4. Files, photos and storage

A file is any piece of digital information saved on a device. Photos, videos, music, documents (like a PDF contract or a Word letter), and apps are all files. Every file has:

• A name — for example: "Almaz_CV.pdf" or "family_photo.jpg".

• A type (format) shown by the extension at the end of the name:

– .jpg or .png → photo/image

– .pdf → document (cannot be easily edited)

– .docx or .doc → Word document (can be edited)

– .mp4 → video

– .mp3 → audio/music

• A size measured in kilobytes (KB), megabytes (MB), or gigabytes (GB).

– 1 GB = 1,000 MB = 1,000,000 KB

– A typical smartphone photo is about 3–5 MB.

– A one-minute video clip is about 100–200 MB.

Storage is the space where files are kept. Your phone has two kinds:

1. Internal storage — built into the phone (e.g. 32 GB, 64 GB, 128 GB). This is the main storage. When it fills up, you cannot take new photos, install apps, or update existing ones.

2. External storage (SD card) — a small card you can insert to add extra space (common on Android phones).

Abebe bought a new Android phone with 64 GB of internal storage. After one year of photos, videos, and apps, only 4 GB was free. He needed to understand where the space had gone and how to recover it.

A disorganised phone makes it hard to find the photo or document you need quickly. Good organisation saves time and prevents accidents like sending the wrong file.

Organising photos:

• Android phones have a built-in Gallery or Google Photos app that groups photos by date automatically.

• Create albums for different topics: "Family", "Work Documents", "Receipts", "ID Copies".

• To create an album in Google Photos: tap Library → New album, give it a name, then add photos.

• Name important photos with a date and description before sharing: rename "IMG_20250601.jpg" to "Almaz_Passport_Scan_2025.jpg" so it is clear.

Organising documents:

• Android's built-in Files app (or Google Files) shows all documents sorted by type: images, videos, audio, downloads, and recent files.

• Create folders for different purposes. For example:

– "Job" — CV, cover letters, references

– "Finance" — bank statements, TeleBirr receipts

– "Education" — certificates, school records

• In Google Files: tap Browse → Internal storage → long-press to create a New folder.

Sara works at a small pharmacy in Addis Ababa. She takes photos of supplier invoices with her phone. By saving them all in a folder called "Invoices_2025", she can find any receipt in seconds during a stock check.

Cloud storage means saving your files on remote servers (large computers owned by a company) that you can access from any device with an internet connection. Think of it as a digital safe-deposit box that you can open from anywhere.

Why cloud storage is important:

• Backup — if your phone is lost, stolen, or broken, your photos and documents are still safe in the cloud.

• Access anywhere — you can view a file you saved on your phone from a computer at a cyber café or at work.

• Freeing space — you can move files to the cloud and delete the local copy, freeing up phone storage.

• Sharing — cloud links make it easy to share large files with others.

The most popular cloud storage services in Ethiopia:

1. Google Drive (15 GB free with any Gmail account)

• Tap the Google Drive app or go to drive.google.com.

• Upload files, photos, or folders. They sync automatically if you enable Google Photos backup.

• Share a file: tap the three-dot menu next to the file → Share → enter the person's email address.

2. Google Photos (built into Android, free unlimited compressed photos — original quality uses Drive storage)

• Turn on "Backup" in the Google Photos settings to automatically upload every photo you take.

• Backed-up photos are accessible from any device after logging into your Google account.

3. Telegram's Saved Messages — many Ethiopians use this as a quick personal cloud by sending files or photos to their own Saved Messages chat. Simple and free.

Dawit stored all his work contracts on his phone only. When his screen cracked and the phone died, he lost every document. After buying a new phone, he immediately turned on Google Drive backup — he did not want to make the same mistake twice.

Sharing files is a daily activity — sending a CV, a photo, or a receipt. How you share matters for both safety and quality.

Ways to share a file:

1. WhatsApp / Telegram — tap the paperclip or attachment icon → select the file. Quick and easy for most daily sharing. Note: WhatsApp compresses photos slightly, which reduces quality. To share a photo without compression on WhatsApp, send it as a "Document" instead of a photo.

2. Email attachment — ideal for formal documents (CV, contracts, certificates). See Lesson 3 for the 25 MB limit.

3. Google Drive link — the best option for large files:

• Upload the file to Google Drive.

• Tap the three-dot menu → Share → Copy link.

• Change access to "Anyone with the link can view" if the recipient does not have a Gmail account.

• Paste the link into a WhatsApp or email message.

4. Bluetooth / Nearby Share — works without internet. On Android, open Files → select a file → Share → Nearby Share. The receiving phone must also have Nearby Share open. This is fast for large files between two phones in the same room.

Important safety rules when sharing files:

• Never share photos of your ID, passport, or TeleBirr card in a public WhatsApp group — only share with the specific person who needs them.

• Before sharing a document, check it does not accidentally contain sensitive information (like your bank account number) that you did not intend to share.

• If someone you do not know sends you a file via WhatsApp or Telegram and asks you to open it — be cautious. Some files can contain malware. Only open files from people you trust.

Your phone stores personal photos, ID scans, financial documents, and private messages. Protecting these files is as important as protecting cash in your wallet.

Key ways to protect your files:

1. Lock your phone — always use a PIN, pattern, fingerprint, or face lock. If your phone is found by a stranger, this prevents them from accessing your files.

2. Back up regularly — use Google Drive or Google Photos automatic backup. If your phone is stolen, you still have your photos and documents in the cloud.

3. Encrypt sensitive documents — when scanning your ID or a contract, save it in a folder protected by a password. Some file manager apps (like Files by Google or Solid Explorer) let you create locked folders.

4. Be careful with public Wi-Fi — if you are connected to a free Wi-Fi at a café or airport, do not upload or open sensitive files. Free public Wi-Fi can be monitored by others. Use mobile data (your SIM card's data) for sensitive tasks.

5. Log out of shared devices — if you ever open Google Drive, Gmail, or WhatsApp on a friend's or cyber café's computer, always log out before leaving. Your files are linked to your account — anyone logged in can see them.

6. Do not give your Google account password to anyone — this password unlocks all your Google Drive files, Gmail, and Google Photos.

Almaz scanned her national ID and saved it in Google Drive to use when applying for a bank account. She set the folder to "Private" (shared only with herself) so no one else could open the link. When she applied at the Commercial Bank of Ethiopia branch, she opened the Drive link on the bank officer's computer, showed the scan, then immediately logged out of Google when done.