File Management, Virus Protection, and Backup

File Management, Virus Protection, and Backup
Section A File Basics CHAPTER 4 PARSONS/OJA File Management, Virus Protection, and Backup Page 168

Chapter 4 Chapter PREVIEW Create valid names for files and folders Use file management features Describe how a computer physically stores files Explain viruses, boot sector viruses, macro viruses, Trojan horses, worms, and Denial of Service attacks Describe how antivirus software is used Understand backup and restore plans Compare backup devices Page 169

Section A File Basics Chapter 4 Filenames, Extensions, and Formats: What are the rules for naming files? Every file has a name, and might also have a filename extension You must provide a valid filename that adheres to rules or file-naming conventions Page 170

File Basics File Basics Section A 4
Chapter 4 What are the rules for naming a file? Page 170

Section A File Basics Chapter 4 Why are certain characters and words not allowed in a filename? Certain characters have significance to an operating system and you may not be able to use them in a filename DOS and Windows use the : C: (representing hard drive), A: (representing floppy drive) Reserved words are words that are used as commands or special identifiers and can not be used as file names unless some other words or characters are added to them Page 171

File Basics Section A 4 Are filename extensions important?
Chapter 4 Are filename extensions important? Filename extension further describes the file contents Separated by the filename with a dot Readme.txt, Newsletter.doc Related to the file format, the arrangement of data in a file, and the coding scheme used to represent the data Most software programs have a native file format that is used to store files They display any files that have the filename extension for its native file format Page 171

File Basics Section A 4 Are filename extensions important?
Chapter 4 Are filename extensions important? Click to start Page 171

Section A File Basics Chapter 4 File Locations, Folders, and Paths: How do I designate a file’s location? You first specify where file will be stored A: for floppy disk drive C: for hard drive D through Z for additional storage CD, Zip and DVD drive letters are not standardized Page 172

File Basics Section A 4 What’s the purpose of folders?
Chapter 4 What’s the purpose of folders? An operating system maintains a list of files called a directory for each disk, CD-ROM or DVD Root directory Main directory of a disk Provides a useful list of files Folders - smaller lists within directories A folder is separated from a drive letter and a filename by a backslash (\) Page 172

C:\Music\Reggae\Marley One Love.mp3
Section A File Basics Chapter 4 What’s the purpose of folders? A file specification (path) is the drive letter, folder, filename, and extension that identifies a file C:\Music\Reggae\Marley One Love.mp3 drive letter extension filename Primary Folder Secondary Folder Page 172

Section A File Basics Chapter 4 File Sizes and Dates Page 173

File Basics Section A 4 What’s the significance of a file’s size?
Chapter 4 What’s the significance of a file’s size? A file contains data, stored as a group of bits The more bits, the larger the file File Size is usually measured in bytes, kilobytes, or megabytes Page 173

File Basics Section A 4 Is the file date important?
Chapter 4 Is the file date important? Your computer keeps track of the date that a file was created or last modified The file date is useful if you have created several versions of a file and want to make sure that you know which version is the most recent Page 173

Section B File Management CHAPTER 4 PARSONS/OJA File Management, Virus Protection, and Backup Page 174

File Management Section B 4
Chapter 4 Application-Based File Management: How does a software application help me manage files? Applications provide a way for opening and saving files from/to specific folders on a designated storage device An application may also provide additional file management capabilities, such as deleting and renaming files Page 174

Chapter 4 How does a software application help me mange files? Page 174

Chapter 4 What’s the difference between the Save option and the Save As option? Page 175

Chapter 4 What other options does the Save As dialog box provide? You can use it to rename a file, delete a file, or create a folder Click to start Page 175

Chapter 4 File Management Utilities: How does the operating system help me manage files? File manager utility software Provided by your computer operating system Helps you locate, rename, move, copy, delete files and discover file properties Page 176

Chapter 4 File Management Metaphors: How does a metaphor help me visualize the “big picture” for my file storage? A storage metaphor helps you visualize and mentally organize the files on your disks and other storage devices These metaphors are also called logical storage models Page 177

Chapter 4 What storage metaphors are typically used for personal computers? Storage metaphor is like a filing cabinet Another is the tree storage metaphor Page 177

File Management Section B 4 How do these metaphors work?
Chapter 4 How do these metaphors work? For practicality, storage metaphors are translated into more mundane screen displays Page 177

Chapter 4 Windows Explorer: How do I use a file management utility? Windows Explorer is an example of a file management utility Click to start Page 178

Chapter 4 What can I do with the folders and files that are listed in Windows Explorer? Rename – change the name of a file or folder Copy – copy a file from your hard disk to a floppy disk Move – move a file from one folder to another Delete – delete a file when you no longer need it Page 179

Chapter 4 What can I do with the folders and files that are listed in Windows Explorer? Page 179

Chapter 4 How can I work with more than one file at a time? Select the files Hold down Ctrl key, and click each file Click first, then hold shift key and click on last file Select the operation to be carried out (rename, copy, delete, or move) Page 179

Chapter 4 Physical File Storage: Is data stored in specific places on a disk? The physical storage model describes what actually happens on the disks and in the circuits A storage medium must be formatted Formatting creates the equivalent of electronic storage bins by dividing a disk into tracks, and then further dividing each track into sectors Page 180

Chapter 4 Is data stored in specific places on a disk? Page 180

File Management Section B 4 How does a disk get formatted?
Chapter 4 How does a disk get formatted? Formatting utilities are supplied by operating system or by companies that manufacture the drives Click to start Page

Chapter 4 How does the operating system keep track of a file’s location? The OS uses a file system to keep track of the names and locations of files that reside on a storage medium Mac OS – Hierarchical File System (HFS) Linux – Ext2fs Windows NT, 2000, XP – NTFS Windows 95, 98, ME - FAT32 Windows FAT16 Page 181

Chapter 4 How does the operating system keep track of a file’s location? To speed up the process, sectors are grouped into clusters File allocation table (FAT) - an operating system file that maintains a list of files and their physical location on the disk. Like a table of contents A damaged FAT results in losing data Page 181

Chapter 4 How does the operating system keep track of a file’s location? Page 182

File Management Section B 4 What happens when a file is deleted?
Chapter 4 What happens when a file is deleted? The OS simply changes the status of the file’s clusters to “empty” and removes the filename from the FAT. It doesn’t remove the data, just the references to it Special file shredder software can be used to overwrite “empty” sectors with random 1s and 0s Helpful if you want to make sure that your personal data no longer remains on the hard disk Page 182

Chapter 4 How does the Recycle Bin affect file deletions? Deleted files are moved to the Recycle Bin folder Helps to protect against accidental erasures Page 183

File Management Section B 4 How does a disk become fragmented?
Chapter 4 How does a disk become fragmented? As computer files are added/deleted, parts of files tend to become scattered all over the disk These fragmented files are stored in noncontiguous clusters Slows drive performance Defragmentation utility – rearranges the files on a disk so that they are stored in contiguous clusters. Page 183

File Management Section B 4 How does a disk become fragmented? Chapter
Page 183

Section C Computer Viruses CHAPTER 4 PARSONS/OJA File Management, Virus Protection, and Backup Page 185

Computer Viruses Section C 4
Chapter 4 Viruses, Trojan Horses, and Worms: What’s the technical definition of a virus? A computer virus is a program that attaches itself to a file, reproduces itself, and spreads to other files A virus can perform a trigger event: Corrupt and/or destroy data Display an irritating message Key characteristic is their ability to “lurk” in a computer for days or months quietly replicating themselves Page 185

Chapter 4 What’s the technical definition of a virus? File virus - a virus that attaches itself to an application program Chernobyl – can affect almost any EXE files, including games and productivity software A boot sector virus infects the system files that your computer uses every time you turn it on A macro virus infects a set of instructions called a “macro”. Macro - a miniature program that usually contains legitimate instructions to automate document and worksheet production Page 186

Chapter 4 How is a Trojan horse different from a virus? A modern day Trojan horse is a computer program that appears to perform one function while actually doing something else Not a virus, but may carry a virus Does not replicate itself Another type of Trojan horse looks like a log-in screen PictureNote.Trojan – arrives as named picture.exe and then tries to steal login and passwords Page 186

Computer Viruses Section C 4 What’s a worm?
Chapter 4 What’s a worm? A software worm is a program designed to enter a computer system through security holes Usually through a network Does not need to be attached to a document to reproduce “Love Bug” – arrives as attachment and overwrites most music, graphic, document, spreadsheet and web files on your disks Denial of Service attacks Page

Section C Computer Viruses Chapter 4 How are viruses spread? Page 187

Computer Viruses Section C 4 How are viruses spread?
Chapter 4 How are viruses spread? Viruses are spread through s as well Macro viruses are usually found in MS Word and MS Excel files (.doc and .xls) To keep safe, you can disable macros on files you do not trust Page

Computer Viruses Section C 4 What are the symptoms of a virus?
Chapter 4 What are the symptoms of a virus? Your computer displays a vulgar, embarrassing or annoying message Your computer develops unusual visual or sound effects You have difficulty saving files: files mysteriously disappear Your computer reboots suddenly Your computer works very slowly Your executable files unaccountably increase in size Your computer starts sending out lots of messages on its own Page 188

Chapter 4 Antivirus Software: What should I do if my computer gets a virus? Antivirus software is a set of utility programs that looks for and eradicates viruses, Trojan horses, and worms Page 189

Computer Viruses Section C 4 How does antivirus software work?
Chapter 4 How does antivirus software work? Hackers have created viruses that can insert themselves into unused portions of a program. To counterattack the work of hackers, antivirus software designers created software with a checksum - a number calculated by combining binary values of all bytes in a file Compares checksum each time you run a program Page 189

Computer Viruses Section C 4 How does antivirus software work?
Chapter 4 How does antivirus software work? Antivirus software also checks for a virus signature – a unique series of bytes used to identify a known virus Write-protecting a floppy disk will not prevent virus infection because you need to remove write protection each time you save a file to disk Page 189

Computer Viruses Section C 4 When should I use antivirus software?
Chapter 4 When should I use antivirus software? “All the time” Most antivirus software allows you to specify what to check and when to check it Norton Antivirus McAfee Antivirus Page 189

Computer Viruses Section C 4 How often should I get an update?
Chapter 4 How often should I get an update? New viruses and variations of old viruses are unleashed just about everyday Check website of antivirus software publisher for periodic updates Some software periodically reminds you to check for updates Page 190

Computer Viruses Section C 4 How reliable is antivirus software?
Chapter 4 How reliable is antivirus software? Antivirus software is pretty reliable, but viruses try to get around detection Multi-partite viruses Polymorphic viruses Stealth viruses Retro viruses Antivirus software is not 100% reliable, but protection is worth the risk Page 190

Computer Viruses Section C 4 Virus Hoaxes: What’s a virus hoax?
Chapter 4 Virus Hoaxes: What’s a virus hoax? Some viruses don’t really exists A virus hoax arrives as an message containing dire warnings about a supposedly new virus that is on the loose Recommends a strategy Recommends forwarding the Says no one has a fix for it yet Many cases it is a fake Page 191

Computer Viruses Section C 4 How do I recognize a hoax?
Chapter 4 How do I recognize a hoax? Bogus virus message usually contain a long list of people in the To: and CC: boxes and have been forwarded to a lot of people List some “authority” Most recommend reformatting Fake viruses are often characterized as doing bizarre deeds You can validate the hoax by going to a reliable website that lists hoaxes and viruses Page 191

Computer Viruses Section C 4 How do I recognize a hoax? Chapter
Page 191

Section D Data Backup CHAPTER 4 PARSONS/OJA File Management, Virus Protection, and Backup Page 193

Section D Data Backup Chapter 4 Backup and Restore Procedures: How do I make a backup? Data backup, a copy of a file or the contents of a disk drive, provide the best all-round security for your data A backup is usually stored on a different storage medium from the original files The exact steps that you follow depend on your backup equipment, the software you use to make backups, and your personal backup plan Page 193

Data Backup Data Backup Section D 4 How do I make a backup?
Chapter 4 How do I make a backup? Click to start Page 193

Data Backup Section D 4 How do I restore data?
Chapter 4 How do I restore data? You restore data by copying files from a backup to the original storage medium or its replacement Page 194

Section D Data Backup Chapter 4 What’s the best backup plan? Page 194

Data Backup Section D 4 Do I have to back up every file?
Chapter 4 Do I have to back up every file? A full-system backup contains a copy of every program, data, and system file on a computer Best is to select a strategy Store data files in specific location Also backup: Internet connection information folders address book Favorite URLs Downloads Page

Data Backup Section D 4 What about the Windows Registry?
Chapter 4 What about the Windows Registry? It is always open, so some backup software won’t back it up If can, make a backup Update backup every time you install new software or hardware Page 195

Section D Data Backup Chapter 4 How do I avoid backing up files that contain viruses? Use and update frequently antivirus software Scan and remove viruses before making backup Page 196

Data Backup Section D 4 How often should I back up my data?
Chapter 4 How often should I back up my data? Backup your data depending upon how much data you can afford to use Under normal use, once-a-week should be good enough Page 196

Data Backup Section D 4 How many sets of backups do I need?
Chapter 4 How many sets of backups do I need? One backup is good, but in case your backup gets corrupted, you should maintain a rotating set of backups Page 196

Data Backup Section D 4 Will all of my backups contain the same files?
Chapter 4 Will all of my backups contain the same files? Full backup - copy of all files on a disk; safe but can take a long time Computer cannot be used during backup Backup device requires equal capacity Differential backup - copy of all files that have changed since the last full backup Takes less time but more complex Requires one full backup and then you will make differential backups at regular intervals Page 196

Chapter 4 Will all of my backups contain the same files? Incremental backup - copy of all files that have changed since the last backup Not necessarily since the last full backup, but since any previous backup Takes the least time but is most complex to restore Requires good record keeping Label correctly Page 196

Chapter 4 Will all of my backups contain the same files? Click to start Page 196

Data Backup Section D 4 How can I make sure that my backups will work?
Chapter 4 How can I make sure that my backups will work? Enable the “read after write” or “compare” option provided by the backup software Test your backup by trying to restore at least one file Page 197

Data Backup Section D 4 Do I need a boot disk?
Chapter 4 Do I need a boot disk? A boot disk is a floppy disk or CD that contains the OS files needed to boot your computer without using hard drive Most manufacturers include a recovery CD for restoring your system to original setup Windows Startup Disk – it loads OS, and the CD-ROM drivers necessary for your computer to access files on the CD-ROM Antivirus software creates rescue disk with boot info and antivirus software Page

Data Backup Section D 4 Do I need a boot disk?
Chapter 4 Do I need a boot disk? Yes, it is a good idea to have a boot disk Page 197

Data Backup Section D 4 Where should I restore my backups?
Chapter 4 Where should I restore my backups? Store backups in a safe place Store backups in a different location Page 198

Data Backup Section D 4 Can I store my backups on the Internet?
Chapter 4 Can I store my backups on the Internet? Several web sites offer fee-based backup storage space When needed, you simply download backup files from the Web onto your hard disk Page 198

Data Backup Section D 4 Can I store my files on a network server?
Chapter 4 Can I store my files on a network server? If connected, you can store your files onto the network Get permission first Store your data in a password-protected, non-shared folder (remember network is shared) Make sure the server is backed up on a regular basis Page 198

Section D Data Backup Chapter 4 Backup Equipment: Is a tape drive the best backup device? Tape backup Used in business Gaining popularity among individuals as the price of tape drives decreases Data is copied to magnetic tape Tape drive can be internal or external Stored digital format Can be printed Page 198

Section D Data Backup Chapter 4 Do floppy disks and Zip disks play any role in backups? Floppy disks are inexpensive, contain 1.44 MB space, and are good for several documents Zip disks with 100 MB and 250 MB capacity is sufficient for documents and digital graphics Several 750 MB Zip disks might be sufficient for backing up all of your data files Page

Data Backup Section D 4 What about writable CDs and DVDs?
Chapter 4 What about writable CDs and DVDs? Writable optical technologies provide good storage capacity and blank disks are fairly inexpensive Page 199

Data Backup Section D 4 How about a second hard disk drive?
Chapter 4 How about a second hard disk drive? Good backup option Disadvantage: susceptible to same dangers of first drive Page 199

Data Backup Section D 4 How do I choose a backup device? Chapter
Page 199

Section D Data Backup Chapter 4 Backup Software: Do I need special software to make a backup? Software depends on your backup plan Can use your file management utility to do simple file copying; backup software are available Page 200

Section D Data Backup Chapter 4 What’s the easiest way to make a copy of a floppy disk? Many personal computer OSs provide a Copy Disk Utility Makes copies of floppy disks only Page 200

Section D Data Backup Chapter 4 What’s the easiest way to make a copy of a floppy disk? 1. Place the disk that you want to copy in the floppy disk drive. Make sure that you also have a blank disk handy. 2. Double-click the My Computer icon. 4. Click the Copy Disk option. 3. Right-click the 3½ Floppy (A:) icon. 5. Click the Start button. The contents of the disk are copied into RAM. When prompted, insert a blank disk drive A so that the data can be copied from RAM to the blank disk. Page 200

Data Backup Section D 4 Where can I get “real” backup software?
Chapter 4 Where can I get “real” backup software? Backup software is provided with many backup devices, particularly tape drives Useful features include Ability to restore all of your programs and data files without manually reinstalling Windows or any other applications An option to schedule unattended backups Support for a variety of backup devices Page 201

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