File management l.jpg
This presentation is the property of its rightful owner.
Sponsored Links
1 / 47

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

Download Presentation

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.While downloading, if for some reason you are not able to download a presentation, the publisher may have deleted the file from their server.


- - - - - - - - - - - - - - - - - - - - - - - - - - E N D - - - - - - - - - - - - - - - - - - - - - - - - - -

Presentation Transcript


File management l.jpg

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

File management

Training session 2


Objectives l.jpg

Objectives

  • 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) …


Permanent storage l.jpg

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 …


Referencing disk drives l.jpg

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


Filing cabinet analogy l.jpg

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


Directories folders l.jpg

Directories/folders

  • 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


The root directory l.jpg

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:\


The hierarchical structure l.jpg

The hierarchical structure

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


Files l.jpg

Files

  • Types of file:

    - program

    - user-created

    - executable

    - batch, etc.

  • Naming


File suffixes l.jpg

.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


Windows explorer l.jpg

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


Windows explorer13 l.jpg

Windows Explorer

Folders tool to view computer and directory contents


Displaying contents l.jpg

Displaying contents

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


Collapsing an entry l.jpg

Collapsing an entry


Drive directory contents l.jpg

Drive/directory contents


View options l.jpg

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

Exercise

  • 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

Directories

  • 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


My documents22 l.jpg

My Documents


My documents23 l.jpg

My Documents


Creating a sub directory l.jpg

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


File new folder l.jpg

File/New/Folder


Enter a meaningful name l.jpg

Enter a meaningful name


Possible hierarchy of directories l.jpg

Possible hierarchy of directories


Moving a directory l.jpg

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


Cut and paste l.jpg

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


The quick menu copy l.jpg

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


Deleting a directory l.jpg

Deleting a directory

  • BEWARE!

    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


Directories to avoid l.jpg

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


Moving up the directory structure l.jpg

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


Exercise37 l.jpg

Exercise


Files38 l.jpg

Files

  • Copying, moving and deleting files

  • Opening and saving files


Copying moving and deleting files l.jpg

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


Open saving files l.jpg

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


Spss save as dialogue box l.jpg

SPSS Save As dialogue box

click here for full directory list


The wider directory structure l.jpg

The wider directory structure


The save as dialogue box l.jpg

The Save As dialogue box


Slide44 l.jpg

Find

  • 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

Find


Exercise46 l.jpg

Exercise

  • 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

Drives

Directories

Files

Hierarchical directory structure

Navigating

Creating, moving and deleting directories

Copying, cutting and pasting files

Saving files to a directory

Find

Summary


  • Login