USING SOFTWARE

APPLICATIONS
PACKAGES
Office 2016

Using Software Applications Packages

SQA Revised BAR0916

The main part of the pack contains revision material and practice exercises
covering the major features of a range of packages that may be used to
deliver this Unit. The practice exercises have three main purposes:

to enable you to review your learning

to help you prepare for assessment

to help you apply your learning in your own situation

Description of the Unit

This Unit is designed to enable you to use an IT system and software applications
packages effectively and responsibly to process a range of types of data. Activities
will be centred on applying a range of skills using more than one software
applications package. You will learn how to integrate different types of data from
more than one applications package and how to carry out searches in order to
extract and present relevant information from electronic data sources.

Outcomes
There are three Outcomes in the Unit:
1

Operate a range of IT equipment paying due attention to other users

Use a range of software applications packages effectively and responsibly

Find information from suitable computer data sources

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Electronic File Management

File Management is a process of arranging your documents in folders electronically
within a computer database. Once established it allows the user to edit, rename and
delete documents within the folders. Once established the user can build a wellstructured and secure filing system saving time and space.

Activity 1 Electronic Filing

1

Download the Master Student Files zip from Blackboard.

Go to the Using Software Applications Packages folder and download the above
files using Save as.

Browse to your My Documents (H) drive and create a new folder.

Right click new folder. Name this folder USAP.

Open the folder and save the above files.

Once downloaded you can now close Blackboard.

Go to your My Documents and open the folder USAP

Right click on the Master Folder Student files and Extract all.

You should have the following: D85F34-LO1

D85F34-LO2
USAP1

10 Close the folder for now.

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Activity 2 - Open and close a software package

Software packages, or, as they are sometimes called, applications, are used to carry
out a variety of tasks on the computer. In this Unit you may use a number of
packages such as word processing, database, spreadsheet, communications
(internet and e-mail) and PowerPoint to name but a few.
The program used to demonstrate opening and closing a software
package is Microsoft Excel. This has been chosen as it belongs to a suite of
applications packages that are probably the most used in industry and
because there is a degree of similarity between all applications in this suite,
which will allow you, once shown, to open and close all the applications in the
same manner.
To start the program, you must position your mouse pointer over the Start
button on the taskbar and then click the left mouse button; this will bring up a
menu with various options.

Your screen may vary slightly. Now place the pointer over the All apps and an
expanded alphabetical menu should appear.
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You should notice that some of the options on this list have an arrow next to them.
This indicates that there is a sub-menu available with more options.
Now move the mouse pointer over the name of the
applications package that you wish to open, in this
case Microsoft Office Excel, and click on the left
mouse button; this will open up the program

Select Blank Workbook however Excel may just open up as a blank workbook as it
depends upon how the software has been set up.
When the applications package opens, you will see a screen similar to the one
shown below.

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Using Software Applications Packages

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To close the applications package you must first place the mouse pointer
over the word File, which is in the top left hand corner of the screen, and
then press the left mouse button.

Move down the list and choose Close. Now choose another application such as
word processing and repeat these instructions.
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Activity 3 Make use of the Help Facility on your PC as required

In the files that you downloaded open the one named D85F34-01 which contains the
following files and folders. Complete the tasks as outlined below and print off your
documents with your answers to the lecturer.

Take a screen print of the above files. Paste into Paint. Select what you require
and paste again this time into a Blank Word Document. Word Process the name
of the screen-print, just use the file name for this. Notice the extensions on
these. Office 2016 has slightly different extensions as the files were created in
an older version for example .doc is now docx.

Insert your name and student number as a Header.

Insert the page number as a Footer
Save as OS and File Management and keep open to add the rest of the
answers and screen prints.

How many files are in this folder?

How many files are in Rich Text Format (.rtf)?

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How many files are less than 20 KB in size?

Rename the file EXAMPLE 1 as COACHING STAFF. Right click on the file and
choose rename from the menu. Take care not to delete the extension as this can
corrupt the file.

Create the following folders WORD PROCESSING, SPREADSHEET,

DATABASE, PRESENTATION.

Create a sub-folder in WORD PROCESSING called COLOURS.

Place all word processing files that are not in a Rich Text Format and are
named after colours in this folder.

10 Place all spreadsheet files in the SPREADSHEET folder.

11 Place all database files in the DATABASE folder.
12 Place all presentation files in the PRESENTATION folder.
13 Rename the folder OTHER as LEISURE STAFF FILES.
14 Place the files FITNESS PLAN and STAFF ROTA in the folder LEISURE STAFF
FILES.
15 Using the correct tool in Windows Explorer arrange the files on your disk
by type.
16 Which file now appears first?
17 Change the attributes of the file COLLEGE to read-only.
18 Describe how you would cancel documents being printed using an option
from the Control Panel. You may use screen printouts to aid your
explanation.
19 Describe how you would set your computer to check for automatic
updates to Windows at 7 am every morning. You may use screen printouts
to aid your explanation.
20 Describe how you would schedule the routine maintenance task Disk
Clean-up to take place weekly on a Sunday at 8.38 am. You may use screen
printouts to aid your explanation.
21 Describe how you would set up a Virus Scan to take place weekly on a
Sunday at 11.45 pm on the External Backup Drive. You may use screen
printouts to aid your explanation.

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When you have completed all the tasks using screen prints to evidence your
work, ensuring that you save on a regular basis, hand the document to me for
marking.

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