Computers Are Your Future Spotlight 3 © 2005 Prentice-Hall, IncSlide 1 Computers Are Your Future...
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Transcript of Computers Are Your Future Spotlight 3 © 2005 Prentice-Hall, IncSlide 1 Computers Are Your Future...
Computers Are Your Future Spotlight 3
© 2005 Prentice-Hall, Inc Slide 1
Computers Are Your Future
File Management
Computers Are Your Future Spotlight 3
Organizing and Managing Your Files
© 2005 Prentice-Hall, Inc Slide 2
Computers Are Your Future Spotlight 3
© 2005 Prentice-Hall, Inc Slide 3
File Management
Managing the computer is essential in becoming computer competent.
File management essentials: The big picture of file management The specifics of actually managing files
Computers Are Your Future Spotlight 3
© 2005 Prentice-Hall, Inc Slide 4
The Big Picture: Files, Folders, and Paths
A file is a named unit for digital data. Files are organized in directories or folders. Folders may have subfolders, or folders within folders. Files and folders reside on a storage device called a drive. The computer follows a path to find a file.
Drive C:/ Classes/ Biology 101/ Assignments/ plant_diseases.doc
PrimaryStorageDevice
PrimaryFolder
SecondaryFolder
TertiaryFolder
File
+ + + +
plant_diseases.docClasses Biology 101 AssignmentsDrive C:
Computers Are Your Future Spotlight 3
© 2005 Prentice-Hall, Inc Slide 5
File Naming Conventions
Each file needs a specific filename. The filename has two parts:
The name The extension
The extension identifies the type of data the file contains.
Example filename: plant_diseases.doc
Name Extension
Computers Are Your Future Spotlight 3
File Naming Convention
• Filename unique name given to a file of information
• Filename extension further identifies the
contents of a file by specifying the file
type. Examples of extensions include:
• Word – doc• Excel – xls• Access – mdb• PowerPoint - ppt
© 2005 Prentice-Hall, Inc Slide 6
Computers Are Your Future Spotlight 3
© 2005 Prentice-Hall, Inc Slide 7
Commonly Used Extensions
Extension File Type
.exe Program Application
.doc Microsoft Word
.xls Microsoft Excel
.ppt Microsoft Power Point
.mdb Microsoft Access
.pdf Adobe
.txt Simple Text
.htm or .html Web Pages
.rtf Rich Text Format
.jpeg or .jpg Image Format
Computers Are Your Future Spotlight 3
© 2005 Prentice-Hall, Inc Slide 8
Managing Files
Files are managed in two ways: Using a file management utility From within the programs that create them
Computers Are Your Future Spotlight 3
File Management
• File
– Collection of information
– Most of the information you work with is stored in files
• File management– Keeps track of files– Helps you manage the files on your computer
© 2005 Prentice-Hall, Inc Slide 9
Computers Are Your Future Spotlight 3
Directories and Folders
• Directory– A list of files on a particular storage device –
Main directory is called the root directory
• Folder
– Special portion of your root directory into which you can place files that have similar information
– Can have folders within folders • Called subfolders
© 2005 Prentice-Hall, Inc Slide 10
Computers Are Your Future Spotlight 3
© 2005 Prentice-Hall, Inc Slide 11
File Management Utilities
My Computer is the main file management utility.
Left Pane – Displays links to system tasks
Right Pane – Lists stored files and devices attached to the computer
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© 2005 Prentice-Hall, Inc Slide 12
The window changes to enable file management tasks.
File Management Mode To change My Computer to file management mode,
Click the Folders button on the Standard toolbar.
Left Pane – Displays the names of the drives and folders
Right Pane – Displays the folders and files
Computers Are Your Future Spotlight 3
© 2005 Prentice-Hall, Inc Slide 13
Creating Folders
A folder can be created in two steps.
Step 1. Click on the drive in which you want to create a folder.
Step 2. Choose File, New, and then Folder.
Computers Are Your Future Spotlight 3
© 2005 Prentice-Hall, Inc Slide 14
Transferring Folders and Files
There are two basic ways to transfer your files and folders.
Method 1
To copy or move the files and folders, right-drag them to the new location.
Method 2
To move the files and folders within the same drive, left-drag them to the new location.
When left-dragging between drives, a copy is created.
Computers Are Your Future Spotlight 3
© 2005 Prentice-Hall, Inc Slide 15
When using the File, Open menu sequence in an application, the Open dialog box displays icons for creating new folders and deleting files.
Right-clicking on a file in the Open dialog box enables file management tasks from a pop-up menu.
Managing Files from within Programs
File management icons
File management menu
Computers Are Your Future Spotlight 3
Organizing Your Files
Sort files to suit your needs.
• By name
• By size
• By type
• By date modifiedo For example, to find the file you worked on
most recently.
© 2005 Prentice-Hall, Inc Slide 16
Computers Are Your Future Spotlight 3
File Names
Use meaningful file names for your documents.
• A file name like Sales 10 is less useful than
Sales_2012_10.
• Remember not to use slashes, colons, asterisks or any punctuation other than a single period preceding the suffix. (See #5 – Follow file naming conventions)
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Computers Are Your Future Spotlight 3
© 2005 Prentice-Hall, Inc Slide 18
Save and Save As Commands Use the Save command whenever you want to save a
file that you created or modified. The program will either create a new file or replace the
file stored on a disk.
The first time a file is saved, the program defaults to the Save As dialog box because the drive, path, and filename must be designated.
After the initial save, the Save As command is used whenever you want to change the drive, path, and/or filename. It is also used to create backup files.
Computers Are Your Future Spotlight 3
Keep refining your filing system so that it works better and better.
• Rename or rearrange folders,
• Archive or trash inactive ones.
• Avoid duplicating folders
o Particularly those containing photos or other large
files;
o You'll fill up your drive and create confusion.
© 2005 Prentice-Hall, Inc Slide 19
Computers Are Your Future Spotlight 3
Desktop
Reserve your desktop for items that need immediate
attention.
• When you're done working with them, file
them in the proper folder.
• Try not to store documents long-term on your desktop.
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Computers Are Your Future Spotlight 3
Shortcuts
Create Shortcuts for files you access frequently
© 2005 Prentice-Hall, Inc Slide 21
Computers Are Your Future Spotlight 3
Back up Files
Back up your files often
• Flash drives
• External hard drives
• Free and paid websites
© 2005 Prentice-Hall, Inc Slide 22
Computers Are Your Future Spotlight 3
© 2005 Prentice-Hall, Inc Slide 23
Software Management
Rule #1 Purchase your own copy of every program and be sure that any shareware or freeware is from a reliable source and is virus-free.
Rule #2 Read and follow the directions before and during software installation.
Rule #3 Remove a program in the proper way, by choosing Add or Remove Programs in the Control Panel.