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Basic 6 · Computing · Data, Sources and Usage

Storing and Manipulating Data for Output

In this topic you will demonstrate how to store data safely and manipulate it to produce the required output.

By the end of these notes you should be able to:

  • Save files with suitable names in suitable locations
  • Explain storage devices and units of storage
  • Manipulate stored data to produce reports and charts

What you already know

  • Manipulating sample data

Copy everything that has a blue line on its left into your notebook. The other parts are for reading.

Strand
Introduction To Computers
Sub-strand
Data, Sources and Usage
Indicator
B6.1.3.1.10-11 – Demonstrate how to store data and manipulate data to gain required output

Introduction

A shop owner records every sale on a computer. At the end of the month, she wants a chart showing her best-selling items. This needs data to be stored safely and then processed to give the right output.

1. Storage Devices

Storage devices
DeviceTypeTypical use
hard disk drive (HDD)inside the computerstoring programs and files
solid state drive (SSD)inside the computerfaster storage
USB flash driveportablecarrying files
memory card (SD card)portablephones and cameras
external hard driveportablebackups
cloud storageonlineaccess from anywhere

2. Units of Storage

Storage units
UnitApproximate sizeExample
byte (B)one characterthe letter "A"
kilobyte (KB)about 1,000 bytesa short text file
megabyte (MB)about 1,000 KBa photo or song
gigabyte (GB)about 1,000 MBa film; phone storage
terabyte (TB)about 1,000 GBa large hard drive

3. Saving Data Properly

  1. Click File → Save As (or Ctrl + S for the first save).
  2. Choose a location, such as Documents → School → Science.
  3. Type a clear file name, e.g. "Sales_October_2026".
  4. Click Save.
  5. Save regularly while working, and keep a backup copy on another device.

4. Manipulating Data for Output

Stored data can be processed to give different outputs. In a spreadsheet, you can sort sales to find the best-selling item, use SUM to find total sales, and insert a chart (Insert → Chart) to show sales visually. The chart can then be printed or shared.

A bar chart of a shop's monthly sales by item
Figure 1: From data to output Draw a bar chart from a small table of data.Illustration: Sirbus

Tip: Follow the 3-2-1 backup idea: keep 3 copies of important files, on 2 different devices, with 1 kept away from home (for example in the cloud).

New words

storage
Keeping data for later use.
backup
An extra copy of data kept for safety.
byte
The basic unit of computer storage.
gigabyte
About one billion bytes.
output
The result produced by processing data.
chart
A diagram showing data visually.

Summary

  • Data is stored on HDDs, SSDs, flash drives, memory cards and the cloud.
  • Storage is measured in bytes, KB, MB, GB and TB.
  • Save files with clear names in organised folders and keep backups.
  • Process stored data with formulas and charts to produce output.

Class activity: Shop Records

  1. Enter a week's pretend sales for four items in a spreadsheet.
  2. Save the file with a clear name in a class folder.
  3. Find the total sales and insert a bar chart.

You need: Desktop computer, Keyboard, Mouse

Exercises

Answer in your exercise book first, then check your answers.

  1. 1. Which is a portable storage device?

    • A. USB flash drive
    • B. Monitor
    • C. Keyboard
    • D. CPU
    Show answer
    Answer: USB flash driveCarry it around.

  2. 2. Which is the largest unit?

    • A. Terabyte
    • B. Gigabyte
    • C. Megabyte
    • D. Kilobyte
    Show answer
    Answer: TerabyteAbout 1,000 GB.

  3. 3. An extra copy of data kept for safety is a…

    • A. backup
    • B. virus
    • C. formula
    • D. chart
    Show answer
    Answer: backupProtects against loss.

  4. 4. A photo is usually measured in megabytes.

    • A. True
    • B. False
    Show answer
    Answer: TrueA few MB.

  5. 5. You only need to save a document once, at the end.

    • A. True
    • B. False
    Show answer
    Answer: FalseSave regularly.

  6. 6. One character takes about one ______ of storage.

    Show answer
    Answer: byteBasic unit.

  7. 7. Give three tips for storing files safely.

    Show answer
    Answer: Use clear names, organise folders, keep backups (or save regularly).Any three.

  8. 8. How can a shop owner use stored sales data to make a decision?

    Show answer
    Answer: Sort and chart the data to find best-selling items, then buy more of those items.Data for decisions.

Homework

  1. Check the storage size of a phone or computer at home and how much is used.