2.

File Management and Data Organization

I. Answer the following questions:

Q.1. What is file management? What does it include?

Ans: File management is the organization of files and folders on a computer. It includes copying,
moving and storing a file or folder. It also includes sorting of files or folders by name, type, size and
so on.

Q.2. What do you mean by burning a CD/DVD?

Ans: Burning a CD/DVD means writing data onto it. You can write text, songs, movies, images and
other files to a CD/DVD.

Q.3. What are wildcard characters? Name two commonly used wildcard characters.

Ans: A wildcard is a special character that is used as a substitute for one or more unknown
characters. It is used to find a file on a computer when you do not know its exact name or location.
Two commonly used wildcard characters are an asterisk (*) and a question mark (?).

Q.4. How do you search a file with an asterisk (*) wildcard character?

Ans: For example, if you wish to search for a file that starts with the word ‘class’, but you have
forgotten the rest of the file name, you can follow the steps given here.

1. Click on the Start button. Type class* in the search bar. Press the Enter key.
2. All the files that begin with the word ‘class’ will be displayed.
3. To narrow the search to a specific type of file, type class*.doc in the search bar. This locates
all the files that begin with ‘class’ but have the file name extension .doc as well as .docx.
such as class.docx and classes.docx.

Q.5. How can you search for a file with a question mark (?)?

Ans: A question mark (?) is also a wildcard character. This wildcard character represents only one
unknown character and thus searches for only one character. For example, when you type d?ll.docx
in the search bar, Windows will display the file dull.docx or doll.docx, but not dollar.docx. You can
use a question mark more than once according to the letters you are searching for. For example, c??
e.docx will display the results came.docx, care.docx, case.docx and code.docx.

Q.6. What is a file format?

Ans: On a computer, a program file stores a program, a text file stores text, an image file stores a
picture, and an audio file stores music. All these different types of files store different types of data.
According to the type of data a file holds, it is saved in a specific file format. The format of a file can
be known from its file extension.

Q.7. Why are file extensions used?

Ans: The format of a file can be known from its file extension. File extensions are used so that the
operating system of a computer can recognize the file type. Some commonly used file formats are
JPEG, MP3, MP4, DOCX, XLSX, and so on.

Q.8. What is writing?

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Ans: You can transfer data from a computer to a storage device. This process of transferring data
from the memory of a computer to a storage device is called writing.

Q.9. What are the different things you can do on a computer at the same time?

Ans: You can do different things on a computer at the same time. For example, you can type in a
Word document and listen to music at the same time. For this, just open two or more applications on
the computer. You can work on one application and minimize the other. Windows 10 allows you to
open two or more applications on the screen at the same time.

Q.10. What have you to do to undo the Show windows side by side option?

Ans: Right-click on the taskbar and select the Undo Show all windows side by side option from the
menu.

II. Define:

a. drive:

A drive is a location on a computer that is used to read and store information. A computer usually
has a hard disk drive located inside the CPU cabinet. A drive is represented by a letter.

b. storage device:

A storage device is a hardware unit that is used to store data. CD, DVD and pen drive are the
common storage devices.

c. a wildcard character, asterisk (*):

An asterisk (*) is a wildcard character. It represents one or more unknown characters. For example,
‘emp*’ searches for anything beginning with ‘emp’, and displays ‘emp’, ‘employ’, ‘employer’, or
‘employment’.

d. JPEG:

JPEG stands for Joint Photographic Experts Group. It is a file format used to store pictures. The file
extension of a JPEG file can be .jpg, .jpeg or.jpe.

e. MP3:

MP3 is an audio file format developed by the Moving Pictures Experts Group (MPEG). It is generally
used to store music files. The file extension is .mp3.

f. MP4:

MP4 is a multimedia file format used to store video and audio clips. It can also store subtitles for a
movie and still images. A file with the .mp4 file extension is an abbreviation for an MPEG-4 video file.

g. DOCX:

DOCX is a default file format used in Microsoft Word. A DOCX file is a Microsoft Word Document file.
A DOCX format file stores images, formatted text, tables, charts, and so on. The file extension of a
DOCX file is .docx.

h. XLSX:

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XLSX is the default file format of Microsoft Excel. An XLSX format file stores data in tables of rows and
columns with formatted text, images and charts. The file extension of an XLSX file is .xlsx.

III. Who am I?

1. I am used to read and store information on a computer. Computer drive

2. I am the two steps to copy data from one drive to another. Copy and Paste

3. I am this option which is used to copy data on a CD/DVD. Burn to disc

4. I use this option to undo the Show windows side by side option. Undo the Show window
side by side

5. I am a wildcard character which represents only one character. Question Mark (?)

IV. Fill in the blanks:

1. File Management includes viewing, copying, moving and deleting a file or folder.

2. If you are burning a data CD, the files will be copied to the CD.

3. The process of transferring data from the computer’s memory to a storage device is called writing.

4. Wildcards are the special characters that represent one or more unknown characters.

5. The RW in CD-RW/DVD-RW stands for rewritable.

6. Organizing the files and folders on a computer is called file management.

7. The Show windows side by side option on the taskbar is used to work with multiple applications
on a computer.

8. The JPEG file format is used to store pictures.

9. MP3 is an audio file format developed by the Moving Pictures Experts Group (MPEG).

10. Wildcards are the special characters that represent one or more unknown characters.

11. Under Windows, the maximum length for a file is 260 characters.

12. Moving a file or folder removes it from its original location and shifts it to another destination.

V. Write True or False:

1. Supercomputers are the most powerful computers in terms of processing speed and memory. True

2. Laptops and Tablets are referred to as microcomputers. True

3. Fourth-generation languages are machine independent. True

4. IBM Z series is an example of a mainframe computer. True

5. You can use a smartphone to check your email, book a ticket, locate places or shop online. True

VI. Write the steps for:

a. to copy a file or folder from one drive to another:

To copy a file or folder from one drive to another, follow these steps.

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 1. Open File Explorer and locate the file or folder that you want to copy from the drive.
2. Right-click on it and select the Copy option from the menu.
3. Now, open the drive where you want to copy the file or folder.
4. Right-click on the blank space in the drive and select the Paste option from the menu. The
file or folder will be copied to the new location.

b. to move a file or folder from one drive to another:

To move a file or folder from one drive to another, follow these steps.

1. Open File Explorer and locate the file or folder that you want to move.
2. Right-click on it and select the Cut option from the menu.
3. Now, open the drive where you want to place the file or folder.
4. Right-click on the blank space in the drive and select the Paste option from the menu. The
file or folder will be moved to the new location.

c. steps to burn a CD/DVD:

To burn a CD/DVD, follow these steps:

1. Insert a blank rewritable CD/DVD in the CD-RW?DVD-RW drive.

2. The Burn a Disc dialog box appears. Enter a name for the CD/DVD in the Disc title field.
3. By default, With a CD/DVD player radio button is selected. Click on Next.
4. The DVD RW Drive opens on the screen. Copy and Paste the files from the computer that
you want to store in the CD/DVD.
5. Now, click on the Drive Tools tab under the Manage contextual tab. In the Media group, click
on the Finish burning button.
6. The Burn to Disc dialog box opens. Click on Next. Your files will be copied on the CD/DVD.

d. steps to copy data from a pen drive:

To copy data from a pen drive to your computer, follow these steps:

1. Insert the pen drive in your system.

2. The USB Drive window appears. It shows the data stored in the pen drive.
3. Right-click on the file or folder you want to move to your computer. Select the Copy option
from the menu.
4. Open the location where you want to move the file or folder.
5. Right-click on the blank space and select the Paste option from the menu. The selected file
or folder will be moved to the desired location on your computer.
6. To remove the pen drive from your system, click on the arrow ^ present on the notification
area of the taskbar.
7. Click on the pen drive icon. Click on Eject <pen drive name> option. A message showing Safe
To Remove Hardware will be displayed.

e. steps to work with multiple applications on the screen at the same time:

To work with multiple applications on the screen at the same time, follow these steps.

1. Suppose you want to read about something on the internet. To do this, open the web
browser on your computer and search for some relevant information.
2. Now, play some songs on your computer.
3. Right-click on the taskbar and select the Show windows side by side option from the menu.

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4. Both the application windows will appear on the screen side by side. Now, you can search for
data and listen to music at the same time.