Grade 10 ICT MWSP Quarter 3

Lesson1 – Organize and Manipulate Files

Organizing and manipulating files effectively is a key competency in managing digital
resources. Proper file management ensures quick access, data security, and system
efficiency. This discussion focuses on best practices and tools to manage files within a
directory or system.

1.1 Identify Files in a Directory/Folder According to Types and Usage

Identifying files based on their type and purpose is crucial for organization. Files can be
categorized by their extensions (e.g., .docx, .jpg, .exe) or usage (e.g., reports, images, or
application files).

 File Types:
Common file types include text documents, spreadsheets, presentations, images,
videos, and system files. Knowing the type helps determine the software needed to
open them.
 Usage Context:
Files should be grouped based on their purpose (e.g., work files, personal documents)
or project relevance. Using metadata or folder structures helps keep files organized.

Tools like File Explorer (Windows) or Finder (Mac) allow sorting files by type, size, date
modified, or usage frequency.

Common File Types:

1. Text and Document Files
Used for storing written content, spreadsheets, and presentations.
 Common Formats:
o .txt – Plain text file
o .doc/.docx – Microsoft Word document
o .pdf – Portable Document Format (read-only)
o .rtf – Rich Text Format
o .odt – OpenDocument Text (used in LibreOffice)
o .xls/.xlsx – Microsoft Excel spreadsheet
o .ppt/.pptx – Microsoft PowerPoint presentation
 Usage:
o Reports, letters, spreadsheets, presentations, eBooks, and formatted
documents.

2. Image Files
Used for storing pictures, graphics, and photos.
 Common Formats:
o .jpg/.jpeg – Compressed image (widely used for web and photography)
o .png – High-quality image with transparency support
o .gif – Animated or static image with limited colors
o .bmp – Bitmap image (uncompressed, large size)
o .svg – Scalable Vector Graphics (used for web or design)
o .tif/.tiff – High-resolution images, often used in printing
 Usage:
o Photography, graphic design, website assets, and animations.

3. Audio Files
Used for storing sound, music, or audio recordings.
 Common Formats:
o .mp3 – Compressed audio, widely used for music
o .wav – High-quality, uncompressed audio
o .aac – Advanced Audio Codec, commonly used in iTunes
o .flac – Lossless audio file
o .ogg – Open-source compressed audio
 Usage:
o Music, podcasts, sound effects, and voice recordings.
4. Video Files
Used for storing video content with or without audio.
 Common Formats:
o .mp4 – Widely used compressed video format
o .avi – High-quality video (large size)
o .mov – Apple QuickTime Movie format
o .wmv – Windows Media Video format
o .mkv – Open-source video format supporting multiple codecs
 Usage:
o Movies, video tutorials, and online streaming.

5. Compressed/Archive Files
Used for reducing file size and grouping files together.
 Common Formats:
o .zip – Compressed archive (widely supported)
o .rar – Compressed archive (requires specific tools like WinRAR)
o .7z – High-compression archive format
o .tar – Unix-based archive file (often combined with .gz for compression)
o .iso – Disk image file (used for DVDs/CDs)
 Usage:
o Data storage, sharing multiple files, and saving disk space.

6. System and Executable Files

Used by operating systems and software for functionality.
 Common Formats:
o .exe – Executable file (used to run programs on Windows)
o .dll – Dynamic Link Library (Windows system files)
o .sys – System files used by Windows
o .bat – Batch file (used for scripting in Windows)
o .sh – Shell script (used in Linux/Unix)
 Usage:
o Running software, system operations, and automation tasks.

1.2 Save Documents with File Names According to the Requirement

Using clear and consistent file naming conventions ensures files are easy to identify and
retrieve.
 Best Practices for File Naming:
Effective file naming is critical for organization, efficiency, and collaboration. Here are
the best practices for naming files to ensure they are easy to identify, access, and
manage:

1. Use Descriptive and Relevant Names

Clearly describe the file’s content or purpose.
Example:
Instead of report.docx, use SalesReport_Q1_2025.docx.
________________________________________
2. Follow a Consistent Naming Structure
Use a standardized format across all files to maintain uniformity.
Example:
[Project/Topic]_[Details]_[Date]_[Version]
Good: ProjectAlpha_Draft_2025-01-01_v2.docx
Bad: finalfinal.docx
________________________________________
3. Include Dates in the Format YYYY-MM-DD
Dates help with sorting and provide clear timelines.
Always use the ISO 8601 format (YYYY-MM-DD) for consistency and easy sorting.
Example:
MeetingNotes_2025-01-26.docx
________________________________________
4. Use Underscores or Hyphens Instead of Spaces
 Some systems and programs don’t handle spaces well, so avoid using them.
Example:
Good: Budget_Report_2025.xlsx
Bad: Budget Report 2025.xlsx
________________________________________
5. Avoid Special Characters
Avoid characters like / \ : * ? " < > | as they may cause issues in some systems.
Stick to letters, numbers, hyphens (-), and underscores (_).
________________________________________
6. Use Version Numbers
Indicate file versions for iterative work, especially for documents shared among teams.
Examples:
MarketingPlan_v1.docx
MarketingPlan_v2.docx

 Standard Operating Procedures (SOPs):

Organizations often define naming conventions for consistency, such as including
project codes, dates, or version numbers.

1.3 Manipulate Files According to the Set Procedures

Manipulating files involves tasks such as copying, moving, renaming, compressing, or
deleting files. These tasks must be performed following standard procedures to prevent
errors or data loss.
 Copying/Moving Files:
Drag-and-drop features in File Explorer or using commands like Ctrl+C (Copy) and
Ctrl+X (Cut) with Ctrl+V (Paste) make these operations simple.
 Renaming Files:
Right-click the file, choose Rename, and follow the required naming convention.
 Compressing Files:
Compress files into .zip or .rar formats to save space and facilitate sharing. Tools like
WinRAR, 7-Zip, or Windows' built-in compression utility can be used.
 Deleting Files:
Always review files before deleting to avoid accidental data loss. Use organizational
policies regarding file retention and disposal.

1.4 Restore Deleted Files Using the Standard Utility

Accidentally deleted files can often be recovered using system utilities.
 Recycle Bin (Windows) or Trash (Mac):
o Open the Recycle Bin or Trash and locate the deleted file.
o Right-click and select Restore to recover it to its original location.
 File History/Backup Utilities:
o Windows File History or Mac Time Machine can restore deleted or earlier
versions of files.
 Third-Party Recovery Tools:
o Tools like Recuva or EaseUS Data Recovery can recover permanently deleted
files, but these should be used promptly to prevent data overwriting.

1.5 Locate Files/Information Using the Standard Features/Utility

Efficiently locating files is essential for productivity. Standard utilities and features make
this task easier:
 Search Features:
o Use the search bar in File Explorer or Finder to locate files by name, type, or
content.
o Filters like date modified, file type, or size can narrow results.
 Search Shortcuts in Windows:
o Ctrl+F in most applications or search fields to quickly locate keywords within
folders or documents.
 Advanced Search:
o Use Boolean operators (e.g., AND, OR, NOT) for complex searches.
o On Windows, use the Search Tools tab to refine results.
 Indexing Options:
o Ensure file indexing is enabled for faster searches. Configure the search index
through system settings to include specific directories.