Introduction to file
management
By the end of this chapter you will
be able to:
Know how to manage files, including being able to
quickly locate stored files, open and import different
file types , save and export data.
Use a hierarchical folder structure and save files using
appropriate file names for quick identification of the
file contents.
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By the end of this chapter you will
be abel to:
Save and export files in a variety of formats including
generic file formats.
Explain why file sizes are reduced for storage or
transmission.
Reduce file sizes by compression.
Understand
techniques.
and
use
different
file
compression
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What are poorly organized files?
Folders stored without a logical structure.
Duplicated files without standard classification.
Desktops that are so confusing that they make finding
the most obvious item almost impossible
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Manage files effectively
Tips for storing and locating files
Give every file a name that immediately tells you what
is in it.
Make folders to hold files of a similar type.
Save files using appropriate file names.
Keep your folders in a hierarchical structure.
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Example of hierarchical structure
What is Hierarchial file system?
A hierarchical file system is how drives, folders and files
are displayed on an operating system.
In this type of file system drives, folders and files are
displayed in groups which allow the user to see only the
files they are interested in seeing or accessing.
For example the figure in the previous slide shows the ‘My
Documents’ folder hierarchy that contains the ‘School
Work’ and personal folders. The folder or directory that a
folder is in is called its Parent directory.
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What is generic file type?
Generic file formats allow you to save files so that
they can be opened on any platform.
Using generic formats allows files created on a PC to
be read/imported on an Apple Mac and vice versa.
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Common generic text files

Comma separated values: .csv file extension
This file type takes data in the form of tables and saves it in text format,
separating data items with commas.

text: .txt file extension
A text file is not formatted and can be opened in any word processor.

rich text format: .rtf file extension
This is a text file type that saves some of the formatting within the text.
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Common generic image files

graphic interchange format: gif
This format stores still or moving images and is an efficient method of
storing images using a smaller file size, particularly where there are large
areas of solid color. It is widely used in web pages.

joint photographic expert group: .jpg or .jpeg
This format stores still images only. It is an efficient method of storing
images using a smaller file size and is widely used in web pages.
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
portable document format: .pdf
This is a document that has been converted into an image format. The
pages can contain clickable links, video and audio. You can protect a
document in pdf format to stop others from editing it.

portable network graphics: .png
It is a file format that compresses image files without any loss of image
quality. It was created to replace gif and is now the most used lossless
compression format used for images on the internet.

moving picture experts group layer 4: .mp4
It is a multimedia container that is used for storing video files, still
images, audio files, subtitles and so on. This container is often used to
transfer video files on the internet.
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Common generic audio files
 Moving picture experts group layer 3: .mp3
It is a compressed file format used for storing audio files. It is
suitable for use on the internet.
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Common generic compressed files
 Roshal archive: .rar
This is a container that can hold almost any file type in a
compressed format.
 Zip: .zip
This is a container that can hold almost any file type in a
compressed
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Common generic files used for website
authoring
 Cascading Stylesheet: .css
This is a style sheet that is saved in cascading stylesheet format
and attached to one or more web pages (often written in HTML) to
define the pages color scheme, fonts and so on.
 hyper text markup language: .htm or .html
This text-based language is used to create markup that a web
browser will be able to display information as a web page.
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File compression reduce file size to:


Save storage space
Reduce transmission time when a file is sent
from one device to another device.
Class Work (task 1)
1.









The following are examples of some file formats: for each one,
state what type of file would be stored using the file extension.
For example, image, spreadsheet, word processed document,
presentation.
gif
png
xls
mp3
htm
ppt
Pdf
Jpg
accdb
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2. Suggest reasons why it is good to have an organized computer.
3. Design a strategy for organizing a disorganized computer.
Where should you start? What do you need to do?
4. Explain what a parent directory is.
5. What is generic file type. Give at least four examples.
6. Give three common file extensions used by word processing
software.
File compression
There are two main types of compression: lossy and
lossless.
Lossy Compression: Works by permanently deleting some
of the data in the file. The original image can never be
constructed when it is decompressed. It will be changed
irreversibly.
images that have not been compressed are called RAW file.
 Lossless Compression: Reduces files with no loose of
information during compression process. This will allow
the original file to be reconstructed exactly when
uncompressed.
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Lossy compression
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File format
1.
Correction
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File type
Application
.gif
Image
Google photos, GIF pro
.png
Image
Paint, Adobe Photoshop
.xls
Spreadsheet
Microsoft Excel
.mp3
Sound/Audio
Audio player,
Music player
.htm/.html
Webpage
Notepad ++,
Expression web
.ppt
PowerPoint Presentation
Microsoft PowerPoint
.pdf
Portable document format
Adobe Acrobat Reader,
Web browser
.jpg
Image
File Viewer, MS Photos
.accdb
Access Database
Microsoft Access
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2.
• To save time.
• To increase efficiency.
• To know where everything is.
• For better look of the computer/looks better.
3. Check the different file types, categorise their use e.g:
hobby, work, school, etc. start to arrange them by use and
sub-divide into smaller areas.
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4. The folder or directory that a folder is in is called its
Parent directory.
5. Is a file format that allows the user to save files so that
they can be opened on different computer type and by
different application.
6. .pdf, .docx, .txt, .rtf . . . .
Class Work (task 2)
1.
State what is meant by the term folder.
2.
Name the type of folder system to be used in managing your
files.
3.
Which two of the following graphic file formats are often used
on the internet?

.jpg and .ppt

.ppt and .gif

.gif and .jpg

.pic and .ppt
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4. State which statement are true and which are false.
I.
On a computer you can create a folder inside another folder.
II.
A file can be moved by dragging it from one window to
another on screen.
III.
To delete a folder you could drag in to the recycle bin.
IV.
A folder provides a way to organized programs and files on a
disk
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5. State which of the following is a valid filename to use to store
the instructions for the manual of your printer.
I.
User info *printer .gif
II.
“Printer manual “.doc
III.
Printer manual>Epsom.com
IV.
Printer manual.docx
6. Describe how you would save a document to different file name.
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7. Give an example of
I.
A lossy compression file format.
II.
A lossless compression file format.
8. State what is meant by file compression.
9. List the benefits of compressing a file or folder.
10. State the purpose of .rtf file.
11. Explain how lossy and lossless compression algorithm works.
Correction
1.
A graphical representation of a directory.
2. Hierarchical
3. gif and .jpg
4. True
5. Invalid, invalid, invalid, valid
6. Use Save As
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7. zip, .png
8. Formatting the file so that it requires less memory for its
storage.
9.
 Take up less space on local disk drive
 faster to send online
 easier to store online
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10. A text document that may be opened in many different
programs and keeps its formatting.