File Management (Edexcel IGCSE ICT)

File formats

What is a file format?

• A file format is a way of saving data created in an application so that it can be opened again later in the same application

• Different applications use different file formats, so it is good practice to save work using a compatible file format

• There are occasions when you may wish to change to a different file format, for example you may have to save work in an older format for older software versions to be able to open it

• Software is often backward compatible, which means newer versions will open older file formats

• Older software cannot open newer file formats

• After editing your work in one application you may want to export in to a different format, for example:

  • Creating a poster in a desktop publishing application and then once complete, exporting as a generic file format such as PDF

  • PDFs can be opened on most devices, even without the application it was created in

Example application file formats

File & folder structures

What is a file & folder structure?

• A file & folder structure is a way of organising digital information on a computer

• Files are individual documents, images, video, or other data that is stored on a computer

• Folders are digital containers for files

• Folders can be nested inside other folders to create a hierarchical structure

• The purpose of a file & folder structure is find information quickly

Saving work

• It is important to save work regularly, in case of a loss of power or the application crashes

• The below screenshot shows a project structure broken into 4 different sections, Initiation, Planning, Executing and Closing

• Within each folder, files are saved according to the which part of the project they are relevant to

• Files are saved inside folders with version numbers allowing the user to go back and review previous versions

• This is known as version control

Naming files

• Meaningful file names should give a clue as to what the document contains

• 'Doc1’ does not give any idea about the contents of the file and is not a meaningful file name

• ‘Plan’ is a partially meaningful name but could be any plan or any version of the plan

• ‘Initial_Plan_Version_1' is a meaningful name as it determines that it is an initial plan and is the first version

Locating stored files

• Secondary storage contains files and folders

• Within a folder, there may be files or other folders which are known as subfolders

• There are multiple ways to locate files

  • Using Windows search

    • Click on the Windows Icon at the bottom of the screen and type the file that is required and click on the ‘documents’ button