File Management Chapter 3 Power Point Presentation to accompany: Visualizing Technology, Debra Geoghan. Chapter 3 File Management <#>

OBJECTIVES 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. This chapter discusses file management. The chapter objectives are: 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. <#>

Objective 1: Overview A Place for Everything Discuss the Windows folder hierarchy for storing files Understand the folder structure for storing documents, pictures, music, video, and more Understand how libraries gather files that are located in different locations Understand how Windows Explorer is used to navigate folders and drives Key Terms File management Folder Hierarchy Library There really is a place for everything. This objective discusses the Windows folder hierarchy, libraries, and how Windows Explorer is used to navigate folders and drives. Public folders Windows Explorer Path <#>

File Management File management is the process of organizing digital files, creating new folders, and being able to navigate through the folder structure of your computer. File management is the process of organizing digital files, creating new folders, and being able to navigate through the folder structure of your computer. It is an important skill needed when working with computers. <#>

File Management Folders are containers used to organize files on your computer. By default, Windows comes with certain files and folders already created. You can access the Users Folder by the Windows Start menu or the desktop The folder structure created by Windows is a hierarchy. The folder structure created by Windows is a hierarchy. Folders are containers used to organize files on your computer. By default, Windows comes with certain files and folders already created. You can access the Users Folder by the Windows Start menu or the desktop. <#>

File Management Windows 7 introduced Libraries, which help you better organize your files. There are four libraries: Documents, Music, Pictures, and Videos. Windows 7 introduced Libraries, which help you better organize your files. There are four libraries: Documents, Music, Pictures, and Videos. You can also create more to suit your needs. Each library includes the matching Users subfolder and the corresponding Public folder. This gives you quick access to both your personal and public share files. These are also customizable. <#>

File Management Address Bar Search Box File List Area Navigation Pane The window you use to look at a library is called Windows Explorer. It is opened from the taskbar or the Start menu. The image here identifies important parts of the Explorer window. The Address Bar contains the path to the current location and is used to navigate through folders and libraries. The Navigation Pane is used to navigate the folders, libraries, and drives available on the computer. The Search Box is used to search for files in the current Explorer window. The File list area takes up most of the window and displays the contents of the current library or folder. Navigation Pane Details Pane <#>

Objective 2: Overview What’s in a Name? Discuss and learn the file naming rules Discuss and learn the file naming limitations Discuss file extensions and understand how the extensions identify the file type Explore file properties and how they can be used to sort and search for files Key Terms File extension File name File property What’s in a name? This objective explains the importance of file extensions. There are two types of files on every computer: The ones that the computer uses as a function, such as programs and device drivers, and the ones that are created by the user, including music, documents, photos, and videos. <#>

File Naming Rules Every file has a file name that contains a name and an extension File names can be up to 260 characters long and may include spaces and special characters Illegal characters: \ / ? : * ” > < | Every file has a file name and an extension. The maximum number of characters allowed is 260. There are characters that are not permitted or illegal: \ / ? : * ” > < |. Extensions are assigned by a program and associated in Windows. <#>

Anatomy of a File Name ch03_homework.docx FILE NAME EXTENSION Here is an example of a file: ch03_homework is the name of the file. The file extension is .docx, which tells Windows that it is a Microsoft Word 2010 document. <#>

File Extensions A file extension is assigned by the program that is used to create the file. The extension helps the OS determine the type of file. The table on his slide describes different file extensions, the type of file it is, and the default program association to it. A file extension is assigned by the program that is used to create the file. The extension helps the OS determine the type of file. <#>

File Properties Each file includes file properties We can use these properties to organize, sort, and find files more easily File type, size, and date are automatically created Title and author can be added or edited by the user The Properties dialog box contains a lot of information about the file File properties are the characteristics associated with the file. Each file includes file properties. We can use these properties to organize, sort, and find files more easily. File type, size, and date are automatically created. The title and author can be added or edited by the user. The Properties dialog box contains a lot of information about the file. <#>

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. 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. From Windows Help & SupportL: If you plan to share a file with someone, you might want to remove some of the file's properties, especially if they contain personal information. For example, the Author property might include the names of people who collaborated on a file, and tags might have words or phrases that you don't want other people to see. Right-click the file, and then click Properties. In the Properties dialog box, click the Details tab. Click Remove Properties and Personal Information. In the Remove Properties dialog box, do one of the following: Click Create a copy with all possible properties removed, and then click OK. This keeps the original version of the file with all of its properties, and makes a copy with all of the properties removed that's suitable for sharing. Click Remove the following properties from this file, select the check box for each property that you want to remove, and then click OK. This permanently removes the selected properties from the file without making a copy. Note The Remove Properties dialog box only removes properties that were added using Windows. If you added properties using a different program, you must remove those properties using that program. <#>

Objective 3: Overview Back It Up Discuss the importance of backing up files Discuss backup storage options Discuss the pros and cons of backup storage types Discuss backup storage software options Discuss online backup storage options Key Term Back up Backing up is something most people do not think of until it’s too late. One simple step is to periodically back up or copy files to another drive, DVD, or flash drive. <#>

Back Up Your Files Backing up is the process of copying your files to another location Windows 7 includes a backup utility Backup storage options include internal hard drives, external hard drives, optical drives, flash drives, and networks Online backup services are free or inexpensive options Backing up is the process of copying your files to another location. There are many backup storage options, including internal hard drives, external hard drives, optical drives, flash drives, and networks. Windows 7 includes a backup utility, yet there are other options including online backup services that are free or inexpensive. <#>

Backup Storage Options This table illustrates the advantages and disadvantages of available backup storage options. <#>

Research two online backup sites and investigate their cost, reliability, storage size, and features. Create a table to compare what you found. Research two online backup sites and investigate their cost, reliability, storage size ,and features. Create a table to compare what you found. Answer will vary, and may look like: Online Storage Cost Storage Size Reliability Features Your ISP Free 2 GB Yes It is provided “free” as part of your Internet package. No further accounts and password to manage or remember. Dropbox Free 2GB Yes Offers file synching between the PC / Mac / Linux and $9.99 50 GB the cloud (www.dropbox.com) ; have multiple paid $19.99 100 GB options available. Can load the desktop client or upload through the web interface. Once in the folder, Dropbox synchs the file between the PC and the cloud. Windows Live Free 25 GB/SkyDrive Yes Can easily setup mailbox with existing Microsoft accounts or using an existing email account. <#>

Objective 4: Overview Shrink It Define file compression and its advantages Discuss the different types of file compression Discuss how Windows can create and extract ZIP archives Key Terms Algorithm Compression Lossless compression Lossy compression 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. <#>

File Compression File compression is the process of making files smaller to conserve disk space and make them easier to transfer Lossy and lossless are the two types of file compression Windows includes the ability to compress and decompress files using the ZIP format File compression is the process of making files smaller to conserve disk space. There are two types of file compression: lossy and lossless. Windows includes the ability to compress and decompress files using the ZIP format. <#>

File Compression LOSSY LOSSLESS Usually for image, photo, video, and multimedia files Compression type where a substantial amount of data can be discarded before the result is sufficiently degraded to be noticed Usually for files that contain text and numbers Takes advantage of redundant information Files can be decompressed with NO loss of data A lossless compression algorithm looks for the redundancy in the files by removing it and placing it in an encoded file. When the file is decompressed, all the information from the original files is restored. A lossy compression algorithm is often used on images, audio files, and video files. These files contain more information than humans can discern, and that extra information can be removed from the files. <#>

File Compression Windows can open and browse files in a ZIP archive Because each type of file contains different types of information, the compression ratio varies Sometimes you need to decompress or extract files Popular file compression programs include 7-ZIP, WinRAR, WinZip, and Stuffit Windows can open and browse files in a ZIP archive. Because each type of file contains different types of information, the compression ratio varies. Sometimes you need to decompress or extract files. Popular file compression programs include 7-ZIP, WinRAR, WinZip, and Stuffit. <#>

An MP3 file is a compressed audio file that uses a lossy compression algorithm. Many audiophiles say they can hear a difference in sound quality. Use the Internet to research ways to improve the quality of MP3 files. An MP3 file is a compressed audio file that uses a lossy compression algorithm. Many audiophiles say they can hear a difference in sound quality. Use the Internet to research ways to improve the quality of MP3 files. Answers will vary, yet may look like: Record your MP3 files at a high bit rate. Generally, the largest bit rate you might use with an MP3 file is 256 KB or 256 KB per second. You should record your MP3 files at the rate of 192 KB since you cannot discern the difference between 192 KB and 256 KB with the naked ear. Utilize a program such as Audacity to manipulate your MP3 file. With Audacity you can reduce white noise and hard-code equalizer settings into the MP3 file. You can also use Audacity to record your MP3 files at a higher bit rate. Each of these changes will improve MP3 playback quality. Audacity is available free from the Audacity website at SourceForge. <#>

Objective 5: Overview It’s Always the Last Place You Look Discuss how to use search options to find files using the Windows search feature Define Boolean operators and how they can be used to create search filters Discuss how Windows maintains an index about the files located on your computer Key Terms Algorithm Boolean operators Index Following the principles of good file management will make finding your materials much easier. This objective discusses how Windows can help you find what you are looking for. <#>

Search Options Searching from Windows Explorer creates an index; this contains information about files stored in libraries as well as email, but not about programs Searching from the Start menu automatically searches programs, the Control Panel, and files; you can also launch programs from the Start menu A search box can be found in almost every place you go to in Windows. It is in the Start menu, the Help and Support window, every Control Panel window, and every Explorer window. As soon as you begin typing, Windows immediately begins searching. <#>

Search Options BOOLEAN LOGIC Boolean logic created by 19th-century mathematician George Boole Boolean operators: AND, OR, NOT Used to create search filters in Windows, most databases, and Web searches Boolean logic was created by 19th-century mathematician George Boole. The Boolean operators AND, OR, and NOT are used to create search filters in Windows, most databases, and Web searches. In the slide example, search results using AND include both John AND Kennedy; search results using OR include either words John OR Kennedy; and search results using NOT include the first term and NOT the second term, John NOT Kennedy. <#>

Objective 6: Overview That’s Not the Program I Want to Open This File Type Define a default program Discuss how default programs are associated with certain programs Learn how to change or set the default program associated with a file type Key Term Default program Windows maintains a list of file extensions and associated default programs that enable Windows to open the correct file when you click on it. Issues arise when working with generic files that can be opened with multiple programs. You are able to manage these settings. This objective discusses how to manage these setting via the Default Programs control program. <#>

Default Programs A default program is an application that is associated with a file that allows you to open, view, and edit the file Windows maintains a list of file extensions and associated default programs, which allows Windows to automatically open the correct program A default program is an application that is associated with a file that allows you to open, view, and edit the file. Windows maintains a list of file extensions and associated default programs, which allows Windows to automatically open the correct program. <#>

Default Programs Windows allows you to manage file type association directly The Default Programs Control Panel enables you to manage these settings Windows allows you to manage file type association directly. The Default Programs Control Panel enables you to manage these settings. <#>

Objective 7: Overview What Can I Do With Knowledge About File Management? Identify the certifications related to file management Identify the careers related to file management What can you do with knowledge about file management? This section discusses certifications and careers related to file management. <#>

File Management Knowledge WHAT CAN I DO? Certifications (DMCP) Federal Records Management *A required skill It’s hard to image a career today that doesn’t require you to have some file management skills. Any work that 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. The Document Management Certified Professional (DMCP) is a certification track for professionals in the life sciences (pharmacy, biotech, medical devices). The U.S. National Archives and Records Administration (NARA) offers a certification track for federal employees. This certification focuses on federal records management and regulations. When looking for a job, will notice that file management is listed as a required skill. Having solid file management knowledge will serve you well in almost any career you choose. <#>

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 31