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

Published by Patrick Mutisya · 14 days ago

ICT 0417 – File Management Notes

File Management – Saving and Printing in Different Formats

This section explains how to save and print a range of file types that you may encounter in the Cambridge IGCSE ICT (0417) syllabus. Mastery of these skills ensures that you can present your work in the required format for assessments and real‑world tasks.

1. Common File Types and Their Uses

File TypeTypical ExtensionTypical UseHow to SaveHow to Print
Document.doc, .docx, .odt, .pdfWord processing, reports, essaysFile → Save As → Choose formatFile → Print or Ctrl + P
Screenshot.png, .jpg, .bmpCapturing screen content for evidence or tutorialsUse Snipping Tool / Print Screen → Paste → Save AsOpen image → Print or insert into a document then print
Database Report.pdf, .docx, .xlsxSummarised data from a database queryExport → Choose format (PDF/Word/Excel)Open exported file → Print
Data Table.csv, .xlsx, .odsRaw data for analysisFile → Save As → Choose spreadsheet or CS \cdot formatSpreadsheet → Print (select area if needed)
Graph / Chart.png, .jpg, .pdf, .svgVisual representation of dataRight‑click chart → Save as picture / Export as PDFInsert into document or open image → Print
Web Page – Browser \cdot iew.pdf, .mht, .html (saved page)Exact visual layout as seen in the browserPrint → Destination “Save as PDF” or use “Save page as…” (Webpage, Complete)Print directly from browser or from saved PDF
Web Page – HTML \cdot iew.html, .htmSource code of the page for editing or submissionRight‑click → View page source → Save As → .htmlOpen in a browser → Print (prints rendered page) or copy source into a text editor and print

2. Step‑by‑Step Procedures

2.1 Saving a Document in Different Formats

  1. Open the document in your word processor (e.g., Microsoft Word, LibreOffice Writer).

  2. Choose File → Save As.

  3. In the dialog box, select the desired format from the Save as type dropdown (e.g., PDF, DOCX, ODT).

  4. Enter a file name that reflects the content and version (e.g., Report_V1.pdf).

  5. Click Save.

2.2 Capturing and Saving a Screenshot

  1. Press Print Screen to capture the whole screen, or use Alt + Print Screen for the active window.

  2. Open an image editor (e.g., Paint, GIMP).

  3. Paste the captured image (Ctrl + V).

  4. Crop or annotate if required.

  5. Choose File → Save As and select a format such as .png for lossless quality.

2.3 Exporting a Database Report

  1. Run the query that generates the required report.

  2. In the database application (e.g., Microsoft Access, MySQL Workbench), select Export or Save As Report.

  3. Choose the output format (PDF is preferred for printing).

  4. Specify the destination folder and file name.

  5. Open the exported file to verify layout, then print using Ctrl + P.

2.4 Saving and Printing Data Tables

  1. Enter or import data into a spreadsheet program.

  2. To keep a portable version, choose File → Save As → CSV (comma‑separated values).

  3. For formatted printing, keep the file as .xlsx or .ods.

  4. Set print area: highlight the required cells → Page Layout → Print Area → Set Print Area.

  5. Print preview, adjust scaling, then print.

2.5 Exporting Graphs/Charts

  1. Create the chart in a spreadsheet or dedicated charting tool.

  2. Right‑click the chart and select Save as Picture (choose PNG for clarity).

  3. Alternatively, use File → Export → PDF to keep vector quality.

  4. Insert the saved image into a document if a caption is required, then print.

2.6 Saving a Web Page – Browser \cdot iew

  1. Open the page in a web browser.

  2. Press Ctrl + P (or choose Print from the menu).

  3. In the print dialog, select “Save as PDF” as the destination.

  4. Click Save and choose a location.

  5. Open the PDF to verify that the layout matches the browser view, then print if required.

2.7 Saving a Web Page – HTML \cdot iew

  1. Right‑click on the page and choose View page source (or press Ctrl + U).

  2. A new tab/window with the HTML code appears.

  3. Press Ctrl + S to save the source file; ensure the extension is .html.

  4. To keep linked resources (images, CSS), use the browser’s “Save page as… → Webpage, Complete” option.

  5. Open the saved HTML file in a browser to confirm it renders correctly, then print using the normal print command.

3. Tips for Effective File Management

  • Use consistent naming conventions: SubjectTopicVersion_Date.ext.

  • Store files in clearly labelled folders (e.g., ICT/Assignments/2025/Term1).

  • Back up important files to an external drive or cloud storage weekly.

  • When printing, always preview to avoid unnecessary pages and to check margins.

  • For assessments, verify that the required format (PDF, DOCX, etc.) matches the exam instructions.

Suggested diagram: Flowchart showing the decision process for choosing a file format when saving or printing.