Who is this for? Anyone who uses Windows PCs, Macs, or mixed devices and wants a simple, reliable way to copy (make a duplicate) or move (relocate) files such as photos, documents, or e‑books.
Why this matters Drag‑and‑drop looks easy but it is error‑prone—one tiny slip can drop files into an unknown folder, onto a network share, or even onto a cloud drive you did not intend. Keyboard shortcuts are direct and predictable: you always choose Copy, Cut, and Paste explicitly, so the result is clear and undoable.
0. Quick‑Reference Shortcut Keys
| Action | Windows PC | Mac ( ⌘ = Command ) |
|---|---|---|
| Copy | Ctrl +C or Ctrl + Insert | ⌘ +C |
| Cut (Move) | Ctrl + X | ⌘ + X |
| Paste | Ctrl + V or Shift + Insert | ⌘ + V |
| Delete | Delete (or Shift + Delete = permanently) | ⌘ + Delete (moves to Bin) |
| Undo last action | Ctrl + Z | ⌘ + Z |
| Select All | Ctrl + A | ⌘ + A |
Tip: Keyboard shortcuts avoid mouse slips and are the same no matter where the files live.
1. Copy / Move Within the Same Device
Windows File Explorer
- Open two windows – source on the left, destination on the right ( ⊞ Win + ← or → snaps them ).
- Select files with the mouse or Ctrl + click for multiples.
- Copy/Move
- Copy – right‑click ► Copy or press Ctrl +C.
- Move – right‑click ► Cut or press Ctrl + X.
- Click the destination window and Paste (Ctrl + V).
macOS Finder
- Open two Finder windows (⌘ + N) and use Split View if helpful.
- Select items, then ⌘ +C (copy) or ⌘ + X (cut – available on macOS 13+; on older macOS hold ⌥ while dragging to move).
- ⌘ + V in the destination.
Undo Safety Net: Made a mistake? Press Ctrl/⌘ + Z immediately to reverse the move.
2. To / From a USB Flash Drive
- Insert the drive – it appears as a new letter (Windows) or in Finderʼs sidebar (Mac).
- Follow the same copy/move steps as above between the computer window and the USB‑drive window.
- Eject safely:
- Windows ► right‑click the USB icon in System Tray ► Eject.
- Mac ► click the ⏏ next to the drive in Finder.
Avoid corruption: Wait for the “Safe to remove” message before pulling the plug.
3. To / From Cameras & e‑Readers (USB Mass Storage)
Most standalone cameras (DSLR, compact, video) and most dedicated e‑readers (Kindle, Kobo) present themselves to the computer just like a USB flash drive once you plug them in.
- Connect the device with its USB cable.
- Windows PC – it appears in File Explorer under “This PC” with its own drive letter (e.g. E:).
macOS – it shows in Finderʼs sidebar. - Open the device’s folder (look for DCIM on cameras, Documents on e‑readers) and copy/move files exactly as you would between any two local folders.
- Eject / Unmount when finished (same method as for a USB stick) before unplugging.
Tip: Cameras often create sub‑folders by date. Sort by Date Taken to find your newest photos quickly.
4. To / From Phones (Android & iPhone)
Phones behave differently because they protect system areas and ask you what kind of USB access to allow.
A. Android (e.g. Samsung, Pixel, Oppo)
- Unlock the phone and plug in the USB cable.
- Open Settings → tap the search bar and type USB → choose USB Preferences (sometimes labelled USB controlled by).
- Choose File Transfer / MTP. Until you do, the PC will see no folders.
- Windows – the phone appears under “This PC” as something like Android Phone (Internal Storage) or Galaxy S24 (Internal Storage) depending on the model. Open it and browse DCIM/Camera, Download, etc.
macOS – install the free Android File Transfer app; then drag files between its window and Finder. - Copy or move files exactly as with any other folder. Remember internal vs SD‑card if your phone has both.
- When finished, simply unplug (Android handles safe removal automatically), or tap USB controlled by → No data transfer to charge only.
Trouble‑shooting: If nothing shows up on the PC, re‑check step 2. The phone may reset to Charging only each time you reconnect.
B. iPhone / iPad
- Trust this Computer? – The first time you connect, the iPhone pops up a Trust dialog. Tap Trust and enter your passcode.
- Windows PC – Install iTunes or the lightweight Apple Devices driver (from Microsoft Store). The iPhone then appears in File Explorer under This PC → Apple iPhone. You can only access DCIM (photos & videos). Use iCloud, OneDrive, or third‑party apps for other file types.
- macOS – In Finderʼs sidebar select the iPhone. Tabs allow you to copy files for apps that support File Sharing (e.g. VLC, PDF reader) or use the Photos app for pictures.
- When done, just unplug. On Windows you can also right‑click ► Eject Apple iPhone to stop photo indexing first.
Wireless alternative: AirDrop (Mac/iOS) or Nearby Share (Windows/Android) sends files without cables; see Section 5.
5. Between Two Computers
Option 1 – Sneaker‑Net (USB Drive)
- Copy from PC‑A to USB.
- Eject, walk to PC‑B, plug in, copy onto PC‑B.
Option 2 – Home Network Share (Windows & Mac)
- Enable sharing
Windows ► right‑click folder ► Properties ► Sharing ► Share….
Mac ► System Settings ► Sharing ► File Sharing. - On the other computer, open File Explorer/Finder, enter
\\ComputerName\SharedFolder(Windows) or Go ► Connect to Server…smb://ComputerName(Mac). - Copy as usual.
Option 3 – AirDrop (Mac → Mac) or Nearby Share (Windows 11 ↔ 11 & Android)
- Select files ► Share ► choose nearby device.
Option 4 – Direct Cable or External SSD
- Some laptops support USB‑C data‑sync cables acting like a network link.
Performance Hint: Wi‑Fi is fine for documents; use Ethernet, a USB‑C cable, or a USB3 drive for gigabytes of video.
6. Using Cloud Storage (iCloud, OneDrive, Google Drive)
| Service | How it Appears | Key Points |
|---|---|---|
| iCloud | iCloud Drive in Finder; iCloud Drive app in Windows Explorer after installing iCloud for Windows | Files sync when online; green tick = local copy, cloud icon = online‑only. |
| OneDrive | Built‑in to Windows 11, folder in Explorer; Mac app puts folder in Finder | Right‑click ► Always keep on this device to pin offline copies. |
| Google Drive | Google Drive app adds a drive letter (Win) or mounts under Finder (Mac) | Use Stream mode to save disk space; Mirror to keep full local copy. |
Work offline by pinning files. Changes sync automatically when you reconnect.
7. Preventing & Recovering from “Where Did It Go?”
- Know the default drag rules
Drag versus copy depends on where you drop:- Same drive/volume → Move (file disappears from the original folder).
- Different drive/volume (USB stick, external SSD, network share, another partition) → Copy (original stays put).
- Change the action on the fly
Windows — hold Ctrl to Copy, Shift to Move, Alt to create a Shortcut.
macOS — hold Option (⌥) to Copy, Command (⌘) to Move. - Use Copy → Paste first, then Delete once confident the copy succeeded.
- Drag with the right mouse button (Windows) – a drop menu lets you choose Copy / Move, so accidental slips don’t instantly move files.
- Dual‑pane view (two windows or a split‑pane file manager like FreeCommander or ForkLift) reduces travel distance.
- Undo (Ctrl/⌘ + Z) – works in Explorer/Finder if you moved something by accident.
- Search the whole PC for the filename or sort “Date Modified” to find freshly misplaced items.
- Recycle Bin / Trash – deleted files live here until emptied.
- Practice in a “Playground” folder so muscle‑memory mistakes are harmless.
8. Practice Exercise (5 minutes)
- Create a folder named Playground on your Desktop.
- Create three dummy text files inside it: A.txt, B.txt, C.txt (right‑click ► New ► Text Document).
- Copy A.txt to a USB drive, then move it back.
- Copy B.txt to OneDrive (or iCloud/Drive) and confirm the sync icon.
- Move C.txt to Documents using keyboard only (Ctrl + X, Ctrl + V).
- Undo all three moves using Ctrl + Z / ⌘ + Z.
Celebrate – you now have reliable habits for file transfers!
Need more help?
Ask at the next Tech Café session, or email [U3A-safe-email email=manfred.bartz@u3aboxhill.com.au].
About the image
“Copy Paste” by inggmartinez is licensed under CC BY-NC 2.0.
Background removed/modified with “MagicQuill”