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5 Lesson 4: Revision of Term 1 practical concepts [45 mins] | UCT OHS

9.5 Lesson 4: Revision of Term 1 practical concepts [45 mins]

Site: UCT Online High School Printed by: Lorena Gouws
Course: G12 Computer Applications Technology 2024-01 Date: Wednesday, 13 March 2024, 7:32 AM
Book: 9.5 Lesson 4: Revision of Term 1 practical concepts [45 mins]

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Description

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3/13/24, 7:34 AM 9.5 Lesson 4: Revision of Term 1 practical concepts [45 mins] | UCT OHS

Table of contents

1. Introduction

2. Practical concepts

3. Let's recap!

4. Conclusion and References

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3/13/24, 7:34 AM 9.5 Lesson 4: Revision of Term 1 practical concepts [45 mins] | UCT OHS

1. Introduction
During Term 1, you learnt some practical skills on how to use spreadsheets, databases and word processors. Let's look at what you have learnt:

In Excel, you reviewed variations on functions that you already learnt and looked at some new complex functions, such as COUNTIFS,
SUMIFS, nested IF, VLOOKUP and HLOOKUP. You also looked at how you can use date and time functions.
In Access for databases, you delved deeper into queries and reports by learning how to group data and use calculations to customise
your queries and report. For tables, you looked into data validation and the different ways you can ensure your data is valid in a
database.
In Word, you learnt more about how to improve a document's layout and use bookmarks and hyperlinks. You also learnt how you can
review a document by using track changes and comments.

By the end of this lesson, you will be able to:

Use all practical concepts learnt in Term 1 in Excel, Access and Word.

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3/13/24, 7:34 AM 9.5 Lesson 4: Revision of Term 1 practical concepts [45 mins] | UCT OHS

2. Practical concepts
2.1 Spreadsheets
Spreadsheets are helpful in analysing data. We previously covered the various functions you can use in Microsoft Excel and how you can
manipulate and combine those functions to your advantage and process the data into information.

2.1.1 Variations on common functions

We looked at the following variations of the ROUND and IF functions. Click on each one to find out more:

 ROUNDUP

 ROUNDDOWN

 SUMIF

 COUNTIF

2.1.2 Advanced functions

You can use advanced functions to solve complex problems. We looked at the following advanced functions. Click on each one to find out
more:

COUNTIFS


The COUNTIFS function is used to count the number of cells that meet more than one condition.

For example: =COUNTIFS(B3:B15,"15",D3:D15,"yes")

 SUMIFS

 Nested IF

 VLOOKUP

 HLOOKUP

2.1.3 Date and time calculations

We can use basic operators, such as plus, minus, multiply, and divide to perform calculations on dates and times. We can enter and format
dates and times in a number of ways.

Watch the below video to revise how you can use date and time functions:

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3/13/24, 7:34 AM 9.5 Lesson 4: Revision of Term 1 practical concepts [45 mins] | UCT OHS

MS Excel | Date Functions

Video 1: Date functions.

2.2 Databases
Databases are a group of data that is processed and analysed to provide certain information. A properly designed database makes it easier to
get information and prevents any unnecessary data from showing in the database. Not only that, but it also ensures data is accurate.

Tables

Forms

Queries

Reports

2.3 Word processing

You can use word processors to manipulate text by creating, editing, and storing documents. You can also correct any errors and use various
ways to review any edits you or a reviewer made to your document. You can further create and use electronic forms to collect and capture data
which you then can analyse.

2.3.1 Enhance a document

You can use specialised features, such as line breaks to improve paragraphs, bookmarks to help navigate the document and hyperlinks to
reference certain elements in the document. All of this allows you to simplify and enhance your document.

You can follow the below steps to prevent Widows and Orphans. This is a built-in feature and is applied to the whole document:

1. Click on the content-related expander at the right-hand bottom side of the Paragraph section.
2. Click on the Line and Page Breaks tab.
3. Click on the Widow/Orphan control option under the Pagination section.
4. Click on the OK button. This will apply to the whole document, but if you selected a specific paragraph, it will only be applied to that
paragraph.

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3/13/24, 7:34 AM 9.5 Lesson 4: Revision of Term 1 practical concepts [45 mins] | UCT OHS
You can follow the below steps to prevent breaks between paragraphs of a specific style:

1. Select the paragraph you want to keep together.

2. Click on the content-related expander at the right-hand bottom side of the Paragraph section.
3. Click on the Line and Page Breaks tab.
4. Click on the Keep with Next option under the Pagination section.
5. Click on the OK button.

You can follow the below steps to prevent paragraphs from separating over two pages:

1. Select the paragraph lines you want to keep together.

2. Click on the content-related expander at the right-hand bottom side of the Paragraph section.
3. Click on the Line and Page Breaks tab.
4. Click on the Keep Lines Together option under the Pagination section.
5. Click on the OK button.

Bookmarks and hyperlinks are used to mark a word, image or location to manoeuvre around in the document or open another document. You
can follow the below steps to create a bookmark and hyperlink:

1. Select the text or image you want to use as a bookmark or hyperlink.

2. To create a bookmark, click on the Bookmark button under the Insert tab, type in the name of the bookmark and click on the Add
button.
3. To create a hyperlink, click on the Link button under the Insert tab and select the Insert Link option.
4. Select the source that you want to link to, such as a file, webpage, a place in the document, or an email address and click on the OK
button.

2.3.2 Review a document

We can use features in Microsoft Word to correct errors, review a document, and apply or reject those edits. One of the most useful features is
Spelling and Grammar. Not only does this feature suggest the right word for the spelling or grammar error but you can also choose to ignore
or add the words to your dictionary.

Before sending off your document you can use the Track changes option to keep track of any changes a reviewer made to your document
and you can either accept or reject these changes. Not only will a reviewer make changes to your document, but they might also use
comments. This can be very useful when they need to include more information, make suggestions for that specific text, or want to ask
questions about the text.

Watch the below video to recap how you can use the Track changes option in Word:

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3/13/24, 7:34 AM 9.5 Lesson 4: Revision of Term 1 practical concepts [45 mins] | UCT OHS

MS Word | Track Changes

Video 11: MS Word: Track changes.

You can follow the below steps to compare documents:

1. Open the original version of the document.

2. Click on the Compare button under the Review tab.
3. Select the Compare option from the drop-down list. The Compare Documents will display.
4. Select the edited version of the document by clicking on the File icon on the right-hand side.
5. Click on the OK button. Word will generate a new document once it has compared both versions. The changes will display in red markers
and coloured mark-ups.
6. Click on the Close button on the top right-hand side of the screen to exit this mode.

You can follow the below steps to add and delete a comment:

1. Highlight or select the text you what to comment on.

2. Click on the New Comment button under the Review tab. A comment box will display.
3. Type in your comment.
4. Press the Esc key to close the comment box.
5. If you want to delete the comment select the comment you want to delete.
6. Click on the Delete button under the Review tab.
7. Select the Delete or Delete All Comments in Document options from the drop-down list.

2.3.3 Electronic forms

Electronic forms are an easy way of gathering data from various sources all over the world. You can customise an electronic form by using the
options in the Controls section under the Developer tab. Watch the below video to recap electronic forms:

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3/13/24, 7:34 AM 9.5 Lesson 4: Revision of Term 1 practical concepts [45 mins] | UCT OHS

MS Word | Forms

Video 12: MS Word: Forms.

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