File Management (1).pptx
- 1. File Management PATHS AND TREES AND FOLDERS
- 2. Outline Operating Systems File Basics ◦ File Names, Extensions ◦ Directories, Folders, and Paths ◦ File Formats File Management ◦ File (Windows) Explorer ◦ Zipping files ◦ Shortcuts
- 3. Operating Systems Every computer runs programs (applications) that help you do your work, like word processors and browsers. Every computer needs software that knows the details of the particular hardware you have and can communicate with all your applications and with you. This is the Operating System. Several kinds of OS’s – Windows 7, 8, 10, Linux, MacOS, Unix, Android All operating systems have the important job of keeping track of your files: where they are, what’s in them, what they are named.
- 4. Files When you use an application to do work - e.g., write a paper, make a spreadsheet, or draw a picture, the work is stored in RAM (memory) first It is in danger of being lost if the power goes off (RAM is volatile!) When you save it, it is copied to a secondary storage device like the hard drive or a flash drive It is saved as a FILE with a name, extension, time, date, size ◦ The extension, if there is one, is at the right end of the name, with a period before it, like file1.abc
- 5. File Names and Extensions You must adhere to file-naming conventions when saving files ◦ Case sensitivity – upper and lower case are different ◦ True in Linux and Unix variations, not in Windows ◦ If “ABC” and “abc” are different names, it IS case sensitive ◦ Maximum length (Windows 260 characters) ◦ Spaces allowed – be careful if using multiple spaces, can you see the difference between 2 spaces and three spaces? ◦ Digits allowed ◦ / : * ? " < > | not allowed File extensions provide clues to the file contents OS uses extensions to know which application created the file and the internal format of the file
- 6. Standard Filename Extensions Extension Type of Document Application .doc or .docx Word processing document Microsoft Word .xls or .xlsx Workbook Microsoft Excel .ppt or .pptx PowerPoint presentation MS PowerPoint .accdb Database Microsoft Access .gif, .jpg, .png Images Windows Image Viewer .mp4, .mp3 Videos, audio Windows Media .zip Compressed file WinZip .pdf Portable Document Format Adobe Acrobat .htm or .html Web page Hypertext Markup Language
- 7. How to Make Extensions Visible in Windows Windows default is NOT to show the common extensions of filenames but we want to SEE them! Open a Windows Explorer window Choose Organize tab Choose Folder and search options Choose View tab UNcheck the box that says “Hide extensions for known file types” Choose “Apply to Folders”
- 8. File Systems – Drives Every computer has a file system used to keep track of the files on that machine File systems are based on physical storage devices, known as drives Drives can be local or remote (network or cloud) Click on “My Computer” or “This PC” to see a list of drives (on a Windows machine)
- 9. File Systems – Drives Typical Drives ◦ A: or B: Floppy Disk ◦ C: Local Hard Drive ◦ D: CD Drive ◦ E-Z for removable drives like memory sticks ◦ About any letter can be used for a partition of a device
- 10. File Systems – Partitions Note that a “partition” is not a physical device, although it looks like one to the OS. Why have a partition? At one point Windows could only handle storage devices of a certain size. If your hard drive was larger than that size, you could not access the entire device. Partitions fool the OS into thinking that one device is two (or more!) devices, each with their own letter and file system So by accessing the two devices, you could use all your storage. You will find disks partitioned even today, when some space is used for a specific need, like a backup
- 12. File Management The operating system provides an organizational structure to the computer’s data and programs Hierarchical structure of directories: ◦ Drives ◦ Folders ◦ and more Folders … ◦ Files Storage metaphors help you visualize and mentally organize the files on your disks and other storage devices
- 13. A File System Tree (2 devices)
- 14. File Management Metaphors Tree Metaphor ◦ Root, branches, leaves Filing Cabinet Metaphor ◦ Drawers, Folders, Files
- 15. File Directories and Folders Every storage device has a directory containing a list of its files ◦ Root directory (like “C:”) ◦ Subdirectory ◦ Depicted as folders A computer’s file location is defined by a path Examples: D: is the root of the D drive Examples: C:NotesCS 101Week 1notes.txt Examples: F:1999MusicCDsPrince
- 16. Reasons for using folders •Organization of files makes them easier to find, less stress •Easier to manipulate groups of files as one thing – moving, copying, deleting, mailing •Allows reuse of filenames, as long as the files are in different paths – you can have two “A.txt” files as long as they are in different folders •Can use different applications on the same files – create a file with Excel, zip it with Winzip, 7zip, etc. Create a video mp4 file with Zoom, play it with Windows Media
- 17. Where is my Desktop?? •The Desktop Is really just another folder! •On Windows, it is at C:UsersyourusernameDesktop •On MacOS, it is /Users/yourusername/Desktop/ •If an application leaves you at the root of your C: drive, you should be able to navigate to your Desktop! •If you use the Virtual Den to be able to use MS Access, you will need to know this!
- 18. File Formats A file format refers to the organization and layout of data that is stored in a file A file extension usually indicates the format of a file and the application which was used to create the file But it does not have to! Just changing the extension on a file from xlsx to zip does not make the file a zip file! It needs to be converted from a spreadsheet to a zipped file using the zip application.
- 19. Applications and Files Most applications that create files have a file menu Choices will include Save and Save As ◦ Save saves using same filename, if has been saved once already ◦ Save asks for new name if it has not been saved before ◦ Save As asks for new name and saves new copy of file Rename – allows you to change the name of the current file
- 20. File Explorer File Explorer (also known as Windows Explorer) helps you manipulate files and folders in the following ways: ◦ Rename ◦ Copy ◦ Move ◦ Delete Windows offers a set of preconfigured personal folders, such as My Documents and My Music, for storing your personal data files. You can make subdirectories in these too!
- 21. Windows Explorer NOT the same as Internet Explorer! Windows Explorer is a file manager Shows files in different views Shows files’ information: name, date modified, type, size and others you can set (Turn menu bar on, then View then menu choice Choose Details) Uses Graphical User Interface to let you move files around, copy them, erase them
- 22. Units for measuring file sizes One byte = one character, pretty small 1 Kilobyte = 1024 bytes, about a page of text 1 Megabyte = 1024 KBs, a 1000-page book 1 Gigabyte = 1024 MBs (more than 1 billion bytes), about 1000 books, a library! 1 Terabyte = 1024 GBs (more than 1 trillion bytes), over 1000 libraries 1 Petabyte = 1024 TBs (more than 1 quadrillion bytes), over 1 million libraries
- 23. Relationships of units 1024 = 512 * 2 1024 = 256 * 4 1024 = 128 * 8 1 Gb = 1024 Mb So 0.5 Gb = 512 Mb And 0.25 Gb = 256 Mb If I had seven 512 Mb files and a 2 Gb memory stick, would they all fit? How much space left over? How much more needed?
- 24. File Sizes and Dates A file contains data, stored as a group of bits ◦ File size is usually measured in bytes, kilobytes, or megabytes The file date indicates the date that a file was created or last modified
- 25. File Sizes and Dates Why is the file size important? ◦ Memory and Storage Capacity ◦ “How many songs can I fit on my MP3 player?” ◦ “How many pictures can I take with my camera?” ◦ "Did all my data get saved?“ ◦ “Did I submit a file for the lab test that was empty?” Why is the file date important? ◦ History of File Creation and Last Modification ◦ “Which one is the latest version of my paper?” ◦ “Did I submit my lab test on time?”
- 26. File Management Tips Use descriptive names Maintain file extensions – don’t change one unless you convert the file to that type Group similar files into a folder Organize your folders from the top down Consider using default folders but consider putting folders inside them – My Documents can be subdivided as you like! Do not mix data files and program files in the same folder
- 27. File Management Tips Don’t store too many files in the root directory – actually slows down the access Follow copyright rules Delete or archive files you no longer need Be aware of storage locations! ◦ You will not be able to submit your lab test work if you do not know where you put your files! Make Backups!
- 28. Zipping a file or files Files can be compressed by removing the redundancies in them Zip also archives them - turns several files into one file, easier to move, copy, upload, etc. Created by Phil Katz in 1989 In Windows, select the files to zip ◦ Right click on one of them ◦ Choose "Send to compressed folder" ◦ You may need to rename the file afterward
- 29. Shortcuts Can create another icon which points to a file or folder or program Double clicking on it is equivalent to double clicking on what it points to But be careful! The shortcut is NOT a copy of the file! If the original file is moved or deleted, the shortcut does not work When submitting lab tests, be careful of this! Do not send your TA JUST a bunch of shortcuts!
Editor's Notes
- #13: An additional function of the OS is to enable file management, which entails providing organizational structure to the computer’s contents. The OS allows you to organize the contents of your computer in a hierarchical structure of directories that includes drives, folders, subfolders, and files. .