1. Technology Mrs. Huddleston
FILE MANAGEMENT
Technology
Mrs. Huddleston

2. Huddleston - File Management
Definitions
File: a named collection of data, instructions, or information
File Management: organizing your documents
Naming files
Where you save/store your files
Huddleston - File Management

3. Huddleston - File Management
Storage vs. Memory
Storage: media and devices used to save and retrieve data, instructions, information, etc.
Memory: the amount of data that can be stored
When you want to work with a file, you read it from storage and place it in memory
When you are finished with the file, you write it from memory into storage
Huddleston - File Management

4. Reading vs. Writing reading writing
Process of transferring data, instructions, and information from a storage medium into memory
Serves as a source of input (opening a file)
writing
Process of transferring items from memory to a storage medium
Serves as a source of output (saving a file)
Huddleston - File Management

5. Where Can Data Be Stored?
A Drive: on a floppy disk (obsolete)
C Drive: in the system unit
Server: computer which provides storage for multiple users
electronic mail attachments
CD-R/CD-RW: burnable CDs
DVD: burnable DVDs
Portable Devices
Internet Hard Drives/the Cloud: web storage
Huddleston - File Management

6. Huddleston - File Management
A Drive
Pros
Convenient and mobile
Cheap
Safe access: no one else has access while in your possession
Cons
Easily lost or damaged
Easy way to spread viruses
Longest save time
Very limited memory: least amount of space (1.44 MB)
Huddleston - File Management

7. Huddleston - File Management
C Drive
Pros
Quick save time: often < 1 sec.
Can save much larger amounts of data ( Gigs)
Cons
Mobility limited to one computer
Not as safe-anyone with access to the computer can look at your files
Huddleston - File Management

8. Huddleston - File Management
Server
Pros
Quick save time: often <1 sec.
Secure: password protected
Save enormous amounts of data (terabytes)
Cons
Access limited/denied if server is down
Limited mobility: must be on a computer connected to that server
Huddleston - File Management

9. Huddleston - File Management
Burning CDs
Pros
Can save large amounts of data (700 MB)
Mobile; can use in any CD drive
Cons
Must have a CD-RW to write
Time consuming to burn
Easily damaged
Huddleston - File Management

10. Huddleston - File Management
CD-R vs. CD-RW
CD-R: Compact Disc-Read
Can read/write information only once
Once burned, information cannot be erased
CD-RW: Compact Disc-Read/Write
Can read/write multiple times
Entire CD must be erased before re-writing to it
Huddleston - File Management

11. Huddleston - File Management
Burning DVDs
The new alternative to CD-Roms.
Pros
Can save large amounts of data (6X that of a CD)
Mobile; can use in any DVD drive
Cons
Must have a DVD burner to write
Time consuming to burn
Easily damaged
DVD burners are expensive
Huddleston - File Management

12. Huddleston - File Management
Caring for CDs/DVDs
Avoid extreme temperatures
Hold only by the sides
Do not touch the underside
Keep away from food, drink, dust, etc.
Do not stack after being burned
Huddleston - File Management

13. Huddleston - File Management
Portable USB Devices
Pros
Convenient and mobile: can use on device (computer, digital camera, etc) computer with a USB drive
Cons
Usually more expensive
Huddleston - File Management

14. Internet Hard Drives/the Cloud
Pros
Usually free storage (ads produce revenue)
Files can be accessed from any computer or device with Web access
Allows off-site backup
Can authorize access to others
Large files can be downloaded instantaneously
Cons
Need a fast connection and large bandwidth for large files
Huddleston - File Management

15. Huddleston - File Management
Backing Up Data
Duplicating a file by saving it in more than one place or under more than one name.
Huddleston - File Management

16. Huddleston - File Management
Save vs. Save As
Save As
First naming and saving a document
Re-naming a document
Save
After original document has been saved and needs no name changes
Even if you use Save the first time, it will automatically take you to the Save As menu.
Huddleston - File Management

17. Huddleston - File Management
Using Save As
Use Save As for all saving, even once a document is named.
cuts down the file size by replacing existing file instead of saving over it (adding to original file)
Huddleston - File Management

18. Huddleston - File Management
Naming Files
Use lower case.
Keep file names short.
Don’t use spaces. Use the _ to indicate a space.
This is really only important when saving web files.
Use letters and numbers only.
Don’t use the slash (/).
Huddleston - File Management

19. Huddleston - File Management
Naming Files (cont.)
Don’t leave a blank space at the end of a file name.
Do not use a period.
The period signals the end of the file name and the beginning of the extension.
All of these same rules apply for naming folders.
Huddleston - File Management

20. Huddleston - File Management
File Extensions
Definition: 3 or 4 letter abbreviation telling which program was used to create the file or what type of file it is.
.doc Word
.xls Excel
.ppt Power Point
.htm/.html Web Pages
.jpg/.gif Images
.mov/.mpg Movies
Huddleston - File Management

21. File Extensions (cont.)
Files will usually only work in the programs in which they were initially created.
Example:
.doc will only work in Microsoft Word. .wps documents will work only in Word Perfect.
You cannot open one in the other.
Huddleston - File Management