Slide 1



Slide 1 |[pic] |This presentation will explain how files are named and stored in computers. It is important to know how to store work by naming files and how to find them again on disks, on computer hard drives, and on networks. This is a very general introduction.

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|Slide 2 |[pic] |There will be six different Projects and six |

| | |Assignments/Activities in this course that will be |

| | |saved to student’s web space and eventually be linked |

| | |to student’s personal web sites. This presentation |

| | |will give students the information needed to name, |

| | |save, store, find, and share documents. |

|Slide 3 |[pic] |Each document, spreadsheet or presentation students |

| | |create will be a file. These files are temporary until|

| | |they are SAVED with a specific name to a specific |

| | |location. Files always have names and each file must |

| | |have a unique name. The extension we give a file tells|

| | |what type of file it is and often what program it was |

| | |created in. Files also have to be put somewhere – a |

| | |location on a floppy disk, a hard drive, or a network. |

| | |Students will require to save their work and be able to|

| | |locate and use it again. The rest of the presentation |

| | |discusses how to name files, store and find files in a |

| | |directory structure or hierarchy. |

|Slide 4 |[pic] |The data files listed here are common types of data |

| | |files students will be using. |

| | |Text files contain standard characters such as letters,|

| | |numbers, punctuation marks. Almost any application can|

| | |read a text file or write data to one. Word |

| | |processing programs are an example (Microsoft Word) |

| | |Graphics files contain pictures in a specific format |

| | |for storing digitally encoded pictures, must be used by|

| | |a program that recognizes the file format. (jpeg and |

| | |gif files are examples. We’ll talk more about these |

| | |during our sessions on MS PowerPoint) |

| | |Database files contain data that has been stored in the|

| | |file format of a database program (MS Excel, Lotus) |

| | |Sound files contain digitized sounds which can be |

| | |played back if the computer is equipped with a sound |

| | |card and speakers |

| | | |

| | |Most data files are written in proprietary file formats|

| | |by the program application that is being used, |

| | |therefore, only programs written by the company that |

| | |made the software can actually use the data files |

| | |created by these programs. There are programs that |

| | |will convert materials from application to |

| | |application. An example is word processor files |

| | |written in Word Perfect and in Microsoft Word generally|

| | |have conversion utilities available that will read the |

| | |data files from the other application. Sharing work |

| | |between operating systems (Mac to PC, and PC to Mac) |

| | |needs special care in the naming of files. |

|Slide 5 |[pic] |A filename is like an ID for a person. In each |

| | |specific directory or storage location, a file name can|

| | |be used only once for the same type of file. |

| | |File names should be descriptive to help users find |

| | |files again. A name should be unique as well, the |

| | |computer will only save one version of the same named |

| | |file. In this example both files would be saved. If |

| | |the user made changes to the original document and |

| | |saved it without renaming it, the original work would |

| | |be replaced by the changes. |

|Slide 6 |[pic] |File names are case sensitive. The space is also |

| | |counted as part of the file name. For example, the |

| | |computer will treat each of these files as different |

| | |files. |

|Slide 7 |[pic] |Different operating systems have different rules for |

| | |filenames. |

| | |Sharing work between operating systems (Mac to PC, and |

| | |PC to Mac) needs special care in the naming of files. |

| | |Microsoft allows long file names, and the use of spaces|

| | |and some punctuation. However, some characters can not|

| | |be used but the operating system will ask for a |

| | |different file name if a file is being saved with |

| | |non-usable characters. |

|Slide 8 |[pic] |Like a person’s last name that tells you which family |

| | |that person comes from, the File Extension tells you |

| | |which application software is needed to read or edit a |

| | |file. |

| | |PC applications require extensions for all file names. |

| | |PC programs add the extensions automatically, Macs do |

| | |not. |

| | |The operating system of a computer recognizes the file |

| | |extensions and will open (or use) the correct |

| | |application to open the file for use. If the computer |

| | |you are using doesn’t have a software application that |

| | |recognizes that file type, then the file cannot be read|

| | |or used. All PC file names have a three letter |

| | |extension that is the code for the type of file it is. |

| | |Chart on next slide shows common extensions. |

| | | |

|Slide 9 |[pic] |This table lists some common file extensions by file |

| | |type. The most important thing for students to know is|

| | |that extensions are very important and will help them |

| | |locate files they may need in the future. |

| | |Never delete files with program or configuration |

| | |extensions. Knowing about extensions will also keep |

| | |you from deleting important files from their computers.|

| | | |

| | |Students using Microsoft Works will be saving files |

| | |with a wks extension. Students should save documents |

| | |as Word, Excel, or PowerPoint files using the “Save As”|

| | |function if they want to use the files with Word, |

| | |Excel, or PowerPoint applications. |

|Slide 10 |[pic] |Most application programs supply the extension to a |

| | |file name when it is being saved. If your PC does not |

| | |show file extensions, click on My Computer, on the top |

| | |menu bar choose Tools, then Folder Options, click on |

| | |the View tab, under Files and Folders, uncheck Hide |

| | |file extensions for known file types, and click on |

| | |Apply and Ok. |

| | | |

|Slide 11 |[pic] |Files are saved into an organizing structure using |

| | |folders and subfolders on the computer. There are 3 |

| | |ways or places to store/save. They are: external, hard|

| | |drive and the network. |

|Slide 12 |[pic] |Once a file is named, it needs to be stored in such a |

| | |way that it can be easily located again. If it is the |

| | |only file on a floppy disk then it is easy to find. |

| | |When a file is stored on a computer hard disk it is not|

| | |so easy to locate unless is has been stored in a |

| | |hierarchical system.. We store computer files much |

| | |the same way we store physical paper files – in |

| | |folders, and in directories (file drawers or file |

| | |cabinets). |

| | |The topmost directory is called the root directory (the|

| | |cabinet). A directory that is below another directory |

| | |is called a subdirectory (the file folder) or directory|

| | |above a subdirectory is called the parent directory |

| | |(c:/drive). You can think of a directory as a top-level|

| | |folder that contains files and perhaps other folders. |

| | |A folder can contain multiple documents or files. |

| | |Folders are used to organize information into |

| | |directories |

| | |Within a single directory, filenames must be unique. |

| | |However, two files in different directories may have |

| | |the same name. |

| | | |

| | | |

|Slide 13 |[pic] |Storage locations have names. The root directory of a |

| | |PC is usually called the C:/ drive. Floppy drives are |

| | |either A or B, other internal or external drives (CD, |

| | |DVD, Flash, etc.) are usually named with letters that |

| | |come after C, but are close to the beginning of the |

| | |alphabet. Network drives are also named with letters, |

| | |but they usually use letters toward the end of the |

| | |alphabet. |

|Slide 14 |[pic] |In this case we stored the file named Mary 321 Word |

| | |Project in a folder named 321 Projects on a floppy disk|

| | |. If we wanted to store Mary’s file on a computer hard|

| | |drive or network we’ll need some more information. Next|

| | |we’ll talk about locating files on hard drives or |

| | |networks and then we’ll save Mary’s file in her AFS |

| | |space. |

| | |Every registered ASU student has a space for file |

| | |storage on the ASU server, and it’s called AFS space. |

| | |The default capacity of AFS space is 10MB, but you can |

| | |upgrade it to 50 MB at no extra charge. Call Computing|

| | |Commons helpdesk at 480-965-1211. |

|Slide 15 |[pic] |In Windows on PCs we use the MY COMPUTER OR WINDOWS |

| | |EXPLORER FEATURE TO LOCATE FILES. |

| | |If the icon for My computer is not on the desktop- |

| | |click the START button and locate MY COMPUTER in the |

| | |menu on the right hand side of the window. |

|Slide 16 |[pic] |Here’s what the C:\ Drive (or “root” drive, the highest|

| | |level of organization) looks like if we click it from |

| | |My Computers. We see all the folders that are in this |

| | |drive. |

| | |The View selection on the Toolbar gives us options that|

| | |might be more helpful. Click on Details. |

|Slide 17 |[pic] |Here is the C:\Drive with the Details View selected. |

| | |Your screen now should be similar to the slide but not |

| | |necessarily have the same folder list. |

| | |Now, we’ll see what it looks like when we open a folder|

| | |named Palm (you may not have this folder). |

|Slide 18 |[pic] |Here is the C:\Drive with the Details View selected. |

| | |Now, we’ll see what it looks like when we open a |

| | |folder. The information in the window changes to show |

| | |what is stored in this folder. Notice that there are |

| | |folders and files stored in the Parent Directory called|

| | |Palm. If you double click on the folder called Images |

| | |you would see more folders and files. |

| | | |

| | |You can keep opening folders until there are no more |

| | |folders to open. When you use folders to organize your|

| | |files you need to create a structure that you can |

| | |remember – pick one that makes sense to you. |

|Slide 19 |[pic] |All of these actions can be done in the folders and |

| | |with the files while using the My Computer feature. |

| | |Students should be very careful because they could |

| | |change or delete an operating system or application |

| | |file without even knowing it. Until you are very |

| | |confident working with files you should only manipulate|

| | |the files that you have created. |

|Slide 20 |[pic] |There is an optional way to view the file structure in |

| | |Windows – use the feature called Windows Explorer. |

| | |This feature can be found in different places depending|

| | |upon the version of Windows being used, but the |

| | |features are the same. Windows Explorer that shows us |

| | |the directory structure of a disk and allows us to |

| | |manipulate files easily. It combines all the views of |

| | |My Computer into a single window. The next few slides |

| | |will show how to open and work with Explorer. The same|

| | |actions can be taken with files and folders and the |

| | |same caution applies – only change or move your own |

| | |files. |

|Slide 21 |[pic] |This window is the same as you would see in a MY |

| | |COMPUTER view, but you can now see the tree structure |

| | |of the files and folders on the left-hand side. |

| | |This is a practice slide: |

| | |Match the numbers in the slide with the following |

| | |terms: |

| | |Root Directory, Parent Directory, Subdirectory, File, |

| | |Path to the files listed on the right column. |

| | |Answer the following question: What is the extension of|

| | |the file highlighted in blue? |

| | |Answers: |

| | |Root Directory: C drive |

| | |Parent Directory: Copernic 2000 Pro |

| | |Subdirectory: Engines |

| | |File: ABCnews.csf |

| | |Path: C:/Copernic 2000 Pro/Categories/Engines |

| | |The file extension is: .csf |

| | | |

| | |The root directory C: is within My Computer (1) |

| | |A Parent directory named Copernic 2000Pro (2) has many |

| | |subfolders within it (3). Notice the plus and minus |

| | |boxes to the left of each folder. A plus means that |

| | |there are folders within the folder that can be seen by|

| | |clicking on the plus sign. The minus sign signifies |

| | |that the folder is open and all folders and files |

| | |within it are visible . (4) An individual file named |

| | |ABCNews.csf has been selected in the Folder named |

| | |Engines |

| | |The address line shows the complete path name for the |

| | |subfolder that is selected. |

|Slide 22 |[pic] |Use this slide to practice identifying the important |

| | |parts of this screen. |

| | |File Name = D |

| | |Root Directory = A |

| | |File Type = E |

| | |Parent Directory = B |

| | |Sub Directory = C |

| | |Path for D = C:\sonysys\Istation\version.txt (THE |

| | |EXTENSION might not appear) |

| | | |

| | | |

|Slide 23 |[pic] |The easiest way to store files on a student’s AFS space|

| | |is through emma. Log on to emma, click on AFS Manager.|

| | |Directory options go to AFS space, and click on the www|

| | |directory. From here you can upload and save files to |

| | |your network space. (Next slide shows some of the |

| | |options available in the AFS Manager. |

| | | |

| | |Never use the Delete button on the left! It means to |

| | |delete the entire directory and all files in that |

| | |directory. Your EDT 321 assignments should be uploaded|

| | |to the WWW folder. Double click it before uploading. |

| | | |

| | |You may also use SSH Secure Shell for transferring |

| | |files to the AFS space. See “External Links” button for|

| | |instructions. You will also find the link to download |

| | |SSH Secure Shell on your own computer free of cost. |

| | |Check out the “External Links” button for further |

| | |details |

|Slide 24 |[pic] |Students will be putting all their |

| | |Assignments/Activities and Projects in the WWW folder |

| | |in the AFS space |

|Slide 25 |[pic] |This is the easy part – use the save feature to store |

| | |files. |

| | |When students ask a computer program to SAVE their work|

| | |or to SAVE AS they are asking the computer to put a |

| | |copy of the file in a specific location. We’ll discuss |

| | |how to organize their work into folders on the next |

| | |slide. |

| | |When a file is saved for the first time, Save and Save |

| | |As are the same. You need to specify a location and |

| | |give the file a name. |

| | |When you make some changes to an existing file, Save |

| | |allows you to save on top of the old version and keep |

| | |the new updates. This means the old version will be |

| | |replaced by the most updated one. |

| | |When you click on Save As, it gives you the choice to |

| | |save on top of the original file: this is just like |

| | |Save. If you choose this one, just click on the |

| | |filename of the original file. |

| | |Save the same content but with a different name: give a|

| | |new name of this file and it is going to be saved |

| | |separately from the original file. |

| | |Save at a different location: you can choose a |

| | |different location by clicking on the drop-down menu of|

| | |“save in” in the dialogue box. You don’t have to |

| | |change the filename but you will end up having two |

| | |files with identical file names but different in the |

| | |contents. You have to remember which one is which. |

| | | |

| | | |

|Slide 26 |[pic] |You will often want to re-open or revise files. |

|Slide 27 |[pic] |These are a few of the ways to copy and share files. |

| | |There are probably others. |

|Slide 28 |[pic] | |

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