UNIT

3.2 File types

Each file has a file extension identifying the type of file and how the computer should
interpret it. A .txt file is a simple text document that contains words with no formatting.
A .doc file allows for formatted text with different fonts and images.

This section will look at the following file types:

• Text files
• Document files
• Locked document files
• Web pages
• Archives and compressed files
• Presentation files
• Spreadsheet files
• Database files
• Image files
• Animation files
• Video files
• Audio files
• Adobe Acrobat

TEXT FILES
There are two types of text files:
1. .txt (text)
2. .rtf (rich-text format)

Text files are files used to store plain text. Plain text refers to text that has no special
formatting, such as fonts, font sizes, images and so on. In Microsoft Windows, text
files are identified with the .txt file extension. Notepad is a popular application in
Microsoft Windows that is used for opening and creating text files. Figure 3.14 shows
an example of a .txt file:

Figure 3.14: An example of a .txt file

Rich-text format (RTF) files can save more information than text files. This includes
different font types, such as BOLD, italic, as well as font colour. RTF files cannot be
opened in Microsoft Notepad, but can be opened in Microsoft WordPad. Both these
applications are installed with Microsoft Windows for free.

DOCUMENT FILES
Although document files (.doc, .docx and .odt) are used to store documents. It differs
from text files and rich-text files because it can store more complex information such
as custom formatting options and styles. Word processors – for example, Microsoft
Word, Google Docs and LibreOffice – can be used to create and edit document files.

Figure 3.15: Document files can store text with advanced formatting
DIFFERENT TYPES OF TEXT FILES

Jabulani is a Grade 12 learner who works almost every day on his computer on
various school assignments. He recently learned that, although two different files
may look the same when not formatted, for example a .txt file and a .doc file, the
data actually differs. This means that he cannot just change the file type of one file
to another and expect the document to open.

However, computer applications have improved quite significantly in that

applications, such as Microsoft Word or LibreOffice, can convert one file type to
another.

Example 3.1
To save the file in a different file format using the Save As function, Jabulani does
the following:
1. By clicking on the Save As button, a dialogue box opens. This allows him to select
the type of file he wants to save his file as, for example PDF, plain text, web page
 and so on.
The application then makes sure that the raw data is saved in the correct way for
that file format. An example of this dialogue box is shown in Figure 3.16 on the
next page.

Figure 3.16:
Save As allows you to select the file type you want to use

LOCKED DOCUMENT FILES

Locked documents are documents with content that is difficult to change, or modify
once it has been created. Locked documents are generally used in situations where
you want to use the file in the format in which it was saved. Examples of locked
document files would be contracts, formal letters and shop catalogues. The two most
common locked document formats are the .pdf (portable document format) and .epub
(E-PUB) file formats.

WEB PAGES
A web page is a computer file that relates to websites and web servers. Web pages
include information, such as the colours of text, backgrounds and images. It also
includes links to images and other types of multimedia.

The two most common extensions for web pages are:

1. .html
2. .htm

The only difference between the two is that .htm is used as an alternate to .html by a
few web servers that do not accept four-character extensions. Both extensions can be
used on most web servers.

ARCHIVES AND COMPRESSED FILES

Archives are types of files that can combine and compress multiple different files into
one file. For example, if you need to send 50 files in an email to a group member, it
will be much easier for you to combine and compress the files into a single .zip file,
before sending the .zip file through email. This will make it so much easier for the other
person to download the file. The .zip file will also be smaller since all the files are
compressed into one file, making it easier to send and download. After receiving the
files, it can be decompressed and accessed normally. The three main file extensions
for archives are:
1. .zip
2 .rar
3 .7z

PRESENTATION FILES
A presentation file stores information using slides that can be shown consecutively.
Presentation files are used by teachers, businesses and learners where the speaker
discusses the topic using the content of the slides. Slides are short, they can contain
pictures and animations, and are generally attractive. The three main file extensions
for presentations are:
1. .ppt
2. .pptx
3. .odp

Figure 3.17: A slide in a presentation

SPREADSHEET FILES
A spreadsheet file is a file that stores information in a large table. Companies use
spreadsheets when they need to analyse large amounts of data, or do calculations. It
is also used to show data, such as checklists and class lists. The three main file
extensions for spreadsheets are:
1. .xls
2. .xlsx
3. .ods

Something to know
Excel spreadsheets can have many sheets. Each sheet is a separate page that has
its own data.

The spreadsheet file gets its .xls (and .xlsx) extension from the most popular
spreadsheet software – i.e. Microsoft Excel. Figure 3.18 is an example of someone’s
academic schedule.

Figure 3.18:
Spreadsheets show data in tables

DATABASE FILES
Databases are similar to spreadsheets, except that the sheets, called tables, are all
connected to each other. For example, your school might have a database for each
grade with the full names of the learners, names of their parents, their contact details,
addresses and the amount of school fees paid. Even though these items are listed in
different tables, they are still linked together. Because of this, at the end of the month
when the school needs to send out fee statements, the database software can create
a statement where your name and surname, parents’ contact details and fees owed
are all displayed on the same page.

Figure 3.19: Databases can store related information in different tables

Most programmers use databases to store important data for their software.

IMAGE FILES
There are five main formats used to store graphics:
1. .bmp (bitmap image)
2. .gif (Graphics Interchange Format)
3. .jpg or .jpeg (Joint Photographic Experts Group)
4. .png (portable network graphics)
5. .tiff (tagged image file format)

These image formats are used for cameras, scanning and printing. Most of these file
formats need not be compressed and are, therefore, ideal for printing and web
graphics. Photos taken by a camera, or pictures created using software, for example,
Microsoft Paint or Adobe Photoshop, are often saved in one of these formats.

ANIMATION FILES
Animation files are files that interpret moving images. The two most common
animation file formats are:
1. .gif
2. .swf (Small Web Format Flash)

Although both these formats create animations, they do so in two different ways. GIF
animations show normal GIF images one after another to create an animation; SWF
files use programming to move shapes on the screen, creating an animation.

VIDEO FILES
A video file format is used to store digital video data on a computer. Video file formats
are usually compressed to reduce the file size. Video files are made up of a
“container” and a “codec”. A codec is used to compress and decompress the video
where the video files are too big, causing the video not to play, or be downloaded.
Examples of codecs include FFMpeg, DivX, XviD and x264.

A container is a set of files that stores information about the digital file. For example,
a container in a video file would be a combination of both audio and video in a single
file so that the file can play both audio and video at the same time. Some common
types of containers would be AVI, FLV, WMV and MP4.

Figure 3.20: Different types

of video file formats

Something to know
The opportunity to create videos on PCs and mobile devices are endless. MP4 is
one of the most common file formats used. It uses a separate compression for audio
(m4a) and video (m4v), and is mainly used for sharing videos over the Web. MP4s
are generally small in size; however, they have a high quality even after being
compressed. MP4 files are popular, because they are compatible with both online
and mobile browsers.

SOUND FILES
Sound (audio) files are similar to video files, as they are compressed before they are
stored on a computer. They are used to store audio files, such as music. Because of
the popularity of using computers to store music and videos, the .mpeg and .mp3 file
types have become very popular in recent years. Common audio file formats consist
of the following:
• .aac (Advanced Audio Coding)
• .flac (Free Lossless Audio Codec)
• .mp3 (Moving Picture Experts Group Layer 3 audio)
• .wma (Microsoft Windows Media Audio).

PORTABLE DOCUMENT FORMAT (PDF)

Adobe Acrobat is an application developed by Adobe Systems where you can view,
create, print and manage files in a portable document format (PDF). PDFs are a very
good file format for saving books, or published documents that can be easily sent to
another user through email, etc.

CONVERTING A DOCUMENT TO A PDF

You can convert a document to a PDF by doing the following:
1. Click on the file that you want to be converted into PDF format.
2. Click on the File tab and choose Save As.
3. Type in the file name.
4. Using the drop-down menu, click on the PDF under the Save As type.
5. Click Save and the document will be saved in a PDF format.

Activity 3.3
1. Complete this activity by following these steps:
a. Create a sub-folder in My Documents. Name the new sub-folder: CAT
Grade10.
b. Open the Word-processing application. Copy and paste any picture from the
computer into the document.
c. Save the file with the file name: Practice in My Documents.
d. Move the Practice.docx to the folder: CAT Grade10
e. Create a PDF of the Practice.docx file. Save the file in the same location.
f. Rename the PDF file to Practice_new.
g. Delete the file Practice.docx in the CAT Grade10 folder.
2. Answer the following questions about the diagram below.

a. How many audio files are there?

b. What type of file is “08.Internet and the world-wide”? What application can be
used to open this file?
c. “Image (16).png” can be opened with Adobe Acrobat Reader. Is this statement
true? If not, provide the correct answer.
 d. What type of program can be used to open “4.3 Handover (171129) (Waiting
for SME).pptx”?
e. What is the name of the file that Excel can open up from the diagram above?

REVISION ACTIVITY
1. Each time Sipho saves a file, he saves it to the desktop of the computer. His
desktop is very cluttered and he has trouble finding the files that he needs.
Advise Sipho on a more effective way to organise his files. (4)
2. Which of the following is NOT a file extension used for graphics files?
A. .bmp
B. .gif
C. .toff
D. .jpeg (1)
3. Fred has created a folder called “Grade 10 PAT” on a school computer to save all
his PAT files. He checks on the file properties and finds that the location of the
folder is c:\users\ fred\documents\Grade 10\Grade 10 PAT. Use the diagram to
answer the questions below:

a. Write down the folder names of folders A, B and C. (3)

b. How many users have folders on this computer? (1)
2. Match the file extension in Column A with the associated file type in column B.
Write down only the letter of the file type (Column B) next to the number of the file
 extension (Column A), e.g. 1C.
(Note: It is possible that the application from Column B may be used more than
once.)

(4)

3. Which shortcut key can you use to carry out the following actions?
a. Rename a file (1)
b. Copy a folder (1)
c. Paste a document onto the desktop (1)
TOTAL: [16]