Computers Are Your Future Tenth Edition Spotlight 4: File Management Copyright © 2009 Pearson Education, Inc. Publishing as Prentice Hall1

2 All rights reserved. No part of this publication may be reproduced, stored in a retrieval system, or transmitted, in any form or by any means, electronic, mechanical, photocopying, recording, or otherwise, without the prior written permission of the publisher. Printed in the United States of America. Copyright © 2009 Pearson Education, Inc. Publishing as Prentice Hall

Spotlight 4: File Management Copyright © 2009 Pearson Education, Inc. Publishing as Prentice Hall3

The Big Picture: Files, Folders, and Paths File Unit of storage used to hold related data in a computer system Possesses associated attributes Creation date Last modification date Size Copyright © 2009 Pearson Education, Inc. Publishing as Prentice Hall4

The Big Picture: Files, Folders, and Paths Folders (directories) Used to group related files Subfolders: folders within folders Drive Storage device for saving all files and folders Drive letter: refers to a specific drive Includes a letter, colon, and backslash C:\ represents the hard drive. Copyright © 2009 Pearson Education, Inc. Publishing as Prentice Hall5

The Big Picture: Files, Folders, and Paths Copyright © 2009 Pearson Education, Inc. Publishing as Prentice Hall6 To locate a file, follow a series of folders (directories).

The Big Picture: Files, Folders, and Paths File name: unique identifier of a file within each folder or directory Has two parts: Before the period (“dot”): a meaningful name After the period (“dot”): The extension Signifies the software used Copyright © 2009 Pearson Education, Inc. Publishing as Prentice Hall7

The Big Picture: Files, Folders, and Paths Copyright © 2009 Pearson Education, Inc. Publishing as Prentice Hall8

Managing Files Two methods available to manage files: A file management utility Windows Explorer Many ways to launch New features available with Vista Easier More flexible The program’s management tools Copyright © 2009 Pearson Education, Inc. Publishing as Prentice Hall9

Managing Files Copyright © 2009 Pearson Education, Inc. Publishing as Prentice Hall10 Using Windows Explorer to manage files

Managing Files The Windows Explorer screen Navigation pane On the left side of the screen Used to navigate to folders File list On the right side of the screen Lists the selected folder’s subfolders and files Detail pane Bottom of the screen Lists details for the selected file or folder Copyright © 2009 Pearson Education, Inc. Publishing as Prentice Hall11

Managing Files Files can be grouped based on specific criteria using the group option. Copyright © 2009 Pearson Education, Inc. Publishing as Prentice Hall12

Managing Files The contents of an entire group is represented by an individual icon through the stack option. Copyright © 2009 Pearson Education, Inc. Publishing as Prentice Hall13

Managing Files Based on the criteria chosen, the filtering option results in the display of specific folder contents. Copyright © 2009 Pearson Education, Inc. Publishing as Prentice Hall14

Managing Files Breadcrumb navigation Reveals the route taken to reach file location May not match a file’s path name Enables easy movement from location to location Copyright © 2009 Pearson Education, Inc. Publishing as Prentice Hall15

Managing Files Windows Explorer’s Search box Used to find a file when its location is forgotten or unknown Is dynamic, refreshed whenever reopened Opening files Correct file extensions required Double-clicking the file name in Windows Explorer launches the file and, if necessary, the application Copyright © 2009 Pearson Education, Inc. Publishing as Prentice Hall16

Managing Files The Advanced Search pane enables searches to be fine-tuned. Copyright © 2009 Pearson Education, Inc. Publishing as Prentice Hall17

Managing Files File management tasks: Creating folders (directories) Transferring files Copying: Creating duplicate files Moving: Relocating files Creating a shortcut: Creating a pointer to the file without actually moving it Backing up files Getting help Copyright © 2009 Pearson Education, Inc. Publishing as Prentice Hall18

Managing Files Right-clicking a file results in a context- sensitive menu being displayed. Enables common tasks Examples: copying, deleting, and renaming files Copyright © 2009 Pearson Education, Inc. Publishing as Prentice Hall19

Managing Files Opening files from within an application Click the Office button Click the Open button Navigate to the correct file Click on the file Copyright © 2009 Pearson Education, Inc. Publishing as Prentice Hall20

Managing Files Using the Open button allows other file management tasks: Creating folders Renaming files Copying files Copyright © 2009 Pearson Education, Inc. Publishing as Prentice Hall21

Managing Files Saving The process of moving a file from RAM (temporary memory) to permanent storage (e.g., jump drive) Default storage location: Documents folder when using Vista Copyright © 2009 Pearson Education, Inc. Publishing as Prentice Hall22

Managing Files Save command For previously existing file Saves the file in the same folder in which it was previously stored Saves the file on the same drive on which it was previously stored Saves file with the same file name Copyright © 2009 Pearson Education, Inc. Publishing as Prentice Hall23

Managing Files Save As command For a previously existing file: Dialog box opens Permits options for changing: File name Folder Drive When a newly created file is saved, the Save As dialog box will open Copyright © 2009 Pearson Education, Inc. Publishing as Prentice Hall24

Managing Files You can change the default folder for saving. Steps in Word: Click Office Button Click Word Option Select Save in left pane Revise default folder Copyright © 2009 Pearson Education, Inc. Publishing as Prentice Hall25

Managing Use folders to manage and organize e- mails. Sort s: for example, by sender. Use Find or Search commands to find specific s. Copyright © 2009 Pearson Education, Inc. Publishing as Prentice Hall26

A Few Last Reminders File management concepts are basic but extremely helpful. Plan and create folder structures carefully. Name files in a meaningful way. Retrace steps when something does not work correctly. Make backups of files. Ask for help when necessary. Copyright © 2009 Pearson Education, Inc. Publishing as Prentice Hall27