1. File Management and Computer Maintenance Management Information Systems I Mr. Greg Vogl Uganda Martyrs University 20 February 2003

2. Management Information Systems I: File Management2 Overview 1.Operating Systems 2.File Management 3.File Maintenance Tools 4.Control Panels

3. 20 February 2003 Management Information Systems I: File Management3 1. Operating Systems  Operating System Functions  Common Operating Systems  Command Prompt

4. 20 February 2003 Management Information Systems I: File Management4 Operating System Functions  Coordinates all computer components  Organises and manages files  Manages tasks and processes  Manages user accounts and security  Allows the user(s) to run and use programs  Displays a Graphical User Interface (GUI)

5. 20 February 2003 Management Information Systems I: File Management5 Common Operating Systems Operating System Common Versions UsersTaskingInterface MS-DOS5, 6, 7Single Command Microsoft Windows 3.1, 95, 98, Me NT, 2000, XP SingleMultiCommand, GUI UNIXLinux, BSD, Sys. V MultipleMultiCommand, GUI

6. 20 February 2003 Management Information Systems I: File Management6 Command Prompt  Operate the computer by typing a line of commands  Commonly used before GUIs like Windows  To use DOS commands from within Windows: Click Start, click Run, and type command, OR: Click Start, Programs, Accessories, MS-DOS Prompt  To run a program, type its name, e.g. notepad.  To see a list of commands, type help.  For help with any command, type command /?.  To close the command window, type exit.

7. 20 February 2003 Management Information Systems I: File Management7 2. File Management  Files, Folders, Shortcuts, Objects  Names, Extensions, Types, Properties  Drive Letters, Folder Structure, Path Names  Windows Explorer  File Operations  Important Folders  Disk Preparations

8. 20 February 2003 Management Information Systems I: File Management8 Files, Folders, Shortcuts, Objects  File Unit of info, in permanent storage, has unique name Has specific format; contains text, numbers, pictures, etc.  Folder (or directory) File which contains files and/or other folders  Shortcut (or link) Small file which provides easy access to a file or folder  Object File or device with associated properties and actions Its context menu appears when you right-click it

9. 20 February 2003 Management Information Systems I: File Management9 File Names  DOS or Windows files: filename.extension  The extension determines the type of file  DOS filenames can only have 8 characters  DOS extensions can only have 3 characters  Windows filenames can have 255 characters  Several characters have restricted uses

10. 20 February 2003 Management Information Systems I: File Management10 Some Document Extensions  TXT – plain text file  RTF – Rich Text File (formatted text)  DOC – Microsoft Word document  XLS – Microsoft Excel spreadsheet  PPT – Microsoft PowerPoint presentation  BMP, GIF, JPG – graphics (picture) files  WAV, AU, MP3 – audio (sound) files  AVI, WMV, MPEG – video files

11. 20 February 2003 Management Information Systems I: File Management11 Some System File Extensions  EXE – program executable files  DAT – data files used by programs  HLP – help files  SYS – system files  TMP – temporary files used by programs

12. 20 February 2003 Management Information Systems I: File Management12 File Properties  Select a file and click File, Properties  File size, type, location, and dates are shown  Other attributes include whether the file is Read-only – can be changed Archived – has been backed up Hidden – invisible to users by default System – to be used by operating system only

13. 20 February 2003 Management Information Systems I: File Management13 Drive Letters  Each disk drive is assigned a letter, e.g.: A: floppy drive B: second floppy drive C: hard disk D and E: second hard disk and/or CD-ROM drive(s) F: through Z: network drive  Disk partitions are assigned separate drive letters  A network drive is a folder which is assigned a drive letter in order to be shared over a network

14. 20 February 2003 Management Information Systems I: File Management14 Folder Structure  Folders help organise files for easier access  Folders are arranged in a hierarchy or tree structure  Windows Explorer displays this tree structure Click +/- to show/hide folders within a folder  All folders in a disk are contained in the root folder

15. 20 February 2003 Management Information Systems I: File Management15 Path Names  The path name of a file specifies its location  Folder names end with backslash windows\  The root folder of any disk is just named \  disk, folder(s), filename and extension c:\windows\notepad.exe c:\my documents\my pictures\wallpaper.bmp

16. 20 February 2003 Management Information Systems I: File Management16 Windows Explorer  Left pane shows containers: disks and folders  Right pane shows object contents (exactly like My Computer)  View: large or small icons, list or details  Arrange by: name, type, size, date

17. 20 February 2003 Management Information Systems I: File Management17 Ways to Edit and Manage Files  Windows Menu – File, Edit Toolbar – shortcut buttons Keyboard – control and function keys Mouse – click files to select, drag to move, etc.  DOS Keyboard – type MS-DOS command(s)

18. 20 February 2003 Management Information Systems I: File Management18 File Operations  Select – highlight object(s) (file/folder/shortcut)  Select All (Ctrl-A) – select all objects in the folder  Delete (Del) – remove the selected object(s)  Cut (Ctrl-X) – move a file or folder to clipboard  Copy (Ctrl-C) – copy file or folder to clipboard  Paste (Ctrl-V) – copy clipboard to selected folder  Find – search for files or folders; specify date, size, part of filename or extension, etc.

19. 20 February 2003 Management Information Systems I: File Management19 Useful MS-DOS Commands  DIR – display a list of files in the current folder  CD – change to a different folder  MD – make a directory (create a folder)  RD – remove a directory (delete a folder)  COPY – copy a file  DEL – delete a file  REN – change the name of a file  MOVE – move files or rename folders  TYPE – display text contents of a file

20. 20 February 2003 Management Information Systems I: File Management20 Folders Containing Shortcuts  Desktop Folder – icons on computer desktop  Start Menu – frequently used programs; settings  Programs Menu – installed programs  StartUp Menu – opened when Windows starts  SendTo Menu – to send files when you right-click  Favorites Menu – bookmarked web pages or files  QuickLaunch Toolbar – buttons next to Start

21. 20 February 2003 Management Information Systems I: File Management21 Other Important Folders  c:\ - the root folder of the hard disk  c:\windows\ – operating system files  c:\windows\system\ – system files  c:\windows\desktop\ – desktop icons  c:\windows\start menu\ – Start menu shortcuts  c:\my documents\ – user files  c:\recycled\ – deleted files that can be restored

22. 20 February 2003 Management Information Systems I: File Management22 Disk Operations  Formatting is necessary before a disk can be used Full formatting must be done at least once Quick formatting only erases existing files Many disks are full formatted by the manufacturer Most disks use either FAT or NTFS format  Hard disks must be given at least one partition FDISK partitions a disk, then FORMAT formats it  To copy a disk, select it and click File, Disk Copy

23. 20 February 2003 Management Information Systems I: File Management23 3. File Maintenance Tools  Most of these are system tools (Click Start, Programs, Accessories, System Tools) Scandisk Defragmenting Disk Cleanup Backup Virus Scanning

24. 20 February 2003 Management Information Systems I: File Management24 Scandisk  Checks files, folders and disks for damage  Attempts to repair or bypass problems  Often starts if Windows was not shut down  Parts of files called clusters are sometimes lost and can be found or removed  Many bad sectors indicates irreparable physical damage to hard disk

25. 20 February 2003 Management Information Systems I: File Management25 Defragmenting  Clusters of a file are normally stored together  Fragmented clusters are scattered over the disk  Fragmenting is caused by adding, removing or changing many files, e.g. un/re-installing programs  Fragmentation slows disk access  Disk defragmenter reduces fragmentation  Scandisk before you defragment

26. 20 February 2003 Management Information Systems I: File Management26 Disk Cleanup  Necessary when hard disk is nearly full  Removes or compresses unneeded files Temporary data files (from installation, Internet) Deleted files in the Recycle Bin Old or not recently used files Unused Windows components

27. 20 February 2003 Management Information Systems I: File Management27 Backup  Saves a copy of user and/or program files  Files can be restored if originals are damaged  User data is often very valuable and irreplaceable  Your backup system should be cost-effective  You can choose which files to back up, e.g.: Full: all files in a disk or folder Incremental: all files since the last backup  Files can be compressed to save space  Tape drives and cartridges are often used

28. 20 February 2003 Management Information Systems I: File Management28 Virus Scanning  Virus Program that can copy itself and damage files Spread through floppy disks, Internet downloads  Antivirus Software Searches for known viruses in memory and disks Attempts to repair or quarantine infected files Products: Norton, AVG, PC Cillin, MacAfee

29. 20 February 2003 Management Information Systems I: File Management29 4. Control Panels  Used to control how the computer works  Double-click My Computer or click Start, Settings, Control Panel  Use details view for descriptions of each  Double-click any control panel to open it

30. 20 February 2003 Management Information Systems I: File Management30 Control Panels  System View and change hardware and operating system properties and performance settings  Add/Remove Programs (Un)install programs and Windows components Create a startup disk in case of problems starting  Display Wallpaper, screen saver, colour scheme, number of colours and screen area

31. 20 February 2003 Management Information Systems I: File Management31 Other Control Panels  Add New Hardware  Keyboard, Mouse, Printers, Modems  Fonts, Sounds, Multimedia  Date/Time, Regional Settings  Users, Passwords  Network