Year 11 · ICT · Autumn 2
Paper 2 practice: documents, databases, presentations · Lesson 4 of 5
Charts, proofing and evidence
Exam practice16.2 Label and format a chart15.2 Verification and proofreading11.1 Manage files effectively
Year 11 · ICT · Paper 2 practice: documents, databases, presentations · Lesson 4 of 5
You will learn to
- Add a chart title, axis titles, category labels, data labels and a legend, as instructed.
- Identify consistency errors in a document: spacing, fonts, alignment and blank pages.
- Create an evidence document where every screenshot is readable and labelled.
- Correct a set of near-miss answers so each would earn the mark.
Year 11 · ICT · Paper 2 practice: documents, databases, presentations · Lesson 4 of 5
Success criteria
You have got it when you can say:
- I can check a chart against a list and find what is missing.
- I can fix every near-miss in the set.
- I can show evidence screenshots that are cropped, readable and labelled.
Year 11 · ICT · Paper 2 practice: documents, databases, presentations · Lesson 4 of 5
Retrieval starter
Questions from before. Write your answers, then show them.
- Last lesson
Validation checks that…
A The data is what the person meantB The data is sensible: the right type and in rangeC The spelling is right
B. The data is sensible: the right type and in range
- Last unit
A digital certificate…
A Proves a website is who it says it isB Encrypts your hard diskC Blocks pop-ups
A. Proves a website is who it says it is
- Earlier this unit
A widow or orphan is…
A A blank pageB A single line of a paragraph left alone at the top or bottom of a pageC A spelling mistake
B. A single line of a paragraph left alone at the top or bottom of a page
Year 11 · ICT · Paper 2 practice: documents, databases, presentations · Lesson 4 of 5
Key words (1 of 11)
- Chart
- A picture of data, such as bars, lines or slices, that makes patterns easy to see.
- Pie chart
- A circle split into slices, each showing a part of the whole.
- Bar chart
- Bars of different lengths for comparing categories; vertical bars are also called a column chart.
- Line graph
- Points joined by lines to show change over time.
Year 11 · ICT · Paper 2 practice: documents, databases, presentations · Lesson 4 of 5
Key words (2 of 11)
- Data series
- One set of values plotted on a chart.
- Legend
- The key that says what each colour or pattern on a chart means.
- Axis title
- Text naming what an axis measures, with its units.
- Category labels
- The names along the category axis, such as months or products.
Year 11 · ICT · Paper 2 practice: documents, databases, presentations · Lesson 4 of 5
Key words (3 of 11)
- Data label
- A value or percentage shown on a bar, point or slice.
- Axis minimum / maximum
- The lowest and highest values shown on the value axis.
- Increment (major unit)
- The step between values on an axis, such as every 10.
- Proofing
- Checking work for errors before it is used or printed.
Year 11 · ICT · Paper 2 practice: documents, databases, presentations · Lesson 4 of 5
Key words (4 of 11)
- Spell check
- A tool that compares words with a stored dictionary and flags unknown ones.
- Validation
- An automatic check by the computer that data is sensible and follows set rules.
- Verification
- A check that data has been copied accurately from its source.
- Visual verification
- A person compares entered data with the source document by eye.
Year 11 · ICT · Paper 2 practice: documents, databases, presentations · Lesson 4 of 5
Key words (5 of 11)
- Double data entry
- Data is typed twice and the computer compares the two versions.
- Source document
- The original document the data is taken from, such as a paper form.
- Transposition error
- Two characters swapped round, such as 54 typed as 45.
- Range check
- Validation that a value lies between a lowest and highest value.
Year 11 · ICT · Paper 2 practice: documents, databases, presentations · Lesson 4 of 5
Key words (6 of 11)
- Presence check
- Validation that a field has not been left empty.
- Format check
- Validation that data matches a set pattern, such as DD/MM/YYYY.
- Check digit
- An extra digit calculated from the other digits, used to detect input errors.
- Widow
- The last line of a paragraph left alone at the top of a new page.
Year 11 · ICT · Paper 2 practice: documents, databases, presentations · Lesson 4 of 5
Key words (7 of 11)
- Orphan
- The first line of a paragraph left alone at the bottom of a page.
- Proofreading
- Reading a document carefully to find errors in text and layout.
- File
- A named block of data stored on a disk, such as a document or photo.
- Folder
- A container that holds files and other folders.
Year 11 · ICT · Paper 2 practice: documents, databases, presentations · Lesson 4 of 5
Key words (8 of 11)
- File extension
- The letters after the dot in a file name, showing the file type.
- Import
- Bring data from a file of one type into another application.
- Export
- Save a copy of a file in a different format.
- Folder structure
- The planned arrangement of folders inside each other.
Year 11 · ICT · Paper 2 practice: documents, databases, presentations · Lesson 4 of 5
Key words (9 of 11)
- Application-specific format
- A file format made for one type of software, keeping all its features.
- Generic format
- A file format that many different programs can open.
- CSV
- Comma separated values: table data stored as plain text with commas between fields.
- RTF
- Rich text format: text with basic formatting that most word processors can open.
Year 11 · ICT · Paper 2 practice: documents, databases, presentations · Lesson 4 of 5
Key words (10 of 11)
- Portable document format: a fixed-layout document that looks the same on any device.
- Compression
- Making a file smaller by storing its data more efficiently.
- Archive
- A single file, such as .zip or .rar, holding one or more compressed files.
- Lossless compression
- Compression where no data is lost, so the original is restored exactly.
Year 11 · ICT · Paper 2 practice: documents, databases, presentations · Lesson 4 of 5
Key words (11 of 11)
- Lossy compression
- Compression that removes some data permanently to make the file much smaller.
The explanation · step 1 of 20 · part 1 of 2
What good evidence looks like
Evidence is how you prove your work. It is often screenshots in an evidence document.
- One screenshot for each thing the paper asks for.
- Crop it so the important setting is large enough to read.
- Label it with the task and step number.
- Show the whole setting: every field type, every query criterion, every style setting.
The explanation · step 1 of 20 · part 2 of 2
What good evidence looks like (continued)
If the examiner cannot read it, it cannot earn a mark. Zoom in or crop before you paste.
The explanation · step 2 of 20 · part 1 of 2
The final check routine
Run this check before you save for the last time.
| Item | Check |
|---|---|
| Charts | Title, axis titles, category labels, and a legend only if the task asks for one. |
| Documents | Same spacing and fonts throughout. No blank pages. No widows, orphans or split tables. |
| Reports | Only the fields asked for, in the order asked for. Every value fully visible. |
| Printouts | Your name, centre number and candidate number on every one. |
| Files | Saved with the exact names and formats asked for. |
The explanation · step 2 of 20 · part 2 of 2
The final check routine (continued)
Most practical marks are lost to small slips, not hard skills. A checklist catches them.
16.2 Label and format a chart · The explanation · step 3 of 20 · part 1 of 2
Titles, axis titles and labels
Chart title: says what the chart shows. Type it exactly as the task gives it.
Axis titles: name what each axis measures, with units, such as "Number of hires" or "Price (€)".
Category labels (axis labels): the names along the axis, such as Road, Mountain, Electric. All must be fully visible.
16.2 Label and format a chart · The explanation · step 3 of 20 · part 2 of 2
Titles, axis titles and labels (continued)
Category labels that are cut off or overlap lose the mark. Make the chart wider or rotate the labels so every word shows in full.
16.2 Label and format a chart · The explanation · step 4 of 20 · part 1 of 2
Legend: show it or hide it
A legend is the key that says what each colour means.
With one data series in a bar chart, a legend adds nothing, so tasks often say "do not display a legend".
With two or more series, or in a pie chart without category labels on the slices, the legend is needed.
Every item on a chart should help the reader. A legend that says only "Series1" confuses.
16.2 Label and format a chart · The explanation · step 4 of 20 · part 2 of 2
Legend: show it or hide it (continued)
A legend showing "Series1" means the data was selected without its header. Reselect including the header cell, or rename the series.
16.2 Label and format a chart · The explanation · step 5 of 20 · part 1 of 2
Data labels: values and percentages
Data labels show the number on each bar or slice.
A task may say "show the values" or "show the percentages". On a pie chart you can show the category name and the percentage on each slice.
Values are the raw numbers. Percentages are each value as a share of the total.
16.2 Label and format a chart · The explanation · step 5 of 20 · part 2 of 2
Data labels: values and percentages (continued)
Showing values when the task said percentages, or both when it said one, loses the mark.
15.2 Verification and proofreading · The explanation · step 8 of 20 · part 1 of 2
Errors to look for in a visual check
Transposition: two characters swapped, such as 1945 typed as 1954, or "form" for "from".
Spelling: a letter missing, added or wrong.
Consistent spacing: one space between words, the same gap after every full stop.
Consistent case: capital letters exactly as in the source, such as "Madrid" not "madrid".
15.2 Verification and proofreading · The explanation · step 8 of 20 · part 2 of 2
Errors to look for in a visual check (continued)
These are exactly the slips a spell check and validation both miss. A careful eye finds them.
The explanation · 14 more steps
More on the lesson page
The lesson page has the rest of the explanation, step by step:
- Number format, axis scale and increments
- Verification: is it the same as the source?
- Try it: verify or validate?
- Validation vs verification
- Proofread the layout
- A proofing routine for the practical exam
- Files, folders and file extensions
- Locate, open and import files
- A planned folder structure
- Meaningful file names
- Application formats and generic formats
- Generic file formats you must know
- Application-specific formats
- Choosing the right format
Year 11 · ICT · Paper 2 practice: documents, databases, presentations · Lesson 4 of 5
Quick quiz · 1 of 3
Exporting means…
- A Deleting
- B Printing
- C Saving in a format another program can open
C. Saving in a format another program can open
Importing is bringing a file in.
Year 11 · ICT · Paper 2 practice: documents, databases, presentations · Lesson 4 of 5
Quick quiz · 2 of 3
Landscape orientation is…
- A Square
- B Wider than it is tall
- C Taller than it is wide
B. Wider than it is tall
Portrait is the tall one.
Year 11 · ICT · Paper 2 practice: documents, databases, presentations · Lesson 4 of 5
Quick quiz · 3 of 3
A gutter is…
- A The gap between columns
- B The page border
- C A footer
A. The gap between columns
Set it with the column settings.
Year 11 · ICT · Paper 2 practice: documents, databases, presentations · Lesson 4 of 5
Exit ticket
Answer on paper before you go. Then check.
A section break lets you…
A Change orientation or columns part-way through a documentB Add a pictureC Spell check
A. Change orientation or columns part-way through a document A page break only starts a new page.
Header text appears…
A In the margin of one pageB At the top of every pageC Only on page 1
B. At the top of every page Your name and candidate number go here in the exam.