Introduction to Computers

1. Introduction to Computers

2. A computer stores data in files • A computer holds many thousands of files • A fileis a collection of data: • Assigned a name • Held on a storage medium • A storage mediumcan be: • Flash memory, CD, DVD, magnetic tape • But is most often a hard disk (main storage) • Think of each storage medium as a file cabinet

3. Storage devices and storage media • A storage medium only holds data • CD, DVD, and flash memory are storage media • Has no moving parts • A storage device stores and/or retrieves data on the medium, usually a mechanical device • A CD drive is a storage device • Hard disk– both medium & device in one unit • A mechanical device, has moving parts • Flash memory– both medium & device in one • Purely electronic, no moving parts

4. There are many types of files • All the data on a computer is held in some sort of file • Files serve a variety of purposes: • Executable files (programs) • Data files (music, pictures, Word documents, etc.) • Configuration files (icons on your desktop) • And many more… • Every file must have a name and usually has a filename extensionas well

5. Filename extensions are very Useful • Filename extensionprovides information about: • Type of contents • File format… the coding scheme used to represent data in that file • Separated from file name by a dot (or period) • Readme.txt – a text document named Readme • Fred.jpg – a picture of cousin Fred in JPEG format • FreeBird.mp3 – a Skynyrd song in MP3 format • Word.exe – Microsoft Word executable program

6. Native file format • Microsoft Office file extensions prior to 2007 version drop the “x” appended to the end • For example, .ppt, .doc, .xls, .mdb • Most software programs have a native file format to store data used by that program • Filename extensions for Microsoft Office are: • .pptx PowerPoint slide presentations • .docx Word documents • .xlsx Excel spreadsheets • .accdb Access database files

7. filename extension use in software • Microsoft Office applications utilize: • Open dialog box – user may choose file to open • Save As dialog box – user may choose file to save • Both display files with filename extensions that match that application’s default file format • Most other software functions like this as well • For example: • Microsoft Word shows .docx and .doc extensions • PowerPoint shows .pptx and .ppt extensions

8. Word Open dialog Box Example • The Open dialog box found in Microsoft Word displays files with .docx and .doc extensions • Note the Size and Modified columns

9. File sizes and dates • File sizes usually expressed in kilobytesor megabytes • A byte is equivalent to a single character • The prefix kilo is approximately 1 thousand • The prefix mega is approximately 1 million • A 74 KB file has approx 74,000 characters of data • The modified column indicates when that file was created or last modified • Very useful if you have several versions of a file and want to know which is the most recent

10. Rules regarding file names • File naming rules determined by operating system • All current versions of Windows use the Windows file naming conventions found in the 2nd column

11. Characters not allowed • Certain characters are not allowed since they have special meaning to the operating system • Colon (:) separates device letter in file specification • Asterisk (*) used as a wild card character • Backward slash (\) separates folders in file spec • Examples: • 01/02.txt invalid, uses the forward slash • 01-02.txt is valid, “-” is allowed in a file name • Q?.txt not allowed, uses the question mark • Questions.txt contains no reserved characters

12. Reserved words not allowed • Reserved words also have special meaning and cannot be used as file names • Com1 refers to the computer’s 1st serial port • Lpt1 refers to the computer’s 1st parallel port • Prn refers to the printer • Examples: • Lpt2 not allowed, refers to 2nd parallel port • Lpt2x allowed, adding an “x” changes the name • Con not allowed, refers to keyboard • Console allowed, adding “sole” changes the name

13. File Specification – Drive Letter • Files are held on storage media • Each storage device is identified by drive letter • A: designates a floppy disk drive (no longer used) • C: designates the primary storage device • D:usually designates the CD or DVD drive • D: through Z: used for additional storage devices, assigned alphabetically as devices are installed • CD, DVD, flash memory, and additional hard disk drive letters are not standardized

14. Folders and the Root Directory • Each storage media can hold thousands of files • The operating system maintains the main file list, called the root directory, for every storage media • Folders help subdivide the root into logical groups to create as many sub-lists as needed • Any folder may contain files, or folders, or both… including the root • File management usually discourages placing files in the root • In a good file system, the root contains only folders • A folder held inside another folder is referred to as a subfolder • It’s very common to have folders inside other folders

15. Think of folders in a file cabinet • When opening a file cabinet, you expect to see: • Hanging folders to categorize items being filed • Manila folders inside hanging folders to create further sub-categories • Organizing your storage media is no different • Use folders to divide files into smaller, more manageable lists • The term directory is sometimes used in place of folder to mean the same thing

16. File specification • A file specification (or file path) shows: • the complete name of a file • Its location within the folder structure • The storage device where it can be found • A folder is separated from the drive letter, file name, or other folders by a backslash (\) • The file name follows last backslash in the path C:\Music\Reggae\Marley.mp3 Drive Letter Extension Filename Primary Folder Secondary Folder

17. Analyze this File specification • C:\Music\Reggae\Marley.mp3 • Marley.mp3 is a filefound in the Reggae folder • Music is a folder found in the root directory • Reggae is a folder found in the Music folder • .mp3 is the filename extension • The file is on the hard diskstorage device • Marley.mp3 is a file found in the Reggae folder • Music is a folder found in the root directory • Reggae is a folder found in the Music folder • .mp3 is the filename extension • The file is on the hard disk storage device

18. Strategies for organizing files • High capacity media requires more levels of folders • Create folders within the Documents library to organize your data • Create as many folders and subfolders as needed to organize files in a logical way

19. Strategies for organizing files • Avoid storing data files in the root directory • Previous example organized files by course • This makes a great deal of sense for students • Create a CIS110 folder on your flash memory • Create subfolders inside the CIS110 folder for: • The various PowerPoint presentations • Each Microsoft Office tutorial we’ll do • Create folders for other courses as needed

20. The Windows file Management utility • To open File Explorer: • Hold down the Windows key & press e • Or right click Start button in bottom left corner and select File Explorer from the short cut menu • Left/right pane design • Left pane lists foldersand storage devices • Initially right pane lists frequently used folders & recent files

21. File explorer left pane SEctions Quick Access • Can add and removeitems from this section • Lets user determine items to appear in their Quick Access list • This Quick Access list has the following changes • Videos removed, right-click & select Unpin or Remove • Spreadsheets clicked and dragged up to Quick Access

22. file explorer left pane SEctions This PC • Lists storage devices &folders on computer • Devices can include: • Removable storage such as USB flash memory • Permanently attached main storage (C:) • Virtual storage devices belonging to a network • Can further explore folders on each device

23. one Drive and dropbox • Windows/10 File Explorer has two built-in features for file sharing using cloud-based storage • OneDrive for your files • Free storage available withyour Microsoft email account • Share files between devices • DropBox for groups • Often used to share filesamong team members • A basic account is free and includes 2 GB of storage • More space and features require a monthly fee

24. Expanding & collapsing the left pane • Documents folder andCIS251 subfolder in leftpane have been expanded • Click right-pointing arrownext to a folder to expand & show subfolders inside • Once expanded, right pointing arrow changes to point downward • Click downward arrow to collapse folder display • CIS251 folder selected & shown in right pane • Note files appear in right pane but not left pane

25. Using Bread crumb navigation • The address line shows the path through a seriesof devices and folders to the current folder • Address line is displayedin bread crumb format • Bread crumbs let you return to any device or folder on the bread crumb list by clicking on it • Address line can be displayed in path format by clicking the white space at the far right end

26. File management capabilities • File Explorer lets us perform the following: • Create folders • Copy files or folders • Move files or folders • Delete files or folders • Rename files or folders • Display detailed information about a file or folder • Compress (or zip) an entire folder into a single file

27. Drag and Drop • Quick, easy way to move or copy files & folders • Drag items from one location, drop into another • If dragging a folder, entire contents go with it • Drag & drop within a storage device is a move • Item removed from former location • Item appears in new location • Drag & drop between storage devices is a copy • Item remains in old location • Item also appears in new location • Examples of this are in the File System Exercise

28. Other file management tasks • Create a folder • Right-click on parent folder in left pane • Select New, then Folder from the short-cut menu • Type folder name and press Enter • Delete a file or folder • Right-click on file or folder to be removed • Select Delete from the short-cut menu • Click Yes to verify removal • Rename a file or folder • Right-click on file or folder to be renamed • Select Rename from the short-cut menu • Type new name and press Enter

29. other file management tasks • Copy a file or folder to the same storage device • Right-click on file or folder to be copied • Select Copy from the short-cut menu • Right-click on folder to receive copy • Select Paste from the short-cut menu • Display more information about a file or folder • Right-click on file or folder • Select Properties from the short-cut menu • Properties window will vary depending on file/folder

30. Selecting Multiple files or folders • Select many files listed consecutively by: • Select folder containing items so list appears in right pane • Click first item in list to be selected • Hold Shift key down and click last item in list • Release Shift key when list of items is selected • Select many files not listed consecutively by: • Select folder containing items so list appears in right pane • Click one of the items to be selected • Hold Ctrl key down and click remaining items to be selected • Release Ctrl key when all items are selected • Highly useful for drag & drop or deleting files

31. Zip Files • Compressed format that can contain many files • Useful when e-mailing contents of an entire folder • Or e-mailing a large volume of data • Creating a zip file • Select files to be included by: • Selecting a folder containing all the files to be included • Using the multiple selection techniques discussed previously • Right-click on file(s) or folder(s) selected • Select Send To from the short-cut menu • Select Compressed (zipped) Folder from the Send To menu • Name will be the file or folder you right-click on