Chapter 4 File Management

IC3 Certification Objectives GS5 Computing Fundamentals Domain 3.0 Computer software architecture Objective 3.6 Know file structures and file/folder management Objective 3.7 Document management Objective 3.9 Searching for files Objective 3.10 Rights and permissions (administrative rights)

IC3 Certification Objectives GS5 Computing Fundamentals Domain 4.0 Backup and restore Objective 4.1 Understand backing up concepts Domain 5.0 File sharing Objective 5.1 Understand file transfer options and characteristics Key Applications Domain 1.0 Common features Objective 1.8 Be able to drag and drop

IC3 Certification Objectives GS5 Key Applications Domain 2.0 Word processing Domain 2.10 Understand which file types are compatible or editable with word processors Domain 3.0 Spreadsheets Objective 3.11 Understand compatible spreadsheet file types Domain 5.0 Presentations Objective 5.1 Understand file types compatible with presentation software

IC3 Certification Objectives GS4 Computing Fundamentals Domain 1.0 Operating system Objective 1.2 Manage computer files and folders Objective 1.3 Manage computer configuration, Control Panel, OS drivers Domain 3.0 Computer software and concepts Objective 3.4 Software tools Domain 4.0 Troubleshooting Objective 4.4 Backup/restore

IC3 Certification Objectives GS4 Key Applications Domain 1.0 Common features and commands Objective 1.3 Navigating

Section 4.1 File and Folder Names

Essential Question How is a file-naming scheme important to good computing?

Section 4.1 Learning Goals After completing this section, you will be able to: Explain how to create meaningful, legal file names. Use Windows Explorer to rename files and folders.

Terms CamelCase file association file name file name extension file path file tree folder folder name library naming convention nested reserved symbols subfolder

Windows File and Folder Names File name is a label that identifies a unique file on a computer system Folder is a container in which files are stored Subfolders are folders contained within another folder Subfolders are nested in other folders A folder name is a label that identifies a unique folder on a computer system

Windows File and Folder Names Legal Names Drive and folder location of a file plus its file name is the file path Reserved symbols are characters that Windows uses for special meaning Up to 260 characters for name and path Spaces permitted but pose problems for other systems

Windows File and Folder Names Meaningful Names Naming convention is a pattern that is followed whenever a file name is created CamelCase is a naming convention in which the beginning of each word in the name is capitalized

Windows File and Folder Names File Name Extensions Tells the Windows operating system which software to use to open the file File association is a process in which Windows links a file name extension to a software program

Windows File and Folder Names Goodheart-Willcox Publisher

Windows File and Folder Names Naming a Group of Related Files Use a similar word pattern Similar words cause files to be displayed together Include creation date in the file name

Windows File Explorer Locate and manage files Interface contains Address bar Ribbon toolbar Navigation pane on left Folder contents on right File tree can be expanded to display subfolders and the files contained within them

Windows File Explorer Goodheart-Willcox Publisher

Windows File Explorer Goodheart-Willcox Publisher

Windows File Explorer Folders Organizational tool User’s name appears on desktop Documents folder Default storage location Limit file number to window size Goodheart-Willcox Publisher

Windows File Explorer Libraries Collections of similar files and folders that are displayed together, but that may be stored in different locations No file or folder connected to a library Deleting a library will not affect the folders within

Windows File Explorer Displaying File Name Extensions Useful information hidden from users Can be changed using Folder Options feature Renaming Files and Folders File menu rename feature Use shortcut menu Single-click twice to reenter name

Windows File Explorer Goodheart-Willcox Publisher

Section 4.1 Review 1. What are the three parts of a file name? The file name, a period (“dot”), and the file name extension. 2. What are the two parts of the file path? The drive and folder location of the file and its file name. 3. Write this file name in CamelCase: My Picture of Venice.jpg. MyPictureOfVenice.jpg

Section 4.1 Review 4. What is a library in Windows Explorer? A collection of similar files and folders that are displayed together, but that may be stored in different locations. 5. Why would you turn on the display of file name extensions? To eliminate confusion when two or more files have the same name, but different file name extensions.

Section 4.1 Review IC3 Certification Practice The dialog box displays the properties of a file. What is the file size? A. 16,045 KB B. Not displayed C. 15.6 KB D. 15.6 MB

Locating Files and Folders Section 4.2 Locating Files and Folders

Essential Question How does your ability to locate files impact your productivity?

Section 4.2 Learning Goals After completing this section, you will be able to: Locate files and folders on a computer system. Sort the list of files in a folder. Discuss sharing files online.

Terms file management root sorting wildcards

Locating Files and Folders File management is working with files on the hard drive or other storage medium Saving and locating files is a thoughtful process Organize files that belong together Save similar files together in meaningful folder Root is the top folder of the drive in a hierarchy

Locating Files and Folders Searching for Files File Explorer has search box Enter file name into search box All files with name are displayed Wildcards can be used in the search box to represent unknown characters * represents any set of characters ? represents a single character

Locating Files and Folders Searching Inside Files Windows File Explorer searches inside certain file types DOC and DOCx are by default set to have the content searched Windows can be set to search the content of all file types

Locating Files and Folders Goodheart-Willcox Publisher

Sorting Files Sorting is arranging a list by a certain criterion Alphabetically By date By size By file type Use File Explorer View details Click on a header to sort

Sorting Files Goodheart-Willcox Publisher

Sharing Files Online New technologies allow sharing files online Dropbox and Google Cloud are free Subscription extends capacity Account must be created to upload and download files Use caution with shared files Public files can be seen by anyone Private files can be seen only by those with whom the file is shared

Section 4.2 Review 1. What is the top folder of the file tree called? The root In which utility is the file search option found in Windows? Windows Explorer Which wildcard represents a single unknown character? The question mark (?)

Section 4.2 Review 4. What should be entered to search for all image files with the .jpg file name extension? *.jpg How are files sorted by date in Windows Explorer? Click the Date header to sort from oldest to newest or newest to oldest.

Section 4.2 Review IC3 Certification Practice Select the best choice for the statement. A computer icon is a(n): A. file containing the full image of the small one displayed B. folder C. small image on a Windows screen that represents a file or folder D. embedded computer C. small image on a Windows screen that represents a file or folder

Organizing Files and Folders Section 4.3 Organizing Files and Folders

Essential Question What is the most efficient way to copy a file from one folder to another?

Section 4.3 Learning Goals After completing this section, you will be able to: Explain the difference between copying files and moving files. Delete files and folders from a computer system.

Terms copy destination drag and drop move recycle bin shortcut menu source

Copying and Moving Files and Folders Source is the folder where the file or folder being transferred is originally located Destination is the folder to where the file or folder is being transferred Shortcut menu is a point-of-use menu displayed by right-clicking

Copying and Moving Files and Folders Selecting Files and Folders Single-click to select single file Drag a selection window to select multiple files

Copying and Moving Files and Folders Selecting Files and Folders Select a sequence of files or folders Single-click the first file Hold down the [Shift] key Single-click the last file Select a nonsequential set of files or folders Hold down [Ctrl] key Click each file to select set

Copying and Moving Files and Folders Goodheart-Willcox Publisher

Copying and Moving Files and Folders Goodheart-Willcox Publisher

Copying and Moving Files and Folders Copying Files and Folders Copy of a file or folder is an exact duplicate of the original at the time the copy was made Select files or folders and right-click for copy and paste

Copying and Moving Files and Folders Moving Folders and Files To move a file or folder means to remove it from the source folder and place it in the destination folder Similar to copying, except only one version will exist Select files or folders and right-click for cut and paste

Copying and Moving Files and Folders Other Methods to Copy and Move Drag and drop is a procedure in which an item is selected in one location, moved with the mouse, and placed in another location Select files and folders, drag to destination On same disk, action is a move; different disks, it is a copy Use key combinations Copy: [Ctrl][C] then [Ctrl][V] Cut/move: [Ctrl][X] then [Ctrl][V]

Deleting Files and Folders Select and click Delete in shortcut menu Item moves to recycle bin for later deletion Restoring Recycle bin is a collection point for all deleted files and folders in Windows Locate deleted file or folder in recycle bin Click Restore in shortcut menu

Section 4.3 Review 1. The _____is a point-of-use menu displayed by right-clicking. shortcut menu 2. How do you select a file or folder in Windows Explorer? Single-click it 3. What is the difference between copying a file and moving it? Copying keeps the file in the source folder, while moving deletes the original file.

Section 4.3 Review 4. What is the key combination for cutting a file instead of copying it? [Ctrl][X] 5. What is the location in Windows from where a deleted file can be restored? The recycle bin

Section 4.4 File Utilities

Essential Question How would society be impacted if social media websites did not back up their data?

Section 4.4 Learning Goals After completing this section, you will be able to: Use the Windows help system. Explain the properties associated with a file. Describe the process of backing up files and folders. Discuss file compression methods.

Terms backup extracting file attribute file compression file properties help system image

Windows Help Help is resource to assist the user in learning how to use a feature of the program Provided by almost all software programs, including the Windows OS Help button is a question mark (?) Windows Help and Support has search feature Click on results to read full article

File Properties File properties are all information about the file, but not the data contained within the file Properties dialog box General tab Security tab Details tab Previous Versions tab

File Properties File properties General tab Security tab Information such as file type, size of data, size of file Created date, modified date, accessed date File attributes are characteristics about the display, archiving, and save status of files Security tab Permits author to modify permissions for sharing Allows restricted access

File Properties File properties Details tab Previous Versions tab Extra data about the creation of the file and information related to authorship Title and subject, rating, tags, comments, author’s name Context-sensitive and differs by file format Previous Versions tab Lists when the file was backed up Earlier versions can be retrieved

File Properties Goodheart-Willcox Publisher

File Backups Backup is a copy of a file that can be safely retrieved if anything unfortunate happens to the most recent version of the file Files can be accidentally deleted, overwritten, modified, or corrupted Saving Copies of Files Save on different media or to cloud Offsite is best

File Backups File Backups Saving Versions of Files Use Save As function to rename new version Reflect version in file name (FileNameV2.docx) Windows Backup and Restore Disk volume acts like a separate physical drive, but is really contained on the same drive System image is a backup that is an exact duplicate of all data on the drive, including the drives required from Windows to run, your system settings, programs, and document files

File Backups Goodheart-Willcox Publisher

File Compression File Compression is a process of compacting the data in a file or group of files to reduce the overall size Compress Files using Windows File Explorer Use shortcut menu Send to>Compressed (zipped) folder

File Compression Extract files Using Windows File Explorer Extracting is what Windows calls the process of taking a file out of a ZIP file Double-clicking compressed file icon extracts files

File Compression Goodheart-Willcox Publisher

Section 4.4 Review 1. How is help launched for Windows Explorer? Click the Help button (question mark) in upper-right corner of the window. (Pressing the [F1] key also launches help.) 2. What are file properties? Information about the file, but not the data contained within the file.

Section 4.4 Review 3. Read-only and hidden are examples of file _____. attributes 4. List three ways to back up your work. Copy files to another drive, save multiple versions, and use the File History (or Windows Backup and Restore) utility.

Section 4.4 Review 5. How do you compress a group of files selected in Windows Explorer? Right-click on the selection, and click Send to>Compressed (zipped) folder in the shortcut menu.