1. File Management and Storage Devices

2. Floppy Disk Drive ► A floppy drive (normally designated as the "A" drive). ► A floppy drive (normally designated as the "A" drive). ► This is the drive (accessible from the outside of the computer) into which you can insert and/or remove a floppy disk. ► This is the drive (accessible from the outside of the computer) into which you can insert and/or remove a floppy disk. ► Floppy drives, in recent years have become less popular because of their low storage capacity. ► This is a magnetic device

3. Floppy Drives

4. Hard Disk Drives ► A hard drive (normally designated as the "C" drive). ► A hard drive (normally designated as the "C" drive). ► This is the primary internal storage device of your computer. ► This is the primary internal storage device of your computer. ► Normally, you will install programs on it and store your data on it. ► Normally, you will install programs on it and store your data on it. ► You cannot see the hard drive unless you remove the case of the computer. ► You cannot see the hard drive unless you remove the case of the computer. ► If you have an exceptionally large hard drive, it may be divided into two parts. In this case, you will have a "C" drive and a "D" drive. ► If you have an exceptionally large hard drive, it may be divided into two parts. In this case, you will have a "C" drive and a "D" drive. ► These are really two parts of the same drive (think of them in terms of "Drive C + Drive D = Drive C"). ► These are really two parts of the same drive (think of them in terms of "Drive C + Drive D = Drive C"). ► This is a magnetic device.

5. Hard Disk Drives

6. Hard Disk Drive

7. Optical Disk Drives ► A CD-ROM or DVD drive is accessed from outside the computer. ► A CD-ROM or DVD drive is accessed from outside the computer. ► It is normally designated as the "D" drive or the "E" drive if your "C" drive is divided into two parts- -C and D ► It will temporarily hold a CD (computer program or music CD). ► It will temporarily hold a CD (computer program or music CD). ► They are called Optical as a laser light reads the data on the disk as opposed to magnetic readers. ► They are called Optical as a laser light reads the data on the disk as opposed to magnetic readers.

8. Optical Drives

9. USB Drives ► Optionally, you may have a Jump, Flash or Zip drive. ► Optionally, you may have a Jump, Flash or Zip drive. ► These are portable drives that require the user to insert them into one of the computers USB Ports. ► Storage capacity ranges from 256MB up to 16 GB (16000MB). ► The drive letter will normally be “E” – depending on what other drives are in your computer ► This is a temporary storage device which uses a chip set for storing the data

10. USB Drives

11. Files and Folders ► How a disk drive is organized? ► Think of your disk drive as one big file cabinet. You will stash your work in the file cabinet. But you can't just throw documents in willy-nilly. You have to have an organizational structure to your filing system. ► Think of your disk drive as one big file cabinet. You will stash your work in the file cabinet. But you can't just throw documents in willy-nilly. You have to have an organizational structure to your filing system. ► Folders provide that organizational structure to a disk drive, just as they do in a file cabinet. First, you will put labeled folders into your cabinet/drive. Each folder will have a name. When you view the contents of a disk drive, folders are normally listed in alphabetical order. ► Folders provide that organizational structure to a disk drive, just as they do in a file cabinet. First, you will put labeled folders into your cabinet/drive. Each folder will have a name. When you view the contents of a disk drive, folders are normally listed in alphabetical order.

12. Files and Folders ► Inside the folder, you will put your documents. In order to be able to find your documents later within an overstuffed folder, you will give each document a name. On a PC, it is wise to use the following naming conventions for both folders and files: ► Inside the folder, you will put your documents. In order to be able to find your documents later within an overstuffed folder, you will give each document a name. On a PC, it is wise to use the following naming conventions for both folders and files: ► A file name is made up of two parts: ► A file name is made up of two parts:  (1) the name of the document and  (2) the file extension.  (2) the file extension. ► You may name a file anything you wish, but it is preferable to name a file something you are likely to remember later.

13. Files and Folders ► By rule of thumb, file names should be kept short (no longer than 8 characters). Although Windows and Macs allow longer file names, you will be in for some nasty surprises if you use longer file names. ► The second part of a file name is the extension. In the file text.doc, the word text is the file name and the.doc is the extension. A period always separates the two. The extension identifies what kind of a document you have. Some examples of file extensions are: .doc - Micrsoft Word Document .htm - Web document .htm - Web document .gif - image .jpg - image .ppt - PowerPoint Presentation

14. Creating your storage area ► You will need someplace to put the files you will be creating this semester. You could, of course, just toss them into the C drive where they would immediately be swallowed up the by sixteen gazillion other files that are already there. ► You will need someplace to put the files you will be creating this semester. You could, of course, just toss them into the C drive where they would immediately be swallowed up the by sixteen gazillion other files that are already there. ► A wiser move would be to create your own personal folder on the "C" drive where you will always store your files. One warning: Once stored on the "C" drive of a computer, your files are NOT portable. ► A wiser move would be to create your own personal folder on the "C" drive where you will always store your files. One warning: Once stored on the "C" drive of a computer, your files are NOT portable. ► You will need to use a Flash or Jump drive to move the files around.

15. Where did it go? ► Where did it go? It went where I put it!! ► There is no great mystery about saving documents. A document will go wherever you put it. However, if you don't pay attention, it's likely to end up where you least expect it. ► There is no great mystery about saving documents. A document will go wherever you put it. However, if you don't pay attention, it's likely to end up where you least expect it.

16. Where did it go? ► What folder is it in? Once you've chosen the drive, you must then select the folder. You can put it in any folder you want. Better you should choose the folder than the computer. ► What is the of the name of the file? You can call it anything you like, but remember the filename conventions we talked about? Play it safe, and use only 8-character file names. For consistency, use all lowercase letters in filenames. Then you never have to wonder, "Did I capitalize the name of that file?" ► What is the extension? If you have created a MS Word document, be sure the extension is.doc. If it is anything else, MS Word won't be able to read it the next time you try to open it. ► When you have answered all these questions in the "SAVE" dialogue box, you are ready to click "OK" and save your file. ► When you have answered all these questions in the "SAVE" dialogue box, you are ready to click "OK" and save your file.

17. “Save” VS “Save As” ► The first time you save a document, you want to click on "File" then "Save As." ► The first time you save a document, you want to click on "File" then "Save As." ► The "SAVE AS" command gives you the opportunity to name the file. Any time you save the file after it has been named, you can simply click on "File" then "Save" and it will automatically be stored under the same name and in the original location.. ► The "SAVE AS" command gives you the opportunity to name the file. Any time you save the file after it has been named, you can simply click on "File" then "Save" and it will automatically be stored under the same name and in the original location.. ► The new file will overwrite the old one, replacing it on your disk. If you accidentally click on "SAVE" instead of "SAVE AS," MSWord will save you from yourself and automatically open up the "SAVE AS" dialogue box and ask you to name the file.

18. Paths ► Once a file or folder has been saved, it will have a specific address on the computer, just as you have one for your home. This "address," or where a file lives, is called a path. Here's an example: ► Once a file or folder has been saved, it will have a specific address on the computer, just as you have one for your home. This "address," or where a file lives, is called a path. Here's an example: ► c:\msoffice\winword\mydocs\test.doc ► This path says the following: ► This path says the following:  This file is stored on the "C" drive (c:\), in the program folder called MS Office, in the "Winword" program folder, which contains another folder called "mydocs."  This file is stored on the "C" drive (c:\), in the program folder called MS Office, in the "Winword" program folder, which contains another folder called "mydocs."  My file is named "test" and it is an MS Word document because it has a.doc extension on it. Notice that each level of the hierarchy is separated by a backslash "\".  My file is named "test" and it is an MS Word document because it has a.doc extension on it. Notice that each level of the hierarchy is separated by a backslash "\".  The highest level is the drive; the lowest level is the file name. This may not seem important now, but it will in the next tutorial.  The highest level is the drive; the lowest level is the file name. This may not seem important now, but it will in the next tutorial.

19. Finding a Lost File ► Retrieving a document is quite simple IF you remember where you put it in the first place. On the other hand, if memory games are not your forte, you will need some method for retrieving files when you can't remember where you put it. Fortunately, there is hope for the demented... Several methods are possible: ► Retrieving a document is quite simple IF you remember where you put it in the first place. On the other hand, if memory games are not your forte, you will need some method for retrieving files when you can't remember where you put it. Fortunately, there is hope for the demented... Several methods are possible:  Seek and ye shall find. You could always open up "My Computer" and look in each and every folder on your drive or disk until you find it. This is not too efficient.  A better method is to click on "START" then "FIND" then "FILES OR FOLDERS". Then you can search for a file name or extension.

20. Cleaning your Hard Drive ► Quick & dirty file management ► To get things really tidy on your computer, you need to go through your files and e- mail messages periodically. ► This is why we allocate a specific area on your hard drive for all of your files. ► It is easier to go through the folders you have created than search your whole hard drive.

21. …and now for your computer ► Take time to make a few directories, where you will store your files ► Look over the file extensions on your computer ► Clean up your hard drive – BE SURE NOT TO DELETE SYSTEM or PROGRAM FILES (we will look at this more)