CAT Practical
Word
Working with files
Metadata: Data that tells you about data
Share button in word saves the current file and creates and email with the file as an
attachment
File -> info gives you options to protect or revise the document, as well as properties
Options that increase efficiency
o Use Print Preview
o Print more than one copy at a time
o Collation options
o Page setup dialog box to set doc settings
Options that save paper
o Save paper by selecting just the pages you need
o Print on both sides of the paper
o Print more than one page on sheet
Print quality -> Printer Properties -> Economode/draft to save ink/toner
Export menu:
o Portable Document Format - Retains layout and formatting
o Word 97-2003 – allows older versions of word to open the file
o Plain Text - Lose all formatting, allows almost any program to read file
o Rich Text Format - Retains most formatting, opens on most word processors
F1 – Help pane
F4 – repeat key
Page Formatting
Sections – used to vary the page layout on one or more pages of the same document
NB: Header and footer -> quick parts -> field
Link to Previous keeps header and footer from previous sections (including page number –
must break link to have different page numbers)
Horizontal spacing – space between text in same line or margins and text
Vertical spacing – space between lines in a paragraph or between paragraphs
Style: combination of formatting attributes saved as a collection under 1 name
Word Forms
Data capturing: entering data into a computer
Text form field – field where text can be typed in
Check box filed – field where an item can be selected or marked
Drop down form field – field where on item can be selected
Memo – document that is used for less formal internal communication & that covers only 1
topic (to whom it is address, from whom, date, topic, body)
, Agenda – formal document that is used to give focus to a meeting by indicating the points to
be discussed (purpose, date, time, place, points to be discussed – welcome, matters arising,
new matter)
CV – formal comment where you introduce yourself & indicate your qualification, skills, work
experience & other relevant personal information
Mail Merge
Mail merge: process whereby a main document with merge fields is created & combined
with data from a data source to create a merged document
Data source: file or component that contains records that can be used in a mail merge (table
or query)
Main document: document that contains portions that will be exactly the same for all the
versions of the merged document – contains fields that will receive data from source
Decide what information must be changed, replace with placeholders that refer to source
Merge fields: data fields linked to the data source that will be used to insert data from the
data source into the main document
References:
Footnotes: additional information placed at the bottom of the page in a document & is
linked by a number or symbol to the relevant text in the body of the page (endnote same
but appears at end)
Footnotes (or endnotes) used to:
o Give more detailed explanation of certain text
o Make comments on certain statements
o Supply the name of the quoted person
Caption: numbered description added to a graphic object (consist of label, number & custom
text)
Enable you to:
o Refer to specific diagrams, photos in text
o Create tables of contents for figures, tables
Need to acknowledge sources to avoid plagiarism & enable people to check sources
Citation: reference to the source used in a specific instance and found in text immediately
after piece of information being referred to
Bibliography: list of cited sources found at the end of a document and formatted according
to a chosen style (doesn’t include book page numbers – only in citations)
Index: alphabetical list of words together with the page number showing where they occur
(found at end of book)
, Excel
Spreadsheet: application program that’s mainly used for doing calculations & analyzing data
Worksheets are logical way to organise data
Ways to make spreadsheet more readable:
o Conditional formatting – automatically applied to cells depending on where the cell
fulfils special criteria
o Character formatting (font style, type, colour)
o Borders and shading
Relative cell referencing: cell reference format where the column letter and/or row number
of a cell reference in a formula or function is adjusted appropriately it is copied to another
cell
Absolute cell referencing: cell reference format that prevents the column letter and/or row
number in a formula or function from changing when it is copied to another cell
POWER & ^ operator used for exponential expressions
Ctrl + ~ -> show formulae
Errors
#VALUE!
#DIV/0!
#NAME?
#REF!
#NUM!
#NULL! – operator, comma or colon has been left out
Circular reference – when function/formula that contains a cell reference that is the same as
the current cell
Making charts readable
Chart: visual representation of data & results (used to recognize patterns & forecasts)
Descriptive title & naming axes
Legends - shows which what data series represents (colors)
Each column is called data series
Data labels - indicate values at each data point – supply more concrete details as actual
values are displayed
Useful for making critical decisions based on data
Gridlines - horizontal & vertical lines behind chart that help improve readability (on charts
with axes)
Worksheets
Formulas – pastes contents and not formatting
Values – pastes results of formula or function
Formats – pastes formatting of cells
Transpose – exchanges rows and columns
Whole worksheet can be protected against change or just specific cells can be unlocked to
allow user to edit them
Word
Working with files
Metadata: Data that tells you about data
Share button in word saves the current file and creates and email with the file as an
attachment
File -> info gives you options to protect or revise the document, as well as properties
Options that increase efficiency
o Use Print Preview
o Print more than one copy at a time
o Collation options
o Page setup dialog box to set doc settings
Options that save paper
o Save paper by selecting just the pages you need
o Print on both sides of the paper
o Print more than one page on sheet
Print quality -> Printer Properties -> Economode/draft to save ink/toner
Export menu:
o Portable Document Format - Retains layout and formatting
o Word 97-2003 – allows older versions of word to open the file
o Plain Text - Lose all formatting, allows almost any program to read file
o Rich Text Format - Retains most formatting, opens on most word processors
F1 – Help pane
F4 – repeat key
Page Formatting
Sections – used to vary the page layout on one or more pages of the same document
NB: Header and footer -> quick parts -> field
Link to Previous keeps header and footer from previous sections (including page number –
must break link to have different page numbers)
Horizontal spacing – space between text in same line or margins and text
Vertical spacing – space between lines in a paragraph or between paragraphs
Style: combination of formatting attributes saved as a collection under 1 name
Word Forms
Data capturing: entering data into a computer
Text form field – field where text can be typed in
Check box filed – field where an item can be selected or marked
Drop down form field – field where on item can be selected
Memo – document that is used for less formal internal communication & that covers only 1
topic (to whom it is address, from whom, date, topic, body)
, Agenda – formal document that is used to give focus to a meeting by indicating the points to
be discussed (purpose, date, time, place, points to be discussed – welcome, matters arising,
new matter)
CV – formal comment where you introduce yourself & indicate your qualification, skills, work
experience & other relevant personal information
Mail Merge
Mail merge: process whereby a main document with merge fields is created & combined
with data from a data source to create a merged document
Data source: file or component that contains records that can be used in a mail merge (table
or query)
Main document: document that contains portions that will be exactly the same for all the
versions of the merged document – contains fields that will receive data from source
Decide what information must be changed, replace with placeholders that refer to source
Merge fields: data fields linked to the data source that will be used to insert data from the
data source into the main document
References:
Footnotes: additional information placed at the bottom of the page in a document & is
linked by a number or symbol to the relevant text in the body of the page (endnote same
but appears at end)
Footnotes (or endnotes) used to:
o Give more detailed explanation of certain text
o Make comments on certain statements
o Supply the name of the quoted person
Caption: numbered description added to a graphic object (consist of label, number & custom
text)
Enable you to:
o Refer to specific diagrams, photos in text
o Create tables of contents for figures, tables
Need to acknowledge sources to avoid plagiarism & enable people to check sources
Citation: reference to the source used in a specific instance and found in text immediately
after piece of information being referred to
Bibliography: list of cited sources found at the end of a document and formatted according
to a chosen style (doesn’t include book page numbers – only in citations)
Index: alphabetical list of words together with the page number showing where they occur
(found at end of book)
, Excel
Spreadsheet: application program that’s mainly used for doing calculations & analyzing data
Worksheets are logical way to organise data
Ways to make spreadsheet more readable:
o Conditional formatting – automatically applied to cells depending on where the cell
fulfils special criteria
o Character formatting (font style, type, colour)
o Borders and shading
Relative cell referencing: cell reference format where the column letter and/or row number
of a cell reference in a formula or function is adjusted appropriately it is copied to another
cell
Absolute cell referencing: cell reference format that prevents the column letter and/or row
number in a formula or function from changing when it is copied to another cell
POWER & ^ operator used for exponential expressions
Ctrl + ~ -> show formulae
Errors
#VALUE!
#DIV/0!
#NAME?
#REF!
#NUM!
#NULL! – operator, comma or colon has been left out
Circular reference – when function/formula that contains a cell reference that is the same as
the current cell
Making charts readable
Chart: visual representation of data & results (used to recognize patterns & forecasts)
Descriptive title & naming axes
Legends - shows which what data series represents (colors)
Each column is called data series
Data labels - indicate values at each data point – supply more concrete details as actual
values are displayed
Useful for making critical decisions based on data
Gridlines - horizontal & vertical lines behind chart that help improve readability (on charts
with axes)
Worksheets
Formulas – pastes contents and not formatting
Values – pastes results of formula or function
Formats – pastes formatting of cells
Transpose – exchanges rows and columns
Whole worksheet can be protected against change or just specific cells can be unlocked to
allow user to edit them
