SLG 5.0 - File Organization and File Management.pdf

Subject Code CS 1 Computer Science 1 Module Code 5 File Organization and File Management Lesson Code 5.1 Console-based vs. GUI Time Frame 60 minutes Components Tasks TA...

Subject Code CS 1 Computer Science 1 Module Code 5 File Organization and File Management Lesson Code 5.1 Console-based vs. GUI Time Frame 60 minutes Components Tasks TA ATA (min)1 (min)2 Target By the end of this learning guide module, the students should be 2 able to: 1. demonstrate skill on file management Hook Suppose you have a folder with contents like the one in the 3 figure below. If ever you wanted to find any particular file how fast will you be able to retrieve it? If you do not follow a logical naming convention for your file, how quick will you be able locate it when you will need it? Organizing files effectively and efficiently helps to work productively with a computer. It saves time and effort in locating resources especially when you need it the most. Ignite The computer system contains multiple files. These files include 30 your playlist of music, photos or videos. In the Windows operating system, these files are organized in a hierarchical structure as shown in the figure below: Figure 1 Hierarchical tree of the Windows operating system 1 TA – time allocation suggested by the teacher 2 ATA – actual time allocation spent by the student (for information purposes only) CS 1 Page 1 | 9 The top-most is called the root directory or the drive containing the most important files in Windows. The files are stored in folders or sub-folders. Folders are used to organize a computer’s files so that it can be found easier. Most operating systems provide a tool to manage files. In Windows, this is called File Explorer. Figure 2 File Explorer Table 1 describes each part in the File Explorer window. Table 1 The parts of the File Explorer window Part Description Quick Access Toolbar A customizable toolbar that provides one-click access to commands like the properties of a file or folder, create a new folder or delete a folder. Address bar A navigational element, appearing at the top of a window, that displays, and allows users to change, their current location. Title bar Displays the location. It also contains the quick access toolbar, minimum, maximize and close button. Minimize button Minimizes the window Maximize/Restore down Enlarges the window or button return to the size before it was maximized. Close button Closes the window Right pane Displays the files and folders in the selected location Ribbon Contains commands and controls for managing files. You can expand it to see the different tools. Navigation pane List the commonly used directory and folders. CS 1 Page 2 | 9  Status bar Displays information on the selected drive or about each item on the window. ©2020 Philippine Science High School Managing files properly would help you save time in locating or accessing it for current or future needs. This involves grouping together related items by creating a folder or separating files into subfolders depending on the purpose. For example, Figure 1 shows the organization of files in Windows. There are folder section and devices and drive section. In the figure, there are four storage devices – Local Disc (C:), Local Disc (D:), DVD RW Drive (E:), and USB Drive (F:). Each device can hold any number or files or folders. For example, the Documents folder may contain e-books, learning materials or lecture notes for different subjects. These files could be organized by having its own corresponding folders for each subject and each folder may contain sub-folders for each type of files. In some cases, these files have to be renamed so that its content will be recognized easily, will be replicated or transferred between folders and removed if not needed anymore. Managing files could be done through the command line interface (CLI) or by interacting with a Graphical User Interface (GUI). Using the CLI requires the user to enter commands using the command prompt (Figure 3) while the GUI is by point and click or right clicking your mouse. Figure 3 Command Prompt The next section will demonstrate the basic tasks of managing files such as creating folders, renaming files, copying and moving files and folders, searching for files, deleting files and folders and restoring files. To start, open first the applications that will be used – Command Prompt and File Explorer. Table 2 shows how this is done. CS 1 Page 3 | 9  Table 2 Opening the Command Prompt and File Explorer Command Prompt File Explorer 3 1. Press Windows key + R 1. Press Windows key + E4 2. Type cmd and press the Enter key ©2020 Philippine Science High School Locate the location where to create the folder. In this example, we are going to create in the Documents folder as shown in Table 3. Table 3 Navigating to the Documents Folder Command Prompt File Explorer 1. Type cd Documents 1. Select the Documents folder ©2020 Philippine Science High School Creating a Folder Table 4 Creating a Folder Command Prompt File Explorer 1. Type mkdir CS1_cmd5 1. In the Quick Access - There is a space after the Toolbar, select the New command mkdir Folder button or - To see if the folder was In the Home Tab select successfully created, type the the New Folder button or command dir Right click in any blank area in the right pane, point to the New on the shortcut menu, and then click Folder or Use the shortcut key Ctrl + Shift + N A new folder icon appears with the “New Folder” text selected so you can type to replace the text and give the folder a new name. 2. For the name of the folder, type CS1_gui. ©2020 Philippine Science High School Tips In assigning name to a folder, keep it short but meaningful. Take into consideration that the name would describes the content. 3 Due to varied version of Windows OS, this approach is used 4 Due to varied version of Windows OS and possible different icons present in the task bar, this approach is used. 5 The naming convention is used only to avoid confusion from the folder created using the command prompt and from the folder created using GUI CS 1 Page 4 | 9  A folder name can have up to 255 characters. Any character is allowed except for / \ : * ? “ < > and |. Table 5 Renaming a File Command Prompt File Explorer The command to use to 1. Select the file you want to rename the file is: rename. rename path 2. Right click the selected file new_File_name 3. Select the Rename option 4. Enter the new name for the Example, to rename the file file and press the Enter key. Doc1.docx to Notes.docx inside the CS1 folder, or 1. Select the file you want to rename CS1\Doc1.docx rename. Notes.docx 2. Click on the name of the selected file. where CS1\Doc1.docx is the 3. Enter the new name for the file path of the Doc1.docx. file and press the Enter key. The file path is the location of the file. Notes.docx is the or new name that is to replace 1. Select the file you want to the Doc1.docx. rename. 2. Press F2 key on the The file name can also be keyboard. renamed when the current 3. Enter the new name for the directory is the CS1 folder. file and press the Enter key. 1. Navigate first to the CS1 folder, type the command cd CS1 then hit the Enter key 2. Type the command: rename Doc1.docx Notes.docx ©2020 Philippine Science High School Copying and Moving Files and Folders Copying creates a duplicate of the file and store it to the new specified location but keeps a copy of the file in the original location. Moving file or files transfers the files to a new location but deleting the original copy in the original location. Table 6 Copying a File Command Prompt File Explorer Example, copy the file 1. Select the file(s) you want Notes.docx from the CS1 to copy. folder to the ForPrint folder. 2. Right click on the selected file or one of the selected Type the command: files (if multiple). copy CS1\Notes.docx 3. Select Copy. ForPrint\Notes.docx 4. Navigate to the folder where you want to place the copied file. CS 1 Page 5 | 9  The CS1\Notes.docx is the 5. Right click on the folder source location of the file that and select Paste. is being copied and the Notes.docx is the duplicate or version. 1. Select the file(s) you want To copy a file within the to copy. same directory, type the 2. In a different File Explorer command: window, navigate to the copy Notes.docx folder where you want to Notescopy.docx place the copied file(s). 3. While pressing the Ctrl Gotcha key on the keyboard, drag the Make sure that the files from the destination destination folder already folder. existed or have been 4. Drop the files once they created beforehand. are over the destination Copying files to a different folder. location does not require or setting a new file name. Copying files within the 1. Select the file(s) you want same location requires to to copy. set a new or different file 2. Press Ctrl + C on the name for the copied file. keyboard. 3. Navigate to the folder where you want to place the copied files. 4. Press Ctrl+V on the keyboard to paste the files. ©2020 Philippine Science High School Table 7 Moving a File Command Prompt File Explorer Suppose we want to transfer 1. Select the file(s) you want the Notes.docx in the CS1 to copy. folder to the Handouts 2. Right click on the file or folder. one of the files (if multiple). 3. Select the Cut option. Type the command: 4. Navigate to the folder move CS1\Notes.docx where you want to place the Handouts\ copied file(s). 5. Right click on the file and select the Paste option. or 1. Select the file(s) you want to copy. 2. In a different File Explorer window, navigate to the folder where you want to place the copied files. 3. While pressing the Shift key on the keyboard, drag the CS 1 Page 6 | 9  files from the source folder to the destination folder. 4. Drop the files once they are over the destination folder. or 1. Select the file you want to copy. 2. Press Ctrl+X on the keyboard. 3. Navigate to the folder where you want to place the copied files. 4. Press Ctrl+V on the keyboard to paste the files. ©2020 Philippine Science High School Deleting files and folders Managing files involves removing unnecessary files that will not be needed anymore. Deleting a folder will also delete all the contents inside it. Table 8 demonstrates how this is done. Table 8 Deleting file(s) Command Prompt File Explorer To delete a folder 1. Select the file(s) to be command: deleted. rm folder_name 2. Right click on the file or rmdir folder_name one of the files (if multiple). 3. Select the Delete option. where folder_name is the 4. Click on the Yes button to folder to be deleted delete the file(s). Example, to delete the folder or named TemporaryFiles, 1. Select the file(s) to be deleted. rm TemporaryFiles or 2. Press Delete on the rmdir Temporary Files keyboard. 3. Click on the Yes button to delete the file(s). To delete file(s): del filename When a file is deleted in Windows, these files are where filename is the file to transferred to the Recycle be deleted Bin. A recycle bin is like a temporary storage for deleted Example, to remove the file files. The files inside the bin samplenotes.docx, can be recovered or be removed permanently. del samplenotes.docx To delete a file Note: permanently, CS 1 Page 7 | 9  The del command deletes the 1. Go to the computer’s file permanently from the desktop or press Windows computer. key + D. 2. Right click on the Recycle bin icon and select Empty Recycle Bin option. 3. Click on the Yes button to delete files. or 1. Select the file(s) to be deleted. 2. Hold Shift and press Delete on the keyboard. 3. Click on the Yes button to delete the file(s). ©2020 Philippine Science High School Navigate Activity 1: 20 Describe or create a diagram that will discuss or show how the files on Figure 4 will be organized. Figure 4 CS1 Folder The contents of the CS1 folder in Figure 4 are the following: Cybersecurity.pdf – a learning guide for the topic Hardware.docx – a notes for the topic my notes.docx – a notes about File management Netiquette.pdf – a learning guide for the topic img1.jpg – a background image pic1.jpg – a profile picture pg036-01.jpg – an image of a popular band forPrint folder – contains files for printing Pictures folder – for images files CS 1 Page 8 | 9  Activity 2: Refer to Figure 3 for the locations of the files. Write the commands to do the following: 1. Create a folder named Learning Guides 2. Rename my notes.docx to File Management.docx 3. Move all images to the Pictures folder. 4. Copy Cybersecurity.pdf file to the forPrint folder. 5. Delete pg036-01.jpg. Knot Summary: 5 Windows organize files in a computer in a hierarchy called a file system. Folders are used to organize files as well as store related files. Managing files in Windows can be done using the File Explorer or the command prompt. To organize files, group similar files together in a folder. Separate the files into subfolders depending on the purpose or subject matter of the file. The names of the folder and files should be reflective of their content and purpose. Files can be copied and moved from one folder to another and can also be renamed. To stay organized, delete unnecessary folders or files. If you accidentally deleted a file, you can still recover it from the Recycle Bin. References: using APA format (7th edition) 1. Albarico, J.M. (2013). THINK Framework. Based on Ramos, E.G. and N. Apolinario.(n.d.) Science LINKS. Quezon City: Rex Bookstore Inc 2. Morrison, C., Ruffolo L., Wells D. (2015). Computer Literacy BASICS: A Comprehensive Guide to IC35th edition. CT, USA: Cengage Learning. 3. Microsoft Language Portal. https://www.microsoft.com/en-us/language. 4. Command-Line Reference. https://docs.microsoft.com/en-us/previous-versions/windows/it- pro/windows-server-2012-R2-and-2012/cc754340(v=ws.11)?redirectedfrom=MSDN 5. THINK icons and blue car images by Clker-Free-Vector-Images from Pixabay 6. Drive, folder and file icons from freeicons.io Prepared by: Reviewed by: ANNE FATIMA T. PELAYRE GRACESON CUYASEN Special Science Teacher II SST III PSHS – ZRC PSHS- CARC CS 1 Page 9 | 9