This unit introduces candidates to a range of software applications used to support each function of a business. It helps candidates to understand how a business can use software to capture, store, retrieve and analyse data so as to meet its requirements.
1.1 Selection and Use of Appropriate Software for
• types of data
• uses of data
• presentation of data.
Candidates should be able to select and use appropriate software for business functions to capture and store data, taking into account the need for retrieval, ease of analysis and dissemination in appropriate formats.
Candidates should be aware that data can come in a number of forms, eg text (qualitative), numerical and graphical (quantitative) and from a variety of internal and external sources. When selecting software to process data, candidates need to understand how the data will be used and the capabilities of different software, eg spreadsheets and databases can be used to capture data and perform calculations, and word-processing can be used to tabulate information and import graphics.
Candidates should be able to design appropriate formats for presenting data for different purposes and for a variety of business functions, eg word-processed documents for an event, a
spreadsheet to record payments and expenses, a database to record market research information and desk top publishing and graphics software to design a job advertisement.
Candidates should be able to import objects and data from one software application to another, eg insert a chart into a word processed document, export a database file into a spreadsheet and create a mail merged letter.
1.2 Using Appropriate Software: Word Processing
• create a document for business purposes
• use a range of fonts and page layouts
• use a range of graphics
• combine text and graphics.
Candidates should be able to compose and input information accurately (ie correct spelling, punctuation and grammar) into a word document using a conventional layout for documents such
as agendas, minutes, letters, advertisements and flyers.
Candidates should be able to use a range of formats (font sizes, colour, style and type) and paragraph formats (line spacing, correct indentation (with bullet points) and alignment).
Candidates should be able to produce a range of page layouts, including: the use of columns, tables, text boxes, headers and footers.
Candidates should be able to produce a range of graphics, including: ‘call outs’, word art, pictures, drawings, diagrams and borders (for text, pages and objects).
Candidates should be able to combine text and graphics in a variety of ways, eg by overlaying text on a graphic.
1.3 Using Appropriate Software: Spreadsheets
• create a spreadsheet for a business purpose
• manipulate data
• use single and multiple (linked) sheets to create tables
• key in labels, values, formulae and functions
• create and apply validation rules
• use conditional formatting
• create charts.
Candidates should be able to input data accurately using appropriate headings, titles, headers and footers.
Candidates should be able to format rows, cells and column widths.
Candidates should be able to use formulae and functions to carry out a range of calculations, eg sum, average, max, min and if.
Candidates should be able to choose an appropriate page format and print with grid lines.
Candidates should be able to select a data series to create charts, using a variety of chart formats and be able to insert titles, legends and other text.
1.4 Using Appropriate Software: Databases
• design and create appropriate data capture
• design and create database tables
• sort records using single or multiple criteria
• search records using single or multiple criteria
• filter records data and create reports.
Candidates should be aware of the need for data capture forms to be designed in a logical manner and, where appropriate, create input masks.
Candidates should be able to encode data to make data entry more efficient. When designing and creating database tables, candidates should be able to identify the data type and insert, edit and delete fields.
When creating reports to meet specific formats and requirements, candidates should be able to display field headings and titles. They should be able to choose an appropriate title for a report.
1.5 Using Appropriate Software: Graphics
• create graphics
• edit graphics
• combine text and graphics.
Candidates should be able to create simple freehand and geometric shapes, use shading, patterns and a range of line styles. When editing graphics, candidates should be able to re-size and move graphics.
1.6 Using Appropriate Software: Presentation
• create slide(s) for a business presentation
• create transitions and animations
• modify presentations
• create presenter notes
• create handouts.
Candidates should be able to create a new slide or slides, using either a blank slide or a template, to be used for a short presentation.
Candidates should use a consistent style for their presentation to reflect the audience and purpose.
Candidates should be able to insert and format text, using text boxes, including the use of bullet points.
Candidates should be able to format the layout of a slide using text boxes and graphic objects, (eg charts, pictures, clip art and shapes), format colours and lines, (eg borders and objects).
Candidates should be able to resize, crop, align and move objects, change background colour of slides and add/insert slides including one or more from a separate presentation.
Candidates should be able to use transitions and animation effects, print specified numbers of slides per page and create and print presenters’ notes and handouts.
1.7 Using Appropriate Software: Web Authoring
• create a business web page
• animate text
• create hyperlinks.
Candidates should be able to create a web page ensuring there is a consistent page format.
Candidates should be able to compose and input information accurately (including correct spelling, punctuation and grammar), use a range of formats (font sizes, colour, style and type) and paragraph formats (line spacing, correct indentation (with bullet points) and alignment).
Candidates should be able to animate text, change background colour, use borders and lines, insert images and use frames.
Candidates should be able to create hyperlinks to enable users to move around and between pages.
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