Using Devices and Handling Information

What is a file extension used for?

• ATo identify the type of file✓
• BTo show how much storage the file uses
• CTo set which folder the file is saved in
• DTo record the date the file was created

Answer: A file extension (e.g. .docx, .jpg, .pdf) tells the operating system and users what type of file it is and which program can open it.

Which of the following is the best way to name a file so you can find it easily later?

• AUntitled_1_copy
• BBudget_Report_March2026✓
• CDocument_final_final_v2_new
• DReport_latest_version_use_this

Answer: Descriptive file names that include the content and date make files much easier to locate when searching later.

What does it mean to 'drag and drop' a file?

• ARight-click the file and pick Send to USB
• BPress Shift + Delete to erase the file
• CClick, hold, and move the file to a new location✓
• DDouble-click the file to open a window

Answer: Drag and drop means clicking and holding a file icon, then moving the mouse to a new location and releasing to move or copy the file.

Where are deleted files usually stored on a Windows computer before they are permanently removed?

• AThe Control Panel
• BThe Desktop
• CThe Downloads folder
• DThe Recycle Bin✓

Answer: When you delete a file on Windows it goes to the Recycle Bin, where it stays until you empty the bin or restore the file.

Which action creates a copy of a file in a new location while leaving the original in place?

• ACut and paste the file
• BRename the file and save it
• CCopy and paste✓
• DPin the file to Quick access

Answer: Copy and paste duplicates the file so it exists in both the original location and the new location.

What is a folder used for on a computer?

• ATo connect the computer to a network
• BTo group and organise related files✓
• CTo install new software on the device
• DTo keep a spare copy of each file

Answer: Folders (directories) help you organise files by grouping related items together, making them easier to find.

On a smartphone, which action typically returns you to the main home screen?

• AHolding the power button down
• BDouble-tapping the app icon
• CSwiping down from the top of the screen
• DPressing the home button or gesture✓

Answer: The home button (or a swipe-up gesture on newer devices) takes you back to the main home screen from any app.

What does 'search' functionality on a device or website allow you to do?

• AArrange all of your files into dated folders automatically
• BFind specific files, information or content quickly✓
• CSave a web page so that you can read it without internet
• DCheck the spelling of the words you type

Answer: Search tools let you type keywords to quickly locate specific files, emails, web pages or content without browsing manually.

Which keyboard shortcut is commonly used to undo the last action?

• ACtrl + C
• BCtrl + P
• CCtrl + Z✓
• DCtrl + V

Answer: Ctrl + Z is the standard undo shortcut on Windows, reversing the most recent action.

What is the purpose of the 'sort' function when organising files?

• ATo hide files you do not use very often
• BTo move files into a shared network folder
• CTo reduce the size of files so they take up less space
• DTo arrange files in a specific order, such as alphabetically or by date✓

Answer: Sorting arranges files in a chosen order (A–Z, date modified, file size) to make browsing easier.

Which of these is an example of a spreadsheet file format?

• A.jpeg
• B.xlsx✓
• C.docx
• D.mp3

Answer: .xlsx is the file extension for Microsoft Excel spreadsheets. .docx is Word, .jpeg is an image, and .mp3 is audio.

What does 'right-clicking' on a file typically show you?

• AA preview window showing the contents of the file
• BA context menu with options such as open, copy and delete✓
• CThe Properties window listing the file size and type
• DA list of every recent change made to the file, with dates and times

Answer: Right-clicking opens a context menu giving you a list of actions you can perform on the selected item.

What is meant by a 'sub-folder'?

• AA folder that is stored on a USB drive or memory card
• BA folder created inside another folder✓
• CA folder that has been shared with other users online
• DA folder that the system hides from normal view

Answer: A sub-folder is a folder that sits inside another folder, creating a hierarchy to keep files even more organised.

When using a search engine, which search is likely to give the most relevant results for local pizza restaurants?

• Aitalian restaurant reviews online
• Bsomewhere nice to eat this evening
• Cpizza restaurants near me✓
• Dtakeaway food delivery prices

Answer: Using specific and descriptive search terms, including location, produces more relevant results than broad single words.

What does 'cloud storage' allow you to do?

• ASave files onto the computer's hard drive so they load faster
• BStore files online so they can be accessed from any device✓
• CCompress your files automatically so they use less space
• DAutomatically back up your files to a USB stick when you shut down

Answer: Cloud storage saves your files on remote servers (e.g. Google Drive, OneDrive) so you can access them from any internet-connected device.

Which of these is a sign that your device storage is nearly full?

• AThe device runs slowly and warns you about low storage space✓
• BNew apps install more quickly than they used to
• CYour files are automatically sorted into date order
• DThe device asks you to reset your password before it will save anything new

Answer: When storage is nearly full, devices typically slow down and display warnings prompting you to free up space.

What is the difference between 'Cut' and 'Copy' when handling files?

• ACut and Copy both duplicate the file, so it makes no difference
• BCut makes two copies of the file; Copy deletes the original
• CCut compresses the file to save space; Copy sends it by email
• DCut moves the file; Copy leaves the original and creates a duplicate✓

Answer: Cut removes the file from the original location when pasted elsewhere. Copy leaves the original intact and creates a duplicate.

Why is it important to use consistent, logical folder names when organising files for work?

• ATo ensure files can be found quickly by you and colleagues✓
• BTo stop the computer from running out of memory and crashing
• CTo make sure only you can see the files on the shared drive
• DTo reduce the amount of space the files take up on the server

Answer: Consistent, logical naming means anyone who needs to find a file can do so quickly without wasting time searching.

What is an operating system?

• AA programme used to browse websites and search the internet
• BA piece of hardware inside the computer that stores all your files
• CSoftware that manages the hardware and software resources of a computer✓
• DThe set of security rules that decides which apps are allowed to run on a device

Answer: An operating system (e.g. Windows, macOS, Android) controls the computer's hardware and provides the environment in which applications run.

What does it mean when a file is described as 'read-only'?

• AThe file can only be opened by the person who created it
• BThe file has to be read aloud by a screen reader
• CThe file will be deleted automatically after it is opened once
• DThe file can be viewed but not changed or saved over✓

Answer: A read-only file can be opened and read but cannot be edited or saved without removing the read-only setting.

Which of the following is the correct way to search for a file by name on Windows?

• AOpen the Control Panel and choose System
• BLook through the Recycle Bin for the file
• CUse the search bar in File Explorer or the taskbar✓
• DType the file name into the browser address bar and press Enter

Answer: The search bar in File Explorer (or the Windows taskbar search) lets you search for files by name, type, or content.

What is the purpose of a file 'filter' when searching for documents?

• ATo narrow search results by criteria such as file type, date or size✓
• BTo scan every file for viruses before the results are displayed
• CTo sort the results so the largest and newest files always appear first
• DTo save a copy of every document the search finds into one new folder

Answer: Filters help you narrow down search results so you only see files matching specific criteria like date range or file type.

What should you do before removing a USB drive from a computer?

• AClose the File Explorer window and pull it straight out
• BCopy everything on it to the desktop first
• CSafely eject it using the operating system's eject option✓
• DClose every programme and log out of Windows

Answer: Safely ejecting a USB drive ensures all data has been written and prevents file corruption or data loss.

Which of these file types is typically used for images?

• A.pdf
• B.docx
• C.jpg✓
• D.xlsx

Answer: .jpg (JPEG) is a common image file format. .docx is Word, .pdf is Portable Document Format, and .xlsx is Excel.

What happens when you 'zip' or 'compress' a file or folder?

• AThe file is reduced in size to make it easier to store or send✓
• BThe file is locked with a password automatically so nobody else can open it
• CThe file is converted into a PDF so that it can be printed anywhere
• DThe file is uploaded to cloud storage and removed from the device

Answer: Compressing (zipping) files reduces their size, making them quicker to send by email or easier to store.

What is a 'screenshot' and when might you use one?

• AA captured image of what is currently displayed on your screen, used to share or record information✓
• BA photograph of the computer screen taken with a phone camera
• CA video recording of everything you do on screen, saved as a file
• DA printed paper copy of the document that is open on screen

Answer: A screenshot captures the current screen display as an image. It is useful for sharing information, reporting errors, or creating guides.

Why should you regularly back up your files?

• ATo protect against data loss caused by hardware failure, accidents or malware✓
• BTo free up space by moving old files off the hard drive
• CTo make the computer start up and run more quickly each day
• DTo make sure every colleague can open and edit your files whenever they need them

Answer: Regular backups mean that if your device is lost, stolen, or damaged, you have a copy of your important files.

What does the 'properties' option reveal when you right-click on a file?

• AA list of everyone who has opened the file and when
• BA preview of the first page so you can check the contents before opening
• CThe settings that control which printer the file will be sent to
• DDetails such as file size, type, creation date and location✓

Answer: The Properties window shows metadata about the file including size, file type, dates created/modified, and its location.

Which of these keyboard shortcuts allows you to select all files in a folder?

• ACtrl + D
• BCtrl + A✓
• CCtrl + S
• DCtrl + X

Answer: Ctrl + A selects all items in the current folder or document, allowing you to act on them all at once.

What is the main benefit of using a search engine's 'advanced search' options?

• AIt allows you to refine results by date, language, file type or exact phrase✓
• BIt removes all adverts and sponsored links from the page
• CIt searches every website on the internet instead of only the popular ones
• DIt saves each result as a bookmark so you can return to it when offline

Answer: Advanced search options let you filter results much more precisely, saving time and producing more relevant information.

What does 'file path' mean?

• AThe speed at which a file downloads from the internet
• BThe route an email takes between the sender and the recipient
• CThe folder and sub-folder location of a file shown as a series of directory names✓
• DThe version number added each time the file is saved again

Answer: A file path shows the exact location of a file within the folder structure, for example C:\Users\Documents\Report.docx.

When would you use a USB drive rather than cloud storage?

• AWhen you want to share one large file with many people at the same time
• BWhen you need to open the same file from several different locations
• CWhen you need to transfer files without an internet connection✓
• DWhen you want changes to update automatically across all of your devices

Answer: USB drives are useful for transferring files when no internet connection is available, or when sharing with someone who has no cloud access.

What does 'sorting by date modified' mean when viewing files?

• AFiles are arranged from A to Z by their file name
• BFiles are arranged from the largest file size down to the smallest
• CFiles are arranged by the date they were last changed or saved✓
• DFiles are arranged by the date they were first created

Answer: Sorting by date modified places the most recently changed files first (or last), helping you find recent work quickly.

Which of these is the safest place to download software?

• AA file-sharing site that offers the software free
• BA pop-up advert promising a free upgrade
• CA download link sent in an email from an unknown sender
• DThe official website of the software developer✓

Answer: Downloading software from the official developer's website reduces the risk of downloading malware or counterfeit software.

What is the purpose of the 'taskbar' on a Windows computer?

• ATo manage network connections and choose which Wi-Fi to join
• BTo display open programmes, the time, and quick-access shortcuts at the bottom of the screen✓
• CTo hold deleted files until the Recycle Bin is emptied
• DTo list every programme installed on the computer in alphabetical order

Answer: The taskbar shows running applications, the clock, system notifications, and provides quick access to pinned programmes.

What does 'syncing' files to the cloud mean?

• ACompressing files into a zip folder before they are uploaded
• BAutomatically keeping files on your device and the cloud the same so changes appear everywhere✓
• CSending a copy of each file to a shared printer on the network
• DUploading your files to the cloud once and then deleting the local copies so the device has more free space

Answer: Syncing ensures that any changes made on one device are automatically reflected in the cloud and on other synced devices.

Why is it important to log out of your account on a shared computer?

• ATo prevent others from accessing your personal files and accounts✓
• BTo let the computer install its updates while nobody else is using it
• CTo make sure that any documents you have left open are saved automatically
• DTo stop other people from installing new programmes on the computer

Answer: Logging out prevents the next user of a shared computer from accessing your emails, files, or personal information.

Which of these best describes 'metadata'?

• AThe main body of text and images inside a document
• BThe password that stops a file being opened
• CData about data, such as author, date created and file size✓
• DA hidden virus that spreads between files

Answer: Metadata is information stored about a file, such as when it was created, who created it, and its size — without being part of the visible content.

What is the best action to take if your computer freezes?

• ASwitch the power off at the wall and turn it back on again
• BWait a moment, then try Ctrl + Alt + Delete to access the task manager✓
• CUnplug the network cable and then plug it back in to refresh the connection
• DImmediately hold the power button in until the machine switches off completely

Answer: Waiting briefly and then using Ctrl + Alt + Delete to open Task Manager allows you to close unresponsive programmes without losing all your work.

What does it mean when a padlock icon appears next to a file or folder?

• AThe file or folder is encrypted or access-restricted✓
• BThe file has been checked by antivirus software and is safe
• CThe file is still downloading and cannot be opened yet
• DThe file has been backed up to cloud storage successfully

Answer: A padlock icon indicates the file or folder is protected — either encrypted or restricted so only authorised users can access it.