Information Technology
Outcome 2: Software
[HIGHER]
Introduction
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Part 1: Types and uses of application software
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Part 2: Identifying the uses of each type of software
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Part 3: Using software to produce complex information 19
Acknowledgements
No extract from any source held under copyright by any individual or organisation has been
included in this learning pack.
All screen images are copyright of the Microsoft Corporation.
ABOUT THIS SECTION
INTRODUCTION
What this section is about
This section is all about the types and uses of application software and how they can be
used to produce complex information.
Aims and objectives of this section
The aim of this section is to introduce you to the uses of a range of application packages.
By the end of this Study Section you will be familiar with:
• the types of application software available
• the characteristics and uses of application software
• how to use application packages to produce complex information.
Approximate study time for this section
This section will take approximately 10 hours to complete.
Resources required for this section
To complete this section you will need
• access to a computer and a range of application packages including Access, Excel, Word,
Paint, Freecell and Internet Explorer.
Assessment information for this section
You will complete a practical assignment using appropriate software packages to produce
complex information. At least two presentation styles must be used, selected from graphics,
video, audio or text.
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TYPES AND USES OF APPLICATION SOFTWARE
PART 1
What is an application package?
An application package consists of the application program (in some cases a set of programs
will be required to carry out the task) stored on suitable media, usually floppy disk but CD
ROMs are becoming more popular, along with appropriate documentation.
As the demand for packages has grown so has the range on offer. There are two broad
types of packages:
• specialist, aimed at a specific set of users (such as specially tailored databases for travel
agents and estate agents)
• general purpose packages which aim to solve a general problem for a wide variety of
users (for example, word processing is a task common to practically all computer users).
Specialist packages may be commissioned by individuals or groups of people. In the case of
specific occupational areas, groups often include the trade or professional associations.
Common types of general purpose application packages
There are a huge number of application packages available. Some of the most
common include:
word processing
spreadsheet
financial
database
graphics
communications.
Word processing packages are used to prepare all kinds of text documents which are then
stored electronically. This means the text can be recalled when required and altered
without the need to retype the whole document. Text can be deleted, other text added and
different layouts can be tried out on the screen before printing. The quality of output is
increased by using word processing packages and the preparation time is greatly reduced.
Database application packages are designed to make the handling of data much simpler.
At its simplest, a database is nothing more than a collection of data, usually stored in files.
Database packages provide facilities to create files, add data to files, modify data, delete
data and select data with specified characteristics.
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TYPES AND USES OF APPLICATION SOFTWARE
Spreadsheet packages were developed because traditional paper-based spreadsheets
were very time-consuming to prepare with pencil and calculator as they needed to be
written, formulas calculated and often recalculated and rewritten many times until they were
complete. The facilities within a spreadsheet package allow sheets to be set up with initial
values and formulas to perform the calculations. Thereafter, when a key figure is altered, all
related values will be automatically changed. In addition, spreadsheet packages allow the
user to try out ‘what if...?’ scenarios. For example, a spreadsheet could be used to model
what would happen to stock management costs if production was increased.
Graphics packages translate numerical results into pictures, i.e. graphs. For instance,
business graphics packages can produce a variety of graph types, such as line, bar and pie,
from a list of numbers, essential for anyone trying to communicate the meaning of the data to
others quickly and easily. Other types of graphics packages can be used to create and
manipulate pictures, e.g. to change their size or their contrast.
Financial packages are used to organise and control the flow of money. They are most
commonly used within business organisations, but there are a range of packages available
for home use. This type of software includes the special software used by accountants.
Communications packages are vital for sharing
information among users and computer systems.
The software controls the transmission and
receiving of data between the various systems.
Networks, electronic mail and, of course, accessing
the Internet all require this type of application
package.
Specialised applications
Many organisations have very particular needs in terms of what they want a computer
system to do. In these cases, a specialised application package may be required. The
example below describes how the retail trade uses information technology to meet the
needs of its business.
Supermarket system
The grocery retail business is one of the most price-sensitive markets today. For example,
one supermarket chain will lure customers away from a competitor by offering lower prices
and/or by providing a better service, such as a quicker checkout operation. Cheaper prices
can be achieved by increasing the volume of sales or reducing costs, for example by
becoming more efficient.
In order to reduce operational costs while maintaining or improving customer service, most
supermarkets have introduced automated checkouts which require very little operator
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activity. This type of system utilises the universal product code in the form of a printed
barcode. When the barcode is read by being passed over a fixed laser scanner, the price of
the item is added to the customer’s bill, but what is more useful and plays a bigger part in
reducing costs is the information that can be automatically captured.
The use of automated checkouts means increased productivity, minimised mistakes, and
improved customer service. The information captured brings other benefits such as
allowing goods to be reordered from suppliers automatically. The information captured at
the checkouts can be used to identify which goods are selling well and which are not, times
of the day or week when particular items sell, or peak times of activity.
Like all systems, automated checkout systems have some limitations. They are very
expensive to set up initially. The system chosen has to be reliable and readily available, and
training needs to be offered to staff. Provision has to be made for when part or all of the
system fails and for items which are not barcoded.
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Characteristics of application software
Each type of application package has its own set of characteristics or facilities. For
example, a list of facilities commonly found in packages might include those listed below.
Help
built-in tutorial or reference library to the main features of the
package
Save
facilities to save to different media or to save automatically
Editing
being able to add data and edit it at a later time
Sort
sort information into order, for example alphabetically or
numerically
Search and replace
find specified information and replace it with something else
Calculate
perform simple calculations on figures
Moving text
take text from one location and place it in another
Graphics
add and manipulate graphics elements
Text formatting
format size, font and style
Page formatting
choose how to lay out the page, for example margins, headers and
footers, landscape or portrait
Different page views
being able to see the page in different ways
Proofing
automatic spelling and grammar checks
Communications
being able to send and receive data from other users
Printing
printing all or parts of the data; printing multiple copies.
Not every type of package has all of these facilities. Each package has its own unique
features and facilities. For example, you cannot assume that every word processing package
has the same features and carries out particular tasks in the same way.
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A1
Characteristics of application packages
In this activity you will complete a series of tasks using a range of application packages. Each
task is completed in a package designed for what needs to be done. As you work through
each task, think about the facilities available within the package you are using.
The instructions for each task are brief. If you get stuck, use the Help available within each
package to obtain more information.
Task 1: Word processing
For this task you will use a word processing package to prepare the text for an advertising
flyer for a local sports shop. The package you will use is Microsoft Word.
Start Word
Ø Click on Start then Programs then Microsoft Word.
Add text
Ø Type in the text below exactly as you see it, pressing Return three times between each
line of text.
Too broke to pay High Street prices for the trendiest trainers?
Fed up wearing the same footwear as everyone else?
Look no further!
WE HAVE THE TRAINERS YOU WANT AT THE PRICES YOU WANT TO PAY
For a free catalogue and price list, call us now on 555 758 999
Or write to us at
Spanglers Footwear, 100 Main Street, Anytown, AN10 10XX
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TYPES AND USES OF APPLICATION SOFTWARE
Format text
Use the icons shown to carry out the following instructions to change the format of the text
on your flyer.
Centre
Font size
Ø
Ø
Ø
Ø
Ø
Ø
Ø
Ø
Ø
Bold
Italic
Highlight the first line of text.
Click on the Centre text icon.
Click on the Font Size box and enter 18.
Highlight the next six rows and change the size to 20. Then click on the centre icon
again.
Highlight the line in capitals, change the size to 36 and centre it.
Make it bold and italic using the icons shown above.
Highlight the next line of text and change the size to 20, then centre it.
Highlight the remaining lines, change the size to 18 and centre.
After each comma in the address press Return to split it into four lines.
Save
Put a floppy disk in the disk drive then save your flyer by:
Ø Clicking on File, then selecting Save as
Ø Checking that A: appears in the Save in box
Ø Entering Flyer in the File Name box and clicking Save.
Print
Ø Print a hard copy by clicking on the Print icon.
Close Word
Ø Click on File then Exit.
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Task 2: Database
For this task you will be using a database of customers to carry out searches for customers
who have bought more than one bike in the last two years. The information is to be sorted
by town and by date of last purchase. You will be using a file created in Microsoft Access.
Start Access
Ø Click on Start, then Programs, then Microsoft Access.
Open file
A dialogue box will open automatically.
Ø Click on the radio button beside Database Wizard.
Ø Click on OK.
Ø Select the Database tab, choose Address Book, then click OK.
Ø Choose a location to save your new database to and click Create.
The Database Wizard will take you through a number of steps to create a new database.
Ø Click on Next until you reach the screen below.
At this stage, you choose the fields for
your database by clicking to the left of
each one you want.
The compulsory fields are already
selected for you so you don't have to do
anything else here.
Click on Next to move on to the next
stage.
Ø
Ø
Ø
Ø
Choose Stone as the style for screen displays, then click Next.
Choose Casual as the style for printed reports, then click Next.
Call your database Addresses, then click Next.
Select Yes, start the database, then click Finish.
Your database will now be created.
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Add data to the database
The Main Switchboard is used to
carry out routine tasks like
adding data.
Click on the box beside Enter/
View Addresses.
Enter in your own details in the
boxes on the input screen, then
enter another two records with
any details you like (you could
make it all up or use a friend’s
details).
There are two pages to each record, so remember to fill in all the details. Be sure to click to
send a card to everyone.
Close the screen by clicking on the cross at the top right.
Printing a report
Ø Click on the box beside Preview Reports.
Ø Choose the Greetings Card List Report and have a look at the layout.
Ø Click on the printer icon to print this report.
Ø Click on Close to return to the Switchboard.
Ø Click on the box next to Return to Main Switchboard.
Close Access
Ø Click on Exit this database.
Ø Click on File, then Exit.
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Task 3: Spreadsheet
For this task you will use a spreadsheet package to create a simple worksheet of recent
sales and produce a graph from it. The application package you will use is Microsoft Excel.
Start Excel
Ø Click on Start, then Programs, then Microsoft Excel.
Create a worksheet
Ø Enter the following on a new worksheet.
Create formula
To add up the total spent each day and on each item, you need to enter a formula in one
column then copy it to the others.
Ø
Ø
Ø
Click in cell B8.
Click on the AutoSum icon.
Press Enter.
Ø
Ø
Make sure cell B8 is still selected.
Click on the handle in the bottom
right-hand corner and drag it to
column F.
Your formula will be copied and adjusted
for each column.
Print
Ø Print one copy of the worksheet as it is and one copy showing the formulas you used.
Save
Ø Save your worksheet and call it Money.
Close the program
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Task 4: Graphics
This task is to use a graphics package to create a logo for a sports shop. Since most of us
are not artists or graphic designers, we will use a very simple graphics application package
called Paint to produce a very simple logo made out of simple shapes. If we were artists or
graphic designers, we would use a more complicated package that reflected our artistic
talents.
Start Paint
Ø Click on Start, Programs, Accessories, then Paint.
Draw shapes
Ø Design a pattern consisting of one circle, one square and one ellipse using the tools
available.
Colour shapes
Ø Use the paint can tool to fill each shape with a different colour.
Add text
Ø Add your name to the bottom of your drawing.
Print
Ø Print one copy.
Save
Ø Save your drawing as Pattern.
Close the program
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Task 5: Communications
Communications software can be used to access the Internet. For this task you will get
information from a WWW page by connecting to the Internet and finding information from a
website.
Start IE
Ø Click on the Internet Explorer icon in the Quick Launch toolbar.
Type in URL
Ø Type www.gmtv.co.uk in the address bar and click go.
Ø When the home page loads, click on the Backstage tab.
Print
Ø Have a look at the contents, then print the first page by clicking on the Print button.
Close the program
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Task 6: Leisure
Now for the fun bit! In this task you will use leisure software to play a game.
Start Freecell
Ø Click on Start, Programs, Accessories, Games then Freecell.
Read the help notes
Ø Read the help notes until you know how to play the game.
Play game
Ø Play a few rounds of the game.
Close the program
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IDENTIFYING THE USES OF EACH TYPE OF SOFTWARE
PART 2
Identifying the uses of each type of software
From the tasks that you have carried out, you will have noticed a number of facilities or
characteristics for each type of application package. For example, if you were telling a
friend how a word processor might be used, you might say that:
• it is useful for producing a range of documents, such as letters and reports
• it includes proofing tools to check spelling and sometimes grammar
• the appearance of text can be changed.
Your description of other types of application packages would be considerably different.
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IDENTIFYING THE USES OF EACH TYPE OF SOFTWARE
A2
Describing application packages
In the box below you will find twenty statements that can be made about the uses of each type
of application package you used in the previous activity. The types of package were:
Word processing
Communications
Database
Leisure
Spreadsheet
Graphics
Compile a list of appropriate statements for each software application by matching each
statement to the application that best suits it. Use each statement only once.
1
2
3
Useful for producing letters and reports
Can produce charts and graphs
Printouts can be made of money spent
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4
High-resolution images are displayed
on screen
Could be used to work out mortgage
repayments or the repayments on a loan
Tools such as line, eclipse, fill and free
hand draw can be used
Presents data in a different combination
each time
The appearance of text can be changed
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6
7
8
9
10
18
This software is very good at processing
numerical data
Data can be copied from one application
area to another
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Data can be sorted into order
Allows data to be searched
Zoom in and zoom out to view the
data
Controls the transmission and
receiving of data
Includes proofing tools to check
spelling and sometimes grammar
Information can be sent from one
location to another
Can manipulate and enhance
photographs
Uses the telephone line to send
information
Contains an exciting mix of sound
and animation to relax the user
Elements such as written words and
pictures can be combined in a
document
USING SOFTWARE TO PRODUCE COMPLEX INFORMATION
PART 3
Using software to produce complex information
For Outcome 2 you will use application software to produce information.
In the assessment for this Outcome you will complete a task to show that you can produce
complex information in an unfamiliar context and present it using at least two different
presentation styles.
As you complete the task you will have to:
•
•
•
•
•
analyse information requirements correctly
design an effective solution
select appropriate application packages
assemble and integrate data components
produce appropriate output.
This section will take you through a sample task, giving guidance on what you need to do at
each stage.
Sample task specification
Create a personalised mailing leaflet demonstrating a new range of trainers to five new
customers.
1.
Describe the task in your own words
Rewrite the task in your own words to show that you understand what you have been asked
to do. This will also give you the opportunity to show that you have analysed the
information requirements correctly.
Here is an example produced from the sample task:
I have been asked to produce a leaflet containing
information about a new range of trainers. The leaflet
will be sent out to 5 customers and is to be personalised
for them with their own details.
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2.
Generate a design
There are many ways to design a solution to a problem. One of the most popular is to draw
out a graphical representation of what you are going to do. So, plan out your report on
paper.
Here is one solution to the sample problem.
Logo
Personal Greeting
Main body of information
Spreadsheet information
Contact Details
This plan will help you to ensure that your design is effective.
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3.
Choose appropriate application software
Once you have successfully completed the design, you will have a better understanding of
what the software will be required to do. With this information you will be able to select
the most appropriate application packages.
In our sample task there are several things that the chosen software must be able to do.
These are:
•
•
•
•
text creation, formatting and editing
import of graphics
positioning of text and graphics
addition of personal information.
There are a range of packages available that can do these things. The packages you choose
to complete the task will, perhaps, be the most user-friendly or the ones you have the most
experience of. This is OK as long as your choice is appropriate. For example, you would
not choose to create your leaflet only using a database package even if you knew how to use
all its features.
You may choose to do part of the task in one package and import the results into another
package in order to complete the task. Again this is OK as long as you choose the most
appropriate package for each part of the task.
For the sample task it would be best to produce the pictures in a graphics package, the
customers’ names in a database package and import them into the main part of the leaflet
produced in a word processing package.
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USING SOFTWARE TO PRODUCE COMPLEX INFORMATION
4.
Using the application software and the computer
Once all your planning is completed, it is time to produce what you have been asked for.
Here is the result of the sample task, showing what package was used for each data type.
Result of sample task
Graphics
Database
Mr Smith
Word Processing
As a valued customer, we thought you would be interested
to hear about our new range of trainers. We can offer you
fashionable, high quality designer footwear – at prices you
can afford.
Nomal Retail
Price
Winner Price
Platinum
45.99
35.49
Gold
42.50
39.99
Silver
35.49
27.50
Model
Spreadsheet
Our new range of trainers is now available in leading
department stores.
Lead the pack – wear Winner Trainers!
For more information contact our Sales Manager
David Sellars on Anytown 6543
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A3
Practice exercise
The Wishing Well Hotel in Hopetown has received the following requests for rooms:
• Mr and Mrs Elder want a double room with a private bathroom and a sea view for three
nights from next Tuesday.
• Mr Adamson wants a twin room with a shower for two nights from the 1st of next
month.
• Miss Diana Vickers wants a single room for two weeks from tomorrow night.
The owner of the hotel, Mr A C Devlin, has asked you to produce a personalised letter for
each of them, confirming their reservations as requested.
He would like to be able to use this letter in the future for other customers and would like
you to design a suitable logo for it.
Your task is to:
•
•
•
•
design a solution incorporating each element
use an appropriate package to produce each one
incorporate all the elements into the letter
produce a personalised version for each of the three customers.
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