File Management
Lesson Objectives
At the end of this lesson, you should be able to:
- define the terms: file, file management, file explorer and file extensions with 100% accuracy
- describe ways in which the Operating System manages files
- relate the manual filing system to the electronic filing system
- explain the two parts of a file name.
- troubleshoot basic software problems associated with opening files online or on the computers
- classify files into their corresponding categories such as video, image, database, spreadsheet, text and executable files.
- appreciate the usefulness of the operating system in terms of the ability organizing and managing
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Into the Lesson
FILE MANAGEMENT (NOTES)
File management describes the fundamental methods for naming, storing and handling files. The OS manages files by storing, sorting, deleting, renaming and restoring files. A file is a unit of data in the file system that a user can access and manage. A file name has two parts: file name and file name extension. The file name is the name you save your document as is the name that comes before the dot. A file extension is part of the file name and uniquely identifies the type of file, also referred to as the format. When your instructor receives your e-mail and sees your file with a .doc extension, she knows that you are sending her a Word document. Example of a file name is RESUME.doc The filename extension is a period (.) that is often followed by three characters, but may also be one, two, or four characters long. For example, the file name "myfile.txt" has an extension of ".txt", which is a file name extension associated with text files. |
Figure 1: Example of File Explorer used on Windows 10
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ACTIVITY TIME!!!!
Let's see if you understand the concept of a file name!! Go ahead and answer the following questions in your notebook. BE PRECISE and use terms relevant to Information Technology.
1. Suzan created and saved a document in Microsoft word 2010 called Flyer2016.
Show how the file will be stored in the computer.
2. Jade emailed the file to her partner, Janece, to proofread. However, when Janice tried to open the flyer, a window appears, which reads ‘can’t open file. Identify ONE possible
reason that may have caused this to happen and recommend ONE suitable solution to this problem.
FILE TYPES AND FILE EXTENSIONS
Scroll or view the slideshow below which provides information on the file categories and extensions.
FILE TYPE & FILE EXTENSIONS SUMMARY TABLE
Here is a summary of File Types and Common File Extensions with which you may interact.
File Type Common File Extension
1. Video Files .mp4, .wmv
2. Audio Files .mp3, ,wma
3. Text Files (for text only) .txt, .doc (Files created in notepad and word pad)
4. Document Files (for text & images) .pdf .doc, .docx (files created in Microsoft word. .docx is used in Word 2007 and beyond)
5. Spreadsheet Files .xls, .xlsx. (files created in Microsoft Excel. .xlsx is used in Excel 2007 and beyond
6. Database Files .accdb (files created in Microsoft Access. .accdb is used in Access 2007 and beyond
7. Presentation Files .ppt or .pptx (files created in Microsoft PowerPoint. .pptx is used in PowerPoint 2007 and beyond
Note: The 'x' added to the extension means that the file can be opened online. .doc does not make this possible. This was the older versions of Microsoft Office Word, Excel,Database and PowerPoint.
8. Image Files .bmp, .jpg, .png, .gif.
9. Compressed Files .zip, .rar (Files become smaller in size when compressed; not the image becomes smaller.
Compare the same files but different file types. Examine the size before and after compression.
1. Video Files .mp4, .wmv
2. Audio Files .mp3, ,wma
3. Text Files (for text only) .txt, .doc (Files created in notepad and word pad)
4. Document Files (for text & images) .pdf .doc, .docx (files created in Microsoft word. .docx is used in Word 2007 and beyond)
5. Spreadsheet Files .xls, .xlsx. (files created in Microsoft Excel. .xlsx is used in Excel 2007 and beyond
6. Database Files .accdb (files created in Microsoft Access. .accdb is used in Access 2007 and beyond
7. Presentation Files .ppt or .pptx (files created in Microsoft PowerPoint. .pptx is used in PowerPoint 2007 and beyond
Note: The 'x' added to the extension means that the file can be opened online. .doc does not make this possible. This was the older versions of Microsoft Office Word, Excel,Database and PowerPoint.
8. Image Files .bmp, .jpg, .png, .gif.
9. Compressed Files .zip, .rar (Files become smaller in size when compressed; not the image becomes smaller.
Compare the same files but different file types. Examine the size before and after compression.
The original file was 7,211 Kilobytes, When compressed it becomes 7,118 KB. The OS has a feature in file explorer to compress files.
10. Executable Files .exe (Any app you download to install on your phone or tablet, it is an executable file. To execute means to 'run'. Often times when you are installing a software, the computer will ask you to click 'run' or to 'run the set up'.
10. Executable Files .exe (Any app you download to install on your phone or tablet, it is an executable file. To execute means to 'run'. Often times when you are installing a software, the computer will ask you to click 'run' or to 'run the set up'.
ACTIVITY TIME
Exercise One
Can you classify files based on their file type? Go right ahead and complete the activity to show how much you know how to classify files. Have fun!! Be sure to state the file types and write down all the files, using their filename, under its corresponding file types.
Classify the files as Video, Audio, Text, Document, Spreadsheet, Database, Presentation, Image, Compressed or Executable Files.
Exercise Two
John sends a spreadsheet file called Budget2015 via email to his teacher. His teacher attempted to view the file in his web browser online but was unsuccessful.
Homework:
John sends a spreadsheet file called Budget2015 via email to his teacher. His teacher attempted to view the file in his web browser online but was unsuccessful.
- What could be a possible cause to the problem John’s teacher encountered?
- Suggest ONE solution that either John or the teacher could do to rectify the problem?
- Show the file name that John’s teacher would see when he opens the email.
Homework:
- What is the meaning of the term ‘drive’ as it relates to computing
- List at least four types of drives available to store files on the computer system along with their respective drive letters.
- Describe, using a step-by-step process, how to save a file you prepared in Microsoft Word as PDF.
- Describe ONE way in which to create a folder on the computer desktop.