Candidates Should Be Able to:
Locate Stored Files:
Knowing how to use file explorers, search functions, or file management tools to find files stored on a computer or cloud storage.
Open and Import Files of Different Types:
Ability to open files in different formats using the appropriate software or tools.
For example, importing .csv files into a database or spreadsheet program or opening .jpg images using image-viewing software.
Save Files in a Planned Hierarchical Directory/Folder Structure:
Organizing files into directories/folders in a way that allows easy access and management.
A well-planned directory structure is crucial for productivity. For example, creating folders by project name, year, or document type.
Save Files Using Appropriate File Names:
File names should be descriptive, concise, and follow a logical naming convention to make it easy to identify the contents of a file without opening it.
For example, using project names and dates (e.g., “2025_Project_Report_01.docx”) helps quickly identify the file.
Save and Print Files in a Variety of Formats:
Documents: Save documents in formats such as .docx, .pdf, or .txt based on the intended use.
Screenshots: Save images from screenshots in formats like .png or .jpg for use in reports or presentations.
Database Reports: Export database reports as .pdf, .csv, or .xlsx for sharing and analysis.
Data Tables: Save data tables in .xls or .xlsx (spreadsheet formats) for easy viewing and manipulation.
Graphs/Charts: Save visual data representations (e.g., graphs, charts) in formats like .jpg, .png, or .pdf.
Web Pages (Browser View): Save a web page as a full page view (.html, .htm), often used for offline viewing.
Web Pages (HTML View): Save as .html to preserve the code structure of a page for web development.
Save and Export in Application Package File Formats:
.docx, .doc: Microsoft Word document formats for word processing.
.xlsx, .xls: Microsoft Excel spreadsheet formats for data tables, charts, and calculations.
.sdb, .sdc: Microsoft Access database formats (for older versions of Access).
.accdb, .odb: Microsoft Access database formats (for newer versions of Access).
.rtf: Rich Text Format, which supports text formatting and is compatible with many word processors.
.pptx, .ppt: Microsoft PowerPoint presentation formats.
Save and Export in Generic File Formats:
.csv: Comma-separated values, a simple text format used for storing tabular data.
.txt: Plain text file format with no formatting (useful for notes, code, or configuration files).
.rtf: Rich Text Format, which retains text formatting but is more universally readable.
.pdf: Portable Document Format, a widely used format that preserves document layout and design.
.css: Cascading Style Sheets used for defining the presentation of web pages.
.htm: HTML file, a basic web page format.
.jpg, .png: Image formats, with .jpg being compressed for photographs and .png being ideal for images with transparency.
File Formats: Characteristics and Uses:
.css (Cascading Style Sheets): Used for designing web pages, controlling the appearance and layout of HTML elements.
.csv (Comma Separated Values): Stores data in a tabular format, commonly used for spreadsheets and databases.
.gif (Graphics Interchange Format): A simple image format that supports animations.
.htm (Hypertext Markup Language): A basic web page file format used for creating and structuring web content.
.jpg (JPEG Image): Common image format for photographs, supports compression but loses quality with high compression.
.pdf (Portable Document Format): A universal file format that preserves document formatting and is suitable for text-heavy documents.
.png (Portable Network Graphics): Ideal for images requiring transparency and lossless compression.
.rtf (Rich Text Format): Allows for text formatting across different word processors.
.txt (Text File): Simple file format for plain text.
.zip: A compressed archive file format used to store one or more files in a smaller size.
.rar: A compressed file format, similar to .zip, used for storing files in a smaller size for easy sharing.
The Need for Generic File Formats:
Generic file formats like .csv, .txt, and .pdf are widely accepted across different applications and platforms, making them essential for sharing data and documents. These formats ensure compatibility and ease of use, especially when the recipient may not have the same software.
Candidates Should Be Able to:
Compress Files:
Compression reduces the file size, making it easier to store or send over the internet, especially when dealing with large files like images, videos, or databases.
Reduce File Sizes Using File Compression:
.zip: A widely used compression format that packages multiple files into a single compressed file to reduce storage space.
.rar: Another popular compression format that reduces file sizes. It offers better compression rates than .zip but may require specialized software (like WinRAR) to open.
Candidates Should Know and Understand:
File Compression:
The Need to Reduce File Sizes: Reducing file sizes is necessary for efficient storage and transmission, especially when dealing with limited bandwidth or storage capacity. Smaller file sizes ensure faster uploading and downloading and reduce storage costs.
Compression is particularly important when sending large files via email or uploading to cloud storage, where file size limits might apply.
Effective file management involves organizing, saving, and exporting files in appropriate formats and naming conventions for easy access and sharing. Understanding different file formats and their uses is key to ensuring compatibility and usability across various platforms.
File compression is essential for reducing file sizes, making storage and transmission more efficient, especially when working with large files.