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File management - PowerPoint PPT Presentation

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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

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  • 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
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
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
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
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
  • 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
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
The hierarchical structure
  • As directories can hold other directories, the disks become split into a hierarchy of directories
  • Types of file:

- program

- user-created

- executable

- batch, etc.

  • Naming
file suffixes
.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
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
Windows Explorer

Folders tool to view computer and directory contents

displaying contents
Displaying contents

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

view options
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
  • 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
  • Important directories:
    • My Documents
    • Program Files
    • Windows
  • Main operations:
    • Creating
    • Moving
    • Deleting
my documents
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
creating a sub directory
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
moving a directory
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
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
directory added to treatment centre
Directory added to treatment centre

Data directory added here

deleting a directory
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
directories to avoid
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
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
  • Copying, moving and deleting files
  • Opening and saving files
copying moving and deleting files
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
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
SPSS Save As dialogue box

click here for full directory list

  • 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)
  • 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



Hierarchical directory structure


Creating, moving and deleting directories

Copying, cutting and pasting files

Saving files to a directory