Be able to open and import files of different types

File Management – Opening, Importing, Saving & Organising Files

Learning Objectives (AO1 & AO2)

• Identify a wide range of file formats and the programmes that can open them.
• Open a file directly from any storage medium or through the appropriate application.
• Import a file into another document or project, recognising any required format conversion.
• Save and export files in generic (non‑proprietary) formats for easy sharing.
• Plan a logical folder hierarchy, apply consistent naming conventions and use basic version‑control.
• Apply safe‑working practices when handling unknown or external files, including a brief risk‑assessment.

Why File Management Matters

Good file‑management underpins every ICT activity – from a simple spreadsheet to a full web‑site project. It saves time, reduces errors, protects data, and ensures that files can be shared safely with classmates, teachers and external audiences.

1. Common File Types – Extensions, Typical Applications, Generic Alternatives & Typical Size Limits

Category	Typical Extensions	Typical Application(s)	Generic (non‑proprietary) Alternative	Typical Size Limit *​
Text / Document	.doc .docx .odt .rtf .txt	Microsoft Word, LibreOffice Writer, Google Docs	.odt or .rtf or .txt	Word documents ≈ 50 MB; plain text ≈ 10 MB
Spreadsheet	.xls .xlsx .ods .csv	Microsoft Excel, LibreOffice Calc, Google Sheets	.ods or .csv	Excel workbook ≈ 100 MB; CSV ≈ 10 MB
Presentation	.ppt .pptx .odp	Microsoft PowerPoint, LibreOffice Impress, Google Slides	.odp	≈ 200 MB (including embedded media)
Image (Raster)	.jpg .jpeg .png .gif .bmp	Paint, Photoshop, GIMP, Word/PowerPoint	.png or .jpg (or .svg for vector graphics)	.jpg ≈ 5 MB (high quality); .png ≈ 10 MB
Audio	.mp3 .wav .aac	Windows Media Player, Audacity, PowerPoint	.mp3 or .wav	.mp3 ≈ 10 MB (5 min); .wav ≈ 50 MB (5 min)
Video	.mp4 .avi .mov .mkv	VLC, Windows Media Player, PowerPoint	.mp4 (standard for most devices)	.mp4 ≈ 500 MB (5 min, 1080p)
Compressed / Archive	.zip .rar .7z	WinZip, 7‑Zip, WinRAR	.zip (standard, widely supported)	≈ 2 GB (per individual file)
PDF (Portable Document Format)	.pdf	Adobe Reader, web browsers, Word (Export)	.pdf (standard for read‑only sharing)	≈ 100 MB (high‑resolution images)

*Size limits are typical for school‑level work; many programmes can handle larger files but may become slow.

2. Opening a File – Direct Access

1. Locate the file on the storage medium (hard‑disk, USB stick, cloud folder, network share).
2. Double‑click the icon or right‑click → Open.
3. If the file extension is associated with a programme, that programme launches automatically.
4. If no association exists, open the appropriate application first and use File → Open to navigate to the file.
5. To change the default programme (file‑association):
   • Windows: Right‑click the file → Open with → Choose another app → tick Always use this app.
   • macOS: Right‑click → Get Info** → Open with** → select programme → Change All….
6. Check that the file opens correctly; if not, try Open with… and select a compatible programme.

3. Importing a File – Embedding Within Another Document

Importing places an external file inside a host document. The host may convert the file to a format it can manage, and you must decide whether to link (keeps a reference to the original) or embed (stores a copy).

General Import Procedure (Windows)

1. Open the destination application (e.g., Microsoft Word, Excel, PowerPoint).
2. Choose the appropriate menu command:
   • Insert → Picture → This Device… – for images.
   • Insert → Object → Create from File… – for PDFs, other documents.
   • Data → Get Data → From Text/CSV – for .csv or .txt data in Excel.
   • Insert → Audio/Video – for media files in PowerPoint.
3. Navigate to the source file, select it and click Insert (or Open).
4. In the import dialog, set the required options:
   • Image scaling, text‑wrap, compression.
   • Delimiter selection for CSV (comma, tab, semicolon).
   • Link vs. embed – linking keeps the source separate (useful for large media); embedding stores a copy (safer for sharing).

Import Procedure (macOS)

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

Conversion Pitfalls to Watch For (AO2)

• Importing a PowerPoint animation into Google Slides may lose timing or effects.
• Embedding a high‑resolution .png in a Word document can inflate the file size; consider converting to .jpg or using the “Compress Pictures” option.
• When importing a .csv into Excel, ensure the correct delimiter is chosen; otherwise data may appear in a single column.

4. Saving & Exporting – Making Files Shareable

• Save – Ctrl + S / Cmd + S. Use Save As… for a new name or location.
• Export – creates a copy in a different (often generic) format.
  • Document → .pdf, .odt, .rtf
  • Spreadsheet → .csv, .ods
  • Presentation → .pdf, .odp
  • Image → .png (lossless) or .jpg (smaller file size)
• When sharing with people who may not have the same software, always choose a generic format.

5. Planning a Folder Structure & Naming Conventions

A clear hierarchy and consistent names make files easy to locate and reduce duplication.

Recommended Folder Hierarchy (example for Year 10 ICT)

ICT/
├─ 2024/
│   ├─ Unit_11_File_Management/
│   │   ├─ Notes/
│   │   ├─ Images/
│   │   └─ Exercises/
│   └─ Unit_12_Images/
│       ├─ Originals/
│       └─ Edited/

Naming Rules (Cambridge recommendation)

• Use only letters, numbers, hyphens and underscores – avoid spaces and special characters.
• Start with a capital letter for the subject or project name.
• Include a version number or date: Report_V1.docx or Report_2024‑12‑30.docx.
• Keep names short but meaningful (max 30 characters).

6. Basic Version Control

• Use Save As… with incremental version numbers: Essay_V1.docx, Essay_V2.docx, …
• Or add the date: Essay_2024‑12‑30.docx.
• Maintain a “Master” folder for the latest approved version and an “Archive” folder for older drafts.
• When collaborating, store the master copy in a shared cloud folder (e.g., Google Drive) and use the same naming convention for each contributor’s copy.

7. Adding Metadata – Information About a File

• Common fields: Title, Author, Subject, Keywords, Comments, Date created/modified.
• Windows:
  1. Right‑click the file → Properties** → Details** tab.
  2. Enter or edit the fields and click OK.
• macOS:
  1. Select the file → File → Get Info**.
  2. Fill in the relevant fields (e.g., “Keywords”).
• Use consistent keywords such as “IGCSE”, “Unit11”, “FileManagement” to aid searching.

8. Safety & e‑Safety When Opening or Importing Files

• Never open files from unknown sources without scanning them with up‑to‑date antivirus software.
• Keep the operating system and all applications patched to protect against exploits.
• When importing media from the internet, verify the copyright status – only use files you have permission to use.
• Back‑up important files regularly (external drive or cloud) to avoid data loss.
• When handling personal data, follow data‑protection principles (e.g., GDPR): keep only necessary information, store securely, and delete when no longer needed.

Risk‑Assessment Checklist (AO3)

Risk	Likelihood	Impact	Control Measures
Malware in a downloaded file	Medium	High (data loss, privacy breach)	Scan with antivirus; open in a sandbox or virtual machine if unsure.
Copyright infringement	Low‑Medium	Medium (legal/ethical issue)	Use royalty‑free or properly‑licensed media; keep a record of source.
Accidental overwriting of a master file	High	Medium	Enable version control; keep a read‑only master copy.

9. File Management in the Systems Life Cycle (Section 7 of the syllabus)

Map file‑management tasks to each stage of a typical ICT project.

Life‑Cycle Stage	Typical Files & Activities
Analysis & Design	Requirements documents, stakeholder interview notes, mock‑ups; stored in Analysis/ folder.
Development & Testing	Source code, test data sets, test‑report PDFs; separate Source/ and Test/ sub‑folders.
Implementation	Final build files, user manuals, deployment scripts; placed in a Release/ folder and exported to generic formats (e.g., .pdf, .zip).
Evaluation & Documentation	Feedback forms, evaluation reports, archived versions; stored in Evaluation/Archive/ with clear version names.

10. Practical Examples

Example 1 – Inserting a Photo into a Word Report

1. Open the Word document and place the cursor where the image belongs.
2. Choose Insert → Picture → This Device….
3. Select the .png or .jpg file and click Insert.
4. Use Picture Tools to resize, add a border, and set text‑wrap (e.g., “Square”).
5. Save the document (.docx) and also Export → Create PDF for sharing.

Example 2 – Importing CSV Data into Excel

1. Open Excel → Data → Get Data → From Text/CSV.
2. Navigate to sales_data.csv and click Import.
3. In the preview window, confirm the delimiter (comma) and data type for each column.
4. Click Load – the data appears in a new worksheet.
5. Format the table, add filters, then Save As… .xlsx and also Export as .csv for users of other programmes.

Example 3 – Importing a CSV into Google Sheets (Spreadsheet‑specific example)

1. Open Google Sheets and create a new blank spreadsheet.
2. Choose File → Import → Upload, then drag the students_scores.csv file into the dialog.
3. Select “Replace current sheet” (or “Insert new sheet”) and confirm the delimiter is “Comma”.
4. The data populates the sheet; you can now use Google Sheets functions, then File → Download → Microsoft Excel (.xlsx) for offline work.

Example 4 – Exporting a Presentation as PDF

1. Open the PowerPoint file.
2. Choose File → Export → Create PDF/XPS Document.
3. Select the destination folder, give a clear name (e.g., ProjectBrief_V3.pdf) and click Publish.
4. The PDF can now be opened on any device without needing PowerPoint.

11. Common Errors & How to Fix Them

Error Message	Typical Cause	Remedial Action
“File format not supported”	Attempting to open with an incompatible programme.	Open with the correct application or convert the file using an online or desktop converter.
“Cannot import – file is corrupted”	File damaged during download, transfer or storage failure.	Re‑download, request a fresh copy, or restore from backup.
“File too large to insert”	Image, video or audio exceeds the host programme’s size limit.	Resize or compress the file (Paint for images, HandBrake for video, Audacity for audio).
“Access denied / Permission required”	File stored in a protected folder or on a network share without rights.	Move the file to a folder you own, or request appropriate permissions from the administrator.

12. Quick Revision Checklist

• Identify the correct file extension and the appropriate application.
• Know the menu path for Open vs. Import in Word, Excel, PowerPoint (Windows & macOS).
• When importing, decide whether to link or embed and check conversion options (delimiters, image scaling, format loss).
• Save a working copy, then Export to a generic format for sharing.
• Use a logical folder hierarchy, clear naming conventions and incremental version numbers.
• Add useful metadata (title, author, keywords) to each file.
• Scan unknown files for viruses and respect copyright when importing media.
• Complete the risk‑assessment checklist before opening or importing external files.
• Map your file‑management tasks to the four stages of the Systems Life Cycle.

Suggested Diagram