Standard Grade Administration - Software Applications

Software Applications Standard Grade Administration

Common Software Applications

Word Processing

Spreadsheets

Databases

Desk Top Publishing

Word Processing Why do we use Word Processing?

Word processing allows us to:-

enter text into a document

store the text

edit text in a document

format the text to make it more attractive

Entering text We don't need to bother about fitting words into a line when we use a word processor. Words will automatically be moved onto the next line if there is no space. We call this word wrap . Line length This can be changed even after all the text is written. The word processor will rearrange all the text for you. Text can be enhanced by centring a heading or using bold , italic or underline .

Editing text When we write a document, it rarely comes out perfect first time. We often want to make changes. This is called editing . When we are editing a document we often need to insert missing words, delete extra words or amend words that we notice are wrong. Formatting text Text can be formatted in many ways – Fonts , s i z e s and text colour can be adjusted Bold , italic or underline can give emphasis to text. Margins can be changed Text can be: Left Aligned Centre Aligned Right Aligned Fully Justified Text means straight left and right margins (ie no ragged edge)

OTHER FEATURES:

Spell Checker – compares each word in a document with words stored in its dictionary. If it does not recognise a word it will indicate an error and usually suggest alternatives. It does not always get it right though – Can you spot the spelling mistake in the next sentence?

“ The necklace was a gift form my Granny”

(The spell Checker can’t)

SPREADSHEETS A spreadsheet is a program used for performing calculations on tables of numbers. It can also often produce graphs of this data. A spreadsheet is a grid of cells each with its own cell reference . What is a spreadsheet? Each cell can hold an item of data which is either text or a value or a formula . Cell data can come in text form or a value or as a formula. Cell A1 A business may use a spreadsheet for preparing financial statements, budgets, calculating wages etc

Formatting Cells

Text and numbers can be formatted in many ways:

numbers can be displayed to any number of decimal places you like

numbers can be set to appear as currency

data can be centred, left aligned or right aligned

column widths and row heights can be changed

Formulae Formulae instruct the spreadsheet how to carry out a calculation. Here are some simple formulae:- = A1+A2 (add the contents of cell A1 to the contents of A2) = A2-A1 (subtract the contents of A1 from A2) = A3*B3 (multiply the contents of cell A3 by the contents of cell B3 ) = C4/C5 (divide the contents of cell C4 by the contents of cell C5 ) = C6*0.175 (multiply the contents of cell C6 * 0.175. This could calculate VAT on a price.) = SUM(G4:G10) (add the contents of all cells from G4 to G10) = AVERAGE(G4:G10) (calculate the average of all cells from G4 to G10)

Replication

A similar formula is sometimes needed all the way down a column of a spreadsheet. To do this we replicate or copy the formula down the required cells.

See how the row number

updates as we replicate

the formula down the

column.

There are several ways

that the formulae can

be copied:

The formulae can be copied and pasted into

the other cells

Fill Down can be used

Click on the handle and drag down

What are the advantages of using Spreadsheets?

Formulae calculations are carried out almost instantaneously

Calculations are done with total accuracy

Cells containing formulae are automatically updated when a figure is changed

Text, numbers and formulae can be copied easily and quickly using either “copy and paste” or the “Fill” function

Data can be organised by sorting

Numeric data can be displayed as graphs or charts

DATABASES Databases are used for storing, organising and retrieving information (data). The data can include text, numbers and dates.

Almost everyone who uses a computer will use a database system for something:-

banks use a database package for storing customers' accounts information

a supermarket can use a database for storing employee information and for storing their stock information

your school will use a database package to store information on all the pupils in the school

police use databases to keep information on

people with criminal records.

How is a database organised?

There are three key terms you must know:-

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

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

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

FILE RECORD PUPIL field field field field forename surname registration class Date of birth

Databases can be searched to find selected records.

Databases can be sorted to put data into order of a certain field.

Data can be formatted as TEXT, CURRENCY, DATE, NUMBERS etc

RECORDS (each row is a record) FIELD NAMES

What are the advantages of using computerised databases?

Records can be added, deleted, and amended quickly and easily

Information in a database can be searched quickly to find specific information

The information can be sorted into any order quickly using the ‘SORT’ function

There are no record cards therefore they do not suffer from wear & tear, or become damaged. Also when information is changed the record card does not become messy