Introductory Visualizing Technology

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1 Introductory Visualizing Technology Seventh Edition Chapter 3 File Management

2 Learning Objectives 3.1 Create Folders to Organize Files 3.2 Explain the Importance of File Extensions 3.3 Explain the Importance of Backing Up Files 3.4 Demonstrate How to Compress Files 3.5 Use Advanced Search Options to Locate Files 3.6 Change the Default Program Associated with a File Type

3 Learning Objective 3.1 Create Folders to Organize Files

4 Create Folders to Organize Files

5 A Place for Everything Navigating Your Windows Computer File Explorer used to navigate your file system in a Windows system Search box Ribbon File list area Address bar Navigation pane

6 A Place for Everything Navigating Your Mac Computer Finder used to find and organize files, folders, and apps on a Mac Sidebar Toolbar View options Search field Contents area

7 A Place for Everything Navigating Your Computer Folder container used to organize files on your computer Library helps organize content by gathering files from different locations Documents Music Pictures Videos

8 Creating and Using Folders Folders create a unique organizational scheme Folders can be created in the Save As dialog box Folders can be created on flash drives and cloud storage A good folder scheme enables the quick retrieval of a file

9 Learning Objective 3.2 Explain the Importance of File Extensions

10 Explain the Importance of File Extensions

$extension and path to the file File names may include spaces and special characters Characters not usable in a file name are: \ /?$

11 File Names and Extensions File names contain two parts: name and extension File names can be up to 260 characters long this includes the extension and path to the file File names may include spaces and special characters Characters not usable in a file name are: \ /? : * > <

12 File Extensions and Default Program Association (1 of 3) Table 3.4 Common File Extensions and Default Program Associations Extension Type of File Default Program Association (Windows) Default Program Association (macos).docx Word document Microsoft Word Microsoft Word.rtf Rich text format document WordPad or Word TextEdit.pages Pages document BLANK Pages.xlsx Excel workbook Excel Excel.pptx PowerPoint presentation PowerPoint PowerPoint.bmp Bitmap image Paint Preview

13 File Extensions and Default Program Association (2 of 3) Table 3.4 Common File Extensions and Default Program Associations [continued].jpeg/.jpg.mp3.aac Extension Type of File Image file (Joint Photographic Experts Group) Audio file (Moving Picture Experts Group Audio Layer III) Audio file (Advanced Audio Coding) Default Program Association (Windows) Photos Windows Media Player itunes Default Program Association (macos) Preview itunes itunes.mov Video file (QuickTime) QuickTime QuickTime.wmv Video file (Windows Media Video) Windows Media Player Blank

14 File Extensions and Default Program Association (3 of 3) Table 3.4 Common File Extensions and Default Program Associations [continued] extension Type of File Default Program association (Windows) Default Program association (macos).pdf Portable document format Adobe Acrobat and Reader Preview

15 Windows File Properties Organize, sort, and find files more easily Automatically created, and include file type, size, and date Title and author can be added by the user To view properties: Right-click on the file and click Properties

16 OS X File Properties To view and modify properties in OS X: Open Finder Select the file Click Get Info

17 Learning Objective 3.3 Explain the Importance of Backing Up Files

18 Explain the Importance of Backing Up Files

19 Back Up Your Files Backup a copy of files stored in another location Backup storage options Internal hard drives External hard drives Optical drives Flash drives Networks Use backup utilities to make it easy Use online backup services for security

20 Windows Backup Utility File History The Windows backup utility is called File History File History is off by default Access File History through the System and Security Control Panel You will need an external drive or network location to store the backup

21 OS X Backup Utility Time Machine The OS X backup utility is called Time Machine Access Time Machine from Launchpad You will need an external drive or network location to store the backup

22 Back Up to the Cloud Cloud backup the use of Internet backup services Offer free personal storage of 1 or 2 GB Unlimited storage for a monthly or annual subscription

23 Cloud Storage (1 of 2) Microsoft OneDrive Save files directly from Microsoft Office apps Windows computers connect through OneDrive app

24 Cloud Storage (2 of 2) OS X and ios devices include icloud Can be set to automatically sync all of your personal files on all your devices to the cloud Access is through the icloud website

25 Learning Objective 3.4 Demonstrate How to Compress Files

26 Demonstrate How to Compress Files

27 File Compression (1 of 3) Process of making files smaller: Conserves disk space Makes files easier to transfer Types of file compression algorithms Lossy Lossless

28 File Compression (2 of 3) Windows uses ZIP format Popular file compression programs 7-ZIP WinRAR WinZip Stuffit

29 File Compression (3 of 3) Lossy vs. Lossless Lossy Contains more info than a human can detect Substantial amount of data is discarded Blank Lossless For files that contain text and numbers Takes advantage of redundant information Can be decompressed with no loss of data

30 Learning Objective 3.5 Use Advanced Search Options to Locate Files

31 Use Advanced Search Options to Locate Files

32 Use Windows to Search for Files Help and Support window Control Panel window File Explorer window Cortana Windows built-in personal assistant

33 Use Spotlight in OS X to Search for Files Search Options in OS X Search field in Finder Help Center built-in search Spotlight Accessed by clicking the magnifying glass Searches files and folders, contacts, and other objects Siri intelligent personal assistant app

Use Boolean Logic to Refine Searches Boolean Logic Created in 19th century George Boole created the system Boolean operators AND includes both

34 Use Boolean Logic to Refine Searches Boolean Logic Created in 19th century George Boole created the system Boolean operators AND includes both words OR includes either word NOT includes the first word and not the second Used to create search filters in Windows, most databases, and web searches

35 Learning Objective 3.6 Change the Default Program Associated with a File Type

36 Change the Default Program Associated with a File Type

37 Default Programs Default program application associated with a file through the file s extension Allows you to open, view, and edit the file in the program used to create it Some file types, such as MP3, can be opened by multiple applications

38 Setting Program Defaults

39 Questions

40 Copyright

Finder windows To open a new Finder window, click the Finder icon in the Dock, then select File > New Window.

Finder windows To open a new Finder window, click the Finder icon in the Dock, then select File > New Window. https://support.apple.com/en-us/ht201732 Mac Basics: The Finder organizes all of your files The Finder in OS X provides access to your files, folders, and drives, and helps you to keep them organized.