Standard Grade Administration - Software Applications


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Standard Grade Administration - Software Applications

  1. 1. Software Applications Standard Grade Administration
  2. 2. Common Software Applications <ul><li>Word Processing </li></ul><ul><li>Spreadsheets </li></ul><ul><li>Databases </li></ul><ul><li>Desk Top Publishing </li></ul>
  3. 3. Word Processing Why do we use Word Processing? <ul><li>Word processing allows us to:- </li></ul><ul><li>enter text into a document </li></ul><ul><li>store the text </li></ul><ul><li>edit text in a document </li></ul><ul><li>format the text to make it more attractive </li></ul>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 .
  4. 4. 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) <ul><li>OTHER FEATURES: </li></ul><ul><li>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? </li></ul><ul><li>“ The necklace was a gift form my Granny” </li></ul><ul><li>(The spell Checker can’t) </li></ul>
  5. 5. 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
  6. 6. Formatting Cells <ul><li>Text and numbers can be formatted in many ways: </li></ul><ul><li>numbers can be displayed to any number of decimal places you like </li></ul><ul><li>numbers can be set to appear as currency </li></ul><ul><li>data can be centred, left aligned or right aligned </li></ul><ul><li>column widths and row heights can be changed </li></ul>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)
  7. 7. Replication <ul><li>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. </li></ul><ul><li>See how the row number </li></ul><ul><li>updates as we replicate </li></ul><ul><li>the formula down the </li></ul><ul><li>column. </li></ul><ul><li>There are several ways </li></ul><ul><li>that the formulae can </li></ul><ul><li>be copied: </li></ul><ul><li>The formulae can be copied and pasted into </li></ul><ul><li>the other cells </li></ul><ul><li>Fill Down can be used </li></ul><ul><li>Click on the handle and drag down </li></ul>
  8. 8. What are the advantages of using Spreadsheets? <ul><li>Formulae calculations are carried out almost instantaneously </li></ul><ul><li>Calculations are done with total accuracy </li></ul><ul><li>Cells containing formulae are automatically updated when a figure is changed </li></ul><ul><li>Text, numbers and formulae can be copied easily and quickly using either “copy and paste” or the “Fill” function </li></ul><ul><li>Data can be organised by sorting </li></ul><ul><li>Numeric data can be displayed as graphs or charts </li></ul>
  9. 9. DATABASES Databases are used for storing, organising and retrieving information (data). The data can include text, numbers and dates. <ul><li>Almost everyone who uses a computer will use a database system for something:- </li></ul><ul><li>banks use a database package for storing customers' accounts information </li></ul><ul><li>a supermarket can use a database for storing employee information and for storing their stock information </li></ul><ul><li>your school will use a database package to store information on all the pupils in the school </li></ul><ul><li>police use databases to keep information on </li></ul><ul><li>people with criminal records. </li></ul>
  10. 10. How is a database organised? <ul><li>There are three key terms you must know:- </li></ul><ul><li>the whole set of data in a database is called the file </li></ul><ul><li>the set of information on one single subject (for example, one pupil in your school) is called a record </li></ul><ul><li>each separate heading of information inside a record (for example, your date of birth) is called a field </li></ul>FILE RECORD PUPIL field field field field forename surname registration class Date of birth
  11. 11. <ul><li>Databases can be searched to find selected records. </li></ul><ul><li>Databases can be sorted to put data into order of a certain field. </li></ul><ul><li>Data can be formatted as TEXT, CURRENCY, DATE, NUMBERS etc </li></ul>RECORDS (each row is a record) FIELD NAMES
  12. 12. What are the advantages of using computerised databases? <ul><li>Records can be added, deleted, and amended quickly and easily </li></ul><ul><li>Information in a database can be searched quickly to find specific information </li></ul><ul><li>The information can be sorted into any order quickly using the ‘SORT’ function </li></ul><ul><li>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 </li></ul><ul><li>A database can be merged with a word document to produce personalised letters, certificates, labels etc </li></ul>
  13. 13. DESK TOP PUBLISHING <ul><li>Documents such as magazines, newspapers, brochures etc can be produced using DTP software such as Microsoft Publisher and Adobe PageMaker. </li></ul><ul><li>Text, graphics and photographs can be combined, manipulated </li></ul><ul><li>and laid out on screen. </li></ul><ul><li>DTP software allows high </li></ul><ul><li>quality documents to be </li></ul><ul><li>produced. </li></ul>