Visualizing Technology Chapter 3 – File Management Become our fan at Facebook Copyright ©2012 Pearson Education, Inc. Publishing as Prentice Hall Visualizing

Copyright ©2012 Pearson Education, Inc. Publishing as Prentice Hall Visualizing Technology

Visualizing Technology

Chapter 3 –File Management

Become our fan at Facebook


CHAPTER 3

1. Create folders to organize files.2. Explain the importance of file extensions.3. Explain the importance of backing up files.4. Demonstrate how to compress files.5. Use advanced search options to locate files.6. Change the default program associated with a file type.7. Identify the certifications and careers related to file management.


CHAPTER 3 – RUNNING PROJECT

•You’ll learn about file management.

•Look for instructions at the end of each article.

•Complete the questions as you work through each article and beprepared to submit your responses at the end of the chapter.


Article 1 – A Place for EverythingObjective 1 – Create folders to organize files.

File management means opening, closing, saving, naming, deleting, and organizing digital files.

In this article we discuss organizing digital files, creating new folders, and navigating through the folder structure.


User and Public Folders•Default files and folders •Personal user folder•Windows start menu or desktop•Folders – containers to organize files•Public folders

Right-User folder for author’s (Deb) account with subfolders


Libraries•Windows 7 introduced libraries•4 libraries – documents, music, pictures and videos•Each library has matching user subfolder and public folder•Customizable

Libraries gather files that are located in different locations.In this example, the Digital camera pics folder on the My Stuff (D:) drive is added to the Picture library.


Windows Explorer•Use to look at a library or folder•Open from taskbar or Start menu•Navigation•Parts:

•Address bar•Search box•Navigation pane•File list area•Details pane


•Used to move up and down the folder hierarchy and contains the path to the current location

Windows Explorer Address Bar


Creating and Using Folders

1. Insert flash drive2. Click Start, Computer


3. Double-click the icon for the flash drive to open it.On the toolbar, click New Folder.


4. Type a name for the folder and press Enter.You have now created a new folder to store files.


You can create a new folder when you save a file.This allows you to organize your files as they’re created instead ofor after the fact.


Copying and moving files using Windows Explorer


Key Terms•File management•Folder•Hierarchy•Library•Path•Public folders•Windows explorer

4 Things You Need to Know•Windows creates a folder hierarchy for storing files•Each user has his own folder structure for storing documents, pictures, music, videos and more•Libraries gather files that are located in different locations•Windows Explorer is used to navigate through folders and drives


Article 2 – What’s in a Name?

Objective 2 – Explain the importance of file extensions.

Two types of files on every computer – the ones that the computer uses to function, such as programs and device drivers, and the ones that are used and created by you, the user, including music, documents, photos, and videos.

This article discusses these user files and their properties.


File Names •Every file has a file name and extension•260 characters long •Illegal characters - \ / ? + - “ > < |

Extensions•Assigned by program•Windows association

ch03_homework.docx

file name extension


Common file extensions and default program associations


File Properties•File information•Use to organize, sort and find files•Automatically created – type, size, and date•Added manually – title and author


Special Characters•The special characters can’t be used in a file name because they each have a special meaning in Windows. For example, the : is used when you indicate the letter of a drive (such as C: for the hard drive). Use the Internet to research the remaining illegal characters. What does each of these symbols represent?


Windows Explorer allows you to view and modify file properties

Views button

Type and Date

Details pane with Titles, Authors, and Tags


Right-click on a file to view properties (left)


Key Terms•File extension•File name•File property

4 Things You Need to Know•File names can be up to 260 characters long, including the path•File names can’t include special characters•File extensions indicate the type of file.•File properties can be used to sort and search for files.

Running ProjectIn this article, we discussed how to add properties to a file but how would you remove them? Which properties can you remove? Use Windows Help and Support to find the answers.


Article 3 – Back It Up

Objective 3 – Explain the importance of backing up files.

Backing up is something most people don’t think of until it’s too late. One simple step is to periodically back up or copy files to another drive, a DVD, or a flash drive.

This article discusses how easy it is to automatically back up your files for protection.


Windows Backup•Windows 7 utility for automatic backup•Requires being set •Runs without prompting you•Windows Action Center


Windows Backup Utility•Click Set up back up•Back location•Pros and cons of backup storage types:


Key Terms•Back up

4 Things You Need to Know•Use a backup program to regularly back files.•Keep backed up files in a different physical location.•Back up (verb) is the process of creating a backup(noun).•Online backup services are free or inexpensive for personal use.

Running ProjectResearch two online backup sites, and investigate their cost, reliability, storage size, and features. Write a brief report to convince your boss of the importance of backing up files and how backups should be handled. Should the company use online storage? Explain your thoughts? In the report, be sure to describe the type and size of the business you’re working for.


Article 4 – Shrink It

Objective 4 – Demonstrate how to compress files.

Files can be large. File compression is the process of making files smaller to conserve disk space and make them easier to transfer.

This article discusses file compression.


Types of File Compression•Two types – lossless and lossy•Depends on file type•Lossless compression – redundant information in files

•Algorithm•Zip files

•Lossy compression – images, audio, and video files•High-quality setting vs. low quality setting


Working with File Compression

•Compress and decompress• ZIP format

• Multiple files together• Ease of transfer

To ZIP files in Windows:1. Right-click file or folder2. Point to Send to3. Choose Compressed

(zipped) folder


A look into a ZIP file using Windows Explorer shows the compression ratios for each file.


Extracting filers from a ZIP archive.

1. Right-click ona zipped folder

2. and click Extractall

3. from the contextual menu.


Key Terms•Algorithm•Compression•Lossless compression•Lossy compression

4 Things You Need to Know•File compression saves disk space and make transferring files easier.•A file compressed with lossless compression can be decompressed back to the original file.•A file compressed with lossy compression can’t be decompressed because information has been removed from the file.•Windows has the ability to create and extract ZIP archives.


Running ProjectAn MP3 file is a compressed audio file that uses a lossy compression algorithm. Many audiophiles say that they can hear a noticeable difference in the quality of the sound. Use the Internet to research ways to improve the quality of MP3 files.


1. Insert your flash drive into your computer

2. Insert student CD

3. Chapter 3 folder

4. Right-click Jessica’s Bookstore

5. Copy this folder to your flash drive

How To – Create a Compressed (Zipped) Folder


1. Open Flash drive.2. Right-click Jessica

folder3. Properties4. Folder size?5. File and folders?

6. Close Properties7. Right-click Jessica

folder8. Point to Send to9. Compressed


1. Right-click on compressed folder

2. Properties3. Compare size4. Write answers

and save file.


Article 5 – It’s Always in the Last Place You Look

Objective 5 – Use advanced search options to locate files.

Following the principles of good file management will make finding your materials much easier.

This article discusses how Windows can help you find what you’re looking for.


Using Windows to Search for Files•Search boxes located:

•Start menu•Help •Support•Control panel•Explorer window


Search begins as soon as ‘f’ is typed.

The Search Results in Windows Explorer show the ‘f’ found in file names, content, and other file properties.


Search begins as soon as ‘f’ is typed.

The Search Results in Windows Explorer show the ‘f’ found in

file names, content, and other file properties.


Searching from the Start menu locates programs as well as files.


The Paperless Office•Not quite a reality•EPA, 2008, paper is 31% of solid waste in each year•Ways to get there:

•E-mail•Bills online•Paperless statements•Don’t print e-docs unless have to•Books and magazines in e-form instead•Opt out of junk mail – www.dmachoice.org•Opt out of catalogs – www.catalogchoice.org

http://www.dmachoice.org/

http://www.catalogchoice.org/


Using Boolean Logic to Refine Searches•George Boole•3 Boolean Operators – AND, OR, NOT•Search filters

The blue areas represent the search Results for each Booleanfilter.


AND•Results include BOTH words – John AND Kennedy

OR•Results include EITHER words – John OR Kennedy

NOT•Results include the first term and NOT the second term – John NOT Kennedy


Key Terms•Boolean operators•index

3 Things You Need to Know•Search box in Start menu, most windows, control panels, and help screens•The Boolean operators AND, OR, NOT can be used to create search filters.•Windows maintains an index that contains information about the files located on your computer.


Article 6 – That’s Not the Program I Want to Open This File Type

Objective 6 – Change the default program associated with a file type.

Windows maintains a list of file extensions and associated default programs that enables Windows to open the correct file when you click it.Issues when working with a generic files that can be opened with multiple programs.You can manage these settings.

This article discusses how to manage these settings via the Default Programs control panel.


Manage the settings via the Default Programs control panel (above).


1 – Select program from list to view information about the file types the program can open.

2 – Select the first option to set all the defaults or the second options to select defaults individually.

1

2


When Choose defaults for this program option is selected, a new window opens and allows you to pick item individually:

Click the check box nextto a file type to associate with this program


When Choose defaults for this program option is selected, a new window opens and allows you to pick item individually:

1. Click the file extension you wish to Modify and then click the Change program button.

2. Select the program that you want to use to open the file typeor click the Browse button to locate it and then click OK.


Key Terms•Default program

2 Things You Need to Know•Windows maintains a list of file extensions and associated default programs.•You can use the Default Programs control panel to change these associations.

Running ProjectUse the Default Programs control panel on your computer to complete this section of the project. What program is currently associate with MP3 files? What other file types can this program open by default? What other programs are installed on your computer that can open MP3 files by default?


Article 7 – What Can I Do with Knowledge about File

Management?

Objective 7 – Identify the certifications and careers related to file management.It’s hard to image a career today that doesn’t require you to have some file-management skills. Any work deals with documents has files that need to be managed.

Many industries have document management regulations that require individuals with excellent file-management skills to complete.


Life Sciences•DMCP

•Center for Professional Innovation & Education•3 required courses•Pass 4 exams


Federal Records Management•NARA

•5 knowledge Area courses and exams•Optional overview course•3 required courses•Focuses on federalrecord managementand regulations.



Chapter 3 Objectives Recap1. Create folders to organize files.2. Explain the importance of file extensions.3. Explain the importance of backing up files.4. Demonstrate how to compress files.5. Use advanced search options to locate files.6. Change the default program associated with a file type.7. Identify the certifications and careers related to file management.


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Copyright © 2012 Pearson Education, Inc. Publishing as Prentice Hall

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Visualizing Technology Chapter 3 – File Management Become our fan at Facebook Copyright ©2012 Pearson Education, Inc. Publishing as Prentice Hall Visualizing