File and Data Management

RULE #1.

Always name your files appropriately, especially for submission for marksLastname_Firstname_Description.Ext
(ie. Smith_John_Logodesign.psd)

These are File Naming Rules or "Naming Conventions"
  • Your Lastname should be at the start of every file you plan to hand in - that way, your instructor can find it very easily. It's as important as putting your name at the top of an assignment or test.
  • The "Ext" stands for "Extension" - the last three letters of the filename USUALLY provided by the program that makes the file. There's a specific extension for every application used in the course:
    • DOC for MS Office
    • HTM for webpages
    • JPG, GIF or PNG for web-based graphic files
      WARNING - Be sure NOT to alter the "file extension" - it will conceal the original program used, and disable it from being opened again.

FOLDERS: If your work is made up of multiple files, store them in a FOLDER that uses the naming convention: Lastname_Firstname_Description
(ie. Smith_John_Summative)

RULE #2:

Never use forbidden characters in your file names
Characters like !@#$%^&*() should NEVER be used in your filenames. They can be confused by the operating system and cause errors with your files.
  • Stick to "ALPHANUMERIC" characters - A-Z and 0-9 only
  • Avoid using a "space" to separate words - use an "underscore" instead. ie. "My Files.doc" is bad, but "My_Files.doc" is good

RULE #3:

Store your work on YOUR Server Space ("My Documents" or P: Drive)
"My Documents" is your workspace on our school's server system - it's the easiest place where you'll store your work when you log on to the school computers. "My Computer" gives you additional areas to store or retrieve files from:
When you open up "My Computer" on a networked machine, you can see all available file locations listed in the browser window.The only two that you'll use regularly are your STUDENT FILES server, and the DOCS server

- Your STUDENT FILES server likely has your GRADE and the start of your last NAME labelling it. We'll sometimes refer to this as YOUR STUDENT SERVER SPACE (P:Drive)
- The DOCS server actually contains at least TWO folders that you will use regularly: HANDOUTS and HANDINS.

  • You have only 150MB of individual academic storage space on the school's server. If you use up your limit, you will receive an error message.
    • It's up to YOU to monitor your usage of your server space
    • Have a thumbdrive or burnable CD available to BACK UP your files before you run out of server space
  • Do NOT "share" accounts with other students. Your USERID and PASSWORD is confidential - Keep this information to yourself - you are responsible for any use (or misuse) of your account.
  • You can access your server folders from home by going to
  • Your server space is for academic purposes only - it is NOT private, and can be accessed (read-only) by any teacher or administrator.

RULE# 4:

Get files from the appropriate HANDOUTS folder


Resource files and applications can be found in X:Docs/Handouts/May/
  • You can drag files from the HANDOUTS back to your P: drive
  • You can NOT save, rename or delete any files in the HANDOUT drive

RULE #5:

SUBMIT work to the appropriate HANDINS folder

The HANDINS Folder

To hand an assignment in electronically, drag or copy it to the appropriate course folder found in X:Docs/Handins/
  • Submitted files become invisible to you and other students once submitted
  • NEVER attempt to save directly into the handins folder - the result is usually a corrupt file
  • You can't over write a file already submitted with another file that has the exact same name...
    • If you have to RESUBMIT a file, add a "v2" to the end of the filename (but before the extension)
      ie Smith_John_essay_v2.odt


  • Create Folders on your student server (P: Drive) for each of your classes this semester
    (right mouseclick to create or rename folders)
  • In a separate window, Open your appropriate teachers HANDOUTS folder (we'll just call this the "Class HANDOUTS" folder from now on)
  • If there are any shortcuts (but not folders) drag them from your class HANDOUTS into your appropriate P: drive folder

About Me Exercise
  1. Create a new Word Processing Document and name it "Lastname_Firstname_AboutMe.Ext"
    (you can right mouseclick and make a NEW TEXTFILE - it's a simple form of word processing document)
  2. Type a little bit about yourself
    1. Favorite Music, Movie, TV Show
    2. What Computer Applications you are GOOD with (What do you use your computer for mostly)
    3. What you would LIKE TO LEARN this semester, in this classroom
  3. Save and close your file on your P: drive, then submit it to the appropriate handins folder!
  4. Display your toolbars (View, Toolbars, Favourites) and add the wikipage and JMSS page to your toolbar.

From now on, use these shortcuts to start up this webpage (the Wikispace) or to navigate to the appropriate HANDINS or HANDOUTS.