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

Topic 11 – File Management

Objective

Students will be able to:

• Save a document in its native application‑package format.
• Export a document to a generic format and explain what content may be lost.
• Distinguish between native and generic formats (AO1, AO2).
• Organise files using a logical folder hierarchy and a consistent naming convention (AO2).
• Compress files (ZIP/RAR), add password protection, and recognise when compression is required in the exam (AO3).
• Check basic file properties (size, author, date created) and keep total file size within exam limits.

Key Concepts

• File format – The way data is stored; identified by its extension (e.g. .docx).
• Native format – The default format of an application (Word → .docx, Excel → .xlsx, …). All features of the program are retained.
• Generic format – A format that many applications can read (e.g. .pdf, .csv, .txt, .jpg). Used for sharing or for evidence documents in the exam where the original software may not be available.
• Save – Stores the current file in its native format.
• Export – Converts a file to a different format; may remove or alter features such as formulas, macros, or animations.
• Folder hierarchy – A tree‑like structure of folders and sub‑folders that groups related files.
• File‑naming convention – A consistent, descriptive naming system that avoids spaces and special characters.
• File compression – Reducing file size by packing one or more files into a .zip or .rar archive; can be password‑protected for security.
• File‑size & metadata – Knowing the size of a file and its properties (author, date created) helps stay within the exam‑system limit (usually 10 MB per file).

Native Application‑Package Formats (required for the exam)

Generic Formats Frequently Used for Export (required for the exam)

Saving a File in Its Native Format

1. Open the application and create or edit the document.
2. Choose File ► Save As.
3. In the Save as type list, select the native extension (e.g. .docx for Word).
4. Navigate to the appropriate folder in your hierarchy, type a clear file name (see naming rules below), and click Save.

Exporting to a Generic Format

1. Open the file you wish to export.
2. Choose File ► Export (or Save As if an Export command is not available).
3. Select the required generic format (e.g. .pdf, .csv, .jpg).
4. Adjust any export options (page range, image resolution, delimiter, etc.).
5. Click Export or Save.

Remember: Exporting may strip out formulas, macros, animations, or high‑resolution images. Always keep a native copy for further editing.

Typical Export Examples

• Word → PDF: File ► Export ► Create PDF/XPS Document
• Excel → CSV: File ► Save As ► CSV (Comma delimited) (*.csv)
• PowerPoint → PDF: File ► Export ► Create PDF/XPS Document
• Access → CSV: Open a table, then External Data ► Export ► Text File and choose .csv.
• Any app → Image (JPG/PNG): Use Print ► Save as PDF then convert, or use a screenshot tool.

Common Pitfalls (AO3 – evaluate consequences)

• Loss of formulas & formatting – Exporting Excel to .csv keeps only raw values; all formulas, cell colours, and charts disappear.
• Macro loss – Saving an .xls workbook that contains macros as .xlsx removes the macros.
• Reduced image quality – Exporting a PowerPoint slide as .jpg compresses the image; choose a higher DPI if quality is important.
• Compatibility issues – Older formats (.doc, .xls) cannot store newer features such as SmartArt or conditional formatting.
• Data truncation in text exports – When saving a database table as .txt or .csv, ensure that delimiters (commas, tabs) do not appear inside the data fields.
• File‑size limits in the exam – Large images or video files may exceed the system’s 10 MB limit; resize or compress before export.

Folder Hierarchy & Naming Conventions

1. Create a logical folder structure. Example (ASCII tree):

   School/
   └─ ICT/
   └─ 2024/
   └─ Term1/
   ├─ ProjectReport/
   │  ├─ Drafts/
   │  ├─ Final/
   │  └─ Resources/
   └─ Evidence/
   

2. File‑naming rules (must be followed for exam submissions)

   • Start with a clear identifier (e.g. ProjectReport, Budget).
   • Use the date in YYYY‑MM‑DD format for automatic chronological sorting.
   • Add a version number or status (v1, v2, Draft, Final).
   • Use underscores or hyphens instead of spaces (e.g. ProjectReport2024-09-15v1.docx).
   • Avoid special characters such as * ? < > | " : / \ – they can cause the exam software to reject the file.

File Compression & Security (exam relevance)

1. Compress a folder (Windows)

   1. Select the folder, right‑click and choose Send to ► Compressed (zipped) folder.
   2. A .zip file with the same name appears.

2. Create a password‑protected archive (7‑Zip or WinRAR)

   1. Right‑click the folder → 7‑Zip ► Add to archive… (or WinRAR ► Add to archive…).
   2. Set Encryption method to AES‑256 and enter a strong password.
   3. Click OK. The resulting .zip or .rar can only be opened with that password.

3. When to use compression in the exam

   • Evidence files exceed the per‑file size limit (usually 10 MB).
   • You need to submit several related files (e.g., a Word document, a spreadsheet, and supporting images) as a single package.
   • The material contains sensitive data and the exam centre requires a password‑protected archive.

File‑Size Considerations & Metadata

• Check the size of a file by right‑clicking ► Properties**. Keep each file ≤ 10 MB unless the exam board states otherwise.
• Metadata such as Author and Date created can be viewed in the same Properties window; ensure the correct author name appears for evidence documents.
• If an image is too large, use an editor to reduce dimensions (e.g., 1200 px width) or change the format from .png to .jpg before exporting.

Practice Tasks

1. Save a new Word document as .docx, then export it as .pdf and as .rtf. Note any differences in appearance.
2. Create an Excel workbook with at least three formulas, save it as .xlsx, then export the same data as .csv. Record which information (formulas, colours, charts) is lost.
3. Design a three‑slide PowerPoint presentation, save it as .pptx, then export it as .pdf and as a set of .png images (one image per slide). Verify that animations are not retained in the images.
4. Open an Access database (.accdb), export a table to .csv, then compress the original .accdb and the exported .csv into a password‑protected .zip archive.
5. Create the folder hierarchy shown above for a school project, name each file using the recommended convention, and then zip the whole project folder. Check that the final .zip is under 10 MB.

Suggested Diagram (to be added to presentation slides)