Functional Skills Qualifications Functional Skills ICT — Using ICT Systems Syllabus

What makes a good, descriptive file name?

One that is clear, meaningful and consistent — describing the content and often including a version or date (e.g. 'Sales_Report_2026-06'), avoiding vague names like 'doc1'.

What is a subfolder?

A folder created inside another folder, used to further organise files within a category (creating a hierarchical structure).

What is the difference between 'Save' and 'Save As'?

'Save' updates the existing file, overwriting it in its current location/name; 'Save As' creates a new copy, letting you choose a new name, location or file format.

What is a file format, and how is it usually identified?

A file format is the way data is encoded and stored; it is identified by the file extension after the dot in the file name (e.g. .docx, .pdf, .jpg).

Match these file extensions to their type: .docx, .xlsx, .jpg, .mp3, .pdf

.docx = word-processing document; .xlsx = spreadsheet; .jpg = image; .mp3 = audio; .pdf = portable document (fixed layout).

Why might you save a document as a PDF rather than a .docx?

A PDF preserves the layout and formatting across all devices, is hard to edit accidentally, and can be opened by almost anyone without the original software.

What is the difference between .csv and .xlsx file formats?

.csv (comma-separated values) is plain text with values separated by commas — simple and widely compatible but no formatting/formulas; .xlsx is the Excel format that supports formatting, multiple sheets and formulas.

What is a backup?

A backup is a second copy of data stored separately, so that information can be restored if the original is lost, corrupted, deleted or stolen.

Why is it important to keep a backup in a different physical location or in the cloud?

So that a single event (such as fire, theft, flood or device failure) cannot destroy both the original and the backup at the same time.

Compare local storage and cloud storage.

Local storage (e.g. hard drive, USB stick) keeps data on a physical device you control and works offline; cloud storage keeps data on remote internet servers, accessible anywhere with internet and good for sharing/backup, but needs a connection.

Give two examples of portable/removable storage media.

USB flash drive (memory stick), external hard drive, SD/memory card, or optical disc (CD/DVD).

What is the difference between an HDD and an SSD?

An HDD (Hard Disk Drive) uses spinning magnetic disks and is cheaper per gigabyte; an SSD (Solid State Drive) uses flash memory with no moving parts, making it faster, quieter and more durable.

Order these units of storage from smallest to largest: gigabyte, byte, megabyte, kilobyte, terabyte.

byte $<$ kilobyte (KB) $<$ megabyte (MB) $<$ gigabyte (GB) $<$ terabyte (TB).

Approximately how many megabytes are in $1$ gigabyte?

Approximately $1024\ \text{MB}$ (often rounded to $1000\ \text{MB}$) make up $1\ \text{GB}$.

What is the most efficient way to find a file when you cannot remember which folder it is in?

Use the operating system's search tool, typing part of the file name, file type or a keyword from its contents.

Name two ways you can refine or speed up a file search.

Filter by file type/extension, by date modified, by file size, or by keyword/wildcard; and sort the results (e.g. by name or date) to scan them quickly.

What is a wildcard character in a search, and what does the asterisk (*) do?

A wildcard stands in for unknown characters; the asterisk * represents any number of characters (e.g. 'report*.docx' finds all files starting with 'report').

What is a strong password, and give two rules for creating one?

A strong password is hard to guess: it should be long (e.g. 12+ characters), mix upper and lower case letters, numbers and symbols, avoid personal details/dictionary words, and be unique to each account.

What is malware? Name three types.

Malware is malicious software designed to damage, disrupt or gain unauthorised access to a system. Types include viruses, worms, trojans, spyware and ransomware.

What is phishing?

Phishing is a scam where criminals send fake emails, texts or websites pretending to be a trusted organisation to trick people into revealing personal or financial details.

What is a firewall and what does it do?

A firewall is hardware or software that monitors and controls incoming and outgoing network traffic, blocking unauthorised access to protect a computer or network.

What does HTTPS in a web address indicate, and what symbol confirms it?

HTTPS indicates the connection is encrypted and secure; it is usually shown with a padlock symbol in the browser's address bar.

What is two-factor authentication (2FA)?

A security method that requires two separate proofs of identity to log in — typically something you know (password) plus something you have (a code sent to your phone).

What is personal data?

Any information that can identify a living individual, such as name, address, date of birth, photo, email address or financial details.

Which UK law protects how personal data must be handled, and name one of its principles.

The Data Protection Act 2018 (which implements the UK GDPR). A principle: personal data must be processed lawfully and fairly, kept secure, accurate, and used only for the specific purpose it was collected for.

Name two practical ways to protect your privacy on social media.

Adjust privacy settings to limit who can see your posts, avoid sharing personal details/location publicly, only accept genuine friend/contact requests, and think before posting.

What does copyright protect, and why must you respect it when using online content?

Copyright protects the creator's ownership of original work (text, images, music, video). You must get permission, give credit or use licensed/royalty-free material, otherwise using it is illegal.

State two health risks of using computers for long periods and a way to reduce each.

Eye strain — take regular screen breaks and adjust brightness; back/neck pain or RSI — use an adjustable chair, good posture and ergonomic equipment, and take breaks to move.

What is a digital footprint?

The trail of data and information you leave behind through your online activity, such as posts, comments, searches, purchases and websites visited — it can be active (things you post) or passive (data collected about you).

Why should you behave responsibly online, and give one example of responsible behaviour?

Because a digital footprint is often permanent and can affect your reputation, relationships and job prospects. Responsible behaviour includes being respectful (not cyberbullying), thinking before posting, and not sharing others' data without consent.