computers are your future spotlight 3 © 2005 prentice-hall, incslide 1 computers are your future...

Computers Are Your Future Spotlight 3

© 2005 Prentice-Hall, Inc Slide 1

Computers Are Your Future

File Management


Organizing and Managing Your Files




File Management

Managing the computer is essential in becoming computer competent.

File management essentials: The big picture of file management The specifics of actually managing files



The Big Picture: Files, Folders, and Paths

A file is a named unit for digital data. Files are organized in directories or folders. Folders may have subfolders, or folders within folders. Files and folders reside on a storage device called a drive. The computer follows a path to find a file.

Drive C:/ Classes/ Biology 101/ Assignments/ plant_diseases.doc

PrimaryStorageDevice

PrimaryFolder

SecondaryFolder

TertiaryFolder

File

+ + + +

plant_diseases.docClasses Biology 101 AssignmentsDrive C:



File Naming Conventions

Each file needs a specific filename. The filename has two parts:

The name The extension

The extension identifies the type of data the file contains.

Example filename: plant_diseases.doc

Name Extension


File Naming Convention

• Filename unique name given to a file of information

• Filename extension further identifies the

contents of a file by specifying the file

type. Examples of extensions include:

• Word – doc• Excel – xls• Access – mdb• PowerPoint - ppt




Commonly Used Extensions

Extension File Type

.exe Program Application

.doc Microsoft Word

.xls Microsoft Excel

.ppt Microsoft Power Point

.mdb Microsoft Access

.pdf Adobe

.txt Simple Text

.htm or .html Web Pages

.rtf Rich Text Format

.jpeg or .jpg Image Format



Managing Files

Files are managed in two ways: Using a file management utility From within the programs that create them


File Management

• File

– Collection of information

– Most of the information you work with is stored in files

• File management– Keeps track of files– Helps you manage the files on your computer



Directories and Folders

• Directory– A list of files on a particular storage device –

Main directory is called the root directory

• Folder

– Special portion of your root directory into which you can place files that have similar information

– Can have folders within folders • Called subfolders




File Management Utilities

My Computer is the main file management utility.

Left Pane – Displays links to system tasks

Right Pane – Lists stored files and devices attached to the computer



The window changes to enable file management tasks.

File Management Mode To change My Computer to file management mode,

Click the Folders button on the Standard toolbar.

Left Pane – Displays the names of the drives and folders

Right Pane – Displays the folders and files



Creating Folders

A folder can be created in two steps.

Step 1. Click on the drive in which you want to create a folder.

Step 2. Choose File, New, and then Folder.



Transferring Folders and Files

There are two basic ways to transfer your files and folders.

Method 1

To copy or move the files and folders, right-drag them to the new location.

Method 2

To move the files and folders within the same drive, left-drag them to the new location.

When left-dragging between drives, a copy is created.



When using the File, Open menu sequence in an application, the Open dialog box displays icons for creating new folders and deleting files.

Right-clicking on a file in the Open dialog box enables file management tasks from a pop-up menu.

Managing Files from within Programs

File management icons

File management menu


Organizing Your Files

Sort files to suit your needs.

• By name

• By size

• By type

• By date modifiedo For example, to find the file you worked on

most recently.



File Names

Use meaningful file names for your documents.

• A file name like Sales 10 is less useful than

Sales_2012_10.

• Remember not to use slashes, colons, asterisks or any punctuation other than a single period preceding the suffix. (See #5 – Follow file naming conventions)




Save and Save As Commands Use the Save command whenever you want to save a

file that you created or modified. The program will either create a new file or replace the

file stored on a disk.

The first time a file is saved, the program defaults to the Save As dialog box because the drive, path, and filename must be designated.

After the initial save, the Save As command is used whenever you want to change the drive, path, and/or filename. It is also used to create backup files.


Keep refining your filing system so that it works better and better.

• Rename or rearrange folders,

• Archive or trash inactive ones.

• Avoid duplicating folders

o Particularly those containing photos or other large

files;

o You'll fill up your drive and create confusion.



Desktop

Reserve your desktop for items that need immediate

attention.

• When you're done working with them, file

them in the proper folder.

• Try not to store documents long-term on your desktop.



Shortcuts

Create Shortcuts for files you access frequently



Back up Files

Back up your files often

• Flash drives

• External hard drives

• Free and paid websites




Software Management

Rule #1 Purchase your own copy of every program and be sure that any shareware or freeware is from a reliable source and is virus-free.

Rule #2 Read and follow the directions before and during software installation.

Rule #3 Remove a program in the proper way, by choosing Add or Remove Programs in the Control Panel.

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