Efficient File Management for Summer Session Project

1. File Structure File Types Naming and Storing Files Finding, Using, Copying, and Moving Files Summer Session

2. Project Files • Create • Name and Save • Locate • Store • Re-use or revise • Copy • Share (attach or upload) Summer Session

3. Create Name Locate Store Re-use Copy Share Creating • Each document is a FILE • Temporary until saved • Name • Extension • Location Summer Session

4. Create Name Locate Store Re-use Copy Share Data Files • Different types of data files • Text • Graphics • Database • Sound • Video • Saves student work • Proprietary file formats • Conversion utilities Summer Session

5. Create Name Locate Store Re-use Copy Share File Names • Descriptive • Example: Mary 321 Word Project • Unique • Revision: Mary 321 Word Project Rev Summer Session

6. Unique File Names Mary_321.doc mary_321.doc mary321.doc Mary321.doc Mary 321.doc mary 321.doc These are all unique file names Summer Session

7. Create Name Locate Store Re-use Copy Share Naming Rules • Microsoft Windows 95, 98, NT, XP • up to 255 characters • spaces and some punctuation • Cannot use \ / : * ? “ < > | • Macintosh • Up to 31 characters • Cannot use : Summer Session

8. Create Name Locate Store Re-use Copy Share File Extensions • Codes for file type • PCs add when saving • Used by operating system • 3 letters preceded by period (.) • Example: research paper.doc CAUTION: PCs usually cannot open files without extensions. Don’t change or delete an extension unless you know what you are doing. Summer Session

9. Create Name Locate Store Re-use Copy Share File Extensions Summer Session

10. No extension listed Open My Computer, click on Tools, select Folder Options Uncheck this box to see file extensions in My Computer or Windows Explorer Summer Session

11. Create Name Locate Store Re-use Copy Share Locations for Files • Organizing • Folders • Sub folders • 3 Locations • External disk (floppy, jump drive, CD) • Computer hard drive • Network Summer Session

12. Create Name Locate Store Re-use Copy Share files directory Files in Folders • Files are organized into folders • Folders are organized into directories • Directory structure • Root Directory = disk name (e.g., C:\) • Parent Directory = folder or file in the root directory • Sub Directory = folder or file in the parent directory Summer Session

13. Create Name Locate Store Re-use Copy Share Storage Locations • C:/ Local Computer • A:/ or B:/ Floppy drives • D:/, E:/, or F:/ Etc. external or internal • CD Rom • DVD • Flash or jump drive • M:/, S:/, or T:/ Etc. Network Summer Session

14. Root Directory disk name (e.g., A:\) Parent Directory File in the parent directory Floppy Disk = 321 321 Presentations 321 Handouts 321 Projects Mary 321 Excel Project Mary 321 Word Project Create Name Locate Store Re-use Copy Share Locating Mary’s File Summer Session

15. Create Name Locate Store Re-use Copy Share My Computer • Windows Operating System • My Computer on Desktop • Select location for storing • Open drive (double click) Summer Session

16. Create Name Locate Store Re-use Copy Share Hard Drive • The C:\ Drive • Common hard drive designation • The “root” directory • Views of folders Summer Session

17. Create Name Locate Store Re-use Copy Share C:\ Details View • Folder information available Summer Session

18. Create Name Locate Store Re-use Copy Share C:\ Folder Details View Parent Directory Path name Folders in Palm Folder File Size File Type File Date Files in Palm Folder Summer Session

19. Create Name Locate Store Re-use Copy Share My Computer Features • Within My Computer Folders • Open • Move • Copy and Paste • Rename • Print • Delete CAUTION Summer Session

20. Create Name Locate Store Re-use Copy Share Windows Explorer Start>All Programs>Accessories>Windows Explorer • Shows directory structure • Expand and collapse levels • Manipulate files • Move • Copy • Rename • Open • Print • Delete CAUTION Summer Session

21. Create Name Locate Store Re-use Copy Share      Windows Explorer View Summer Session

22. Create Name Locate Store Re-use Copy Share Exercise E D A File Name? = Root Directory? = File Type? = Parent Directory? = Sub Directory? = B C Finish the Path for D = C:\ Summer Session

23. Create Name Locate Store Re-use Copy Share ASU Network Drive • Emma • http://asu.edu/emma/ • AFS Manager • Sub-Directories • Create own • Use www for class web site • M Drive Summer Session

24. Create Name Locate Store Re-use Copy Share AFS Manager • Explore the options here Summer Session

25. Create Name Locate Store Re-use Copy Share Store • “Save” or “Save as” from menu • Select location • Name file • Select extension • Click OK • Copy file to another location • CAUTION: do this often while working on a file. Summer Session

26. Create Name Locate Store Re-use Copy Share Re-use or Revise • Locate and open file • Print • Edit • Close or save • Close as same file name • Save as new file name • Save in new location • Same or different name Summer Session

27. Create Name Locate Store Re-use Copy Share Copy or Share • Copy files • Drag to a different disk • Select file, choose copy from menu, and Paste in new location • “Save as” in a new location • Share • Provide on floppy disk • Attach to email • Post to AFS space, provide link to web site Summer Session

28. Summary • File Structure • Creating and naming files • Locating storage space for files • Storing or saving files • Re-using and revising files • Copying and sharing files Summer Session