File Types
In this lesson, you will learn:
This section describes techniques for working with files. We'll look at ways to create files and we'll look at settings you can make to protect your files and ensure that they get backed up the next time you do a system backup.
Types of Files
Each file on the computer has a specific program that opens that TYPE of file. For instance, pictures, spreadsheets, databases, word processing and music files are all opened with different types of programs. Trying to open a music file with a word processing file will open a box which will ask which file you want to try to use to open it. The box is letting you know that the program cannot open that file type.
So how do you know, and how does the computer know which program to use? It knows because of the file type the file was saved in. Each file has three parts:- The file name or the title you give it.
- A dot (a period)
- An extension that is added onto the file name of each file created.
The extension generally has three characters following a dot. These charcters determine which type of program created the file, and thus, which type of program will open the file again. The extensions are necessary because without them there is no way of knowing which program the file belongs to. This is called association and the term is "File Association." File Association can be changed.
When a file is saved there are two boxes at the bottom of the window: One box is for the file name that you give it, like "My Grocery List". The box below it has a drop-down arrow and pressing this shows that there are several possibilities to choose. Changing the selection in this box is changing the file association: In other words each one of the item in the drop down list is telling the commputer to open your file with a different program.
It is important to understand what some of the basic file types are, because pointing the file to open with the wrong program will change it. For example, .txt means that the file will open in a text editor, which means ONLY text will show; no margins, no fonts, no colors, no headers or footers or ANY other formatting. Opening the program in a Word processor (like Microsoft Word or Works) will show all of the formatting.
File extensions are something you generally do not need to be concerned about. If you open a new file and save it, the extension does not change. In order for the extension to change YOU have to change it. There are very few reasons for beginning computer users to ever need to change a file extension. For this reason the Operating System, like Windows or Unix, generally hide the file extensions so that they are not visible when browsing folders and files. In the case that you are at a computer that shows .xxx extensions, now you know what they are and what they are for.
Data Files that Open up Programs
As outlined above, double clicking the data file you want to open will open the file in the program that created it. Different types of programs open different types of files. The type of program that will create or open the file is identified by the file extension, the letters after the dot in the file name. This is sometimes called dot 3 notation because most file extensions were limited to 3 characters after the dot.
File Extensions
By examining the file name extension, you can tell basically what type of file it is. A file with a .gif extension is an image file, as is .bmp or .jpg. Files with the extension of .doc, .rtf, or .txt are document files. Files with the extension of .ram, .mov or .avi are movie files. You do not have to memorize the file extensions. All you have to do is double click the file. The document, picture, sound file or movie loads in the workspace of the program that created it. For instance, if the program is a document, double clicking it will open the program in the word processing program that created it
Here is a partial list of file extensions and the programs that will open when double clicking on the file. This is only a very brief list, as an extensive list is actually an entire book of 200 + pages.
| Extension | Program | Extension | Program |
|---|---|---|---|
| Adobe Reader | .doc | MSWord | |
| .xls | MS Excel | .txt | NotePad |
| .bmp | Paint | .jpg | Picture Editor |
| .mdb | MS Access | .ppt | MS PowerPoint |
| .gif | Picture Editor | .wav | Sound Player |
| .ram | Sound Player | .avi | Movie Player |
| .mov | Movie Player | .rtf | WordPad, MS Works |
File Associations
There are a lot of files that open automagically using a program on one computer and an entirely different program on another computer. For instance, clicking on a sound file can open up Windows Media Player, Real Audio, or Quick Viewer, depending on the File Associations. File Associations are important when it comes to naming, or especially re-naming files. If you try to name a file and do not use a file extension, you may or may not get an error warning you that there is no program on your computer that will open that file! Worse yet, you may inadvertently miss-type the extension, and it will either open with a different program entirely, or there will be a dialog box prompting you to point to the program you want to open it in.
If you know that the file is supposed to be opened by a word processor, such as MS Word or Word Perfect or another Word Processor, just select that program from the list, and at the bottom, place a check mark in 'Always use this program to open the files of type' check Box. Then, double clicking the file will use the program you chose to always open the file. You have Associated the new extension with a program to open it. Changing File extensions is not for the faint hearted or to be taken lightly. In the worse case, you will have to re-create the file. In some cases, manual re-associations are a nightmare of re-listing every file type. If you name the file properly in the first place, these associations will be transparent and you will never have to be concerned about them. If a mistakeis made, all is not lost, and you can easily change the extension until something opens that will read the file. Then, after you know basically what kind of file it is, whether Database, Text, Media, etc, then you can re-name the extension so the proper program opens it.
But how do you know which programs open which extensions? That is a more advanced topic covered in another lesson. These are usually default settings based on choices made by the user or programmatically when the program is first created or installed.
Installing Software is a big subject, and is covered in higher beginning and intermediate courses.
Template Files
Office Word Processing programs have several pre made document styles that can be found when selecting File >> New. The picture below shows these in Office 2003:
For Office 2007 (pictured below) press the Office Button and select "New". The templates will show on the left side.
On the right window, select "Accept" for the download agreement.
Scrolling to "Resumes" will show several types: Selecing "Basic" will show all of the pre-set documents for flyers, brochures and even basic Resumes!
When you select a template type on the left, several examples will pop up in the middle window. Selecting one of these will open a small thumbnail image or "snapshot" on the right to indicate what it looks like.
You can also create your own. If you create a new file with a new name using the "Save As" option, you would now be working in the new file! The original file you opened and renamed will remain intact. That is the principal of templates, which are pre-formatted files that are used over and over.
Let's use this principal to our advantage:
Here is an example:
- Create a new Microsoft Word document in your Student Folder and name it 'Template Test.doc'.
- At the top, type your: Name and press Enter, Address and press Enter and Phone number and press Enter.
- Press Enter 7 times.
- At the bottom type Thank You
- Press Enter twice and then type your name.
- Save the file by clicking on the disk icon or select File >Save. (Do not select File >Save As at this time)
- Close 'Template Test.doc'.
our document should look like the one below:
You have now created a template that can be opened and reused over and over. Here is how to use it.
- Double Click 'Template Test.doc' to open it
- As soon as the file opens select File > Save As and rename the file 'Mine.doc'.
- 'Mine.doc' should be the name in the title bar at the top of the document. If it says 'Template Test.doc', simply repeat step 2 to change it.
- Fill out the form letter by writing to a friend or make a change in the letter that you will notice.
- Close the file. If prompted to save, say yes.
- Save the file as type ‘.txt ’
In the picture above you can rename the file in the box at the bottom, and you can also save the file as a different type using the drop down arrow in Save As.
Open the 'Template Test.doc' file. The original information should be intact, but when you open ‘Mine.txt’. all of the changes should now be in this file.
This is the principal behind letterhead. By creating a blank document, changing the Header to reflect your information and adding a watermark, the file can be saved with a .dot (.dot means "Document Template") file.
When you need to use the letterhead, open the .dot file you made, IMMEDIATELY rename the file to what you want (like "My letter") and type your letter. When you change the file name, the original file template remains unchanged to be used again and again!
Close all of the open documents
If you have a project or would like to see something that is not here, send me an email. I would love to hear from you!!
