Computers Are Your Future © 2005 Prentice-Hall, Inc.

Computers Are Your Future Spotlight 3 © 2005 Prentice-Hall, IncSlide 2 Computers Are Your Future Spotlight 3 File Management

Computers Are Your Future Spotlight 3 © 2005 Prentice-Hall, IncSlide 3 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

Computers Are Your Future Spotlight 3 © 2005 Prentice-Hall, IncSlide 4 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 Primary Storage Device Primary Folder Secondary Folder Tertiary Folder File ++++ plant_diseases.docClassesBiology 101Assignments Drive C:

Computers Are Your Future Spotlight 3 © 2005 Prentice-Hall, IncSlide 5 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 NameExtension

Computers Are Your Future Spotlight 3 © 2005 Prentice-Hall, IncSlide 6 Commonly Used Extensions ExtensionFile Type.exeProgram Application.docMicrosoft Word.xlsMicrosoft Excel.pptMicrosoft Power Point.mdbMicrosoft Access.pdfAdobe.txtSimple Text.htm or.htmlWeb Pages.rtfRich Text Format.jpeg or.jpgImage Format

Computers Are Your Future Spotlight 3 © 2005 Prentice-Hall, IncSlide 7 Managing Files Files are managed in two ways: Using a file management utility From within the programs that create them

Computers Are Your Future Spotlight 3 © 2005 Prentice-Hall, IncSlide 8 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

Computers Are Your Future Spotlight 3 © 2005 Prentice-Hall, IncSlide 9 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

Computers Are Your Future Spotlight 3 © 2005 Prentice-Hall, IncSlide 10 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.

Computers Are Your Future Spotlight 3 © 2005 Prentice-Hall, IncSlide 11 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.

Computers Are Your Future Spotlight 3 © 2005 Prentice-Hall, IncSlide 12 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

Computers Are Your Future Spotlight 3 © 2005 Prentice-Hall, IncSlide 13 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.

Computers Are Your Future Spotlight 3 © 2005 Prentice-Hall, IncSlide 14 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.