1. ETT 429 Spring 2007 File Management

2. Hardware/Software Review Hardware Hardware Primary Devices Primary Devices Peripheral Devices Peripheral Devices RAM/ROM (memory) RAM/ROM (memory) Input Devices Input Devices Output Devices Output Devices Storage Devices Storage Devices Network Network LAN LAN Network Drive Network Drive LCD Projector LCD Projector ELMO ELMO Mouse Basics Mouse Basics Operating System Operating System Program Program

3. What is a computer file? A set of computer data recorded on a computer storage medium A set of computer data recorded on a computer storage medium Typically designed to work with a specific program(s) Typically designed to work with a specific program(s)

4. Properties of a file Every file has several distinct properties that help to identify it Every file has several distinct properties that help to identify it Name Name File extension File extension Size Size Date Created Date Created

5. File Name Basics No capital letters No capital letters No spaces – use underscores = _ No spaces – use underscores = _ Use only letters or numbers only – no symbols Use only letters or numbers only – no symbols Name your files right the first time Name your files right the first time Dangers of changing the file extension Dangers of changing the file extension Recommended file naming for courses Recommended file naming for courses Class_lastname_assignment.file type Class_lastname_assignment.file type 429_al-shboul_wordassignment.doc 429_al-shboul_wordassignment.doc

6. File Extensions Thousands of extensions Thousands of extensions http://filext.com/ if you come across an unknown extension. http://filext.com/ if you come across an unknown extension. http://filext.com/ Short list of common file extensions Short list of common file extensions.exe – executable file.exe – executable file.bat – batch file.bat – batch file.zip – zip file.zip – zip file.com – command file.com – command file.doc – Word document.doc – Word document.ppt – PowerPoint document.xls – Excel document.htm/.html – web page.gif/.bmp/.jpg/.jpeg/.psd – image files.pdf – Adobe Acrobat personal document format.pub – Publisher document.mdb – Access document.dll – driver

7. File Size 1,000 bytes = 1 kilobyte (KB) 1,000 bytes = 1 kilobyte (KB) 1,000,000 bytes = 1 megabyte (MB) 1,000,000 bytes = 1 megabyte (MB) 1,000,000,000 bytes = 1 gigabyte (GB) 1,000,000,000 bytes = 1 gigabyte (GB) 1,000,000,000,000 bytes = 1 terabyte (TB) 1,000,000,000,000 bytes = 1 terabyte (TB) Remember the rule of thousands Remember the rule of thousands Floppy Disk = 1.44 MB Floppy Disk = 1.44 MB Zip Disk = 100 MB Zip Disk = 100 MB CDs = either 720 MB or 800 MB CDs = either 720 MB or 800 MB DVD = 4.2 GB DVD = 4.2 GB Hard Drives = any size (typically above 2 GB) Hard Drives = any size (typically above 2 GB) Jump Drives = from 32 MB – 2 GB Jump Drives = from 32 MB – 2 GB

8. File Sizes Explained LargestLargerLargeBasic Unit Gigabyte (GB)Megabyte (MB)Kilobyte (KB)Byte Gigabyte (GB)Megabyte (MB)Kilobyte (KB)Byte.00111,0001,000,000 Gigabyte (GB)Megabyte (MB)Kilobyte (KB)Byte 11,0001,000,0001,000,000,000 Gigabyte (GB)Megabyte (MB)Kilobyte (KB)Byte.000001.00111,000 Gigabyte (GB)Megabyte (MB)Kilobyte (KB)Byte.000000001.000001.0011

9. File Sizes Conversion File sizes can be very confusing. For instance - which is bigger? 1.2 MB or 1200 KB? They are basically the same size! Confused? There is no need to be! File sizes can be very confusing. For instance - which is bigger? 1.2 MB or 1200 KB? They are basically the same size! Confused? There is no need to be! Each unit changes names when you get to 1000 of that unit. The basic unit is a byte. If you have 1000 bytes, you can then call it 1 kilobyte. If you have 1000 kilobytes, you can then call it 1 megabyte. The same happens when you go up from megabytes to gigabytes. Each unit changes names when you get to 1000 of that unit. The basic unit is a byte. If you have 1000 bytes, you can then call it 1 kilobyte. If you have 1000 kilobytes, you can then call it 1 megabyte. The same happens when you go up from megabytes to gigabytes. Note that the decimal place moves three places either to the right or left. Note that the decimal place moves three places either to the right or left.

10. Converting from One Measurement to Another (1) To convert from a larger to the next smaller unit, just move the decimal place three places to the right. For instance: If you have 1 gigabyte, how many megabytes are there? To convert from a larger to the next smaller unit, just move the decimal place three places to the right. For instance: If you have 1 gigabyte, how many megabytes are there? The answer is 1 GB = 1,000 MB.

11. Converting from One Measurement to Another (2) To convert from a smaller unit to the next larger unit, move the decimal place three places to the left. For instance: If you have 1,000 kilobytes, how many megabytes are there? To convert from a smaller unit to the next larger unit, move the decimal place three places to the left. For instance: If you have 1,000 kilobytes, how many megabytes are there? The answer is 1,000 KB = 1 MB.

12. Getting around the computer Many different methods Many different methods Two primary methods Two primary methods My Computer My Computer Windows Explorer Windows Explorer Windows Explorer – program for displaying and manipulating files on computer Windows Explorer – program for displaying and manipulating files on computer

13. Windows Explorer Right click on start menu and select Explore Right click on start menu and select Explore Left side shows computer structure Left side shows computer structure Right side shows current folder (display can be modified) Right side shows current folder (display can be modified) Name (can add file extension) Name (can add file extension) Size Size Type Type Date Modified/Date Created Date Modified/Date Created

15. Windows Explorer Options Different views (Thumbnails, Tiles, Icons, List, Details) and their uses Different views (Thumbnails, Tiles, Icons, List, Details) and their uses The status bar (found under View dropdown menu) The status bar (found under View dropdown menu) Looking at Folder or File Properties Looking at Folder or File Properties Manipulating Files Manipulating Files Manipulating Folders Manipulating Folders Folder (definition) - a named storage area on the computer containing files and other folders. Folder (definition) - a named storage area on the computer containing files and other folders.

16. Moving Files within Windows Explorer Drag and Drop – most unreliable Drag and Drop – most unreliable Copy and Paste – good for creating backups or moving file to work with at another location Copy and Paste – good for creating backups or moving file to work with at another location Cut and Paste – takes file and moves to another location Cut and Paste – takes file and moves to another location Keyboard shortcuts for actions (Ctrl + C, V, X) Keyboard shortcuts for actions (Ctrl + C, V, X) Remember where you put it and what you moved Remember where you put it and what you moved 3 Ways to select multiple files at once 3 Ways to select multiple files at once Hold the Control key (CTRL) + Left click for individual selection Hold the Control key (CTRL) + Left click for individual selection Hold the Shift key + Left Click to select many at once Hold the Shift key + Left Click to select many at once Hit CTRL + A to select all items in folder Hit CTRL + A to select all items in folder

17. File Name Manipulation How to rename files How to rename files While in the creation program (saving versions) While in the creation program (saving versions) While not in the creation program While not in the creation program Use folders to control files Use folders to control files Create folders for different major areas (classes, projects, images, etc.) Create folders for different major areas (classes, projects, images, etc.)

18. Searches within Windows Used to find files on computer Used to find files on computer Left click on Start button and select Search Left click on Start button and select Search search for files or folders – searches within computer search for files or folders – searches within computer Search on internet – searches using Internet Explorer Search on internet – searches using Internet Explorer

19. Windows Search Options Search options Search options Name, date modified/created, location, file size Name, date modified/created, location, file size Advanced searches Advanced searches Using the * and partial file name searches Using the * and partial file name searches

20. Saving files from the web How to collect files from the web How to collect files from the web Right click on image, link, or document Right click on image, link, or document Select Save Target as … or Save Picture as … Select Save Target as … or Save Picture as … Save in an appropriate place Save in an appropriate place Ethics of file usage from web Ethics of file usage from web Copyright issues Copyright issues Plagiarism issues Plagiarism issues

21. Next Class Agenda Email Email Web Browsers Web Browsers Read Office pages 322-339 Read Office pages 322-339