The Institute of Finance

Management
Faculty of Computing and
Mathematics

PROGRAMMS
BBF BAC BSP BAS BTX BIRM BEF
Module Name:
Business Computer Applications
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FILE AND FOLDER
MANAGEMENT

Lecture 9:
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Learning Outcome
1. The importance of keeping your files organized.
2. Develop file management strategies
3. The difference between a file and a folder.
4. The difference between “save” and “save as.”
5. How to create a folder
6. How to change file and folder names.
7. How to copy, cut and paste files and folders.
8. How to drag and drop files and folders.
9. The difference between cut and copy.
10.How to make changes to a file and save the
changes.
11.Work with compressed files
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File and Folder Handling
If your files are not organized, in a way
that makes sense to you, retrieving files
could end up being a difficult task indeed.

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 Organizing Files and Folders
 A file, or document, is a collection of data
that has a name and is stored in a
computer
 A folder stores a number of files.
 Disks contain folders that hold
documents, or files
 Hard disks
 USB drives
 Compact discs (CDs)
 Digital video discs (DVDs)
 Removable disks are inserted into a drive.
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New Perspectives on Microsoft Office PowerPoint 2007
File and Folder Organization
Windows stores files in a flexible hierarchy with three
basic levels
Level Definition Examples

Drive Physical place to  USB disk

store files  Hard drive

Folder Electronic place  Folder for files of an

to store files application program
Documents  Folder for all letters
related to a project

File Collection of  A letter

computer data  A picture
with a common
purpose
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 Storage Media
Hard drive
External hard drive
USB flash
CD/CDRW
DVD/DVD-RW

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 Why Is It Important to Manage Files
and Folders?
 Stop wasting time looking for saved files i.e. Can
find files more quickly (Keep related documents
together and Move groups of data easily).
 Helpful in keeping file storage space clean and
organized.
 Enables one to free-up space when more space
is needed.
 Facilitate file sharing easily.
 Backup important data quickly.
 Protects against getting a computer virus.

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Developing Strategies for Organizing
Files and Folders

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 Difference Between Folders and
Files
Knowing the difference between files and
folders is important for Windows users.
A file is a set of instructions or data that
has been given a name and stored in a
storage location on the computer.
In a similar fashion, folders are named
and stored on the computer. The storage
location can be the hard drive of the
computer, a USB flash drive, or even a CD.

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Difference Between Folders and Files
 Program files are software applications that help
you to complete tasks such as word processing
or crunching numbers in a spreadsheet.
 The files you create with the software
applications are data files. This might be a letter
to your family or a budget for your department.

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 Working with Folders
 Folders are electronic locations to store
groups of related files
 Create new folders at any time whenever
you need them
 Windows 2007 and above automatically
creates a Documents folder

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Creating Folders
 Many software programs give you the option
of creating a new folder when you save the
project on which you are working.
 Or, there are a couple of programs that come
with your computer that allow you to create,
move, rename and manipulate folders.

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File Naming Today
Today a file name can have up to 255
letters with a 3-4 character extension.
Spaces are allowed in file names.
There is a commonly used scheme found
in using file extensions.
Software programs often assign
commonly agreed upon letters as file
extensions.
File Names
• Field Report.docx

File Name File Extension

File Extensions
 In managing files, it is very, very helpful to
know common file extension
 By looking at the extension you can tell if
the file is a sound file, word processing file,
spreadsheet, movie, etc.
 The first test will have few questions
where you match a file extension with
the type of file it is.
Word Processing File Extensions
 .doc – Microsoft Word Document
 .docx – Microsoft Word Document (2007)
 .txt – a “plain text” file stripped of most formatting
 .dot – A Microsoft Word template (or dotx for Word
2007)
Power Point File Extension
 ppt – an editable PowerPoint presentation
 .pptx – an editable 2007 PowerPoint presentation
 .pps – a PowerPoint self running show (.ppsx for
2007)
 .pot – a PowerPoint template (predesigned master
slides for a presentation)
 .thmx – a PowerPoint theme (replaces .pot)
Video/Movie File Extensions
.avi –Audio Video Interleave
.wmv – Windows Media Video
.rm – Real Media
Sound Files
 .wav – a popular sound file format,
works well with PowerPoint
 .ra – real audio, a streaming audio file
format
 .Mp3 – audio format works only with
PowerPoint 2003
Image File Extensions
• .jpg (can also be jpeg) – typically a photograph,
an actual image (JPEG stands for Joint
Photographic Experts Group)
• .gif – an image that is often a drawing or clip
art instead of an actual picture (but it can be a
picture)
• Animated graphics on the web are gif files
• GIF stands for Graphical Interchange Format
• wmf – Windows Meta File, a vector based
image, typically drawings or clip art
• .psd – a file created in Photoshop
 Navigating to Your Data Files
The file path is a notation that indicates a file’s
location on your computer
F:\FM\Tutorial\Holiday.xls
 F: is the drive name
 FM is the top-level folder on drive F
 Tutorial is a subfolder in the FM folder
 Holiday.xls is the full filename with the file
extension (spreadsheet)

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New Perspectives on Microsoft Office PowerPoint 2007
 Navigating to Your Data Files

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New Perspectives on Microsoft Office PowerPoint 2007
 Working with Folders and Files
• Right-click a blank area in the folder window,
point to new, and then click folder.
• Type a name for the folder, and then press the
enter key.

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New Perspectives on Microsoft Office PowerPoint 2007
 Working with Folders and Files
Moving and Copying Files and Folders
 Moving a file removes it from its current
location and places it in a new location you
specify
 Copying places the file in both locations

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New Perspectives on Microsoft Office PowerPoint 2007
 Working with Folders and Files
Naming and Renaming Files
• File names provide important information about
the file, including its contents and purpose
• Main part of the filename
• Dot
• File extension
• A filename extension identifies file type and
indicates program in which file was created
Deleting Files and Folders
• Recycle Bin is an area on your hard disk that holds deleted
files until you remove them permanently
• You may DELETE file and folder permanently by pressing
SHIFT+DELETE keys
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New Perspectives on Microsoft Office PowerPoint 2007
Naming Files and Folders
• Use meaningful, easily • Special considerations
recognizable file and folder • Dates
names • Underscores
• 2015-budget.xlsx • Spaces
• Field Report.docx
• Be consistent
• Assignment.pptx

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Renaming Files and Folders
 Rename a file or folder after
you have created it.
 A right-click on any filename
displays the Rename
command.
 You can also rename a file
by clicking the name once,
waiting about one second,
and clicking again to select
the name. You can then type
a new name.

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Organizing Files and Folders
Group files and folders
Name each group
Create and delete folders
Move files and folders

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Ways to Group Files and Folders
Project or Subject
Person or Department
Year
File type Joint Hiring

Meetings
2020-2021
Budget

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 Selecting Files
• Use (Ctrl) and (Shift) to move and copy
multiple files
Use (Shift) to select
adjacent files

Use (Ctrl) to select

non-adjacent files

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 Moving and Copying Files
• Copy and Paste method to copy files
• Cut and Paste method to move files

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Folder and Files Backing up
Creating a duplicate of your files and folders on
another storage device to protect data from
accidental loss.

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Folder and Files Backup Tips
 Back-up regularly and frequently
 Back-up data, not applications
 Test back-ups by restoring
◦ Test to make sure you backups are working
 Automate back-ups if possible
◦ So you don’t have to remember
 Keep several iterations of back-ups
◦ Don’t put all your eggs in one basket
 Label and date back-ups
◦ File management!
 Store back-ups off-site
◦ Never store backups with original files in case of
fire, flood, etc.
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File Save and Save As Option
 When you are working on a document or a file, it is a
good idea to save your work every couple of minutes.
 In the File menu of the program, you will find the
options "Save" and "Save As..."
 Choosing "Save" simply saves your work by updating
the last saved version of the file to match the current
version you see on your screen.
 Choosing "Save As..." brings up a prompt to save
your work as a file with a different name.
 For example, you might choose to save a document
called "Paper - rev3" as "Paper - rev4". This way, you
can save you file at different stages and keep multiple
versions on your hard drive.
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 Working with Compressed Files
 Files stored in a compressed (zipped) folder take up less
disk space
 Allows you to transfer files more quickly
 Extracting a file creates an uncompressed copy of the
file in a folder you specify, while the original file
remains in the compressed folder
 Popular commercial file compression program also
available for download on trial copy for free are:
• WinZip
• Winrar

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New Perspectives on Microsoft Office PowerPoint 2007
File Compression (Zipping)
Files can be compressed.
This is very convenient, especially for Web
users, because it lets you reduce the overall
size of a file so it can be transmitted faster
over slower Internet connections, or take
up less space on a disk. Once you download
the file, your computer uses a program
(such as WinZip) to expand the file back to
its original size.
Not all files are friendly!!
Some files may contain bad stuff for
your computer!!
 Viruses
 E-mail viruses
 Trojan horses
 Worms
Viruses
A virus is a small piece of software that
piggybacks (associates) on real
programs.
It can do severe damage to your
computer or files or slow you machine
way down.
E-mail Viruses
 An e-mail virus travels as an attachment to e-
mail messages, and usually replicates itself by
automatically mailing itself to dozens of people
in the victim's e-mail address book.
 So even if you get e-mail with an attachment
from someone you know, it could be a virus
that is actually e-mailing you. Avoid opening
any attached files that end in .exe, .com, .vbs,
.bat, .lnk, .scr.
 It is generally ok to open data files such as .doc,
.ppt or .xls.
Trojan horses
 A Trojan horse is simply
a computer program.
 The program claims to
do one thing (it may
claim to be a game) but
instead does damage
when you run it (it may
erase your hard disk).
 Trojan horses have no
way to replicate
automatically.
Computer Worms
 A worm is a small piece of
software that uses computer
networks and security holes to
replicate itself.
 A copy of the worm scans the
network for another machine that
has a specific security hole.
 It copies itself to the new machine
using the security hole, and then
starts replicating from there, as
well.
Malicious Attacks: Prevention
Firewalls
Email Virus Scanners
Use caution when downloading files
Filtering Spam
Avoid Pop Ups
Use Trusted Websites
Add-ons for Web Browsers
Practice Safe Computing
 Malicious Attacks: Impacts Sign to
Computing Devices
1. Explain 5 points, what happens if your
computer is infected by malware
2. Explain 10 ways that will give you warning
signs that your computer is malware
infected (explain 10 symptoms of malware )
3. Explain 10 techniques that you would take to
deal with computer viruses and malware
programs .

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Any Question

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