FILE MANAGEMENT

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FILE MANAGEMENT

• Technology
• Mrs. Huddleston

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Definitions

• File a named collection of data, instructions,
  or information
• File Management organizing your documents
• Naming files
• Where you save/store your files

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Storage vs. Memory

• Storage media and devices used to save and
  retrieve data, instructions, information, etc.
• Memory the amount of data that can be stored

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Reading vs. Writing
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Where Can Data Be Stored?

• A Drive on a floppy disk (obsolete)
• C Drive in the system unit
• Server computer which provides storage for
  multiple users
• Email electronic mail attachments
• CD-R/CD-RW burnable CDs
• DVD burnable DVDs
• Portable Devices
• Internet Hard Drives/the Cloud web storage

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A Drive

• Pros
• Convenient and mobile
• Cheap
• Safe access no one else has access while in
  your possession
• Cons
• Easily lost or damaged
• Easy way to spread viruses
• Longest save time
• Very limited memory least amount of space (1.44
  MB)

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C Drive

• Pros
• Quick save time often lt 1 sec.
• Can save much larger amounts of data (60-120
  Gigs)
• Cons
• Mobility limited to one computer
• Not as safe-anyone with access to the computer
  can look at your files

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Server

• Pros
• Quick save time often lt1 sec.
• Secure password protected
• Save enormous amounts of data (terabytes)
• Cons
• Access limited/denied if server is down
• Limited mobility must be on a computer
  connected to that server

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Burning CDs

• Pros
• Can save large amounts of data (700 MB)
• Mobile can use in any CD drive
• Cons
• Must have a CD-RW to write
• Time consuming to burn
• Easily damaged

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CD-R vs. CD-RW

• CD-R Compact Disc-Read
• Can read/write information only once
• Once burned, information cannot be erased
• CD-RW Compact Disc-Read/Write
• Can read/write multiple times
• Entire CD must be erased before re-writing to it

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Burning DVDs

• The new alternative to CD-Roms.
• Pros
• Can save large amounts of data (6X that of a CD)
• Mobile can use in any DVD drive
• Cons
• Must have a DVD burner to write
• Time consuming to burn
• Easily damaged
• DVD burners are expensive

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Caring for CDs/DVDs

• Avoid extreme temperatures
• Hold only by the sides
• Do not touch the underside
• Keep away from food, drink, dust, etc.
• Do not stack after being burned

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Portable USB Devices

• Pros
• Convenient and mobile can use on device
  (computer, digital camera, etc) computer with a
  USB drive
• Cons
• Usually more expensive

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Internet Hard Drives/the Cloud

• Pros
• Usually free storage (ads produce revenue)
• Files can be accessed from any computer or device
  with Web access
• Allows off-site backup
• Can authorize access to others
• Large files can be downloaded instantaneously
• Cons
• Need a fast connection and large bandwidth for
  large files

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Backing Up Data

• Duplicating a file by saving it in more than one
  place or under more than one name.

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Save vs. Save As

• Save As
• First naming and saving a document
• Re-naming a document
• Save
• After original document has been saved and needs
  no name changes
• Even if you use Save the first time, it will
  automatically take you to the Save As menu.

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Using Save As

• Use Save As for all saving, even once a document
  is named.
• cuts down the file size by replacing existing
  file instead of saving over it (adding to
  original file)

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Naming Files

• Use lower case.
• Keep file names short.
• Dont use spaces. Use the _ to indicate a space.
• This is really only important when saving web
  files.
• Use letters and numbers only.
• Dont use the slash (/).

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Naming Files (cont.)

• Dont leave a blank space at the end of a file
  name.
• Do not use a period.
• The period signals the end of the file name and
  the beginning of the extension.
• All of these same rules apply for naming folders.

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File Extensions

• Definition 3 or 4 letter abbreviation telling
  which program was used to create the file or what
  type of file it is.
• .doc Word
• .xls Excel
• .ppt Power Point
• .htm/.html Web Pages
• .jpg/.gif Images
• .mov/.mpg Movies

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File Extensions (cont.)

• Files will usually only work in the programs in
  which they were initially created.
• Example
• .doc will only work in Microsoft Word. .wps
  documents will work only in Word Perfect.
• You cannot open one in the other.