File management
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File management - PowerPoint PPT Presentation

GAP Toolkit 5 Training in basic drug abuse data management and analysis File management Training session 2 Objectives To review the physical storage of information on a computer To review the referencing of storage mediums

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File management l.jpg

GAP Toolkit 5Training in basic drug abuse data management and analysis

File management

Training session 2

Objectives l.jpg


  • To review the physical storage of information on a computer

  • To review the referencing of storage mediums

  • To describe the software partition of the storage space into directories

  • To establish a taxonomy of files

  • To review the file-management facilities in Windows

Computer storage l.jpg

Computer storage

  • A binary system with information stored as on or off

  • A bit

  • A byte

  • A kilobyte (KB)

  • A megabyte (MB)

  • A gigabyte (GB) …

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Permanent storage

  • Disks – physical storage:

    • Hard disks

    • Floppy disks; CDs; Zip disks …

  • Disk Drives – input/output devices to the disks:

    • Hard drive

    • Floppy disk drive; Zip drive; CD drive or CD read/writer …

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Referencing disk drives

  • Disk drives are referenced by using a letter followed by a colon:

    • A: the floppy disk drive

    • C: the hard disk drive

  • Depending on the configuration of the computer:D: or E: a CD drive or Zip drive

  • F: or greater a network drive

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Filing cabinet analogy

  • Think of the storage space on the computer as a filing cabinet

  • Disks can be thought of as drawers in a filing cabinet

  • At present, we have a cabinet in which we could start throwing files into the various drawers, but there would soon be a muddle of program and data files, with no order or plan

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  • Directories or folders are the key to creating order on a disk

  • Directories can contain files and/or other directories

  • Analogous to folders in the filing cabinet drawers

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The root directory

  • A root (or original) directory is automatically created for each disk

  • The root is the start of the directory structure

  • It is referenced by a backward-leaning slash: \

  • For example, A:\ C:\ D:\

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The hierarchical structure

  • As directories can hold other directories, the disks become split into a hierarchy of directories

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  • Types of file:

    - program

    - user-created

    - executable

    - batch, etc.

  • Naming

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.doc= Word

.xls= Excel

.htm(l)= Internet

.pdf= Acrobat

.ppt= PowerPoint

.mdb= Access

.sav = SPSS data file

.sps = SPSS syntax file

.spo = SPSS output file

There are a number of other SPSS file types left over from previous versions such as .por, etc., but the above are the most important

File suffixes

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Windows Explorer

  • Used:

    • To navigate the file structure

    • To create, move and delete directories

    • To copy, cut and paste files

  • To Open:

    • Start/Programs/Windows Explorer

    • Windows key + E

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Windows Explorer

Folders tool to view computer and directory contents

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Displaying contents

Click here to collapse the view of C: drive/directory contents

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Collapsing an entry

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Drive/directory contents

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View options

  • Large icons – large folder icons

  • Small icons – small folder icons

  • List – list of files and directories, but no details

  • Details – the most useful option, contains directory and file details

  • Thumbnails – icons once again

Exercise l.jpg


  • Open Windows Explorer

  • Display the contents of the root directory of the C: drive in the right hand window

  • Display the contents of the directory My Documents (Documents and Settings if using NT or XP)

  • Try all five available views

Directories l.jpg


  • Important directories:

    • My Documents

    • Program Files

    • Windows

  • Main operations:

    • Creating

    • Moving

    • Deleting

Hierarchical directory structure l.jpg

Hierarchical directory structure

My documents l.jpg

My Documents

  • A directory created by default by the Windows software to contain user-created files

  • Save all files to the My Documents directory or a subset of that directory

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My Documents

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My Documents

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Creating a sub-directory

  • Select the location for the new directory

    • My Documents in this case; the new directory is a sub-directory of My Documents

  • File/New/Folder

  • Enter a name for the new directory

    • GAP in this case

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Enter a meaningful name l.jpg

Enter a meaningful name

Possible hierarchy of directories l.jpg

Possible hierarchy of directories

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Moving a directory

  • Click and Drag

  • Copy/Cut and Paste

    • Copy leaves the original directory in place; a copy of the directory and all the files and sub-directories it holds is created at the Paste location

    • Cut removes or deletes the original directory, moving the directory and all the files and sub-directories it holds to the Paste location

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Cut and Paste

  • Edit menu

    • Edit/Cut; Edit/Copy; Edit/Paste

  • Quick menu

    • Point at the object to be moved and click the right hand mouse button

  • Keyboard shortcuts

    • Ctrl + C = copy

    • Ctrl + X = cut

    • Ctrl + V = paste

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The quick menu — Copy

The quick menu paste l.jpg

The quick menu — Paste

Directory added to treatment centre l.jpg

Directory added to treatment centre

Data directory added here

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Deleting a directory


    Deleting a directory will delete all the files it contains and all the sub-directories it contains

  • Make the directory to be deleted current and press the Delete button on the keyboard

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Directories to avoid

  • Program Files

    • Contains the files that comprise software programmes

    • All software programmes should be loaded by default to sub-directories of Program Files

  • Windows

    • Contains the files that comprise the Windows operating system

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Moving up the directory structure

  • The toolbar contains an icon of a folder with an arrow imprinted on it; this is used to move up the directory structure

  • The top of the directory structure is the root; moving up the directory structure is equivalent to moving towards the root

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Files38 l.jpg


  • Copying, moving and deleting files

  • Opening and saving files

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Copying, moving and deleting files

  • Using Windows Explorer, the procedure is the same as for directories

  • Make the file current by pointing and clicking using the mouse

  • Cut, Copy and Paste, or Drag and Drop

  • Delete using the Delete key or the quick menu

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Open/saving files

  • Software packages require previously created files to be opened and newly created files to be saved for future use

  • File/Open

  • File/Save or File/Save As from within the software package

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SPSS Save As dialogue box

click here for full directory list

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The wider directory structure

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The Save As dialogue box

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  • Find is used to search for lost files

  • Find is accessed by either

    • Windows Key + F or

    • Start/Search/For Files or Folders (Windows 2000)

Slide45 l.jpg


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  • Create a word processing file called Test and save it to the GAP\Data directory

  • From Windows Explorer, copy Test into the directories GAP\Exercises and GAP\Notes

  • Use the Find facility to locate the file spsswin.exe

  • Copy the file spsswin.exe to the desktop

Summary l.jpg




Hierarchical directory structure


Creating, moving and deleting directories

Copying, cutting and pasting files

Saving files to a directory



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