Naming and Saving Files Chapter 4 Naming and Saving Files Practical PC, 3e Chapter 4

Naming and Saving Files In this Chapter, you will learn: What a file is What names you can give a file What a file extension is How to convert a file to another format How to tell the PC where you want the file stored. How to create and save files About floppy disks and floppy disk drives Practical PC, 3e Chapter 4

What is a File? A grouping of information that is given a name and stored on one of your PC’s storage devices is called a file. A file can be: A picture A text document A program file A web page Practical PC, 3e Chapter 4

What is a File? A file that contains the instructions for a software program is called an executable file. The Windows Programs menu contains shortcuts to the main executable files on your PC. Files created from these programs are called data files. You can open a data file several ways. Practical PC, 3e Chapter 4

Two of the ways to open data files What is a File? You can use the Open feature of your application to select a data file Two of the ways to open data files You can access most recently used files here Practical PC, 3e Chapter 4

Naming Your Files When you are creating a document in a program, it is kept in memory. When you are ready to save the file on more permanent storage so that you can reuse it, you must give the file a name. Older systems limit file names to 8 characters or less. Practical PC, 3e Chapter 4

Naming Your Files Newer systems allow up to 255 characters, including spaces. This is known as the ability to use long file names, and started with Windows 95. Windows allows capitalization, but is not case sensitive. Practical PC, 3e Chapter 4

A comparison in naming conventions Naming Your Files A comparison in naming conventions Practical PC, 3e Chapter 4

The File Extension Part of File Names Every file has an identifier added to the end of it called a file extension. This file extension identifies the type of data in the file and what program created it. When you save a file, the program appends a period (.) and the correct file extension to the name you select. Practical PC, 3e Chapter 4

The File Extension Part of File Names Every software program has a registered file extension that it automatically uses (the default), unless you change it. Windows maintains a list of default file extensions and the matching file format so that it can help you open files. Practical PC, 3e Chapter 4

The File Extension Part of File Names Some of the more common file types and formats Practical PC, 3e Chapter 4

Converting files from one format to another Application programs like Word open and edit their own document formats – in this case .doc files. Most programs have import routines that allow you to open files in other formats – in this case files such as .wpd (Word Perfect) or .txt (text files). Programs also have export routines that allow you to convert the file to a format other than the default when you save it. Practical PC, 3e Chapter 4

Converting files from one format to another Importable file types in Word’s Open dialog box Practical PC, 3e Chapter 4

Telling the PC where to store the file Depending on your PC, you probably have several options for file storage. Options might include one or more hard drives, a floppy disk drive, a CD drive and one or more network drives. Each storage device is identified with a device letter. Practical PC, 3e Chapter 4

Telling the PC where to store the file Device letters can be changed, but the usual letters are: The hard drive (C:) is the largest and fastest The floppy drive (A:) The main network drive (F:) The CD drive (E:) When you save a file, you must also specify the location of the file as well as the name. Practical PC, 3e Chapter 4

Telling the PC where to store the file Another way of organizing the files you save is to create folders for them. A folder is used just like a paper folder, and helps categorize the files saved. When you save a file, you will also identify the folder to put it in. A typical path to a file might look like this: C:My letters\Mom1.doc\ Practical PC, 3e Chapter 4

Telling the PC where to store the file The dialog box for saving a file from Word Practical PC, 3e Chapter 4

Hardware – floppy disks and drives A floppy disk is a small removable storage media usually housed in a 3.5 inches square plastic case. Floppy disks are very handy for transferring data between computers. They are also used for backing up important files. When the disk is inserted in the drive, the access hatch cover opens so that the data can be read. Practical PC, 3e Chapter 4

Hardware – floppy disks and drives A write-protect window allows you to prevent the PC from writing on the disk. Disks are heat sensitive and should not be exposed to high heat or sunlight. Exposing the disk to a strong magnet will erase all of the saved data. For long storage, disks should be stored in a clean dry area with moderate temperatures. Practical PC, 3e Chapter 4

Hardware – floppy disks and drives Inside a floppy disk Data storage disk Label Write-protect window Practical PC, 3e Chapter 4

Hardware – floppy disks and drives Floppy disks are relatively small and many files may not fit on them. Floppy disks can store only 1.44 megabytes (MB) (1,440,000 characters). Zip disks and zip drives store 100 or 250 MB. SuperDisks and LS-120 drives store 120 MB, but will also read standard floppy disks. Practical PC, 3e Chapter 4

Hardware – floppy disks and drives 3 different types of removable storage disks Zip Disk Super Disk Floppy Disk Practical PC, 3e Chapter 4

Hardware – floppy disks and drives Data is stored in a series of 0s and 1s in an ASCII code format. Using a read/write head, the disk drive writes each character in a group of 8 particles per byte. Each disk is divided into tracks and sectors so that data can be written and retrieved quickly. A disk must be formatted into these tracks and sectors before it can be used. Practical PC, 3e Chapter 4

Hardware – floppy disks and drives Formatting a floppy disk Practical PC, 3e Chapter 4

Should governments regulate encryption? What do you think? Should governments regulate encryption? Would you ever want to encrypt the files you have stored on your PC? Should your government have a universal key for unlocking all encrypted files? If someone devices an unbreakable encryption scheme, do you think that your government should attempt to keep it a secret? Practical PC, 3e Chapter 4

Chapter Summary You should now be able to: Create and name a file Create folders to organize your data Save the file in the correct folder Understand naming conventions and file extensions Convert a file to a different format Recognize several types of floppy disk drives Practical PC, 3e Chapter 4