Be able to save and export in a generic file format including .csv, .txt, .rtf, .pdf, .css, .htm, .jpg, .png

Published by Patrick Mutisya · 14 days ago

Cambridge IGCSE ICT 0417 – File Management

File Management – Saving and Exporting in Generic Formats

Learning Objective

Be able to save and export in a generic file format including .csv, .txt, .rtf, .pdf, .css, .htm, .jpg, .png.

Why Use Generic Formats?

  • They are widely recognised across different operating systems and software packages.

  • They preserve the essential content while reducing dependence on a single application.

  • They are ideal for sharing, archiving, and importing data into other programmes.

Common Generic File Types

ExtensionFull NameFile TypeTypical UseExample Application
.txtPlain TextTextSimple notes, scripts, log filesNotepad, TextEdit
.csvComma‑Separated \cdot aluesData TableSpreadsheet data, database import/exportMicrosoft Excel, LibreOffice Calc
.rtfRich Text FormatFormatted TextDocuments with basic formatting that need cross‑platform compatibilityMicrosoft Word, WordPad
.pdfPortable Document FormatDocumentFinalised reports, forms, e‑books – layout preservedAdobe Acrobat, LibreOffice
.cssCascading Style SheetsStyle SheetStyling web pages, separating design from contentVisual Studio Code, Notepad++
.htm / .htmlHyperText Markup LanguageWeb PageCreating and sharing web pagesDreamweaver, Sublime Text
.jpg / .jpegJoint Photographic Experts GroupImage (lossy compression)Photographs, web graphics where file size mattersAdobe Photoshop, GIMP
.pngPortable Network GraphicsImage (lossless compression)Graphics with transparency, screenshotsAdobe Photoshop, GIMP

Saving vs. Exporting

Saving writes the current document in its native format (e.g., .docx for Word). Exporting creates a copy in a different, often more universal format (e.g., .pdf or .txt) without changing the original file.

Step‑by‑Step Procedures for Each Generic Format

1. Plain Text – .txt

  1. Open the document in a text editor (e.g., Notepad).

  2. Choose File → Save As….

  3. In the “Save as type” dropdown, select Text Documents (*.txt).

  4. Enter a filename and click Save.

2. Comma‑Separated \cdot alues – .csv

  1. Prepare the data in a spreadsheet program (Excel, LibreOffice Calc).

  2. Click File → Save As… or File → Export.

  3. Select CSV (Comma delimited) (*.csv) as the file type.

  4. Confirm any prompts about the active sheet and character encoding, then click Save.

3. Rich Text Format – .rtf

  1. With the document open in a word processor, go to File → Save As….

  2. Choose Rich Text Format (*.rtf) from the format list.

  3. Enter a name and click Save. The file now contains basic formatting that can be opened by most text editors.

4. Portable Document Format – .pdf

  1. In the source application (Word, Excel, PowerPoint, etc.), select File → Export or Print.

  2. If using Export, choose PDF (*.pdf) as the output format and click Export.

  3. If using Print, select a virtual printer such as “Microsoft Print to PDF”, then print to create the PDF file.

5. Cascading Style Sheets – .css

  1. Open a code editor (e.g., Visual Studio Code).

  2. Write or paste the CSS rules.

  3. Choose File → Save As….

  4. Set the filename with a .css extension (e.g., styles.css) and click Save.

6. HyperText Markup Language – .htm / .html

  1. Create the HTML markup in a text or code editor.

  2. When saving, use the extension .htm or .html.

  3. Ensure the file begins with <!DOCTYPE html> for HTML5 compliance.

7. JPEG Image – .jpg / .jpeg

  1. Open the image in an editor (Photoshop, GIMP).

  2. Choose File → Export As… or Save for Web.

  3. Select JPEG as the format.

  4. Adjust quality/compression settings as required, then click Export/Save.

8. PNG Image – .png

  1. Open the image in an editor.

  2. Choose File → Export As… or Save As….

  3. Select PNG as the file type.

  4. Set any transparency or resolution options, then click Export/Save.

Practical Tips for the IGCSE Exam

  • Always check the file extension before submitting work; the examiner may require a specific format.

  • When exporting to .pdf, preview the document to ensure no hidden formatting errors.

  • For data handling questions, .csv is preferred because it can be opened in both spreadsheet and text editors.

  • Use .png for diagrams that need crisp lines; reserve .jpg for photographs where file size is a concern.

Suggested diagram: Flowchart showing the decision process for choosing a generic file format (e.g., text → .txt, data table → .csv, formatted document → .rtf/.pdf, web content → .css/.htm, image → .jpg/.png).