Be able to open and import files of different types

File Management – Opening and Importing Files

Learning Objective

By the end of this lesson you should be able to:

• Identify common file types and their associated applications.
• Open files directly from storage media or within an application.
• Import files into a different program (e.g., inserting an image into a document).
• Understand the differences between opening and importing.

Why It Matters

Effective file management saves time, reduces errors and ensures that information can be shared and reused across different software tools.

Common File Types and Associated Programs

File Type	Extension	Typical Application	Purpose
Document	.doc, .docx, .odt	Microsoft Word / LibreOffice Writer	Text, reports, letters
Spreadsheet	.xls, .xlsx, .ods	Microsoft Excel / LibreOffice Calc	Numbers, calculations, charts
Presentation	.ppt, .pptx, .odp	Microsoft PowerPoint / LibreOffice Impress	Slideshows, visual presentations
Image	.jpg, .jpeg, .png, .gif, .bmp	Paint, Photoshop, GIMP	Photographs, graphics
Audio	.mp3, .wav, .aac	Windows Media Player, Audacity	Music, recordings
Video	.mp4, .avi, .mov	VLC, Windows Media Player	Clips, movies
Compressed	.zip, .rar	WinZip, 7‑Zip	Multiple files in one archive

Opening a File – Step‑by‑Step

Opening a file means displaying its contents directly in the program that created it (or a compatible program).

1. Locate the file on your storage device (hard drive, USB stick, cloud folder).
2. Double‑click the file icon, or right‑click and choose Open.
3. If the file type is associated with a program, that program launches automatically.
4. If the association is missing, use File → Open within the appropriate application and navigate to the file.

Importing a File – What It Means

Importing places the external file inside another document or project, often converting it to a format the host program can manage.

• Images imported into a Word document become part of that document.
• Audio imported into a PowerPoint slide can be played during a presentation.
• Data imported from a CS \cdot file into Excel becomes a spreadsheet table.

General Import Procedure (Windows)

1. Open the destination program (e.g., Microsoft Word).
2. Choose the appropriate menu command:
   • Insert → Picture for images.
   • Insert → Object → Create from File for other documents.
   • Data → Get External Data → From Text for CS \cdot files in Excel.
3. Navigate to the file you wish to import, select it, and click Insert or Open.
4. Adjust any import options (e.g., scaling an image, delimiter settings for CSV).

Import Procedure on macOS

1. Open the target application (e.g., Pages, Numbers, Keynote).
2. From the menu bar choose Insert → Choose… (or drag the file from Finder into the document).
3. Select the file and confirm.
4. Use the formatting tools to position or resize the imported object.

Practical Examples

Example 1 – Inserting a Photo into a Report

1. Open Microsoft Word and the report document.
2. Place the cursor where the image should appear.
3. Click Insert → Pictures → This Device….
4. Select the .jpg file and click Insert.
5. Use the picture tools to resize or wrap text.

Example 2 – Importing Data from a CS \cdot into Excel

1. Open Microsoft Excel and start a new workbook.
2. Choose Data → Get Data → From Text/CSV.
3. Locate the .csv file, click Import.
4. In the preview window, verify the delimiter (usually a comma) and click Load.
5. The data appears in a worksheet ready for analysis.

Tips for Successful Opening and Importing

• Always check the file extension before opening – it tells you which program to use.
• If a file won’t open, try the Open with… option and select a compatible program.
• When importing, be aware of size limits (e.g., large images may slow down a document).
• Keep a backup of the original file before importing, in case you need to revert changes.

Common Errors and How to Fix Them

Error Message	Cause	Solution
“File format not supported”	Attempting to open a file with an incompatible program.	Use the correct application or convert the file to a supported format.
“Cannot import – file is corrupted”	File damaged during download or transfer.	Re‑download or obtain a clean copy of the file.
“File too large to insert”	Image or video exceeds the program’s size limit.	Resize or compress the file before importing.

Suggested Diagram

Quick Revision Checklist

• Identify the correct file extension for the task.
• Know the menu path for opening vs. importing in common applications.
• Remember to verify import settings (size, delimiters, format).
• Always keep an original copy of the source file.