Cambridge ICGSE

FILE MANAGEMENT

Prepared by Teacher Nico

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 Chapter 1
O
B 1. Create folders to organize files.
JE 2. Explain the importance of file extensions.
3. Explain the importance of backing up files.
C 4. Demonstrate how to compress files.
TI 5. Use advanced search options to locate files.
V 6. Change the default program associated with a file
type.
E
7. Identify the certifications and careers related to file
S management.

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 Objective 1: Overview
A Place for Everything
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 ▪ Public folders
▪ Folder ▪ Windows Explorer
▪ Hierarchy ▪ Path
▪ Library

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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

Address
Bar
Search Box

File List Area

Navigation
Pane
Details Pane

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 Objective 2: Overview
What’s in a Name?

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 type
4. Explore file properties and how they can be used to sort and
search for files

Key Terms
▪ File extension
▪ File name
▪ File property

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 File Naming Rules
• 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: \ / ? : * ” > < |

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Anatomy of a File Name

ch03_homework.docx

FILE EXTENSION
NAME

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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
Back It Up

1. Discuss the importance of backing up files

2. Discuss backup storage options
3. Discuss the pros and cons of backup storage types
4. Discuss backup storage software options
5. Discuss online backup storage options

Key Term
▪ Back 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
Shrink It

1. Define file compression and its advantages

2. Discuss the different types of file compression
3. Discuss how Windows can create and extract ZIP archives

Key Terms
▪ Algorithm
▪ Compression
▪ Lossless compression
▪ Lossy compression

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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 LOSSLESS
• Usually for image, photo, • Usually for files that
video, and multimedia files contain text and numbers
• Compression type where a • Takes advantage of
substantial amount of data redundant information
can be discarded before the • Files can be decompressed
result is sufficiently with NO loss of data
degraded to be noticed

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 File Compression
• 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

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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
It’s Always the Last Place You Look

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

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 Search Options
Searching from Searching from the Start
Windows Explorer menu automatically
creates an index; this searches programs, the
contains information Control Panel, and files;
about files stored in you can also launch
libraries as well as email, programs from the Start
but not about programs menu

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

1. Define a default program

2. Discuss how default programs are associated with certain
programs
3. Learn how to change or set the default program associated
with a file type

Key Term
▪ Default program

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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
directly
The Default
Programs Control
Panel enables you
to manage these
settings

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 Objective 7: Overview
What Can I Do With Knowledge About File Management?

1. Identify the certifications related to file management

2. Identify the careers related to file management

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File Management Knowledge
WHAT CAN I DO?

Certifications (DMCP)

Federal Records Management

*A required skill

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Publishing as Prentice Hall

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