Files, folders and keyboard skills

Files and folders

A file is a single item you save, such as a CV, a photo or a spreadsheet. A folder is a container that holds files, like a drawer in a cabinet. Good organisation saves time, and it helps you to find documents quickly when an employer asks for them.

Common file types

Ending	Type
.docx	Word document
.pdf	A document that keeps its layout on any device. Good for CVs
.xlsx	Excel spreadsheet
.jpg or .png	Picture
.mp4	Video

Naming and organising files

Use clear names that tell you what the file is.

• Good: Jane_Wanjiru_CV.pdf
• Not good: document1 final final (2).docx

Create folders for each area. For example, Jane is applying for care jobs:

• Job applications
  • CV and cover letters
  • Certificates
  • ID copies (keep these protected)

Safety tip: Copies of your ID, passport and certificates are private. Do not leave them in shared folders or send them to anyone you have not checked.

Saving and backing up

• Save your work often. The shortcut is Ctrl + S on Windows.
• Back up important files. You can copy them to a flash drive, or store them online in cloud storage such as Google Drive or OneDrive. Cloud storage means your files are kept on the internet, so you can open them from any device if you sign in.
• On a phone, files you download usually go to a Downloads folder. Move important ones into a named folder.

Keyboard shortcuts

A shortcut is a combination of keys that does a task quickly. On a Mac, use the Cmd key instead of Ctrl.

Shortcut	What it does
Ctrl + C	Copy
Ctrl + V	Paste
Ctrl + X	Cut
Ctrl + Z	Undo the last action
Ctrl + S	Save
Ctrl + A	Select everything
Ctrl + F	Find a word on the page
Ctrl + P	Print

Typing well

• Sit upright, with your feet flat and your wrists relaxed.
• Try to type without looking at the keys. Aim for accuracy first. Speed comes later.
• Practise for 10 minutes every day using a free typing tutor.

For example, a housekeeper applying for jobs abroad is asked to send her certificate on email. Because she named it "Mary_Achieng_First_Aid_Certificate.pdf" and kept it in the right folder, she sends it within a minute.

Key points

• Use clear file names and folders, and keep private documents protected.
• Save often and back up important files, for example in cloud storage.
• Learn common shortcuts such as Ctrl + C, Ctrl + V, Ctrl + Z and Ctrl + S.
• Practise typing a little every day, and focus on accuracy first.