Unit Title: IT Applications and Skills Unit Code: ITAS

Level: Certificate in Business Information Systems

Learning Outcome:

1. Candidates should be able to understand word processing terms

and use a word-processing package to produce a range of
documents

Indicative Content:

1.1 Understand word processing terms

• Knowledge and understanding of the following word processing terms

is expected: document, format, alignment, page orientation,
paragraph and font

1.2 Create new documents and open existing ones. This should include the
use of templates

• Creation includes a range of document types, e.g. memos, letters,

agendas and forms
• Documents can be created by using templates, wizards, by modifying
an existing document or by using a blank document

1.3 Type and edit text

• Typing text includes the appropriate use of capital letters, symbols

and punctuation. Mistakes are corrected through the use of the
backspace and delete keys
• Text is reorganised or removed through selection/highlighting and the
use of cut, copy, paste and delete as appropriate

1.4 Use Save and Save As with a suitable name and location. This should
include saving in different formats too, e.g. template

• A clear understanding of the difference between Save and Save As

is required
• Documents can be saved in different formats, e.g. as a template to
speed up the document creation process or in Rich Text Format
(RTF) for compatibility with different word processing packages

1.5 Spell and grammar check

• Spelling and grammar checking tools help reduce the likelihood of

certain types of errors
• It should be stressed that proofing tools should be used in conjunction
with proofreading, rather than instead of

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Examiner’s Tips:

If you have internet access there are a range of free word processing guides
on the world wide web, e.g. on the Wikipedia site (http://wikipedia.org/) under
Word Processing there are links to sites that provide electronic guides to
popular word processing packages.

If you use one of the versions of Microsoft Word then the appropriate book by
Computer Step (see http://www.ineasysteps.co.uk/) provides a good
introduction to essential word processing skills.

018758
Unit Title: IT Applications and Skills Unit Code: ITAS
Level: Certificate in Business Information Systems
Learning Outcome:

1. continued Candidates should be able to understand word processing

terms and use a word-processing package to produce a range of
documents

Indicative Content:

1.6 Apply formatting to text and page

• Text formatting – it needs to be clearly understood that formatting

settings can be applied before typing text as well as by applying
formatting to selected/highlighted text
• Formatting text includes the use of bold, italic, underline,
alignment, paragraph spacing as well as any combination of the
above
• Page formatting – includes changing margins, page size, orientation
and the use of columns, e.g. for a newsletter layout

1.7 Print preview a document and print it

• It needs to be clearly understood that documents should be

previewed before printing to help ensure correct layout and margins
and to avoid wastage of paper and ink/toner
• Candidates need to be able to set printing options including
specifying pages/sections to print, number of copies, print quality
and printer specific options such as scaling (multiple pages per
sheet)

1.8 Record a macro to automate a process and know how to enable

document macros

• Macros can be used to speed up multiple step processes, e.g. to print

multiple copies of a document
• Macros can be created by ‘recording’ operations, writing macro code
or a combination of the two
• Viruses can be created by writing malicious macros and so caution
needs to be taken when opening macro containing documents. It is
important that candidates are clear how to virus check documents and
modify security settings appropriately
• To be able to use non-malicious macros in a document they need to
be enabled when the document is loaded
• Some simpler word processing packages do not support the creation
of macros

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Examiner’s Tips:

It is worth learning the keyboard shortcuts for text formatting e.g. Ctrl + B
applies bold formatting. Also learn how to assign keyboard shortcuts to
commands you frequently use.

To find answers to questions you have about word processing use a search
engine to find a forum about the program you use. Read the solutions to
questions that other people have asked and post your own questions to get
the answers you are looking for.

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Unit Title: IT Applications and Skills Unit Code: ITAS
Level: Certificate in Business Information Systems
Learning Outcome:

2. Candidates should be able to understand spreadsheet terms, apply basic

spreadsheet techniques to a range of simple commercial and accounting
applications

Indicative Content:

2.1 Understand spreadsheet terms

• Knowledge and understanding of the following spreadsheet terms is

expected: spreadsheet, cell, worksheet, workbook, formula and functions

2.2 Create new spreadsheets and open existing ones. This should include
the use of templates

• Creation includes using templates, wizards, by modifying an existing

spreadsheet or by using a blank spreadsheet

2.3 Input text, numbers and simple formulae

• It should be clearly understood why numbers default to being right

aligned
• Simple formulae include the use of functions such as SUM,
AVERAGE, IF

2.4 Employ simple functions such as SUM, AVERAGE and IF in formulae to

perform simple business processes

2.5 Use Save and Save As with a suitable name and location. This should
include saving in different formats too, e.g. template

• A clear understanding of the difference between Save and Save As

is required
• Spreadsheets can be saved in different formats, e.g. as a template to
speed up the spreadsheet creation or in Comma Separated Values
(CSV) for compatibility with different spreadsheet packages

2.6 Use basic spreadsheet formatting – cells and sheets

• Cell formatting – to make a spreadsheet easier to follow it is important

to be able to modify formatting of cells, e.g. bold, italic, borders,
shading, alignment
• Sheet formatting – to improve readability and layout for printing it is
important to be able to modify sheet properties, e.g. adjusting column
widths and row heights, changing sheet orientation and adding page
breaks

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Examiner’s Tips:

If you have internet access then try to find if there is an electronic newsletter
you could subscribe to about the product you use, e.g. within the Microsoft
Office website (http://office.microsoft.com) you can sign up to newsletters that
help you work more productively.

If you use one of the versions of Microsoft Excel then the appropriate book by
Computer Step (see http://www.ineasysteps.co.uk/) provides a good
introduction to essential spreadsheet skills.

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Unit Title: IT Applications and Skills Unit Code: ITAS
Level: Certificate in Business Information Systems
Learning Outcome:

2. continued Candidates should be able to understand spreadsheet terms,

apply basic spreadsheet techniques to a range of simple commercial and
accounting applications

Indicative Content:

2.7 Display formulae and printout in full

• To check errors in calculations it is often useful to printout a copy of

the spreadsheet formulae – candidates are expected to be able to
display formulae, adjust column widths so the formulae are displayed
in full and show row and column headings so formulae can easily be
followed

• Creation of and modification charts/graphs to illustrate data

– Charts/graphs often make data easier to understand – candidates

need to be taught which type of chart is suitable for what purpose
and how to adjust chart/graph settings to that charts are
professionally presented. In particular using appropriate: scales,
labels, legends, titles and colour is vital

2.8 Print Preview a spreadsheet and Print it out

• It needs to be clearly understood that if a spreadsheet is to be

printed it should be previewed beforehand to help ensure
correct layout and margins and to avoid wastage of paper and
ink/toner
• Candidates need to be able to set printing options including changing
page orientation, displaying gridlines, scaling printouts to fit to a
certain number of pages wide/tall, repeating column and row
headings and effective use of headers and footers, e.g. for page
numbering and date stamping

2.9 Record a macro to automate a process and know how to enable

spreadsheet macros

• Macros can be used to speed up multiple-step processes, e.g. to print

multiple copies of a spreadsheet
• Macros can be created by ‘recording’ operations, writing macro code
or a combination of the two
• Viruses can be created by writing malicious macros and so caution
needs to be taken when opening macro containing spreadsheets. It is
important that candidates are clear how to virus check documents and
modify security settings appropriately

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 • To be able to use non malicious macros in a document they need to
be enabled when the spreadsheet is loaded

Examiner’s Tips:

It is worth learning the keyboard shortcuts common commands, e.g. Ctrl + S

to save a spreadsheet.

The spreadsheet program you use is likely to come with sample spreadsheet
files – open them up and see if you can understand how they work.

018758
Unit Title: IT Applications and Skills Unit Code: ITAS
Level: Certificate in Business Information Systems
Learning Outcome:

3. Candidates should be able to understand database terms, use a suitable

software package to create a working database and demonstrate skills in
using database facilities

Indicative Content:

3.1 Understand common database terms

• Knowledge and understanding of the following database terms is

expected: database, field, record, data type, table, primary key, query,
form, report, flat file, relational

3.2 Open and use an existing database

• Candidates must learn how to open an existing database, e.g. a sales

database. When opened the following must be demonstrated: data
entry using an input form or table, data selection via a filter or query
and printing output, e.g. from a report

3.4 Design and create a simple database

3.5 Design and create a database with a meaningful file name containing
one or more tables with appropriate fields and field names

• Field names should describe the data they relate to, e.g. a field called
First_Name would be used to store people’s first names. Field names
should not contain spaces because of the problems they can cause
when using more advanced database features
• Data that can be derived should not be stored, e.g. age should not be
used as a field because it can be derived from a Date_of_Birth field
• It is important that correct data types are used for the database to
function properly, e.g. a Telephone_Number field would
need to be text/character because it might start with a 0 and it could
contain spaces or letters, e.g. to indicate an extension
• Field properties should be set to help ensure data accuracy and
maximise database efficiency. For example the field needs to be large
enough for the data it is to contain, e.g. a text field needs have a large
enough field length for the maximum number of characters it is to
contain. Software permitting data validation techniques should be
taught

3.6 Save database objects with appropriate names

• When saving database objects, e.g. tables, they should be given a

meaningful name ideally with a prefix to indicate the type of object it

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 is. For example, a table storing customer details could be called
tblCustomer

Examiner’s Tips:

a person’s name would be split into First_Name and Surname fields. This will
make sorting and extracting data much easier.

If you use one of the versions of Microsoft Access then the appropriate book
by Computer Step (see http://www.ineasysteps.co.uk/) provides a good
introduction to essential database skills.

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Unit Title: IT Applications and Skills Unit Code: ITAS
Level: Certificate in Business Information Systems
Learning Outcome:

3. continued Candidates should be able to understand database terms,

use a suitable software package to create a working database and
demonstrate skills in using database facilities

Indicative Content:

3.7 Create simple queries/filters

• The real power of a database is the ability to select records according

to criteria. This can be achieved via filters in simple database
packages and through queries in more sophisticated database
management systems
• Candidates need to be able to create simple queries/filters using
operators such as:
= (equal to); <> (not equal to); > (greater than); < (less than);
>= (greater than or equal to); <= (less than or equal to);
• Queries/filters need to select records based on two criteria, e.g. in a
sales database Sales > 1,000 AND Region = “West”

3.8 Design input forms

• Database forms should be used to make data entry

straightforward for the end users. Form layout should be logical
and make good use of drawing elements such as labels, lines,
boxes and graphics. If available the use of drop-down lists and
buttons should be taught

3.9 Design output reports

• Reports are used to produce paper-based output from a database. It

is important that appropriate use of the following is made:
page orientation, sorting, grouping, summary data (e.g. totalling and
counting), labels, graphics, titles

Examiner’s Tips:

When learning about queries/filters use a database with a small

number of records so you can manually work out what records
should be displayed when you set criteria. Add new test records
with suitable field values to check that your criteria work in all
cases, e.g. when using a criterion such as > 1000 (greater than 1000) add a
record with a value of 1000 in the appropriate field to check
that when the query/filter is applied that this record is not
displayed.

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Whichever database software you use it is likely to contain sample database
files/templates – open these and see if you can understand their table, form,
query/filter and report designs. The understanding this gives you can then be
applied to your own database designs.

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Unit Title: IT Applications and Skills Unit Code: ITAS
Level: Certificate in Business Information Systems
Learning Outcome:

4. Candidates should be able to understand e-mail terms, use a suitable

software package to read, reply to, forward and send e-mails, including
different types of attachments

Indicative Content:

4.1 Understand e-mail terms

• Knowledge and understanding of the following e-mail terms is

expected:
e-mail, message, send, receive, forward, CC, BCC, attachment, junk
e-mail/spam, virus, zip, unzip

4.2 Outline precautions to take when using e-mail

• Candidates must understand that e-mail is one of the most common

means of infecting computers with malicious programs, such as
viruses. They need to know that suspicious e-mails should be deleted
and files attached to messages should be virus checked before being
opened. Junk e-mail is increasing in volume so candidates need to
know appropriate techniques for dealing with it, e.g. setting up e-mail
filters

4.3 Explain how to protect communications against virus infection and how
to deal with junk mail

4.4 Read, reply to and forward messages

• As well as reading messages candidates need to know how to either

file or delete them as appropriate.
• Reply includes a clear understanding of the options about retaining
the original message text and the difference between Reply and
Reply To All, to avoid the latter being used inappropriately.
Additionally candidates need to be clear that other recipients and
attachments may be added to a message reply, when appropriate to
do so
• Forwarding messages is commonly used in business and similarly to
sending or replying to messages it should only be used to send
messages to relevant recipients. Usually when a message is
forwarded it will retain any attachments that were in the original
message, along with a copy of the message text. When replying to a
message any attachments are normally removed

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4.5 Create new messages and send them

• The options of where to put each recipient’s e-mail address (To, CC

or BCC) along with the reasons why need to be clearly understood. In
particular the use of BCC is important because it reduces the
likelihood of abusing someone’s e-mail address and can reduce the
size of an e-mail’s header, if the message is being sent to a large
number of recipients

Examiner’s Tips:

When investigating e-mail message features, e.g. text formatting and how
effectively they work on different e-mail systems, you can set up a web-based
e-mail account and send test messages to and from it.

If you use one of the versions of Microsoft Outlook then the appropriate book
by Computer Step (see http://www.ineasysteps.co.uk/) provides a good
introduction to essential e-mail skills.

018758
Unit Title: IT Applications and Skills Unit Code: ITAS
Level: Certificate in Business Information Systems
Learning Outcome:

4. continued Candidates should be able to understand e-mail terms, use a

suitable software package to read, reply to, forward and send e-mails,
including different types of attachments

Indicative Content:

4.6 Send attachments

• One of the most useful features of e-mail is the ability to send

attachments. Candidates need to understand what attachments are,
how they are attached to messages and how they can be downloaded
when received
• It is important that candidates are aware that attachments can make a
message very big and some mail systems will restrict the size of
messages that can be sent or received. So files may need to be
attached over a number of messages or an alternative method used,
e.g. by putting the file/s on a CD or DVD ROM and sending it through
the conventional mail
• It needs to be stressed that attached files can only be viewed with
suitable software and so when sending attachments it is important to
indicate the type of file/s are attached, to help the recipient view their
content

4.7 Zip files and folders, unzip and extract files

• If a large file or a number of files are being sent then compression

software (e.g. a program that can create a .zip file) can reduce
the size of the resultant e-mail or make the attachments easier
to download. Candidates need to be able to save a compressed
folder to their computer and extract the file/s it contains and also be
able to create their own compressed archive, using a suitable
software package, e.g. Winzip

Examiner’s Tips:

If you are attaching a file to an e-mail you may well find that it is possible
to do this directly from within the program used to create/view it via
command on the File menu, e.g. Adobe Acrobat Reader has an Email
option, which will attach the current file to a blank message in your default
e-mail client.

Make sure you are clear whether messages are being stored on the server of
the organisation that provides your e-mail or whether they are downloaded to
your computer when you read messages. Whichever of the two is used take

018758
appropriate precautions to backup any important messages to a different
location, e.g. via an archive option.

018758
Unit Title: IT Applications and Skills Unit Code: ITAS
Level: Certificate in Business Information Systems
Learning Outcome:

5. Candidates should be able to understand office integration terms and be

able to use office software packages to create integrated documents

Indicative Content:

5.1 Understand integration terms

• Mail merge, linked file, paste special, data source, main document,
mailshot, hyperlink

5.2 Mail merge and e-mail merge

• Candidates need to be able to create:

– a data source (within a database package, spreadsheet or word
processed table), e.g. a list of names and addresses
– a main document, e.g. a word-processed letter
• The data source then needs to be linked to the main document, e.g.
via a wizard and fields from the data source need to be inserted into
the main document ready for the two to be merged
• Finally the two files need to be merged together so that the data from
the data source is inserted into the main document to produce the
required output, e.g. a mailshot letter to all the selected records within
the data source
• Output can be in the form of a merged file, a printout or an e-mail
• Candidates need to be able to apply sorting and filtering/querying to
select only the desired records, e.g. sales > 1000 (sales greater than
1000) and for the output to be in a suitably sorted order, e.g. sorted by
surname and forename

Examiner’s Tips:

When learning how to mail merge documents it is a good idea to test the
results of the merge by producing a file in the first instance. In this way if there
are any errors in the main document, data source, sorting or selection criteria
then these can be identified without wasting paper or trying to deal with
incorrect e-mail messages. Only when the output of the merge has been
checked, ideally by two people, should the merge be sent to a printer or via e-
mail.

When you have successfully mastered the merging process it is a good idea
to use a word processor to write your own instructions of how you did it and
illustrate them with screenshots. Most operating systems will enable you to
take a screenshot by pressing a key (or key combination) on the keyboard
transfers the contents of the screen to the clipboard and from there it can be
pasted within your document. For example, with the Microsoft Windows

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operating system there is a key called PrtScrn or Print Screen on the
keyboard which when pressed places a screenshot into the Windows
clipboard, and then within any application that supports the use of clipboard
images you can select the paste command to paste the screenshot as an
image.

018758
Unit Title: IT Applications and Skills Unit Code: ITAS
Level: Certificate in Business Information Systems
Learning Outcome:

5. continued Candidates should be able to understand office integration

terms and be able to use office software packages to create integrated
documents

Indicative Content:

5.3 Insert spreadsheet/database objects into a word-processed document

• Business reports are usually created within a word processing

package and to make their contents more accessible they are
usually illustrated with tables of data, spreadsheet extracts, charts
and graphics. Candidates need to learn how to insert
spreadsheet and database extracts into a word-processed
document
• It is important that candidates understand the different methods
of integration including inserting as a non-updatable object or by
linking to the source file. For example, the database/spreadsheet
files can be linked into the word-processed content so that if the
database/spreadsheet is updated this will update the contents of the
word-processed document when it is next refreshed

5.4 Hyperlinking different kinds of files

• Hyperlinks are becoming widely used within a range of documents

and are a particularly helpful addition to e-mails and within long
word-processed documents. Candidates need to know how to add
hyperlinks within a document to a web address, e.g. www.abeuk.com,
an e-mail address, e.g. registration@abeuk.com, a file location, e.g.
c:\windows or a place within the same document, e.g. to the contents
page of a word-processed document or to a particular worksheet
within a spreadsheet workbook
• Hyperlinks can be in different forms, e.g. text, pictures or buttons,
and will sometimes have the option of having a ‘ScreenTip’ which
will display a description of what the hyperlink does when
clicked on

Examiner’s Tips:

If regularly inserting extracts from spreadsheets/databases into word-

processed documents via the clipboard (e.g. using Paste Special) it may save
time to create a macro to automate the process and assign it to be run via a
keyboard shortcut.

Hyperlinks to external sources that contain no spaces can often be typed

directly into a document. For other types of hyperlinks it is a good idea to

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use/create a keyboard shortcut to input them, e.g. in Microsoft Word Ctrl + K
will automatically display the Insert Hyperlink dialogue box.

018758
Unit Title: IT Applications and Skills Unit Code: ITAS
Level: Certificate in Business Information Systems
Learning Outcome:

6. Candidates should be able to understand how IT is applied to a

commercial environment and give examples of systems used

Indicative Content:

6.1 Understand Commercial IT terms

• Knowledge and understanding of the following commercial IT terms is

expected:
front end, interface, back end, user input, validation, verification, POS,
EPOS, EFTPOS, ATM, Back up, UPS, firewall, anti-virus software,
encryption

6.2 Explain what a Front-end and Back-end are

• It is important that it is clearly understood that the commercial

application of IT usually involves a ‘front-end’ (interface) that the end
user interacts with which is connected to a ‘back-end’ that does the
processing required. For example, with a web based sales site the
front-end is the website that the buyer interacts with, and the back-
end is the database and related systems that process the buyer’s
order
• Front-end design is extremely important and candidates should
consider what factors help make a good design. This could be
through evaluating commercial websites and how straightforward they
make the process of purchasing products online, through evaluating
the data entry forms the candidates created in the database section of
the course, by evaluating a commercial piece of software, e.g. an e-
mail client or by any other means felt appropriate
• Back-end systems need to be reliable and efficient. Candidates need
to understand what processing is carried out with the data input via
the front-end and what the outputs are. For example, with a website
the back-end systems could send a confirmation e-mail of the
purchase, initiate the order assembly and packing processes at the
warehouse and debit the customer’s account with the total cost of the
order

6.3 Explain how a customer interacts with a web-based sales site in order to
complete a transaction

Examiner’s Tips:

It is recommended that you try to look at commercial IT systems either in a

workplace or one used by the organisation where you study this course, e.g. a
student enrolment system.

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When using commercial IT systems, e.g. computer networks, web sites,
software packages etc. think about what works well about them and how you
might redesign them. For example look at the ABE website and answer
questions like: Does it provide the information I need?
How easy is it to navigate?
If I use the search facility does it return the results I want?
What do I feel about the way the information is presented (text size, colour,
use of images etc)?
What would I do to make it even better?

018758
Unit Title: IT Applications and Skills Unit Code: ITAS
Level: Certificate in Business Information Systems
Learning Outcome:

6. continued Candidates should be able to understand how IT is applied to

a commercial environment and give examples of systems used

Indicative Content:

6.4 Describe the operation of a commercial IT system and the importance of

protecting a commercial IT system

• All IT systems can be broken down into three elements – input,

processing and output
• Input – how is data input into the system methods include: magnetic
strip reader, barcode reader, keypad/keyboard entry, through reading
a data file, via a microchip on a smart card. For example, a cash
machine reads account details via a magnetic strip reader
• Processing – what happens to the input data, this includes operations
such as validation, verification, calculations, referencing data files and
updating data files. For example, after a bank card’s details have
been read the computer system will try to retrieve the details of the
corresponding bank account such as the personal identification
number (PIN) of the account. These details will then be used in other
processes such as verifying that the PIN input is correct and checking
what operations are permitted by this account with the funds it has
available
• Output – what comes out of the system types include screen display,
printed output, sound and electronic files. For example, after a bank
card has been inserted into a cash machine, the account details read
and verified, a message will be displayed on the screen requesting
the input of the PIN and as each character of the PIN is input, via the
keypad, a * will be output to the screen along with a sound to indicate
that a number has been input
• Examples of systems to describe include EFTPOS, ATM and sales
based websites
• It is important that it is clearly understood that the IT systems are
essential to business operation and so need protection both from
natural events and malicious attack. Methods include:
• Encrypting sensitive data, e.g. when transmitting credit card
information over the internet during an online sales transaction
• Uninterruptible Power Supplies (UPS) – these provide backup
power to IT systems in case of failure of the electricity supply to the
business. They provide a short-term supply to enable the business
to continue operation or, if the supply is due to be unavailable for a
considerable time, the opportunity to manage the closing down of
systems to protect them and their data
• Backups – provide the opportunity to restore a system to the
previous business day in case of system failure or other kind of

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 disaster. It is important that backups should be stored away from
the normal business premises
• Anti-virus software – to protect computer systems from virus
infection and potential consequent damage to data or the systems
themselves. Needs frequent updates
• Firewalls – to prevent access to systems by unauthorised persons
(hackers)
• Implementation of appropriate systems, e.g. password protection
and appropriate training for staff to reduce the chances of systems
or data being misused

Examiner’s Tips:

The protection of IT systems is a constantly changing area as new threats

occur and new solutions are implemented so it is recommended that you
review online sources for details about the latest developments, e.g.
http://wikipedia.org and anti-virus company websites.

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