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Year 10 · ICT · Autumn 1 · Computer systems, devices and storage; document production

Practical: file management and document production

PracticalPresent ▶

What this lesson covers

11.1 Manage files effectively

Cambridge IGCSE ICT 0417 · Topic 11: File management

17.1 Page setup: size, orientation, margins and gutter

Cambridge IGCSE ICT 0417 · Topic 17: Document production · Paper 2

17.5 Find and replace, bookmarks and hyperlinks

Cambridge IGCSE ICT 0417 · Topic 17: Document production · Paper 2

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.

Success criteria

  • 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.
The syllabus points for these sections
  • Locate, open and import files of different types.
  • Save files in a planned folder structure with meaningful file names.
  • Save and export in application formats and generic formats.
  • Describe what each common file format is for.
  • Explain why generic file formats are needed.
  • Set page size and orientation as instructed.
  • Set top, bottom, left and right margins exactly.
  • Explain and set a gutter margin.
  • Check page setup has not moved the header and footer out of line.
  • Use find and replace with match case and whole words.
  • Create a bookmark at a place in a document.
  • Create hyperlinks to a bookmark, a web page and an email address.
  • Check the whole document before printing.

Key words

Say each word, then read what it means. Every one is in the glossary too.

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.
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.
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.
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).
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.
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.
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.
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.

The explanation

Read it here, or open the study page below to go one step at a time with things to try.

11.1 Manage files effectively

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.

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.

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.

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.
!Watch out

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

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.

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.

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.

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.

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.

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.
?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.

Generic file formats you must know

Cambridge lists these generic formats. Learn what each one is for.

Text-type formats come first, then web formats, then images, then compressed files.

ExtensionFull nameWhat it is and when to use it
.csvComma separated valuesTable data as plain text, one record per line, fields separated by commas. Moves data between spreadsheets and databases. No formatting or formulas.
.txtTextPlain text only: letters, numbers, spaces. No fonts, bold or images. Opens on any computer.
.rtfRich text formatText with basic formatting: fonts, bold, italic, sizes, alignment. Opens in almost any word processor.
.pdfPortable document formatA fixed page that looks the same on any device and printer. Hard to edit. Good for final documents, forms and printing.
.htm / .htmlHypertext markup languageA web page. Opened by any web browser.
.cssCascading stylesheetStyle rules (colours, fonts, layout) for web pages. Linked from .htm files.
.jpg / .jpegJoint Photographic Experts GroupPhotos. Lossy compression gives small files with millions of colours. Some quality is lost.
.pngPortable network graphicsImages with lossless compression and transparent backgrounds. Good for logos, diagrams and screenshots.
.gifGraphics interchange formatSimple images and short animations. Only 256 colours. Supports transparency.
.zipZip (compressed archive)One or more files compressed into one smaller file, for storing or sending.

Application-specific formats

These keep everything the software can do, so you use them while working on a file.

In the exam, save in the application format when told to, so the work can be edited later.

ExtensionSoftware typeWhat it keeps
.docxWord processorStyles, headers and footers, tables, images, page layout
.xlsxSpreadsheetFormulas, functions, several sheets, formatting, charts
.accdbDatabaseTables, relationships, queries, forms, reports
.pptxPresentationSlides, master slide, transitions, animations, speaker notes
.odt / .ods / .odpFree office software (OpenDocument)The same features for open-source office programs
!Watch out

Saving a spreadsheet as .csv keeps only the values of the current sheet. All formulas, formatting and other sheets are lost. Keep a .xlsx copy too.

Choosing the right format

Ask three questions: who will open it, will they need to edit it, and what must be kept?

Use a generic format when the reader's software is unknown. Use an application format when you, or someone with the same software, will keep editing.

SituationBest formatReason
Send a final newsletter that must look identical everywhere.pdfFixed layout; opens on any device; hard to change
Move a list of members from a spreadsheet to a database.csvPlain table data any database can import
Logo with a transparent background for a website.pngLossless and supports transparency
Holiday photo for a website.jpgSmall file size, good enough quality for photos
Letter someone else will edit in a different word processor.rtfKeeps basic formatting and opens in most word processors
Spreadsheet you are still building.xlsxKeeps formulas and formatting
17.1 Page setup: size, orientation, margins and gutter

How a Paper 2 document task starts

Paper 2 usually begins: "Open the file J2611news.rtf. Save it in your work area as a document with the file name NEWS." Then come the page setup instructions.

A typical set: "Set the page size to A4. Set the page orientation to landscape. Set all margins to 2 cm."

Do the page setup first. Everything else, such as columns and image sizes, depends on it.

?Why?

Changing margins later moves all the text, so tables, images and page breaks you placed earlier end up in the wrong place.

!Watch out

Save in the application's own format, as the task asks, not as .rtf again. Use the exact file name given, with the same capitals.

Page size and orientation

Page size is the paper size. In Spain and the UK the standard is A4 (21 cm × 29.7 cm). Letter size (21.6 cm × 27.9 cm) is used in the USA.

Orientation is the way the page is turned. Portrait is taller than it is wide. Landscape is wider than it is tall.

Use landscape for wide content, such as a table with many columns or a poster.

!Watch out

Source files from Cambridge are sometimes set to Letter. If the task says A4, change it. The examiner can see the difference in the printout's margins.

Margins and gutter

Margins are the blank borders between the edge of the paper and the text. You set four: top, bottom, left and right.

A gutter is extra margin added to the edge that will be bound, such as stapled or ring-bound. It stops text disappearing into the binding.

A typical task: "Set the top and bottom margins to 2.5 cm, the left and right margins to 2 cm, and a gutter of 1 cm on the left."

e.g.Example
A4 portrait is 21 cm wide. Left margin 2 cm + gutter 1 cm + right margin 2 cm = 5 cm. Width left for text = 21 − 5 = 16 cm.
?Why?

Knowing the text width helps you check later tasks. An image that should fill the width must be 16 cm here, not 21 cm.

!Watch out

After changing margins, check the header and footer. Right-aligned items must still sit on the new right margin. Moving the right tab stop is often needed.

17.5 Find and replace, bookmarks and hyperlinks

Find and replace

Find and replace searches the document for a word or phrase and swaps it for another.

Match case only finds text with the same capital letters. Find whole words only ignores the text when it is part of a longer word.

A typical task: "Replace the word bike with bicycle wherever it appears."

e.g.Example
Replace "hire" with "rental". Without whole words: "hired" becomes "rentald". Without match case, "Hire" at the start of a sentence is changed too, and its capital may be lost. With whole words only and match case: only lower-case "hire" on its own is changed. Run it again for "Hire" → "Rental".
?Why?

These two options stop the software changing words you did not mean to change.

!Watch out

After Replace All, read the message saying how many were replaced, then check a few by eye. A careless Replace All is one of the fastest ways to put errors into a document.

Bookmarks

A bookmark is a named, hidden marker at a place in a document. You can jump to it or link to it.

A typical task: "Create a bookmark called PRICES at the heading Price List." Select the heading, choose insert bookmark, type the exact name.

Bookmark names usually cannot contain spaces, so tasks give names like PRICES or opening_times.

?Why?

In a long document or a web page, bookmarks let the reader jump straight to a section instead of scrolling.

Hyperlinks: to a bookmark, a web page and an email address

A hyperlink is text or an image that takes the reader somewhere when clicked.

To a bookmark: link to a place in this document. To a web page: link to a full URL, such as `https://www.example.com`. To an email address: use `mailto:`, which opens a new email.

Tasks often add: "The link must open in a new window." Set the target frame or window option to a new window.

Link toWhat you enterWhat happens when clicked
BookmarkChoose the bookmark name, e.g. PRICESJumps to that place in the document
Web pageFull URL, e.g. https://www.cambridgeinternational.orgOpens the page in a browser
Emailmailto:bookings@example.comOpens a new email to that address
!Watch out

Check the address character by character. A link to `www.cambrige.org` looks fine on paper but goes nowhere. The examiner often checks a screenshot of the edit hyperlink dialogue.

Final checks before printing the document

Page: size, orientation, margins and gutter as set. Columns and spacing correct, starting at the right place.

Text: spelling checked, no transpositions, consistent case and spacing, line spacing and spacing after the same everywhere.

Layout: no blank pages, no widows or orphans, tables and lists not split, images inside the margins and not distorted.

Header and footer: name, centre number, candidate number, automated fields, aligned to the margins on every page.

!Watch out

How candidates lose marks in document production: page setup done last so everything moves; columns applied to the whole document; a blank page at the end; tabs made with spaces; Replace All changing parts of words; a hyperlink with a typing error; candidate details missing from one page.

Theory for Paper 1

Paper 1 may ask why these features are used. Link each feature to the reader's benefit.

Columns give short lines that are quick to read. A gutter stops text being lost in the binding. Decimal tabs line up numbers for easy comparison.

Bookmarks and hyperlinks help navigation. Numbered lists show order. Find and replace saves time and avoids missing an instance.

?Why?

Cambridge rewards the reason for a feature, tied to the audience and purpose of the document.

Study it

Open the study page and go one step at a time.

ICT topic 1

Types and components of computer systems

Step by step, with exam questions and a quiz.

ICT topic 2

Input and output devices

Step by step, with exam questions and a quiz.

ICT topic 3

Storage devices and media

Step by step, with exam questions and a quiz.

ICT topic 11

File management

Step by step, with exam questions and a quiz.

ICT topic 17

Document production

Step by step, with exam questions and a quiz.

Topic 10 · Year 8

Software

System software runs the computer. Application software does jobs for people. Programs must be translated into machine code before they run.

Check yourself

One question at a time. The reason shows after each answer.

Saved on this device.