File Management and Computer Maintenance Management Information Systems I Mr. Greg Vogl Uganda Martyrs University 20 February 2003
File Management and Computer Maintenance Management Information Systems I Mr. Greg Vogl Uganda Martyrs University 20 February 2003.
Dec 26, 2015
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File Management and Computer Maintenance
Management Information Systems I
Mr. Greg Vogl
Uganda Martyrs University
20 February 2003
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Overview
1. Operating Systems
2. File Management
3. File Maintenance Tools
4. Control Panels
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1. Operating Systems
Operating System Functions Common Operating Systems Command Prompt
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Operating System Functions
Coordinates all computer components Organises and manages files Manages tasks and processes Manages user accounts and security Allows the user(s) to run and use programs Displays a Graphical User Interface (GUI)
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Common Operating Systems
Operating System
Common Versions
Users Tasking Interface
MS-DOS 5, 6, 7 Single Single Command
Microsoft
Windows
3.1, 95, 98, Me
NT, 2000, XPSingle Multi Command,
GUI
UNIX Linux, BSD, Sys. V
Multiple Multi Command, GUI
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Command Prompt
Operate the computer by typing a line of commands Commonly used before GUIs like Windows To use DOS commands from within Windows:
Click Start, click Run, and type command, OR: Click Start, Programs, Accessories, MS-DOS Prompt
To run a program, type its name, e.g. notepad. To see a list of commands, type help. For help with any command, type command /?. To close the command window, type exit.
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2. File Management
Files, Folders, Shortcuts, Objects Names, Extensions, Types, Properties Drive Letters, Folder Structure, Path Names Windows Explorer File Operations Important Folders Disk Preparations
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Files, Folders, Shortcuts, Objects
File Unit of info, in permanent storage, has unique name Has specific format; contains text, numbers, pictures, etc.
Folder (or directory) File which contains files and/or other folders
Shortcut (or link) Small file which provides easy access to a file or folder
Object File or device with associated properties and actions Its context menu appears when you right-click it
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File Names
DOS or Windows files: filename.extension The extension determines the type of file DOS filenames can only have 8 characters DOS extensions can only have 3 characters Windows filenames can have 255 characters Several characters have restricted uses
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Some Document Extensions
TXT – plain text file RTF – Rich Text File (formatted text) DOC – Microsoft Word document XLS – Microsoft Excel spreadsheet PPT – Microsoft PowerPoint presentation BMP, GIF, JPG – graphics (picture) files WAV, AU, MP3 – audio (sound) files AVI, WMV, MPEG – video files
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Some System File Extensions
EXE – program executable files DAT – data files used by programs HLP – help files SYS – system files TMP – temporary files used by programs
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File Properties
Select a file and click File, Properties File size, type, location, and dates are shown Other attributes include whether the file is
Read-only – can be changed Archived – has been backed up Hidden – invisible to users by default System – to be used by operating system only
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Drive Letters
Each disk drive is assigned a letter, e.g.: A: floppy drive B: second floppy drive C: hard disk D and E: second hard disk and/or CD-ROM drive(s) F: through Z: network drive
Disk partitions are assigned separate drive letters A network drive is a folder which is assigned a
drive letter in order to be shared over a network
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Folder Structure
Folders help organise files for easier access Folders are arranged in a hierarchy or tree structure Windows Explorer displays this tree structure
Click +/- to show/hide folders within a folder
All folders in a disk are contained in the root folder
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Path Names
The path name of a file specifies its location Folder names end with backslash
windows\
The root folder of any disk is just named \ disk, folder(s), filename and extension
c:\windows\notepad.exe c:\my documents\my pictures\wallpaper.bmp
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Windows Explorer
Left pane shows containers: disks and folders Right pane shows object contents (exactly
like My Computer) View: large or small icons, list or details Arrange by: name, type, size, date
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Ways to Edit and Manage Files
Windows Menu – File, Edit Toolbar – shortcut buttons Keyboard – control and function keys Mouse – click files to select, drag to move, etc.
DOS Keyboard – type MS-DOS command(s)
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File Operations
Select – highlight object(s) (file/folder/shortcut) Select All (Ctrl-A) – select all objects in the folder Delete (Del) – remove the selected object(s) Cut (Ctrl-X) – move a file or folder to clipboard Copy (Ctrl-C) – copy file or folder to clipboard Paste (Ctrl-V) – copy clipboard to selected folder Find – search for files or folders; specify date, size,
part of filename or extension, etc.
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Useful MS-DOS Commands
DIR – display a list of files in the current folder CD – change to a different folder MD – make a directory (create a folder) RD – remove a directory (delete a folder) COPY – copy a file DEL – delete a file REN – change the name of a file MOVE – move files or rename folders TYPE – display text contents of a file
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Folders Containing Shortcuts
Desktop Folder – icons on computer desktop Start Menu – frequently used programs; settings Programs Menu – installed programs StartUp Menu – opened when Windows starts SendTo Menu – to send files when you right-click Favorites Menu – bookmarked web pages or files QuickLaunch Toolbar – buttons next to Start
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Other Important Folders
c:\ - the root folder of the hard disk c:\windows\ – operating system files c:\windows\system\ – system files c:\windows\desktop\ – desktop icons c:\windows\start menu\ – Start menu shortcuts c:\my documents\ – user files c:\recycled\ – deleted files that can be restored
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Disk Operations
Formatting is necessary before a disk can be used Full formatting must be done at least once Quick formatting only erases existing files Many disks are full formatted by the manufacturer Most disks use either FAT or NTFS format
Hard disks must be given at least one partition FDISK partitions a disk, then FORMAT formats it
To copy a disk, select it and click File, Disk Copy
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3. File Maintenance Tools
Most of these are system tools (Click Start, Programs, Accessories, System Tools) Scandisk Defragmenting Disk Cleanup Backup Virus Scanning
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Scandisk
Checks files, folders and disks for damage Attempts to repair or bypass problems Often starts if Windows was not shut down Parts of files called clusters are sometimes
lost and can be found or removed Many bad sectors indicates irreparable
physical damage to hard disk
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Defragmenting
Clusters of a file are normally stored together Fragmented clusters are scattered over the disk Fragmenting is caused by adding, removing or
changing many files, e.g. un/re-installing programs Fragmentation slows disk access Disk defragmenter reduces fragmentation Scandisk before you defragment
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Disk Cleanup
Necessary when hard disk is nearly full Removes or compresses unneeded files
Temporary data files (from installation, Internet) Deleted files in the Recycle Bin Old or not recently used files Unused Windows components
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Backup
Saves a copy of user and/or program files Files can be restored if originals are damaged User data is often very valuable and irreplaceable Your backup system should be cost-effective You can choose which files to back up, e.g.:
Full: all files in a disk or folder Incremental: all files since the last backup
Files can be compressed to save space Tape drives and cartridges are often used
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Virus Scanning
Virus Program that can copy itself and damage files Spread through floppy disks, Internet downloads
Antivirus Software Searches for known viruses in memory and disks Attempts to repair or quarantine infected files Products: Norton, AVG, PC Cillin, MacAfee
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4. Control Panels
Used to control how the computer works Double-click My Computer or click Start,
Settings, Control Panel Use details view for descriptions of each Double-click any control panel to open it
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Control Panels
System View and change hardware and operating system
properties and performance settings Add/Remove Programs
(Un)install programs and Windows components Create a startup disk in case of problems starting
Display Wallpaper, screen saver, colour scheme, number of
colours and screen area
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Other Control Panels
Add New Hardware Keyboard, Mouse, Printers, Modems Fonts, Sounds, Multimedia Date/Time, Regional Settings Users, Passwords Network
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