02_FileManagement

7/30/2019 02_FileManagement

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FILE MANAGEMENT

Examples on XP, Windows 7

CENG 103 – Mugla University

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Based on “Pecatonica UMC

Computer Training Series”



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Where did I put ?

Where did I put that?



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Improving your computer game

Many people who would be very proficientcomputer users, lack self confidence when

faced with understanding files systems and

file association. This presentation will

attempt to remove some of the mystery

behind working with files/directories and thus

hopefully help increase the confidence level

of the average to newbie computer user. Theconcept of file structure is powerful and a key

to achieving this next level of understanding.



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Agenda

Why is file management important? Introduction to the directory structure of a

computer

File associations Power Tool for file retrieval

Creating a great file structure

Creating great file names Downloading and finding files

Conclusions and homework (uggh):



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Why file management

Files contain data that has been deemed

important enough to create/store

Stored data is only useful if it can be easily

recovered and used

Once recovered it must be capable of being

accessed (message conveyed)

Understanding your computer’s file structures is critical to finding this data

In order for data to be useful it must be able to be easily retrieved and displayed



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Why file management

So how do we approach file management

with the previous intentions?

The answer is found partially in

understanding the directory structure From this structure we can develop powerful technics to

find our files



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Introduction to the directory structure How would you describe to someone how to

find an article of clothing located somewhere

in your house? The answer depends on where you are

File structures are similar The file root could be the home (file root is the very highest

level of the file system – typically c: - windows or ”/“ for

linux/unix)

The room The chest of drawers

The drawer number/location

The article of clothing = file



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Convention for identifying filelocation MS- Windows

C:\ = root of the drive – the highest level of the directory

All others are referenced from the next directory in the path

Path is the direction one would take from the root directoryto get to the file

Example

C:\my city\my street\my address\my room\my

dresser\my upper left drawer\my new NASA shirt.doc The “ \” identify the stepping into the next directory tier



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Directory structures

A B C

Location

/C:/APPS/GAMES/C



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State

House

Room

City

Street

Similarly referenced to a physicallocation



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Directory structures



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Where is the default data storage

MS Windows typically uses MY Documents as

the default “root” for user data storage This isn’t the real root of the drive but rather a convenient

location to store all your data and reference the location from Some folders may already be created for you

My Pictures, My Music, My Downloads etc.

Most users never expand on this directory structure



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Create your own directorystructure Usage of “new” file command in MS Windows

Explorer or My Computer

Allows you to easily create new directories

New directories can then be inserted inside of these newdirectories

You have just created your own directory tree.



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What defines a Great File structure

Documents are easily found!

When you are looking for a document, a good

directory structure will practically scream out

the path or location of the document you arelooking for.

At each step of the structure it should be

clear what next branch of the directory to turnto for document retrieval.



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Great file name/structure iswinning combination A great file structure helps locate a family of

documents

Combined with a great file names and the

ability to do power searches, means never losing a file ever again (assuming you back up your data – but that is another

story)



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Examples of Great FileName/Structure My Document

2008

Financial

Accounts Checking

Savings

401K

My personal documents

Resumes

Shopping



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Pick Great File Names

File names should describe the contents

inside

should be short

Should be alpha-numeric Should be concise

Generally – do not use special characters

Never put a ”.“ in your file name (Windows interprets this as

the beginning of the file extension field of the file name)



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Examples of Great/Good FileNames Aunt_Em_Peanut_butter_cookies_recipe.doc

My_latest_resume.doc

Communications June Meeting minutes

JimsGroceryList.pdf

My_checking_account.xls



Insert Date

My_resume_20100916.doc

EnisKaraarslan_resume_20100916.doc

C:\Resim\2010_09_Akyaka\

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Examples of poor file names

Default.xls

Book1.xls

Document.doc

Board.doc



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Create your own directorystructure



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Create your own directorystructure I have now created a file structure

D:

DepartmentWORK

Basvurular 0907090001



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Big Jump Here

How do we know what is inside a file?

A look at file naming conventions.

How do I know that I have the right software

program to open my new file?



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File Names and File Associations

File names should help to identify contents

and do identify the application needed to

open the file

Similar directory structures that help locate contents, filenames should describe what is inside a file.

Naming convention xxxxxxxxxx.yyy

The X’s to the left of the ”.“ comprise the file name

The Y’s to the right of the ”.“ comprise the helper application necessary to open the file.



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Common file extensions MS Office documents:

.doc = word document

.xls = Excel document

.ppt= powerpoint document

Adobe .pdf = portable document format (Adobe is most common

application)

Web help (must be in show mode to access

hyperlink below) This web site can provide help for file association questions

http://filext.com/index.php





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Exploring My Computer (a newtool) The presence of a plus sign indicates the

presence of lower tier directories

Click on the plus sign to expand and show

the list of subdirectories

Click on the minus sign to collapse the

directory structure.

Entire directory structures can be easilycopied (recursively)



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Power tools for file finding

The Search tool is a powerful ally in finding

lost files.

Need to refine searches to smallest search

area practical (lowest level of your structure) Results in smaller time increment for searches

Remember your file structure

Search for files by date/time/name/extensions Class examples for searching

Review the search window and how to reach it.



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The Search Window

Toggle between Search and Folders



The Search Window

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Where do I find my new USB stickdata? Find the “My Computer” icon and double click

to open.

If your stick was successfully installed it will

show up similar to following:

Stick Drive



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Downloading and Finding Files

Caution – on downloading files – do so from

a safe location

Understand the default location for the

download Otherwise you will not be able to find the errant file



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Control over where the documentsaves



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Note the location that the filedownloads to



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Find the file/Open/Use the File

Once the file is downloaded you are often

given the option to open it immediately

However if you attempt to do it later you must

be able to find it Using your Great Directory structure and file name

techniques this should now be a snap

What if you don’t have what you need to open the file?

Search the file associations web site and locate the

program type and install if available

D i /Ch Fi f d f l



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Determine/Change Firefox defaultdownload handling

This menu can be found under edit/preferences or tool/options

depending on your version of firefox.

Download controls are

found on the “Main Tab”

D i /Ch MS IE d f l



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Determine/Change MS IE defaultdownload handling Microsoft Internet Explorer does not have a

control similar to the download control.

Every time a file is selected for download, the

following window pops up



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Explorer allows you to select a location and a name for your newfile

•Don’t forget where you put this! Click

the drop-down box to see where your fileis really going. Select a logical location

for your new file.

•Choose a different name if you don’t like

the default name.



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Conclusions

This course has intended to empower andencourage the user to employ power skills for

creating directories and file names Using intuitive approach to creating great directory

structures Useful Descriptive File names

Basic understanding of file extensions and file associations

Resulting in fewer lost files

Introduction to power search tools

Don’t forget to backup your data!



Homework

Create the following directory structure on a

PC: C:\ders\AdinSoyadin\Odev\20100901

C:\ders\AdinSoyadin\Odev\20100919 C:\ders\AdinSoyadin\Odev\20100925

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