Upgrade to remove ads
Only $2.99/month

File Management

Terms in this set (39)

Folder
a collection area where files and programs are housed
- a subfolder is folder contained within another folder
- there are no limitations on where you can store a file, or to the number of folders you can create
- the location of the file storage location is called the path
- the structure that organizes all your folders is a directory
Creating a New Folder
- On the Command bar click New Folder
or
- Right click the drive or folder in the Folders list. Click New and then click Folder
or
- Right click any blank area in the contents pane. Click New and then click Folder
Creating a New Folder in Windows
- Navigate to the location where you want to create the folder
- Right click on a blank space in the folder location
- Select New then Folder from the Menu
- Enter your desired folder name to replace "New Folder" and press Enter
or
- Navigate to the location where you want to create the folder and left-click
- To create a new folder using a shortcut, hold down the Ctrl, Shift, and N keys at the same time
- Enter your desired folder name to replace "New Folder" and press Enter
Renaming a Folder
- Click the folder icon and press F2 to activate edit mode
or
- In Windows 7 - on the Command bar click Organize then click Rename
- Right click the folder and click Rename in the shortcut menu
Changing Folder Options
To change the properties of a folder
- Click on the folder
- Click File then select Options
- There are three tabs that allow you to change settings: General, View, and Search
Changing Folder Views
Change your folder view options using one of the following methods:
- In Windows 7 - click the arrow of the View button on the command bar
or
- Right click a blank area of the Contents page then click View
File
- an item that contains information (ex. text, images, or music)
- files are represented with icons; making it easy to recognize a type of file by looking at its icon

Common File Types Include:
- application files
- data files
- system files
Selecting Files or Folders
Use one of the following methods:
- Point to that file or folder and click
- To select all files and folders in a specified location, click Organize and click "Select All or press CTRL A
- To select multiple files, hold down CTRL and click on the files

- To turn off a selection of files or folder simply click anywhere away from the selection
Opening a File within a Folder
- Click the File Explorer (on the task bar)
- Click Documents
- Select the File
or
- Click Cortana
- Enter the file name and search
- Select the file
How to Save Files
1.) Open the file
2.) Click File to open the dropdown menu
3.) Click Save As
- Enter the desired name and select the folder in which you want to save the document
4.) Click Save
How to Copy Files or Folders
Use one of the following methods:
- Press CTRL C then move to the new site and press CTRL V
- Right click on the item and Copy, then move to the new location, right click Paste
- With two windows open, press CTRL and drag the file to the new window
How to Move Files and Folders
Use one of the following methods:
- Press CTRL X then move to the new location where the file will be copied and then press CTRL V
- Right click the item and Cut, then move to the new location, right click and Paste
- To move a file or folder from one device to another, hold down Shift key while you drag the file to the new location. If you don't hold down the Shift key the file will be copied instead of moved
- With 2 folders open on your desktop, just drag the file from one folder to the other
Renaming Files and Folders
- Most common method: right click on the file and select Rename
- Even quicker method: select the file and press the F2 key
Searching for Files or Folders
- type your desired search criteria in the Search box

You can search using:
- name
- file type
- date created
- date modified
- etc
How to view file extensions
To display the file extensions at all times:
1.) Open a Windows Explorer window
2.) On the Command bar click "Organize"
3.) Click "Folder and Search Options"
4.) On the View tab in the Advanced Settings list uncheck "Hide extensions for known file types"
Audio File Extensions
- for music and other audio files

Common audio file extensions include:
- .mp3 and .m4a: from Morton Pictures Experts Group
- .wav: Waveform Audio File Format

Audio files use apps called players such as:
- iTunes
- Windows Media Player
- RealPlayer
- Quicktime
Common Video File Extensions
Common video file extensions include:
- .avi: Audio Video interleave (Windows)
- .mov: Video format (Apple)
- .mpeg and .mp4: (Motion Picture Experts Group)
- .ram: Real Audio Metadata (RealNetworks)

Common players include:
- Windows Media Player
- RealPlayer
- Quicktime
Common Image File Extensions
Common image file extensions include:
- .gif: Graphics Interchange Format, used for drawings and illustrations
- .jpg or .jpeg: Joint Photographic Experts Group, popular for photos
- .tif or .tiff: Tagged image File Format, used in medical imaging
- .png: Portable Network Graphics, developed to replace .gif
Common Word Processing File Extensions
Common document file types include:
- .docx: for MS word 2007 and above
- .pdf: Portable Document Format. Needs Adobe plug-in
- .pptx: For Powerpoint 2007 and above
- .rtf: Rich Text Format: supported by most word processing programs and OS
- .odt: OpenOffice document
Other Common Document File Extensions
Common document file extensions:
- Spreadsheet (Excel): .xlsx
- Database (Access): .acccdb or .fp (FileMaker)
- Presentation (Powerpoint): .pptx or .pez (Prezi)
- Webpage (Hypertext Markup Language): .html
- Portable Document: .pdf
Common Executable File Extensions
Common executable files include:
- .exe: Windows executable program. Compressed files that are self-extracting
- .cgl: Common Gateway Interface. Files used to generate Web content
- .vbs: Visual Basic script files. Created using the Visual Basic. The files are known to carry viruses
- .cmd: Windows command file
- .msl: Windows installer file. Used to automate software installation
File Compression
- reduces the size of data files
- saves storage space
- saves transmission capacity/time

Two types:
- Lossy compression: removes less valuable data
- Lossless compression: eliminates redundancy but retains all the original data
Common Compressed File Formats
Compressed file format:
- reduces the time and storage space needed
- reduces bandwidth needed to transmit
- most files can be compressed and decompressed

Common file compression extensions:
- .bz2: Compression type used by the Bunzip app
- .rar: Platform neutral compression type. Windows uses WinRAR app
- .zip: Compression type used by the WinZip app
Image File Compression
- reduces the size of photo files

File format options:
- JPEG: most popular lossy image compression format
- PNG: most popular lossless image compression format
- GIF: older lossless format
Audio File Compression
- used to reduce the size of music files

Most popular compression formats:
- .m4a: most popular lossy compression format
- .wav most popular lossless compression format
- .mp3: Legacy (outdated) lossy compression format
Recycle Bin
- a storage area for files and folders you want to delete

To delete a file or folder:
- select the item and press Delete key
- Right click the item and select Delete
- Drag the file to the Recycle Bin
- To bypass the Recycle Bin and permanently delete, select the item and Shift + Delete

- to empty the Recycle Bin right click the Recycle Bin icon and Empty Recycle Bin
Restoring a File from the Recycle Bin
Use any of these options:
- Select the file or folder you want to be restored, then click Restore this Item
- If you want to restore all items in the Recycle Bin select Restore all items
- Right click the file or folder you want to restore then select Restore
- Select the items you want to restore then select Restore the selected items
Cloud Storage Options
- OneDrive: allows users to upload and store files, videos, music, and photos
- Google Drive: allows users to upload and store documents, spreadsheets, and presentations to Google's data servers
- Dropbox: allows users to upload and share files. Popular for sharing large files
Cloud Storage Terminology
- Infrastructure-as-a-Service (IaaS): an organization uses servers in the cloud instead of buying and maintaining storage servers for their day-to-day business operations
- Software-as-a-Service (SaaS): The distribution of computer applications over the Internet, SaaS is commonly referred to as web apps
- Platform-as-a-Service (Paas): is a programming environment used to develop, test, and disseminate web apps via the internet
Cloud Storage Security
- two major concerns are security and reliability

Security:
- Cloud storage sites use encryption to protect data. Encryption uses algorithms to encode information
- Cloud storage sites also require usernames and passwords as another layer of security

Reliability:
- A major concern with many cloud storage users. What happens if I can't access a cloud storage site? or if the site goes out of business?
Microsoft OneDrive
- A free online cloud storage service provided by Microsoft
- OneDrive comes with a Microsoft email account
- Like having an extra hard drive that is accessible from most Internet enable devices
- Using OneDrive removes the need to save files to a USB flash drive or to email files to yourself
Creating a Microsoft Account
1.) Type onedrive.live.com into your web browser
2.) Select Personal then select Sign up for free
3.) Select Create a Microsoft account
4.) Select Get a new email address
5.) Create your new email address and password
Uploading a File to OneDrive
- select File tab then click Upload
- click the down arrow and select Files
- select the file you want to upload to OneDrive
- click Open
Sharing a File with OneDrive
- Move the cursor to the left of the file you want to share
- Left click to place a check mark next to the file you want to share
- Click Share
- Type the email address of the person you want to share the file with
- Select sharing rights. You can choose to allow the recipient to edit or just view the file
- Type a message to the recipient that provides information about the shared file
- Click Share to send your file
Downloading a file with OneDrive
- Move the cursor to the left of the file you want to download
- Left click to place a check mark next to the file you want to download
- Click the Download button
- Left click the file or the arrow to open the downloaded file
Google Drive
- a cloud storage site designed for collaboration and sharing
- requires a Gmail account

Includes:
- Google Docs (word processing)
- Google Sheets (spreadsheets)
- Google Slides (presentations)
- + much more
Creating a Google Drive Account
1.) https://accounts.google.com/signup
2.) Fill out the form
Uploading a file to Google Drive
- To upload a file to Google Drive move the cursor to the My Drive button
- Click the down arrow and select Upload files
- Select the file you want to upload to Google Drive
- Click Open
Sharing a file with Google Drive
- You can share Google Drive files and folders and choose whether the people you share them with can view, edit, or make comments. You can share files with a link or email attachment

1.) Open your Google Drive account (sign in if necessary)
2.) Right-click on the file or folder you want to share
3.) Click Share
4.) Enter the email address of the person you want to share the file with
YOU MIGHT ALSO LIKE...