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Information Communication Technology 0417 Chapter Notes

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In this chapter

  1. 1Entering text and numbers
  2. 2Editing text: delete, move, copy and replace
  3. 3Bullets and sorting a list
  4. 4Columns and section breaks
  5. 5Superscript and drop caps
  6. 6Placing objects and wrapping text
  7. 7Create a table and place content
  8. 8Insert and delete rows and columns
  9. 9Merge cells
  10. 10Align text in cells
  11. 11Wrap text, row height and column width
  12. 12Shade cells
  13. 13Show and hide gridlines
  14. 14The purpose of headers and footers
  15. 15What goes in a header or footer
  16. 16Alignment and exact text
  17. 17File name field and field codes
  18. 18Other software: spreadsheets, databases and slides

1. Entering text and numbers

Create a new document or open the one you are given. Enter text and numbers with total accuracy. Every capital letter, spelling and number must match what the question gives.

Place the cursor where the question says, such as above the first paragraph. Check what you typed against the question before you move on.

Examiner insight

“Some candidates had capitalisation or typographical errors in the text entered.” “Most candidates entered the text accurately with only a few keying ‘Cassava’ with a lower case ‘c’.”

Worked example 11 mark

At the start of the document, above the first paragraph, enter the title:

Tawara Electric Vehicle Motor Company

  1. 1

    Place the cursor at the start of the document, above the first paragraph.

  2. 2

    Title entered accurately: Tawara Electric Vehicle Motor Company, with the capital letters as given [1]

2. Editing text: delete, move, copy and replace

Highlight text by selecting it. Delete it, or cut and paste it to move it. Drag and drop also moves highlighted text. Copy and paste leaves the original in place, so it is not a move.

A moved paragraph keeps its style: the same alignment, space below it and line spacing.

To replace a word wherever it occurs, use find and replace, and replace all. Every instance in the document must change.

Examiner insight

“Some candidates copied the paragraph instead of moving it. The GA-body style formatting applied to this paragraph was often lost in the move with the paragraph no longer justified, the 6 point space below the paragraph lost or the line spacing changed.”

Worked example 11 mark

Replace the word started with the word begun wherever it occurs in the document.

  1. 1

    Open find and replace. Find `started`, replace with `begun`, and choose replace all.

  2. 2

    All 3 instances of started in the document replaced with begun [1]

3. Bullets and sorting a list

Select only the text the question names, so the bullets are on the correct text. Apply the style asked for, such as square bullets. Set the bullet indent in centimetres from the left margin.

Set single line spacing with no space before or after each line. Only the last item gets a space after it.

To sort a list, select the bulleted text. Descending order runs from Z to A, or from the largest number down.

Examiner insight

“Some candidates did not set the bullet indent accurately or did not amend the default indent measurement.” “The bulleted items were often not in single line spacing and a 6-point space had not been left after the last item in the list.”

Worked example 13 marks

Apply square style bullets to the text from:

special rubber compound …

to

… energy saving.

Format the bulleted text with:

• the bullets indented 1.5 centimetres from the left margin • single line spacing with no space before or after each line • a 7-point space after the last item.

  1. 1

    Select from `special rubber compound` to `energy saving.`, and no other text.

  2. 2

    Square bullets applied to the correct text [1]

  3. 3

    Bullet indented 1.5 cm from the left margin [1]

  4. 4

    Single line spacing, 0 pt before and after each line, and 7 pt after the last item [1]

4. Columns and section breaks

To put only part of a page in columns, select exactly that text. Start at the subheading and end at the final full stop of the last paragraph named. Apply the number of columns asked for.

The columns need a section break, not a page break. The first break goes above the subheading, so the subheading is in the columns too.

Set the column spacing in centimetres. Do not leave it at the default value.

Examiner insight

“Several did not include the final full stop in their selection. The initial column break was occasionally inserted below rather than above the subheading and sometimes a page break was inserted instead of a section break. The space between the columns was not always changed from the default value.”

Worked example 12 marks

Select the subheading Tawara New Location and the following text up to and including the paragraph ending … parts which fail.

Change the page layout so that only this text is displayed in 2 columns of equal width with a 2 centimetre space between the columns.

  1. 1

    Select from the subheading to the final full stop after `parts which fail`

  2. 2

    Section break applied to the correct text only [1]

  3. 3

    2 columns, with 2 cm column spacing [1]

5. Superscript and drop caps

For superscript, select only the symbol and text asked for. Include the symbol, such as an asterisk. Leave out the rest of the cell or line. Bold, underline or a larger font size is not superscript.

A drop cap is applied to the first letter only of a paragraph. Set the number of lines it drops, such as 2 lines, and check the character is fully visible.

Examiner insight

“Few candidates were able to format the text to display superscript and those that did often applied it to more text than required. Some candidates applied bold or underlined, or made this text larger.” “A small number did not attempt this, and those that did, often did not apply the superscript to the asterisk.”

Worked example 11 mark

Locate the symbol and text *monthly in the table and format it to be superscript.

  1. 1

    Find `*monthly` in the table. Select the symbol and the word, and nothing else.

  2. 2

    Superscript applied to only the symbol and text [1]

6. Placing objects and wrapping text

Objects can come from many sources: text, an image, a screenshot, a shape, a table, a graph or chart, a spreadsheet extract or a database extract.

Place the object in the paragraph the question names. Resize it with the aspect ratio maintained, so it is not distorted.

Set the text wrapping the question asks for: above, below, square or tight. Then align it as instructed, for example to the left margin and the top of the paragraph.

Examiner insight

“This was mostly achieved accurately, although occasionally placed in the wrong paragraph or not set with text wrapped.” “Errors in alignment relative to the text, exact positioning within the document and resizing to half the column width with no distortion of aspect ratio were all observed errors.”

Worked example 13 marks

Place the image `bridge.png` at the start of the second paragraph. Resize it to 6.5 centimetres wide, maintaining the aspect ratio. Wrap the text square round the image and align it with the right margin.

  1. 1

    Image placed in the second paragraph [1]

  2. 2

    Width set to 6.5 cm with the aspect ratio maintained, so it is not distorted [1]

  3. 3

    Square text wrap applied and the image aligned to the right margin [1]

Recap

  • Enter text and numbers with total accuracy: spelling, capitals and numbers exactly as given.
  • Move text with cut and paste or drag and drop, and keep its style. Copy and paste leaves the original behind.
  • Find and replace with replace all changes a word wherever it occurs.
  • Bullets go on the named text only. Set the indent in centimetres, single line spacing, and the space after the last item.
  • Columns need the exact selection, a section break above the subheading, the right number of columns and the stated spacing.
  • Superscript: only the symbol and text asked for. Drop cap: first letter only, the right number of lines, fully visible.
  • Place objects in the right paragraph, maintain the aspect ratio, apply the text wrapping asked for and align as instructed.

7. Create a table and place content

A table is made of rows and columns. Create the table with the number of rows and columns the task gives.

Then place text or objects in the cells the task names.

Worked example 12 marks

Create a table with 5 rows and 3 columns. Type the word Date in the first cell of row 1.

  1. 1

    Table created with 5 rows and 3 columns [1]

  2. 2

    Date typed in column 1 of row 1 [1]

8. Insert and delete rows and columns

Editing a table includes inserting rows and columns and deleting rows and columns. Put a new row or column in the position the task gives.

To delete, remove the entire column and contents. Deleting only the contents leaves a blank column in the table.

Examiner insight

“Most candidates inserted a new row in the table, but this was not always positioned in the correct place with several candidates adding this as the last row of the table. A small number of candidates did not create a new row but pressed return, so the Wheat row extended to two lines.” “A few candidates deleted the contents but left a blank column in the table.”

Worked example 11 mark

Locate the table in the document. Delete the entire column and contents with the heading Mileage Interval

  1. 1

    Column Mileage Interval and contents deleted [1]

9. Merge cells

Merge cells makes the cells you select into a single cell. Select only the cells the task names.

A merged title row usually has its text centre aligned over the columns below it.

Examiner insight

“Errors in merging included merging all the cells in the first two rows so all four cells became a single cell and merging the first column instead of the first row.” “It was only the first row that was to have two columns merged with the text in it centred. Sometimes all rows had the first two columns merged.”

Worked example 13 marks

Row 1 of a table has four columns. Make the title in row 1 a single cell, centred over the table.

  1. 1

    Only the four cells of row 1 selected [1]

  2. 2

    Cells merged into one cell [1]

  3. 3

    Title centre aligned in the merged cell [1]

10. Align text in cells

Horizontal cell alignment is left, right, centre or fully justified. Vertical cell alignment is top, middle or bottom.

A task may ask for both, such as centred horizontally and vertically within the cell. Use the alignment functions of the software. Do not insert extra space to move the text.

Examiner insight

“The most common error was not centring the text both vertically and horizontally within the cell.” “Centring the text vertically and horizontally within the cell was not always done with the precision required with some candidates inserting extra space to try and centre the text rather than using the functions of the software.”

Worked example 12 marks

Centre the heading in row 1, column 1 both horizontally and vertically within its cell.

  1. 1

    Horizontal alignment set to centre [1]

  2. 2

    Vertical alignment set to middle [1]

11. Wrap text, row height and column width

Wrap text within a cell displays long text on more than one line in the same cell. Adjust the row height and column width to suit the data.

When a task says the text displays on one line, adjust the column widths. The table borders and all data must still fit within the column width of the page.

Examiner insight

“A number of candidates did not adjust the table column widths, so the data displayed on one line. The table borders and data often extended outside the column width.” “The table text was not always displayed on one line and table borders and text often extended into the margins.”

Worked example 12 marks

Make all the text in each row of the table display on one line. The table borders and all data must fit within the column width.

  1. 1

    Column widths adjusted so all the text in each row displays on one line [1]

  2. 2

    Table borders and all data within the column width [1]

12. Shade cells

Shading or colouring a cell sets the background fill of the cell. Select the cells named in the task and no others.

Shading the text itself is a different setting and does not earn the mark.

Examiner insight

“The light grey shading was occasionally applied to the text and not as a background fill to the cell.” “The light grey fill was occasionally applied to the text and not as a background fill to the cell or extended to more than two rows – most commonly the complete table.”

Worked example 12 marks

Apply a light grey fill to the cells in rows 1 and 2 of the table.

  1. 1

    Light grey applied as background fill of the cells [1]

  2. 2

    Fill applied to rows 1 and 2 only [1]

13. Show and hide gridlines

A table has internal gridlines between its cells and external gridlines around its edge. Show them, or hide them, as the task says.

Internal and external lines can differ: a task may give 1-point internal borders and thicker external borders. Set the two thicknesses separately.

Examiner insight

“The majority of candidates applied some gridlines to the table, but these were usually all the same thickness; either all 0.5 point or all 3-4 point, few displayed thicker lines as outside borders.” “A number of candidates included internal gridlines and/or used the default border width instead of increasing this external border to 3 – 4 point.”

Worked example 14 marks

Format the table so that: all the text in each row displays on one line; 1-point internal black borders and 2- to 3-point external black borders are displayed; the text in column 1, row 1 and column 2, row 2 is aligned to the bottom of the cell; table borders and all data fit within the column width; there is a 7-point space after the table.

  1. 1

    Row 1 column 1 vertically aligned to the bottom of the cell [1]

  2. 2

    1 pt internal black borders [1]

  3. 3

    2 to 3 pt external black borders [1]

  4. 4

    Borders and data within column width, all data on one line, 7 pt space below table [1]

Recap

  • Create the table with the number of rows and columns the task gives.
  • Insert rows and columns where the task says. Delete the entire column, not just its contents.
  • Merge only the cells named. Centre the title in the merged cell.
  • Horizontal: left, right, centre, fully justified. Vertical: top, middle, bottom.
  • Adjust column width so data is on one line and the table stays within the column width.
  • Shading is a background fill on the named cells only.
  • Set internal gridlines and the external border separately when the task gives two thicknesses.

14. The purpose of headers and footers

A header is the area at the top of every page. A footer is the area at the bottom of every page. Whatever is placed in them appears on every page.

They hold text and automated items that each page needs, such as the file name, the page number and the date. Typing the item once saves the author typing the data on each page.

Examiner insight

“A general misconception was that a header was entered on the top of the document instead of the top of the page.” “Some answers lacked detail with responses like ‘the header saves time’ instead of ‘typing the header saves time for the author typing out the data on each page’.”

Worked example 12 marks

Explain the purpose of a footer in a long document.

  1. 1

    A footer holds items, such as the page number, that are repeated at the bottom of every page. [1]

  2. 2

    Typing it once saves the author keying the data on each page. [1]

16. Alignment and exact text

Align the contents consistently within a document. The choices are to the left margin, to the right margin or centred within the margins. The alignment must match the page margins on all pages.

When a task gives a text, key it accurately: the same capitals and punctuation, then a space, then the name, centre number and candidate number. Keep all of it on a single line with one alignment. Remove any placeholder text the software adds.

Examiner insight

“Occasionally the header items did not align with the page margins on all pages and candidates who used the built-in content control to align the items did not always remove superfluous text or placeholders in the header and/or footer areas.” “A few candidates omitted their centre number and/or candidate number from the footer details or incorrectly split their identification details in the footer area so their name was right aligned, the centre number centred and the candidate number left aligned, omitting the page number altogether.”

Worked example 13 marks

Place in the SUVMODEL document:

• a right-aligned header on a single line, with the text: Press release by: followed by a space then your name, centre number and candidate number.

• a left-aligned footer with automated page numbers.

  1. 1

    Header: Press release by: text entered accurately. [1]

  2. 2

    Header: space, name, centre number, candidate number on a single line, right aligned. [1]

  3. 3

    Footer: automated page number, left aligned. [1]

17. File name field and field codes

A file name is file information. Insert it as an automated file name field, not typed text. The task may say no path, so the folder names do not appear.

To prove a field was used, display the field codes and capture the code. Then turn the field codes off.

Examiner insight

“A few candidates included the file path.” “A few placed their name and details on the right and the automated filename on the left.”

Worked example 14 marks

Place in the TAWARAGARAGES document:

• a centre-aligned header on a single line, with the text: Document Author: followed by a space then your name, centre number and candidate number

• on a separate line in the header enter an automated file name. Do not include a path

• a centre-aligned footer displaying automated page numbers.

Display the document field codes. Take a screenshot to show the code for the automated file name field.

  1. 1

    Header text Document Author: 100% accurate. [1]

  2. 2

    Space, name, centre number, candidate number on the same line, centre aligned. [1]

  3. 3

    Automated page numbers centre aligned. [1]

  4. 4

    Screenshot evidence of the automated file name field code, no path. [1]

18. Other software: spreadsheets, databases and slides

Headers and footers are also used in spreadsheets. A task names the side and the area, such as right aligned in the footer. Read which area is asked for: the header and the footer are not interchangeable.

A database has a page header and footer area and a report header and footer area. Know which one the task needs.

In presentation software the question may give different instructions for the header, body and footer areas.

Examiner insight

“Some candidates mixed up the elements needed on the right and the left sides or included punctuation such as a colon after the specified text.” “Candidates inserted their identification details which ensured the task could be marked, but a number inserted these in the header instead of the footer.”

Worked example 11 mark

Enter, right aligned in the footer, the text Spreadsheet by followed by a space then your name, centre number and candidate number.

  1. 1

    Text Spreadsheet by with a space then name, centre and candidate number, right aligned in the footer. [1]

Recap

  • A header is at the top of every page and a footer is at the bottom of every page.
  • Items in them repeat on every page, so the author keys them once.
  • Use fields for page number, total pages, date, time and file name.
  • Align to the left margin, the right margin or centred within the margins, the same on every page.
  • Key the given text exactly, with a space and no extra colon, on a single line.
  • Remove placeholder text. Put details in the area the task names.

End-of-chapter exercise

Test yourself on the whole chapter. Work through these before moving on.

  1. State one way to move a paragraph to a new place in a document so that no copy is left behind.1 mark
  2. The title to enter is `Greenfield Cycle Club`. A candidate types `greenfield Cycle club`. State why this would not gain the mark.1 mark
  3. The word `colour` must be replaced with the word `hue` wherever it occurs in a long document. Describe how to do this.2 marks
  4. A bulleted list reads: Mango, Apple, Pear, Banana. The list is sorted into descending order. Write the new order.1 mark
  5. A table cell contains the text `*monthly` followed by more words. State what must be selected to format the symbol and the word `monthly` as superscript.1 mark
  6. The four lines `Seat belts`, `Air bags`, `Door locks` and `Child locks` must be bulleted in single line spacing, with no space before or after each line and an 8-point space after the last item. State the space before and the space after, in points, for each line.3 marks
  7. A paragraph starts with the word `Welcome`. A drop cap that drops 3 lines must be applied to this paragraph. State three things that must be true of the finished drop cap.3 marks
  8. The image `logo.png` must be in the first paragraph, 5 centimetres wide with the aspect ratio maintained, with the text wrapped square round it. A candidate's image is in the second paragraph. It is 5 centimetres wide but stretched taller than the original, and no text wrapping is set. State three things that are wrong.3 marks
  9. In a club handbook, only the section from the subheading `Opening Times` to the paragraph ending `... on public holidays.` must be displayed in 3 columns with a 1.5 centimetre space between them. A candidate inserts a page break below the subheading, selects the text up to but not including the last full stop, sets 3 columns and leaves the column spacing unchanged. Identify four mistakes and state what should have been done.4 marks
  10. A leaflet for a railway museum is being edited. Its body style is fully justified with a 6-point space after each paragraph. (a) The paragraph beginning `Steam days` must be moved to become the last paragraph. A candidate uses copy and paste, and the pasted paragraph is now left aligned. State two things that are wrong. (b) The symbol and text `*weekends only` must be superscript. The candidate applies superscript to the word `weekends`. State exactly what should have been selected. (c) After the move is done correctly, the image `engine.jpg` must be placed in the last paragraph, with the text wrapped tight round it, aligned to the right margin and the top of the paragraph. State which paragraph the image goes in, and what else must be true of it.5 marks
  11. A table must hold the names of 12 pupils in 3 columns, one name in each cell. State the number of rows needed.1 mark
  12. A candidate must add a new row between row 2 and row 3 of a table. Describe how this is done.2 marks
  13. A task says: delete the entire Age column and its contents. A candidate selects the cells in the column and presses the delete key. Explain what is wrong.2 marks
  14. Row 1 of a table with four columns must hold a title in one cell, centred across the table. State two steps.2 marks
  15. A candidate presses the space bar many times to move a heading to the centre of a cell, both horizontally and vertically. Give the correct method.2 marks
  16. List the four horizontal alignments and the three vertical alignments for text in a cell.2 marks
  17. The data in a table displays on two lines in some cells. The table must keep every row on one line and stay between the page margins. State what to change.2 marks
  18. A table has 6 rows. Rows 1 and 2 must have a light grey fill. A candidate selects the text in all 6 rows and applies grey shading. Describe the mistakes and the correct method.3 marks
  19. A bus timetable table has 4 columns and a title in row 1. The task said: merge the cells of row 1 only; apply a light grey fill to rows 1 and 2; display 1-point internal gridlines and a 3-point external border. On the candidate's printout, column 1 is one tall cell, every row is grey and every line has the same thickness. Identify each mistake and state its correction.4 marks
  20. A page has a column width of 12 cm. A stock table on it has 6 rows and 4 columns, each column 3.5 cm wide. The text in column 1 needs 5 cm to display on one line. Each of the other three columns needs at least 2 cm. A title row, Stock List, must be added at the top as a single cell centred over the table. All text must display on one line, and the table borders and all data must fit within the column width. Show that the table does not fit now, give column widths that meet the task, and describe how to add the title row, stating the number of rows the table then has.6 marks
  21. State where a header appears.1 mark
  22. Give two items that can be placed in a footer.2 marks
  23. A school puts its name in the header of a 40-page document. Explain why.2 marks
  24. A student keys the number 1 in the footer. Every page of the document now shows 1. State the mistake and how to correct it.2 marks
  25. A header must be right aligned. On some pages the text stops short of the right margin. Describe how to correct this.3 marks
  26. A task asks for all identification details on one line in the header, right aligned. A student aligns the name left, the centre number centred and the candidate number right. Explain what is wrong.2 marks
  27. A task asks for the footer text Report by followed by a space then your name, centre number and candidate number. A student types Report by: Sam Ng. Give two errors.2 marks
  28. A footer must read Page 4 of 9 on page 4 of a nine-page document. Describe how to create it.3 marks
  29. A swimming club prints a 6-page results document on 9 October. The file was created on 3 February. The task asks for a header on a single line with: • on the left, the text Results by followed by a space then the secretary's name • on the right, today's date, a space, the word at, a space, then the time, both automated. The printed header shows Results By: A Khan on the right and 3 February at 09:15 on the left. Identify four errors and explain how to correct the date.5 marks
  30. A museum prints an 8-page visitor guide. The task asks for: • a centre-aligned header on a single line with the text Guide Author: followed by a space then the author's name • on a separate line in the header, an automated file name with no path • a right-aligned footer reading Page, the automated page number, of, then the automated total number of pages. Page 1 of the printout shows, centred at the top, Guide Author: R Osei and under it Documents/Guides/guide8.docx. At the bottom right it shows Page 1 of 8 followed by the placeholder words Type here. Page 2 shows nothing at the top. At the bottom right it shows Page 1 of 8 followed by Type here. (a) Identify four faults and state how to correct each one. [4] (b) Explain why the printout cannot show whether the 8 is automated, and state how the author can show that it is. [2]6 marks

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