Computers Are Your Future 2008 PrenticeHall Inc Slide

Computers Are Your Future © 2008 Prentice-Hall, Inc. Slide

Computers Are Your Future Spotlight 4 File Management © 2008 Prentice-Hall, Inc. 2

Computers Are Your Future Spotlight 4 File Management Ø Good file management skills are a hallmark of a competent computer user. Ø File management essentials: § § The big picture of file management The specifics of actually managing files © 2008 Prentice-Hall, Inc. 3

Computers Are Your Future Spotlight 4 The Big Picture: Files, Folders, and Paths Ø A file is a named unit of digital data stored in a computer system. Ø Files are organized in directories or folders. Ø Folders may have subfolders, or folders within folders. Ø Files and folders reside on a storage device called a drive. Ø The computer follows a path to find a file. © 2008 Prentice-Hall, Inc. 4

Computers Are Your Future Spotlight 4 File Naming Conventions Ø Each file needs a specific filename. Ø The filename has two parts: Ø The name Ø The extension identifies the type of data the file contains. Name Extension Example filename: plant_diseases. doc © 2008 Prentice-Hall, Inc. 5

Computers Are Your Future Spotlight 4 Commonly Used Extensions Extension File Type . exe Program Application . doc Microsoft Word . xls Microsoft Excel . ppt Microsoft Power. Point . mdb Microsoft Access . pdf Adobe . txt Simple Text . htm or. html Web Pages . rtf Rich Text Format . jpeg or. jpg Image Format © 2008 Prentice-Hall, Inc. 6

Computers Are Your Future Spotlight 4 Managing Files are managed in two ways: Ø Using a file management utility Ø From within the programs that create them © 2008 Prentice-Hall, Inc. 7

Computers Are Your Future Spotlight 4 File Management Utilities My Computer is the main file management utility. Left Pane – Displays links to system tasks © 2008 Prentice-Hall, Inc. Right Pane – Lists stored files and devices attached to the computer 8

Computers Are Your Future Spotlight 4 File Management Mode To. The change My Computer file management mode, tasks. Click ü window changes totoenable file management the Folders button on the Standard toolbar. Left Pane – Displays the names of the drives and folders © 2008 Prentice-Hall, Inc. Right Pane – Displays the folders and files 9

Computers Are Your Future Spotlight 4 Folders View © 2008 Prentice-Hall, Inc. 10

Computers Are Your Future Spotlight 4 Thumbnail View © 2008 Prentice-Hall, Inc. 11

Computers Are Your Future Spotlight 4 Details View © 2008 Prentice-Hall, Inc. 12

Computers Are Your Future Spotlight 4 Formatting Ø Makes a disk functional Ø PC cannot read a Macintosh disk Ø Erases everything © 2008 Prentice-Hall, Inc. 13

Computers Are Your Future Spotlight 4 Creating Folders A folder can be created in two steps (click to view). Step 1. Click on the drive in which you want to create a folder © 2008 Prentice-Hall, Inc. Step 2. Choose File, New, and then Folder 14

Computers Are Your Future Spotlight 4 Transferring Folders and Files There are two basic ways to transfer your files and folders (click to view) Method 1 Method 2 Ø To copy or move the files and folders, right-drag them to the new location. Ø To move the files and folders within the same drive, left-drag them to the new location. © 2008 Prentice-Hall, Inc. Ø When leftdragging between drives, a copy is created. 15

Computers Are Your Future Spotlight 4 Backing Up Copy files to save data. Ø Create intermediate copies as you work. § § § File, Save As Every 15 to 20 minutes Append filename with a number Drag a copy of file to floppy disk or CD-R. Use backup software. © 2008 Prentice-Hall, Inc. 16

Computers Are Your Future Spotlight 4 Managing Files from within Programs Ø When using the File, Open menu sequence in an application, the Open dialog box displays icons for creating new folders and deleting files. Ø Right-clicking on a file in the Open dialog box enables file management tasks from a pop-up menu. © 2008 Prentice-Hall, Inc. File management icons File management menu 17

Computers Are Your Future Spotlight 4 Save and Save As Commands Ø Use the Save command whenever you want to save a file that you created or modified. § The program will either create a new file or replace the file stored on a disk. Ø The first time a file is saved, the program defaults to the Save As dialog box because the drive, path, and filename must be designated. Ø After the initial save, the Save As command is used whenever you want to change the drive, path, and/or filename; it is also used to create backup files. © 2008 Prentice-Hall, Inc. 18

Computers Are Your Future Spotlight 4 Managing E-mail Ø Create mail folders Ø Use sorting features Ø Use find command © 2008 Prentice-Hall, Inc. 19