Be able to locate stored files

File Management – Locating Stored Files (IGCSE ICT 0417)

This note explains how to locate, open and manage files on a computer or external storage device. It covers the essential terminology, common storage locations, required file formats, folder‑planning strategies, practical methods for finding files, and links each point to the Cambridge IGCSE ICT syllabus (AO1‑AO3).

1. Key Terminology (AO1)

• 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 (Full) Path – Starts from the root of the storage device (e.g., C:\Users\Anna\Documents\Report.docx).
• Relative Path – Starts from the current folder (e.g., ..\Reports\Report.docx).
• Network (UNC) Path – Path to a shared folder on another computer (e.g., \\Server\Shared\Docs\Report.docx).
• Cloud‑storage Path – URL or sync‑folder location for services such as OneDrive, Google Drive or Dropbox (e.g., C:\Users\Anna\OneDrive\Report.docx).
• File Extension – The suffix after the last period that indicates the file type.

2. Common Storage Locations

3. Required File Formats (IGCSE ICT 0417) (AO1)

The syllabus expects you to recognise both application‑specific and generic formats. Use a generic format when the file must be opened by a different programme or shared with another user.

Saving in Different Formats (AO2)

1. Open the file in its native application (e.g., Microsoft Word).
2. Choose File → Save As….
3. Select the required extension from the drop‑down list.
4. When sharing with users who may not have the same software, pick a generic format (e.g., .pdf for documents, .jpg for images).
5. To reduce file size, use the Compress or Export as… options that allow you to lower resolution or create a zip archive.

4. Planning a Hierarchical Folder Structure (AO2)

A logical folder hierarchy speeds up file location and demonstrates good ICT practice.

Year
 └─ Subject
     ├─ Lecture‑Notes
     ├─ Assignments
     │   ├─ Drafts
     │   └─ Final
     └─ Resources
         ├─ Images
         └─ PDFs

Example absolute path:
C:\Users\Anna\Documents\2024\Mathematics\Assignments\Final\AlgebraReport.pdf

5. Syllabus Checklist – 11.1 Manage Files Effectively (AO1‑AO2)

6. Methods for Locating Files (AO2)

1. File Explorer / Finder navigation
   • Use the tree view or breadcrumb trail to drill down through folders.
   • Hover over a file to see its full path in the status bar.
2. Search function
   • Enter part of the name, extension, or a keyword from the file’s contents.
   • Apply filters: File type, Date modified, Location (e.g., “Desktop”).
3. Recent / Quick‑Access pane
   • Shows files opened in the last few days – useful when the exact folder is forgotten.
4. Command‑line navigation (advanced)
   • Windows: cd to change folders, dir /s *.pdf to search.
   • macOS / Linux: cd, ls -R | grep .pdf.
   • Wild‑cards (*, ?) enable partial matches.
5. File properties / Get Info
   • Right‑click → Properties (Windows) or Get Info (macOS) to view the absolute path.
6. Shortcuts, symbolic links, and cloud‑share links
   • Desktop shortcuts point directly to the original file location.
   • In cloud services, a “shared link” can be opened to reveal the stored location.

7. Opening / Importing Files (AO2)

• Double‑click the file or use File → Open within the appropriate application.
• For generic formats, choose the programme that best matches the content (e.g., open .pdf with Adobe Reader or a web browser).
• If the file type is not recognised, use Open with… to select a compatible programme.

8. Saving Files in Different Formats & Compression (AO2‑AO3)

8.1 Converting Formats

• Use Save As… to create a copy in another format (e.g., .docx → .pdf).
• When a document must be edited later, keep the application‑specific version; keep the generic version for distribution.

8.2 Compression – When & How

1. When to compress
   • Large image collections, batch of PDFs, or video clips that need to be emailed or uploaded.
   • Archiving old projects to free up space.
2. Lossless vs. lossy compression
   • Lossless (e.g., ZIP, PNG) retains every original bit – ideal for documents, spreadsheets, source images.
   • Lossy (e.g., JPEG, MP3) discards some data to achieve smaller sizes – acceptable for photographs or audio where minor quality loss is tolerable.
3. Built‑in OS tools
   • Windows: Select files → right‑click → Send to → Compressed (zipped) folder.
   • macOS: Select files → right‑click → Compress “Folder”.
4. Third‑party utilities
   • 7‑Zip, WinRAR, WinZip – offer stronger compression ratios and support for .rar or encrypted archives.
   • Always download from a reputable source and scan for malware.
5. Security tip – Encrypt a zip archive (password‑protect) when it contains confidential data.

9. Step‑by‑Step Example: Finding a Report Document (AO2)

1. Open File Explorer (Windows) or Finder (macOS).
2. Click the Search box (top‑right).
3. Type part of the name, e.g., AnnualReport2024, and press Enter.
4. If many results appear, use the filter Type: Document and limit the location to Documents.
5. When the correct file appears, right‑click and choose Open file location (Windows) or Show in Finder (macOS).
6. The address bar now displays the absolute path; copy it for future reference.

10. Tips for Efficient File Location (AO2)

• Descriptive naming: include dates, version numbers and intended audience (e.g., 2024-05-12_Maths_Assignment_v2_Teacher.pdf).
• Consistent hierarchy: Year → Subject → Project → Stage.
• Uniform conventions across devices and cloud services.
• Regular housekeeping: delete or archive unused files.
• Enable indexing on the computer and in cloud services to speed up searches.
• Security: store personal or confidential data in password‑protected folders or encrypted archives.

11. Safety & Security (AO3)

• Store sensitive data in a folder with restricted permissions (e.g., My Documents on a password‑protected account).
• Avoid saving confidential files on public or shared network drives unless they are encrypted.
• Back up important files regularly to an external drive or a reputable cloud service.
• Use anti‑virus software and keep the operating system updated to protect against malware that could corrupt or steal files.

12. Audience & Communication (AO1‑AO3)

File naming and folder organisation should reflect the intended audience:

• Teacher: include class, assignment name and date.
• Peers (collaborative work): use shared naming (e.g., GroupProject_Stage1.docx).
• Public publishing: avoid personal identifiers; use clear, descriptive titles.

13. Preview of Upcoming Syllabus Sections (12‑21)

The skills you have just mastered will be applied throughout the rest of the ICT course. Below is a quick guide showing the link between file management and each upcoming topic.

14. Decision Flowchart – How to Locate a File

15. Summary (AO1‑AO3)

• Understand key terminology and the difference between absolute, relative and network paths.
• Know the standard storage locations on Windows, macOS, external drives, network shares and cloud services.
• Identify appropriate file extensions and when to use generic vs. application‑specific formats.
• Plan and maintain a logical hierarchical folder structure.
• Locate files efficiently using navigation, search, recent lists, command‑line, properties and shortcuts.
• Convert between formats, compress files safely, and back up important data.
• Apply naming conventions and security measures appropriate to the intended audience.