PowerPoint Presentation to Accompany Chapter 3 File Management Visualizing TechnologyCopyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall

Objectives 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. Visualizing TechnologyCopyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall

Objective 1: Overview 1. Discuss the Windows folder hierarchy for storing files 2. Understand the folder structure for storing documents, pictures, music, video, and more 3. Understand how libraries gather files from different locations 4. Understand how File Explorer is used to navigate folders and drives Key Terms  File management  Folder  Hierarchy  Library A Place for Everything  Public folder  Path  File Explorer Visualizing TechnologyCopyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall

File Management  Organizing digital files  Creating new folders  Navigating through the folder structure Visualizing TechnologyCopyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall

File Management  Opening, closing, saving, naming, deleting, and organizing digital files.  Before you can create files, you need a place to put them.  The Windows User and Public Folders  Windows comes with certain files and folders already created.  When a user account is added to a Windows computer, Windows automatically creates a personal user folder for that username and the suubfolders inside it. Visualizing TechnologyCopyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall

File Management  Folders: containers used to organize files on your computer  Your user folder is normally only accessible by you.  Public folders that are common to all users and provide an easy way to share files among them. Visualizing TechnologyCopyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall

File Management  The folder structure created by Windows is a hierarchy.  There are folders within folders – subfolders – which allow you to further organize your files.  Windows creates a set of folders to help you sort out your files.  The My Documents folder is the place to store files such as word processing files, spreadsheets, presentations, and text files.  There are also folders set up for pictures, music, and videos.  These specialized folders are the best places to save your pictures, music, and videos so they’re easy to find. Visualizing TechnologyCopyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall

File Management  Without this folder structure, all your files would be lumped together, making it much harder to keep track of what you have.  The sequence of folders to a file or folder is known as its path. Visualizing TechnologyCopyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall

File Management Libraries : help you better organize your files Four libraries :  Documents  Music  Pictures  Videos Visualizing TechnologyCopyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall

File Management  Windows Libraries  Windows 7 introduced libraries to help you organize your files  There are four libraries:  Documents  Music  Pictures  Videos  Each library includes the matching user subfolder and the corresponding Public folder.  This gives you quick access to both your personnel files and the public shared files in one place.  You can also customize libraries by adding other locations to the list Visualizing TechnologyCopyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall

File Explorer Navigation Pane Visualizing TechnologyCopyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall Details Pane Search Box Address Bar File List Area

File Management  File Explorer - The window you use to look at a library or folder.  You can use Explorer to navigate through the folders and drives on your system and to handle most file management tasks.  File Explorer includes the following items:  The Search box – used to search for files located in the current Explorer window.  The Ribbon – used to perform common tasks on the items in the file list area. Visualizing TechnologyCopyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall

File Explorer Navigation Pane Visualizing TechnologyCopyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall Details Pane Search Box Address Bar File List Area

File Management  File Explorer includes the following items:  The File List Area – takes up most of the window and displays the contents of the current library or folder displayed in the Explorer window.  The Address Bar - Contains the path to the current location in the Explorer window and is used to navigate through folders and libraries.  The Navigation Pane – Used to navigate the folders, libraries, and drives available on a computer. Visualizing TechnologyCopyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall

File Explorer Navigation Pane Visualizing TechnologyCopyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall Details Pane Search Box Address Bar File List Area

File Management  File Explorer includes the following items:  The Navigation Pane – Divided into several sections:  Favorites – A list of your favorite/common locations;  Libraries  Homegroup  Computer  Network  The View Tab – Allows you to change the way the file list objects are displayed in the file list area. Visualizing TechnologyCopyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall

File Explorer Navigation Pane Visualizing TechnologyCopyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall Details Pane Search Box Address Bar File List Area

 Used to find and organize files, folders, and apps.  OS X creates a Home folder for each user which includes subfolders to store:  Documents  Downloads  Movies  Music  Pictures Mac OS X Finder Visualizing TechnologyCopyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall

 Elements of the Finder include:  The Sidebar – contains icons for things you frequently use such as disks, folders, shared resources, and other devices.  The Toolbars – contain buttons to change the way the Finder behaves.  The View – options on the toolbar that change the way Finder displays information.  The Search Field – Used to search for files on your Mac.  The Contents Area – Displays the contents of the currently selected location. Mac OS X Finder Visualizing TechnologyCopyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall

 Mobile devices are meant to be mobil and don’t have a lot of room to store files.  They rely on using cloud to organize and store your files.  This has the advantage of making your mobile files accessible on all your devices.You can create folders  You can create a unique organizational scheme Mobile Devices and File Storage Visualizing TechnologyCopyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall

 You’re not limited to using the folder structure that’s created by Windows or OS X.  You can create your own organizational scheme to fit your needs.  This is especially useful when you use flash drives and other locations that aren’t part of the user folder hierarchy.  Creating folders to organize your files will make storing and finding them easier to do. Creating and Using Folders Visualizing TechnologyCopyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall

Visualizing Technology Using Windows or OS X help, research the Public folder on your computer. What purpose does it serve? What types of files can be stored in it? Who has access to those files? What restrictions are there on their access?

Objective 2: Overview 1. Discuss and learn the file naming rules 2. Discuss and learn the file naming limitations 3. Discuss file extensions and understand how the extensions identify the file type 4. 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? Visualizing TechnologyCopyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall

 Every file has a file name that consists of a name and an extension.  The name should b useful to the user and should describe the contents of the file.  On early PCs, file names were limited to eight characters with a three-letter extension.  Today, file names on Windows computers can be up to 260 characters long (including the extension and the patch to the file.  May include spaces and special characters  Illegal characters: \ / ? : * ” > < | File Naming Rules Visualizing TechnologyCopyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall ch03_homework.docx File nameExtension

 OS X file names can be up to 255 characters.  The only illegal character is the colon (:). File Naming Rules Visualizing TechnologyCopyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall

 The second part of the file name is the file extension.  The extension is assigned by the program that’s used to create the file.  Windows maintains an association between a file extension and a program.  Double-clicking on a.docx file opens Microsoft Word.  The extension helps the operating system determine the type of file. File Naming Rules Visualizing TechnologyCopyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall ch03_homework.docx File nameExtension

File Extensions Visualizing TechnologyCopyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall

File Properties  Each file includes file properties, which provide other information about that file.  Properties can be used to organize, sort, and find files more easily.  Automatically created:  File type  Size  Date  Title and author can be added or edited by the user Visualizing TechnologyCopyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall

OS X File Properties You can view and modify file properties in OS X, too. In the Finder: Select the file and choose Get Info from the File menu. This will open the Infor pane for the file where you can view and change some of the file properties. Visualizing TechnologyCopyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall

OS X File Properties Visualizing TechnologyCopyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall Info Pane

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. Visualizing TechnologyCopyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall

Objective 3: Overview 1. Discuss the importance of backing up files 2. Discuss backup storage options 3. Discuss the pros and cons of backup storage types 4. Discuss backup storage software options 5. Discuss online backup storage options Key Term  Back up Back It Up Visualizing TechnologyCopyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall

Back Up Your Files  Copying files to another location  Backup storage options:  Internal hard drives  External hard drives  Optical drives  Flash drives  Networks  Backup utilities make it easy  Online backup services Visualizing TechnologyCopyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall

 Windows 8 makes File Backup easier with a new utility called File History.  Creates copies of your files on an external or network drive.  File History is not turned on by default.  To keep backup copies of your files, you should turn it on.  You can access File History from the System and Security Control Panel.  To use File History, you must have an external drive or network location accessible for the copies to be stored. Visualizing TechnologyCopyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall Back Up Your Files

Windows Backup Utility Visualizing TechnologyCopyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall

 Macs come with a backup utility called Time Machine.  You can open Time Machine from the Launchpad to configure it.  Time Machine keeps three types of backups:  Hourly backups for the previous 24 hours;  Daily backups for the previous month;  Weekly backups for all previous months.  The oldest backups are deleted as the disk fills up.  Time Machine backs up everything on your computer.  Personal files, as well as system files, applications and setting. Visualizing TechnologyCopyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall Back Up Your Files

OS X Time Machine Visualizing TechnologyCopyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall

Backup Options  External hard drives:  Inexpensive usually less than $100  Cloud:  Free personal storage –1 or 2 GB  Unlimited storage for about $5 –10 per month Visualizing TechnologyCopyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall

Backup Options  External hard drives are an inexpensive place to back up your files.  Many of these drives include a backup program that you can use for automatic or one-touch backups of your system.  There are dozens of programs on the market, including many that are free or cost less than $50. Visualizing TechnologyCopyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall

Backup Options  The use of Internet or cloud backup services is becoming increasingly popular.  Many sites offer free personal storage of 1 or 2 GB or unlimited storage for about $5-10 per month.  Business solutions can cost thousands of dollars, depending upon the amount of storage needed. Visualizing TechnologyCopyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall

Backup Options  Using an online or cloud backup service has the advantage of keeping your backups at another location – but easily accessible – thus protecting your assets from fire, flood, or damage to your main location.  Cloud backups are accessible from any computer with an Internet connection. Visualizing TechnologyCopyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall

Cloud Storage  There is a difference between cloud backups and cloud storage.  Cloud storage is a way to store working files in a convenient place.  While this also serves to back them up, cloud storage is generally more limited than a backup in what and how much you can store. Visualizing TechnologyCopyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall

Cloud Storage  OS X and iOS devices include iCloud.  iCloud can be set up to automatically sync your personal files to the cloud.  It comes with 5 GB of free storage, and there is even a Windows version, so you can share your files between all of your devices.  Because the storage is only 5 GB and the types of files that are included are limited, iCloud is not a full-featured backup program.  Still, you may find it is enough for you. Visualizing TechnologyCopyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall

Microsoft Skydrive  Another alternative is Microsoft Skydrive.  This free service gives you 7 GB of storage for your files.  You can save directly to Skydrive from Microsoft Office applications.  Windows computers can connect to Skydrive using the Skydrive app.  There are also apps for OS X, Windows Phone, iOS, and Android.  With Skydrive, you can store files, photos, and favorites in the cloud and access them from any Internet connected device.  Skydrive also has the advantage of integrated Web Apps allowing you to create and edit Microsoft Office documents. Visualizing TechnologyCopyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall

Research two online backup sites and investigate their cost, reliability, storage size, and features. Create a table to compare what you found. Visualizing TechnologyCopyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall

Objective 4: Overview 1. Define file compression and its advantages 2. Discuss the different types of file compression 3. Discuss how Windows can create and extract ZIP archives Key Terms  Algorithm  Compression  Lossless compression  Lossy compression Shrink It Visualizing TechnologyCopyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall

File Compression  Some of the files we use today can be quite large, especially media files.  File compression is the process of making files smaller:  Conserves disk space  Easier to transfer  There are two types of file compression:  Lossy  Lossless  The type of compression depends on the type of file you’re trying to compress. Visualizing TechnologyCopyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall

File Compression  Lossless compression takes advantage of the fact that files contain a lot of redundant information.  This is especially true of files that contain text and numbers.  With lossless compression, the compressed file can be decompressed with no loss of data.  A lossless compression algorithm looks for the redundancy in the file and creates an encoded file using that information to remove the redundant information.  When the file is decompressed, all the information from the original file is restored.  Lossless compression is used in ZIP files. Visualizing TechnologyCopyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall

File Compression  A Lossy Compression algorithm is often used on image, audio, and video files. These files contain more information than humans can typically discern, and that extra information can be removed from the file.  An image file taken with a digital camera on its highest setting can yield a file of 5 to 19 MB in size, while the normal quality setting yields a file of 1 to 2 MB.  If the file is going to be used to create a large high-quality print or for medical images where every detail is critical, then the high-quality information is important. Visualizing TechnologyCopyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall

File Compression  Most people, however, couldn’t tell the difference between the two when viewing them on a computer screen.  The high-quality setting results in an uncompressed BMP or TIF file.  An image taken at the lower quality setting results in a JPG file – a BMP file with lossy compression.  It’s possible to compress a BMP or TIF file after it’s been taken, but not possible to decompress a JPG file because the information has been removed from the file. Visualizing TechnologyCopyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall

File Compression  Another type of file that is commonly compressed is video.  Video files can be very large, making them difficult to transfer, or upload/download to/from a website.  YouTube accepts many video formats for upload, such as MPEG4, 3GPP, MOV, AVI, and WMV, but these files are then processed and converted to other (compressed) formats such as Flash for viewing. Visualizing TechnologyCopyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall

File Compression Lossy  Usually for image, photo, video, and multimedia files  Substantial amount of data can be discarded before the result is sufficiently degraded to be noticed Lossless  Usually for files that contain text and numbers  Takes advantage of redundant information  Files can be decompressed with NO loss of data Visualizing TechnologyCopyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall

File Compression  Windows includes the ability to compress and decompress files using the ZIP format.  This is a common format that’s used to send files by or download them from the Internet.  A ZIP file (an archive) can contain multiple files zipped together.  The files in the archive may be compressed using different algorithms and can be browsed and extracted from the archive. Visualizing TechnologyCopyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall

File Compression  To zip files using Windows, you simply:  Right-click on the file or folder that you want to zip;  Point to Send to;  Choose Compressed (zipped) folder. Visualizing TechnologyCopyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall

File Compression  To compress using a Mac:  Choose Compress from the File menu in Finder. Visualizing TechnologyCopyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall

 Windows can open and browse files in a ZIP archive.  Because each file contains different types and amounts of information, the compression ratio varies.  Windows can browse and use files inside a zipped folder, but, sometimes, you need to decompress or extract the files.  Click the Extract all button or;  Right-click on the ZIP file and choose Extract All.  If you are using a Mac:  Double-click the ZIP file to unzip it. File Compression Visualizing TechnologyCopyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall

 Some of the more popular file compression programs available are:  7-ZIP (free)  WinRAR  WinZip  Stuffit File Compression Visualizing TechnologyCopyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall

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. Visualizing TechnologyCopyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall

Objective 5: Overview 1. Discuss how to use advanced search options to find files using the Windows search feature 2. Define Boolean operators and how they can be used to create search filters 3. Discuss how Windows maintains an index of the files located on your computer Key Terms  Algorithm  Boolean operators  Index It’s Always the Last Place You Look Visualizing TechnologyCopyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall

 We know that our files contain properties that we can use to help organize and find them.  Using the Windows Search feature can help us do that.  There’s a search box in almost every place you go in Windows.  Start Menu  Help and Support window  Every Control Panel window  Every Explorer window  When you begin to type something in the search box, Windows immediately begins searching. Search Options Visualizing TechnologyCopyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall

 Windows contains an index with information about files stored in libraries as well as , but not about programs or system files. This index makes searching for files very fast.  Searching from the Start menu automatically searches programs, the Control Panel, and files; you can also launch programs from the Start menu. Search Options Visualizing TechnologyCopyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall

Search Options File Explorer Visualizing TechnologyCopyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall

 In Windows 8, you can just start typing from the Start screen or click the Search charm to search Apps, Settings, and Files.  Windows 8 search locates programs, including apps, and settings, as well as files. Windows 8 Search Visualizing TechnologyCopyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall

Windows 8 Search Visualizing TechnologyCopyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall

 You can use the search field in Finder to search for files and folders.  The Help Center also has a built-in search.  The most powerful search tool in OS X is called Spotlight.  You can access Spotlight by clicking the magnifying glass on the upper right-hand side of you screen.  Spotlight searches applications, files and folders, contacts and other objects on your computer.  Spotlight can even provide a definition and do simple math calculations. Searching In MAC OS X Visualizing TechnologyCopyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall

Spotlight in Mac OS X Visualizing TechnologyCopyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall

Search Options Boolean Logic  Created in 19th-century by 19 th century mathematician George Boole.  There are three Boolean operators:  AND  OR  NOT  They are written in uppercase.  Used to create search filters or queries in most searches, including databases, and Web searches. Visualizing TechnologyCopyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall

Search Options Boolean Logic  AND:  Search results must include both words.  OR:  Search results must include either word.  NOT:  Search results must include the first term and must not include the second term.  Using the Search features of Windows or OS X can make locating a file or program quick and easy. Visualizing TechnologyCopyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall

Use Windows Help and Support or the Internet to research natural language search. What is it and how does it change the way you can search your computer? Visualizing TechnologyCopyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall

Objective 6: Overview 1. Define a default program 2. Discuss how default programs are associated with certain programs 3. Learn how to change or set the default program associated with a file type Key Term  Default program That’s Not the Program I Want to Open This File Type Visualizing TechnologyCopyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall

Default Programs  The operating system maintains a list of file extensions and associated default programs that enable it to automatically open the correct program when you click on a file.  This is fine for file types that are specific to one program.  It can be a problem with more generic file types that can be opened with several different programs. Visualizing TechnologyCopyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall

Default Programs  In the Default Programs control panel:  Click the Set your default programs option to work with the programs on your computer.  This opens the Set Default Programs window.  This window allows you to view and modify the file types the program opens by default.  To restore all the program’s defaults at once:  Click Set The Program as Default or  Click Choose Defaults for This Program to modify them individually.  This allows you to specify which file types should be automatically opened by this program. Visualizing TechnologyCopyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall

Default Programs  If you select the Choose Defaults for This Program, a new window opens and allows you to pick items individually. Visualizing TechnologyCopyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall

Default Programs Visualizing TechnologyCopyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall

Managing File Type Associations  To manage file type associations directly, in the Default Programs control panel:  Click Associate a File Type or Protocol With a Program. Visualizing TechnologyCopyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall

Managing File Types Visualizing TechnologyCopyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall

Use the Default Programs control panel or Finder on your computer to complete this section of the project. What program is currently associated with MP3 files? What other files types can this program open by default? What other programs are installed on your computer that can open MP3 files by default? Visualizing TechnologyCopyright © 2014 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 © 2014 Pearson Education, Inc. Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall Copyright © 2014 Pearson Education, Inc. Publishing as Prentice HallVisualizing Technology