Manage Documents
What this domain tests
This domain covers organising and protecting files: saving in different formats, using folders, naming files sensibly, and using document properties and protection. You must know how to save a document as a different file type (such as PDF or plain text), where files are stored, and how to keep versions organised.
Formats and properties
Different formats preserve different things. A word-processor format keeps full formatting and editing ability; PDF preserves layout for sharing but is harder to edit; plain text keeps only characters and loses all formatting. Document properties (title, author, subject) are metadata stored with the file and can be viewed or edited.
Protection and versions
Know that you can protect a document with a password to restrict opening or editing, and mark a document as final to discourage changes. Saving a new version under a new name keeps the original intact. Organising files into folders keeps related documents together.
Traps to watch
- Saving as plain text loses formatting - bold, tables and images disappear.
- PDF is for sharing, not easy editing.
- Metadata travels with the file; check properties before sharing.
- A password to open differs from a password to modify.
- Overwriting the original with Save cannot be undone after closing; use Save As to keep a copy.
Worked example
To share a finished report without letting the recipient change the layout: save a copy as PDF using Save As, then check the document properties for accurate title and author before sending.
Rule of thumb
Match the format to the purpose: editable work stays in the native format; finished sharing copies go to PDF.