ICT Functional Skills Managing Files and Folders

Saving and Naming Files 1 1.You can use Save and Save As to save files in most programs 2.Use Save As to save a copy of the file or change where it’s saved – and some other things…(see Saving and Naming Files 3)

Saving and Naming Files 2 3.You should give files sensible, correctly-spelt, names which describe what the document is a.In the test, names should describe the task scenario. b.For example, use Task 3 Coach Trip Leaflet, c.Not Test, or Henry’s Document, or Stuff, or myThingy or Eric or anything that just doesn’t relate to what it is.

Saving and Naming Files 3 4.When you Save As you can also choose which file type to save it as. a.For example, you might want to save something as a web page or a PDF (a format which is viewable with freeware). 5.Click on the box next to the words Save as Type to get a list of different file types that you can save it as.

Saving and Naming Files 4 6.Different file types are shown by different file extensions. These are the letters that come after the file name. 7.Here are some common file extensions, on the next slide:

Saving and Naming Files 5 File ExtensionWhat Type of File.txtText document.htm.htmlWeb page (HyperText Markup Language).jpg Image file – useful for compressing photographs – though the more you compress the worse the quality of the image.gifImage file – a more specialist format – you can animate them.png Image file – images don’t lose quality when compressed but they don’t reduce in size much either mp3.wavSound.docx.docWord® document.xlsx.xlsExcel® spreadsheet.accdb.mdbAccess® database.pptx.pptPowerPoint® presentation What you need to know is in bold

File Security 1 1.Files can be password-protected. To open them a password will then be needed. 2.You can password-protect a file from the Save As window. 3.Click on Tools, then General Options…… New!

File Security 2 4.…Type in the password into the to open box and press OK 5.Retype your password and press OK again. The file’s now protected by that password. Don’t forget it or it’s protected from you as well! New!

File Security 3 6.Files can also be made Read-only – which means that people can’t save changes to it. They can only read it. 7.To make a file Read-only, right-click on the file itself, then click Properties 8.Click the Read-only checkbox in the Attributes section of the General tab, then click OK New!

Zipping (or Compression) 1 You can Zip Files or Folders to Reduce their Size 1.Zipped files are smaller in size so: a.they’re better to add to a removable device (like a memory stick) because they take up less space! b.They’re also very handy for sending in an because your provider might have a limit for attachment size and c.they’re quicker to attach/upload/download i.and if you’re charged for data will cost less! New!

Zipping (or Compression) 2 1.To zip (compress) a file or folder, right-click on its icon, then click Send to and then Compressed (zipped) folder 2.A new zipped folder will appear in the same place as the original one 3.Name it sensibly New!

Zipping (or Compression) 3 Double-click on a zipped folder to open it and see the files inside it But you need to Extract the files if you want to change any. To unzip a folder, right-click on it, then Extract All Choose where you want the unzipped files to go by clicking Browse. Click OK then Extract when you’ve finished New!