← Years 7–8 Data & Information

Choosing a file format for sharing content

The type of file, such as PDF, PNG, JPG, MP3 or MP4, shown by its ending. Pick the one that suits your content, keeps the file size sensible and works on your audience's device.

Part of: 7-8 Digital Technologies: Using digital tools and conventions — Module 15

Understanding Choosing a file format for sharing content in Years 7–8 Data & Information

What it does: JPG squashes photos into small files, which makes them quick to send and load. PNG keeps sharp lines and text clear and can have a see-through background, so it suits logos and screenshots. A PDF is a fixed document, so fonts and layout stay the same on phones, tablets and computers. MP3 is for audio. MP3 is an audio format and has no pictures. A video should be saved as MP4, which almost every device can play. MP3 is made for audio and gives a fairly small file size. A PDF is for documents, not sound. Export or Save As actually converts the file into the new format. Just renaming the ending does not change what is inside, and the file may not open.

Common mistakes: MP3 is an audio format, so it cannot hold a photo. A photo should use an image format such as JPG: format = JPG. MP4 is a video format. A newsletter whose layout must stay fixed and open on any device should be a PDF: format = PDF.

Class: _____________________  ·  Name: _____________________  ·  Date: _________

Free printable worksheet with full answer key — or add this module to a class and your students practise it interactively.

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This module's key terms are also in a printable crossword (Modules 87–99) and word search (Modules 87–124).

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Learning
Duo
You want to share a school newsletter so the layout looks the same on every device. Which format should you pick?
MP3PDF
Matches
Save the class newsletter as a .mp3 file so everyone can read it
↓
MP3 is an audio format, so it cannot show a newsletter. A PDF is the better choice for a fixed document.
Applying
Meanings
Term
file format
Meaning
The type of file, such as PDF, PNG, JPG, MP3 or MP4, shown by its ending. Pick the one that suits your content, keeps the file size sensible and works on your audience's device.
Practice
File > Save As > PDF: newsletter.pdf
Testing
Gaps
Share a fixed worksheet: worksheet.
Check Answer
Spots
2audience = phone users
3format = MP3

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Quick Questions

1. You want to share a school newsletter so the layout looks the same on every device. Which format should you pick?
A. PDF ✓
B. MP3
A PDF is a fixed document, so fonts and layout stay the same on phones, tablets and computers. MP3 is for audio.
2. You are saving a logo with a transparent background and sharp edges. Which format suits it better?
A. PNG ✓
B. JPG
PNG keeps sharp edges and supports transparency, which makes it good for logos and diagrams. JPG does not support transparency.
3. You want to email a large photo from an excursion and keep the file size small. Which format is the better choice?
A. PNG
B. JPG ✓
JPG compresses photos into much smaller files than PNG, so it is easier to email and quicker to open.
4. True or false: A video you made should be saved as an MP3 so everyone can watch it.
A. False ✓
B. True
MP3 is an audio format and has no pictures. A video should be saved as MP4, which almost every device can play.
5. You recorded a podcast for your class. Which format fits the content?
A. PDF
B. MP3 ✓
MP3 is made for audio and gives a fairly small file size. A PDF is for documents, not sound.

Match the Pairs

.pdf → A fixed document that looks the same on any device, such as a flyer or a permission form
.mp4 → A video file that most phones, tablets and computers can play
A photo with lots of colours where you want a smaller file to share quickly → photo.jpg
A logo or screenshot with sharp edges and text that needs to stay crisp → logo.png
Save the class newsletter as a .mp3 file so everyone can read it → MP3 is an audio format, so it cannot show a newsletter. A PDF is the better choice for a fixed document.
Export a 50 MB .png photo to email to a whole class → A PNG photo makes a very large file that is slow to send. Exporting it as a JPG gives a smaller file.

Key Term

file format
The type of file, such as PDF, PNG, JPG, MP3 or MP4, shown by its ending. Pick the one that suits your content, keeps the file size sensible and works on your audience's device.

Fill in the Blanks

1. Share a fixed worksheet: worksheet.pdf
Hint: Type the file ending that keeps a document's layout the same on every device.
2. Photo with many colours, small size: beach.jpg
Hint: Type the image file ending that suits photos and keeps the file size small.
3. Logo needing a see-through background: logo.png
Hint: Type the image file ending that supports transparency and sharp edges.
4. Video that plays on most phones: clip.mp4
Hint: Type the common video file ending that works on most devices.
5. Make a PDF copy of your poster: File > Save As > PDF
Hint: Type the menu command that saves a copy of your file in a different format.

Spot the Error

Question 1
A content = photo of a sunset
B audience = phone users
C format = MP3
D export as sunset.jpg
Line C — MP3 is an audio format, so it cannot hold a photo. A photo should use an image format such as JPG: format = JPG.
Question 2
A content = school newsletter
B layout must stay fixed
C audience = any device
D format = MP4
Line D — MP4 is a video format. A newsletter whose layout must stay fixed and open on any device should be a PDF: format = PDF.
Question 3
A content = school logo
B needs transparent background
C format = JPG
D export as logo.png
Line C — JPG cannot keep a see-through background. PNG supports transparency, so the line should be: format = PNG.
Question 4
A content = podcast episode
B format = PNG
C export as episode.mp3
Line B — PNG is an image format. A podcast is audio, so it should use MP3: format = MP3.
Question 5
A export as dance.png
B content = dance video
C format = MP4
Line A — The file ending must match the format. A video should be exported as MP4, so the line should be: export as dance.mp4.

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