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Page 1: ICDL 5.0 International Computer Driving License Module … · ICDL 5.0 International Computer Driving License Module 2 File Management Microsoft Windows 7 ICDL 5.0 International Computer

ICDL 5.0

International Computer Driving

License

Module 2 File Management

Microsoft Windows 7

ICDL 5.0 International Computer Driving License || Module 2 File Management By : Sarwar S. Saeed 1

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Section 5

5.1 Main concepts

File : is an organized collection of data that is stored on a computer and it can identified as an individual entity having a file type and size .

Example : MS Office Document , Music Files , etc

Application Such as : MS Word an Win 7 operating system

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Folder : a Folder is a container in

which files and other folders can be

stored in an organized manner.

You can the numbers of folders and

files that can be put into other

folders .

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5.1.1 Measuring Files :

The size of a file is measured in bytes and determines how much memory is needed to store that file . One byte is the basic unit of measurement and is very small .the typical starting point for file measurement is a kilobyte (KB).which is equal to approximately 1000 bytes.

1 Kilobyte = 1000 bytes

1 Megabyte = 1000 Kilobytes

1 Gigabyte = 1000 Megabytes

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1 Byte 8 Bits.

1kilobyte KB 1,024 bytes

1Megabyte MB 1,024KB

1Gigabyte GB 1,024MB

1Terabyte TB 1,024GB

1Petabyte PB 1,024TB

1Exabyte EB 1,024PB

1zettabyte ZB 1,024EB

1Yottabyte YB 1,024ZB

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5.2.Storage Device:

All user created files ,

files that comprise the

installed applications

and windows 7 itself

must be stored on a

storage device .

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Two Main Category of File Storage Device :

1.Non Removable Storage Device :

Win7 itself, applications and user created files

are generally stored on a hard disk drive

2.Removable Storage Device:

These devices, as the name suggests , are

generally used for moving files from computer

to computer , installing new software , archiving

and creating backups .

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Hard disk drive

( Non-Removable) (Removable)

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The computer has a non-removable hard disk

drive inside the base unit , at the time of

writing the average capacity of this drive

would be over 100GB. More hard drives can

be added to the computer if more disk space

is required.

Hard disk drives have one or more rotating

Platters on which data is stored magnetically .

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Removable or External Hard Disks :

Are the same as internal hard disks but are

mounted in a tough casing and connect to the

computer via the USB or Similar port ,

They are typically used for archiving ,

moving large amount of data between

computer and backups .

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USB Drives :

USB Drives are a convenient storage device that plug into the high – speed USB ( Universal Serial bus ) They use the same flash memory technology

CDs ( Compact Discs )

While hard disks are magnetic and USB Device use flash memory , CDs use reflective coating that can be read using a laser , meaning that CD is a type of optical storage , a typical CD can hold 700MB of information

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Two Main type of Recordable CD:

The process of copying information to a CD if

often called burning

1- CD –R : These can be written to once

and read from multiple times .

2- CD – RW : These can be written to and

read from multiple times.

CDs are used in CD Drives.

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DVDs ( Digital Versatile Discs )

OR ("digital video disc")

DVDs have largely replaced the CD for optical storage use , and have displaced the videotape entirely in the consumer entertainment world , DVD look the same technology , But the Capacity of a Standard DVD disc is a 4.7 GB as opposed to 700MB for a CD . There are also Dual-layer discs which can hold over 8 GB.

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There are many type of recordable

DVD Disk :

DVD-R and DVD+R : These can be written

to once and read from multiple.

DVD-RW and DVD+RW and DVD-RAM :

These can be written to and read from

multiple times.

DVDs are used in DVD drives . All DVD

Drives can read CDs.

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Network Drives : Network Folder Local Folder

If a computer is a part of a network , access storage can be used that is physically located on another computer , for example a network server is an office my have several hard disks of huge capacity that are shared and thus available to other computer on the network.

Users can transfer files to and from these shared locations in the same way as they would with the hard disks in their own local computers . The files are transmitted over network cables or via a wireless network connection .

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High – Density DVDs:

High density DVDs are the successor to

DVDs . initially there were two competing

formats , namely HD DVD and Blue ray ,but

the letter emerged as the standard during

2008. the former could store up to 30 GB ,

while blue ray can store up to 50 GB .

High density formats will eventually replace

standard DVD.

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Tapes:

In computer networks , such as those found in most businesses , there are usually one or more servers ( dedicate computers that provide centralized control and storage ) . the vitally important data their hard drives is usually backed up using removable tape cartridges .This are then often removed from the premises and stored elsewhere as part of a disaster recovery plan.

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Online File Storage:

The mass availability of broadband internet access has brought about various types of online storage.

The type of storage is useful for transferring files , which might be too big to e-mail , and for off-site backups. www.mozy.com

Google drive https://drive.google.com

One drive https://onedrive.live.com

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Storage icons :

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Speed, cost and capacity of storage media:

in 2008

ICDL 5.0 International Computer Driving License || Module 2 File Management By : Sarwar S. Saeed

Type Capacity Drive

Cost

Access Speed

Hard Disk 80GB – 1 TB 0.00024

£

Up to 1.6 GB / Sec

Tape (Sony AIT5) 400 GB 0.00009

£

192MB / Sec

USB Drive Up to 64 GB 0.00943

£

Up to 240 MB / Sec

Blu Ray-DVD Up to 50 GB 0043 £ Up to 54 MB/Sec

CD Up to 700 MB 0.0014 £ Up to 62 MB/Sec (at 52 x)

21

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5.5.1 How Windows 7 Organizes Files and

Folder:

All drives in Windows 7 ,except for network

drives, are assigned a drive letter automatically .

The main hard disk ,upon which Windows 7 itself

is installed is given the letter C , and can be

referred to as C: (pronounced C colon).Optical

drives (CD and DVD drives) tend to be assigned

to D: or E: but this can be vary. Further drive

letter are assigned to removable drives when thy

are connected.

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5.5.2 Navigation to a Drive, file or Folder

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Navigation to a Drive :

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Navigation to a File or Folder

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5.5.3 Creating folder and a Further Sub

Folder

Create a folder

A folder is a location where you can store

your files. You can create any number of

folders and even store folders inside other

folders (subfolders). Here’s how to create a

new folder:

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Go to the location (such as a folder or the desktop) where you want to create a new folder.

1-Right-click a blank area on the desktop or in the folder window,

2- Point to New, and then click Folder.

3-Type a name for the new folder,

4-Press Enter,

The new folder will appear in the location you specified.

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Creating folder and a Further Sub Folder

To create a sub-folder ,do the following :

1-Double-Click the newly created folder to open it

. It well be empty .

2-Repeat the same steps used to create a folder

3-When naming the sub folder give it a different

name to the main folder .

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Displaying folder Properties:

Properties: are pieces of information that

describe that particular item.

To view Properties of a

folder do the following:

1-Right Click any Folder

2- Select Properties .

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Working with Files and Folders:

Using libraries to access your files and folders.

Understanding the parts of a window

Viewing and arranging files and folders

Finding files

Copying and moving files and folders

Creating and deleting files

Opening an existing file

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A file is an item that contains information—for

example, text or images or music. When opened, a

file can look very much like a text document or a

picture that you might find on someone's desk or

in a filing cabinet. On your computer, files are

represented with icons; this makes it easy to

recognize a type of file by looking at its icon.

Here are some common file icons:

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WORKING WITH FILES

A file is defined by a name and an extension. The

extension indicates the file type (text, multimedia

etc.) and tells the computer which application is

appropriate for that file type.

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5.6.1 Recognizing Common file Types:

File extensions of some frequently used files are:

.exe – executable files

.sys, .dll - system files

.tmp, .temp – temporary files

.rar, .zip, .7z – compressed files

.jpg, .jpeg, .gif, .png , .bmp– image files

.jpeg: Joint Photographic Experts.

.bmp:( a bitmap Format)

.mp3, .wav, .wma– audio files

.mp3: (MPEG Layer 3)

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.avi, .wmv, .mpg, .mpeg, .mp4 –

multimedia(Video) files

.mpeg: (Moving Picture Expert Group)

.avi : Audio Video interleaved Files)

.txt, .odt, .doc, .docx – text files

.ods, .xls, .xlsx – spreadsheet files

.odp, .ppt, .pptx – presentation files

.dbf, .mdb, .accdb – database files

.pdf – (Portable Document Format)

.htm, .html, .asp, .aspx, .php – web pages

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5.7 Saving Files :

When saving files two things need to be decided :

What should be called. (Name)

And

Where it should be saved.(Location)

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ICDL 5.0 International Computer Driving License || Module 2 File Management By : Sarwar S. Saeed

File Name

Address Bar

37

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5.7.3 Renaming Files and Folder :

1- Right-click on the file/folder

2-from the pop-up menu, select the Rename command. The main part of the file name well be highlighted.

3-Type in the new Name.

4- and press the left mouse button next to the icon or just press Enter.

*To restore the original file name press Escape.

By Keyboard :

select the file/folder s and press F2.

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5.8 Changing File Properties :

Individual files can be made read-only , meaning

that they can be opened and viewed but the

contents cannot be changed. This is useful to

prevent accidental deletion, for example.

To view and change the file Read-Only properties:

*Right-click it.

*Properties.

*tick the Read-Only checkbox.

*Click Apply and OK.

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To view and change the file read-only

properties:

*Right-click it.

*Properties.

*tick the Read-Only

checkbox.

*Click Apply and OK.

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5.9 Sorting Files:

To sort file by name ,size ,type , or the date they

where modified , Do the following :

1-Open My Document folder.

2-Change the window to Details view by clicking

the View command and selecting Details.

3- In Detail View Click the column header

required (Name , Size , Type Or date Modified )

to Sort .

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5.10 Coping and Moving Files And Folder:

Selecting :

Before an action can be performed on the file or folder must first be selected .

*To select a Single item, Click it once.

*To select a Several items, that are not located next to each other , hold down the Ctrl Key and click each item once.

*To select a Range of item ,that are next to each other ,hold down the Shift key ,Click the first item and click the last item , All the items in between this two will also be selected automatically.

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*To select a group of items that are next to each

other, Click any where near the items on a blank

area of desktop or window background , Then

with the right mouse button held down drag a

selection rectangle (or marquee ) around the

items.

*To select multiple groups of items using a

selection rectangle hold down the Ctrl Key and

then proceed to select each group.

*To select All items in the active window , hold

down Ctrl and press A .

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5.10.3 Copying Files and Folders using the Menu and Keyboard Shortcuts.

Copy:

1-Select it by clicking on it once .

2-Right Click the select item and select copy From the pop-up menu .

Or By Keyboard Ctrl+C

Paste:

1-Right Click an empty area in the target location.

2-Click Paste From the pop-up menu.

Or By Keyboard Ctrl+V

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5.10.4 Copying Files and Folders Using Drag

and Drop

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5.10.4 Copying Files and Folders Using Drag and Drop

Rather than copying and pasting, selected items can also be copied by dragging and dropping them.

*Select the item or items to Copy

*When the items are selected , Press and hold the Ctrl key.

Note: Two item in the same location cannot have exactly the same name.

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5.10.4 Copying Files and Folders Using the

Computer Window.

To copy a file/folder using the computer window ,

Do the following :

*Select the file or folder you wish to copy by

clicking it.

*Click the Edit menu and then

select Copy to folder

*Select the folder , drive or sub folder to copied

and Click Copy.

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5.10.7 Moving Files and Folders using the

Menu and Keyboard Shortcuts.

1-Select it by clicking on it once .

2-Right Click the select item and select Cut From

the pop-up menu .

Or By Keyboard Ctrl+X

Paste:

1-Right Click an empty area in the target location.

2-Click Paste From the pop-up menu.

Or By Keyboard Ctrl+V

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5.10.8 Moving Files and Folders Using Drag

and Drop

The difference is that Ctrl key is not held down

when dragging .

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5.11 Deleting and Restoring Files and Folders

If a file and folder is not longer required it can be deleted ,this might be done to free up space on the hard disk or just to keep files tidy and up to date.

*Deleting items from the hard drive does not remove completely ,but moves them to

Recycle Bin folder . Its important to remember that files.

* Deleted from a removable storage device are deleted permanently . The Recycle Bin is represented by an icon on the desktop.

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Recycle Bin

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There are various ways to delete an item

*Using Drag and drop :

An item or items can be dragged and dropped into the Recycle Bin.

*Using the Menu :

Select the file or folder to be deleted ,right click the selection and choose Delete from the menu.

*Using the keyboard:

Select the file or folder to be deleted, and press the Delete key .

*Click Yes to confirm the deletion .

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5.11.2 Retrieving Items :

Deleting items moves them to the Recycle

Bin, Items that are in Recycle Bin folder can

be still be retrieved , or undeleted.

*To retrieve an item, do the following :

1-Double Click the Recycle Bin

2-Select the item or items to be restored.

3-Right Click on the Selection.

4-Select The Restore from pop-up menu .

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5.11.3 Empty the Recycle Bin

*To remove items completely ,the recycle bin must be emptied.

Open recycle bin then click Empty the recycle bin from the top menu , folder can be emptied.

*Right Click the Recycle Bin icons

*Select Empty Recycle Bin

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5.12 Searching

The windows 7 search tool enables

various search criteria to be used to

find files or folders.

*Click the Start and enter the search

words (criteria) in to the search box.

*Select see more results.

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5.12 Searching Use Windows Search function to find files, folders and programs. In the search parameters, you need to enter data you know about the item (name, part of the name, file type (extension), creation date etc.).

You can search for a file via:

• Start menu by entering part of the text in the search box. While entering the text in the Start menu, items that match the input text appear

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• search box found in the upper right-hand corner of any opened window

Search data storage devices using the date of modification or creation, or using the size criteria:

In the upper right corner of the opened window, click on the search box and add a search filter.

Search for Content : Example : Aga .Docx

Search by Date modified(Crated) – searches for files according to the date they were modified

Search by File Size – searches for files according to their size.

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If you cannot remember the name of the requested files, use wildcard characters: asterisk (*) and a question mark (?) instead of letters. While question mark (?) can be used as a wildcard for a single character, an asterisk (*) can be used as a wildcard for any number of characters. In the All or part of the file name field enter the extension of the document you want to find:

Search by File Type :

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*.txt lists all files with the extension .txt,

*.bmp lists all files with the extension .bmp, etc.

You can also search by using some of the file names letters:

b*.* lists all files whose name begins with the letter b

*t.* lists all files whose name ends with the letter t

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5.12 Viewing Recently Used Files:

The most recent document used can

be accessed by selecting File Menu

and then Recent and selecting a file

from the Recent Documents lists.

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To change the number of document

listed in Recent Documents:

*Select File Menu followed by Options

*Select the Advanced button and scroll

down to the Display Section.

*Enter the number of recent documents

that should be display in file menu.

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5.13 Compressing files.

It is possible to reduce the size of some files so that they take up less space on the computer or so they can be transferred across a network, including internet more efficiently, the process for doing this is referred to as Compressing.

Compressing process more useful for transferring files.

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It is important to note that not all files can be compressed equally.

Example :

A file contain the following text:

88888AAA2222222222 : 18 Character

Compressed :

8[5]A[3]2[10] : 13 Character

There are different methods that can be used to compress files, such as ZIP,RAR. And LHA.

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Windows 7 has the built-in ability to

work with zip files.

5.13.2 Compressing a Single File:

*Right Click the item/items

*Send To

*Compressed (zipped) Folder

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5.13.5 Viewing the content of Compressing Files :

*Double-Clicking a compressed file will open it in a normal window.

5.13.6 Extract Files and folder :

To use the files in a compressed files again ,they must be extracted.

*Right Click the compressed file.

*Select Extract Here.

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