Computers Are Your Future

Twelfth Edition

Spotlight 2: File Management

Copyright © 2012 Pearson Education, Inc. Publishing as Prentice Hall 1

File Management

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

The Big Picture: Files, Folders, and

Paths• File

o Named unit of related data stored in a computero Includes properties

• Date of creation• Last modification date• Size

• Folders (directories); subfolderso Used to organize related files

Copyright © 2012 Pearson Education, Inc. Publishing as Prentice Hall 3

The Big Picture: Files, Folders, and

Paths• Drives

o Storage devices• Hard drive, CD & DVD drive, external & USB flash

drive• Drive letter—specific drive

o Includes a letter, colon, and backslasho C:\ represents the hard driveo On a Mac, drives appear as icons

• Patho Sequence of directories to follow to locate a file

• C:\Classes\Homework#1\Homework#1_draft1.docx• Top-level folder—“classes”

Copyright © 2012 Pearson Education, Inc. Publishing as Prentice Hall 4

The Big Picture: Files, Folders, and

Paths

Copyright © 2012 Pearson Education, Inc. Publishing as Prentice Hall 5

The Big Picture: Files, Folders, and

Paths• File-naming conventions

o File name identifies each unique file• Before the period (“dot”): meaningful

name• After dot: extension

o Three to five characterso Identifies the type of data the file contains

• Mac OSo Extensions not needed as files contain code

representing application used

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

The Big Picture: Files, Folders, and

Paths

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

Managing Files

• Two ways to manage fileso Use a file management utility

• Such as Windows Explorero Perform management within the program

itself• Such as Word

Copyright © 2012 Pearson Education, Inc. Publishing as Prentice Hall 8

Managing Files

• File management utilitieso Windows Explorer

• Access through Start menu

• Windows 7 offers new features

Copyright © 2012 Pearson Education, Inc. Publishing as Prentice Hall 9

Managing Files

• Windows Explorer in Windows 7o Navigation pane—left side

• Navigate directly to specific folders or access a prior search

• May add folders to Favorite Links areao Content pane (file list)—right side

• Lists the selected folder’s subfolders and files• Many views options are available

o Details pane—bottom• Provides thumbnail views• Gives information about files and folders

Copyright © 2012 Pearson Education, Inc. Publishing as Prentice Hall 10

Managing Files

Copyright © 2012 Pearson Education, Inc. Publishing as Prentice Hall 11

Managing Files

• Windows 7 (con’t.)o Group option arranges files and folderso Specific folder contents display based on the

selected column heading and filter

Copyright © 2012 Pearson Education, Inc. Publishing as Prentice Hall 12

Managing Files

• Windows 7 (con’t.)o Address

(breadcrumb) bar • Reveals the route

taken to reach file location

• May or may not match a file’s path name

• Enables easy movement from location to location

Copyright © 2012 Pearson Education, Inc. Publishing as Prentice Hall 13

Managing Files

• Locating files and folderso Windows Explorer’s Search box

• Locates files based on search terms• Saved search results are dynamic or

refreshed whenever reopened

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

Managing Files

• Search filter

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

Managing Files

• Creating folderso Folder structure or directory structure

• Decide which drive will be used• Right-click “New” and then “Folder” to create folder

within a selected folder

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

Managing Files

• Transferring fileso Copying: Creating duplicate fileso Moving: Relocating fileso Creating a shortcut: Making a pointer to the

file without actually moving it

Copyright © 2012 Pearson Education, Inc. Publishing as Prentice Hall 17

Managing Files

• Context-sensitive menu

Copyright © 2012 Pearson Education, Inc. Publishing as Prentice Hall 18

Managing Files

• Backing upo Use “Save As” sequence to create intermediate

copyo Use Windows Explorer to drag copy of file to USB

or CD/DVD driveo Use backup software

• Getting helpo Windows Explorer—get help button

Copyright © 2012 Pearson Education, Inc. Publishing as Prentice Hall 19

Managing Files

• Managing files within programs• Open files within an application

• Use File, Open• Open files from a file management utility

• Such as Windows Explorer• Perform other file management tasks

• Create folders• Rename files• Copy files

Copyright © 2012 Pearson Education, Inc. Publishing as Prentice Hall 20

Managing Files

• Saving fileso Transferring a file from RAM to permanent

storage o Save versus Save As

• Save—writes over or replaces to the same storage device and folder with the same name

• Save As brings up dialog box so that the drive, path, and file name can be designatedoCan be used to rename a file or save the

file to another location

Copyright © 2012 Pearson Education, Inc. Publishing as Prentice Hall 21

Managing E-Mail

• Manage E-mailo Organize messages into folderso Sort messages in different ways:

• Date received• Sender• Recipient

o Find or Search commands can be used to find specific messages

Copyright © 2012 Pearson Education, Inc. Publishing as Prentice Hall 22

A Few Last Reminders

• File management concepts are basic but extremely helpful:o Plan and create folder structures carefully.o Name files in a way that they can be easily found.o Retrace steps when something does not work

correctly.• Read the manual.• Follow directions carefully.

o Make backups of files.o Ask for help when necessary.

Copyright © 2012 Pearson Education, Inc. Publishing as Prentice Hall 23

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

Copyright © 2012 Pearson Education, Inc. Publishing as Prentice Hall 24