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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.

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Presentation on theme: "Visualizing Technology Chapter 3 – File Management Become our fan at Facebook Copyright ©2012 Pearson Education, Inc. Publishing as Prentice Hall Visualizing."— Presentation transcript:

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

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

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

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

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

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

8 Used to move up and down the folder hierarchy and contains the path to the current location Windows Explorer Address Bar Copyright ©2012 Pearson Education, Inc. Publishing as Prentice Hall Visualizing Technology

9 Creating and Using Folders 1. Insert flash drive 2. Click Start, Computer Copyright ©2012 Pearson Education, Inc. Publishing as Prentice Hall Visualizing Technology

10 3. Double-click the icon for the flash drive to open it. On the toolbar, click New Folder. Copyright ©2012 Pearson Education, Inc. Publishing as Prentice Hall Visualizing Technology

11 4. Type a name for the folder and press Enter. You have now created a new folder to store files. Copyright ©2012 Pearson Education, Inc. Publishing as Prentice Hall Visualizing Technology

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

13 Copying and moving files using Windows Explorer Copyright ©2012 Pearson Education, Inc. Publishing as Prentice Hall Visualizing Technology

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

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

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

17 Common file extensions and default program associations Copyright ©2012 Pearson Education, Inc. Publishing as Prentice Hall Visualizing Technology

18 File Properties File information Use to organize, sort and find files Automatically created – type, size, and date Added manually – title and author Copyright ©2012 Pearson Education, Inc. Publishing as Prentice Hall Visualizing Technology

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

20 Windows Explorer allows you to view and modify file properties Views button Type and Date Details pane with Titles, Authors, and Tags Copyright ©2012 Pearson Education, Inc. Publishing as Prentice Hall Visualizing Technology

21 Right-click on a file to view properties (left) Copyright ©2012 Pearson Education, Inc. Publishing as Prentice Hall Visualizing Technology

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

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

24 Windows Backup Windows 7 utility for automatic backup Requires being set Runs without prompting you Windows Action Center Copyright ©2012 Pearson Education, Inc. Publishing as Prentice Hall Visualizing Technology

25 Windows Backup Utility Click Set up back up Back location Pros and cons of backup storage types: Copyright ©2012 Pearson Education, Inc. Publishing as Prentice Hall Visualizing Technology

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

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

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

29 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 folder 2.Point to Send to 3.Choose Compressed (zipped) folder Copyright ©2012 Pearson Education, Inc. Publishing as Prentice Hall Visualizing Technology

30 A look into a ZIP file using Windows Explorer shows the compression ratios for each file. Copyright ©2012 Pearson Education, Inc. Publishing as Prentice Hall Visualizing Technology

31 Extracting filers from a ZIP archive. 1. Right-click on a zipped folder 2. and click Extract all 3. from the contextual menu. Copyright ©2012 Pearson Education, Inc. Publishing as Prentice Hall Visualizing Technology

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

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

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

35 1.Open Flash drive. 2.Right-click Jessica folder 3.Properties 4.Folder size? 5.File and folders? 6.Close Properties 7.Right-click Jessica folder 8.Point to Send to 9.Compressed Copyright ©2012 Pearson Education, Inc. Publishing as Prentice Hall Visualizing Technology

36 1.Right-click on compressed folder 2.Properties 3.Compare size 4.Write answers and save file. Copyright ©2012 Pearson Education, Inc. Publishing as Prentice Hall Visualizing Technology

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

38 Using Windows to Search for Files Search boxes located: Start menu Help Support Control panel Explorer window Copyright ©2012 Pearson Education, Inc. Publishing as Prentice Hall Visualizing Technology

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

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

41 Searching from the Start menu locates programs as well as files. Copyright ©2012 Pearson Education, Inc. Publishing as Prentice Hall Visualizing Technology

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

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

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

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

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

47 Manage the settings via the Default Programs control panel (above). Copyright ©2012 Pearson Education, Inc. Publishing as Prentice Hall Visualizing Technology

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

49 When Choose defaults for this program option is selected, a new window opens and allows you to pick item individually: Click the check box next to a file type to associate with this program Copyright ©2012 Pearson Education, Inc. Publishing as Prentice Hall Visualizing Technology

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

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

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

53 Life Sciences DMCP Center for Professional Innovation & Education 3 required courses Pass 4 exams Copyright ©2012 Pearson Education, Inc. Publishing as Prentice Hall Visualizing Technology

54 Federal Records Management NARA 5 knowledge Area courses and exams Optional overview course 3 required courses Focuses on federal record management and regulations. Copyright ©2012 Pearson Education, Inc. Publishing as Prentice Hall Visualizing Technology

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56 Chapter 3 Objectives Recap 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. Copyright ©2012 Pearson Education, Inc. Publishing as Prentice Hall Visualizing Technology

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


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