1. Chapter 4: File Management, Virus Protection, and Backup
Chapter 1: Computer, Internet, Web, and Basics
Chapter 4: File Management, Virus Protection, and Backup 1 1 1 1

2. Chapter 4 Preview After this chapter, you should be able to:
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
Chapter 4: File Management, Virus Protection, and Backup

3. Chapter 4 Outline Section A Section B Section C Section D File Basics
File Management
Section C
Computer Viruses
Section D
Data Backup
Chapter 4: File Management, Virus Protection, and Backup

4. Chapter 4 File Management, Virus Protection, and Backup
Section A: File Basics
Computer Concepts 8th Edition Parsons/Oja

5. File names, Extensions, and Formats: What are the rules for naming files?
Every file has a name, and might also have a file extension
You must provide a valid file name that adheres to rules or file-naming conventions
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6. What are the rules for naming a file?
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7. Why are certain characters and words not allowed in a filename?
Certain characters have significance to an operating system
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 cannot be used as file names
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8. Are file extensions important?
File extension further describes the file contents
Separated by the file name with a dot
Readme.txt, Newsletter.doc
Related to the file format
Most software programs have a native file format that is used to store files
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9. Are file extensions important?
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10. File Locations, Folders, and Paths: How do I designate a file’s location?
You first specify where the 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
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11. 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 (\)
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12. File Sizes and Dates
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13. 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
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14. 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
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15. Chapter 4 File Management, Virus Protection, and Backup
Section B: File Management
Computer Concepts 8th Edition Parsons/Oja

16. 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
Deleting and renaming files
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17. What’s the difference between the Save option and the Save As option?
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18. What other options are available in the Save As dialog box?
You can use it to rename a file, delete a file, or create a folder
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19. File Management Utilities: How does the operating system help me manage files?
Provided by your computer operating system
Helps you locate, rename, move, copy, delete files and discover file properties
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20. These metaphors are also called logical storage models
File Management Metaphors: How can a file management utility help me visualize my computer’s 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
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21. What storage metaphors are typically used for personal computers?
Storage metaphor is like a filing cabinet
Another is the tree storage metaphor
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22. Windows Explorer: How do I use a file management utility?
Windows Explorer is an example of a file management utility
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23. Can I work with more than one file or folder at a time?
Select the files or folders
Hold down Ctrl key, and click each item
Click first, then hold Shift key and click on last item
Select the operation to be carried out (rename, copy, delete, or move)
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24. 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
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25. File Management Tips Use descriptive names Maintain file extensions
Group similar files
Organize your folders from top down
Consider using the My Document default directory
Do not mix data files and program files
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26. File Management Tips No files in the root directory
Access files from the hard disk
Follow copyright rules
Delete files you no longer need
Be aware of storage locations
Back up
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27. 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
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28. Is data stored in specific places on a disk?
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29. How does a disk get formatted?
Formatting utilities are supplied by operating system or by companies that manufacture the drives
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30. 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
Master File Table
Windows 95, 98, ME - FAT32
Windows FAT16
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31. 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
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32. How does the operating system keep track of a file’s location?
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33. 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 index file
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
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34. Can deleted files be undeleted?
Deleted files are moved to the Recycle Bin
Helps to protect against accidental erasures
Files that appear in the directory listing for the Recycle Bin folder can be undeleted
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35. 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
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36. How does a disk become fragmented?
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37. Chapter 4 File Management, Virus Protection, and Backup
Section C: Computer Viruses
Computer Concepts 8th Edition Parsons/Oja

38. Viruses, Trojan Horses, and Worms: What is a computer virus?
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
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39. What is a computer virus?
File virus - a virus that attaches itself to an application program
Boot sector virus - infects the system files that your computer uses every time you turn it on
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
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40. How is a Trojan horse different from a virus?
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
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41. What’s a worm?
A program designed to enter a computer system through security holes
Usually through a network from computer to computer
Does not need to be attached to a document to reproduce
Mass-mailing worms
Klez, Netsky, MyDoom, and Bagle
Spoofed addresses
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42. What are the symptoms of a malicious code attack?
Network traffic jam
Denial of Service
Browser reconfiguration
Delete and modify files
Access confidential information
Performance degradation
Disable antivirus and firewall software
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43. Antivirus Software: How can I avoid viruses and worms?
Antivirus software is a set of utility programs that looks for and eradicates viruses, Trojan horses, and worms
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44. 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
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45. How does antivirus software work?
Checks for a virus signature
A unique series of bytes used to identify a known virus
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46. When should I use antivirus software?
“All the time”
Most antivirus software allows you to specify what to check and when to check it
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47. How often should I get an update?
New viruses and variations of old viruses are unleashed just about everyday
Check Web site of antivirus software publisher for periodic updates
Some software periodically reminds you to check for updates
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48. How reliable is antivirus software?
Antivirus software is pretty reliable, but viruses try to get around detection
Multi-partite viruses
Polymorphic viruses
Stealth viruses
Antivirus software is not 100% reliable, but protection is worth the risk
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49. 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
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50. What’s a virus hoax?
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51. What should I do about virus hoaxes?
Don’t panic
You can ignore a virus hoax
You can validate the hoax by going to a reliable Web site that lists hoaxes and viruses
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52. Chapter 4 File Management, Virus Protection, and Backup
Section D: Data Backup
Computer Concepts 8th Edition Parsons/Oja

53. Backup and Restore Procedures: How do I make a backup?
Data backup - a copy of a file or the contents of a disk drive
Provides 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
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54. How do I make a backup?
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55. How do I restore data?
You restore data by copying files from a backup to the original storage medium or its replacement
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56. What’s the best backup plan?
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57. What about backing up the Windows Registry?
It is always open, so some backup software won’t back it up
If possible, make a backup
Update backup every time you install new software or hardware
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58. How do I avoid backing up files that contain viruses?
Use and update frequently antivirus software
Scan and remove viruses before making backup
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59. How often should I back up my data?
Backup your data depending upon how much data you can afford to lose
Under normal use, once-a-week should be good enough
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60. Where should I store my backups?
Store backups in a safe place
Store backups in a different location
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61. How do I choose a backup device?
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62. What are the limitations of CDs and DVDs?
Writing process is slow
Restoring a crashed computer is cumbersome
Writable optical technologies provide good storage capacity and blank disks are fairly inexpensive
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63. Can I use floppy disks and Zip disks to back up my data?
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
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64. Can I store backup 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 networks are shared)
Make sure the server is backed up on a regular basis
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65. Can I back up to a second hard disk?
Good backup option
Disadvantage: susceptible to same dangers of first drive
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66. What about using a tape drive for backups?
Tape backup
Used in business
Data is copied to magnetic tape
Tape drive can be internal or external
Stored digital format
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67. Where can I get backup software?
Backup software is provided with many backup devices, particularly tape drives
Microsoft Backup
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
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68. How do I use backup software?
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
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69. How do I use backup software?
Incremental backup - copy of all files that have changed since the last backup
Not necessary 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
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70. How do I use backup software?
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71. What is a boot disk?
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
The Windows XP Backup utility creates a set of Automated System Recovery disks
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72. What is a boot disk?
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73. Conclusion You should now be able to:
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
Chapter 4: File Management, Virus Protection, and Backup