Module 4.2 File management 1. Contents Introduction The file manager Files – the basic unit of storage The need to organise Glossary 2

Module 4.2 File management

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Contents

•Introduction•The file manager •Files – the basic unit of storage•The need to organise •Glossary

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Introduction

The way data is represented in the computer can be seen as a hierarchy.

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Introduction

All data saved in memory while computer is on.Files need to be saved permanently for later access

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The File managerStorage hierarchy

Windows Explorer provides information on all the storage devices attached to a computer.

These devices are called drives.

On the drives files can be grouped in separate containers called folders.

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The File managerPaths

A path is the ‘succession’ of a drive and folders that lead to the location of a specific file. The backslash character is used to separate the ‘list’ of folders in the path

D:\Documents\Invoices\2012

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Windows Explorer is the file management software that is supplied with all Windows operating systems.

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Back and Forward buttons

Address bar

Search box

Toolbar and menu bar

Details or column headings

Left (Navigation) pane

Right pane

Details pane

The File manager

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ActivitActivity 1y 1

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Files – the basic unit of storageFile name conventions

Operating system defined rules for file names

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Files – the basic unit of storage

Significance of file extensions

File name conventions

The extension indicates

• the type of file it is and

• program it must use to open the file.

Never change the file extension of an existing file

The extension indicates

• the type of file it is and

• program it must use to open the file.

Never change the file extension of an existing file

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See a list of suggested programs by Windows

Search the Internet to find the suggested program to open it

Change or set the default program that must be used

Right-click on the file - Open With command – programs available to try and open the file.

To open this file you can:

Significance of file extensions: OS does not recognise file.

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User defined conventions

Individuals and organisations may decide on a naming convention for their files, to be consistently named e.g. Report 01 2012 and Report 02 2012.

This will make it easier to find the files they want to access.

File name conventions

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Files – the basic unit of storageCommon file types and extensions

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Files – the basic unit of storageProgram files

A file extension of .exe means that it is an executable file, e.g. a program file that can be run or executed

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Source code and object code (executable file)

You can construct and specify instructions in order to create a set of programming instructions or source code,

send to a program called a compiler, which checks to see that the code adheres to all the rules of the programming language and creates object code (executable file), which is

‘run’ or executed

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Shared and dynamically linked libraries

Programs seldom consist of one single file.

In addition, a lot of code or instructions are common to many, if not all programs.

Programmers place these common or shared functions in files called DLL or Dynamic Linked Libraries

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Files – the basic unit of storageConverting between file types

Save the file in a format that can be read by other types of programs.

This is often done to:• Share data

• Access the data with another program

• Access data with older version of program

Save as type’ options in Word

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ActivitActivity 2 & 3y 2 & 3

Apply your knowledge

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The need to organisePlan a folder structure

Plan your basic folder structure on paper • Main ‘categories’

• Refine each level

• Meaningful folder and file names • Archive or store files you seldom use.

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The need to organiseManaging files and folders

File management software can be used

copying and cutting (moving) renaming

searching

deleting

compressing

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The need to organiseFinding files in Windows

You can search using a combination of criteria• the file name (or part of it)

• some text you know it may contain

• the drive or directory to look in• when the file was modified

• the size of the file

• the approximate size of the file.

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ActivitActivity 4, 5 y 4, 5 & 6& 6

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Glossary

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