IGCSE ICT 0417 - File Management

Objective: Be able to locate stored files

Introduction

This section focuses on the skills needed to effectively find files that have been saved on a computer. Understanding file management techniques is crucial for efficient work.

File Systems

A file system is the way a computer organizes and stores files on a storage device (e.g., hard disk, SSD, USB drive). Common file systems include:

• FAT32: Older file system, compatible with many devices.
• NTFS: Modern file system, commonly used on Windows.
• exFAT: Designed for flash drives and large storage devices.
• HFS+ / APFS: Used by macOS.

Common Locations for Stored Files

Files can be stored in various locations:

• Desktop: The main screen where you can quickly access files.
• Documents Folder: A common place to save text documents, spreadsheets, and presentations.
• Downloads Folder: Used for files downloaded from the internet.
• My Pictures/Images Folder: Stores image files.
• My Music Folder: Stores audio files.
• My Videos Folder: Stores video files.
• Specific Folders Created by the User: Users can create their own folders for organization.

Methods for Locating Files

1. Using the File Explorer (Windows) / Finder (macOS)

The File Explorer (Windows) and Finder (macOS) are graphical user interfaces (GUIs) used to navigate the file system.

1. Open File Explorer/Finder.
2. Browse through folders to find the desired file.
3. Use the search bar to quickly locate files by name or content.

2. Using the Search Function

The search function is a powerful tool for finding files.

Windows: Press the Windows key and start typing the file name in the search box.

macOS: Click the magnifying glass icon in the menu bar or press Command-Space to open Spotlight.

You can search by:

• File name
• File type (e.g., .docx, .pdf, .jpg)
• Content within the file (if indexed)
• Date modified

3. Using Folder History (Windows) / Recent Items (macOS)

These features provide quick access to recently opened folders and files.

Windows: In File Explorer, go to View > Recent folders.

macOS: In Finder, go to File > Recent Items.

4. Using File Attributes

File attributes can help in locating specific files. Common attributes include:

Attribute	Description
Hidden	Files with this attribute are not displayed by default.
System	Files with this attribute are typically used by the operating system.
Read-only	The file can be viewed but not modified.

Tips for Effective File Management

• Create a logical folder structure: Organize files into folders based on project, date, or type.
• Use descriptive file names: Name files clearly so you can easily identify them.
• Regularly back up files: Protect against data loss by backing up files to an external drive or cloud storage.
• Avoid saving files in random locations: Always save files in designated folders.

Practice Questions

1. Where would you typically save a school essay?
2. How can you quickly find a document if you only know part of its name?
3. What is the benefit of using descriptive file names?