File Management

Learning Outcomes

Students should be able to:

• save, rename and delete files;

• organise files in folders and subfolders;

• use meaningful file and folder names;

Kagan Paired Discussion

Questions

What is file management?

Why is file management important?

What skills do we need in order to manage files effectively?

File Management

It is vital that a business develops good habits with the organisation of their digital data. Using poor names or unsuitable file structures can have a negative effect on a company's productivity as they may have to spend time and money on redoing tasks due to lost files.

A file is a digital store of information held on a computer system for future use. We use a folder structure to organise all of our files on a computer. This helps us to find what we need when we need it. We can also use subfolders which is simply a folder within a folder.

Well named files and appropriate structures will improve a companies efficiency as it will take much less time to find digital files. The following points can help an organisation to manage their files in an effective manner.

Use a sensible name that clearly describes the purpose of the file.
Use a folder structure including subfolders so the digital files are kept in an organised fashion.
When updating files considering keeping copies of each version to track updates.
Back up files regularly.

Save, Rename and Delete Files

When we open a new document and start working on it the data is stored in RAM. This means if the computer loses power the data will be lost. It is a good idea to save your file with an appropriate name, in an appropriate location as soon as you start working on it. When first saving a file we use File> Save As This allows us to name the file appropriately and put it in a sensible place. Whilst working on the file it is wise to regularly save your file by clicking File>Save (Ctrl+S). This moves the file to your hard drive or network area and means should you computer lose power you will not lose any work.

When we have already saved a file or folder and wish to change it's name we can right click on the file/folder and select rename. If we use File>Save As on a file which has already been created this will save the updated file as a different name.

Organise files and folders in subfloders

When using a computer system it is important to use a suitable storage system to keep your digital files organised. If you use one folder and store all files in this folder you will waste time looking for your digital files. It is much more efficient to create a suitable structure with multiple folders and subfolder.

Use meaningful file and folder names

The file and folder name should explain clearly the contents, this will make it much easier to find documents in the future and will allow the search facility to find your files should you run in to trouble.

Practical Activities

Sort your files

Have a look at the file structure you use to store your work in school. Using the notes above, is there anything you can improve?

Bob and Berts

Think about Bob and Berts in Omagh. What type of files might they need? Create a suitable folder structure to hold these files in an organised way. Try to include subfolders.

File Management Tools

Explain the purpose of each tool in the file management tool bar opposite.

Kagan Round Robin

Questions

Why is file management important?

How do we rename a file?

What is a folder?

What is a subfolder?

Explain the difference between save and save as.

What is version management?

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