ICAU2013B: Integrate Commercial Computing Packages Student Handbook

Transcription

1 ICA20105 Certificate II in Information Technology ICAU2013B: Integrate Commercial Computing Packages Student Handbook

2 Modification History Competency Handbooks ICA20105: Cert II in Information Technology: ICAU2013B Sheet: 1 of 1 Version Date of Release Authorisation Comments /01/08 S.Morris Primary Release /12/08 S.Morris 25/02/10 S.Morris Alterations to competency codes due to certificate changes & to Mail Merge instructions (to reflect software changes) Deletion of Activity 1 (Mail Merge) due to this being covered in another competency, all activity no s moved up to compensate Forms Control: All documents related to the delivery or assessment of ICA20105: Cert II in Information Technology will have a version number displayed in the footer of the document. This Modification History page will appear after each title page of a handbook to ensure that the materials involved in the delivery and assessment of the certificate remain in a constant state of ongoing review and improvement. Comments on changes will only show sufficient detail to enable a user to identify the nature and location of the change. Documents will be reviewed at least on an annual basis at the official internal review and fellow instructors and industry representatives will be consulted throughout the year in informal discussion. Version

3 UNIT CODE: ICAU2013B UNIT TITLE: Integrate commercial computing packages Description This unit defines the competency required to manipulate, convert and integrate data between two or more different commercial software applications. Elements of Competency ICAU2013B/01 Determine work requirements 1.1 Identify the requirement of the task. 1.2 Select appropriate software and file formats ICAU2013B/02 Produce required data/documents to new format 2.1 Create a mailing list using a database, spreadsheet or address book, and merge mailing list with another document. 2.2 Use a conversion tool of a software application package to convert data from one format to another to enable additional work on the converted data. 2.3 Save data to a new file format. 2.4 Import objects from another software application package and modify as required to produce a required outcome. 2.5 Export data to another software application package to produce a required outcome. 2.6 Create a link between one software application package and another, and use this to update information to a document. ICAU2013B/03 Save and retrieve data with the aid of help functions 3.1 Save data to disk. 3.2 Convert data to a new file format. 3.3 Re-access data and check information. 3.4 Obtain organisational documentation, such as procedures, manuals and guides and use when appropriate. 3.5 Save data to disk. 3.6 Access user help documentation or other resources for basic difficulties with software application package. Version

4 Integrating Word and Excel Activity 1 Step 1: Create the spreadsheet below. Use Autosum to calculate the New Price column (Current Price - Savings), and then format appropriately (you may want to go online to save the Scenic Tours logo). Save your spreadsheet as Holiday. Scenic Tours Travel Agency This Month's Specials Destination: Tour Details: Current Price: Savings: New Price: Brisbane Honolulu Fiji Bali Singapore 14 Day Tour of Great South East: includes all meals, accommodation and coach travel. 7 Day Boat Cruise: includes all meals and accommodation in a balcony room. 10 Day Boat Cruise: includes most meals and accommodation in a supreme room 5 Day Coach Tour: includes breakfasts and dinners, accommodation and coach travel. Business class adult return airfare departing from Brisbane: Second airfare half price. 1, , , , Step 2: While keeping your spreadsheet open, open Word and create the following memorandum: Memorandum To: From: Date: Re: Maggie Johns Marketing Manager Jill Barry - Head Office [Insert the current date here] New Data for Overseas Travel Department As requested, the Finance Department has completed a cost comparison of Overseas Holiday Destinations to be included in our next promotional flyer. A summary of this comparison can be seen below: [Insert spreadsheet data here] It is advised that you peruse this information and reply if you see any outstanding errors. The final draft of the information will be published to all agencies by the end of the month for inclusion in next month s flyers. jb.xx Version

5 Step 3: To insert your spreadsheet into the allocated section in the memo, follow these steps: 1. In Excel, select the spreadsheet data you wish to copy (all of it in this case); 2. Minimise Excel and in Word click where you want the spreadsheet to go; 3. Go to Edit Paste Special Click on the Paste Link circle Click on Microsoft Excel Worksheet object OK. It is important to remember now, that if both documents are open and changes are made in the spreadsheet, then these will automatically change in Word. If you had just did a normal paste, then any changes made in Excel would not occur in the Word document. Step 4: Check to make sure that your link is working by going back into Excel and changing the following data. Save and click back into Word has the data changed there too? Change the Savings row to read: Brisbane: Honolulu: Fiji: Bali : Singapore : $6500 $5500 $7045 $5055 $6007 Integrating Other Applications Activity 2 You are the office assistant for a manager in an insurance company. You are in the process of compiling a manual to describe the various types of life insurance your company offers. In this activity you will create a spreadsheet, edit the data, and import the spreadsheet into a one-page report. Create the spreadsheet below in Excel and save as Activity 3. Calculate the Coverage and Annual Premiums (Coverage = Units x Unit Value, Annual Premium = Units x Rate per Unit). Open up Word and type in the following page. Format using desktop publishing design rules to make it look presentable. At the end of the last paragraph, paste your spreadsheet. Save as Activity 3 in the appropriate folder. Version

6 Activity 3 You are the marketing manager for a new line of children s toys. Before you can launch this line of merchandise, you need data on the number of children in your area. In this activity you will search a Web site to gather data and then include your findings in a slide as part of a presentation. Open Excel and create the spreadsheet: Census Data Age: Male No: Female No: 0-4 years 5-14 years years years Save as Activity 4. Visit the census website to get the appropriate data Maryborough to enter into the spreadsheet ( ). Click on Choose a Location and enter in Select the Basic Community Profile report. Open the spreadsheet and click on B01 report. Copy and paste the figures into your spreadsheet. Save changes. Add a new column next to Female No, and call it Total. Calculate the totals for each age group by adding the males and females numbers together. Save. Create a pie graph for each age group representing how each group is divided up by boys and girls. Save. Open up PowerPoint. Create the following introduction slide (you may format as you wish): Use the drawing toolbar to create a button, copy and paste to ensure that all four are the same size. Create four more slides, the headings for each to be for that age group. Copy and paste each graph into the appropriate slide (see example). Link the buttons on the first slide to the appropriate slide by right clicking, then selecting Hyperlink from the list. When the box appears, select Place in this Document button on the left. Click on the right slide and then on OK. You will now be able to access each group s slides by clicking on the link from the first. Save your presentation as Activity 4. Version

7 Activity 4 You are an office assistant for Sean Hogan, National Sales Manager for a company that distributes educational toys. In this activity you will create a memo and link a spreadsheet file. You will then update the spreadsheet file and revise the memo. Then you will attach the memo to an and send the . Open the spreadsheet Activity 5 from the shared folder IACU2013A. Open Word and create the Memo below: Insert Spreadsheet Here Special Paste the spreadsheet so that a link is still maintained between the documents. Ensure that both documents remain open for the following steps. Version

8 Make the following changes to your spreadsheet IN EXCEL: ICAU2013B: Integrate commercial computing packages Revise the memo as follows: A. Change the date to January 15 of the next calendar year. B. In the first paragraph, change to date to for the year. C. Replace the final paragraph with the following text: The data confirms that throughout the year our actual mailing costs stayed very close to the projected costs. More important, our follow-up surveys confirmed that the direct mail campaign did indeed generate increased revenues. It was a successful venture in all regards. Plans are already in place for a similar direct mail strategy for this year. If you wish to add customer names to the current mailing list, send the information to Sheri Tabin at the Southern Region office. Save the changes and close all documents. Open up your and create a new message. Attach your memo to the . Send your through to your teacher s address. Version

9 Activity 5 You are an assistant in a community education department in a city school district. The course coordinator has asked you to create a catalog for the winter term courses. First, you must update the course schedule. Then, you will create a merge document to format the catalog. Copy the database Activity 6 from the shared folder ICAU2013A into your folder and open. Make the changes on the right. Note: before you start making changes, sort the database by course number. Save and close. Open Word and create the merge document below. When completed, merge with the database and save as Activity 6. Version

10 Activity 6 You are an office assistant for Investment Services Plus. Your supervisor asked you to format a brochure that will be mailed to potential customers. First, you will format the brochure. Then, you will create a spreadsheet and chart and import the spreadsheet chart in the brochure. Copy the Word file Activity 7 from shared ICAU2013A into your drive and open. Make the changes required. Version

11 Open Excel and create the below spreadsheet and graph: Insert the graph as shown below into the Word document. Save as Activity 7. Activity 7 You are the office assistant for the director of the Beechnut Community Center. The director asked you to design and create a flyer for the upcoming fall events for seniors and then mail the flyer to the senior citizens on the community center s mailing list. Create the flyer below in Word. Don t forget to use desktop publishing design guidelines. Version

12 Go to shared, ICAU2013A folder and copy the Activity 8 database to your own drive. Open the database and create a report the same as the one below. Version

13 Activity 8 Database: Direct Furniture Australia requires you to create a database to store the details of all of their stores in Queensland. Save all parts of this section as Activity 9. Details are listed below: Store City/Suburb Street Address Phone Manager Number Number Enoggera 14 Pickering St Mandy Craig Brisbane 35 Queen St Susan Wallace Gold Coast 675 Sunshine Rd John Degan Bundaberg 19 Jefferson Pde Mark Simpkins Rockhampton 56 Russell Rd Alice Johnston (a) Create a database, using appropriate fields. You may enter the data by using the table or by creating a form. (b) Create a report that includes the fields City/Suburb, Street Address, Phone Number and Manager. You should sort your report by City/Suburb in alphabetical order. Your report should be made to look attractive, as it will be included with the company's newsletter you are to create in Section 3. (c) Put your name in the headers for the report and table. (d) Save the database as directed above. Version

14 Spreadsheet: Direct Furniture Australia requires you to create a spreadsheet to contain the monthly sales figures of all their stores. Save the spreadsheet as Activity 9. (a) Create a spreadsheet below. (b) Calculate the following columns as requested: Total = Week 1+ Week 2+ Week 3+ Week 4 Bonus needs to be calculated using this table: Total Bonus >$ $5 000 >$ $3 000 >$ $2 000 <$ $1 000 Monthly Total = Total + Bonus (c) Create a pie graph showing the Monthly Total sales for each store. Direct Furniture Australia Monthly Sales Figures - May Store Week 1 Week 2 Week 3 Week 4 Total Bonus Monthly Total Enoggera $12, $14, $8, $7, Brisbane $13, $5, $13, $9, Gold Coast $11, $15, $12, $11, Bundaberg $13, $15, $11, $8, Rockhampton $17, $12, $12, $8, Word Processing: Direct Furniture Australia requires you to create a newsletter for circulation within their Queensland stores. You will need to incorporate your report from the database and your pie graph from the spreadsheet. You may use Publisher or Word, but remember to use Desktop Publishing Design techniques to ensure that your newsletter is attractive and professional. Save your newsletter as Activity 9. Follow the steps below to create your newsletter: (a) Create a masthead for your newsletter that contains the following details: Direct Furniture Australia, Queensland Stores Newsletter, May 20XX, Issue 1. (b) You are to include the following news items (you may use pictures, columns or any other design features: Version

15 Managing Director's Message This month has seen yet again a great number of sales throughout all of our stores. I would like to congratulate all staff on a wonderful effort and encourage you to maintain your enthusiasm for our wonderful furniture. The annual meeting was held in Canberra last month and proved to be quite successful. A number of new products will soon be put into production as a result of feedback from this meeting. These new products will include: Vogue Coffee tables (to match the current dining suite); A new range of kitchen stools; New winter bed linen in exciting designs; A new range of versatile outdoor furniture. More details will be forwarded to your store within the next week. Thanks again for your hard work and continuing dedication to Direct Furniture. Jane Rogers. Store Database Update Our national store database has been updated to include the manager names from each store. The report format has been given a new design to help with easy information access. Please find the new Queensland stores report attached to the back of this newsletter. Monthly Sales Figures Again we have celebrated good sales figures for this month. (Students: you will need to write at least 3 sentences commenting on the results from the total sales from your spreadsheet and insert in here). The division of sales can be seen in this pie graph. Insert your pie Graph here. Version