File Management

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Chapter 3

Chapter 3 1. Create folders to organize files.

2. Explain the importance of file extensions.

3. Explain the importance of backing up files.

4. Demonstrate how to compress files.

5. Use advanced search options to locate files.

6. Change the default program associated with a file type.

7. Identify the certifications and careers related to file management.

Objective 1: Overview

A Place for Everything

1. Discuss the Windows folder hierarchy for storing files 2. Understand the folder structure for storing documents, pictures, music, video, and more 3. Understand how libraries gather files that are located in different locations 4. Understand how Windows Explorer is used to navigate folders and drives Key Terms    File management Folder Hierarchy  Library    Public folders Windows Explorer Path Visualizing Technology © 2012 Pearson Education, Inc. Publishing as Prentice Hall 3

File management is the process of organizing digital files, creating new folders, and being able to navigate through the folder structure of your computer.

File Management

• Folders are containers used to organize files on your computer.

• By default, Windows comes with certain files and folders already created. • You can access the Users Folder by the Windows Start menu or the desktop • The folder structure created by Windows is a hierarchy. Visualizing Technology © 2012 Pearson Education, Inc. Publishing as Prentice Hall 5

File Management

Windows 7 introduced Libraries, which help you better organize your files. There are four libraries: Documents, Music, Pictures, and Videos.

File Management

Objective 2: Overview

What’s in a Name?

1. Discuss and learn the file naming rules 2. Discuss and learn the file naming limitations 3. Discuss file extensions and understand how the extensions identify the file type 4. Explore file properties and how they can be used to sort and search for files Key Terms    File extension File name File property Visualizing Technology © 2012 Pearson Education, Inc. Publishing as Prentice Hall 8

File Naming Rules

• Every file has a file name that contains a name and an extension • File names can be up to 260 characters long and may include spaces and special characters • Illegal characters: \ / ? : * ” > < | Visualizing Technology © 2012 Pearson Education, Inc. Publishing as Prentice Hall 9

Anatomy of a File Name ch03_homework.docx

FILE NAME EXTENSION

File Extensions

A file extension is assigned by the program that is used to create the file. The extension helps the OS determine the type of file.

File Properties

• • • • • Each file includes file properties We can use these properties to organize, sort, and find files more easily File type, size, and date are automatically created Title and author can be added or edited by the user The Properties dialog box contains a lot of information about the file 12 Visualizing Technology © 2012 Pearson Education, Inc. Publishing as Prentice Hall

We discussed how to add properties to a file, but how would you remove them? Which properties can you remove? Use Windows Help and Support to find the answers.

Objective 3: Overview

Back It Up

1. Discuss the importance of backing up files 2. Discuss backup storage options 3. Discuss the pros and cons of backup storage types 4. Discuss backup storage software options 5. Discuss online backup storage options Key Term  Back up Visualizing Technology © 2012 Pearson Education, Inc. Publishing as Prentice Hall 14

Back Up Your Files

• • • • Backing up is the process of copying your files to another location Windows 7 includes a backup utility Backup storage options include internal hard drives, external hard drives, optical drives, flash drives, and networks Online backup services are free or inexpensive options Visualizing Technology © 2012 Pearson Education, Inc. Publishing as Prentice Hall 15

Backup Storage Options

Research two online backup sites and investigate their cost, reliability, storage size, and features. Create a table to compare what you found.

Objective 4: Overview

Shrink It

1. Define file compression and its advantages 2. Discuss the different types of file compression 3. Discuss how Windows can create and extract ZIP archives Key Terms  Algorithm    Compression Lossless compression Lossy compression Visualizing Technology © 2012 Pearson Education, Inc. Publishing as Prentice Hall 18

File Compression

• • • File compression is the process of making files smaller to conserve disk space and make them easier to transfer Lossy and lossless are the two types of file compression Windows includes the ability to compress and decompress files using the ZIP format Visualizing Technology © 2012 Pearson Education, Inc. Publishing as Prentice Hall 19

File Compression LOSSY

• Usually for image, photo, video, and multimedia files • Compression type where a substantial amount of data can be discarded before the result is sufficiently degraded to be noticed

LOSSLESS

• Usually for files that contain text and numbers • Takes advantage of redundant information • Files can be decompressed with NO loss of data 20 Visualizing Technology © 2012 Pearson Education, Inc. Publishing as Prentice Hall

File Compression

• Windows can open and browse files in a ZIP archive • Because each type of file contains different types of information, the compression ratio varies • Sometimes you need to decompress or extract files • Popular file compression programs include 7-ZIP, WinRAR, WinZip, and Stuffit Visualizing Technology © 2012 Pearson Education, Inc. Publishing as Prentice Hall 21

An MP3 file is a compressed audio file that uses a lossy compression algorithm. Many audiophiles say they can hear a difference in sound quality. Use the Internet to research ways to improve the quality of MP3 files.

Objective 5: Overview

It’s Always the Last Place You Look

1. Discuss how to use search options to find files using the Windows search feature 2. Define Boolean operators and how they can be used to create search filters 3. Discuss how Windows maintains an index about the files located on your computer Key Terms  Algorithm   Boolean operators Index Visualizing Technology © 2012 Pearson Education, Inc. Publishing as Prentice Hall 23

Search Options

Searching from

Windows Explorer

creates an index; this contains information about files stored in libraries as well as email, but not about programs Searching from the

Start menu

Search Options

BOOLEAN LOGIC

Boolean logic created by 19th-century mathematician George Boole Boolean operators: AND, OR, NOT Used to create search filters in Windows, most databases, and Web searches Visualizing Technology © 2012 Pearson Education, Inc. Publishing as Prentice Hall 25

Objective 6: Overview

That’s Not the Program I Want to Open This File Type

1. Define a default program 2. Discuss how default programs are associated with certain programs 3. Learn how to change or set the default program associated with a file type Key Term  Default program Visualizing Technology © 2012 Pearson Education, Inc. Publishing as Prentice Hall 26

Default Programs

A default program is an application that is associated with a file that allows you to open, view, and edit the file Windows maintains a list of file extensions and associated default programs, which allows Windows to automatically open the correct program Visualizing Technology © 2012 Pearson Education, Inc. Publishing as Prentice Hall 27

Default Programs

Windows allows you to manage file type association directly The Default Programs Control Panel enables you to manage these settings Visualizing Technology © 2012 Pearson Education, Inc. Publishing as Prentice Hall 28

Objective 7: Overview

What Can I Do With Knowledge About File Management?

File Management Knowledge

WHAT CAN I DO?

Certifications (DMCP) Federal Records Management *A required skill

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