Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall

Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall
Power Point Presentation to accompany Visualizing Technology, by Debra Geoghan. Chapter 3 File Management Visualizing Technology Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall <#>

Objectives 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. This chapter discusses file management. The chapter objectives are: 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. Visualizing Technology Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall <#>

Objective 1: Overview A Place for Everything Discuss the Windows folder hierarchy for storing files Understand the folder structure for storing documents, pictures, music, video, and more Understand how libraries gather files from different locations Understand how File Explorer is used to navigate folders and drives Key Terms File management Folder Hierarchy Library There really is a place for everything. This objective discusses the Windows folder hierarchy, libraries, and how File Explorer is used to navigate folders and drives. Public folder Path File Explorer Visualizing Technology Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall <#>

File Management Organizing digital files Creating new folders Navigating through the folder structure File management is the process of organizing digital files, creating new folders, and being able to navigate through the folder structure of your computer. It is an important skill needed when working with computers. Visualizing Technology Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall <#>

File Management Opening, closing, saving, naming, deleting, and organizing digital files. Before you can create files, you need a place to put them. The Windows User and Public Folders Windows comes with certain files and folders already created. When a user account is added to a Windows computer, Windows automatically creates a personal user folder for that username and the subfolders inside it. File management is the process of organizing digital files, creating new folders, and being able to navigate through the folder structure of your computer. It is an important skill needed when working with computers. Visualizing Technology Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall <#>

File Management The folder structure created by Windows is a hierarchy. Folders are containers used to organize files on your computer. By default, Windows comes with certain files and folders already created. You can access the user folders via the Windows Start menu or the desktop. Folders: containers used to organize files on your computer Your user folder is normally only accessible by you. Public folders that are common to all users and provide an easy way to share files among them. Visualizing Technology Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall <#>

File Management The folder structure created by Windows is a hierarchy. There are folders within folders – subfolders – which allow you to further organize your files. Windows creates a set of folders to help you sort out your files. The My Documents folder is the place to store files such as word processing files, spreadsheets, presentations, and text files. There are also folders set up for pictures, music, and videos. These specialized folders are the best places to save your pictures, music, and videos so they’re easy to find. File management is the process of organizing digital files, creating new folders, and being able to navigate through the folder structure of your computer. It is an important skill needed when working with computers. Visualizing Technology Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall <#>

File Management Without this folder structure, all your files would be lumped together, making it much harder to keep track of what you have. The sequence of folders to a file or folder is known as its path. File management is the process of organizing digital files, creating new folders, and being able to navigate through the folder structure of your computer. It is an important skill needed when working with computers. Visualizing Technology Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall <#>

File Management Libraries: help you better organize your files Four libraries: Documents Music Pictures Videos Windows 7 introduced Libraries, which help you better organize your files. There are four libraries: Documents, Music, Pictures, and Videos. You can also create more to suit your needs. Each library includes the matching user subfolder and the corresponding Public folder. This gives you quick access to both your personal and public shared files. These are also customizable. Visualizing Technology Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall <#>

File Management Windows Libraries Windows 7 introduced libraries to help you organize your files There are four libraries: Documents Music Pictures Videos Each library includes the matching user subfolder and the corresponding Public folder. This gives you quick access to both your personnel files and the public shared files in one place. You can also customize libraries by adding other locations to the list File management is the process of organizing digital files, creating new folders, and being able to navigate through the folder structure of your computer. It is an important skill needed when working with computers. Visualizing Technology Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall <#>

File Explorer Search Box Address Bar File List Area The window you use to look at a library is called File Explorer. It is opened from the taskbar or the Start menu. The image here identifies important parts of the Explorer window. The Address Bar contains the path to the current location and is used to navigate through folders and libraries. The Navigation Pane is used to navigate the folders, libraries, and drives available on the computer. The Search Box is used to search for files in the current Explorer window. The File List area takes up most of the window and displays the contents of the current library or folder. Navigation Pane Details Pane Visualizing Technology Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall <#>

File Management File Explorer - The window you use to look at a library or folder. You can use File Explorer to navigate through the folders and drives on your system and to handle most file management tasks. File Explorer includes the following items: Quick Access Toolbar – Contains icons for frequently used commands. The icons displayed can be customized to the way you work. The Search box – used to search for files located in the current Explorer window. The Ribbon – used to perform common tasks on the items in the file list area. File management is the process of organizing digital files, creating new folders, and being able to navigate through the folder structure of your computer. It is an important skill needed when working with computers. Visualizing Technology Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall <#>

File Management File Explorer includes the following items: The File List Area – takes up most of the window and displays the contents of the current location selected in the File Explorer window. The Address Bar - Contains the path to the current location in the File Explorer window and is used to navigate through folders and libraries. The Navigation Pane – Used to navigate the folders, libraries, and drives available on a computer. File management is the process of organizing digital files, creating new folders, and being able to navigate through the folder structure of your computer. It is an important skill needed when working with computers. Visualizing Technology Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall <#>

File Management File Explorer includes the following items: The Navigation Pane – Divided into several sections: Quick Access OneDrive This PC Network The View Tab – Allows you to change the way the file list objects are displayed in the file list area. Help – Found under the File tab or by clicking the ? Icon in the upper right corner. File management is the process of organizing digital files, creating new folders, and being able to navigate through the folder structure of your computer. It is an important skill needed when working with computers. Visualizing Technology Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall <#>

Mac OS X Finder Used to find and organize files, folders, and apps. OS X creates a Home folder for each user which includes subfolders to store: Documents Downloads Movies Music Pictures The Finder is the file management component on Mac OS X. It is similar to File Explorer. Each user has their own Home folder which includes subfolders to store Documents, Downloads, Movies, Music, and Pictures. Visualizing Technology Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall

Mac OS X Finder Elements of the Finder include: The Sidebar – contains icons for things you frequently use such as disks, folders, shared resources, and other devices. The Toolbars – contain buttons to change the way the Finder behaves. The View – options on the toolbar that change the way Finder displays information. The Search Field – Used to search for files on your Mac. The Contents Area – Displays the contents of the currently selected location. The Finder is the file management component on Mac OS X. It is similar to File Explorer. Each user has their own Home folder which includes subfolders to store Documents, Downloads, Movies, Music, and Pictures. Visualizing Technology Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall

Mobile Devices and File Storage
Mobile devices are meant to be mobile and don’t have a lot of room to store files. They rely on using cloud to organize and store your files. This has the advantage of making your mobile files accessible on all your devices. You can create folders You can create a unique organizational scheme You are not limited to using the folder structure that’s created by Windows or OS X. You can create your own organizational scheme to fit your needs. This is especially useful when you use flash drives and other locations that aren’t part of the user folder hierarchy. It is a good idea to think about how you wish to organize your files, and set up folders that enable you to find them easily in the future. Visualizing Technology Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall

Creating and Using Folders
You’re not limited to using the folder structure that’s created by Windows or OS X. You can create your own organizational scheme to fit your needs. This is especially useful when you use flash drives and other locations that aren’t part of the user folder hierarchy. Creating folders to organize your files will make storing and finding them easier to do. You are not limited to using the folder structure that’s created by Windows or OS X. You can create your own organizational scheme to fit your needs. This is especially useful when you use flash drives and other locations that aren’t part of the user folder hierarchy. It is a good idea to think about how you wish to organize your files, and set up folders that enable you to find them easily in the future. Visualizing Technology Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall

Using Windows or OS X help, research the Public folder on your computer. What purpose does it serve? What types of files can be stored in it? Who has access to those files? What restrictions are there on their access? Using Windows or OS X help, research the Public folder on your computer. What purpose does it serve? What types of files can be stored in it? Who has access to those files? What restrictions are there on their access? Answers may vary, but should include similar information: The Public folder on a computer enables you to share files with other people, either who are using the same computer, or are on the same network. Documents, downloads, music, pictures and videos can be added to the Public folder. Everyone with a user account and password on your computer can access the Public folder, but you decide whether anyone on the network can access the Public folder. You can also turn on password-protected sharing. Visualizing Technology Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall <#>

Objective 2: Overview What’s in a Name? Discuss and learn the file naming rules Discuss and learn the file naming limitations Discuss file extensions and understand how the extensions identify the file type Explore file properties and how they can be used to sort and search for files Key Terms File extension File name File property What’s in a name? This objective explains the importance of file extensions. There are 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 created by the user, including music, documents, photos, and videos. Visualizing Technology Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall <#>

File Naming Rules Every file has a file name that consists of a name and an extension. The name should be useful to the user and should describe the contents of the file. On early PCs, file names were limited to eight characters with a three-letter extension. Today, file names on Windows computers can be up to 260 characters long, including the extension and the path to the file. May include spaces and special characters Illegal characters: \ / ? : * ” > < | Every file has a file name and an extension. The maximum number of characters allowed is 260. There are characters that are not permitted or illegal: \ / ? :* “ > < |. Extensions are assigned by a program and associated in Windows or Mac computers. As you name your files, be sure to use meaningful names so that you will be able to recognize them in the future. A name like “document 1” is not as descriptive as “editorial letter – Daily News”. Here is an example of a file name: ch03_homework is the name of the file. The file extension is .docx, which tells Windows that it is a Microsoft Word document. File name Extension ch03_homework.docx Visualizing Technology Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall <#>

File Naming Rules OS X file names can be up to 255 characters. The only illegal character is the colon (:). Every file has a file name and an extension. The maximum number of characters allowed is 260. There are characters that are not permitted or illegal: \ / ? :* “ > < |. Extensions are assigned by a program and associated in Windows or Mac computers. As you name your files, be sure to use meaningful names so that you will be able to recognize them in the future. A name like “document 1” is not as descriptive as “editorial letter – Daily News”. Here is an example of a file name: ch03_homework is the name of the file. The file extension is .docx, which tells Windows that it is a Microsoft Word document. Visualizing Technology Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall <#>

File Naming Rules The second part of the file name is the file extension. The extension is assigned by the program that’s used to create the file. Windows maintains an association between a file extension and a program. Double-clicking on a .docx file opens Microsoft Word. The extension helps the operating system determine the type of file. Every file has a file name and an extension. The maximum number of characters allowed is 260. There are characters that are not permitted or illegal: \ / ? :* “ > < |. Extensions are assigned by a program and associated in Windows or Mac computers. As you name your files, be sure to use meaningful names so that you will be able to recognize them in the future. A name like “document 1” is not as descriptive as “editorial letter – Daily News”. Here is an example of a file name: ch03_homework is the name of the file. The file extension is .docx, which tells Windows that it is a Microsoft Word document. File name Extension ch03_homework.docx Visualizing Technology Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall <#>

File Extensions A file extension is assigned by the program that is used to create the file. The extension helps the operating system determine the type of file. The table on this slide describes different file extensions, the type of file each is, and the default program associated with it. Visualizing Technology Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall <#>

File Properties Each file includes file properties, which provide other information about that file. Properties can be used to organize, sort, and find files more easily. Automatically created: File type Size Date Title and author can be added or edited by the user File properties are the characteristics associated with the file. Each file includes file properties. You can use these properties to organize, sort, and find files more easily. File type, size, and date are automatically created. The title and author can be added or edited by the user. The Properties dialog box contains a lot of information about the file. Visualizing Technology Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall <#>

OS X File Properties You can view and modify file properties in OS X, too. In the Finder: Select the file and choose Get Info from the File menu. This will open the Info pane for the file where you can view and change some of the file properties. File properties are the characteristics associated with the file. Each file includes file properties. You can use these properties to organize, sort, and find files more easily. File type, size, and date are automatically created. The title and author can be added or edited by the user. The Properties dialog box contains a lot of information about the file. Visualizing Technology Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall <#>

OS X File Properties Info Pane In the Mac OS X Finder, you can modify some of the properties of the files. Select the file and choose Get Info from the File menu to see the properties. This will open the Info pane for the file, where you can view and make changes. Visualizing Technology Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall

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. 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. Answers will vary, yet may look like: From Windows Help: “In the Remove Properties dialog box, click Create a copy with all possible properties removed, and then click OK. This allows you to keep the original version of the file with all of its properties, and make a copy that is suitable for sharing with all of the properties removed. – or – In the Remove Properties dialog box, click Remove the following properties from the file, choose which properties to remove, and then click OK.” Visualizing Technology Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall <#>

Objective 3: Overview Back It Up Discuss the importance of backing up files Discuss backup storage options Discuss the pros and cons of backup storage types Discuss backup storage software options Discuss online backup storage options Key Term Back up Backing up is something most people do not think of until it’s too late. One simple step is to periodically back up or copy files to another hard drive, DVD, or flash drive. Visualizing Technology Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall <#>

Back Up Your Files Copying files to another location Backup storage options: Internal hard drives External hard drives Optical drives Flash drives Networks Backup utilities make it easy Online backup services Backing up is the process of copying your files to another location. There are many backup storage options, including internal hard drives, external hard drives, optical drives, flash drives, and networks. Windows includes a backup utility, as does Mac, yet there are other options including online backup services that are free or inexpensive. Visualizing Technology Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall <#>

Back Up Your Files Windows 8 makes File Backup easier with a new utility called File History. Creates copies of your files on an external or network drive. File History is not turned on by default. To keep backup copies of your files, you should turn it on. You can access File History from the System and Security Control Panel. To use File History, you must have an external drive or network location accessible for the copies to be stored. Backing up is the process of copying your files to another location. There are many backup storage options, including internal hard drives, external hard drives, optical drives, flash drives, and networks. Windows includes a backup utility, as does Mac, yet there are other options including online backup services that are free or inexpensive. Visualizing Technology Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall <#>

Windows Backup Utility
The Windows backup utility is available through the Control Panel, and after set-up will automatically back up your files on a regular basis. Visualizing Technology Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall

Back Up Your Files Macs come with a backup utility called Time Machine. You can open Time Machine from the Launchpad to configure it. Time Machine keeps three types of backups: Hourly backups for the previous 24 hours; Daily backups for the previous month; Weekly backups for all previous months. The oldest backups are deleted as the disk fills up. Time Machine backs up everything on your computer. Personal files, as well as system files, applications and setting. Backing up is the process of copying your files to another location. There are many backup storage options, including internal hard drives, external hard drives, optical drives, flash drives, and networks. Windows includes a backup utility, as does Mac, yet there are other options including online backup services that are free or inexpensive. Visualizing Technology Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall <#>

OS X Time Machine Macs come with a backup utility called Time Machine. You can open Time Machine from the Launchpad. Time Machine keeps three types of backups: hourly backups for the previous 24 hours, daily backups for the previous month, and weekly backups for all previous months. Visualizing Technology Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall

Backup Options External hard drives: Inexpensive usually less than $100 Cloud: Free personal storage –1 or 2 GB Unlimited storage for about $5 –10 per month External hard drives are an inexpensive place to back up your files. They usually cost less than $100. The use of Internet or cloud backup services is becoming increasingly popular. Cloud storage is a way to store files in a convenient place. Many sites offer free personal storage of 1 or 2 GB or unlimited storage for about $5–10 per month. While this also serves to back up files, cloud storage is generally more limited than a backup in what and how much you can store. With Microsoft SkyDrive you can save directly from Office applications to the cloud. Visualizing Technology Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall

Backup Options External hard drives are an inexpensive place to back up your files. Many of these drives include a backup program that you can use for automatic or one-touch backups of your system. Seagate FreeAgent external drives include Seagate Manager, and Western Digitasl’s Passport drives include WD Smartware. There are dozens of programs on the market, including many that are free or cost less than $50. External hard drives are an inexpensive place to back up your files. They usually cost less than $100. The use of Internet or cloud backup services is becoming increasingly popular. Cloud storage is a way to store files in a convenient place. Many sites offer free personal storage of 1 or 2 GB or unlimited storage for about $5–10 per month. While this also serves to back up files, cloud storage is generally more limited than a backup in what and how much you can store. With Microsoft SkyDrive you can save directly from Office applications to the cloud. Visualizing Technology Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall

Backup Options The use of Internet or cloud backup services is becoming increasingly popular. Many sites offer free personal storage of 1 or 2 GB or unlimited storage for about $5-10 per month. Business solutions can cost thousands of dollars, depending upon the amount of storage needed. External hard drives are an inexpensive place to back up your files. They usually cost less than $100. The use of Internet or cloud backup services is becoming increasingly popular. Cloud storage is a way to store files in a convenient place. Many sites offer free personal storage of 1 or 2 GB or unlimited storage for about $5–10 per month. While this also serves to back up files, cloud storage is generally more limited than a backup in what and how much you can store. With Microsoft SkyDrive you can save directly from Office applications to the cloud. Visualizing Technology Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall

Backup Options Using an online or cloud backup service has the advantage of keeping your backups at another location – but easily accessible – thus protecting your assets from fire, flood, or damage to your main location. Cloud backups are automatic and accessible from any computer with an Internet connection. Companies like Mozy and Carbonite offer plans for home users that include desktop software to automatically back up your files. External hard drives are an inexpensive place to back up your files. They usually cost less than $100. The use of Internet or cloud backup services is becoming increasingly popular. Cloud storage is a way to store files in a convenient place. Many sites offer free personal storage of 1 or 2 GB or unlimited storage for about $5–10 per month. While this also serves to back up files, cloud storage is generally more limited than a backup in what and how much you can store. With Microsoft SkyDrive you can save directly from Office applications to the cloud. Visualizing Technology Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall

Cloud Storage There is a difference between cloud backups and cloud storage. Cloud storage is a way to store working files in a convenient place. While this also serves to back them up, cloud storage is generally more limited than a backup in what and how much you can store. External hard drives are an inexpensive place to back up your files. They usually cost less than $100. The use of Internet or cloud backup services is becoming increasingly popular. Cloud storage is a way to store files in a convenient place. Many sites offer free personal storage of 1 or 2 GB or unlimited storage for about $5–10 per month. While this also serves to back up files, cloud storage is generally more limited than a backup in what and how much you can store. With Microsoft SkyDrive you can save directly from Office applications to the cloud. Visualizing Technology Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall

Microsoft Skydrive When you sign up for a free Microsoft account, it includes 7 GB of free online storage, called OneDrive. If you are logged in to your Windows computer using a Microsoft account, the default save location for Micorsoft Office applications is your OneDrive. You can save to your OneDrive from other programs using the Save As dialog box. Oler Windows computers, OS X, Windows Phone, iOS, and Android devices can connect to OneDrive by using a OneDrive app or the OneDrive website. With OneDrive, you can store files, photos, and favorites in the cloud and access them from any Internet-connected device. OneDrive also has the advantage of being integrated with Office Online web apps, which enable you to create and edit Microsoft Office documents in your browser. External hard drives are an inexpensive place to back up your files. They usually cost less than $100. The use of Internet or cloud backup services is becoming increasingly popular. Cloud storage is a way to store files in a convenient place. Many sites offer free personal storage of 1 or 2 GB or unlimited storage for about $5–10 per month. While this also serves to back up files, cloud storage is generally more limited than a backup in what and how much you can store. With Microsoft SkyDrive you can save directly from Office applications to the cloud. Visualizing Technology Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall

Cloud Storage OS X and iOS devices include iCloud. iCloud can be set up to automatically sync your personal files to the cloud. It comes with 5 GB of free storage, and there is even a Windows version, so you can share your files between all of your devices. Some mobile apps automatically upload photos to websites such as OneDrive, Dropbox, Flickr, Instagran, or Facebook. External hard drives are an inexpensive place to back up your files. They usually cost less than $100. The use of Internet or cloud backup services is becoming increasingly popular. Cloud storage is a way to store files in a convenient place. Many sites offer free personal storage of 1 or 2 GB or unlimited storage for about $5–10 per month. While this also serves to back up files, cloud storage is generally more limited than a backup in what and how much you can store. With Microsoft SkyDrive you can save directly from Office applications to the cloud. Visualizing Technology Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall

Research two online backup sites and investigate their cost, reliability, storage size, and features. Create a table to compare what you found. Research two online backup sites and investigate their cost, reliability, storage size, and features. Create a table to compare what you found. Answer will vary, and may look like: Online Storage Cost Storage Size Reliability Features Your ISP Free 7 GB Yes It is provided “free” as part of your Internet package. No further accounts and passwords to manage or remember. Dropbox 100GB $ GB $ GB $49.99 Yes Offers file synching between the PC / Mac / Linux and the cloud ( ; have multiple paid options available. Can load the desktop client or upload through the Web interface. Once in the folder, Dropbox synchs the file between the PC and the cloud. Windows Live Free 25 GB/SkyDrive Yes Can easily setup mailbox with existing Microsoft accounts or using an existing account. Visualizing Technology Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall <#>

Objective 4: Overview Shrink It Define file compression and its advantages Discuss the different types of file compression Discuss how Windows can create and extract ZIP archives Key Terms Algorithm Compression Lossless compression Lossy compression Files can be large. File compression is the process of making files smaller to conserve disk space and make them easier to transfer. Visualizing Technology Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall <#>

File Compression Some of the files we use today can be quite large, especially media files. File compression is the process of making files smaller: Conserves disk space Easier to transfer There are two types of file compression: Lossy Lossless The type of compression depends on the type of file you’re trying to compress. File compression is the process of making files smaller to conserve disk space. There are two types of file compression: lossy and lossless. Windows includes the ability to compress and decompress files using the ZIP format. Visualizing Technology Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall <#>

File Compression Lossless compression takes advantage of the fact that files contain a lot of redundant information. This is especially true of files that contain text and numbers. With lossless compression, the compressed file can be decompressed with no loss of data. A lossless compression algorithm looks for the redundancy in the file and creates an encoded file using that information to remove the redundant information. When the file is decompressed, all the information from the original file is restored. Lossless compression is used in ZIP files. File compression is the process of making files smaller to conserve disk space. There are two types of file compression: lossy and lossless. Windows includes the ability to compress and decompress files using the ZIP format. Visualizing Technology Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall <#>

File Compression A Lossy Compression algorithm is often used on image, audio, and video files. These files contain more information than humans can typically discern, and that extra information can be removed from the file. An image file taken with a digital camera on its highest setting can yield a file of 5 to 19 MB in size, while the normal quality setting yields a file of 1 to 2 MB. If the file is going to be used to create a large high-quality print or for medical images where every detail is critical, then the high-quality information is important. File compression is the process of making files smaller to conserve disk space. There are two types of file compression: lossy and lossless. Windows includes the ability to compress and decompress files using the ZIP format. Visualizing Technology Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall <#>

File Compression Most people, however, couldn’t tell the difference between the two when viewing them on a computer screen. The highest-quality setting results in an uncompressed BMP or TIF file. An image taken at the lower quality setting results in a JPG file – a BMP file with lossy compression. It’s possible to compress a BMP or TIF file after it’s been taken, but not possible to decompress a JPG file because the information has been removed from the file. File compression is the process of making files smaller to conserve disk space. There are two types of file compression: lossy and lossless. Windows includes the ability to compress and decompress files using the ZIP format. Visualizing Technology Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall <#>

File Compression Another type of file that is commonly compressed is video. Video files can be very large, making them difficult to transfer, or upload/download to/from a website. YouTube accepts many video formats for upload, such as MPEG4, 3GPP, MOV, AVI, and WMV, but these files are then processed and converted to other (compressed) formats such as Flash for viewing. File compression is the process of making files smaller to conserve disk space. There are two types of file compression: lossy and lossless. Windows includes the ability to compress and decompress files using the ZIP format. Visualizing Technology Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall <#>

File Compression Lossy Lossless Usually for image, photo, video, and multimedia files Substantial amount of data can be discarded before the result is sufficiently degraded to be noticed Usually for files that contain text and numbers Takes advantage of redundant information Files can be decompressed with NO loss of data A lossy compression algorithm is often used on images, audio files, and video files. These files contain more information than humans can discern, and that extra information can be removed from the files. A lossless compression algorithm looks for the redundancy in the files by removing it and placing it in an encoded file. When the file is decompressed, all the information from the original files is restored. Visualizing Technology Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall <#>

File Compression Windows includes the ability to compress and decompress files using the ZIP format. This is a common format that’s used to send files by or download them from the Internet. A ZIP file (an archive) can contain multiple files zipped together. The files in the archive may be compressed using different algorithms and can be browsed and extracted from the archive. File compression is the process of making files smaller to conserve disk space. There are two types of file compression: lossy and lossless. Windows includes the ability to compress and decompress files using the ZIP format. Visualizing Technology Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall <#>

File Compression To zip files using Windows, you simply: Right-click on the file or folder that you want to zip; Point to Send to; Choose Compressed (zipped) folder. File compression is the process of making files smaller to conserve disk space. There are two types of file compression: lossy and lossless. Windows includes the ability to compress and decompress files using the ZIP format. Visualizing Technology Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall <#>

File Compression To compress using a Mac: Choose Compress from the File menu in Finder. File compression is the process of making files smaller to conserve disk space. There are two types of file compression: lossy and lossless. Windows includes the ability to compress and decompress files using the ZIP format. Visualizing Technology Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall <#>

File Compression Windows can open and browse files in a ZIP archive. Because each file contains different types and amounts of information, the compression ratio varies. Windows can browse and use files inside a zipped folder, but, sometimes, you need to decompress or extract the files. Click the Extract all button or; Right-click on the ZIP file and choose Extract All. If you are using a Mac: Double-click the ZIP file to unzip it. Windows can open and browse files in a ZIP archive. Because each type of file contains different types of information, the compression ratio varies. Sometimes you need to decompress or extract files. Other popular file compression programs include 7-ZIP, WinRAR, WinZip, and Stuffit. Visualizing Technology Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall <#>

File Compression Some of the more popular file compression programs available are: 7-ZIP (free) WinRAR WinZip Stuffit Windows can open and browse files in a ZIP archive. Because each type of file contains different types of information, the compression ratio varies. Sometimes you need to decompress or extract files. Other popular file compression programs include 7-ZIP, WinRAR, WinZip, and Stuffit. Visualizing Technology Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall <#>

An MP3 file is a compressed audio file that uses a lossy compression algorithm. Many audiophiles say they can hear a difference in sound quality. Use the Internet to research ways to improve the quality of MP3 files. An MP3 file is a compressed audio file that uses a lossy compression algorithm. Many audiophiles say they can hear a difference in sound quality. Use the Internet to research ways to improve the quality of MP3 files. Answers will vary, yet may look like: Record your MP3 files at a high bit rate. Generally, the largest bit rate you might use with an MP3 file is 192 KB or 256 KB per second. You should record your MP3 files at the rate of 192 KB since you cannot discern the difference between 192 KB and 256 KB with the naked ear. Utilize a program such as Audacity to manipulate your MP3 file. With Audacity you can reduce white noise and hard-code equalizer settings into the MP3 file. You can also use Audacity to record your MP3 files at a higher bit rate. Each of these changes will improve MP3 playback quality. Audacity is available free from the Audacity website at SourceForge. Visualizing Technology Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall <#>

Objective 5: Overview It’s Always the Last Place You Look Discuss how to use advanced search options to find files using the Windows search feature Define Boolean operators and how they can be used to create search filters Discuss how Windows maintains an index of the files located on your computer Key Terms Algorithm Boolean operators Index Following the principles of good file management will make finding your materials much easier. This objective discusses how Windows and OS X can help you find what you are looking for. Visualizing Technology Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall <#>

Search Options We know that our files contain properties that we can use to help organize and find them. Using the Windows Search feature can help us do that. There’s a search box in almost every place you go in Windows. Start Menu Help and Support window Every Control Panel window Every Explorer window When you begin to type something in the search box, Windows immediately begins searching. Windows can open and browse files in a ZIP archive. Because each type of file contains different types of information, the compression ratio varies. Sometimes you need to decompress or extract files. Other popular file compression programs include 7-ZIP, WinRAR, WinZip, and Stuffit. Visualizing Technology Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall <#>

Search Options Windows maintains an index that contains information about files stored in libraries as well as , but not about programs or system files. This index makes searching for files very fast. Searching from the Start menu automatically searches programs, the Control Panel, and files; you can also launch programs from the Start menu. Windows can open and browse files in a ZIP archive. Because each type of file contains different types of information, the compression ratio varies. Sometimes you need to decompress or extract files. Other popular file compression programs include 7-ZIP, WinRAR, WinZip, and Stuffit. Visualizing Technology Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall <#>

Search Options File Explorer A search box can be found in almost every place you go to in Windows. It is in the Start menu, the Help and Support window, every Control Panel window, and every File Explorer window. As soon as you begin typing, Windows immediately begins searching. Windows contains an index with information about files stored in libraries as well as , but not about programs or system files. This index makes searching for files very fast. Searching from the Start menu automatically searches programs, the Control Panel, and files; you can also launch programs from the Start menu. Visualizing Technology Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall <#>

Windows 8 Search In Windows 8, you can just start typing from the Start screen or click the Search charm to search Apps, Settings, and Files. Windows 8 search locates programs, including apps, and settings, as well as files. Windows can open and browse files in a ZIP archive. Because each type of file contains different types of information, the compression ratio varies. Sometimes you need to decompress or extract files. Other popular file compression programs include 7-ZIP, WinRAR, WinZip, and Stuffit. Visualizing Technology Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall <#>

Windows 8 Search In Windows 8, you can just start typing from the Start screen or click the Search charm to search Apps, Settings, and Files. Windows 8 search locates programs, including apps, and settings, as well as files. Visualizing Technology Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall

Searching In MAC OS X You can use the search field in Finder to search for files and folders. The Help Center also has a built-in search. The most powerful search tool in OS X is called Spotlight. You can access Spotlight by clicking the magnifying glass on the upper right-hand side of you screen. Spotlight searches applications, files and folders, contacts and other objects on your computer. Spotlight can even provide a definition and do simple math calculations. Windows can open and browse files in a ZIP archive. Because each type of file contains different types of information, the compression ratio varies. Sometimes you need to decompress or extract files. Other popular file compression programs include 7-ZIP, WinRAR, WinZip, and Stuffit. Visualizing Technology Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall <#>

Spotlight in Mac OS X You can access Spotlight, on a Mac computer, by clicking the magnifying glass on the upper right-hand side of your screen. Spotlight searches applications, files and folders, contacts, and other objects on your computer. Spotlight can even provide a definition and do simple math calculations. Visualizing Technology Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall

Search Options Boolean Logic
Created in 19th-century by 19th century mathematician George Boole. There are three Boolean operators: AND OR NOT They are written in uppercase. Used to create search filters or queries in most searches, including databases, and Web searches. Boolean logic was created by 19th-century mathematician George Boole. The Boolean operators AND, OR, and NOT are used to create search filters in Windows, most databases, and Web searches. In the slide example, search results using AND include both John AND Kennedy; search results using OR include either words John OR Kennedy; and search results using NOT include the first term and NOT the second term, John NOT Kennedy. Visualizing Technology Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall <#>

Search Options Boolean Logic
AND: Search results must include both words. OR: Search results must include either word. NOT: Search results must include the first term and must not include the second term. Using the Search features of Windows or OS X can make locating a file or program quick and easy. Boolean logic was created by 19th-century mathematician George Boole. The Boolean operators AND, OR, and NOT are used to create search filters in Windows, most databases, and Web searches. In the slide example, search results using AND include both John AND Kennedy; search results using OR include either words John OR Kennedy; and search results using NOT include the first term and NOT the second term, John NOT Kennedy. Visualizing Technology Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall <#>

Use Windows Help and Support or the Internet to research natural language search. What is it and how does it change the way you can search your computer? Use Windows Help and Support or the Internet to research natural language search. What is it and how does it change the way you can search your computer? Answers will vary, yet may look like: A natural language search enables you to ask a question in sentence structure in a language, such as English. The sentence is converted into a series of keywords that are used to complete the search in the computer or database. Visualizing Technology Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall <#>

Objective 6: Overview That’s Not the Program I Want to Open This File Type Define a default program Discuss how default programs are associated with certain programs Learn how to change or set the default program associated with a file type Key Term Default program Windows maintains a list of file extensions and associated default programs that enable Windows to open the correct file when you click on it. Issues arise when working with generic files that can be opened with multiple programs. You are able to manage these settings. This objective discusses how to manage these settings via the Default Programs control program. Visualizing Technology Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall <#>

Default Programs The operating system maintains a list of file extensions and associated default programs that enables it to automatically open the correct program when you click on a file. This is fine for file types that are specific to one program. It can be a problem with more generic file types that can be opened with several different programs. A default program is an application that is associated with a file that allows you to open, view, and edit the file. Windows maintains a list of file extensions and associated default programs, which allows Windows to automatically open the correct program. Keep in mind that some file types can be opened by more than one application, so it is important to know how to change the default program. Visualizing Technology Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall <#>

Default Programs In the Default Programs control panel: Click the Set your default programs option to work with the programs on your computer. This opens the Set Default Programs window. This window allows you to view and modify the file types the program opens by default. To restore all the program’s defaults at once: Click Set The Program as Default or Click Choose Defaults for This Program to modify them individually. This allows you to specify which file types should be automatically opened by this program. A default program is an application that is associated with a file that allows you to open, view, and edit the file. Windows maintains a list of file extensions and associated default programs, which allows Windows to automatically open the correct program. Keep in mind that some file types can be opened by more than one application, so it is important to know how to change the default program. Visualizing Technology Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall <#>

Default Programs If you select the Choose Defaults for This Program, a new window opens and allows you to pick items individually. A default program is an application that is associated with a file that allows you to open, view, and edit the file. Windows maintains a list of file extensions and associated default programs, which allows Windows to automatically open the correct program. Keep in mind that some file types can be opened by more than one application, so it is important to know how to change the default program. Visualizing Technology Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall <#>

Default Programs Windows allows you to manage file type association directly. The Default Programs control panel enables you to manage these settings. To access it, click the Start button and click Default Programs. As shown here, the Paint program is selected and has options to change the default. Visualizing Technology Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall <#>

Managing File Type Associations
To manage file type associations directly, in the Default Programs control panel: Click Associate a File Type or Protocol With a Program. A default program is an application that is associated with a file that allows you to open, view, and edit the file. Windows maintains a list of file extensions and associated default programs, which allows Windows to automatically open the correct program. Keep in mind that some file types can be opened by more than one application, so it is important to know how to change the default program. Visualizing Technology Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall <#>

Managing File Types To manage file type associations directly, in the Default Programs control panel, click Associate a file type or protocol with a program. In this example, a .bmp file type is being associated with the Picasa Photo Viewer. Visualizing Technology Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall

Use the Default Programs control panel or Finder on your computer to complete this section of the project. What program is currently associated with MP3 files? What other files types can this program open by default? What other programs are installed on your computer that can open MP3 files by default? Use the Default Programs control panel or Finder on your computer to complete this section of the project. What program is currently associated with MP3 files? What other files types can this program open by default? What other programs are installed on your computer that can open MP3 files by default? Windows Media Player is currently associated with MP3 files. Audacity is another audio application program. Visualizing Technology Copyright © 2014 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 © 2014 Pearson Education, Inc. Publishing as Prentice Hall Visualizing Technology Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall

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