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Digital Literacy

2 File Management

Managing files efficiently is essential for staying organized, especially for academic work and projects. This guide will walk you through file management best practices on both macOS and Windows.

2.1 Understanding File Types and Extensions

File extensions are the last part of a file name, indicating the type of file. Recognizing these helps you understand what program to use for opening the file.

  • Common File Extensions:
    • .docx: Microsoft Word document
    • .pdf: Portable Document Format, often used for documents that shouldn’t be edited
    • .xlsx: Microsoft Excel spreadsheet
    • .pptx: Microsoft PowerPoint presentation
    • .jpeg or .png: Image files
    • .mp3: Audio file
    • .zip: Compressed archive

2.2 Creating and Renaming Folders

2.2.1 On macOS:

  • Creating a Folder:
    • In Finder, navigate to the location where you want to create the folder.
    • Right-click (Control + click) and select New Folder or press Shift + Command + N.
    • Name the folder appropriately to organize your files.
  • Renaming a Folder:
    • Right-click (Control + click) the folder and choose Rename, or click the folder once, then click again to edit its name.

2.2.2 On Windows:

  • Creating a Folder:
    • Open File Explorer by pressing Windows + E.
    • Navigate to the desired location, right-click, and select New > Folder, or press Ctrl + Shift + N.
    • Type a name for the folder and press Enter.
  • Renaming a Folder:
    • Right-click the folder and select Rename, or click the folder once, then press F2 to rename it.

2.3 Copying, Moving, and Deleting Files

2.3.1 On macOS:

  • Copying Files:
    • Select the file, then press Command + C to copy. Navigate to the desired location and press Command + V to paste.
  • Moving Files:
    • Drag and drop the file from one location to another within Finder, or cut the file using Command + X and paste it with Command + V.
  • Deleting Files:
    • Drag files to the Trash in the Dock, or select them and press Command + Delete. Empty the Trash to permanently delete them.

2.3.2 On Windows:

  • Copying Files:
    • Select the file, then press Ctrl + C to copy. Navigate to the target folder and press Ctrl + V to paste.
  • Moving Files:
    • Drag and drop the file to move it between locations, or press Ctrl + X to cut and Ctrl + V to paste in the new location.
  • Deleting Files:
    • Right-click the file and select "Delete," or press Delete on your keyboard. Files will be moved to the Recycle Bin, and you can empty the bin to permanently remove them.

2.4 Searching for Files

2.4.1 On macOS:

  • Spotlight Search:
    • Press Command + Space to open Spotlight, and start typing the name of the file you want to find. It will search across all files, emails, and applications.
  • Finder Search:
    • Open Finder and use the search bar in the top-right corner. You can narrow down the search using filters like file type, date created, or location.

2.4.2 On Windows:

  • Search Bar:
    • Press Windows + S or click the magnifying glass on the Taskbar to open the search bar. Start typing the file name or a keyword.
  • File Explorer Search:
    • In File Explorer, use the search bar at the top-right to find files within a specific folder or location. You can refine the search by date, file type, or size.

2.5 Organizing Files

2.5.1 Best Practices for File Organization:

  • Use Descriptive File Names: Avoid generic names like "Document1" or "Untitled." Use clear, descriptive names such as Research_Paper_Draft.docx.
  • Create a Logical Folder Structure: Group files into folders and subfolders based on categories like "Classes," "Projects," "Work," or "Personal."
  • Version Control: When working on multiple versions of a file, include version numbers or dates in the file name (e.g., Thesis_v1.docx or Thesis_2023_09_10.docx).
  • Backups: Regularly back up important files to external drives or cloud services like Google Drive, OneDrive, or Dropbox to avoid data loss.

2.6 Compressing and Extracting Files

2.6.1 On macOS:

  • Compressing Files:
    • Select the files or folder in Finder, right-click (Control + click), and select "Compress."
    • A .zip file will be created, which you can share or store.
  • Extracting Files:
    • Double-click the .zip file to extract its contents.

2.6.2 On Windows:

  • Compressing Files:
    • Select the files or folder, right-click, and choose Send to > Compressed (zipped) folder.
  • Extracting Files:
    • Right-click the .zip file and choose Extract All to extract its contents.

2.7 Backing Up Files

2.7.1 Using Cloud Storage:

  • Google Drive, OneDrive, Dropbox: Upload your files to these services, and sync them across devices to ensure access anywhere.
  • Automatic Sync: Set up automatic backups so files are regularly uploaded to the cloud, safeguarding against data loss.

2.7.2 External Backup:

  • Use an external hard drive or USB drive to back up essential documents regularly.
    • On macOS: Use Time Machine for automatic backups.
    • On Windows: Use File History or manually copy important files to an external drive.

2.8 Safely Ejecting External Devices

2.8.1 On macOS:

  • Right-click the external drive or USB in Finder or on the Desktop and select "Eject," or drag the device icon to the Trash.

2.8.2 On Windows:

  • Click the "Safely Remove Hardware" icon in the system tray (bottom-right corner of the screen) and select the device you want to eject.