FILE MANAGEMENT
Examples on XP, Windows 7
CENG 103 Mugla University
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Based on Pecatonica UMC Computer Training Series
Where did I put ?
Where did I put that?
Improving your computer game
Many people who would be very proficient computer users, lack self confidence when faced with understanding files systems and file association. This presentation will attempt to remove some of the mystery behind working with files/directories and thus hopefully help increase the confidence level of the average to newbie computer user. The concept of file structure is powerful and a key to achieving this next level of understanding.
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Agenda
Why is file management important? Introduction to the directory structure of a computer File associations Power Tool for file retrieval Creating a great file structure Creating great file names Downloading and finding files Conclusions and homework (uggh):
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Why file management
Files contain data that has been deemed important enough to create/store Stored data is only useful if it can be easily recovered and used Once recovered it must be capable of being accessed (message conveyed) Understandingyourcomputersfilestructures is critical to finding this data
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In order for data to be useful it must be able to be easily retrieved and displayed
Why file management
So how do we approach file management with the previous intentions? The answer is found partially in understanding the directory structure
From this structure we can develop powerful technics to find our files
Introduction to the directory structure
How would you describe to someone how to find an article of clothing located somewhere in your house?
The answer depends on where you are
File structures are similar
The file root could be the home (file root is the very highest level of the file system typically c: - windowsor/for linux/unix)
The room The chest of drawers The drawer number/location The article of clothing = file
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Convention for identifying file location
MS- Windows
C:\ = root of the drive the highest level of the directory All others are referenced from the next directory in the path Path is the direction one would take from the root directory to get to the file Example C:\my city\my street\my address\my room\my dresser\my upper left drawer\my new NASA [Link] The\identifythesteppingintothenextdirectorytier
Directory structures
Location /C:/APPS/GAMES/C
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Similarly referenced to a physical location
State City
Street House
Room
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Directory structures
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Where is the default data storage
MS Windows typically uses MY Documents as thedefaultrootforuserdatastorage
Thisisnttherealrootofthedrivebutratheraconvenient location to store all your data and reference the location from Some folders may already be created for you My Pictures, My Music, My Downloads etc.
Most users never expand on this directory structure
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Create your own directory structure
UsageofnewfilecommandinMSWindows Explorer or My Computer
Allows you to easily create new directories New directories can then be inserted inside of these new directories You have just created your own directory tree.
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What defines a Great File structure
Documents are easily found! When you are looking for a document, a good directory structure will practically scream out the path or location of the document you are looking for. At each step of the structure it should be clear what next branch of the directory to turn to for document retrieval.
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Great file name/structure is winning combination
A great file structure helps locate a family of documents Combined with a great file names and the ability to do power searches, means never losing a file ever again
(assuming you back up your data but that is another story)
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Examples of Great File Name/Structure
My Document
2008 Financial
Accounts Checking Savings 401K
My personal documents Resumes Shopping
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Pick Great File Names
File names should describe the contents inside
should be short Should be alpha-numeric
Should be concise
Generally do not use special characters [Link](Windowsinterpretsthisas the beginning of the file extension field of the file name)
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Examples of Great/Good File Names
Aunt_Em_Peanut_butter_cookies_recipe.doc My_latest_resume.doc Communications June Meeting minutes [Link] My_checking_account.xls
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Insert Date
My_resume_20100916.doc EnisKaraarslan_resume_20100916.doc C:\Resim\2010_09_Akyaka\
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Examples of poor file names
[Link] [Link] [Link] [Link]
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Create your own directory structure
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Create your own directory structure
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Create your own directory structure
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Create your own directory structure
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Create your own directory structure
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Create your own directory structure
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Create your own directory structure
I have now created a file structure
D: DepartmentWORK Basvurular
0907090001
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Big Jump Here
How do we know what is inside a file? A look at file naming conventions. How do I know that I have the right software program to open my new file?
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File Names and File Associations
File names should help to identify contents and do identify the application needed to open the file
Similar directory structures that help locate contents, file names should describe what is inside a file. Naming convention [Link] [Link] The [Link] application necessary to open the file.
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Common file extensions
MS Office documents:
.doc = word document .xls = Excel document
.ppt= powerpoint document
Adobe
.pdf = portable document format (Adobe is most common application)
Web help (must be in show mode to access hyperlink below)
This web site can provide help for file association questions
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Exploring My Computer (a new tool)
The presence of a plus sign indicates the presence of lower tier directories Click on the plus sign to expand and show the list of subdirectories Click on the minus sign to collapse the directory structure. Entire directory structures can be easily copied (recursively)
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Power tools for file finding
The Search tool is a powerful ally in finding lost files. Need to refine searches to smallest search area practical (lowest level of your structure)
Results in smaller time increment for searches
Remember your file structure
Search for files by date/time/name/extensions Class examples for searching
Review the search window and how to reach it.
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The Search Window
Toggle between Search and Folders
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The Search Window
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Where do I find my new USB stick data?
FindtheMyComputericonanddoubleclick to open. If your stick was successfully installed it will show up similar to following:
Stick Drive
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Downloading and Finding Files
Caution on downloading files do so from a safe location Understand the default location for the download
Otherwise you will not be able to find the errant file
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Control over where the document saves
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Note the location that the file downloads to
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Find the file/Open/Use the File
Once the file is downloaded you are often given the option to open it immediately However if you attempt to do it later you must be able to find it
Using your Great Directory structure and file name techniques this should now be a snap
Whatifyoudonthavewhatyouneedtoopenthefile? Search the file associations web site and locate the program type and install if available
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Determine/Change Firefox default download handling
This menu can be found under edit/preferences or tool/options depending on your version of firefox.
Download controls are foundontheMainTab
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Determine/Change MS IE default download handling
Microsoft Internet Explorer does not have a control similar to the download control. Every time a file is selected for download, the following window pops up
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Explorer allows you to select a location and a name for your new file
Dontforgetwhereyouputthis!Click the drop-down box to see where your file is really going. Select a logical location for your new file. Chooseadifferentnameifyoudontlike the default name.
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Conclusions
This course has intended to empower and encourage the user to employ power skills for creating directories and file names
Using intuitive approach to creating great directory structures Useful Descriptive File names Basic understanding of file extensions and file associations Resulting in fewer lost files
Introduction to power search tools
Dontforgettobackupyourdata!
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Homework
Create the following directory structure on a PC:
C:\ders\AdinSoyadin\Odev\20100901
C:\ders\AdinSoyadin\Odev\20100919
C:\ders\AdinSoyadin\Odev\20100925
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