Document Production

Word Processing (MS Word)

 Serif – with flicks, e.g. Cambria
 Sans-serif – without flicks, e.g. Calibri
 One part of the document is 1 column, and the rest is in two columns. a → section break.
 When you want to move text to the next column, a → column break.
 To force all further text onto the next page → page break
 A widow= single line that appears on the next page or column, separated from the rest of the paragraph
 An orphan = a single line that appears on the previous page or column, separated from the rest of the paragraph.
 To add page numbers in the header/footer ------→ Place your cursor where you want to put the number → Go to insert tab → Quick
parts → Select Numbering category
→ Select Page in field names → Click Ok
 Add the file size/name (including file path) → click on Quick Parts in the Insert tab → click on Field → select File Size or File name.
For file path →, check the box to include file path. For file size →, choose whether Kilobytes or Megabytes.
 Include date → click on Date & Time in Insert tab → choose an appropriate format as specified. (If the date/month format is flipped
→, change your region/ language settings on your computer to the United Kingdom.)
 Update fields if required (select auto-update while inserting fields.)

House Styles
House Styles
 Remember to follow all the instructions given to avoid losing easy marks
 Type in the name of the style exactly as it is in the paper
 Click on the drop-down arrow in the Styles section → select Create a new style
 Always base your styles on the Normal font
 Setting the line spacing → click on format → then paragraph → select required options
 From the same tab, you can change the spacing before and after the paragraph

Setting all capital letters → click on format → font → tick the option All Caps
 To set certain bullets to a list style → click on format → click on Numbering → Bullets tab → choose the required option
 To indent text for a style → click on format → Paragraph and input required indents under the Indentation section. Choose hanging
indents to indent the whole paragraph and the first line indents to indent only the first line of a paragraph.

Mail Merge
Mail Merge
 Create a master document, which is mainly given as a source file
 In the master document, click on the Mailings tab
 In the start mail merge section, click on select recipients → select use an existing list → choose the source file
 Select records to be used, filter if necessary

 Insert merge fields where indicated with chevrons, i.e.

 Place automated current date and/or time, as well as your name, centre number and candidate number where specified. Ensure

the date is in the correct format specified.

 Spell-check and proofread the document.
 Save the master document, and click finish and merge. Preview results and ensure that they look as required.
 While printing:
o Check all merge fields are placed
o Field codes are visible if necessary. (Go to Advanced settings so they are displayed when printing. Proof of date inserted may be
asked, right-click and toggle field codes, or just use the shortcut Alt+F9.)

Data Manipulation
Data Manipulation (MS Access)
 While importing files, make sure you select text file and not excel file, as .csv files are plain text.
 When they ask for a set number of decimal places in a field, choose Fixed in Format.
 Ensure that the dates displayed in the table are in the correct format under Table Design view.
 To form a relationship between two tables, go to the Relationships section of the Database Tools tab and choose the required
tables.

 The calculations will ONLY work if placed in the report footer. If Σ Total is used, then it appears automatically in the report footer.
 =COUNT(\[Primary_field\])
Count the number of fields in a report
Always use the primary field as it is the unique field

Sum of fields in a report =SUM(\[Field_name\])

Average of fields in a report =AVG(\[Field_name\])
Minimum of fields in a report =MIN(\[Field_name\])
Maximum of fields in a report =MAX(\[Field_name\])
) | | Yes | Find values that are Yes/True | | No | Find values that are No/False | | #01/01/2009# | Find a specific date
| | >01/03/2009 | Find dates after a given date | | <01/03/2009 | Find a date before a given date | | Between
01/03/2009 and 31/03/2009 | Find dates in a given range |

Presentations
Presentation Authoring (MS PowerPoint)
 To open a given outline, click the “New slide” arrow and click “slide from outline...”

 Printing presenter notes, click print “Notes pages."

 Printing audience notes, click print “Handouts.”

 When printing evidence of slide transitions, go to slide sorter and then PrntScr


For all bullets to enter the screen at once →, click on the Custom Animation under the Animations tab → Then select all the bullet

points and Add Effect in the side pane and choose the required style.

 For the bullets to enter the screen one by one, → Select the first bullet point and animate as required from Add Effects. Repeat for

the remaining points.

 When printing evidence of animations, open the Custom animations pane and then PrntScr

 To show evidence of transitions, take a screenshot of the slides pane, having a star beside the slides that have transitions.
 It plays continuously to loop a slide show until the Esc key is pressed. Under the Slide Show tab, click on Set Up Slide Show under

Set Up. It appears in the Show options section of the option box.

Data Analysis
Data Analysis (MS Excel)
 Naming a range of cells → select the cells → right click and select ‘Name a Range’. → type the name in the option box. Ensure the

range is correctly selected.

 While printing the spreadsheet:

o check the fields required to show

o if they want it to show formulae. (To show formulas instead of values, select Show Formulas under the Formula Auditing section of

the Formulas tab.)

 To set a cell as currency →, click on the popup box in the Number section of the Home tab → select Currency and pick the required

symbol and number of decimal places as specified on the paper.

 To colour a range of cells that contain specific values →, under the Styles section in the Home tab →, click on the drop-down menu

under Conditional Formatting. Choose New Rule → Format only cells that contain. → add the rule according to the instructions
 on the paper from the Format tab (ego: less than 100, format: green). You can add more than one rule to a range of cells by

repeating the same steps for the new rule.

 When you are using another file as a source file (ego for a LOOKUP function), make sure it is open until the end, or else the

spreadsheet will no longer be able to access that data.

o To make a cell reference absolute, press F4 while highlighting it

DESCRIPTION FORMULA
Add, Subtract, Multiply, Divide =A1+B1
 DESCRIPTION FORMULA
SUM = Adding a range of numbers =SUM(A1:A4)
AVERAGE - Find the average =AVERAGE(A1:A4)
MIN - Find the low value =MIN(A1:A4)
MAX - Find the highest value =MAX(A1:A4)
COUNT - Finding how many numbers
=COUNT(A1:A4)
are in a range
COUNTA - Counting the number of
=COUNTA(A1:A4)
items in a range
INT - Converts to the lowest whole
=INT(A1)
number
ROUND - Rounding numbers =ROUND(A1,2) The 2 is the number of decimal places
ROUNDUP - Rounding numbers up =ROUNDUP(A1,2) The 2 is the number of decimal places
ROUNDDOWN - Rounding numbers
=ROUNDDOWN(A1,2) The 2 is the number of decimal places
down
VLOOKUP - Looking up what
=VLOOKUP(A1,$B$1:$C$8,2)A1 is the cell to check$B$1:$C$8 is the array to look in2 is
particular values mean from a table
column 2 from $B$1:$C$8 meaning return the value in column 2 in that section.
arranged vertically
HLOOKUP - Looking up what
=HLOOKUP(A1,$B$1:$G$2,2)A1 is the cell to check$B$1:$G$2 is the array to look in2 is
particular values mean from a table
row 2 from $B$1:$G$2 meaning return the value in row 2 in that section.
arranged horizontally
SUMIF – adding up specific values in =SUMIF($B$1:$C$8,A1, $D$1:$D$8)Checks if any cells in $B$1:$C$8 = A1 and if they do
 DESCRIPTION FORMULA
a range then it adds them together
COUNTIF - Counts the number of
=COUNTIF(A2:A4,">4") Checks that cells have a value greater than 4=COUNTIF(A2:A4,
cells in a range that satisfy the given
A1) Checks that the cells are equal to the value in cell A1
criteria
IF – Deciding what will go into a cell =IF($B$1:$B$8=A1,”A”)IF the value in A1 appears in the range of cells then write A
=IF($B$1:$B$8=A1,”A”, IF($B$1:$B$8=A2,”B”, IF($B$1:$B$8=A3,”C”,D)))IF the value in the
Nested IF
range equals A1 then write A, if it equals A2 write B, A3 write C and none of them D
Average IF – it searches for criteria
=AVERAGEIF($D$4:$D$64,G3,$E$4:$E$64)$D$4:$D$64 is the range, G3 is the
and makes an average of the range
criteria, $E$4:$E$64 is the average range
according to the criteria
SQRT – Square root of a number =SQRT(B3)B3 is the number

Website Authoring
HTML
 Anchors: help navigate throughout a webpage

o Highlight the destination of the anchor, and set a bookmark

o You can use

tags in your code around this text

 <div id="top"> Destination text </div>

o Highlight the word or image that will be the hyperlink, click insert a hyperlink, and type the address of the website, the bookmark, or

the email address provided in the respective places.

o If the link needs to open in a new window, select New Window from the target frame. This will give you a target setting of "_blank."

 If there are specified dimensions for a table, use the table properties to set these values.

 Check the code to ensure that the table is not set to 100% width, if there are other values given.

 To hide bullets from your webpage, add hidden after your tag selector.
 Font type h2 {font-family: “Times New Roman”}
Text size h2 {font-size: 16pt}
Aligning text h2 {text-align: center}
‘Bold’ text h2 {text-weight: bold}
‘Underline’ text h2 {text-decoration: underline}
Second choice of font h2 {font-family: “Times New Roman, Verdana”}
h2 {font-family: “Times New Roman, serif”}h2 {font-family: “Calibri,
Adding generic fonts (either serif or sans-serif)
sans-serif”}
Changing colour h2 {color: #000000}
Using classes to set styles. It can be used by many selectors right {text-align: right}
Comment in HTML - text that is not read by the
computer, only for users
Comment in CSS - text that is not read by the computer, only
/* Enter comment here */
for users
 Colour codes have three parts:

(RED, GREEN, BLUE)

Amount of Light
Hex code
(colour)
Fully on FF
¾ on C0
 Amount of Light
Hex code
(colour)
½ on 80
¼ on 40
Off 00
 Examples:

o Pure red is (FF0000)

o Pure green is (00FF00)

o Pure blue is (0000FF)

o Pure yellow is (FFFF00)

o Pure black is (000000)

o Pure white is (FFFFFF)

HTML tag
Opening/closing head tag
Page title
<link rel=“stylesheet”
Attaching a CSS file
type=“text/css”href=“mystyle.css”>
Defining anchor tag
 HTML tag
Setting default target window
Opening of the body/content
Table tag | border width as 1 | alignment
centre

CSS
What is CSS?

 Cascading style sheet

 Used to style webpages

 Two types

o Embedded/inline

o External

Embedded

 Used to apply style properties within HTML sheet

 Format:

o …style = “attribute: specification”>

o Inline CSS for e.g. <table border=”1” style= “width:200px”>

 To add several attributes, add a semicolon to separate them and then use the same format

o For e.g. < table style= “width:29%; margin-left: auto**;**”>

 For inline CSS, adding -style= “….”- is mandatory.

External

 External CSS sheets are separate sheets that style the webpage.

 To use, they are required to be attached to the main HTML file using the tag:

o <link rel=“stylesheet” type=”text/css” href=”sourcefile.css”>

o The tag is placed in the head tag of the html file. Several html sheets can be attached.

o Preference is given to the sheet placed last in the head tag

 Format for external CSS

o h1 { property: value ;}

o for e.g. h1 { color:#000000;}

 ↑ Element source is taken from HTML script linked

CSS Tags

Colours

 Colours can be in hexadecimal

o hashtag before the hexadecimal is mandatory

o e.g. #000000

o F full capacity

o 0 is the least capacity

 Some colours can be written in words. Such as black or white.

Fonts

 Fonts are given priority from first to last in order

 To add multiple fonts, add commas.

o Eg. h1 { font-family: Arial, Calibri, sans-serif;}

Tables

 Tables have many attributes to help style them

o Cell padding: creates space between text and cell border

o Cell spacing: creates space between individual cells

o Borders

o Background colour: background tags in the tables only apply to the tables.

 Individual td or th headings can also be specified in CSS

 Table tags format
cell Table { padding :40px;}
padding

cell spacing Table { spacing : 30px;}

Table { border-width:3px;}
Table { border-color: #000098;}
borders
Table { border-style: solid;}
Table { background-color: #009499;}

td { font-size: 3;}
Td/th tags td { font-family: Calibri;}
td { color: #000000;}

table { width:50px;}
Dimensions
table { height:60px;}
 body { background-repeat: no-repeat;}

 body {background-position: top/left/right/bottom;}

 h1 {text-align: left/right/top/bottom;}

Editing Images
Editing Images
 To save a picture with 8 bits - of colour depth, save it as a gif
o Open it in Paint and save it as
 To compress the size of a picture, open it in the picture manager
o Edit picture
o Compress pictures
o Choose the most suitable option
 To change the colour options of a picture, use picture manager
o Edit picture
o Colour

Answers to Theory Questions

Answers to Theory Questions
 11.1 Explain why generic file formats are needed:
o They can be opened by any software to access the data on them.
 11.2 Explain the need to reduce file sizes for storage or transmission:
o Smaller files upload and download faster than larger ones and thus are better for transferring data on the internet and between
computers and other devices like printers.
 13 Explain why headers and footers are needed:
o Headers and footers ensure each page has all the required information like the page numbers, company logo and name etc. It
makes the document more reliable, professional, and consistent, as the information appears on every page. This saves time and
reduces errors as they are only typed once.
 14 Explain what is meant by corporate branding/house style:
o It refers to a specific style of fonts and formats used in the making of ICT solutions by organisations.
 14 Explain why consistent styles are required:
o Consistent styles enable users to associate a particular organisation with a style. They look professional.
 15.1 Explain why the automated suggestions given by spell check software do not always give the correct response:
o Some words, e.g. proper nouns, are not found in the dictionary. This makes spell checkers less efficient. Spell checkers do not
identify names and places
 15.1 Explain why validation checks must be appropriate to the data that is being checked:
o An inappropriate check can lead to error messages and altered data, as it may accept or reject wrong data.
 15.2 Describe the importance of accuracy and the potential consequences of data entry errors:
o Accurate data ensures the results obtained by the processing of data is relevant, which is essential to the usability of the model
 15.2 Define the term verification:
o A way of preventing errors when data is copied from one medium to another
 15.2 Describe visual verification:
o Visual comparison of data entered with a data source
o Checking for errors by comparing entered data on the screen with the data in the original document (not the same as proof reading)
 15.2 Describe double data entry:
 Enter data twice and compare them either after data has been entered or during the entry process.
 15.2 Explain the need for validation as well as verification:
o Validation only ensures that the data entered is in the accepted format. Verification is needed to ensure that the data entered is
correct. Data entered may be in the right format but of the wrong value. Or it may be copied correctly but does not match the
criteria.
 17.1 Explain why it is necessary to use page, section and column breaks, to adjust pagination and to avoid widows and orphans?
o Page breaks and column breaks help remove widows and orphans by forcing text onto the next page/ column so it is all together.
o It does not disrupt the reader by breaking the flow.
 17.3 Explain why mail-merged documents are created
o Mail merged documents save time typing out individual letters, as the computer can personalize them. Typing errors are also
reduced since the master document is only typed once. They can also be emailed using the address in the source file.
 18.1 Define the terms flat-file database and relational database.
o Flat-files databases are tables that have data sorted in rows and columns.
o Relational databases are several tables linked together, preventing unnecessary repetition of data.
 18.1 Explain that other field types, such as placeholders for media, including images, sound bites and video clips are used in
commercial databases
o They are not studied in depth in this syllabus. They are used in web applications where a back-end database holds the media to be
displayed in another application, such as a webpage.
 18.1 Discuss the advantages and disadvantages of using relational tables rather than a flat-file database
 Relational Database Flat file Database
Better security Poor at complex queries
Cater for future requirements Poor at limiting access
Data is only stored once Harder to update, so it is inherently inefficient
Requires more planning Potential duplication
Easy to design
Non-unique records
It is harder to change the data format.
18.1 Define and understand the terms primary and foreign keys and their role in a relational database.
 Primary key: The key field of a table which is unique and identifies each record
 Foreign key: The field linked to the primary field of the table linked to a relationship
 20.1 Define the terms cells, rows, columns, sheets, tabs, pages, charts
o Cell: A space for data to be entered into a table, a box formed by the intersection of columns and rows.
o Rows: Horizontal boxes that divide the table
o Columns: Vertical boxes that divide the table
o Sheets: A table of data
o Pages: Divide a piece of data into sections
o Tabs: A module of a database program that holds the tables on the computer
o Charts: A graphical representation of (usually tabulated) data
 20.1 Explain the importance of accurate data entry in spreadsheets
o Ensures the results obtained by the processing of data is relevant, which is essential.
 20.1 Define the terms formula, function, absolute reference, relative reference, ranges, named cell, named range, and nested
formulae/functions.
o Formula: does the user define mathematical operators to perform a function
o Function: predefined logical and mathematical operations use can be used in a spreadsheet
o Absolute reference: is made when the cell referenced stays constant, but the cell referred to in changes.
o Relative reference is made when the cell reference is supposed to change when the cell it refers to changes. It aids more efficient
designing of models.
o Ranges: A group of cells in a table
o Named cell: A cell in a table that is given a name (like ‘profit margin’) and can be referred to using that name in functions
o Nested formulae/functions: A formula/function used inside a formula/function as an argument
o 20.1 Explain the difference between a formula and a function
o The user types in formulas. They include simple mathematical operators like +, -, *, or /, or can be as complex as the user wants. A
function is a predesigned code that calculates specific values, e.g. MAX, VLOOKUP. While functions can be used inside formulas,
formulas cannot be used inside functions.
 20.1 Explain the function of absolute and relative referencing.
o Absolute referencing is used when the cell referred needs to stay the same, even when the formula/ function is copied.
o When a formula/ function is copied and relative referencing is used, the cell refers changes with the cell in which the function is.
 20.2 Define the terms testing, test data, expected outcome, actual outcome, normal data, abnormal data, extreme data, what if
o Testing: Checking that the designed model shows or previews the the expected outcome when data is entered
o Test data: The input data used for testing a model
o Expected outcome: the output a model is supposed to give with the test data
o Actual outcome: the output the model gives when tested in real time
o Normal data: data within the given range ego: 50, Range: 0-100
o Abnormal data: data outside the given range ego: 120, range: 0-100
o Extreme data: data that is the limit of the range ego: 0 or 100, range: 0-100
o What if: changing values in cells to see how the outcome of formulas change
 20.2 Explain the need to test a model before it is used
o Reduces the number of possible errors when using real data
 21.1 Identify and describe the three web development layers
o Content layer: Holds the content of the webpage structure.
o Behaviour layer: scripting language of a web page or an individual element
o Presentation layer: responsible for the formatting of a webpage(s) or elements (using a stylesheet).
 21.1 Understand the function of:
o Content layer: enter the content of a web page structure
o Behaviour layer: enter scripting language to a web page or an individual element
o Presentation layer: format whole web page(s) or individual elements
 21.2 Explain why tables are used to structure elements within a web page
 Tables make the basic structure of a webpage and organise page layout.
 21.2 Define and understand the terms relative file path and absolute file path
o Relative file path: A path referring to a file in the same directory relative to the page the reference is made in.
o Absolute file path: The full path of a file which is not relative to anything.
 21.2 Explain why absolute file paths must not be used for hyperlinks to locally saved web pages/ objects
o Absolute paths always include the domain name of the website
o These should not be used to refer to locally saved web pages as the computer the webpage is stored on (the server) is not the
same as where the webpage was developed, and an absolute file path would point to the wrong address.
 21.3 Explain what is meant by the term cascading stylesheets
o CSS (cascading stylesheet) is a text-based language which is attached to web pages to set their format. CSS files have a “.css”
extension
 21.3 Explain the hierarchy of multiple attached stylesheets and in-line styles within a web page
o Internal CSS have more preference over Inline CSS. Inline CSS overrides externally attached stylesheets.
o If several external stylesheets are attached to one web page, the stylesheet attached last (at the bottom of that part of the code) is
given preference (over the other ones). Priority increases as you go down a list.
o 21.3 Explain why relative file paths must be used for the attached stylesheets
o They should be attached using relative file paths, as they are stored along with the webpage since they are stored in the same
folder.
 21.4 Explain how to upload and publish the content of a website using FTP
 Used to upload website files to the web hosting space. To upload these files successfully, the user needs:
o FTP client software
o All files in one folder
o Host Name/URL/IP address for FTP
o Host port to be used for upload
o Username and password
 21.4 Create a test plan to test a website including web page elements are visible, navigation within/from a web page
o Open the webpage in different browsers to check that all elements appear as they should.
o Click all hyperlinks to ensure that they direct users to the correct pages, using functional testing. Check that both internal and
external links are functional. Check that fonts and background colours are appropriate to the purpose of the website and its users
(audience)
o Perform user testing on a group from the target audience, gain feedback from their usage, and use it to improve the website before
publishing it
 21.4 Justify the choice of test plan
o The test plan used to test a webpage must be justified based on the tested elements. e.g. If hyperlinks are being tested, it checks if
all the hyperlinks are redirecting the user to the correct webpage/ section of the webpage.