Chapter 5 - 6 QA

File Management
Give one reason why it is important to save work regularly.

 So you don’t lose your work if there is a problem with your computer.
 Any changes to work are saved as you go along.
Describe the difference between data and information.

 Data are raw (such as numbers, words, symbols) whereas information is data that
has been processed to be meaningful
 Data are unorganized facts whereas information is a collection of data that gives it
meaning
State one reason why it is important to create and manage folder structures when
organising work.
 To ensure work relating to the same subject area is stored in the same place
because it is easier to find at a later date aids collaborative working others can
understand the hierarchy of the structure.
 Easier to find files/folders
 Easier for someone else to find files/folders
 Allows you to organise files/folders
 Don’t have loads of files in the same place
Explain one reason why ‘Save As’ is used rather than ‘Save’ when saving a file.
 Save as allows you to change the filename (1) so that you can save a file with
something other than the default name provided (1)
 Save as allows you to change the file destination (1) so that you can save a file
anywhere other than the default destination (1)
 Save as allows you to change the file format (1) so that you can save a file in any
format other than the default format (1)
 Save as allows for version control (1) so you can go back to earlier versions (1)
Document processing
Explain one reason why colour choice is important when designing a leaflet.
 Attract attention so the reader wants to read more/see the colour and be drawn to it
 Can portray style of company so potential clients can see if it suits them
 Helps the viewer process the information so it is easier to recall the message
 Can evoke emotions so colour choice depends on the purpose of leaflet
 Suitable colour contrast to improve accessibility
Explain one advantage of using a table to present information.

The information is more organised so it is easier to read/understand
State one software facility that can be used to ensure accuracy when reviewing a
document.
 Spelling check
 Grammar check
 Proofread
 Thesaurus
Image processing
Give two features of bitmap images.
 Made up of tiny dots called pixels/made up of individual pixels
 Each pixel can be edited
 Different colour modes – e.g. RGB, CMYK
Drawbacks such as:

 Bitmap images have a large file size/ takes up more storage space
 Bitmap images are pixelated when enlarged
Explain one reason why bitmaps are suitable for photographic images.
 Bitmap images are detailed because they have a high pixel count/have high
resolutions
 Bitmap images look realistic as they represent lots of colours/can have a large
colour depth
Give two features of vector images

 Made up of lines/curves/points/shapes
 Image can be enlarged without loss of quality/distortion
 Image can be made smaller without loss of detail
 Small file size/takes up little storage space
 Based on mathematical equations
 Uses co-ordinates
Give two benefits of using a vector image for a company logo.

 Image can be made larger without distortion
 Image can be made smaller without loss of detail
 Takes up little storage space
Give one drawback of using a vector image for a company logo

Less suitable for complex graphic displays Limited colour options
We already uses the eraser tool. Give one other way to remove the unwanted object.
 Clone stamp/clone tool
 Heal/healing brush/tool
 Selection tools and layer mask/copy and paste another part of the image
Database
Explain one reason why a lookup list has been used
Save times
Explain why a lookup list is used in a database table.

Reduces errors as the user can select from a given list rather than typing it in and making
mistakes
Explain why a primary key is used in a database.

 A unique way to identify a record so that duplicate entries cannot be made
 To identify each record in a table because the primary key must be unique
 To allow relationships to be created
State one appropriate validation check that could be used on the Date field.
 Type check
 Presence check
 Range check
 Format check
Explain one reason why the field uses ‘Limit to List’ on the lookup list.
 To prevent errors because a user can only select from the list (email or mobile)
rather than being able to type in anything they wanted
 A user can’t type in anything they wanted which prevents errors
 To force the user to use only the choices given as it prevents the addition of any
new ones
Explain one reason why referential integrity should be enforced for relationships in a
database.
 It is a form of data validation (1) so it makes sure that invalid data cannot be
entered into any two of the tables (1)
 System of rules that ensure database data is valid (1) so that you cannot
accidentally delete a record in one table if it exists in a related table (1)
 You cannot accidently delete a record (1) because it is a foreign key in another
table (1)
 Invalid data cannot be entered (1) because the foreign key must exist as a primary
key first (1)
Explain one reason why Like "*haus*" would be used in a database search
 To return any occurrence of hotels with haus in their name (1) because without it
there would be no hotel with just the name haus (1)
Web Authoring
Explain one benefit of using a template to create the web pages.
 Saves time because the background colour etc could be set on both pages at time
 More consistent because settings for the pages only need to be set once
Give one advantage of using a template when setting up web pages

 To ensure consistency between pages
 Saves time (accept quicker)
 Easily follows house style
 The developer can concentrate on the content / does not have to think about the
placement and style
Explain one reason why alt text has been used on the image
 If the image does not display (1) then users would still know what the image is (1)
 Some people are visually impaired (1) which means they will still know what the
image is (1)
 Some people have limited bandwidth (1) so they would not be able to download
the image data (1)
 Images provide context to the information presented (1) which makes it clear to
users what is being shown (1)
 Images are often used to provide information that is not included in the main text
(1) so users can see still be provided with the full information (1)
Spreadsheet
Give one reason why it a benefit to use linked worksheets in spreadsheets.
 Data is automatically updated from one sheet to another
 Data can be grouped together
 Less information on one page
Give one benefit of using a header in a spreadsheet.

So the information appears on each sheet without keying in more than once.
Give one reason why a named range is used in spreadsheets.

 To make it easier to understand the contents of the cells
 Prevents errors when copying information from a cell (if the cell has complicated
data)
 To make it easier to refer to the range in a formula
Explain one reason why absolute referencing is used in a spreadsheet formula.

 Reduce errors when replicating because cell references are fixed
 Cell references do not change so they can be copied/replicated to other cells
 Formulae/functions can be replicated (accurately) because cell references do not
change
Explain one reason why an automated date and time field is used in a spreadsheet.
The date and time are always current because it updates/refreshes (when the spreadsheet
is opened)
Give one reason why number is not used as a data type for a telephone number in a
database.
 The database does not recognise the leading 0 of the phone number
 Never likely to perform a calculation with a telephone number
 May have symbols such as + (which cannot be stored in a number field)
Describe how the function =PRODUCT(A4:C4,2) works.

It multiplies the (three) cells together then multiplies the answer by 2
(A4*B4*C4) * 2(4 x 3 x 3) x 2
Give one benefit of using functions in spreadsheets.
To simplify the use of formulae/ to save time entering loads of data into a formula/ accept
examples
=A1+A2+A3+A4+A5 would be simplified to become

=SUM(A1:A5) =(A1+A2+A3+A4+A5)/5 would be simplified to become
=AVERAGE(A1:A5)
Explain one improvement you would make to the table.

 Changing colours of the background and text (1) so that the text is clearer to read
(1)
 Different use of font styles, sizes, enhancements (1) so that the text stands out
more when reading (1)
 Size of table due to font size choices (1) so the information is clearly displayed (1)
PowerPoint
Explain one benefit of using placeholders when creating a presentation.
 Consistency of slides as the placeholders are all pre-formatted
State the purpose of the length (LEN) function in a spreadsheet
 It counts the number of characters in a cell/used
 To generate the length of the contents in the cell
Give two advantages of using a master slide when creating a presentation.

 Saves time when creating the slides
 Ensures consistency between slides
 Easily follows house style
 Once created they don’t need to worry about placement and style
MailMerge
Explain one advantage of using mail merge to produce the letters.
 Saves time because she only has to write the letter once
 Reduced errors because the contact information is already in the table
 It is efficient/improves consistency because you can reuse the letter to send to
new/more contacts

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Chapter 5 - 6 QA

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File Management

Give one reason why it is important to save work regularly.

Describe the difference between data and information.

Explain one advantage of using a table to present information.

Drawbacks such as:

Give two features of vector images

Give two benefits of using a vector image for a company logo.

Give one drawback of using a vector image for a company logo

Explain why a lookup list is used in a database table.

Explain why a primary key is used in a database.

Give one advantage of using a template when setting up web pages

Give one benefit of using a header in a spreadsheet.

Give one reason why a named range is used in spreadsheets.

Explain one reason why absolute referencing is used in a spreadsheet formula.

Describe how the function =PRODUCT(A4:C4,2) works.

=A1+A2+A3+A4+A5 would be simplified to become

Explain one improvement you would make to the table.

Give two advantages of using a master slide when creating a presentation.

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