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Using Windows 11

File Explorer

Best Practices

Everyday skills with live demonstrations

Bill James

Presenter

APCUG Speaker Bureau

TIME: 1 minutes, including demonstration.

WELCOME

Introduce yourself and ask for a show of hands: who has saved a file and then struggled to find it? Promise practical habits participants can repeat at home.

PACING

Core presentation: 38.5 minutes across 20 slides, including demos. Allow 6.5 minutes for questions for a 45-minute session. For 30 minutes, use the shortening choices on slides 4, 5, 7, 8, 9, 11, 12, 14, 16, 17 and 19. These save 8.5 minutes while retaining every topic.

BEFORE THE SESSION

Create a local Explorer Practice folder outside OneDrive, with Inbox, Documents, Photos and Archive subfolders. Populate it with a dozen harmless TXT documents, a few JPG photos and one PDF. Include notes.txt, Trip checklist.txt and several files with similar names. Prepare a separate OneDrive Demo folder containing only disposable copies, already synced. Never demonstrate using personal Home history or private documents. Close unrelated apps and notifications. Increase Windows display scaling and pointer size for the room. Leave Compact view off. Test projection and preview support.

Open the presentation in Presenter View and rehearse switching with Alt+Tab. Keep practice folders open. Prepare a USB drive if available. Save screenshots from the actual demo PC as an offline fallback. Avoid inventing additional presenter credentials.

Sources (Microsoft Support, checked September 7, 2026):

Presenter: use the current computer's visible labels. Windows and OneDrive menus can vary by update and account.

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Today’s practice files

LIVE DEMO

Win + E opens File Explorer

A small practice folder keeps the lesson simple.

We will organize a trip checklist and photos.

Watch first. Try the same steps at home.

Your screen may look a little different.

TIME: 1 minutes, including demonstration.

SHOW

Press Windows+E, then open Explorer Practice. Explain that files are individual items and folders hold related items. Return to the slide.

SAY

Every demonstration uses disposable files. Encourage participants to write down one shortcut and one habit, rather than copy every click. Pause the pointer on a command before clicking. Name the action aloud.

SETUP CHECK

If Documents or Desktop syncs with OneDrive, use another confirmed local folder for delete/move practice. Do not change the audience’s sync settings during the session.

Sources (Microsoft Support, checked September 7, 2026):

https://support.microsoft.com/en-us/accessibility/windows/keyboard-shortcuts-in-windows

Presenter: use the current computer's visible labels. Windows and OneDrive menus can vary by update and account.

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The File Explorer interface

LIVE DEMO

Point to each area, then open the practice folder

Tabs: open folders

Command bar: actions

Address bar: location

Navigation pane: places

Search box: find files

Microsoft example. Layout varies by version.

TIME: 2 minutes, including demonstration.

DEMO

1. Point to a tab, command bar, address bar, navigation pane and search box on the current PC.

2. Open Explorer Practice. Click a subfolder and use the address bar to return to its parent.

3. Demonstrate Back versus Up: Back retraces visits. Up opens the containing folder.

4. Pause on the address bar and say the current location before proceeding.

ASK

Which part tells you where the file lives? Emphasize the address bar. The older Microsoft screenshot is an orientation aid, not an exact match for every Windows update.

Sources (Microsoft Support, checked September 7, 2026):

https://support.microsoft.com/en-us/windows/experience/fileexplorer/file-explorer-in-windows

https://support.microsoft.com/en-us/accessibility/windows/keyboard-shortcuts-in-windows

https://support.microsoft.com/en-us/windows/media/file-explorer-known-folders-png.png

Presenter: use the current computer's visible labels. Windows and OneDrive menus can vary by update and account.

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Home, cloud, drives and shared places

LIVE DEMO

Visit each place that is available on this PC

Home Quick access and recent activity

Gallery Photos from included locations

OneDrive Files in your connected cloud account

This PC Drives and connected storage

Network Shared devices and folders

TIME: 2 minutes, including demonstration.

DEMO

Visit Home, Gallery, OneDrive, This PC and Network in sequence if available. Keep the explanation to one sentence per location. Home and Gallery provide views into files. They do not tell you that an extra copy exists. Use a file’s properties or location to establish where it lives. Gallery can show photos from several included folders.

Explain that OneDrive requires a configured account. A network share may require permission and may not appear here. Do not turn on sharing or network discovery on a public connection during this demonstration. A missing Gallery entry or different Home content can reflect the Windows version and configuration.

30-MINUTE VERSION

Save 0.5 minute by explaining Gallery and Network from the slide without navigating into them.

Sources (Microsoft Support, checked September 7, 2026):

https://support.microsoft.com/en-us/windows/experience/fileexplorer/file-explorer-in-windows

https://news.microsoft.com/wp-content/uploads/prod/sites/664/2023/09/FINAL_September-Continuous-Innovation-Update-Top-Features-Highlights_general_permissions-1.pdf

Presenter: use the current computer's visible labels. Windows and OneDrive menus can vary by update and account.

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A folder structure you can remember

LIVE DEMO

Create a Trips folder, then pin it to Quick access

Documents

Trips

2026 Oklahoma trip

2027 Family visit

Group files by a purpose

you recognize.

Use Downloads as a

temporary landing place.

A weekly cleanup helps keep Downloads and the Desktop manageable.

TIME: 2 minutes, including demonstration.

DEMO

Inside Explorer Practice, open Documents. Create Trips using New > Folder, then create 2026 Oklahoma trip inside it. Right-click Trips and choose Pin to Quick access. Return to Home to find the pin.

SAY

A few understandable folders are easier to maintain than a deep maze. Use Pictures for photos and Documents for working documents when that fits your habits. Keep one main working copy and a clear Archive location. Pinning adds a shortcut to the folder. Unpinning removes the shortcut.

30-MINUTE VERSION

Save 0.5 minute by preparing the year folder before the session and demonstrating only pinning.

Sources (Microsoft Support, checked September 7, 2026):

https://support.microsoft.com/en-us/windows/experience/fileexplorer/file-explorer-in-windows

Presenter: use the current computer's visible labels. Windows and OneDrive menus can vary by update and account.

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Meaningful names and visible extensions

LIVE DEMO

Rename notes.txt with F2, then show file extensions

notes.txt

2026-09-07 Trip checklist.txt

A date and subject make the file easier to recognize.

View > Show > File name extensions

Keep .txt, .pdf or .jpg when you rename a file.

TIME: 2 minutes, including demonstration.

DEMO

1. Select notes.txt and press F2. Type 2026-09-07 Trip checklist while preserving .txt. Press Enter.

2. Open View > Show > File name extensions. Point to .txt and another file’s .jpg or .pdf.

SAY

Use year-month-day when dates belong in a filename so name sorting follows date order. Keep names meaningful and reasonably short. A version such as v02 can help when you need deliberate revisions. Avoid names such as final-final-new.

Changing an extension does not convert a file. A filename ending in .pdf.exe is a program even if the earlier part says PDF. Treat an unexpected executable cautiously. Use Save As or Export in the appropriate app to change formats.

Sources (Microsoft Support, checked September 7, 2026):

https://support.microsoft.com/en-us/windows/experience/storage-filemanagement/common-file-name-extensions-in-windows

https://support.microsoft.com/en-us/accessibility/windows/keyboard-shortcuts-in-windows

Presenter: use the current computer's visible labels. Windows and OneDrive menus can vary by update and account.

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Finding a file

LIVE DEMO

Search for checklist, then try *.jpg

Start in the folder most likely to contain the file.

Search for a distinctive word in the name.

Use *.jpg to find matching photo filenames.

Check the result’s location before opening it.

TIME: 2.5 minutes, including demonstration.

DEMO

1. Open Explorer Practice and click its search box. Search for checklist. Wait for results.

2. Clear the query and search for *.jpg. Explain that the asterisk means any matching name before .jpg. This example does not find .jpeg files.

3. Open a result’s location, or show its location in Properties. Clear the search to return to ordinary browsing.

SAY

Searching a smaller folder is usually easier to understand. If you do not find it, widen the location, check the spelling and confirm the file actually exists there. Content searching depends on the file type, location and indexing. Online-only files may be findable by name even when their contents cannot be searched locally.

30-MINUTE VERSION

Save 0.5 minute by showing only the filename search and explaining the wildcard from the slide.

Sources (Microsoft Support, checked September 7, 2026):

https://support.microsoft.com/en-us/onedrive/save-disk-space-with-onedrive-files-on-demand-for-windows

https://support.microsoft.com/en-us/windows/experience/storage-filemanagement/find-your-files-and-apps-in-windows

Presenter: use the current computer's visible labels. Windows and OneDrive menus can vary by update and account.

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Sorting, grouping and folder views

LIVE DEMO

Compare Details view with Large icons

Details Compare dates, file types and sizes.

Large icons Recognize photos visually.

Sort Put the newest or largest files first.

Group Separate files by type or another category.

TIME: 2 minutes, including demonstration.

DEMO

In Explorer Practice choose View > Details. Click Date modified twice to show the order reversing. Point to Type and Size. Explain that Date modified can differ from a photo’s capture date. Change to Large icons and compare photo thumbnails. Use Sort > Group by > Type if offered. Show Group by > None to return to a simple list.

TIP

File size helps compare files. A blank folder size in the list does not mean an empty folder. Right-click the folder and open Properties when you need its size. For this audience, leave extra spacing between rows rather than using Compact view.

30-MINUTE VERSION

Save 0.5 minute by showing Details sorting only and describing the other views.

Sources (Microsoft Support, checked September 7, 2026):

https://support.microsoft.com/en-us/windows/experience/fileexplorer/file-explorer-in-windows

Presenter: use the current computer's visible labels. Windows and OneDrive menus can vary by update and account.

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Preview, Details and the right-click menu

LIVE DEMO

Select a file, preview it, then right-click it

Preview pane shows

supported file contents.

Details pane shows

information about the file.

Right-click reveals actions.

Show more options adds commands.

TIME: 2 minutes, including demonstration.

DEMO

Select a harmless JPG or TXT file. Use View > Show > Preview pane or Alt+P. Switch to the Details pane using the current version’s Details button or View menu. Right-click the file, point to Rename or Properties, then Show more options. Hover over an unlabeled icon to reveal its name.

EXPLAIN

The Preview pane previews content. The Details pane describes the selected item. Details view on the previous slide is the file list with columns. These similar names refer to different features.

A preview may be unavailable for a file type, an installed app, or a security restriction. Do not change security settings to force a preview. Use the prepared TXT or JPG example instead.

30-MINUTE VERSION

Save 0.5 minute by demonstrating Preview and the right-click menu, while describing Details verbally.

Sources (Microsoft Support, checked September 7, 2026):

https://support.microsoft.com/en-us/windows/experience/fileexplorer/file-explorer-in-windows

https://support.microsoft.com/en-us/accessibility/windows/keyboard-shortcuts-in-windows

https://support.microsoft.com/en-us/windows/media/file-explorer-context-menu-png.png

Presenter: use the current computer's visible labels. Windows and OneDrive menus can vary by update and account.

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Copy versus move

LIVE DEMO

Copy the checklist, then move a separate practice file

COPY

The original stays.

A second copy appears.

Ctrl + C, then Ctrl + V

MOVE

The file changes location.

The original leaves its folder.

Ctrl + X, then Ctrl + V

TIME: 2.5 minutes, including demonstration.

DEMO

1. Select the checklist in the practice folder. Press Ctrl+C, open Archive, then Ctrl+V. Visit both locations so the audience sees two copies.

2. Select a different disposable file, press Ctrl+X, open Archive and press Ctrl+V. Verify the destination and then the source.

3. Explain that the move takes effect after Paste succeeds.

ASK

If you want to give someone a copy while keeping your own, which action fits?

BEST PRACTICE

Confirm the destination path and let the operation finish. When copying important files to another device, open the destination copy to check it before removing the original. Cancel an unexpected replacement prompt until you understand which version you need.

Sources (Microsoft Support, checked September 7, 2026):

https://support.microsoft.com/en-us/accessibility/windows/keyboard-shortcuts-in-windows

Presenter: use the current computer's visible labels. Windows and OneDrive menus can vary by update and account.

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Selection and predictable drag-and-drop

LIVE DEMO

Select two files, then drag with the right mouse button

Ctrl + click selects separate files.

Shift + click selects a range.

Right-button drag offers Copy or Move on release.

Read the action and destination before confirming.

TIME: 2 minutes, including demonstration.

DEMO

Select two nonadjacent disposable files with Ctrl+click. Click a blank area to clear selection. Show Shift+click for a range. Check the count in the status bar. Right-drag within local practice folders, then choose Copy here or cancel. If right-drag is awkward, use the explicit Cut/Copy/Paste commands from the previous slide.

SAY

Ordinary left-button dragging normally moves within the same drive and copies between different drives. Special destinations can behave differently. Read the tooltip. Holding Ctrl while dragging requests a copy, and Shift requests a move. An explicit command is easier to verify than relying on a default.

OPTIONAL

Demonstrate View > Show > Item check boxes for easier selection. On spare photo copies, select several files and press F2 to apply one base name with numbered suffixes. Do not batch rename the only copy of a photo collection.

30-MINUTE VERSION

Save 1 minute by skipping the range example, modifiers and optional batch rename.

Sources (Microsoft Support, checked September 7, 2026):

https://support.microsoft.com/en-us/accessibility/windows/keyboard-shortcuts-in-windows

Presenter: use the current computer's visible labels. Windows and OneDrive menus can vary by update and account.

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Tabs and multiple windows

LIVE DEMO

Open a second tab, then place two windows side by side

Tabs keep several folders in one window.

Ctrl + T opens a tab. Ctrl + W closes it.

Ctrl + N opens another File Explorer window.

Two windows help you compare source and destination.

TIME: 2 minutes, including demonstration.

DEMO

Press Ctrl+T and open Archive in the new tab. Switch tabs with Ctrl+Tab. Explain that each tab has its own location. Close the extra tab with Ctrl+W. Then press Ctrl+N and navigate the second window to Archive. Use Windows+Left Arrow and Windows+Right Arrow to place the two windows side by side. Repeat a small copy while both folders remain visible.

TIP

Read the active tab and address bar before pasting. Alt+Tab switches between the presentation and File Explorer windows.

30-MINUTE VERSION

Save 0.5 minute by showing tabs only and explaining the side-by-side option.

Sources (Microsoft Support, checked September 7, 2026):

https://support.microsoft.com/en-us/accessibility/windows/keyboard-shortcuts-in-windows

Presenter: use the current computer's visible labels. Windows and OneDrive menus can vary by update and account.

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OneDrive file status icons

LIVE DEMO

Read the Status column in a prepared OneDrive folder

Blue cloud Online-only. Internet needed to open.

Outlined green check Downloaded and available locally.

Solid green circle Always keep on this device.

Circular arrows mean syncing. A red X needs attention.

TIME: 2 minutes, including demonstration.

DEMO

Open the prepared OneDrive Demo folder in Details view and point to the Status column. Match each visible file icon to the slide. Use the slide if all files currently share the same status. Distinguish file status icons from the OneDrive cloud icon in the Windows notification area.

SAY

A locally available file can become online-only later if Storage Sense frees space. Always keep on this device requests a persistent local copy. Wait for download and sync to finish. A red X indicates a problem, not a completed sync. Select the OneDrive notification-area icon to inspect its message.

Do not sign into a personal account on the projector. Prepare the account and harmless examples beforehand.

Sources (Microsoft Support, checked September 7, 2026):

https://support.microsoft.com/en-us/onedrive/what-do-the-onedrive-icons-mean

https://support.microsoft.com/en-us/onedrive/save-disk-space-with-onedrive-files-on-demand-for-windows

https://support.microsoft.com/en-us/onedrive/media/icons/onedrive-windows-online.png

https://support.microsoft.com/en-us/onedrive/media/icons/onedrive-windows-local.png

https://support.microsoft.com/en-us/onedrive/media/od-fod-alwaysavailable.png

Presenter: use the current computer's visible labels. Windows and OneDrive menus can vary by update and account.

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Files On-Demand and offline access

LIVE DEMO

Choose Always keep on this device for a demo file

Before a trip: download the files you will need.

Always keep on this device uses local storage.

Free up space removes the local download.

Delete removes the OneDrive file across synced devices.

TIME: 2.5 minutes, including demonstration.

DEMO

Right-click a small online-only file in OneDrive Demo. Choose Always keep on this device and wait for its solid green check. Open the file. On a different, already synced disposable copy, show Free up space if time allows. Explain that the cloud file remains available online.

SAY

Before traveling, test the needed files without an internet connection after the download completes. Do this in rehearsal or briefly offline only if it will not disrupt the presentation.

Deleting a synced file propagates to OneDrive and other synced devices. Moving a file outside OneDrive can remove it from the cloud location. Copy explicitly when you want to keep both. Check whether Documents or Desktop is already inside OneDrive before creating a second working copy elsewhere.

FALLBACK

If internet or sync is unavailable, explain the prepared icons and commands without waiting on a download.

30-MINUTE VERSION

Save 0.5 minute by demonstrating only Always keep on this device.

Sources (Microsoft Support, checked September 7, 2026):

https://support.microsoft.com/en-us/onedrive/save-disk-space-with-onedrive-files-on-demand-for-windows

Presenter: use the current computer's visible labels. Windows and OneDrive menus can vary by update and account.

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Deletion and the Recycle Bin

LIVE DEMO

Delete a local practice file, then restore it

Check the selected file and its location.

The Recycle Bin can restore many local deletions.

USB and network deletions may bypass it.

Shift + Delete bypasses the Recycle Bin.

TIME: 2 minutes, including demonstration.

DEMO

Use a disposable file in the confirmed local practice folder. Delete it normally. Open Recycle Bin, locate the file, right-click and choose Restore. Return to its original folder to verify recovery. Do not empty the Recycle Bin or demonstrate Shift+Delete.

SAY

The Recycle Bin has limits. Files deleted from some removable drives, network shares or other locations may disappear without going there. Read any warning. Ctrl+Z can undo some recent Explorer actions, but it is not a dependable recovery plan.

For a deleted OneDrive file, check the OneDrive recycle bin on the web. Online-only deletions may not appear in the local bin. Recovery availability and retention depend on the service and account.

Sources (Microsoft Support, checked September 7, 2026):

https://support.microsoft.com/en-us/accessibility/windows/keyboard-shortcuts-in-windows

https://support.microsoft.com/en-us/onedrive/save-disk-space-with-onedrive-files-on-demand-for-windows

Presenter: use the current computer's visible labels. Windows and OneDrive menus can vary by update and account.

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Backups you can recover from

LIVE DEMO

Inspect a backup copy and explain a test restore

Keep another copy on separate storage.

A routine backup is easier to trust than memory.

File History can save versions to an external drive.

Test recovery by restoring a harmless file.

TIME: 2 minutes, including demonstration.

DEMO

Open a prepared backup folder on an external drive and open a harmless copy. Explain when it was copied. If File History is configured, show its restore interface and restore one practice file to a separate location. Otherwise describe the restore procedure and keep this demo to inspecting the prepared backup. Do not change backup settings live.

SAY

Cloud sync is useful, but it can also spread deletions and unwanted changes. Keep a separate recoverable backup of important files, ideally with version history. Include every important folder, and confirm online-only files download before a backup method that needs local content runs. A manual copy helps only if you keep it current and verify it.

Store a disconnected or otherwise protected copy away from the PC when practical. A backup on the same drive cannot protect against that drive failing.

30-MINUTE VERSION

Save 0.5 minute by explaining the prepared backup without opening its copy.

Sources (Microsoft Support, checked September 7, 2026):

https://support.microsoft.com/en-US/Windows/Experience/Backup-Recovery/backup-restore-and-recovery-in-windows

Presenter: use the current computer's visible labels. Windows and OneDrive menus can vary by update and account.

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ZIP files for sharing

LIVE DEMO

Compress two practice files, then Extract All

A ZIP bundles several files into one package.

Right-click and choose a ZIP compression option.

Extract All creates ordinary files in a chosen folder.

Open and edit the extracted copies.

TIME: 1.5 minutes, including demonstration.

DEMO

Select two practice files. Right-click and use Compress to > ZIP file or Compress to ZIP file, according to the visible menu. The older route is Show more options > Send to > Compressed (zipped) folder. Name it Trip files.zip. Right-click the ZIP and choose Extract All. Choose a new practice folder, then open the extracted checklist.

SAY

Compression may save little space for photos or other already compressed files. A ZIP is a convenient package. It does not automatically provide privacy or a separate backup. Keep the extracted location in mind before editing.

30-MINUTE VERSION

Save 0.5 minute by extracting a ZIP prepared before the session.

Sources (Microsoft Support, checked September 7, 2026):

https://support.microsoft.com/en-gb/windows/zip-and-unzip-files-8d28fa72-f2f9-712f-67df-f80cf89fd4e5

Presenter: use the current computer's visible labels. Windows and OneDrive menus can vary by update and account.

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Keyboard shortcuts worth keeping

LIVE DEMO

Repeat the two shortcuts you will use most

Win + E Open File Explorer

Ctrl + C / X Copy / Cut

Ctrl + V Paste

Ctrl + T New tab

F2 Rename

Ctrl + Shift + N New folder

Alt + P Preview pane

Alt + Tab Switch apps

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A complete practice task

LIVE DEMO

Find, rename, copy and verify a trip checklist

1 Find the checklist in Explorer Practice.

2 Give it a meaningful name and keep its extension.

3 Copy it into Archive using a second tab.

4 Open the copy and confirm the original remains.

TIME: 2.5 minutes, including demonstration.

DEMO

Ask the audience to talk you through the four steps while you perform them. Start in Explorer Practice, search for checklist, clear the search and use its containing folder. Rename to 2026-09-07 Trip checklist v02.txt if a new name is useful. Copy, open a second tab for Archive and paste. Avoid replacing an existing copy by using the new name. Verify both locations.

CHECK UNDERSTANDING

Ask: If we had used Cut, what would change? If the only file had a blue cloud, could we open it offline? Where would we look after deleting a local file?

30-MINUTE VERSION

Save 2.5 minutes by reading the four-step challenge as a take-home exercise rather than performing the full demonstration.

Sources (Microsoft Support, checked September 7, 2026):

Presenter: use the current computer's visible labels. Windows and OneDrive menus can vary by update and account.

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Best practices to take home

Give each file a clear home and a useful name.

Check the location before copying, moving or deleting.

Keep extensions visible and read OneDrive status.

Download what you need offline. Keep a separate backup.

Which habit will you try this week?