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File Management

File Management. Overview. Importance of file management 3-step approach Storage options Data back-up Resources Hands on practice Conclusion. Objectives. Understand importance of file management Understand the 3-step approach Be familiar with commands, tools, and resources

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File Management

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  1. File Management

  2. Overview • Importance of file management • 3-step approach • Storage options • Data back-up • Resources • Hands on practice • Conclusion

  3. Objectives • Understand importance of file management • Understand the 3-step approach • Be familiar with commands, tools, and resources • Apply file management techniques

  4. What is file management? The development and maintenance of an organized and meaningful file system.

  5. Why manage files? • Locate files quickly • Keep related documents together • Move groups of data easily • Facilitate file sharing • Backup important data quickly

  6. Identify Organize Maintain 3-Step Approach • Identify • Organize • Maintain

  7. Identify Organize Maintain Identifying Files and Folders • Names and extensions • Icons • Location

  8. Tips • Use meaningful, easily recognizable file and folder names • 2001-budget-proposal.xls • software-vendors.mdb • ABC-conf-May02.ppt • Special considerations • Dates • Underscores • Spaces • Be consistent

  9. Tips • Become familiar with file name extensions .doc or docx Word .xls or xlsx Excel .ppt or pptx PowerPoint .mdb or mdbx Access • Become familiar with icons • Use OS to find files and folders

  10. Identify Organize Maintain Organizing Files and Folders • Group files and folders • Name each group • Create and delete folders • Move files and folders

  11. Ways to Group Files and Folders • Project or Subject • Person or Department • Year • File type Staff Mtgs Evals 02 Budget

  12. Tips • Separate data from applications • Save new documents in proper location • Use OS tools to move files A place for everything and everything in its place!

  13. Tips • Compare hard drive to filing cabinet • Group files logically • Nest folders • Use inverted tree structure

  14. Tips • Mix and match grouping methods • Be consistent

  15. Identify Organize Maintain Maintaining Structure • Re-identify • Find and move floating files • Rename files and folders • Re-organize • Re-group files and folders • Sub-divide folders

  16. Identify Organize Maintain 3-Step Approach • Identify • Organize • Maintain

  17. Storage Options • Hard drive • Floppy disk • CD-ROM • USB (universal serial bus) • Department file server

  18. Backing up Creating a duplicate of your files and folders on another storage device to protect data from accidental loss.

  19. Tips • Back-up regularly and frequently • Back-up data, not applications • Save data files and folders in My Documents • Keep several iterations of back-ups • Label and date back-ups • Store back-ups off-site

  20. Problem Reporting • Be familiar with: • How files and folders are organized • Where files and folders are stored • Who uses your machine

  21. Summary • Importance of file management • 3-step approach • Practical tips • Storage options • Data back-up

  22. Let’s Get Started!!!

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