Module 4.2 File management 1

Contents Introduction The file manager Files – the basic unit of storage The need to organise Glossary 2

Introduction The way data is represented in the computer can be seen as a hierarchy. Lowest level Collectio n of 8 bits Top level Data Warehouses DatabasesFilesBytesBits 3

Introduction All data saved in memory while computer is on. Files need to be saved permanently for later access 4

The File manager Storage hierarchy Computer Storage devices FoldersFiles Windows Explorer provides information on all the storage devices attached to a computer. These devices are called drives. On the drives files can be grouped in separate containers called folders. 5

The File manager Paths A path is the ‘succession’ of a drive and folders that lead to the location of a specific file. The backslash character is used to separate the ‘list’ of folders in the path Drive (D:)DocumentsInvoices2012 D:\Documents\Invoices\2012 6

Windows Explorer is the file management software that is supplied with all Windows operating systems Back and Forward buttons Address bar Search box Toolbar and menu bar Details or column headings Left (Navigation) pane Right pane Details pane The File manager 7

Activity 1 8

Files – the basic unit of storage File name conventions Operating system defined rules for file names Windows O S File name : Data. (full stop) 3–5 letter file extension : docx 9

Files – the basic unit of storage Significance of file extensions File name conventions The extension indicates the type of file it is and program it must use to open the file. Never change the file extension of an existing file The extension indicates the type of file it is and program it must use to open the file. Never change the file extension of an existing file 10

Files – the basic unit of storage See a list of suggested programs by Windows Search the Internet to find the suggested program to open it Change or set the default program that must be used Right-click on the file - Open With command – programs available to try and open the file. To open this file you can: Significance of file extensions: OS does not recognise file. 11

Files – the basic unit of storage User defined conventions Individuals and organisations may decide on a naming convention for their files, to be consistently named e.g. Report and Report This will make it easier to find the files they want to access. File name conventions 12

Files – the basic unit of storage Common file types and extensions 13

Files – the basic unit of storage Program files Custom specific programs Designed to control traffic lights Generic programs Microsoft Office applications A file extension of.exe means that it is an executable file, e.g. a program file that can be run or executed 14

Files – the basic unit of storage Program files Source code and object code (executable file) You can construct and specify instructions in order to create a set of programming instructions or source code, send to a program called a compiler, which checks to see that the code adheres to all the rules of the programming language and creates object code (executable file), which is ‘run’ or executed Programming language Programming code Compiler Executable program 15

Files – the basic unit of storage Program files Shared and dynamically linked libraries Programs seldom consist of one single file. In addition, a lot of code or instructions are common to many, if not all programs. Programmers place these common or shared functions in files called DLL or Dynamic Linked Libraries 16

Files – the basic unit of storage Converting between file types Save the file in a format that can be read by other types of programs. This is often done to: Share data Access the data with another program Access data with older version of program Save as type’ options in Word 17

Activity 2 & 3 Apply your knowledge 18

The need to organise Plan a folder structure Plan your basic folder structure on paper Main ‘categories’ Refine each level Meaningful folder and file names Archive or store files you seldom use. My FilesSchoolIT Other subjects PersonalMusicPhotosArchive 19

The need to organise Managing files and folders File management software can be used  copying and cutting (moving)  renaming  searching  deleting  compressing 20

The need to organise Finding files in Windows You can search using a combination of criteria the file name (or part of it) some text you know it may contain the drive or directory to look in when the file was modified the size of the file the approximate size of the file. 21

Activity 4, 5 & 6 22

Glossary Audio filesCompiler Compressed files Data Hierarchy Data warehouse DLL filesFile File extension File format File manager File name File-naming conventions FolderFont files Graphics files HTML filesPathPDF files Plain text files Program files Program- ming Languages Rich Text files Wildcards 23