Matthew Goniwe School of Leadership and Governance

Computer Application and Technology

Content Training and Development

Copyright 2024

This work is protected by the Copyright Act 98 of 1978. No part of this work may be reproduced or transmitted in any form or by any means,
electronic or mechanical, including photocopying, recording or by any information storage and retrieval system, without permission in writing
from Matthew Goniwe School of Leadership and Governance.

Whilst every effort has been made to ensure that the information published in this work is accurate, Matthew Goniwe School of Leadership and
Governance takes no responsibility for any loss or damage suffered by any person as a result of the reliance upon the information contained
therein
 Table of Contents
Overview ____________________________________________________________________________ xvi

Introduction _________________________________________________________________________ xvi

Purpose of the Manual_________________________________________________________________ xvi

Summary of Systems Technology _________________________________________________________ 18

Information Processing cycle _____________________________________________________________ 18

Summary of the Information Processing Cycle ____________________________________________________ 18

Different parts of a computer device ____________________________________________________________ 18

System Utilities _____________________________________________________________________________ 19

Types of computing devices ______________________________________________________________ 20

Dedicated devices ___________________________________________________________________________ 20

Mobile Devices ________________________________________________________________________ 22

Characteristics of Mobile Devices _______________________________________________________________ 22

Types of Mobile Devices ______________________________________________________________________ 22

Advantages of Mobile Devices _________________________________________________________________ 23

Challenges and Considerations _________________________________________________________________ 23

Wi-Fi ______________________________________________________________________________________ 23

Client/Server __________________________________________________________________________ 23

Client Devices ______________________________________________________________________________ 24

Server Devices ______________________________________________________________________________ 24

Categories of computing devices __________________________________________________________ 25

Role of ICT in the workplace _____________________________________________________________ 27

Video Communications _________________________________________________________________ 28

Protecting your information _____________________________________________________________ 28

Input devices __________________________________________________________________________ 29

Digital Camera and Smart cameras _____________________________________________________________ 29

Scanner ___________________________________________________________________________________ 30

i
MGSLG – Gr11 CAT Study Guide
Biometric Input ________________________________________________________________________ 32

Touch screens _________________________________________________________________________ 35

Alternative input devices _____________________________________________________________________ 35

Wireless input technologies ______________________________________________________________ 35

Output devices ________________________________________________________________________ 36

Advantages of Output Devices: ________________________________________________________________ 36

Disadvantages of Output Devices: ______________________________________________________________ 37

Limitations of Output Devices: _________________________________________________________________ 37

Monitors and Printers ________________________________________________________________________ 37

Monitors specifications: ______________________________________________________________________ 37

Printer specifications: ________________________________________________________________________ 38

3D Printers _________________________________________________________________________________ 38

Interactive whiteboards ______________________________________________________________________ 39

HDMI cables________________________________________________________________________________ 40

Wearable Devices and Wireless Technology in Output Devices__________________________________ 41

Wearable Devices: ___________________________________________________________________________ 41

Wireless Technology in Output Devices: _________________________________________________________ 41

Software and equipment needed for Output devices __________________________________________ 42

Software Requirements: ______________________________________________________________________ 42

Equipment Requirements: ____________________________________________________________________ 42

Physically challenged users ______________________________________________________________ 43

Physically challenged user software _____________________________________________________________ 44

Primary storage _______________________________________________________________________ 44

Secondary Memory ____________________________________________________________________ 45

Primary vs Secondary memory advantages and disadvantages _________________________________ 45

Online Storage ________________________________________________________________________ 46

Backup storage mediums ________________________________________________________________ 46

ii
Computer Application Technology
Software _____________________________________________________________________________ 47

Operating software __________________________________________________________________________ 47

Application software _________________________________________________________________________ 49

Online applications and software _________________________________________________________ 50

Key Features of Online or Web Applications: _____________________________________________________ 50

Advantages: ________________________________________________________________________________ 51

Disadvantages: _____________________________________________________________________________ 51

Blogs______________________________________________________________________________________ 51

Software issues ________________________________________________________________________ 52

Compatibility issues _________________________________________________________________________ 52

Patches and service packs _____________________________________________________________________ 54

Software updates ______________________________________________________________________ 55

Activity System Technology ______________________________________________________________ 56

Activity 1 __________________________________________________________________________________ 56

Activity 2 __________________________________________________________________________________ 56

Activity 3 __________________________________________________________________________________ 57

Activity 4 __________________________________________________________________________________ 57

Activity 5 __________________________________________________________________________________ 57

Activity 6 __________________________________________________________________________________ 58

Network Technologies __________________________________________________________________ 60

Networks____________________________________________________________________________ 60

What is a network? ________________________________________________________________________ 60

How do you know that you are connected to a network? _____________________________________ 60

Types of networks ________________________________________________________________________ 61

Local Area Networks (LAN) ________________________________________________________________ 61

Wireless Local Area Network (WLAN) _______________________________________________________ 62

Basic components of a network ______________________________________________________ 62

iii
MGSLG – Gr11 CAT Study Guide
 1. Servers and Client Computers _________________________________________________________ 62

Network Interface Controller/Cards (NIC) ____________________________________________________ 63

Connection Devices _______________________________________________________________________ 64

Communication medium ___________________________________________________________________ 64

Network Software ____________________________________________________________________ 65

Connections ________________________________________________________________________ 66

1. Wired VS Wireless_____________________________________________________________________ 66

Data transmission speeds _________________________________________________________________ 66

Intranet _____________________________________________________________________________ 67

Network Security ____________________________________________________________________ 67

1. Network security guidelines. ___________________________________________________________ 67

How to choose and manage a password ____________________________________________________ 67

An Acceptable Use Policy (AUP) should include the following ________________________________ 68

Virtual Private Network (VPN) ______________________________________________________________ 68

Activity 1: Networks _________________________________________________________________ 69

Activity 2: Interpreting an advertisement. ______________________________________________ 70

Activity 3: Network Security __________________________________________________________ 71

Activity 4: Crossword Puzzle _________________________________________________________ 72

Consolidation Activity _______________________________________________________________ 73

Internet Technologies___________________________________________________________________ 77

Usability of webpages/websites ______________________________________________________ 77

Website link to Word Processing and Forms ________________________________________________ 78

Other factors that affect the web pages/websites ____________________________________________ 78

Internet of Things (IoT) _______________________________________________________________ 79

2. How does IoT work? ___________________________________________________________________ 79

Advantages, Disadvantages, and Limitations of IoT __________________________________________ 79

Example of IoT in the real world ____________________________________________________________ 80

iv
Computer Application Technology
Digital Communication _______________________________________________________________ 80

3. Voice over Internet Protocol (VoIP) _____________________________________________________ 80

4. Video Conferencing ___________________________________________________________________ 81

5. Social Networking _____________________________________________________________________ 82

Online Services______________________________________________________________________ 83

6. Online banking ________________________________________________________________________ 83

Online shopping, booking, and reservations ________________________________________________ 84

Browser and e-mail software _________________________________________________________ 85

7. Web browsers vs. search engines ______________________________________________________ 85

E-mail ____________________________________________________________________________________ 85

Fixed Internet Access ________________________________________________________________ 89

Mobile Internet Access _______________________________________________________________ 89

8. Wi-Fi _________________________________________________________________________________ 89

Hotspots _________________________________________________________________________________ 89

WiMAX ___________________________________________________________________________________ 90

Bluetooth _________________________________________________________________________________ 90

Near Field Communication (NFC) ___________________________________________________________ 90

Long-term Term Evolution (4G) and 5G _____________________________________________________ 91

802.11 a/b/g/n _____________________________________________________________________________ 92

Fifth Industrial Revolution ____________________________________________________________ 92

Activity 1 ____________________________________________________________________________ 93

Activity 2 ____________________________________________________________________________ 94

Activity 3 ____________________________________________________________________________ 95

What's the deal with social media and youth mental health? ___________________________________ 95

Activity 4: ___________________________________________________________________________ 95

Activity 5 ____________________________________________________________________________ 96

Activity 6 ____________________________________________________________________________ 97

v
MGSLG – Gr11 CAT Study Guide
Consolidation Activity _______________________________________________________________ 98

Summary of Information Management ___________________________________________________ 101

What is information management? ___________________________________________________ 101

Task definition _______________________________________________________________________ 101

Data, information and knowledge _______________________________________________________ 101

Quality control _______________________________________________________________________ 102

Questions and Questioning ___________________________________________________________________ 102

Sources___________________________________________________________________________________ 103

Processing and analysing data __________________________________________________________ 104

Spreadsheet _______________________________________________________________________________ 104

Database _________________________________________________________________________________ 104

Reporting ___________________________________________________________________________ 105

Presenting findings in a Report ________________________________________________________________ 105

Presenting findings in a website _______________________________________________________________ 105

Activity Information Management _______________________________________________________ 106

Activity 1 _________________________________________________________________________________ 106

Activity 2 _________________________________________________________________________________ 106

Activity 3 _________________________________________________________________________________ 106

Activity 4 _________________________________________________________________________________ 106

Activity 5 _________________________________________________________________________________ 107

Summary of Social Implications__________________________________________________________ 108

Input and output for physically challenged users _____________________________________ 108

Input & Output devices for physically challenged users _____________________________________ 108

Protecting your hardware ___________________________________________________________ 110

How to maintain and extend the life of your computer _______________________________________ 110

Power settings/saving and protection against power failure ___________________________ 110

Energy efficiency and computer equipment ________________________________________________ 111

vi
Computer Application Technology
 Power settings ___________________________________________________________________________ 111

6 Ways to save energy with your PC _______________________________________________________ 111

What Is an Uninterruptible Power Supply (UPS)? ___________________________________________ 112

INPUT AND OUTPUT AND HEALTH ISSUES ________________________________________________ 113

Value of Computer Applications Technology _________________________________________ 114

Purpose _________________________________________________________________________________ 114

Careers__________________________________________________________________________________ 114

Unauthorised access on networks ___________________________________________________ 115

UNAUTHORISED ACCESS ________________________________________________________________ 115

Screen-lock patterns ________________________________________________________________ 115

What is a lock screen?____________________________________________________________________ 116

Why is a lock screen important? __________________________________________________________ 116

How does a lock screen work? ____________________________________________________________ 116

Ethical use of networks ___________________________________________________________________ 116

Basic Network Security ___________________________________________________________________ 117

BYOD – BRING YOUR OWN DEVICE and the social implications of BYOD ______________ 119

EXAMPLE ELEMENTS OF A BOYD POLICY ________________________________________________ 119

BIG DATA – The social impact of big data ____________________________________________ 121

Big data is used in online services like: ____________________________________________________ 121

BITCOIN (Crypto currency) vs normal currency and the social implications _____________ 122

Definition ________________________________________________________________________________ 122

Is Cryptocurrency Legal? _________________________________________________________________ 123

Is Cryptocurrency a Safe Investment? _____________________________________________________ 123

Advantages ______________________________________________________________________________ 123

Disadvantages ___________________________________________________________________________ 124

Is Crypto Real Money?____________________________________________________________________ 124

The Bottom Line _________________________________________________________________________ 124

vii
MGSLG – Gr11 CAT Study Guide
Blockchain: ________________________________________________________________________ 124

Privacy Issues ___________________________________________________________________________ 126

Personal Responsibility __________________________________________________________________ 126

Spyware and adware _____________________________________________________________________ 127

Role of databases __________________________________________________________________ 128

Computer and human error __________________________________________________________ 128

GIGO Principle ___________________________________________________________________________ 128

Data Verification ____________________________________________________________________ 129

Methods of Verification ___________________________________________________________________ 129

Other methods: __________________________________________________________________________ 130

Software bugs ______________________________________________________________________ 130

Tools for combating software bugs include: ________________________________________________ 130

Hardware failure ____________________________________________________________________ 132

How ICTs impact on the workplace and employment practices _________________________ 132

MOBILE OR M-LEARNING ___________________________________________________________ 133

Mobile offices ______________________________________________________________________ 134

Virtual office _______________________________________________________________________ 134

How Virtual Offices Work _________________________________________________________________ 134

Decentralisation of labour ___________________________________________________________ 135

Office automation___________________________________________________________________ 135

What are the Benefits of Office Automation? _______________________________________________ 136

Social Engineering__________________________________________________________________ 136

Tricks: __________________________________________________________________________________ 136

Don’t become a victim ____________________________________________________________________ 137

Information accuracy _______________________________________________________________ 137

Data protection such as backup _____________________________________________________ 138

USING CLOUD STORAGE FOR BACKUP ___________________________________________________ 138

viii
Computer Application Technology
 Data protection __________________________________________________________________________ 139

Computer misuse ___________________________________________________________________ 139

Protecting oneself when online ______________________________________________________ 139

Online harassment _______________________________________________________________________ 139

Malware and security software ____________________________________________________________ 140

Anti-virus and anti-spyware software ______________________________________________________ 140

Why anti-virus and anti-spyware programs need to be updated and how they function ________ 140

Firewall software _________________________________________________________________________ 141

E-commerce and e-banking (e.g. https) ____________________________________________________ 141

Ransomware _______________________________________________________________________ 143

Some of the most common ways people get infected by ransomware are: ____________________ 143

Types Of Ransomware____________________________________________________________________ 143

Ransomware Prevention Practices ________________________________________________________ 143

Clickjacking ________________________________________________________________________ 145

How can you detect clickjacking attacks? __________________________________________________ 145

What are the consequences of a clickjacking attack? _______________________________________ 145

New content introduction of some new content _______________________________________ 145

Crowd funding: __________________________________________________________________________ 145

Virtual reality (VR): _______________________________________________________________________ 146

AI (artificial intelligence): _________________________________________________________________ 146

AI In everyday life ________________________________________________________________________ 147

Five cons of AI in education_______________________________________________________________ 147

Pros of AI in education ___________________________________________________________________ 147

Activities Social Implications ________________________________________________________ 149

Activity 1 ________________________________________________________________________________ 149

Activity 2 ________________________________________________________________________________ 149

Activity 3 ________________________________________________________________________________ 149

ix
MGSLG – Gr11 CAT Study Guide
 Activity 4 ________________________________________________________________________________ 149

Activity 5 ________________________________________________________________________________ 150

Activity 6 (Group Activity)_________________________________________________________________ 150

Activity 7 ________________________________________________________________________________ 150

Consolidation Activity ____________________________________________________________________ 150

Questions from past papers _________________________________________________________ 151

Summary of Word Processing ___________________________________________________________ 154

File management – Reinforce content. ____________________________________________________ 154

Key concepts in File management _____________________________________________________________ 154

Printing _____________________________________________________________________________ 155

Export/Print to File (Print to PDF) ________________________________________________________ 157

Templates in Word: Agenda, Memo, and Basic Resume & CV __________________________________ 158

1. Agenda Template ________________________________________________________________________ 158

2. Memo Template _________________________________________________________________________ 159

3. Basic Resume/CV Template ________________________________________________________________ 159

Templates: Save documents as Templates _________________________________________________ 159

Input data from different file formats – text files, csv file, rtf and tables _________________________ 160

Editing ______________________________________________________________________________ 161

Find and Replace _____________________________________________________________________ 164

Page layout / Design: __________________________________________________________________ 166

Background__________________________________________________________________________ 169

Content Controls ______________________________________________________________________ 170

Document layout _____________________________________________________________________ 172

Headers and Footers ________________________________________________________________________ 174

Paragraph ___________________________________________________________________________ 175

Columns __________________________________________________________________________________ 175

Customizing Bullets and Numbering ___________________________________________________________ 175

x
Computer Application Technology
 Customizing Spacing ________________________________________________________________________ 177

Drop Cap _________________________________________________________________________________ 178

Online and Offline Help in Microsoft Word _________________________________________________ 178

Online Help _______________________________________________________________________________ 178

Offline Help _______________________________________________________________________________ 179

Styles (heading / paragraph) ____________________________________________________________ 179

Mailings – Mail Merge _________________________________________________________________ 179

References __________________________________________________________________________ 182

Google forms ________________________________________________________________________ 189

Activities ____________________________________________________________________________ 191

Activity 1 _________________________________________________________________________________ 191

Summary of Spreadsheets (Excel) ________________________________________________________ 202

Introduction ________________________________________________________________________ 202

Excel terminology and components _______________________________________________________ 202

Reinforce content, concepts and skills from Grade 10 _________________________________ 203

Cell Reference, Cell Name & Cell Ranges __________________________________________________ 203

Order of precedence and the use of brackets _______________________________________________ 203

Absolute cell referencing ____________________________________________________________ 204

AutoFill Options ____________________________________________________________________ 205

AutoFill Sequence________________________________________________________________________ 205

To use AutoFill with formulas, insert the formula and make sure it works. ____________________ 206

Using spreadsheet functions such as round, small, large, countif, counta, countblank,
sumif, power and rand ______________________________________________________________ 207

The Round Function ______________________________________________________________________ 207

Rounding off numbers and the difference between rounding and formatting __________________ 207

The Large and Small Functions ___________________________________________________________ 208

COUNT Functions ________________________________________________________________________ 209

xi
MGSLG – Gr11 CAT Study Guide
 Sumif ___________________________________________________________________________________ 209

SUBTOTAL FEATURE _______________________________________________________________ 211

Power______________________________________________________________________________ 212

Rand ____________________________________________________________________________________ 213

Relational Operators: _______________________________________________________________ 213

Conditional formatting ____________________________________________________________________ 213

Interpreting error indicators such as: circular reference; #NULL! _______________________ 220

Simple IF Function __________________________________________________________________ 221

Relational Operators: _______________________________________________________________ 223

Charts/Graphs: Create, format and edit. ______________________________________________ 223

Steps: ___________________________________________________________________________________ 223

Formatting and Editing Charts ____________________________________________________________ 224

Format task pane: ________________________________________________________________________ 224

Giving charts and graphs meaningful titles and labels ______________________________________ 227

Increasing the readability of charts ________________________________________________________ 227

Placing a chart in a document - Integration _________________________________________________ 228

Import/export data __________________________________________________________________ 229

Export data: _____________________________________________________________________________ 230

Import Data ______________________________________________________________________________ 231

Help files ___________________________________________________________________________ 234

Work with sheets ___________________________________________________________________ 234

Copying cells ____________________________________________________________________________ 234

Move cells _______________________________________________________________________________ 235

Handling a worksheet as a whole __________________________________________________________ 236

Move or copy a worksheet ________________________________________________________________ 236

Protection of worksheets _________________________________________________________________ 237

Make cells available when the worksheet is protected _______________________________________ 237

xii
Computer Application Technology
 Gridlines ________________________________________________________________________________ 238

Freeze panes ____________________________________________________________________________ 238

Use different print options such as print area _________________________________________ 240

Integration techniques within package e.g. linking cells and formulas between sheets ___ 242

Templates __________________________________________________________________________ 243

Plan and design own documents for specific scenarios and inquiries __________________ 244

Integration with other packages: _____________________________________________________ 245

Troubleshooting spreadsheets ______________________________________________________ 245

Activities Excel _____________________________________________________________________ 247

Activity 1 – Consolidated Gr 10 Revision ___________________________________________________ 247

Activity 2 – Absolute Cell Referencing _____________________________________________________ 248

Activity 3 - AutoFill _______________________________________________________________________ 249

Activity 4 – Count Functions ______________________________________________________________ 249

Activity 5 – Conditional Formatting ________________________________________________________ 249

Activity 6 – Sumif, Simple IF Function, Conditional Formatting, Chart ________________________ 250

Activity 7 - Charts ________________________________________________________________________ 251

Consolidation Activity ____________________________________________________________________ 252

Questions from past papers _________________________________________________________ 253

Solution Development Questions from past theory papers: (Question 8) ________________ 258

Summary of Database (Access) __________________________________________________________ 261

Database (Access) ____________________________________________________________________ 261

Access objects _____________________________________________________________________________ 262

Tables ______________________________________________________________________________ 262

Table Structure: ____________________________________________________________________________ 262

Views ____________________________________________________________________________________ 262

Field names _______________________________________________________________________________ 262

Data types ________________________________________________________________________________ 263

xiii
MGSLG – Gr11 CAT Study Guide
 Properties ________________________________________________________________________________ 264

Formatting (Datasheet view) _________________________________________________________________ 265

Forms ______________________________________________________________________________ 266

Form Structure: ____________________________________________________________________________ 266

Views ____________________________________________________________________________________ 266

Controls __________________________________________________________________________________ 267

Properties ________________________________________________________________________________ 267

Reports _____________________________________________________________________________ 268

Report Structure: ___________________________________________________________________________ 268

Views ____________________________________________________________________________________ 268

Controls __________________________________________________________________________________ 269

Grouping and sorting________________________________________________________________________ 269

Calculations _______________________________________________________________________________ 269

Formatting ________________________________________________________________________________ 270

Queries _____________________________________________________________________________ 270

Queries Structure: __________________________________________________________________________ 270

Views ____________________________________________________________________________________ 270

Criteria ___________________________________________________________________________________ 271

Activity Access (Database) ______________________________________________________________ 272

Activity 1 _________________________________________________________________________________ 272

Activity 2 _________________________________________________________________________________ 273

Activity 3 _________________________________________________________________________________ 274

Activity 4 _________________________________________________________________________________ 275

Activity 5 _________________________________________________________________________________ 275

Summary of HTML ____________________________________________________________________ 276

How to access HTML code? _____________________________________________________________ 276

Run the HTML code _________________________________________________________________________ 276

xiv
Computer Application Technology
 Basic structure and tags _____________________________________________________________________ 276

Tags and attributes ___________________________________________________________________ 276

Simple text formatting ______________________________________________________________________ 277

Detailed text formatting _____________________________________________________________________ 277

Horizontal line/rule _________________________________________________________________________ 277

Lists _____________________________________________________________________________________ 277

Images ___________________________________________________________________________________ 278

Links – hyperlinks and bookmarks _____________________________________________________________ 278

Activity HTML ________________________________________________________________________ 281

Activity 1 – basic structure ___________________________________________________________________ 281

Solution Activity 1 __________________________________________________________________________ 281

Activity 2 – list and images ___________________________________________________________________ 281

Activity 3 – horizontal rules and lists ___________________________________________________________ 282

Activity 4 – hyperlinks _______________________________________________________________________ 282

Activity 5 – images, nesting and closing tags _____________________________________________________ 283

Activity 6 _________________________________________________________________________________ 283

Activity 7 _________________________________________________________________________________ 284

xv
MGSLG – Gr11 CAT Study Guide
Overview
Practical and Theory Study Guide for Grade 11 CAT. This study guide aims to strengthen the skills and abilities of the
Grade 11 CAT learner.

Introduction
Computer Application Technology (CAT) is an intriguing subject for teachers and learners. Comprising of aspects such
as Systems Technology, Internet and Network Technology, Social implications and Solution Development and
Information Management.

CAT allows learners to obtain various skills for the real world, including the ability to have good problem-solving skills.

The focus of this study guide is to assist learners and educators to utilize the Theory and Practical Study Guide for
Grade 11 learners, to enhance their study skills and consolidation of work.

Purpose of the Manual

The overall aim of this study guide is to provide learners and teachers with additional support and development to
improve the teaching and learning of Grade 10 Computer Application Technology in the classroom.

Furthermore, the information contained in this study guide is intended to assist learners and educators to cope and
manage their own learning and teaching, and to develop learners' study skills to:

❖ enhance their CAT knowledge;

❖ understand and use the concepts related to aspects of CAT;
❖ develop the necessary skills to obtain higher marks;
❖ enhance and develop problem solving skills that equip them for the real world

xvi
Computer Application Technology
 Theory
Unit

17
MGSLG – Gr11 CAT Study Guide
Summary of Systems Technology
Information Processing cycle
The Information Processing Cycle refers to the sequence of events in processing information,
typically divided into five steps: input, processing, storage, output, and communication.
These steps are fundamental in computer operations. Here’s a detailed explanation of each
step:
Summary of the Information Processing Cycle
These steps work together to handle and manipulate data in computing and everyday
technology use.
1. Input: Gathering data. Eg: Typing a document on a keyboard or scanning a barcode
at a store.
2. Processing: Converting data into useful information. Eg: The computer's CPU
calculating the total of an invoice, or a smartphone app converting voice input to
text.
3. Storage: Saving information for future use. Eg: Saving a file to a hard drive or storing
contact information in a cloud-based service.
4. Output: Delivering information to users. Eg: Displaying a report on a monitor or
printing a receipt from a cash register.
5. Communication: Using output to influence future inputs and processing, example
send and receive information between different devices (transfer of files,
downloading files, multimedia files) and sharing information between different
networks
Different parts of a computer device
In Grade 10 we covered these different components in detail. A quick recap is below.
A computer is made up of various internal and external components:
Internal Components:
• CPU: The brain of the computer, processing tasks.
• Motherboard: Connects and houses all main components.
• RAM: Temporary storage for quick data access.
• Storage Drives: HDD or SSD for long-term data storage.
• GPU: Renders images and video.
• PSU: Powers the computer.
• Cooling Systems: Prevents overheating.
• Optical Drive: Reads/writes CDs, DVDs (less common now).
• NIC: Provides network connectivity.
• Sound Card: Enhances audio processing.
External Components:
• Monitor: Displays visual output.
• Keyboard & Mouse: Primary input devices.
• Speakers & Printer: Output devices for sound and print.
• External Storage: Additional storage options like USB drives.
• Webcam & Microphone: Capture video and audio.
These parts work together to enable the computer to perform a wide range of tasks.

18
Theory – System Technology
 System Utilities
System utilities are software tools that help manage, maintain, and optimize a computer's
performance and functionality. These utilities are often included with the operating system
(OS) but can also be third-party applications. Here’s a look at some common system utilities
and their role within an operating system:
Common System Utilities:
1. File Management:
o File Explorer (Windows) / Finder (macOS): Allows users to browse, organize,
and manage files and folders on the computer.
2. Disk Management:
o Disk Cleanup: Frees up space by removing unnecessary files (e.g., temporary
files, system cache).
o Disk Defragmenter (Windows) / Optimize Drives: Rearranges fragmented
data on a disk to improve access speed.
o Disk Utility (macOS): Manages disk partitions, repairs disks, and handles disk-
related tasks.
3. Backup and Restore:
o Windows Backup and Restore / Time Machine (macOS): Automatically backs
up files and allows users to restore them in case of data loss.
o System Restore: Reverts the system to a previous state, useful for recovering
from system errors or malfunctions.
4. Task Management:
o Task Manager (Windows) / Activity Monitor (macOS): Monitors and manages
running applications and processes, allowing users to end tasks or analyze
system performance.
o Startup Manager: Manages which applications start automatically when the
computer boots up.
5. Security Utilities:
o Windows Defender / macOS Gatekeeper: Built-in antivirus and security tools
to protect the system from malware and unauthorized access.
o Firewall: Monitors and controls incoming and outgoing network traffic based
on security rules.
6. System Information:
o System Information Tool (Windows / macOS): Provides detailed information
about the computer's hardware and software, including specifications and
system performance.
7. System Updates:
o Windows Update / Software Update (macOS): Ensures the OS and installed
software are up-to-date with the latest features and security patches.
8. Accessibility Tools:
o Magnifier, Narrator (Windows) / VoiceOver, Zoom (macOS): Assistive
technologies that help users with disabilities interact with their computer.
Role within the Operating System:
• Maintenance and Optimization: System utilities help keep the OS running smoothly
by managing resources, organizing data, and ensuring that the system is free from
unnecessary files and potential threats.
• Security and Protection: These tools protect the system from malware and
unauthorized access, ensuring data integrity and user privacy.

19
MGSLG – Gr11 CAT Study Guide
 • User Convenience: By automating tasks like backups, updates, and system
diagnostics, utilities make it easier for users to manage their systems without
needing deep technical knowledge.
System utilities are essential components of an operating system, providing tools to manage
and maintain the computer's health, security, and performance.
Types of computing devices
Dedicated devices
Dedicated devices are specialized hardware systems designed to perform a specific function
or a limited set of functions. Unlike general-purpose computers that can run a wide variety
of software applications, dedicated devices are optimized for tasks, examples, scanners,
smartphone cameras, industrial robots and ATM.
Characteristics of Dedicated Devices
1. Specialization:
o Designed to perform specific tasks efficiently.
o Hardware and software are tailored to the device's primary function.
2. Efficiency:
o Often more efficient and faster at their designated tasks compared to
general-purpose devices.
o May have optimized performance and lower power consumption.
3. Simplicity:
o Typically have user interfaces and controls that are simpler and easier to use
for their intended purpose.
o Less flexibility in functionality compared to general-purpose devices.
4. Reliability:
o Often more reliable for their specific tasks because they are less complex and
have fewer points of failure.
o Usually designed with durability and long-term use in mind.
5. Cost:
o Can be less expensive than general-purpose computers for their specific tasks
due to the lack of unnecessary features.
o However, highly specialized devices can sometimes be more costly due to
their tailored design.
Benefits of Dedicated Devices
• Performance: Optimized to perform specific tasks very efficiently.
• Ease of Use: Simplified interfaces make them easy to operate for their specific
functions.
• Reliability: Often more reliable for their designated tasks due to less complexity.
• Cost-Effective: Can be more economical for specific tasks as they don't include
unnecessary features.
Limitations of Dedicated Devices
• Flexibility: Limited to performing the tasks they were designed for, lacking
versatility.
• Upgradability: Often difficult or impossible to upgrade or repurpose for other tasks.
• Integration: May require additional devices or systems to perform functions outside
their scope.
Examples of Dedicated Devices
1. Routers and Modems:

20
Theory – System Technology
 o Designed specifically for managing and directing network traffic and
connecting to the internet.
2. Smart cameras:
o are integral to many modern technologies, helping improve efficiency,
security, and convenience in various fields.
o advanced digital cameras equipped with computing capabilities, allowing
them to process images and video in real-time without the need for a
separate computer. These cameras often use AI and machine learning
algorithms to perform tasks such as object detection, facial recognition,
motion tracking, and more.
3. ATM (Automated Teller Machine)
o is an electronic banking device that allows customers to perform financial
transactions without the need for a bank teller.
o ATMs are widely used for convenient, 24/7 access to banking services.
4. Gaming Consoles:
o Dedicated to playing video games.
o Includes specialized hardware like graphics processors to enhance gaming
performance.
5. GPS Navigation Systems:
o Used for providing location-based services and directions.
o Includes maps, navigation software, and location tracking capabilities.
6. Smart Home Devices:
o Includes devices like smart thermostats, smart locks, smart lights and smart
TV.
o Optimized for home automation and control, often integrated with home
networks and controlled via smartphones or voice commands.
7. Medical Devices:
o Includes equipment
like heart rate
monitors, insulin
pumps, and MRI
machines.
o Tailored for specific
medical functions with
a high degree of
precision and
reliability.
8. Point of Sale (POS) Terminals:
o Used in retail
environments to
process sales
Figure A:https://nwacs.info/blog/2021/4/dedicated-device-whats-that
transactions.
o Includes hardware and
software for scanning items, processing payments, and managing inventory.
9. Industrial Robots:
o Programmability: Industrial robots can be programmed to perform specific
tasks, such as welding, painting, assembly, packaging, or material handling.

21
MGSLG – Gr11 CAT Study Guide
 o Precision and Accuracy: They operate with a high degree of precision, making
them ideal for tasks that require consistent, accurate movements.
o Versatility: Many industrial robots are equipped with interchangeable tools,
allowing them to perform a variety of tasks on a production line.
o Endurance: Unlike human workers, industrial robots can work continuously
without fatigue, increasing productivity and efficiency.
Mobile Devices
Mobile devices are portable computing devices that allow users to perform a wide range of
tasks on the go. They include smartphones, tablets, wearable devices, and e-readers, among
others.
Characteristics of Mobile Devices
1. Portability:
o Designed to be lightweight and compact, making them easy to carry around.
o Equipped with batteries for use without a constant power supply.
2. Connectivity:
o Include various connectivity options such as Wi-Fi, Bluetooth, and cellular
networks (3G, 4G, 5G).
o Often feature GPS for location-based services.
3. Touchscreen Interfaces:
o Most mobile devices use touchscreens for user interaction, supporting
gestures like swiping, tapping, and pinching.
4. Operating Systems:
o Common mobile operating systems include Android, iOS, and, to a lesser
extent, Windows Mobile and others.
o OS tailored for mobile use, emphasizing touch interaction and mobile-
optimized applications.
5. Sensors and Hardware:
o Include various sensors such as accelerometers, gyroscopes, proximity
sensors, ambient light sensors, and biometric sensors (fingerprint, facial
recognition).
o Hardware components are designed to balance performance with power
efficiency.
6. Multimedia Capabilities:
o Equipped with cameras, microphones, and speakers for multimedia creation
and consumption.
o Support for high-resolution displays and various audio/video formats.
Types of Mobile Devices
1. Smartphones:
o Multi-functional devices that combine
features of traditional phones with
advanced computing capabilities.
o Examples: Apple iPhone, Samsung Galaxy
series, Google Pixel.
2. Tablets:
o Larger than smartphones but still
portable, designed for tasks such as
reading, watching videos, and light
productivity. Figure B:
https://blog.uvm.edu/ctl/2015/08/28/mobile-devices-
in-class-yes-or-no/

22
Theory – System Technology
 o Examples: Apple iPad, Samsung Galaxy Tab, Amazon Fire.
3. Wearables:
o Small, often worn on the body, designed to provide specific functionalities
such as fitness tracking and notifications.
o Examples: Apple Watch, Fitbit, Samsung Galaxy Watch.
4. E-Readers:
o Designed primarily for reading digital books and periodicals, featuring e-ink
displays that are easy on the eyes.
o Examples: Amazon Kindle, Barnes & Noble Nook.
5. Portable Gaming Devices:
o Specialized for gaming, offering controls and features tailored to enhance the
gaming experience.
o Examples: Nintendo Switch, PlayStation Vita.
Advantages of Mobile Devices
• Convenience: Portable and easy to use anywhere, anytime.
• Connectivity: Stay connected to the internet and other devices on the go.
• Versatility: Wide range of applications cater to various needs.
• Innovation: Frequent updates and new features enhance user experience.
Challenges and Considerations
• Battery Life: Limited battery life requires frequent recharging.
• Security: Susceptible to theft, data breaches, and malware.
• Distraction: Potential for overuse and distraction in various settings.
• Cost: High-end devices can be expensive, and the rapid pace of innovation may lead
to frequent upgrades.
Mobile devices have become integral to modern life, offering unprecedented convenience
and functionality. They continue to evolve, integrating new technologies that enhance their
capabilities and expand their uses.
Wi-Fi
Many mobile devices are wi-Fi enabled which means they have a technology that allows
devices to connect to the internet or communicate with each other wirelessly within a
specific area. It uses radio waves to transmit data between devices and a wireless router,
which is connected to the internet.
Key Points:
• Wireless Communication: Wi-Fi eliminates the need for physical cables, enabling
devices to connect to the internet or a local network without wires.
• Frequency Bands: Wi-Fi typically operates on two frequency bands—2.4 GHz and 5
GHz—offering different ranges and speeds.
• Range: The typical range of Wi-Fi is about 100-150 feet indoors, but this can vary
depending on the environment and the router's strength.
• Security: Wi-Fi networks are usually secured using encryption protocols like WPA2 or
WPA3 to protect data from unauthorized access.
• Standards: Wi-Fi operates with the most common being 802.11n, 802.11ac, and
802.11ax (Wi-Fi 6).
Wi-Fi is a crucial technology for enabling wireless internet access in homes, offices, public
spaces, and many modern devices.
Client/Server
Client and server devices are components in networked environments, each serving distinct
roles to facilitate communication, data exchange, and resource sharing.

23
MGSLG – Gr11 CAT Study Guide
Client Devices
Definition: Client devices are endpoints (pc/workstation) in a network that request services,
resources, or data from server devices. They are typically used by end-users (us who work
on them).
Characteristics:
• User-Focused: Designed to interact directly with users.
• Input and Output: Equipped with input devices (keyboards, mice) and output
devices (monitors, printers).
• Software: Run client-side applications that interface with server-side applications.
• Limited Resources: Generally, have less processing power and storage compared to
servers.
Examples:
1. Personal Computers (PCs):
o Desktops and laptops used for everyday tasks such as browsing the internet,
word processing, and gaming.
2. Mobile Devices:
o Smartphones and tablets that access web services, email, and cloud
applications.
3. Thin Clients:
o Lightweight computers that rely heavily on a server for processing and data
storage, commonly used in enterprise environments.
4. Workstations:
o High-performance computers used for specialized tasks such as graphic
design, engineering, and scientific computations.
Roles in Computing:
• Request Services: Clients initiate requests for services such as web pages, database
queries, and file downloads.
• Interface with Users: Provide graphical interfaces and applications for user
interaction.
• Data Processing: Perform local processing tasks, often offloading heavier processing
to servers.
Server Devices
Definition: Server devices are powerful computers that provide services, resources, or data
to client devices over a network. They are designed to handle multiple requests
simultaneously and manage resources efficiently.
Characteristics:
• Service-Oriented: Designed to provide specific
services to multiple clients.
• High Performance: Equipped with robust
hardware, including multiple CPUs, large amounts
of RAM, and extensive storage.
• Scalability: Can be scaled up (more powerful
hardware) or out (more servers) to handle
increased load.
• Reliability: Built with redundancy and fault-
tolerance to ensure high availability and uptime.
Figure C: https://marketbusinessnews.com/financial-
glossary/server/

24
Theory – System Technology
 Roles in Computing:
• Respond to Requests: Servers process and respond to client requests, delivering
data, resources, or services.
• Resource Management: Manage resources such as databases, file storage, and
applications.
• Centralized Control: Provide centralized management and control over network
resources and services.
Benefits and Challenges
Benefits:
• Centralized Resources: Simplifies management and updates, enhances security, and
ensures consistent data.
• Scalability: Servers can handle large numbers of clients and can be scaled to meet
demand.
• Resource Sharing: Clients can access shared resources such as printers, files, and
applications.
Challenges:
• Network Dependency: Clients depend on network connectivity to access server
resources.
• Server Load: High demand can strain servers, requiring efficient load balancing and
resource management.
• Security: Ensuring secure communication and protecting data on both client and
server ends is critical.
In summary, client and server devices play complementary roles in networked
environments, facilitating efficient resource sharing, data exchange, and service provision.
Understanding their characteristics and interactions is crucial for designing and managing
effective networked systems.
Categories of computing devices
Computing devices can be categorized based on their functionality, size, performance, and
intended use.
Computing devices span a broad spectrum, each tailored to specific needs and uses. From
the versatile personal computers and mobile devices, we use daily to the highly specialized
servers, mainframes, and supercomputers driving enterprise and research, these devices
collectively advance technology and improve our daily lives.
1. Personal Computers (PCs)
Characteristics:
• General-purpose: Suitable for a wide range of tasks such as word processing, web
browsing, gaming, and software development.
o Processing power: varies from quad-core to more powerful according to use
of the PC.
Categories:
• Desktops: Stationary computers with separate monitor, keyboard, and mouse.
Known for their expandability (can add more as you want) and powerful hardware.
• Laptops/Notebooks: Portable computers with integrated screen, keyboard, and
trackpad. Balances performance with mobility.
Examples: Dell Inspiron, Apple MacBook, HP Pavilion.
2. Mobile Devices
Characteristics:
• Portable: Designed for use on the go with built-in batteries.

25
MGSLG – Gr11 CAT Study Guide
 • Touchscreen interfaces: Often rely on touch for user interaction.
o Processing power: smartphones have more processing power than the
tablets, and the wearable devices have low power processors.
Categories:
• Smartphones: Compact devices combining phone capabilities with advanced
computing functions.
• Tablets: Larger screens than smartphones, used for media consumption, web
browsing, and light productivity.
• Wearables: Include smartwatches and fitness trackers, designed for specific
functions like health monitoring and notifications.
Examples: Apple iPhone, Samsung Galaxy Tab, Fitbit, Apple Watch.
3. Servers
Characteristics:
• High performance: Designed to manage network resources, store data, and run
applications.
• Service-oriented: Provide services to multiple clients over a network.
o Processing power: Typically use high-core-count CPUs with 16 to 64 cores.
Categories
• Web Servers: Serve web pages and handle HTTP/HTTPS requests.
• Database Servers: Store and manage databases.
• File Servers: Store and manage files for network access.
• Mail Servers: Manage email communications.
• Application Servers: Host and run applications accessible over a network.
Examples: Dell PowerEdge, HP ProLiant, IBM System z.
4. Mainframes
Characteristics:
• Extremely powerful: Handle large-scale computing tasks, extensive data processing,
and heavy workloads.
• Reliability: Built for high availability and redundancy.
o Processing power: Typically use processors with high-core counts.

To read about the difference between a

mainframe and supercomputer scan the QR code.
5. Supercomputers
Characteristics:
• Highest performance: Capable of performing quadrillions of calculations per second.
• Scientific research: Used for complex simulations and calculations.
o Processing power: Use thousands to millions of cores, often in GPU clusters.
Uses:
• Research and Development: Climate modelling, astrophysics etc.
• Big Data Analytics: Processing large datasets for insights and innovation.
6. Gaming Consoles
Characteristics:
• Entertainment-focused: Designed primarily for playing video games.
• Specialized hardware: Optimized for graphics and processing power.
o Processing power: Custom CPU with minimum 8 cores
Examples: Sony PlayStation, Microsoft Xbox, Nintendo Switch.

26
Theory – System Technology
 Role of ICT in the workplace
Information and Communication Technology (ICT)
plays a critical role in the modern workplace by
enhancing efficiency, productivity, communication,
and overall business operations. Here are some key
roles of ICT in the workplace:
1. Improved Communication
• Email and Instant Messaging: Tools like
Microsoft Outlook, Slack, and Microsoft
Teams facilitate quick and efficient
communication among employees.
• Video Conferencing: Platforms like Zoom,
Figure D:ICT staff members in a meeting
Skype, and Google Meet allow for virtual
meetings, enabling remote work and
collaboration.
• Social Media and Marketing: Platforms like LinkedIn, Twitter, and Facebook help
businesses reach and engage with their audience.
2. Enhanced Productivity and Efficiency
• Automation: Reducing the need for manual intervention and minimizing errors.
• Document Management: Streamline document creation, storage, and collaboration.
3. Remote Work Capabilities
• Cloud Computing: Services like Google Cloud, and Microsoft Azure allow employees
to access data and applications from anywhere, facilitating remote work and
reducing the need for physical office space.
• Virtual Private Networks (VPNs): Secure connections enable remote employees to
access company networks safely.
4. Enhanced Security
• Cybersecurity Measures: Firewalls, antivirus software, encryption, and intrusion
detection systems protect company data from cyber threats.
• Access Control: Authentication systems (e.g., biometrics, multi-factor
authentication) ensure that only authorized personnel can access sensitive
information.
5. Collaboration and Teamwork
• Collaboration Tools: Software like Microsoft Teams, Slack, and Trello facilitate
teamwork by providing shared spaces for communication, project management, and
document sharing.
• File Sharing: Platforms like Dropbox, Google Drive, and OneDrive enable easy and
secure sharing of files among team members.
6. Training and Development
• E-Learning Platforms: Tools like Coursera, Udemy, and LinkedIn Learning provide
online training and development resources for employees.
• Virtual Reality (VR) and Augmented Reality (AR): These technologies offer
immersive training experiences for complex tasks.
7. Marketing and Sales
• Digital Marketing Tools: Help businesses develop and track online marketing
campaigns.
• E-Commerce: ICT enables online sales platforms, expanding market reach and
providing convenient shopping experiences for customers.

27
MGSLG – Gr11 CAT Study Guide
ICT is integral to the modern workplace, driving efficiency, enhancing communication, and
enabling remote work. It supports data management, improves customer service, and
fosters innovation, giving businesses a competitive edge in today's digital economy.
Embracing ICT solutions allows organizations to streamline operations, reduce costs, and
adapt to the evolving business landscape.
Video Communications
Video communication involves using video technology to facilitate real-time visual and
audio interaction between people in different locations. It’s commonly used for meetings,
interviews, social interactions, and educational purposes.
Key Features of Video Communication:
• Real-Time Interaction: Allows participants to see and hear each other live,
simulating face-to-face communication.
• Screen Sharing: Users can share their screens to present documents, slides, or other
content during the conversation.
• Recording: Many platforms offer the ability to record video sessions for later review.
• Multi-Participant Support: Enables group meetings with multiple participants in
different locations.
• Chat and Messaging: Often includes text-based chat alongside video, allowing for
additional communication.
Examples of Video Communication Tools:
• Zoom: Widely used for business meetings, webinars, and online classes.
• Microsoft Teams: Integrated with Office 365, used for workplace collaboration.
• Google Meet: Part of Google Workspace, commonly used for virtual meetings.
• Skype: One of the earliest tools for video calling, still popular for personal and
professional use.
In summary, video communication is a powerful tool for real-time, visual interaction, widely
used in business, education, and personal contexts. It offers enhanced collaboration and
global connectivity but requires a stable internet connection and careful management to
avoid technical issues and privacy risks.
Protecting your information
Protecting personal and organizational information is crucial in today's digital age. Here’s a
summary of key strategies:
1. Use Strong Passwords: Create complex, unique
passwords and use password managers to store
them securely.
2. Enable Two-Factor Authentication (2FA): Add an
extra layer of security with 2FA.
3. Keep Software Up-to-Date: Ensure all software is
updated regularly to have the latest security
patches.
4. Use Antivirus and Anti-Malware Software: Install
and regularly update reputable security software.
Figure E: https://www.zdnet.com/article/learn-
5. Backup Your Data: Regularly back up important what-you-need-to-become-a-privacy-and-data-
data to external drives or cloud services. protection-expert-for-20/
6. Be Cautious with Email and Phishing Attacks: Verify email senders and be aware of
phishing tactics.
7. Secure Your Wi-Fi Network: Use strong encryption and passwords for your Wi-Fi
network.

28
Theory – System Technology
 8. Use Secure Connections: Ensure websites use HTTPS and use a VPN on public Wi-Fi.
9. Limit Data Sharing: Adjust privacy settings and avoid oversharing personal
information online.
10. Secure Physical Devices: Lock devices, encrypt data, and keep devices secure.
11. Educate Yourself and Others: Stay informed about cybersecurity best practices and
threats.
12. Implement Access Controls: Limit access to sensitive information based on roles and
responsibilities.
13. Monitor and Audit: Use tools to monitor user activity and conduct regular security
audits.
By combining these strategies, you can significantly reduce the risk of data breaches and
keep your information secure.
Input devices
In grade 10 we covered the majority of the
main input devices.
Now we are focusing on image capturing
devices:
Digital Camera and Smart cameras
Smart cameras are advanced digital cameras
with integrated computing power, allowing
them to process images and video in real-time. Figure F: https://testbook.com/computer-awareness/input-and-
Here’s a summary of their key attributes and output-devices
features:
Attributes:
1. Embedded Intelligence: Built-in processors enable real-time analysis and decision-
making.
2. Connectivity: Often connected to networks (e.g., Wi-Fi, Ethernet) for remote access
and data sharing.
3. Automation: Capable of automating tasks like triggering alerts based on specific
criteria (e.g., motion detection).
4. Adaptability: Can learn and improve over time through AI and machine learning,
adapting to different environments and scenarios.

29
MGSLG – Gr11 CAT Study Guide
Features:
1. Object and Facial Recognition:
Identifies and differentiates between
people, animals, objects, and more.
2. Motion Tracking: Detects and follows
movement within its field of view.
3. Scene Optimization: Automatically
adjusts settings based on the scene
(e.g., lighting, focus).
4. Real-Time Alerts: Sends notifications or
triggers actions based on predefined
conditions (e.g., detecting an intruder). Figure g: https://www.flipkart.com/qubo-smart-cam-360-
q100-hero-group-1080p-fhd-wifi-cctv-intruder-alarm-
Smart cameras are used in various applications, system-security-
including security, retail analytics, and personal camera/p/itm02c0cd139df73?pid=HSAGGFWGWN2CSYUZ&l
devices, offering enhanced functionality and id=LSTHSAGGFWGWN2CSYUZTIRAAO&marketplace=FLIPKAR
T
automation compared to traditional cameras.
Digital Cameras: There are specifications to
consider when evaluating a digital camera:
1. Sensor: Larger the sensor the more light enters the image, better quality image,
2. Resolution: Megapixels (MP), higher the pixels the better the image.
3. Lens System: More light let in, better the quality of
the image.
4. Autofocus: Points, types (contrast-detection, phase-
detection)
5. ISO Range: Sensitivity to light.
6. Shutter Speed: Range (e.g., 30s to 1/8000s)
7. Zoom: Optical zoom – used when you zoom in to take Figure H:
picture on the camera, digital zoom - is once the https://www.aarp.org/home-
picture has been taken and you zoom in. family/personal-technology/info-
2022/standalone-digital-
8. Connectivity: Wi-Fi, Bluetooth, NFC, GPS. cameras.html
9. Storage: Type of media (SD, CF, etc.), dual card slots
Scanner
Key specifications to consider when looking at a scanner:
1. Type: Flatbed, sheet-fed, photo, or portable scanner.
2. Resolution: Optical resolution (dpi) for detail and clarity.
3. Colour Depth: Bits per pixel to represent colours accurately.
4. Scan Speed: Pages per minute (PPM) or seconds per scan.
5. Document Size: Maximum dimensions the scanner can handle.
6. Scan Modes: Colour, grayscale, and black and white options.
7. Interface: Connectivity options like USB, Ethernet, or Wi-Fi.
8. Software: Included drivers and applications for scanning and editing.
9. Special Features: Duplex scanning, film and slide scanning capabilities, automatic
adjustments.
Understanding these specifications helps in choosing a scanner that suits your specific
scanning needs, whether for documents, photos, or specialized tasks like film scanning.

30
Theory – System Technology
 Types of scanners

Figure I: https://www.techgeekbuzz.com/blog/types-of-scanners/
1. Flatbed Scanners:
• Description: Flatbed scanners have a glass surface where documents or photos are
placed face-down for scanning.
• Advantages: Ideal for scanning delicate or bound documents, as well as thick
materials like books. They offer high-quality scans with good colour accuracy.
• Limitations: Can be slower for multiple-page documents compared to sheet-fed
scanners. Usually larger and less portable.
2. Sheet-fed Scanners:
• Description: Sheet-fed scanners automatically feed documents through rollers for
scanning.
• Advantages: Faster for scanning multiple pages, making them suitable for high-
volume document scanning. Often more compact and space-efficient than flatbed
scanners.
• Limitations: May not handle fragile or bound documents well. Generally, have lower
optical resolutions compared to flatbed scanners.
3. Portable Scanners:
• Description: Portable scanners are compact and designed for on-the-go use.
• Advantages: Lightweight and easy to transport. Suitable for scanning documents
outside the office or while traveling.
• Limitations: Generally have lower scan quality and fewer features compared to
larger scanners. May have limited document size capabilities.
Advantages of scanners:
1. High-Quality Reproduction: Scanners capture detailed and accurate
images/documents with high optical resolution.
2. Versatility: Different types cater to various needs, from documents and photos to
film and slides.
3. Digital Storage: Enables easy storage and sharing of scanned items digitally.
4. Editing and OCR: Includes software for image editing and Optical Character
Recognition (OCR) for text conversion.
5. Preservation of images: Facilitates the preservation of physical documents and
photos by creating digital backups.
6. Environmental Benefits: Reduces paper usage and physical clutter.
Limitations of scanners:
1. Size Constraints: Flatbed scanners have limits on document size, typically up to
standard paper sizes.

31
MGSLG – Gr11 CAT Study Guide
 2. Speed Variability: Speed varies; flatbed scanners may be slower than sheet-fed
models for multiple pages.
3. Cost: High-quality and specialized scanners can be expensive.
4. Quality Dependence: Scan quality is influenced by the condition of the original
document or photo.
4. Barcode scanner (POS)
A barcode scanner, also known as a barcode reader or barcode scanner device, is a handheld
or stationary electronic device used to read and interpret barcode symbols. These devices
are equipped with a light source (often a laser or LED) and a light sensor that detects and
decodes the patterns of black and white bars (or other geometric patterns) that make up
the barcode.
Types of Barcode Scanners:
1. Handheld Barcode Scanners: Portable devices held by hand and manually moved
over the barcode.
2. Stationary Barcode Scanners: Fixed-mount devices used in retail checkout counters
or industrial settings where products pass through a scanning area.
3. Mobile Barcode Scanners: Built into smartphones or tablets with dedicated apps for
scanning barcodes.
Uses and Applications:
• Retail: Scanning product barcodes for checkout and inventory management.
• Logistics and Warehousing: Tracking and managing inventory with barcode labels.
• Healthcare: Identifying patients, medications, and medical equipment.
• Manufacturing: Tracking parts and components through the production process.
• Transportation and Ticketing: Scanning tickets or boarding passes.
Advantages:
1. Speed and Efficiency: Rapid data entry and checkout processes.
2. Accuracy: Minimizes human errors in data entry.
3. Inventory Management: Real-time tracking and management of inventory.
4. Integration: Easily integrates with POS and inventory systems.
Limitations:
1. Line-of-Sight Requirement: Requires direct visibility of barcodes.
2. Barcode Quality: Issues with poorly printed or damaged barcodes.
3. Limited Information: Barcodes contain limited data compared to advanced systems.
Biometric Input
Biometric input uses unique physiological or behavioural characteristics for identification
and authentication. Common types include:
1. Fingerprint Recognition: Used in
smartphones and law enforcement.
2. Facial Recognition: Applied in airport
security and social media.
3. Iris Recognition: Utilized in secure access
systems.
4. Voice Recognition: Employed by virtual
assistants like Siri and Alexa.
5. Hand Geometry: Used in corporate access
control. Figure j:
https://stock.adobe.com/za/search/images?k=bio
metric

32
Theory – System Technology
 6. Retina Scanning: Applied in high-security facilities.
7. Signature Recognition: Used by financial institutions.
These biometric methods enhance security and convenience in various settings. In addition
to biometric input, smartphones, tablets, and data collection devices utilize a variety of other
input methods to interact with users and collect data.
1. Touchscreen Input
• Smartphones and Tablets: Capacitive touchscreens detect touch gestures such as
tapping, swiping, and pinching to navigate and interact with the device.
• Example: Typing on virtual keyboards, swiping to unlock, and navigating apps.
2. Voice Input
• Smartphones and Tablets: Microphones capture voice commands for voice
assistants, voice typing, and hands-free control.
• Example: Using Siri, Google Assistant, or Amazon Alexa to set reminders, send
messages, or control smart home devices.
3. Stylus Input
• Tablets and Some Smartphones: Active styluses or passive pens are used for
drawing, note-taking, and precise control.
• Example: The Apple Pencil on iPads or the S Pen on Samsung Galaxy Note devices.
4. Camera Input
• Smartphones and Tablets: Cameras capture images and videos, as well as scan QR
codes, barcodes, and documents.
• Example: Using the camera to scan QR codes for payments or accessing websites,
and augmented reality (AR) applications.
5. Sensor Input
• Smartphones, Tablets, and Wearables: Various sensors such as accelerometers,
gyroscopes, magnetometers, and barometers capture motion, orientation, and
environmental data.
• Example: Fitness tracking, navigation, and gaming applications using motion and
orientation data.
6. NFC (Near Field Communication)
• Smartphones and Some Tablets: NFC chips enable short-range wireless
communication for contactless payments and data transfer.
• Example: Using Apple Pay, Google Pay, or Samsung Pay for contactless transactions.
7. Bluetooth and Wi-Fi Input
• Smartphones and Tablets: These wireless technologies connect with other devices
for data transfer, peripheral control, and internet access.
• Example: Pairing with wireless headphones, connecting to smart home devices, and
sharing files.
8. Physical Buttons
• Smartphones and Tablets: Physical buttons such as power, volume, and home
buttons provide basic device control.
• Example: Adjusting volume, taking screenshots, and waking the device.
9. Gestural Input
• Smartphones, Tablets, and Some Wearables: Motion sensors detect hand or body
movements to control the device.
• Example: Waving a hand over the device to answer calls or control music playback.

33
MGSLG – Gr11 CAT Study Guide
10. Proximity Sensors
• Smartphones and Tablets: These sensors detect the presence of nearby objects,
typically used to turn off the screen during calls to prevent accidental touches.
• Example: Screen turning off when the phone is held to the ear during a call.

ATMs (Automated Teller Machines)

1. Card Reader
o Function: Reads the magnetic stripe or chip on debit and credit cards.
o Example: Users insert their bank cards to access their accounts.
2. Keypad/Keyboard
o Function: Allows users to input their PIN (Personal Identification Number)
and transaction amounts.
o Example: Numeric keypads for entering PINs and selecting transaction
options.
3. Touchscreen
o Function: Enables users to navigate the ATM interface and select transaction
types.
o Example: Modern ATMs with touchscreens for selecting language, account
type, and transaction options.
4. Biometric Sensors
o Function: Enhances security by using fingerprint, iris, or palm vein
recognition.
o Example: ATMs with fingerprint scanners for biometric authentication.
5. Receipt Printer
o Function: Prints transaction receipts for users.
o Example: ATMs that provide printed receipts after transactions.
POS (Point of Sale) Systems
1. Barcode Scanner
o Function: Scans barcodes on
products for pricing and
inventory management.
o Example: Handheld or fixed
scanners used in retail
environments.
2. Card Reader
o Function: Reads magnetic
stripes, EMV chips, and Figure K: https://nrsplus.com/point-of-sale/software/
contactless payment cards
(NFC).
o Example: Devices that accept swipe, insert, or tap payment methods.
3. Keypad/Pin Pad
o Function: Allows customers to enter their PIN for debit card transactions.
o Example: External pin pads where customers input their PINs securely.
4. Touchscreen
o Function: Enables operators to navigate the POS system and select items for
sale.
o Example: Touchscreen terminals used by cashiers to process sales.
5. Receipt Printer

34
Theory – System Technology
 o Function: Prints receipts for customers after transactions.
o Example: Thermal printers that produce itemized receipts.
6. Mobile Payment Terminals
o Function: Allows for mobile and contactless payments using smartphones
and other devices.
o Example: Devices that accept payments via Apple Pay, Google Pay, or similar
services.
Touch screens
Touch screens we can see are a vital input device, as we have seen
they are incorporated into all the devices with convergence due to
the ease of navigation and efficiency. You can find them in phones,
tablets, laptops, gaming consoles and information kiosks where we
have a type of multi touch screen, which means they are a touch-
sensitive interface that can detect and respond to multiple points of
contact simultaneously. This technology enables users to perform
various gestures and interactions with their devices, enhancing the
overall user experience. Figure L: https://en.wikipedia.org/wiki/Multi-
touch
Key Features:
1. Multiple Touch Points: Recognizes multiple touch points at once, allowing for
complex gestures.
2. Gestures: Supports gestures such as pinch-to-zoom, rotate, swipe, and multi-finger
taps.
3. Enhanced User Interface: Allows for more intuitive and efficient navigation and
interaction.
Alternative input devices
Alternative input devices offer various methods for interacting with digital devices beyond
traditional keyboards and mice. Here are some common examples:
1. Virtual Keyboards: Software-based keyboards on
touchscreens or projected onto surfaces.
2. Voice Recognition Systems: Convert spoken words
into text or commands (e.g., Siri, Google Assistant).
3. Stylus Pens: Pen-like devices for precise touch input on
tablets (e.g., Apple Pencil, Samsung S Pen).
4. Gesture Control Devices: Recognize hand or body
gestures to control functions (e.g., Leap Motion
Controller).
5. Eye-Tracking Devices: Track eye movements to control
the cursor or input commands (e.g., Tobii Eye Tracker).
Figure M:
6. Haptic Feedback Devices: Provide tactile feedback, https://www.thegiftsformen.com/vir
often used in VR and gaming (e.g., VR gloves). tual-keyboard.php
7. Trackballs: A pointing device with a ball that can be
rotated to move the cursor (e.g., Logitech Trackball).
8. Graphic Tablets: Used for drawing and graphic design, allowing precise input with a
stylus.
Wireless input technologies
Wireless technology in input devices enables communication without physical cables,
enhancing convenience and mobility. Here are some examples:

35
MGSLG – Gr11 CAT Study Guide
1. Wireless Keyboards and Mice
• Technology: Bluetooth or RF (Radio Frequency) via USB dongle.
• Use Cases: PC and laptop peripherals for improved mobility and less clutter of
cables.
2. Wireless Game Controllers
• Technology: Bluetooth or proprietary RF technology.
• Use Cases: Gaming consoles and PCs for unrestricted gameplay.
3. Wireless Styluses and Pens
• Technology: Bluetooth.
• Use Cases: Tablets and touchscreen devices for drawing, writing, and navigation.
4. Wireless Headsets and Microphones
• Technology: Bluetooth.
• Use Cases: Communication, gaming, and audio input for PCs, smartphones, and
consoles.
5. Wireless Barcode Scanners
• Technology: Bluetooth or RF.
• Use Cases: Retail and inventory management for mobile scanning.
6. Wireless Presentation Remotes
• Technology: Bluetooth or RF.
• Use Cases: Controlling presentations remotely in business and educational settings.
7. Wireless VR Controllers
• Technology: Bluetooth or proprietary wireless technology.
• Use Cases: Virtual reality systems for immersive interaction.
These wireless input devices leverage Bluetooth and RF technologies to provide flexibility,
reduce cable clutter, and enhance user experience across various applications.
Output devices
Output devices are peripherals (external devices) that receive and display information from
a computer or other electronic device. They play a crucial role in converting digital data into
human-readable formats. Here is a list of examples of output devices:
1. Monitors
2. Printers
3. Projectors
4. Speakers and Headphones
5. Haptic Feedback Devices (VR)
6. Electronic Whiteboards
7. 3D Printers
Advantages of Output Devices:
1. User Interaction: They facilitate Figure N: https://testbook.com/computer-awareness/input-and-
output-devices
communication between users
and computers, allowing users to receive feedback and information, using a driver
program.
2. Versatility: Output devices can display information in various formats such as text,
graphics, and multimedia, catering to different needs and preferences.
3. Accessibility: They make digital information accessible to users in real-time,
enhancing productivity and efficiency.
4. Real-Time Feedback: Provide immediate feedback, crucial for monitoring processes
and interactions.

36
Theory – System Technology
 5. Integration: Can be integrated into different environments and applications, from
desktop computers to industrial machinery.
Disadvantages of Output Devices:
1. Cost: High-quality output devices can be expensive to purchase and maintain,
especially for businesses and organizations needing multiple units.
2. Maintenance: Require regular maintenance and occasional repairs to ensure optimal
functionality and longevity.
3. Compatibility Issues: Compatibility with different devices and operating systems can
sometimes be a challenge, leading to connectivity issues.
4. Size and Portability: Some output devices, such as large-format printers or
projectors, may be bulky and not easily portable.
5. Energy Consumption: Certain output devices, like printers and large displays,
consume significant amounts of energy, impacting operational costs and
environmental footprint.
Limitations of Output Devices:
1. Resolution Limitations: Output devices may have limitations in resolution and color
accuracy, affecting the quality of displayed information.
2. Speed: The speed at which information is processed and displayed can vary
depending on the type and capabilities of the output device.
3. Environmental Factors: External factors such as ambient light, temperature, and
humidity can affect the performance and readability of some output devices.
4. Technological Constraints: Advances in technology may outpace the capabilities of
existing output devices, leading to obsolescence or the need for upgrades.
5. Security Concerns: Certain output devices, such as printers, may pose security risks if
not properly managed or secured, potentially leading to data breaches or
unauthorized access.
While output devices provide essential functions in displaying information from electronic
devices, they also come with certain drawbacks and limitations that organisations and users
need to consider when selecting and utilizing these peripherals (devices).
Monitors and Printers
When we look at purchasing a monitor (screen) or a
printer there are also different types of screens we can
look at. There are certain specifications we need to keep
in mind.
Monitors specifications:
1. Resolution:
o The number of pixels displayed on Figure O: https://edu.gcfglobal.org/en/basic-
the screen (e.g., 1920x1080 pixels for computer-skills/how-to-set-up-a-new-printer/1/
Full HD). Higher resolutions provide
sharper images and text.
2. Refresh Rate:
o The number of times per second the image refreshes on the screen (e.g.,
60Hz, 144Hz). Higher refresh rates reduce motion blur and improve gaming
and video playback.
3. Colour Accuracy and Depth:
o Represented by the monitor’s ability to display a wide range of colours and
accuracy in reproducing colours true to the source.
4. Brightness and Contrast Ratio:

37
MGSLG – Gr11 CAT Study Guide
 o Brightness (measured in nits) affects how vibrant the images appear.
o Contrast ratio (e.g., 1000:1) measures the difference between the brightest
and darkest colours displayed.
5. Response Time:
o How quickly pixels can change from one colour to another. Lower response
times reduce motion blur in fast-moving images.
Printer specifications:
1. Resolution:
o Measured in dots per inch (DPI), higher DPI results in sharper and more
detailed prints.
2. Print Technology:
o Different technologies include inkjet (liquid ink sprayed onto paper), laser
(toner fused onto paper by heat), and thermal (heat applied to special
paper).
3. Colour Accuracy and Gamut:
o Like monitors, printers must accurately reproduce colours based on the input
file (e.g., RGB or CMYK colour spaces).
4. Print Speed:
o How quickly pages are printed, measured in pages per minute (PPM) for text
and images.
5. Paper Handling:
o Ability to print on different types and sizes of paper, envelopes, and specialty
media.
6. Cost Per Page:
o Total cost of ownership includes initial cost of the printer and ongoing costs
for ink, toner, and maintenance.
3D Printers
Key Attributes:
• Manufacturing: Builds objects layer by layer from digital models.
• Material Variety: Uses various materials, including plastics, metals, and composites.
• Precision: Capable of creating highly detailed and complex structures.
• Customizability: Allows for the creation of bespoke and custom-designed items.
Features:
• Digital Modeling: Operates from
digital 3D models created using CAD
(Computer-Aided Design) software.
• Versatile Materials: Supports a range
of materials, such as PLA, ABS, resin,
and metal powders.
• Layer-by-Layer Printing: Constructs
objects by adding successive layers of
material.
• Connectivity Options: Includes
features like USB, SD card, or Wi-Fi for
file transfer and operation. Figure p:https://www.freepik.com/free-photos-
vectors/3d-printers

38
Theory – System Technology
 Advantages:
• Customization: Enables production of customized and unique items tailored to
specific needs in many different sectors, from industrial to medical.
• Prototyping: Facilitates rapid prototyping and testing of designs, reducing
development time and costs.
• Reduced Waste: Creates objects with minimal material waste compared to
traditional subtractive manufacturing.
• Complex Geometries: Can produce complex shapes and internal structures that are
difficult or impossible to achieve with other methods.
• Accessibility: Affordable models make 3D printing accessible for hobbyists and small
businesses.
Disadvantages:
• Limited Build Size: Many printers have constraints on the maximum size of objects
they can produce.
• Material Limitations: Not all materials are compatible with every printer, and some
high-performance materials require specialized equipment.
• Speed: Printing can be slow, particularly for large or highly detailed objects.
• Quality Variability: Print quality can vary depending on the printer, material, and
settings, potentially leading to defects or inconsistencies.
• Post-Processing: Many prints require additional finishing work, such as sanding or
assembly, to achieve the desired quality.
• Smell: The product being printed can release a foul smell which could trigger some
allergies.
3D printers offer significant benefits in customization, prototyping, and material efficiency
but have limitations related to build size, material compatibility, and print quality.
Interactive whiteboards
Interactive whiteboards are digital display tools that combine traditional whiteboard
functionality with touch-sensitive technology, enabling interactive learning, collaboration,
and presentations.
Attributes:
• Touch Sensitivity: Responds to touch or stylus input, allowing users to write, draw,
and interact directly on the screen.
• Connectivity: Can connect to computers, the internet, and other devices for sharing
and accessing content.
• Versatility: Supports a range of media, including text, images, videos, and interactive
applications.

39
MGSLG – Gr11 CAT Study Guide
 • Collaborative: Allows multiple users to
interact simultaneously, fostering group work
and engagement.
Features:
• Screen Sharing: Displays content from
connected devices, such as computers or
tablets, in real-time.
• Annotation Tools: Provides digital pens,
highlighters, and other tools for writing or
drawing on the screen.
• Multimedia Integration: Supports the
embedding and playback of videos, audio, and
other multimedia directly on the board.
• Interactive Software: Often comes with
software that enables quizzes, interactive Figure q:
lessons, and real-time feedback. https://www.ricoh.co.za/products/audio-visual-
systems/interactive-whiteboard/
• Remote Collaboration: Allows participants
from different locations to join in and
interact with the content simultaneously.
Interactive whiteboards are widely used in education and business for enhancing
presentations, promoting active learning, and facilitating interactive meetings.
Advantages:
• Enhanced engagement with interactive learning and dynamic presentations.
• Improved collaboration, supporting group work and remote access.
• Versatility in integrating multimedia and adaptability across various subjects.
• Instant feedback through real-time interaction.
• Promotes a paperless environment with digital saving and sharing.
Disadvantages:
• High initial investment and ongoing maintenance costs.
• Potential technical issues and reliance on technology.
• Time-intensive content preparation and dependence on a stable internet
connection.
• Limited mobility due to fixed installation.
• Accessibility challenges for users with disabilities and visibility issues in large rooms.
HDMI cables
HDMI is a digital interface that allows for the transmission of high-quality audio and video
signals over a single cable.
Key Features:
• High Definition: Supports resolutions up to 4K (Ultra HD) and beyond, delivering
crisp and detailed visuals.
• Audio Support: Transmits high-quality audio signals.
• Ease of Use: Offers a single cable solution for connecting devices, reducing clutter
and makes setup easy.
• Compatibility: Widely adopted across various consumer electronics, including TVs,
monitors, projectors, gaming consoles, and multimedia devices.
Advantages:
• High Quality: Delivers superior audio and video

40
Theory – System Technology
 • Convenience: Single cable for both audio and video transmission.
• Versatility: Supports a wide range of devices and applications.
Limitations:
• Cable Length: Signal quality can degrade over longer cable distances, 15 meters max.
• Compatibility Issues: Some older devices may not support newer HDMI versions or
features like 4K resolution or HDR.

Wearable Devices and Wireless Technology in Output Devices

Figure R: https://www.techtarget.com/searchmobilecomputing/definition/wearable-technology
Wearable Devices:
1. Smartwatches:
o Output: Display notifications, messages, health metrics (e.g., heart rate,
steps).
o Wireless Connectivity: Bluetooth for pairing with smartphones, Wi-Fi for
internet access.
2. Fitness Trackers:
o Output: Display fitness metrics (e.g., steps, calories burned).
o Wireless Connectivity: Bluetooth for syncing with smartphones, sometimes
Wi-Fi for data transfer.
3. Augmented Reality (AR) Glasses:
o Output: Overlay digital information onto the real world (e.g., navigation,
instructions).
o Wireless Connectivity: Wi-Fi or Bluetooth for content delivery and
interaction.
Wireless Technology in Output Devices:
1. Wireless Monitors:
o Output: Display visual content from computers, smartphones, or streaming
devices.
o Wireless Connectivity: Wi-Fi or Bluetooth for screen mirroring and content
streaming.
2. Wireless Projectors:
o Output: Project visual content onto surfaces (e.g., screens, walls).
o Wireless Connectivity: Wi-Fi or Bluetooth for wireless projection from
computers, smartphones, and tablets.
3. Wireless Speakers:
o Output: Reproduce audio from computers, smartphones, or streaming
devices.
o Wireless Connectivity: Bluetooth or Wi-Fi for wireless audio streaming.

41
MGSLG – Gr11 CAT Study Guide
 4. Wireless Printers:
o Output: Produce hard copies of digital documents, photos, and more.
o Wireless Connectivity: Wi-Fi or Bluetooth for wireless printing from
computers, smartphones, and tablets.
5. Haptic Feedback Devices (e.g., VR Gloves):
o Output: Provide tactile feedback in virtual environments (e.g., gaming,
simulations).
o Wireless Connectivity: Bluetooth or proprietary wireless protocols for
interaction with VR/AR systems.
6. Smart Glasses:
o Output: Display information directly to the wearer (e.g., notifications,
navigation).
o Wireless Connectivity: Wi-Fi or Bluetooth for data transfer and interaction
with smartphones and other devices.

Wearable devices integrate wireless technology to provide convenient, real-time outputs

such as notifications, health metrics, and augmented reality overlays. Similarly, wireless
technology enhances traditional output devices like monitors, projectors, speakers, and
printers by enabling wireless connectivity for screen mirroring, audio streaming, and printing
from various devices. These advancements contribute to enhanced mobility, flexibility, and
user interaction across both wearable and traditional output devices in diverse applications
ranging from personal fitness tracking to professional presentations and immersive
experiences.
Software and equipment needed for Output devices
To enable output devices to function properly, several components, including software and
other equipment, are typically required. Here's is what is needed for output devices to work:
Software Requirements:
1. Device Drivers:
o Purpose: Software that enables the operating system to communicate with
the specific output device (e.g., printer, monitor).
o Function: Translates commands from the computer into a format the device
can understand, ensuring compatibility and functionality.
2. Operating System Compatibility:
o Purpose: Ensures that the output device is supported by the operating
system (e.g., Windows, macOS, Linux).
o Function: Provides basic functionality and settings for the device within the
operating system environment.
3. Application Software:
o Purpose: Programs or applications that generate content to be outputted by
the device (e.g., word processors, graphic design software).
o Function: Formats and sends data to the output device in the desired format
(e.g., text documents to printers, graphics to monitors).
Equipment Requirements:
1. Connection Cables:
o Purpose: Physical cables to connect the output device to the computer or
other source device.

42
Theory – System Technology
 o Examples: HDMI cables for monitors, USB cables for printers, audio cables for
speakers.

Figure S: https://www.shutterstock.com/image-vector/black-cables-wires-usb-hdmi-lightning-2073764768

2. Power Supply:
o Purpose: Provides electrical power to the output device for operation.
o Examples: AC adapters for monitors, printers, and speakers.
These elements collectively ensure seamless operation and integration of output devices
into various computing environments and applications.
Physically challenged users

With the inclusion policies that are implemented in schools and

workplaces, there are many different assistive devices that have
been included for PC’s, to assist those with physical challenges
to be able to work on computer devices. There is a table below
that shows more details.
Figure T: https://wecapable.com/assistive-
technology-meaning-examples/

Physical Challenge Description Devices

1. Large Key Keyboards

2. Alternative Pointing Devices (e.g.,
Mobility Difficulty in movement or fine
Trackballs, Joysticks)
Impairments motor control
3. Mouth-operated pointers
4. Switches

1. Screen Readers
2. Braille Displays
Visual
Limited or no vision 3. Voice Recognition Software
Impairments
4. Alternative Communication
Devices

1. Visual Alerts (e.g., flashing lights)

Hearing 2. Text-to-Speech Software
Partial or complete hearing loss
Impairments 3. Hearing Aids with Bluetooth
connectivity

Speech
Difficulty in speech production 1. Voice Recognition Software
Impairments

43
MGSLG – Gr11 CAT Study Guide
Physical Challenge Description Devices

1. Cognitive Assistive Software (e.g.,

Cognitive Challenges in memory, prompts, reminders)
Impairments attention, or problem-solving 2. Simplified User Interfaces
3. Speech-to-Text Software
Physically challenged user software
Software for physically challenged users includes tools designed to improve accessibility
and interaction for individuals with physical disabilities. Key types include:
• Screen Readers: Convert text into speech or braille (e.g., JAWS, VoiceOver).
• Speech Recognition: Allows control and text input via voice commands (e.g., Dragon
NaturallySpeaking).
• On-Screen Keyboards: Provide a virtual keyboard for users who can't use a physical
one.
• Alternative Input Devices: Include eye trackers, sip-and-puff systems, and adaptive
mice for users with limited dexterity.
• Customizable Interfaces: Adjust settings for better usability, such as larger icons and
alternative navigation methods.
• Communication Aids: Help individuals with speech impairments communicate (e.g.,
AAC devices).
These tools enhance accessibility, independence, and customization but may face challenges
like compatibility issues, learning curves, and cost.
Primary storage
Primary storage, often referred to as primary
memory, is a fundamental component in
computer systems where data and instructions
are temporarily stored for immediate access by
the CPU (Central Processing Unit).
1. Purpose:
o Primary storage is used to store Figure U: https://www.ourpcb.com/primary-memory.html
data and instructions that the
CPU needs to access quickly
during program execution.
o It holds data currently being processed or manipulated by the computer.
2. Types:
o RAM (Random Access Memory):
▪ Volatile memory that loses its contents when the power is turned off.
▪ Stores data and program instructions that are actively used by the
CPU.
▪ Provides fast access times, enabling rapid data retrieval.
o Cache Memory:
▪ High-speed memory located closer to the CPU than RAM.
▪ Acts as a buffer between the CPU and slower main memory (RAM).
▪ Improves overall system performance by storing frequently accessed
data and instructions.

44
Theory – System Technology
 Secondary Memory
Secondary memory, also known as secondary storage, refers to non-volatile storage devices
that retain data and programs permanently or semi-permanently, even when the power is
turned off.
1. Purpose:
o Secondary memory is used to store data and programs for long-term
retention, archival, and backup purposes.
o It provides storage capacity beyond the limitations of primary memory
(RAM).
2. Types:
o Hard Disk Drives (HDD):
▪ Uses spinning magnetic disks and read/write heads to store and
retrieve data.
▪ Commonly used in desktop computers, servers, and laptops for high-
capacity storage.
o Solid State Drives (SSD):
▪ Uses flash memory (non-volatile memory chips) for data storage.
▪ Faster access times and higher reliability compared to HDDs.
▪ Increasingly used in laptops, desktops, and servers for faster data
access.
o Optical Discs (e.g., CD, DVD, Blu-ray):
▪ Uses laser technology to read and write data onto optical discs.
▪ Used for distributing software, storing multimedia content, and
archival purposes.
o USB Flash Drives:
▪ Small, portable devices that use flash memory to store data.
▪ Widely used for transferring files between computers and for portable
storage.
o Cloud Storage:
▪ Online storage services that store data remotely on servers accessed
via the internet.
▪ Provides scalability, accessibility from anywhere, and backup
capabilities.
Primary vs Secondary memory advantages and disadvantages
Secondary Memory (HDD, SSD,
Aspect Primary Memory (RAM)
etc.)

Speed: Very fast access times, Capacity: Offers large storage

essential for running programs and capacity for long-term data
processes. retention.
Volatile: Allows for rapid Non-volatile: Retains data even
read/write operations. when power is off.
Advantages Directly Accessed by CPU: Cost-effective: Generally cheaper
Immediate access to data and per gigabyte compared to primary
instructions. memory.
Critical for Multitasking: Enables Portability: Some forms (like SSDs
simultaneous execution of multiple and USB drives) are portable and
applications. easy to transport.

45
MGSLG – Gr11 CAT Study Guide
 Secondary Memory (HDD, SSD,
Aspect Primary Memory (RAM)
etc.)

Volatility: Loses data when power Speed: Slower access times

is turned off. compared to primary memory,
Limited Capacity: Smaller storage affecting program execution speed.
compared to secondary memory. Non-volatile Nature: Slower
Expensive: Higher cost per read/write operations due to
Disadvantages
gigabyte compared to secondary physical limitations (e.g., moving
memory. parts in HDDs).
Limited Lifespan: Limited number Limited Durability: Physical damage
of read/write cycles before (e.g., drops for HDDs) can lead to
degradation. data loss.
Online Storage
Online storage, also known as cloud storage, is a service that allows users to store and access
data on remote servers via the internet.
Advantages:
1. Accessibility: Access data from any location and device with internet connectivity.
2. Scalability: Easily adjust storage capacity (size) based on needs.
3. Cost-Effectiveness: Reduces the need for physical storage hardware with various
pricing plans.
4. Backup and Recovery: Automatic backups and enhanced data recovery options.
5. Collaboration: Easy sharing and
Figure V:
simultaneous editing by multiple users. http://photonshouse.com/photo/ce/ce89afda5a941701
6. Security: Robust security measures, 15a68d0b9c2c2143.jpg
including encryption and access controls.
Disadvantages:
1. Internet Dependency: Requires a stable internet connection.
2. Privacy and Security Concerns: Risks related to data breaches and unauthorized
access.
3. Cost Over Time: Long-term storage costs can add up.
4. Data Transfer Speed: Slow upload/download speeds for large files.
5. Reliability: Dependence on the provider’s infrastructure and uptime.
6. Limited Control: Less control over physical storage and data management policies.
Backup storage mediums
Backup Media Description Advantages Disadvantages

High capacity, fast Can be damaged by

Portable hard drives
External Hard data transfer physical impact,
connected via USB or
Drives speeds, easy to use, susceptible to data
other interfaces.
portable. corruption.

More expensive per

Flash-based storage Very fast, reliable,
Solid State gigabyte compared to
devices offering high- no moving parts,
Drives (SSD) HDDs, limited write
speed data access. portable.
cycles.

46
Theory – System Technology
 Backup Media Description Advantages Disadvantages

Limited storage
Small, portable flash Portable, easy to
capacity, slower than
USB Flash Drives memory devices use, inexpensive for
SSDs, can be easily
connected via USB. small capacities.
lost.

Limited capacity,
Optical Discs Discs that store data Long-term storage,
slower data transfer
(CD/DVD/Blu- using optical inexpensive, widely
speeds, prone to
ray) technology. available.
scratches.

Online storage services Accessible from Requires internet

provided by third-party anywhere, scalable, access, ongoing
Cloud Storage
vendors (e.g., Dropbox, automatic backups, subscription costs,
Google Drive, iCloud). secure. privacy concerns.

Figure W: https://medium.com/@yasiban8080/computer-storage-devices-f54c99a09725
Software
Operating software
Operating software, commonly known as an Operating System (OS), is the fundamental
software that manages a computer's hardware and software resources and provides a
platform for applications to run. It acts as a middle man between users and the computer
hardware, enabling interaction and ensuring that all components of the computer work
together efficiently.
Key Functions of an Operating System:
1. Resource Management:
o Processor Management: Allocates
CPU time to various tasks and
processes, ensuring that each gets
the necessary computing power.
o Memory Management: Manages the
system's RAM by allocating memory
to processes when needed and
freeing it when it's no longer in use.
Figure x:
o Storage Management: Controls how https://www.shutterstock.com/search/operating-
data is stored and retrieved on system
storage devices like hard drives and
SSDs, organizing files and directories.

47
MGSLG – Gr11 CAT Study Guide
 o Device Management: Manages hardware peripherals (e.g., printers,
keyboards, monitors) by providing drivers and ensuring they interact properly
with the system.
2. User Interface:
o Graphical User Interface (GUI): Provides a visual interface with icons,
windows, and menus that make it easier for users to interact with the
computer (e.g., Windows, macOS).
o Command-Line Interface (CLI): Allows users to type text commands to
perform tasks, often used by advanced users (e.g., Linux terminal).
3. File System Management:
o Organizes and controls how data is stored, accessed, and managed on disk
drives, ensuring that files are stored in an orderly and efficient manner.
4. Process Management:
o Handles the creation, scheduling, and termination of processes, ensuring that
multiple programs can run simultaneously (multitasking) without conflicts.
5. Security and Access Control:
o Protects the system from unauthorized access by managing user accounts,
passwords, and permissions. It also includes security features like firewalls
and antivirus support.
6. Networking:
o Provides the necessary tools and protocols for network communication,
allowing the computer to connect to the internet or other devices in a
network.
7. System Performance Monitoring:
o Monitors and optimizes system performance, offering tools to track CPU
usage, memory consumption, and other vital statistics.
8. Software Platform:
o Provides a platform for running application software, ensuring compatibility
and proper execution of programs.
Examples of Operating Systems:
1. Windows:
o Developed by Microsoft, Windows is one of the most widely used operating
systems in the world, known for its user-friendly GUI and extensive software
compatibility.
2. macOS:
o Developed by Apple, macOS is used on Mac computers. It’s known for its
sleek design, strong integration with Apple’s ecosystem, and robust security
features.
3. Linux:
o An open-source operating system known for its flexibility, security, and use in
servers and development environments. Popular distributions include
Ubuntu, Fedora, and Debian.
4. Android:
o A mobile operating system developed by Google, widely used on
smartphones and tablets. It’s based on the Linux kernel and known for its
open-source nature and customizability.
5. iOS:

48
Theory – System Technology
 o Developed by Apple for its mobile devices, iOS is known for its smooth user
experience, security, and integration with Apple services.
Importance of an Operating System:
• Foundation for Computing: The OS is essential for the functioning of any computer
system, providing the basic framework on which all other software runs.
• User Experience: It significantly influences the user experience by determining how
easy or difficult it is to interact with the computer.
• System Stability and Security: A well-designed OS ensures the stability and security
of the entire system, protecting it from crashes and unauthorized access.
In summary, the operating system is the backbone of any computing device, managing all
resources and providing the environment in which users can interact with the system and
run applications.

Application software
Application software plays a critical role in enabling users to perform specific tasks on a
computer or mobile device. Unlike system software, which manages the hardware and runs
the computer, application software is designed to help users accomplish activities or solve
problems.
Roles of Application Software:
1. Productivity:
o Word Processing (e.g., Microsoft Word): Allows
users to create, edit, and format text documents.
o Spreadsheets (e.g., Excel): Enables users to
organize, analyze, and visualize data using tables
and charts.
o Presentation Software (e.g., PowerPoint):
Assists in creating slideshows for meetings,
lectures, and other presentations.
2. Communication:
o Email Clients (e.g., Outlook, Gmail): Facilitate
sending, receiving, and organizing email Figure y:
https://www.educba.com/what-is-
messages. application-software-its-types/
o Messaging Apps (e.g.WhatsApp): Enable real-
time text, voice, and video communication.
3. Media Creation and Editing:
o Photo and Video Editing (e.g., Adobe Photoshop, Premiere Pro): Allows
users to create and modify images and videos.
o Graphic Design (e.g., Adobe Illustrator): Provides tools for creating logos,
illustrations, and other visual content.
4. Entertainment:
o Media Players (e.g., VLC, Spotify): Play audio and video files, allowing users
to listen to music and watch movies.
o Games (e.g., Minecraft, Fortnite): Provide interactive entertainment and
gaming experiences.

49
MGSLG – Gr11 CAT Study Guide
 5. Education and Learning:
o Educational Software (e.g., Duolingo, Khan Academy): Helps users learn new
skills or subjects through interactive lessons and tutorials.
o eBook Readers (e.g., Kindle): Allows users to read digital books and other
publications.
6. Data Management:
o Database Software (e.g., MySQL, Microsoft Access): Helps users create,
manage, and query databases to store and retrieve information.
o Data Analysis Tools (e.g., Tableau): Allows users to analyse and visualize data
to support decision-making.
7. Web Browsing:
o Web Browsers (e.g., Chrome, Firefox): Enable users to access and navigate
the internet.
8. Security:
o Antivirus Software (e.g., Norton, McAfee): Protects the computer from
viruses, malware, and other security threats.
o Password Managers (e.g., LastPass): Safely store and manage user
passwords and login information.
Key Functions:
• Task-Specific: Application software is designed to help users perform specific tasks
or solve particular problems, such as writing a document, editing a photo, or
managing a business process.
• User Interaction: Provides an interface that allows users to interact with the
computer to perform desired tasks, often through graphical interfaces like menus,
buttons, and icons.
• Customization: Many applications allow users to customize settings, preferences,
and workflows to better suit their individual needs and improve productivity.

Application software is essential for enabling users to accomplish a wide range of activities,
from personal productivity to professional tasks, entertainment, and education.
Online applications and software
Online or web applications are software programs that run on web servers and are accessed
through a web browser, rather than being installed directly on a user’s device. They offer
various functionalities and can be used for a wide range of tasks.
Key Features of Online or Web Applications:
• Accessibility:
o Platform Independence: Accessible from any device with a web browser and
internet connection.
o Remote Access: Can be used from anywhere, facilitating remote work and
collaboration.
• User Interface:
o Web-Based Interface: Interact through web pages, often using forms,
buttons, and menus.
o Responsive Design: Many are designed to work well on both desktop and
mobile devices.
• Maintenance and Updates:

50
Theory – System Technology
 o Centralized Updates: Updates and maintenance are performed on the server
side, ensuring all users have access to the latest version.
o No Installation Required: Users do not need to install or update software
locally.
• Data Storage and Management:
o Cloud Storage: Data is often stored on cloud servers, providing scalability and
backup options.
o Database Integration: Can interact with databases to manage and retrieve
information.
• Security:
o Authentication: Often require user login credentials to access data and
features.
o Data Encryption: Many use encryption to protect data transmitted over the
internet.
Examples of Online or Web Applications:
• Productivity Tools: Google Workspace (Docs, Sheets), Microsoft Office Online.
• Communication Platforms: Slack, Zoom, Microsoft Teams.
• Social Media: Facebook, Twitter, Instagram.
• E-Commerce: Amazon, eBay.
• Content Management Systems: WordPress, Joomla.
• Customer Relationship Management (CRM): Salesforce, HubSpot.
Advantages:
• Accessibility: Available from any location with internet access.
• Cost-Efficiency: Reduces the need for extensive hardware and local software
installations.
• Scalability: Easily scales to accommodate growing numbers of users or increased
data storage needs.
Disadvantages:
• Internet Dependence: Requires a stable internet connection to function.
• Performance Issues: Can be affected by internet speed and server load.
• Security Risks: Data transmitted over the web can be vulnerable to breaches if not
properly secured.
In summary, online or web applications provide versatile and accessible solutions for various
tasks, with centralized updates and cloud storage. They offer significant benefits but also
depend on internet connectivity and have potential security concerns.
Blogs
Blogs are regularly updated websites or web pages, often run by an individual or small group,
that provide information, opinions, or insights on various topics. Blogs can serve personal,
professional, or commercial purposes.
Uses of Blogs:
• Personal Expression: Share personal stories, opinions, and experiences with a
broader audience.
• Content Marketing: Promote products or services, drive traffic to a website, and
improve search engine rankings.
• Education and Awareness: Inform and educate readers on specific topics, ranging
from technical tutorials to health tips.

51
MGSLG – Gr11 CAT Study Guide
 • Community Building: Foster a community of readers with similar interests,
encouraging discussion and engagement.
• Portfolio Development: Showcase skills, expertise, or creative work, often used by
writers, designers, or photographers.
• Revenue Generation: Monetize content through ads, sponsored posts, affiliate
marketing, or selling products.
Advantages of Blogs:
• Easy to Set Up: Many platforms (e.g., WordPress, Blogger) offer simple tools to
create and manage blogs.
• Cost-Effective: Running a blog can be low-cost, especially with free hosting options.
• SEO Benefits: Regularly updated blogs can improve website visibility and ranking in
search engines.
• Engagement: Allows for direct interaction with readers through comments and
social media sharing.
• Flexibility: Can cover a wide range of topics and be updated at the author’s
convenience.
Disadvantages of Blogs:
• Time-Consuming: Requires consistent content creation and management to
maintain readership.
• Content Saturation: With millions of blogs online, standing out can be challenging.
• Requires Maintenance: Needs regular updates and technical maintenance, including
backups and security.
• Risk of Plagiarism: Content can be copied or misused by others without permission.
• Variable Income: For those monetizing blogs, income can be inconsistent and
dependent on traffic and audience engagement.
Good Practices for Blogging:
• Consistent Posting: Establish a regular posting schedule to keep readers engaged.
• Quality Content: Focus on providing valuable, well-researched, and original content
that resonates with your target audience.
• Engage with Readers: Respond to comments, encourage discussion, and interact
with readers on social media.
• Clear and Concise Writing: Write in a clear, concise, and reader-friendly style, using
headings and bullet points for easier readability.
• Use Visuals: Incorporate images, videos, and infographics to make posts more
engaging and visually appealing.
• Legal and Ethical Considerations: Always give credit to sources, use licensed images,
and adhere to copyright laws.
In summary, blogs are versatile tools for personal expression, education, and marketing,
offering several advantages such as ease of setup and SEO benefits. However, they also
require consistent effort and maintenance. Good practices include focusing on quality
content, engaging with readers, and optimizing for search engines.

Software issues
Compatibility issues
Software compatibility issues occur when software is not fully compatible with the system
or other software it interacts with. This can lead to performance problems, crashes, or the
inability to run certain applications.

52
Theory – System Technology
 Common Compatibility Issues:
1. Operating System Compatibility:
o Version Mismatch: Software may not run on older versions of an OS or may
require the latest updates to function properly.
o Platform Specificity: Software designed for one OS (e.g., Windows) may not
work on another (e.g., macOS or Linux).
2. Hardware Compatibility:
o Resource Requirements: Software may require specific hardware capabilities
(e.g., GPU, RAM) that are not available on all devices.
o Peripheral Issues: Software may not work with certain peripherals (e.g.,
printers, scanners) due to driver incompatibility.
3. Software Dependencies:
o Conflicting Software: Running multiple applications that require different
versions of the same dependency can cause conflicts.
4. File Format Compatibility:
o Proprietary Formats: Files created in one software application may not be
readable or editable in another due to formats.
o Version Incompatibility: Newer versions of software might save files in
formats that older versions can’t open.
5. Network Compatibility:
o Protocol Mismatch: Software may require specific network protocols or
configurations that are not supported in all environments.
o Firewall and Security Settings: Overly restrictive network security settings
can prevent software from functioning correctly.
6. Application Updates:
o Backward Compatibility: New software updates might not be compatible
with older system environments or files.
o Delayed Updates: Some software may require updates to remain compatible
with the latest OS or hardware, leading to issues if updates are delayed or
unavailable.
Consequences of Compatibility Issues:
• Performance Degradation: The software may run slowly or inefficiently.
• Crashes and Errors: Incompatible software can cause system crashes, errors, or
failure to launch.
• Security Vulnerabilities: Using outdated software due to compatibility issues can
expose the system to security risks.
How to fix this:
• Check System Requirements: Always verify that your hardware and OS meet the
software’s requirements before installation.
• Keep Software Updated: Regularly update both the OS and applications to ensure
compatibility.
• Use Compatibility Modes: Some OSs offer compatibility modes to run older software
on newer systems.
• Consider Virtualization: Run incompatible software in a virtual machine with a
compatible OS.
Compatibility issues are common and can cause significant disruptions if not managed
properly. Staying informed about system requirements and keeping both software and
hardware up to date can help minimize these issues.

53
MGSLG – Gr11 CAT Study Guide
Patches and service packs
Patches and system updates are both methods of maintaining and improving software, but
they serve slightly different purposes and have different scopes.
Patches:
• Purpose:
o Bug Fixes: Primarily address
specific bugs, errors, or
vulnerabilities found after the
software's release.
o Security Enhancements: Often
include security fixes to protect Figure z: https://www.ninjaone.com/blog/patch-vs-
against newly discovered threats or update/
vulnerabilities.
o Software Improvements: May introduce small feature enhancements or
performance improvements.
• Frequency:
o As Needed: Released on an as-needed basis when issues or vulnerabilities are
identified.
o Quick Deployment: Often deployed quickly to address critical issues,
particularly security patches.
• Examples:
o A security patch for a web browser to fix a vulnerability.
o A bug fix patch for a video game that addresses a specific issue reported by
users.
System Updates:
• Purpose:
o Comprehensive Improvements: Include a wide range of updates such as bug
fixes, security patches, new features, and performance enhancements.
o Major Feature Additions: Often introduce significant new features or
capabilities to the operating system or software.
o Compatibility Updates: Ensure compatibility with new hardware or software
standards.
• Frequency:
o Scheduled: Released periodically, often on a regular schedule (e.g., monthly,
quarterly, or annually).
o Planned Deployment: System updates are typically planned and tested
extensively before release.
• Examples:
o A major OS update (e.g., Windows 10 to Windows 11) that introduces new
features, UI changes, and performance improvements.
o A macOS update that adds new apps, improves security, and updates system
functionality.
Key Differences:
• Scale: Patches are smaller and address specific issues, while system updates are
broader and encompass a wide range of improvements.

54
Theory – System Technology
 • Frequency: Patches are released as needed, often quickly to address urgent issues,
while system updates are released on a more regular, scheduled basis.
• Impact: Patches have a targeted impact, usually fixing bugs or closing security holes,
while system updates can significantly alter the functionality and appearance of the
system or software.

In summary, patches are crucial for addressing immediate, specific issues, particularly
security vulnerabilities, while system updates provide comprehensive improvements and
new features to keep the software current and efficient.
Software updates
Software updates are essential improvements released by developers to enhance an
application's security, performance, and functionality. They include:
• Bug Fixes: Correct errors and glitches.
• Security Patches: Address vulnerabilities to protect against threats.
• Feature Enhancements: Add or improve features.
• Performance Improvements: Optimize speed and efficiency.
• Compatibility Updates: Ensure the software works with new hardware or other
software.
Updates can be automatic or manual, and they may be released regularly or as needed.
While they offer benefits like improved security and new features, they can also present
challenges such as compatibility issues or disruptions during installation. Regular updates
are crucial for maintaining software reliability and user experience.

55
MGSLG – Gr11 CAT Study Guide
Activity System Technology

Activity 1
1. A set of instructions that a computer needs to carry out its tasks is known as a
_______.
2. _______ is a set of raw facts and figures.
3. _______ are used to get the data and instructions into the computer for processing.
4. A computer system consists of both _______ and _______.
5. Processing takes place in the part of the computer known as the _______.
6. A _______ is a small, light, low-power notebook computer that has less processing power
than a full-sized laptop.
7. A _______ is the sequence of instructions performed to execute one program
instruction.
8. The _______ performs all the arithmetic and logic functions in a computer.
9. _______ holds data and instructions that the computer is processing at the time.
10. _______ translate information processed by the computer into a form that the user
can understand.
Activity 2

Across Down
4 A set of instructions that a computer needs 1 The part that holds data and instructions
to carry out its tasks that the computer is processing at the time
5 Hardware devices that are not essential to 2 All the raw facts and figures that a computer
a computer’s function processes by following a program
6 The internal hardware devices that make up 3 Sometimes referred to as the ‘brain’ of the
a computer and ensure its functionality computer
7 All the parts of a computer system that you
can see and touch

56
Theory – System Technology
 Activity 3
True or false questions. Read the questions below and say of they are true or false only.
1. Data and information are the same.
2. The CPU is the brain of the computer.
3. All the data is processed in the memory unit.
4. The control unit sends data from the memory to the ALU for processing.
5. Output devices translate information processed by the computer into a form that the user
can understand.
6. A computer that is required for gaming does not need a fast processor.
7. Input, processing and output are the three stages of data processing.
8. A cash register in a POS system is a permanent storage location.
9. Technology has improved communities by providing better communication systems.
10. A laptop computer is a portable version of a PC. True
11. Notebooks are usually just as powerful as a desktop PC. True
12. Notebooks cost less than a desktop PC. False
13. A mainframe can handle more than a thousand users at a time. True
14. An embedded computer is housed on a single circuit board. True
15. The most common computers today are mainframe computers. False
Activity 4
Short word answers
1. Explain the difference between the terms ‘computer’ and ‘computer system’.
2. Define the terms ‘hardware’ and ‘software’.
3. Using examples, explain the difference between data and information.
4. List the five stages of the information processing and a brief explanation of each step.
5. List three different wearable devices.
6. Draw a block diagram to illustrate the main components of a computer system.
7. Why is it so important to make backups and list two media’s you can use to make backups on.
8. Explain the purpose of the following devices:
a. Input device
b. Output device
c. Main memory
9. Explain the difference between application software and system software.
a. Give two examples of application software and one example of system software.
10. State four reasons why computers are used.
11. Technology has permeated almost every aspect of our daily lives.
a. List three ways technology has made our lives easier in our homes.
b. List three ways technology has enhanced productivity at the workplace.

Activity 5
Part A: Multiple Choice Questions (1 mark each)
1. Which of the following is the main function of the Central Processing Unit (CPU)?
a) Storage of data
b) Execution of instructions
c) Data transmission
d) Network management
2. What does RAM stand for?
a) Read Access Memory
b) Random Access Memory

57
MGSLG – Gr11 CAT Study Guide
 c) Rapid Action Memory
d) Reliable Access Memory
3. Which type of memory is non-volatile and can be electrically erased and
reprogrammed?
a) RAM
b) ROM
c) Flash memory
d) Cache memory
4. What is the purpose of a motherboard in a computer system?
a) To power the computer
b) To store data permanently
c) To connect and communicate between various components
d) To provide internet connectivity
5. Which component is responsible for rendering images and video to the display?
a) CPU
b) GPU
c) RAM
d) SSD
Part B: Short Answer Questions (3 marks each)
6. Explain the role of the power supply unit (PSU) in a computer system.
7. Describe the difference between SSD and HDD in terms of speed, reliability, and
storage capacity.
8. What is the function of the BIOS in a computer?
Activity 6
Part A: Multiple Choice Questions (1 mark each)
1. Which device is considered an input device?
a) Monitor
b) Printer
c) Keyboard
d) Speaker
2. What type of device is a scanner?
a) Input device
b) Output device
c) Storage device
d) Network device
3. Which of the following is an example of an output device?
a) Mouse
b) Microphone
c) Speaker
d) Touchpad
4. Which device is used to capture video input?
a) Webcam
b) Monitor
c) Speaker
d) Printer
5. Which of the following is a biometric device?
a) Mouse
b) Fingerprint scanner

58
Theory – System Technology
 c) Keyboard
d) Printer
6. What is the main purpose of a biometric device?
a) To display visual output
b) To provide network connectivity
c) To authenticate user identity
d) To store large amounts of data
7. Which biometric device uses patterns of the eye for identification?
a) Facial recognition system
b) Voice recognition system
c) Iris scanner
d) Fingerprint scanner
Part B: Short Answer Questions (3 marks each)
9. Describe the role of an output device in a computer system and give two examples.
10. Explain the function of an input device and provide two examples.
11. What is a touchscreen and how does it serve as both an input and output device?
12. Explain how a fingerprint scanner works as a biometric device.
Part C: Descriptive Questions (5 marks each)
13. Discuss the working principle of a laser printer and its advantages over an inkjet
printer.
14. Describe the advantages and potential privacy concerns of using biometric devices
for authentication.

59
MGSLG – Gr11 CAT Study Guide
Network Technologies

Networks

What is a network?
A network consists of multiple devices that communicate with one another. A communication
medium connects these devices. It can be as small as two computers or as large as billions
of devices.

Figure 27: https://www.conceptdraw.com/examples/network-system

Why do we use networks?

• Fast, and effective communication.
• Sharing of hardware and software.
• Sharing of files.
• Improved control and security
• Data Centralisation
• Flexible access
• Entertainment and leisure
How do you know that you are connected to a network?

Appearance of other
Presence of network
computing/network
(logical) drives such as
devices in Network and
P:, G: and T:
Sharing

Access to shared
Indicator on taskbar
hardware devices (e.g.
showing network
printers, scanners, etc.)
activity in the
not directly attached to
notification area
the computer

60
Theory – Network Technology
 Types of networks
•It refers to a network built for a single person or around an

PAN individual.
•Includes personal devices, such as Bluetooth keyboards
and smartwatches

•Home Area Network is a very small network that covers a single

HAN home environment

•Any device that is connected to this network will be able to share
resources, for example, the internet, smart appliances, printers,
smart meters, and even some security systems.

•A Local Area Network is a small network of computers covering a

LAN small area, such as an office building or school.

•A wireless local area network (WLAN) is the same as a LAN but it
can connect wireless devices such as smartphones and laptops

•A Wide Area Network spread over a wide geographical

WAN area, such as a city, country or even continents.

•You will learn about this type of network in grade 12.

Local Area Networks (LAN)

A Local Area Network (LAN) is a network that covers a small geographical area, such as a
university campus, an office building, or a school.

The main purpose of a LAN is to

connect devices to each other for
users to communicate effectively
and share resources (hardware,
software and files)

Advantages Disadvantages/Limitations
Internet, hardware, software, and files Costs involved in implementing and
can easily be shared with devices maintaining a LAN
connected to the network.
Networks can be centrally controlled, Unauthorized users can access the network
monitor users, update software, if it is not secure.
troubleshoot hardware and software
issues, and maintain resources.
Improved security A network administrator is required for
maintenance.
Convenient communication, allowing Malware can easily spread over a network
users to exchange messages and data
easily
A cabled LAN restricts mobility.

61
MGSLG – Gr11 CAT Study Guide
Wireless Local Area Network (WLAN)
A wireless LAN (WLAN) is a wireless computer network that links two or more devices using
wireless communication to form a local area network.

Advantages Disadvantages/Limitations
Allows for portability/mobility If the number of connected devices
increases, then the data transfer rate
decreases.
Easier to connect or WLAN uses signals which may
disconnect a device to/from the interfere with other devices’ signals.
network. No need for cables
Save on cost. No need to The weather can cause
purchase extra equipment communication interferences
Proficient level of security – Radiation of WLAN is often harmful
Wi-Fi password/key to the environment

Figure 28: https://www.webeatthegeeks.com/delaware/computer-services/networking-services.html

Basic components of a network

1. Servers and Client Computers

Servers are computers connected to

a network. Server computers
provide services and resources to
client computers:

Type of server computers:

• File server
Figure 29: • E-mail server
https://www.ebay.com/sch/i.html?_nkw=server • Proxy/Internet server
•
Server

Web server
• Database server
Tower servers are • Print server
best used
by smaller
organisations that
do not need full
data centres or
extremely
specialised
Figure 30: https://www.dell.com/en-
software.
us/dt/servers/poweredge-tower-servers.htm

62
Theory – Network Technology
 Clients are computers.
connected to a network. Clients use
Client computers the resources and services provided
by servers

Figure 31:
https://matrixavtechnologies.com/about.html

Workstations are computers.

connected to a network. People use
them to conduct tasks, for example,
the designers who design websites.
Workstations

Figure 32: https://www.dreamstime.com/many-

modern-computers-open-space-office-
image245790098

Network Interface Controller/Cards (NIC)

Network interface cards (NICs) are pieces of hardware that allow a computer to connect to a
network. Most modern computers have this device integrated into their motherboards,
however NICs can also be purchased separately.

Figure 33: Figure 34:

https://ccm.net/computing/networks/9937-what-is-a- https://www.currys.co.uk/computing/networking/wireles
network-card/ s-adapters

Cabled NIC Wireless NIC

63
MGSLG – Gr11 CAT Study Guide
Connection Devices

• Modems, connect to an internet

service provider (ISP) to give
Modem internet access to your internal
network via the router.
• Routers allow multiple
computers/devices to connect to a
Router global network (The Internet).
• Routers guide network traffic.

• Switches are devices that act as a

controller for the networked
Switch devices to communicate.
• Switches allow for many devices to
communicate within a network.
• Access points are devices used to
set up a WLAN in a large building
Wireless Access such as an office or school.
Point (WAP)

• A Wi-Fi repeater is a device that

takes an existing signal from a
wireless router or wireless access
Wi-Fi point and rebroadcasts it to extend
Extender/Repeater the network

Communication medium

UTP cable
•Extends a short distance – if too long it loses signal.
•Can be ‘eavesdropped’ on due to copper cables
•Affected by EMI
•Uses electrical signals to transmit data

Fibre optics
•Extends a much longer distances
•Immune to ‘eavesdropping'.
•Not affected by electrical sources
•Uses light signals to transmit data
•Faster data transmission than UTP cable

64
Theory – Network Technology
 Unshielded Twisted Pair (UTP)/Ethernet Fibre Optics
cable

Figure 35: https://titan- Figure 36: https://www.fluxlight.com/FL-LCST-OS2-

freepoker.blogspot.com/2021/03/27-best-photos-cat- 2M/
5-patch-cable-utp.html

Network Software
• Network software refers to a range of software aimed at the design, implementation and
operation of computer networks.
• Network software allows network administrators to see the inner workings of the network,
assisting them in managing and monitoring the network.
• Allows multiple devices such as desktops, laptops, tablets, mobile phones, and other
systems to connect as well as to other networks.
a. Functions of network software:
• To set up and install computer networks.
• Allows network administrators to add or remove users from a network.
• Helps administrators to protect the network from data breaches, unauthorised
access and attacks on a network using a security tool.
• It helps administrators define locations of data storage and allows users to
access that data.

Client-Server network uses the Server version

operating system which is installed on the servers, e.g.
Windows Server Standard 2021

Network Software controls security and

communication in a networked envronment

Majority of operating systems (Windows 11, MacOS,

etc.) have built-in networking capabilities

65
MGSLG – Gr11 CAT Study Guide
Connections

1. Wired VS Wireless

Wired • Wired network connections use ethernet

cables to connect all the devices in a network,
Connections such as the computers, routers and switches.

Wireless • Wireless networks use radio signals to

connect all the devices in a network (such as
Conections thecomputers, routers and printers).

Wired Connection: Ethernet cables are made up of Wireless Connection: Connecting to a Wi-Fi hotspot
several twisted pairs of wires inside a plastic casing means that you are connecting to a location (mall,
and have a connector on either end called an RJ45 restaurant, or hotel), that provides wireless
connector connectivity

Figure 37: https://www.temu.com/ul/kuiper/un2.html Figure 38: https://clipart-library.com/free/wifi-symbol-

transparent.html

Data transmission speeds

The rate at which data is

transferred over a connection
media (wired/wireless)

E.g., 100 Mbps / 1 Gbps

Mbps = Megabits per second

• The maximum data transmission speed depends on cabling and devices (switches and
NICs)

66
Theory – Network Technology
 • The speed of a wireless network depends on the standard of the network. Wi-Fi
standards are certified by the Institute of Electrical and Electronics Engineers (IEEE).
The main IEEE standard for wireless networks is 802.11
• WLAN is slower than a cabled LAN

Intranet
An intranet is a secure, internal network that uses web technologies
to distribute organisational data and information exclusively (only) to Every device or domain
employees. It operates on Internet protocols to facilitate the transfer that connects to the
of data within the organization. An intranet serves as an
organisation’s private version of the internet. Internet is assigned an IP
address, and as packets
Uses of an Intranet:
are directed to the IP
• Internal Communications
address attached to them,
• Document Management
• Information Sharing data arrives where it is
• Support and Maintenance needed.
• Collaboration Tools
• Employee Services Examples of IP addresses:

Network Security
192.168.1.1 OR 10.0.0.3

A set of protocols/rules to ensure the security of a network. Network security is important in

preventing unauthorised access to information and network misuse.

1. Network security guidelines.

• Restricting sensitive document access: It is essential to limit access to confidential
documents.
• Preventing premature test access: In educational settings, it is critical to ensure that
students cannot view tests before the scheduled time.
• Network resource access: A username and password combination are required to
access network resources.
• Password selection: Opt for a password that is unique to you.
• Password confidentiality: It is important to maintain the secrecy of your password.
How to choose and manage a password

• The minimum length of your password should at least be 8 characters long.

• A combination of uppercase and lowercase letters, numbers, and special characters is
advisable.
• Change your passwords regularly. If you are scared that you might forget your password,
use a password manager.
• Do not use your personal details in your passwords – these are typically easy to guess,
• A password that follows a pattern on the keyboard such as ‘abcd’ or ‘qwerty’ or ‘1111’
can easily be guessed.
• Do not use the same password for more than one website.
• An example of a good password: R41^2$ToRMz3%

67
MGSLG – Gr11 CAT Study Guide
An Acceptable Use Policy (AUP) should include the following

• Netiquette rules for internet interactions.

• Constraints on the types of content that can be accessed via the internet.
• Restrictions on the quantity of data that can be downloaded from the internet.
• The importance of maintaining responsible, ethical, legal, and safe practices on the
internet.
• Specifics on the appropriate use and timing for portable storage devices.
• Rules on hardware and software installation restrictions.
• Protocols for individuals affected by identity theft, malware, cyber-bullying, or cyber-
stalking.
• The potential repercussions for breaching the Acceptable Use Policy.

Figure 39: https://www.compuquip.com/blog/what-is-an-acceptable-use-policy

Virtual Private Network (VPN)

VPN stands for Virtual Private Network and describes the opportunity to establish a
protected network connection when using public networks. VPNs encrypt your internet traffic
and disguise your online identity.

a. How does a VPN work?

• A VPN hides your IP address by letting the network

redirect it through a specially configured remote
server run by a VPN host. This means that if you
surf online with a VPN, the VPN server becomes the
source of your data.
• Your Internet Service Provider (ISP) and other third
parties cannot see which websites you visit or what
data you send and receive online.
• A VPN works like a filter that turns all your data into
"gibberish". Even if someone were to get their hands
on your data, it would be useless - https://www.kaspersky.com/resource-
center/definitions/what-is-a-vpn

68
Theory – Network Technology
 Activity 1: Networks

Read the following article and answer the questions that follow:

Networking: What It Is and How to Do It Successfully

Networking is the exchange of information and ideas among people with a common
profession or special interest, usually in an informal social setting. Networking often begins
with a single point of common ground.
Professionals use networking to expand their circles of acquaintances, find out about job
opportunities in their fields, and increase their awareness of news and trends in their fields or
the greater world.
Extract from: https://www.investopedia.com/terms/n/networking.asp

1.1 The organising committee of your school prefers to use the computer centre
when working together, even after hours. They say this is because the
computers are connected to a network.

List TWO advantages of connecting computers in a network. (2)

1.2 The network at your school is a client-server system.

1.2.1 What is the role of a server in a network? (1)

1.2.2 Give TWO examples of servers in a network. (2)

1.2.3 A peer-to-peer network does not have a server. (1)

Why is this?

1.3 Name TWO types of cabled communication media that are generally used to (2)
connect computers in a network.

1.4 Differentiate between a Wireless Access Point and a Wireless Repeater. (2)
[10]

69
MGSLG – Gr11 CAT Study Guide
Activity 2: Interpreting an advertisement.

Analyse the following router advertisement and answer the questions that follow:

1.1 How many LAN ports does the router have? (1)

1.2 What does Dual-band wireless refer to? (1)

1.3 What is the minimum and maximum data transmission speed of the
router? (2)

1.4 What is the main function of a router? (1)

[5]

70
Theory – Network Technology
 Activity 3: Network Security

QUESTION 1:
Read the following article and answer the questions that follow:

Tshwane University of Technology suffered a massive data breach after its

computer systems were hacked.
Tshwane University of Technology (TUT) has suspended deputy vice-chancellor Professor
Bhekisipho Twala over a data breach that resulted in “hundreds of thousands” of records
being stolen, News24 reports… The hack occurred on 17 December 2023, and Twala
allegedly failed to address the attack or manage its aftermath. Moreover, it was only reported
to South Africa’s Information Regulator on 4 January 2024.
Twala heads the institution’s digital transformation portfolio and is considered one of the
country’s leading artificial intelligence and data science experts. While still unconfirmed,
suspicions suggest that the ransomware group Rhysida conducted the attack. Its previous
work includes claiming responsibility for the cyber-attack on the British Library in November
2023.
According to News24’s sources, the damage was total. The attackers encrypted the
breached servers’ filesystems and deleted their backups.

Extract from: https://www.news24.com/news24/southafrica/news/tshwane-university-of-

technology-suffered-massive-data-breach-after-its-computer-systems-were-hacked-
20240212

1.1 Distinguish between a “hacker” and a “cracker”. (2)

1.2 Provide THREE methods to secure information on a network. (3)

1.3 What are the consequences of being a victim of a network breach/attack? (2)

1.4 What is a VPN and how can it secure your network? (2)

1.5 Why is an AUP important? (1)

[10]
QUESTION 2:
2.1 Distinguish between an Intranet and the Internet (2)

2.2 What is the purpose of an Intranet? (2)

2.4 Provide THREE examples of VPN applications. (3)

2.5 Give THREE guidelines of an AUP. (3)

[10]

71
MGSLG – Gr11 CAT Study Guide
Activity 4: Crossword Puzzle

f)

b)

3.

a) 1. e)

2. d)

c)

4.

5.

Across
1. A server used to send and receive electronic mail.
2. The most basic form of network security.
3. A device that allows your router to communicate with an external network such as the
internet.
4. A type of network covered by the IEEE 802.11 standards.
5. A protocol used to automatically assign IP addresses.
Down
a) A unique identifier given to any computer that is connected to a computer network.
b) A technology that gives access to information by using telecommunication.
c) A network interface controller, is also known as a…
d) Acronym for the world wide web.
e) A small network that usually covers a school or office
f) A hardware device that is used to organize and route data on and between networks.
[10]

72
Theory – Network Technology
 Consolidation Activity

QUESTION 1: MULTIPLE-CHOICE QUESTIONS

Various options are given as possible answers to the following questions. Choose the
answer and write only the letter (A–D) next to the question numbers (1.1 to 1.5)

1. What is the primary purpose of a router in a network?

A) To provide wireless connectivity
B) To connect multiple networks and route network traffic
C) To store data
D) To manage user permissions
2. Which of the following is a characteristic of a Local Area Network (LAN)?
A) Covers a small geographical area like a school
B) Connects devices within a single room
C) Covers a large geographical area like a city or country
D) Is limited to a single building
3. What does the acronym ‘NIC’ stand for in computer networking?
A) Network Interface Code
B) Network Internet Connection
C) Network Interface Card
D) Network Interconnectivity Component
4. A private network that is only available to the organisation`s employees.
A) Internet
B) Intranet
C) LAN
D) PAN
5. What is the function of a network switch?
A) To distribute internet access
B) To connect wireless devices
C) To connect multiple devices in a network
D) To assign IP addresses
[5 x 1 =5]
QUESTION 2: MATCHING ITEMS
Choose a term/concept from COLUMN B that matches the description in COLUMN A. Write
only the letter (A–G) next to the question numbers (2.1 to 2.5) for example 2.6 H.

COLUMN A Column B
2.1 Connects to an ISP to provide internet connectivity A Switch
2.2 A small device that acts as a controller to allow B Server
communication between devices
2.3 Sets up a wireless LAN C 10.0.0.100
2.4 Computer connected to a network that uses services and D Access Point
resources from the server
2.5 An example of an IP-address E ISP
F Client
G Modem

[5 x 1 = 5]

73
MGSLG – Gr11 CAT Study Guide
QUESTION 3: TRUE/FALSE ITEMS
Indicate whether the following statements are TRUE or FALSE. Choose the answer and
write ‘true’ or ‘false’ next to the question numbers (3.1 to 3.5) in the ANSWER BOOK.
Correct the statement if it is FALSE. Change the underlined word(s) to make the statement
TRUE. (Do NOT simply use the word ‘NOT’ to change the statement.)
NO mark will be awarded if only FALSE is written.
3.1 If a network is not secured properly, the entire network will be affected should (1)
there be one affected computer.

3.2 A PAN is designed to work across one’s home environment (1)

3.3 The main function of a workstation is to provide access to the information stored (1)
on it to the other connected computers.

3.4 A hub allows a computer to connect to the Internet. (1)

3.5 A VPN allows you to hide your IP-address (1)

[5]
QUESTION 4: NETWORK TECHNOLOGIES
The diagram below illustrates the network of a business.

4.1 The computers in the cabled network are used by all staff members and the
WLAN is used by customers.

4.1.1 Give ONE reason why a wireless network is more suitable for the (1)
customers.

4.1.2 Give ONE reason why all devices must have a unique IP address. (1)

74
Theory – Network Technology
 4.1.3 Give TWO reasons why customers using the WLAN could experience (2)
slow connection speed sometimes

4.2 The LAN to be used by the administration staff uses fibre-optic cables.

4.2.1 What medium is used by fibre-optic cables to transmit signals? (1)

4.2.2 Give TWO reasons why fibre-optic cables will be more suitable for use (2)
in a LAN rather than UTP cables.
[7]
QUESTION 5: INTEGRATED SCENARIO

A newly opened school (Brooklyn School of Engineering, Mathematics, and ICT) is planning
to install a network that will meet the school’s needs such as communication between staff,
learners, and parents. The Head of CAT and IT has asked you to help with the
implementation of this network.

5.1 The principal wants to buy network equipment for the school.

Name TWO hardware components needed to connect to a network. (2)

5.2 You inform your teacher that the school should consider installing a WLAN and
a LAN.

Distinguish clearly between a WLAN and a LAN (2)

5.3 There are two switches in the auditorium, each with FOUR Ethernet ports.

How would you go about connecting six computers in a network, using only
these switches? (2)

5.4 Several hardware issues, such as the type of equipment, affect the
performance and stability of a Wi-Fi signal.

State TWO factors, besides hardware issues, which can influence a Wi-Fi
signal. (2)

[8]

QUESTION 6: NETWORKS
6.1 What is the main difference between a client computer and a network server? (2)

6.2 Lukhanyo wants to use his smartphone as a Wi-Fi hotspot.

State TWO reasons why Lukhanyo should NOT do this. (2)

6.3 A proxy server is commonly found on a network. Give TWO advantages or

benefits of using a proxy server. (2)

6.4 Give TWO other types of servers that you may find on a network, besides a
proxy server. (2)

75
MGSLG – Gr11 CAT Study Guide
6.5 Fibre optic is one type of cable that may be used for connecting computers
and servers in a network.

Give TWO disadvantages of using fibre optic cable. (2)

[10]

GRAND TOTAL: 40 MARKS

76
Theory – Network Technology
 Internet Technologies
The Internet is a global computer network providing a variety of information and
communication facilities. It is a network that allows computers around the world to connect
and communicate with each other. This includes a vast collection of private, public,
business, academic, and government networks.

Usability of webpages/websites
Website usability looks at how user-friendly a website or web page is. Factors that determine
the usability of a site:

•Readability allows users to efficiently read and process

the information in the text.
Readability •Users should be able to read your content and absorb it
easily

• Navigation links should be formatted in a consistent and

standard way
• Navigation system should be easy to locate and identify (Usually
Navigation top of web page)
• Links should not be long –user must be able understand what
the link is leading to
• There should be no ‘broken’ links (All navigation links must
work)

•Consistency provides users with a familiar focus point when

they are scanning the text, and it helps to organise the
Consistency content.
•The website should use the same basic layout throughout
•The same fonts, colours, ot theme should be used on all
pages.

•Layout refers to how the various elements (text, graphics,

buttons, etc.) are arranged on a web page.
Layout •Pages should be designed and laid out in a way best
suited to their intended audience or readers.

•Typography refers to fonts and how they are put together.

•The font you use on your website needs to meet two
Typography specific criteria:
•How easy is it to read?
•Can it be rendered in HTML?

77
MGSLG – Gr11 CAT Study Guide
Website link to Word Processing and Forms
• It is possible to create basic web pages in some word processors (such as Microsoft
Word).
• You can use word processors to create content for your websites.
• You can use word processors to create forms for your websites.

Other factors that affect the web pages/websites

What other factors influence the

usability of web pages and
websites?

1. Speed: Web pages should load fast,

however animations, videos, etc. can
make a web page load slower
2. Privacy: Certain websites may record
your preferences or may analyse your
web activity

Digital Footprint: Digital footprint refers to

one's unique set of traceable digital activities,
actions, contributions, and communications
manifested on the Internet or on devices.

Figure 40: https://www.education.gov.za/Home.aspx

78
Theory – Internet Technology
 Internet of Things (IoT)
Internet of Things (IoT) refers to the trend whereby all sorts of appliances,
objects, and devices are connected to one another via the internet.
2. How does IoT work?
Physical objects are embedded with sensors, software, etc., which connect
and exchange data with other devices and systems over the internet, not
dependent on human intervention.

Advantages, Disadvantages, and Limitations of IoT

Advantages Disadvantages/Limitations
Appliances can be started remotely IoT may have negative implications for user
before getting home. privacy.
Check on the status of the appliance (is Cybercriminals can hack into a network via
it still operational). IoT devices and gain access to private
information.
Manufacturers can diagnose problems IoT may lead to an over‐reliance on
without visiting. technology.
Firmware can be upgraded.
Usage can be monitored (e.g., coffee
machine in an office).
Data can be retrieved from these
devices.

Figure 41: https://gecdesigns.com/blog/role-of-iot-in-digital-marketing

79
MGSLG – Gr11 CAT Study Guide
Example of IoT in the real world
Traffic management – Road sensors and traffic lights send data to IoT systems via smart
lighting systems. When gathered over time, this data enables officials to examine traffic
patterns during peak hours and develop bottleneck remedies. Commuters can use this data
to evaluate which regions are busy and which other routes are available.

Digital Communication

3. Voice over Internet Protocol (VoIP)

VoIP is a technology that allows you to make calls over the internet instead of traditional
phone lines or cellular connections. Examples of VoIP software are Skype, FaceTime,
Google Hangouts, WhatsApp Calls, etc.

Figure 42: https://pc-tablet.com/voip-apps-android-smartphones-tablets/

Advantages Disadvantages/Limitations Best practices

Cheaper than If your Internet connection is Ensure your contact is
traditional phone calls. slow, the call quality may be available before calling.
poor
VoIP software is usually VoIP can use up a lot of your Only use video when it is
free to download/use data cap required.
free – especially when using video
One can transfer files Use good quality
by using VoIP hardware devices
(camera, headsets and
microphones) to ensure
quality calls
Allows one to make
video conference calls

80
Theory – Internet Technology
 4. Video Conferencing
Software that allows two or more people to hold online meetings at different places over a
computer network to transmit audio and video as if the people were all in the same room.

Figure 43: https://www.viewsonic.com/library/business/business-benefits-of-video-conferencing/

Advantages Disadvantages/Limitations Best practices

Ability to see the people Needs a fast, reliable Conference in a well-lit
you are communicating Internet connection. venue
with
Saves on travel costs and Can use up a lot of your Protect your privacy by
time data cap ensuring that you know what
– especially when using your camera can ‘see’
video.
Test sound and video before
making the call

Hardware needed for Video Conferencing and VoIP

Webcam Microphone Monitor Speakers/Headsets Router/Modem

81
MGSLG – Gr11 CAT Study Guide
5. Social Networking
Social networking allows users to create and share content (text, images, videos, and
sound), react to content, communicate with others, and join communities based on their
interests
Advantages Disadvantages
Allows for one to be kept up to date with Users at risk of identity theft, fraud,
the latest content and trends. cyberstalking, cyberbullying etc.
Can be used to promote awareness and Users share false information on profiles to
cause manipulate other users.
Allows people to interact and form People often create a fake (‘perfect’) online
communities life which makes other people feel like their
lives are lacking.
Users are not bound by geographical or Promotes loss in productivity in the
cultural differences workplace – employees spend too much
time online
A good tool for advertising and Social media is also used as a platform to
marketing scam or steal from people
Social networking sites analyse your posts
for targeted advertising

b. Best practices of Social Networking sites

Protect your privacy Restrict access to Think carefully

by managing your information on your before you befriend
privacy settings profile people

Do not post
Limit the time spent
damaging, insulting,
on social networking
or provocative
sites
content

Examples of Social Networking applications:

Facebook X Instagram TikTok

Twitch Reddit Pinterest LinkedIn

82
Theory – Internet Technology
 Fake news is false or misleading content
presented as news and communicated in
various formats. Fake news is intentionally
and verifiably false and aims to
manipulate people’s opinions of real facts,
events, and statements. Fake news is
spread by social media users and hidden
social bots or other media, sometimes as
a joke.

Online Services

6. Online banking
Online banking allows one to view account balances, pay bills and transfer money via EFT
(Electronic Funds Transfer), order credit or debit cards, buy electricity, buy prepaid airtime
and data, send gift cards, and play Lotto.

FNB Mobile Banking App South African Banking Apps

Advantages Disadvantages/Limitations
Can bank at anytime from anywhere as Users at risk of scams and fraud
long as you have an internet
connection.
Transactions can be done faster and Needs an Internet connection to bank
cost less than going to the bank online
Much safer than carrying around large
sums of cash.

83
MGSLG – Gr11 CAT Study Guide
Online shopping, booking, and reservations
How online shopping works:

• Register by creating a username (usually email address/cell phone number) and

password
• Start shopping – choose goods, add to virtual ‘shopping cart’
• In your virtual checkout counter – you will be able to see the total cost and all items you
wish to purchase
• One can add or remove goods.
• Pay with a credit card or by other means (Apple Pay, Samsung Pay EFT, etc.)

Advantages Disadvantages/Limitations
Can shop/book at anytime from Better to see the physical goods before
anywhere as long as you have an purchasing.
internet connection.
Prices can be easily compared Delivery costs and import taxes (if the
article must be imported from another
country, e.g., Shein, Amazon, Temu)
Businesses can reduce overhead costs When booking a hotel, the room might look
– online specials. good in pictures but disappointing when
seen live.
Businesses do not have to keep huge
amounts of stock in store.

84
Theory – Internet Technology
 Browser and e-mail software

7. Web browsers vs. search engines

Web browser: Search engine:
A web browser is an application software A search engine is a web page/software
that allows a user to locate, access, and that is designed to allow6+
display web pages. users to do web searches.

E-mail
Electronic mail is a form of communication that consists of software for creating, sending,
receiving, and organising electronic mail (or email). Modern desktop email clients like
Microsoft Outlook, Windows Live Mail, and Mozilla Thunderbird offer advanced features for
managing email, including WYSIWYG (What You See Is What You Get) editors for
composing email messages, anti-spam and anti-phishing security protection, advanced
search capabilities, and rules and filters for more efficiently handling and organising
messages and email folders.

Figure 44: https://sparkmailapp.com/blog/reasons-why-spark-makes-the-best-inbox-by-gmail-alternative

85
MGSLG – Gr11 CAT Study Guide
c. Searching

A user can search for a specific email.

Sorting email messages

An app like Outlook has tools to sort your emails when reading it in that app

Flagging emails

Flagging an email means marking it with a flag or star for special attention or action.
You can flag an email by hovering over the message and selecting the flag option.

86
Theory – Internet Technology
 Figure 45: https://www.customguide.com/gmail/flag-important-emails

Grouping emails into folders

Organise your emails by grouping them under labels/categories

Create a label.
• Go to Gmail.
• On the left, scroll down, then click More.
• Click Create new label.
• Name your label.
• Click Create.
• Emails can now be moved to labels/categories

87
MGSLG – Gr11 CAT Study Guide
Filters/Rules

An email filter is a program that filters and separates email into different folders
based on specified criteria It provides a way to organize email into different
categories automatically, such as separate folders or locations for work, personal,
subscriptions and other service.

Distribution list/Contact group

• Allows users to communicate with a specific group of people on a regular basis.

• Create a contact group (distribution list) – a list of email addresses with a certain
name.
• When you start message to whole group, the names of your contacts / groups
appear as soon as you start typing the letters of group or contact name.

88
Theory – Internet Technology
 Fixed Internet Access
A fixed Internet connections includes options such as ADSL and Fibre

Limitations

ADSL / Fibre
Can be expensive
Not portable coverage is
to install
needed

ADSL
• Uses copper cables (electrical) to transfer data - slower than fibre

Fibre
• Uses light to transfer data - fast
• FTTH - Fibre To The Home & FTTB - Fibre To The Business

Mobile Internet Access

8. Wi-Fi
• Uses radio waves to transmit data
• Allows devices to connect wirelessly to a network via a
router/WAP)

Hotspots

Personal • Tethering your smartphones cellular internet

access via Wi-Fi or bluetooth
Hotspot

• Use a portable/mobile router to supply Wi-Fi

Mobile Hotspot to your devices

• A location (restaurant, airport, taxi rank, mall,

Public Hotspot etc.) with wireless internet connectivity
89
MGSLG – Gr11 CAT Study Guide
WiMAX
• Worldwide Interoperability for Microwave Access
• WiMAX is used to connect multiple devices over a longer range than Wi-Fi.
• WiMAX can cover long distances (like a cellphone signal network) and deliver high-
speed internet access (like broadband connections).
• Worthwhile option where fibre is not yet available

Figure 46: https://miracomosehace.com/

SCAN ME

Bluetooth
• Bluetooth is a wireless communication standard that allows
electronic devices to connect to and interact with each other
wirelessly.
• Bluetooth does not rely on mobile data, cellular signal or Wi-Fi to
connect, as long as the devices that want to connect are within
range of each other (and have each other’s passcodes), they can connect.

Near Field Communication (NFC)

Near Field Communication (NFC) is a standard that allows devices such as smartphones,
NFC bank cards, or wearable devices to connect wirelessly to other devices simply by
touching them together or bringing them into close proximity.

Advantages/Benefits Disadvantages/Limitations
NFC offers a certain amount of security, NFC has a comparatively low transfer
as a hacker would need to be close to the speed – so it is not the best method for
target to access NFC‐data exchange transferring large files such as video
NFC can be used to change settings
automatically on devices such as
smartphones.
Makes quick contactless data transfer by a
single tap on a screen possible,
for example, contactless tap‐and‐
go card transactions.

90
Theory – Internet Technology
 Long-term Term Evolution (4G) and 5G
• Uses cellular network infrastructure
• High-speed internet access for smartphones and other portable devices
• G stands for generation

Main advantage
Portable access to the internet, using a mobile device

Disadvantages
• Limited or slow access if in an area with poor cellular coverage
• Due to devices being portable users can never escape communication (information
overload)
• Might need to limit the amount of data (data cap) you use – mobile data bundles can be
costly

a. Mobile Routers

• Uses cellular technology. Can insert a SIM card.

• LTE/5G routers are plugged in
• Mobile Wi-Fi/MiFi (Pocket) routers use batteries.

LTE/5G Router = Needs plug point Mi-Fi/Pocket Router = Uses a battery

91
MGSLG – Gr11 CAT Study Guide
802.11 a/b/g/n
• Refers to a set of specifications and protocols used in communication on a wireless
network.
• The letters (a, b, g, n) simply indicate different versions of the Wi‐Fi standard (each with
different speeds, etc)

SCAN ME

Fourth Industrial Revolution

4IR (the fourth industrial revolution): 4IR is a way of describing the
blurring of boundaries between the physical, digital and biological
worlds. It is a blend of advances in artificial intelligence (AI), robotics,
the Internet of Things (IoT), 3D printing, genetic engineering, quantum
computing and other technologies. It creates many products and
services that are fast becoming essential to modern life and is the
collective force behind disrupting almost
every business sector.

Fifth Industrial Revolution

The fifth industrial revolution (5IR) runs and develops alongside 4IR and uses the
advantages 4IR brings to put the focus back on humans and human endeavour, defining the
ethics and impact of technology developed in the 4IR
.

92
Theory – Internet Technology
 Activity 1
Study websites A and B below and answer the questions that follow:
Website A:

Website B:

1.1 Are the font size and colour contrast of Website A advantageous to reading
compared to Website B? Explain your answer. (2)

93
MGSLG – Gr11 CAT Study Guide
1.2 Do you find the spacing between text elements better on Website A or
Website B? Explain your answer. (2)

1.3 Which website has the better layout? (1)

1.4 Which website contains a higher level of consistency? (1)

1.5 Which website demonstrates better typography and clarity? Substantiate your
answer. (2)

1.6 Evaluate the navigation menu and structure of Website A and B. Which
website offers a more user-friendly navigation design? Explain your answer. (2)
[10]

Activity 2
1.1 What is the Internet of Things? (2)

1.2 Artificial intelligence plays an important role in IoT.

1.2.1 Define the term Artificial intelligence. (1)

1.2.2 How does Artificial Intelligence play a role in IoT applications? (2)

1.3 Give TWO advantages and TWO disadvantages of IoT. (4)

1.4 Name a household appliance that can be IoT-integrated. (1)

[10]

94
Theory – Internet Technology
 Activity 3
Read the following article and answer the questions that follow:

What's the deal with social media and youth

mental health?
By PTI | Last Updated: April 11, 2024

Social media's impact on youth mental health is a concern worldwide. Studies show mental health
crisis among young people. The rise in psychological distress is driven by millennials and Gen-Zs.
Efforts are made to regulate smartphone and social media usage.

The most recent Australian data shows that 40 percent of 16 to 24-year-olds (Gen Z) experienced a
mental disorder in the preceding 12 months, an increase from 26 percent in 2007.

This rise in distress among young people has parents, policymakers, and researchers concerned, and
young people themselves list mental health as one of their top three personal concerns.

While there isn't nationwide data on younger adolescents, a three-state survey of 6,639 Australians
aged 11-14 found ...

Read more at:

https://economictimes.indiatimes.com/tech/technology/whats-the-deal-with-social-media-and-youth-
mental-health/articleshow/109216629.cms?utm_source=contentofinterest&utm
_medium=text&utm_campaign=cppst

1.1 List any TWO social networking sites you use often. (2)

1.2 Give TWO advantages of using social media in a business environment. (2)

1.3 How can social media benefit teaching and learning at school? (2)

1.4 Do you think social networking plays a positive or negative role in teenagers’
mental health? Explain your answer. (2)

1.5 What is the main purpose of LinkedIn? (2)

[10]

Activity 4:
Create your own email address using Gmail. Follow these easy steps:

Creating a Gmail Account on a Computer:

1. Go to the Gmail sign-up page in your web browser.
2. Click on “Create account.”
3. Enter your first name and last name.
4. Create a Gmail username (the part before “@gmail.com”). Make sure it’s unique and not
already in use. If your preferred username is taken, try adding a number or using a
period to separate names.

95
MGSLG – Gr11 CAT Study Guide
5. Set a strong password for your account. Remember to use a combination of letters,
numbers, and special characters.
6. Confirm your password by typing it again.
7. Provide an account recovery option, such as a phone number or an alternate email
address.
8. Click Next to proceed.
9. Review and accept the Terms of Service.
.
Creating a Gmail Account on Mobile (Using the Gmail App):
1. Open the Gmail app on your phone or tablet.
2. Tap the account icon (usually located at the top-right corner).
3. Select “Add another account.”
4. Choose “Google” from the options.
5. On the Google Sign-in screen, tap “Create account” and select “For myself.”
6. Follow the instructions in the Gmail app to create your new Google account.

Remember to keep your account information secure and avoid sharing your password
with anyone. Enjoy using your new Gmail account! 😊

Activity 5
1.1 State ONE important guideline for users using video conferencing. (1)

1.2 Name ONE other way of electronic communication that can be used to
connect with people that will offer the same benefits as video conferencing. (1)

1.3 Name ONE application software, other than Skype, that can be used for
Video conferencing. (1)

1.4 Why is it not recommended to use VoIP for emergency calls? (1)

1.5 Provide TWO recommendations in which you can ensure better privacy on
social media. (2)

1.6 Define the concept e-commerce (2)

1.7 Give any TWO advantages of online shopping. (2)

1.8 State the difference between a search engine like Google and a webpage
like News24 by defining each concept. (2)

1.9 Choose the correct letter, for example, 1.3 A

… is a broadband access technology that allows for high-speed Internet

connection from a private household

A. WiMAX
B. FTTH
C. LTE
D. ADSL (1)

1.10 Name any TWO technologies that form part of the Fourth Industrial
Revolution (4IR). (2)
[15]

96
Theory – Internet Technology
 Activity 6

5 6

7 8

Across Down
[2] A technology that allows you to make calls over [1] Uses radio waves to transmit data
the internet instead of traditional phone lines or [3] A camera needed for video conferencing.
cellular connections [6] A social media application where new dances
[3] Used to connect multiple devices over a longer trend.
range than Wi-Fi. [8] An Apple application software that allows a user
[4] Acronym for long-term evolution to locate, access, and display web pages.
[5] A wireless communication standard that
allows electronic devices to connect to and
interact with each other wirelessly.
[7] Uses copper cables (electrical) to transfer data -
slower than fibre
[9] Fibre-to-the-business
[10] A blend of advances in artificial intelligence
(AI), robotics, the Internet of Things (IoT), 3D
printing, genetic engineering, quantum
computing and other technologies.

97
MGSLG – Gr11 CAT Study Guide
Consolidation Activity
QUESTION 1: MULTIPLE-CHOICE QUESTIONS
Various options are given as possible answers to the following questions. Choose the
answer and write only the letter (A–D) next to the question numbers (1.1 to 1.5)

6. Typography refers to…

A) consistency
B) the usage of colour and multimedia on a webpage
C) the layout of a web page
D) to fonts and how they are put together
7. IoT stands for…
A) Internet of Things
B) Interoperable of Things
C) Internet of Thoughts
D) Inclusion of Things
8. With what is the icon shown here associated?
A) 4G
B) Hotspot
C) WiMAX
D) Bluetooth
9. WiMAX stands for…
A) Wireless Maximum
B) Wireless Interoperability for Microwave Access
C) Worldwide Interoperability for Microwave Access
D) Worldwide Interoperability for Maximum Access
10. Fibre uses … to transfer data
A) light
B) electricity
C) radio waves
D) microwaves
[5 x 1 =5]
QUESTION 2: MATCHING ITEMS

Choose a term/concept from COLUMN B that matches the description in COLUMN A. Write
only the letter (A–G) next to the question numbers (2.1 to 2.5) for example 2.6 H.
COLUMN A Column B
2.1 Marking an email message with a flag or star for special A Bluetooth
attention or action.
2.2 A standard that allows devices such as smartphones, to B Personal Hotspot
connect wirelessly to other devices simply by touching
them together or bringing them into close proximity.
2.3 A wireless communication standard that allows electronic C fixed Internet
devices to connect to and interact with each other
wirelessly.
2.4 Tethering your smartphone’s cellular internet access via D Flagging
Wi-Fi or Bluetooth
2.5 A … connections include options such as ADSL and Fibre E NFC
F mobile Internet
G IoT

[5 x 1 = 5]

98
Theory – Internet Technology
 QUESTION 3: TRUE/FALSE ITEMS
Indicate whether the following statements are TRUE or FALSE. Choose the answer and
write ‘true’ or ‘false’ next to the question numbers (3.1 to 3.5) in the ANSWER BOOK.
Correct the statement if it is FALSE. Change the underlined word(s) to make the statement
TRUE. (Do NOT simply use the word ‘NOT’ to change the statement.)

NO mark will be awarded if only FALSE is written.

3.1 VoIP is a platform like Facebook that has a significant impact on shaping
public opinions and influencing societal trends. (1)

3.2 FaceTime is an example of an app used to make phone calls over a network (1)

3.3 Modern-day appliances can connect to the internet through Big Data
technology (1)

3.4 Another name for 3G is Long-Term Evolution. (1)

3.5 802.11 refers to wireless connectivity. (1)

[5]
QUESTION 4: INTERNET TECHNOLOGIES

4.1 A business would like to sell its products using only an online internet site.

4.1.1 Give TWO features that their website should include. (2)

4.2 Many households and cities have decided to incorporate IoT and AI into their
daily lives.

4.2.1 Define the concept Internet of Things (1)

4.2.2 Give TWO uses of IoT in a home environment. (2)

4.3 VoIP telephone calls are becoming more and more popular

4.3.1 Explain what VoIP is (do not just expand the abbreviation). (2)

4.3.2 Name ONE possible advantage of using VoIP instead of a landline

telephone. (1)

4.4 Social media has become an integral part of our day-to-day usage, from
teenagers to large businesses.

4.4.1 What is the main benefit for using social media? (1)

4.4.2 Recommend TWO netiquette rules for a WhatsApp study group chat. (2)

4.5 Electronic mail (email or e-mail) is a method of transmitting and receiving

messages using electronic devices.

4.5.1 Learners taking part in a dance competition were requested to e-mail

their video footage as an attachment.

Give TWO reasons why this request might not be sensible. (2)

99
MGSLG – Gr11 CAT Study Guide
 4.5.2 Name TWO disadvantages of using a web-based e-mail service rather
than a desktop e-mail service (2)

4.6 Identify TWO obstacles you could experience when viewing webpages on the
Internet using a mobile device. (2)

[17]

QUESTION 5: INTEGRATED SCENARIO

4IR in South Africa and some of its educational implications

Attempts to construct the fourth industrial revolution (4IR) in South Africa, and some of its
educational implications. Using Foucault's (1972) notion of enunciative modalities, and
drawing empirically on statements made by the World Economic Forum, the South African
government, and some South African universities, the article shows that it is people in
governments, the economy, and academia who are positioned as the authorities of
delimitation who define what the 4IR is, and who bring it into visibility. The article then shows
that inevitability, STEM matter, instrumentalism, and benevolence are the coordinates
around which the 4IR is being articulated. In discussing these coordinates, some of the
educational implications of such articulations are explored. These include the technicist way
in which education is viewed, the lack of adequate recognition of the inequalities in the
educational system, and the problems with customised curricula that 4IR assumes, and
which erode the possibilities of developing deep learning

Extract from: https://www.scielo.org.za/scielo.php?script=sci_arttext&pid=S2520-

98682022000100002

5.1 What is the Fourth Industrial Revolution? (2)

5.2 Name THREE technologies driving the Fourth Industrial Revolution (3)

5.3 How is the Fourth Industrial Revolution impacting the education system of
South Africa? (2)

5.4 Expand the acronym STEM. (1)

[8]

GRAND TOTAL: 40 MARKS

100
Theory – Internet Technology
 Summary of Information Management
What is information management?
Information management is a process of solving a problem  by asking good quality questions 
that will guide you to gather data and information  from various good quality sources so that you
can provide a solution and reach a conclusion.

Task definition
A task definition is used to describe the task NOT the topic. In a task definition you should answer
four questions that link to the topic. Consider the following aspects when creating your task
definition:

Aspect Description
Describe the overall situation of the investigation.
Current Situation
Identify the current challenge within the sector that requires investigation.
Mention the specific focus and what the purpose of the investigation is.
Focus and Purpose Focus on the main aspect of the sector in the investigation and describe the
purpose of why you are doing the research.
Describe the steps in your task.
1. Create questions that will guide the research and find sources that contribute to
the findings of the investigation.
Approach
2. Collect data via surveys, process it using spreadsheets and databases, and
analyse findings.
3. Give detailed feedback in a report and share the findings on a website.
Mention specific target audience related to the current situation.
Target Audience Sector stakeholders, decision-makers, and academic researchers who would be
interested in the outcomes.

Data, information and knowledge

Data, information, and knowledge are interconnected concepts that are part of information
management.

v
s
Data is any raw facts or items that Information is processed facts or
has to be manipulated or processed data that can help you make a
before it becomes useful. decision or take action to solve a
problem.

Knowledge is a level of
understanding that combines
information with experience and
insight.
101
MGSLG – Gr11 CAT Study Guide
Quality control
In order to ensure that your information is fair and accurate it is necessary to evaluate your
questions and sources. This will help you eliminate any questions or sources that might not
contribute to a solution for the problem.

Questions and Questioning

When we want to gather research for a specific topic, we will always start with questions that can
helps us find relevant information. In research we would usually formulate a main question and from
this other research questions.

The main question is the most important part of the research process as it:
• Provides a framework for the research project.
• Establishes the purpose and direction of the research.
• Assists the researcher to focus on specific aspects to explore.

The research questions are questions that are created by breaking down the main question as it:
• Established specific and manageable research aspects.
• Facilitates data analysis to provide a variety of data types.
• Allows for comprehensive understanding that leads to better insights.

Quality control of questions

You must make sure that your questions are clear, concise, and relevant to the research topic.

It is important to have a variety of different types of questions. When formulating your questions,
you should consider having various levels in order for you to gather different types of information.

Level Description Purpose Key words

These questions are usually To establish a clear
What? When? Who?
 straightforward and aim to establish a understanding of the
Where? How many?
foundation of knowledge. research topic
These questions help define the scope To clarify the objectives
 of the investigation and outline key of the research. Why? How?
areas that will be explored.
These questions seek to understand the To explore potential
effects of one aspect on another and solutions or variations
 What if?
can lead to recommendations for based on the research
changes based on the findings. findings.
These questions often involve To foster critical thinking
Would it be better?
 producing new information and drawing and deeper analysis of
What recommendations?
conclusions. the research topic.

102
Theory – Information Management
 Sources
It is important that you identifying appropriate sources for your research project.

People
Electronic media Printed media
(questionnaire/interviews)
Any form of information that
Any form of media that can be Any form of media that can be
can be retrieved from people
found online or electronically. found in hard copy format
for their opinions/point of view.
Videos; Articles; Websites; Books; Newspapers; Interviews; Questionnaires;
Radio; Television; etc. Magazines; Journals; etc. Surveys; Forms; etc.

Quality control of information

In order to determine the most relevant sources of information for your research, you should
evaluate your sources. The following criteria can be used to evaluate sources:

Criteria Description What to consider?

Refers to the expertise and ✓ Who is the author?
Authority credibility of the author or ✓ What are the author's credentials and affiliations?
source. ✓ Is the source published by a trustworthy organisation?
Refers to the reliability and ✓ Are the claims supported by evidence?
Accuracy correctness of the ✓ Does the source provide citations and references?
information. ✓ Is the information free from errors?
Relates to the timeliness of ✓ When was the information published or last updated?
Currency the information and ✓ Is the publication date relevant to the topic?
whether it is up-to-date. ✓ Does the source reflect the most current research?
Involves assessing the ✓ Is the information presented fairly and without bias?
Objectivity presence of bias and the ✓ What is the purpose of the source?
purpose of the information. ✓ Are opposing viewpoints acknowledged?
Refers to the extent and ✓ Does the source cover the topic broadly?
Coverage depth of the information ✓ Are key aspects or perspectives missing?
provided in the source. ✓ Is the intended audience appropriate for the content?
Relates to the visual appeal ✓ Is the website easy to use and navigate?
Design and usability of the website. ✓ Is the website well-designed to enhance user experience?
✓ Does the design encourage engagement with the content?
Refers to organisations that ✓ Does the website receive funding from other sources?
Affiliation support and contribute to ✓ Are there affiliations with partnerships that may influence
the website. content?
Refers to the intended ✓ Does the language and complexity suite the target
Audience audience for the content. audience?
✓ Are the topics suitable for the target audience?

103
MGSLG – Gr11 CAT Study Guide
Plagiarism and Copyright
Plagiarism and copyright violation undermine the values of originality and intellectual integrity. Take
note of the following aspects to differentiate between plagiarism and copyright:

Aspect Plagiarism Copyright

Definition Presenting another's work as your own Unauthorised use of copyrighted material
Nature Ethical violation Legal violation
Consequences Academic penalties, loss of reputation Fines, lawsuits, potential criminal charges
Scope Any work (not necessarily copyrighted) Only applies to copyrighted works ©
Examples Copying text without citation Using a song in a video without permission

It remains the researcher's responsibility to ensure that they produce their own work at all time.
To avoid plagiarism and copyright when using different sources:
• Understand what is and is not protected by copyright.
• Obtain permission from the copyright holder before using their work.
• Properly cite sources and give credit to the original creator.

Processing and analysing data

Processing and analysing data refer to the transformation from raw data to meaningful information.

Spreadsheet
In a spreadsheet we can manipulate raw data from our questionnaires, to provide us with
meaningful information.
• Data capturing and organisation: Spreadsheets allow us to capture and organise data in a
user-friendly format.
• Calculations and analysis: They enable us to perform calculations using formulas and
functions, helping us with data analysis.
• Charts: Spreadsheets can generate charts and graphs, helping us create visual trends and
patterns in our research.
Database
The database can be used for additional analysis of data and information.
• Data management: Databases provide a strong framework for storing, retrieving, and
managing large volumes of data.
• Complex Queries: We can create complex queries, that provides us with more specific data
analysis and manipulation.

104
Theory – Information Management
 Reporting
After you have completed your research from sources and finalised the analyses of data, you should
present your findings.

Presenting findings in a Report

A research report typically follows a structured format, which includes sections such as:

• Title Page: Clearly states the title of the research.

• Abstract: A brief summary of the research.
• Introduction: Introduces the research focus and purpose.
• Discussion: Describes the research for the research questions.
• Findings: Presents the findings from your analysis with evidence of calculations, chart or
queries.
• Conclusion: Summarises the key findings based on the main question.
• Bibliography: Lists all sources cited in the report.

Presenting findings in a website

• Organisation and readability: Relevant information should be grouped together.
• Graphics and accessibility:
• Navigation: The website should have a user-friendly and functional navigation system.
• Quality of information: The information should be relevant and of good quality.

105
MGSLG – Gr11 CAT Study Guide
Activity Information Management

Activity 1
1. What is the difference between data and information?
2. Briefly explain the concept of plagiarism.
3. Give TWO tips for setting high quality questions to be used in a survey.
4. Give TWO reasons why a task definition is necessary when planning the research for your
practical assessment task (PAT).

Activity 2
1. Name TWO possible types of sources used to collect personal opinions without the use of the
Internet when doing research.
2. Explain what a bibliography is AND why it must always be added to a research report.
3. State TWO possible sources of information besides the Internet.
4. Give ONE advantage of asking users to fill out a survey form electronically as opposed to
handing out printed questionnaires.

Activity 3
1. State TWO ways in which to check the reliability or accuracy of information from an Internet
source.
2. Why is it important to make a note of the date on which you retrieved data for a project from a
website, besides needing it in your referencing?
3. Describe TWO ways in which you would establish the objectivity of a source.
4. State TWO indications that information found on a website may not be accurate.

Activity 4
1. State TWO features of a database that can be used to ensure that the data input is accurate.
2. What would you need to add to a word processing document to create an automatically
generated bibliography?
3. Name THREE features of a spreadsheet which make it an ideal tool for analysing data.
4. Give TWO examples where you would use a database instead of a spreadsheet to process data.

106
Theory – Information Management
 Activity 5
1. Study the screenshot below and answer the questions that follow:

a. Identity THREE possible layout errors.

b. Suggest a possible change to the class and grade that would make capturing easier.
2. Study the screenshot below and answer the questions that follow:

a. Give a more suitable type of graph that can be used to show the information.
b. Suggest THREE improvements to the chart above.

107
MGSLG – Gr11 CAT Study Guide
Summary of Social Implications
Input and output for physically challenged
users Output devices for physically
Thanks to creative minds that build assistive
technology devices, physically challenged people do challenged users
not have to give up computing. Computers work by
accepting input from people and providing output in a
variety of formats.
Input & Output devices for physically
challenged users
Many options are available to help disabled people use
ICT. What follows is a short list of the kinds of devices
that could be used.

Devices and Description Image

Braille Keyboard: https://youtu.be/3vUbxBHtDow
A Braille keyboard is a specialist input device that
allows the user to type and enter text or
instructions for the computer in Braille.
Braille printers can be used to aid visually
impaired users by printing the raised patterns of
dots on special paper, thereby allowing them to
read the text.
Eye Typer:
This can be used by people who cannot use a
hand or foot operated mouse and a conventional
keyboard.
A camera is mounted onto the computer and it is
set to focus on the user's eye.
The camera determines where the user is looking
and monitors movements made by the eye.
Mouse clicks are done with a slow eye blink.
Speakers:
They can be used to speak the works that are on
the display. There are many different text to
speech software available to be used.
Microphone:
A microphone is used by people who are
challenged by a keyboard and so it is easier for
them to say what they want to type instead. There
is software available to allow this to work.
Foot Mouse:
A foot mouse can be used by a person who has
limited or no use in their upper arms.
The foot mouse can be used to navigate through
software and select things in much the same way
as a conventional mouse.
Most foot mice consist of two segments. One
segment will be used to control the cursor, the
second segment is used to click the mouse or to
select shortcuts.

108
Theory – Social Implications
 On-screen or virtual keyboards:
The keyboard is displayed on a user’s screen and
used with gesturecontrolled pointers or joysticks.

Sip-and-puff devices:
Users “take a sip” or “blow a puff” of air into a
wand that resembles a straw to create air
pressure. This air pressure sends a signal to the
device and ignites certain commands–just like a
keyboard or mouse. Depending on the type of SNP
and how a user calibrates it, a puff may allow them
to navigate through elements on a webpage, and https://youtu.be/JUylLhPeq6c
then a sip may open links and activate buttons.
Magnification devices:
Enlarges the information displayed on the
computer screen in a range of magnifications and
a variety of fonts. The magnifier may have the
ability to create a large, scrolling virtual screen, or
may only magnify the portion of the display near
the mouse pointer.
Large-key keyboards:
The print on the number and letter keys of the
keyboard are three times larger than those on
standard keyboards. The bright white printing on
the large black keys increases visibility and the
contrast makes it easier to read. These features
are helpful to those with vision impairment and for
those who wear reading glasses or bifocals.
Alerting Devices:
For the Deaf or those with Hearing Impairments,
are Assistive Devices that connect with doorbells,
telephones, alarm systems and other devices, to
let a person know that some condition is occurring,
such as a smoke alarm, doorbell ringing or baby
crying. These alarming devices add a specific
alarm based on one's disability, such as a doorbell
that blinks a light instead of a noise to indicate that
someone is at the door.
Most disabled people need a tailor-made solution which combines hardware devices and
software in different ways, depending on what their disability is and what they want to use
their computing technology for. There is no simple one stop solution that can be applied
to all people with disabilities.
Keyboard and mouse settings can also be customised to make input easier for physically
challenged users. Sticky keys allow users to use common keyboard shortcuts without
needing to hold down all the keys at the same time, for example, when using the Paste
command, users do not need to hold down the Ctrl and V keys at the same time. They
can instead press the keys one at a time.
Source: http://disabilityinfosa.co.za/hearing-impairments/assistive-devices-
equipment/alerting-devices/

109
MGSLG – Gr11 CAT Study Guide
Protecting your hardware
Theft of computers is on the rise, especially as mobile devices, such as laptops, are
becoming more and more prevalent. There's not much you can do to prevent a
determined thief from stealing your computer, but there are steps you can take to
greatly reduce your chances of becoming a target:

Do not leave keys for file cabinets, drawers, or security cables on, in, or near
your desk.
During the day, it is imperative to use a security cable to lock down portable
equipment, such as a laptop, even while working on them. A security cable
will discourage a casual thief who walks by.
Do NOT rely on a security cable overnight! Instead, store portable devices in a
locked cabinet overnight and during weekends/holidays.
Lock down other valuable equipment such as desktop computers, scanners
and printers. Lock equipment to large, immobile objects and make sure the
cable can't be slipped off or easily removed by taking apart furniture.
Keep doors and windows locked when not in your office.
For personal equipment, mark your contact information permanently on the
device.
Make note of the serial numbers of your personal equipment and keep it in a
safe place so you can easily report it to the police.
Source: https://www.reed.edu/it/help/hw-security.html

How to maintain and extend the life of your computer

When it comes to computers, replacing a poorly maintained system isn’t cheap.
Computers are an investment, and like any investment, it is important to protect.
These easy-to-use tips will help extend the life of your PC.

Blow out and clean your computer regularly

Don’t eat/drink around your computer
Don’t shutdown your computer too often
Don’t leave laptops plugged in all the time
Update software & perform regular maintenance
Power settings/saving and protection against power failure
Most households own at least one computer and many own multiple computers and
an assortment of peripheral devices. Computers account for up to 5% of home
electricity use.

110
Theory – Social Implications
 Energy efficiency and computer equipment
Your computer and monitor are likely to account for the majority of the energy used
by your computer equipment, with monitors representing around 25% of the energy
of a computer. If you use multiple, larger monitors, this has the potential to increase
your household electricity consumption.
Printers, scanners, multi-function devices (MFD), scanners, speakers and modems,
routers, fax machines, answering machines and cordless phones also use energy.
The combined energy use of these devices can be significant if they are left running
continuously.
Power settings
The big advantage of portable computers and devices such as smartphones is that
they are, portable and can run on battery power. Most operating systems provide
settings to allow you to control how your computer manages its power. These
settings include the following:
 Specifying that the computer should conserve power by starting to ‘sleep’ or
hibernate when it has not been used for a period of time
 Setting the brightness of the screen to reduce the power consumption
 Choosing a balance between power consumption and performance. Saving
power usually decreases the performance of your system, while choosing a high-
performance setting, increases the power usage, reducing the amount of time
you can use a portable computer or device before having to recharge the battery.
 In Sleep mode, the power supply to non-essential and non-critical component is
withheld, and most system operation is shutdown and stopped. All data in
physical memory (RAM) is still kept, and the whole system is placed in stand-by
mode, which can be woken up and used almost immediately. In Sleep mode, the
power load is reduced considerably, saving a lot of energy. However, the power
must not be cut off, and must be continued to be supplied to the computer in
order to preserve the data stored in memory. Once out of power, the system will
have to start again just like a freshly booted computer.
 In Hibernation mode, the current state of your computer (ie. all open programs &
files) is saved to disk and the PC is powered off. There is no electricity consumed
if you also switch off at the wall or unplug it. When you power it back on again, it
boots much faster and your previous state is restored so that you can continue
working as before.
6 Ways to save energy with your PC
 Disconnect your external devices.
 Use a smart strip, especially for
computers you cannot turn off.
 Adjust your computer's energy settings.
 Shut down and unplug your computer
when not in use.
 Use a charger only when charging your
laptop.
 Choose an Energy Star-compliant PC.

111
MGSLG – Gr11 CAT Study Guide
What Is an Uninterruptible Power Supply (UPS)?
A UPS, or an uninterruptible power supply, is a device used to backup a power
supply to prevent devices and systems from power supply problems, such as a
power failure or lightning strikes. A UPS can help prevent power supply problems
that can often occur on a production site, such as an instantaneous voltage drop and
a power failure.
Function
If power supply to devices stops because of an instantaneous voltage drop or a
power failure, devices such as PCs or registers shut down abnormally, which can
damage hard disks and corrupt the data. A UPS can supply power to devices from a
built-in battery for a given period of time during an instantaneous voltage drop or a
power failure to protect devices and important data.
A UPS only provides power for a limited duration – it will usually keep your computer
running to give you enough time to save your work and shut your computer down
properly. It will not keep your computer running during a long power outage.

Should I switch my computer off at night?

This is an extract from an article by Monte Enbysk on the Microsoft Small
Business Centre website.
Here are some consumer "myths" that are worth addressing:
• Turning your PC off uses more energy than leaving it on. Not true. The
small surge of power you use when turning it on -- which varies per PC make
and model -- is still much smaller than the amount you use in keeping it on for
lengthy periods.
• Turning your PC on and off wears it out. A decade ago, there was
something to this, but not today. It used to be that PC hard disks did not
automatically park their heads when shut off, and that frequent on/off cycling
could damage the hard disks. Today's PCs are designed to handle 40,000
on/off cycles before a failure, and that's a number you likely won't reach
during the computer's five-to-seven-year life span.
• Screen savers save energy. Not true. Screen savers, at a minimum, can use
42 watts; those with 3D graphics can use as much as 114.5 watts.
• Your computer uses zero energy when "off." That's true only if it is
unplugged. Otherwise, the PC utilizes "flea power," or about 2.3 watts, to
maintain local-area network connectivity, among other things. In "hibernate"
mode, your PC uses the same 2.3 watts; in "sleep" mode, your PC uses about
3.1 watts. Monitors do use zero energy when turned off.

Source: https://sustainability.mandela.ac.za/Environmental/Energy/Green-
Tips/Green-IT/Computer-ON-or-OFF-

112
Theory – Social Implications
 INPUT AND OUTPUT AND HEALTH ISSUES
With tens of billions of internet-connected devices around the world, technology surrounds
us like never before. There are many positive aspects to technology – not least, helping us
stay connected to others, but alongside the benefits, there are also potential health
consequences that should be considered.
For example:

Impact on hearing

Negative effects on kids

Psychological issues

Physical inactivity

Disrupted sleep
The
Digital eye strain
To solve all these, make use of ergonomically designed equipment. Ensure that your
workspace is comfortable. Here are some tips:
Musculoskeletal issues
• Do not sit for hours on end – get up and move around every hour or so
• Do not stare fixedly at the screen for long stretches – glance every so often at other
Headaches
objects in the room, or out the window
• Learn keyboard shortcuts so that you don’t have to move between mouse and keyboard
RSI
so frequently
• Make sure that your desk, chair and screen are all at a comfortable height.
• Do appropriate exercises to relieve the tension in affected joints (wrist, neck, etc.)
• Do not turn up the volume of your headphones to drown out surrounding sound – it
means they are too loud and are damaging your hearing
• Adjust the settings of the monitor so that it doesn’t hurt your eyes, and place it so that
there are no glaring reflections
• Pay attention to your posture

113
MGSLG – Gr11 CAT Study Guide
Value of Computer Applications Technology
In the last decades, computers have become a normal part of life. They are used to
send e-mails, write reports, manage our finances, or just to surf the internet. CAT is
the study of the components of a computer system and how to use it to solve
everyday problems. It will prepare you for life in the technological world. This is a
very practical skills-based subject which will help you at university, college, and the
work place.
Purpose
Computer Applications Technology aims at developing computing skills in the
following packages: Word, Excel, Access, Explorer, Outlook and Power Point and
basic HTML (webpage). Learners will be able to use the Internet, and understand the
role that it plays, find relevant information, process it, make decisions, and learn how
to use ICTs responsibly. A fairly high level of competency is expected.
Careers
Computers are used widely in many careers. The ability to use computer
applications efficiently is a distinct advantage in many fields.
Not only does this give them an excellent platform, but is an asset on their CV.
Although CAT is not a compulsory subject for any particular field of study, this
subject does provide you with a range of basic skills useful in the field of Information
Technology should you wish to study in this field further one day.
The right job will depend on factors such as your area of specialisation, your
interests, personal skills, and the like. To ease the journey for you, here are some
reliable career options that you may consider:
List of possible careers:
 Software developer
 Database Administrator
 Computer hardware engineer
 Computer systems analyst
 Computer Network Analyst
 Information Security Analyst
 Web developer
 IT Project Management
 Information System Manager
 Computer Research Scientist
While this list brings you the top professions in this line, it is in no way absolute. The
paths open to you are endless.
Source: https://www.onlinemanipal.com/blogs/top-10-jobs-after-completing-a-
degree-in-computer-applications

114
Theory – Social Implications
 Unauthorised access on networks
While there can be a lot of disadvantages of a network, it is not sufficient reasons
NOT to use a network.
You need to be aware of the risks, so that you can take precautions.
UNAUTHORISED ACCESS
Increased control and security
It is much easier to control access to data when that data is accessed via a network,
since access can then be controlled by the access rights set up by a network
administrator. Accessing a network, that you do not have permission to access, is
illegal.

• Ensure that data gets backed up regularly – especially since data of an

organisation can be centrally stored on a server.
• Update data in one central location instead of having duplicate or outdated files
on different devices.
• Use anti-virus software that can be updated from one central computer.
• Use controlled usernames and passwords when setting up access rights to
devices.
• You can also set up authentication for your smartphone and tablet. New types of
authentication, beyond usernames and passwords, have made it possible for you
to easily secure your devices and access them yourself. New types of
authentication include biometrics (fingerprint-unlock or face-unlock) screen-lock
patterns and PINs.
Screen-lock patterns
If someone gets hold of your phone, tablet or computer, and there’s no lock screen,
the thief suddenly has access to everything on your device. While some of your apps
will require passwords and multifactor authentication, many apps, like your photos
and notes, typically do not.
Also, if you don’t log out of your social media or email accounts on your devices, the
thief can have a field day pretending to be you.
For this reason, you should have a lock screen installed on your device, and it
should be difficult to get past.

115
MGSLG – Gr11 CAT Study Guide
What is a lock screen?
A lock screen is a feature that appears on your computer when it is inactive for a
certain amount of time. It blocks any access to the desktop until a certain security
measure has been completed to gain access, such as entering a password or
passcode, identifying patterns on an image, or using biometric authentication. This
security measure makes sure that no one can use the computer without permission.
Why is a lock screen important?
A lock screen provides an extra layer of security to your computer by preventing
intruders from accessing the system. Without this enabled feature anyone could log
in to your machine and do whatever they want with it, and you wouldn't even know!
Having this additional step ensures that only authorized users are able to log into the
machine, preventing any malicious activities from occurring.
How does a lock screen work?
When the lock screen is enabled on your computer, after a period of inactivity (such
as not moving the mouse or typing) it will enter "lock mode". Any attempts to interact
with the computer will first require authentication before access is granted.
Depending on what type of lock screen you have set up, this may require entering a
password, pattern recognition, facial recognition, or other forms of biometric
authentication. Once correctly entered, you will be granted access back into the
system.
Ethical use of networks
Ethics are a set of moral principles that govern
an individual or a group on what is acceptable
behaviour while using a computer. Computer
ethics is a set of moral principles that govern
the usage of computers.
Whenever people interact and share resources
in a network, there is a need for acceptable,
ethical practices. Most organisations make us
of an Acceptable Use Policy (AUP) to outline
the rights and responsibilities of its users,
especially in networked environments.
An AUP is put in place to serve as a contract and to clearly list what the users are
permitted and not permitted to do in order to protect them when they are using ICT
facilities and when they are online.

116
Theory – Social Implications
 What should be included in an AUP?
Ethical rules for computer
• Basic netiquette rules, including not sending
Spam, hoaxes and using accepted ways of users
communicating in emails and on social
networking sites. • Do not use computers to harm other
• Restrictions on the amount of data and users.
information that can be downloaded from the • Do not use computers to steal others
internet. information.
• Respecting copyright and intellectual • Do not access files without the
property and avoiding plagiarism. permission of the owner.

• When and how portable storage devices can • Do not copy copyrighted software
without the author’s permission.
be used.
• Always respect copyright laws and
• Details of restrictions about installing any policies.
hardware or software.
• Respect the privacy of others, just as
• Procedures to follow if users find they are you expect the same from others.
victims of identity theft, malware such as • Do not use other user's computer
viruses, cyber-bullying or cyber-stalking. resources without their permission.
• Clear descriptions of what will happen to a • Complain about illegal
user who breaks the rules outlined in the communication and activities.
AUP. • Users are responsible for
Internet Service Providers also have fair use safeguarding their User Id and
policies. If you download vast amounts of data Passwords.
in a short period they can restrict your • Users should not intentionally use the
connection speed – throttling. computers to retrieve or modify the
information of others, which may
include password information, files,
etc.
Basic Network Security
Source: https://infosecawareness.in
When working in a network environment, it is
/concept/student/internet-ethics
very important that access to data in the network
is secure. Examples:

• An organisation would not want all their employees to have access to files to do
with the salaries of employees.
• In a school situation, it is important that learners do not gain access to tests and
exams before they are written or even the results after they are graded.
Network security refers to policies (rules) put in place to ensure the security of a
network by preventing unauthorised access to information and misuse of the
computer network.

117
MGSLG – Gr11 CAT Study Guide
 Firewall Antivirus software BYOD Environments
A firewall is a network Antivirus software
security device that Ensuring the safety of both the school’s network
(computer protection
prevents unauthorized and the data involves setting up robust security
software) is a program(s)
access to a network. It protocols. Schools can start by securing their Wi-
that is created to search,
inspects incoming and Fi networks with strong encryption methods such
detect, prevent and
outgoing traffic using a set as WPA2 or WPA3. Regularly updating these
remove software
of security rules to identify protections and conducting network vulnerability
viruses from your system
and block threats. A assessments can help prevent unauthorized
that can harm your
firewall can be physical access. Additionally, schools should install
system.
hardware, digital software, reputable security software on all devices
software as a service (SaaS) accessing the network and enforce the use of
or a virtual private cloud. strong, unique passwords among students and
staff.

When working in a network environment, you use a username and password to gain
access to the network and its resources. This is necessary to control access to and
secure data on the network. You will be issued with a username according to the
policies set up by the organisation. Then choose a password – rules when choosing
a password that will be difficult to guess or crack:

• Choose a password that is at least 8 to 10 characters long.

• The password should contain a mixture of upper and lowercase letters, numbers
and special characters.
• You should never use your name, or anything else that is easy to guess about
you. Meaningless passwords are the best.
• Make sure that your password is something you can remember without needing
to write it down. If you need to write your password down, make sure that you
keep it hidden and mixed in with other notes, so it is not clear which one is your
password.
• Keep these notes away from your computer.
• Be careful of using passwords that follow a pattern on the keyboard such as asdf
or 1234 as these are also easy to guess. Try not to repeat
characters.
It is important that you keep your password secret as you will be Z1w2F3R4g%y
held responsible for any actions done on the network under your
username and password. The following can help: Example of a
You should change your password every 2 months or so. Most Good
network operating software has a function where it can be set to Password
force a password change according to a set time interval.

118
Theory – Social Implications
 Because of the dangers associated with the hacking of websites and the exposure of
user details, it is best not to use the same password for any two sites.

BYOD – BRING YOUR OWN DEVICE and the social implications of BYOD
It refers to a concept where employees/students are allowed to bring and use their
own portable devices such as smartphones, laptops, tablets, etc. to work on and
access the network instead of a device owned/supplied by the company/institution.
BYOD is here to stay. Implementing a strict and formal policy can help to make it
work best for everyone involved.

Devices at work vs devices for work

It’s one thing for an employee to bring a
personal device to work and use it strictly for
personal communications. This practice can
still create risks, but the most substantial
security risks are associated with employees
using personal devices to conduct business,
whether simply sending work-related emails or
actually accessing secure company
applications from their own smartphones or
tablets.
The difference is essentially that in one case,
employees are using their personal devices at
work; in the other, employees are using their
personal devices to conduct work. Devices
that are brought to the workplace but do not
have access to the company network are not
usually problematic; however, due diligence is
necessary in all cases with strict, clearly
defined BYOD policies and enforcement.
EXAMPLE ELEMENTS OF A BOYD POLICY
There is a great deal of technology to better secure employee-owned devices. That
said, a strong policy and widespread adoption of the policy is vital to ensuring proper
(and secure) BYOD use in an organization. While each company is different, there
are a number of elements (relatively) universal to most policies.
Password Provisions
For sensitive information, either belonging to the company or its customers,
password protections are non-negotiable.
Privacy Provisions
Company data belongs to the company, but it happens to be on a privately-owned
device. Privacy is a big deal, and your BYOD policy needs to address how you
protect data while ensuring employees’ privacy.

119
MGSLG – Gr11 CAT Study Guide
Data Transfer Provisions
It only takes one person to use a new app with sensitive data for a breach to occur. If
someone is using a certain app that’s unapproved to transfer data, and this
application is breached, there could be serious legal ramifications. Data should be
encrypted, password protected and only transferred on company mandated
applications.
Proper Maintenance/Updates
Patches and updates not only provide new features, but also shore up the code from
known attacks. Keeping devices and applications up-to-date is a major part of overall
digital security and must be included in any company or private device use policy.
Common Sense Provisions
Technology is indifferent, but people have bad habits. Work selfies and short “vlogs”
may occur, even when prohibited. And without provisions in your policy, device
misuse is sure to occur more often. Other common-sense rules include things like:
• No device use while driving
• Limit personal calls while at work
• Do not take video (except possible in areas like break rooms with coworker
permission)
Approved Applications
Make sure to include dedicated secure messaging, email, CRM, and other apps and
explicitly forbid the use of unapproved programs.
Upon Termination
Upon any termination, an organization is obliged to ensure all data is removed from
the device and permissions removed from company applications.
Data Wipe Procedures
The complexity of wiping data from an employee’s phone, tablet, or computer is
enough to make some businesses provide all devices to employees. Parsing through
multiple email accounts and deleting certain things from apps used for both private
and company affairs isn’t easy.
Accountability Provisions
Your policy should describe in detail how accountability is tracked, measured, and
enforced. Every member of the team should understand not only how devices are to
be used but also the consequences of failing to keep company data safe.
Source: https://www.digitalguardian.com/blog/ultimate-guide-byod-security-
overcoming-challenges-creating-effective-policies-and-mitigating

120
Theory – Social Implications
 BIG DATA – The social impact of big data
It is very large structured and unstructured data sets that are analysed using
computers or reveal trends.
Big data has many positive aspects and has given us insights in all industries.
However, big data is constantly evolving and is difficult to monitor or analyse. All
organisations, society and consumers are struggling to keep up with the continual
changes.
Big data is used in online services like:
• Online banking
• Booking reservations
• E-learning such as:
o customised learning programs
o learning materials
o grading systems
o career predictions for students
o resources needed
• Video conferencing
• Social websites
Source: https://www.siyavula.com
ADVANTAGES OF BIG DATA

• Reduces costs and time and leads to smart decision-making

• The volume of data gathered provides more insight
• Companies have far more data to analyse before big decisions are made
• Because data is gathered all the time, big data is more relevant
• Big data is timely
• More confidence in available data means a completely different approach to
tackling problems.
DISADVANTAGES OF BIG DATA
• Data/information can get lost.
• Analysis of data can be misleading.
• Updates can mismatch real figures.
• Companies capture big data on consumer habits, which raised concerns about
privacy.
• Private data in unsafe hands – when you approved a company to analyse your
data.
CONCLUSION
Big data have come to stay. They have continued to be important resources over the
years, and are getting more important with time as they keep on evolving and
emerging. Thus, one can conclude that they will become even more important in
future.

121
MGSLG – Gr11 CAT Study Guide
BITCOIN (Crypto currency) vs normal currency and the social
implications
Definition
Cryptocurrencies are digital assets, most often based on blockchain technology.
What Is Cryptocurrency?
A cryptocurrency is a digital or
virtual currency secured by
cryptography, which makes it
nearly impossible to counterfeit or
double-spend.
A defining feature of
cryptocurrencies is that they are
generally not issued by any central
authority, rendering them
theoretically immune to
government interference or
manipulation.
A cryptocurrency is a form of digital asset based on a network that is distributed
across a large number of computers. This decentralized structure allows them to
exist outside the control of governments and central authorities.
The advantages of cryptocurrencies include cheaper and faster money transfers and
decentralized systems that do not collapse at a single point of failure.
The disadvantages of cryptocurrencies include their price volatility, high energy
consumption for mining activities, and use in criminal activities.
Understanding Cryptocurrency
Cryptocurrencies are digital or virtual currencies underpinned by cryptographic
systems. They enable secure online payments without the use of third-party
intermediaries. "Crypto" refers to the various encryption algorithms and
cryptographic techniques that safeguard these entries, such as elliptical curve
encryption, public-private key pairs, and hashing functions.
Central to the appeal and functionality of Bitcoin and other cryptocurrencies is
blockchain technology. As its name indicates, a blockchain is essentially a set of
connected blocks of information on an online ledger. Each block contains a set of
transactions that have been independently verified by each validator on a network.
Every new block generated must be verified before being confirmed, making it
almost impossible to forge transaction histories. The contents of the online ledger
must be agreed upon by a network of individual nodes, or computers that maintain
the ledger.

122
Theory – Social Implications
 Is Cryptocurrency Legal?
Cryptocurrencies are not issued by any public or private entities. Therefore, it has
been difficult to make a case for their legal status in different financial jurisdictions
throughout the world. It doesn't help matters that cryptocurrencies have primarily
functioned outside most existing financial infrastructure.
Is Cryptocurrency a Safe Investment?
Cryptocurrencies have attracted a reputation as unstable investments due to high
investor losses from scams, hacks, bugs, and volatility. Although the underlying
cryptography and blockchain are generally secure, the technical complexity of using
and storing crypto assets can be a significant hazard to new users.
In addition to the market risks associated with speculative assets, cryptocurrency
investors should be aware of the following risks:
• User risk: Unlike traditional finance, there is no way to reverse or cancel a
cryptocurrency transaction after it has already been sent. By some estimates,
about one-fifth of all bitcoins are now inaccessible due to lost passwords or
incorrect sending addresses.
• Regulatory risks: The regulatory status of some cryptocurrencies is still unclear in
many areas, with some governments seeking to regulate them as securities,
currencies, or both. A sudden regulatory crackdown could make it challenging to
sell cryptocurrencies or cause a market-wide price drop.
• Counterparty risks: Many investors and merchants rely on exchanges or other
custodians to store their cryptocurrency. Theft or loss by one of these third
parties could result in losing one's entire investment.
• Management risks: Due to the lack of coherent regulations, there are few
protections against deceptive or unethical management practices. Many investors
have lost large sums to management teams that failed to deliver a product.
• Programming risks: Many investment and lending platforms use automated smart
contracts to control the movement of user deposits. An investor using one of
these platforms assumes the risk that a bug or exploit in these programs could
cause them to lose their investment.
• Market Manipulation: Market manipulation remains a substantial problem in
cryptocurrency, with influential people, organizations, and exchanges acting
unethically.
Despite these risks, cryptocurrencies have seen a significant price leap.
Advantages
• Removes single points of failure
• Easier to transfer funds between parties
• Removes third parties
• Can be used to generate returns
• Remittances are streamlined

123
MGSLG – Gr11 CAT Study Guide
Disadvantages
• Transactions are pseudonymous
• Pseudonymity allows for criminal uses
• Have become highly centralized
• Expensive to participate in a network and earn
• Off-chain security issues
• Prices are very volatile
Is Crypto Real Money?
One definition of money is something that is generally accepted as a medium of
exchange, a measure or store of value, and a unit of account. By this definition,
cryptocurrency is real money.
The Bottom Line
Cryptocurrencies are digital assets that are secured by cryptography. As a relatively
new technology, they are highly speculative, and it is important to understand the
risks involved before investing.
Source: https://www.investopedia.com/terms/c/cryptocurrency.asp

Blockchain:
Blockchain is a method of recording information that makes it impossible or difficult
for the system to be changed, hacked, or manipulated. A blockchain is a distributed
ledger that duplicates and distributes transactions across the network of computers
participating in the blockchain.
Blockchain technology is a structure that stores transactional records, also known as
the block, of the public in several databases, known as the “chain,” in a network
connected through peer-to-peer nodes. Typically, this storage is referred to as a
‘digital ledger.’

In simpler words, the digital ledger is like a Google spreadsheet shared among
numerous computers in a network, in which, the transactional records are stored
based on actual purchases. The fascinating angle is that anybody can see the data,
but they can’t corrupt it.

124
Theory – Social Implications
 As a new general-purpose technology, blockchain’s potential for social impact spans
a wide spectrum and many different industries. It can disrupt different types of
institutions and social systems across the globe.
Blockchain’s biggest impact so far has been regarding value. As a neutral
technology, it has made value flow orders of magnitude faster and allowed value to
flow more freely across international borders. While this value transfer function can
be and is also misused for nefarious purposes, it can equally be used for achieving
the good.
Moreover, blockchains provide distinctive features – such as transparency or
immutability – that can be leveraged to offset malicious intent when using such
networks.
Beyond value, blockchain can also transfer effective control over personal data from
today’s intermediaries to individuals. While this comes with obvious benefits for
individuals, it also means greater self-responsibility on their part.
Finally, blockchains can be used as a tool to create transformative shifts in how we
control today’s vast amount of information. In an increasingly digital society, it
becomes ever more important to safely store information – a task that a
decentralised blockchain storage solution can credibly supply.
Beyond their financial applications, these technologies have the potential to create
positive social impact, and brands can leverage them to demonstrate corporate
responsibility and support social good.
How can blockchain and crypto solutions make meaningful change:
• Transparent supply chains
• Financial inclusion
• Decentralised philanthropy
• Environmental sustainability
• Community empowerment
By embracing blockchain and
crypto technologies for social good,
brands can demonstrate their
commitment to corporate
responsibility, drive positive
change, and strengthen their
relationships with consumers who
value social impact.
Source: https://www.linkedin.com/pulse/social-impact-blockchain-crypto-arnt-eriksen

125
MGSLG – Gr11 CAT Study Guide
Privacy Issues
Privacy and who has access
to your and your friend’s
information, has become a
big issue with so many It is the network owner’s
people spending time online.
Networks have become responsibility to make sure
powerful tools to access, that the data their network
collect, store, and share
stores and shares is
personal data. To have your
data online can be beneficial, accessed legally and that
e.g., for a doctor to access this data is only used for
your medical records or
customer services, but this what they say its use will
data can also be used by be. It is also their
cyber-criminals to commit
responsibility to make sure
fraud or to steal.
that this data is secure
Personal Responsibility
While it is true that network administrators must make sureand safe.
that their networks are
secure, you also have a responsibility to make sure that you do not expose a
network you are using to attacks.
You do this by keeping the following tips in mind when using a network:

• Make sure that your devices have up-to-date antivirus software installed. DO
NOT click on suspicious links or reply with personal information to emails that
does not look trustworthy.
• Respect others’ privacy. Do not download or share content that has been
obtained illegally (such as pirated series or music or movies) or content that
violates someone else’s copyright.
• Be careful what your share about yourself and your friends on the internet.
• Follow the AUPs of any network you are using.
If you keep these tips in mind, you can help make the
networks you use more secure for everyone else.

126
Theory – Social Implications
 Spyware and adware

Spyware Adware
The term spyware refers to any Adware is free software that is not
software that tries to monitor and track actually free – it is ad-sponsored. This
the way you use your computer means that the program keeps on
(mouse, keyboard movements), and popping up adverts.
then to report this information to a third Adware usually limits itself to displaying
party. adverts while the program is running. It
A a common objective is to track your is not really malware, because adverts
use of the internet (all the sites you in themselves are not dangerous.
visited as well as the time you spent on You may also encounter a type of
them). This is then used to build a adware while you are surfing with your
profile of you that can be sold to browser. This is when badly behaved
organisations for use in targeted websites create pop-up windows
advertising. More desturbing versions (where the window is created but is
of spyware are used for stealing login hidden beneath the browser) that
details, to gain unauthorised access to display unwanted advertisements. This
networks and confidential or sensitive type of adware is less common
information. because mobile browsers don't support
The most dangerous forms of spyware additional windows.
are keyloggers. They capture your Ad blocking software or extensions for
keystrokes as you type and even browsers can reduce the overall
possibly the movements of your mouse, number of adverts you see whilst
and screenshot of what is being browsing and so help to prevent this
displayed to discover your usernames type of advertising.
and passwords. Free mobile software is often likely to
contain adware. These programs use
up a lot of data and battery power by
continually downloading the adverts
they show you.

https://youtu.be/-Z3pp14oUiA https://youtu.be/jIyIqjOlqzY

127
MGSLG – Gr11 CAT Study Guide
Role of databases
Databases contain some of an organization’s most sensitive data, so following
database security best practices is critical for protecting that data from cyberattacks
and insider data theft.
Effective database security encloses sensitive information within layers of controls
that decrease the risk of a breach and reduce the potential harm from a successful
breach.
Networks must be protected to safeguard the personal information stored on them.
The foundation of database security is the
confidentiality, integrity and availability (CIA) 7 Database Security Best Practices
triad:

C onfidentiality is the most important aspect of 1. Separate Database Servers

database security. People should be able to 2. Use Database Firewalls
3. Secure Database User Access
trust that any information about them that is
4. Harden the Database
stored is safe and secure.
5. Audit And Continuously Monitor

I ntegrity means that the data can only be

accessed by people who have the correct
permissions to view it.
Database Activity
6. Test Your Database Security

Source:

A vailability means that the databases should

be up and running when users need to
access them.
https://www.esecurityplanet.com/
networks/database-security-best-
practices/

Computer and human error

There are two major factors that can lead to a computer giving you the incorrect
results when you enter data, namely human error and bugs. Human errors are the
cause of most computer errors.
GIGO Principle
GIGO simply means that the output a system produces depends on the input it
receives. If you put garbage in, chances are high that you will get garbage out. This
fact holds even if the program's logic is accurate. Thus, while logic is important, the
correct input is equally -- if not more -- important to generate the correct and useful
output.
If data is incorrect due to errors, the errors may be the result of mistakes made
during data collection or recording. Data that's not obtained in the right manner or
from the right sources can also be garbage.
When the data is input into the system, it may result in misleading or incorrect
results.

128
Theory – Social Implications
 In GIGO situations, garbage input could be the
following type of data:

• Incorrect information.
• Incorrectly obtained or recorded.
• Too different from other data.
• Too similar to other data.
• Missing information.
• Not applicable to the particular situation or
application.
Data Verification
Validation procedures cannot make sure that the data entered is correct—it can only
check that it is rational, logical, and acceptable. It is obviously ideal to have as much
accurate information as possible in your database.
Verification can be done to ensure that the data in the database has as few errors as
possible. Another way to phrase this is by saying that verification is done to make
sure that the data entered is equal to the data from the original source.
Verification means to check that the data from the original source document is
exactly the same as the data that you have entered into the system.
Methods of Verification
• Double entry – This refers to inputting the data twice and comparing the two
entries.
• A classic example would be when creating a new password. You are often asked
to enter the password twice. This lets the computer verify that data entry is
exactly the same for both instances, and that no error has been committed.
• Proofreading data – This process requires another person checking the data
entry against the original document. This is tedious as well as costly.
• Checking the data on the screen against the original paper document – This can
help identify transcription and transposition errors.
• Printing out a copy of the data and comparing the printout to the original paper
document – This is probably the simplest method of verification because you can
put both copies side by side and scan both for errors.
• Getting a helping hand – If you verify data with a team member, then one good
way of identifying errors is for the coworker to read the input data while you check
it against the original document.

129
MGSLG – Gr11 CAT Study Guide
Other methods:
• Check digit – to check if the data entered is correct, e.g. barcodes.
• Format check – e.g. a date must be entered in a specific format – YYYY-MM-DD
– an Access Input Mask is a good example.
• Length check - this makes sure the data is not too long or too short, e.g. South
African telephone numbers have 10 digits in them. If a user enters a telephone
number with 11 digits, an error message will display – Input Mask.
• Lookup table - looks up acceptable data in a table.
• Presence check – for example to check that there are no blank fields. If you need
the names of all employees, then a name field cannot be left blank. (Required)
• Range check - checks that a value falls within a specific range. Validation Rule
and Validation Text in Access.
• Spell check - checks spelling and grammar. This is most often found in
wordprocessing software.
Software bugs
While the running of a program causes something to go wrong, you would normallyy
refer to the result as a computer error. Remember computers only do what they are
instructed to do – so the error usually happens when people input incorrect data or
when programmers make mistakes either in their programming or in the way they
designed and planned the program.
A software bug is an error, flaw, or fault in an application. This error causes the
application to produce an unintended or unexpected result, such as crashing or
producing invalid results.
The term bug comes from an error that was found in an early computer, where a
moth had short circuited an electronic component in the computer and so they
couldn't get it to work properly.
Tools for combating software bugs include:
• Testing – Beta versions of software are sometimes released prelimiary to be
tested by the public. This is done so that errors can be reported and the
developers can fix them and releas a new test version. This continues until most
errors are solved and the final version of the software can be released.
• Error reporting – report errors when a program crash.
• Keeping software up to date – updates contain bug fixes that make your software
better.

130
Theory – Social Implications
 Software bugs can have very serious consequences indeed – examples:

Example What was the cause?

The Mariner 1 Before the summer of love or the invention of the lava lamp,
Spacecraft, NASA launched a data-gathering unmanned space mission to fly
1962 past Venus. It did not go to plan.
The Mariner 1 space probe barely made it out of Cape Canaveral
before the rocket veered dangerously off course. Worried that
the rocket was heading towards a crash-landing on earth, NASA
engineers issued a self-destruct command and the craft was
obliterated about 290 seconds after launch.
An investigation revealed the cause to be a very simple software
error. A hyphen was omitted in a line of code, which meant that
incorrect guidance signals were sent to the spacecraft. The
overall cost of the omission was reported to be more than $18
million at the time (about $169 million in today’s world).
The Morris Not all costly software errors are worn by big companies or
Worm, 1988 government organizations. In fact, one of the most costly
software bugs ever was caused by a single student. A Cornell
University student created a worm as part of an experiment,
which ended up spreading like wildfire and crashing tens of
thousands of computers due to a coding error.
The computers were all connected through a very early version
of the internet, making the Morris worm essentially the first
infectious computer virus. Graduate student Robert Tappan
Morris was eventually charged and convicted of criminal hacking
and fined $10,000, although the cost of the mess he created was
estimated to be as high as $10 million.
History has forgiven Morris though, with the incident now widely
credited for exposing a vulnerability and improving digital
security. These days, Morris is a professor at MIT and the
worm’s source code has been kept as a museum piece on a
floppy disc at the University of Boston.
Bitcoin Hack, Mt. Gox was the biggest bitcoin exchange in the world in the
Mt. Gox, 2011 2010s, until they were hit by a software error that ultimately
proved fatal.
The glitch led to the exchange creating transactions that could
never be fully redeemed, costing up to $1.5 million in lost
bitcoins.
But Mt. Gox’s woes didn’t end there. In 2014, they lost more than
850,000 bitcoins (valued at roughly half a billion USD at the time)
in a hacking incident. Around 200,000 bitcoins were recovered,
but the financial loss was still overwhelming and the exchange
ended up declaring bankruptcy.
Source: https://raygun.com/blog/costly-software-errors-history/

131
MGSLG – Gr11 CAT Study Guide
Hardware failure
Hardware failures are design errors in computer hardware that can cause the
hardware to malfunction, fail or be damaged. Some hardware failures can also lead
to security flaws in a computer’s system.
You need to update the software as needed and there are steps you can take to
protect your computer when it is online. Part of managing your computer is trying to
prevent hardware failure and dealing with it when it
happens
Hardware failures are sometimes caused by people
using the hardware incorrectly, for example the following:

• Forcing connectors into the wrong slots

• Not using the correct consumables
• Spilling liquids on equipment
• Not protecting against power surges/lightning strikes
• Dropping equipment
• Not ensuring proper cooling
https://www.youtube.com/
Sometimes faulty materials, faulty manufacturing processes or just normal wear and
shorts/5bn4IMROfuM?featu
tear can also cause hardware to fail. re=share

How ICTs impact on the workplace and employment practices

ICT is such a key component of virtually all businesses. ICT allows us to:

• Work wherever we have access to a computer (and the internet)

• Communicate more effectively with both employees and customers
• Store and process vast quantities of data, enabling us to make more realistic
decisions
• Identify and adapt to changing trends – e.g. in sales
• Perform tasks that are difficult or dangerous for humans to do
• Perform repetitive mechanical actions with consistent quality
• Empower individuals
ICT often blurs the lines between work time and private time – workers receive work
communication (voice and text) no matter where they are or what time it is. This has
become such a problem that some countries are passing laws allowing workers to
ignore work email after hours or whilst on holiday.
Moreover, ICT allows us to do all these things more quickly and with less manpower.
ICT can also play a negative role in the workplace. It requires constant upgrading of
skills, hardware and software. It can also result in small pools of highly skilled ICT
workers replacing large numbers of staff, and ICT employees working longer hours
to meet the expectations of customers.
Cat teaches you how to use computers to solve problems. Also, learning to use new
software won’t take you as long, because you will understand how computers and

132
Theory – Social Implications
 software work. These skills could be used in any career possible, every career
described below uses its own specialised types of hardware and software:

• Fashion, game and web page designers as well as engineers all make use of
graphics software and computers for their designs.
• Doctors and health practitioners have to upgrade their skills continually to make
the best use of new devices to improve the care of their patients.
• DJs and musicians combine and compose music using ICT
• Most businesses use social media to advertise and stay in touch with their
clients.
• Photographers and movie-makers use ICT extensively
• Accountants love spreadsheets
MOBILE OR M-LEARNING
It is a form of education and training delivered and conducted via the Internet using
mobile devices, such as tablets and smartphones. It is designed to be flexible,
allowing learners/workers/students access to education anywhere, anytime.
Simple explanation of how it works
• Learners use mobile devices for learning and research wherever they are.
• Learners are able to download applicable apps for mobile learning.
Advantages
• Accessible from anywhere (Internet access required)
• Enables mobility/flexibility on the part of learners
• Interaction with portable technologies
• Collaborative learning – Real time-sharing leads to instant feedback and tips
• Higher learning engagement
• Improved completion rates and higher retention – Learning only happens when
instructional content is completed and key points are retained. Mobile learning is
designed to create engagement, which leads to course completion. Mobile
learning is also tailored to fit the device usage habits and learning patterns of
today's learners. The result is higher rates of retention
Disadvantages
• Cost – Users need to frequently upgrade/update their mobile device
• There are monthly data charges with mobile service providers. Downloading of
large files may be expensive
• The storage capacity of mobile devices are limited
• Devices are small and can be easily stolen
• Some users may lack technological skills or find the keyboard too small to use
• Learning can only take place with Internet connectivity

133
MGSLG – Gr11 CAT Study Guide
Mobile offices
What do you need to have a mobile office -
a laptop or tablet and a smartphone, as
well as internet access. To have your
phone means you are reachable
anywhere. To have your laptop or tablet
means you have all the software and
documents you need. You can work
wherever you are.
A mobile office is an office built within a
truck, motorhome, trailer or shipping
container. The term is also used for people who don't work at a physical office
location but instead carry their office materials with them. The mobile office can allow
businesses to cut costs and avoid building physical locations where it would be too
costly or simply unnecessary.

Virtual office
It is a set of services which you rent according to
your needs. These services include things such
as the services of an assistant, a telephone
receptionist or call centre, a physical or mailing
address or even office space which you use on an
as needed basis. You use the virtual office
services to reduce expenses such as the full cost
of these business requirements.
A virtual office gives businesses a physical
address and office-related services without the overhead of a long lease and
administrative staff. With a virtual office, employees can work from anywhere but still
have things like a mailing address, phone answering services, meeting rooms, and
videoconferencing.
How Virtual Offices Work
Virtual offices operate as one unit to serve customers but do not exist in a fixed
location. This type of setup is especially popular with startups and small businesses
that want to minimize overhead. The creation of web-based office productivity
software and services, such as videoconferencing, has helped drive the growth in
virtual offices.

134
Theory – Social Implications
 Decentralisation of labour
Companies are not limited to workers in the
city, country, office where their main office is
based. It is possible to employ workers from
anywhere in the world without it having a
negative impact on the efficiency of the
business. This has increased the trend for
companies to outsource (contract task out) to
independent consultants, freelance workers
or even specialised companies located in
other countries, where skilled labour costs
less than in your own country.

Office automation
Office automation is a general term that describes the different types of computer
systems and software that are used to collect digitally, store, transfer, alter and
utilize office information to execute tasks. In essence, office automation helps to
manage data.
Office automation allows data to move without human intervention. Since humans
are left out of the equation, there is no risk of manual error. What once began with a
typewriter has evolved into a myriad of automation and electronic tools that have
changed how people work.
There are a lot of different aspects of office automation, but they can be easily
divided into the following categories:

• Information storage
• Data exchange
• Data management

135
MGSLG – Gr11 CAT Study Guide
What are the Benefits of Office Automation?
Businesses rely on a little or a lot of office automation tools. Regardless of the
extent, the benefits are expansive, namely:

• Saved Time
• Reduced Errors
• Speedier Resolutions
• Greater Transparency
• Improved Decision-Making
• Measurement
• Employee Satisfaction
• Improved Customer Service
Source: https://www.solvexia.com/blog/what-is-office-automation-your-complete-
guide

Social Engineering
Social engineering is the art of Criminals use social engineering
manipulating people so they give up tactics because it is usually easier to
confidential information. The types of exploit your natural inclination to trust
information these criminals are than it is to discover ways to hack your
seeking can vary. But when individuals software. For example, it is much
are targeted, the criminals are usually easier to fool someone into giving you
trying to trick you into giving them your their password than it is for you to try
passwords or bank information, or hacking their password (unless the
access your computer to secretly password is really weak).
install malicious software – that will
give them access to your passwords
and bank information as well as giving
them control over your computer.
Tricks:
Email from a friend
Taking advantage of your trust and curiosity, these messages will:
Contain a link that you just have to check out.
Contain a download of pictures, music, movie, document, etc., that has malicious
software embedded.
Email from another trusted source. Phishing attacks are a subset of social
engineering strategy that imitate a trusted source and concoct a seemingly logical
scenario for handing over login credentials or other sensitive personal data.

136
Theory – Social Implications
 Using a compelling story or pretext, these messages may:
• Urgently ask for your help.
• Use phishing attempts with a legitimate-seeming background.
• Ask you to donate to their charitable fundraiser, or some other cause.
• Present a problem that requires you to "verify" your information by clicking on the
displayed link and providing information in their form.
• Notify you that you’re a ’winner.’
• Pose as a boss or coworker.
Don’t become a victim
While phishing attacks are rampant, short-lived, and need only a few users to take
the bait for a successful campaign, there are methods for protecting yourself. Most
don't require much more than simply paying attention to the details in front of you.

Tips to Remember: Ways to Protect Yourself:

• Slow down. • Delete any request for financial
• Research the facts. information or passwords.
• Don’t let a link be in control of • Reject requests for help or offers of
where you land. help.
• Email hijacking is rampant. Even • Set your spam filters to high.
when the sender appears to be • Secure your computing devices.
someone you know, if you aren’t • Remember the saying – if it sounds
expecting an email with a link or too good to be true, then it probably
attachment check with your friend is.
before opening links or • Think before you act.
downloading.
• Beware of any download.
• Foreign offers are fake.
Source: https://www.webroot.com/za/en/resources/tips-articles/what-is-social-
engineering

Information accuracy

Errors and failures of computer systems can be caused by, amongst other things:
Bad programming Software cannot be full of logivc errors and programmed
without data validation techniques. This can cause it to be
difficult to use and mistrusted by users.
Poor training Users must be well trained to use a specific system to avoid
mistakes and for them to lose trust in the system.
Poor procedures The process of capturing data must not be poorly designed
or complicated. This can cause the system to see it as faulty
information.

137
MGSLG – Gr11 CAT Study Guide
When designing Access or Word forms that must be filled in by users, make sure
they are user-friendly – to try to prevent errors.

These errors and failures usually lead to inaccurate information which can have
negative consequences:
Breakdown in user trust Especially of there is repeatedly system
errors prodused. People will make
excuses not to use it and at the end
increase workload and make the whole
system less effective.
Incorrect or delayed decision-making Huge amounts of information must be
processed. If people do not trust the
information – they can delay making
decisions, which cost money or even
lives, or inaccurate information can also
easily lead to wrong decisions.
Decreased product quality This is caused by poor information
accuracy. Rather learn vital skills for
analysing, interpreting and judging the
quality of information. All computer
users should not take information at its
face value, but rather check it for
accuracy and relevance before you
even consider using it.

Data protection such as backup

Making backups of collected data is critically important in data management.
Backups protect against human errors, hardware failure, virus attacks, power failure,
and natural disasters. Backups can help save time and money if these failures occur.
USING CLOUD STORAGE FOR BACKUP
One of the problems with backing up your computer’s contents to an external hard
drive is that your computer and the drive can be lost due to theft, flood or fire. Cloud
storage puts your information on an off-site server that never goes offline and that
can be accessed from anywhere through the internet.
Cloud storage, however, is not the same as cloud backup. Although they both work
on a similar basis and the result is the same – storing files online – there are
completely different reasons for using them.
With cloud storage, you choose Cloud backup is when you install a
which files you want to store online program on your computer and you tell
and you send them to your online it to keep certain files backed up
account. When you delete a file that online. A backup service will also
you stored online, it is still in your upload any changes that are made to
cloud storage because it is not really those files so that the current version
tied to your computer anymore. is always online.

138
Theory – Social Implications
 A backup server works for people or businesses that have a lot of files they want to
keep backed up online, so that, should one of the computers suddenly stop working,
the files can still be obtained from the cloud backup server.
These are a few cloud storage providers:

• Google Drive
• Apple iCloud
• Dropbox
• Microsoft OneDrive
Data protection
It is important to protect data and information from being corrupted or lost or even
stolen. Examples of human and social components of data protection:

• Control access to physical data

• Control access to computers
• Limit and control the use of portable storage
Computer misuse
Any example where computer resources are used either without permission or for
tasks not authorised by the owner of the computer is regarded as computer misuse.
This includes browsing the web, communicating on social media, doing your own
work, playing computer games or online shopping during work or school time.

Protecting oneself when online

Online harassment
Online harassment includes cyber-stalking and cyber-bullying
Cyberbullying is the use of technology to
harass, threaten, embarrass, or target Tell someone. Most experts agree: The
another person. Online threats and mean, first thing to do is tell an adult you trust.
aggressive, or rude texts, tweets, posts, or
This is often easier said than done. People
messages all count. So does posting
personal information, pictures, or videos who are cyberbullied may feel
designed to hurt or embarrass someone embarrassed or reluctant to report a bully.
else.
Some may hesitate because they're not
Online bullying can be particularly damaging 100% sure who is doing the bullying.
and upsetting because it's usually
anonymous or hard to trace. It's also hard to
But bullying can get worse, so speak up
control, and the person being victimized has
no idea how many people (or hundreds of until you find someone to help.
people) have seen the messages or posts.
People can be tormented nonstop whenever Sometimes the police can track down an
they check their device or computer. anonymous online bully, so it's worthwhile
Cyber-stalking is usually carried out by an individual whoit.is obsessed with someone.
to report
It takes the form of using digital technologies to track and follow the victim's
activities. Cyber-stalking often crosses over into real life as the stalker physically

139
MGSLG – Gr11 CAT Study Guide
follows or tries to involve him/herself in the victim's digital life and by digging up as
much info about the victim as possible. This information is sometimes used by the
stalker to try to control intimidate or harass the victim.
Malware and security software
Detect malware in two ways:

• Most malware leaves a trace on files on the computer. This is known as a virus
definition or signature – this pattern uniquely identifies the malware.
• Suspicious actions such as unknown software trying to make changes to settings
can also be detected as a sign of malware activity.
The term malware (malicious software) is used to describe any software that is
written with negative intentions. This can range from highly destructive software,
such as viruses, to software that is more of an annoyance than anything else, such
as adware.
Anti-virus and anti-spyware software
Companies that produce anti-malware software constantly monitor and conduct
research into new types and variants of malware.
Antivirus products work by detecting, quarantining and/or deleting malicious code, to
prevent malware from causing damage to your device. Modern antivirus products
update themselves automatically, to provide protection against the latest viruses and
other types of malware.
They then add the virus definitions of the new forms of malware to a database of
definitions. Anti-virus software, e.g. detects viruses by scanning the computer's files
and memory – and looking for patterns that match its database of virus definitions
Why anti-virus and anti-spyware programs need to be updated and how they
function
Because new viruses and variants of existing
viruses appear daily, these definitions need to be
regularly updated. They are generally downloaded
automatically from the internet, for the specific anti-
virus package you have installed.
Anti-spyware works in a similar fashion to anti-virus
software. Definitions for spyware are also stored
in a database. Anti-spyware also keeps a list of
websites known to contain and distribute spyware
as part of this database. When you scan your
computer, it is checked to see if anything matches
this database. Because they work the same, anti-
virus software and anti-spyware software are often
bundled together in the same anti-malware package.
In both cases though, the effectiveness of the software depends on

• The database of definitions/signatures being as complete as possible

140
Theory – Social Implications
 • The database being up to date on your computer
• Frequency of use. Most packages also have an auto-protect mode which
provides real-time protection. It is activated when you boot your computer and
constantly monitors your computer for any suspicious malware activity
Firewall software
Whenever you connect to the internet, any
software on your computer can use this
connection to communicate with other
computers on the internet. Other computers
outside of your network can try to see if your
computer is connected and try to take control
of your computer.
Firewall software is software that allows you
to control which programs can access the
internet, and it protects your computer or
network from unauthorised access.
Windows provides a basic firewall facility. Many anti-virus software packages such
as Norton Internet Security have built-in firewall software.
The firewall software that comes with Windows is already set up and configured to
handle most situations, and it is best not to change any of these settings yourself.
E-commerce and e-banking (e.g. https)
Safe e-commerce
When you do any transactions online – internet banking or online shopping – always
make sure that the site is secure – URL begins with https"//, and that an icon of a
small closed lock appears next to the URL.
Safe internet banking
How does a bank protect their clients when using internet banking?
• When signing up for internet banking, you will be given an access code and you
will have to choose a password and PIN
• Some banks use on screen keypads to eliminate the danger of keyloggers
• Don’t click on links, download attachments or take any other action if you’re
unsure about the sender of the email or text.
• Most banks have instituted SMS notifications of all online transactions as an
added security feature
• There is an automatic time-out of a banking session after a period of inactivity
• Banks put prominent warnings and safety tips on their websites
• Beware of phishing or scam emails claiming to be from your bank. Your bank will
never send an email starting with “sir” or “madam” they will use your name and
something else like your postcode or part of your account number.

141
MGSLG – Gr11 CAT Study Guide
How should users protect themselves when banking online?
It’s easy to protect your information while still leveraging the convenience of online
banking. Use these six strategies to ensure you’re the only one eyeballing your
balance.
• Choose strong and unique passwords
• Enable two-factor authentication
• Steer clear of public Wi-Fi
• Sign up for banking alerts
• Be wary of phishing scams
• Choose trustworthy financial apps
• Only use a secure and trusted device to access your e-banking. Never use
shared computers and never use free public Wi-Fi to carry out any banking
business online.
• Check your statements regularly and sign up for mobile alerts for transactions so
you are aware when a transaction takes place.
Safe online shopping and reservations
Safety is always a concern when shopping or making reservations online. You
should always:
• Make sure that you have the organisation's contact information, such as phone
numbers, an email address and a physical address.
• Ensure that you know the security guarantees from the company you are buying
and if they have a return policy.
• Be aware of terms and conditions
• How do they require you to pay? Consider more secure payment options, e.g.
use a separate card not linked to your main bank account, or payment services
like PayPal.
• How will they deliver the goods you are orderig? This is important to know to
keep safe
• Keep full records of what you order or reserve
• Be aware that when you purchase goods outside of South Africa you may be
liable for import duties, making the goods more expensive. Important to also be
aware of the exchange rate
• When they ask for your credit card details – only give the number. Never give out
your password or pin. Using a credit card can offer good consumer protection
and will also mean that the retailer will not have your debit card details linked to
your main bank account. Check your credit card provider’s terms and conditions
for more information about consumer protection.

142
Theory – Social Implications
 Ransomware
Ransomware is a sophisticated type of malware that can infect a computer and
subsequently hold sensitive data or personally identifiable information (PII) hostage
until a fee, or "ransom" is paid. Cybercriminals often use a binary encryption key to
restrict data access to extort money from victims.
Ransomware attacks can be especially dangerous for businesses, hospitals,
schools, or other organizations that rely on that information to function daily. In most
cases, failure to pay the ransom can lead to permanent loss or exposure of
confidential data.
Some of the most common ways people get infected by ransomware are:
• Phishing emails
• Visiting corrupted websites (drive-by downloading)
• Downloading infected file extensions or malicious attachments
• System and network vulnerabilities
• Remote desktop protocol (RDP) attacks
Types Of Ransomware
Ransomware attacks can affect anyone, from individual users to large corporations.
This type of malware can lock up individual files, like documents or images, to entire
databases, leading to huge data breaches or exposure of sensitive, personal
information.
There are four main categories of ransomware:
• Encryption - Encryption is the most common type of ransomware, which encrypts
data and makes it impossible to unlock without a decryption key.
• Lockers - Lockers restrict the use of your computer, making it impossible to work
or use basic functions until the ransom is paid.
• Scareware - Scareware attempts to scare users into buying unnecessary
software. In some cases, pop-ups will flood the screen, forcing the user to pay to
remove them.
• Doxware/Leakware - Doxware or leakware will threaten to leak personal or
company information unless the fine is paid.
Ransomware Prevention Practices
Luckily, there are many ways to protect yourself from ransomware infection.
Because technology is constantly evolving, it's important to follow basic
cybersecurity practices and stay proactive, so that you'll never put yourself or your
business at risk of any ransomware threats.
1. Backup Your Data
2. Keep All Systems And Software Updated
3. Install Antivirus Software & Firewalls
TIP: Be careful of fake virus detection alerts! Many fake alerts pretend to be from
your antivirus software, especially through emails or website pop-ups. Do NOT
click on any links until you verify through the antivirus software directly.
4. Network Segmentation
5. Email Protection

143
MGSLG – Gr11 CAT Study Guide
 There are a couple of different ways that ransomware can infect a user through
email:
a. Downloading suspicious email attachments
b. Clicking on links that lead to infected websites
c. Social engineering (tricking users into exposing sensitive information)
In addition to antivirus software, you can take additional precautions by using
practices or technologies like:
a. Don't open emails from unknown senders - Avoid clicking on attachments,
files, or links from unknown addresses or unauthorized sources.
b. Keep email client apps updated - Don't allow cybercriminals to take
advantage of security vulnerabilities from out-of-date technology.
c. Sender Policy Framework (SPF) - Email authentication technique to
designate specific email servers from which outgoing messages can be sent.
d. DomainKeys Identified Mail (DKIM) - Provides encryption key and digital
signature to verify the email was not spoofed, forged, or altered.
e. Domain Message Authentication Reporting & Conformance (DMARC) -
Further authenticates emails by matching SPF and DKIM protocols.
6. Endpoint Security, including:
a. Antivirus & anti-malware
b. Data encryption
c. Data loss prevention
d. Intrusion detection
e. Web browser security
f. Mobile & desktop security
g. Network assessments for security teams
h. Real-time security alerts and notifications
7. Limit User Access Privileges
8. Run Regular Security Testing
9. Security Awareness Training
Some basic security training practices to provide are:
a. Safe web surfing
b. Creating strong, secure passwords
c. Using secure VPNs (no public Wi-Fi)
d. Recognizing suspicious emails or attachments
e. Maintaining updated systems and software
f. Confidentiality training
g. Providing an emergency reporting channel for suspicious activity
Source: https://www.upguard.com/blog/best-practices-to-prevent-ransomware-
attacks

144
Theory – Social Implications
 Clickjacking
Clickjacking is an interface-based attack in which a user is tricked into clicking on
actionable content on a hidden website by clicking on some other content in a decoy
website. Consider the following example:
A web user accesses a decoy website (perhaps this is a link provided by an email)
and clicks on a button to win a prize. Unknowingly, they have been deceived by an
attacker into pressing an alternative hidden button and this results in the payment of
an account on another site. This is an example of a clickjacking attack. The
technique depends upon the incorporation of an invisible, actionable web page (or
multiple pages) containing a button or hidden link, say, within an iframe.
How can you detect clickjacking attacks?
One of the reasons clickjacking attacks are so concerning is that they are notoriously
difficult to detect. The only way to discover clickjacking attacks performed against
your website is through active inspection of server-side logs to detect suspicious
activity patterns and requests.
The majority of tools available today fall short because they can only detect attacks
after they’ve been executed and the damage has been done. Though you are
unlikely to discover these attacks as they happen, you can be confident that
cybercriminals will look for opportunities to launch them and abuse the trust your
clients have in your brand. You can use scanning tools to pentest your website
regularly for vulnerabilities that enable clickjacking and other types of fraud.
What are the consequences of a clickjacking attack?
Though there are many types of results to clickjacking attacks, the motives are
usually financial gain. For the end user, a successful clickjacking attack can result in:
• False product purchasing
• Downloading malware
• Unauthorized transfer of funds
• Stolen credentials
• “Likejacking” on social media to fraudulently grow the audience of a page or
account
It’s important to remember that in addition to fraud, clickjacking can be used as part
of a larger scheme that may result in identity theft, bullying, “doxing,” stalking, and
blackmail.

New content introduction of some new content

HOW TECHNOLOGY CAN BENEFIT SOCIETY/SOCIAL IMPLICATIONS
Crowd funding:
A process where a single idea or business practice is funded by multiple small
donations from volunteer contributors, usually before the business venture is started.
The contributors will then receive the product when it is finally put into production.
Examples: www.indiegogo.com and www.kickstarter.com.

145
MGSLG – Gr11 CAT Study Guide
Virtual reality (VR):
This refers to using technology to create a simulation of a 3D environment that can
be interacted with by a person in a seemingly real or physical way. This is achieved
by using equipment, such as helmets with screens and gloves fitted with sensors.
Augmented reality (AR) uses types of technology similar to VR but does not create a
totally virtual environment like VR. Instead, it takes the physical world and adds
(augments) objects, such as graphics, within the real world. Both VR and AR are
used in areas ranging from entertainment (e.g. the augmented reality game
Pokémon GO), training in aircraft simulators, and healthcare (e.g. an app used to
highlight veins when a drip is inserted or surgeons being able to perform remote
surgery on patients.
AI (artificial intelligence):
Artificial intelligence (AI) is the ability of machines to replicate or enhance human
intellect, such as reasoning and learning from experience. Artificial intelligence has
been used in computer programs for years, but it is now applied to many other
products and services. For example, some digital cameras can determine what
objects are present in an image using artificial intelligence software. In addition,
experts predict many more innovative uses for artificial intelligence in the future,
including smart electric grids.
AI uses techniques from probability theory, economics, and algorithm design to solve
practical problems. In addition, the AI field draws upon computer science,
mathematics, psychology, and linguistics. Computer science provides tools for
designing and building algorithms, while mathematics offers tools for modeling and
solving the resulting optimization problems.
Although the concept of AI has been around since the 19th century, when Alan
Turing first proposed an “imitation game” to assess machine intelligence, it only
became feasible to achieve in recent decades due to the increased availability of
computing power and data to train AI systems.
To understand the idea behind AI, you should think about what distinguishes human
intelligence from that of other creatures – our ability to learn from experiences and
apply these lessons to new situations. We can do this because of our advanced
brainpower; we have more neurons than any animal species.
Today’s computers don’t match the human biological neural network – not even
close. But they have one significant advantage over us: their ability to analyze vast
amounts of data and experiences much faster than humans could ever hope.
AI lets you focus on the most critical tasks and make better decisions based on
acquired data related to a use case. It can be used for complex tasks, such as
predicting maintenance requirements, detecting credit card fraud, and finding the
best route for a delivery truck. In other words, AI can automate many business
processes leaving you to concentrate on your core business.
Research in the field is concerned with producing machines to automate tasks
requiring intelligent behavior.

146
Theory – Social Implications
 Examples include control, planning and scheduling, the ability to answer diagnostic
and consumer questions, handwriting, natural language processing and perception,
speech recognition, and the ability to move and manipulate objects.
AI In everyday life
The potential uses for AI are exciting—as well as concerning. Consider these pros
and cons of using artificial intelligence in education.
Five cons of AI in education
• Bias. Artificial intelligence is only as knowledgeable as the information it has been
trained on. If a program like ChatGPT is trained on biased information, then when
a student asks it a question, they could get a biased response, which can
perpetuate stereotypes and social inequalities. If a biased AI tool is used for
grading, students could receive low grades based on their race or gender.
• Errors. In addition to bias, artificial intelligence may generate misinformation. The
data that AI draws from may have errors, be outdated, or spread misinformation.
Neither students nor teachers should assume that information provided by AI is
accurate.
• Cheating. Students can use ChatGPT to write entire essays, answer quiz
questions, or do their homework. Ironically, now there are AI programs that can
detect AI writing to help teachers determine if their students are cheating. But
sometimes those programs may falsely identify a student’s original work as
plagiarism.
• Isolation. If students interact with a software program more than with a teacher,
they can begin to feel disconnected and isolated. Their motivation and
engagement may decrease, which could lead to an increase in dropout rates.4
• Jobs. Artificial intelligence has the potential to be a powerful learning tool. Some
teachers worry that AI will replace them.
Pros of AI in education
• Assistance. Teachers who’ve tried AI have found that it can help make their jobs
easier, from coming up with lesson plans to generating student project ideas to
creating quizzes. With assistance from artificial intelligence, teachers can gain
more time to spend with their students.
• Speed. If a student feels “stuck” while working on an assignment, artificial
intelligence programs can provide immediate, helpful assistance if a teacher or
caregiver isn’t available. For instance, a student can ask, “How do I solve for X?”
to be reminded of the steps for solving an equation. A student can even ask,
“What are some effective strategies for improving my essay writing?” and
ChatGPT can offer advice and resources right away.
• Individualization. AI programs can help individualize learning opportunities for
students. For instance, ChatGPT can quickly and easily translate materials to
another language, making it easier for students who speak another language to
understand assignments. ChatGPT can also revise materials so they are suitable
for varying grade levels and tailor projects to suit students’ skills and interests.

147
MGSLG – Gr11 CAT Study Guide
• Personalization. Artificial intelligence can also personalize student learning. By
analyzing student performance data, AI-powered tools can determine which
students need support to improve their learning experience, and the best ways to
help those students.
Balancing the advantages of artificial intelligence in education with its potential
drawbacks requires careful planning and consideration, as well as ongoing
evaluation. AI can empower educators, accelerate learning, and personalize
educational experiences, quickly and easily.
On the other hand, the risks of bias, misinformation, and student isolation demand
careful scrutiny. Teachers must explore the potential of AI in order to be effective
advocates for their students and themselves.

148
Theory – Social Implications
 Activities Social Implications

Activity 1
Match Column B with Column A:

COLUMN A COLUMN B
1.1 This device is a specialist input device that allows the A Magnification device
user to type and enter text or instructions for the computer
in Braille.
1.2 This device can be used by a person who has limited or B Sip-and-puff device
no use in their upper arms.
The device can be used to navigate through software and
select things in much the same way as a conventional
mouse.
1.3 This device enlarges the information displayed on the C Foot mouse
computer screen in a range of magnifications and a
variety of fonts.
1.4 This device can be used by people who cannot use a D Braille Keyboard
hand or foot operated mouse and a conventional
keyboard.
A camera is mounted onto the computer and it is set to
focus on the user's eye.
1.5 This device create air pressure that sends a signal to the E Eye Typer
device and ignites certain commands–just like a keyboard
or mouse.
(5)

Activity 2
There's not much you can do to prevent a determined thief from stealing your computer, but
there are steps you can take to greatly reduce your chances of becoming a target.
Discuss any THREE ways to make it difficult for a thief to steal your computer at home.(3)

Activity 3
Most operating systems provide settings to allow you to control how your computer manages
its power. These settings include the following:

 Specifying that the computer should conserve power by starting to ‘sleep’ or

hibernate when it has not been used for a period of time.
 Setting the brightness of the screen to reduce the power consumption.
 Choosing a balance between power consumption and performance.
3.1 Discuss the process of ‘sleep’ of a computer to conserve power, in detail. (4)
3.2 Is there a difference between 'sleep' and 'hibernate' of a computer? (3)

Activity 4
Provide the School Governing Body with FOUR important rules that should be included in
the AUP of the Computer Room regarding Internet access. (4)

149
MGSLG – Gr11 CAT Study Guide
Activity 5
Watch the following video and give a couple of rules that you will set to secure the policy of
BYOD to schools.

https://youtu.be/3_vxmpJtFL
M
Activity 6 (Group Activity)
Whatch the following video clip about the GIGO Principle. Divide into groups and think of 2
to 3 examples of the GIGO Principle, and how it could have been avoided. Report back to
the class – 2 to 3 minutes.

https://youtu.be/1NQWJjgi-
_k

Activity 7
1. Define a Software Bug?
2. Define Hardware Failure?
3. Ask the educator permission to do research on your phones and give TWO more
examples of a Software Bug in real life.
Consolidation Activity
1. Customers are worried about security threats on their smartphones and tablets.
Briefly explain each of the following security threats:
1.1 E-mail spoofing
1.2 Pharming
1.3 Keylogging
2. Give ONE example of how ICT can assist your father in the workplace specifically in
terms of information processing.

150
Theory – Social Implications
 3. Give TWO functions of a UPS that make a good idea to purchase or hire for the day.
4. It is important to ensure that the network is not affected by spyware or adware, which
often comes 'bundled' with free software downloaded from the Internet.
4.1 Briefly explain what spyware is, and what it does on a computer once it is
installed.
4.2 Give TWO ways in which you can prevent adware from appearing on your
computer.\
5. Give TWO disadvantages of using an online storage service for backing up data.
6. Good password management is important for network users.
6.1 Explain why a meaningless password (such as Wy5#1BhN!) is best.
6.2 Explain why it is a good idea NOT to use the same password for any two sites.
7. A number of hardware devices have been developed to help to make computers
easier to use for people with disabilities.
7.1 Name TWO hardware devices that will help people who have problems with motor
control, e.g. people who suffer from arthritis.
7.2 The numeric keypads on some ATM machines have patterns of raised bumps on each
of the keys.
For which type of user disability is this feature of ATM machines designed?
8. Give ONE measure that one can take to prevent the theft of hardware, besides the use
of chains and cable locks.
9. The concept of the virtual office is closely linked to the use of ICTs in business.
Explain what a virtual office is, and give the main benefit of a virtual office over a more
conventional (‘standard’) office environment.
10. Give ONE visual indication when viewing an e-commerce website in a browser, that
would confirm that the website is safe to use for financial transactions.
11. Describe the role that e-mail plays in phishing.
12. Explain why even the strongest password can never prevent one from becoming a
victim of a social engineering attack.

Questions from past papers

1.1 Backup is important to ensure that data is not lost.
Explain why a backup should NOT be stored in the same location as the
original data, besides the fact that it would take up additional space. (1)
1.2 Higher productivity is one of the advantages of telecommuting. Give the
reason why telecommuters are more productive. (1)
1.3 Suggest TWO ways to reduce the amount of spam arriving in your e-mail
inbox. (2)

151
MGSLG – Gr11 CAT Study Guide
1.4 State ONE possible way of preventing other users from tagging you in
photographs on Facebook. (1)
1.5 Give TWO advantages of using social networks for school communication. (2)
1.6 What does the terms malware and malicious threats refer to? (1)
1.7 Give TWO ways in which you can try to prevent an RSI injury when doing
computer work, besides typing less. (2)
1.8 Briefly explain to Mr. Gobig what the difference is between a screen reader
and a screen magnifier. (2)
1.9 How could Mr Gobig prevent any health-related issues when working in front
of a computer? (2)
1.10 It is critical that a backup copy of all the information on the file server is kept.
Briefly explain why they should not create a backup of the information in another
folder on the same server. (1)
1.11 Give ONE practical way of preventing ('stopping') the theft of portable
computers at the Olympiads. (1)
1.12 In setting up the network the organisers need a strong password. Give
THREE characteristics or properties of a strong password. (3)
1.13 Name ONE way you could secure your laptop to the desk. (1)
[20]
2.1 Most new software that is written will usually have bugs in it. Two common ways of
fixing software related bugs are by using patches and service packs.
2.1.1 What is meant by a software bug? (1)
2.1.2 Briefly explain the difference between a patch and a service pack, by
describing the essential feature of each one. (2)
2.2 Operating systems contain special settings and utilities that help make the computer
easier for disabled people to use.
Name TWO examples of these settings and utilities. (2)
2.3 Briefly describe what a keylogger does once it is installed on a computer and explain
why key loggers are classed as malware (malicious software). (2)
2.4 Name TWO alternatives to a mouse that can be used by physically challenged
people. (2)
2.5 Electricity is an expensive resource.
Name THREE ways in which you can save electricity when making use of
electronic devices like laptops or computers. (3)

152
Theory – Social Implications
 Practical
Unit

153
MGSLG – Gr11 CAT Study Guide
Summary of Word Processing
File management – Reinforce content.
File management is the way we organize, store, and keep track of files on a computer. Think
of it like organizing a big closet where you keep your clothes, shoes, and accessories. Just
like you need to keep your closet neat so you can easily find what you need, you need to
manage your computer files well so you can easily find and use them.

Key concepts in File management

Formatting Menu Option or Icon Description

Layout Select the layout of
the items displayed in
the Details pane the
window.
Current view Sort by – Sort items in
this view by a column.
Group by – Group the
items in this view by a
column.
Add columns – Display
more columns of
information
Size all columns to fit –
Change the width of
all columns to fit their
content.

Show/hide File name extensions –

Show or hide the set
of characters added to
the end of the file’s
name that identifies
the file type or format.
Hidden items – show
or hide the files that
are marked as hidden
Search Tools Use this toolbar for
the search options
once a search string
has been entered:
Date Modified: Kind:
Size and Other
properties.

154

Practical – Microsoft Word

 Printing
Printing is the process of creating a physical copy of a digital document. When you
print a document, you can customize how it gets printed using various options:
Printer Settings
1. Printer Range: A user can select to Print All pages, Print Selection, Print Current Page
or Custom Print.
2. Collated: If a user is printing multiple copies of a document, whenever they collated,
or the files page will be printer separately.
3. Page Orientation: A user can select Portrait or Landscape orientation.
4. Paper size: a user can select the paper size they want to use, if the printer supports
this setting. Default is usually A4.
5. Margins: A user can adjust the page margins. Default is Normal.
6. Scaling: Select how to scale the document pages for printing.
7. Odd Pages: Prints only the odd-numbered pages (1, 3, 5, etc.).
Even Pages: Prints only the even-numbered pages (2, 4, 6, etc.).

7
2

3
4
5

155
MGSLG – Gr11 CAT Study Guide
Print Quality:
o Draft Quality: Uses less ink and prints faster but at lower quality. Good for
reviewing drafts.
o Standard Quality: Balanced between quality and speed. Suitable for most
documents.
o High Quality: Uses more ink and prints slower but produces the best quality
print. Ideal for final versions of important documents.
o Save and close the document in the learner Files.

156

Practical – Microsoft Word

Export/Print to File (Print to PDF)
Sometimes you might want to save a document as a file instead of printing it on paper. One common way to do this is by exporting or printing to a
PDF file:
Send to Other
Export to PDF: Print to PDF: Send to/Share E-mail: Cloud Storage: USB Drives:
Devices:
Many programs, When you select Sharing files You can attach Google Drive, You can send files You can copy files
like word "Print" in most allows you to send files to an email Dropbox, directly to other to a USB flash
processors and programs, you can them to others or and send them to OneDrive: These devices on the drive and
web browsers, choose "Print to store them in a someone else. are online services same network. For physically transfer
allow you to save PDF" as your place where you This is useful for where you can example, you can them to another
documents printer. This can access them sharing upload your files transfer a file from computer. This is
directly as a PDF. creates a PDF file from different documents, and access them your computer to useful when you
PDFs are a of your document devices. Here are photos, and other from any device your smartphone don’t have
common file instead of sending some common files with friends, with an internet if they are internet access or
format that it to a physical ways to share family, or connection. You connected to the need to transfer
preserves the printer. files: colleagues. can also share same Wi-Fi large files quickly.
layout and links to these files network.
formatting of your with others so
document. they can view or
download them.

157
MGSLG – Gr11 CAT Study Guide
Templates in Word: Agenda, Memo, and Basic Resume & CV
In Microsoft Word, templates are pre-designed layouts you can use to create
professional-looking documents quickly. By using templates, you don't need to worry
about formatting or design—you can focus on adding content. In this guide, we’ll
look at three types of commonly used templates: Agenda, Memo, and Basic Resume
& CV.

1. Agenda Template
An agenda is a document used to organize topics or activities to be discussed during
a meeting or event. It helps ensure that meetings stay on track and covers
everything necessary.
Steps to Create an Agenda Template:
1. Open Word: Launch Microsoft Word from your desktop or start menu.
2. Search for Agenda Templates:
o Click on "File" > "New" to create a new document.


o In the search bar, type “Agenda” and press Enter.
o A list of available agenda templates will appear. Choose one that suits your
needs.
3. Customize the Template:
o Click on the sections to edit the date, meeting title, participants, and agenda
points.

158

Practical – Microsoft Word

 o Include the time for each item to give structure to your meeting.
4. Save Your Document: Once you’ve added all the details, save your file by clicking on
"File" > "Save As", and give it a descriptive name.
2. Memo Template
A memo is a brief, official message used to communicate information internally
within an organization. It is typically used for reminders, updates, or to share
important announcements.
Steps to Create a Memo Template:
1. Open Word: Open Microsoft Word.
2. Search for Memo Templates:
• Click on "File" > "New" and type "Memo" in the search bar.


• Choose a memo template that matches the style or layout you prefer.
3. Customize the Template:
• Enter the To, From, Date, and Subject fields.
• Add your message or announcement in the body of the memo.
• If needed, include attachments or links to additional documents.
4. Save Your Document: Click on "File" > "Save As" and save the memo with an
appropriate name.
3. Basic Resume/CV Template
A resume or CV (Curriculum Vitae) is a document that outlines your education, work
experience, skills, and achievements. It is typically used when applying for a job.
Steps to Create a Resume/CV Template:
1. Open Word: Launch Microsoft Word.
2. Search for Resume/CV Templates:
• Go to "File" > "New" and type "Resume" or "CV" in the search bar.
• Choose from the available templates, selecting one that best suits your
professional field and style.
3. Customize the Template:
• Enter your name and contact information at the top.
• Fill out sections like Objective (optional), Work Experience, Education, Skills,
and Certifications.
• Customize the layout or fonts if needed but keep it clean and professional.
4. Save Your Document: Save your resume/CV with a specific name so you can easily
find it when needed.
Templates: Save documents as Templates
Templates are pre-designed documents that you can use as a starting point for creating new
documents. They save time and ensure consistency by providing a standard layout, formatting, and
design elements.

159
MGSLG – Gr11 CAT Study Guide
Saving Documents as Templates in Microsoft Word

Input data from different file formats – text files, csv file, rtf and tables
Microsoft Word allows you to import data from various file formats, making it easier to incorporate
text, data tables, and other content into your documents. Let's explore how to import data from text
files, CSV files, RTF files, and tables into Word.

Importing Data from Importing Data from Importing Data from Importing Tables
Text Files (.txt) CSV Files (.csv) RTF Files (.rtf) from Other
Documents

160

Practical – Microsoft Word

 Editing
Editing is a crucial part of working with documents in Microsoft Word. Two powerful tools that help with editing are "Paste Special" and "Find and Replace." Let's explore
these tools in detail and learn how to use them.

Paste Special
The "Paste Special" feature allows you to paste copied content in a variety of formats. This can be useful when you want to control how the content is inserted into your
document.

TYPE DESCRIPTION
Formatted Text You want the text to retain the formatting of the text from the original app or web page.
Unformatted Text You want the text to take on the formatting of the Microsoft 365 app you're pasting to.
Microsoft Office You want the object you're pasting to appear as a Microsoft Office drawing object.
Drawing Object
Picture (GIF) You want the object you're pasting to appear as a Graphics Interchange Format (GIF) picture.

The GIF file format is limited to 256 colors, and is therefore most effective for scanned images, such as illustrations, and less effective for color
photographs. GIF is also a good file format for line drawings, black and white images, small text that is only a few pixels high, and animation.
Picture (JPEG) You want the object you're pasting to appear as a Joint Photographic Experts Group (JPEG) picture.

161
MGSLG – Gr11 CAT Study Guide
 The JPEG file format supports 16 million colors and is best suited for photographs and complex graphics.
Picture (PNG) You want the object you're pasting to appear as a Portable Network Graphics (PNG) picture.

The PNG file format is similar to GIF but it provides better color support. It compresses solid areas of color while preserving sharp detail, such as
the detail in line art, logos, or illustrations with text.

You can save, restore, and re-save a PNG image without degrading its quality. Unlike GIF files, PNG does not support animation, and some older
web browsers and applications do not support PNG.
Picture (Windows You want the object you're pasting to appear as a Windows Metafile Format (WMF) picture.
Metafile)
You can save a picture as a 16-bit graphic (for use with Windows 3.x and later).
Picture (Enhanced You want the object you're pasting to appear as an Enhanced Metafile (EMF) format.
Metafile)
You can save a picture as a 32-bit graphic, which supports more sophisticated graphics functions.
Device You want the object you're pasting to appear as a Device Independent Bitmap (DIB), such as a slide acting as a graphic for use on web pages.
Independent
Bitmap

162

Practical – Microsoft Word

 A DIB is a representation (that consists of rows and columns of dots) of a graphics image in computer memory. The value of each dot (filled in or
not) is stored in one or more bits of data.
Bitmap You want the object you're pasting to appear as a bitmap.

The Microsoft Windows BMP format can display millions of colours. Because it is supported by several programs, it is an extremely practical file
format to use when you are providing an image to someone who may not have the program in which you created the image.
Paste with link This should paste the data into the cell and create a link to the original Excel worksheet. If you want to update the data in the Word table, you can
double-click the cell to open the linked Excel worksheet and make changes there. When you save and close the Excel worksheet, the changes
should be reflected in the Word table.

163
MGSLG – Gr11 CAT Study Guide
Find and Replace
The "Find and Replace" feature helps you quickly locate specific text in your document and replace it
with new text. This is especially useful for making bulk changes.

To find Type Example

Any single character ? S?t find sat and set
Any string of characters * S*d finds sad and started.
The beginning of a word < ,(inter) finds interesting and intercepts, but not
splintered.
The end of a word > (in)> finds in and within, but not interesting.
One of the specified characters [] W[io]n finds win and won.
Any single character in this range [-] [r-t]ight finds right and sight. Ranges must be in
ascending order.
Any single character except the [!x-z] t[!a-m]ck finds tock and tuck, but not tack or tick.
characters in the range inside the
brackets
Exactly ‘n occurrences of the {n} Fe{2}d finds feed but not fed
previous character or expression.
At least ‘n occurrences of the {n,} Fe{1,}d finds fed and feed.
previous character or expression.
From ‘n to m occurrences of the {n,m} 10{1,3} finds 10 , 100, and 1000.
previous character or expression
One or more occurrences of the @ lo@t finds lot and loot.
previous character or expression

164

Practical – Microsoft Word

 SSearch option explained.
Search Specify the whole document, or from your cursor upwards or
downwards.
Match case Find and replace words that only match specific capitalization.
Find Whole words only Avoid partial matches. For example, changing "One" to "Two"
doesn't cause "Someone" to become "Sometwo."
Use wildcards Get partial matches. For example, "the*" finds "theater",
"thespian", and "thermin."
Sounds like (English) Find and replace words that sound like others, for example
"they're", "there", and "their."
Find all word forms (English) Find and replace all verb tenses. For example, type "find", and
Word will return "finds", "finding", and "found."
Match prefix Works with other settings to find and replace words with
common prefixes or beginnings.
Match suffix Works with other settings to find and replace words with
common suffixes or endings.
Ignore punctuation characters Ignore differences in hyphenation.
Ignore white-space characters Ignore spacing between characters.
Format button Find and replace page formatting options like Font types or
colours, Paragraph formatting (left, right, centre), or
highlighted words.

Special button Find and replace page and character elements such as Em
dashes, tabs, or Section Breaks.

165
MGSLG – Gr11 CAT Study Guide
Page layout / Design:
Designing a document is more than just typing text. Microsoft Word provides powerful tools to
make your documents look professional and visually appealing. Let's explore how to use themes,
backgrounds, cover pages, and content controls in Word.

Themes
Themes are pre-defined sets of fonts, colors, and effects that you can apply to your entire document
for a cohesive appearance.

Formatting Menu Option or Icon Description

166

Practical – Microsoft Word

 Themes Change the theme
of the document.
Each theme uses a
unique set of
colours, fonts and
effects to create a
consistent look and
feel.

Colors Change all the

colours used in the
document by
selecting a different
colour palette.

167
MGSLG – Gr11 CAT Study Guide
Fonts Change the text of
the document by
selecting a new
font set.

Paragraph Spacing Change the line and

paragraph spacing
of the document.
This option will
change the spacing
of the entire
document including
new paragraph. A
user can choose
between
predefined values
or specify their
own.

168

Practical – Microsoft Word

 Effects Change the general
look of objects in
the document.

Set as Default Save the current

settings so that
every time a user
creates a blank
document it will be
formatted the same

Background
Adding a background can make your document stand out, especially for covers, brochures, and
posters.

Cover Page
A cover page is the first page of a document, which typically includes the title, author, date, and
other important information. Content controls are placeholders you can add to gather information

easily.

Abstract It is an engaging abstract. It is a short summary of the document.

Document Title The name of the document.

Document subtitle Linking information to the Title of the page

Author The compiler of the document

169
MGSLG – Gr11 CAT Study Guide
Content Controls
Content controls are used to create interactive forms and templates in Word. They include text
boxes, drop-down lists, and checkboxes.

1. 2. 3. 8.

7 4. 5. 6.

No Icon Description Usage

1 Rich Text Content Control Allows users to enter Use this when you need
formatted text, the user to enter
including bold, italics, formatted text, such as
underlines, and a paragraph with
different font colours. specific styling.
2 Plain Text Content Control Allows users to enter Ideal for simple text
unformatted text. entries, like names or
addresses, where no
formatting is required.
3 Picture Content Control Allows users to insert a Use this when the user
picture. needs to add an image
to the document, such
as a profile picture in a
form.
4 Combo Box Content Control Provides a drop-down Use this when you want
list of options along to provide a list of
with the ability to type options but also allow
a custom entry. users to enter their own

170

Practical – Microsoft Word

 value if none of the
options fit.
5 Drop-Down List Content Control Provides a drop-down Ideal for selections
list of predefined where the user must
options without the choose from a
ability to type a custom predefined set of
entry. options, such as a list of
states or departments.
6 Date Picker Content Control Allows users to select a Use this when you need
date from a calendar. users to input a date,
such as a birth date or
appointment date.
7 Check Box Content Control Provides a check box Use this for yes/no or
that users can check or true/false options, such
uncheck. as agreeing to terms
and conditions.
8 Building Block Gallery Content Control Allows users to select a Ideal for inserting
building block from a reusable content, such
gallery of pre-defined as standard text blocks,
content. tables, or graphics.

171
MGSLG – Gr11 CAT Study Guide
Document layout
Understanding how to manage document layout is essential for creating professional and organized documents. Let's go over key concepts like section breaks, headers
and footers, page numbers, and columns, along with detailed steps on how to use these features in Microsoft Word.

Section Breaks and Sections

Section breaks allow you to divide your document into sections, which can have different formatting and layouts.

Types of Breaks Descriptions Icon

Next Page section break will start the section on the next page.
You would
use this break when the changes you want to apply
affect entire pages. For example, if you want to:
create different headers and footers for different
chapters, or if you want to change the page size,
orientation or the margins for one or a number of
pages, then Next Page section breaks are ideal.
Continuous enables you to isolate text within a page and can be
used, for instance,
to create newspaper-style columns. By default, text on
a page is in one column, which spans from
the left to the right margin. By inserting two continuous
section breaks (one at the beginning of the
text you want to isolate and the other at the end) you
can apply a multi-column format to the section.
Odd and Even Pages The Even and Odd Page section breaks are typically
used in longer documents and books, such as
where headers and footers must mirror each other. For
example, you might create a footer for even numbered
pages, where the page number appears on the left side
of the page, and an odd page.
footer for odd-numbered pages, where the page
number appears on the right side of the page.

172

Practical – Microsoft Word

 Using Even Page and Odd Page section breaks, you can
ensure that the footers appear were.
they’re supposed to.
Use an Even Page break when you want the next page
to start on an even-numbered page, and
use Odd Page breaks when you want the next page to
start on an odd-numbered page.
New column When multiple columns have been used in a document,
the New Column section break enables you.
to push text to the next column. For instance, to force a
heading that is currently lingering at the
bottom of column one to the top of column two, you
could insert a New Column break at the front of
the heading

173
MGSLG – Gr11 CAT Study Guide
Headers and Footers
Headers and footers are areas at the top and bottom of each page where you can add information
like dates, author names, document titles, and page numbers.

Formatting Menu Option or Icon Description

Header & Footer Helps repeat content on top or bottom
of every page. Also add numbers to the
page.

Insert Date & Time – Quickly add the current

date or time.
Document Info – Quickly insert
information about the document, such
as author or file name.
Explore Quick Parts – Insert
preformatted text, auto-text, document
properties and fields anywhere in the
document.
Pictures – Insert pictures form the user’s
computer or other computers they are
connected to.
Online Pictures – find and insert pictures
from a variety of online sources.
Navigation Go to Header/Footer to edit on this
page.
Show Previous – Jump to the previous
header/footer.
Show next – Jump to the next
header/footer.
Link to Previous – Link to the previous
section to continue using the same
header/footer
Options Different First Page – Give the first page
a different header/footer from the rest
of the document.
Different Odd & Even Pages – Specify
that odd-numbered pages should have
different header and footer from even-
numbered pages.
Show Document Text – Show the part of
the document no in the header/footer.
Position Header/Footer Position from
Top/Bottom – Specify the distance from
the top/bottom of the page of the
header/footer.
Insert Alignment Tab – Insert a tab stop
to help align content within the
header/footer.

174

Practical – Microsoft Word

 Paragraph
Editing paragraphs in Microsoft Word involves using various tools to organize and format text. Let's
explore how to customize bullets and numbering, create multi-level lists, adjust spacing, and add
drop caps.

Columns
Columns are useful for organizing text in documents like newsletters and brochures. You can adjust
the number, spacing, and size of columns.

Customizing Bullets and Numbering

Bullets and numbering help organize lists and make them easier to read. You can customize these to
match the style of your document.

Formatting Menu Option or Icon Description

Bullets Create a customised bullet list.

175
MGSLG – Gr11 CAT Study Guide
Numbering Create a custom numbered
list.

Multilevel list Create a multilevel list to

organise items or create an
outline. If you want to include
sub-lists within a main list.

176

Practical – Microsoft Word

 Paragraph Settings - Indents Paragraph Settings – modify
and spacing tabs layout of the current
paragraph, including spacing,
indentation and tabs.
Line spacing – the gap
between lines of the text in
the document.
Tab Stop – position at which
the text insertion point stops
when a user presses the <tab>
key. Pressing key moves the
insertion point to the right,
shifting the position at which
the user will insert text.

Tab Alignment
Left-aligned – Begins text at
the tab stop.
Center-aligned – Centres text
on the tab stop.
Right-aligned – Ends the text
at tab stop.
Decimal – Centres text over
decimal point for a list of
numbers.
Bar – Runs a vertical line
through a selected paragraph
at the tab stop.
Tab Leader – Insert the chosen
format leading up to the tab
stop.

Customizing Spacing
Adjusting spacing improves readability and the overall appearance of your document.

177
MGSLG – Gr11 CAT Study Guide
Drop Cap
A drop cap is a large capital letter at the beginning of a paragraph that drops down into the lines of
text below. It's often used in books and articles for decorative purposes.

Formatting Menu Option or Icon Description

Drop Cap Create a large capital letter at the
beginning of the paragraph.

Online and Offline Help in Microsoft Word

Online and offline help in Microsoft Word are resources designed to assist users in learning how to
use the software, troubleshoot problems, and find answers to questions. Here’s a detailed
explanation of how these help systems work and how to access them in MS Word:

Online Help
Online help in Microsoft Word involves accessing resources and information directly from the
internet. This can include official Microsoft support pages, forums, tutorials, and more.

178

Practical – Microsoft Word

 Offline Help
Offline help in Microsoft Word refers to accessing resources that are stored locally on your
computer. These resources are typically part of the software installation and do not require an
internet connection to access.

F1

Styles (heading / paragraph)

Styles in Microsoft Word are pre-defined formats that apply consistent formatting to text,
paragraphs, and headings in your documents. Understanding how to use styles efficiently can help
you create professional-looking documents with consistent formatting throughout.

Styles Overview
Styles in Microsoft Word are a collection of formatting settings that can be applied to text and
paragraphs. There are two main types of styles you'll commonly use:

o Paragraph Styles: These control the formatting of entire paragraphs, including alignment,
indentation, spacing, and font characteristics.
o Character Styles: These are used to format specific parts of text within a paragraph, such as
applying bold or italic formatting to selected words.
Quick Style Gallery
The Quick Style Gallery in Microsoft Word provides a quick and easy way to apply predefined styles
to your text and paragraphs.

Change/Edit a Style
You can modify existing styles to better suit your document's formatting requirements.

Create a New Style

Creating a new style allows you to define custom formatting settings that can be applied consistently
throughout your document.

Mailings – Mail Merge

Mail merge in Microsoft Word is a feature that allows you to create personalized documents, such as
letters or labels, using data from a spreadsheet (like Excel) or a table within Word itself. This is

179
MGSLG – Gr11 CAT Study Guide
particularly useful when you need to send bulk emails, letters, or labels to multiple recipients with
customized content for each recipient.

Formatting Menu Option or Icon Description

Start Mail Create one document and
Merge send it to multiple people

Select Choose a list of people

Recipient the document will be sent
to.

Edit Recipient Make changes to the

list recipient list of people to
receive the document.

180

Practical – Microsoft Word

 Highlight Highlight the field in the
Merge field document. This makes it
easy to see where
content from the receipt
list will be inserted.
Address block Add an address to the
letter. The user specifies
the formatting and
location of the address
and Word will replace the
fields of the information
form the recipient list
when the mail merge is
completed.
Greeting Line Add greeting to the
document.

Insert Merge Add a field from the

field recipient list to the
document. A user
specifies the formatting
and location of the field.
Word will replace the
fields with the
information from the
recipient list when the
mail merge is completed.

181
MGSLG – Gr11 CAT Study Guide
 Rules Specify the rules for the
mail merge.

References
References in Microsoft Word are tools that help you manage and insert elements such as tables of
contents, footnotes, endnotes, captions, citations, bibliographies, and indexes into your documents.
These tools are essential for organizing, documenting, and referencing information effectively.
Here’s a detailed explanation along with steps on how to work with these reference tools in MS
Word:

Table of Contents/Figures
A Table of Contents (TOC) or Table of Figures (TOF) helps readers navigate through a document by
providing an organized list of headings, figures, or tables along with their page numbers.

182

Practical – Microsoft Word

 Formatting Menu Option or Icon Description
Table of Provide an overview of the
Content document by adding a table of
content.

Add text Too include more entries.

Update To refresh the table of Content

table

183
MGSLG – Gr11 CAT Study Guide
Footnotes and Endnotes
Footnotes and Endnotes are used to provide additional information or citations within a document
without interrupting the main text.

Formatting Menu Option or Icon Description

Insert Footnote Add a note/comment/
citation, providing information
about something in the
document at the bottom of
the page.
Insert Endnote Add a note / comment/
citation providing information
about the document at the
end of the document.
Next Footnote Click the arrow to move
through the footnotes and
endnotes.
Show notes Jump to the footnotes or
endnotes document.

Captions
Captions are labels or titles that describe figures, tables, equations, or other objects in your
document.

Formatting Menu option or Icon Description

Insert Add a caption to the picture or
Caption object.

Insert Table Add a list of captioned objects and

of Figures their page numbers quick
reference.

184

Practical – Microsoft Word

 Update table Update the Table of Figures to
include all the entries in the
document.

Cross- To refer to specific places in a

reference document, such as headings,
figures and tables. A cross-
reference is a hyperlink where the
label is automatically generated.

185
MGSLG – Gr11 CAT Study Guide
Citations and Bibliography
Citations and Bibliographies are used to cite sources and create a list of references at the end of a
document.

Formatting Menu Option or Icon Description

Insert Citation Credit a source of
information by citing the
book/article or other
material it comes from.
User can choose from a list
of saved sources or add new
one. It will be formatted
according to selected style.

Manage Organise the source cited in

Sources a document. Can remove
and edit source.

186

Practical – Microsoft Word

 Style Choose the citation style for
the document, such as APA
style.

Bibliography List all the document

sources in the bibliography
or works cited section.

187
MGSLG – Gr11 CAT Study Guide
Index
An Index is a list of terms or topics along with the page numbers where they appear in a document,
helping readers find specific information quickly.

Formatting Menu Option or Icon Description

Mark Entry Add the selected
text to the index.

Insert Index Add an index

listing key words
and the numbers
will appear.

Update Index Update the index

so that all the
entries refer to
the correct page
number.

188

Practical – Microsoft Word

 Google forms
Google Forms has a simple interface that makes it easy to create surveys, quizzes, or forms without
needing any special skills to Collects Data Efficiently, Customizable, Accessible Anywhere.

Since it’s online, you can access and fill out forms from any device with internet access. Free and
Integrated with Google Apps. Using Google Forms can help with school projects, collecting feedback,
organizing events, or even conducting quizzes. It's a powerful tool for gathering information quickly
and efficiently.

189
MGSLG – Gr11 CAT Study Guide
How to Use Google Forms
Access Google Forms:

▪ Go to forms.google.com.
▪ Sign in with your Google account if you aren’t already.
Create a New Form:

▪ Click on the plus (+) button to start a new form.

Add Questions:

▪ Click on the “Untitled form” at the top to give your form a title.
▪ Click on “Untitled Question” to type your question.
▪ Use the dropdown menu next to the question to choose the type of question (multiple
choice, short answer, checkboxes, etc.).
Customize Your Form:

▪ Add more questions by clicking the plus (+) button on the right.
▪ You can also add images, videos, or sections using the options on the right toolbar.
Set Up Form Settings:

▪ Click on the gear icon (Settings) at the top to customize settings like collecting email
addresses, response receipts, and presentation options.
Preview and Share:

▪ Click the eye icon at the top to preview your form.

▪ Click the send button (paper airplane icon) to share your form via email, link, or embed it on
a website.

190

Practical – Microsoft Word

 Activities
Activity 1
Printing a Document

• Open the document Activity 1 in the learner files folder.

• Click on the File tab and select Print in the left column.
Print the Document with Print Settings

• Under the heading Settings:

o Select the second drop-down box, which has the current setting Print One Sided.
Select the new setting Print on Both Sides – Flip pages on short edge.
o Select the second drop-down box. Which has the current setting 1 Page Per Sheet.
Select a new setting 2 Page Per Sheet.
Click on the Print icon

Activity 2 - Templates
Answer the following activity on the pc or in your exercise workbook.

1. What is a template in Microsoft Word, and why is it useful?

2. What are the common elements found in an agenda template? List at least three.
3. Describe the steps to create a memo using a template in Word.
4. Why might an organization use a memo instead of an email to communicate internally?
5. What are the common sections included in a basic resume/CV?
6. How do you customize a resume/CV template in Word to suit your professional needs?
7. What are two key benefits of using templates in Word?
8. How do templates ensure consistency in document formatting and design?
9. What should you consider when selecting a template for a resume/CV?
10. Why is it important to save a customized template under a descriptive name?
Activity 3
Creating a Custom Template

In this activity we will create a template for a school Derby Day.

• Create a new document DerbyDay, using the Black Document template.

• Save the document as DerbyDay in Learner Files folder.
Format the Document Text into Two Columns

• Insert a Picture into the Document

o Add a picture under the title:
o On the Insert tab, in the illustrations group, select Online Pictures to insert pictures
from the folder.
o Select a picture, then select insert.
Add Formatted Text to the Document

• Type the heading “Schedule “with information as follows:

191
MGSLG – Gr11 CAT Study Guide
The document should look like the following screenshot below:

192

Practical – Microsoft Word

 Create a Custom Template from the Document

Save the Derbyday as a template by clicking of the File tab, then Save a Copy.

Change the Save As Type menu to Word Template (*.dotx).

Click Save.

No Formatting Turn off formatting selections.

Activity 4
Open the Activity 4 in the Learner File and complete the following instructions:

193
MGSLG – Gr11 CAT Study Guide
Find a Word:

• Press Ctrl + F to open the Find feature.

• Type the word "example" in the search box.
• Observe how Word highlights every instance of the word "example" in the document.
Replace a Word:

• Press Ctrl + H to open the Find and Replace dialog box.

• In the "Find what" field, type "example".
• In the "Replace with" field, type "sample".
• Click on "Replace All".
• Word will notify you how many replacements it made. Click OK.
Case-Sensitive Replacement:

• Press Ctrl + H again to open the Find and Replace dialog box.
• Check the "More >>" button to expand options.
• Check the "Match case" box.
• In the "Find what" field, type "Sample" (with an uppercase "S").
• In the "Replace with" field, type "Example" (with an uppercase "E").
• Click on "Replace All".
• Observe how Word only replaces the words that exactly match the case.
Use Wildcards:

• Press Ctrl + H again.

• Check the "More >>" button.
• Check the "Use wildcards" box.
• In the "Find what" field, type "s*mple" (this will find words like "sample" and "simple").
• In the "Replace with" field, type "test".
• Click on "Replace All".
• Notice how Word replaces all matches with "test".
Advanced Replacement:

• Press Ctrl + H again.

• Uncheck the "Use wildcards" box.
• In the "Find what" field, type "Sample".
• In the "Replace with" field, type "Example".
• Click on "Find Next" to find each occurrence one by one.
• Click "Replace" to replace individual occurrences or "Replace All" to replace all at once.
Save the Activity 4 when you are done with the activity.

Activity 5
Open the document, Artificial Intelligence Act 5 and follow the instructions:

Apply a Theme to a Document

• On the Design Tab, in the Document Formatting group, click the drop down arrow on the
Themes icon and select the Badge theme.
• Select the Red Violet from the Theme colours menu.
• Select Franklin Gothic from the Theme Fonts.
• Apply Paragraph Spacing and select open option from the menu.
Save the activity as Artificial Intelligence Activity 5.

194

Practical – Microsoft Word

 Activity 6
Open the document, 20 Idioms and apply the following instructions:

• Insert a ‘Viewmaster’ cover page. Insert the necessary details on the cover page.
Now apply the corresponding changes to each sentence in the document:

▪ Idiom 1 – Right align the text.

▪ Idiom 2 – Change the text colour to blue.
▪ Idiom 3 – Underline the text
▪ Idiom 4 – Insert a standard bullet before the text.
▪ Idiom 5 – Change the paragraph and line spacing to 3.0 and set the font size to 18 point.
▪ Idiom 6 – Bold the text
▪ Idiom 7 – Add 12-point spacing before and after the text and centre align the text.
▪ Idiom 8 – Insert a black border around the text.
▪ Idiom 9 – Double underline the text.
▪ Idiom 10 – Change the font to Arial, size 24 point.
▪ Idiom 11 – Tab ‘Corner” to a right tab at 9 cm with a ….. leader.
▪ Idiom 12 – Use customised numbering to insert the Idiom 1. In front of the text.
▪ Idiom 13 – Italicise the text.
▪ Idiom 14 – Insert a registered trademark symbol after the text. ☺
▪ Idiom 15 – Insert a customised bullet before the text.
▪ Idiom 16 – Change the text to small caps.]
▪ Idiom 17 – Add a double strikethrough through the text.
▪ Idiom 18 – Apply a pink text highlight colour.
▪ Idiom 19 – Modify the emphasis style to use red as the font colour and apply the style to the
text.
▪ Idiom 20 – Use Format Painter to copy and apply the formatting idiom 7 ‘Bury the hatchet -
To make peace or resolve a dispute.’
Export the document to a PDF file, Activity 6 20 Most Common Idioms.pdf in the Learner files
folder.

Activity 7
Create a New Document:

Insert Content Controls by activating the Developer Tab:

Step-by-Step Instructions:

▪ Title Section:
Insert a Rich Text Content Control for the document title.

Example: "Personal Information Form"

▪ Name Field:
Insert a Plain Text Content Control for the user's name.

Example: "Name: [Plain Text Content Control]"

▪ Date of Birth:
Insert a Date Picker Content Control.

Example: "Date of Birth: [Date Picker Content Control]"

▪ Gender:
Insert a Drop-Down List Content Control with options "Male," "Female," and "Other."

195
MGSLG – Gr11 CAT Study Guide
 Example: "Gender: [Drop-Down List Content Control]"

▪ Profile Picture:
Insert a Picture Content Control.

Example: "Profile Picture: [Picture Content Control]"

▪ Hobbies:
Insert a Rich Text Content Control for the user to list hobbies.

Example: "Hobbies: [Rich Text Content Control]"

▪ Agreement:
Insert a Check Box Content Control for agreement to terms.

Example: "I agree to the terms and conditions: [Check Box Content Control]"

Once the Activity 7 has been completed save it in the Learner Folder file

Activity 8
Open the document Activity 8, Star fashion, in the Leaner Files folder.

Set the Title Information

▪ Set the Title of the document in the Info window under the Properties heading and click the
text Add a Title.
▪ In the Title field type “Star Fashion Employees Handbook”
Add a Header

▪ Insert a Blank Header & Footer from the built-in layouts. On the same tab, check the
checkbox for Different First Page.
▪ Also select the Different Odds & Even pages
▪ With your cursor in the Header-Section 1 of your document, on the Header & Footer tab, in
the Insert group, select the drop-down arrow from the Document info icon. Select
Document Title from the menu options.
▪ Select Author from menu options.
▪ With the cursor in the Odd Page Header of the document, type “ Good Tips”
Insert the Date and the Document File Name in the Footer

▪ In the Footer – Section 1 , select the Date & time icon. Select todays date from the menu
option in the format: day Month year.
▪ Also in the Footer – Section 1 page select File Name from menu options
Format an Even Page Header

▪ Place cursor in the Even Page Header of the document, type “Good Tips”.
▪ Insert Alignment Tab, select right radio button.
Format an Even Pages Footer

▪ Place cursor in the Even page Footer of the document and type “Source:
https://www.meltwater.com/en/blog/top-fashion-influencers-south-africa” .
▪ Place a Top border from the menu options.
Format an Odd Pages Footer

▪ Cursor in the Odd page Footer of the document, Select Top Border from the menu options.
▪ Select the Current Position, Accent Bar 2.
Change Page Number Format

196

Practical – Microsoft Word

 ▪ Go to Page number icon in Header and Footer tab.’
▪ Select format Page numbers.
▪ Change the format to i,ii,iii .. from the drop-down box.
Save the document as Activity 8 Star Fashion.

Activity 9
Open Activity 9 in Learner file folder

▪ Go to the "Page Layout" tab and click on "Columns". Choose "Three" to set up the document
with three columns.
▪ Adding a Title and Subheadings:
▪ At the top of the document, add a title for the newsletter. Make sure it's centered and
formatted in a larger, bold font.
▪ Below the title, add subheadings for different sections of the newsletter (e.g., "School
News," "Upcoming Events," "Student Spotlight").
Inserting Content:

▪ Under each subheading make sure the text flows from one column to the next. Adjust the
column breaks as needed to keep the content organized.
▪ Show students how to manually insert a column break if necessary (by going to "Page
Layout" > "Breaks" > "Column").
Adding Images:

▪ Insert images related to the newsletter content. Position the images within the columns,
making sure they are appropriately sized and aligned.
▪ Wrap text around images (click on the image, then go to "Format" > "Wrap Text" and choose
an option like "Square" or "Tight").
Formatting the Newsletter:

▪ Use different fonts, colours, and styles to make the newsletter visually appealing.
▪ Add borders and shading to make certain sections stand out (go to "Design" > "Page
Borders").
Once you are done save the Activity 9 in the Learner file folder.

Activity 10
Open the document, Act 10 IOT of the Leaner Files folder.

Format Selected Text using a New Bullet using a Symbol.

▪ Select the nine paragraphs under the sentence: “Looking ahead, the integration of IoT”.
▪ Under the Bullet character, click on the Symbol icon. Select the symbol from the Windings
font and select the ✓(tick) symbol.
Format Selected Text using a New Bullet using a Picture.

▪ Select the seven paragraphs under the sentence: “Smart lighting systems…”
▪ Define a New Bullet from the menu, under the Bullet character heading, click on the Picture
icon.
▪ Select the IOT.png image and insert it as Define New Bullet dialog box.
Format Selected Text using a New Number format Heading.

▪ Select the fifth paragraph under the sentence: “Drones equipped.”

▪ Insert the numbering using the Define New Number Format. Type “Question” before the
number.
Format Selected Text using a New Number Format

197
MGSLG – Gr11 CAT Study Guide
 ▪ Select the last paragraph: “The Internet of Things”.
▪ Go to Numbering icon, select Define New Number Format, and change the Number Style to
1,2,3 from the drop-down box.
▪ Click the Font button, change make the Font Style to Bold and the Font Colour to red.
Save the document as Act 10 IOT.

Activity 11
Open the document Act11 Trouble Shooting techniques of the Leaner Files folder.

▪ Make sure that you insert the Multi-level list to the whole of the document. Each Heading
must be level 1 and subheadings must be to level 2, this will then change the numbering
format.
▪ Insert the second option of the Multi-level List – 1) a) i).
▪ Level 1 headings numbering:
Troubleshooting
Restart the computer
Scenario
Google search of Windows 10
▪ Level 2 headings numbering:
General tips to keep in mind
Take notes about error messages
Simple solutions to common problems
Problem:
▪ Level 3 headings numbering:
Write down your steps
Always check the cables
Solution:
Once you have changed the number format of all 3 levels then save the activity in the Learner Files
folder.

Save the document as Act11 Trouble Shooting techniques.

Activity 12
Open the document Encryption of the Learner Files Folder.

Change a Paragraph’s Line Spacing

▪ Select all the text in the document below the heading: Understanding Encryption: A
Comprehensive Guide.
▪ Go to the Line and Paragraph Spacing and Add Space before Paragraph to the text.
▪ Select the text:” How Does Encryption Work?” and change the Line Spacing and make sure
the indentation changes the Left and the Right indents to “1”.
▪ Also, under the Line spacing heading change the dropdown option to 1.5 lines for the whole
document.
After completing the activity, save it as Act 11 Encryption in the Learner Files Folder.

Activity 13
Open Keep your online Identity a secret in the learner file folder.

Insert a Drop Cap

▪ Highlight the first letter of the sentence “Keep Your Online Identity a Secret”.
▪ Select the Dropped option form the Drop Cap icon.

198

Practical – Microsoft Word

 Insert a Drop Cap, in the Margin

▪ Highlight the first letter of the sentence “Use Strong, Unique Passwords” up until
“Educate Yourself on Online Privacy”.
▪ Insert Drop Cap that is in the Margin option from the menu.
▪ Change the font to Arail Black.
Insert Customised Drop Caps

▪ Highlight the first letter of the sentence “Conclusion”.

▪ Make sure the Drop Caps is within margin and the Font is Comic Sans.
▪ It must drop over 2 lines with a space of “1” cm space between the text.
When you are done save the Activity 13 Keep your online Identity a secret in the Learner File folder.

Activity 14
Open the document Water Wise Gardening, of the Learner Files folder.

Apply and Existing Style

▪ Apply the Title style to the text “Water-Wise Gardening: Cultivating a Sustainable Future”
Modify an Existing Style

▪ Edit the Heading 1 style:

Modify the style to font Arial and select Green, Accent 6, Darker 25%
▪ Apply the style Heading 1 to the following headings:
Understanding Water-Wise Gardening, Planning and Design, Selecting the Right Plants,
Efficient Irrigation Techniques, Mulching and Soil Management, Maintenance Practices,
Benefits Beyond Water Conservation, Community and Educational Initiatives.
Update an Existing a Style to Match Text Formatting

▪ Update the Heading 2 style:

▪ Select the text “Assess Your Site”.
▪ Change the font to Arial Narrrow
▪ Also change the style to Bold.
▪ The Heading must also have a small caps effect.
▪ Update Heading 2 to Match Selection.
Creating a Style

▪ Select the text of the first paragraph, as climate change continues.

▪ Format the text as Arial, 12pt., black.
▪ Name the style “My Style”!
▪ Apply the new style to all the paragraphs under the headings.
When you are done completing the activity , save it as Activity 14 Water Wise Gardening in the
Learner File folder.

Activity 15
Open the document University Letter of the Learner Files folder.

Choose the Mail Merge Document Type

▪ On the first page of the document, with the cursor on the line “Dear Name”, start Mail
Merge
Link the Document to an Existing Spreadsheet Data Source

▪ On the first page of the document, with the cursor on the line “Dear ,Name>, on the
Mailings tab and click on the drop-down arrow of the Select Recipients.

199
MGSLG – Gr11 CAT Study Guide
 ▪ Use the UniversityData and replace all the fields with the Data source.
▪ Sort the letters in Ascending.
Once you are done with mail merge save it as Activity 15 University Letter in the Learner Files
folder.

Activity 16
Open the document Seven Wonders of the World of the Learner Files folder.

Apply Heading Styles, to the Selected Text, for a Table of Contents.

▪ Apply the Title Styles to the text “Seven Wonders of the World”.
▪ Apply Heading style 1 to each of the following texts:
The Ancient Wonders
The Modern Wonders
▪ Apply Heading 2 to each of the following headings:
The Great Pyramid of Giza (Egypt)
The Hanging Gardens of Babylon (Iraq)
The Statue of Zeus at Olympia (Greece)
The Temple of Artemis at Ephesus (Turkey)
The Mausoleum at Halicarnassus (Turkey)
The Colossus of Rhodes (Greece)
The Lighthouse of Alexandria (Egypt)
The Great Wall of China (China)
Petra (Jordan)
Christ the Redeemer (Brazil)
Machu Picchu (Peru)
Chichen Itza (Mexico)
The Roman Colosseum (Italy)
The Taj Mahal (India)
Insert an Automatic Table 2 options and insert a page break after inserting the Table of content.

When you are done with the Activity save it as Activity 16 Seven Wonders of the World.

Activity 17
Open the document St Patricks Day of the Learner Files folder.

Insert an Endnote

▪ With the cursor at the end of the title of the document, “The History of St. Patrick’s Day”
insert the following Endnote and type the text “Source:
https://twistedsifter.com/2012/03/12-place-around-theword-that-green-for-st-patricks-
day/”.
Insert Footnotes

▪ With the image of St Patricks day insert a footnote, insert the following text to the
photograph, https://shorturl.at/8XFlM
When you are done with the activity save it as Activity 17 St Patricks Day in the Learner Files folder.

Activity 18
Open the document The Future of Water in the Learner Files folder.

Insert Captions

200

Practical – Microsoft Word

 ▪ On the first page of the document with the image of a man drinking water add a caption
with the text “Gordon Ramsay”.
▪ On the second page of the document by the heading, “Access and Equity” there is a picture
of man drinking water from the tap. Type the following text “Water Availability in Selected
Countries” as caption under the picture.
▪ On the last page, the heading, “Community Engagement and Education” there is a picture of
education in community using water, add the caption to the picture “Educating the
community”.
When you are done with the Activity save it as Activity 18 The Future of Water in the Learner Folder
file.

Activity 19
Open the document Nelson Mandela in the Learner Files folder.

Edit a Citation Source

▪ In the Source Manager in the Current List edit the source, “The struggles in my life”. Need to
add the year, 1987 in the Year field.
Add a Citation Source

▪ Create a source, make sure that it is a journal that has the following information saved in it:
Author: Sparks, Alllister
Name of Journal: Tomorrow Is Another Country: The Inside Story of South Africa’s Road to
Change
Country: New York: Hill & Wang
Year: 1995
Insert Bibliography

▪ When inserting the Citations & Bibliography make sure to select the Harvard – Anglia Style.
When you are done with the Activity make sure that you save it as Activity 19 Nelson Mandela in
the Learner File folder.

Activity 20
Open the document Global Warming in the Learner Files folder.

Mark Index Entries

▪ On Page 1 of the document select the text “Global” and mark the entry as Mark All.
▪ On Page 1 of the document select the text “Planet” and mark the entry as Mark All.
▪ On the last page under conclusion locate the image and insert index entry and type
condensation under the heading of the selected image.
Insert an Index

▪ On the last page of the document insert an Index under the heading “Index”.
Update Index

▪ Make sure that you update the Index group after all the changes has been made.
When you are done with the activity save it as Activity 20 Global Warming in the Learner Files
Folder.

201
MGSLG – Gr11 CAT Study Guide
Summary of Spreadsheets (Excel)
Introduction
Excel is a spreadsheet program from Microsoft and a component of its Office product group
for business applications. Microsoft Excel enables users to format, organize and calculate
data in a spreadsheet.
Excel uses a large collection of cells formatted to organize and manipulate data and solve
mathematical functions. Users can arrange data in the spreadsheet using graphing tools,
pivot tables and formulas.
Excel terminology and components
Excel has its own terminology for its components,
which new users may not immediately find Organizations use Microsoft
understandable. Some of these terms and Excel for the following:
components include the following:
• collection and verification of
Cell. A user enters data into a cell, which is the business data;
intersection of a column and row.
Cell reference. This is the set of coordinates where • business analysis;
a cell is located. Rows are horizontal and numbered • data entry and storage;
whereas columns are vertical and assigned a letter.
Active cell. This is the currently selected cell, • data analysis;
outlined by a green box.
• performance reporting;
Workbook. This is an Excel file that contains one or
more worksheets. • strategic analysis;
Worksheet. These are the different documents
nested within a Workbook. • accounting and budgeting;
Worksheet tab. These are the tabs at the bottom left • administrative and
of the spreadsheet.
Column and row headings. These are the managerial management;
numbered and lettered cells located just outside of
• account management;
the columns and rows. Selecting a header highlights
the entire row or column. • project management; and
Formula. Formulas are mathematical equations, cell
references or functions that can be placed inside a • office administration.
cell to produce a value. Formulas must start with an
equal "=" sign.
Formula bar. This is the long input bar that is used to enter values or formulas in cells. It is
located at the top of the worksheet, next to the "fx" label.
Address bar. This bar located to the left of the formula bar shows the number and letter
coordinates of an active cell.
Filter. These are rules a user can employ to select what rows in a worksheet to display. This
option is located on the top right of the home bar under "Sort & Filter." An auto filter option
can be selected to show rows that match specific values.
AutoFill. This feature enables users to copy data to more than one cell automatically. With
two or more cells in a series, a user can select both cells and drag the bottom right corner
down to autofill the rest of the cells.

202

Practical – Microsoft Excel

 Reinforce content, concepts and skills from Grade 10
Cell Reference, Cell Name & Cell Ranges
To refer to cells that contain data, we use cell references in formulas or functions. In
this way the data in the cells can be changed, but correct answers will still be
obtained.
As far as possible, use cell references instead of constants in formulas and
functions. Use constants only if you are quite certain that you will never need to
change the value.
In addition to using a cell reference or address, you can also NAME a single cell or
even a range of cells.
Cell ranges are usually a group of cells in a worksheet. They can be next to each
other in a row (for example, A1:H1), below each other in a single column (for
example, A1:A50) or in multiple columns and rows (for example, A1:H30). Ranges
are indicated by a colon (:) in formulas.
Order of precedence and the use of brackets
The order in which operations are carried out is
important when more than one operator is used In Mathematics, the
in a formula. Brackets, Of, Division,
Standard mathematical rules apply: brackets are Multiplication, Addition and
always executed first, then exponentiation Subtraction (BODMAS) rule
(raising to a power), followed by multiplication is applied.
and division, and lastly addition and subtraction. In a spreadsheet, the same
If the operators in a formula are of the same type applies to formula operators.
– addition and subtraction, they are executed
from left to right. The BODMAS rule also
applies.

203
MGSLG – Gr11 CAT Study Guide
Absolute cell referencing
There may be times when you do not want a cell reference to change when filling
cells. Unlike relative references, absolute references do not change when copied or
filled. You can use an absolute reference to keep a row and/or column constant.
An absolute reference is designated in a formula by the addition of a dollar sign ($)
before the column and row. If it precedes the column or row (but not both), it's known
as a mixed reference.

This reference is absolute for columns (A) and the row (1). No
$A$1 matter where you copy your formula, it will always refer to cell A1.
Only the column (A) is absolute. If you copy this formula to another
$A1 row, the row number will change accordingly, but it will always refer
to column A.
Only the row (1) is absolute. If you copy this formula to another
A$1 column, the column letter will change accordingly, but it will always
refer to row 1.
Example:

No absolute
referencing necessary

Formula with Absolute Cell

Referencing

If you copy the formula down to cell

D4, the reference to cell F1 will stay
the same.

204

Practical – Microsoft Excel

 Tips for Using Absolute Cell Reference
Using absolute cell references effectively in Excel can significantly enhance your
spreadsheet's functionality and accuracy. Here are some tips for using absolute cell
references to your advantage:
Know When to Use Absolute References: Utilize absolute references when you
need certain cell values to remain fixed across multiple calculations, such as
constants, coefficients, or specific data points that do not change (like tax rates or
unit costs).
Combine Absolute and Relative References: Formulas often require fixed and
adjustable elements. Mixing absolute and relative references (e.g., $A$1*B1)
allows you to lock specific parts of the formula while letting others adapt as you copy
the formula across rows or columns. This technique is particularly useful in financial
models and data tables.
Use Keyboard Shortcuts: To quickly toggle between relative, absolute, and mixed
references in Excel, select the cell reference in the formula bar and press F4. Each
press of F4 will cycle through the different reference types, adding or removing
dollar signs accordingly. This can speed up formula editing significantly.
Ensure Formula Accuracy: Double-check formulas involving absolute references to
ensure they point to the correct cells. Misplaced references can lead to significant
calculation errors, especially in large spreadsheets.
Source: https://www.simplilearn.com/tutorials/excel-tutorial/absolute-reference-in-
excel

AutoFill Options
Excel has a feature that helps you automatically enter data. If you are entering a
predictable series (e.g. 1, 2, 3…; days of the week; hours of the day) you can use
the AutoFill command to automatically extend the sequence. You can also use this
for formulas – set up the formula once, then use the AutoFill to propagate it to the
other cells.
AutoFill Sequence
For Excel to know how to fill in the series, you usually need to provide two or three
examples. In the case of sequences like months, weekdays, and hours, you only
need to provide one example.
• Type in either the first element (e.g. January or any month) or the first two or
three elements (e.g. 1, 2) of a series.
• Select the cell(s) you just typed in.
• Move the cursor over the little block in the lower right corner of the active cell,
and the cursor changes to a hairline plus sign (+), as opposed to the usual block
plus sign.
• Click and hold on the fill handle and drag to the right (or down) to fill in the series.
Note that Excel can only extend series by adding to the sequence (that is, the
next month, adding the same number, etc.), not other kinds of math such as
square, multiplication, etc.

205
MGSLG – Gr11 CAT Study Guide
 For a series, type in
the first two
Drag the fill handle down

If needed, select AutoFill Options and

choose the option you want.

To use AutoFill with formulas, insert the formula and make sure it works.
• Select the cell(s) with the formula and move the
https://youtu.be/6I9ARFd8lho
cursor over the little block in the lower right corner of
the active cell, and the cursor changes to a hairline
plus sign (+), as opposed to the usual block plus
sign.
• Click and hold on the fill handle and drag to the right
(or down) to fill in the other cells. Excel automatically
adjusts the formula for the row it is now on (so, in the
example at right, February's total formula would read
=SUM(B3:F3) and so on.
A note about using AutoFill with formulas and functions:
If you want a constant reference (for example, each
column should be divided by a certain cell's data), add a dollar sign ($) in front that
cell's reference in the Formula bar. For example, if =D8*$P$8 is in the Formula bar
and you AutoFill from this cell, the next cell would read =D9*$P$8, changing the first
cell, but keeping the second cell reference constant – otherwise, it would read
=D9*P9.

206

Practical – Microsoft Excel

 Using spreadsheet functions such as round, small, large, countif,
counta, countblank, sumif, power and rand

The Round Function

It is often necessary to round numbers in Excel. The ROUND function can be used
to round numbers to a specified number of decimal places. Look at the following
example:

Example of
Number Result Description
function
88.2 =ROUND(A1,0) 88 Rounds a number to the nearest
integer
88.6765 =ROUND(A2,1) 88.7 Rounds a number to 1 decimal
place
88.345 =ROUND(A3,2) 88.35 Rounds a number to 2 decimal
places
88.5275 =ROUND(A4,3) 88.528 Rounds a number to 3 decimal
places

Rounding off numbers and the difference between rounding and formatting
When using the ROUND function, the result displays is the true rounded number.
When using formatting such as Increase decimal or decrease decimal, the numbers
are displayed with more or less decimal places. However, the values stored in the
cells and which are used for calculations, will remain the same (even if they are
displayed differently).

Using the Round Function will

display the same

Using formatting will display the

same

207
MGSLG – Gr11 CAT Study Guide
The Large and Small Functions
The LARGE and SMALL functions in Excel help us find the nth highest and lowest
values in a list of numbers. While the MAX and MIN functions in Excel can only
return the absolute highest and lowest numbers, we can use LARGE and SMALL to
return the 2nd highest number, or the 3rd lowest number, and so on. For this reason,
LARGE and SMALL can be much more useful than MAX and MIN in certain
situations, especially if you're not interested in the absolute maximum or minimum.
The LARGE function in Excel returns the nth
largest number in a list of numbers, which =large(cell_range,n)
means you can use LARGE to find the largest
number, 2nd largest number, 3rd largest =small(cell_range,n)
number, etc. The syntax is written as follows:
cell_range

REQUIRED

This is the range of

The LARGE function will return an error if the
cell_range argument is empty, or if n is 0 or consecutive cells for which
negative or larger than the total number of you are trying to find the nth
values in the data set.
largest/smallest number.
The SMALL function in Excel is similar to the
LARGE function, but returns the nth smallest n
number in a list of numbers, which means you
can use SMALL to find the smallest number,
REQUIRED
2nd smallest number, 3rd smallest number, etc.
It is written as follows:
This is the number from the
largest/smallest you want to
return. For example, to find
the 2nd largest/smallest
Like the LARGE function, SMALL will return an errornumber,
if the cell_range argument
n would be is
2. To find
empty, or if n is 0 or negative or larger than the total number of values in the data
the 3rd largest/smallest
set.
number, n would be 3, etc.
The LARGE and SMALL functions in Excel will return the #NUM! error in two
situations:
1. The cell_range argument is empty. Make sure cell_range contains at least one
number.
2. The n argument is less than 1, or is greater than the total number of numbers in
the range. If cell_range contains 5 numbers, then n must be 1, 2, 3, 4, or 5.

208

Practical – Microsoft Excel

 COUNT Functions

Name of
What the function does Example
functions
Functions used to count
Count Counts the number of cells in a =COUNT(A1:A10)
range that contain numeric values
(numbers only). Dates and times
are also numeric types and are also
counted.
Counta Counts the number of cells in a =COUNTA(A1:A10)
range that contain either numeric
values or text (any cell that is not
empty), it can even count symbols.
Countblank Counts the number of empty cells in =COUNTBLANK(A1:A10)
a range.
Countif Counts the number of cells that Criteria can be numbers, text
comply with a specific criterion or or an expression.
condition. If the criterion is text or an
Examples: expression that uses any of
We want to calculate the number of the relational operators, it must
learners that stay in "Gauteng". be enclosed in double
We want to calculate the number of quotation marks.
learners that sold more than 5
tickets for a concert. =COUNTIF(range, criteria)
We want to calculate the number of
learners with a score of 100. =COUNTIF(A1:A10,"Gauteng")

=COUNTIF(B1:B10,">5")

=COUNTIF(C1:C10,100)

Sumif
You use the SUMIF function to sum the values in a
https://youtu.be/7395LUP9dsk
range that meet criteria that you specify. For example,
suppose that in a column that contains numbers, you
want to sum only the values that are larger than 5. You
can use the following formula: =SUMIF(B2:B25,">5").
If you want, you can apply the criteria to one range and
sum the corresponding values in a different range. For
example, the formula =SUMIF(B2:B5, "John", C2:C5)
sums only the values in the range C2:C5, where the
corresponding cells in the range B2:B5 equal "John."
Important: The SUMIF function returns incorrect results
when you use it to match strings longer than 255 characters or to the string
#VALUE!.

209
MGSLG – Gr11 CAT Study Guide
 SUMIF(range, criteria,
Syntax: Example:
[sum_range])
Range Criteria For example, criteria can
Required. Required. be expressed as 32,
The range of cells that The criteria in the form of ">32", B5, "3?", "apple*",
you want evaluated by a number, expression, a "*~?", or TODAY().
criteria. Cells in each cell reference, text, or a Important:
range must be numbers function that defines Any text criteria or any
or names, arrays, or which cells will be added. criteria that includes
references that contain Wildcard characters can logical or mathematical
numbers. be included - a question symbols must be
Blank and text values are mark (?) to match any enclosed in double
ignored. single character, an quotation marks (").
asterisk (*) to match any If the criteria is numeric,
sequence of characters. double quotation marks
If you want to find an are not required.
actual question mark or
asterisk, type a tilde (~)
preceding the character.

Example:
Open the Sales Spreadsheet.
Use a sumif function in Cell F2 to
determine the Total Amount of
Sales of the North Region.
Type in the following function:
=SUMIF(B2:B10,F1,C2:C10)
OR =SUMIF(B2:B10,"North",C2:C10)
Press Enter.
Alternatively, you can use the Function Builder in Excel to make sure that you do not
make logic or argument mistakes in functions like SUMIF. This tool gives you tips
and guidance on how to build functions and keep arguments in the correct order.
Use a sumif function in Cell H2 to determine the Total Amount of Sales of Apples.

210

Practical – Microsoft Excel

 SUBTOTAL FEATURE
The subtotal feature is useful when you want to summarise data quickly. It is used typically
to determine statistics – number, sum or average, of various groups of data in a worksheet.
Do this as follows by using the following example:
Open the Top5 Dams spreadsheet and work in the Subtotal Worksheet.
Use the SUBTOTAL feature to display the average capacity of each province.
Select the data in cell A1:F51, including the column headings.
Ensure that the data is sorted according to the group that you want to summarise – in this
case Province – column A (already sorted).

Click on the Data tab, outline group, click on subtotal

A subtotal dialog box appears.
Select your options: Group, function, columns for which you want to calculate the subtotal.
You can also use it for count, average, max, min, etc.

211
MGSLG – Gr11 CAT Study Guide
 Select Province – At each change in:

Select Average – other options are also available

Click on Capacity

Result:

Power
The POWER formula in Excel is used to raise a selected number to a given power. It
is particularly helpful to perform exponential calculations with large data sets in Excel
workbooks.
=POWER(number, power)
In the above syntax, the “number” selected will be raised to the given “power”. In
other words, the “number” refers to the base and “power” refers to the exponent.

212

Practical – Microsoft Excel

 For example: If you wish to find the value of 3 raised to the power 2 (in other words,
the square of 3), you can use “=POWER(3,2)” which
will display the result as 9. To further simplify,
“=POWER(3,2)” is mathematically equivalent to (3)².
Note: The POWER function in Excel can be replaced using the “^” sign. For
example: “=POWER(3,2)” can also be typed as “=3^2” in Excel. Both will give you
the same result.

Rand

Name of
What the function does Example
functions
Functions used to return random numbers
Rand Returns a random number between =RAND()
0 and 1 – 0,468.
Randbetween Returns a random whole number =RANDBETWEEN(1,20)
between two numbers that you
specify.

Relational Operators:

Operator Description
> Greater than

< Less than

= Equal to

>= Greater than or equal to

<= Less than or equal to

<> Not equal to

Conditional formatting
Excel Conditional Formatting is used to apply
certain formatting to data that meets one or
more conditions. Just like usual cell formatting, In all versions of Excel 2010
it lets you highlight and differentiate your data through Excel 365, conditional
in various ways by changing cells' fill color, font formatting resides in the same
color, border styles, etc. The difference is that it
place: Home tab > Styles group
is more flexible and dynamic - when the data
changes, conditional formats get updated > Conditional formatting.
automatically to reflect the changes.

213
MGSLG – Gr11 CAT Study Guide
 https://youtu.be/Jp29JYGq5Hw

RULE DESCRIPTION
Highlight Cells Rules Allows you to highlight data based on
certain conditions (for example, highlight
all cells with a value greater than 1 000 or
less than 50). You can also use this to find
values in a range, highlight cells containing
specific text or highlight cells containing
duplicate values.

Top/Bottom Rules These rules allow you to find the 10 top or

bottom values, the top and bottom 10% of
values or values that are over or below
average. This tool is very useful for
teachers who want to track class
performance.

Data Bars Adds a coloured bar to highlight the data in

the cell. The longer the bar, the higher the
value. Data bars are almost like bar graphs
for each individual value.

214

Practical – Microsoft Excel

 RULE DESCRIPTION
Colour Scales Colour scales use a gradient to apply
background colour to a cell based on
where the value of that cell falls in a range.
The darker the colour, the higher the value.

Icon Sets Used to add different symbols, ratings and

indicators based on the values in the cell.
For example, if you wanted to track subject
averages, you could use arrow indicators
to show where averages of subjects went
up, down or stayed the same.

How to use Conditional Formatting:

1. In your spreadsheet, select the cells you want to format.
2. On the Home tab, in the Styles group, click Conditional Formatting.
3. From a set of inbuilt rules, choose the one that suits your purpose.
As an example, we are going to highlight values less than 0, so we click Highlight
Cells Rules > Less Than…

215
MGSLG – Gr11 CAT Study Guide
4. In the dialog window that appears, enter the value in the box on the left and
choose the desired format from the drop-down list on the right (default is Light
Red Fill with Dark Red Text).
When done, Excel will show you a preview of formatted data. If you are happy with
the preview, click OK.

In a similar manner, you can use any other rule type that is more appropriate for your
data, such as:
• Greater than or equal to
• Between two values
• Text that contains specific words or characters
• Date occurring in a certain range
• Duplicate values
• Top/bottom N numbers
How to use a preset rule with custom formatting
If none of the predefined formats suits you, you can choose any other colors for cells'
background, font or borders. Here's how:
In the preset rule dialog box, from the drop-down list on the right, pick Custom
Format…

216

Practical – Microsoft Excel

 In the Format Cells dialog window, switch between the Font, Border and Fill tabs to
choose the desired font style, border style and background color, respectively. As
you do this, you will immediately see a preview of the selected format. When done,
click OK.

Click OK one more time to close the previous dialog window and apply the custom
formatting of your choice.

How to create a new conditional formatting rule

If none of the preset rules meets your needs, you can create a new one from
scratch. To get it done, follow these steps:
Select the cells to be formatted and click Conditional Formatting > New Rule.

217
MGSLG – Gr11 CAT Study Guide
In the New Formatting Rule dialog box that opens, select the rule type.
For example, to format cells with percent change less than 5% in either direction, we
choose Format only cells that contain, and then configure the rule like shown in the
screenshot below:

Click the Format… button, and then choose the Fill or/and Font color you want.
Click OK twice to close both dialog windows and your conditional formatting is done!

218

Practical – Microsoft Excel

 How to edit Excel conditional formatting rules
To make some changes to an existing rule, proceed in this way:
Select any cell to which the rule applies and click Conditional Formatting > Manage
Rules…
In the Rules Manager dialog box, click the rule you want to modify, and then click the
Edit Rule… button.

In the Edit Formatting Rule dialog window, make the required changes and click OK
to save the edits.

219
MGSLG – Gr11 CAT Study Guide
How to delete conditional formatting rules
To delete a rule, you can either:
Open the Conditional Formatting Rules Manager, select the rule and click the Delete
Rule button.

Select the range of cells, click Conditional Formatting > Clear Rules and choose the
option that fits your needs.

Interpreting error indicators such as: circular reference; #NULL!

Error indicators are Excel’s way of letting us know that we did something incorrectly
when entering a formula and that our logic does not make sense. In Grade 10, you
were taught about #######, #NAME?, #DIV/0!, #REF!, #VALUE! and #NUM!, which
are all used to alert you that the values in the formula or the formula’s parameters
are incorrect.

220

Practical – Microsoft Excel

 New Error indicators in Grade 11:
Explanation of Example of the error
Error How to fix the
the error message
Message error
message
This error When you press enter below an
occurs when error message will display
you enter a Change the
function/formula function/formula
that contains a to ensure that
Circular cell reference there is no
Reference that is the same reference to the
same cell where
as the current
the function/
cell, e.g. if you formula has
key in the been entered
following ormula
in cell A1: =A1/8

Explanation of Example of the error

Error How to fix the
the error message
Message error
message

An operator,
comma or colon
Make sure that
has been left
an operator,
out, e.g.
comma or
#NULL! =D1 + D2 = D3
colon is
D4
entered where
=SUM(A1:A10B
required
1:B10)
=SUM(A1A10)

Simple IF Function
The IF function is one of the most popular functions in Excel, and it allows you to
make logical comparisons between a value and what you expect.
So, an IF statement can have two results. The first result is if your comparison is
True, the second if your comparison is False.

221
MGSLG – Gr11 CAT Study Guide
Syntax: =IF(Condition, Value_if_true,Value_if_false)
Where the condition is the value you want to test, the value_if_true is the value that
the function gives you if the condition is true and the value_if_false is the value that
the function returns if the condition is false.
Open an empty excel document and do the following:
Type in the following numbers

In Cell B1 type in the following function:

=if(A1>=30,"pass","fail")

The following will display – you can AutoFill to cell B3.

This means that if you achieved above 29%, you will pass.
Do another example:
Type the following information in an empty Excel Document

In Cell B1 type in the following function:

=IF(A1="Mr","Male","Female")

222

Practical – Microsoft Excel

 The following will display when you AutoFill:

This means that if Mr appears the cell, it will be a Male.

Relational Operators:

Operator Description
> Greater than

< Less than

= Equal to

>= Greater than or equal to

<= Less than or equal to

<> Not equal to

Make sure to know you relational operators when working with IF functions. These
will help you refine the data even more.

Charts/Graphs: Create, format and edit.

A chart is a visual representation of data and results. Charts makes the comparison
of data, the recognition of patterns and the making of forecasts very simple to use.
Whenever the data on which a chart is based is changed, the chart will automatically
update itself.
Steps:
Select the data on which the chart is to be
based.
Click on the insert tab and select the type of
chart by using the options in the charts group.
A chart of the type you selected will appear on
the same worksheet as the data
Two new tabs (design and format) within the chart tools tab will
appear.
You can then move the chart around, resize it or edit it.

223
MGSLG – Gr11 CAT Study Guide
Formatting and Editing Charts
When it comes to finally displaying the data, there are many formatting options you
can choose from to make sure the data is displaying in a way that gets the message
across in the most effective way. There are two main ways that you can format a
chart:
• Using the Format task pane.
• Using the Chart Tools ribbon.
The Format pane allows you to format the data display elements of the chart, like the
axes,the data series, the title, etc.
The Chart Tools ribbon allows you to format the colour, shapes and text.
Format task pane:

Visitors
18000
16000
14000
12000
10000
8000
6000
4000
2000
0
North South West East

Right click on the part of the

chart you want to change – in
this case the axes. You can
also right click on the titles,
data bars, series, etc. to
format that specific part.

224

Practical – Microsoft Excel

 By using this window, you
can change axes, add tick
marks, change number
format, change labels.

In the Format pane, you can format the chart element using the following tools:

Fill – change fill colour

Line – change border type for each
element

Effects – you can add image effects like

shadow, glow, edges to the element.

225
MGSLG – Gr11 CAT Study Guide
 Alignment – change vertical alignment,
text direction

Text Options – different properties –

text fill, text outline

On the Design tab, you can:

• Add new chart elements.
• Change the layout using Quick Layout.
• Change the colours and styles.
• Use the Data group, you can switch the rows and columns and change the data
range.
• Change the chart type and move the chart to another sheet or tab in the
workbook.

On the Format tab, you can:

• Format the element you have selected.
• Insert shapes and change the styles of those shapes.
• Add WordArt and change the styles.
• Rearrange the chart’s position in the spreadsheet.
• Change the size of the chart.

226

Practical – Microsoft Excel

 Another tool that you can use is the Chart Elements Button:

Tick or untick elements you want to add or remove

from the chart.

Giving charts and graphs meaningful titles and labels

When creating a chart remember that the user/reader of the chart needs to gather all
the information to interpret the data.
So, by creating a chart – make sure make sure that the chart’s titles and labels are
meaningful and carry the appropriate message across. For example, if you created a
chart on the sales for January, give the name Sales for January and not just 'Sales'.
You will then have a better understanding of what the chart is about.
Naming the axes is also important, since people need to know that they are looking
at. If you just have rows and columns of numbers without explaining them, the
people looking at the chart might not be able to interpret it correctly. For example, if
the y-axis (the line on the left going up) shows the results of your term marks, call
that axis “Term Marks”. If the x-axis (the flat line on the bottom) shows the different
subjects, call that axis “My subjects”.
Increasing the readability of charts
To increase the readability of charts further, think about the following elements of the
chart:
• Legends
• Data labels
• Gridlines
• Further formatting

227
MGSLG – Gr11 CAT Study Guide
The options chosen must also be appropriate for the type of chart you used.
If you forgot to add or change something while creating the chart, you can easily do
this at a later stage. You will find the commands on the design and format tabs or
right click on the element and use the pop-up menu for changes.

https://youtu.be/TfkNkrKMF5c

Placing a chart in a document - Integration

A chart created in excel can be copied to a word processing document. However, if
you want any changes made to the chart in the spreadsheet to be displayed
automatically do the following:
• Select the chart and copy it
• Choose paste special when you paste the chart into your document
A paste special dialog box will appear
• Select paste link and make sure that the chart is pasted as a Microsoft excel
chart object.
• When you want to update the chart – choose the update link option when clicking
right in the word processing document on the chart.

228

Practical – Microsoft Excel

 Import/export data
You may need to import data from an external source into Excel in order to work with
it properly. You may also need to export the data from Excel to another program so
that you can share it with people who may not have access to Microsoft’s Office
products.
Excel can import and export many different file types aside from the standard .xslx
format. If your data is shared between other programs, like a database, you may
need to save data as a different file type or bring in files of a different file type.

https://www.customguide.com
/excel/how-to-import-data-
into-excel

229
MGSLG – Gr11 CAT Study Guide
Export data:
When you have data that needs to be transferred to another system, export it from
Excel in a format that can be interpreted by other programs, such as a text or CSV
file.
1. Click the File tab.

2. At the left, click Export.

3. Click the Change File Type.
4. Under Other File Types, select a file type.
• Text (Tab delimited): The cell data will be separated by a tab.
• CSV (Comma delimited): The cell data will be separated by a comma.
• Formatted Text (space delimited): The cell data will be separated by a
space.
• Save as Another File Type: Select a different file type when the Save As
dialog box appears.
The file type you select will depend on what type of file is required by the program
that will consume the exported data.
5. Click Save As.

2 3

230

Practical – Microsoft Excel

 6. Specify where you want to save the file.
7. Click Save.

A dialog box appears stating that some of the workbook features may be lost.
8. Click Yes.
Import Data
Excel can import data from external data sources including other files, databases, or
web pages.
1. Click the Data tab on the Ribbon.
2. Click the Get Data button.
Some data sources may require special security access, and the connection
process can often be very complex. Enlist the help of your organization’s
technical support staff for assistance.
3. Select From File.
4. Select From Text/CSV.

231
MGSLG – Gr11 CAT Study Guide
 1

2
3

If you have data to import from Access, the web, or another source, select
one of those options in the Get External Data group instead.
5. Select the file you want to import.
6. Click Import.
If, while importing external data, a security notice appears saying that it is
connecting to an external source that may not be safe, click OK.

232

Practical – Microsoft Excel

 7. Verify the preview looks correct.
Because we've specified the data is separated by commas, the delimiter is
already set. If you need to change it, it can be done from this menu.
8. Click Load.

You can also import data from a database and other sources.

233
MGSLG – Gr11 CAT Study Guide
Help files
Excel's help function
Just as in Word, you can obtain online help in four ways:
1. Type a search term or phrase in the tell me
what you want to do box, at the right side of
the other tabs.
2. Press F1 to display a help pane.

3. Click on the file tab, then click on the ? in the top right
corner of the window
4. Select the Help tab.

Work with sheets

Copying cells
When you copy cells, Excel copies the complete cells, not only the data or
functions/formulas but also the formatting of the cells.
The Paste Special command allows you several options for copying. E.g. It allows
you to paste the result of a calculation rather than the function or formula behind it. It
works as follows:
Select and copy the cell
Right click at the place where you want to paste the data and select Paste Special
Some useful options to select are:
Formulas – pastes contents but not the formatting
Values – pastes the result of the formula or function but not the formula or function
itself

234

Practical – Microsoft Excel

 Formats – paste only the formatting of the cells you have copied but not the data
(format painter can also be used for this)
Transposer – exchanges the rows and columns. Column data can be changed into
a row and vice versa.

You can also make use of the following options when you right click to paste:

Paste Paste Paste Transpose – Paste Paste link

values formulas/ rows to formatting
functions columns
and
columns to
rows

Move cells
You can select the data that you want to move, wait for the cursor to
display four arrows and simply drag the data to the new place on the
worksheet.

235
MGSLG – Gr11 CAT Study Guide
Handling a worksheet as a whole
A worksheet can be moved or copied in its entirety to another workbook.
You click on the tabs to get to the different worksheets.
Right click on a worksheet tab at the bottom of the spreadsheet, a drop-down list
appears – insert, delete, rename, move or copy, tab colour, hide.

Move or copy a worksheet

In the same workbook
Click right – move or copy – make sure that the check box at create a copy is ticked if you
want to keep a copy in the workbook you are working in.
To another workbook
You can use an existing or new book. Make sure about the create the copy!

236

Practical – Microsoft Excel

 Protection of worksheets
It is sometimes necessary to lock a whole worksheet or parts of it to prevent changes
being made to it, especially when you whare your work with somebody else.
Protect the whole worksheet
Click right – protect sheet – dialog box appear – type in a password – click ok

To unlick – click right unprotect sheet – enter password.

Make cells available when the worksheet is protected
Make sure that the worksheet is not protected
• Select the cells that you want to change.
• Click on the arrow at the font group on the home tab – format cells dialog box –
work in protection

To unlock cells, remove the tick at locked – click on ok

Right click on the worksheet tab and protect the whole worksheet – you can now
make changes to those cells from which the locked protection has been removed.

237
MGSLG – Gr11 CAT Study Guide
Gridlines
Gridlines are the faint lines in a worksheet. If you do not want the gridlines to
display, you can remove the tick at gridlines in the show group on the view tab.

Freeze panes
Whenever you're working with a lot of data, it can be difficult to compare information
in your workbook. Fortunately, Excel includes several tools that make it easier to
view content from different parts of your workbook at the same time, including the
ability to freeze panes and split your worksheet.
https://youtu.be/zuhs
UNBeNHw
You can choose to freeze:
• the top row of data
• the first column of data or
• rows and columns of your choice.
You may want to see certain rows or columns all the time in
your worksheet, especially header cells. By freezing rows
or columns in place, you'll be able to scroll through your
content while continuing to view the frozen cells.
Freeze Rows
Select the row below the row(s) you want to freeze. In our example, we want to
freeze rows 1 and 2, so we'll select row 3 or alternatively you can simply click in cell
A3.
On the View tab, select the Freeze Panes command, then choose Freeze Panes
from the drop-down menu.

238

Practical – Microsoft Excel

 The rows will be frozen in place, as indicated by the gray line. You can scroll down
the worksheet while continuing to view the frozen rows at the top. In our example,
we've scrolled down to row 18.

To freeze columns:
Select the column to the right of the column(s) you want to freeze. In our example,
we want to freeze column A & column B, so we'll select column C.
On the View tab, select the Freeze Panes command, then choose Freeze Panes
from the drop-down menu.

The column will be frozen in place, as indicated by the gray line. You can scroll
across the worksheet while continuing to view the frozen column on the left. In our
example, we've scrolled across to column E.

239
MGSLG – Gr11 CAT Study Guide
If you only need to freeze the top row (row 1) or first column (column A) in the
worksheet, you can simply select Freeze Top Row or Freeze First Column from the
drop-down menu.

To unfreeze panes:
If you want to select a different view option, you may first need to reset the
spreadsheet by unfreezing panes. To unfreeze rows or columns, click the Freeze
Panes command, then select Unfreeze Panes from the drop-down menu.

Source: https://edu.gcfglobal.org/en/excel/freezing-panes-and-view-options/1/

Use different print options such as print area

If you need to print an Excel spreadsheet, there are various options you can choose
from.
For example, you can choose to print the entire workbook, just a single sheet or a
selection.

240

Practical – Microsoft Excel

 Keep in mind:
It is important to do a print preview before actual printing. Especially for large
worksheets. The commands in the page setup group on the page layout tab can be
used to specify print options.
If you only want to print a section of a worksheet, you can set print area:
First select the section or area that you want to print – then click on the print area
command and select set print area.
When you are printing a very large worksheet that will take up several pages when
printed, it is useful to repeat the row and column headings on each page:
The print titles command allows you to specify which columns/rows must be
repeated.
You can even specify where you want to insert page breaks:
Click on breaks
Most options can also be set in the page setup dialog box. Use the method that
works best for you.

241
MGSLG – Gr11 CAT Study Guide
Always try to use fewer pages by manipulating the layout of a worksheet in the
following ways:
• Changing the orientation. Landscape orientation, to fit more data on a line.
• Changing how many columns are on a printed page. You can do this using the
scaling options in the Print menu.
• Setting the width of the margins. Narrower margins mean that there is more
space in the main body of the page for the data to fit on to.
• Use Scaling, fit to one page in Page Setup.
• Drag the page break lines as you please in the Page Break View.

Integration techniques within package e.g. linking cells and formulas

between sheets
A spreadsheet file consists of one or more worksheets. It is often necessary to link
cells in different worksheets, for example when you want to do a function in
worksheet 1 by using worksheet 2's information.
There are different methods that you can use to do this, namely:
• Key in the '=' sign into a cell in one worksheet. Then click on a different cell in
another worksheet and press ENTER. The value will display in the first
worksheet. This will automatically update when the data change in the second
worksheet.
• Use copy and paste. When pasting, select paste link under other paste options.
• The total can also be calculated directly in one worksheet.

242

Practical – Microsoft Excel

 How to do a function between worksheets:
• Key in a cell =sum(
• Select the range in another worksheet
• Close the bracket and press ENTER
• The function – e.g. =Sum('worksheet1!D2:D31) will display in the worksheet
Templates

https://www.google.com/se
arch?q=how+to+create+a+te
mplate+in+excel&sca_esv=0
12f470da02fcbcc&sxsrf=ADL
To understand more about Excel
Templates, whatch the following
video

If you often use the same layout or data in a workbook, save it as a template so you
can use the template to create more workbooks instead of starting from scratch.
You can use one of your own templates to create a new workbook, or you can use
one of the many predefined templates that you can download from Microsoft Office
Online.
If you’re saving a workbook to a template for the first time, start by setting the default
personal templates location:
Click File > Options.
Click Save, and then under Save workbooks, enter the path to the personal
template's location in the Default personal templates location box.
This path is typically: C:\Users\[UserName]\Documents\Custom Office Templates.

Click OK.

243
MGSLG – Gr11 CAT Study Guide
Once this option is set, all custom templates you save to the My Templates folder
automatically appear under Personal on the New page (File > New).
Open the workbook you want to use as a template.
Click File > Export.
Under Export, click Change File Type.
In the Workbook File Types box, double-click Template.
In the File name box, type the name you want to use for the template.
Click Save, and then close the template.

Typical examples of templates: Basic invoices, Receipts, Personal budget, Time

sheets, etc.

Plan and design own documents for specific scenarios and inquiries
Excel can be used to solve all kinds of real-life problems. But how do you turn those
problems into formulas that Excel can understand? All it takes is a little bit of
planning (and some basic math). To learn more, check out the video below!

https://youtu.be/5mMAGcZ
aItg

244

Practical – Microsoft Excel

 When you use Excel to solve problems, you need to start with an end-goal in mind.
Ask yourself what you want the data to show and how you will show it. Not all
problems can be solved with the same formulas or functions.
Excel is a useful tool to use to solve real life problems. However, it can seem very
overwhelming when you are looking at the problem and trying to figure out how to
solve it using formulas and functions.
All you need to solve problems is some planning, some basic Maths skills and an
idea of how formulas and functions work.

Integration with other packages:

You can integrate Excel with other Microsoft Office tools to boost efficiency and
guarantee data consistency.
• Link Excel data with Word for dynamic documents and use mail merge for
personalized letters.
• Embed real-time Excel charts in PowerPoint to enhance presentations.
• Sync Excel with Outlook to manage calendars and automate emails.
• Embed Excel files in OneNote for organized note-taking and data tracking.
• Combine Excel with Access for robust data analysis.
• Share Excel files via Teams for real-time collaboration.
• Utilize Power BI to create interactive data visualizations.
Troubleshooting spreadsheets
Symptoms: Excel formula not working correctly, it returns an error or a wrong result.
This section provides a summary of the most common mistakes people make when
creating formulas in Excel and solutions to fix them.

Match all As you know, the arguments of Excel functions are entered
opening and within the parentheses. In complex formulas, you may need to
closing enter more than one set of parentheses, one within another, to
parentheses in indicate the order in which the calculations should take place.
a formula When creating such a formula, be sure to pair the parentheses
properly so that you always have a right parenthesis for every
left parenthesis in your formula. Microsoft Excel displays the
parentheses pairs in different colors as you enter them in a
formula.
Enter all All Excel functions have one or more required arguments. Some
required functions also have optional arguments, which are enclosed in
arguments in [square brackets] in the formula's syntax.
an Excel A formula must contain all of the required arguments, otherwise
function Excel displays "You've entered too few arguments for this
function" alert.
If you have entered more arguments than allowed by the
formula's syntax, you will get "You've entered too many
arguments for this function" error message.

245
MGSLG – Gr11 CAT Study Guide
Do not nest When nesting two or more Excel functions into each other, e.g.
more than 64 creating a nested IF formula, remember about the following
functions in a limitations:
formula In Excel 2016, Excel 2013, Excel 2010 and Excel 2007, you can
use up to 64 nested functions.
Don't enclose In Excel formulas, any value enclosed in double quotes is
numbers in interpreted as a text string.
double quotes What it means is that if you enter a formula like =IF(A1>0, "1"),
Excel will treat number 1 as text, and therefore you won't be able
to use the returned 1's in other calculations. To fix this, just
remove the double quotes around "1": =IF(A1>0, 1).
So, whenever you are writing a formula for numerical values,
follow this simple rule: don't enclose numbers in double quotes
unless you want them to be treated as text.
Enter numbers When using a number in an Excel formula, don't add any
without any decimal separator or currency sign like $ or R.
formatting Remember that in Excel formulas, a comma is typically used to
separate a function's arguments, and the dollar sign makes an
absolute cell reference.
For instance, instead of entering $50,000 in your formula, input
simply 50000, and use the Format Cells dialog (Ctrl + 1) to
format the output to your liking.
Make sure Numbers formatted as text values are another common reason
numbers are for Excel formulas not working. At first sight, they look like
not formatted normal numbers, but Microsoft Excel perceives them as text
as text values strings and leaves out of calculations.
The visual indicators of text-numbers are as follows:
Numbers formatted as text are left-aligned by default, while
normal numbers are right-aligned in cells.
Separate Most of us are used to separating function arguments with
function commas. However, this does not work for everyone's Excel. The
arguments character you use to separate arguments depends on the List
with a proper Separator set in your Regional Settings.
character Comma is the default list separator in North America and some
other countries. In European countries, comma is used as the
decimal symbol and the list separator is usually set to semicolon.
For example, in North America you would write =IF(A1>0, "OK",
"Not OK"), while European users of Excel should put the same
formula as =IF(A1>0; "OK"; "Not OK").
So, if your Excel formulas are not working because of "We found
a problem with this formula..." error, go to your Regional Settings
(Control Panel > Region and Language > Additional Settings)
and check what character is set as List Separator there. And
then, use exactly that character to separate arguments in your
Excel formulas.

246

Practical – Microsoft Excel

 Activities Excel

Activity 1 – Consolidated Gr 10 Revision

Open the Stats Spreadsheet to reinforce content, concepts and skills from Grade 10: Do
the following:
1. Change the order of the Extra_Ekstra and Stats worksheets so that the Stats
worksheet appears before the Extra_Ekstra worksheet.
2. Change the colour of the 'tab' of the Stats-worksheet to a colour of your choice.
Work in the Stats worksheet.
3. Change the formatting and the display of cell I2 to appear the same as cell H2.
4. Shade row 2 (heading row) a shading lighter that row 1.
5. The data in Columns D and E display 'FALSE' instead of 'NO'. Use a spreadsheet
feature to change all the appearances of the word 'FALSE' to 'NO'.
6. Column F display the number of times that a team participated in a World Cup.
Insert a function in cell L3 to determine the most times that a team has participated.
7. Determine the average number of points (column I) in cell L4 that a team achieved
in a World Cup. Round off your answer to 2 decimal places.
8. Calculate in cell L7 how many countries that participated, is part of Europe,
(column C).
9. Use a function in cell L11 to determine how many teams never won any Titles. Use
column H for this function.
10. 'Germany' won 18 games in a World Cup tournament. Use a formula in cell L12, to
calculate which percentage it represent of the total number games won by teams –
column F.
11. Determine the highest participation (Column F) in the Wold Cup Tournament in
cell L13.
Work in the Stadium_Stadion worksheet.
12. Select the data in cell A1:E14 on this worksheet to prepare it for printing.
NOTE – no printing is necessary. Set the data so that it will only print in black and
white.
13. Use a function in cell D16 to display the smallest capacity of a stadium.
14. The chart in this worksheet displays the capacity of the different stadiums. Make the
following changes to the chart:
14.1 Add an appropriate title to the chart.
14.2 Fill the bar with the smallest capacity with any other colour. Use any texture
style as fill colour.
14.3 Use the image 3Stad.jpg in your exam folder to fill the 'chart area' of the
graph.

247
MGSLG – Gr11 CAT Study Guide
15. Use a function to calculate the number of stadiums (Column A) used in the World
Cup in cell D17.
16. Generate a random number between 1 and 12 in cell E3. Copy this function down to
the all the cells in Colum E.
Work in the Subtotal worksheet.
17. Format Column C in South African currency.
18. The worksheet is currently sorted according to Column A. Use a Spreadsheet
feature and sort the worksheet also according to the Stadiums (Column B).
NOTE: Do not remove the current sorting.
19. The price per ticket is displayed in Column C and the capacity of each stadium,
displayed in Colum D. Use a formula to display the total amount that the tickets are
supposed to generate, in Column E.
20. Add the current date, by using a function in cell F1.
21. Use a spreadsheet feature to give cell F1 the name 'date'.
22. In cell F2 they attempted to calculate the average capacity per stadium. There is an
error message. Correct this error.
23. Add the file name as a field on the right side of the header of this document.
Save and close the Stats spreadsheet.

Activity 2 – Absolute Cell Referencing

Open the Participants Spreadsheet. Work in the Tickets worksheet.
1. Make use of a formula in cell D4 to calculate the price in South African Rand using
the exchange rate given in cell I1. Ensure that the formula can be copied down to
cell D21.
2. Insert a function in cell I4 to determine how many times each one of the Sports Code
(Column A) appear in the spreadsheet. Ensure that you do the function in such a
way that you can copy it down to cell I12 by using absolute cell referencing on the
range.

248

Practical – Microsoft Excel

 Activity 3 - AutoFill
Open the AutoFill Spreadsheet and follow the instructions in the document.

Activity 4 – Count Functions

Open the Hikes Spreadsheet and do the following:
Number of Provinces in cell B17.
Number of empty cells in cell B18.
Total Weekend hikes more than 150 in cell B19.
How many Provinces will have long hikes in cell B20.

Activity 5 – Conditional Formatting

Open the Rain Spreadsheet and apply Conditional Formatting as follows:
Column D all values greater than 50 – any formatting of your choise.
Column E all values greater than or equal to 100 – fill with any light green colour.
Column F top ten items in a red font.
Column G bottom 20% with a red border.
Column H – fill with a gradient fill purple data bar.
Column I – use a 3-color scale with a midpoint of 20 and a maximum value of 78. Tip:
Change the values to number and not Percentage.
Column M – use a green & yellow 2-color scale.
Column O – A 3-flag icon set with a red flag if the value is greater than or equal to 200, a
green flag if the value is greater than or equal to 50 and a red flag with values less than 50.

249
MGSLG – Gr11 CAT Study Guide
Activity 6 – Sumif, Simple IF Function, Conditional Formatting, Chart
Open the Tourist Spreadsheet and do the following:
1. Use a SUMIF function in cell C3 to determine the total number of tourists who visited
Egypt during the peak season (column B) in 2019 (column G).
2. The totals in column H should calculate the total number of tourists per month from
2015 to 2019; however, this does not happen as expected for all the months.
Insert a formula in cell I6 to display the text 'Correct' if the total in column H
corresponds with the total number of tourists from 2015 to 2019, or else the text
'Error' must display.
Copy the formula down to the other cells.
3. Use a spreadsheet feature to apply a fill colour of your choice to the cell C6:G79
when the number of tourists is lower than the average for the five years (2015 to
2019).
Work in the Chart_Grafiek worksheet.
4. Edit the chart to appear as follows:

250

Practical – Microsoft Excel

 Activity 7 - Charts
Open the Charts document and do the following:
1. Change the chart in the Learners worksheet so that it looks like the example
below, by following the instructions under the screenshot (do not change any
colours).

A picture of what your final chart should look like is also given below the chart in the
worksheet.

• Add the vertical axis title 'Learners'.

• Ensure that only 4 horizotal gridlines are displayed.
• Fill the 'Restaurant' data point (column) with the image 2Hamburger.jpg, so that
each image represents 5 learners.
• Ensure that the data point for 'Books Galore' is included as shown in the
example.
2. Work in the Chart_Grafiek worksheet. Change the chart/graph to display similar to
the one shown below.
NOTE:

• Change the chart/graph to a bar chart/graph.

• Remove the data of the province with the least number of entries from the
chart/graph. DO NOT remove the data from the spreadsheet.
• Apply any glow effect to the data series.
• Change the gap width to 50%.
• Change the colour of the major vertical gridlines to red.

251
MGSLG – Gr11 CAT Study Guide
Save and close the Charts spreadsheet.

Consolidation Activity
Open the Admin spreadsheet and work in the Summary worksheet.
1. Make the following formatting changes:

• Change the orientation of cell A1 to 50°.

• Format cells B2:D2 to appear as follows (do not change any colours):
2. The number of Lucky Draw tickets sold by each class is stored in column E, and the
total amount collected from the sale of all these tickets is stored in cell E19.
Insert a formula in cell E1 to calculate the cost per ticket.
3. Change the conditional formatting of cells E3:E17, so that only the highest 5 (five)
values stand out from the other cells in this range.
4. Use the LARGE function in cell J4 to determine the second highest number of tickets
sold by a class.
5. Insert a function in cell J6 to determine how many classes sold more than 50 tickets.
6. The average number of tickets sold by a grade is calculated in cell J8.
Use the ROUND function to round this value to a whole number.

252

Practical – Microsoft Excel

 7. Replace the value in cell J15 with a function to calculate the number of tickets sold
by the Grade 11 classes.
Note that the function should still work if it were to be copied to the other grades in
that table.
8. Use the RANDBETWEEN function in cell J18 to generate a random whole number
from 1 to 711 (for the winning Lucky Draw number).
9. Insert a function in cell J20 to calculate the total amount paid by learners for bus fees
and food packs.
You can obtain the data you need for this in column K of the Learners worksheet.
10. Locate the chart on the Chart1 worksheet.
Copy and move the chart worksheet to the 2_Chart spreadsheet which can be found
in your test folder.
Save the spreadsheet, but do not close it yet.
Work in the Learners worksheet.
11. Make use of an IF function in cell F4 to display the word 'Own' if the amount in
Column G is equal to R0. If the amount is greater than R0, the cell must remain
empty. Copy the function down in Column F.
12. Make the necessary changes to the worksheet to ensure that

• rows 1 to 3 always remain visible (are ‘frozen’) if a user scrolls down the
worksheet
• if the worksheet is printed, and the printout takes up more than one page, then
the column headings in rows 1 to 3 will be repeated on each page.
(Do NOT print!)
Save the spreadsheet, but do not close it yet.
Work in the Outreach worksheet.
13. Protect only cells B2:B6 in this worksheet, with the password 123.
Save and close the spreadsheet.

Questions from past papers

A summary of the Rugby World Cup schedule is saved in a spreadsheet worksheet. Some
analysis still need to be done.
Open the 3Schedule_Skedule spreadsheet.
Work in the Fixtures-worksheet.
3.1 The heading in cell A1 is currently merge to column G. Make the necessary changes
to merge it to column J. (1)
3.2 Add a thick bottom border below row 2. The colour of the border needs to be one
shade darker as the top shaded header row. (2)

253
MGSLG – Gr11 CAT Study Guide
3.3 Format cell H3 to display it as follows: (1)

3.4 Change the format of the dates in column A to display as MMM-dd. (2)
3.5 The content are currently sorted by groups – column G. Change the sorting so that
the content of the worksheet will display the dates in order by Column A – the last
date will be 13 October 2019. (2)
3.6 At the time the spreadsheet was compiled, some of the countries still needed to qualify
for the World Cup. Canada qualified on the last minute for the World Cup. Replace all
the instances of the words 'Repechage Winner' with the word 'Canada' in column D.(2)
3.7 Conditional formatting is currently applied to column G. Change the formatting so that
each Group – A, B, C and D – will display in a different shading of the same colour.
NOTE: Group A must be shaded as the lightest and Group D as the darkest shading.
TIP: Use Manage Rules. (5)
3.8 Format Column H and Column I in South African currency. (2)
3.9 Determine in column J the difference between the highest and the lowest price per
ticket per match. (3)
3.10 Use a function in cell O4 to determine how many matches took place on a Monday.
(3)
3.11 Use a function in cell O12 to determine the highest price (column I) paid for a match.
Copy the function down to determine the 2nd and 3rd highest prices. (5)
3.12 The exchange rate from South African Rand to America dollar (US Dollar) is currently
$1,00 for R14.58 – cell N17. Convert the amount in cell L18 (currently in South
African Rand) to display what a person will pay in 'US Dollars'. Use cell N18 for your
calculation. (3)
3.13 Calculate in cell N20 the total amount that Yokohama stadium will generate. Use the
highest price (column I) for the calculation. (4)
Work in the Stadium worksheet.
3.14 Use the subtotal feature to determine how many games will take place per stadium
(column E). (4)

254

Practical – Microsoft Excel

 Work in the Ranking worksheet.
3.15 The worksheet consists of the top 11 ranking of the World Cup Rugby teams,
comparing the previous World Cup in 2015 with 2019. Use a function to indicate if the
team improved or not.
If the country’s ranking is smaller in 2019 than in 2015, display the word 'Improved'. If
no improvement occurred, the cell must remain empty. (5)
Work in the Calendar worksheet.
3.16 Protect only cells B2:B25 of this worksheet with the password: 123. (3)
Work in the Pool worksheet.
3.17 Freeze row one of this worksheet so that the headings will be vissible when scrolling
down. (1)
3.18 Change the tab of the Pool worksheet to any shading of the same colour that is used
in the other worksheets. (2)
Save and close the 3Schedule_Skedule document. [50]

QUESTION 3: SPREADSHEET

The owners of The Tigers Canyon are very interested in other wild animals as well.
Open the 3Statistics_Statistieke spreadsheet and continue working in the Animals
Hunted_Diere Gejag worksheet that summarises the hunting of wild animals in
South Africa over five years.

3.1 Format the headings in row 3 to appear in the cells as shown in the screenshot: (1)

3.2 Format the cells in column K to display the top 3 in the range, in a green fill with
a dark green text. (2)

3.3 Use a function in cell K29 to calculate the total number of animals, more than
100, that were hunted in column K. (3)

3.4 Calculate the number of animals hunted that appear the most in cell K31. (2)

3.5 Calculate in cell K33 the % of tigers (cell K18) that were hunted over five years in
comparison to the total amount of animals hunted. Round the function of to 2 (4)
decimals.

255
MGSLG – Gr11 CAT Study Guide
3.6 Calculate in cell K35 the second highest total number of animals that were
hunted in all provinces. Use the range B27:J27 for this calculation. (3)

3.7 Make sure that row 1 - 3 of the spreadsheet will be visible while scrolling
through the rest of the worksheet. (1)

3.8 The chart in the ‘Chart_Grafiek’ worksheet displays the number of animals
hunted over five years in the different provinces. Format the chart so that it is
displayed as in the example below:

• Change the chart type so that the chart is displayed as in the screenshot
above. (1)

• Change the colour of the bars in the chart to display any colour ‘pattern fill’
style. (1)

• Minor tick marks must be displayed on the vertical axis of the chart. (1)

• The title of the vertical axis of the chart must be displayed as shown in the
screenshot. (1)

• The ‘Chart_Grafiek’ worksheet must appear as the second worksheet in the

spreadsheet. (1)

256

Practical – Microsoft Excel

 3.9 Continue working in the ‘Table_Tabel’ worksheet and create a hyperlink on the
image of the animal to link with cell A24, in the ‘Animals Hunted_Diere Gejag’
worksheet. Ensure that a screen tip, 'Endangered Species', is displayed. (3)

Save and close the 3Statistics_Statistieke spreadsheet. [24]

QUESTION 4: SPREADSHEET

The 4Visits_Besoeke spreadsheet shows the number of guests that visited some
animal farms in our country over five years.

Open the 4Visits_Besoeke spreadsheet and work in the Bookings_Besprekings

worksheet.

4.1 Calculate in cell G4 the amount of money that guests paid 'The Tigers Canyon'
for accommodation for the period 2015 – 2019 (adults plus children). The tariffs
for adults and children respectively are shown in columns C and D and the
number of visitors are shown in columns E and F. (3)

4.2 The animal farms are awarded with stars according to the number of guests that
visited the farm over five years.

The following criteria is used to award an animal farm with a star:

• Gold for more than 700 visitors (Adults + Children)

• Silver for more than 550 visitors (Adults + Children)
• Bronze for more than 450 visitors (Adults + Children)
• No star for less than 451 visitors (Adults + Children)

Use a function in cell H4 to determine if the animal farm is going to receive a

star. The word 'Yes' must display if the total amount of visitors is more than 450
and the word 'No' must display if the total amount of visitors is less than 451.
(5)
Copy the function down to the rest of the column.

4.3 Carli used a function in cell D22 to calculate the average tariff for children.
Unfortunately, she made a mistake in the function. Rectify this error. (1)

4.4 Change the colour of the sheet tab to a blue colour. (1)

4.5 Remove the comment that appears in cell H22. (1)

Save and close the 4Visits_Besoeke spreadsheet. [11]

257
MGSLG – Gr11 CAT Study Guide
Solution Development Questions from past theory papers: (Question 8)

8.1 Study the screenshot of a spreadsheet below.

8.1.1 Which spreadsheet feature would you use to complete the list of months in column A
without having to type them in? (1)
8.1.2 Give TWO ways of formatting the number values in columns B to D in a more
meaningful way. (2)
8.1.3 Why are the values (not the formatting) in the cell range D3:D9 NOT correct? (1)
8.1.4 Name ONE function to determine the total of the values in columns B, C and D. (1)
8.2 Give ONE reason for the appearance for each of the following error messages in
Excel:
8.2.1 Hash symbols (####) in cells. (1)
8.2.2 #NAME? (1)
8.3 You experience the following error indication in MS Excel. State why it would appear
and suggest a solution for it: (2)
8.4 During the auditions for the school’s talent show the contestants need to have above
75 points to progress to the second round.

Study the following graphic of an Excel spreadsheet and answer the questions that
follow.

8.4.1 Why is the result in cell C4 incorrect? (1)

8.4.2 How can the “If statement” be changed to make sure the correct result will display?

258

Practical – Microsoft Excel

 (1)
8.5 What can you do to make an Excel worksheet fit on one page when you print it,
besides reducing the font size? (1)
8.6 Which spreadsheet feature can be used to copy the results of a formula from one
spreadsheet to appear in another spreadsheet without copying the formula? (1)
8.7 The spreadsheet below indicates the marks of some learners.

8.7.1 The marks in column B were adjusted to display the next whole number in column C.
Which spreadsheet function was used to return the next whole number in column C?
(1)
8.7.2 The function displayed in the formula bar was used to give the result in cell C6.
Why is the result in cell C6 a '0' (zero)? (1)
8.7.3 Which spreadsheet function can be used to determine the number of learners listed
in the spreadsheet? (1)
8.8 What is the difference in use between the COUNT and the COUNTA spreadsheet
functions? (2)
8.9 Data appears in cells A1:W100 in a spreadsheet.
Which spreadsheet option would you use to print only the cell range A1:D10? (1)
8.10 You wish to paste a graph from a spreadsheet into a word processing document.
Which Paste Special option would you use to enable the graph in the word
processing document to update when the data in the spreadsheet changes? (1)
8.11 Why do the letters C and D not appear in the spreadsheet, as shown in the
screenshot below? (1)

8.12 Explain the concept of a circular reference in a spreadsheet.

259
MGSLG – Gr11 CAT Study Guide
8.13 The operator ^ can be used in Excel to return the result of the expression
2 x 2 x 2 (i.e. =2^3).
Give the nape of an Excel function that can be used, instead of the ^ operator, to
return the same result. (1)
8.14 Study the following function that was entered in cell H25 of a spreadsheet, and
answer the questions that follow:
=IF(G1>=90,distinction,"")
8.14.1 Suppose the value 80 is entered in cell G1. What will be displayed in cell H25? (1)
8.14.2 Explain why the function will give an error message, if the value 90 is entered in
cell G1. `(1)

260

Practical – Microsoft Excel

 Summary of Database (Access)
Database (Access)
A database is like an organised digital filing cabinet. It's a place where you can save lots
of different types of information, like names, numbers, dates, and even pictures or
videos. This information is categorised and organised by different fields.

Think of your school bag that is used to carry all your things such as
textbooks, workbooks, stationery, a lunch box…

Imagine your school bag has a name: Sam. Sam is more than just a bag - he
is a database in disguise. Inside Sam's interior, there were four main
compartments: Textbooks, Workbooks, Stationery, and Lunch Box. Each
compartment represented a table in Sam's database.

The Textbooks compartment was like a table with fields for Title, Author, Publisher, and Page Count.
Each textbook was a record in this table, with its own set of properties for these fields. For example,
the record for "Mathematics" might have the values "Mathematics", "John Smith", "ABC Publishers",
and "250".

The Workbooks compartment was another table, with fields for Subject, Grade Level, and Number
of Pages. Each workbook was a record in this table, with its own set of properties. For instance, the
record for "Science Workbook" might have the values "Science", "Grade 11", and "100".

The Stationery compartment was a table with fields for Item Name, Quantity, and Type. Each
stationery item was a record in this table, with its own set of properties. For example, the record for
"Pens" might have the values "Pens", "5", and "Writing Utensils".

Finally, the Lunch Box compartment was a table with fields for Food Item, Expiration Date, and
Allergens. Each food item was a record in this table, with its own set of values. For instance, the
record for "Sandwich" might have the values "Sandwich", "2023-08-25", and "Gluten".

As you add or remove items from the bag, the records in each table updated accordingly. Sam's
database was always up-to-date and showed the current contents of the bag.

If you have to find all the textbooks for a particular subject, Sam's database makes it easy. You can
simply query the Textbooks table for records with the desired subject, and Sam will return the
relevant textbooks.

Similarly, if you need to count the total number of pages in all workbooks, Sam's database can
quickly sum up the values in the Number of Pages field for all records in the Workbooks table and
present this in a report.

Sam, the school bag database, makes it easy for you to keep track of your belongings and stay
organised.

261
MGSLG – Gr11 CAT Study Guide
Access objects
Access objects can be used to view, enter, organised, sort, extract or display information in a
database. The following objects in Access are:

Tables Forms Reports Queries

used to add
used to store used to give used to find
and update
data and feedback from and retrieve
data in the
information the table specific data
table

Tables
So, now that we know that the table is the base that holds all the information, let's dig a little deeper
into the settings and properties of a database table in Access.

Table Structure:
A database table is a structured collection of data that is organised into rows and columns.

What is a field?
The columns represent fields of each record with a unique name (Field Name).

What is a record?
The rows represent individual records or entries in the table.

Views
To work in a database table, we will toggle between two different views:

Displays the
information in a
table

Provides access
to design and
create the table

Field names
Field names are descriptive headings which defines the data stored in that column. As a user you can
create your own field names that will assist you to identity the information. Fields names should be
short and precise so that it is clear what information will be entered.

262

Practical – Microsoft Access

 Data types
Data types determines the type of information that will be captured. This can include text, numbers,
dates or even attachments. Each field name will have its own data type. The following data types can
be found in a database table:

Data type Description What to usage it for?

Stores data with a maximum length of Used for names, titles, or any text that does not
Short Text
255 characters. exceed 255 characters.
Allows for larger amounts of text. Suitable for descriptions, comments, or any
Long Text
lengthy text entries.
Stores numeric data. Used for calculations, statistics, or any numeric
Number
data that fits within the specified range.
Large A numeric data type that can store large Useful for very large values that exceed the
Number figures. standard Number type.
Stores date and time values. Used for recording timestamps, event dates, or
Date/Time
any temporal data.
Date/Time Similar to Date/Time but gives a more Useful for requiring high precision in date and
Extended precise date and time. time calculations.
Stores monetary values. Used for financial calculations, ensuring
Currency
accurate representation of currency values.
Automatically generates a unique value Useful for uniquely identifying records in a table
AutoNumber for each new record, typically used as a without manual input.
primary key.
A Boolean data type that stores Used for a result with only two possible values.
Yes/No
true/false values
Stores data such as images, graphs, or Useful for embedding multimedia or complex
OLE Object
other objects. objects directly within the database.
Stores links to documents or files. Used for linking to external resources, websites,
Hyperlink
or documents.
Allows for the storage of multiple files Useful for associating files with records, such as
Attachment (like images, documents) per record, attaching a copy of an ID document.
with a size limit of about 2 GB.
A field that derives its value from an Useful for calculating values, such as totals or
Calculated
expression using other fields. averages based on other data.
A tool that helps create a field that Useful for ensuring data integrity by limiting
Lookup
retrieves values from another table or a entries to a specific set of values.
Wizard
value list.

A primary key is a property that uniquely identifies each record in a table. It ensures that
there are no two rows that have the same value for the primary key field.
Typically used for fields that would have unique values such as ID numbers, entry codes,
passwords, etc.

263
MGSLG – Gr11 CAT Study Guide
Properties
The data types can also have various properties that can define how information is entered into that
field.

Property Data types Description

Short Text Maximum length (up to 255 characters)
Number/ Determines the ranges within a number:
AutoNumber
Field Size

Text (Short/Long) Text formatting (lowercase/uppercase)

Number/ Determines the format of a number:
Currency/
AutoNumber

Date/Time Determines the format of a date/time:

Format

Yes/No Display a specific Boolean value:

All Used to ensure data accuracy and specific

Input mask data format. Character codes have to be
used to specify the type of data format.
All Displays a different field name in datasheet
Caption
view.
Default Value All Predefined value that will automatically
display for each new record.
All Used to specify requirements and restrict
Validation rule data entry using relational and logical
operators.
All A message that will display if the validation
Validation text
rule is incorrect.
All Forces the user to enter data for a field.
Required

All Helps the user to easily search for a field in

Indexed
a table.

264

Practical – Microsoft Access

 Input mask character codes:
Character Description
0 User must enter a digit (0 to 9); entry is required.
9 User can enter a digit (0 to 9) or a space; entry is optional.
# User can enter a digit, space, plus (+), or minus (-) sign;
L User must enter a letter (A to Z); entry is required.
? User can enter a letter (A to Z); entry is optional.
A User must enter a letter or a digit; entry is required.
a User can enter a letter or a digit; entry is optional.
& User must enter any character or a space; entry is required.
C User can enter any character or a space; entry is optional.
Decimal and thousands placeholders, date and time separators; actual
.,:;-/ character used depends on regional settings.
> Converts all characters that follow to uppercase.
< Converts all characters that follow to lowercase.
! Causes the input mask to fill from left to right instead of from right to left.
\ Characters immediately following will be displayed literally

Validation rule (operators):

Operator Description
= Equal to criterion
<> Not equal to criterion Wildcards:
> Greater than criterion
Used to specify text
< Less than criterion
>= Greater than and equal to criterion that begins -, ends
<= Less than and equal to criterion
with or contains a
Specific text values. Wildcards can be used for text that
Like
start with, end with or contain a specific criterion. certain criterion.
Between … and … Specifies values between two specific criteria
In Specifies that the criteria should be part of the list * is used for multiple
Is not Null Specifies that the criteria must not be blank characters: e.g. 082*
NOT Specifies any other input, but the specified criteria
AND Specifies that all of the criteria have to be true is used for one
OR Specifies that one of the criteria has to be true
character: e.g. JKL ???

Formatting (Datasheet view)

When viewing your database table, you can make some formatting changes to enhance efficiency and
use of the records.

Figure 48: General formatting features

Formatting Description
To display or hide the lines.
Gridlines
To change the colour of the lines.
To adjust background colours of the
Background
rows. (Including alternative rows).
Cell effect To change the effect of a cell.

265
MGSLG – Gr11 CAT Study Guide
Forms
A database form is a user-friendly interface that allows users to interact with a database, by
capturing and view data.

Form Structure:
A database form is structured in three different sections:

Form header: This usually displays the title of the form. It could also include images, logos or the
date/time.

Form body: This contains the main content of a form. The fields that are used for data entry. You can
also add different control such as dropdown lists or buttons.

Form footer: This can include any summative information like a calculation or even buttons for
saving or printing.

Views

Displays the information in

a form

Provides access to design

and create the table

Display in form view while

you can make some design
changes

266

Practical – Microsoft Access

 Controls
There are various controls that can be used in a form to make it more user-friendly. We use the
following controls:

Control icon Control name Description

Allows user to enter and display data. It contains a label that
Textbox
can be linked to a specific field.
Label Display static text on a form.

Executes and action when clicked, like saving, printing or

Button
opening a form.
Provides a drop-down list of options a user can choose
Combo box
from.
Creates a box with a border.
Rectangle
Allows to select an option by checking or unchecking.
Check box
Allows users to insert an image in the form
Image

Properties
Controls in the form also has properties that can be adjusted.

▪ Size mode: Zoom, Stretch or Clip

▪ Special Effect: Shadowed, Flat, Raised, etc.
▪ Size: width, height, top & left
▪ Border: colour, width & style
▪ Alignment: Top left, Top right, center, etc,

▪ Show Date Picker: For Dates or Never

(for Date/Time data types)
▪ Format: Currency; Fixed; Standard
▪ Special Effect: Shadowed, Flat, Raised, etc.
▪ Size: width, height, top & left
▪ Border: colour, width & style
▪ Alignment: Top left, Top right, center, etc,

▪ Control source: linked to field name

▪ Row Source: depends on source type
▪ Row Source type:
Table/Query, Value list or Field box

267
MGSLG – Gr11 CAT Study Guide
Reports
A database report is a formatted presentation of data from a database, organised to provide
meaningful insights and information.

Report Structure:
A database report can be structured in 6 different sections:

Report Header: Displays report title, date, and other information on the top of the first page.
Page Header: Displays column headers and other information on the top of each page.
Detail Section: Displays individual data records.
Group Header/Footer: Displays group-level information and summaries, like calculations.
Page Footer: Displays column headers and other information on the bottom of each page.
Report Footer: Displays summary information and totals on the bottom of the last page.

Views

Displays the
information in a
report format

Display a view of
how it will
display if printed

Provides access
to design and
create the table

Display in form
view while you
can make some
design changes

268

Practical – Microsoft Access

 Controls
There are various controls that can be used in a report to make it more user-friendly. We use the
following controls:

Control icon Control name Description

Allows user to enter and display data. It contains a label
Textbox
that can be linked to a specific field.
Label Display static text on a form.

Executes and action when clicked, like saving, printing

Button
or opening a form.
Provides a drop-down list of options a user can choose
Combo box
from.
Creates a box with a border.
Rectangle
Allows to select an option by checking or unchecking.
Check box
Allows users to insert an image in the form
Image

Grouping and sorting

Grouping and sorting are use features in a report that can be used for organising and summarising
feedback.

Feature Description
Grouping allows users to categorise information into specific groups. This can
be used to create summaries and calculations per category.
Sorting allows a user to prioritise specific information in ascending or
descending order.

Calculations
Calculations can be used to provide summarised information in the report. Calculations can be
added in:

The report header/footer: Calculations will be determined for the entire report.
The group header/footer: Calculates will be determined for the categories which will create
subtotals per group.

Examples of calculation:

Calculation Description Example

Sum Determines the total amount =SUM([Cost])
Average Determines the average amount =AVG(Cost])
Count records Determines the number of records =COUNT(*)
Count values Determines the number of values =COUNT([Cost])
Minimum Determines the minimum value =MIN([Cost])
Maximum Determines the maximum value =MAX([Cost])

269
MGSLG – Gr11 CAT Study Guide
Formatting
General formatting can be applied to the report to ensure that it is easy to read and understand.

Formatting group Description

Font size/colour:
Alignment:

Format:
Decimal:

Background image:

Conditional formatting:
Shape fill/outline:

Queries
A database query is a request for specific data from a database, using a structured syntax to define
the desired information.

Queries Structure:
A database query as the following design layout:

Field: Specifies the fields to retrieve

Table: Specifies the table linked to query
Sort: Allows a user to sort the field (ascending or descending)
Show: Allows users to display or not display a specific field
Criteria: Specifies the criteria for a specific field
Or: Specifies an OR criteria for a specific field

Views

Displays the information in a

table

Provides access to design

and create the table

This view simplifies complex

queries and provides a more
user-friendly interface for
understanding queries

270

Practical – Microsoft Access

 Criteria
The criteria allow users to filter for specific information based on defined conditions. By using the
criteria feature data can be filtered based on specific criterion of a field.

The same logic we use for a validation rule can be used in queries. So, the following operators can be
considered when creating a query:

Operators:
Operator Description
= Equal to criterion
<> Not equal to criterion Wildcards:
> Greater than criterion
Used to specify text
< Less than criterion
>= Greater than and equal to criterion that begins -, ends
<= Less than and equal to criterion
with or contains a
Specific text values. Wildcards can be used for text that
Like
start with, end with or contain a specific criterion. certain criterion.
Between … and … Specifies values between two specific criteria
In Specifies that the criteria should be part of the list * is used for multiple
Is not Null Specifies that the criteria must not be blank characters: e.g. 082*
NOT Specifies any other input, but the specified criteria
AND Specifies that all of the criteria have to be true is used for one
OR Specifies that one of the criteria has to be true
character: e.g. JKL ???

271
MGSLG – Gr11 CAT Study Guide
Activity Access (Database)

Activity 1
1. A company created a database to keep a record of their customers.

The screenshot below shows the fields in their database table.

a. Identify TWO fields where unsuitable data types were used.

b. Which field would be more appropriate for a primary key? Motivate your answer.
c. Why would you recommend an input mask for the ContactNumber field?
_____________________________________________________

2. A database contains the surnames and names of learners.

The following criterion appears in the Surname field as a database query:

''Like Smi*''

a. Give the term used to describe the asterisk ('*') when used in the
b. Give the purpose of using the asterisk in the query.
_____________________________________________________

3. Reports allow one to summarise and present data in a database.

a. Explain what the result of or answer to the following function in the report footer of a
database report represents: =Count([Pay])
b. What would the function =Now() in the page footer of a database report display?

272

Practical – Microsoft Access

 Open the 5Access file and answer the questions that follow:
Activity 2
Open the tblDance in Design View:

1. Change the field size of the Entry field to 15.

2. Ensure that the data of the Entry field is inserted in the following format:

• ONE or TWO capital letter characters

• ONE or TWO digits

EXAMPLES: B4, A21, AX8, UN30

3. The validation rule set on the Class field does not work. Correct this validation rule by
referring to the data in this field. Provide suitable validation text.

4. Sound clips of the songs still need to be added.

Add a field with an appropriate field name and data type for sound clips.
5. Move the Year field so that it appears as the last field in the table.
6. Switch to datasheet view and sort the table alphabetically according to the school names.

273
MGSLG – Gr11 CAT Study Guide
Open the 5Access file and answer the questions that follow:
Activity 3
Create a form called Act3a based on the tblDance table, using any layout as follows:

❖ Add all the fields from the tblDance table.

❖ Add the heading 'Entries' in the form header.
❖ The Class field should display the options (A, B, C, D, E, F) in a combo box.
❖ Add your name and surname so that it displays in the form footer.

Save and close the Act3a form.

_____________________________________________________

Open the Act3b form in Design View and modify it so that it appears as the example below:

NOTE:
❖ Make the following changes to the image:
▪ The image size is 7cm x 5cm.
▪ The image size mode is clipped.
❖ The textbox for the heading should be filled with a dark pink colour and the border soze
should be 6 pt.

274

Practical – Microsoft Access

 Open the 5Access file and answer the questions that follow:
Activity 4
Create a query called Act4a based on the tblDance table.

❖ Add the School, Surname, Name and Position fields.

❖ Sort the query alphabetically, first by Surname and then by School.
❖ Display only the records of the participants that obtained first position.
❖ Display only the School, Surname and Name fields.

Save and close the Act4a query.

_____________________________________________________
Open the Act4b query.

❖ Display records where the value in the TotalPoints field is more than 265.
❖ Display only the records from 2 March and 3 March 2017.

Save and close the Act4b query.

_____________________________________________________
Open the Act4c query.

❖ Display all the records where the Entry number is only two characters long.

Save and close the Act4c query.

Open the 5Access file and answer the questions that follow:
Activity 5
Create a form called Act5a based on the tblDance table as follows:

❖ Add the Entry, Class, Title, TotalPoints and Position fields.

❖ Sort the report according to the Title.
❖ Add a function in the report footer to calculate the average TotalPoints. Make sure that
the textbox has a suitable label.

Save and close the Act5a report.

_____________________________________________________

Export the Act5b report as a pdf file with a file name Export.

275
MGSLG – Gr11 CAT Study Guide
Summary of HTML
How to access HTML code?
When you have the html file, right click and select Edit with Notepadd++. The reason we use
Notepad++ is for the colour co-ordination to allow us to identify if we have done something
wrong. If you are creating a file from start then you need to save the file as HTML type. You
must know the difference between a website and a webpage.

Website: is a collection of multiple webpages in which information on a related topic or

another subject is linked together under the same domain address.
Webpage: is a single document on the internet using a unique URL and can be viewed using
a web browser.
Reference 1: https://www.tutorialsmate.com/2021/07/difference-between-webpage-and-website.html#google_vignette

Run the HTML code

When you are working on your code please open the webpage in a browser so you can see
what it looks like and can compare it to the completed webpage that is shown to you in the
start of the question.

Basic structure and tags

For this please see the Grade 10 Study Guide pages 244-247 which covers the basic
structure/syntax and good website deisgn which will not be repeated here. However there
will be reference to these in the activities.

Tags and attributes

Terminology is of great importance and even more so in the practical aspects. For HTML you
will notice we have two aspects of a code, the first is the tag and the attribute.
<TAG attribute=”command”> </TAG>
In the example above you will see the difference between the two aspects. The TAG that we
open (red font) tells the code what we are going to work on. The attribute (purple font) is
the part of that tag we will be working on specifically and adds more detail to that tag.
Always ensure that you close the tag, so it knows where to stop using that command.

276

Practical – HTML
 Please also note that we follow proper coding rules which means we need to adhere to in
regard to nesting. Nesting is closing the tags in the correct order, so if you open <b> and
then <i> we must close the last tag <b> first and then the first tag <i>.
Example: <b><i> Heading</i></b>

Simple text formatting

Text formatting can take place in two parts. First part is the bold tag, italic tag and underline
tag. These tags are inserted alone on text and applies that command to the words between
the open and closing tag.
Examples of these tags are:
<b> makes text bold <b> text </b>
<i> makes text italic <i> text </i>
<u> makes text underlined. <u> text </u>

Detailed text formatting

Next aspects of text formatting are the <font> tag and attributes. This tag allows us to be
more specific in regard to which of the aspects of the font we want to work on, like the size,
face and the colour.
Size = is what size the font must be,
face = is what type the font will be, (Elephant/Comic Sans/Calibri) and
color = remember spelling here is COLOR like the American spelling-specifies the colour of
the text.
Examples:
<font size=”4” color=”purple” face=”Elephant”> TEXT APPLY TO </font>

Horizontal line/rule
Here we can edit the horizontal lines we insert. We can change the lines colour, size and
width across the page. This is one of the tags that open and closes in the same bracket.
Color = changes colour of line
Size = changes the thickness of the line
Width = states how far across the page the line must go.
Example:
<hr color=”blue” size=”3” width=”50%”/>

Lists
When we create lists we have two options:
Ordered list – 1,A,a,I,I Unordered list - bullets
These have a consecutive numbering/letters These are bullets that you can choose, that
run in order. square, circle or disc.

277
MGSLG – Gr11 CAT Study Guide
For lists we need to remember that we specify when an item in the list starts <li> and where
it ends </li> using our list items tag.
Example:
<ol type=”A”> <ul type=”square”>
<li> Blue</li> <li> Dog</li>
<li> Green</li> <li> Cat</li>
<li> Red</li> <li> Frog</li>
</ol> </ul>

Images
To insert images, we use code to give it the file name we want, the height and width of the
image as well as any alternative text which gives a description of the image.
The following tags are used:
<img> tag shows we are now working with the images.
src = to add a file name of which we MUST include the file extension as well.
alt = alternative text (message) or description of the image
align = do we want to right align or left align the image
width = how wide we want the image to be
height = the height of the image.
Sometime we do struggle with an image to center align it – then we use the <center> tag
alone, it forces any code between the tags to be centered, you can use this on a paragraph,
image etc. Just ensure you close it.
Example:
<img src=”Image1.jpg” width=”150” height="200” alt=”Image of a sunset in the
mountains”/>

Links – hyperlinks and bookmarks

Hyperlink: When we add a hyperlink to text it is important to understand that we start with
an anchor tag <a> to show where we place the hyperlink. This anchor comes in front of the
words we want to put the hyperlink on. Once we have the anchor in place, we add the href
which gives the command to start hyperlink, this will then link to either a file or website.
Close the </a> tag after the word you want the hyperlink to end.
Example:
<a href=”https://www.google.com”>Click here to go to Google</a>
<a href=”Page2.html”>Page 2</a>
Bookmarks: We need to have a two-part instruction here. First part is the creation of the
bookmark and then the link to the bookmark.
For this we place the <a name=”BookmarkName”></a> in the webpage where we want to
create the bookmark. There is no text in between the tags here as we are just creating the
bookmark.
Part two of the bookmark is linking it to a text in the webpage. For this we say

278

Practical – HTML
 <a href=”#BookmarkName”> Text to click on</a> and we then have the hyperlink to the
bookmark.
Some hints when you are coding:

• Take note of any instructions and ensure you follow them carefully.
• DO NOT delete the comments where the question numbers are, use them as a
guide as to where you should code.
• The picture of the finished webpage, use as a guide too. See what the webpage
must look like and check it against your final version.
• Every tag must have a closing tag, the colour guides in NOTEPAD++ will show you if
you have missed something.
• Nesting is important – what tag you open first you close last.
• Images must be in the same folder as the webpages so that images will show.
• All images must have the file name and extension to work.

279
MGSLG – Gr11 CAT Study Guide
Basic Tags Formatting Tags continued
Tag Description Tag Description
<body></body> Defines the body of the web page <li></li> Inserted before each list item
<body bgcolor="pink"> Sets the background colour of page <img src="name"> Adds an image
<body text="black"> Sets the colour of the body text <img src="name" align="left"> Aligns an image: "right", "bottom", "top"
Contains information about the web <p align="center"><img Aligns an image in the "center", can also
<head></head>
page src="name"></p> be "middle"
Creates an HTML document – starts and <img src="name" border="1"> Sets the size of the border around an
<html></html>
ends a web page image
<img src="name" width="200"
<title></title> Defines a title for the web page Sets the height and width of an image
height ="200">
<br/> Inserts a line break <img src="name" Displays alternate text when hover on
<!-- --> Comment alt="alternative text"> image or when the image not shown
Text Tags <hr/> Inserts a horizontal line
Tag Description <hr width=”80%”/> Sets the width of a line, in percentage or
<hl></hl> Creates the largest heading absolute value
<h6></h6> Creates the smallest heading <hr size="3"/> Sets size (height) of a line
<b></b> Creates bold text <hr color= "ff0000"/> Sets the colour of the line
<i></i> Creates italic text Table Tags
<u></u> Creates underlined text Tag Description
<font size="3"></font> Sets size of font, from "1" to "7" <table></table> Creates a table
<font color= "green"> </font> Sets font colour <tr></tr> Creates a row in a table
<font face="Times New <td></td> Creates a cell in a table
Roman"></font> Sets font type Creates a table header (a cell with bold,
<th></th>
centred text)
Links Tags <th></th> Creates a table header (a cell with bold,
centred text)
Tag Description <table width="50"> Sets the width of the table
<a href="URL"></a> Creates a hyperlink Sets the width of the border around the
<table border="1">
table cells
<a href="URL"><img <table cellspacing="1"> Sets the space between the table cells
Creates an image link
src="name"></a>
Creates a target location in the Sets the space between a cell border and
<a name="NAME"></a> <table cellpadding="1">
document its contents
Links to a target location created Sets the alignment for cell(s)
<a href="#NAME"></a> <tr align="left">
somewhere else in the document ("left", can also be "center" or "right")
<a href= <tr align="left"> Sets the alignment for cell(s) ("left", can
Links to an e-mail address
"mailto:#NAME"></a> also be "center" or "right")
Sets the vertical alignment for cell(s)
Formatting Tags <tr valign="top">
("top", can also be "middle" or "bottom")
Description <tr valign="top"> Sets the vertical alignment for cell(s)
Tag
("top", can also be "middle" or "bottom")
<p></p> Creates a new paragraph <td colspan="2"> Sets the number of columns a cell should
Aligns a paragraph to the "left" span (merges across columns)
<p align="left"> (default), can also be "right" or Sets the number of rows a cell should
"center" <td rowspan="4">
span (merges across rows)
<ol></ol> Creates a numbered list
<ul></ul> Creates a bulleted list
<ol type="A","a", Defines the type of numbering used
"I","i","1"></ol>
<ul type="disc",
Defines the type of bullets used
"square","circle"> </ul>

280

Practical – HTML
 Activity HTML
Above is an HTML tag sheet for your reference, all files needed for these activities can be
found in the data folder.
Activity 1 – basic structure
Open the html file Act1.html webpage in a web browser and also in a text/html editor
programme.
1.1 Create a basic structure of an HTML webpage. Ensure you have all aspects of the
structure included. Insert the tab name as My Favourites. (5)
1.2 In the body text ensure that you make the whole pages text be a blue colour. (2)
1.3 Insert a heading 1 style on the following text, “Favourite memories”. (1)
1.4 Under the heading insert a paragraph and add the text, “List your 3 favourite
memories from high school”. (1)
1.5 Ensure all tags and closed properly. (1)

Save this webpage as Act1_Fav.html. (We will continue to work in this webpage for the next
few activities.) [10]

Solution Activity 1
<html>✓
<head>✓
<title>✓ My Favourites✓
</title>
</head>
<body✓ text=”blue”>✓✓
<h1> Favourite memories </h1>✓
<p> List your 3 favourite memories from high school.</p>✓
</body>
</html> (all tags closed) ✓
Activity 2 – list and images
Continue with Act1_Fav.html from activity 1. Open the file in HTML editor.

2.1 Under the text “List your 3 favourite memories from high school” create a bullet list
using the square bullets with 3 entries and add 3 of your favourite memories from
high school. (5)
2.2 After the list add another paragraph and then insert the image “Best_Times.jpg”. The
image must be height 120 and width 120. It must be centre aligned and have an
alternative text that reads: “Best times”. (7)
All tags are closed properly. (1)
Save this as Act2_Fav.html. [13]

281
MGSLG – Gr11 CAT Study Guide
Activity 3 – horizontal rules and lists
Open the file Act3Travel_List.html and do the following:

3.1 Add a horizontal rule below the paragraph. (1)

3.2 Add another horizontal rule below the first one with a width of 50%, a size of 5 pixels, and a
colour of red. (2)
3.3 Add a third horizontal rule below the second one with a width of 75%, a size of 3 pixels, and
a colour of blue. (2)
3.4 Add a fourth horizontal rule below the third one with a width of 100%, a size of 10 pixels,
and a colour of green. (2)
3.5 Add an ordered list to the top 5 places listed to visit to make it look like the screenshot
below. Ensure the reasons of why you want to visit to an unordered list to look like the
following screenshot. (7)

Save the file and ensure all tags are closed and nesting is done properly. [14]

Activity 4 – hyperlinks

Open the file Act4.html.

4.1 Inside the head add a title tag with the text "My Favourite Websites". (2)
4.2 Add a heading 1 style with the text "My Favourite Websites". (2)
4.3 Below the paragraph explaining why we enjoy browsing websites:
4.3.1 Add an unordered list <ul> with at least three list items of the given text. (3)
4.3.2 Each list item should contain a hyperlink <a> to the favourite websites, url’s are behind
each websites name. (3)
4.4 Use the target="_blank" attribute to ensure the links open in a new tab. (1)
4.5 Change the colour of the bullet of the google link to green. (3)
Save the file and ensure all tags are closed and nesting is done properly. [14]

282

Practical – HTML
 Activity 5 – images, nesting and closing tags
5.1 Set Up the Document:

Create a new HTML file. Add the basic HTML structure with <html>, <head>, and <body> tags. Inside
the <head>, add a <title> tag with the text "My Favourite Books". (2)

5.2 Add a Heading and Paragraph:

Inside the <body>, add a heading <h1> with the text "My Favourite Books". Add a paragraph <p>
below the heading where you place the describing why people love reading books. (3)

5.3 Create a Subheading and Paragraph:

Inside the <body> below the first paragraph, add a subheading <h2> with the text "Why I Love
Reading". Add a paragraph <p> and place the explanation of the reasons for loving reading. (3)

5.4 Add a List of Books:

Add another subheading <h2> with the text "Top 5 Favourite Books". Below the subheading, add an
ordered list with five list items, each containing the title of a favourite book. (4)

5.5 Nest Elements Correctly:

Inside each list item, add the book title inside an <h3> tag and a short description inside a <p> tag.
Ensure all tags are properly nested and closed. (3)

[15]

Activity 6
Activity Instructions:

6.1 Set Up the Document: Open the file Act6.html.

6.1.1 Ensure the basic HTML structure appears. (2)
6.1.2 Add a <title> tag with the text "My Favourite Superheroes". (2)
6.2 Add a Heading and Paragraph:
6.2.1 Inside the body, add a heading style 1 to the text "My Favourite Superheroes”,
add an italic tag to this heading. (2)
6.2.2 Insert a horizontal line, with a width of 75% and colour pink. (3)
6.2.3 Add a paragraph below the heading describing why you like superheroes. (3)
6.3 Add Colours:
6.3.1 Change the background colour of the page to light blue. (2)
6.3.2 Change the colour of the heading to dark red. (2)
6.3.3 Change the colour of the paragraph to dark green. (2)
6.4 Add an Image: Fix the error to ensure an image of the superhero shows correctly. (2)
6.5 Add lists and hyperlink:
6.5.2 Add a numbered list of the top 3 favourite superheroes. (4)
6.5.3 Add a bulleted list to the reasons why we like each superhero. (4)
6.5.4 Add a hyperlink below the list on the following text “The word top 100 superhero’s”
that link you to the following website:
https://comicvine.gamespot.com/profile/lvenger/lists/my-100-favourite-
superheroes/17520/ . (4)
6.6 Ensure all tags are closed properly and nesting take place as should be. (1)
Save this as Act6.html [30]

283
MGSLG – Gr11 CAT Study Guide
Activity 7
Activity Instructions:

You may NOT use a word processing program such as Word to answer the HTML questions.
• An HTML tag sheet has been attached for your reference.
• All files needed to complete this question can be found in the data folder.
• A web page was created to give people travel information on Mauritius.
Open the incomplete 6_1Win file in a web browser and also in a text/HTML editor.

• Below is a screenshot of what the webpage must look like at the end. Use the
example on the previous page as a guide when answering this question.
• Question numbers appear as comments in the coding to indicate where you should
insert the answer(s). DO NOT delete these comments.
6.1.1 Modify the HTML code so that the document displays in the Tempus Sans ITC font,
as shown in the example on the previous page. (1)
6.1.2 Insert a black horizontal line with a size of 5 below the image. (3)
6.1.3 Link the 6_1Button image to the web address found at the end of the document so
that the website opens when the button is clicked. (2)
6.1.4 Insert the text that appears in the example on the previous page but was left out in
the web page as a level 3 heading. (2)
6.1.5 Modify the list at the bottom of the web page so that the list appears as shown in
the example on the previous page. (2)

Save and close the 6_1Win file. [10]

284

Practical – HTML
285
MGSLG – Gr11 CAT Study Guide