Files and folders are used to organize data on a computer. A file is a collection of data stored together, often inside a folder. Examples of common file types used by supervisors include text (.txt), Excel (.xls, .csv), Word (.doc), PDF (.pdf), and graphics (.jpg, .mov, .tiff, .avi). Software programs are designed to use specific file extensions, though mistakes can occur when saving, moving, or sharing files. It is important to understand the difference between file names and extensions to ensure files are organized and accessible.

1. Files & Folders @ UVM

2. Organization
• Computer hard drives hold an enormous
amount of data or information.
• Knowing how a
computer's organization
system works will help
you to find what you
are looking for.

3. What is a file?
• Computers use files and folders to organize
data.
• A file is a
collection of
data that is
stored together –
often inside a folder
Files are the key to unlocking computing power

4. You will never touch (and should not) most
of the data files that a computer uses
These files are like engine of a car: only
experienced mechanics should work on
cars

5. • But there are many other files that you will
use every day.
• These are like the gas, oil, and windshield
washer fluid of a car – you must keep
them organized and maintained in order
for the car to run well!

6. • Using these files competently means
understanding the difference between file
names and file types (or extensions)
• A period is used to separate the name
from the type, like this: "name.type".
• Examples of this name.type pattern are:
– Timecusac01.csv
– Snow-on-call-2015.xls
– Recoveryplan.doc
– Timecusac01.xls

7. • Supervisors will use several file types or
extensions (though there are many more)
– Text files (.txt) Sending Core audits
– Excel files (.xls, .csv) Timelogs, equipment log
– Word files (.doc) recovery plans
– Adobe Acrobat (.pdf) printing flyers, reading
– Graphics/picture/video (.jpg,.mov,.tiff,.avi)

8. • Most of the time, supervisors can be
creative naming files

9. • However, software programs (like Excel,
Famis, or Word) are designed to use only
certain file types or extensions
• Software programs automatically add
extensions to the end of file names when
we click SAVE, but sometimes, mistakes
happen when we SAVE, SAVE-AS, when
we move files around through email, or
when we drag and drop files on our
desktop

10. Conclusion
• More specific instructions about naming
and storing .csv files and .xls files for
timelogs will be provided in a separate
Module & Lesson
• Just remember the
bigger picture
• Files are the key
to unlocking
computing power

11. KEY POINTS
• And remember these key points:
– Files store data or information inside of
folders
– Files are represented by a name & extension
– File extensions always follow the name
– Software programs like Excel and Word will
only work with correct file extensions
– File extension errors occur when we Save,
Save-as, move items around on the desktop
by drag and drop, or when we send files
through email