2. Chapter 4
File Management

3. IC3 Certification Objectives
GS5
Computing Fundamentals
Domain 3.0 Computer software architecture
Objective 3.6 Know file structures and file/folder management
Objective 3.7 Document management
Objective 3.9 Searching for files
Objective 3.10 Rights and permissions (administrative rights)

4. IC3 Certification Objectives
GS5
Computing Fundamentals
Domain 4.0 Backup and restore
Objective 4.1 Understand backing up concepts
Domain 5.0 File sharing
Objective 5.1 Understand file transfer options and characteristics
Key Applications
Domain 1.0 Common features
Objective 1.8 Be able to drag and drop

5. IC3 Certification Objectives
GS5
Key Applications
Domain 2.0 Word processing
Domain 2.10 Understand which file types are compatible or editable with word processors
Domain 3.0 Spreadsheets
Objective 3.11 Understand compatible spreadsheet file types
Domain 5.0 Presentations
Objective 5.1 Understand file types compatible with presentation software

6. IC3 Certification Objectives
GS4
Computing Fundamentals
Domain 1.0 Operating system
Objective 1.2 Manage computer files and folders
Objective 1.3 Manage computer configuration, Control Panel, OS drivers
Domain 3.0 Computer software and concepts
Objective 3.4 Software tools
Domain 4.0 Troubleshooting
Objective 4.4 Backup/restore

7. IC3 Certification Objectives
GS4
Key Applications
Domain 1.0 Common features and commands
Objective 1.3 Navigating

8. Section
4.1
File and Folder Names

9. Essential Question
How is a file-naming scheme important to good computing?

10. Section 4.1 Learning Goals
After completing this section, you will be able to:
Explain how to create meaningful, legal file names.
Use Windows Explorer to rename files and folders.

11. Terms CamelCase file association file name file name extension
file path
file tree
folder
folder name
library
naming convention
nested
reserved symbols
subfolder

12. Windows File and Folder Names
File name is a label that identifies a unique file on a computer system
Folder is a container in which files are stored
Subfolders are folders contained within another folder
Subfolders are nested in other folders
A folder name is a label that identifies a unique folder on a computer system

13. Windows File and Folder Names
Legal Names
Drive and folder location of a file plus its file name is the file path
Reserved symbols are characters that Windows uses for special meaning
Up to 260 characters for name and path
Spaces permitted but pose problems for other systems

14. Windows File and Folder Names
Meaningful Names
Naming convention is a pattern that is followed whenever a file name is created
CamelCase is a naming convention in which the beginning of each word in the name is capitalized

15. Windows File and Folder Names
File Name Extensions
Tells the Windows operating system which software to use to open the file
File association is a process in which Windows links a file name extension to a software program

16. Windows File and Folder Names
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17. Windows File and Folder Names
Naming a Group of Related Files
Use a similar word pattern
Similar words cause files to be displayed together
Include creation date in the file name

18. Windows File Explorer Locate and manage files Interface contains
Address bar
Ribbon toolbar
Navigation pane on left
Folder contents on right
File tree can be expanded to display subfolders and the files contained within them

19. Windows File Explorer
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20. Windows File Explorer
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21. Windows File Explorer Folders Organizational tool
User’s name appears on desktop
Documents folder
Default storage location
Limit file number to window size
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22. Windows File Explorer Libraries
Collections of similar files and folders that are displayed together, but that may be stored in different locations
No file or folder connected to a library
Deleting a library will not affect the folders within

23. Windows File Explorer Displaying File Name Extensions
Useful information hidden from users
Can be changed using Folder Options feature
Renaming Files and Folders
File menu rename feature
Use shortcut menu
Single-click twice to reenter name

24. Windows File Explorer
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25. Section 4.1 Review 1. What are the three parts of a file name?
The file name, a period (“dot”), and the file name extension.
2. What are the two parts of the file path?
The drive and folder location of the file and its file name.
3. Write this file name in CamelCase: My Picture of Venice.jpg.
MyPictureOfVenice.jpg

26. Section 4.1 Review 4. What is a library in Windows Explorer?
A collection of similar files and folders that are displayed together, but that may be stored in different locations.
5. Why would you turn on the display of file name extensions?
To eliminate confusion when two or more files have the same name, but different file name extensions.

27. Section 4.1 Review
IC3 Certification Practice The dialog box displays the properties of a file. What is the file size? A. 16,045 KB B. Not displayed C KB D MB

28. Locating Files and Folders
Section
4.2
Locating Files and Folders

29. Essential Question
How does your ability to locate files impact your productivity?

30. Section 4.2 Learning Goals
After completing this section, you will be able to:
Locate files and folders on a computer system.
Sort the list of files in a folder.
Discuss sharing files online.

31. Terms
file management
root
sorting
wildcards

32. Locating Files and Folders
File management is working with files on the hard drive or other storage medium
Saving and locating files is a thoughtful process
Organize files that belong together
Save similar files together in meaningful folder
Root is the top folder of the drive in a hierarchy

33. Locating Files and Folders
Searching for Files
File Explorer has search box
Enter file name into search box
All files with name are displayed
Wildcards can be used in the search box to represent unknown characters
* represents any set of characters
? represents a single character

34. Locating Files and Folders
Searching Inside Files
Windows File Explorer searches inside certain file types
DOC and DOCx are by default set to have the content searched
Windows can be set to search the content of all file types

35. Locating Files and Folders
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36. Sorting Files Sorting is arranging a list by a certain criterion
Alphabetically
By date
By size
By file type
Use File Explorer
View details
Click on a header to sort

37. Sorting Files
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38. Sharing Files Online New technologies allow sharing files online
Dropbox and Google Cloud are free
Subscription extends capacity
Account must be created to upload and download files
Use caution with shared files
Public files can be seen by anyone
Private files can be seen only by those with whom the file is shared

39. Section 4.2 Review 1. What is the top folder of the file tree called?
The root
In which utility is the file search option found in Windows?
Windows Explorer
Which wildcard represents a single unknown character?
The question mark (?)

40. Section 4.2 Review
4. What should be entered to search for all image files with the .jpg file name extension?
*.jpg
How are files sorted by date in Windows Explorer?
Click the Date header to sort from oldest to newest or newest to oldest.

41. Section 4.2 Review
IC3 Certification Practice
Select the best choice for the statement. A computer icon is a(n):
A. file containing the full image of the small one displayed
B. folder
C. small image on a Windows screen that represents a file or folder
D. embedded computer
C. small image on a Windows screen that represents a file or folder

42. Organizing Files and Folders
Section
4.3
Organizing Files and Folders

43. Essential Question
What is the most efficient way to copy a file from one folder to another?

44. Section 4.3 Learning Goals
After completing this section, you will be able to:
Explain the difference between copying files and moving files.
Delete files and folders from a computer system.

45. Terms copy destination drag and drop move recycle bin shortcut menu
source

46. Copying and Moving Files and Folders
Source is the folder where the file or folder being transferred is originally located
Destination is the folder to where the file or folder is being transferred
Shortcut menu is a point-of-use menu displayed by right-clicking

47. Copying and Moving Files and Folders
Selecting Files and Folders
Single-click to select single file
Drag a selection window to select multiple files

48. Copying and Moving Files and Folders
Selecting Files and Folders
Select a sequence of files or folders
Single-click the first file
Hold down the [Shift] key
Single-click the last file
Select a nonsequential set of files or folders
Hold down [Ctrl] key
Click each file to select set

49. Copying and Moving Files and Folders
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50. Copying and Moving Files and Folders
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51. Copying and Moving Files and Folders
Copying Files and Folders
Copy of a file or folder is an exact duplicate of the original at the time the copy was made
Select files or folders and right-click for copy and paste

52. Copying and Moving Files and Folders
Moving Folders and Files
To move a file or folder means to remove it from the source folder and place it in the destination folder
Similar to copying, except only one version will exist
Select files or folders and right-click for cut and paste

53. Copying and Moving Files and Folders
Other Methods to Copy and Move
Drag and drop is a procedure in which an item is selected in one location, moved with the mouse, and placed in another location
Select files and folders, drag to destination
On same disk, action is a move; different disks, it is a copy
Use key combinations
Copy: [Ctrl][C] then [Ctrl][V]
Cut/move: [Ctrl][X] then [Ctrl][V]

54. Deleting Files and Folders
Select and click Delete in shortcut menu
Item moves to recycle bin for later deletion
Restoring
Recycle bin is a collection point for all deleted files and folders in Windows
Locate deleted file or folder in recycle bin
Click Restore in shortcut menu

55. Section 4.3 Review
1. The _____is a point-of-use menu displayed by right-clicking. shortcut menu 2. How do you select a file or folder in Windows Explorer? Single-click it 3. What is the difference between copying a file and moving it? Copying keeps the file in the source folder, while moving deletes the original file.

56. Section 4.3 Review
4. What is the key combination for cutting a file instead of copying it? [Ctrl][X] 5. What is the location in Windows from where a deleted file can be restored? The recycle bin

57. Section
4.4
File Utilities

58. Essential Question
How would society be impacted if social media websites did not back up their data?

59. Section 4.4 Learning Goals
After completing this section, you will be able to:
Use the Windows help system.
Explain the properties associated with a file.
Describe the process of backing up files and folders.
Discuss file compression methods.

60. Terms backup extracting file attribute file compression
file properties
help
system image

61. Windows Help
Help is resource to assist the user in learning how to use a feature of the program
Provided by almost all software programs, including the Windows OS
Help button is a question mark (?)
Windows Help and Support has search feature
Click on results to read full article

62. File Properties
File properties are all information about the file, but not the data contained within the file
Properties dialog box
General tab
Security tab
Details tab
Previous Versions tab

63. File Properties File properties General tab Security tab
Information such as file type, size of data, size of file
Created date, modified date, accessed date
File attributes are characteristics about the display, archiving, and save status of files
Security tab
Permits author to modify permissions for sharing
Allows restricted access

64. File Properties File properties Details tab Previous Versions tab
Extra data about the creation of the file and information related to authorship
Title and subject, rating, tags, comments, author’s name
Context-sensitive and differs by file format
Previous Versions tab
Lists when the file was backed up
Earlier versions can be retrieved

65. File Properties
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66. File Backups
Backup is a copy of a file that can be safely retrieved if anything unfortunate happens to the most recent version of the file
Files can be accidentally deleted, overwritten, modified, or corrupted
Saving Copies of Files
Save on different media or to cloud
Offsite is best

67. File Backups File Backups Saving Versions of Files
Use Save As function to rename new version
Reflect version in file name (FileNameV2.docx)
Windows Backup and Restore
Disk volume acts like a separate physical drive, but is really contained on the same drive
System image is a backup that is an exact duplicate of all data on the drive, including the drives required from Windows to run, your system settings, programs, and document files

68. File Backups
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69. File Compression
File Compression is a process of compacting the data in a file or group of files to reduce the overall size
Compress Files using Windows File Explorer
Use shortcut menu
Send to>Compressed (zipped) folder

70. File Compression Extract files Using Windows File Explorer
Extracting is what Windows calls the process of taking a file out of a ZIP file
Double-clicking compressed file icon extracts files

71. File Compression
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72. Section 4.4 Review
1. How is help launched for Windows Explorer? Click the Help button (question mark) in upper-right corner of the window. (Pressing the [F1] key also launches help.) 2. What are file properties? Information about the file, but not the data contained within the file.

73. Section 4.4 Review
3. Read-only and hidden are examples of file _____. attributes 4. List three ways to back up your work. Copy files to another drive, save multiple versions, and use the File History (or Windows Backup and Restore) utility.

74. Section 4.4 Review
5. How do you compress a group of files selected in Windows Explorer? Right-click on the selection, and click Send to>Compressed (zipped) folder in the shortcut menu.