1 / 22

File Management

Discover the importance of effective file management with our comprehensive overview. Learn how to identify, organize, and maintain your files in just three simple steps. This guide covers essential storage options, data backup strategies, and practical tips for keeping your files organized. Familiarize yourself with key commands and tools that will help you manage your files more efficiently. By the end of this resource, you'll be equipped to apply effective file management techniques, ensuring quick access, easier data sharing, and protection against data loss.

penny
Télécharger la présentation

File Management

An Image/Link below is provided (as is) to download presentation Download Policy: Content on the Website is provided to you AS IS for your information and personal use and may not be sold / licensed / shared on other websites without getting consent from its author. Content is provided to you AS IS for your information and personal use only. Download presentation by click this link. While downloading, if for some reason you are not able to download a presentation, the publisher may have deleted the file from their server. During download, if you can't get a presentation, the file might be deleted by the publisher.

E N D

Presentation Transcript

  1. File Management

  2. Overview • Importance of file management • 3-step approach • Storage options • Data back-up • Resources • Hands on practice • Conclusion

  3. Objectives • Understand importance of file management • Understand the 3-step approach • Be familiar with commands, tools, and resources • Apply file management techniques

  4. What is file management? The development and maintenance of an organized and meaningful file system.

  5. Why manage files? • Locate files quickly • Keep related documents together • Move groups of data easily • Facilitate file sharing • Backup important data quickly

  6. Identify Organize Maintain 3-Step Approach • Identify • Organize • Maintain

  7. Identify Organize Maintain Identifying Files and Folders • Names and extensions • Icons • Location

  8. Tips • Use meaningful, easily recognizable file and folder names • 2001-budget-proposal.xls • software-vendors.mdb • ABC-conf-May02.ppt • Special considerations • Dates • Underscores • Spaces • Be consistent

  9. Tips • Become familiar with file name extensions .doc or docx Word .xls or xlsx Excel .ppt or pptx PowerPoint .mdb or mdbx Access • Become familiar with icons • Use OS to find files and folders

  10. Identify Organize Maintain Organizing Files and Folders • Group files and folders • Name each group • Create and delete folders • Move files and folders

  11. Ways to Group Files and Folders • Project or Subject • Person or Department • Year • File type Staff Mtgs Evals 02 Budget

  12. Tips • Separate data from applications • Save new documents in proper location • Use OS tools to move files A place for everything and everything in its place!

  13. Tips • Compare hard drive to filing cabinet • Group files logically • Nest folders • Use inverted tree structure

  14. Tips • Mix and match grouping methods • Be consistent

  15. Identify Organize Maintain Maintaining Structure • Re-identify • Find and move floating files • Rename files and folders • Re-organize • Re-group files and folders • Sub-divide folders

  16. Identify Organize Maintain 3-Step Approach • Identify • Organize • Maintain

  17. Storage Options • Hard drive • Floppy disk • CD-ROM • USB (universal serial bus) • Department file server

  18. Backing up Creating a duplicate of your files and folders on another storage device to protect data from accidental loss.

  19. Tips • Back-up regularly and frequently • Back-up data, not applications • Save data files and folders in My Documents • Keep several iterations of back-ups • Label and date back-ups • Store back-ups off-site

  20. Problem Reporting • Be familiar with: • How files and folders are organized • Where files and folders are stored • Who uses your machine

  21. Summary • Importance of file management • 3-step approach • Practical tips • Storage options • Data back-up

  22. Let’s Get Started!!!

More Related