An application package used in an office includes a word processor. A secretary uses the word processor to create a text file.
The text file is automatically saved at regular periods while being edited.
All files created in this office contain information important to the business.
The office manager decides to buy and install new software and hardware.
Identify two additional features of a word processing package that could be useful for this office.
Award 1 mark for each valid feature identified and explained (up to a maximum of 2 marks):
| Feature | Example of valid explanation |
|---|---|
| Styles/formatting | Consistent document formatting; text effects for emphasis |
| Document elements | Tables, pictures, graphs, equations, headers/footers |
| Mail merge | Personalized documents from template + data source |
| Templates | Pre-designed layouts for consistency and efficiency |
| Collaboration | Track changes, comments, document sharing |
| Automation | Macros, auto-correct, auto-text for efficiency |
| Review tools | Spelling/grammar check, thesaurus, readability stats |
| Navigation | TOC, bookmarks, hyperlinks for easier document use |
| Export options | Converting to different file formats (PDF, HTML) |
| Print management | Print layout options, duplex printing |
Describe how a spellchecker checks whether a word in a text file is correctly spelt or not.
| Description | Mark |
|---|---|
| Explanation that words from the text file are extracted and compared against a dictionary/lexicon (stored in memory/database/online) | 1 |
| Explanation that words found in the dictionary are considered correctly spelled, while words not found are flagged as potentially misspelled | 1 |
Outline the purpose of one application software package other than a word processing package that could be used in this office.
Example answers:
Spreadsheet: For graphically presenting various data;
Database software: For holding employees/customers data;
Web page creators/editors: To create/manage the office's web pages;
Outline one problem that may arise from the installation of new hardware and software in the office.
-
Users/employees might be afraid of these changes (for various reasons);
- And not willing to help in this change;
-
Data migration problems;
- For example, different file formats so conversion must be performed;
-
Employee efficiency may drop;
- As they learn to use the new system;
-
Issue of compatibility with legacy software/hardware;
- So features of new software/hardware may not work correctly;
Outline the security measures that should be taken to prevent data loss.
Award up to [2 max].
-
Off site data storage;
-
Make backups regularly/periodically/frequently;
-
Prevent physical damage to the computers
- Keep equipment in safe and dust-free places
- Protect equipment from static electricity that can erase data or damage components
- Protection during lightning and electrical storms;
State one advantage of this feature, with clear reference to the source.
The changeover to the new system can be achieved by either direct changeover or phased conversion.
Compare direct changeover and phased conversion.
Example answer:
Direct changeover: the old software and hardware is completely replaced, in one move, by the new software and hardware.
Phased conversion involves selecting one section in the office for the direct changeover and other sections will be switched when the first section selected is running satisfactorily. Eventually the whole office has been changed.
A phased conversion is less risky than a direct changeover as any problems that might arise will be isolated in only one section in the office.
Direct changeover means everyone in the organization has same software/hardware and so there are no compatibility issues.
