Storage, Downloads & Uploads

Files don't only live on your computer. Clients send them to you over the internet, and you send finished work back the same way.

This lesson covers where files are stored, how they get onto and off your computer, and what to do when a file arrives packed as a ZIP.

On Your Computer or in the Cloud

Device storage is the space on your own computer. Files saved there are available even without internet, but only on that computer.

Cloud storage keeps files on a service's computers on the internet, such as Google Drive, OneDrive, iCloud or Dropbox. You can reach them from any device where you sign in, and they're safe if your laptop breaks.

Some cloud services also put a folder on your computer that syncs: a file you save in it is copied to the cloud automatically. Clients often work this way, and you'll learn Google Drive properly in the next course, Internet, Email & Google Workspace.

When your storage is full

If your computer's storage is nearly full, it may slow down, refuse to download files, or fail to install updates. To check how much space is left:

• Windows: Settings › System › Storage
• Mac: Apple menu › System Settings › General › Storage

The usual space-wasters are old files in Downloads, large videos, and a full Recycle Bin or Trash. Clear out your own old files. Never delete a client's files just to make space; move them to the right cloud folder or ask first.

Downloading: Internet → Your Computer

Downloading copies a file from a website, email or cloud service onto your computer.

• Downloaded files go to your Downloads folder unless you chose somewhere else.
• Your browser also keeps a list of recent downloads. Press Ctrl + J in most browsers on Windows, or click the download arrow near the address bar. From that list you can open the file or show it in its folder.
• If you download the same file twice, the second copy usually gets a number added, like price-list (1).xlsx. Make sure you open the newest one.

After downloading a client's file, move it from Downloads into the right work folder, as you practiced in Lesson 3. That keeps Downloads from turning into a pile nobody can search.

ZIP Files

A ZIP file packs several files, or a whole folder, into one smaller file so it's easier to send. You'll recognize it by the .zip extension or a folder icon with a zipper.

To use the files inside, first extract (unzip) it:

• Windows: right-click the ZIP file, choose Extract All, then Extract. A normal folder with the same name appears.
• Mac: double-click the ZIP file. A normal folder appears next to it.

Work from the extracted folder. On Windows you can peek inside a ZIP without extracting, but files opened from there often can't be saved properly.

To make your own ZIP, select the files, right-click, and choose Compress to › ZIP file (or Send to › Compressed (zipped) folder on older Windows) or Compress (Mac).

Uploading: Your Computer → Internet

Uploading copies a file from your computer to a website or cloud service. It's the opposite of downloading.

Most websites give you an Upload button, or a box you can drag files into. Click it, find the file on your computer, and choose Open.

• Wait until the upload finishes before you close the tab. Large files and slow internet take longer.
• When it's done, check the file actually appears, with the right name.
• Uploading puts a copy online. Your original stays on your computer.

Uploading a file to a service is not the same as giving another person access to it. Sharing and permissions are covered in Internet, Email & Google Workspace.

The File Journey

Put together, most file work on a computer follows the same path:

1. Download
   Get the file onto your computer.
2. Find and organize
   Locate it, extract it if it's a ZIP, and move it into the right folder.
3. Open and work
   Open it in the right program and do the task.
4. Save
   Save your changes, with a clear file name.
5. Upload
   Put the finished file back where it needs to go, and check that it arrived.