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FILES AND FOLDER MANAGEMENT

Introduction:
 A file is a basic unit of storage in a computer (documents that a user makes and saves), identified
by a unique name and consisting of interrelated components.
 Files have names that are used to identify them.
 It is important to group files together to in folders to make it easy to find, manage and use them.
 Therefore a folder is a group of files brought together.
 In some cases, we create other folders in a main folder. These are called sub-folders/directories.
 A file system is a method we use to control how data is stored and retrieved.
 Therefore, when you check in storage areas like desktops, you should be able to distinguish
between folders, files and sub-folders.
FILE NAMES AND FILES EXTENSIONS
 A file is identified by its names and its extensions
 A file name is a unique identifier for a file/ group of words representing identifier for a given file.
 File extension is a group of three or four letters after a dot (.) in a file name.
Examples to help explain file name and file extension.
1. Education.docx is a file with a name “Education” and extension “docx”
2. John.docx is a file with a name “John” and extension “docx”
Below are more examples of document file extensions depending on the file types.
File extension File type and uses
.doc Microsoft word below 2007 used in documentations
.docx Microsoft word 2007 above used in documents
.rtf Rich text formats files
.txt Plain text files, for notepad
.xls Microsoft excel below 2007 used in spreadsheets
.xlsx Microsoft excel above 2007 used in spreadsheets
.ppt Microsoft PowerPoint below 2007 used in presentation
.pptx Microsoft PowerPoint 2007 above used in presentation
.pdf Portable document formats. Used in un-ordinarily editable documents.
.pub Microsoft publisher used in publications

File types affect the opening of the files on some mobile devices like phones, or some applications. So
we should check the compatibility of the file types with our devices and the applications we are using
to open them.
 Universally, pdf (portable document formats) files can be opened on most devices and most
applications.
 To check the file type and the extension, right click on the file and click on property.

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CREATING FILES AND FOLDERS
Files are created on a storage device on an identified location such as hard disks, flash disks, etc.
Procedures for creating files and folders are the same as below;
- Identify the location where you want to create a file or folder
- Open the location; right click in a white free space
- Click on New
- Select folder or specify the type of file you are creating
- Immediately type the name
- Confirm and click enter key on keyboard; you can from here open your file by double clicking
SAVING A FILE
The ordinary steps for saving a file are as below;
-Click on file
-When saving for the first time, click Save As
-Select the location
-Enter the file name and click Save
 When saving after changes have been made to the document, just use a short-cut “Ctrl + S”
However, files can be saved with security to avoid unauthorized access and saved files can be
hidden from the files locations.
The security measure among other may include:
1. Use Strong Passwords
 What: Protect files or file systems with strong, unique passwords.
 Why: Prevents unauthorized users from easily accessing files.
 Tip: Use a mix of letters, numbers, and special characters. Avoid common words.
2. Encryption
 What: Converts files into unreadable formats unless decrypted with a key or password.
 Why: Even if someone accesses the files, they can’t read them without the encryption key.
 Tools: BitLocker (Windows), FileVault (Mac), VeraCrypt, or built-in encryption in apps.
3. Access Control
 What: Restrict file access based on user roles and permissions.
 Why: Only authorized personnel can view or modify sensitive files.
 How: Use file permissions (read, write, execute) and user/group settings in operating systems.
4. Use Two-Factor Authentication (2FA)
 What: Requires a second form of verification (e.g., SMS code or app token) in addition to a
password.
 Why: Adds a layer of security even if passwords are compromised.
5. Regular Software Updates
 What: Keep your operating system, antivirus, and apps up to date.

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 Why: Patches vulnerabilities that hackers could exploit to access files.
6. Install and Maintain Antivirus & Antimalware Software
 What: Protects against malicious programs that can steal or corrupt files.
 Why: Prevents unauthorized access through malware like trojans or spyware.
7. Secure Backups
 What: Store backup copies of important files in secure, encrypted formats.
 Why: Protects against data loss from theft, hardware failure, or ransomware.
 Tip: Use offline or cloud backups with encryption.
8. Avoid Public or Unsecured Networks
 What: Don’t access or transfer sensitive files over public Wi-Fi unless using a VPN.
 Why: Data can be intercepted by attackers on unsecured networks.
9. Use File-Sharing Controls
 What: Limit sharing settings on cloud platforms (like Google Drive, OneDrive).
 Why: Prevent files from being viewed or downloaded by unauthorized users.
 Tip: Set expiration dates and access limits.
10. Audit and Monitor File Access
 What: Track who accessed, modified, or attempted to access files.
 Why: Helps detect suspicious activity early.
 Tools: File access logs, audit trails, and security software.

The following may cause files to disappear or get unrecognized by a literally unfamiliar computer
user
1. Accidental Deletion
Mistake: User deletes a file without realizing it.
What to do:Check the Recycle Bin or Trash and restore the file.
2. Unknowingly Moving Files
Mistake: Dragging and dropping files into the wrong folders.
What to do:Use the system’s search function to find the file by name or file type (e.g., .docx, .jpg).
3. Renaming Files or Extensions Incorrectly
Mistake: Changing the file name or removing/changing its extension, making it unreadable.
What to do:
 Rename the file back to its original extension (e.g., .pdf, .jpg).
 Try opening it with the correct program.

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4. Unsafely Removing USB or Drives

Mistake: Removing storage devices without ejecting them properly.
What to do:
 Reconnect the drive.
 Use Check Disk tool (Windows) or First Aid (Mac) to scan for errors.
 Use file recovery software if data is missing.
Saving in Temporary or Unknown Folders
Mistake: Saving files in a folder they can’t find (like Downloads, Temp, etc.).
What to do:
 Check Downloads, Documents, or Recent files.
 Use the search bar to look for file names or keywords.
6. Malware or Virus
Mistake: A virus may hide or corrupt files.
What to do:
 Run a full antivirus scan.
 Use malware removal tools.
 If files are encrypted, seek professional help for recovery.
7. Wrong User Account
Mistake: Logging into a different or guest account.
What to do:
 Log out and sign in to the correct user account.
8. Using the Wrong App to Open a File
Mistake: Trying to open a file with an incompatible program.
What to do:
 Right-click the file → Open with... → Choose the correct application.
We can perform many other operations on a save file. These operations options are got when a file is
saved and a user right clicks on the file. The operations include among other;
- Rename - Copy
- Delete - paste
- Send to - Etc.
- Cut

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FILE PATHS AND FILES PROPERTIES

A file path is an address guide to where the file is located on a storage device.
File paths can be applied to track the location of an unknown file location with a known name.
Understanding file path
File path: “D\Senior One\Timetale\.dox”
Explanation:
D: is the driven name where the file is stored
Senior One: is the folder on the drive D in which the file is stored
Timetable: is the name of the file
.docx: is the file extension.
In case of sub-folders
“D\Senior One\Cleaning\Timetale\.dox”
D: is the driven name where the file is stored
Senior One: is the folder on the drive D in which the file is stored
Cleaning: is the sub-folder in Senior one folder
Timetable: is the name of the file
.docx: is the file extension.
STORAGE MEDIA AND FILES TRANSFERS
A storage media is any device onto which a file can be save
Hard Disk Drive (HDD)
 Use: Stores operating systems, software, files, and media.
 How it works: Uses spinning magnetic disks (platters) to read/write data.
 Common in: Desktop computers, laptops, servers.
Solid State Drive (SSD)
 Use: Faster alternative to HDD for storing OS, apps, and files.
 How it works: Uses flash memory with no moving parts.
 Common in: Modern laptops, high-performance desktops.
USB Flash Drive
 Use: Portable storage for transferring files between devices.
 How it works: Flash memory in a small, removable USB device.
 Common in: Personal file transfer, quick backups.

Memory Card (SD Card, microSD)

 Use: Storage for cameras, smartphones, and tablets.
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 How it works: Flash memory in a small card format.
 Common in: Cameras, phones, handheld devices.
Optical Discs (CD/DVD/Blu-ray)
 Use: Used to store music, videos, software, and backups.
 How it works: Data is written and read using a laser.
 Common in: Older media players, some PCs.
External Hard Drive/SSD
 Use: Backup and additional storage outside the main system.
 How it works: Connects via USB or other interfaces.
 Common in: Backup systems, portable storage.
Cloud Storage
 Use: Online storage accessed via the internet.
 How it works: Data is stored on remote servers managed by a provider (e.g., Google Drive,
Dropbox).
 Common in: Remote access, file sharing, online backups
On the above described storage devices and their applications, the following file transfers methlods
can be done appropriately;
USB Transfer
 How: Connect a USB flash drive or external HDD/SSD to a computer and copy files.
 Used with: PCs, laptops, TVs, printers.
SD Card Transfer
 How: Insert SD/microSD card into a card reader or slot, then transfer files.
 Used with: Cameras, smartphones, laptops.
Drag and Drop
 How: Simply drag files from one folder/storage device to another using a file manager.
 Used with: All computer operating systems (Windows, macOS, Linux).
Copy-Paste (Manual Transfer)
 How: Right-click to copy files from one device/folder and paste into another.
 Used with: All types of storage devices on a computer.

Bluetooth File Transfer

 How: Pair two devices via Bluetooth and send files wirelessly.
 Used with: Phones, laptops, tablets.
Wi-Fi Direct / Nearby Share / AirDrop
 How: Transfer files over Wi-Fi between nearby devices without internet.
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 Used with: Android (Nearby Share), Apple (AirDrop), Windows (Wi-Fi Direct).
Email Attachment
 How: Attach files to an email and download them on another device.
 Used with: Cloud-connected devices, cross-platform transfers.
Cloud Storage Transfer
 How: Upload files to Google Drive, OneDrive, Dropbox, etc., and download on another
device.
 Used with: Any internet-connected device.
FTP (File Transfer Protocol)
 How: Transfer files over a network using FTP client software.
 Used with: Servers, websites, remote file storage.
LAN File Sharing
 How: Share files over a local area network between computers.
 Used with: Office networks, home networks.
External Drive Cloning or Imaging
 How: Use software to clone or image entire drives.
 Used with: System backups, full OS transfers.
File Transfer Applications
 How: Apps like SHAREit, Xender, or Send Anywhere allow wireless transfer.
 Used with: Smartphones, tablets, PCs.
CD/DVD Burning
 How: Burn data to a CD/DVD using a writer, then access via another device.
 Used with: Legacy media players, backups.
NB: ensure to know the more step-by step details as discussed in class of some of the methods used
for file transfers. For example as described below;

1. Cloud Storage Services

o Description: Platforms like Google Drive, Dropbox, or OneDrive allow users to upload
files and share them with others via links or email invitations.
o Steps:
1. Connect the external hard drive to a computer and access the saved files.
2. Open a cloud storage platform (e.g., Google Drive).
3. Upload the photos and video footage from the external hard drive to the cloud.
4. Generate a shareable link or send an email invitation to the editor.
5. Notify the recepient and ensure they have access to the files.
2. File Transfer Services

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o Description: Services like WeTransfer, SendAnywhere, or Filemail enable large file
transfers quickly without requiring recipients to have an account.
o Steps:
1. Access the external hard drive files on the computer.
2. Visit a file transfer service website (e.g., wetransfer.com).
3. Upload the files to the service platform.
4. Enter the recipient’s email address and include a message (optional).
5. Send the files and share the confirmation email or link with the recepient.
3. Email Attachments (For Small Files)
o Description: Email services like Gmail or Outlook allow file attachments up to a specific
size limit (usually 25 MB per email).
o Steps:
1. Open an email platform and compose a new message.
2. Attach small-sized photos or video clips from the external hard drive.
3. Enter the recipient’s email address and subject line.
4. Send the email and ensure the recipient confirms receipt.
4. Messaging Apps with File Sharing
o Description: Applications like WhatsApp, Telegram, or Microsoft Teams enable file
sharing directly through chats.
o Steps:
1. Access the files on the external hard drive via a computer or mobile device.
2. Open the messaging app and start a chat with the recipient.
3. Attach and send the files through the app’s file sharing feature.
4. Confirm with the recipient once they’ve received and downloaded the files.
MEASUREMENTS OF STORAGE CAPACITY
The standard unit of computer memory and computer peripherals is a byte because it is able to store
characters unlike the smallest unit of storage (bit or binary digit) that stores 0’s and 1’s
A byte consists of group of 8 bits
Other units of measurements include;
- Kilobyte (KB)
- Megabyte (MB)
- Gigabyte (GB)
- Terabyte (TB)
The conversions are as below;

 1 KB = 1024 bytes
 1 MB = 1024 KB or 1 MB = 1,048,576 Byte
 1 GB = 1024 M B
 1 TB = 1024 GB

WORKED EXAMPLES
Scenario1:
You want to download a high-definition movie that is 2.4 GB in size. Your data plan only allows you

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to use 500 MB per day.
Task: How many days will it take to download the full movie without exceeding your daily limit?
Step 1: Convert GB to MB
2.4 GB×1024=2457.6 MB
Step 2: Divide by daily limit
2457.6 MB÷500 MB/day=4.9152 days
Step 3: Round up (since you can’t download a fraction of a day)
Response: 5 days
Scenario 2: Transferring Files to a USB Drive
Scenario:
You have the following files to transfer to a USB drive:
 Photos folder: 1.2 GB
 Videos folder: 600 MB
 Documents folder: 32000 KB
The USB drive has a total capacity of 2.5 GB.
Task: Can all the files fit on the USB drive?
Step 1: Convert all to the same unit (let’s use MB)
 1.2 GB = 1.2 × 1024 = 1228.8 MB
 32000 KB = 32000 ÷ 1024 = 31.25 MB
Total size:
1228.8+600+31.25=1860.05 MB
Step 2: Convert USB size to MB
2.5 GB = 2.5 × 1024 = 2560 MB
Check if it fits:
1860.05 MB < 2560 MB → ✅
Response:
Yes, all files will fit on the USB drive.

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