Intermediate 1 Computing

What you need to know

Computer Applications (mandatory Unit) All applications ♦ Description and demonstration of the following practical skills in an appropriate

application package: - save as (new name, new location) - use of online help/tutorial/online assistance as appropriate (wizard) - print efficiently and responsibly - use correct page orientation (landscape/portrait) - formatting - editing

• Selection of correct application as solution to a problem • Distinguishing between applications packages and other types of software (between

word processing, spreadsheets, databases and graphics) • Identification of the following hardware/software requirements of an individual

package from manufacturers documentation, magazine adverts and websites: - input devices (mouse, keyboard, graphics tablet, touchpad, scanner, digital camera) - output devices (printer, monitor) - types of storage required (floppy disk, hard disk, CD-ROM, CD-R, CD-RW, USB Flash drive, DVD

devices) - amount of storage required (bit, byte, Kb, Mb, Gb, Tb) - RAM - processor speed - operating system

Word processing ♦ Description and demonstration of the following practical skills in an

appropriate application package: - edit text (insert, amend, delete) - format text (font, size, style, colour), justify text (left, right, full, centre) - use bullet points - format page (set margin width, tabs, header/footer) - add graphics (clip art, photo, other graphics) - wrap text to added object - cut, copy and paste - search and replace (find and change) - spell check

♦ Identification of advantages/disadvantages of word processing over manual methods

♦ Description of advantages and limitations of a spell checker ♦ Identification of personal and work-related uses of word processing ♦ Description of alternative methods of text entry including: handwriting

recognition, optical character recognition (OCR), voice recognition using microphone, touch (sensitive) screen

Spreadsheet • Description and demonstration of the following practical skills in

an appropriate application package: - use cell address/reference correctly - edit data (insert, amend, delete), (numbers, text, formulae) - copy formulae (fill down, fill right) - insert/delete row/column - create basic arithmetic formulas [+, -, *, /] - use SUM, AVERAGE functions - sort data on 1 column - format cells (currency, decimal places, change row height, column

width) - create simple chart/graph ♦ Identification of advantages/disadvantages of spreadsheets over

manual methods ♦ Identification of personal and work-related uses of spreadsheets ♦ Identification of changes made to a spreadsheet resulting from

electronic recalculation

Database • Description and use of the following skills in an

appropriate application package: - design database, choose suitable field names - field types including text, number, date, time, graphics and

calculated - create new database - edit database (insert, amend, delete record and field) - sort on single or multiple fields - search on single or multiple fields

♦ Identification of advantages/disadvantages of an electronic/manual database

♦ Correct use of the following terms: field, record, file ♦ Identification of personal and work-related use of a

database

Graphics ♦ Description and use of the following skills in an

appropriate drawing (vector) package and in a painting (bit mapped) package:

- use of a range of tools (including the following) to create/manipulate a graphic: rectangle, ellipse, line, freehand, text, library of standard shapes

- use of a range of painting operations (including the following) to create/manipulate a graphic: select rectangle and irregular block of pixels, change colour of selection, set own colours, change colour of individual pixels, zoom/magnify, change colours on imported image

- use of a range of operations (including the following) to create/manipulate an image: select multiple objects, flip, rotate, duplicate, group, order objects, zoom/magnify

♦ Identification of personal and work-related use of graphics applications

♦ Comparison of features and uses of painting and drawing packages

Multimedia Applications (mandatory Unit) Hardware factors ♦ Description and uses of hardware devices for inputting/capturing text: keyboard,

mouse, scanner (including OCR), voice recognition (including microphone) ♦ Description and uses of hardware devices for inputting/capturing graphics: scanner,

graphics tablet, digital camera/digital video camera ♦ Description and uses of hardware devices for inputting/capturing audio: microphone ♦ Description and uses of hardware devices for output: high resolution monitor,

speakers, data projector ♦ Description of hardware required and method of obtaining text/graphics/audio from

the World Wide Web (Internet) ♦ Description and uses of hardware devices for backing storage: cost, speed of access,

portability, capacity (bits, byte, Kb, Mb, Gb, Tb) of the following backing storage media: hard disc, floppy disk, CD-ROM, CD-R, CD-RW, USB Flash drive, DVD devices

♦ Identification of common file types: text (txt, rtf), graphics (jpeg, bmp, gif), video (mpeg, avi), sound (wav, mp3)

♦ Simple description of the need for compression ♦ Description of need for sound card for capturing and outputting sound ♦Description of

need for graphics card for displaying graphics on monitor

Features of multimedia software Description and use of the following types of multimedia

applications: presentation, desktop publishing, multimedia authoring Description and use of the following skills in each of the above applications. -

creating a new document - using a template inserting text/graphic/photograph - page formatting

(landscape/portrait/margins/paper size) - saving and printing Description of text editing facilities software: font, size, style

(italics, underline, bold), colour, tabs, justify text (left, right, full, centre), use bullet points, text effects (flashing, dissolving, fade in/out) Description of graphic editing facilities of software: scale (resize), crop, rotate, colour

♦ Description and use of the following features in presentation and multimedia authoring

software: - page linking, including transitions and hyperlinks

- inserting sound/video

Word ProcessingWord Processing

Most people are familiar with word Most people are familiar with word processing packages such as processing packages such as

Microsoft Word, Open Office and Microsoft Word, Open Office and Word Perfect. Here are some of the Word Perfect. Here are some of the

most commonly used word processing most commonly used word processing tools:tools:

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Standard featuresStandard features

All word processing programs allow All word processing programs allow you to:you to:

enter and edit text enter and edit text save save print print cut/copy/paste - you can copy from cut/copy/paste - you can copy from

one part of a document to another one part of a document to another check your spelling check your spelling

Text formattingText formatting Text formatting is important to make the text Text formatting is important to make the text

appear as you would like it to look. The appear as you would like it to look. The normal features are:normal features are:

different fonts different fonts different text sizes different text sizes different alignments (left, centre, right or different alignments (left, centre, right or

justified) justified) bold print bold print underline underline italics italics bullet points bullet points

Files typesFiles types

.DOC – The file type used by Microsoft .DOC – The file type used by Microsoft Word can only be edited in Microsoft Word can only be edited in Microsoft WordWord

.RTF – Rich Text File, can be edited with .RTF – Rich Text File, can be edited with other text editors can save formatting other text editors can save formatting information.information.

.TXT – Plain text, can not use certain .TXT – Plain text, can not use certain characters, just text, low file size but characters, just text, low file size but none of the bells and whistles of word none of the bells and whistles of word documents.documents.

Mail-mergeMail-merge Mailmerge is a word processing feature Mailmerge is a word processing feature

which allows users to 'personalise' letters which allows users to 'personalise' letters with names and addresses from a with names and addresses from a databasedatabase. . The four main steps in setting up a mail-The four main steps in setting up a mail-merged letter are:merged letter are:

1.1. Create the database with fields for the names Create the database with fields for the names and addresses of the people to send the letter and addresses of the people to send the letter to. to.

2.2. Write the letter using a Write the letter using a word word processing processing package and link the letter to the database. package and link the letter to the database.

3.3. Use a query to find a subset of relevant Use a query to find a subset of relevant people and send a targeted letter to them. people and send a targeted letter to them.

Mail Merge ContinuedMail Merge Continued

4.4. Using the mail merge wizard, enter Using the mail merge wizard, enter codes in the letter where the name codes in the letter where the name and address of the customers and address of the customers should appear. should appear.

5.5. Merge-printMerge-print, taking the data from , taking the data from the database and inserting it in the the database and inserting it in the letters, producing one letter for letters, producing one letter for each person in the subset of each person in the subset of relevant people from the database. relevant people from the database.

Other featuresOther features

Other features that may be expected Other features that may be expected include include find and replacefind and replace, which , which replaces one word with another, and replaces one word with another, and the ability to import graphics e.g. the ability to import graphics e.g. from a from a clip artclip art library. Headers and library. Headers and footers and page numbering are very footers and page numbering are very useful.useful.

Features of a word Features of a word processorprocessor

Spell checkerSpell checker Often in an exam you will be asked to Often in an exam you will be asked to

explainexplain how a spell checker works. how a spell checker works. It's It's notnot enough simply to say that it enough simply to say that it

checks a document for spelling mistakes.checks a document for spelling mistakes. Here's a fuller explanation:-Here's a fuller explanation:- A spell checker compares each word in a A spell checker compares each word in a

document with words stored in its document with words stored in its dictionary. If it does not recognise a word dictionary. If it does not recognise a word it will indicate an error and usually it will indicate an error and usually suggest alternatives.suggest alternatives.

Do spell checkers always Do spell checkers always get it right?get it right?

Not always. No dictionary contains every Not always. No dictionary contains every English word, especially technical ones.English word, especially technical ones.

Some words can be spelt in different ways.Some words can be spelt in different ways. For example:-For example:- Can you spot the error in the next Can you spot the error in the next

sentence? The spell checker can't.sentence? The spell checker can't. ""The children opened there books.The children opened there books."" And some spell checkers use "American" And some spell checkers use "American"

English.English. For example:-For example:- 'colour' might appear as color'colour' might appear as color

More Features of a word More Features of a word processorprocessor

Grammar checkerGrammar checker The computer checks the document to ensure that The computer checks the document to ensure that

sentences comply with the rules of English sentences comply with the rules of English grammar. grammar.

Search and replaceSearch and replace This does pretty much what you would expect. You This does pretty much what you would expect. You

can type in one word or phrase and get the word can type in one word or phrase and get the word processor to replace it by another all the way processor to replace it by another all the way through a document.through a document.

How does it work?How does it work? GlobalGlobal search and replace. Searches one term search and replace. Searches one term

through the entire document and replaces it with through the entire document and replaces it with another.another.

Oh no, not more Features of a Oh no, not more Features of a word processorword processor

Standard paragraphs and standard lettersStandard paragraphs and standard letters People often confuse these two terms.People often confuse these two terms. A A standard paragraphstandard paragraph is a piece of text stored is a piece of text stored

on file which can be copied and pasted into a on file which can be copied and pasted into a new document. new document.

Who uses standard paragraphs?Who uses standard paragraphs? Lawyers making up contracts will often use the Lawyers making up contracts will often use the

same phrases in many different contracts. same phrases in many different contracts. A lazy teacher writing school reports may use the A lazy teacher writing school reports may use the

same comments over and over:- "Could do same comments over and over:- "Could do better"!better"!

My goodness, even more My goodness, even more Features of a word processorFeatures of a word processor

A A standard letterstandard letter is a letter which is is a letter which is stored on a file which is sent to lots of stored on a file which is sent to lots of different people, with only slight changes different people, with only slight changes made to the personal details. Advertising made to the personal details. Advertising mail offering you entry into a prize draw mail offering you entry into a prize draw is a good example of a standard letter.is a good example of a standard letter.

Personal details are often merged into the Personal details are often merged into the letter from a database. (Mail Merge)letter from a database. (Mail Merge)

Who uses standard letters?Who uses standard letters? Companies sending out advertisements. Companies sending out advertisements. Libraries sending out reminders of videos Libraries sending out reminders of videos

or books overdue for return.or books overdue for return.

Advanced Data EntryAdvanced Data Entry

Text is normally typed in to the word Text is normally typed in to the word processor but it can be entered in more processor but it can be entered in more advanced waysadvanced ways Voice recognition Software – The user speaks Voice recognition Software – The user speaks

into a microphone and the computer will into a microphone and the computer will recognise the words and input them into a recognise the words and input them into a document.document.

Scanning text with a scanner and applying a Scanning text with a scanner and applying a OCR (Optical Character Recognition) OCR (Optical Character Recognition) program to recognise the characters as letters program to recognise the characters as letters and saving to a document that can be edited.and saving to a document that can be edited.

Exam QuestionsExam Questions

General Question 2 2004 A, B and CGeneral Question 2 2004 A, B and C Credit Question 6 2006 C and DCredit Question 6 2006 C and D

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SpreadsheetsSpreadsheets

What is a spreadsheet?What is a spreadsheet?

A spreadsheet is a program used for A spreadsheet is a program used for performing calculations on tables of numbers. performing calculations on tables of numbers. It can also often produce graphs and charts It can also often produce graphs and charts of this data. A spreadsheet is a grid of cells of this data. A spreadsheet is a grid of cells each with its own each with its own cell referencecell reference..

Each cell can hold an item of data which is Each cell can hold an item of data which is either either texttext or a or a valuevalue or a or a formulaformula. Cell data . Cell data can come in text form or a value or as a can come in text form or a value or as a formula.formula.

Key WordsKey Words

CellCell ColumnColumn RowRow Types of cell dataTypes of cell data:-:-

TextText ValueValue formulaformula

FormulaeFormulae

Formulae instruct the spreadsheet how to carry Formulae instruct the spreadsheet how to carry out a calculation. Here are some simple formulae:-out a calculation. Here are some simple formulae:-

= A3 * B3= A3 * B3(multiply the contents of cell A3 by the contents of (multiply the contents of cell A3 by the contents of cell B3 )cell B3 )= C4 / C5= C4 / C5(divide the contents of cell C4 by the contents of (divide the contents of cell C4 by the contents of cell C5 )cell C5 )= C6 * 0.175= C6 * 0.175(multiply the contents of cell C6 * 0.175. This (multiply the contents of cell C6 * 0.175. This could calculate VAT on a price.)could calculate VAT on a price.)

Formulae using functionsFormulae using functions

A function is an operation which can be applied to A function is an operation which can be applied to a range of cells.a range of cells.

For example:-For example:- to add up the contents of all the cells from B4 to to add up the contents of all the cells from B4 to

G4G4= SUM(B4:G4)= SUM(B4:G4) to calculate the average of a column of cellsto calculate the average of a column of cells =AVERAGE(D3:D15) =AVERAGE(D3:D15) A function can be replicated (copied) down A function can be replicated (copied) down

columns and along rows.columns and along rows. What other functions could you use?What other functions could you use?

Complex formulaeComplex formulae Often calculations require more complex formulae.Often calculations require more complex formulae. For example:-For example:- Here is part of a spreadsheet containing the wages for a group of Here is part of a spreadsheet containing the wages for a group of

employees.employees. Overtime hours are paid at 1.5 times normal hours.Overtime hours are paid at 1.5 times normal hours. What formula do you think is in cell E2?What formula do you think is in cell E2? (You will need to multiply normal hours times rate of pay and overtime (You will need to multiply normal hours times rate of pay and overtime

hours times 1.5 times rate of pay and then add the two answers hours times 1.5 times rate of pay and then add the two answers together.)together.)

Cell attributesCell attributes

This is a complicated sounding term but is really This is a complicated sounding term but is really fairly straightforward. Cell fairly straightforward. Cell attributesattributes can be can be changed.changed.

For example:-For example:- numbers can be displayed to any number of numbers can be displayed to any number of

decimal placesdecimal places you like you like column widthscolumn widths and and row heightsrow heights can be changed can be changed The attributes of a cell dictate how the data is to The attributes of a cell dictate how the data is to

be displayed.be displayed.

ReplicationReplication

Don't worry it's not as complicated as the name Don't worry it's not as complicated as the name suggests. A similar formula is sometimes needed all the suggests. A similar formula is sometimes needed all the way down a column of a spreadsheet. To do this we way down a column of a spreadsheet. To do this we replicatereplicate or copy the formula down the required cells. or copy the formula down the required cells.

For example:For example:

A B C

1 Item Basic Price VAT

2 17'' monitor £190.00 =0.175*B2

3 Scanner £45.00 =0.175*B3

4 Mouse Mat £2.00 =0.175*B4

Referencing Referencing (Credit)(Credit)

In the earlier example the cell references updated In the earlier example the cell references updated as the formula was replicated. This is called a as the formula was replicated. This is called a relative referencerelative reference..

Sometimes we don't want this to happen. In these Sometimes we don't want this to happen. In these cases we would use an cases we would use an absolute referenceabsolute reference..

For example:For example:

Interest rate paid 0.09

Initial Payment Year 1 Year 2 =Year 3

1000 =A4*$B$1+A4 =B4*$B$1+B4 =C4*$B$1+C4

1500 =A5*$B$1+A5 =B5*$B$1+B5 =C5*$B$1+C5

2000 =A6*$B$1+A6 =B6*$B$1+B6 =C6*$B$1+C6

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DatabasesDatabases

Starting offStarting off

Databases are used for storing, organising and retrieving Databases are used for storing, organising and retrieving information (data).information (data).For more about data processing, go to the For more about data processing, go to the Commercial Commercial Data Processing Data Processing Revision bite. Revision bite. Almost everyone who uses a computer will use a Almost everyone who uses a computer will use a database system for something:-database system for something:-banks use a database package for storing customers' banks use a database package for storing customers' accounts information accounts information your school will use a database package to store your school will use a database package to store information on all the pupils in the school information on all the pupils in the school police use databases to keep information on people with police use databases to keep information on people with criminal records.criminal records.

How is a database organised?How is a database organised?

There are three key terms you must know:-There are three key terms you must know:-

the whole set of data in a database is called the the whole set of data in a database is called the filefile

the set of information on one single subject (for the set of information on one single subject (for example, one pupil in your school) is called a example, one pupil in your school) is called a recordrecord

each separate heading of information inside a each separate heading of information inside a record (for example, your date of birth) is called a record (for example, your date of birth) is called a fieldfield

Fields can be of many types. These include text, Fields can be of many types. These include text, numeric, date, time, graphic, audio and video.numeric, date, time, graphic, audio and video.

Computed or calculated fieldComputed or calculated field

You should know what we mean by a You should know what we mean by a computed fieldcomputed field. . Sometimes it's called a Sometimes it's called a calculatedcalculated field. They mean the field. They mean the same and it's ok to use either.same and it's ok to use either.Computed fields are ones in a database that are Computed fields are ones in a database that are calculated from other fields, using a formula. calculated from other fields, using a formula. For example:-For example:-

A wages database where each employee's A wages database where each employee's hourly ratehourly rate and and hours workedhours worked are stored in two numeric fields. The are stored in two numeric fields. The total wage for the week can be held in a computed field.total wage for the week can be held in a computed field.It would be calculated by multiplying the hourly rate by It would be calculated by multiplying the hourly rate by hours worked for each employee.hours worked for each employee.

Databases can be Databases can be searchedsearched on one or on one or more fields to find selected records. more fields to find selected records.

Databases can be Databases can be sortedsorted on one or more on one or more fields to put data into order.fields to put data into order.

A database search on two or more fields is A database search on two or more fields is known as a known as a complexcomplex search. search.

Key wordsKey words

FileFile

RecordRecord

FieldField

SearchSearch

SortSort

The Data Protection ActThe Data Protection Act

This very important act is designed to This very important act is designed to protect people from having false information protect people from having false information about them stored on a computer database.about them stored on a computer database.

Everybody has the right to:-Everybody has the right to:-

see what data is being held about them see what data is being held about them (they may have to pay for the privilege!) (they may have to pay for the privilege!)

correct the data if it is wrong.correct the data if it is wrong.

These are called These are called Subject Access RightsSubject Access Rights..

Organisations holding the data have to:-Organisations holding the data have to:-

register with the register with the Data Protection RegistrarData Protection Registrar

let you see data about let you see data about yourselfyourself but nobody else but nobody else

make sure the data is secure so that others don't make sure the data is secure so that others don't see it see it

keep the information up to date keep the information up to date

tell you why it is being held and not use it for any tell you why it is being held and not use it for any other purpose.other purpose.

These are called the These are called the Data Protection PrinciplesData Protection Principles..

There are some exceptions to the Data There are some exceptions to the Data Protection Act:-Protection Act:-

certain organisations such as the police certain organisations such as the police and Inland Revenue (tax authority) can and Inland Revenue (tax authority) can hold data about you, without obeying hold data about you, without obeying these rules.these rules.

How to answerHow to answer

This is the tricky bit. Database questions in the exam are often This is the tricky bit. Database questions in the exam are often problem solvingproblem solving questions. But you can learn to recognise questions. But you can learn to recognise common types of questions and prepare yourself to answer them common types of questions and prepare yourself to answer them well.well.Here's an example:-Here's an example:-

Question 1Question 1Ken has a database of all the members of the local sports club. It Ken has a database of all the members of the local sports club. It contains information on their names, membership category and the contains information on their names, membership category and the sports in which they take part.sports in which they take part.He wants to print out a list of the junior volleyball players. How can He wants to print out a list of the junior volleyball players. How can he use the database package to help him do this? (4 marks GPS)he use the database package to help him do this? (4 marks GPS)

The AnswerThe Answer

The marking varies slightly but an answer The marking varies slightly but an answer like this will always get you full markslike this will always get you full marks

Ken should Ken should searchsearch (1 mark) the database (1 mark) the database for for juniorjunior in the in the membership category membership category fieldfield (1 mark) and (1 mark) and volleyballvolleyball (1 mark) in (1 mark) in the the sports fieldsports field (1 mark). (1 mark).

Question 2Question 2

A company in Newtown keeps a database of A company in Newtown keeps a database of all their regular customers' names, addresses all their regular customers' names, addresses and amount spent. The company wants to and amount spent. The company wants to distribute a special offer leaflet to all their distribute a special offer leaflet to all their customers in Newtown who have spent more customers in Newtown who have spent more than £400 with the company. To make than £400 with the company. To make distribution easier they want the list of distribution easier they want the list of customers in order of post code.customers in order of post code.

How can the company use the database How can the company use the database package to help them do this? package to help them do this?

The company should The company should search search (1 mark) the (1 mark) the database fordatabase for Newtown Newtown in the in the town field town field (1 mark) and (1 mark) and greater than 400greater than 400 in the in the amount spent fieldamount spent field. (1 mark). (If you . (1 mark). (If you wrote > £400 that's OK as well).wrote > £400 that's OK as well).

The selected records should be sorted on The selected records should be sorted on the the post code fieldpost code field (1 mark) in ascending (1 mark) in ascending order.order.