File Management - CCRI Faculty Web

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Chapter 3
File Management
Visualizing Technology
© 2012 Pearson Education, Inc. Publishing as Prentice Hall
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Chapter 3
1.
2.
3.
4.
5.
6.
Create folders to organize files.
Explain the importance of file extensions.
Explain the importance of backing up files.
Demonstrate how to compress files.
Use advanced search options to locate files.
Change the default program associated
with a file type.
7. Identify the certifications and careers
related to file management.
Visualizing Technology
© 2012 Pearson Education, Inc. Publishing as Prentice Hall
2
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  Public folders
 Windows Explorer
 Folder
 Path
 Hierarchy
 Library
Visualizing Technology
© 2012 Pearson Education, Inc. Publishing as Prentice Hall
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File Management
File management is
the process of
organizing digital
files, creating new
folders, and being
able to navigate
through the folder
structure of your
computer.
Visualizing Technology
© 2012 Pearson Education, Inc. Publishing as Prentice Hall
4
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.
Visualizing Technology
© 2012 Pearson Education, Inc. Publishing as Prentice Hall
6
File Management
Address
Bar
Search Box
File List Area
Navigation
Pane
Visualizing Technology
Details Pane
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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
Visualizing Technology
EXTENSION
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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.
Visualizing Technology
© 2012 Pearson Education, Inc. Publishing as Prentice Hall
11
File Properties
•
•
•
•
•
Visualizing Technology
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
© 2012 Pearson Education, Inc. Publishing as Prentice Hall
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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.
Visualizing Technology
© 2012 Pearson Education, Inc. Publishing as Prentice Hall
13
Objective 3: Overview
Back It Up
1.
2.
3.
4.
5.
Discuss the importance of backing up files
Discuss backup storage options
Discuss the pros and cons of backup storage types
Discuss backup storage software options
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
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Backup Storage Options
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Research two online backup sites and
investigate their cost, reliability, storage
size, and features. Create a table to
compare what you found.
Visualizing Technology
© 2012 Pearson Education, Inc. Publishing as Prentice Hall
17
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
•
•
•
Visualizing Technology
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
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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
Visualizing Technology
LOSSLESS
• Usually for files that
contain text and
numbers
• Takes advantage of
redundant information
• Files can be
decompressed with
NO loss of data
© 2012 Pearson Education, Inc. Publishing as Prentice Hall
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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.
Visualizing Technology
© 2012 Pearson Education, Inc. Publishing as Prentice Hall
22
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
Visualizing Technology
Searching from the
Start menu
automatically
searches programs,
the Control Panel,
and files; you can
also launch
programs from the
Start menu
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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
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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
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© 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?
1. Identify the certifications related to file
management
2. Identify the careers related to file
management
Visualizing Technology
© 2012 Pearson Education, Inc. Publishing as Prentice Hall
29
File Management Knowledge
WHAT CAN I DO?
Certifications (DMCP)
Federal Records Management
*A required skill
Visualizing Technology
© 2012 Pearson Education, Inc. Publishing as Prentice Hall
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All rights reserved. No part of this publication may be reproduced, stored in a
retrieval system, or transmitted, in any form or by any means, electronic,
mechanical, photocopying, recording, or otherwise, without the prior written
permission of the publisher. Printed in the United States of America.
Copyright © 2012 Pearson Education, Inc.
Publishing as Prentice Hall
Visualizing Technology
© 2012 Pearson Education, Inc. Publishing as Prentice Hall
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