Visualizing Technology Chapter 3 – File Management Become our fan at Facebook Copyright ©2012 Pearson Education, Inc. Publishing as Prentice Hall        Visualizing Technology

CHAPTER 3 Create folders to organize files. Explain the importance of file extensions. Explain the importance of backing up files. Demonstrate how to compress files. Use advanced search options to locate files. Change the default program associated with a file type. Identify the certifications and careers related to file management. Copyright ©2012 Pearson Education, Inc. Publishing as Prentice Hall        Visualizing Technology

CHAPTER 3 – RUNNING PROJECT You’ll learn about file management. Look for instructions at the end of each article. Complete the questions as you work through each article and be prepared to submit your responses at the end of the chapter. Copyright ©2012 Pearson Education, Inc. Publishing as Prentice Hall        Visualizing Technology

Article 1 – A Place for Everything Objective 1 – Create folders to organize files. File management means opening, closing, saving, naming, deleting, and organizing digital files. In this article we discuss organizing digital files, creating new folders, and navigating through the folder structure. Copyright ©2012 Pearson Education, Inc. Publishing as Prentice Hall        Visualizing Technology

User and Public Folders Default files and folders Personal user folder Windows start menu or desktop Folders – containers to organize files Public folders Right- User folder for author’s (Deb) account with subfolders Article 1 – A Place for Everything| Objective 1 – create folders to organize files Figure 3.1 Copyright ©2012 Pearson Education, Inc. Publishing as Prentice Hall        Visualizing Technology

Windows 7 introduced libraries 4 libraries – documents, music, pictures and videos Each library has matching user subfolder and public folder Customizable Libraries gather files that are located in different locations. In this example, the Digital camera pics folder on the My Stuff (D:) drive is added to the Picture library. Article 1 – A Place for Everything| Objective 1 – create folders to organize files Figure 3.2 a, 3.2b, 3.2c Copyright ©2012 Pearson Education, Inc. Publishing as Prentice Hall        Visualizing Technology

Use to look at a library or folder Open from taskbar or Start menu Windows Explorer Use to look at a library or folder Open from taskbar or Start menu Navigation Parts: Address bar Search box Navigation pane File list area Details pane Article 1 – A Place for Everything| Objective 1 – create folders to organize files Figure 3.3 Copyright ©2012 Pearson Education, Inc. Publishing as Prentice Hall        Visualizing Technology

Windows Explorer Address Bar Used to move up and down the folder hierarchy and contains the path to the current location Article 1 – A Place for Everything| Objective 1 – create folders to organize files Figure 3.4 Copyright ©2012 Pearson Education, Inc. Publishing as Prentice Hall        Visualizing Technology

Creating and Using Folders 1. Insert flash drive 2. Click Start, Computer Article 1 – A Place for Everything| Objective 1 – create folders to organize files Figure 3.8a Copyright ©2012 Pearson Education, Inc. Publishing as Prentice Hall        Visualizing Technology

3. Double-click the icon for the flash drive to open it. On the toolbar, click New Folder. Article 1 – A Place for Everything| Objective 1 – create folders to organize files Figure 3.8b Copyright ©2012 Pearson Education, Inc. Publishing as Prentice Hall        Visualizing Technology

4. Type a name for the folder and press Enter. You have now created a new folder to store files. Article 1 – A Place for Everything| Objective 1 – create folders to organize files Figure 3.8c Copyright ©2012 Pearson Education, Inc. Publishing as Prentice Hall        Visualizing Technology

You can create a new folder when you save a file. This allows you to organize your files as they’re created instead of or after the fact. Article 1 – A Place for Everything| Objective 1 – create folders to organize files Figure 3.9 Copyright ©2012 Pearson Education, Inc. Publishing as Prentice Hall        Visualizing Technology

Copying and moving files using Windows Explorer Article 1 – A Place for Everything| Objective 1 – create folders to organize files Figure 3.9 Copyright ©2012 Pearson Education, Inc. Publishing as Prentice Hall        Visualizing Technology

Key Terms 4 Things You Need to Know File management Folder Hierarchy Library Path Public folders Windows explorer 4 Things You Need to Know Windows creates a folder hierarchy for storing files Each user has his own folder structure for storing documents, pictures, music, videos and more Libraries gather files that are located in different locations Windows Explorer is used to navigate through folders and drives Copyright ©2012 Pearson Education, Inc. Publishing as Prentice Hall        Visualizing Technology

This article discusses these user files and their properties. Article 2 – What’s in a Name? Objective 2 – Explain the importance of file extensions. Two types of files on every computer – the ones that the computer uses to function, such as programs and device drivers, and the ones that are used and created by you, the user, including music, documents, photos, and videos. This article discusses these user files and their properties. Copyright ©2012 Pearson Education, Inc. Publishing as Prentice Hall        Visualizing Technology

ch03_homework.docx File Names Every file has a file name and extension 260 characters long Illegal characters - \ / ? + - “ > < | Extensions Assigned by program Windows association ch03_homework.docx Article 2 – What’s in a Name?| Objective 2 – Explain the importance of file extensions. file name extension Copyright ©2012 Pearson Education, Inc. Publishing as Prentice Hall        Visualizing Technology

Common file extensions and default program associations Article 2 – What’s in a Name?| Objective 2 – Explain the importance of file extensions. Figure 3.14 Copyright ©2012 Pearson Education, Inc. Publishing as Prentice Hall        Visualizing Technology

File Properties File information Use to organize, sort and find files Automatically created – type, size, and date Added manually – title and author Article 2 – What’s in a Name?| Objective 2 – Explain the importance of file extensions. Copyright ©2012 Pearson Education, Inc. Publishing as Prentice Hall        Visualizing Technology

Special Characters The special characters can’t be used in a file name because they each have a special meaning in Windows. For example, the : is used when you indicate the letter of a drive (such as C: for the hard drive). Use the Internet to research the remaining illegal characters. What does each of these symbols represent? Article 2 – What’s in a Name?| Objective 2 – Explain the importance of file extensions. Copyright ©2012 Pearson Education, Inc. Publishing as Prentice Hall        Visualizing Technology

Windows Explorer allows you to view and modify file properties Views button Type and Date Article 2 – What’s in a Name?| Objective 2 – Explain the importance of file extensions. Figure 3.15 Details pane with Titles, Authors, and Tags Copyright ©2012 Pearson Education, Inc. Publishing as Prentice Hall        Visualizing Technology

Right-click on a file to view properties (left) Article 2 – What’s in a Name?| Objective 2 – Explain the importance of file extensions. Copyright ©2012 Pearson Education, Inc. Publishing as Prentice Hall        Visualizing Technology

Key Terms File extension File name File property 4 Things You Need to Know File names can be up to 260 characters long, including the path File names can’t include special characters File extensions indicate the type of file. File properties can be used to sort and search for files. Running Project In this article, we discussed how to add properties to a file but how would you remove them? Which properties can you remove? Use Windows Help and Support to find the answers. Copyright ©2012 Pearson Education, Inc. Publishing as Prentice Hall        Visualizing Technology

Article 3 – Back It Up Objective 3 – Explain the importance of backing up files. Backing up is something most people don’t think of until it’s too late. One simple step is to periodically back up or copy files to another drive, a DVD, or a flash drive. This article discusses how easy it is to automatically back up your files for protection. Copyright ©2012 Pearson Education, Inc. Publishing as Prentice Hall        Visualizing Technology

Windows Backup Windows 7 utility for automatic backup Requires being set Runs without prompting you Windows Action Center Article 3 – Back It Up| Objective 3 – Explain the importance of backing up files. Figure 3.17 Copyright ©2012 Pearson Education, Inc. Publishing as Prentice Hall        Visualizing Technology

Windows Backup Utility Click Set up back up Back location Pros and cons of backup storage types: Article 3 – Back It Up| Objective 3 – Explain the importance of backing up files. Figure 3.17 Copyright ©2012 Pearson Education, Inc. Publishing as Prentice Hall        Visualizing Technology

Key Terms 4 Things You Need to Know Running Project Back up 4 Things You Need to Know Use a backup program to regularly back files. Keep backed up files in a different physical location. Back up (verb) is the process of creating a backup(noun). Online backup services are free or inexpensive for personal use. Running Project Research two online backup sites, and investigate their cost, reliability, storage size, and features. Write a brief report to convince your boss of the importance of backing up files and how backups should be handled. Should the company use online storage? Explain your thoughts? In the report, be sure to describe the type and size of the business you’re working for. Copyright ©2012 Pearson Education, Inc. Publishing as Prentice Hall        Visualizing Technology

Article 4 – Shrink It Objective 4 – Demonstrate how to compress files. Files can be large. File compression is the process of making files smaller to conserve disk space and make them easier to transfer. This article discusses file compression. Copyright ©2012 Pearson Education, Inc. Publishing as Prentice Hall        Visualizing Technology

Types of File Compression Two types – lossless and lossy Depends on file type Lossless compression – redundant information in files Algorithm Zip files Lossy compression – images, audio, and video files High-quality setting vs. low quality setting Article 4 – Shrink It| Objective 4 – Demonstrate how to compress files. Copyright ©2012 Pearson Education, Inc. Publishing as Prentice Hall        Visualizing Technology

Working with File Compression Compress and decompress ZIP format Multiple files together Ease of transfer To ZIP files in Windows: Right-click file or folder Point to Send to Choose Compressed (zipped) folder Article 4 – Shrink It| Objective 4 – Demonstrate how to compress files. Copyright ©2012 Pearson Education, Inc. Publishing as Prentice Hall        Visualizing Technology

A look into a ZIP file using Windows Explorer shows the compression ratios for each file. Article 4 – Shrink It| Objective 4 – Demonstrate how to compress files. Copyright ©2012 Pearson Education, Inc. Publishing as Prentice Hall        Visualizing Technology

Extracting filers from a ZIP archive. 1. Right-click on a zipped folder 2. and click Extract all 3. from the contextual menu. Article 4 – Shrink It| Objective 4 – Demonstrate how to compress files. Copyright ©2012 Pearson Education, Inc. Publishing as Prentice Hall        Visualizing Technology

Key Terms Algorithm Compression Lossless compression Lossy compression 4 Things You Need to Know File compression saves disk space and make transferring files easier. A file compressed with lossless compression can be decompressed back to the original file. A file compressed with lossy compression can’t be decompressed because information has been removed from the file. Windows has the ability to create and extract ZIP archives. Copyright ©2012 Pearson Education, Inc. Publishing as Prentice Hall        Visualizing Technology

Running Project An MP3 file is a compressed audio file that uses a lossy compression algorithm. Many audiophiles say that they can hear a noticeable difference in the quality of the sound. Use the Internet to research ways to improve the quality of MP3 files. Copyright ©2012 Pearson Education, Inc. Publishing as Prentice Hall        Visualizing Technology

How To – Create a Compressed (Zipped) Folder Insert your flash drive into your computer 2. Insert student CD 3. Chapter 3 folder 4. Right-click Jessica’s Bookstore Copy this folder to your flash drive Figure 3.20a Copyright ©2012 Pearson Education, Inc. Publishing as Prentice Hall        Visualizing Technology

Right-click Jessica folder Properties Folder size? File and folders? Open Flash drive. Right-click Jessica folder Properties Folder size? File and folders? Close Properties Right-click Jessica folder Point to Send to Compressed Copyright ©2012 Pearson Education, Inc. Publishing as Prentice Hall        Visualizing Technology

Right-click on compressed folder Properties Compare size Write answers and save file. Copyright ©2012 Pearson Education, Inc. Publishing as Prentice Hall        Visualizing Technology

Article 5 – It’s Always in the Last Place You Look Objective 5 – Use advanced search options to locate files. Following the principles of good file management will make finding your materials much easier. This article discusses how Windows can help you find what you’re looking for. Copyright ©2012 Pearson Education, Inc. Publishing as Prentice Hall        Visualizing Technology

Using Windows to Search for Files Search boxes located: Start menu Help Support Control panel Explorer window Article 5 – It’s Always in the Last Place You Look| Objective 5 – Use advanced search options to locate files. Copyright ©2012 Pearson Education, Inc. Publishing as Prentice Hall        Visualizing Technology

Search begins as soon as ‘f’ is typed. The Search Results in Windows Explorer show the ‘f’ found in file names, content, and other file properties. Article 5 – It’s Always in the Last Place You Look| Objective 5 – Use advanced search options to locate files. Figure 3.23 Copyright ©2012 Pearson Education, Inc. Publishing as Prentice Hall        Visualizing Technology

Search begins as soon as ‘f’ is typed. The Search Results in Windows Explorer show the ‘f’ found in file names, content, and other file properties. Article 5 – It’s Always in the Last Place You Look| Objective 5 – Use advanced search options to locate files. Figure 3.24 Copyright ©2012 Pearson Education, Inc. Publishing as Prentice Hall        Visualizing Technology

Searching from the Start menu locates programs as well as files. Article 5 – It’s Always in the Last Place You Look| Objective 5 – Use advanced search options to locate files. Figure 3.25 Copyright ©2012 Pearson Education, Inc. Publishing as Prentice Hall        Visualizing Technology

EPA, 2008, paper is 31% of solid waste in each year Ways to get there: The Paperless Office Not quite a reality EPA, 2008, paper is 31% of solid waste in each year Ways to get there: E-mail Bills online Paperless statements Don’t print e-docs unless have to Books and magazines in e-form instead Opt out of junk mail – www.dmachoice.org Opt out of catalogs – www.catalogchoice.org Article 5 – It’s Always in the Last Place You Look| Objective 5 – Use advanced search options to locate files. Copyright ©2012 Pearson Education, Inc. Publishing as Prentice Hall        Visualizing Technology

Using Boolean Logic to Refine Searches George Boole 3 Boolean Operators – AND, OR, NOT Search filters The blue areas represent the search Results for each Boolean filter. Article 5 – It’s Always in the Last Place You Look| Objective 5 – Use advanced search options to locate files. Copyright ©2012 Pearson Education, Inc. Publishing as Prentice Hall        Visualizing Technology

AND OR NOT Results include BOTH words – John AND Kennedy Results include EITHER words – John OR Kennedy NOT Results include the first term and NOT the second term – John NOT Kennedy Article 5 – It’s Always in the Last Place You Look| Objective 5 – Use advanced search options to locate files. Figure 3.26 Copyright ©2012 Pearson Education, Inc. Publishing as Prentice Hall        Visualizing Technology

Key Terms Boolean operators index 3 Things You Need to Know Search box in Start menu, most windows, control panels, and help screens The Boolean operators AND, OR, NOT can be used to create search filters. Windows maintains an index that contains information about the files located on your computer. Copyright ©2012 Pearson Education, Inc. Publishing as Prentice Hall        Visualizing Technology

Article 6 – That’s Not the Program I Want to Open This File Type Objective 6 – Change the default program associated with a file type. Windows maintains a list of file extensions and associated default programs that enables Windows to open the correct file when you click it. Issues when working with a generic files that can be opened with multiple programs. You can manage these settings. This article discusses how to manage these settings via the Default Programs control panel. Copyright ©2012 Pearson Education, Inc. Publishing as Prentice Hall        Visualizing Technology

Manage the settings via the Default Programs control panel (above). Article 6 – That’s Not the Program I want to Open This File Type | Objective 6 - Change the default program associated with a file type. Figure 3.27 Copyright ©2012 Pearson Education, Inc. Publishing as Prentice Hall        Visualizing Technology

1 – Select program from list to view information about the file types the program can open. 2 – Select the first option to set all the defaults or the second options to select defaults individually. 1 2 Article 6 – That’s Not the Program I want to Open This File Type | Objective 6 - Change the default program associated with a file type. Figure 3.28 Copyright ©2012 Pearson Education, Inc. Publishing as Prentice Hall        Visualizing Technology

When Choose defaults for this program option is selected, a new window opens and allows you to pick item individually: Article 6 – That’s Not the Program I want to Open This File Type | Objective 6 - Change the default program associated with a file type. Figure 3.29 Click the check box next to a file type to associate with this program Copyright ©2012 Pearson Education, Inc. Publishing as Prentice Hall        Visualizing Technology

When Choose defaults for this program option is selected, a new window opens and allows you to pick item individually: 1. Click the file extension you wish to Modify and then click the Change program button. 2. Select the program that you want to use to open the file type or click the Browse button to locate it and then click OK. Article 6 – That’s Not the Program I want to Open This File Type | Objective 6 - Change the default program associated with a file type. Figure 3.30 Copyright ©2012 Pearson Education, Inc. Publishing as Prentice Hall        Visualizing Technology

Key Terms Default program 2 Things You Need to Know Windows maintains a list of file extensions and associated default programs. You can use the Default Programs control panel to change these associations. Running Project Use the Default Programs control panel on your computer to complete this section of the project. What program is currently associate with MP3 files? What other file types can this program open by default? What other programs are installed on your computer that can open MP3 files by default? Copyright ©2012 Pearson Education, Inc. Publishing as Prentice Hall        Visualizing Technology

Article 7 – What Can I Do with Knowledge about File Management Article 7 – What Can I Do with Knowledge about File Management? Objective 7 – Identify the certifications and careers related to file management. It’s hard to image a career today that doesn’t require you to have some file-management skills. Any work deals with documents has files that need to be managed. Many industries have document management regulations that require individuals with excellent file-management skills to complete. Copyright ©2012 Pearson Education, Inc. Publishing as Prentice Hall        Visualizing Technology

Life Sciences DMCP Center for Professional Innovation & Education 3 required courses Pass 4 exams Copyright ©2012 Pearson Education, Inc. Publishing as Prentice Hall        Visualizing Technology

Federal Records Management NARA 5 knowledge Area courses and exams Optional overview course 3 required courses Focuses on federal record management and regulations. Article 7 – What Can I Do with Knowledge about File Management? | Objective 7 - Identify the certifications and careers related to file management. Copyright ©2012 Pearson Education, Inc. Publishing as Prentice Hall        Visualizing Technology

Copyright ©2012 Pearson Education, Inc. Publishing as Prentice Hall Copyright ©2012 Pearson Education, Inc. Publishing as Prentice Hall        Visualizing Technology

Chapter 3 Objectives Recap Create folders to organize files. Explain the importance of file extensions. Explain the importance of backing up files. Demonstrate how to compress files. Use advanced search options to locate files. Change the default program associated with a file type. Identify the certifications and careers related to file management. Copyright ©2012 Pearson Education, Inc. Publishing as Prentice Hall        Visualizing Technology

Copyright © 2012 Pearson Education, Inc. Publishing as Prentice Hall 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 © 2012 Pearson Education, Inc.   Publishing as Prentice Hall Copyright ©2012 Pearson Education, Inc. Publishing as Prentice Hall        Visualizing Technology