This document discusses various types of checks that can be performed on documents and data, including: - Spell check programs search dictionaries for word matches and flag mismatches - Grammar checks find errors using blue underlines - Validation ensures data meets criteria like number ranges or letter formats - Different validation checks include presence, length, range, limit, format, and consistency - Proofing checks go beyond spelling to ensure proper styles, images, lists and avoid errors

1. Chapter 15
Fatima Ashraf

2. Spell Check
• How does spell check program works?
• A spell check searches through its dictionary and tries to find a match with the word in
the document. If a match is found it indicates a potential error usually by underlining
the word with a red wavy line.
• Explain why some words that spelt correctly may be shown as incorrectly by a
spell check?
• A spell check searches through a dictionary to find a match with the word in
document. If a match is not found it is displayed as a potential error. Names of
people/spaces may not be in the dictionary. Highly technical/special terms may not be
in dictionary. Newly accepted words may not be in the dictionary it has been recently
updated.

3. Grammer Check
• What is a grammar check?
• You may need to check for grammar errors in your answer to theory questions or
evaluations, A grammar error is shown with a blue wavy underline.

4. • Select the correct response
• Microsoft word shows you a grammar error using:
• A red wavy line
• A blue wavy line
• A green wavy line
• Highlighted text

5. Validation
• Define Validation
• Validation is checking that data entered is reasonable.
• It is often a process where data is checked to see if it satisfies certain criteria when
input into a computer.
• For example: Numbers between 0-9, Only letters in block letters.
• Validation in Excel
• Data Data Validation  Data Validation
• Data  Data Validation  Circle Invalid Data
• Data Data Validation Clear Validation Circle

6. Validation Checks
Validation Check Description Example
Presence Check Checks that data has been entered or
not.
Length Check Check if correct number of characters
has been entered or not.
Range Check Performed on number to check they are
within certain range.
>0 and <120
Limit Check Performed on numbers to make sure
that data is not above or below
specified limit.
>=17
Format Check Make sure that data is in specific
format.
Dd/mm/yyyy
Data type check Checks that entered data does not
contain invalid characters.
Number fields, no characters allowed
Consistency
Check
Make sure that data in one field is
consistent with data in another field.
If Male then Mr not Mrs.

7. Exam Question
• A database on books has fieldnames and records like this:
• Validation will be applied to this database. For each of the following statements,
tick weather it is trye or false and state why.
ISBN Author Title Price HardBack Published
987-1-471-80721-3 Brown, Watson, Sergent IGCSE ICT 21.99 N Y

8. True False Reason
A range check could be used
to validate the tile of the
book.
 A range check can only be used on a
numeric data type and the title of
the book has alphanumeric data
type.
A length check could be used
to check the number of
characters entered in ISBN
 All modern ISBN have 13 digits
(ignoring 4 symbols) so a maximum
field length of 17 characters would
reduce the storage capacity
required for the database.
A limit check could be used
with the Price.
 The price field will have 2 limits, one
being >=0 and maximum price of
the book, therefore a range check
would test this whereas a limit
check would only change 1 of the 2
ends of the range.

9. True False Reason
A consistency check could be
used with the Price and
Author fields.
 There is no direct relationship
between price and author fields so
consistency check would be
inappropriate.
A check digit could be added
to the ISBN field.
 The ISBN field already contains a
check digit so this would not be
required.
A format check could be used
with the ISBN field.
 This field contains 13 numeric
characters spaced with 4 hyphens
and these are consistent through
most ISBNs.
A length check could be used
with the Price field
 The book price field has a numeric
data type and length checks are
only applied to alphanumeric fields.

10. Task 15d

11. Task 15e

12. Proofing Checks
• List proofing checks you should complete on a document, other than spelling
check, punctuation and grammar.
1. The correct application of styles
2. The correct margin settings
3. Images places a specified
4. Images are not distorted
5. Objects fit within the page/column margin
6. Objects not overlapping
7. No lists split over 2 pages/columns
8. No tables split over 2 pages/columns
9. No black columns/pages
10. No windows/orphans

13. • Windows and orphans can sometimes be found in word processed documents.
Explain the terms ‘windows’ and ‘orphan’.
• Window:
• A window is the last line of a paragraph that appears alone at the top of a new page or
column.
• Orphan
• An orphan is the first line of a paragraph or a heading that appears as the last line of a
page.

14. • Identify any errors in this text:
• Mr Tanton is 17 years old. She retired FROM work 6 years ago.

15. • Problem with gender, Mr in the first sentence and She is 2nd sentence.
• FORM is upper case.
• Age of Mr Tanton has been transposed from 71 to 17.

16. • Define verification.
• Verification is a way of reducing error when data is copied from one medium to
another.
• Name and Describe two methods of verification.
• Visual Checking/Verification
• Checking for data entry errors by manually comparing the