Everything you need to know (practical 11-21)

before the theory exam 0417!

Chapter 11
Generic file formats:
Comma-separated values (.csv): this file type stores data from tables and saves it in text
format, separating text items using commas.
Text (txt) : a text file is not formatted and can be opened by any word
processor.
Rich text format (.rtf) : this file format saves text with some formatting within the
text.
Graphics interchange format (.gif): This file format saves moving and still images and is
an efficient method of storing images in smaller file sizes,
particularly images with solid colour.
Joint photographic expert group: (.jpeg or .jpg) This file format saves still images but not
moving images. It is an efficient method of storing images in
a smaller file size. It is widely used in web pages.
Portable document format : (.pdf) This document is converted to image format. This
displays the contents as if they are printed, but contain
clickable links and buttons, form fields, video, and audio. In
PDF you can protect a document to stop others from editing
it.
Portable network graphics : (.png) This file format compresses image files without any
loss of image quality.
Moving pictures experts group layer 4:
(.mp4) this is not just a single file format but a multimedia
container which is used for storing moving images, audio
files, subtitles, etc. Used to transfer video files over the
internet.
Moving pictures experts group layer 3:
(.mp3) this file format is used to store compressed audio
files. The file size I relatively small but near CD quality.
Used to transfer audio files over the internet.
Cascading style sheet (.css): this is a style sheet commonly attached to one or more web
pages written in HTML. Used to define elements of a web
page.
Hypertext Markup Language : (.htm) This is text-based language used to create content
that a web browser can display.
Roshal archive (.rar): this is a container which can almost hold any type of file in a
compressed format. It is used to reduce the number of bytes
required to save a file, either to save storage space or reduce
transmission time. It was developed by a Russian software
engineer, Roshal Eugene and takes its acronym from Roshal
Archive.
Zip (.zip): this is a container which can almost hold any type of file in a compressed format.
It is used to reduce the number of bytes required to save a
file, either to save storage space or reduce transmission time.
Why generic file formats are used?
Generic file formats are used so that files can be opened in any suitable package or software.
Files created in one computer can opened in another computer.
Chapter 13
Header: area of a document between the top of the page and the top margin.
Footer: area of a document between the bottom of the page and the bottom margin.
The purpose of headers and footers.
Headers and footers make sure elements like page number, logo, titles, filename, etc appear
consistently on every page. They save time because they only have to be entered once.
Chapter 14
What is a corporate house style?
A house style is when a business consistently applies visual design elements across
different media to make them recognisable.
The purpose of corporate house styles.
They were created to save time in planning, creating, setting up, and formatting documents.
They also help in brand recognition. They also help in reducing typing errors such as in an
address or telephone number.
Chapter 15
What is a spell check?
Spell check is carried out by the software. As you work, each word is compared with the
words stored in its dictionary. If words match the software moves on, but if they do not the
incorrect word is highlighted by a red wavy underline. Spell check also checks for repeated
words. For example, “does not not start with”. Spell check suggests words for incorrect
words when right-clicked on the word.
What is a grammar check?
Grammar check will check the text against several grammatical rules to improve the
language structure of the document. When a grammatical error is found, the phrase or word
is highlighted by a blue wavy underline.
What is validation?
Validation is checking whether the data entered is reasonable. The data is checked to see if it
satisfies the given criteria when inputted into a computer. Often done by the computer.
What is verification?
Verification is a way of preventing errors when data is copied from one medium to another.
Verification ensures that the data copied is identical to the original source document. Done
by humans.
Visual verification
Checking for data entry errors by comparing it with the original source document by eye. It
does not check for spelling or grammatical errors.
Double data entry
Data is entered into the system twice. The two sets of data are then compared by the
computer for differences. If a difference is found it is flagged as an error. It can then be
corrected by the user.
What is proofreading?
It is not a form of verification. It is careful reading and re-reading of the document to prevent
spelling and grammatical errors.
Windows: the last line of a paragraph that appears alone at the top of a new page or column.
Orphans: the first line of a paragraph that appears alone at the bottom of a new page or
column.
Chapter 16
Chart types
Pie chart: to compare percentage values. Pie charts compare parts of a whole.
Bar chart: to show the difference between different things.
Line graphs: used to plot trends between two variables.
Chapter 17
The purpose of gutter margin
If the document is to be part of a bound book or a booklet, a gutter will be needed. This is an
area outside the margins that is used to bind the book together. The gutter can be placed to
the top, left, top, or bottom.
The purpose of setting page, section and column breaks.
They are used to manually remove widows and orphans by inserting a page break, section
break, or column break. They can be used to define particular areas of the document. They
force text onto a new page or next column.
Page break
This forces text onto the start of a new page, leaving white space at the end of the previous
page.
Column break
A column break is used to force the text into the top of the next available column, which may
be on the same page or on the next page.
Section break
A section break is used to split areas of a document with different layouts. There are two
types of section breaks: one forces a page break as well as the change in layout and the other
is a continuous break, which allows different layouts on the same page.
Tabulation settings
Paragraphs can be formatted with different settings for the first line of a paragraph and the
other lines in the paragraph. These settings are all changed in the ruler of the document.
Bookmarks
Used to identify different parts of the document. Used for quick navigation in a long
document.
Hyperlinks
They are clickable links that take the user to a different part of the same document or a
different software. Adds more information to be shown when clicked.
Chapter 18
What is a database?
A database is an organised collection of data. It stores and retrieves data in a structured way.
This includes the data that is stored and the links between the data items.

What are Key fields?

Each table within a relational database will have a key field. The relationships linking the
tables use these key fields. Ex: Primary key, foreign key.
Primary key: Field that holds unique data (no two records are the same in this field) and this
field is used to identify that record.
Foreign key: A foreign key field in one data table stores values from the primary key field in
another table.
Differences between relational and flat-file databases
Using relational databases can save a lot of internal memory.
Data is not repeated in relational databases, so changes made to records have to be only done
once.
Much easier to produce reports using relational databases, where data is held in two or more
tables, than from two or more flat-file databases.
Flat file database is a plain text file
Flat file is a simple structure
Flat file uses one table
Relational database has linked tables/relationships
Relational database allows searches/reports to be created over multiple tables
Relational database allows cross referencing between tables
Relational database records are easier to add
Relational databases are more powerful
Relational database uses foreign keys
Similarities
Similarity
Both use a primary key
Both can create searches/reports
Both store data in records and fields in the table
Both use indexes
How does a well-designed form look like
Adequate space for response//Individual character boxes
Fonts/font size should be easy to read
Instructions how to complete form
Logical order of questions
Questions spaced out
Appropriate white space
Questions should be clear and understandable (closed questions)
 Chapter 19
What is a presentation?
A presentation is a series of slides used to give information to an audience. A Presentation
can be used in many ways: to teach or inform as a visual aid lecture, or as a constant
on-screen carousel giving information or advertising.
Audience notes
These are paper copies of the slides of a presentation that are given to the audience for them
refer later or make their own notes on the presentation. These can be printed in
different formats.
Presenter notes
These are a single copy of the slides from a presentation with prompts or key facts that needs
to be told to the audience by the presenter.
Chapter 20
What is a data model?
A spreadsheet model is used explore different possible answers. These are often financial,
mathematical, or scientific.
Relative referencing
The values change when they are replicated.
Absolute referencing
Makes the cell references stay the same when replicated.
Chapter 21
What is a website?
A website is a collection of individual but related web pages that are often stored together
and hosted by a web server.
What is HTML?
It is a text-based language used to develop the content layer of the websites. Written using a
simple text editor or a web authoring package.
What is CSS?
Is a teat-based language. Styles are created and are to webpages. CSS can be written in
HTML, but it is usually created in a separate file. Stylesheets can be attached to a web
page. Written using a text editor.
Anchors
It is used to create a hyperlink. Starts with a <a> tag and closes with </a>.