Product of Simmons College GSLIS

Managing Files
This section will review the best practices to use for managing your files. It covers naming, saving and organizing files on your computer.
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Naming Files

While it may sound like yesterday's news, choosing a relevant filename is actually important to your computing habits. Have you ever been in a rush to save something and pressed the save button before you renamed the file? Where did end up? What was it called? In some cases, your word processing application gives your file a default name of the first sentence of your document; this could mean your file name is 60 charcters or more! Take the time (no matter what type of file), to choose a relevant name. Here are some tips:

  1. Choose a descriptive name for your file.
    2. Are you submitting this file for an assignment? Include your last name and the name of the assignment. Ex: smith_finalreport.doc Is this file a second draft to a document? Stamp the file with the date, so you know when you created it. Ex: smith_draft0909 (for September 2009). Try to keep your file name succinct -- less than thirty characters should be plenty.

  2. Try not to use spaces or characters other than alphanumerics.
    3.  Depending on what program is reading your file (Microsoft Word, Excel, or an HTML client), sometimes it cannot understand a filename with a space or a question mark. The exception is the underscore _ . This charcter is used nearly universally as an alternative to the "space." Ex: final_reportFall08

  3. Use capitalization sparingly (or not at all)
    4.  While most popular programs such as Word and Powerpoint accept capitalization in their file names, capitalization in html file names is almost universally shunned as many web browsers are case sensitive. For example: http://www.mygoatfarm/ButtermilkandCheese is not the same as http://www.mygoatfarm/buttermilkandcheese.

These are just a few of the most important file conventions. As you progress through the TOR, submitting assignments and other projects, please remember to keep these tips in mind.

File Extensions

In addition to the name you choose, a file name includes an extension, which describes the file's format. It's always good to know what the extension for, so you know what kind of application you can use to open the file. here is a list of common file extensions:

Common File Extensions

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Saving and Managing Files

"File management is a necessary evil associated with computers. It's really not all that much different than rummaging through a heap of papers on your desk except you don't get paper cuts." (from http://www.theeldergeek.com). Sticking to best practices when saving files is just as important as naming them. What does it matter if you name a file well if you can't find it later?! Saving files and file management go hand in hand. Here are a few tips that will help with managing your files.

  1. Put all of your files in one place on your hard drive
    2.  Many of us fall into the trap of leaving files scattered on the desktop. Instead, try to keep one large folder just for your documents. For PC users, try using the MyDocuments folder. Mac users may want to use the Documents folder.

  2. Nest folders within folders
    3.  Nesting folders, or creating a directory, is an excellent way to stay organized. A directory is a collection of files or other directories or both. It is typically organized in a tree structure, and is usually alphabetized automatically. Create new folders within the larger folder when the need arises.

  3. Designate your file locations as you go
    4.  This will make your life so much easier! Get in the habit of using the "Save As" option -- which asks for a file location in addition to a file name.

  4. Order your files for your convenience
    5.  Have a long list of files that you hate scrolling through? If ordering them in folders doesn't work, use special characters like !! or AA to push these files to the top of the list.

  5. Name your files specifically and consistantly
    6.  The same naming conventions follow for naming a folder as they do for naming a file. In many ways, you have a bit more leniency with naming a folder, but try to be specific. Instead of GSLIS Courses, why not use Fall09Courses and Spring10Courses?

Using and saving to a USB Drive

A USB drive connected to the USB port

A USB drive connected to the USB port

A USB Drive interacts with the USB, or Universal Serial Bus, interface on a computer. It is also called a USB Flash Drive (UFD), Flash Drive, Thumb Drive, or a Jump Drive. It is a quick, convenient form of storage for files.

USB Drives are very resistent to the scratches and dust that were problematic for previous forms of portable storage, such as compact discs and floppy disks and they can often survive minor abuse. This makes them ideal for transporting data from one location to another, such as from home to school or office.

A USB port

A USB port

A USB drive without its cover

A USB drive without its cover

USB Drives are also a relatively dense form of storage, and even the cheapest will store dozens of floppy disks-worth of data; many can hold more data than a CD. USB Drives are also an important form of storage because many computers, including those in the GSLIS Technology Lab and Beatley Library, do not have floppy disk drives any longer.

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