File Management

PATHS AND TREES AND FOLDERS

Outline
Operating Systems
File Basics
◦ File Names, Extensions
◦ Directories, Folders, and Paths
◦ File Formats
File Management
◦ File (Windows) Explorer
◦ Zipping files
◦ Shortcuts
Operating Systems
Every computer runs programs (applications) that help you do your
work, like word processors and browsers.
Every computer needs software that knows the details of the particular
hardware you have and can communicate with all your applications and
with you. This is the Operating System.
Several kinds of OS’s – Windows 7, 8, 10, Linux, MacOS, Unix, Android
All operating systems have the important job of keeping track of your
files: where they are, what’s in them, what they are named.
Files
When you use an application to do work - e.g., write a
paper, make a spreadsheet, or draw a picture, the work is
stored in RAM (memory) first
It is in danger of being lost if the power goes off (RAM is
volatile!)
When you save it, it is copied to a secondary storage device
like the hard drive or a flash drive
It is saved as a FILE with a name, extension, time, date, size
◦ The extension, if there is one, is at the right end of the
name, with a period before it, like file1.abc
File Names and Extensions
You must adhere to file-naming conventions when saving files
◦ Case sensitivity – upper and lower case are different
◦ True in Linux and Unix variations, not in Windows
◦ If “ABC” and “abc” are different names, it IS case sensitive
◦ Maximum length (Windows 260 characters)
◦ Spaces allowed – be careful if using multiple spaces, can you see the
difference between 2 spaces and three spaces?
◦ Digits allowed
◦ \ / : * ? " < > | not allowed

File extensions provide clues to the file contents

OS uses extensions to know which application created the file and the internal
format of the file
Standard Filename Extensions
Extension Type of Document Application
.doc or .docx Word processing document Microsoft Word
.xls or .xlsx Workbook Microsoft Excel
.ppt or .pptx PowerPoint presentation MS PowerPoint
.accdb Database Microsoft Access
.gif, .jpg, .png Images Windows Image
Viewer
.mp4, .mp3 Videos, audio Windows Media
.zip Compressed file WinZip
.pdf Portable Document Format Adobe Acrobat
.htm or .html Web page Hypertext Markup
Language
How to Make Extensions
Visible in Windows
Windows default is NOT to show the common
extensions of filenames but we want to SEE them!
Open a Windows Explorer window
Choose Organize tab
Choose Folder and search options
Choose View tab
UNcheck the box that says “Hide extensions for
known file types”
Choose “Apply to Folders”
File Systems – Drives
Every computer has a file system used to keep
track of the files on that machine
File systems are based on physical storage
devices, known as drives
Drives can be local or remote (network or cloud)
Click on “My Computer” or “This PC” to see a list
of drives (on a Windows machine)
File Systems – Drives
Typical Drives
◦ A: or B:  Floppy Disk
◦ C:  Local Hard Drive
◦ D:  CD Drive
◦ E-Z for removable drives like memory sticks
◦ About any letter can be used for a partition of a device
File Systems – Partitions
Note that a “partition” is not a physical device, although it
looks like one to the OS.
Why have a partition? At one point Windows could only
handle storage devices of a certain size. If your hard drive
was larger than that size, you could not access the entire
device. Partitions fool the OS into thinking that one
device is two (or more!) devices, each with their own
letter and file system So by accessing the two devices,
you could use all your storage.
You will find disks partitioned even today, when some
space is used for a specific need, like a backup
Sample Disk Partition
File Management
The operating system provides an organizational structure to the computer’s
data and programs
Hierarchical structure of directories:
◦ Drives
◦ Folders
◦ and more Folders …
◦ Files

Storage metaphors help you visualize and mentally

organize the files on your disks and other storage
devices
A File System Tree (2 devices)
 File Management
Tree Metaphor
Metaphors
◦ Root, branches, leaves

Filing Cabinet Metaphor

◦ Drawers, Folders, Files
File Directories and Folders
Every storage device has a directory containing a list of its
files
◦ Root directory (like “C:\”)
◦ Subdirectory
◦ Depicted as folders

A computer’s file location is defined by a path

Examples: D:\ is the root of the D drive
Examples: C:\Notes\CS 101\Week 1\notes.txt
Examples: F:\1999\Music\CDs\Prince\
Reasons for using folders
•Organization of files makes them easier to find, less stress
•Easier to manipulate groups of files as one thing – moving,
copying, deleting, mailing
•Allows reuse of filenames, as long as the files are in
different paths – you can have two “A.txt” files as long as
they are in different folders
•Can use different applications on the same files – create a
file with Excel, zip it with Winzip, 7zip, etc. Create a video
mp4 file with Zoom, play it with Windows Media
Where is my Desktop??
•The Desktop Is really just another folder!
•On Windows, it is at C:\Users\yourusername\Desktop\
•On MacOS, it is /Users/yourusername/Desktop/

•If an application leaves you at the root of your C: drive, you should be
able to navigate to your Desktop!
•If you use the Virtual Den to be able to use MS Access, you will need to
know this!
File Formats
A file format refers to the organization and layout of data
that is stored in a file
A file extension usually indicates the format of a file and the
application which was used to create the file
But it does not have to! Just changing the extension on a
file from xlsx to zip does not make the file a zip file! It
needs to be converted from a spreadsheet to a zipped file
using the zip application.
Applications and Files
Most applications that create files have a file menu
Choices will include Save and Save As
◦ Save saves using same filename, if has been saved once already
◦ Save asks for new name if it has not been saved before
◦ Save As asks for new name and saves new copy of file

Rename – allows you to change the name of the current file

 File Explorer
File Explorer (also known as Windows Explorer)
helps you manipulate files and folders in the
following ways:
◦ Rename
◦ Copy
◦ Move
◦ Delete

Windows offers a set of preconfigured personal

folders, such as My Documents and My Music, for
storing your personal data files. You can make
subdirectories in these too!
Windows Explorer
NOT the same as Internet Explorer! Windows Explorer is a file manager
Shows files in different views
Shows files’ information: name, date modified, type, size and others you
can set (Turn menu bar on, then View then menu choice Choose
Details)
Uses Graphical User Interface to let you move files around, copy them,
erase them
Units for measuring file sizes
One byte = one character, pretty small
1 Kilobyte = 1024 bytes, about a page of text
1 Megabyte = 1024 KBs, a 1000-page book
1 Gigabyte = 1024 MBs (more than 1 billion bytes), about
1000 books, a library!
1 Terabyte = 1024 GBs (more than 1 trillion bytes), over
1000 libraries
1 Petabyte = 1024 TBs (more than 1 quadrillion bytes),
over 1 million libraries
Relationships of units
1024 = 512 * 2
1024 = 256 * 4
1024 = 128 * 8
1 Gb = 1024 Mb
So 0.5 Gb = 512 Mb
And 0.25 Gb = 256 Mb
If I had seven 512 Mb files and a 2 Gb memory stick, would they all fit?
How much space left over? How much more needed?
 File Sizes and Dates
A file contains data, stored as a group of bits
◦ File size is usually measured in bytes, kilobytes, or megabytes

The file date indicates the date that a file was created or last modified
File Sizes and Dates
Why is the file size important?
◦ Memory and Storage Capacity
◦ “How many songs can I fit on my MP3 player?”
◦ “How many pictures can I take with my camera?”
◦ "Did all my data get saved?“
◦ “Did I submit a file for the lab test that was empty?”

Why is the file date important?

◦ History of File Creation and Last Modification
◦ “Which one is the latest version of my paper?”
◦ “Did I submit my lab test on time?”
File Management Tips
Use descriptive names
Maintain file extensions – don’t change one unless you
convert the file to that type
Group similar files into a folder
Organize your folders from the top down
Consider using default folders but consider putting folders
inside them – My Documents can be subdivided as you like!
Do not mix data files and program files in the same folder
File Management Tips
Don’t store too many files in the root directory – actually
slows down the access
Follow copyright rules
Delete or archive files you no longer need
Be aware of storage locations!
◦ You will not be able to submit your lab test work if you
do not know where you put your files!
Make Backups!
Zipping a file or files
Files can be compressed by removing the
redundancies in them
Zip also archives them - turns several files into one file,
easier to move, copy, upload, etc.
Created by Phil Katz in 1989
In Windows, select the files to zip
◦ Right click on one of them
◦ Choose "Send to compressed folder"
◦ You may need to rename the file afterward
Shortcuts
Can create another icon which points to a file or folder or
program
Double clicking on it is equivalent to double clicking on what
it points to
But be careful! The shortcut is NOT a copy of the file! If the
original file is moved or deleted, the shortcut does not work
When submitting lab tests, be careful of this! Do not send
your TA JUST a bunch of shortcuts!