3 1 Data, Information, and Files Ch.4-A; Ch.3-A,B; Ch.10-A FALL 2000 Rob Wolfe

3 DIT Wolfe 2 GOAL OF THIS SECTION Correctly use data and information Correctly use data and information Determine file types Determine file types Create valid filenames in DOS/Windows Create valid filenames in DOS/Windows Explain how file extensions and wildcards simplify file access Explain how file extensions and wildcards simplify file access Difference between logical and physical file storage Difference between logical and physical file storage

3 DIT Wolfe 3 Words, numbers, and graphics used as the basis for actions and decisions Words, numbers, and graphics that describe people, events, things, and ideas Data v. Information DataInformationTransformation

3 DIT Wolfe 4 What is a File? A file is a named collection of program instructions or data that exists on a storage medium such as hard disk, floppy disk, or CD-ROM. A file is a named collection of program instructions or data that exists on a storage medium such as hard disk, floppy disk, or CD-ROM. Types of files Types of files Executable files Data files Source files Batch files

3 DIT Wolfe 5 File-naming Conventions For DOS and Windows For DOS and Windows Calendar.xls FilenameFile extension Separated by a period

3 DIT Wolfe 6 Logical File Storage Root Directory — Main directory at the highest level of a disk Root Directory — Main directory at the highest level of a disk Subdirectory — A subdivision of a directory, a.k.a. a folder Subdirectory — A subdivision of a directory, a.k.a. a folder File Specification — Drive letter, subdirectory, filename, and extension. File Specification — Drive letter, subdirectory, filename, and extension. A:\Word\To-do.Doc Drive letterSubdirectoryFilenameExtension

3 DIT Wolfe 7 Physical File Storage How the computer keeps track of the files on the physical disc. How the computer keeps track of the files on the physical disc. Disc is divided into tracks, sectors and clusters. Disc is divided into tracks, sectors and clusters. Cluster is smallest division. Cluster is smallest division. Data is stored in clusters. Data is stored in clusters. File Allocation Table (FAT) File Allocation Table (FAT) OS file that maintains a list of files and location (of the cluster).

3 DIT Wolfe 8 Review Chapter 4A Difference between data and information? Difference between data and information? File types File types (exec, data, source) Create valid filenames in DOS/Windows Create valid filenames in DOS/Windows Explain how file extensions and wildcards simplify file access Explain how file extensions and wildcards simplify file access Difference between logical and physical file storage? Difference between logical and physical file storage?

3 DIT Wolfe 9 GOAL OF SECTION 3A/B List how document software is used List how document software is used Demonstrate how document SW can help Demonstrate how document SW can help Compare/Contrast traditional/electronic publishing Compare/Contrast traditional/electronic publishing Describe how spreadsheets work Describe how spreadsheets work Spreadsheet responsibility Spreadsheet responsibility

3 DIT Wolfe 10Document Document production software includes: Document production software includes: Word processing software Desktop publishing software Editors Web authoring tools

3 DIT Wolfe 11Document With any word processing software, learn how to: With any word processing software, learn how to: Format fonts and paragraphs Use templates Use tables Mail merge Convert text to and from non-document files

3 DIT Wolfe 12Spreadsheet Spreadsheet software market Spreadsheet software market Spreadsheets are used for: Spreadsheets are used for: Financial analysis Business modeling Mathematical modeling Decision making/Problem solving Simulation

3 DIT Wolfe 13Spreadsheet Advantages of spreadsheet Advantages of spreadsheet See all numbers on the screen Format and print reports of calculations Use graphs to represent numbers Post results as Web pages results to colleagues Incorporate into other electronic documents

3 DIT Wolfe 14 Spreadsheet Basics Worksheet — an on-screen spreadsheet created by spreadsheet software Worksheet — an on-screen spreadsheet created by spreadsheet software Cell — the intersection of each column and row in the worksheet grid Cell — the intersection of each column and row in the worksheet grid Formula — tells the computer how to use the contents of cells in calculations Formula — tells the computer how to use the contents of cells in calculations Number — value to use in a calculation Number — value to use in a calculation Text — used for titles and identifies labels Text — used for titles and identifies labels Address — unique way to identify each cell based on column and row location Address — unique way to identify each cell based on column and row location

3 DIT Wolfe 15 Spreadsheet Basics Absolute cell reference — when you don’t want a formula to change when you copy it. Absolute cell reference — when you don’t want a formula to change when you copy it. = $A$1 * 100 Relative cell reference — when you do want a formula to change when you copy it. Relative cell reference — when you do want a formula to change when you copy it. = A1 * 100

3 DIT Wolfe 16 Review Chapters 3A /B Documents Documents Document production software includes: With any word processing software, learn how to: Spreadsheets Spreadsheets Spreadsheets are used for: Advantages of spreadsheet Components Couch Potato Spreadsheet Lab Couch Potato Spreadsheet Lab

3 DIT Wolfe 17 Information Theory Information theory — study of the most efficient way to represent or encode information. Information theory — study of the most efficient way to represent or encode information. If information is encoded efficiently, it can be stored in a small amount of space and transmitted quickly. If information is encoded efficiently, it can be stored in a small amount of space and transmitted quickly.

3 DIT Wolfe 18 Representing Information A bit can be represented as a 1 or a 0 A bit can be represented as a 1 or a 0 A computer can use a single bit to store and convey up to two units of information A computer can use a single bit to store and convey up to two units of information “yes” or “no” “on” or “off” “land” or “sea”

3 DIT Wolfe 19 Representing Information A computer uses a bit as the building block for more complex messages. A computer uses a bit as the building block for more complex messages.

3 DIT Wolfe 20 Representing Information The maximum number of different units of information that you can convey with n bits is 2 n. The maximum number of different units of information that you can convey with n bits is 2 n.

3 DIT Wolfe 21 Representing Numbers 2 0 = = = = = 2 x 2 = = 2 x 2 = = 2 x 2 x 2 = = 2 x 2 x 2 = = 2 x 2 x 2 x 2 = = 2 x 2 x 2 x 2 = = 2 x 2 x 2 x 2 x 2 = = 2 x 2 x 2 x 2 x 2 = = 2 x 2 x 2 x 2 x 2 x 2 = = 2 x 2 x 2 x 2 x 2 x 2 = = 2 x 2 x 2 x 2 x 2 x 2 x 2 = = 2 x 2 x 2 x 2 x 2 x 2 x 2 = = 2 x 2 x 2 x 2 x 2 x 2 x 2 x 2 = = 2 x 2 x 2 x 2 x 2 x 2 x 2 x 2 = 256

3 DIT Wolfe 22 Representing Numbers Decimal number system (base 10) Decimal number system (base 10) Binary number system (base 2) Binary number system (base 2) Uses two digits: 0 and 1 More efficient for computer use Decimal 50 = Binary Decimal 50 = Binary Six lanterns: on-on-off-off-on-off Six lanterns: on-on-off-off-on-off

3 DIT Wolfe 23 Representing Characters ASCII ASCII American Standard Code for Information Interchange ANSI ANSI American National Standards Institute code EBCDIC EBCDIC Extended Binary Coded Decimal Interchange Code Unicode Unicode 16-bit code

3 DIT Wolfe 24 Review Chapters 3A /B Documents Documents Document production software includes: With any word processing software, learn how to: Spreadsheets Spreadsheets Spreadsheets are used for: Advantages of spreadsheet Components Couch Potato Spreadsheet Lab Couch Potato Spreadsheet Lab