UNIT ONE
ORGANIZATION OF FILES
1.1. File Management
A file is the common storage unit in a computer, and all programs and data are “written” into and
“read” from the file. Computers store information in files that are also organized and grouped in
folders and stored on disks, not in big drawers. Computers rely on hard disk drives (HDDs) to
store data permanently. They are storage devices used to save and retrieve digital information
that will be required for future reference.
A disk drive is a technology that enables the reading, writing, deleting and modifying of data on
a computer storage disk. It is either a built-in or external component of a disk that manages the
disk’s input/output (I/O) operations. The most common type of disk drive is a hard disk drive
(HDD), and the terms disk drive and hard disk drive are typically used interchangeably. Other
types of hard disc include optical drives, storage devices and floppy drives.
A folder holds one or more files, and it can be empty until it is filled. A folder can also contain
other folders, and there can be many levels of folders within folders. Files are normally
organized into directories in schools and other organizations to easily locate and use them. When
multiple users have access to files, it may be desirable to control by whom and in what ways the
files may be accessed. Therefore, file management is the process of organizing and keeping track
of files and folders, helping you stay organized, so information is easily located.
KEY CONCEPTS
File management is the process and act of creating an organized structure in which you store
information for easy retrieval.
Folder (directory) is a virtual storage space used to store and organize computer files.
A disk drive is a technology that enables the reading, writing, deleting and modifying of data on
a computer storage disk.
1.2. Storage Drives
A computer drive is a piece of hardware that is used to read and store information on the
computer and that is usually not as easily removed as a disk. For example, in Microsoft
windows, users can identify the drives windows has detected by opening file explorer (right-
clicking on windows icon on the taskbar), opening This PC icon on the desktop, or pressing the
windows key + E.
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Whenever someone saves his/her file on the computer, it simply means that the file is stored on
the hard disk. Currently, there are other ways of saving files using cloud-based drives. OneDrive
and Google drive are examples of cloud-based drives on which files are stored. You should
consider the following important points about drives.
Each drive is assigned a letter to identify it.
The letter identifies the root of the file where it is originated from (this means, the
location where the file was saved in).
Drives and Drive Letters
A drive is alternatively referred to as a device letter. A drive letter is a single alphabetic character
A through Z that is assigned to a physical computer drive or drive partition. For example, a
computer with a 3 1/2” floppy diskette drive has a drive letter of A: assigned to the drive.
Computers containing a hard drive always have that default hard drive assigned to C: drive letter,
and CD-ROM or another disc drive, which is the last drive letter (For example E:). Figure 1.3
shows devices and drives.
Note:
A cloud drive is a web-based service that provides storage space on a remote server. Cloud
drives, which are accessed over the Internet with client-side software, are useful for backing up
files. Figure 1.4 shows cloud drive icon.
Some people may be confused with “drive” and “driver”. These are separate terms. If you are
looking for help with installing or updating the software related to hardware, driver is a group of
files that enable one or more hardware devices to communicate with the computer’s operating
system. Without drivers, the computer could not send and receive data correctly to hardware
devices such as a printer.
Figure 1.1 Devices and drives
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Figure 1.2 Cloud drive icon
KEY CONCEPTS
A computer drive is a piece of hardware that is used to read and store information on the
computer and it is usually not easily removed as a disk.
One Drive and Google drive are cloud-based drives on which files are stored.
1.3. File Name Extension
A computer has many different types of files on it, and each one has its own file extension. A file
extension is a three- or four-letter identifier found at the end of a file name being followed by a
period. The extension tells you about the characteristics of a file and its use. Examples of file
extensions are:
An image uses the .jpg or .jpeg extension (for example, image.jpg).
A Word document uses the .docx extension, or .doc for older versions (for example,
CoverLetter.docx).
An audio file uses the .mp3 extension (for example, song.mp3).
An Excel spreadsheet uses the .xlsx extension, or .xls for older versions (for example,
budget.xls).
File extensions are used by an operating system to identify what applications are associated with
a particular file type. In other words, a file extension specifies an application that opens the file
when you double-click on it. For example, a file named “awesome_picture.jpg” has the “jpg” file
extension. When you open that file in Windows, for example, the operating system looks for
whatever application is associated with JPG files, opens that application, and loads the file.
An operating system is a software program required to manage and operate computing devices
like smartphones, tablets, computers and supercomputers. The operating system eliminates the
need-to-know coding language to interact with computing devices. Table 1.1 shows examples of
operating system.
Table 1.1 Operating systems
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Filename extension and length vary according to the type of operating system (OS) we use. For
instance, in UNIX operating system, which is a command-based OS, a file extension is optional;
in Linux and Windows operating systems a file extension is a requirement. However, Disk
Operating System (DOS) limits the length of the file extension. For example, DOS uses three
characters; Windows uses three or four characters while Unix-based OS uses unlimited
characters.
A filename extension is a suffix added to the name of a computer file to indicate the encoding,
convention or file format of its contents. Table 1.2 shows different types of file extension.
Table 1.2 Different types of file extensions
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KEY CONCEPTS
Operating system (OS) is a program that manages a computer’s resources, especially the
allocation of those resources among other programs. Typical resources include the central
processing unit (CPU), computer memory, file storage, input/output (I/O) devices and network
connections.
A filename extension is a suffix added to the name of a computer file to indicate the encoding
convention or file format of its contents.
In Unix operating system, file extension is optional while in Windows it is mandatory.
DOS uses three characters, Windows uses three or four characters and Unix uses unlimited
characters as a file extension.
1.4. File Directory Structure
The directory structure is the way an operating system shows its system and other types of files
to the computer user. Files are typically displayed in a hierarchical tree structure. When you see
the structure, it looks like a tree; hence, the term hierarchical tree structure is used to describe it.
The first or the top folder (directory) in the structure is called the root directory. A directory
contained inside another directory is called a subdirectory. The terms parent and child are often
used to describe the relationship between the directory and the subdirectory.
The root directory contains all other folders or files in the drive. For Example, the root directory
of the main partition on a computer is usually C:\. The root folder of a DVD or CD drive might
be D:\.
A folder is a virtual location where programs, files and other folders can be located. A folder is
also called a directory. It is a tool for arranging files on a disk. Files are organized by storing
related files in the same directory. Folders which hold files or other folders on the computer are
called sub-folders or subdirectories.
Figure 1.4 shows simple directory structure.
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1.4.1. Directory Path or File Path
A path is a list beginning with a drive letter that tells which folders to open so that you can find a
file or another folder. When a file system is organized as a directory tree, someway is needed to
specify the filenames. The use of a tree structured directory minimizes the difficulty of assigning
unique names. Any file in the system can be located by following a path from the root or master
directory down to various branches until the file is reached.
The series of directory names, culminating in the file name itself, constitutes a pathname for the
file. Figure 1.5 shows a file path from the directory structure in which the file Click.mp3 is
shown.
KEY CONCEPTS
Directory structure is the way an operating system shows its system and other types of
files to the computer user.
A path is a list beginning with a drive letter that tells which folders or files to open.
Absolute pathname is the path given from the root directory to the file.
Relative pathname is the path referenced relative to the current directory.
1.5. File Conversion
File conversion is the process of taking a file of one format and changing it into another. This is
especially handy since you may one day work with files that are not compatible with the
different programs you need to use. In Figure 1.6, you will see different types of files. It is
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possible to convert from one file format to another; for example, you can take a file used in
Microsoft Word (.doc) and convert it to the Portable Document Format (PDF) file format.
Figure 1.6 Types of files
File Converter
A file converter is software that converts a document from one file type to another. These
solutions offer simple step-by-step processes to perform conversions so that a user simply needs
to upload the original document, select which file type they would like the document to be
converted to and convert it. Some common file converter soft wares include FoxitPDFEditor,
PDF to Word Converter, PDF Convert Free, EliteCloudConvert, PDFShiftPDF and
CandySelectPdf.
KEY CONCEPTS
File conversion is the process of taking a file of one format and changing it into another.
File converter is the software that converts a document from one file type to another.
If a file was created in one application and you want to use it in another, you can either
import the file or use a conversion program
1.6. File Importing and Exporting
What is a File Import?
File import is the process of moving files or data used in one program to another. As shown in
figure 1.7 below, when you import, you are bringing in information from a file into a program.
For example, you could import a CSV file you downloaded from the Internet into an Excel
spreadsheet. A comma-separated values (CSV) file is a delimited text file that uses a comma to
separate values. Each line of the file is a record of data.
What is a File Export?
A file export is a process of moving information from a program into a file. As seen in figure 1.7,
when you are exporting, you are taking information from a program and putting it into a file. For
example, you may export a Microsoft Excel spreadsheet to a CSV file.
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Figure 1.7 File import and export
In programs, you can export data in a format recognized by another program by opening the file
menu in that program and selecting export (the feature may be located in different menus in
different programs). Then you can enter what file format you want the file to be exported in.
Some commonly used formats are txt, BMP, jpg, gif and more. Figure 1.8 shows the export
window in OneNote application. Here, notes are exported as .doc files, which are commonly
used by Microsoft Word and other word processors.
Figure 1.8 Exporting files
KEY CONCEPTS
File import is the process of moving a file or data used in one program to another. When
you import a file, you are bringing in information from a file into a program.
File export is the process of moving information from a program into a file. When you
are exporting, you are taking information from a program and putting it into a file.
1.7. Saving and Opening Files
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When you save a file in another file format, some of the original file’s features may not be
transferred correctly. Check your new file after saving it and always save the original. To change
the format of a file you are opening, follow the same principle as saving in a different file format.
When you open a file in Windows, it will usually open in the default application for that type of
file. In Microsoft (MS) Word, you can open documents that are in different formats. You can
specify a file format to narrow down your search, or choose the All-Files option and let Word do
the work for you.
1.8. File Backup and Recovery
Backup and recovery describe the process of creating and storing copies of data that can be used
to protect individuals and organizations against data loss. This is sometimes referred to as
operational recovery.
A backup is a digital copy of your most important information such as photos, health records,
assignments, academic records and other credentials. It can be saved to an external storage
device or the cloud. A proper backup copy is stored in a separate system or medium, such as
tape, from the primary data to protect against the possibility of data loss due to primary hardware
or software failure. Backing up is a precautionary measure so that your data is accessible in case
it is lost, stolen or damaged.
1.8.1. File Recovery
Restoring is the process of copying backed-up data from a secondary location and restoring it to
its original device or a new device. The purpose of the backup is to create a copy of data that we
use to recover in the event of a primary data failure. Primary data failures can be the result of
hardware or software failure, data corruption or a human-caused event, such as a malicious
attack (virus or malware) or accidental deletion of data. Backup copies allow data to be restored
from an earlier point in time to help the business recover from an unplanned event.
1.9. File Compression
File compression is a data compression method in which the logical size of a file is reduced to
save disk space for easier and faster transmission over a network or the Internet. It enables the
creation of a version of one or more files with the same data at a size substantially smaller than
the original file. File compression is also known as file zipping. Figure 1.9 shows the file
compression icon
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Figure 1.9 File compression icons
Zipped (compressed) files occupy less storage space and can be transferred to other computers
more quickly than uncompressed files. In Windows, you work with zipped files and folders in
the same way that you work with uncompressed files and folders. You need to combine several
files into a single zipped folder to share a group of files more easily.
1.10. Deleting a File
File deletion is the removal of a file from a computer’s file system. The Recycle Bin is a location
where deleted files or folders are temporarily stored in all versions of Windows operating
systems. To delete a file, a folder or multiple selected files, you need to right-click on the file and
select Delete. Alternatively, you can select the file and hit the Delete key on the keyboard. When
you delete a folder, you delete all its contents as well. You may get a dialog prompt that asks if
you want to move the file to the recycling bin. In Windows, Recycle Bin icon is located on the
desktop as shown in Figure 1.10 below.
Figure 1.10 Recycle Bin icons
We may need to delete files or folders for various reasons. Some of the reasons are:
Freeing the disk space.
Removing duplicated or unnecessary data to avoid confusion.
Making sensitive information unavailable to others.
KEY CONCEPTS
File deletion is the removal of a file from a computer’s file system.
Recycle Bin is the location where deleted files or folders are temporarily stored in a
computer.
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To delete a file, a folder or multiple selected files, right-click on the file and select
Delete. You can also select the file and hit the Delete key on the keyboard. Deleting a
folder deletes all its contents as well.
1.11. Restoring Deleted File
Files deleted from your computer’s hard drive will not be removed immediately; they will be
automatically moved to the Recycle Bin. It is possible to restore the deleted files. Data
restoration is the process of copying backup data from secondary storage and returning it to its
original or a new location. Restoration is performed to return the lost, stolen or damaged data to
their original conditions or to move to new locations.
KEY CONCEPTS
Data restore is the process of copying backup data from secondary storage and reinstating it to its
original or a new location. Restoration is performed to return data that has been lost, stolen or
damaged to its original condition or to move data to a new location.
Discuss the following questions
1) Explain how Operating System differentiates one file from another.
2) What types of file extensions do the following contents have?
A. A movie on a video CD
B. A word-processed file
C. A file in a musical CD
D. A scanned image
E. A picture was taken with a digital camera.
F. A file sent in compressed format
3) What is the definition of the term ‘drive’ as it relates to computing?
4) List at least four types of drives available to store files on the computer system along with
their respective drive letters.
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