Year 11 · ICT · Autumn 2

Paper 2 practice: documents, databases, presentations · Lesson 1 of 5

Document production under time

Exam practice17.1 Page setup: size, orientation, margins and gutter17.2 Columns and breaks14.2 Create, modify and apply styles

Year 11 · ICT · Paper 2 practice: documents, databases, presentations · Lesson 1 of 5

You will learn to

  • Describe the practical-paper routine: read the whole paper, find the files, save exactly as asked.
  • Use page setup, columns, breaks and styles to match a document specification under time.
  • Use the mark scheme to mark your document and list the marks you lost.

Year 11 · ICT · Paper 2 practice: documents, databases, presentations · Lesson 1 of 5

Success criteria

You have got it when you can say:

  • I can read the whole paper before I open any file.
  • I can save every file with the exact name and format asked for.
  • I can list my lost marks and the reason for each.

Year 11 · ICT · Paper 2 practice: documents, databases, presentations · Lesson 1 of 5

Retrieval starter

Questions from before. Write your answers, then show them.

  1. Last unit

    Double data entry is…

    A VerificationB Proof-readingC Validation

    A. Verification

  2. Last unit

    Software piracy is…

    A A type of virusB A licenceC Illegal copying of software

    C. Illegal copying of software

  3. Last year

    A .pdf is used because…

    A It is the smallest fileB Anyone can edit itC It looks the same on every computer

    C. It looks the same on every computer

Year 11 · ICT · Paper 2 practice: documents, databases, presentations · Lesson 1 of 5

Key words (1 of 6)

Page orientation
Whether the page is portrait (tall) or landscape (wide).
Margin
The blank border between the edge of the paper and the text.
Gutter
Extra margin on the edge that will be bound, so text is not lost in the binding.
Column
A vertical strip of text; text flows from one column to the next.

Year 11 · ICT · Paper 2 practice: documents, databases, presentations · Lesson 1 of 5

Key words (2 of 6)

Column spacing
The gap between two columns.
Page break
A marker that forces the text after it onto a new page.
Section break
A marker that starts a new section, which can have its own columns, margins or orientation.
Column break
A marker that forces the text after it into the next column.

Year 11 · ICT · Paper 2 practice: documents, databases, presentations · Lesson 1 of 5

Key words (3 of 6)

Line spacing
The gap between lines inside a paragraph, such as single or double.
Spacing before/after
Extra space above or below a paragraph, measured in points.
Tab stop
A set position on a line that the cursor jumps to when the tab key is pressed.
Hanging indent
All lines of a paragraph except the first are moved in from the margin.

Year 11 · ICT · Paper 2 practice: documents, databases, presentations · Lesson 1 of 5

Key words (4 of 6)

Find and replace
A tool that finds text and swaps it for other text.
Style
A named, saved set of formatting settings applied in one click.
Style guide
A document that sets out an organisation's house style rules.
Font face
The design of the letters, such as a serif or sans-serif font.

Year 11 · ICT · Paper 2 practice: documents, databases, presentations · Lesson 1 of 5

Key words (5 of 6)

Serif font
A font with small strokes at the ends of the letters.
Point size
A measure of text height; 72 points is about one inch.
Enhancement
Emphasis added to text: bold, italic or underline.
Alignment
Where text lines up: left, right, centre or fully justified.

Year 11 · ICT · Paper 2 practice: documents, databases, presentations · Lesson 1 of 5

Key words (6 of 6)

Bullet
A symbol placed before each item in a list.
Direct formatting
Formatting applied to selected text by hand, not through a style.
Consistency
The same kind of text always having the same formatting.

The explanation · step 1 of 14

Before you touch the mouse

  1. Read the whole paper first. Tasks share files, and a later step may use an earlier one.
  2. Find the source files the paper names.
  3. Open the evidence document. Put your name, centre number and candidate number in its header.
  4. Note the exact file names and formats the paper asks for.
★Remember

The examiner never sees your screen. Only your saved files and your evidence are marked.

The explanation · step 2 of 14 · part 1 of 2

Work through the steps

  • Do the steps in order. Tick each step on the paper when it is done.
  • Type text exactly as given: every capital, space and full stop.
  • Take a screenshot as soon as the paper asks for evidence. Paste it in and label it with the step.
  • Save often, with the exact name and format asked for.

The explanation · step 2 of 14 · part 2 of 2

Work through the steps (continued)

!Watch out

Do not 'improve' the specification. A font, size or margin that is not the one asked for loses the mark.

The explanation · step 3 of 14

Mark it and log the lost marks

Mark your work with the mark scheme. Write each lost mark in a log.

Lost markWhy it happenedFix next time
Header not aligned to the right marginDid not check after changing the marginsCheck headers and footers after every page-setup change
One subheading in the wrong styleFormatted it by hand, not with the styleApply styles only, then check each heading
A typing error in the titleDid not proofreadRead the typed text against the paper, word by word

Read your log before the next practical. Most lost marks repeat.

17.1 Page setup: size, orientation, margins and gutter · The explanation · step 4 of 14 · part 1 of 2

How a Paper 2 document task starts

Paper 2 usually begins: "Open the file J2611news.rtf. Save it in your work area as a document with the file name NEWS." Then come the page setup instructions.

A typical set: "Set the page size to A4. Set the page orientation to landscape. Set all margins to 2 cm."

Do the page setup first. Everything else, such as columns and image sizes, depends on it.

17.1 Page setup: size, orientation, margins and gutter · The explanation · step 4 of 14 · part 2 of 2

How a Paper 2 document task starts (continued)

?Why?

Changing margins later moves all the text, so tables, images and page breaks you placed earlier end up in the wrong place.

!Watch out

Save in the application's own format, as the task asks, not as .rtf again. Use the exact file name given, with the same capitals.

17.1 Page setup: size, orientation, margins and gutter · The explanation · step 5 of 14 · part 1 of 2

Page size and orientation

Page size is the paper size. In Spain and the UK the standard is A4 (21 cm × 29.7 cm). Letter size (21.6 cm × 27.9 cm) is used in the USA.

Orientation is the way the page is turned. Portrait is taller than it is wide. Landscape is wider than it is tall.

Use landscape for wide content, such as a table with many columns or a poster.

17.1 Page setup: size, orientation, margins and gutter · The explanation · step 5 of 14 · part 2 of 2

Page size and orientation (continued)

!Watch out

Source files from Cambridge are sometimes set to Letter. If the task says A4, change it. The examiner can see the difference in the printout's margins.

17.1 Page setup: size, orientation, margins and gutter · The explanation · step 6 of 14 · part 1 of 3

Margins and gutter

Margins are the blank borders between the edge of the paper and the text. You set four: top, bottom, left and right.

A gutter is extra margin added to the edge that will be bound, such as stapled or ring-bound. It stops text disappearing into the binding.

A typical task: "Set the top and bottom margins to 2.5 cm, the left and right margins to 2 cm, and a gutter of 1 cm on the left."

17.1 Page setup: size, orientation, margins and gutter · The explanation · step 6 of 14 · part 2 of 3

Margins and gutter (continued)

e.g.Example
A4 portrait is 21 cm wide. Left margin 2 cm + gutter 1 cm + right margin 2 cm = 5 cm. Width left for text = 21 − 5 = 16 cm.
?Why?

Knowing the text width helps you check later tasks. An image that should fill the width must be 16 cm here, not 21 cm.

17.1 Page setup: size, orientation, margins and gutter · The explanation · step 6 of 14 · part 3 of 3

Margins and gutter (continued)

!Watch out

After changing margins, check the header and footer. Right-aligned items must still sit on the new right margin. Moving the right tab stop is often needed.

The explanation · 8 more steps

More on the lesson page

The lesson page has the rest of the explanation, step by step:

  • Columns and column spacing
  • Section breaks: columns for part of the page
  • Page breaks and column breaks
  • Create a new style
  • Modify an existing style
  • Apply styles to the right text
  • Bullets inside a style
  • Evidence and checks

Open the lesson page

Year 11 · ICT · Paper 2 practice: documents, databases, presentations · Lesson 1 of 5

Quick quiz · 1 of 3

In mail merge, the master document holds…

  1. A The list of names
  2. B The envelope
  3. C The letter with the merge fields

C. The letter with the merge fields

The data source holds the names.

Year 11 · ICT · Paper 2 practice: documents, databases, presentations · Lesson 1 of 5

Quick quiz · 2 of 3

The data source is…

  1. A The printer
  2. B The letter
  3. C The list of recipients

C. The list of recipients

A spreadsheet or database table.

Year 11 · ICT · Paper 2 practice: documents, databases, presentations · Lesson 1 of 5

Quick quiz · 3 of 3

Selecting Year = 8 before merging…

  1. A Changes the letter text
  2. B Sends letters only to Year 8
  3. C Prints everything twice

B. Sends letters only to Year 8

Selection criteria filter the recipients.

Year 11 · ICT · Paper 2 practice: documents, databases, presentations · Lesson 1 of 5

Exit ticket

Answer on paper before you go. Then check.

  1. A merge field looks like…

    A <p>B «FirstName»C =SUM(A1)

    B. «FirstName» Show the field codes in your evidence.

  2. A foreign key…

    A Links a record to a record in another tableB Is a passwordC Is always unique

    A. Links a record to a record in another table It holds the other table's primary key.