IC3 Lesson 4: File Management

What is a "default" storage location? What is the default storage location for scanned documents? For Web site downloads? For pictures? For pictures on a smart phone?

A DEFAULT storage location is one that is set in the factory and remains in effect until you change it or specify another location for saving a file. The default location for: - Scanned documents is "Documents/Scanned Documents". - Downloaded Web content is the "Downloads" folder. - Picture files is the "Pictures" folder and subfolders. - Smart phone pictures is "Picture Gallery".

What is a "file icon" and what information is shown on it?

A FILE ICON is a symbol that includes a letter identifying the program that created it. It may also display an arrow in the corner indicating it is a shortcut to the location where it is stored. If you delete a shortcut, you do not delete the file itself.

What is a "file path"?

A FILE PATH describes the location of a file within a directory, starting with the drive letter, then the broadest folder down to the narrower folder in which the data actually is stored, with a forward or backward slash between each folder/subfolder. For example, C:Clothing/Children's Clothing/Children's Summer Clothing/Infant Summer Clothing

What is a "folder"? A "subfolder"? A "library"? A "directory"? A "root directory"?

A FOLDER is a container for files. A SUBFOLDER is a folder within another folder. A LIBRARY is a folder for a very broad category, such as "Documents", "Pictures", "Music", etc. A DIRECTORY, or DIRECTORY TREE, is the hierarchical organization of files within a storage device. The ROOT DIRECTORY is the highest (broadest) level of any directory in a storage device.

What is a "local location"? A "remote location"?

A LOCAL LOCATION is a drive or folder on a storage device within or immediately attached to a computer. A REMOTE LOCATION is one you access over a network, such as the internet, the cloud, or a LAN.

What is a "mapped network location"?

A MAPPED NETWORK LOCATION is a shortcut to a location on another computer on your network, which is assigned a drive letter for convenience.

What is a "network share"?

A NETWORK SHARE (or NETWORK DRIVE or NETWORK FOLDER) is a location on a server that is available on a network to those who have been given permission. Network shares are used within a private LAN.

What is a scanner? What is "OCR" functionality?

A SCANNER is a device that converts a printed page into an electronic format. It can be saved as an image file or a pdf document. OCR (OPTICAL CHARACTER RECOGNITION) technology allows the scanner to convert the scanned image into editable electronic text and save that editable text as a document. Some scanners are also able to scan pages and save the output as an email attachment and send the email message.

What is a "Scroll Bar" and how do you use it?

A SCROLL BAR appears at the right side or bottom of a window when the window is too small to display all of its contents. A scroll bar has an arrow at each end, a darker SCROLL BOX (or THUMB or ELEVATOR), and the lighter scroll area. You move the contents of the window by clicking above or below the scroll box or dragging the scroll box in a direction.

What is a file (name) "extension"? Why is it important?

A file (name) EXTENSION is a suffix added to the name of a computer file, after a dot, e.g. 2019budget.xlsx. Operating systems and application files use the file extension to recognize the application program that created the file and which program can be used to open it. It is also a visual reminder for the user. If Windows displays a generic file icon it means it doesn't know which application to use to open the file.

How is a file created?

A file is created using a specific program and the program determines what type of file it is.

What are the 3 general types of files?

An APPLICATION FILE includes instructions for the microprocessor on what tasks to perform and is usually located in a folder named for that application. It is in the Program Files folder on your hard drive. A DATA FILE contains information you have entered and saved using an application program. These files can be stored anywhere. A SYSTEM FILE contains information for the microprocessor to run the operating system. These files are usually hidden to protect them.

What is an archive/compressed file? What are some compressed file extensions? How is a compressed file created?

An archive/compressed file format reduces the time required to transmit a file. A compressed file can contain any type of file (documents, graphics, executables, etc.) Some compressed file extensions are .bz, .bz2, .rar, .tar, and .zip. A compression utility is required to compress the file before it is transmitted and to decompress the file when it is received.

How do you rename a folder?

Click it, then press F2, OR Click the folder and then click inside the folder name, OR Right-click the folder and then click "Rename", OR Click the folder and then on the Home tab in "Organize", click "Rename". When the folder name is highlighted, it is in Edit mode. Type a new name and press Enter.

How do you create a new folder?

Click on the folder icon in the Quick Access Toolbar, OR Right-click the location (drive or folder) for the new folder in the Folders list, then click "New", then click "New folder", OR Right-click on an empty area of the Contents Pane, click "New", then "Folder". Then type a name for the folder and press ENTER.

Where is the "Help Button" and how can it help you?

Clicking on the HELP BUTTON (a question mark in a circle) will open the browser to a page of Help topics related to using Windows 10 File Explorer.

What does "compressing a file" mean?

Compressing a file means reducing the size of the file. You need a Compression Utility Program such as WinZip or PKZIP to do this.

What is "electronic media" or "digital media"? What do you need to view/play electronic media?

ELECTRONIC or DIGITAL MEDIA is media which is stored and played or viewed electronically. This media can include music, movies and books. You need a player designed for the content in order to view/listen to it.

What is "File Explorer"?

FILE EXPLORER is the file management interface of Microsoft Windows. It provides a GUI for accessing and working with files. There are many menus, folder/file icons and links on the File Explorer interface that allow you to find and manage files/folders.

What are "file permissions"?

FILE PERMISSIONS are rules that determine whether you can access a file and what you can do with it. As a standard user, you only have access to the files on your user account and an Admin(istrative) account is required to view other users' files. However, another user may grant you file permission to access selected files on his/her account.

How long do files and folders remain in the Recycle bin?

Files remain in the Recycle Bin until you empty it or until it is full. If it becomes full, Windows will automatically delete older files/folders to make space for new items.

What are "shared files/folders"?

If you want to share file(s) with specific users, you can change the sharing properties for that file/folder. To change SHARING PROPERTIES: Right click on file/folder, click Properties/Sharing tab/Share. Then set permissions and click Share/Done.

What are the different file permissions and what do they allow you to do?

READ permission allows you to view the names of files and folders, view the contents of files and execute application program files. WRITE permission allows you to view the names of files and folders, create new files/folders, modify existing files/folders and delete files/folders.

How do you create a shortcut to a folder?

Right-click on a blank area of the Desktop, click "New", and then "Shortcut", OR In File Explorer, go to a file or library and right-click on a blank area of the Contents Pane, then click on "New", then "Shortcut".

What are some audio file extensions? What do you need to open an audio file?

Some audio file extensions are .aiff, .mp3, .m4a, .wav, .wma. Applications to listen to audio files are called "players" and are freely available.

What are some document file extensions? What do you need to open a document file?

Some document file extensions are: .asc, .doc, docx, .htm, .html, .one, .pdf, .ppt, .pptx, .rtf, .txt, .text, .xls, and .xlsx. Some of these extensions can be opened with a text editor and some are compatible with more than one application or platform. Since these are widely used, you should learn these extensions and which program applications create them.

What does "Digital Rights Management" software do?

Some electronic media is freely available and redistributable. Other electronic media is not free and is protected by law from unauthorized use, copying, and redistribution. Players contain DIGITAL RIGHTS MANAGEMENT (DRM) software and can recognize what you are/are not permitted to access.

What are some executable file extensions?

Some executable file extensions are: .bat, .cgi, .cmd, .com, .dll, .exe, .msi, and .vbs.

What are some graphics file extensions? What do you need to open a graphics file?

Some graphics file extensions are .gif, .jpg, .jpeg, .png, .tif, and .tiff. A graphics file can be opened using a graphics editing application program or a viewer.

What are some video file extensions? What do you need to open an video file?

Some video file extensions are .avi, .mov, .qt, mpg, .mpeg, .mp4, .swf and .wmv. Applications to watch video files are called "players" and are freely available, although not all file extensions will work with all players.

Computers store and manage data. How do they organize data to make it easy to retrieve and use?

Storage devices are arranged in a logical, HIERARCHICAL structure. A HIERARCHY is a way of organizing information in which data or documents are placed in a series of levels usually from the broadest category to the narrowest.

What is the "Address Bar" used for?

The ADDRESS BAR, or BREADCRUMB BAR, indicates your current location in the File Menu and makes navigation easier. You can click the name of any folder in the path to go to that folder, or click the arrow next to any item to see other items at the same level of the folder hierarchy.

What is in the "Contents Pane" and what can you do with it?

The CONTENTS PANE shows the contents of the drive or folder that is selected in the Navigation Panel. Double click on a file or folder to open it.

Where are the "Control Buttons" and what do you use them for?

The CONTROL BUTTONS change the way the open window is displayed. You can "Minimize" it (temporarily close it), "Maximize" it (to fit the full screen), "Restore Down" (restore it to the size it was before it was maximized), and "Close" it.

Where is the "Control Menu" and what do you use it for?

The CONTROL MENU is in the top left corner of the File Explorer window and includes options to restore, move, size, minimize, maximize, or close the window.

What does the "File Menu" do?

The FILE MENU displays options for working in the current folder.

What are the names of the tabs on the Ribbon and what do they allow you to do?

The HOME TAB has commands for copying, moving and renaming files. The SHARE TAB has commands for emailing, printing, sharing, or compressing files. The VIEW TAB has commands for changing the display of the contents in the current folder. A MANAGE TAB will appear when it is relevant to the content you are working on. It has tools for manipulating content. You can click on the down arrow button to keep the Ribbon expanded and click on the up arrow button to minimize the Ribbon again.

What are the "Navigation Buttons" used for?

The NAVIGATION BUTTONS include "Back" (a left-pointing arrow) and "Forward" (a right-facing arrow). Use them to move between previous views of files and folders. Clicking on "Recent Locations" (a down-facing arrow) will display a list of locations recently visited in File Explorer. Clicking on "Up One Level" (an up-facing arrow) will move you up one level in the file path.

What is the "Navigation Pane"?

The NAVIGATION PANE displays drives and folders in a directory tree view, called the "Folder list". When you click on a drive or a folder in the Navigation Pane, you can view its contents in the Contents Pane.

Where is the "Previous Locations" button and what does clicking on it show?

The PREVIOUS LOCATIONS button is represented by a down-facing arrow at the end of the file path. Clicking on it opens a list of previously visited locations.

Where is the "Quick Access Toolbar" and what do you use it for?

The QUICK ACCESS TOOLBAR is next to the Control Menu in the File Explorer window and contains buttons for frequently used commands. By default, it includes "Properties", "New Folder", and "Customize Quick Access Toolbar" buttons, but you can add "Undo", "Redo", "Delete", and "Rename" commands to it.

What is the "Recycle Bin"?

The RECYCLE BIN is a TEMPORARY storage area for files and folders that you delete from the LOCAL HARD DRIVE. Files/folders from external storage devices do not go to the Recycle Bin; they are permanently deleted and cannot be restored.

What does the "Refresh" button look like and what does it do?

The REFRESH button is a circular arrow next to the Previous Locations button at the end of the file path. Clicking on it will reload the display in the Contents Pane.

Where are the "Ribbon Tabs" and what do you do with them?

The RIBBON TABS are near the top of the File Explorer window. When you click on a tab, commands are displayed and then, when you click on a command, the ribbon minimizes again.

What is the "Split Bar" and what is it used for?

The SPLIT BAR is a vertical line separating the Navigation Pane from the Contents Pane. You can drag it left and right.

Where is the "Status Bar" and what does it show?

The STATUS BAR is at the bottom of the window and displays properties or details about the item(s) in the Contents Pane.

Where is the "Search Box" and what can you use it for?

The Search Box is to the right of the file path and you can use it to search for a file or folder WITHIN THE CURRENT FOLDER AND ITS SUBFOLDERS.

Where are the "View Buttons" and what are they used for?

The VIEW BUTTONS are at the bottom right corner of the screen and change the display in the Contents Pane. You can click to view either details or thumbnails of each file/folder.

How is the hard drive on a computer identified? How are other storage locations identified?

The hard drive on a computer is always given the letter C: If it is partitioned (divided), the second part is D: Additional external storage locations are identified by consecutive letters, added as they are attached to the PC.

What are the limitations on sending files as email attachments?

The limitations of sending file(s) as attachments to emails are: the size of the file(s) and that certain types of files are not allowed to be sent by email, such as executables, database files, and files containing macros.

Who controls which files on the network you can access?

The network administrator (in the IT Department) controls which users can access specific network resources, such as files, servers and printers. One responsibility of a network administrator is to protect the organization's data assets.

When you connect a smart device to your computer, how does the internal storage on the smart device appear on your computer?

The smart device appears as a location / folder on your computer, not a drive letter.

How do you "compress" and "decompress" (or "extract") a file?

To COMPRESS: Locate the file/folder you want to compress, right-click on it, then click "Send to", then "Compressed (zipped) folder". To DECOMPRESS: to extract a single file - Double-click the compressed file, then drag the file or folder to a new location. To EXTRACT the entire contents of the compressed folder, right-click it, then "Extract all", specify destination, then "Extract".

How do you change your folder options?

To change your folder options: select the folder, then click the File menu, and then "Options" to open the "Folder Options" dialog box. There are three tabs in the box with various options.

How do you change the view?

To change your view, you can click on the "View" ribbon tab, then Layout, OR right-click in a blank area of the Contents Pane, then click "View". You can then choose the size of your icons, to show a list of names of your files and folder, or other ways to view your files and folders.

How do you copy files and folders?

To copy a file/folder: Click Home/Copy/Home/Paste, OR: Press CTRL+C, then CTRL+V, OR: Right-click/Copy, go to new location, right-click/Paste. If you can drag it from one drive to another, Windows will automatically copy it. On the same drive, press CTRL as you drag it.

How do you delete files and folders?

To delete files: Click Home/Delete, OR: Select the file/folder, then press Delete, OR: Right-click the file/folder, then press Delete, OR: Drag the file/folder to the Recycle Bin.

How do you move files and folders?

To move a file/folder: Click Home/Cut, go to new location, click Home/Paste, OR: Press CRTL+X, go to new location, then press CTRL+V, OR: Right-click the file/folder, click "Cut", go to new location, click "Paste", OR: Drag the file/folder to another location on the same drive. To cut instead of copy, press SHIFT as you drag it.

How do you move a window?

To move a window: put the mouse arrow on the title bar and drag it.

How do you rename files and folders?

To rename a file/folder: Select the file, then press F2, OR: Select the file, click once on file name and rename it, then hit return, OR: Right-click the file, then click "Rename".

How do you change the size of a window?

To resize a window: hold the mouse pointer anywhere on the edge of the window. When the mouse arrow changes to a double-headed arrow, drag the window in or out to the new size. To resize both dimensions at the same time, put the mouse cursor on a corner of the window and when it changes to a double-headed arrow, drag it in or out.

How do you restore files/folders from the Recycle Bin?

To restore files: Double click on the Recycle Bin. Then select file(s)/folder(s), click "Manage", then "Restore the selected items", OR: Select all files/folders, click "Manage" tab, then "Restore all items", OR: Right-click the selected file/folder, then click "Restore".

How do you select: One file/folder? All files/folders? Consecutive files/folders? Non-consecutive files/folders? How do you use the lasso method to select files?

To select one file/folder: Click on the file/folder. To select all: Click on Home/Select All. To select consecutive files/folders: Select the first, hold down "Shift", and select the last one. To select non-consecutive files/folders: Select one, hold down CTRL, then select others with single clicks. To use the lasso method: Point at the right of the first file, then click and drag up and down to select the others.

What are the two ways to search for a file?

Use the Windows Search Box or Search within File Explorer. Using the Windows Search Box searches your WHOLE FILE DIRECTORY. Searching within File Explorer limits the scope of the search to the CURRENT FOLDER and ANY SUBFOLDERS within it.

How can you share file(s) using email?

You can attach file(s) to an email and send it to someone else. When you compose a new message, you can click on an attachment icon and a dialog box will open, which you use to navigate to and select file(s).

What are the ways you can share files with other people? What are "public files/folders"?

You can share a file by copying it onto removable media, such as a flash drive, and giving it to someone else to download on their device. You can also put a copy of the file in one of the "Public" folders on your C: drive. Anyone on your network can access a PUBLIC FILE/FOLDER.

What should you be careful of when using executable files?

You should be VERY careful when opening an executable file that you download or receive via email, as they can contain commands that will run without your approval or they may contain malware.

Why should you show file extensions in your file directory?

You should be very careful when opening ANY file whose extension is unfamiliar to you without checking it out first. For this reason, it is recommended that you show file extensions in your file directory.