1. AS Level ICT
Selection and use of appropriate software: Word-processing and spreadsheets
Unit 1 Topic e - Word-processing and spreadsheets

2. Word-processing
Word-processing is the production of documents (e.g. letters, memos, reports)
Text produced using a word-processing package can be exported into other applications (e.g. desktop publishing package, webpage)
An important aspect of producing a document using word-processing is the page layout/format that is used, as this should always be appropriate to the document’s audience
Unit 1 Topic e - Word-processing and spreadsheets

3. Word-processing
Examples of documents that can be produced using a word-processor package include:
Short formal documents – Memos, letters, order forms, invoices, agendas, and minutes
Long or extended formal documents – Articles and reports
Informal documents – Fiction
Unit 1 Topic e - Word-processing and spreadsheets

4. Word-processing – Short formal documents
Memos follow a particular structure:
Addressees
Originator
Copies (cc; bcc)
Date
Subject
Text of memo

5. Word-processing – Short formal documents
Letters follow a particular structure:
Address of the originator
Name and address of the Addressees
Date
Salutation
Text of letter
Signature block
Copies (cc; bcc)

6. Word-processing – Short formal documents
Order forms follow a particular structure:
Pre-printed address of the company the order is to go to
Address (and name) of the order’s originator
Information about the order (e.g. catalogue number, number of items ordered, price, total value of the order, VAT)

7. Word-processing – Short formal documents
Order forms follow a particular structure:
Pre-printed address of the company the delivery is from
Address (and name) the delivery is to go to
Information about the delivery (e.g. catalogue number, number of items ordered, price, total value of the order, VAT)

8. Word-processing – Short formal documents
Agendas follow a particular structure:
Date, time, and place of the meeting
Attendees
Agenda items (which always includes apologies, minutes of the last meeting, matters arising, AOB, and date of next meeting

9. Word-processing – Short formal documents
Minutes follow a particular structure:
Date, time, and place of the meeting
Attendees
Apologies for those who could not attend
Minutes of the last meeting were read

10. Word-processing – Short formal documents
Matters arising that were discussed
Items discussed
AOB that was discussed
Date of next meeting

11. Word-processing – Long formal documents
Articles follow a particular structure:
Headline
By-line
Text of the article

12. Word-processing – Long formal documents

13. Word-processing – Long formal documents

14. Word-processing – Long formal documents

15. Word-processing – Long formal documents

16. Word-processing – Long format documents
Reports follow a particular structure:
Cover/Title page
Contents
Each section has a title or heading
Each subsection has a side heading
Bullet points and/or numbered paragraphs are used to emphasise specific information

17. Word-processing – Informal documents

18. Word-processing – Informal documents
Informal documents do not usually have a defined structure
In the example of creative writing the structure used includes:
Short paragraphs
Descriptive text
Spoken word (either first person or reported speech)

19. Word-processing – Page formatting
When formatting a document, the following must be considered:
Paper size to be used (A4, A5, A3, Letter, Foolscap)
Page orientation (Portrait, Landscape)
Margins (top, bottom, left, right)
Pagination (page numbers)
Headers and footers

20. Word-processing – Text formatting
When formatting text, the following must be considered:
Font type to be used (e.g. Arial, Times New Roman)
Font size to be used (e.g. 12pt, 24pt)
Font colour to be used
Font style to be used (e.g. bold, italic, underline)
Font effects to be used (e.g. superscript, subscript, shadow)

21. Word-processing – Paragraph formatting
When formatting paragraphs, the following must be considered:
Justification (e.g. left, right, centred, block)
Tabs and indents
Hyphenation
Line spacing (e.g. single, 1.5, double)
Bullet points
Numbering
Paragraph spacing (e.g. 6pt before and after each paragraph)

22. Word-processing – Additional features
Word-processing packages also include advanced features
These include:
Templates – pre-existing basic layouts for certain types of documents (e.g. memos, agendas, minutes) that can be used to create these documents
Mail merge – allows data from databases to be integrated into documents (e.g. bulk letters being sent to customers)

23. Word-processing – Additional features
Indexing and referencing – allows long documents to be indexed and a contents section to be added
Macros – these a short programs that can be setup by the user; they allow the user to perform repeated functions by using a single keystroke or mouse click
Thesaurus – allows the user to choose to replace a word of text from a suitable list of synonyms

24. Word-processing – Additional features
Spellchecker – allows the user to check (and correct) the spelling of words automatically against a dictionary, and to add words that the dictionary does not recognise
Grammar checker – allows the user to check the grammar in a document they have created, and to change it in line with suggested alternatives

25. Spreadsheets
A spreadsheet is a sheet of paper that shows accounting or other data in rows and columns
A spreadsheet is also a computer application program that simulates a physical spreadsheet by capturing, displaying, and manipulating data arranged in rows and columns
Spreadsheet applications let the user to create and manipulate spreadsheets electronically
In a spreadsheet application, each value sits in a cell

26. Spreadsheets
The user can define what type of data is in each cell and how different cells depend on one another
The relationships between cells are called formulas, and the names of the cells are called labels
Once the user has defined the cells and the formulas for linking them together, they can enter their data
The user can then modify selected values to see how all the other values change accordingly

27. Spreadsheets
This enables the user to study various ‘what-if?’ scenarios
Spreadsheets are useful for:
Budgeting
Cash flow forecasts
Accounting
Computer modelling
Statistical analysis
Producing graphs and charts

28. Common features of spreadsheets
The spreadsheets are divided into columns and rows
These columns and rows form cells
Each cell has a label which is formed by its column letter and row number (e.g. G11)

29. Common features of spreadsheets
Columns
Rows
Cell G11

30. Entering formulas
Once the spreadsheet has been created, the formulae have to be added to make it work

31. Entering formulas
The cell that the user wants to add the formula to is selected

32. Entering formulas The formula is typed into the cell
It will appear in the cell and on the line beneath the toolbar

33. Entering formulas
When all the formulas have been entered, and before the numerical data has been added, ‘0’ will appear in ever cell that contains a formula

34. Spreadsheet functions
Spreadsheets have the following basic functions built into them:
The ability to use mathematical and statistical functions (e.g. IF, AVERAGE, MODE, MEDIAN, and COUNT)
The ability to replicate formula across rows and down columns using ‘click and drag’
The ability to automatically add data using Autofill (e.g. days of the week, months of the year)

35. Spreadsheet functions
The user can apply validation checks to cells to ensure that only valid data can be entered on the spreadsheet

36. Spreadsheet advanced functions
Spreadsheets may also have the following advanced functions built into them:
The ability to link worksheets together so that data can be transferred automatically from one worksheet to another
The ability to use macros
The ability to use pivot tables
The ability to add lookup tables
The ability to protect cells

37. Spreadsheet advanced functions
The ability to automatically update worksheets using data from a website
The ability to use logical operators (e.g. AND, OR, and NOT)

38. Databases
A database is any collection of data organised for storage in a computer memory and designed for easy access by authorised users
The data may be in the form of text, numbers, or encoded graphics
Since their first appearance in the 1950s, databases have become so important in industrial societies that they can be found in almost every field of information

39. Databases
In recent years it has become possible for any personal computer to be used to set up database using a commercial program
The simplest form of databases have a single data table and are referred to as flat databases
More complex databases have multiple data tables, which are liked together by relationships; they are referred to a relational databases

40. Databases
In this example the three data tables are linked together by ‘One-to-Many’ relationships

41. Databases – Data tables, files, and record
Each file can contain several data tables, each of which is is made up of numerous records
Each record contains data about an individual entity

42. Databases – Data tables, files, and record
Each record is made up of several fields
Each Field will have a field name and data type

43. Databases – Data types The default data type is Text
The default data type Text has default settings

44. Databases – Data types
The default settings in Text can be changed to suit the requirements of the database design
For example the field size can be changed, the caption can be altered, and validation rules and validation text can be added

45. Databases – Data types Field Size Caption Validation Rule
Validation Text

46. Databases – Data types
The default settings in Text can be changed to suit the requirements of the database design
There are also other data types that can be selected

47. Databases – Data types
These include Memo, Number, Date/Time, Currency, AutoNumber, Yes/No, OLE Object, Hyperlink, and Lookup Wizard
Each of these has a specific use and preset defaults that can be changed

48. Presentation software
Basic presentation software allows the user to prepare a series of slides which they can show to an audience
More advanced presentation software will have the ability to include a variety of multimedia and interactive features (e.g. sounds, film clips, animation, hyperlinks)

49. Presentation software functions
Basic presentation software includes the following functions:
Selecting pre-set design templates, including layouts and colour schemes
Applying consistent colour schemes to slides
Adding background graphics to individual or groups of slides
Producing notes and handouts
Adding headers and footers to each slide

50. Presentation software functions
Adding slide transitions between slides (eg. fade-out effect, checkerboard across effect)
Adding images to slides
Changing the order of the slides
Adding animation effects to elements on a slide (e.g. paragraphs appearing in a particular order, images appearing before, with, or after text)

51. Presentation software functions
Advanced presentation software can include the following functions:
Action buttons that allow the order of the slides to be controlled by the viewer
Timing features that ensure that the viewer has sufficient time to view each slide
The ability to record a narration for self-running presentations
Hyperlinks to other slides, web pages, or files

52. Presentation software functions
Animation effects for objects on slides (e.g. motion paths)
Adding moving images and/or sound
Unit 1 Topic e - Word-processing and spreadsheets

53. AS Level ICT
Selection and use of appropriate software: Word-processing and spreadsheets
Unit 1 Topic e - Word-processing and spreadsheets