Document vs. File — What's the Difference?
By Tayyaba Rehman — Updated on September 28, 2023
A document is a written, drawn, or recorded piece of information, often created with specific software. A file is a digital container that stores data, information, settings, or commands, which can include documents, images, or programs.
Difference Between Document and File
Table of Contents
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Key Differences
A document typically refers to a written, drawn, or presented piece of information, such as a letter, article, or spreadsheet. It often implies a finalized piece of work and is something that conveys information in a structured format. Conversely, the term "file" is more encompassing, representing any block of information, data, or a collection of settings or commands stored as a single unit, and it can contain documents, images, software, or other types of data.
While documents usually hold information meant for reading or viewing and have a specific structure, files can hold any type of data, structured or unstructured, readable or executable. Files serve as containers or holders of data and can exist in various formats depending on their content, such as text files, image files, or executable files. A document, conversely, is often associated with software applications like word processors or spreadsheets that enable users to create, edit, and view information.
In computer terminology, documents are a type of file specifically created by certain software, intended for displaying or conveying information in a human-readable format. A file, in contrast, is a broader term used to describe any collection of data stored in a computer's storage system, irrespective of its content, format, or purpose. A file can be a document, but not all files are documents.
A document often has a specific format and structure depending on the software used to create it, such as a .docx for Microsoft Word documents or .pdf for Portable Document Format files. A file’s format is identified by its extension, which indicates the type of data it contains and the applications that can open it, like .jpg for image files or .exe for executable files.
In essence, while the term document usually pertains to a piece of information created with specific applications and is intended to be readable, the term file is a more generic term representing any collection of data, whether it be a document, image, or program, stored in a computer's storage system.
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Comparison Chart
Definition
A piece of information created with specific software.
A digital container storing any type of data or information.
Content
Usually contains readable information.
Can contain any type of data, readable or not.
Specificity
Specific type of file intended for displaying information.
A generic term for any collection of stored data.
Structure and Format
Has a specific structure and format, e.g., .docx, .pdf.
Can have various formats depending on content, e.g., .jpg, .exe.
Creation
Created using specific applications like word processors.
Can be created by various means, including saving data or software commands.
Compare with Definitions
Document
(Computers) A computer file that is not an executable file and contains data for use by applications.
File
A container used to store data, information, settings, or commands digitally.
He uploaded the file to the cloud storage.
Document
A written, drawn, or presented piece of information.
She attached the document to the email.
File
A tool with a rough surface for shaping, smoothing, or finishing.
He used a file to smooth the edges of the metal.
Document
A record providing evidence, information, or supporting references.
This historical document sheds light on past events.
File
To place documents in a specific order for systematic recordkeeping.
She filed the invoices alphabetically.
Document
A structured unit of data created using specific software, like a word processor.
I need to edit the document before submission.
File
A line of people or things arranged in a particular order.
The students walked in a file into the auditorium.
Document
Something that serves to represent proof or evidence of facts or events.
The photograph serves as a document of our friendship.
File
A container, such as a cabinet or folder, for keeping papers in order.
Document
A document is a written, drawn, presented, or memorialized representation of thought, often the manifestation of non-fictional, as well as fictional, content. The word originates from the Latin Documentum, which denotes a "teaching" or "lesson": the verb doceō denotes "to teach".
File
A collection of papers or published materials kept or arranged in convenient order.
Document
A piece of written, printed, or electronic matter that provides information or evidence or that serves as an official record.
File
(Computers) A collection of data or program records stored as a unit with a single name.
Document
Record (something) in written, photographic, or other form
The photographer spent years documenting the lives of miners
File
A line of persons, animals, or things positioned one behind the other.
Document
A written or printed paper that bears the original, official, or legal form of something and can be used to furnish decisive evidence or information.
File
A line of troops or military vehicles so positioned.
Document
Something, such as a recording or a photograph, that can be used to furnish evidence or information.
File
(Games) Any of the rows of squares that run forward and backward between players on a playing board in chess or checkers.
Document
A writing that contains information.
File
(Archaic) A list or roll.
Document
(Computers) A piece of work created with an application, as with a word processor.
File
Any of several hardened steel tools with cutting ridges for forming, smoothing, or reducing especially metallic surfaces.
Document
Something, especially a material substance such as a coin bearing a revealing symbol or mark, that serves as proof or evidence.
File
A nail file.
Document
To furnish with a document or documents.
File
Chiefly British A crafty or artful person.
Document
To methodically record the details of
"I had thought long and logically about ... how to document the patterns of dolphin behavior" (Diana Reiss).
File
Powdered sassafras leaves used to thicken and season soups, stews, and gumbos.
Document
To support (an assertion or claim, for example) with evidence or decisive information.
File
To put or keep (papers, for example) in useful order for storage or reference.
Document
To support (statements in a book, for example) with written references or citations; annotate.
File
To enter (a legal document) as an official record.
Document
An original or official paper used as the basis, proof, or support of anything else, including any writing, book, or other instrument conveying information pertinent to such proof or support.
File
To send or submit (copy) to a newspaper.
Document
Any material substance on which the information is represented by writing.
File
To initiate (a lawsuit)
File a complaint.
File charges.
Document
(computing) A file that contains text.
File
To march or walk in a line.
Document
(obsolete) That which is taught or authoritatively set forth; precept; instruction; dogma.
File
To put items in a file.
Document
(obsolete) An example for instruction or warning.
File
To make application; apply
Filed for a job with the state.
File for a divorce.
Document
To record in documents.
He documented each step of the process as he did it, which was good when the investigation occurred.
File
To enter one's name in a political contest
Filed for Congress.
Document
To furnish with documents or papers necessary to establish facts or give information.
A ship should be documented according to the directions of law.
File
To smooth, reduce, or remove with or as if with a file.
Document
That which is taught or authoritatively set forth; precept; instruction; dogma.
Learners should not be too much crowded with a heap or multitude of documents or ideas at one time.
File
To sully or defile.
Document
An example for instruction or warning.
They were forth with stoned to death, as a document to others.
File
A collection of papers collated and archived together.
Document
An original or official paper relied upon as the basis, proof, or support of anything else; - in its most extended sense, including any writing, book, or other instrument conveying information in the case; any material substance on which the thoughts of men are represented by any species of conventional mark or symbol.
Saint Luke . . . collected them from such documents and testimonies as he . . . judged to be authentic.
File
A roll or list.
Document
To teach; to school.
I am finely documented by my own daughter.
File
Course of thought; thread of narration.
Document
To furnish with documents or papers necessary to establish facts or give information; as, a a ship should be documented according to the directions of law.
File
(computing) An aggregation of data on a storage device, identified by a name.
I'm going to delete these unwanted files to free up some disk space.
Document
Writing that provides information (especially information of an official nature)
File
(computing) The primary item on the menu bar, containing commands such as open, save, print, etc.
Document
Anything serving as a representation of a person's thinking by means of symbolic marks
File
A row of modular kitchen units and a countertop, consisting of cabinets and appliances below (dishwasher) and next to (stove/cooker) a countertop.
Many homes now have double-file kitchens.
Document
A written account of ownership or obligation
File
(North America) file cabinet.
Document
(computer science) a computer file that contains text (and possibly formatting instructions) using 7-bit ASCII characters
File
A column of people one behind another, whether "single file" or in a grid pattern.
The troops marched in Indian file.
Document
Record in detail;
The parents documented every step of their child's development
File
(military) A small detachment of soldiers.
Document
Support or supply with references;
Can you document your claims?
File
(chess) one of the eight vertical lines of squares on a chessboard (i.e., those identified by a letter).
Document
An official paper containing important information, often legal or formal.
She signed the document in the presence of a notary.
File
A hand tool consisting of a handle to which a block of coarse metal is attached, and used for removing sharp edges or for cutting, especially through metal.
File
A cunning or resourceful person.
File
(transitive) To commit (official papers) to some office.
File
(transitive) To submit (a story) to a newspaper or similar publication.
File
(transitive) To place in an archive in a logical place and order.
File
(transitive) To store a file aggregation of data on a storage medium such as a disc or another computer.
File
To submit a formal request to some office.
She filed for divorce the next day.
The company filed for bankruptcy when the office opened on Monday.
They filed for a refund under their warranty.
File
To set in order; to arrange, or lay away.
File
(intransitive) To move in a file.
The applicants kept filing into the room until it was full.
File
(transitive) To smooth, grind, or cut with a file.
I'd better file the bottoms of the table legs. Otherwise they will scratch the flooring.
File
(archaic) To defile.
File
To corrupt.
File
An orderly succession; a line; a row
File
An orderly collection of papers, arranged in sequence or classified for preservation and reference; as, files of letters or of newspapers; this mail brings English files to the 15th instant.
It is upon a file with the duke's other letters.
File
Course of thought; thread of narration.
Let me resume the file of my narration.
File
A roll or list.
File
A collection of data on a digital recording medium treated as a unit for the purpose of recording, reading, storage, or indexing; - such a file is typically accessible by computer programs by the use of a file name. The data may be of any type codable digitally, such as simple ASCII-coded text, complex binary-coded data, or an executable program, or may be itself a collection of other files.
File
A steel instrument, having cutting ridges or teeth, made by indentation with a chisel, used for abrading or smoothing other substances, as metals, wood, etc.
File
Anything employed to smooth, polish, or rasp, literally or figuratively.
Mock the nice touches of the critic's file.
File
A shrewd or artful person.
Will is an old file in spite of his smooth face.
File
To set in order; to arrange, or lay away, esp. as papers in a methodical manner for preservation and reverence; to place on file; to insert in its proper place in an arranged body of papers.
I would have my several courses and my dishes well filed.
File
To bring before a court or legislative body by presenting proper papers in a regular way; as, to file a petition or bill.
File
To put upon the files or among the records of a court; to note on (a paper) the fact date of its reception in court.
To file a paper, on the part of a party, is to place it in the official custody of the clerk. To file, on the part of the clerk, is to indorse upon the paper the date of its reception, and retain it in his office, subject to inspection by whomsoever it may concern.
File
To march in a file or line, as soldiers, not abreast, but one after another; - generally with off.
My endeavorsHave ever come too short of my desires,Yet filed with my abilities.
File
To rub, smooth, or cut away, with a file; to sharpen with a file; as, to file a saw or a tooth.
File
To smooth or polish as with a file.
File your tongue to a little more courtesy.
File
To make foul; to defile.
All his hairy breast with blood was filed.
For Banquo's issue have I filed my mind.
File
A set of related records (either written or electronic) kept together
File
A line of persons or things ranged one behind the other
File
Office furniture consisting of a container for keeping papers in order
File
A steel hand tool with small sharp teeth on some or all of its surfaces; used for smoothing wood or metal
File
Record in a public office or in a court of law;
File for divorce
File a complaint
File
Smooth with a file;
File one's fingernails
File
Proceed in line;
The students filed into the classroom
File
File a formal charge against;
The suspect was charged with murdering his wife
File
Place in a container for keeping records;
File these bills, please
File
To submit or present something officially, such as a complaint or application.
He filed a patent application for his invention.
Common Curiosities
Can a file contain non-readable data?
Yes, a file can contain any type of data, readable or not, such as software commands or system settings.
Is a document always readable?
Typically, yes, a document is intended to contain structured, readable information.
How is a file different from a document?
A file is a digital container storing any type of data, including documents, while a document specifically contains written or drawn information.
Does every file have an extension to indicate its format?
Yes, files have extensions like .jpg or .docx to indicate their format and the type of data they contain.
Can a file represent a collection of documents?
Yes, a file can be a container holding multiple documents or other types of data.
Is a document typically created using specific applications?
Yes, documents are usually created using specific software like word processors or spreadsheet applications.
Can the term 'file' also refer to a tool for shaping or smoothing surfaces?
Yes, a file can also refer to a tool with a rough surface used for shaping, smoothing, or finishing materials like metal or wood.
Can a file be a collection of system settings or commands?
Yes, a file can contain system settings, commands, or any other type of data, structured or unstructured.
Can a document serve as evidence or a record of facts or events?
Yes, a document can serve as a record or proof providing evidence or information about facts or events.
Does the term 'file' also mean to submit or present something officially?
Yes, to file can mean to officially submit or present documents, applications, or complaints.
Can a document have various formats?
Yes, a document can exist in various formats like .docx or .pdf, depending on the software used to create it.
What is a document?
A document is a written, drawn, or presented piece of information, often created with specific software.
Can a document be considered a file?
Yes, a document is a specific type of file intended for displaying readable information.
Can 'file' also refer to a line of people or things arranged in order?
Yes, 'file' can also denote a line of people or things arranged in a specific order.
Can the term 'document' refer to an official or legal piece of paper?
Yes, a document can refer to an official, legal, or formal paper containing important information or evidence.
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Written by
Tayyaba RehmanTayyaba Rehman is a distinguished writer, currently serving as a primary contributor to askdifference.com. As a researcher in semantics and etymology, Tayyaba's passion for the complexity of languages and their distinctions has found a perfect home on the platform. Tayyaba delves into the intricacies of language, distinguishing between commonly confused words and phrases, thereby providing clarity for readers worldwide.
