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File Management

File Management. DO NOW… Log on to your computer. Go to webopedia.com Look up the following term: “File Management System”. TODAY’S AGENDA Learn about File Management “Save” vs. “Save As” are they the same thing?. What is File Management?.

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File Management

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  1. File Management DO NOW… • Log on to your computer. • Go to webopedia.com • Look up the following term: • “File Management System” TODAY’S AGENDA • Learn about File Management • “Save” vs. “Save As” are they the same thing?

  2. What is File Management? • The system that an operating system or program uses to organize and keep track of files.

  3. Important Terms • To manage your files most effectively, you need to become familiar with the following terms: • Hard Drives are like a file cabinet that provides storage for the folders that hold your programs, files, mail etc. • Drives contain folders/files (Drives are identified by letter of the alphabet.) • Folders contain folders/files • Files contain the stuff you type. • For example: Folders can contain files, programs and subfolders. These may be stored on the hard disk drive, your DVD/CD, a network drive, etc. By creating folders within folders, you build a folder pyramid. You might like to organize your folders according to the type of file each contains or their purpose(Meeting Minutes, Budget Info., and so on).

  4. To Create a New Folder Option 1 • Right-click in an empty space within the folder. • Choose New, Folder from the pop-up menu. • Name the folder and press Enter. Option 2 • Click Organize • Choose New Folder • Name the folder and press Enter Option 3 • Click File • Choose New, Folder • Name the folder and press Enter

  5. Save vs. Save As… the same thing???NO WAY!!! Well, to put it simply, Save will save the current file under the same name in the same location. What does it do??? • Saves the new changes over the original file you opened. • If a file is newly created then Save will open a window allowing you to name the file and choose a save location. • It's a simple save of the current information over the old, in the same place with the same name. On the other hand, Save As will always bring up the Save As window allowing you to change the file name and its save location. • Assuming you make a change to name or location, the original file will still be intact in its original location after the Save As.

  6. Time Saving Tips!!! • A file name should not have more than 64 characters. • When naming a file you can use letters of the alphabet, numbers, dashes or underscores. • IMPORTANT: Never use a period. The system uses them to separate a file name from the file type. • It is best to keep it short and simple. For example: GOOD: jan06-minutes.doc BAD: minutes from the meeting held in jan-06.doc

  7. Save, Save, Save!!!!! • Get into the practice of saving your work at regular intervals. If you save your work early and often it doesn’t matter if you mess up. How often is often? • When using a word processor, saving after each paragraph is not too frequently. • When using another program, such as a graphics editor or a spreadsheet, save after each major change you make. • It only takes a second to save a document, so if you turn it into a habit now, you’ll avoid headache later.

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