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Igcse Ict Chapter 11 Practical Notes

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276 views10 pages

Igcse Ict Chapter 11 Practical Notes

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bbharathpr
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© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
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PRACTICAL NOTES

Chapter 11: FILE MANAGEMENT SYSTEMS

Manage files effectively

In Stand alone systems:-


Files are likely to be stored on local Hard Disk
Drive(HDD) or Solid State Drive (SSD).

In Networked Systems:-
Files are likely to be stored on a network device,
usually in a secure area where only you have
access.
They can be managed, viewed and accessed using
the program called file explorer.

File explorer
It can be shown as a folder icon in the taskbar.
If not, Windows search tool and find it.
Shortcut - WINDOWS + E Key.
____________________________________
24TH SEP 2024
PRACTICAL NOTES
The local hard drive is often named as “C”.
Network drive can be labelled as any letter.
Quick Access list of recently visited locations and
files.
Locate Stored files:
A device contains folders, and each folder contains
files and /or subfolders. The Path to your location is
shown on the top of the window.
The left pane is used to locate the drive that you
wish to use.
The right pane of the window shows the files and
subfolders in that drive/ folder. It also give other
information such as
Date of the file was saved.
File type etc..
The scroll bars to locate your stored files.
22nd October 2024
Practical notes
Tips to managing your files:
● Give every file a name that immediately tells you what is
in it.
● Make folders to hold files of a similar type.
● Make your folders in a hierarchical structure.
A hierarchical file system is how drives, folders and files are
displayed on an operating system.

Example of a hierarchical file system

In the above figure


My Documents - Parent directory.
The folder or directory that a folder is in is called its parent
directory.

Open and import stored files:


In most computers double clicking on the file icon
will open the file in most suitable applications.
Other way to open a file is
Open word - Select the file tab - Open - drag the
file into an open application.
Save files in a planned hierarchical directory/ folder
structure.
Each file can be saved with a meaningful filename
that includes version number. This is called version
control.

When several workers are working together in a


team, each of them may alter a file at different times.
It is important to be able to identify which the latest
version is. This is called Version control.
_________________________________________

Save, export and print files in a variety of


formats
From the File tab in most of the Microsoft office suite
packages, you have the option to:
Save - save the current file with the same filename.
Save as - save the current file with a new name,
and/or new file type, and/or in a new location.
Print - print the current file.
Export - export, save a copy in .pdf format, or to
change the file type in some packages.
File formats
Generic file formats : it allows you to save files so that they can be
opened on different computer types and by different applications.

Extension Name Applications


.doc and .docx Microsoft word
.xls and .xlsx Microsoft Excel
.accdb Microsoft Access
.ppt and .pptx Microsoft Powerpoint
.odp Open Office database (Base)
.sdp Windows Compatibility Solution
Database also Open Office
Base database files
.sdc Open office spreadsheet (Calc)
.rtf Most Applications save text in
Rich text format.

Other Common generic file types include


.csv - Comma separated values - This file type saves data from
tables. For example in databases and spreadsheets, and store
them as text. Each item of data is separated by comma.

.txt - Text - Saves a text without any formatting, merely plain text,
so that it can be opened in any word processor.

.rtf - Rich text format - It is a text file type that saves some of the
formatting within the text.
.pdf - portable document format -This is basically an image
format that preserves page layout and is used when you need to
save files that cannot be modified but can be easily shared and
modified.

.css - Cascading Style Sheets - A file that is attached to one or


more web pages to define the styles to be used. Eg : Colour
scheme, font, font sizes etc.

.htm or .html - Hypertext Markup Language - A file that


contains the code that is interpreted by all web browsers to render
or display a webpage.

.jpg or .jpeg -Joint Photographic expert group - A file that


stores still image data in compressed form. It does not store
moving images.

.gif - Graphic Interchange format - Supports only 256 different


colours and with a small file size making them suitable for web
pages.

.png - Portable network graphics - It is a file format that


compresses graphics (image) files without any loss of image
quality. It is commonly used in web pages. It was created to
replace Graphics interchange format (.gif).
.zip - Zip - Compressed file - This is a container which can hold
almost any file type in a compressed format. It is used to reduce
the number of bytes needed to save a file, either to save storage
space or to reduce transmission time.

.rar - Roshal archive - This is a container which can hold almost


any file type in a compressed format. It is used to reduce the
number of bytes needed to save a file, either to save storage
space or to reduce transmission time. It has a higher compression
ratio and creates a smaller file size compared to ZIP files.
It was developed for Windows by a Russian software Engineer
Eugene Roshal and takes its acronym from Roshal ARchive.

.mp3 - Moving pictures experts group layer 3 - It is a


compressed format used for storing audio files. This format
cannot store still or moving images.
.mp4 - Moving pictures experts group layer 4 - It is not a single
file format, but is a multimedia container which is used for storing
video files, still images, audio files, subtitles, etc. It is often used
to transfer video files on the internet.

COMPRESSION

Reducing file sizes for storage or for transmission


● To save storage space and to speed up transmission
when sending files to other people, compression
algorithms have been created to reduce their file sizes.
● Compression will lower the number of bytes.
● Compression will temporarily alter the structure of data.
There are two main types of compression
1. Lossy
2. Lossless

Differences between both compressions


Lossy Compression Lossless compression
Common differences

It will eliminate some bit of information to reduce the Reduce the file size with no loss of
file size. information.

It delete some unnecessary data (not detectable by It doesn't delete any data.
human eye)

This technique is usually used with images, audio This technique is usually used for documents,
and graphics. text and numerical data.

With this compression the original file is not retained. With this compression the original file is
recreated exactly.

Lossy compression often reduces file size better than Algorithms are used to create a reference
lossless but, once a file has been compressed using point for recurring textual patterns, when the
lossy compression, the lost data cannot be retrieved. file is uncompressed, it is reconstructed by
using the reference points.

Faster compression process Slower compression process

Below differences are mainly for images

Significant reduction in the file size of the image Relatively smaller reduction in the file size of
the image

Loss of image quality No loss of image quality

Further compression is possible but leads to severe Can compress multiple times without facing
quality loss loss in image quality

The exact original image is irretrievable. The exact original image can be retrieved.

Web graphic, multimedia content Medical imaging, scientific data, archival


purposes.

Reduced file size leads to higher transmission data Comparatively lower transmission data
Eg : Website, social media, entertainment Eg : Medical scans, lawful evidence ,satellite
imagery

Images: JPEG Images: RAW, BMP, PNG


Video: MPEG, AVC, HEVC1 General: ZIP
Audio: MP3, AAC Audio: WAV, FLAC

Using File compression

If a document contains lots of formatting or lots of images, its


file size tends to be large.
To reduce the file size for transmission, turn the file into
pdf format. ie portable document format.
File - export - create PDF/xps button.

To send multiple files in a most efficient way it is more efficient


to compress the files together in a .zip file.

First select the files - right click - send to the


compressed/zipped folder.

—----------------End of chapter 11—-----------------------------------

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