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File Management Techniques

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Questions and Answers

What is one method to open a file using a different program without double-clicking it?

Right-click the filename and use 'Open with...' (correct)

Drag the file into a different computer

Right-click the file and select 'Open as...'

Open the application and select 'File' then 'Import'

Why is it advised to save files in a planned hierarchical folder structure?

To help organize and prevent clutter in the working folder (correct)

To allow easier retrieval of deleted files

To improve network security by limiting file access

To ensure files are accessible only to the network manager

When managing old file versions, what is the recommended practice?

Archive all versions and never delete any

Delete all versions older than a month

Keep all old versions indefinitely

Keep the last 20 versions and every fifth file from the beginning (correct)

What action should you take when your folder becomes full?

Keep the last 20 versions and related older files, then archive the rest Signup and view all the answers

What is the first step in creating a new folder structure for a chapter's work?

Create a new folder named 'Chapter 11' Signup and view all the answers

What is a potential consequence of disabling certain opening methods by network managers?

Reduced flexibility in how files can be accessed Signup and view all the answers

Which file name format is suggested for tracking versions of a document?

Ch_11_version 3.0.docx Signup and view all the answers

What should you do to organize files associated with different sections of a project?

Create separate folders for answers, source files, and worked files Signup and view all the answers

Study Notes

Opening Files

Double-clicking a file icon typically opens it in the default application.
Other programs can open files if desired.
Methods include opening the application, selecting the File tab, and selecting "Open."
Files can also be dragged into an open application.
Right-clicking a file and selecting "Open with..." allows choosing a program to open it.
Network managers may disable some methods for security.

Saving Files in a Planned Structure

Files should always be saved using a planned folder structure.
An example uses folders like "Chapter 11 Answers," "Chapter 11 Source Files," and "Chapter 11 Worked."
"Old versions" folders are used to store multiple file versions.
File names are often include version numbers (version control).
Keeping only the last 20 versions and every fifth file (e.g., 5, 10) can help manage many file versions.

Task 11a Instructions

Create a new folder named "Chapter 11."
Create subfolders "Source Files" and "Worked."
Open the image "remora.jpg" in a graphics program.
Save "remora.jpg" in the "Source Files" folder.

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Description

This quiz covers essential techniques for opening and saving files effectively. It emphasizes the importance of a structured folder system and proper version control. Test your knowledge on file management practices and improve your organizational skills.