Contents Overview 1 Managing Data Compression 2 Lab A: Compressing Files and Folders 8 Managing Disk Quotas 14 Lab B: Setting Disk Quotas 21 Encrypting Data 27 Using Disk Defragmenter 32 Lab C: Defragmenting Hard Disks 36 Troubleshooting Data Storage 39 Review 40 This course is a prerelease course and is based on Microsoft Windows 2000 Beta 3 software. Content in the final release of the course may be different than the content included in this prerelease version. All labs in the course are to be completed using the Beta 3 version of Microsoft Windows 2000 Advanced Server. Module 7: Managing Data Storage Information in this document is subject to change without notice. The names of companies, products, people, characters, and/or data mentioned herein are fictitious and are in no way intended to represent any real individual, company, product, or event, unless otherwise noted. Complying with all applicable copyright laws is the responsibility of the user. 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The names of companies, products, people, characters, and/or data mentioned herein are fictitious and are in no way intended to represent any real individual, company, product, or event, unless otherwise noted. Other product and company names mentioned herein may be the trademarks of their respective owners. Project Lead/Senior Instructional Designer: Red Johnston Instructional Designers: Tom de Rose (S&T OnSite), Meera Krishna (NIIT (USA) Inc.) Program Manager: Jim Cochran (Volt Computer) Lab Simulations Developers: David Carlile (ArtSource), Tammy Stockton (Write Stuff) Technical Contributor: Kim Ralls Graphic Artist: Julie Stone (Independent Contractor) Editing Manager: Tina Tsiakalis Editors: Wendy Cleary (S&T OnSite), Diana George (S&T OnSite) Online Program Manager: Nikki McCormick Online Support: Tammy Stockton (Write Stuff) Compact Disc Testing: ST Labs Production Support: Rob Heiret, Ismael Marrero, Mary Gutierrez (Wasser) Manufacturing Manager: Bo Galford Manufacturing Support: Mimi Dukes (S&T OnSite) Lead Project Manager, Development Services: Elaine Nuerenberg Lead Product Manager: Sandy Alto Group Product Manager: Robert Stewart Module 7: Managing Data Storage iii Introduction This module provides students with information about data storage and how to manage it. They will learn about the tools that Microsoft ® Windows ® 2000 provides to help them manage data storage. Students will learn how to compress files and folders, assign disk quotas to users, use encryption to provide additional file protection, and to defragment data. At the end of this module, students will be able to maintain stored data in a way that ensures secure and adequate storage capacity for current and anticipated needs. There are three labs in this module. In them, students compress and uncompress files and folders, manage compressed files, configure and manage disk quotas, analyze a hard disk to determine whether defragmenting is necessary, and review the steps necessary to defragment a hard disk. Materials and Preparation This section provides you with the materials and preparation needed to teach this module. Materials To teach this module, you need the following materials: !" Microsoft PowerPoint ® file 1556A_07.ppt !" Module 7, “Managing Data Storage” Preparation To prepare for this module, you should: !" Read all the materials for this module. Notice that some slides are animated and require that you click them several times as you step students through the corresponding process. Animated slides are indicated with an icon in the lower left corner. !" Review the Delivery Tips and Key Points for each section and topic. !" To demonstrate raising the quota limit for an individual user who has exceeded the quota limit set for all users, log on as a user and copy files to the hard disk. The combined size of the files must exceed the quota set for all users. Presentation: 60 Minutes Labs: 45 Minutes iv Module 7: Managing Data Storage !" To demonstrate monitoring disk quotas, you should demonstrate monitoring quota entries. Point out accounts that are below the limit, above the warning level, and above the quota limit. If you have not logged on as a user and copied files to the partition, you will not have much to show students in the interface. !" Complete the three labs. !" Study the review questions and prepare alternative answers for discussion. !" Anticipate questions that students may ask. Write out the questions and provide answers to them. Module 7: Managing Data Storage v Module Strategy Use the following strategy to present this module: !" Managing Data Compression Provide an overview of data compression management. Describe the characteristics of compressed files and folders. Describe and demonstrate how to compress files and folders. Explain the compression state of files and folders that are copied and moved within and between partitions. The topic on copying and moving compressed files and folders has an animated slide. The icon on the bottom left corner of the slide identifies the slide. Use the slide to show students how the compression state of files and folders is retained when they copy or move them within and between NTFS file system partitions and non-NTFS partitions. Present best practices for managing NTFS compression. !" Managing Disk Quotas Provide students with an overview of disk quota management. Define disk quota management. Describe setting disk quota warnings and limits. Explain and demonstrate how to enable disk quotas for all users and for individual users. Explain and demonstrate how to monitor quota entries. Present best practices for managing disk quotas. !" Encrypting Data Provide an overview of the Encrypting File System (EFS). The topic on defining the Encrypting File System has an animated slide. The icon on the bottom left corner of the slide identifies the animated slide. Use the slide to show students that they can use EFS to store data in encrypted form. Then explain that Windows 2000 does encryption and decryption transparently whenever encrypted data is read from or written to the hard disk. Describe the Encrypting File System as a way to ensure data security. Describe how to encrypt files and folders. Explain what happens when encrypted files and folders are copied and moved. Present best practices for encrypting data. !" Using Disk Defragmenter Provide an overview of Disk Defragmenter. Describe Disk Defragmenter as a tool to consolidate fragmented files and folders. Describe how to defragment partitions. Demonstrate Disk Defragmenter analyzing a partition on your computer. Describe best practices for using Disk Defragmenter. !" Troubleshooting Data Storage Provide students with solutions to data storage problems. vi Module 7: Managing Data Storage Customization Information This section identifies the lab setup requirements for a module and the configuration changes that occur on the student computers during the labs. This information is provided to assist you in replicating or customizing Microsoft Official Curriculum (MOC) courseware. The labs in this module are also dependent on the classroom configuration that is specified in the Customization Information section at the end of the Classroom Setup Guide for course 1556A, Administering Microsoft Windows 2000. Lab Setup The following list describes the setup requirements for the labs in this module. Setup Requirement 1 The labs in this module require that the Users group have the Log on locally right. To prepare the student computers to meet this requirement, perform one of the following actions: !" Complete module 2 of course 1556A, Administering Microsoft Windows 2000. !" From the Trainer Materials compact disc, run the LRights.cmd script on each domain controller in each child domain. Setup Requirement 2 The labs in this module require the following user accounts: User71, User72. To prepare the student computers to meet this requirement, !" Run the script Lab071.cmd on one of the two domain controllers in each subdomain. If you run the script on both domain controllers, the labs will not function properly. !" If you create the users manually, leave the password blank. Lab Results Performing the labs in this module introduces the following configuration changes: !" The assignment of the Log on locally right to the Users group. !" The addition of User71 and User72 to the Users container. Important Caution Module 7: Managing Data Storage 1 Overview ! Managing Data Compression ! Managing Disk Quotas ! Encrypting Data ! Using Disk Defragmenter ! Troubleshooting Data Storage As an administrator, you must maintain stored data in a way that ensures adequate storage capacity and data security for current and anticipated work. Microsoft ® Windows ® 2000 provides tools to help you manage data storage. You use data compression to store files using less disk space. You use disk quotas to monitor and control data storage on partitions where users share hard disk space. You use encryption to protect data from unauthorized viewing or use. You defragment partitions to compile pieces of files that are distributed over a partition, thereby improving the performance of your system. At the end of this module, you will be able to: !" Manage data compression. !" Manage disk quotas. !" Manage data encryption. !" Defragment NTFS file system partitions. !" Troubleshoot data storage tasks. !" Apply best practices to data management. Slide Objective To provide an overview of the module topics and objectives. Lead-in In this module, you will learn how to manage data storage on NTFS-formatted partitions. 2 Module 7: Managing Data Storage # ## # Managing Data Compression ! Defining Compressed Files and Folders ! Compressing Files and Folders ! Copying and Moving Compressed Files and Folders ! Best Practices for Managing Data Compression NTFS file system data compression enables you to compress files and folders. Compressed files and folders occupy less space on an NTFS-formatted partition, enabling you to store more data. You set the compression state, either compressed or uncompressed, of files and folders. Files and folders that you copy or move can retain their compression states, or they can inherit the compression state of the target folder to which they are copied or moved. There are best practices for managing data compression that you should follow. Slide Objective To introduce NTFS data compression management. Lead-in You compress files and folders so that they occupy less space on a partition. Delivery Tip This is an overview of managing data compression. Prepare students for the topic by providing the following key points of information. Key Points Compress files and folders to occupy less hard disk space. You can set the compression state of files and folders. Copying and moving compressed files and folders may affect their compression state. Use best practices when managing data compression. Module 7: Managing Data Storage 3 Defining Compressed Files and Folders ! Files and Folders Have a Compression State ! Windows 2000 Automatically Uncompresses Accessed Files ! Space Allocation Based on Uncompressed File Size ! Display Color Designates Compressed Files and Folders NTFS Partition FileA FileA FileB Compressed FileB Compressed FolderA Compressed W You can compress individual files and folders that are stored on NTFS partitions. Compressed files are convenient for users to access from within Microsoft applications. When saving compressed files on a partition, there must be enough space on the partition for the uncompressed file size. Compressed files and folders can be easily distinguished by using a different display color. Compression State Each file and folder on an NTFS partition has a compression state, which is either compressed or uncompressed. The compression state for a folder does not necessarily reflect the compression state of the files and subfolders in that folder. A folder can be compressed, yet all of the files in that folder can be uncompressed; an uncompressed folder can contain compressed files. To change the compression state for a file or folder, you must have Write permission for the file or folder. Access to Compressed Files Compressed files can be read, and written to, by any Windows-based or MS-DOS ® -based application without first being uncompressed by another application. When a file is compressed, Windows 2000 automatically uncompresses and compresses the file in the background when it is opened and closed. When you use an application such as Microsoft Word, or an operating system command such as copy, to request access to a compressed file, Windows 2000 automatically uncompresses the file. When you close or save a file, Windows 2000 compresses it again. Slide Objective To describe compressed files and folders. Lead-in Compressed files and folders occupy less space on NTFS-formatted partitions. Key Points Uncompressed files can reside in a folder in a compressed state. Compressed files can reside in a folder in an uncompressed state. NTFS allocates space for compressed files and folders based on the uncompressed size of the file or folder when it is copied or moved. 4 Module 7: Managing Data Storage Space Allocation for Compressed Files When a compressed file is copied from one partition to a compressed folder on another partition, it is uncompressed, copied in its uncompressed state, and then compressed. Because the file is in an uncompressed state for a period of time, there must be enough space on the partition to which the file is being copied to hold the file in its uncompressed state. If there is not enough space, the file cannot be copied to the partition. Therefore, if you copy a compressed file to a compressed folder on an NTFS partition, and you have enough space for the compressed file but not for the uncompressed file, you will get an error message stating that there is not enough disk space for the file. Compression State Display Color By using Windows Explorer you can select a different display color for compressed files and folders in order to distinguish them from uncompressed files and folders. [...]... 7 Log off Windows 2000 14 Module 7: Managing Data Storage # Managing Disk Quotas Slide Objective To introduce disk quota management Delivery Tip This is an overview of managing disk quotas Prepare students for the topic by providing the following key points of information Key Points Use disk quotas to manage data storage You can set quotas and prevent users from saving data if they exceed their quotas... compressed data, use different display colors for compressed folders and files !" Compress static data rather than data that changes frequently Compressing and uncompressing files incurs some system overhead By choosing to compress files that are infrequently accessed, you minimize the amount of system time that is dedicated to compression and uncompression activities 8 Module 7: Managing Data Storage. .. Windows 2000 uncompresses the file, copies the file, and then compresses the file again as a new file This may cause performance degradation Module 7: Managing Data Storage 7 Best Practices for Managing Data Compression Slide Objective To present best practices for managing NTFS compression Determine Which File Types to Compress Determine Which File Types to Compress Lead-in Review this checklist before... 24 Module 7: Managing Data Storage 6 Click OK What changes occurred in the Quota Entries for NTFS (D:) dialog box? An entry was created for User72 because the settings for User72 are different than the default settings for drive E 7 Close the Quota Entries for NTFS (D:) window 8 In the NTFS (D:) Properties dialog box, click OK Module 7: Managing. .. their quota-warning thresholds Red circle Users who are over their quota limits 20 Module 7: Managing Data Storage Best Practices for Managing Disk Quotas Slide Objective Set Quota Limits for Partitions on Shared Client Computers Set Quota Limits for Partitions on Shared Client Computers To present best practices for managing disk quotas Lead-in Log On as Administrator to Install Components and Applications... D:\MOC\1556A\Labfiles\Ntfs\User72 folders 8 Close all windows, and log off Windows 2000 Module 7: Managing Data Storage 27 # Encrypting Data Slide Objective To introduce the Encrypting File System You can use encryption when other security measures are insufficient Delivery Tip This is an overview of encrypting data Prepare students for the topic by providing the following key points of information... Static Data Rather Than Data That Changes Frequently Compress Static Data Rather Than Data That Changes Frequently Consider the following best practices for managing compression on NTFS partitions: !" Because some file types compress to smaller sizes than others, select file types to compress based on the resulting anticipated file size For example, because Windows bitmap files contain more redundant data. .. best practices for encrypting files and folders that you should follow 28 Module 7: Managing Data Storage Defining the Encrypting File System Slide Objective Encryption To describe the Encrypting File System Hello Lead-in Use encryption when you need more security than you obtain from NTFS permissions *&^1 User User ! Ensures Data Security ! Automatic Encryption and Decryption Hello Decryption Delivery... Explorer What indication do you have that the Apps folder is no longer compressed? The Apps folder name is displayed in black 12 Module 7: Managing Data Storage Exercise 3 Copying and Moving Compressed files You have been saving information in folders on the server You have determined that some files, due to their content, belong in different... Labor.txt compressed or uncompressed? Compressed 2 Move Labor.txt to the D:\MOC\WIN1556A\Labfiles\NTFS\Student\Library folder Module 7: Managing Data Storage 13 3 Examine the properties of Labor.txt in the Library folder Is Labor.txt compressed or uncompressed? Why? Compressed When a file is moved to a new folder on the same partition, its . In this module, you will learn how to manage data storage on NTFS-formatted partitions. 2 Module 7: Managing Data Storage # ## # Managing Data Compression. !" Troubleshooting Data Storage Provide students with solutions to data storage problems. vi Module 7: Managing Data Storage Customization