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File Management Basics

short course

OFFERED BY

INSTRUCTIONAL COMPUTING UNIVERSITY OF MISSOURI ST.LOUIS

Fall 2011

Welcome to the Instructional Computing short course on File Management. 2What is File Management?Computer file management is the manipulation of data and files whether it is the naming of files, placing files in folders or placing folders in folders.

File management is the organization of files that allow users to easily find them. 3Why do I need File Management?It allows users to organize files so they will can easily recognize what the purpose of the file is.Do I really need File management?No, it is not a requirement to use computers. It does allow user to be more efficient in storing their information.

File management is a great skill but it is not needed to succeed. 4Where are my files stored?Files are stored on hard drives, disks, memory technologies, and network storage.If you save a file on your home computers desktop, it will not be able to be accessed from a different computer. It will need to be transferred to portable storage, emailed or uploaded to network storage to access the files at work or school.

Files stored on your home computer need to be transferred to another medium so they can be accessed. 5Examples of media interfacesFlash DrivesExternal Hard DrivesCD or DVDK: DriveDropbox.netWindows SkydriveEmail

This list is generally what most people use for storing data.

6BackupsA backup is a copy of a file or folder that helps prevent data loss.One backup is good, but two or more allows greater protection.Users can backup their files to a flash drive, CD/DVD, another hard drive, cloud storage (drop box, UMSL K: Drive, Windows Skydrive), or email the file to themselves.No storage technology is perfect. CD/DVD-Rs can degenerate, flash drives and hard drives can stop functioning and cloud storage can go offline.

Backups are a necessity for any computer user as data loss or corruption can happen to anyone. Critical data can be recovered but it can cost hundreds of dollars to recover the data. Backups prevent those situations. 7How to do file management.Name Files so they can be identified without openingCreate Folders to categorize your filesName Folders so they can be identified easily

File management is really simple and easy to do. It only requires these three items listed on this slide. However, it can be time consuming if the files were never organized to start with. 8How files are located.

In a window, you will see the path name at the top. This path name refers to the location of the file on the computer. In the example on the right, it is showing the location of the K: Drive. This path name in windows 7 is the same as C:\Windows\ or K:\.

Files are located on a path name in Windows. So if you saved your file to the C:\ drive it will show where it is located 9Naming FilesFiles should be named appropriately so you can identify the contents of the file without opening it.Naming files should take place when first saving the file in the program being used.

aming your files is an essential task. They should be named to identify the file without opening it. Adding a date on it can be used to show when it was last edited. 10FoldersFolders should be named by subject or content areas.

It is ideal to name folders with a broad subject. It is okay to have folders within folders. You may have a history folder and then have individual folders for each history class. 11How to create new folders

Click on New Folder

A New Folder will appear and be highlighted in blue. You can type here to name the folder.Making a new folder is a simple task that requires you to have an explorer window open and clicking new folder.

: Making a new folder is a simple task that requires you to have an explorer window open and clicking new folder. 12Organizing and moving filesMoving files can be done by dragging and dropping files or copy/cutting and pasting files.It is better to have organized folders per class/work/personal basis that sort through your files.

The easiest way to move files is to drag and drop. 13EmailFile management can also be applied to the Windows Live email.Live allows users to create folders in their email.

Right click on your username or a folder and click Create New Folder

After clicking Create New Folder, you will be prompted to type a name for the folder. After naming the folder, move your emails to that folder.

Our current student email also allows file management. Users can organize their emails into folders by following the steps in this slide. 14Questions?If any further questions arise, please contact a lab consultant in any of the following Instructional Computing Labs.

SSB 103 SSB 452Benton Hall 232 Math TLC (UC 050) Ward E. Barnes Library Thomas Jefferson Research Commons

If you have any further questions please stop by the following labs listed on this slide and ask a lab consultant for help with your technological needs.

15Additional Informationhttp://www.cetc.umsl.eduThe Microcomputer Program at the University of Missouri-St. Louis offers day and evening computer courses as part of the Chancellor's Certificate series. http://www.umsl.edu/stg The Online Student Technology Guide has answers to many computing questions.http://help.umsl.eduOnline self-service solutions for UMSL Technology Issues

If you need further assistance please use these online resources. Thank you for listening to this short course on file management.16