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Unit 11 - File Management

This document discusses file formats and file compression. It begins by explaining the need to reduce file sizes for storage and transmission. Common generic file formats are then described, including text, image, video, audio and other formats. File compression techniques like ZIP and RAR are introduced as ways to reduce file sizes. The document concludes with some practical knowledge about document formatting and layout.

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CLARA D SOUZA THOMAS
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74 views

Unit 11 - File Management

This document discusses file formats and file compression. It begins by explaining the need to reduce file sizes for storage and transmission. Common generic file formats are then described, including text, image, video, audio and other formats. File compression techniques like ZIP and RAR are introduced as ways to reduce file sizes. The document concludes with some practical knowledge about document formatting and layout.

Uploaded by

CLARA D SOUZA THOMAS
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
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Download as PDF, TXT or read online on Scribd
You are on page 1/ 4

In this chapter you will learn about:

★ understand the need for characteristics and uses of generic file formats
★ understand the need to reduce file sizes for storage or transmission
★ reduce file sizes for storage or transmission using file compression.
★ Practical knowledge
Key terms:
• 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.
• Generic file format – file format can be opened in suitable(most) software on most platforms (devices).

Generic file formats and their characteristics


Common generic text files include:
• Comma separated values: these files have a .csv file extension. This file type takes data in the form of tables (that
could be used with a spreadsheet or database) and saves it in text format, separating data items with commas.
• Text: these files have a .txt file extension. A text file is not formatted and can be opened in any word processor.
• Rich text format: these files have a .rtf file extension. This is a text file type that saves some of the formatting
within the text.

Common generic compressed files include:


• Roshal archive: these files have a .rar file extension. 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 was developed for Windows by a Russian software engineer Eugene Roshal and
takes its acronym from Roshal ARchive.
• Zip: these files have a .zip file extension. 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.
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Generic file formats and their characteristics
Common generic image files include:
• Graphics interchange format: these files have a .gif file extension. This format stores still or moving images and is
an efficient method of storing images using a smaller file size, particularly where there are large areas of solid
colour. It is widely used in web pages.
• Joint photographic expert group: these files have a .jpg /.jpeg file extension. This format stores still images, but
does not store moving images. It is an efficient method of storing images using a smaller file size and is widely
used in web pages.
• Portable document format: these files have a .pdf file extension. This is a document which has been converted
into an image format. It allows documents to be seen as an image so they can be read on most computers. The
pages look just like they would when they are printed, but can contain clickable links and buttons, form fields,
video, and audio. In PDF format you can protect a document to stop others from editing it.
• Portable network graphics: these files have a .png file extension. It is a file format that compresses graphics
(image) files without any loss of image quality. It was created to replace graphics interchange format and is now
the most used lossless image compression format on the internet.
Common generic video files include:
• Moving pictures experts group layer 4: these files have a .mp4 file extension. 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. This container is
often used to transfer video files on the internet.
Common generic audio files include:
• Moving pictures experts group layer 3: these files have a .mp3 file extension. It is a compressed file format used
for storing audio files. This format cannot store still or moving images. The file sizes are relatively small, but with
near-CD quality, which makes it suitable for use on the internet.
Common generic files used for website authoring include:
• Cascading Style Sheets: these files have a .css file extension. This is a style sheet which is saved in cascading style
sheet format and is attached to one or more web pages (often written in HTML) to define the pages’ colour
scheme, fonts, etc.
• Hypertext Markup Language: these files have a .htm (or sometimes a .html) file extension. This is a text-based
language used to create content that a web browser can display as a web page.
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Reduced file sizes for storing and transmission
The need to reduce file sizes for storage or transmission
• To store more files and to save space.
• To transmit files from one device to another quickly and efficiently.
• To send files as an attachment as mail boxes have a size limitation
• To upload files into the cloud
• To add files into the website to load the webpage/website quickly.
• As video files contain thousands of still images, tend to be the largest files stored and transmitted. Even national
large database management systems require immense amounts of storage.
• Still images can vary in size. Lower resolution graphics, which are often used for web pages to speed up the
loading time of the page, can be very small, but the higher the image resolution, the larger the file. Where
possible, image file sizes must be kept small, but not to the point where images become pixelated so that they
are not clear.
• This will mean resizing(changing the physical size) and resampling(changes the quality) image files so that they
require less storage space and less time to load.

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 and if the file is not to be edited turn the file into portable document format.
• To send multiple files in the most efficient way, compress the files together as a single zip file.

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Practical knowledge
1. A header is the area of a document between the top of the page and the top margin.
2. A footer is the area of a document between the bottom of the page and the bottom margin.
These are used to include the author’s name, the document’s filename, page numbering, a company logo etc.
3. Gutter margins- If the document is to be part of a bound book , a gutter is used which is an area outside the
margins that is used to bind the book together. The gutter can be placed to the left or top of the page,
depending upon the type of binding to be used.
3. A widow is the last line of a paragraph that appears alone at the top of a new page or column. An orphan is the first
line of a paragraph (or heading) that appears alone at the bottom of a page or column. Even though Microsoft
Word often applies automatic widow and orphan control, it is always good practice to check that widows and
orphans have been removed.
Make sure that other objects, such as bulleted or numbered lists, tables, graphs and database or spreadsheet
extracts are not split over two columns or pages.
4. Page break - This forces the text onto the start of a new page, leaving white space at the end of the previous page. It
is particularly useful for removing widows and orphans from your document, although Word will often do this for
you.
5. Column break - A column break is used to force the text into the top of the next available column, which may be on
the same page or may be on the next page. This is also useful for removing widows and orphans.
6. Section break - A section break is used to split areas of a document with different layouts. There are two types of
section break: one forces a page break as well as the change in layout and the other is a continuous break, which
allows different layouts on the same page.
7. Proofreading – it is not a form of verification. It is the careful reading and re-reading of a document before it is finally
printed to detect any errors in spelling, grammar, punctuation or layout, whether or not they were in the original
document. It helps to remove many of the errors by checking that the data is correct, not just accurately transcribed.
8. Pie charts- If you are asked to compare percentage values, a pie chart is often the most appropriate type because
pie charts compare parts of a whole or fractions of a whole.
9. Bar charts - Bar charts show the difference between different things. A bar chart is a graph with vertical bars, but it
is called a column graph in Excel. To create a vertical bar chart you need to use the ‘column chart’ .
10. Line graphs : These are used to plot trends between two variables. An example would be plotting the temperature of
water as it was heated against time. You could then find any point in time on the graph and be able to read the
corresponding temperature, even if the temperature had not been taken at that time.
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