1. File management GAP Toolkit 5 Training in basic drug abuse data management and analysis Training session 2

2. Objectives To review the physical storage of information on a computer To review the referencing of storage mediums To describe the software partition of the storage space into directories To establish a taxonomy of files To review the file-management facilities in Windows

3. Computer storage A binary system with information stored as on or off A bit A byte A kilobyte (KB) A megabyte (MB) A gigabyte (GB) …

4. Permanent storage Disks – physical storage: –Hard disks –Floppy disks; CDs; Zip disks … Disk Drives – input/output devices to the disks: –Hard drive –Floppy disk drive; Zip drive; CD drive or CD read/writer …

5. Referencing disk drives Disk drives are referenced by using a letter followed by a colon: –A: the floppy disk drive –C: the hard disk drive Depending on the configuration of the computer: D: or E: a CD drive or Zip drive F: or greater a network drive

6. Filing cabinet analogy Think of the storage space on the computer as a filing cabinet Disks can be thought of as drawers in a filing cabinet At present, we have a cabinet in which we could start throwing files into the various drawers, but there would soon be a muddle of program and data files, with no order or plan

7. Directories/folders Directories or folders are the key to creating order on a disk Directories can contain files and/or other directories Analogous to folders in the filing cabinet drawers

8. The root directory A root (or original) directory is automatically created for each disk The root is the start of the directory structure It is referenced by a backward-leaning slash: \ For example, A:\ C:\ D:\

9. The hierarchical structure As directories can hold other directories, the disks become split into a hierarchy of directories

10. Files Types of file: - program - user-created - executable - batch, etc. Naming

11. File suffixes.doc= Word.xls= Excel.htm(l)= Internet.pdf= Acrobat.ppt= PowerPoint.mdb= Access.sav = SPSS data file.sps = SPSS syntax file.spo = SPSS output file There are a number of other SPSS file types left over from previous versions such as.por, etc., but the above are the most important

12. Windows Explorer Used: –To navigate the file structure –To create, move and delete directories –To copy, cut and paste files To Open: –Start/Programs/Windows Explorer –Windows key + E

13. Windows Explorer Folders tool to view computer and directory contents

14. Displaying contents Click here to collapse the view of C: drive/directory contents

15. Collapsing an entry

16. Drive/directory contents

17. View options Large icons – large folder icons Small icons – small folder icons List – list of files and directories, but no details Details – the most useful option, contains directory and file details Thumbnails – icons once again

18. Exercise Open Windows Explorer Display the contents of the root directory of the C: drive in the right hand window Display the contents of the directory My Documents (Documents and Settings if using NT or XP) Try all five available views

19. Directories Important directories: –My Documents –Program Files –Windows Main operations: –Creating –Moving –Deleting

20. Hierarchical directory structure

21. My Documents A directory created by default by the Windows software to contain user-created files Save all files to the My Documents directory or a subset of that directory

22. My Documents

24. Creating a sub-directory Select the location for the new directory –My Documents in this case; the new directory is a sub- directory of My Documents File/New/Folder Enter a name for the new directory –GAP in this case

25. File/New/Folder

26. Enter a meaningful name

28. Possible hierarchy of directories

29. Moving a directory Click and Drag Copy/Cut and Paste –Copy leaves the original directory in place; a copy of the directory and all the files and sub-directories it holds is created at the Paste location –Cut removes or deletes the original directory, moving the directory and all the files and sub-directories it holds to the Paste location

30. Cut and Paste Edit menu –Edit/Cut; Edit/Copy; Edit/Paste Quick menu –Point at the object to be moved and click the right hand mouse button Keyboard shortcuts –Ctrl + C = copy –Ctrl + X = cut –Ctrl + V = paste

31. The quick menu Copy

32. The quick menu Paste

33. Directory added to treatment centre Data directory added here

34. Deleting a directory BEWARE! Deleting a directory will delete all the files it contains and all the sub-directories it contains Make the directory to be deleted current and press the Delete button on the keyboard

35. Directories to avoid Program Files –Contains the files that comprise software programmes –All software programmes should be loaded by default to sub- directories of Program Files Windows –Contains the files that comprise the Windows operating system

36. Moving up the directory structure The toolbar contains an icon of a folder with an arrow imprinted on it; this is used to move up the directory structure The top of the directory structure is the root; moving up the directory structure is equivalent to moving towards the root

37. Exercise

38. Files Copying, moving and deleting files Opening and saving files

39. Copying, moving and deleting files Using Windows Explorer, the procedure is the same as for directories Make the file current by pointing and clicking using the mouse Cut, Copy and Paste, or Drag and Drop Delete using the Delete key or the quick menu

40. Open/saving files Software packages require previously created files to be opened and newly created files to be saved for future use File/Open File/Save or File/Save As from within the software package

41. SPSS Save As dialogue box click here for full directory list

42. The wider directory structure

43. The Save As dialogue box

44. Find Find is used to search for lost files Find is accessed by either –Windows Key + F or –Start/Search/For Files or Folders (Windows 2000)

45. Find

46. Exercise Create a word processing file called Test and save it to the GAP\Data directory From Windows Explorer, copy Test into the directories GAP\Exercises and GAP\Notes Use the Find facility to locate the file spsswin.exe Copy the file spsswin.exe to the desktop

47. Summary Drives Directories Files Hierarchical directory structure Navigating Creating, moving and deleting directories Copying, cutting and pasting files Saving files to a directory Find