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Week2-Managing Computer Files

The document outlines various computer file types and their extensions, basic operations such as creation, deletion, retrieval, and copying of files, and methods for securing files against data loss and unauthorized access. It also compares computerized files to manual files, highlighting advantages like security and efficiency, as well as limitations such as power supply issues and costs. The importance of backups, anti-virus software, and password protection for file security is emphasized.

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mumeenartbasheeru
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3 views

Week2-Managing Computer Files

The document outlines various computer file types and their extensions, basic operations such as creation, deletion, retrieval, and copying of files, and methods for securing files against data loss and unauthorized access. It also compares computerized files to manual files, highlighting advantages like security and efficiency, as well as limitations such as power supply issues and costs. The importance of backups, anti-virus software, and password protection for file security is emphasized.

Uploaded by

mumeenartbasheeru
Copyright
© © All Rights Reserved
Available Formats
Download as PPTX, PDF, TXT or read online on Scribd
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COMPUTER FILES

File Types and Extensions


• doc: Wordpad document or word. The file extension is .doc
• txt: Notepad text file. The file extension is .txt
• eml: Email file. The file extension is .eml
• htm: HTML file. The file extension is .html
• mbd: Access database file. The file extension is .mbd
• xls: Excel spreadsheet file. The file extension is .xls
• ppt: PowerPoint presentation file. The file extension is .ppt
Basic Operations on Computer
Files
• Creation of file
• Deletion of file
• Retrieval of file
• Copying

• Viewing

• Opening

• Closing
Creating Files Using Notepad
• Click Start
• Choose All programs, then Accessories, the select Notepad
• Notepad opens
• Type, this is my new document
• Click File, then Save from the menu bar or press Ctrl + s
• The Save As dialog box appears
• Save your file to the desktop
• Name your document new document
Deleting Computer Files
•A Locate the file in the directory where it is saved
• Right-click the file icon
• Click Delete
•Aconfirm delete dialog box appears asking you if you are sure you
want to send the file to the recycle bin
• Click Yes
• The file is moved to the Recycle bin
Retrieval of Computer Files
• Inside the Recycle bin, select the File you want to restore
• Click Restore this item in the recycle bin tasks list
• The item is restored to its original location
Copying Computer Files
1. Locate the file or folder you want to copy and click on it.
2. Under File and folder task, click Copy this file
3. In the Copy items dialog box, select the location where you want
to copy the file
4. Click the copy button
Effects of File Insecurity

• Data loss: This is a situation whereby some parts or all the data in
a file is erased or corrupted by computer virus, worms etc. The
effects of data loss can be reduced by careful backing up and
insurance.
• Overwriting:This means that the contents of the file have been
replaced by some other contents by an unauthorized user
• Datainsecurity can be caused by the negligence of the insiders of
the corporation information security practitioners
• Data outsourcing is another cause of file insecurity
Methods of Securing Files
• Useof Backups: This is a process of making copies of data so that
these additional may be used to restore the original copy after a
data loss event.
• Use of anti-virus: This is a software that is used to safeguard,
detect and remove computer viruses, worms and Trojan horses in a
file.
• Password: This is a secret string of characters or word that is used
for authentication, to prove identity or gain access to a particular
file, thereby preventing unauthorized access to the file
• Properlabel of storage devices: This is the correct labelling of
devices to avoid tempering with the wrong device.
Differences Between Computer
Files and Manual Files
Computer Files Manual Files
1. Computer files are very fast, with well Manual databases are very slow and with
organized information. clumsy information
2. They have group related data They do not have group related data
3. They are stored electronically in the They are stored manually
computer
4. They are more reliable as information They are not reliable because
can be recovered from them easily information cannot be recovered from
them easily
Advantages of Computerized Files
• Theyare more secure: Computerized files are more secure
because they can be protected in several ways like passwording
them to avoid unauthorized users
• Theyare fast to access: A computerized file is fast to access
because it is more organized with high speed of processing
• They are less laborious: Working with computer files does not
require much physical effort or strength
• They are more reliable: Computer files are more reliable because
of the accuracy of the computer, and data can be manipulated
easily.
• They are neatly modified: The file created on a computer is neatly
modified and organized in a way that it can be retrieved at any
time.
Limitations of Computerized Files
• Irregular
power supply: Lack of power supply can hinder on from
making use of computer at the desired time
• Highcosts: The price of the computer system is often high and this
can make it unaffordable
• Lack
of technical knowhow: Lack of knowledge on the operating
aspects of the system hinders the use of computers
• Insecurity: Viruses can spread to computerized files and damage
the files, if the system is not protected from virus
• Thereis the danger of loosing files when the files are not well
secured to avoid unauthorized users.

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