Be able to save and export in the file format of an application package including .docx, .doc, .xlsx, .xls, .sdb, .sdc, .accdb, .odb, .rtf, .pptx, .ppt

Published by Patrick Mutisya · 14 days ago

Cambridge IGCSE ICT 0417 – File Management Notes

Topic 11: File Management

Objective

Be able to save and export in the file format of an application package including .docx, .doc, .xlsx, .xls, .sdb, .sdc, accdb, .odb, .rtf, .pptx, .ppt.

Key Concepts

  • File format – The way data is stored on a computer. Each format is recognised by its file extension.

  • Save – Store the current state of a file in its native format.

  • Export – Convert a file to another format, often for sharing or compatibility.

  • Application package – A file that contains all the data and settings for a particular application (e.g. a Word document, Excel workbook, PowerPoint presentation).

Common File Formats and Their Applications

File ExtensionApplicationTypical Use
.docxMicrosoft WordWord processing documents (modern)
.docMicrosoft WordWord processing documents (legacy)
.xlsxMicrosoft ExcelSpreadsheets (modern)
.xlsMicrosoft ExcelSpreadsheets (legacy)
.sdbMicrosoft AccessDatabase files (legacy)
.sdcMicrosoft AccessDatabase files (legacy)
.accdbMicrosoft AccessDatabase files (modern)
.odbOpenOffice Base / LibreOffice BaseDatabase files (open source)
.rtfRich Text FormatCross‑platform word processing
.pptxMicrosoft PowerPointPresentations (modern)
.pptMicrosoft PowerPointPresentations (legacy)

Saving a File in Its Native Format

  1. Open the application and create or edit your document.

  2. Click File > Save As.

  3. In the Save as type drop‑down, select the desired native format (e.g. .docx for Word).

  4. Choose a location, enter a file name, and click Save.

Exporting to a Different Format

  1. Open the file you wish to export.

  2. Click File > Export or File > Save As and choose a different format.

  3. For example, in Word: File > Save As > PDF to create a non‑editable copy.

  4. Confirm the export settings (e.g. page range, quality) and click Export or Save.

Exporting a Spreadsheet to CSV

CSV (Comma Separated \cdot alues) is useful for importing data into other applications.

  1. Open the Excel workbook.

  2. Click File > Save As.

  3. In the Save as type drop‑down, choose CSV (Comma delimited) (*.csv).

  4. Click Save and confirm any warnings about formatting.

Exporting a Presentation to PDF

  1. Open the PowerPoint presentation.

  2. Click File > Export > Create PDF/XPS Document.

  3. Choose the destination folder, enter a file name, and click Create PDF/XPS.

Practice Tasks

  • Save a Word document as .docx and export it as .pdf.

  • Save an Excel workbook as .xlsx and export it as .csv.

  • Save a PowerPoint presentation as .pptx and export it as .pdf.

  • Open an Access database file (.accdb) and export a table to .csv.

Suggested Diagram

Suggested diagram: File format hierarchy showing native and export options for Word, Excel, PowerPoint, and Access.