Digital Basics Guide

Files are a container for various items on your device. For example, you could have a word document that contains your essay, by default It is saved as a .docx file you but might need to convert it over to a .pdf file for easier use once you’ve finished creating it. Imagine a jug that holds water and you’re pouring it out into a cup for easier use. 

There are lot of file types that can be used by different programs however there are a set of key ones to be aware about those are: 

• MS Office documents: .docx, .pptx, .xlsx
• Web pages: .htm or .html
• Images: .jpg or .png or .gif etc
• Portable Document Format files: .pd
• Executable programs: .exe
• Multimedia files: .mp3 or .mp4 or .wav etc

Before opening a file, your computer checks its file extension (the letters after the dot, like .docx or .jpg) to figure out what kind of file it is and which programme can open it.

For example, a web browser can open and display .html files as web pages, but it won’t know what to do with a file made for Adobe Illustrator, like a .ai file.

Some programmes can open a variety of file types depending on what you want to do. A browser might let you view an image file (like .jpg), but you’d need a photo editing app if you wanted to edit it.

Generally speaking, by default a lot of programs you use will indicate to you what their standard file type is enabling it to be re-opened on that program again, however certain activities you might be doing such as assignment uploads or image creation might require you to change the format. This is done by finding the save setting (this might be called “export” on some application) in program you are using and selecting save as and then using the drop down menu to select the file type required.

If you are submitting work to for an assignment, it is recommend to save your final piece as a .pdf file as this is a universal file that can be opened on any device. 

Saving and storing files is an important skill to know, as it not only keeps your work safe but also organised. When saving work there are two primary places that it is saved.

• Local
• Cloud 

Both have their advantages and disadvantages:

Local versions:

• Will enable you to keep a copy offline. 
• Can be saved to external hard-drive to keep more space free on your device (And it’s more environmentally friendly then the cloud) 
• Clear indication that your file has been saved 
• Full control over the file 

Cloud Version:

• Can be accessed on any device 
• Enables for multi-person synchronous collaboration 
• Automatic Backup
• Saves space on your personal device

It would be wise to save both to have a back up for different scenarios, for example if you have no internet connection then you will not be able to access the cloud version. However, if your device is damaged or you need to access your work on a different device then a local version will not work. Having a prepared copy of both a local and a cloud version is vital to have to ensure that you can access your work anywhere, at any time and no matter the situation. 

Storage

You can save files anywhere, but what happens when you want to find something quickly? Just like something in real life, if you put it down in a random place then it can get lost easily so having a solid save structure is important. 

1. Start with a proper file name. What is the file, what is the date. A good example would be “Podcast Guide 090425”. The final version could be called just “Podcast Guide Final”
2. Folder destination is important, make sure that you have clearly names folders to keep work in. This could be the module with a folder inside for course assignments for example. 
3. Save both on cloud storage and locally – You never know what could happen, so saving to both is important 

a. Be sure to update your local version with your recent copy to ensure it is up to date.   

Image Size, Resolution and File Management

When working with images, it’s helpful to understand the difference between display size and file size:

• Display size (measured in pixels) is how big the image looks on your screen—like a person’s height.
• File size (measured in KB or MB) is how much space the file takes up on your device—like a person’s weight.

These two things are linked but not always directly related. For example, an image might look small on your screen but still be a large file if it has high resolution (lots of detail).

What is Image Resolution?

Resolution refers to how clear and detailed an image is. It’s measured in:

• PPI (Pixels Per Inch) – used for screens
• DPI (Dots Per Inch) – used for printing

A small image with high resolution can have a big file size. And a blurry image might still have a large file size if it hasn’t been properly resized or compressed.

Resizing and Compressing Images

Compression reduces the file size of an image without necessarily changing how it looks on the screen. This is important because:

• It helps web pages load faster
• It saves data for users on slower connections or limited plans
• It reduces strain on devices and browsers

Even if an image looks the right size, it might still be too large unless it has been properly resized and compressed.

Many apps (like Instagram and Facebook) compress images automatically. But if you’re uploading high-quality photos—for example, from a camera—you may need to resize and compress them manually before using them on a website or in a document.

Free Tools for Resizing and Compressing Images
Here are a few easy-to-use options:

• Resize Photos
• JPEG Optimizer
• Paint.net
• GIMP

Images in Word Documents

Trying to make an image bigger than its original size in Word? It probably looked blurry. That’s because the display size changed, but the resolution stayed the same. Always aim to use an image at or below its original size for the best result.

Audio and Video Files

Audio and video files are much larger than images. Websites often limit the size of files you can upload.

To manage audio and video file size:

• Keep clips short
• Compress the files using editing software

High-quality recordings can still be large, even if they’re short. Some file formats (like .wav) are larger than others (like .mp3).
Platforms like YouTube automatically compress videos when you upload them. You can then embed YouTube videos in webpages (including in this course), which avoids file size limits.