Files & Folders @ UVM

Organization

• Computer hard drives hold an enormous amount of data or information.

• Knowing how a

computer's organization

system works will help

you to find what you

are looking for.

What is a file?

• Computers use files and folders to organize data.

• A file is a

collection of

data that is

stored together –

often inside a folder

Files are the key to unlocking computing power

You will never touch (and should not) most of the data files that a computer uses

These files are like engine of a car: only experienced mechanics should work on cars

• But there are many other files that you will use every day.

• These are like the gas, oil, and windshield washer fluid of a car – you must keep them organized and maintained in order for the car to run well!

• Using these files competently means understanding the difference between file names and file types (or extensions)

• A period is used to separate the name from the type, like this: "name.type".

• Examples of this name.type pattern are:– Timecusac01.csv– Snow-on-call-2015.xls– Recoveryplan.doc– Timecusac01.xls

• Supervisors will use several file types or extensions (though there are many more)– Text files (.txt) Sending Core audits– Excel files (.xls, .csv) Timelogs, equipment log– Word files (.doc) recovery plans– Adobe Acrobat (.pdf) printing flyers, reading– Graphics/picture/video (.jpg,.mov,.tiff,.avi)

• Most of the time, supervisors can be creative naming files

• However, software programs (like Excel, Famis, or Word) are designed to use only certain file types or extensions

• Software programs automatically add extensions to the end of file names when we click SAVE, but sometimes, mistakes happen when we SAVE, SAVE-AS, when we move files around through email, or when we drag and drop files on our desktop

Conclusion

• More specific instructions about naming and storing .csv files and .xls files for timelogs will be provided in a separate Module & Lesson

• Just remember the

bigger picture

• Files are the key

to unlocking

computing power

KEY POINTS

• And remember these key points:– Files store data or information inside of folders– Files are represented by a name & extension– File extensions always follow the name– Software programs like Excel and Word will only

work with correct file extensions– File extension errors occur when we Save,

Save-as, move items around on the desktop by drag and drop, or when we send files through email