Transcript IT Solutions OH`s

Administration and IT (National 3, National 4 and National 5)
IT Solutions for Administrators
N 4/5 Admin and IT – 2: IT Solutions for Administrators © BEST Ltd
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A spreadsheet is a piece of computer
software that is used to STORE, MANAGE and
CHART NUMERICAL information.
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Use of spreadsheets involves understanding
the following terms.
◦ WORKSHEET
◦ WORKBOOK
◦ COLUMN
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ROW
CELL
CELL MARKER
CELL REFERENCE
◦ FORMULA
◦ FORMULA BAR
N 4/5 Admin and IT – 2: IT Solutions for Administrators © BEST Ltd
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Spreadsheets can improve the speed,
accuracy and security of work due to the
following features.
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EDITING FEATURES
FORMATTING FEATURES
REPLICATE OR FILL FEATURES
USE OF FORMULA
USE OF FUNCTIONS
FILTER FEATURES
BACK UPS AND PASSWORDS
MAIL MERGE
LINKAGE
Examples of the use of spreadsheets would
include WAGES CALCULATIONS and EVENT
BUDGETS.
N 4/5 Admin and IT – 2: IT Solutions for Administrators © BEST Ltd
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Spreadsheets can be used to create the following
charts from numerical information.
◦ PIE CHARTS
◦ BAR CHARTS
◦ LINE GRAPH
◦ PICTOGRAM
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Graphical presentation of information through the use
of charts is very common for the following reasons.
◦ INFO IS EASIER TO UNDERSTAND
◦ INFO IS EASIER TO REMEMBER
◦ TRENDS CAN BE MORE EASILY SEEN
◦ COMPARISONS CAN BE EASILY MADE
N 4/5 Admin and IT – 2: IT Solutions for Administrators © BEST Ltd
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A database is a piece of computer software
that is used to STORE and ORGANISE a
COLLECTION of related information.
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The 2 main types of databases are:
◦ FLAT DATABASE
◦ RELATIONAL DATABASE
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Use of any type of database involves
understanding the following terms.
◦ TABLE
◦ FIELD
◦ RECORD
◦ QUERY
◦ FORM
◦ REPORT
N 4/5 Admin and IT – 2: IT Solutions for Administrators © BEST Ltd
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Databases can improve the speed, flexibility
and security of managing information due
to the following features.
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EDITING FEATURES
FORMATTING FEATURES
USE OF FORMS
USE OF QUERIES
USE OF REPORTS
BACK UPS AND PASSWORDS
MAIL MERGE
Examples of the use of spreadsheets would
include STAFF RECORDS and EVENT
ATTENDEE DETAILS.
N 4/5 Admin and IT – 2: IT Solutions for Administrators © BEST Ltd
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A word processor is a piece of computer
software that CREATES text and graphic
based documents.
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A word processor file usually looks like a
sheet of blank A4 paper. On this “page”
users can use the menus and keyboard to
enter a mixture of text, tables and graphics
in order to create documents for reference
and information.
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Some word processors are also referred to
as DESK TOP PUBLISHING packages – this
means that they may use more complex
layouts, come with some extra features and
are preloaded with DOCUMENT
TEMPLATES.
N 4/5 Admin and IT – 2: IT Solutions for Administrators © BEST Ltd
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Word processing can improve the speed,
flexibility and security of work due to the
following features.
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EDITING FEATURES
FORMATTING FEATURES
USE OF TABLES
USE OF TEMPLATES
BACK UPS AND PASSWORDS
MAIL MERGE
CORPORATE IMAGE
Examples of the use of spreadsheets would
include MEMOS, LETTERS, NOTICES,
DISPLAYS, FORMS and EVENT MATERIALS.
N 4/5 Admin and IT – 2: IT Solutions for Administrators © BEST Ltd
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The use of spreadsheets, databases or word
processors may be limited by the following
issues.
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STAFF TRAINING COSTS
TECHNICAL FAULTS
HACKING
VIRUSES
LEGISLATION COMPLIANCE
N 4/5 Admin and IT – 2: IT Solutions for Administrators © BEST Ltd
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File management refers to the SYSTEMS (ways of
working) that are in place to make sure that
important information can be easily found and
kept secure.
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Most electronic file management systems involve
the following.
◦ SENSIBLE FILE NAMES
◦ OPERATING SYSTEM – DELETE OPTIONS
◦ OPERATING SYSTEM – RENAME OPTIONS
◦ OPERATING SYSTEM – COPY OPTIONS
◦ OPERATING SYSTEM – MOVE OPTIONS
◦ OPERATING SYSTEM – SEARCH OPTIONS
◦ FOLDERS (aka DIRECTORIES)
◦ CENTRALISED (or SHARED) AREAS
◦ DECENTRALISED (or PRIVATE) AREAS
N 4/5 Admin and IT – 2: IT Solutions for Administrators © BEST Ltd