File Management and Computer Maintenance

1. File Management and Computer Maintenance Management Information Systems I Mr. Greg Vogl Uganda Martyrs University 20 February 2003

2. Overview • Operating Systems • File Management • File Maintenance Tools • Control Panels Management Information Systems I: File Management

3. 1. Operating Systems • Operating System Functions • Common Operating Systems • Command Prompt Management Information Systems I: File Management

4. Operating System Functions • Coordinates all computer components • Organises and manages files • Manages tasks and processes • Manages user accounts and security • Allows the user(s) to run and use programs • Displays a Graphical User Interface (GUI) Management Information Systems I: File Management

5. Common Operating Systems Management Information Systems I: File Management

6. Command Prompt • Operate the computer by typing a line of commands • Commonly used before GUIs like Windows • To use DOS commands from within Windows: • Click Start, click Run, and type command, OR: • Click Start, Programs, Accessories, MS-DOS Prompt • To run a program, type its name, e.g. notepad. • To see a list of commands, type help. • For help with any command, type command /?. • To close the command window, type exit. Management Information Systems I: File Management

7. 2. File Management • Files, Folders, Shortcuts, Objects • Names, Extensions, Types, Properties • Drive Letters, Folder Structure, Path Names • Windows Explorer • File Operations • Important Folders • Disk Preparations Management Information Systems I: File Management

8. Files, Folders, Shortcuts, Objects • File • Unit of info, in permanent storage, has unique name • Has specific format; contains text, numbers, pictures, etc. • Folder (or directory) • File which contains files and/or other folders • Shortcut (or link) • Small file which provides easy access to a file or folder • Object • File or device with associated properties and actions • Its context menu appears when you right-click it Management Information Systems I: File Management

9. File Names • DOS or Windows files: filename.extension • The extension determines the type of file • DOS filenames can only have 8 characters • DOS extensions can only have 3 characters • Windows filenames can have 255 characters • Several characters have restricted uses Management Information Systems I: File Management

10. Some Document Extensions • TXT – plain text file • RTF – Rich Text File (formatted text) • DOC – Microsoft Word document • XLS – Microsoft Excel spreadsheet • PPT – Microsoft PowerPoint presentation • BMP, GIF, JPG – graphics (picture) files • WAV, AU, MP3 – audio (sound) files • AVI, WMV, MPEG – video files Management Information Systems I: File Management

11. Some System File Extensions • EXE – program executable files • DAT – data files used by programs • HLP – help files • SYS – system files • TMP – temporary files used by programs Management Information Systems I: File Management

12. File Properties • Select a file and click File, Properties • File size, type, location, and dates are shown • Other attributes include whether the file is • Read-only – can be changed • Archived – has been backed up • Hidden – invisible to users by default • System – to be used by operating system only Management Information Systems I: File Management

13. Drive Letters • Each disk drive is assigned a letter, e.g.: • A: floppy drive • B: second floppy drive • C: hard disk • D and E: second hard disk and/or CD-ROM drive(s) • F: through Z: network drive • Disk partitions are assigned separate drive letters • A network drive is a folder which is assigned a drive letter in order to be shared over a network Management Information Systems I: File Management

14. Folder Structure • Folders help organise files for easier access • Folders are arranged in a hierarchy or tree structure • Windows Explorer displays this tree structure • Click +/- to show/hide folders within a folder • All folders in a disk are contained in the root folder Management Information Systems I: File Management

15. Path Names • The path name of a file specifies its location • Folder names end with backslash • windows\ • The root folder of any disk is just named \ • disk, folder(s), filename and extension • c:\windows\notepad.exe • c:\my documents\my pictures\wallpaper.bmp Management Information Systems I: File Management

16. Windows Explorer • Left pane shows containers: disks and folders • Right pane shows object contents (exactly like My Computer) • View: large or small icons, list or details • Arrange by: name, type, size, date Management Information Systems I: File Management

17. Ways to Edit and Manage Files • Windows • Menu – File, Edit • Toolbar – shortcut buttons • Keyboard – control and function keys • Mouse – click files to select, drag to move, etc. • DOS • Keyboard – type MS-DOS command(s) Management Information Systems I: File Management

18. File Operations • Select – highlight object(s) (file/folder/shortcut) • Select All (Ctrl-A) – select all objects in the folder • Delete (Del) – remove the selected object(s) • Cut (Ctrl-X) – move a file or folder to clipboard • Copy (Ctrl-C) – copy file or folder to clipboard • Paste (Ctrl-V) – copy clipboard to selected folder • Find – search for files or folders; specify date, size, part of filename or extension, etc. Management Information Systems I: File Management

19. Useful MS-DOS Commands • DIR – display a list of files in the current folder • CD – change to a different folder • MD – make a directory (create a folder) • RD – remove a directory (delete a folder) • COPY – copy a file • DEL – delete a file • REN – change the name of a file • MOVE – move files or rename folders • TYPE – display text contents of a file Management Information Systems I: File Management

20. Folders Containing Shortcuts • Desktop Folder – icons on computer desktop • Start Menu – frequently used programs; settings • Programs Menu – installed programs • StartUp Menu – opened when Windows starts • SendTo Menu – to send files when you right-click • Favorites Menu – bookmarked web pages or files • QuickLaunch Toolbar – buttons next to Start Management Information Systems I: File Management

21. Other Important Folders • c:\ - the root folder of the hard disk • c:\windows\ – operating system files • c:\windows\system\ – system files • c:\windows\desktop\ – desktop icons • c:\windows\start menu\ – Start menu shortcuts • c:\my documents\ – user files • c:\recycled\ – deleted files that can be restored Management Information Systems I: File Management

22. Disk Operations • Formatting is necessary before a disk can be used • Full formatting must be done at least once • Quick formatting only erases existing files • Many disks are full formatted by the manufacturer • Most disks use either FAT or NTFS format • Hard disks must be given at least one partition • FDISK partitions a disk, then FORMAT formats it • To copy a disk, select it and click File, Disk Copy Management Information Systems I: File Management

23. 3. File Maintenance Tools • Most of these are system tools (Click Start, Programs, Accessories, System Tools) • Scandisk • Defragmenting • Disk Cleanup • Backup • Virus Scanning Management Information Systems I: File Management

24. Scandisk • Checks files, folders and disks for damage • Attempts to repair or bypass problems • Often starts if Windows was not shut down • Parts of files called clusters are sometimes lost and can be found or removed • Many bad sectors indicates irreparable physical damage to hard disk Management Information Systems I: File Management

25. Defragmenting • Clusters of a file are normally stored together • Fragmented clusters are scattered over the disk • Fragmenting is caused by adding, removing or changing many files, e.g. un/re-installing programs • Fragmentation slows disk access • Disk defragmenter reduces fragmentation • Scandisk before you defragment Management Information Systems I: File Management

26. Disk Cleanup • Necessary when hard disk is nearly full • Removes or compresses unneeded files • Temporary data files (from installation, Internet) • Deleted files in the Recycle Bin • Old or not recently used files • Unused Windows components Management Information Systems I: File Management

27. Backup • Saves a copy of user and/or program files • Files can be restored if originals are damaged • User data is often very valuable and irreplaceable • Your backup system should be cost-effective • You can choose which files to back up, e.g.: • Full: all files in a disk or folder • Incremental: all files since the last backup • Files can be compressed to save space • Tape drives and cartridges are often used Management Information Systems I: File Management

28. Virus Scanning • Virus • Program that can copy itself and damage files • Spread through floppy disks, Internet downloads • Antivirus Software • Searches for known viruses in memory and disks • Attempts to repair or quarantine infected files • Products: Norton, AVG, PC Cillin, MacAfee Management Information Systems I: File Management

29. 4. Control Panels • Used to control how the computer works • Double-click My Computer or click Start, Settings, Control Panel • Use details view for descriptions of each • Double-click any control panel to open it Management Information Systems I: File Management

30. Control Panels • System • View and change hardware and operating system properties and performance settings • Add/Remove Programs • (Un)install programs and Windows components • Create a startup disk in case of problems starting • Display • Wallpaper, screen saver, colour scheme, number of colours and screen area Management Information Systems I: File Management

31. Other Control Panels • Add New Hardware • Keyboard, Mouse, Printers, Modems • Fonts, Sounds, Multimedia • Date/Time, Regional Settings • Users, Passwords • Network Management Information Systems I: File Management