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LO6 - Coggle Diagram
LO6
6.2 Selection and justification of the appropriate tools and techniques to present information, including purpose and suitability and the advantages and disadvantages
Word Processor
To produce, edit and format documents that are amilny text-based Writing documents, including letters, reports Mail merging
Advantages
Easy to correct mistakes
Documents can be saved and retrieved later
Spelling and grammar checks can be used to improve the quality of the document
Document guides are available on how to lay out specific types of documents
Data can be imported from other files
Mail merge can be used to create personalised documents
Disadvantages
Files can sometimes become corrupted
There may be a limited choice of symbols
A device with word processing software installed is needed to create documents
Spreadsheet
To store and process numerical data
Modelling and What -If Analysis, Creating graphs/charts from the data stored in the spreadsheet, Accounts A mail-merging source
Advantages
Can store and process numbers and store text
Numbers can be formatted (currency, percentage)
What-If Analysis can be carried out
Graphs and charts can be produced
A wide range of formulas can be used
Includes in-built function
Disadvantages
Inexperienced users can input incorrect formulas
If incorrect formulas are used then incorrect results can be shown
Not able to process text-based inputs
Database
To store data and records in an organised way
Data handling, Sort and search for data and running queries Producing reports based on defined criteria
A mail-merging source
Advantages
Reports can be created to present results of queries
Queries and reports automatically update when data is added
Data can be stored in different tables, reducing duplication Large quantities of data can be searched more easily than a spreadsheet
Disadvantage
Can become complex if several tables are used
An incorrect query can produce incorrect results
Need to be kept up to date if the results of queries are to be relied on
Desktop Publishing (DTP)
Advantages
Frames can be used to position text and images in the document
Drag and drop can be used to place images and other components in the desired places
Text and graphics can be imported from different sources Software usually includes a range of templates so a novice user quickly create a document
Uses WYSIWYG (What You See Is What You Get)
Disadvantages
Different DTP softwares can have compatibility issues
Can be difficult to create very precise layouts unless the user is experienced
To arrange text images into publications
Creating documents, including newsletters, flyers, posters, brochures
Presentation software
To create a slideshow to present information to an audience Creating presentations to convey information
Advantages
Slides can include a range of different components,e.g. Text, images, graphs
A slideshow can have links to other resources or files
The show can be represented by a speaker or automatically without human involvement
The message can be delivered to a large audience in a large space, without the need to print
A speaker can decide when to move to the next slide based on audience involvement, allowing questions to be asked
Disadvantages
Too much text on a slide can make the information difficult to read
Effects such as animations or transitions between slides can become distracting
Presentations may become unprofessional if too many features and effects are used
6.1 Selection and justification of the appropriate software tools and techniques to process data to meet the defined objectives in a given context
Spreadsheets
They are designed to store text and numerical data.
They can also process and manipulate numerical data. The results can be viewed visually in a graph or a chart.
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Disadvantages
If a model is created, the results may not be realistic
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Examples of use
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Showing business accounts over a year, with each month in a different worksheet
Importing data collected from, for example, a sensor or a survey
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Databases
They are used to store and process data and text.
They allow the entry, storage, editing and processing of data.
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Advantages
Lots of data, in records, can be stored
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Data can be stored on a specific fields, e.g. date order
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Can be used with other software, for example to send personalised letter
Validation can be set on fields to minimise input errors
Reports can be generated to show the results of queries
Disadvantages
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If more than one table is used, relationships needed to be created
If data from across many tables is required, queries can be difficult to formulate
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An error in data entry, validation or queries can affect the results
Examples of use
Holding personal data, e.g. about customers
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Suggesting videos or products based on what a customer has watched, or bought, in the past
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Keeping track of all cars built by a car manufacturer, in case of any recalls, or keeping track of the service history of the cars
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Advantages of both
Can be imported into other documents, e.g. a presentation or report
Can be saved and backed up to prevent loss or damage
Can be shared electronically
Disadvantages of both
If data is entered manually, errors may be introduced