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Chapter 3

File Management

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Chapter 3

1. Create folders to organize files.2. Explain the importance of file extensions.3. Explain the importance of backing up files.4. Demonstrate how to compress files.5. Use advanced search options to locate

files.6. Change the default program associated

with a file type.7. Identify the certifications and careers

related to file management.

O B J E C T I V E S

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Objective 1: Overview

1. Discuss the Windows folder hierarchy for storing files

2. Understand the folder structure for storing documents, pictures, music, video, and more

3. Understand how libraries gather files that are located in different locations

4. Understand how Windows Explorer is used to navigate folders and drives

Key Terms File management Folder Hierarchy Library

A Place for Everything

Public folders Windows Explorer Path

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File Management

File management is the process of organizing digital files, creating new folders, and being able to navigate through the folder structure of your computer.

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File Management

• Folders are containers used to organize files on your computer.

• By default, Windows comes with certain files and folders already created.

• You can access the Users Folder by the Windows Start menu or the desktop

• The folder structure created by Windows is a hierarchy.

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File Management

Windows 7 introduced Libraries, which help you better organize your files. There are four libraries: Documents, Music, Pictures, and Videos.

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File Management

Details Pane

Search Box

Address Bar

Navigation Pane

File List Area

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Objective 2: Overview

1. Discuss and learn the file naming rules 2. Discuss and learn the file naming limitations 3. Discuss file extensions and understand how the

extensions identify the file type4. Explore file properties and how they can be used

to sort and search for files

Key Terms File extension File name File property

What’s in a Name?

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• Every file has a file name that contains a name and an extension

• File names can be up to 260 characters long and may include spaces and special characters

• Illegal characters: \ / ? : * ” > < |

File Naming Rules

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ch03_homework.docx

Anatomy of a File Name

FILE NAME

EXTENSION

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File Extensions

A file extension is assigned by the program that is used to create the file. The extension helps the OS determine the type of file.

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File Properties• Each file includes file

properties• We can use these

properties to organize, sort, and find files more easily

• File type, size, and date are automatically created

• Title and author can be added or edited by the user

• The Properties dialog box contains a lot of information about the file

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We discussed how to add properties to a file, but how would you remove them? Which properties can you remove? Use Windows Help and Support to find the answers.

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Objective 3: Overview

1. Discuss the importance of backing up files2. Discuss backup storage options3. Discuss the pros and cons of backup storage types4. Discuss backup storage software options5. Discuss online backup storage options

Key Term Back up

Back It Up

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Back Up Your Files• Backing up is the process

of copying your files to another location

• Windows 7 includes a backup utility

• Backup storage options include internal hard drives, external hard drives, optical drives, flash drives, and networks

• Online backup services are free or inexpensive options

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Backup Storage Options

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Research two online backup sites and investigate their cost, reliability, storage size, and features. Create a table to compare what you found.

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Objective 4: Overview

1. Define file compression and its advantages2. Discuss the different types of file compression3. Discuss how Windows can create and extract ZIP

archives

Key Terms Algorithm Compression Lossless compression Lossy compression

Shrink It

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File Compression

• File compression is the process of making files smaller to conserve disk space and make them easier to transfer

• Lossy and lossless are the two types of file compression

• Windows includes the ability to compress and decompress files using the ZIP format

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File Compression

LOSSY• Usually for image,

photo, video, and multimedia files

• Compression type where a substantial amount of data can be discarded before the result is sufficiently degraded to be noticed

LOSSLESS• Usually for files that

contain text and numbers

• Takes advantage of redundant information

• Files can be decompressed with NO loss of data

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• Windows can open and browse files in a ZIP archive

• Because each type of file contains different types of information, the compression ratio varies

• Sometimes you need to decompress or extract files

• Popular file compression programs include 7-ZIP, WinRAR, WinZip, and Stuffit

File Compression

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An MP3 file is a compressed audio file that uses a lossy compression algorithm. Many audiophiles say they can hear a difference in sound quality. Use the Internet to research ways to improve the quality of MP3 files.

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Objective 5: Overview

1. Discuss how to use search options to find files using the Windows search feature

2. Define Boolean operators and how they can be used to create search filters

3. Discuss how Windows maintains an index about the files located on your computer

Key Terms Algorithm Boolean operators Index

It’s Always the Last Place You Look

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Search Options

Searching from Windows Explorer creates an index; this contains information about files stored in libraries as well as email, but not about programs

Searching from the Start menu automatically searches programs, the Control Panel, and files; you can also launch programs from the Start menu

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Search OptionsBOOLEAN LOGIC

Boolean logic created by 19th-century mathematician George Boole

Boolean operators: AND, OR, NOT

Used to create search filters in Windows, most databases, and Web searches

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Objective 6: Overview

1. Define a default program2. Discuss how default programs are associated

with certain programs3. Learn how to change or set the default program

associated with a file type

Key Term Default program

That’s Not the Program I Want to Open This File Type

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Default Programs

A default program is an application that is associated with a file that allows you to open, view, and edit the file

Windows maintains a list of file extensions and associated default programs, which allows Windows to automatically open the correct program

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Default Programs

Windows allows you to manage file type association directlyThe Default Programs Control Panel enables you to manage these settings

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Objective 7: Overview

1. Identify the certifications related to file management

2. Identify the careers related to file management

What Can I Do With Knowledge About File Management?

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File Management Knowledge

WHAT CAN I DO?

Certifications (DMCP)

*A required skill

Federal Records

Management

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