Summary of Solutions Development - Theory

Word Processing

Overview:

Microsoft WORD is a word processing program. The program is used to create a range of
documents like letters, articles, activities, homework, assignments etc.

File management:
Save
The SAVE command lets you save your new document in the directory and the folder of
your choice and allows you to specify the name of your document. You can access the FILE
tab on your Ribbon and choose SAVE, or you can use the keyboard shortcut <Ctrl> + <S>.

IMPORTANT:
Always keep good file organisation practice in mind when you name and save
your documents. A good thought-out name can help you find the document more
easily. The file extension will be determined by the type of program you used to
create the document and the operating system will add it to the back of your file
name e.g. math_assignment.docx

Save As
o You can access the SAVE AS option on the FILE tab on your ribbon.
o To save a copy of an existing file under a new name or different location.
o To save an existing file in a new format e.g. .txt/ .pdf/ .csv etc. To do this you need
to choose File Type in the SAVE AS window and choose the required option.

Printing
To PRINT a document from your MS Office program, you can choose the FILE tab on the
ribbon or use the keyboard shortcut <Ctrl> + <P>.

There are many options you can choose from before you print:
o Range of pages: Choose the exact pages of the document that you wish to
get printed (5-7). If pages do not follow numerically, use a comma as
separator (5, 7, 9).
o Odd or Even pages: Choose to print pages with odd numbers or pages with
even numbers
o Number of copies: Choose how many copies of the document you need to
get printed.
o Print quality: Access the Printer Properties and choose the QUALITY tab.
Select the quality options that you need e.g. Black, Grayscale, Colour, ink
saving etc.
o Pages per sheet: Select the amount of pages you wish to print on one side of
each sheet.
Integration: Send to email or fax:

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 To send a copy of the document to an e-mail address or a fax number, you can choose
FILE, Export and choose the desired option. A copy of the document will then be sent to
an e-mail address specified or a fax number specified.

Properties
o Document properties, also known as metadata, are details about a file that
describes or identifies it. Properties include title, author name, subject, and
keywords that identify the document.
o To access and change these properties you need to choose the FILE tab on
your ribbon. The INFO menu item contains all of the properties of your document.
You can view and change the properties of your document here.

Select data using keyboard and/or mouse:

o To select data inside a document, you can use your mouse. Hold the left mouse
button and drag the selection.
o To select all the data in a document you can use the keyboard shortcut <Ctrl> +
<A>.

Basic punctuation:

o We use one space after all punctuation, including periods.

o The Show/Hide button on the HOME tab will reveal punctuation marks.

Formatting:

o Font type, style, size, colour, highlight, effects

Use these formatting techniques to create a neat and readable document.
Be careful of using colours and font types that will make the document difficult to
read.

o Paragraph:
Spacing lets you widen or lessen the spaces before and after paragraphs
with paragraph spacing. You can change the spacing between lines of text
by using the line spacing options in the paragraph box or the icon on the
Home tab.
Alignment options help you to move text horizontally and vertically on a
page.
Horizontal alignment (Home tab) Left, Center, Right and Justified.
Justified will align the text from the beginning of the left margin right up to the
right margin in a block form.
Vertical alignment (Layout tab) Top, Center, Bottom.
Bullets and numbering lets you organise lists with bullets or numbers. You
can customise these bullets and numbers and even create multi-level lists
using outline numbering.
Line breaks (pagination issues such as widow/orphan control)
Line breaks specifies how lines, paragraphs and pages break in your
document.
The Keep lines together command will keep all the lines selected, together
on one page. The Window/Orphan control will ensure that no lines of any
paragraph will bleed over to the next page, but will rather move the whole
paragraph so the lines stay together.

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Editing:

o Cut <Ctrl> + <X> removes selection and keeps a copy on the clipboard if you
need to paste it elsewhere.
o Copy <Ctrl> + <C> creates a copy of selection and keeps it on the clipboard for
you to paste it elsewhere.
o Paste <Ctrl> + <V> places whatever is on the clipboard into the selected place in
your document.
o Find <Ctrl> + <F> helps you find text elements inside a document.
o Replace helps you replace found text with different text elements inside a
document.

Reviewing (Review Tab):

o Proofing, spelling and grammar, lets you check for spelling and grammar errors.
o Autocorrect can be set in the FILE OPTIONS menu and lets you choose certain
autocorrect options.
o Comments allow the editor to leave important notes for other editors inside the
document. This feature helps aid collaboration projects.
o Protecting your document can include setting a password for editing and/or
reading. Use the FILE, Info settings to change the document settings.

Page layout (Layout tab):

o Margins set the top, bottom, left and right margins for your document.
o Orientation Choose between portrait and landscape options.
o Size Choose whether you need to work on an A4, A5 or different size of paper.
o Columns Selected text can be formatted into two or more columns to save
document space and to improve the layout of your document. Use column breaks
to move text to another column.
o Hyphenation Using the Layout tab, page setup block, you can set automatic
hyphenation and by choosing Hyphenation options, you can specifically set extra
hyphenation criteria.

Page layout (Design tab):

- Themes
Makes it easy to combine colours, fonts, and graphic formatting effects across
your Word documents. You can update them quickly. You can change the entire
theme or just customize theme fonts, colours, or effects.
- Watermarks
Watermarks are text or images on the background of your document. It is usually
used to indicate the status of the document e.g. COPY, EXAMPLE, DRAFT,
FINAL etc.

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Document layout:

Page numbers
o Page numbers can be set in the header or footer of your document by using the
Header/Footer Design Tab. Access this tab by clicking inside the header of footer
in your document.
o Remember that there are a lot of options regarding page numbers (start at, odd
and even pages, format, style of numbering etc.) which you can set by using the
DESIGN tab in the header or footer.

Page breaks
o Breaking a page will create a new page or move text to the beginning of the next
page.

Section breaks
o Section breaks divide a document into individual sections, thus allowing changes
to a section/sections that need to be formatted differently from the rest of your
document.

Headers and footers:

o Displays descriptive information about the document.

o Page numbers, fields, graphics etc. are typical information to be placed inside
headers and footers.

Fields:

o Fields help the user save time rounding off a document.

o Fields like date, path and filename will automatically set the dates, file paths and
filenames etc. into the document.
o Fields are usually used in the header or footer of a document.

Cover page:
o Used to introduce the document to the reader.
o Cover pages supply important information about the content of a document.
o Cover page fields include the title of the document, related image/s, author,
extract or small summary of the content of the document.
o Word supplies pre-set cover page templates INSERT, COVER PAGE.

View options:

o View the print layout and preview your documents before you print it. Also gives
you the option to view more than one page at a time, draft of a document or full
screen reading of a document.
o Layout errors can be picked up quickly and rectified by using view options.

Insert and manipulate pictures and text (Insert tab/Format tab):

o Pictures Insert and manipulate pictures using the FORMAT tab.

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 If the picture should be resized with exact measurements, remember to disable
Relative to original and Aspect ratio size settings.

o Clip art A gallery of images, arrange according to topics. Online gallery can
also be accessed.

o Word art Lets you modify text. This text can be manipulated e.g. borders, fill
colours, gradients, shape effects, text effects etc. To do this, use the Format tab
after you inserted the Word Art.

o Shapes Use shapes to draw, group and manipulate. You can place text inside
a shape by right clicking on the shape and choosing Add text.

o Charts Insert charts into a document by choosing the type of chart and
changing the data inside the spreadsheet that will appear.
Integration: Charts
You can also copy and link an existing chart from Excel. By linking it, you
have the option to UPDATE link whenever the original chart is updated with new
information. To do this, copy the chart and paste it with PASTE SPECIAL as a
link.

o Smart art a way to make organised presentation art e.g. Organisational

charts and Venn diagrams. Show information in an organised way. It is easy to
manipulate smart art by adding, promoting and demoting smart art shapes.

o Text box We insert text boxed by drawing them in the desired place. Text
boxes can be manipulated to required specifications like layout options, border
options, size, format options etc.

o Integration: Hyperlinks
Hyperlinks can be placed on words, phrases and images.
When clicked the hyperlink would take the user to a different place in a document, to
another document or a webpage.

o Bookmarks - Bookmarks are locations, words or sections in a document that

can be named and identified for future use. Use the bookmark to quickly jump to
certain words or sections in the document. Important to remember when creating
a bookmark that it can contain text and numbers, but no spaces.

Paragraphs:

o Line spacing Increasing or decreasing the space between lines of text.

o Paragraph spacing Increasing or decreasing the space before and after a

paragraph.

o Indents Moving paragraphs away from margins.

Left indent: Moving paragraph inward from the left margin
Right indent: Moving paragraph inward from the right margin
First line indent: Moving the first line of a paragraph inward, but leaving
the rest of the paragraph as is.
Hanging indent: Leaving the first line of the paragraph as is, but moving
the rest of the paragraph inward.

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 o Alignment how text is displayed in a document.
Left alignment: Selected text aligns with the left margin.
Center alignment: Selected text aligns horizontally in the middle of the
document.
Right alignment: Selected text aligns with the right margin.
Justified alignment: The word spacing of selected text is adjusted to
align with the left and right margins of the document.
Vertical alignment: Selected text is aligned vertically over the page
options include top, centre and bottom.

o Borders and Shading: Emphasis on paragraphs

Placing borders around paragraphs with the borders and shading tool.
Shading the background of a paragraph with the borders and shading
tool.

Tables:

Insert, Table tools, Table design, Table properties

Design, Table styles, borders and shading
Layout, Rows and columns, header rows
Layout, Cells: size, distribution, merging and splitting
Layout, Text alignment and direction
Layout, split rows, table, auto fit, gridlines
Layout, sorting, convert to text and working with formulas

Reference:

o Table of contents electronically created using styles applied to headings.

REFERENCES, TABLE OF CONTENT.
o Footnotes Supplies extra information or reference on a subject in the
document. Can be set to display on the bottom of the page or beneath
relevant text.
o Endnotes Supplies extra information or reference on a subject in the
document. Will appear at the end of the document.
o Captions and table of figures Used to describe an image in a document.
Captions help create an electronic table of figures as a reference element.
o Citations Helps you cite your sources inside a document.
o Bibliography An electronic list of sources used to compile a document.
REFERENCES, BIBLIOGRAPHY. We can choose form international style
sets for creating our bibliography like APA, Harvard etc.

Templates:

o Templates are documents that have been pre-created for ease and speed of
use. Formatting, layout and set-up of the document has already been done in
a professional manner.
o When you use a template, you personalise it with your data and information.
o You can also create your own templates File, Save As, File type: Template

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 o Examples of templates: Letter, Fax, Report Agenda, memo, basic
resume/CV

Online - and offline help:

o To access online help in MS WORD, just use the keyboard function key F1
when working in your document.
o To access offline help, you can type your question in the TELL ME WHAT YOU
WANT TO DO space on your ribbon. You can also use the keyboard shortcut
<Ctrl> + <Q>.
o FAQs
Frequently Asked Questions provide information on frequent questions that the
user might have regarding the program that they are using. It consists of
pre-set questions that might help solve a problem.

Styles Home Tab

Helps create consistency in your document.

Helps to efficiently format your document.
Creates efficient navigation options via tables of content, cross-referencing,
hyperlinks etc.

- Quick style gallery

Styles are pre-set formatting options that are most commonly used in the creation of
documents and are available in the Quick Style Gallery. You can remove or add new styles
to your gallery.

- Style sets
Include a combination of title, heading, and paragraph styles.
Allows you to format all the elements of a style at once.

- Create a new style

By opening the Styles block, choose Create a Style.
You can base your new style on an existing style and just change the formatting like you
want it.

Reviewing and tracking changes:

o When you create an original document in Word, you can track any changes that
were made during the creation of your document.
o Track changes is an editing command and tracks which user makes changes
and where those changes were made. Track changes also gives the author a
choice whether to accept or reject made changes.
o Integration: Track changes make it easy to collaborate on tasks by giving users
the ability to work together on the same document with ease.

Electronic forms:

o Electronic forms allow you to capture information easily.

o Questionnaires can be drawn up and distributed electronically.

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 Integration: Import data collected via electronic forms.
In order to help you save time, this method allows you to import data directly from
your forms into the spreadsheet. It is important to remember that the data should
be in text format, thus either .txt OR .csv files can be imported into Excel.

Mail Merge:

o Word can use data from a spreadsheet, database or another Word

document in a form letter, stickers, envelopes etc. In order for Word to
accomplish this, you need to link the data file to the document you are going
to use as the form/main letter.
o After the mail merge has been completed, remember to SAVE the merged
document under a new name, as to not disturb your form letter.

Used to do a Mail Merge:

Table/Query in a database
Spreadsheets/CSV (comma delimited) file
Contacts file e.g. in Microsoft Outlook
Table in a word processing document
Text file, etc.

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Spreadsheets

Overview:

Microsoft Excel is a spreadsheet program.

It can be used to create tables of text and numbers and summarise it with
calculations and functions.
Businesses can use it to create budgets, record expenditures and income, chart and
present data.

Cell reference:

Each cell in Excel has an address, determined by using the column name and row
number on the grid e.g. B7.
Cell reference refers to the cell address or a range of cells in a sheet e.g. A2:B25.
Cell references can be used in a function or formula in Excel.

Formatting sheets:

Rows - Height can be adjusted to fit contents.

Columns - Width can be adjusted to fit contents.
Sheets - Rename according to data on sheet, change colour, hide sheet, create new
sheet.
Insert - rows, columns, pictures, shapes etc.
Delete - columns, rows, data, sheets.
Hide -
Unhide - columns, rows, sheets that you want displayed.
Borders - change style, width, colour, layout.
Styles - preset formats used for a professional looking spreadsheet.
Page layout - change orientation, margins of spreadsheet.

Sorting:

Excel will only sort data that was selected. Always make sure you include all fields in the
table before attempting to sort.

Data types:

Text - descriptive like names, places etc. and usually contains letters. Any piece of
data that may start with a 0 is also classified as text e.g. cell phone number, postal
codes etc.
Number - Numbers are usually raw numbers or dates.
Currency - Refers to money values and the type of currency e.g. RAND, EURO can
be set in the number format settings in Excel.
Date and Time - Dates and times can be used in functions. Date formats can be
changed in the number format settings in Excel.

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Formatting cells:

We format cells in order to make data stand out and to have a neatly formatted spreadsheet.

Borders - Type, colour, width etc.

Shading - by using shading, certain emphasis can be placed on cells.
Alignment - Horizontal: Left, Centre, Right and Vertical: Top, Centre, Bottom
Wrapping - Helps to display all text in a cell, even when it overflows.
Merge - combines two or more cells into a larger cell.
Text direction - helps orientate text inside a cell.
Split - merged cells can be unmerged into original cells.
Auto fill - helps create data based on the data and patterns from other cells.
Conditional formatting - allows you to format cells according to certain criteria.

Work with sheets:

Rename - Change the name of sheets to the type of data they carry.
Headers and footers - set page headers and footers that will appear on each page in
the spreadsheet.
Printing - set print area to include entire workbook, sheets or partial sheets, pages
etc.

Difference between file formats:

.xlsx is a typical Excel file format that saves data, graphs, pivots etc.
.txt is a text file containing no formatting.
.csv is a flat text file that uses delimiters to separate data e.g. a comma.

Formulae vs. functions:

Formula - a user defined calculation.

Function - a built-in Excel calculation.

Basic calculations:

Uses basic operators including +, -, *, / , order of precedence and the use of brackets.

Basic functions:

Sum - sums data in a range of cells.

Average - averages the data in a range of cells.
Count - counts the cells that contain data in a range.
CountA - counts the cells that contain text in a range.
Min - Returns the minimum in a range of cells.
Max - Returns the maximum in a range of cells.
Today - Returns the current date.
Now - Returns the current date and time.

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 Rand - Returns a random number between 0 and 1 e.g. 0.4 .
Randbetween - Returns a random whole number between x and y e.g. 26.
Round - will round a value to x decimal places.
Mode - Returns the number that is repeated the most in a range.
Median - Returns the middle number if you sort the range in an ascending order.
Countif - Returns number of times a criteria was matched in a range by using
relational operators (><<= >= <> =).
Countifs - Returns the number of times a criteria was matched in a range by using
relational operators (><<= >= <> =) BUT you can supply more than one criteria at a
time.
Sumif - Add/sums all the numbers in a range of cells based on criteria
Sumifs - Add/sums all the numbers in a range of cells based on criteria BUT you can
supply more than one criteria at a time.
Large - Returns the x largest value in the range.
Small - Returns the x smallest value in the range.

Absolute cell referencing:

When entering a cell reference in a function or formula, Excel will assume it is a relative
reference and will change or adapt the reference when the function or formula is autofilled.
With an absolute reference the range reference or cell reference will not change when
autofilled. Achieve absolute cell referencing by adding a $ to the front of the column and/or
row number in the cell referencing e.g. $B$14.

Simple IF function:

o Returns one value if a condition is TRUE and another value if condition is FALSE.
o Use of relational operators (> < <= >= <>) in simple IF functions.

More complex functions:

o Nested IF - Tests for multiple criteria. Increases the possible outcomes if TRUE.
o Vertical lookup - Looks up a value in the first column and returns the value next
to it in the second column. #N/A error -
o Horizontal lookup - Looks up a value in the first row and returns the value below
to it in the second row. #N/A error -
o Roundup - will round upward.
o Rounddown - will round downward.

Subtotal feature
The subtotals command allows us to group data in a spreadsheet and apply common
functions to the groups to help summarize our data e.g. sum, count, average

Date and time calculations:

Month - returns the month of a specified date.

Year - returns the year of a specified date.

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 EDATE- returns a date in months before or after the start date.

Text functions:

Left - Extracts text from the left of a string.

Right - Extracts text from the right of a string.
Mid - Extracts text from an indicated point inside of a string.
Concatenate - Combines text.
Len - determines the length of a string.
Value - converts text to a numeric value.
Find - returns the position of specific text inside a string.

Error indicators:

#NUM - error indicating numeric values that are not valid. Enter a valid numeric
value.
####### - error indicating that the column is too thin for data to show. Change the
column width.
#NAME - error signifies that something needs to be corrected in the syntax of a
function. Check the syntax of your function.
#DIV/0! - error indicates that no division by 0 can take place. Check your formula.
#REF! - error indicates that function refers to a cell or range that no longer exists.
#VALUE! - error indicates that there is something wrong with your function or
referencing inside the function.

Graphs:

Types of graphs:
Pie - to indicate percentages or proportional data.
Line - to track changes over periods of time.
Column/Bar - compare information/data between groups.

How to improve the readability of a chart:

Appropriate chart title.
Label the axis.
Use a legend.
Changing the scale on the axes.
Add Minimum and maximum values.
Use graphics.
Add or remove gridlines.

Database:

Objective:

Microsoft Access is a database application that helps manage large amounts of data and
allows analyses of information.

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Objects:

Tables Contains records in the database.

Forms Allows for easy entry of records in a database table because you can edit
each record individually.
Queries Requests and extracts specific data adhering to criteria.
Reports Displays and prints data in a neat and organised manner.

Tables:

o Record: Every cell/field in a single row is part of a single record in a table. A

record is one unit of information.
o Field name: Column names in a table are referred to as field names. The fields
below them will contain data for that field name for each record.
o Properties: The setting of properties will help to ensure fewer errors when data is
captured into a table.
Size this property helps to restrict the size of a field.
Format Helps to set formats like currency, type of number, type of
date etc.
Input Mask String of characters that indicates the format of a valid
input inside a field.
Default Value The value a field will start out with. You can change
this value individually if it differs for a specific record.
Required If this property is set to YES, each record you enter needs
to have a value for that specific field.
Validation rule This property can restrict input inside a field to only
the input that is allowed.
Validation text
does not comply with the validation rule that was set up for a field.

Data types:

Purpose of data types:

By setting and using data types to create tables in Access we ensure that the correct type of
data will be entered into the fields of a specific table. This helps to ensure less errors when
data is captured.

o Short Text Field can store up to 255 characters, spaces included.

o Longer Text Character limit can be changed to accommodate up to 4000
characters.
o Number Allows us to choose the kind of number formats to be used in a
field e.g. Integer, Byte, double, decimal etc.
o Date and Time This data type is used in fields that has a date as data
entry.
o Currency Any field that requires currency like RAND, EURO etc. should
have this data type set to assure entry of data will be changed to the correct
form of currency.
o AutoNumber This data type will automatically number each record in a
table. Each auto number will be unique to its record. When a record is
removed, the specific automated number will also be removed. Auto number
fields are great to use as a primary key field for this reason.
o Yes/No These types of fields will only store one of two values, Yes or No.
o OLE Object This data type allows the storage of an image in a field.

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 o Attachment Allows many types of documents to be stored inside a field in a
table as an attachment.
o Hyperlink Store clickable links to documents, websites etc. in a field in an
Access table.
o Lookup Wizard This wizard helps create combo box - or list box options for
a field inside a table.

Queries:

Purpose of a query:
A query is a request for data results using criteria, calculations, grouping and totals.
o Basic queries are created using AND, OR and sorting.
o We can use wildcards */ to extract data.
o Calculation fields can be created in order to apply calculations to data.
o By using Totals and Groups we can total and/or group results of queries according to
particular settings.

Reports:

Purpose of a report:
A report is an organised way in which you can print and distribute information in a database.

Basic calculations in a report:

Calculations can be done in the report footer. These calculations will be applied to data from
the entire report.

o Sum - totals data in a field.

o Avg - averages the data in a field.
o Count - counts the records in the report.
o Min - returns the smallest value in a field.
o Max - returns the largest value in a field.

Grouping and grouping calculations:

Grouping can be applied to fields in a report. If applied, the report would group on the
field/s you chose e.g. Gender.
All the basic calculations that you can apply to the report footer, can also be applied
to any grouping footer. The difference is that a calculation in the grouping footer will
be applied to each group, rather than the whole report.

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HTML:

What is HTML?
Hyper Text Markup Language is a language used to create web pages with. We view
these pages with a web browser e.g. Firefox, Safari, Chrome etc.

What is an HTML editor?

An HTML editor is a program that we use to create html web pages with e.g. Notepad++.

HTML syntax:

Syntax refers to the spelling and grammar of a programming language.

Basic HTML tags:

Most html tags require us to use an opening - and closing tag in order to indicate a starting
and finishing point.

Main tags:
<html> </html> - indicates the start and end of an html document.
<head> </head> - indicates that we are working on the tab of the web page.
<title> </title> - indicates the name on the tab in the browser.
<body> </body> - indicates the start and end of the contents of the web page.

Heading elements:
<h1> to <h6> - indicates a heading on a web page.

Text elements:

<p> </p> - indicates the start and end of a paragraph.

<br /> - indicates a line break.
<hr /> - indicates a horizontal rule/line.

Text formatting:

<font> </font> - allows to change attributes to text between tags e.g color, align, face
etc.
<b> </b> - bold the text between the tags.
<i> </i> - italic the text between the tags.
<u> </u> - underline the text between the tags.

HTML links:

Bookmark attributes: <a> name abcd link abcd

</a>

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HTML images:

-
- Attributes: source and alternate text

HTML lists:
- Numbered list: <ol> </ol>
- Bulleted list: <ul> </ul>
- List items: <li> </li>

Attributes:
Attributes define additional characteristics of an html element.
Elements include:
bgcolor - set background color.
color - set text color or line color.
align - alignment of elements.
type - the type of element.
size - text size.
height - height of element in pixels.
width - width of element in pixels.
face - define the font of text.

HTML tables:

Table tags:

<table> </table> - indicates the beginning and end of a table.

<th> </th> - indicates a field name in a table.
<td> </td> - indicates a cell containing data in a table.

Table Attributes:

border - sets the border type.

bgcolor - sets the background color for the table/cell.
cellpadding - indicates the distance from the data in the cell to the border.
cellspacing - indicate the distance between cells.

HTML comments:
Comments are not displayed in your web page. They are used to leave notes inside the

Syntax for a comment: <!-- Write your comments here -->

Good website/page design:

Good use of colour (basic).

Typography - must be readable.
Layout - neat and structured, all pages must form a coherent website.
No dead links - links should work.
Visually appealing.

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