Thursday, 17 November 2011

How To Meet the Criteria - A Guide

A Guide to Meeting the Criteria

1A How spreadsheets are used

Describe how spreadsheet software can be used in four areas of office or business administration:
  • to present information 
  • to perform calculations accurately 
  • to perform repeated processes 
  • to manage lists of information 

Used for accounts, calculations, predicting cash flow, invoices, statements and many more activities involving money to which spreadsheets are ideally suited

Customer Service
Customer address lists, details of what they bought stored on a spreadsheet used as a database, share information about purchases, refunds etc with Finance. Quick search of records to make dealing with customers more efficient


Product sales and popularity figures, displayed as charts, records of how individual products sell in different areas, sales people's activities, commission calculations, records of customer information

Personnel / HR
Staff details stored on spreadsheets used as a database, records of salary changes, tax codes, qualifications etc., Telephone contact list can be easily sorted in A-Z order. Quick search of who works in which department or who has particular qualifications etc

1B Spreadsheet file types P2

You will be provided with an original spreadsheet file to be converted into a variety of formats. Save the data in three different formats and explain why each could better meet a particular purpose.
.xlsx is the normal Excel 2007-2010 version but not everyone may be able to open this if they have non-Microsoft or older software

.csv is a comma separated value type of file where each record (or row on a sheet) is stored separated by commas. This type of file is smaller as it has no graphic effects and can be opened and read by almost anyone so is ideal for sharing widely where the data may need to be used with other or limited programmes. Only one sheet can be saved in this way at a time, though, and links between sheets may be lost.

.pdf can be used to publish all the sheet data (including graphs, colours etc) as a multi-page document. this type can be read by almost anyone anywhere but cannot be edited, only viewed.

Here is a sample completed task

P3 Football League Table (Enter and update data) (2A)

Print out the football league table with the two extra match results added to the data

P4 Football League Table (Formulae) (2A)

Copy the sheet for 2A
Add formulae for Goal difference and Points
Print the formulae sheet

P5 Football League Table (Formatting data) (2B)

Copy the sheet again
Add a column for Position
Enter the final positions
Change the display to make it attractive / interesting and sort so that No 1 team is at the top

P6 Football League Table (Presenting data) (2B)

Make charts from the data to show:

the Team and total Points
Goals For and Goals Against for each team

P7 Testing your sheets (3A)

Use data validation to restrict the numbers that can be put in some cells (e.g. number played has to be less than 8 or numbers won, drawn or lost must be between 0 and 7)
Do some calculations to check your sheet formulae for points totals

P8 Instructions for using the tables (3A)

Your guide for a new user that shows how to set up data validation or how to put the data in a particular order. Screen prints and some explanation will be good for this.
Add something about the importance of copying sheets before making changes so that you always have a back-up.

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