Be able to locate stored files

File Management – Locating Stored Files

This section explains how to locate files that are stored on a computer or external storage device. Understanding file locations is essential for efficient work and for meeting the IGCSE ICT assessment criteria.

Key Terminology

• File – A collection of data stored under a single name, identified by a file extension (e.g., .docx, .jpg).
• Folder (Directory) – A container that holds files or other folders.
• Path – The address that shows where a file is stored.
• Absolute Path – The full path from the root of the storage device to the file.
• Relative Path – A path that starts from the current folder.
• File Extension – The suffix after the last period in a file name that indicates its type.

Common Storage Locations

Location	Typical Absolute Path (Windows)	Typical Absolute Path (macOS)	Purpose
Desktop	C:\Users\username\Desktop	/Users/username/Desktop	Quick access to frequently used files.
Documents	C:\Users\username\Documents	/Users/username/Documents	Default location for personal documents.
Downloads	C:\Users\username\Downloads	/Users/username/Downloads	Files saved from the internet or email.
Pictures	C:\Users\username\Pictures	/Users/username/Pictures	Image files and photo collections.
External Drive (e.g., USB)	E:\ (or other drive letter)	/Volumes/DriveName	Portable storage for backup or transfer.

Methods for Locating Files

1. Using File Explorer / Finder
   • Open the file manager.
   • Navigate through folders using the tree view or breadcrumb trail.
   • Look for the file name or recognizable file icon.
2. Search Function
   • Enter part of the file name, extension, or content keyword in the search box.
   • Refine results by selecting filters such as file type, date modified, or location.
3. Recent Files List
   • Access the “Recent” or “Quick Access” pane to view files opened recently.
   • This is useful when the exact location is forgotten.
4. Command‑Line Navigation (Advanced)
   • Use cd to change directories and dir (Windows) or ls (macOS/Linux) to list contents.
   • Combine with wildcard characters (e.g., *.pdf) to locate files.
5. File Properties
   • Right‑click a file and select “Properties” (Windows) or “Get Info” (macOS) to view its full path.
   • Copy the path for use in other applications.
6. Using Shortcuts and Links
   • Desktop shortcuts or symbolic links point directly to the original file location.
   • Double‑clicking the shortcut opens the target file.

Step‑by‑Step Example: Finding a Report Document

1. Open File Explorer (Windows) or Finder (macOS).
2. Click the Search box at the top‑right corner.
3. Type the file name or part of it, e.g., AnnualReport2024.
4. Press Enter. The system displays matching files.
5. If many results appear, use the filter Type: Document to narrow the list.
6. When the correct file appears, right‑click and choose Open file location (Windows) or Show in Finder (macOS) to see its folder.
7. Note the absolute path shown in the address bar for future reference.

Tips for Efficient File Location

• Give files clear, descriptive names that include dates or version numbers.
• Organise files into logical folder structures (e.g., Year → Subject → Project).
• Use consistent naming conventions across all devices.
• Regularly clean up unused files to reduce clutter.
• Enable file indexing on the computer to speed up search results.