Unit 1

ORGANIZATION OF FILES

1.1 Unit Overview

1.2 File Management

Understanding File Management in Computers

• Traditional file systems were used for managing sensitive data before automation.
• Modern file management involves understanding how computers store information.
• Files are the common storage unit in computers, containing programs and data.
• Information is stored in organized folders and on disks, not in large drawers.
• Hard disk drives (HDDs) are used to permanently store data.
• Folders hold one or more files and can contain other folders.
• Files are usually organized into directories for easy access.
• File management helps control access by multiple users and ensures easy location of
information.

1.3 Storage Drives

Understanding Computer Drives

• Computer drives are hardware used for reading and storing computer information.
• Microsoft Windows detects detected drives by opening file explorer, This PC icon, or
pressing Windows key + E.
• Files saved on a computer are stored on the hard disk.
• Cloud-based drives like OneDrive and Google Drive are also available.
• Each drive is assigned a letter to identify it, indicating the file's origin and location.

Drives and Drive Letters

Drive Letters and Device Letters
• Drives, also known as device letters, are single alphabetic characters assigned to a physical
computer drive or partition.
• For instance, a 3 1/2” floppy diskette drive has a drive letter of A:.
• Hard drives are always assigned to a C: drive letter, and CD-ROM or other disc drives have
a last drive letter (e.g., E :).
After doing the above activity, you will see the following in the folder list.

The SYSTEM (C:) is a hard drive located inside your computer, where all program software,
such as Microsoft Word and Excel, is installed.
STORAGE (D:) This is another hard drive in your computer into which you can save
data.
CD drive (E): CD Drive Overview
• Allows reading and listening to CD data disks.
• Requires a CD burner for data storage.
• Derive letters and drive names may vary based on computer disk partition.

Removable Disk (F :)
USB Drive Recognition and Assignment
• Recognizes plugged-in device.
• Automatically assigns unique letter to plugged-in drive.
• Typically assigns next available letter not used by another drive.
1.4 File Name Extension

• Identifies file types on computer.

• Three- or four-letter identifier found at end of file name.
• Provides information about file characteristics and usage.

 Examples of file extensions are:

• Image Uses.jpg or.jpeg (image.jpg).

• Word documents use.docx or.doc for older versions (CoverLetter.docx).
• Audio files use.mp3 (song.mp3).
• Excel spreadsheets use.xlsx or.xls for older versions (budget.xls).

File Extensions in Operating Systems

• File extensions identify associated applications with a file type.
• The operating system opens the file when double-clicked.
• Example: "awesome_picture.jpg" has "jpg" extension.
• Operating systems manage and operate computing devices.
• Eliminates need for coding language for device interaction.
Examples of operating system Windows, Unix, Linux, DOS and Android

Filename Extension and OS Types

• Filename extension and length vary based on OS type.
• Unix, Linux, and Windows require file extensions.
• Disk Operating System (DOS) limits file extension length.
• Filename extension indicates encoding, convention, or file format of file.
1.5 File Directory Structure
• The directory structure is a hierarchical tree structure used to display system and file types.
• The root directory is the top folder in the structure, containing all other files in the drive.
• A subdirectory is a directory contained within another directory.
• The relationship between the directory and the subdirectory is often described using parent
and child terms.
• A folder is a virtual location for programs, files, and other folders, arranged by storing
related files in the same directory.
• Sub-folders or sub-directories hold files or other folders on the computer.

Simple directory structure

1.5.1 Directory Path or File Path

• Paths are lists starting with a drive letter indicating which folders to open.
• In a directory tree, filenames are specified to minimize unique name difficulty.
• Files can be located by following a path from root or master directory to various branches.
• The file pathname is the series of directory names, culminating in the file name itself.
Types of Directory Paths
• Absolute pathname:
• Relative pathname:

a. Absolute Pathname

• Represents complete name of a directory or file from /(root) directory downward.

• Uses slash (/) to delimit names in sequence.
• The name of the master directory is implicit as all paths start at that directory.
• Acceptable to have several files with the same file name as long as they have unique
pathnames.

b. Relative Pathname

• Path names aid in file selection but require user spelled out.
• Working directory or current directory is often referred to as the current directory.
• Files are referenced relative to the current directory.
• Relative pathnames specify file names in the current directory or above or below the current
directory level.

1.6 File Conversion

File Conversion Overview

• Process of converting one file format to another.
• Suitable for dealing with files not compatible with different programs.
• Example: Converting a Microsoft Word file to PDF.
• Various file formats for word processing, graphics, and spreadsheets.
• Files can be imported or converted using a conversion program.

File Converter

• Software for converting documents from one file type to another.

• User-friendly process: upload original document, select desired file type, convert.
• Common software: FoxitPDFEditor, PDF to Word Converter, PDF Convert Free,
EliteCloudConvert, PDFShiftPDF, CandySelectPdf.
1.7 File Importing and Exporting
File Import Overview
• Process of moving data from one program to another.
• Involves bringing information from a file into a program.
• Example: Importing a CSV file from the internet into an Excel spreadsheet.
• CSV file is a delimited text file with comma-separated values.

File Export Overview

• Process of moving information from a program into a file.

• Example: Exporting a Microsoft Excel spreadsheet to a CSV file.
• Exporting data in recognized format is done by opening the file menu in the program.
• Commonly used formats include txt, BMP, jpg, gif.
• OneNote application exports notes as.doc files, commonly used by Microsoft Word and
other word processors.

1.8 Saving and Opening Files

• File format can be changed in most programs by clicking on the File Menu, selecting Save
As, and selecting the file.
• The Save as type list in the bottom of the window allows you to choose the desired file
type.
• It's important to ensure that the original file's features are transferred correctly when saving
in another file format.
• In Windows, a file opens in the default application for that type of file.
• In Microsoft Word, you can open documents in different formats by specifying a file
format or choosing the All-Files option.

1.9 File Backup and Recovery

• Process of creating and storing data copies to protect against data loss.
• Backups are digital copies of important information like photos, health records,
assignments, and credentials.
• Backups can be saved to external storage devices or the cloud.
• Backups are stored separately from primary data to prevent hardware or software failure.
• Backups are a precautionary measure for data accessibility in case of loss, theft, or damage.

1.9.2 File Recovery

• Copying backed-up data from secondary location.
• Restoring data to original or new device.
• Purpose: Create copy of data for recovery in case of primary data failure.
• Causes: Hardware/software failure, data corruption, human-caused events like
virus/malware attacks or accidental data deletion.
• Backup copies aid in recovery from unplanned events.
1.10 File Compression

File Compression Overview

• Reduces logical size of a file for faster transmission over networks or the internet.
• Also known as file zipping.
• Enables creation of versions of files with the same data at smaller sizes.
• Zipped files occupy less storage space and can be transferred faster.
• Works similarly to uncompressed files and folders in Windows.
• Allows easy sharing of a group of files by combining several files into a single zipped
folder.
File/Folder Compression Tools Overview
• WinRAR, WinZip, 7zip are popular tools.
• Steps to unzip compressed files include:

1.11 Deleting a File

• Deleting a file from a computer's file system.
• The Recycle Bin temporarily stores deleted files or folders in all Windows versions.
• To delete a file, select Delete or hit the Delete key.
• Deletes a folder also delete its contents.
• A dialog prompt may ask to move the file to the recycling bin.
• Recycle Bin icon is on the desktop in Windows.

The reason to Delete Files/Folders:

• Free disk space.
• Remove duplicate or unnecessary data.
• Make sensitive information unavailable.

1.12 Restoring Deleted File

• Files deleted from hard drive are automatically moved to Recycle Bin.
• Data restoration involves copying backup data from secondary storage and returning it to
original or new location.
• Restoration aims to restore lost, stolen, or damaged data to original conditions or move to
new locations.