File Management File Management andand

Storage DevicesStorage Devices

Floppy Disk DriveFloppy Disk Drive

►A A floppy drivefloppy drive (normally (normally designated as thedesignated as the "A" "A" drive).  drive). 

►This is the drive (accessible from This is the drive (accessible from the outside of the computer) into the outside of the computer) into which you can insert and/or remove which you can insert and/or remove a floppy disk.  a floppy disk. 

►Floppy drives, in recent years Floppy drives, in recent years have become less popular because have become less popular because of their low storage capacity.of their low storage capacity.

►This is a magnetic deviceThis is a magnetic device

Floppy DrivesFloppy Drives

Hard Disk DrivesHard Disk Drives► A A hard drivehard drive (normally designated as the (normally designated as the "C""C" drive).  drive). 

► This is the primary internal storage device of This is the primary internal storage device of your computer.  your computer. 

► Normally, you will install programs on it and Normally, you will install programs on it and store your data on it.  store your data on it. 

► You cannot see the hard drive unless you remove You cannot see the hard drive unless you remove the case of the computer.  the case of the computer. 

► If you have an exceptionally large hard drive, If you have an exceptionally large hard drive, it may be divided into two parts.  In this case, it may be divided into two parts.  In this case, you will have a "C" drive and a "D" drive.  you will have a "C" drive and a "D" drive. 

► These are really two parts of the same drive These are really two parts of the same drive (think of them in terms of "Drive C + Drive D = (think of them in terms of "Drive C + Drive D = Drive C").  Drive C"). 

► This is a magnetic device.This is a magnetic device.

Hard Disk DrivesHard Disk Drives

Hard Disk DriveHard Disk Drive

Optical Disk DrivesOptical Disk Drives

► A A CD-ROM or DVD CD-ROM or DVD drive is accessed from drive is accessed from outside the computer.  outside the computer. 

► It is normally designated as the It is normally designated as the "D""D" drive or the "E" drive if your "C" drive drive or the "E" drive if your "C" drive is divided into two parts--C and Dis divided into two parts--C and D

► It will temporarily hold a CD (computer It will temporarily hold a CD (computer program or music CD). program or music CD). 

► They are called Optical as a laser light They are called Optical as a laser light reads the data on the disk as opposed to reads the data on the disk as opposed to magnetic readers.  magnetic readers. 

Optical DrivesOptical Drives

USB DrivesUSB Drives

► Optionally, you may have aOptionally, you may have a Jump, Flash or Jump, Flash or Zip driveZip drive.  . 

► These are portable drives that require These are portable drives that require the user to insert them into one of the the user to insert them into one of the computers USB Ports. computers USB Ports.

► Storage capacity ranges from 256MB up to Storage capacity ranges from 256MB up to 16 GB (16000MB). 16 GB (16000MB).

► The drive letter will normally be The drive letter will normally be “E” “E” – – depending on what other drives are in depending on what other drives are in your computeryour computer

► This is a temporary storage device which This is a temporary storage device which uses a chip set for storing the datauses a chip set for storing the data

USB DrivesUSB Drives

Files and FoldersFiles and Folders

► How a disk drive is organized?How a disk drive is organized?► Think of your disk drive as one big file Think of your disk drive as one big file cabinet.  You will stash your work in the cabinet.  You will stash your work in the file cabinet.  But you can't just throw file cabinet.  But you can't just throw documents in willy-nilly.  You have to have documents in willy-nilly.  You have to have an organizational structure to your filing an organizational structure to your filing system.  system. 

►    Folders provide that organizational Folders provide that organizational structure to a disk drive, just as they do in structure to a disk drive, just as they do in a file cabinet.  First, you will put labeled a file cabinet.  First, you will put labeled folders into your cabinet/drive.  Each folder folders into your cabinet/drive.  Each folder will have a name.  When you view the contents will have a name.  When you view the contents of a disk drive, folders are normally listed of a disk drive, folders are normally listed in alphabetical order.  in alphabetical order. 

Files and FoldersFiles and Folders

► Inside the folder, you will put your Inside the folder, you will put your documents.  In order to be able to find documents.  In order to be able to find your documents later within an your documents later within an overstuffed folder, you will give each overstuffed folder, you will give each document a name.  On a PC, it is wise to document a name.  On a PC, it is wise to use the following naming conventions for use the following naming conventions for both folders and files:  both folders and files: 

► A file name is made up of two parts:  A file name is made up of two parts:  (1) the name of the document and (1) the name of the document and (2) the file extension.  (2) the file extension. 

► You may name a file anything you wish, You may name a file anything you wish, but it is preferable to name a file but it is preferable to name a file something you are likely to remember something you are likely to remember later. later.

Files and FoldersFiles and Folders► By rule of thumb, file names should be kept By rule of thumb, file names should be kept short (no longer than 8 characters).  Although short (no longer than 8 characters).  Although Windows and Macs allow longer file names, you Windows and Macs allow longer file names, you will be in for some nasty surprises if you use will be in for some nasty surprises if you use longer file names. longer file names.

► The second part of a file name is the The second part of a file name is the extension.  In the fileextension.  In the file text.doc text.doc, the word , the word texttext is the file name and the is the file name and the .doc.doc is the extension.  is the extension.  A period always separates the two.  The A period always separates the two.  The extension identifies what kind of a document you extension identifies what kind of a document you have.  Some examples of file extensions are: have.  Some examples of file extensions are: .doc - Micrsoft Word Document .doc - Micrsoft Word Document .htm - Web document  .htm - Web document  .gif - image .gif - image .jpg - image .jpg - image .ppt - PowerPoint Presentation .ppt - PowerPoint Presentation

Creating your storage Creating your storage areaarea

► You will need someplace to put the files You will need someplace to put the files you will be creating this semester.  You you will be creating this semester.  You could, of course, just toss them into the could, of course, just toss them into the C drive where they would immediately be C drive where they would immediately be swallowed up the by sixteen gazillion swallowed up the by sixteen gazillion other files that are already there.  other files that are already there. 

► A wiser move would be to create your own A wiser move would be to create your own personal folder on the "C" drive where personal folder on the "C" drive where you will always store your files.   One you will always store your files.   One warning:  Once stored on the "C" drive of warning:  Once stored on the "C" drive of a computer, your files are NOT portable.  a computer, your files are NOT portable. 

► You will need to use a Flash or Jump You will need to use a Flash or Jump drive to move the files around.drive to move the files around.

Where did it go?Where did it go?

►Where did it go?  It went where Where did it go?  It went where I put it!!I put it!!

►There is no great mystery about There is no great mystery about saving documents.  A document saving documents.  A document will go wherever you put it.  will go wherever you put it.  However, if you don't pay However, if you don't pay attention, it's likely to end up attention, it's likely to end up where you least expect it.  where you least expect it. 

Where did it go?Where did it go?► What folder is it in?  Once you've chosen the drive, you must What folder is it in?  Once you've chosen the drive, you must then select the folder.  You can put it in any folder you then select the folder.  You can put it in any folder you want.  Better you should choose the folder than the computer. want.  Better you should choose the folder than the computer.

► What is the of the name of the file?  You can call it What is the of the name of the file?  You can call it anything you like, but remember the filename conventions we anything you like, but remember the filename conventions we talked about?  Play it safe, and use only 8-character file talked about?  Play it safe, and use only 8-character file names.  For consistency, use all lowercase letters in names.  For consistency, use all lowercase letters in filenames.  Then you never have to wonder, "Did I capitalize filenames.  Then you never have to wonder, "Did I capitalize the name of that file?" the name of that file?"

► What is the extension?  If you have created a MS Word What is the extension?  If you have created a MS Word document, be sure the extension is .doc.  If it is anything document, be sure the extension is .doc.  If it is anything else, MS Word won't be able to read it the next time you try else, MS Word won't be able to read it the next time you try to open it. to open it.

► When you have answered all these questions in the "SAVE" When you have answered all these questions in the "SAVE" dialogue box, you are ready to click "OK" and save your dialogue box, you are ready to click "OK" and save your file.  file. 

““Save” VS “Save As”Save” VS “Save As”

► The first time you save a document, you want to The first time you save a document, you want to click on "File" then "Save As."  click on "File" then "Save As." 

► The "SAVE AS" command gives you the opportunity The "SAVE AS" command gives you the opportunity to name the file.  Any time you save the file to name the file.  Any time you save the file after it has been named, you can simply click after it has been named, you can simply click on "File" then "Save" and it will automatically on "File" then "Save" and it will automatically be stored under the same name and in the be stored under the same name and in the original location..  original location.. 

► The new file will overwrite the old one, The new file will overwrite the old one, replacing it on your disk.  If you accidentally replacing it on your disk.  If you accidentally click on "SAVE" instead of "SAVE AS," MSWord click on "SAVE" instead of "SAVE AS," MSWord will save you from yourself and automatically will save you from yourself and automatically open up the "SAVE AS" dialogue box and ask you open up the "SAVE AS" dialogue box and ask you to name the file. to name the file.

PathsPaths► Once a file or folder has been saved, it will Once a file or folder has been saved, it will have a specific address on the computer, just as have a specific address on the computer, just as you have one for your home.  This "address," or you have one for your home.  This "address," or where a file lives, is called a path.  Here's an where a file lives, is called a path.  Here's an example:  example: 

► c:\msoffice\winword\mydocs\test.docc:\msoffice\winword\mydocs\test.doc► This path says the following:  This path says the following: 

This file is stored on the "C" drive (c:\), in the This file is stored on the "C" drive (c:\), in the program folder called MS Office, in the "Winword" program folder called MS Office, in the "Winword" program folder, which contains another folder called program folder, which contains another folder called "mydocs."  "mydocs." 

My file is named "test" and it is an MS Word document My file is named "test" and it is an MS Word document because it has a .doc extension on it.  Notice that each because it has a .doc extension on it.  Notice that each level of the hierarchy is separated by a backslash "\".  level of the hierarchy is separated by a backslash "\". 

The highest level is the drive; the lowest level is the The highest level is the drive; the lowest level is the file name.  This may not seem important now, but it will file name.  This may not seem important now, but it will in the next tutorial.  in the next tutorial. 

Finding a Lost FileFinding a Lost File

► Retrieving a document is quite simple IF Retrieving a document is quite simple IF you remember where you put it in the first you remember where you put it in the first place.  On the other hand, if memory games place.  On the other hand, if memory games are not your forte, you will need some are not your forte, you will need some method for retrieving files when you can't method for retrieving files when you can't remember where you put it.  Fortunately, remember where you put it.  Fortunately, there is hope for the demented ...  there is hope for the demented ...  Several methods are possible:  Several methods are possible:  Seek and ye shall find.  You could always open Seek and ye shall find.  You could always open up "My Computer" and look in each and every up "My Computer" and look in each and every folder on your drive or disk until you find folder on your drive or disk until you find it.  This is not too efficient. it.  This is not too efficient.

A better method is to click on "START" then A better method is to click on "START" then "FIND" then "FILES OR FOLDERS".  Then you can "FIND" then "FILES OR FOLDERS".  Then you can search for a file name or extension.search for a file name or extension.

Cleaning your Hard DriveCleaning your Hard Drive

►Quick & dirty file managementQuick & dirty file management►To get things really tidy on your To get things really tidy on your computer, you need to go through computer, you need to go through your files and e-mail messages your files and e-mail messages periodically.periodically.

►This is why we allocate a specific This is why we allocate a specific area on your hard drive for all of area on your hard drive for all of your files. your files.

►It is easier to go through the It is easier to go through the folders you have created than search folders you have created than search your whole hard drive.your whole hard drive.

……and now for your and now for your computercomputer

►Take time to make a few Take time to make a few directories, where you will store directories, where you will store your filesyour files

►Look over the file extensions on Look over the file extensions on your computeryour computer

►Clean up your hard drive – BE Clean up your hard drive – BE SURE NOT TO DELETE SYSTEM or SURE NOT TO DELETE SYSTEM or PROGRAM FILES (we will look at PROGRAM FILES (we will look at this more)this more)