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It Notes

Information technology

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15 views

It Notes

Information technology

Uploaded by

makabush47
Copyright
© © All Rights Reserved
Available Formats
Download as PDF, TXT or read online on Scribd
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FILE MANAGEMENT

The work of organizing and arranging files on a


computer.
What is a file?

A file is an object on a computer


that stores data is an object on a
computer that
stores data, information is an
object on a computer that
stores data, information,
settings, or commands used with
a computer program.
File Cont’d

Filenames are made up of two parts:

• The document name - can be up to


256 characters long, including
spaces

• The file extension - determined by


the application being used.

Example: Notice.docx
Typical File Types
Extensions--what they are and how
they’re used

• Extensions are strings of (typically) three


characters preceded by a period that are added
to the file name.

• They are usually used to identify the application


that created the file and/or should be used to
modify or display the file.

• The operating system uses the extension to


identify and launch the appropriate application.
Common File Extensions

• .doc Word document


• .txt ASCII text file (open in Notepad)
• .htm Web document (open in IE)
• .xls Excel spreadsheet
• .xlc Excel chart
• .mdb Access database
• .ppt PowerPoint presentation
• .exe Application program
What is a folder?

A virtual location for applications,


documents, applications, data or other
sub-folders. Is also called directory.

Folders help in storing and organizing files


and data in the computer.
used with graphical user interface
operating systems.

A Folder
Windows Explorer
• Windows Explorer is the file management
application in Windows

• Windows Explorer displays the hierarchical


structure of files, folders, and drives on your
computer

• Used to access and manage files and folders (file


management)

• Management of files and folders includes copy,


move, delete, rename and modifying file attributes
What is a Drive?

A computer drive is a piece of hardware


that is used to read and store
information on the computer and that is
usually not as easily removed as a disk

There are many different kinds of drives.


One example is the hard drive, which
serves as the main storage area in a
computer
What is a Drive cont’d

There are also disk drives for CDs, DVDs,


Blu-rays, CD-RWs and other types of
removable media that are inserted into the
drive where information is read.

Portable drives are another type of drive


that usually plugs into a computer by way
of a USB connection
Referencing disk drives
• Each drive is given a specific drive letter to
distinguish it from other drives

• Disk drives are referenced by using a letter


followed by a colon:
• A: the floppy disk drive
• C: the hard disk drive/local disk drive

• Depending on the configuration of the


computer:
D: or E: a CD drive or Zip drive
• F: or greater a network drive
Organizing Files and Folders

New Perspectives on Microsoft Office PowerPoint 2007 14


Activity

• How do you view the drives on your


computer?

• What are the drives on your computer?


File Path
The file path is a notation that indicates a
file’s location on your computer.

A path begins with a drive letter


C:\Tutorial\Holiday.bmp
• C: is the drive name
• Tutorial is a folder
• Holiday.bmp is the full filename with the file
extension stored in the tutorial folder
Root Directory

The root directory contains all other folders in the drive or folder, and
can of course also contain files.

the root directory on your computer is probably C:\.

New Perspectives on Microsoft Office PowerPoint 2007 17


File Management
A good practice is to use a Personal Folder to organise files
This is the equivalent of a filing cabinet in paper filing, it can be
created in the My Documents folder or in the C: Drive of the
computer
This folder is the Root Folder of the filing system
Subfolders can then be created for subject areas etc
Within these, further subfolders can be used to organise the
files within each subject. An example is shown below:

• Create a Root folder in My Document


File Management
• Create Subfolders within the root folder for subject
areas etc

• Create further subfolders within the subject area folder


File Management
• Continue the process until the required level of
organisation achieved

This organisation will make files easier to find and backing up


your files will involve copying the root folder to the backup
device
File Management
Creating Folders

Folders can be created by a number of methods:

Method 1:

• Browse to where you want to create the folder


• Click the File menu, choose New and then Folder.
• The folder is created
• Type a name for the folder and press Return or click away
from the folder to complete
File Management
Method 2:

• Browse to where you want to create the folder


• Right-click within the window choose New and then
Folder

• Complete as for method 1


File Management
Method 3:

A folder can be created while saving a file in a computer


application

• In Word 2007, click the Office button and choose Save


As and Word Document
• Browse to the required folder and click the Create New
Folder button
• Name the folder and Double-click it to open it. Save the
file in the new folder
File Management
Managing Files and Folders

Files and Folders can be Selected, Copied, Pasted, Moved,


Renamed and Deleted

Selecting Files

• To select a single file, just click it. It changes colour on


selection
• To select consecutive files, click the first file, hold down
the Shift key and select the last file. The files in between
are automatically selected
File Management
• To select non-consecutive files, hold down the Alt key
and select the files in turn

• To select all the files in a folder, click the Edit command and
choose Select All
Note: The above procedures apply equally to groups of folders.
File Management
Copy and Paste Files

• First select the required file/s. Then right-click the files


and choose Copy. The files are copied an area of
memory called the Clipboard

• Browse to the destination folder, right-click it and


choose Paste
File Management
Moving Files

The procedure is similar to copy and paste except that instead of


choosing Copy, you choose Cut

Rename Files

Files must be renamed individually


To rename a file, right-click it and choose Rename
Type the new name and press Return or click away from the file
File Management
Deleting Files

Select the files to be deleted. Right-click any selected file and


choose delete from the menu. Click the Yes button in the dialog
box

The Recycle Bin

Files and folders deleted from the computer are placed in the
recycle bin. They are not lost until the recycle bin is emptied

• In the example below, the folder is right-clicked and


Delete is chosen
File Management
• The folder is sent to the recycle bin and the bin icon
changes from empty to full

• To Undelete the folder, right-click the recycle bin and


choose Open

• From the Edit menu, choose Undo Delete to restore the


folder to it’s original location. The recycle bin icon
changes back to empty

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