File Management
Basics for Managing Your
Files
IT 100 1
What is a file?
A file is a piece of information which is stored on a
computer.
Example: Microsoft Word Document
Files are defined by a specific file extension.
IT 100 2
What exactly is file management?
File management
◦ is the process of placing,
naming, and organizing files
and folders in a seemingly
logical manner.
Similar to manual
arrangement of documents
and important papers in a
filing cabinet.
IT 100 3
File Operation
Create – making a file and/or folder
Delete – removing a file and/or folder
Open
Close
Read – reading of the file
Write – writing/changing letters or characters in the file
IT 100 4
What is file hierarchy?
file hierarchy
◦The order, or rank, in which
folders and file are linked
Path
◦the route to a file
IT 100 5
Windows Explorer
Windows Explorer makes
it easy to drill down
through the levels of the
directory hierarchy to
locate a folder or file.
IT 100 6
How do I Organize my files?
You can organize your files by:
◦ Creating folders and subfolders
◦ Moving files to specific folders
◦ Renaming files logically for easy retrieval
◦ Save new files in a specifically designated folder as you create them
IT 100 7
File Name
A file name is made up of two parts:
(1) the name of the document and (2) the file extension.
◦ Use only letters and numbers in your file names -- Special characters
like "-", "/", "&", must be avoided in the file name.
The extension identifies what kind of a document you have.
◦ E.g. text.doc
IT 100 8
File Extensions
Some examples of file extensions are:
◦ .txt : plain text
◦ .doc : Microsoft Word Document
◦ .xls : Microsoft Excel Document
◦ .ppt : PowerPoint Presentation
◦ .htm or .html : Web document
◦ .gif , .jpg , .bmp : image
◦ .exe : Executable
IT 100 9
What is a folder?
A folder is basically a box or container in which files are
held.
Folders are used to group together related files
Folders are somewhat like drawers in a file cabinet.
IT 100 10
What is a subfolder?
Subfolders are simply folders which are placed within
another folder.
You can create subfolders within subfolders.
IT 100 11
File Icons
Your computer represents files with icons.
By looking at a file's icon, you can tell at a
glance what kind of file it is.
Here are some common file icons:
You can tell what kind of file an icon
represents by its appearance
IT 100 12
Save and Save As
There are two ways to save a file: ‘Save As’ and ‘Save’.
◦ ‘Save As’
is used the first time a file is being saved and allows the user to dictate where the file is to be
saved and permits the user to give the file a name.
◦ ‘Save’,
which is used after the file has already been given a name and location, is the method that the
program uses to apply changes to the file.
Within most applications, both ‘Save’ and ‘Save As’ can be accessed by
clicking on the File button.
IT 100 13
Shortcuts
Shortcuts are a quick and easy access links to actual
programs, files, or folders.
◦ A shortcut is “signpost” pointing to a frequently used program.
Shortcuts are either placed on the desktop or in a folder.
◦ Saves time in locating a program
IT 100 14
Recycle Bin NOTES:
Deleting an item from the Recycle Bin permanently removes it from your
computer.
Items deleted from the Recycle Bin cannot be restored.
You can also delete items by dragging them into the Recycle Bin.
Restoring an item in the Recycle Bin returns that item to its original location.
IT 100 15
You cannot restore:
Items deleted from network locations.
Items deleted from removable media (such as 3.5-inch disks
or flash drives).
Items that are larger than the storage capacity of the
Recycle Bin.
IT 100 16
What you need to know about deleting
files…
When you delete a file, most files first go to the
recycle bin
You can also get file back from the recycle bin by
restoring them.
IT 100 17
Computer Memory
Measurements
There are various units which are used to
measure computer memory
Bit - Smallest unit of computer
memory
Byte - 8 bit = 1 byte
Kilobyte - 1024 byte = 1 kb
Megabyte - 1024 kb = 1 mb
Gigabyte - 1024 mb = 1 gb
Terabyte - 1024 gb = 1 tb
IT 100 18
End...
IT 100 19
