File Management Diane M. Coyle JEVS Career Strategies
Objectives <ul><li>File Management </li></ul><ul><li>Naming & Saving Files </li></ul><ul><li>Organizing Files & Folders </...
Files <ul><li>Collection of data </li></ul><ul><li>Stored on disk, CD, DVD, tape, etc. </li></ul><ul><li>Executable files ...
Files <ul><li>File Name – How files are identified </li></ul><ul><li>Name should be unique, no duplicates </li></ul><ul><l...
File Extensions <ul><li>File Extensions </li></ul><ul><ul><li>3 or 4 characters after file name  </li></ul></ul><ul><ul><l...
File Extensions <ul><li>Some common extensions: </li></ul><ul><ul><li>.doc (or .docx) – Word document </li></ul></ul><ul><...
File Extensions <ul><li>Default – Standard setting, must be changed manually </li></ul><ul><li>Generally, you don’t have t...
Saving Files <ul><li>Save to: </li></ul><ul><ul><li>Hard drive (most common) </li></ul></ul><ul><ul><li>Network </li></ul>...
Measurements <ul><li>What do all those numbers mean? </li></ul><ul><ul><li>Bit = Binary Digit (0 or 1) </li></ul></ul><ul>...
Measurements Units Abbreviation Amount Text Bit  b none Byte  B 8 bits one character Kilobyte  KB 1 thousand bytes  one pa...
Saving Files <ul><li>Storage Devices = Drives </li></ul><ul><ul><li>A Drive = Floppy drive  </li></ul></ul><ul><ul><li>C D...
Saving Files <ul><li>Folders – Group and organize files for easy retrieval </li></ul><ul><ul><li>Also known as Directories...
Organizing Files & Folders <ul><li>Windows Explorer – Helps you find and organize files on the PC </li></ul><ul><li>Files ...
Windows Explorer
Organizing Files & Folders <ul><li>The View Menu – Options for viewing file icons </li></ul><ul><ul><li>Thumbnails – may d...
Organizing Files & Folders <ul><li>Changing File Names </li></ul><ul><ul><li>Rename a file – Select it, right-click, choos...
Organizing Files & Folders <ul><li>Store data files in a folder with a meaningful name </li></ul><ul><li>Create subdirecto...
Organizing Files & Folders <ul><li>Group files into folders by project or type of file </li></ul><ul><li>Don’t store data ...
Copying Files <ul><li>Used to create duplicates for sharing or storage </li></ul><ul><li>Files can be copied to the same d...
Protecting Files <ul><li>Save work frequently </li></ul><ul><li>Back up files often </li></ul><ul><li>Store back up files ...
Locating Files <ul><li>When saving a file, pay attention to file location! </li></ul><ul><li>Search Companion </li></ul><u...
Time to Practice! <ul><li>File Management Exercises </li></ul>
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File Management

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File Management

  1. 1. File Management Diane M. Coyle JEVS Career Strategies
  2. 2. Objectives <ul><li>File Management </li></ul><ul><li>Naming & Saving Files </li></ul><ul><li>Organizing Files & Folders </li></ul>
  3. 3. Files <ul><li>Collection of data </li></ul><ul><li>Stored on disk, CD, DVD, tape, etc. </li></ul><ul><li>Executable files – Tells computer to do certain things </li></ul><ul><li>Data files – Contains information that you can modify </li></ul>
  4. 4. Files <ul><li>File Name – How files are identified </li></ul><ul><li>Name should be unique, no duplicates </li></ul><ul><li>To Capitalize or Not? </li></ul><ul><li>Windows is not case sensitive </li></ul><ul><ul><li>Report = report = REPORT = rEPort </li></ul></ul>
  5. 5. File Extensions <ul><li>File Extensions </li></ul><ul><ul><li>3 or 4 characters after file name </li></ul></ul><ul><ul><li>Indicate which software application used </li></ul></ul><ul><ul><li>Not usually displayed in Windows, but that can be changed </li></ul></ul>
  6. 6. File Extensions <ul><li>Some common extensions: </li></ul><ul><ul><li>.doc (or .docx) – Word document </li></ul></ul><ul><ul><li>.xls (or .xlsx) – Excel spreadsheet </li></ul></ul><ul><ul><li>.exe – Executable program </li></ul></ul><ul><ul><li>.html – Web page </li></ul></ul><ul><ul><li>.zip – Compressed file </li></ul></ul><ul><ul><li>.jpg – Photo, image </li></ul></ul><ul><ul><li>.gif – Clip art, image </li></ul></ul>
  7. 7. File Extensions <ul><li>Default – Standard setting, must be changed manually </li></ul><ul><li>Generally, you don’t have to add the file extension, it’s added by default </li></ul><ul><li>Extensions tell you which program was used to create the file </li></ul>
  8. 8. Saving Files <ul><li>Save to: </li></ul><ul><ul><li>Hard drive (most common) </li></ul></ul><ul><ul><li>Network </li></ul></ul><ul><ul><li>Floppy disk, Zip, Tape (legacy technology) </li></ul></ul><ul><ul><li>CD, DVD </li></ul></ul><ul><ul><li>USB drive (thumb drive, flash drive) </li></ul></ul><ul><ul><li>External hard drive </li></ul></ul><ul><ul><li>The “Cloud” – Dropbox: http://db.tt/waAna6p </li></ul></ul>
  9. 9. Measurements <ul><li>What do all those numbers mean? </li></ul><ul><ul><li>Bit = Binary Digit (0 or 1) </li></ul></ul><ul><ul><li>Byte = 8 Bits </li></ul></ul><ul><ul><li>Kilobyte (Kb) = 1,024 Bytes </li></ul></ul><ul><ul><li>Megabyte (Mb) = 1,048,576 Bytes </li></ul></ul><ul><ul><li>Gigabyte (Gb) = 1,073,741,824 Bytes </li></ul></ul><ul><ul><li>Terabyte (Tb) = 1,099,511,627,776 Bytes </li></ul></ul>
  10. 10. Measurements Units Abbreviation Amount Text Bit b none Byte B 8 bits one character Kilobyte KB 1 thousand bytes one page Megabyte MB 1 million bytes 1,000 pages Gigabyte GB 1 billion bytes 1,000 books Terabyte TB 1 trillion bytes 1 million books Petabyte PB 1 quadrillion bytes Exabyte EB 1 quintillion bytes Zetabyte ZB 1 sextillion bytes Yottabyte YB 1 septillion bytes (a Yottabyte is a 1 followed by 24 zeros!)
  11. 11. Saving Files <ul><li>Storage Devices = Drives </li></ul><ul><ul><li>A Drive = Floppy drive </li></ul></ul><ul><ul><li>C Drive = Hard drive </li></ul></ul><ul><ul><li>D and/or E Drive = CD or DVD drive </li></ul></ul><ul><li>Drive letters (except A: and C:) vary depending upon computer </li></ul><ul><li>May also have network drives </li></ul><ul><ul><li>User drive, Shared drive </li></ul></ul>
  12. 12. Saving Files <ul><li>Folders – Group and organize files for easy retrieval </li></ul><ul><ul><li>Also known as Directories </li></ul></ul><ul><ul><li>Root Folder = Disk Drive </li></ul></ul><ul><li>File path – Identifies file location </li></ul><ul><ul><li>C:FolderSubfolderFilename.ext </li></ul></ul>
  13. 13. Organizing Files & Folders <ul><li>Windows Explorer – Helps you find and organize files on the PC </li></ul><ul><li>Files can be sorted: </li></ul><ul><ul><li>Alphabetically </li></ul></ul><ul><ul><li>Chronologically </li></ul></ul><ul><ul><li>By Type </li></ul></ul><ul><ul><li>By Size </li></ul></ul>
  14. 14. Windows Explorer
  15. 15. Organizing Files & Folders <ul><li>The View Menu – Options for viewing file icons </li></ul><ul><ul><li>Thumbnails – may display images </li></ul></ul><ul><ul><li>Tiles – display as large icons </li></ul></ul><ul><ul><li>Icons – smaller than tiles </li></ul></ul><ul><ul><li>List – displays small icon + file/folder name </li></ul></ul><ul><ul><li>Details – provides additional information </li></ul></ul>
  16. 16. Organizing Files & Folders <ul><li>Changing File Names </li></ul><ul><ul><li>Rename a file – Select it, right-click, choose Rename, then type new name </li></ul></ul><ul><ul><li>If file extension is visible, it must be included in new name </li></ul></ul>
  17. 17. Organizing Files & Folders <ul><li>Store data files in a folder with a meaningful name </li></ul><ul><li>Create subdirectories (folders) if needed to further group files </li></ul>My Documents Work School Personal Letter
  18. 18. Organizing Files & Folders <ul><li>Group files into folders by project or type of file </li></ul><ul><li>Don’t store data files with program files – use the My Documents folder </li></ul><ul><li>Ideally, first level should only have folders, no files </li></ul>
  19. 19. Copying Files <ul><li>Used to create duplicates for sharing or storage </li></ul><ul><li>Files can be copied to the same directories used for saving – hard drive, network, floppy, etc. </li></ul>
  20. 20. Protecting Files <ul><li>Save work frequently </li></ul><ul><li>Back up files often </li></ul><ul><li>Store back up files off-site </li></ul><ul><li>Use anti-virus and anti-spyware software </li></ul><ul><li>Password protection </li></ul>
  21. 21. Locating Files <ul><li>When saving a file, pay attention to file location! </li></ul><ul><li>Search Companion </li></ul><ul><ul><li>Start Menu </li></ul></ul><ul><ul><li>Windows Explorer </li></ul></ul><ul><ul><li>My Computer </li></ul></ul>
  22. 22. Time to Practice! <ul><li>File Management Exercises </li></ul>

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