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.

Sep 28, 2023

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.

Sep 28, 2023

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.

Sep 28, 2023

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.

Sep 28, 2023

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.

Sep 28, 2023

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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.

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Content

Usually contains readable information.

Can contain any type of data, readable or not.

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Specificity

Specific type of file intended for displaying information.

A generic term for any collection of stored data.

Sep 28, 2023

Structure and Format

Has a specific structure and format, e.g., .docx, .pdf.

Can have various formats depending on content, e.g., .jpg, .exe.

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Creation

Created using specific applications like word processors.

Can be created by various means, including saving data or software commands.

Sep 28, 2023

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Compare with Definitions

Document

A written, drawn, or presented piece of information.

She attached the document to the email.

Sep 28, 2023

File

A container used to store data, information, settings, or commands digitally.

He uploaded the file to the cloud storage.

Sep 28, 2023

Document

A record providing evidence, information, or supporting references.

This historical document sheds light on past events.

Sep 28, 2023

File

A tool with a rough surface for shaping, smoothing, or finishing.

He used a file to smooth the edges of the metal.

Sep 28, 2023

Document

A structured unit of data created using specific software, like a word processor.

I need to edit the document before submission.

Sep 28, 2023

File

To place documents in a specific order for systematic recordkeeping.

She filed the invoices alphabetically.

Sep 28, 2023

Document

Something that serves to represent proof or evidence of facts or events.

The photograph serves as a document of our friendship.

Sep 28, 2023

File

A line of people or things arranged in a particular order.

The students walked in a file into the auditorium.

Sep 28, 2023

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".

Feb 10, 2022

File

A container, such as a cabinet or folder, for keeping papers in order.

Feb 10, 2022

Document

A piece of written, printed, or electronic matter that provides information or evidence or that serves as an official record.

Feb 10, 2022

File

A collection of papers or published materials kept or arranged in convenient order.

Feb 10, 2022

Document

Record (something) in written, photographic, or other form

The photographer spent years documenting the lives of miners

Feb 10, 2022

File

(Computers) A collection of data or program records stored as a unit with a single name.

Feb 10, 2022

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.

Feb 10, 2022

File

A line of persons, animals, or things positioned one behind the other.

Feb 10, 2022

Document

Something, such as a recording or a photograph, that can be used to furnish evidence or information.

Feb 10, 2022

File

A line of troops or military vehicles so positioned.

Feb 10, 2022

Document

A writing that contains information.

Feb 10, 2022

File

(Games) Any of the rows of squares that run forward and backward between players on a playing board in chess or checkers.

Feb 10, 2022

Document

(Computers) A piece of work created with an application, as with a word processor.

Feb 10, 2022

File

(Archaic) A list or roll.

Feb 10, 2022

Document

(Computers) A computer file that is not an executable file and contains data for use by applications.

Feb 10, 2022

File

Any of several hardened steel tools with cutting ridges for forming, smoothing, or reducing especially metallic surfaces.

Feb 10, 2022

Document

Something, especially a material substance such as a coin bearing a revealing symbol or mark, that serves as proof or evidence.

Feb 10, 2022

File

A nail file.

Feb 10, 2022

Document

To furnish with a document or documents.

Feb 10, 2022

File

Chiefly British A crafty or artful person.

Feb 10, 2022

Document

To methodically record the details of

"I had thought long and logically about ... how to document the patterns of dolphin behavior" (Diana Reiss).

Feb 10, 2022

File

Powdered sassafras leaves used to thicken and season soups, stews, and gumbos.

Feb 10, 2022

Document

To support (an assertion or claim, for example) with evidence or decisive information.

Feb 10, 2022

File

To put or keep (papers, for example) in useful order for storage or reference.

Feb 10, 2022

Document

To support (statements in a book, for example) with written references or citations; annotate.

Feb 10, 2022

File

To enter (a legal document) as an official record.

Feb 10, 2022

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.

Feb 10, 2022

File

To send or submit (copy) to a newspaper.

Feb 10, 2022

Document

Any material substance on which the information is represented by writing.

Feb 10, 2022

File

To initiate (a lawsuit)

File a complaint.

File charges.

Feb 10, 2022

Document

(computing) A file that contains text.

Feb 10, 2022

File

To march or walk in a line.

Feb 10, 2022

Document

(obsolete) That which is taught or authoritatively set forth; precept; instruction; dogma.

Feb 10, 2022

File

To put items in a file.

Feb 10, 2022

Document

(obsolete) An example for instruction or warning.

Feb 10, 2022

File

To make application; apply

Filed for a job with the state.

File for a divorce.

Feb 10, 2022

Document

To record in documents.

He documented each step of the process as he did it, which was good when the investigation occurred.

Feb 10, 2022

File

To enter one's name in a political contest

Filed for Congress.

Feb 10, 2022

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.

Feb 10, 2022

File

To smooth, reduce, or remove with or as if with a file.

Feb 10, 2022

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.

Feb 10, 2022

File

To sully or defile.

Feb 10, 2022

Document

An example for instruction or warning.

They were forth with stoned to death, as a document to others.

Feb 10, 2022

File

A collection of papers collated and archived together.

Feb 10, 2022

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.

Feb 10, 2022

File

A roll or list.

Feb 10, 2022

Document

To teach; to school.

I am finely documented by my own daughter.

Feb 10, 2022

File

Course of thought; thread of narration.

Feb 10, 2022

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.

Feb 10, 2022

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.

Feb 10, 2022

Document

Writing that provides information (especially information of an official nature)

Feb 10, 2022

File

(computing) The primary item on the menu bar, containing commands such as open, save, print, etc.

Feb 10, 2022

Document

Anything serving as a representation of a person's thinking by means of symbolic marks

Feb 10, 2022

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.

Feb 10, 2022

Document

A written account of ownership or obligation

Feb 10, 2022

File

(North America) file cabinet.

Feb 10, 2022

Document

(computer science) a computer file that contains text (and possibly formatting instructions) using 7-bit ASCII characters

Feb 10, 2022

File

A column of people one behind another, whether "single file" or in a grid pattern.

The troops marched in Indian file.

Feb 10, 2022

Document

Record in detail;

The parents documented every step of their child's development

Feb 10, 2022

File

(military) A small detachment of soldiers.

Feb 10, 2022

Document

Support or supply with references;

Can you document your claims?

Feb 10, 2022

File

(chess) one of the eight vertical lines of squares on a chessboard (i.e., those identified by a letter).

Feb 10, 2022

Document

An official paper containing important information, often legal or formal.

She signed the document in the presence of a notary.

Sep 28, 2023

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.

Feb 10, 2022

File

A cunning or resourceful person.

Feb 10, 2022

File

(transitive) To commit (official papers) to some office.

Feb 10, 2022

File

(transitive) To submit (a story) to a newspaper or similar publication.

Feb 10, 2022

File

(transitive) To place in an archive in a logical place and order.

Feb 10, 2022

File

(transitive) To store a file aggregation of data on a storage medium such as a disc or another computer.

Feb 10, 2022

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.

Feb 10, 2022

File

To set in order; to arrange, or lay away.

Feb 10, 2022

File

(intransitive) To move in a file.

The applicants kept filing into the room until it was full.

Feb 10, 2022

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.

Feb 10, 2022

File

(archaic) To defile.

Feb 10, 2022

File

To corrupt.

Feb 10, 2022

File

An orderly succession; a line; a row

Feb 10, 2022

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.

Feb 10, 2022

File

Course of thought; thread of narration.

Let me resume the file of my narration.

Feb 10, 2022

File

A roll or list.

Feb 10, 2022

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.

Feb 10, 2022

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.

Feb 10, 2022

File

Anything employed to smooth, polish, or rasp, literally or figuratively.

Mock the nice touches of the critic's file.

Feb 10, 2022

File

A shrewd or artful person.

Will is an old file in spite of his smooth face.

Feb 10, 2022

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.

Feb 10, 2022

File

To bring before a court or legislative body by presenting proper papers in a regular way; as, to file a petition or bill.

Feb 10, 2022

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.

Feb 10, 2022

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.

Feb 10, 2022

File

To rub, smooth, or cut away, with a file; to sharpen with a file; as, to file a saw or a tooth.

Feb 10, 2022

File

To smooth or polish as with a file.

File your tongue to a little more courtesy.

Feb 10, 2022

File

To make foul; to defile.

All his hairy breast with blood was filed.

For Banquo's issue have I filed my mind.

Feb 10, 2022

File

A set of related records (either written or electronic) kept together

Feb 10, 2022

File

A line of persons or things ranged one behind the other

Feb 10, 2022

File

Office furniture consisting of a container for keeping papers in order

Feb 10, 2022

File

A steel hand tool with small sharp teeth on some or all of its surfaces; used for smoothing wood or metal

Feb 10, 2022

File

Record in a public office or in a court of law;

File for divorce

File a complaint

Feb 10, 2022

File

Smooth with a file;

File one's fingernails

Feb 10, 2022

File

Proceed in line;

The students filed into the classroom

Feb 10, 2022

File

File a formal charge against;

The suspect was charged with murdering his wife

Feb 10, 2022

File

Place in a container for keeping records;

File these bills, please

Feb 10, 2022

File

To submit or present something officially, such as a complaint or application.

He filed a patent application for his invention.

Sep 28, 2023

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.

Sep 28, 2023

Is a document always readable?

Typically, yes, a document is intended to contain structured, readable information.

Sep 28, 2023

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.

Sep 28, 2023

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.

Sep 28, 2023

Can a file represent a collection of documents?

Yes, a file can be a container holding multiple documents or other types of data.

Sep 28, 2023

Is a document typically created using specific applications?

Yes, documents are usually created using specific software like word processors or spreadsheet applications.

Sep 28, 2023

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.

Sep 28, 2023

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.

Sep 28, 2023

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.

Sep 28, 2023

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.

Sep 28, 2023

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.

Sep 28, 2023

What is a document?

A document is a written, drawn, or presented piece of information, often created with specific software.

Sep 28, 2023

Can a document be considered a file?

Yes, a document is a specific type of file intended for displaying readable information.

Sep 28, 2023

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.

Sep 28, 2023

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.

Sep 28, 2023

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Author Spotlight

Written by

Tayyaba 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.