1. Naming and Saving Files
Chapter 4
Naming and Saving Files
Practical PC, 3e
Chapter 4

2. Naming and Saving Files
In this Chapter, you will learn:
What a file is
What names you can give a file
What a file extension is
How to convert a file to another format
How to tell the PC where you want the file stored.
How to create and save files
About floppy disks and floppy disk drives
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3. What is a File?
A grouping of information that is given a name and stored on one of your PC’s storage devices is called a file.
A file can be:
A picture
A text document
A program file
A web page
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4. What is a File?
A file that contains the instructions for a software program is called an executable file.
The Windows Programs menu contains shortcuts to the main executable files on your PC.
Files created from these programs are called data files. You can open a data file several ways.
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5. Two of the ways to open data files
What is a File?
You can use the Open feature of your application to select a data file
Two of the ways to open data files
You can access most recently used files here
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6. Naming Your Files
When you are creating a document in a program, it is kept in memory.
When you are ready to save the file on more permanent storage so that you can reuse it, you must give the file a name.
Older systems limit file names to 8 characters or less.
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7. Naming Your Files
Newer systems allow up to 255 characters, including spaces.
This is known as the ability to use long file names, and started with Windows 95.
Windows allows capitalization, but is not case sensitive.
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8. A comparison in naming conventions
Naming Your Files
A comparison in naming conventions
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9. The File Extension Part of File Names
Every file has an identifier added to the end of it called a file extension.
This file extension identifies the type of data in the file and what program created it.
When you save a file, the program appends a period (.) and the correct file extension to the name you select.
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10. The File Extension Part of File Names
Every software program has a registered file extension that it automatically uses (the default), unless you change it.
Windows maintains a list of default file extensions and the matching file format so that it can help you open files.
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11. The File Extension Part of File Names
Some of the more common file types and formats
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12. Converting files from one format to another
Application programs like Word open and edit their own document formats – in this case .doc files.
Most programs have import routines that allow you to open files in other formats – in this case files such as .wpd (Word Perfect) or .txt (text files).
Programs also have export routines that allow you to convert the file to a format other than the default when you save it.
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13. Converting files from one format to another
Importable file types in Word’s Open dialog box
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14. Telling the PC where to store the file
Depending on your PC, you probably have several options for file storage.
Options might include one or more hard drives, a floppy disk drive, a CD drive and one or more network drives.
Each storage device is identified with a device letter.
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15. Telling the PC where to store the file
Device letters can be changed, but the usual letters are:
The hard drive (C:) is the largest and fastest
The floppy drive (A:)
The main network drive (F:)
The CD drive (E:)
When you save a file, you must also specify the location of the file as well as the name.
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16. Telling the PC where to store the file
Another way of organizing the files you save is to create folders for them.
A folder is used just like a paper folder, and helps categorize the files saved.
When you save a file, you will also identify the folder to put it in.
A typical path to a file might look like this:
C:My letters\Mom1.doc\
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17. Telling the PC where to store the file
The dialog box for saving a file from Word
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18. Hardware – floppy disks and drives
A floppy disk is a small removable storage media usually housed in a 3.5 inches square plastic case.
Floppy disks are very handy for transferring data between computers.
They are also used for backing up important files.
When the disk is inserted in the drive, the access hatch cover opens so that the data can be read.
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19. Hardware – floppy disks and drives
A write-protect window allows you to prevent the PC from writing on the disk.
Disks are heat sensitive and should not be exposed to high heat or sunlight.
Exposing the disk to a strong magnet will erase all of the saved data.
For long storage, disks should be stored in a clean dry area with moderate temperatures.
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20. Hardware – floppy disks and drives
Inside a floppy disk
Data storage disk
Label
Write-protect window
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21. Hardware – floppy disks and drives
Floppy disks are relatively small and many files may not fit on them. Floppy disks can store only 1.44 megabytes (MB) (1,440,000 characters).
Zip disks and zip drives store 100 or 250 MB.
SuperDisks and LS-120 drives store 120 MB, but will also read standard floppy disks.
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22. Hardware – floppy disks and drives
3 different types of removable storage disks
Zip Disk
Super Disk
Floppy Disk
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23. Hardware – floppy disks and drives
Data is stored in a series of 0s and 1s in an ASCII code format.
Using a read/write head, the disk drive writes each character in a group of 8 particles per byte.
Each disk is divided into tracks and sectors so that data can be written and retrieved quickly.
A disk must be formatted into these tracks and sectors before it can be used.
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24. Hardware – floppy disks and drives
Formatting a floppy disk
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25. Should governments regulate encryption?
What do you think?
Should governments regulate encryption?
Would you ever want to encrypt the files you have stored on your PC?
Should your government have a universal key for unlocking all encrypted files?
If someone devices an unbreakable encryption scheme, do you think that your government should attempt to keep it a secret?
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26. Chapter Summary You should now be able to: Create and name a file
Create folders to organize your data
Save the file in the correct folder
Understand naming conventions and file extensions
Convert a file to a different format
Recognize several types of floppy disk drives
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