Computer File Management

Computer File Management

You may have said this before, and so have many of your classmates. You may not be able to remember what you named your report or exactly where you saved it.

I can't find the report I typed last week!

Having a messy filing system on your computer is probably the reason why you can't find your files.

If you don't have a good filing system for all of your documents, pictures, music, and other files, you are not alone!

There are a lot of kids and adults who have trouble getting and keeping digital files organized. You don't want it to become a habit that's hard to break later on!

After you finish your education, chances are that you will be using a computer of some sort when you start working. This means that you will have to be able to find a file quickly.

So, what kinds of files do we need to organize? Let's begin by looking at what files are and the different types there are.

A file is like a container that holds and stores different types of information on a computer. Computers come with many files on them, and users of the computer make many more.

You may have noticed that some of the files you've worked with have a dot with letters after the file name.

File extensions are like little labels at the end of a file name that help computers and people understand what type of file it is. They usually come after a period (.) and are two to four characters long.

For example, in a file named "MyStory.txt," the extension is "txt," which tells us that it's a text file. If you see a file named "VacationPhoto.jpg," you can guess that it's an image file because of the ".jpg" extension. This makes it easier for you to organize and find your files on your computer. Although you may not always see file extensions, all files have them. .

system files

data files

application files

There are three types of digital files:

Application files are files that are used to install computer software.

Examples of application files are .exe or executable files and .dmg files or disk image files. Both of these file types are used to install programs (applications). For example, if you want to install a game on your computer, you can download the game's EXE file from the Internet and run it to install the game. You can delete it once you are finished installing it.

System files are files that run the computer's operating system, such as WindowsOS, MacOS, and ChromeOS.

Examples of system files are DLL and SYS files. For example, if you want to change your computer's mouse settings, you can access the mouse settings in the Control Panel. The Control Panel is a collection of system files.

Data files are files that contain data or information created by people or used by applications (programs).

Examples of data files are .docx, .xls, and .mp3 files. For example, if you want to create a report on your favorite animal using Microsoft Word, you can save your report as a .docx file. If you listen to music on a computer or device, you are listening to .mp3 files.

As we know, data files are files that contain data or information that we create. They do not contain anycode that carries out instructions.

Data files are only meant to be read or viewed. Some examples of data files are this presentation that you are watching, a letter you write using a word processor, and a video file are all considered data files.

elephants.gdoc Google Doc

elephants.docx Microsoft Word

elephants.pagesApple iWork Pages

Let's say you are typing a report on on elephants, so your file probably has one of these extensions, although you might not always see them...listen for more

can have links,videos, and audio files embedded

looks just like theoriginal document

don't need the word processing software that the document was created in

elephants.pdf Portable Network File

invented is 1991

You probably have some PDF files as well. PDF stands for Portable Document File...listen for more....

used for line art, can beanimated, largest file size

elephants.gif

used for photos, small size

elephants.png

used for line art, pictures with text and transparency

elephants.jpg

Do you have pictures or clip art on your computer, phone, or tablet? Then you havethe following files...more

Digital multimedia files are special containers that hold different types of information, like pictures, sounds, or videos, on a computer or device...more

sample 2

sample 1

click the picture to hear

click the picture to hear

Let's take a closer look at audio or sound files. Two popular types are .MP3 and .WAV files...... listen for more.....

sample 2

sample 1

click the play button to watch

click the play button to watch

Let's take a closer look at video files. Two popular types are .MP4 and .AVI files...... listen for more.....

School Store Spreadsheet

Data Files

.XLS

Photoshop

Google Slides

Google Docs

Google Chrome

Microsoft Word

System Files

PowerPoint

Application Files

dpkg.log

My Creative Writing

Animal Sounds

Social Studies MP4

1394b us.sys

Favorite Song

My Science Project

winmail.dat

Elephant Clip Art

a016cmnt.sys

test.bat

4mmdat.sys

MacOS

Windows

ChromeOS

Now it's time to organize our own data files. Find the type of computer you are using and click on its name.

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• Organize your files: Save your work in the appropriate folders. For example, if you're working on a math assignment, save it in the "Math" folder.

• Create folders: Right-click on an empty

space in your home directory, select "New," and then click "Folder." Give the folder a name related to the subject or project, like "Math" or "Science."

• Find your home directory or drive: Look for

a folder with your name or username on the school's network. This is where you'll save your files.

Find your home directory or drive: Look for a folder with your name or username on the school's network. Open your directory. Normally, this is the place to save your files.

WindowsOS

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• Organize your files: Save your work in the appropriate folders. For example, if you're working on a math assignment, save it in the "Math" folder.

• Create folders: Right-click on an empty

space in your home directory, select "New," and then click "Folder." Give the folder a name related to the subject or project, like "Math" or "Science."

• Find your home directory or drive: Look for

a folder with your name or username on the school's network. This is where you'll save your files.

Find your home directory or drive: Look for a folder with your name or username on the school's network. Open your directory. Normally, this is the place to save your files.

WindowsOS

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Organizing Your Files in Windows

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Keeping your files organized will make it easier to find them when you need them!

• Locate your home directory or drive: Look for a

folder with your name or username on the school's network. This is where you'll save your files.

• Create folders: Open the "Files" app, click the

three-dot menu in the top-right corner, and select "New folder." Give the folder a name related to the subject or project, like "Art" or "Social Studies."

• Organize your files: Save your work in the appropriate folders. For example, if you're working on an art project, save it in the "Art" folder.

When using a Chromebook at school, follow these steps to keep your digital files organized:

ChromeOS

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Organizing Your Files in ChromeOS

If you want to rename a folder or file, place the cursor over the name and right-click your mouse or trackpad. A popup menu will appear with the option called Rename close to the bottom. Type the new name and press enter.

Write a subtitle here

You can write a title here

Renaming Files and Folders

Google Earth Capitals Data

condensation.doc

Angles Presentation

triangles.gif

absolute location.jpg

US Map Google Slides

Map.avi

watercycle.gif

Presentations

Images

evaporation.mp4

graph.png

watercycle.mp4

geometry.gdoc

watercycle.ppt

4dig_mult.doc

Multimedia

runoff.wav

Word Processing

old_map.gif

rain.mp3

maps.ppt

map_proj_rubric.pdf

.XLS

Water Cycle Movie

Budget.xls

Google Earth Capitals Data

4_dig_mult.doc

Water Cycle Project

map project rubric

Condensation

graph.png

Angles Presentation

triangles.gif

absolute location.jpg

Map.avi

Social Studies Map Project

Runoff Sounds

Math Homework

watercycle.gif

water_cycle.ppt

us_map.gslides

old_map.gif

geometry.gdoc

rain.mp3

.XLS

socstu$$stuff

map_project

this

• Keep it simple: Use short and clear names that describe what's inside the file or folder.

For example, name a folder with your math homework "math_homework" instead of just"MH."

• Be consistent: Use the same naming style for all your files and folders. This will make it easier to remember how you named them.

not this

When you name a file or folder you just created, you want that name to make sense so you can find it easily. There are file naming conventions or guidelines you should follow.

Naming Files and Folders

• Use dates: If you have files or folders related to specific dates, include the date in the name, like "Sci_Project_09_14_2023."

• Avoid special characters: Don't use characters like !, @, #, $, %, &,* or spaces in your file and folder names. Instead, separate words using hyphens (-) or underscores (_).

Naming Files and Folders

Click the arrows to maximize the game

Test Your Knowledge

If any time remains, continue to organize your files!

Congratulations! You have completed Computer File Management!