Be able to save and print files in a variety of formats including a document, screenshots, database reports, data tables, graphs/charts, a web page in browser view, a web page in HTML view

File Management – Saving, Printing & Compressing in Different Formats

This guide satisfies the Cambridge IGCSE ICT (0417) objectives 11.1 Manage files effectively and 11.2 Reduce file sizes for storage or transmission. It shows how to open, import, save (both proprietary and generic formats), print, compress and organise the most common file types you will be asked to work with in the exam.

1. Overview of Required Generic Formats

• Documents: .pdf, .rtf, .txt
• Spreadsheets / Data tables: .csv, .txt
• Database reports: .pdf, .docx, .xlsx, .csv
• Graphs / Charts: .png, .jpg, .pdf, .svg
• Web pages – Browser view: .pdf, .mht, .html (saved page)
• Web pages – HTML view: .html, .htm, .css, .js

These extensions are the “generic” formats the syllabus expects you to produce when a question asks you to save as a different format.

2. File‑type Quick Reference Table

3. Working Copies vs. Final Copies

• Working copy: Keep the file in its native (proprietary) format (.docx, .xlsx, etc.) while you are editing. This preserves all features and allows you to make changes later.
• Final copy: Export or Save As to the generic format required by the question (usually .pdf for printing, .csv for data, etc.). Once exported, do not edit the generic file – treat it as the version you will submit.

4. Opening & Importing Files

• Documents: File → Open or Ctrl + O – select .docx, .odt, .pdf, .rtf, .txt.
• Spreadsheets: File → Open for .xlsx/.ods; Data → Import for .csv or .txt – choose “Delimited” and specify the delimiter.
• Database sources: In Access, MySQL Workbench, etc., use File → Open for .mdb, .accdb, .sql, .csv. For external data, choose External Data → Import and follow the wizard.
• Images & Screenshots: File → Open in Paint, GIMP, or any image viewer.
• Web pages: Double‑click the .html file or use File → Open in a browser. To view source, press Ctrl + U (or right‑click → “View page source”).

5. Step‑by‑Step Procedures

5.1 Documents

1. Create or edit the document.
2. Working copy: File → Save As → .docx (or .odt).
3. Generic copies (as required):

   • Export → PDF.
   • Save As → Rich Text Format (.rtf).
   • Save As → Plain Text (.txt).

4. Print: File → Print or Ctrl + P. Always check Print Preview for margins, headers/footers and page‑breaks.

5.2 Screenshots

1. Capture: Print Screen, Alt + Print Screen, or use Snipping Tool / Snip & Sketch.
2. Paste into Paint (or another editor) → Ctrl + V.
3. Crop/annotate as needed.
4. File → Save As → .png (loss‑less) – preferred for quality.
   

   Tip: If the file is too large, re‑save as .jpg and set quality to “Medium” (≈70 %).

5. Print directly from the editor or insert into a document first.

5.3 Database Reports

1. Run the required query.
2. Export → choose one of the generic formats listed in the table (PDF, Word, Excel, CSV).
3. Open the exported file, verify layout, then Print.

5.4 Data Tables (Spreadsheets)

1. Enter or import data.
2. Save the master file in the native format (.xlsx or .ods).
3. Export/Save As → CSV (comma‑separated) or Text (.txt) for generic copies.
4. Define Print Area → Page Layout → Print Area → Set Print Area.
5. Use Print Preview → adjust scaling (Fit Sheet on One Page) → Print.

5.5 Graphs / Charts

1. Create the chart in Excel, Google Sheets, or a dedicated charting tool.
2. Right‑click → Save as Picture → choose .png (loss‑less) or .jpg (smaller file).
3. For vector quality (important when the chart will be resized), use File → Export → PDF or SVG if the program supports it.
4. Insert the image into a document if a caption is required, then Print.

5.6 Web Page – Browser View (Exact visual layout)

1. Open the page in Chrome/Edge/Firefox.
2. Ctrl + P → Destination “Save as PDF”.
3. Click Save, name the file (e.g., ResearchPage_2025-12-30.pdf).
4. Open the PDF to confirm the layout, then Print if required.

5.7 Web Page – HTML View (Source code)

1. Right‑click → “View page source” (or press Ctrl + U).
2. In the source tab, press Ctrl + S → Save As → .html.
3. To keep CSS, images, and JavaScript files, use “Save page as…” → “Webpage, Complete”. This creates an .html file plus a folder with all assets.
4. Open the saved .html in a browser to verify it renders correctly, then Print using the normal print command.

6. Reducing File Size – Compression

• Why compress? To stay within typical exam submission limits (often < 2 MB), to speed up email transmission, and to conserve storage.
• Built‑in OS tools are sufficient – you do not need third‑party software for the exam.

6.1 Compressing a Single File or Folder (Windows)

1. Select the file(s) or folder.
2. Right‑click → Send to → Compressed (zipped) folder.
3. A .zip file appears with the same name; rename if required.
4. Check the size: right‑click the .zip → Properties → Size. Ensure it is below the limit (e.g., <2 MB).

6.2 Compressing with 7‑Zip (optional, cross‑platform)

1. Install 7‑Zip (free).
2. Select items → right‑click → 7‑Zip → Add to archive….
3. Choose archive format (.zip or .7z), set Compression level to “Maximum”, then click OK.
4. Verify the archive size in Properties.

6.3 Extracting a Compressed Archive

1. Right‑click the .zip (or .rar/.7z) file.
2. Select Extract All… (Windows) or 7‑Zip → Extract Here.
3. Open the extracted files to confirm they are intact.

7. Reducing Image File Size – Practical Tips

• Save screenshots as .png for clarity. If the file exceeds the size limit, re‑save as .jpg and set quality to “Medium” (≈70 %).
• Resize large images: In Paint, click Resize → set width/height to 800 × 600 px. A typical 1.2 MB screenshot drops to about 350 KB.
• Lower colour depth (e.g., 256 colours) when high colour fidelity is not needed.
• When exporting charts, choose .png for loss‑less quality; use .jpg only when file‑size constraints are strict.

8. Organising Files – Hierarchical Folder Structure & Naming Conventions

8.1 Recommended Folder Tree (example for ICT)

ICT/
├─ 2025/
│   ├─ Term1/
│   │   ├─ Assignment1/
│   │   │   ├─ Drafts/
│   │   │   ├─ Sources/
│   │   │   └─ Final/
│   │   └─ Assignment2/
│   └─ Term2/
│       └─ …
└─ Resources/
├─ Templates/
└─ ReferenceMaterials/

8.2 File‑naming template (exam‑friendly)

Use a consistent pattern so that anyone can understand the file at a glance.

SubjectTopicVersion_YYYY-MM-DD.ext
e.g. ICTFileMgmtV2_2025-12-30.docx

Components:

• Subject – e.g., ICT
• Topic – short description, no spaces (use underscore or camelCase)
• Version – V1, V2, … (helps distinguish drafts from final copies)
• Date – ISO format (year‑month‑day) for easy chronological sorting
• Extension – reflects the file type

9. Layout & Styles – Quick Checklist (Syllabus 13 & 14)

• Document layout: set margins (usually 2 cm), choose a corporate house style (e.g., Arial 11 pt, 1.5 line spacing, justified text). Use headers/footers for page numbers and titles.
• Insert objects (tables, images, charts) and apply appropriate text‑wrapping (Square, Tight, Behind Text).
• Styles: create a style for headings (e.g., Heading 1 – Bold, 14 pt, colour #003366) and body text. Apply consistently; this speeds up formatting and ensures a professional look.
• Print Preview is mandatory before printing – check page breaks, widows/orphans, and that all objects appear inside the printable area.

10. Assessment‑Task Checklist

1. Open the source file(s) using the appropriate File → Open or Import command.
2. Save a working copy in the native (proprietary) format.
3. Export / Save As the required generic format (see Table 1).
4. Use Print Preview to verify layout, then print via Ctrl + P.
5. If the total size of the final deliverables exceeds the exam limit (usually < 2 MB), compress them into a .zip file using the built‑in OS method.
6. Check the archive size (right‑click → Properties). If still too large, reduce image resolution or re‑save images as .jpg with lower quality.
7. Store the files in the correct folder hierarchy and rename them using the naming convention template.
8. Back‑up the folder to a cloud service or external drive before the deadline.