Subject: ICT

Topic: 11. File Management

Standard: VIII

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 Learning Objectives
• Locate stored file
• Open and import files of different types.
• Describe the need for a hierarchical file/folder structure
• Saving files using appropriate file names
• Display files details in a folder
• Save, export print files in a variety of formats
• Understand the need of generic file formats
• Understand the need to reduce file sizes for storage
• Using file compression to reduce file size

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 Manage files effectively
• Files can be managed, viewed and accessed using the
program File Explorer.

Search tool File Explorer

Task bar

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 2. Click the Steps to open file explorer
File Explorer Follow these steps if the File explorer is not present on the Taskbar.

1. Type in
the search
box ‘File
Explorer’

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Locate Stored Files
Current folder path

Files and folder information.

(Date of creation/
modification, File Type, File
size)

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 Using other programs to open files

Method 1: Open the application and load the file from

there.
Method 2: Drag the file into an application.
Method 3: Right click on the filename and use Open
with…

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 Saving files in a planned hierarchical
directory/ folder structure
Separate folders to hold
different sections.

(Version Control)
Meaningful filename includes a
version number.

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 Save your work
• Work should always be saved using a planned folder
structure.
• Always use versions as you work upon the same file.
• Giving versions to your work helps you to go back
and look upon the additions or deletions made to the
document at different time intervals.
• Give meaningful file names which give clues as to the
contents of the file.
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 Save, export and print in
different formats

• Save - to save the current file with the same

filename.
• Save As – to save the current file with new name ,
and/or new file type, and/or in a new location.
• Print – to print the current file.
• Export – to export, save a copy in .pdf format, or to
change the file type in some packages.
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 Generic File Type
Generic file formats allow you to save files so that they can be opened
on any platform. Using generic formats allows files created on a PC to be
read/imported on an Apple Mac and vice versa.

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 Generic Text Files
comma separated value
• Takes data in the form of tables
• Saves the data in text format, separating data items with
commas

text file
• It is not formatted
• It can be opened in any word processor

rich text format

• A text file that saves some of the formatting within the
text

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 Generic Image Files
graphic interchange format
• Stores still or moving images.
• Efficient method of storing images using a smaller file size.
• Widely used in web pages.

joint photographic expert group

• Stores still images only.
• Efficient method of storing images using a smaller file size.
• Widely used in web pages.

portable document format

• It is a document that has been converted into an image format.

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 Generic Image Files

portable network graphic

• Compresses graphics without any loss of image
quality.
• Created to replace graphics interchange
format.

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 Generic Video Files

moving picture experts group layer 4

• A multimedia container used for storing video
files, still images, audio files, subtitles and so
on.
• It is used to transfer video files on the internet.

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 Generic Audio Files

moving picture experts group layer 3

• It is a compressed file format used for storing audio
files.
• Stores still and moving images.
• File sizes are relatively small but have near CD quality
that makes them suitable for use on the internet.

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 Generic Files For Website Authoring
cascading stylesheet
• Stylesheets are stored in cascading stylesheet
format and attached to one or more web page.
• It defines the colour, font of a web page.

hyper text markup language

• This text-based language is used to create markup
that a web browser will be able to display
information as a web page.

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 Generic Compressed Files
Roshal archive
• A container that can hold any file types in compressed file
format.
• It is used to reduce the number of bytes needed to save a
file.

ZIP
• A container that can hold any file types in compressed file
format.
• It is used to reduce the number of bytes needed to save a
file.

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 Reducing file sizes for storage and transmission

• Resizing: Changing the size the image.

• Resampling: Changing the quality of
the image

Advantage: Web page loads quickly.

Disadvantage: Image appears to be pixelated if enlarged.

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 Reasons to Reduce File Size

• Processing power and storage space is very valuable

on a computer. To get the best out of both, it can
mean that we need to reduce the file size of text,
image and audio data in order to transfer it more
quickly and so that it takes up less storage space.

• Large files take a lot longer to download and upload

which leads to web pages, songs, video that take
longer to load and play when using the internet.

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 File Compression

• To reduce the text or image file size for

transmission and storage , turn the file into
portable document format.
• To transfer multiple text or image files,
compress the files together as a single zip file.

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