Spreadsheets
Spreadsheets Databases
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. Advan Formulas can be used to calculate and recalculate totals Lots of data, in records, can
The format of the data can be set. tages What-If investigation can be carried out Data can be added or edite
Modelling can be carried out Data can be filtered or quer
Formulas and functions can be used in a spreadsheet when data is being processed Worksheets can be used to separate different sets of data in Data can be stored on a spe
and can recalculate the results a workbook A password can be used to
Data can be presented in a graph to make spotting trends stored in the database
Modelling can be carried out. This can also be known as What-If Analysis which is easier Can be used with other soft
used to a question with two parts. Data types can be chosen to match the data being stored personalised letter
and processed Validation can be set on fie
A worksheet can be used to store and process data about one specific area. Columns and rows can be locked to maintain data integrity errors
A spreadsheet can contain many worksheets. A worksheet is one spreadsheet Absolute and relative referencing can be included Reports can be generated t
contained within a workbook. A workbook is a collection of worksheets Data can be formatted to meet the needs of the audience queries
Absolute cell referencing can be used when a cell contains a figure that never, or
rarely changes.
Spreadsheets allow a user to search for and sort by specific items of data but is Ad of Can be imported into other documents, e.g. a presentation or report
limited in scope. both Can be saved and backed up to prevent loss or damage
Can be shared electronically
Graphs and charts can be created using a spreadsheet and enable the user to
visualise the data in an easily
The main disadvantage is that the formulas have to be correct for the results of the Disadv If a model is created, the results may not be Knowledge and skill with databases ar
antage realistic If more than one table is used, relatio
processing to meet defined objectives Spreadsheet may take a long time to create created
Databases s Inexperienced users may struggle with the If data from across many tables is req
They are used to store and process data and text. They allow the entry, storage, functions and formulae needed difficult to formulate
editing and processing of data. An error in a formula can affect the results Security procedures need to be imple
Text cannot be manipulated easily holds any personal details
A database is stored in a table or tables. A table is made up of records. A record is a An error in data entry, validation or qu
collection of fields. A field holds one item of data. An item of data is made up of
characters.
A database can be just one table of data (a flat-file database) or many tables of
records connected together by relationships (a relational database) Dis of If data is entered manually, errors may be introduced
both
A database can make and save queries and allows validation to be set on different
fields. Using this can reduce the risk of the wrong format of data being input by the
user Examp Calculating invoices Holding personal data, e.g
les of Finding out the effect of a price change on sales of goods Sending personalised lette
Other types of validation can be set within a record such as length checks, format Producing a graph to show how many people used a shop for Suggesting videos or prod
use each hour that it was open customer has watched, or
checks, range checks and input masks. Showing business accounts over a year, with each month in a Tracking stock levels in a s
It allows forms to be created and used when data is being input. It enables the different worksheet Keeping track of all cars bu
results of queries to be presented as a report where it can be shown in a variety of Importing data collected from, for example, a sensor or a in case of any recalls, or ke
survey history of the cars
formats. Showing financial data with negative figures in red and Storing details of cars who
A database can help keep large numbers of records of data/information organised positive figures in black Keeping income tax record
and the records can be saved for ongoing use. Input forms can be created and used
to help in entering data with validation techniques.
, Tool Purpose Examples of what the Advantages Disad
tool can be used for
Easy to correct mistakes Files can sometimes b
Documents can be saved and retrieved later There may be a limited
Different versions of the same document can be saved A device with word pr
Word Processor To produce, Writing documents, including Features such as borders and text layout can be used to enhance the presentation of the document is needed to create do
edit and format letters, reports Mail merging Spelling and grammar checks can be used to improve the quality of the document
documents Document guides are available on how to lay out specific types of documents
that are mainly Data can be imported from other files
text-based Mail merge can be used to create personalised documents
Spreadsheet To store and Modelling and What -If Can store and process numbers, Can store text Inexperienced users c
process Analysis Numbers can be formatted to meet defined objectives currency, percentage If incorrect formulas a
numerical data Creating graphs/charts from What-If Analysis can be carried out results can be shown
the data stored in the Graphs and charts can be produced Not able to process te
spreadsheet A wide range of formulas can be used
Accounts Includes in-built function
A mail-merging source
Database To store data Data handling Reports can be created to present results of queries Can become complex
and records in Sorting data Queries and reports automatically update when data is added Can be difficult to set
an organised Searching for data and Data can be stored in different tables, reducing duplication inexperienced
way running queries Large quantities of data can be searched more easily than a spreadsheet An incorrect query can
Producing reports based on Need to be kept up to
defined criteria queries are to be relie
A mail-merging source
Frames can be used to position text and images in the document Different DTP software
Desktop To arrange text Creating documents, Drag and drop can be used to place images and other components in the desired places issues
images into including newsletters, flyers, Text and graphics can be imported from different sources Can be difficult to crea
Publishing (DTP) Software usually includes a range of templates so a novice user quickly create a document unless the user is expe
publications posters, brochures
Uses WYSIWYG (What You See Is What You Get)
Presentation To create a Creating presentations to Slides can include a range of different components,e.g. Text, images, graphs Too much text on a sli
Software slideshow to convey information A template can be used so all slides in a presentation look the same information difficult to
present A slideshow can have links to other resources or files,e.g. A hyperlink to a web page Effects such as animati
information to The show can be represented by a speaker or automatically with no human involvement between slides can be
an audience The message can be delivered to a large audience in a large space, without the need to print Presentations may bec
Automatic timings can be set for each slide or each element of a slide many features and eff
A speaker can decide when to move to the next slide based on audience involvement, allowing
questions to be asked
A word processor is usually used when the document being created is mainly text-based while DTP would be more suitable when text and images are both used as DTP
provides greater flexibility on the layout of text and images
Spreadsheets Databases
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. Advan Formulas can be used to calculate and recalculate totals Lots of data, in records, can
The format of the data can be set. tages What-If investigation can be carried out Data can be added or edite
Modelling can be carried out Data can be filtered or quer
Formulas and functions can be used in a spreadsheet when data is being processed Worksheets can be used to separate different sets of data in Data can be stored on a spe
and can recalculate the results a workbook A password can be used to
Data can be presented in a graph to make spotting trends stored in the database
Modelling can be carried out. This can also be known as What-If Analysis which is easier Can be used with other soft
used to a question with two parts. Data types can be chosen to match the data being stored personalised letter
and processed Validation can be set on fie
A worksheet can be used to store and process data about one specific area. Columns and rows can be locked to maintain data integrity errors
A spreadsheet can contain many worksheets. A worksheet is one spreadsheet Absolute and relative referencing can be included Reports can be generated t
contained within a workbook. A workbook is a collection of worksheets Data can be formatted to meet the needs of the audience queries
Absolute cell referencing can be used when a cell contains a figure that never, or
rarely changes.
Spreadsheets allow a user to search for and sort by specific items of data but is Ad of Can be imported into other documents, e.g. a presentation or report
limited in scope. both Can be saved and backed up to prevent loss or damage
Can be shared electronically
Graphs and charts can be created using a spreadsheet and enable the user to
visualise the data in an easily
The main disadvantage is that the formulas have to be correct for the results of the Disadv If a model is created, the results may not be Knowledge and skill with databases ar
antage realistic If more than one table is used, relatio
processing to meet defined objectives Spreadsheet may take a long time to create created
Databases s Inexperienced users may struggle with the If data from across many tables is req
They are used to store and process data and text. They allow the entry, storage, functions and formulae needed difficult to formulate
editing and processing of data. An error in a formula can affect the results Security procedures need to be imple
Text cannot be manipulated easily holds any personal details
A database is stored in a table or tables. A table is made up of records. A record is a An error in data entry, validation or qu
collection of fields. A field holds one item of data. An item of data is made up of
characters.
A database can be just one table of data (a flat-file database) or many tables of
records connected together by relationships (a relational database) Dis of If data is entered manually, errors may be introduced
both
A database can make and save queries and allows validation to be set on different
fields. Using this can reduce the risk of the wrong format of data being input by the
user Examp Calculating invoices Holding personal data, e.g
les of Finding out the effect of a price change on sales of goods Sending personalised lette
Other types of validation can be set within a record such as length checks, format Producing a graph to show how many people used a shop for Suggesting videos or prod
use each hour that it was open customer has watched, or
checks, range checks and input masks. Showing business accounts over a year, with each month in a Tracking stock levels in a s
It allows forms to be created and used when data is being input. It enables the different worksheet Keeping track of all cars bu
results of queries to be presented as a report where it can be shown in a variety of Importing data collected from, for example, a sensor or a in case of any recalls, or ke
survey history of the cars
formats. Showing financial data with negative figures in red and Storing details of cars who
A database can help keep large numbers of records of data/information organised positive figures in black Keeping income tax record
and the records can be saved for ongoing use. Input forms can be created and used
to help in entering data with validation techniques.
, Tool Purpose Examples of what the Advantages Disad
tool can be used for
Easy to correct mistakes Files can sometimes b
Documents can be saved and retrieved later There may be a limited
Different versions of the same document can be saved A device with word pr
Word Processor To produce, Writing documents, including Features such as borders and text layout can be used to enhance the presentation of the document is needed to create do
edit and format letters, reports Mail merging Spelling and grammar checks can be used to improve the quality of the document
documents Document guides are available on how to lay out specific types of documents
that are mainly Data can be imported from other files
text-based Mail merge can be used to create personalised documents
Spreadsheet To store and Modelling and What -If Can store and process numbers, Can store text Inexperienced users c
process Analysis Numbers can be formatted to meet defined objectives currency, percentage If incorrect formulas a
numerical data Creating graphs/charts from What-If Analysis can be carried out results can be shown
the data stored in the Graphs and charts can be produced Not able to process te
spreadsheet A wide range of formulas can be used
Accounts Includes in-built function
A mail-merging source
Database To store data Data handling Reports can be created to present results of queries Can become complex
and records in Sorting data Queries and reports automatically update when data is added Can be difficult to set
an organised Searching for data and Data can be stored in different tables, reducing duplication inexperienced
way running queries Large quantities of data can be searched more easily than a spreadsheet An incorrect query can
Producing reports based on Need to be kept up to
defined criteria queries are to be relie
A mail-merging source
Frames can be used to position text and images in the document Different DTP software
Desktop To arrange text Creating documents, Drag and drop can be used to place images and other components in the desired places issues
images into including newsletters, flyers, Text and graphics can be imported from different sources Can be difficult to crea
Publishing (DTP) Software usually includes a range of templates so a novice user quickly create a document unless the user is expe
publications posters, brochures
Uses WYSIWYG (What You See Is What You Get)
Presentation To create a Creating presentations to Slides can include a range of different components,e.g. Text, images, graphs Too much text on a sli
Software slideshow to convey information A template can be used so all slides in a presentation look the same information difficult to
present A slideshow can have links to other resources or files,e.g. A hyperlink to a web page Effects such as animati
information to The show can be represented by a speaker or automatically with no human involvement between slides can be
an audience The message can be delivered to a large audience in a large space, without the need to print Presentations may bec
Automatic timings can be set for each slide or each element of a slide many features and eff
A speaker can decide when to move to the next slide based on audience involvement, allowing
questions to be asked
A word processor is usually used when the document being created is mainly text-based while DTP would be more suitable when text and images are both used as DTP
provides greater flexibility on the layout of text and images
