Dealing with File Problems

Because most file problems are caused by user error, the most important information you need to know is how to recover from your own mistakes. Let's look at the most common file-related problems and how to fix them.

Problem: You Accidentally Delete an Important File

Deleting an important file can be one of the most disconcerting and most common errors you will make in the course of using your computer. Fortunately, Windows makes it relatively easy to recover from this self-inflicted problem.

That's because Windows doesn't actually get rid of the files you delete instead, it temporarily stores all deleted files in a file called the Recycle Bin. As long as the file hasn't been dumped from the Recycle Bin, it can still be recovered.

To undelete a file in the Recycle Bin, follow these steps:

1. Double-click the Recycle Bin icon on your desktop.

2. When the Recycle Bin window opens, select the item you want to undelete.

3. Select Restore This Item from the Recycle Bin Tasks panel.

If you open the Recycle Bin and the file you want isn't there, that means it has been dumped. Windows only allocates a certain amount of storage space for the Recycle Bin folder, so it's "first in, first out" for your deleted files; as the Recycle Bin fills up, the oldest files are excised as necessary.

If a file has been "permanently" deleted from the Recycle Bin, there still might be a way to bring the missing file back from the dead. You see, just because a file isn't accessible doesn't mean that it's been physically deleted from your hard disk. In fact, all deleted files continue to reside on your hard disk, although all reference to the data in the file allocation table (FAT) has been removed at least until the reference data has been overwritten by newer data.

caution

The fact that "deleted" data isn't really gone can lead to a variety of security issues; any dedicated individual with minimal technical knowledge can recover and read confidential or damaging files you thought you deleted. (Which is a good reason not to write nasty things about your boss and then think you're safe just because you pressed the delete key!)

There are several third-party programs that include special "undelete" utilities. These utilities will recover any existing data from the FAT that hasn't been overwritten and thus "restore" the deleted file to your hard disk. The most popular of these utilities include:

• Active@ UNDELETE (www.active-undelete.com)

• Norton Utilities (www.symantec.com)

• R-Undelete (www.r-tt.com)

• Undelete (www.executive.com/undelete/)

Problem: You Can't Delete a File

This is the opposite of the previous problem. You try to delete a file, but it won't delete. This problem can occur for one of three reasons:

• The file is currently in use by another program. Try closing that program and then deleting the file.

• You're trying to delete a file from a floppy disk that is write-protected. If you're trying to delete a file on a floppy disk, slide the tab in the lower-left corner so that the hole is closed, and then try the procedure again.

• The attributes of the file have been set so that you can't delete it. Every file has multiple attributes. One such attribute makes a file read-only, meaning that you can't delete it or write to it. To change a file's attributes, right-click the file's icon and select Properties from the pop-up menu. When the Properties dialog box appears, uncheck the Read-Only attribute, and then click OK.

Problem: You Can't Find a File

Is it possible to actually lose a file on your hard disk? Of course it is. When you have thousands of different files in dozens of different folders, you can easily forget where you stashed a certain file.

Windows makes it easy to find specific files, however. Just follow these steps:

1. Click the Start button and select Search to open the Search window.

2. Select what type of you want to search for.

3. Enter all or part of the filename, or a word or phrase in the file.

4. Select where on your system or hard drive you want to search.

5. Click the Search button.

Windows will now return a list of files that match your search parameters.

tip

If you're not sure of the exact filename, you can use wildcard characters to broaden your search. For example, the asterisk (*) character stands in for all subsequent characters; when you search for bob* you'll find files named bobby, bobbie, bobcat, and boboboreebob.

If this doesn't find the file you're looking for, the file might actually be on another disk (maybe on a disk instead of your hard disk), or you might have accidentally deleted the file. To look for a possibly deleted file, just open the Recycle Bin; any files you find here can be undeleted, following the steps outlined previously.

Problem: You Attempt a File Operation and Get a Windows Error Message

Windows error messages often appear to let you know that you incorrectly clicked or typed something. So if you get such a message, the first action is always to try the operation again, more carefully this time. However, even when you do whatever it is you're doing more carefully, you can still get error messages.

Table 28.1 presents those you're most likely to encounter when working with files.

Table 28.1. Windows File-Related Error Messages

Error Message	Probable Cause and Solution
Cannot find file	The most common cause behind this message is that the file in question is either missing or corrupted. Use the Search utility to search for the file. Reinstall the file in question if necessary.
Cannot read from drive X	Windows is looking for a file on drive X: (probably drive A:) and there isn't a disk in the drive. Insert any disk to end the Windows look loop. If a disk is in drive X: and you get this error message, you either have a bad (or unformatted) disk, or something is wrong with your disk drive.
Folder xxx does not exist	You have specified a folder that does not exist. Check the spelling of the folder and pathname. You might also try selecting View, Refresh to refresh the file/folder display.
File already exists. Overwrite?	You're trying to create or save a file with a name that already exists. Windows is asking if you wish to overwrite the existing file. If so, answer yes. If no, answer no, and assign a new name to your file.
File is missing	When Windows loads, it tries to load any programs that are included in the Startup folder. This message is generated when one of these files no longer exists or has been entered incorrectly. Use My Computer to open the Startup folder and check all programs and associations, removing or editing those that are not correct.
Not a valid filename	You typed an invalid filename. Try again.
The specified path is invalid	You typed an incorrect path for a file operation. Check the path and retype the command.
Write protected disk	You're trying to perform a file operation on a disk that is write protected. Change disks, or slide the write-protect tab into the down position.

Problem: You Open a File and Its Data Is Scrambled or Incomplete

Scrambled data can be caused by a number of factors. The most likely reason is that you accidentally rebooted or turned off your system while that file was being accessed, causing the file to become corrupted. Another cause for scrambled data is a bug in a software program or a computer virus. Whatever the cause, you can't do much about it after data is scrambled, it's scrambled.

Of course, if you have a backup copy of the data on another disk (or on a backup disk) you can always use that copy to replace your scrambled copy. Experiencing scrambled data is strong motivation for backing up your data files on a regular basis.

It's possible that your data isn't really scrambled, however. If you try using an old version of a software program to open a document saved with a newer version of that program, it might appear (from within the old version of the program) that the file is scrambled. In reality, the file is fine, it's just saved in a format that your version of the program can't read. Make sure you're using the newest version of a program, or that someone saves the file in question "down" to an older version, for compatibility.

note

See Chapter 19, "Simple Steps to Keep Your System in Tip-Top Shape," for more information on using the Microsoft Backup utility.

Problem: You Can't Open a Document File

When you go to open a document file, Windows automatically launches the associated application. If you can't open a document file that is, if the associated application doesn't open then you likely have an association problem.

This type of problem is most often caused when the document's file type is not associated with a program type or with the correct program type. When you select a document file, it should launch the associated program, with the selected document preloaded. If, instead of launching the program, Windows displays the Open With dialog box, you need to select an application to associate with the file.

When you install a new application, it usually registers its file types automatically. You might also need to reassociate a file type, however, if you install a new program that hijacks the original file associations for itself and you'd rather go back to the default associations.

caution

This is one very good reason to pay attention to every screen when you're installing a new program. You'll typically be prompted if the new program wants to change your file associations; don't automatically click OK on every screen!

To associate a file type with a particular application, follow these steps:

1. From the Control Panel, select Appearance and Themes, then launch the Folder Options utility.

2. When the Folder Options dialog box appears, select the File Types tab, select the file type you want to change, and then click the Change button.

3. When the Open With dialog box appears, as shown in Figure 28.1, select the application you want to associate with the file type. (If the program you want isn't listed, click Browse to search for and select another program. )

   Figure 28.1. Associating file types.

   

4. Click OK.

THE ABSOLUTE MINIMUM

File problems are either easily recovered from or not recoverable from at all; there's not a lot of inbetween. Just remember these key points:

• Most file-related problems are caused by user error which argues for being more careful before you click that OK or Delete button.

• Fortunately, all files you delete are sent to the Recycle Bin folder. Until the Recycle Bin is filled up, you can restore any file you've recently deleted.

• File types must be associated with applications in order to launch an application by selecting a specific file.