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[Music]
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hi the Learners and welcome to module
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1.4 of your grade 10 curriculum we're
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looking at file
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management so let's see what we're going
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to be looking at today we're going to
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look at the file and Windows Explorer
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the need to organize we're looking at
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more about files um and then working
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with our files and
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folders this is not a long um module and
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a lot of it you can obviously exercise
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in your practical work as well so the
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first thing we're looking at is the fact
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that computer work is saved in files
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right now these electronic files need to
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be organized just as in a manual filing
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system so there's no difference when
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folks are having you know filing
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cabinets and archive sections and all
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this type of thing and they're sorting
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out their paperwork we can't just have a
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desktop full of files and folders there
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is a need for things to be organized and
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for this we have our file explorer now
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this is a file management program
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supplied with all Windows operating
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systems if I use the shortcut of Windows
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and the letter e um it will open up this
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Explorer window and you can see from
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there I have a number of things first of
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all I have my back and forth Arrow so I
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can move back and forward between
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certain items um I've got my address bar
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I have my search box and I have my
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toolbar and menu bar as well on the left
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I then have my navigation page and then
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last but by no means least I have my
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details paint so this is just showing
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you everything within your Windows
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Explorer everything that is there to
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help you find or navigate through
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whatever you need to okay so when we
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talk about navigating through folders um
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the common metaphor used when talking
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about how files are organized is a
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filing cabinet now the filing cabinet
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metaphor is used and is useful because
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it demonstrates that there are or there
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is a top level draw this would be the
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folder and the folder contains or holds
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files right the important thing to
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remember is that to get to a document in
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a folder you need to navigate through
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the filing cabinet by opening the draw
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so your hard drive on your computer is
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usually your C drive if we go back to
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this you can see over here there local
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dis C you can also see over here the
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person went to this PC and then projects
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and then this is everything that is
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inside of projects which is what they're
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talking about in terms of navigating
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through the folders we also have a
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structure to these folders and and when
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when it comes to organizing you you want
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to be able to create a hierarchical
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structure of folders for example if you
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have um you've got all your
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different uh subject content from
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whatever grade you are in you might say
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okay well this is my grade 10 folder
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then inside my grade 10 folder I've got
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files and folders stored in this folder
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for let's say English then this is for
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cat this might be for life science this
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might be for history um inside of
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English I've got maybe set work I've got
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poems you know Etc so this is you
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creating a a hierarchical structure to
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your folders the whole idea is so that
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you can navigate easily through all of
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this okay now there is like I'm saying
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to you again a need to organize and so
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you need to plan your basic folder
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structure um on paper or or you can even
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use Smart art in word and here's an
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example of that where your main folders
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are school and personal right because we
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are now in the my files and you've said
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okay well in my files I've got my school
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stuff I've got my personal stuff inside
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of school we've got
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subfolders and this is how we then go
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through it refining each level giving
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them and this is something we spoke
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about in one of the earlier modules
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meaningful folder and file name so that
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you know exact exctly that's cat which
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means all cat related files are going to
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be inside of this folder I'm not going
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to find music inside cat or find my cat
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stuff inside music no I need to make
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sure that I've got meaningful folder and
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file names and you want to keep the same
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folder structure if you can on all
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computers you use why so it's easier to
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find the things that you've created
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right now when it comes to naming your
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files we say we want to use meaningful
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names that's fine but we need to
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remember a few rules have a look at this
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a file name may contain any alha numeric
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character including the letters a to z
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and the numbers 0 to 9 no two documents
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in the same folder can have the same
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name why because it's going to create a
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conflict it's going to tell you that
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you've already got a file or folder by
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that name okay each folder must have a
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different name that's what we just said
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so you can use alpha numeric character
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you could use descriptive names you can
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use underscores instead of
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spaces use short names in other words
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less than 30 characters and be
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consistent however they do tell us here
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at the bottom that as we developing our
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own file naming system we need to avoid
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using the special characters in other
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words if you put these things into a
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file name it will not accept it okay so
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this is why for example we use an
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underscore instead of of a space because
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it won't accept
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that right um more about our files let's
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have a look each program stores the
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files it creates in its own way each
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file type is given a unique icon so here
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we can see our jpix our PowerPoint Excel
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word this is just your plain text so
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each one is given a unique icon when we
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look at at our files and if you right
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click on any of these file let's take
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invoice for example if I was to right
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click on this and go into properties
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this is what I would see and there you
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can see this is the name of the file
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that is the extension which tells me the
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program that's needed to open this file
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but I'm looking at the properties of
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this so here I can see things like the
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attributes these attributes allow you to
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protect your file so I can make this a
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readon file which means when when the
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person opens it they can only read it
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they can't do anything else to it I can
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hide it as
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well I can you see I've got different
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tabs on top your General Security
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details tells me more about the precise
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info of the file guys usually you are
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going to be using this when you want to
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change things like the author of the
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file Etc I can see the previous versions
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um I can change which program opens this
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particular file so at the moment it's
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Adobe Acrobat that if anything changes I
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can click on change and change that um
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I've got info regarding the location so
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this is the what we call the path of
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where the file is stored I can see here
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it's on the C drive in the program files
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folder in the free folder in the doc
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folder I can see the size of this as
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well of this particular file and I can
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see the date and time on which it was
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created modify
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and
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accessed okay lot of information there
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now this one is important a file name
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consists of three parts we have our name
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this is the name given by you the user
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and again we know it can consist of
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alpha numeric characters A to Z 0 to 9
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UM it can contain spaces but we tend to
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want to rather use underscores than
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spaces okay and then we have our DOT
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which separates the name from the
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extension now the extension will tell
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you which well it's really telling
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Windows which program Windows needs to
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use to open the
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file over here right whatever this name
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is this is automatically added by the
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program when you save the file so when I
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go into word type out a document and I
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save it as birthday list this extension
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will be attributed to it automatically
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the file
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extension remember this tells us what
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type of file it is and which program
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should be use to open it please never
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change the file extension of an existing
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file manually that is go in here and um
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let's go into the over here and then
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going to type in okay let us change this
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to do CX don't do that because chances
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are it is not going to work this is is
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what happens Windows can't open this
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file why because the extension isn't
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right so you can see they always use
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this app to open doxyz files right um it
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doesn't recognize that so to open this
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file you can see a suggested list of
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programs you can search the internet for
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a program you can change or set the
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default program now this is where you
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want to do this to make sure that
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Windows knows exactly which program is
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needed to open that particular file you
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can also Al right click on the file and
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use the open withth command that is only
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when you are having trouble opening a
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particular file and you get this sort of
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error now I spoke earlier about file
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paths now when we talk about file paths
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we're talking about the the specific
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path that is needed to get to that
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particular file in this case have a look
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at this I've got D drive documents
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invoices 2017 what does that file path
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look like it looks like that I start on
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the D drive and on the D drive I'm
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looking for the documents folder inside
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of the documents folder I'm looking for
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the invoices folder when I've opened
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that I'm looking for the 2017 folder and
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that will give me access to whichever
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file I am looking
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for now with this and with the
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extensions that we've mentioned there
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are common file types and common
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extensions that we have so you don't
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need to know like all of the this off by
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heart um but you do need to
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understand at least uh a few of them the
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main ones are usually your plain text
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and Rich Text Your
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compressed um file types your PDF your
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video audio and Graphics the office ones
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you'll get to know them as you do the
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work um but just know a few of these
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like the most popular year are jpig jpg
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uh but map and then your mp3 wave
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MP4 yeah those are usually the most
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common ones here again is another
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picture another table dealing with our
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file types and file extensions and there
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you can see they've even included the
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package name so we're dealing with
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images the type is graphics and these
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are the type of extensions videos movies
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there we go audio sound sound you know
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notepad web files all of this so um it's
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just giving you more examples of that
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here's even more okay here are examples
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of actual files and you can see the
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icons differ we can see the extension so
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I know that that's a picture I know that
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that's a video cuz it's showing me the
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in the icon as
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well um yeah
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Excel
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word all of that okay so please be able
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to identify file types and extensions um
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it is important now the main operations
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on files and folders are things like
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copying or moving please when I copy I'm
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creating a duplicate of the file or
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folder to put it somewhere else when I
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move I'm basically cutting right so I'm
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moving it from its current location
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somewhere else I can
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delete I can rename and I can sort my
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files as well so those are just some of
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the main operations of files and folders
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now when working with files I can also
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use what's known as the recycle bin so
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if you haven't worked with the recycle
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bin before this is what it does um when
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files are deleted from the hard drive
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they're automatically sent to the
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recycle
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bin this is basically the trash can of
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the PC you delete something it goes
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there now you can recover those files if
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it if you have not emptied the recycle
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bin but just watch out for that okay if
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you've yeah emptied the recycle bin then
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you are going to have a bit of a problem
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just also remember that files deleted
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from a network drive or from a flash
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drive are not sent to the recycle bin
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because there's no recycle bin on them
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so it just gets completely deleted okay
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so please bear that in mind there are
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ways to recover that data but it's just
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a lot more
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difficult you can also create a shortcut
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to any file now this is something that
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does get asked it was asked in the grade
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12 exams as well um and you need to just
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be able to
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identify uh what a shortcut looks like a
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shortcut will always have this little
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arrow on it and this shows that when you
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double click on this file it is actually
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pointing to where the original program
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is so it's a shortcut to get to that
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particular file folder or
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program and
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our shortcut keys these are things that
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we use to be able to work smarter um
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these are our common ones cut copy paste
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select
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all um there are a number of others as
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well
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it's beneficial for you to get used to
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these um so that you can indeed work a
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lot smarter we can also convert between
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file types so I can save the file in a
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format that can be read by other types
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of programs um here in word I've got my
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save as type so I've got my file name in
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place but maybe I want to save it as a
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document type that can work with older
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versions of Microsoft Word and I can use
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this one word
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97-2003 which it doesn't change the
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content but I'm saving the type of file
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as one that can work with an older
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version of Word
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okay then we have like I mentioned with
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the extensions we've got compressed
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folders this makes the size of the
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folder
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smaller okay it's essentially what we
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call zipping or compressing it doesn't
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change the content inside but it is
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useful for sending files by email since
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you only have to attach one file and it
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makes it smaller so it takes up less
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space once the person gets these um
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compressed folders they can double click
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on it and and it can unzip or uncompress
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and then go back to its original size
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okay so that's what is meant by
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compressing files and folders um file
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attributes we have already looked at
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it's just the properties of a file um
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and uh really are they are the
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attributes associated with a specific
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file like making it read only making it
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hidden
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Etc and guys that's it that's all that's
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really required of uh you for this
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module looking at the file structure
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file names file paths I would say the
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most important paths out of this module
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is really the file path the file name
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the properties and the
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extensions um types and extensions those
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are the main things that that really
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come out here but that is it for our
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module
