Computers Are Your Future Spotlight 3 © 2005 Prentice-Hall, IncSlide 1 Computers Are Your Future File Management

Computers Are Your Future Spotlight 3 Organizing and Managing Your Files © 2005 Prentice-Hall, IncSlide 2

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 File Naming Convention Filename unique name given to a file of information Filename extension further identifies the contents of a file by specifying the file type. Examples of extensions include: Word – doc Excel – xls Access – mdb PowerPoint - ppt © 2005 Prentice-Hall, IncSlide 6

Computers Are Your Future Spotlight 3 © 2005 Prentice-Hall, IncSlide 7 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 8 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 File Management File – Collection of information – Most of the information you work with is stored in files File management – Keeps track of files – Helps you manage the files on your computer © 2005 Prentice-Hall, IncSlide 9

Computers Are Your Future Spotlight 3 Directories and Folders Directory – A list of files on a particular storage device – Main directory is called the root directory Folder – Special portion of your root directory into which you can place files that have similar information – Can have folders within folders Called subfolders © 2005 Prentice-Hall, IncSlide 10

Computers Are Your Future Spotlight 3 © 2005 Prentice-Hall, IncSlide 11 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 12 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 13 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 14 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 15 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 Organizing Your Files Sort files to suit your needs. By name By size By type By date modified o For example, to find the file you worked on most recently. © 2005 Prentice-Hall, IncSlide 16

Computers Are Your Future Spotlight 3 File Names Use meaningful file names for your documents. A file name like Sales 10 is less useful than Sales_2012_10. Remember not to use slashes, colons, asterisks or any punctuation other than a single period preceding the suffix. (See #5 – Follow file naming conventions) © 2005 Prentice-Hall, IncSlide 17

Computers Are Your Future Spotlight 3 © 2005 Prentice-Hall, IncSlide 18 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 Keep refining your filing system so that it works better and better. Rename or rearrange folders, Archive or trash inactive ones. Avoid duplicating folders o Particularly those containing photos or other large files; o You'll fill up your drive and create confusion. © 2005 Prentice-Hall, IncSlide 19

Computers Are Your Future Spotlight 3 Desktop Reserve your desktop for items that need immediate attention. When you're done working with them, file them in the proper folder. Try not to store documents long-term on your desktop. © 2005 Prentice-Hall, IncSlide 20

Computers Are Your Future Spotlight 3 Shortcuts Create Shortcuts for files you access frequently © 2005 Prentice-Hall, IncSlide 21

Computers Are Your Future Spotlight 3 Back up Files Back up your files often Flash drives External hard drives Free and paid websites © 2005 Prentice-Hall, IncSlide 22

Computers Are Your Future Spotlight 3 © 2005 Prentice-Hall, IncSlide 23 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.