Year 10 · ICT · Autumn 1

Computer systems, devices and storage; document production · Lesson 5 of 5

Practical: file management and document production

Practical11.1 Manage files effectively17.1 Page setup: size, orientation, margins and gutter17.5 Find and replace, bookmarks and hyperlinks

Year 10 · ICT · Computer systems, devices and storage; document production · Lesson 5 of 5

You will learn to

  • Create a planned folder structure and save files with meaningful names.
  • Import a text file, and save work in application and generic formats.
  • Set page size, orientation and margins exactly as a task states.
  • Use find and replace, with match case and whole words.

Year 10 · ICT · Computer systems, devices and storage; document production · Lesson 5 of 5

Success criteria

You have got it when you can say:

  • I can save every file in the right folder, with the exact name the task gives.
  • I can explain when to save as .docx and when to export as .pdf.
  • I can set the margins and check them against the specification.
  • I can use find and replace without changing longer words that contain the search word.

Year 10 · ICT · Computer systems, devices and storage; document production · Lesson 5 of 5

Retrieval starter

Questions from before. Write your answers, then show them.

  1. Last lesson

    Zip compression is…

    A LosslessB NeitherC Lossy

    A. Lossless

  2. Earlier this unit

    Chip and PIN checks…

    A Your fingerprintB The chip, then the PIN you typeC Only your signature

    B. The chip, then the PIN you type

  3. Last lesson

    An advantage of an SSD over a hard disk is…

    A No moving parts, so it is faster and tougherB It has a bigger capacityC It is cheaper per GB

    A. No moving parts, so it is faster and tougher

Year 10 · ICT · Computer systems, devices and storage; document production · Lesson 5 of 5

Key words (1 of 8)

File
A named block of data stored on a disk, such as a document or photo.
Folder
A container that holds files and other folders.
File extension
The letters after the dot in a file name, showing the file type.
Import
Bring data from a file of one type into another application.

Year 10 · ICT · Computer systems, devices and storage; document production · Lesson 5 of 5

Key words (2 of 8)

Export
Save a copy of a file in a different format.
Folder structure
The planned arrangement of folders inside each other.
Application-specific format
A file format made for one type of software, keeping all its features.
Generic format
A file format that many different programs can open.

Year 10 · ICT · Computer systems, devices and storage; document production · Lesson 5 of 5

Key words (3 of 8)

CSV
Comma separated values: table data stored as plain text with commas between fields.
RTF
Rich text format: text with basic formatting that most word processors can open.
PDF
Portable document format: a fixed-layout document that looks the same on any device.
Compression
Making a file smaller by storing its data more efficiently.

Year 10 · ICT · Computer systems, devices and storage; document production · Lesson 5 of 5

Key words (4 of 8)

Archive
A single file, such as .zip or .rar, holding one or more compressed files.
Lossless compression
Compression where no data is lost, so the original is restored exactly.
Lossy compression
Compression that removes some data permanently to make the file much smaller.
Page orientation
Whether the page is portrait (tall) or landscape (wide).

Year 10 · ICT · Computer systems, devices and storage; document production · Lesson 5 of 5

Key words (5 of 8)

Margin
The blank border between the edge of the paper and the text.
Gutter
Extra margin on the edge that will be bound, so text is not lost in the binding.
Column
A vertical strip of text; text flows from one column to the next.
Column spacing
The gap between two columns.

Year 10 · ICT · Computer systems, devices and storage; document production · Lesson 5 of 5

Key words (6 of 8)

Page break
A marker that forces the text after it onto a new page.
Section break
A marker that starts a new section, which can have its own columns, margins or orientation.
Column break
A marker that forces the text after it into the next column.
Line spacing
The space between lines inside one paragraph.

Year 10 · ICT · Computer systems, devices and storage; document production · Lesson 5 of 5

Key words (7 of 8)

Spacing before/after
Extra space above or below a paragraph, measured in points.
Tab stop
A set position on a line that the cursor jumps to when the tab key is pressed.
Decimal tab
A tab stop that lines up numbers on their decimal points.
Hanging indent
All lines of a paragraph except the first are moved in from the margin.

Year 10 · ICT · Computer systems, devices and storage; document production · Lesson 5 of 5

Key words (8 of 8)

Find and replace
A tool that finds text and swaps it for other text.
Match case
A find option that only finds text with the same capital and small letters.
Bookmark
A named hidden marker at a place in a document, used as a link target.
Hyperlink
Text or an image that opens a place, page, file or email when clicked.

11.1 Manage files effectively · The explanation · step 1 of 16 · part 1 of 2

Files, folders and file extensions

A file is a named block of data stored on a disk: a document, a photo, a spreadsheet.

A folder (directory) is a container that holds files and other folders.

A file extension is the short code after the dot in a file name, such as .docx or .jpg. It tells the computer which kind of data the file holds and which software opens it.

11.1 Manage files effectively · The explanation · step 1 of 16 · part 2 of 2

Files, folders and file extensions (continued)

e.g.Example
File name: Y10_Trip_Letter.docx Name part: Y10_Trip_Letter Extension: .docx (a word-processed document)
!Watch out

Many computers hide extensions by default. In the exam you often need to see them, so switch on 'show file extensions' in the file manager before you start.

11.1 Manage files effectively · The explanation · step 2 of 16 · part 1 of 3

Locate, open and import files

In the exam, Cambridge supplies source files, for example a .csv of data, a .txt of text and some images.

Open a file to work on it in its own application, such as a spreadsheet opening a .xlsx file.

Import means bringing data from one file type into another application, such as importing a .csv file into a database table, or placing a .png image into a document.

When importing a .csv, check the field names come from the first row and the data types are correct.

11.1 Manage files effectively · The explanation · step 2 of 16 · part 2 of 3

Locate, open and import files (continued)

e.g.Example
Task: 'Import the file STOCK.CSV into a new database table. Use the first row as field names.' Steps in most databases: External data → Text file → choose STOCK.CSV → delimited by commas → tick 'first row contains field names' → set data types → finish.

11.1 Manage files effectively · The explanation · step 2 of 16 · part 3 of 3

Locate, open and import files (continued)

!Watch out

Do not open a source file and retype the data. Importing is quicker and avoids typing errors that lose accuracy marks.

11.1 Manage files effectively · The explanation · step 3 of 16 · part 1 of 2

A planned folder structure

A folder structure is the way folders are arranged inside each other, like branches on a tree.

Plan folders by subject, project or date so related files are kept together.

A clear structure makes files quick to find, easy to back up and easy to share.

11.1 Manage files effectively · The explanation · step 3 of 16 · part 2 of 2

A planned folder structure (continued)

e.g.Example
Exam work for one candidate: P2_Candidate_0417 Evidence Database Document Presentation Source_files (originals, not edited)
?Why?

If everything sits in one folder, it takes longer to find files, and it is easy to overwrite the wrong one.

11.1 Manage files effectively · The explanation · step 4 of 16 · part 1 of 2

Meaningful file names

A meaningful file name tells you what is inside without opening the file.

Good names are short but clear and may include a date or version number. Avoid spaces or symbols that some systems do not accept. Use _ or - instead.

In the exam, use exactly the file name the question asks for. If it says 'save as JOURNAL', the file must be named JOURNAL.

11.1 Manage files effectively · The explanation · step 4 of 16 · part 2 of 2

Meaningful file names (continued)

Poor nameBetter nameWhy it is better
doc1.docxY10_Trip_Letter_v2.docxSays what it is and which version
final final NEW.xlsxBudget_2026-11.xlsxClear content and date; no spaces
IMG_4821.jpgScience_Fair_Stand.jpgDescribes the picture
!Watch out

Saving with the wrong name, or in the wrong place, means the examiner may not find or credit your work.

11.1 Manage files effectively · The explanation · step 5 of 16 · part 1 of 3

Application formats and generic formats

An application-specific format (proprietary format) is designed for one type of software. It keeps every feature: formulas, styles, layout, macros. Examples: .docx, .xlsx, .pptx, .accdb.

A generic format can be opened by many different programs on any operating system. It may lose some features. Examples: .csv, .txt, .rtf, .pdf, .htm, .css, .jpg, .png, .gif, .zip.

Save keeps the work in the application's own format. Export (or 'Save as' another type) writes a copy in a different format.

11.1 Manage files effectively · The explanation · step 5 of 16 · part 2 of 3

Application formats and generic formats (continued)

e.g.Example
Try the toy. For each extension, choose what it is for, then say if it is generic or application-specific. Hint: .rtf, .csv and .pdf are generic. .xlsx and .accdb are application-specific.

11.1 Manage files effectively · The explanation · step 5 of 16 · part 3 of 3

Application formats and generic formats (continued)

?Why?

Generic formats matter because the person receiving the file may not have the same software. A .csv from any spreadsheet can be read by every database. A .pdf looks the same on any device.

There is something to try for this step in the IGCSE library.

The explanation · 11 more steps

More on the lesson page

The lesson page has the rest of the explanation, step by step:

  • Generic file formats you must know
  • Application-specific formats
  • Choosing the right format
  • How a Paper 2 document task starts
  • Page size and orientation
  • Margins and gutter
  • Find and replace
  • Bookmarks
  • Hyperlinks: to a bookmark, a web page and an email address
  • Final checks before printing the document
  • Theory for Paper 1

Open the lesson page

Year 10 · ICT · Computer systems, devices and storage; document production · Lesson 5 of 5

Quick quiz · 1 of 3

RAM is…

  1. A Permanent storage
  2. B Volatile working memory
  3. C The hard disk

B. Volatile working memory

It holds what is running now and is wiped when the power goes.

Year 10 · ICT · Computer systems, devices and storage; document production · Lesson 5 of 5

Quick quiz · 2 of 3

A CLI is…

  1. A A command line interface: typed commands
  2. B A touch screen
  3. C Clicking icons

A. A command line interface: typed commands

Technicians use it for precise control. GUI is the icons and windows.

Year 10 · ICT · Computer systems, devices and storage; document production · Lesson 5 of 5

Quick quiz · 3 of 3

Which is application software?

  1. A The operating system
  2. B A spreadsheet
  3. C A device driver

B. A spreadsheet

Applications do jobs for the user. Drivers and the OS are system software.

Year 10 · ICT · Computer systems, devices and storage; document production · Lesson 5 of 5

Exit ticket

Answer on paper before you go. Then check.

  1. A phablet is…

    A A serverB Between a phone and a tablet in sizeC A printer

    B. Between a phone and a tablet in size A large phone, small tablet.

  2. OMR reads…

    A Marks on a form, like an answer sheetB BarcodesC Printed text into editable text

    A. Marks on a form, like an answer sheet Optical mark recognition. OCR is the one that reads text.

Year 10 · ICT · Computer systems, devices and storage; document production · Lesson 5 of 5

Homework and the challenge

Homework

The ICT 1, ICT 2 and ICT 3 quizzes.

End-of-unit challenge

End-of-unit test: theory questions on topics 1 to 3, plus a timed document-production task.