1. Visualizing Technology Chapter 3 – File Management
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Copyright ©2012 Pearson Education, Inc. Publishing as Prentice Hall        Visualizing Technology

2. CHAPTER 3 Create folders to organize files.
Explain the importance of file extensions.
Explain the importance of backing up files.
Demonstrate how to compress files.
Use advanced search options to locate files.
Change the default program associated with a file type.
Identify the certifications and careers related to
file management.
Copyright ©2012 Pearson Education, Inc. Publishing as Prentice Hall        Visualizing Technology

3. 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 be
prepared to submit your responses at the end of the chapter.
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4. Article 1 – A Place for Everything Objective 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.
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5. 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
Article 1 – A Place for Everything| Objective 1 – create folders to organize files
Figure 3.1
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6. 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.
Article 1 – A Place for Everything| Objective 1 – create folders to organize files
Figure 3.2 a, 3.2b, 3.2c
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7. Use to look at a library or folder Open from taskbar or Start menu
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
Article 1 – A Place for Everything| Objective 1 – create folders to organize files
Figure 3.3
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8. Windows Explorer Address Bar
Used to move up and down the folder hierarchy and contains the path to the current location
Article 1 – A Place for Everything| Objective 1 – create folders to organize files
Figure 3.4
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9. Creating and Using Folders
1. Insert flash drive
2. Click Start, Computer
Article 1 – A Place for Everything| Objective 1 – create folders to organize files
Figure 3.8a
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10. 3. Double-click the icon for the flash drive to open it.
On the toolbar, click New Folder.
Article 1 – A Place for Everything| Objective 1 – create folders to organize files
Figure 3.8b
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11. 4. Type a name for the folder and press Enter.
You have now created a new folder to store files.
Article 1 – A Place for Everything| Objective 1 – create folders to organize files
Figure 3.8c
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12. You can create a new folder when you save a file.
This allows you to organize your files as they’re created instead of
or after the fact.
Article 1 – A Place for Everything| Objective 1 – create folders to organize files
Figure 3.9
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13. Copying and moving files using Windows Explorer
Article 1 – A Place for Everything| Objective 1 – create folders to organize files
Figure 3.9
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14. Key Terms 4 Things You Need to Know
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
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15. This article discusses these user files and their properties.
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.
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16. ch03_homework.docx File Names Every file has a file name and extension
260 characters long
Illegal characters - \ / ? + - “ > < |
Extensions
Assigned by program
Windows association
ch03_homework.docx
Article 2 – What’s in a Name?| Objective 2 – Explain the importance of file extensions.
file name
extension
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17. Common file extensions and default program associations
Article 2 – What’s in a Name?| Objective 2 – Explain the importance of file extensions.
Figure 3.14
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18. File Properties File information Use to organize, sort and find files
Automatically created – type, size,
and date
Added manually – title and author
Article 2 – What’s in a Name?| Objective 2 – Explain the importance of file extensions.
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19. 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?
Article 2 – What’s in a Name?| Objective 2 – Explain the importance of file extensions.
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20. Windows Explorer allows you to view and modify file properties
Views button
Type and Date
Article 2 – What’s in a Name?| Objective 2 – Explain the importance of file extensions.
Figure 3.15
Details pane with
Titles, Authors, and Tags
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21. Right-click on a file to view properties (left)
Article 2 – What’s in a Name?| Objective 2 – Explain the importance of file extensions.
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22. 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 Project
In 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.
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23. 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.
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24. Windows Backup Windows 7 utility for automatic backup
Requires being set
Runs without prompting you
Windows Action Center
Article 3 – Back It Up| Objective 3 – Explain the importance of backing up files.
Figure 3.17
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25. Windows Backup Utility
Click Set up back up
Back location
Pros and cons of backup storage types:
Article 3 – Back It Up| Objective 3 – Explain the importance of backing up files.
Figure 3.17
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26. Key Terms 4 Things You Need to Know Running Project
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 Project
Research 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.
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27. 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.
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28. 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
Article 4 – Shrink It| Objective 4 – Demonstrate how to compress files.
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29. Working with File Compression
Compress and decompress
ZIP format
Multiple files together
Ease of transfer
To ZIP files in Windows:
Right-click file or folder
Point to Send to
Choose Compressed (zipped) folder
Article 4 – Shrink It| Objective 4 – Demonstrate how to compress files.
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30. A look into a ZIP file using Windows Explorer shows
the compression ratios for each file.
Article 4 – Shrink It| Objective 4 – Demonstrate how to compress files.
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31. Extracting filers from a ZIP archive.
1. Right-click on
a zipped folder
2. and click Extract
all
3. from the contextual
menu.
Article 4 – Shrink It| Objective 4 – Demonstrate how to compress files.
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32. 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.
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33. Running Project
An 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.
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34. How To – Create a Compressed (Zipped) Folder
Insert your flash drive into your computer
2. Insert student CD
3. Chapter 3 folder
4. Right-click
Jessica’s Bookstore
Copy this folder to
your flash drive
Figure 3.20a
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35. Right-click Jessica folder Properties Folder size? File and folders?
Open Flash drive.
Right-click Jessica folder
Properties
Folder size?
File and folders?
Close Properties
Right-click Jessica folder
Point to Send to
Compressed
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36. Right-click on compressed folder
Properties
Compare size
Write answers and save file.
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37. 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.
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38. Using Windows to Search for Files
Search boxes located:
Start menu
Help
Support
Control panel
Explorer window
Article 5 – It’s Always in the Last Place You Look| Objective 5 – Use advanced search options to locate files.
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39. 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.
Article 5 – It’s Always in the Last Place You Look| Objective 5 – Use advanced search options to locate files.
Figure 3.23
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40. 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.
Article 5 – It’s Always in the Last Place You Look| Objective 5 – Use advanced search options to locate files.
Figure 3.24
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41. Searching from the Start menu locates programs as well as files.
Article 5 – It’s Always in the Last Place You Look| Objective 5 – Use advanced search options to locate files.
Figure 3.25
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42. EPA, 2008, paper is 31% of solid waste in each year Ways to get there:
The Paperless Office
Not quite a reality
EPA, 2008, paper is 31% of solid waste in each year
Ways to get there:
Bills online
Paperless statements
Don’t print e-docs unless have to
Books and magazines in e-form instead
Opt out of junk mail –
Opt out of catalogs –
Article 5 – It’s Always in the Last Place You Look| Objective 5 – Use advanced search options to locate files.
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43. 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 Boolean
filter.
Article 5 – It’s Always in the Last Place You Look| Objective 5 – Use advanced search options to locate files.
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44. AND OR NOT Results include BOTH words – John AND Kennedy
Results include EITHER words – John OR Kennedy
NOT
Results include the first term and NOT the second term – John NOT Kennedy
Article 5 – It’s Always in the Last Place You Look| Objective 5 – Use advanced search options to locate files.
Figure 3.26
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45. 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.
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46. 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.
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47. Manage the settings via the Default Programs control panel (above).
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.
Figure 3.27
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48. 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
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.
Figure 3.28
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49. When Choose defaults for this program option is selected, a new window opens and allows you to pick item individually:
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.
Figure 3.29
Click the check box next
to a file type
to associate with this
program
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50. 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 type
or click the Browse button to
locate it and then click OK.
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.
Figure 3.30
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51. 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 Project
Use 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?
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52. Article 7 – What Can I Do with Knowledge about File Management
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.
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53. Life Sciences DMCP Center for Professional Innovation & Education
3 required courses
Pass 4 exams
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54. Federal Records Management NARA
5 knowledge Area courses and exams
Optional overview course
3 required courses
Focuses on federal
record management
and regulations.
Article 7 – What Can I Do with Knowledge about File Management? | Objective 7 - Identify the certifications and careers
related to file management.
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55. Copyright ©2012 Pearson Education, Inc. Publishing as Prentice Hall
Copyright ©2012 Pearson Education, Inc. Publishing as Prentice Hall        Visualizing Technology

56. Chapter 3 Objectives Recap
Create folders to organize files.
Explain the importance of file extensions.
Explain the importance of backing up files.
Demonstrate how to compress files.
Use advanced search options to locate files.
Change the default program associated with a file type.
Identify the certifications and careers related to
file management.
Copyright ©2012 Pearson Education, Inc. Publishing as Prentice Hall        Visualizing Technology

57. Copyright © 2012 Pearson Education, Inc. Publishing as Prentice Hall
All rights reserved. No part of this publication may be reproduced, stored in a retrieval system, or transmitted, in any form or by any means, electronic, mechanical, photocopying, recording, or otherwise, without the prior written permission of the publisher. Printed in the United States of America.
Copyright © 2012 Pearson Education, Inc.  
Publishing as Prentice Hall
Copyright ©2012 Pearson Education, Inc. Publishing as Prentice Hall        Visualizing Technology