a Compress or Zip command. (In Windows
11’s updated interface, the context menu is usually the quickest way, but the older Ribbon in
Windows 10 had a Zip button under the Share tab.)
  Third-party Tools (Optional): Advanced users sometimes use tools like 7-Zip or WinRAR
for additional compression formats (e.g., 7z, RAR) and features (like encryption). In fact,
Windows 11 (from version 23H2) even adds native support for opening some of these
formats (like .rar, .7z), though creating those might still require external tools.

After using Send to Compressed (zipped) folder, you'll notice the new ZIP file has an icon of a folder with a
zipper. You can move or share this single file easily. Remember that if you add more files into this zip (by
dragging them onto the zip file), those files will be compressed and included too.

How to Extract (Unzip) Files/Folders: There are two common ways to extract files from a ZIP archive:

 Drag-and-Drop: Double-click the .zip file to open it (Windows treats it like a folder).
Then you can drag out individual files or folders from the zip window to another folder
(for example, drag a file to your Desktop or Documents). This copies that file out of the
archive and automatically decompresses it.
 Extract All: If you want to extract everything at once, right-click the ZIP file and choose
Extract All..................................Windows will prompt you to choose a destination folder and then will
decompress all contents into that location. By default, it suggests extracting into a new folder with the same
name as the zip. You simply confirm, and Windows redisadvantages tructs all the original files and folders
from the archive.

Practical Example: Suppose a colleague sends you a zipped folder called ProjectFiles.zip containing 10
documents. To view them, you right-click ProjectFiles.zip and select Extract All....................., choose where to
put the files (maybe your Documents\ProjectFiles folder), and finish the wizard. Now you have a regular folder
with all 10 documents extracted and ready to use. Conversely, if you need to send a set of files (say 5 photos)
via email, you can select the 5 photo files, right-click and choose Compress to ZIP. Windows creates
Photos.zip. You attach this single zip file to your email. The recipient will extract it to view the photos. This
simplifies the transfer and ensures the folder structure (if any) within is preserved.

Important Notes: Compressed files must be extracted before certain operations. You usually cannot directly
edit a file inside a zip without extracting (Windows may allow opening it temporarily, but you should extract to
save changes). Also, if a file was encrypted before compressing, Windows will warn that it will lose encryption
upon zipping – meaning the zip file itself isn’t encrypted by default. If security is a concern, you can use
encryption or set a password on the zip using third-party tools (see File Protection section). Windows’ built-in
zip does not allow adding a password by itself.

Summary of Key Points:

 Compression reduces file size and combines multiple items into one file (commonly a
.zip archive) for convenience. This helps with saving space and faster transfers.
 Windows 11 Zip: Built-in support allows creating and extracting .zip files easily (right-click
> "Send to > Compressed (zipped) folder" to compress, and "Extract All..." to unzip).
 Extraction is required to restore files to usable form. You can extract individual items by
dragging them out of the zip, or everything at once using the Extract All wizard.
 Use cases include emailing multiple files as one, archiving projects, or downloading software
distributed as a zip. Always be mindful that some files compress more than others (e.g., text
vs. already-compressed media).
 Compression Formats: Windows primarily uses ZIP. Newer Windows 11 updates support
opening other formats like RAR, 7Z, but if you need to create those, you’d use specialized
software. For basic users, sticking to zip is sufficient and universally accessible.

Assessment Questions:

1. What is file compression and why is it useful? Describe in simple terms what happens when
you compress a folder of files.
2. Imagine you need to send 50 high-resolution images to a colleague. Explain the steps you
would take in Windows 11 to prepare these files for sending using compression. What will
your colleague need to do to access the images?
3. You have a limited amount of storage left on your laptop. You notice a large folder of old
project files you rarely access. What factors would you disadvantages ider in deciding
whether to compress this folder to save space? Are there any drawbacks to keeping files in
a compressed state?

3.2 Transferring Files and Folders

3.2.1 Sharing of Folders and Files

Introduction

In computing, transferring files refers to moving or copying files from one location to another, which is often
done to share information. Sharing files and folders means giving others access to them, whether by
physically transferring a copy or by network/cloud access. In a personal context, you might share photos with
a friend by copying them to a USB drive or emailing them. In a business context, you might share a document
with coworkers over a network or through a cloud service like OneDrive or Google Drive. Windows 11
provides built-in features for sharing, specially if devices are on the same network, and also integrates with
cloud sharing. Mastering file transfer and sharing is important for collaboration, backup, and general
information exchange in both personal and professional workflows.

Key Concepts and Methods of Sharing:

 Copying vs. Moving: If you want to transfer a file to another location (like to a USB stick
or network drive), you can either copy it (the file remains in the original location as well) or
move it (the file is relocated). Copy-paste or drag-and-drop with the Ctrl key will create a
copy; dragging without Ctrl (on the same drive) will move. When sharing, you usually copy
so each party has a version.
 Physical Transfer: The simplest form of sharing is copying files to a physical medium.
For example, using a USB flash drive: plug it in, then drag the files from your PC to the
USB drive in File Explorer. This way, you hand the USB to someone else to give them the
files. Similarly, burning files to a CD (less common now) or copying to an external hard
disk are physical transfer methods.
 Email Attachment: A very common way to share a file is via email. You create an email
and attach the file (most email services allow attachments, typically up to 20-25 MB). The
recipient receives a copy of the file in their inbox. This is fine for small documents or a few
pictures, but not ideal for large files or large quantities of files (where compression or
cloud might be better).
 Instant Messaging or File Transfer Apps: Files can be shared through chat apps (like
sending a document via Microsoft Teams, Slack, or WhatsApp). These are convenient
for quick transfers but often also have size limits or compression on images.
 Network Sharing (Local Network): In a business office or a home with multiple PCs, you
can use Windows network sharing. This involves making a folder accessible to other
 computers on the same network. For example, on PC1 you can right-click a folder, go to
Properties > Sharing > Advanced Sharing... and enable sharing, giving it a share name and
possibly setting permissions. Then PC2 can access that folder over the network (e.g., via File
Explorer > Network or by typing \\PC1\ShareName). This is useful for teams in an office to
have common access to files. Windows 11 still supports this traditional file sharing, and also
a simpler “Nearby sharing” feature for sharing with nearby devices using Wi-Fi or Bluetooth.
If two Windows 10/11 PCs are near each other, Nearby Sharing can be turned on to send
files wirelessly without emails or USB drives.
 Cloud Sharing: With the rise of cloud services, a very popular method is to use platforms
like OneDrive, Google Drive, or Dropbox. For instance, Windows 11 integrates OneDrive
in File Explorer. You can save or copy a file into your OneDrive folder, then use the
OneDrive interface to “share” it (generate a link or invite specific people via email). Cloud
sharing is powerful because it ensures everyone sees the latest version and you don’t have to
manually send files each time – it’s the same file in the cloud being accessed. Google Drive
or Dropbox similarly let you upload files and share links. This method is common in
business for collaborative work (e.g., multiple people editing the same document stored on
OneDrive/SharePoint or Google Docs).
 Windows 11 Built-in Sharing UI: In File Explorer, if you select a file and click the Share
button on the toolbar (icon of a person with lines, or in context menu), Windows 11 will
present options to share the file. Typically, it might offer to share via nearby devices, via
email, or through apps. For example, clicking Share on a photo might let you send it
directly to the Mail app to email, or to any app installed that can accept the file (like Teams
or Skype). This is part of the Windows Share interface that unifies sending files via
different methods. On selecting a method, you follow the prompts (for email, it opens a
new mail; for nearby share, it searches for devices, etc.).

Practical Example – Sharing a Folder on a Network: Suppose in a small office, three colleagues need to
access a set of documents regularly. Instead of emailing files back and forth, one person can create a folder
“TeamDocs” on their PC, put the files there, and set it as a shared folder on the network (ensuring all PCs are
connected to the same local network). They would adjust permissions so that the colleagues can read (or
read/write) the files. Now, each colleague can open File Explorer, go to Network (or map a network drive), find
“TeamDocs” and access the files in it. This way, everyone is working off the same set of files on the host
computer, and any updates saved are immediately available to others. (Note: In practice, one has to ensure
network discovery is on and possibly set up users/permissions. Many businesses use a dedicated server for
shared files, but the principle is the same.)

Practical Example – Sharing via OneDrive Link: You have a 100 MB video you want to share with family
overseas. Email won’t handle that size. Using OneDrive, you upload the video to your OneDrive (which might
be integrated with your PC). Then on that file in OneDrive, you choose “Share” and get a link that anyone
with it can view/download (or you share directly to their email). You send the link through a message. Your
family clicks the link and can download the video from the cloud. This bypasses email size limits and is
simpler than splitting the file. Windows 11’s integration even allows right-clicking the file and choosing Share
> Copy link (OneDrive) if the file is in your OneDrive folder.

Security and Permissions: When sharing files, disadvantages ider permissions. If you share a folder on a
network, you can usually specify if others can edit or just read. If you share via cloud, you can often choose
whether the link allows editing or is view-only. For sensitive files, ensure you trust the method; sometimes a
password or encryption (see next section on protection) might be used if sharing through less secure channels.

Summary of Key Points:

 There are many ways to transfer/share files: physically (USB drives), through
communication tools (email, messaging), via network shares, or using cloud services.
The best method depends on file size, number of files, and who the recipients are.
 Windows 11 sharing features: The Share button in File Explorer provides quick options
like emailing or nearby sharing. Traditional network sharing allows multiple users on a
LAN to access a common folder (requires setup of sharing & permissions). Cloud
integration (OneDrive) enables easy link-based sharing and collaboration.
 Always be mindful of file size and format when choosing a sharing method. Large files are
often best shared via cloud or physical transfer (since email has limits). Multiple files should
be organized (possibly compressed) to simplify transfer.
 Ensure that the recipients have the means to open the file. For example, if you share
a document in a very new format or a specialized software project, the other side
needs
appropriate software. For cross-platform sharing, stick to common formats (PDF for documents, MP4 for
videos, etc., unless collaborating in an agreed format).
  Permission and privacy: Only share files with those who should have them. When you
share a folder on a network, set a password or limit access to specific users if needed.
When you share a cloud link, disadvantages ider setting it to read-only or adding a
password if the service allows, especially for confidential data.

Assessment Questions:

1. Name three different methods to share or transfer files from one computer to another.
Briefly describe each method.
2. If you need to send a 20-page report (a Word document) to your supervisor and ensure they
see the latest version and can comment on it, which file sharing method would you choose
and why? Describe the steps you would take to use that method (e.g., using OneDrive or
email).
3. You are working in a team, and one member is responsible for updating a large Excel
spreadsheet daily. Two other members need to view these updates. Compare the
advantages and disadvantages of (a) sharing this file via a network shared folder in the
office, vs. (b) sharing it via a cloud service like OneDrive. Disadvantages ider factors like
ease of access, version control, and security.

3.3 File Protection

3.3.1 Password Protection

Introduction

As files often contain personal or sensitive information, protecting them from unauthorized access is crucial.
One of the most straightforward protection mechanisms is using a password. In computing, a password is a
secret string of characters that a user must provide to gain access to something. In the context of file
management, passwords can be used at various levels: logging into your user account, opening specific files, or
accessing encrypted archives. For example, you might protect an important document with a password so that
even if someone gains access to the file, they cannot read it without knowing the password. Both individuals
and organizations rely on passwords daily – from signing into Windows itself, to unlocking phones, to opening
secure documents. Using passwords effectively helps maintain confidentiality and can prevent data breaches or
unauthorized viewing of files, which is particularly important for business data (like client information,
financial records) and personal data (like saved passwords, private photos).

Password-Protecting Files and Folders:

 User Account Password (System Level): The first line of defense for files on a Windows
computer is the user account password. Windows 11 is designed such that each user
account on the system has its own private file space. When you’re logged in, you can access
your files, but other standard users on the same PC cannot access your files without your
permission because they’re protected by the OS using your account credentials. Therefore,
simply having a strong Windows log-in password protects your files from casual access by others who might
use your PC. (Of course, an administrator or someone with specialized tools might override this, but for basic
use it’s effective.) If you share a computer, always use separate accounts and secure passwords for each.
 Password for Specific Files: Some applications allow you to add a password to files they
create. A common example is Microsoft Office documents. You can set a password to open
a Word, Excel, or PowerPoint file (through File > Info > Protect Document > Encrypt with
Password). Once set, the document will prompt for the password whenever opened, and
without it the content remains encrypted/unreadable. This is very useful for, say, protecting a
confidential report or a personal journal. Similarly, PDF files can be saved with passwords
using PDF software. These file-level passwords use encryption under the hood, but the user
experience is simply a prompt for a password when opening the file.
 Password-Protected Archives: As discussed in compression, third-party tools like 7-Zip or
WinRAR allow creating compressed archives (ZIP, RAR, etc.) that are encrypted with a
password. For instance, you can compress a folder into a ZIP file and set a password so that
extracting it requires that password. This is a way to send multiple files securely – only
someone who knows the password can decompress and view the files. (Windows’ built-in zip
feature does not support adding a password, but 7-Zip is free and does, using strong AES-
256 encryption for example.)

Good Password Practices: A password is only as strong as its secrecy and complexity. Use strong passwords –
meaning at least 8-12 characters (longer is better) with a mix of uppercase, lowercase, numbers, and symbols.
Avoid obvious words or personal info. For example, instead of password123 (which is very weak), a strong
password might be @Nairobi!45Kenya% – something hard to guess.
Also, do not reuse important passwords. The password you use to protect a sensitive financial file should not be
the same as your social media password, in case one gets compromised. Remember that if you forget a
password on an encrypted file, you might lose access entirely (even Microsoft cannot help recover a password-
protected Office document if you forget the password). So, keep a secure record if needed (like a password
manager or a sealed note).

Example – Protecting a Word Document: You have a Word document containing all your website passwords
(probably not a great idea to keep, but hypothetically). At minimum, you would want to password-protect this
file. In Word, you go to File > Info > Protect Document > Encrypt with Password. You enter a strong
password (twice to confirm). Now, the next time you or anyone tries to open that .docx file, Word will pop up
“Enter password to open file.” Without the correct password, the content remains gibberish. If you email this
file to someone, you should share the password through a different channel (e.g., text or phone) for security.
This way, even if the email is intercepted, the file’s content is safe.

Example – Password Protecting a Compressed Folder: Suppose you need to send several confidential PDFs
to a colleague securely. You can use 7-Zip to add them to an archive called Confidential.7z and set a password.
You then send the .7z file. When your colleague receives it, they attempt to open it and are prompted for the
password. Only upon entering the correct password will the PDFs extract. If someone else finds that .7z file,
they cannot read the PDFs without the password. (This is a simple form of encryption for the archive.)

Limitation – No Native Folder Password in Windows: It's worth noting that Windows (Home editions
especially) do not provide a feature to simply put a password on a folder itself in the File Explorer interface.
The logic is that user accounts already isolate folders. If you find software or tutorials claiming to "lock a folder
with a password," they often are creating an encrypted container or using third-party utilities. One built-in
workaround is using an encrypted virtual drive (VHD) with BitLocker (discussed in the next section on
encryption) to simulate a passworded folder. For most users, though, using strong user account passwords and
file-level passwords is sufficient.

Summary of Key Points:

 Passwords are a fundamental security tool to restrict access. In file management, they can be
applied at login (to protect all files under your account) and at file-level (to protect individual
documents or archives).
  Windows user account password: ensures that only someone who knows the login credentials
can access that user’s files locally. Always use one and keep it secret. Lock your computer
when not in use (Win+L in Windows) to enforce it.
 File-level passwords: Many applications (Office, Acrobat, etc.) support password-encrypting
their files. Use this for especially sensitive files, especially before sharing them.
 Compressed archive password: When sharing multiple files, using an encrypted zip/7z file
with a password is a convenient way to protect them in transit.
 Best practices: Use strong, hard-to-guess passwords. Do not share passwords through the
same channel as files (e.g., don’t email the password in the same email as the file). Change
passwords if you suspect they’ve been compromised. And critically, remember the
passwords or use a password manager, because if you lose a file’s password, you may lose
the file’s contents permanently.

Assessment Questions:

1. What is the purpose of password-protecting a file? Give two examples of file types
or situations where you can apply a password for protection.
2. You want to send a confidential financial report to a coworker via email. Describe the steps
you would take to protect that report with a password before sending. (Include what
software or features you’d use.)
3. If a laptop is stolen, explain how having a strong login password and additionally password-
protected sensitive files could mitigate the risk of data theft. Are there scenarios where this
might not be enough? (Hint: Think about someone removing the hard drive – this leads into
encryption.)

3.3.2 Encryption

Encryption is a more advanced file protection technique that scrambles data so it is unreadable without the
proper key (usually tied to a password). While password-protection (as discussed above) often refers to a simple
lock on a file, encryption refers to the actual transformation of the file’s content into ciphertext using
mathematical algorithms. In practical terms, modern encryption makes
your files look like random noise unless decrypted with the correct key. Encryption is
widely used in all aspects of computing security – from websites using HTTPS to
secure communications, to files on your disk being encrypted to prevent access by
unauthorized parties. In personal computing, you might use encryption to protect
extremely sensitive information (for example, by using tools like BitLocker to
encrypt your entire drive, or using third-party encryption for specific files).
Businesses often mandate encryption for laptops (so that if one is lost, the data isn’t
exposed) and for transmitting sensitive data.

Definition: Encryption is the process of converting information or data into a code

to prevent unauthorized access. This coded form is referred to as ciphertext. Only
those who have the decryption key (which could be a password or a digital key) can
convert it back to the original readable form (plaintext). For example, if you encrypt
a document with a certain key, anyone without that key will just see garbled
characters if they try to open the encrypted file. Decryption is the inverse process –
turning the ciphertext back into the original data using the key.

How Encryption Protects Files: Unlike simple password locks which might just
prevent opening in an application, true encryption means even if someone bypasses
the application, the data itself is protected. Disadvantages ider an encrypted file as a
locked box where the contents are also in code. Even if an attacker gets the box, they
can’t read the contents without the cipher key. Windows 11 offers encryption
features:

 BitLocker: This is a full-disk encryption feature available in Pro

and Enterprise editions of Windows. When BitLocker is enabled
on a drive, all files on that drive are automatically encrypted. You
typically use a password or the computer’s TPM (Trusted
Platform Module) to unlock the drive on boot. BitLocker is great
for protecting data on a lost or stolen laptop – even if the hard
 drive is removed and attached to another computer, the data
remains encrypted without the key.
 EFS (Encrypting File System): This is a Windows feature that
allows encrypting individual files or folders on an NTFS drive.
It’s a property you can set under file properties (Advanced
attributes > Encrypt contents to secure data). EFS ties the
encryption to your user account. When you are logged in,
Windows decrypts the file for you on the fly; if another user or an
offline attacker tries to access the file, it remains encrypted.
Windows 11 Home doesn’t have EFS, but Pro does. EFS is
seamless but requires caution with backups (keys should be
backed up, or else if you lose your account or reinstall Windows,
you could lose access to EFS files).
 Third-party Encryption Tools: There are tools like VeraCrypt
(for creating encrypted containers/vaults), or 7-Zip/WinRAR as
mentioned, or even using programming libraries for encryption.
These allow you to create an encrypted file or partition that only
unlocks with the correct password. For example, VeraCrypt can
create a file that acts like a virtual drive— when you "mount" it
with the password, it appears as a drive with all your files; when
you dismount, it’s just an unreadable file.

Use Cases:

 Personal: You might encrypt a folder containing identity

documents, financial records, or diaries, especially if your
computer is shared or you worry about it being stolen. Some
people
also keep encrypted backups (so if someone finds your USB backup drive, they can’t
read it without the key).
 Business: Companies often enforce encryption on devices. For
 instance, a company laptop might have BitLocker enabled by IT
policy, ensuring that even if the laptop is lost, the data can’t be
accessed by outsiders. On a server, sensitive databases might be
encrypted. When sharing data with external partners, businesses
might encrypt files and share the decryption key through a
secure channel.

Encryption vs Password Protection: It’s worth distinguishing that encryption

implies protection (via a key), but not all password prompts imply strong encryption.
For example, older versions of Microsoft Word’s password protection could be
relatively weak, whereas newer Office uses strong AES encryption. Encryption is
generally stronger because it’s theoretically unbreakable without the key (assuming a
strong algorithm and key), whereas a simple password gate could sometimes be
bypassed. That said, in everyday language we often use "password-protect" and
"encrypt" interchangeably when the result is that you need a password to access the
content. The key point is that encryption provides confidentiality even if someone has
physical access to the file.

Real-World Example – BitLocker: If you enable BitLocker on your Windows 11

laptop (Pro edition), you will either use your login (with TPM) or set a BitLocker
password/PIN. Imagine your laptop gets stolen. Without BitLocker, the thief could
boot from a USB or remove the drive and read all your files (even if you had a
Windows password, it could be bypassed by accessing the raw disk). With BitLocker,
when they try to access the drive, they see gibberish – the drive is encrypted with
AES-256. Unless they somehow obtain your recovery key or password, your data
remains safe. You, however, use the laptop daily without noticing anything –
Windows handles the encryption/decryption in the background after you unlock the
drive at boot.

Real-World Example – Sending Encrypted Data: Suppose you need to send a list
of customer credit card numbers to a partner company (legitimately, say for
processing). This data is highly sensitive. Instead of sending a normal spreadsheet,
you decide to encrypt it. You use a tool (or Excel’s own encryption) to encrypt the
file with a strong password. You then send the file via email. Separately (perhaps via
a phone call or SMS), you share the password with the trusted recipient. This way,
even if the email is intercepted or goes to the wrong person, the data is protected.
Only the intended recipient who knows the password can decrypt and see the card
numbers. This multi-step approach (encrypt before sending, and communicate key
separately) is a common security practice.

Encryption Disadvantages iderations: Encrypted files need careful handling. If you

forget the key, the data is essentially lost (which is the point – even the creator can’t
get in without the key). Always back up your encryption keys or recovery keys
(BitLocker provides a recovery key to save). Also, encryption doesn’t protect a file
while you’re using it (if your computer is compromised by malware while you’re
logged in and the file is open, the malware can read it). It mainly protects stored data
and data in transit.

Summary of Key Points:

 Encryption converts data into a coded form that cannot be

understood without the decryption key. It offers strong protection
for data at rest (on storage) and in transit.

 Windows 11 provides encryption tools like BitLocker (full disk

encryption) and EFS (file- level encryption) for robust
protection. These are mostly in Pro editions and above, not
Home.
 Using encryption, even if someone gains physical access to your
files (stolen device or intercepted file), they cannot read them
without the correct key or password. This is beyond just hiding –
it’s actual cryptographic protection.
  Good practice with encryption includes managing keys safely
(e.g., backing up BitLocker recovery keys, not forgetting
passwords), and understanding scope (full disk encryption
covers everything on that disk transparently; file encryption
can be targeted to specific items).
 Encryption is essential in many scenarios: protecting laptops,
safeguarding backups, complying with data protection
regulations (for businesses handling personal data), and
secure communication of files. It works hand-in-hand with
password security – often the password is what unlocks the
encryption.

Assessment Questions:

1. In simple terms, explain what happens to a file when it is

encrypted. How is this different from just putting a password
on a file without encryption?
2. Your Windows 11 Pro laptop contains sensitive client data. What
steps can you take using built-in Windows features to ensure that
if the laptop is lost, the data on it cannot be read by anyone else?
Describe the feature and how you would use it.
3. A company has a policy that all USB flash drives containing
company data must be encrypted. Why might the company have
this policy? Disadvantages ider what could happen if an
unencrypted USB with company data is lost. Also, suggest a
method or tool to encrypt data on a USB drive.