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Cambridge IGCSE0417

Manage files effectively

Information Communication Technology 0417 Chapter Notes

What this chapter covers

Manage files effectivelyReduce file sizes for storage or transmission
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In this chapter

  1. 1Locate files and keep them in folders
  2. 2Save in the format of the software
  3. 3Save, export and print in different formats
  4. 4Characteristics and uses of file formats
  5. 5The need for generic file formats
  6. 6Zip files and web-ready images
  7. 7Why files are compressed
  8. 8How a file is compressed
  9. 9Compression formats: .zip and .rar
  10. 10Reducing the size of an image

1. Locate files and keep them in folders

Locate a stored file, then open it or import it into the package the task names. A task may give a file of one type, such as `.csv`, and ask for it to be used in another package.

Save files in a planned hierarchy of folders. A file path lists the folders in order, from the outer folder inwards, with `/` as the connector. The path of a folder has a `/` before the first name, a `/` between the names and a final `/` after the last name.

Use the file name exactly as the task gives it, including capitals. The package adds the extension, so do not type it again.

Examiner insight

“Some candidates understood the file path but missed off the final slash.” “A small number of candidates had used the file name Lilac1.jpg with the software adding the extension resulting in the file name Lilac1.jpg.jpg”

Worked example 11 mark

Locate only the following files and store them in your skirting folder.

j26banner.jpg j26contact.jpg j26skirting.css j26skirting.htm j26video.mp4

Display the contents of your skirting folder showing the folder name, all file names, file extensions, file sizes, frame height, frame width and image dimensions.

Take a screenshot of this folder, making sure that the required information is clearly visible.

  1. 1

    Locate the five named files and store only those files in the skirting folder.

  2. 2

    Set the folder view so that every item the question lists is displayed, and do not crop out the folder name.

  3. 3

    The screenshot shows the folder name, all file names, file extensions, file sizes, frame height and width, and image dimensions. [1]

2. Save in the format of the software

A task may supply a file as `.rtf` and say "save it in the format of the software you are using". Change the file type to the package's own format, such as `.docx` for a document or `.xlsx` for a spreadsheet.

The same applies when a task supplies a `.csv` file and asks for a spreadsheet. Saving it again as `.csv` is not a spreadsheet.

A screenshot taken after saving must give evidence of the correct file type. A folder view showing the file name and extension does this.

Examiner insight

“Most candidates saved the file with the given name, but a significant number did not change the file type to the native format of the software they were using.” “Screenshot evidence of the save was often inconclusive showing the save in process rather than capturing the outcome of the file saved. A screenshot of the folder contents after saving provides the evidence required.”

Worked example 11 mark

Using suitable software, open the file j2621pressrelease.rtf

Save the document in your work area with the file name SUVMODEL

Make sure that it is saved in the format of the software you are using.

Place in your Evidence Document a screenshot to show this file has been saved. Make sure there is evidence of the file type.

  1. 1

    Open the `.rtf` file and save it as SUVMODEL, typed in capitals as given.

  2. 2

    Change the file type from `.rtf` to the format of the software being used.

  3. 3

    Screenshot of the folder after saving: file saved as SUVMODEL with the correct file type visible. [1]

3. Save, export and print in different formats

Save and print a variety of items: a document, a screenshot, a database report, a data table, a graph or chart, a web page in browser view and a web page in HTML view.

Save in the format of an application package, such as `.docx`, `.xlsx`, `.accdb` or `.pptx`. Export in a generic format, such as `.csv`, `.txt`, `.rtf`, `.pdf`, `.htm`, `.jpg` or `.png`.

When the task names a format, use that format. A different one loses the mark.

Examiner insight

“Some candidates did not provide screenshot evidence of exporting the extract and some incorrectly exported it in .csv, .txt or .pdf format.” “Another error was saving the modified image as .jpg instead of .png.”

Worked example 13 marks

Create a new folder called skirting

Open the file j26image.png

Rotate this image 90 degrees clockwise.

Reflect (flip) this image horizontally.

Save this image in your skirting folder in .png format with the file name image_ followed by your centre number_candidate number, for example, image_ZZ999_9999.png

  1. 1

    Image rotated 90 degrees clockwise first. [1]

  2. 2

    Then reflected horizontally. [1]

  3. 3

    New image saved in the skirting folder in .png format as image_ZZ999_9999.png. [1]

4. Characteristics and uses of file formats

A `.css` file is a cascading style sheet. It holds the presentation layer of a web page. A `.htm` file is hypertext markup and holds the content layer. Do not confuse `.css` with `.csv`.

A `.txt` file is text with no formatting. An `.rtf` file is rich text format. It keeps formatting, such as images, and takes more memory than `.txt`. A `.csv` file is comma separated values. It is software independent and a comma separates each piece of data. It is used to import tables into a database or as a data source in mail merge.

A `.gif` file stores still or moving images. A `.jpg` file uses lossy compression. `.jpg` and `.png` are image formats. A `.pdf` file is harder to edit and only some devices and software can read it.

Examiner insight

“Most marks were gained for reference to formatting and no formatting and a few gained marks for mentioning memory size and different types of formatting like images.” “A number confused .css with .csv and gave answers about spreadsheets.”

Worked example 13 marks

Describe the differences between a `.txt` file and an `.rtf` file. Do not use brand names.

  1. 1

    A `.txt` file stores text with no formatting. [1]

  2. 2

    An `.rtf` file (rich text format) keeps formatting, such as images. [1]

  3. 3

    A `.txt` file occupies less memory than an `.rtf` file. [1]

5. The need for generic file formats

A generic file format can be opened in different software, including on other platforms. The need for it is not about saving storage or increasing security.

Examples of generic formats are `.pdf` and `.csv`. `.xls` and `.doc` are popular, but they are not generic.

A generic format does not open in all software. It opens in some types of software.

Examiner insight

“Some candidates thought that.xls and .doc were examples of generic file formats due to their popularity.” “There were lots of reference to being able to open in ‘ALL’ software or ‘ALL’ packages when in reality generic file formats may only open in some types of software.”

Worked example 12 marks

A company exports its customer table as a `.csv` file so that another company, which uses different database software, can use the data. Explain why a generic file format is needed.

  1. 1

    A generic file format can be opened in different software. [1]

  2. 2

    A `.csv` file is software independent, so the other company can import the table into its own database software. [1]

6. Zip files and web-ready images

A zip file contains many files, which are compressed. Compressing makes the file smaller.

Email systems have a limit on the size of a file. A smaller file also takes less time to upload and download, which affects the download speed of a web page.

Many browsers will not handle `.tif` files, so save an image for a web page as a format such as `.jpg` or `.png`. The credited ways to reduce the file size of an image are compressing the image and reducing its resolution.

Examiner insight

“Some candidates wrote about zipping the file and then sending it rather than explaining why the file would need to be compressed.” “Many candidates were not specific about the difference between the physical size of the image and its file size.”

Worked example 12 marks

A secretary must email 30 large files to a colleague. The files are placed in one zip file first. Explain why the files are compressed.

  1. 1

    Compressing makes the file size smaller. That is what happens, not why, so go on to the reasons.

  2. 2

    Email systems have a limit on the size of a file that can be sent. [1]

  3. 3

    A smaller file takes less time to upload and download. [1]

Recap

  • Use the file name exactly as given, with capitals. Do not type the extension if the package adds it.
  • The file path of a folder lists the folders from the outer one inwards, with / before, between and after the names.
  • Saving in the format of the software means changing the file type from the supplied .rtf or .csv.
  • Evidence of a save: a screenshot of the folder after saving, showing file name and type.
  • .css is presentation, .htm is content, .csv is comma separated values, .txt has no formatting, .rtf keeps formatting.
  • .gif stores still or moving images. .jpg uses lossy compression.
  • A generic format opens in different software and on other platforms, but not in all software.
  • A zip file holds compressed files. Compressing lowers file size, so email limits are met and downloads are quicker.

7. Why files are compressed

File compression is used to reduce file sizes for storage or transmission. A compressed file takes up less storage.

A smaller file also takes less time to upload or download. Email systems have a limit on the size of file that can be sent, so a large attachment may need to be compressed first.

Examiner insight

“Some candidates realised that email systems have a limit on the file size that can be transmitted but then struggled to get a second reason like it takes longer to upload/download the file.”

Worked example 12 marks

A school office emails a large report. Give two reasons why the file would need to be compressed.

  1. 1

    Email systems have a limit on the size of file that can be sent [1]

  2. 2

    The smaller file takes less time to upload / download [1]

8. How a file is compressed

File compression means reducing the size of the file.

Compression software scans the file for repeated data patterns. It replaces the patterns with unique identifiers. The identifiers take up less space than the patterns they replace.

Worked example 13 marks

The document is stored in a file which needs to be compressed before it is stored in the cloud.

(i) Explain what is meant by file compression.

(ii) Describe how the file is compressed.

  1. 1

    (i) reducing the size of the file / the file takes up less storage [1]

  2. 2

    (ii) software scans the file for repeated data patterns [1]

  3. 3

    replaces the patterns with unique identifiers / the identifiers take up less space [1]

9. Compression formats: .zip and .rar

Two file compression formats are .zip and .rar. In the paper's list of eight formats, only rar and zip gained credit. In an earlier paper, some candidates gave pdf in place of rar.

Worked example 12 marks

Circle two file compression formats.

csv · css · gif · pdf · png · rar · rtf · zip

  1. 1

    rar [1]

  2. 2

    zip [1]

10. Reducing the size of an image

In a document of text and images, the images can be the largest single element in the file. Answers must then relate to the images.

Examiners looked for compressing the image or reducing its resolution. Changing the file type or the colour depth also gained credit.

Cropping the image, or reducing its height and width, is about the size of the image. The question is about its file size.

Examiner insight

“To achieve good marks on this question the answers must relate to the images which were the largest single element in the file.” “The answer the Examiners were looking for were compressing the image or reducing its resolution.”

Worked example 13 marks

A document of text and photographs is too large to send as an email attachment. Describe three ways of reducing the size of the document.

  1. 1

    Compress the photographs [1]

  2. 2

    Reduce the resolution of the photographs [1]

  3. 3

    Reduce the colour depth of the photographs / change their file type [1]

Recap

  • File compression reduces file sizes for storage or transmission.
  • A compressed file takes up less storage and takes less time to upload / download.
  • Software scans for repeated data patterns and replaces them with unique identifiers that take up less space.
  • Two compression formats are .zip and .rar.
  • To shrink a document, work on the images: compress them or reduce their resolution.

End-of-chapter exercise

Test yourself on the whole chapter. Work through these before moving on.

  1. State what the letters in the file format `.csv` stand for.1 mark
  2. A task says: "Open report.rtf. Save it with the file name SALES in the format of the software you are using." Describe two things the candidate must do when saving.2 marks
  3. The folder Maths is stored inside the folder Year10. Year10 is stored inside the folder Work. Write the file path of the folder Maths, using `/` as the connector.2 marks
  4. A candidate types the file name `holiday.jpg` in a package that adds the extension itself. State the file name that results and give the reason.2 marks
  5. A candidate takes a screenshot of a folder to prove that three image files are stored in it. Name three items of information the screenshot must display.3 marks
  6. A student writes: "An .rtf file is a text file that cannot be edited. It takes less memory than a .txt file." State what `.rtf` stands for and correct the two errors in the student's statement.3 marks
  7. Give one characteristic of the `.jpg` format and one of the `.gif` format.2 marks
  8. A teacher saves a worksheet as a `.pdf` file. A student says: "A pdf file cannot be edited and every device can open it." Correct the student's statement.2 marks
  9. A wildlife club has 40 photographs saved as `.tif` files. It wants to show them on its web page and also to email the 40 original files to a magazine editor. A member says: "Crop each photograph to make its file size smaller and put the files on the web page. Then zip the 40 files and send them." Explain what the club should do for the web page and why the files are zipped for the email.6 marks
  10. A task says: "Open the file members.csv. Save it as a spreadsheet with the file name CLUB_2026 in the folder Club, which is inside your Work folder. Export the member list in .txt format. Take a screenshot to show both files have been saved, with evidence of the file types." A candidate saves the file as club_2026 and leaves the file type as `.csv`. The candidate exports the list as a `.pdf` file. The screenshot shows the save in process and is cropped so that only the file names are visible. Write the file path of the folder Club, using `/` as the connector, and describe the five errors the candidate must correct.6 marks
  11. State what is meant by file compression.1 mark
  12. Circle two file compression formats. csv · css · pdf · rar · rtf · zip2 marks
  13. A document is stored on a server. State one reason for compressing it before it is stored.1 mark
  14. A student wants to email a large file to her teacher. Give two reasons why the file would need to be compressed.2 marks
  15. Describe how compression software makes a file smaller.3 marks
  16. A company stores a 120 MB file on a server. Staff download it every day. Explain why the company compresses the file.2 marks
  17. A web designer wants to reduce the file size of an image. Give two ways of doing this.2 marks
  18. A file contains the phrase 'blue sky blue sky blue sky'. Explain how compression software could use this to make the file smaller.3 marks
  19. A museum writes a guidebook of 60 pages of text with 200 photographs. The file is too large to email to schools. (a) The curator makes the font smaller and changes the font type. Explain why the file is still too large to send. (b) An assistant is asked to reduce the file size of each photograph. He crops each one. State what he has changed in place of the file size. (c) Give three changes to the photographs that would gain credit as ways of reducing the file size.5 marks
  20. A weather station saves its readings in a text file. The word NORMAL (6 characters) appears 2000 times in the file. Each character takes up 1 byte. Every hour the file is sent over a slow internet connection to a research centre, and a copy is kept on a server there. A technician writes: 'We zip the file and then send it, which saves space.' (a) Describe what compression software does with the repeated word. (b) The software uses an identifier of 2 characters. Calculate the number of bytes saved on these 2000 entries. (c) The technician has not explained why the file needs to be compressed. Give one reason that applies to sending the file and one that applies to keeping the copy. (d) The centre accepts files in these formats: csv, pdf, rar, rtf. State which one is a file compression format.7 marks

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