As a nurse, you’re a master at keeping client charts, medications, and schedules organized to ensure a care setting operates smoothly. Your role, however, is evolving—today’s healthcare increasingly relies on information technology (IT), from electronic health records to digital imaging systems. Nurses are expected to interact more and more with these tools, making some basic understanding of how computer systems work incredibly useful. This doesn’t mean you’re computer illiterate—far from it. Many nurses are simply computer dis-interested, and that’s okay. By nature, you’re drawn to human interaction—comforting a client, collaborating with colleagues—rather than tinkering with machines. There’s no shame in that, and you shouldn’t feel belittled by a lack of IT knowledge. Think of this as an opportunity: a little insight into something like a computer file system can empower you, streamline your work, and let you focus on what matters most—caring for clients. A file system is like a well-labeled filing cabinet for your digital data, keeping everything in order on devices like hard drives, USB sticks, or cloud storage. Let’s explore how it works, including directories, folders, files, popular file types, and a default Windows setting that hides file extensions, which can confuse you. We’ll also show how to fix that.
The Basics: What Is a File System?
Library shelf with books.
A file system is how a computer organizes, stores, and retrieves data. Picture a library: instead of books strewn about, it has shelves (directories), sections (folders), and individual books (files). The file system ensures your client reports, X-rays, or training videos are neatly stored and easy to find. It tracks where every piece of data lives on the storage device, making retrieval quick and efficient.
Directories: The Big Picture
Chest and Cabinets
A directory is like a major category or a giant shelf in your digital library. The topmost one, called the root directory, is the starting point—like the “C:” drive on a Windows computer or “/” on a Mac. It’s the main entrance to your filing system, and everything branches out from there. For example, your “Client Records” might sit under “C:”. Directories can hold other directories or folders, creating a clear hierarchy, much like sorting medical supplies by type in a care setting’s storage room.
Folders: Organizing the Details
A tree with folder names
Inside directories, folders act as drawers or subsections. They hold specific groups of files or subfolders. For instance, in your “Client Records” directory, you might have a folder called “2025 Records,” with subfolders like “January” or “February” inside it. This mirrors organizing paper charts by year and month in a care setting. The file system uses a “path” (e.g., “C:\Client Records\2025\January”) to track locations, keeping navigation intuitive—like finding a chart in a well-organized cabinet.
Files: The Core Content
Files are the individual items in folders—like a client chart or an X-ray image. Each file has a name, such as “Client_Smith_Chart.docx” or “Xray_03.jpg.” The part after the dot—the extension—tells the computer what type of file it is and which program should open it. Files store all kinds of data: text, images, or videos. The file system uses an address book (like a file allocation table on Windows) to pinpoint their locations on the disk, ensuring fast access.
The Hidden Extension Problem
Here’s a twist: by default, Windows hides file extensions. So, instead of seeing “Client_Smith_Chart.docx,” you might just see “Client_Smith_Chart.” Microsoft designed this to “simplify” things, assuming the file’s icon (like a Word logo) is enough to identify it. But this can trip you up in a care setting. Imagine two files named “Client_Smith_Chart”—one’s a .docx (Word document) and the other’s a .pdf (Adobe file). Without the extension, how do you tell them apart? Icons might look similar, or a harmful file (like “Report.exe” posing as a document) could trick you into opening it, risking your computer’s safety. This setting, rooted in early Windows versions, aimed to shield beginners from tech details. But for a nurse handling critical files—like client records or test results—not seeing the file type can slow you down or lead to errors. Fortunately, you can fix this.
How to Show File Extensions in Windows
Computer screens showing file extensions
To reveal file extensions and stay in control, follow these steps on a Windows computer (works for Windows 10 or 11):
- Open File Explorer: Click the yellow folder icon on your taskbar or press the Windows key + E.
- Go to the View Options: At the top of File Explorer, in Windows 10, click the “View” tab. In Windows 11, click the three-dot menu in the toolbar and select “Options.”
- Open Folder Options: On the View tab, click “Options” on the right. If you used the three-dot menu, you’re already there.
- Uncheck the Hide Extensions Box: In the Folder Options window, click the “View” tab. Scroll down the “Advanced settings” list to “Hide extensions for known file types.” It’s checked by default—uncheck it.
- Apply and Save: Click “Apply,” then “OK.” Now, extensions will appear everywhere!
Suddenly, “Client_Smith_Chart” becomes “Client_Smith_Chart.docx,” and “Xray_03” becomes “Xray_03.jpg.” It’s like adding a clear label to every chart in your care setting—no more guesswork.
Popular File Types and Their Applications
File Types
With extensions visible, here are common file types you might use:
- .docx (Microsoft Word Document): Text files for reports or notes, opened by Word.
- .pdf (Portable Document Format): Universal files for sharing, like test results, opened by Adobe Acrobat or browsers.
- .jpg or .jpeg (Joint Photographic Experts Group): Image files for X-rays or photos, opened by photo viewers.
- .mp4 (MPEG-4 Video): Video files, like training clips, played by VLC or Windows Media Player.
- .xlsx (Microsoft Excel Spreadsheet): Data files for vitals or schedules, opened by Excel.
The extension links each file to an application. Double-click “Xray_03.jpg,” and the system sees “.jpg” and opens your photo viewer. You can tweak these associations in settings if you prefer a different app.
Putting It All Together
Imagine saving a client’s X-ray. You navigate from “C:” (root) to “Client Records” (directory), then “2025 Records” (folder), and “January” (subfolder). You save it as “Xray_Smith_Jan25.jpg.” The file system logs the path (C:\Client Records\2025\January\Xray_Smith_Jan25.jpg) and ties “.jpg” to your photo app. Later, you find it, double-click, and it opens—fast and clear. Seeing the extension confirms it’s an image, not a document.
Why This Matters to You
Nurse in front of computer screens
In a care setting, you use file systems daily—saving .docx notes, reviewing .pdf reports, or viewing .jpg scans. Understanding directories, folders, and files keeps you organized, like finding a chart during a busy shift. Seeing extensions avoids mix-ups, ensuring you open the right file with the right tool. The file system is your digital assistant, keeping your workspace as efficient as a well-run care setting—so you can focus on client care, where your heart truly lies.