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macOS Support Essentials 12 > Manage Files > Flashcards

Manage Files Flashcards

1
Q

What identifies the app that should open when you double-click a document in macOS?

A

A document filename extension.

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2
Q

What does macOS use to know which app to launch based on the file you are trying to open?

A

Launch Services

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3
Q

What is a filename extension?

A

A string of characters preceded by a period at the end of a filename i.e. filename.jpg or filename.pdf

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4
Q

Where can you show the filename extension of an individual file?

A

Check/uncheck the “Hide extension” box under the Name and Extension dropdown men in the Info Window of the file.

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5
Q

Where can you show the filename extensions of all files.

A

Under Advanced Finder Preferences.

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6
Q

If you try to open an app that Launch Services can’t find an app for, what does macOS do?

A

Prompts you to search the App Store for the proper app to open the file, or to Choose Application to open the file with.

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7
Q

True/False: You can’t change the default app that Launch Services uses to open a file.

A

False, you can change the default “Open with:” drop down menu in the Info/Inspector window of the file.

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8
Q

What are the four ways that Finder displays items in a selected Finder window?

A
  1. Icons
  2. List
  3. Columns
  4. Gallery
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9
Q

What is Quick Look and how do you engage it?

A

Quick Look enables you to preview most file types without opening additional apps or when you don’t have the appropriate apps installed. You can open and close Quick Look previews by selecting a file and pressing the Space bar.

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10
Q

In what contexts can you use Quick Look?

A
  1. In the Finder
  2. In the Time Machine restore interface
  3. In most Open and Save browser dialogs
  4. In Mail
  5. In active printer queues
  6. In any app that supports Quick Look
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11
Q

Which technology lets Quick Look preview so many file types?

A

Plug-ins

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12
Q

The Quick Look default plug-ins enable you to preview what four things?

A
  1. Audio or videos files that can be decoded by QuickTime
  2. Graphic files, including photos taken with mobile phones and digital cameras
  3. Productivity files (standard text files, script files, and files created with Pages, Numbers, Keynote, and Microsoft)
  4. Internet-centric files, including mailboxes, Messages transcripts, and web archives.
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13
Q

Where are Quick Look plug-in files stored?

A

Quick Look folders in any Library folder on macOS Monterey

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14
Q

What are the three ways to access the “Quick Actions” men in Finder?

A
  1. Click the Quick Actions button that appears in the Quick Look window
  2. Click the Quick Actions button that appears in the Preview pane
  3. Control-click a file, then choose Quick Actions
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15
Q

What are the Quick Actions options available when you select an image, movie, audio, or document file?

A
  1. Rotate an image or movie (Left by default and Right if you hold the option key)
  2. Mark up a document or image
  3. Trim a movie or audio file
  4. Create a PDF
  5. Convert image
  6. Customize (open the Extensions preferences in System Preferences)
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16
Q

What are some of the 14 Mark Up tools you can use, depending on the type of file you’re working on?

A
  1. Sketch
  2. Draw
  3. Shapes
  4. Text
  5. Highlight Selection
  6. Sign
  7. Shape Style
  8. Border Color
  9. Fill Color
  10. Text Style
  11. Image Description
  12. Rotate Right
  13. Rotate Left
  14. Crop
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17
Q

What is Auto Save?

A

Auto Save lets compatible macOS Monterey apps automatically save changes to a document.

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18
Q

How can you identify an app that supports Auto Save?

A

Apps that support Auto Save feature a Duplicate, Rename, or Move To command in the File menu.

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19
Q

What is the difference being the Duplicate feature and the Save As feature?

A

Duplicate creates a copy of the document and saves it in the same location as the original document. The Save As command is the same as Duplicate except that it presents the full Save dialog, enabling you to choose a different filename and location, and then it closes the original document.

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20
Q

Where is the version history files of a document saved?

A

It is stored on the volume where the original document is saved- specifically in the .DocumentRevisions-V100 folder.

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21
Q

True/False: When you share the document by creating or sending a copy of the document, other users will also get access to the document version history.

A

False, sharing the file does not grant access to version history.

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22
Q

How to do you access older versions of a document?

A

File > Revert To > Browse All Versions

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23
Q

What is the file and folder attribute that trumps all write privileges and administrators user access?

A

Locked files

24
Q

True/False: With locked files, even administrators can’t make changes to a document, file, or app.

A

True

25
Q

How can you prevent an app from auto-saving changes?

A
  1. Disable Auto Save

2. Locking a file

26
Q

How can you view/change a file’s lock state?

A

By using the Info or Inspector window

27
Q

In the Info/Inspector Window of a file, you can have either “Locked” or “Stationary pad” checked. What does “Stationary pad” do?

A

When you open a file that’s a “Stationary pad,” the Finder makes a copy of the original, then opens the copy for you to edit.

28
Q

How do you manually lock a document in an app that supports automatic save?

A

Select the documents filename in the title bar, and when the dialogue box appears, there is an option to select a “Locked” checkbox.

29
Q

If you open a file that is locked, a dialogue box pops up with three options. What are those three options?

A
  1. Unlock
  2. Duplicate
  3. Cancel
30
Q

If you are the owner of a locked document, you can unlock it when you open it. If you aren’t, you can click what?

A

Duplicate, which will create a copy while keeping the original version unchanged. You can then edit the copy.

31
Q

Which apps can manage document locking?

A

Any app that supports Auto Save an the Finder

32
Q

How do you prevent the “Resume” feature when logging out?

A

Deselect the option, “Reopen windows when logging back in” in the dialog that asks if you want to quit all apps and log out.

33
Q

What is a shortcut to enable “Resume” when logging out if the feature isn’t checked?

A

Pressing and holding the “Option” key when logging out.

34
Q

Where do you set Auto Save and Resume options?

A

General preferences pane of System Preferences

35
Q

How do you disable Auto Save?

A

In the General preferences pane of System Preferences, check the box for “Ask to keep changes when closing documents”

36
Q

How do you adjust settings for “Resume” when quitting an app?

A

In the General preferences pane of System Preferences, check/uncheck the box for “Close windows when quitting an app”

37
Q

How do you enable iCloud Drive?

A
  1. In the setup of the Mac, by signing in with an Apple ID, iCloud Drive is automatically turned on
  2. In Apple ID - iCloud settings, check the box for iCloud Drive.
38
Q

How do you enable the “Desktop and Documents” settings of iCloud Drive?

A

By clicking the Options button next to the iCloud Drive setting in the Apple ID > iCloud settings of System Preferences.

39
Q

Where can you access customer folder sand documents that were saved to iCloud Drive?

A
  1. www.icloud.com
  2. iCloud Drive app on iOS devices with iOS 10
  3. Files app on iOS devices with iOS 11 and newer
40
Q

If you have iCloud Desktop & Documents enabled on one Mac and you enable it for another Mac, what happens to the users Desktop and Documents folder?

A

The Desktop and Documents content from those Mac computers is moved into subfolders inside the iCloud Desktop and Documents folders.

41
Q

True/False: An iCloud account can have multiple sets of “Desktop and Documents” Folders in iCloud Drive

A

False. There can only be one, so the first Mac on which you turn on Desktop and Documents Folders defines the base contents in iCloud Drive.

42
Q

How do you remove an item from iCloud Drive?

A

Move it out of an iCloud Drive folder to the Trash or any other local file on your Mac

43
Q

With the exception of the Desktop and Documents folder, items saved in iCloud Drive are maintained where?

A

Locally in each user’s ~/Library/Mobile Documents/ folder

44
Q

How does iCloud Drive optimize storage?

A

It keeps older files and infrequently used files only in iCloud Drive.

45
Q

What happens to the user’s Desktop and Documents folders if you turn off iCloud Desktop and Documents?

A

The items are moved into a subfolder within iCloud Drive, and the local Desktop and Documents folders are created as new empty folders for the local user.

46
Q

If iCloud Desktop and Documents are turned off, how do you get your info back into your Desktop and Document folders that are now locally saved?

A

Users must navigate to iCloud Drive and manually copy their files to the new Desktop and Documents folders.

47
Q

If you turn off all iCloud Drive features in System Preferences and you have iCloud Desktop and Documents enabled, what are the two options that macOS presents you with in regards to those folders?

A
  1. Remove from Mac

2. Keep a Copy

48
Q

If you select “Keep a Copy” when disabling iCloud Drive, what happens to the items in iCloud Desktop and Documents folders?

A

macOS creates an iCloud Drive (Archive) folder in your home folder on the local Mac.

49
Q

What are the two ways to share files or folders using iCloud File Sharing?

A
  1. Collaboration features built into apps (Collaborate button in Pages, Numbers, Keynote)
  2. To share from Finder, click the Share button and choose Share Folder or Share File
50
Q

If sharing a file or folder with another person using iCloud File Sharing, how does the other person access the file or folder?

A

Once they receive the invitation, they can download the shared folder or file from iCloud to any of their devices.

51
Q

True/False: You can change the sharing settings for a folder or document you share at any time.

A

True

52
Q

What are the four recommendations does the Store Management window offer for optimizing storage?

A
  1. Store in iCloud
  2. Optimize Storage
  3. Empty Trash Automatically
  4. Reduce Clutter
53
Q

In regards to storage recommendations, what does “Store in iCloud” do?

A

Gives you the option to choose what you like to store in iCloud by selecting Desktop and Documents, Photos, and Messages.

54
Q

In regards to storage recommendations, what does “Optimize Storage” do?

A

Enables you to turn on the automatic removal of movies and TV shows that you’ve finished watching.

55
Q

In regards to storage recommendations, what does “Empty Trash Automatically” do?

A

Enables the Finder to automatically empty local items from the Trash if they were there for longer than 30 days

macOS Support Essentials 12 (28 decks)

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