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File Management File Management Presentation Transcript

  • File Management Diane M. Coyle JEVS Career Strategies
  • Objectives
    • File Management
    • Naming & Saving Files
    • Organizing Files & Folders
  • Files
    • Collection of data
    • Stored on disk, CD, DVD, tape, etc.
    • Executable files – Tells computer to do certain things
    • Data files – Contains information that you can modify
  • Files
    • File Name – How files are identified
    • Name should be unique, no duplicates
    • To Capitalize or Not?
    • Windows is not case sensitive
      • Report = report = REPORT = rEPort
  • File Extensions
    • File Extensions
      • 3 or 4 characters after file name
      • Indicate which software application used
      • Not usually displayed in Windows, but that can be changed
  • File Extensions
    • Some common extensions:
      • .doc (or .docx) – Word document
      • .xls (or .xlsx) – Excel spreadsheet
      • .exe – Executable program
      • .html – Web page
      • .zip – Compressed file
      • .jpg – Photo, image
      • .gif – Clip art, image
  • File Extensions
    • Default – Standard setting, must be changed manually
    • Generally, you don’t have to add the file extension, it’s added by default
    • Extensions tell you which program was used to create the file
  • Saving Files
    • Save to:
      • Hard drive (most common)
      • Network
      • Floppy disk, Zip, Tape (legacy technology)
      • CD, DVD
      • USB drive (thumb drive, flash drive)
      • External hard drive
      • The “Cloud” – Dropbox: http://db.tt/waAna6p
  • Measurements
    • What do all those numbers mean?
      • Bit = Binary Digit (0 or 1)
      • Byte = 8 Bits
      • Kilobyte (Kb) = 1,024 Bytes
      • Megabyte (Mb) = 1,048,576 Bytes
      • Gigabyte (Gb) = 1,073,741,824 Bytes
      • Terabyte (Tb) = 1,099,511,627,776 Bytes
  • 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!)
  • Saving Files
    • Storage Devices = Drives
      • A Drive = Floppy drive
      • C Drive = Hard drive
      • D and/or E Drive = CD or DVD drive
    • Drive letters (except A: and C:) vary depending upon computer
    • May also have network drives
      • User drive, Shared drive
  • Saving Files
    • Folders – Group and organize files for easy retrieval
      • Also known as Directories
      • Root Folder = Disk Drive
    • File path – Identifies file location
      • C:FolderSubfolderFilename.ext
  • Organizing Files & Folders
    • Windows Explorer – Helps you find and organize files on the PC
    • Files can be sorted:
      • Alphabetically
      • Chronologically
      • By Type
      • By Size
  • Windows Explorer
  • Organizing Files & Folders
    • The View Menu – Options for viewing file icons
      • Thumbnails – may display images
      • Tiles – display as large icons
      • Icons – smaller than tiles
      • List – displays small icon + file/folder name
      • Details – provides additional information
  • Organizing Files & Folders
    • Changing File Names
      • Rename a file – Select it, right-click, choose Rename, then type new name
      • If file extension is visible, it must be included in new name
  • Organizing Files & Folders
    • Store data files in a folder with a meaningful name
    • Create subdirectories (folders) if needed to further group files
    My Documents Work School Personal Letter
  • Organizing Files & Folders
    • Group files into folders by project or type of file
    • Don’t store data files with program files – use the My Documents folder
    • Ideally, first level should only have folders, no files
  • Copying Files
    • Used to create duplicates for sharing or storage
    • Files can be copied to the same directories used for saving – hard drive, network, floppy, etc.
  • Protecting Files
    • Save work frequently
    • Back up files often
    • Store back up files off-site
    • Use anti-virus and anti-spyware software
    • Password protection
  • Locating Files
    • When saving a file, pay attention to file location!
    • Search Companion
      • Start Menu
      • Windows Explorer
      • My Computer
  • Time to Practice!
    • File Management Exercises