:: Year 7 ::

Office Administration
Unit 1

Copyright © 2010 D. Adofo

 Table Of Contents
Table Of Contents ............................................................................................................................................................. 2
Cover Sheet for Self-Assessment ...................................................................................................................................... 3
KEYWORDS ........................................................................................................................................................................ 4
WORD-PROCESSING: ..................................................................................................................................................... 4
Microsoft Word Screen: ................................................................................................................................................ 4
Formatting: ................................................................................................................................................................... 4
Fonts & Font Styles: ...................................................................................................................................................... 4
Line Spacing: ................................................................................................................................................................. 5
Character Spacing: ........................................................................................................................................................ 5
Page Set-Up:.................................................................................................................................................................. 5
Margins: ........................................................................................................................................................................ 5
Headers & Footers: ....................................................................................................................................................... 5
SPREADSHEETS:............................................................................................................................................................. 6
Microsoft Excel Screen: ................................................................................................................................................. 6
Rows: ............................................................................................................................................................................. 6
Columns: ....................................................................................................................................................................... 6
Cells: .............................................................................................................................................................................. 6
Cell Reference: .............................................................................................................................................................. 6
Formatting Data: ........................................................................................................................................................... 6
Merging Cells: ............................................................................................................................................................... 7
Formulas: ...................................................................................................................................................................... 7
Functions: ...................................................................................................................................................................... 7
Graphs & Charts: ........................................................................................................................................................... 7
DESKTOP PUBLISHING (DTP): ........................................................................................................................................ 8
Text Boxes: .................................................................................................................................................................... 8
Picture Frames: ............................................................................................................................................................. 8
Cropping Pictures: ......................................................................................................................................................... 8
IMAGES: ........................................................................................................................................................................ 9
House Style: .................................................................................................................................................................. 9
Target Audience: ........................................................................................................................................................... 9
UNIT TASKS...................................................................................................................................................................... 10
MICROSOFT WORD: .................................................................................................................................................... 10
MICROSOFT EXCEL: ..................................................................................................................................................... 10
MICROSOFT PUBLISHER: ............................................................................................................................................. 10
USEFUL WEB LINKS ......................................................................................................................................................... 11
Copyright © 2010 D. Adofo
 Cover Sheet for Self-Assessment
The Cover is designed to give you an idea of how your work for the Assessment & Extension Tasks will be
marked and the things you need to do to attain particular levels of achievement. You can use it to help you
assess the level of your work.

UNIT 1 COVER SHEET

To attain a Level

5 Word-processed documents are appropriately formatted.

A variety of images are used suitably for the target audience.
Layout and presentation demonstrates planning and thoughtfulness.

Spreadsheet is appropriately formatted and presented.

Formulas used are appropriate and correct in their calculations.
Graph used is appropriate to the data used and is well formatted and labelled.

Publication is appropriately formatted to its target audience.

A variety of suitable image types are used.
Layout and presentation demonstrates planning and thoughtfulness.
Information used is appropriate for the target audience.

**To get a Level 5, all tasks have to include completed extension tasks!**

4 Word-processed documents demonstrate some formatting techniques.

A variety of images are used, some not so appropriate to the target audience.
Layout and presentation is clean, demonstrating some planning.

Spreadsheet uses some formatting and presentation techniques.

Some formulas used are not appropriate or correct in their calculations.
Graph used is appropriate to the data used but not formatted suitably.

Publication demonstrates some use of formatting.

Some suitable image types are used.
Layout and presentation is clean, showing some evidence of planning.
Some information used may not always be suitable for the target audience.

3 Word-processed documents are inappropriately formatted.

Images used are not suitable for the target audience.
Layout and presentation is cluttered and demonstrates no planning.

Spreadsheet is not appropriately formatted or presented.

Formulas used are inappropriate and incorrect in their calculations.
Graph used is not suitable to the data used nor is it well formatted.

Publication is not appropriately formatted to its target audience.

Images used are not suitable for target audience.
Layout and presentation is cluttered and demonstrates no planning.
Information used is inappropriate for the target audience.

Copyright © 2010 D. Adofo

 KEYWORDS
WORD-PROCESSING: A Word-processing program helps you to write letters, stories, reports and many
other types of text. Examples of word-processing programs include Microsoft Word, WordPerfect,
AbiWord and OpenOffice.org Writer.

Microsoft Word Screen:

The interface (what the program looks like) is below:

Formatting: It refers to the way information in a document looks. The information can be the words,
pictures, sounds or video in a Word document. You can format the information in many ways:

changing the font size, style and colour of the words and numbers we type in

laying text out in tables or columns

making lists like this one using bullets or numbers

adding pictures and borders

adding headings that automatically appear on every page (headers)

adding page numbers and footnotes.

Fonts & Font Styles: A font refers to the style of the letters used in the text of documents. They can be
used to make information stand out, like the headings and sub-headings of a document. There are many
different fonts you can use , e.g. Times New Roman, Arial, Comic Sans, Edwardian Script.
You can format font styles further by changing the font size, colour or by using bullets, bold, italics or
underlining to make the words stands out more.

Copyright © 2010 D. Adofo

Line Spacing: This refers to the amount of vertical spaces between sentences in a document.

Character Spacing: This is the amount of horizontal spacing between fonts in a word.

Page Set-Up:
The Page set-up determines the size of the document and how the page will look.

PAGE SIZE: There are many paper sizes to use. Some of the most common ones include:

A5: This is normally the size of business or Christmas cards

A4: This is the size of the paper for this document and most documents printed at home.

A3: Is bigger than A4 and can only usually be printed by professional printers

NB: With the A sizes, they increase in a set order e.g, A3 is 2x as big as A4, A4 is 2x as big as A5 and so on…

PAGE ORIENTATION: This refers to the direction that a document is printed in and can be set-up to be:

Portrait: When the document is tall and narrow.

Landscape: When the document is short and wide.

Margins:
This is the space between the edges of the document and where the words actually begin. It shows as the
blank space around the edges of the page and items such as words or images can be inserted there.

It can be changed to any figure the user wants for wider or smaller margins e.g 1.15 or 2.5cm.

Headers & Footers:

These are areas in the top and bottom margins of the document. You can use this area to insert
information like your name, page numbers, company logo and time and date.

Copyright © 2010 D. Adofo

SPREADSHEETS: This is simply a program that can be used to perform calculations or to store data.
The data can be numbers or text. It can also be used to search for particular items of data and to produce
graphs and charts based on the data. Examples include Microsoft Excel, Visicalc and Lotus 1-2-3.

Microsoft Excel Screen:

The interface (what the program looks like) is below:

A spreadsheet is made up of Rows and Columns and these divide the spreadsheet into many cells.

Rows: These go horizontally across the spreadsheet and usually begin with a number e.g. 1, 2, 3 etc

Columns: These go vertically across the spreadsheet and usually begin with a letter e.g. A, B, C etc

Cells: These are the tiny boxes in Excel. When it is selected (active) it has a dark border around it. Each cell
is identified by coordinates (information that shows its location) known as cell references.

Cell Reference: These are the coordinates that show you which cell is active or selected. It is made up of
the column and the row heading e.g. A4

Formatting Data: Similar to Microsoft Word, the data in spreadsheets including words and numbers,
can also be formatted to change their appearance.

Data can be made bold, underlined, italicised or made bigger or smaller and currency signs can be shown.

Copyright © 2010 D. Adofo

Merging Cells: Merging means joining together. Some data in cells can be too big to fit into the cell and
the cells can be merged so they fit properly.

Formulas: Formulas are used in Excel to perform calculations. They are just like equations in Maths and
you write them yourself. In Excel however, you start the equation with an equal sign so Excel knows it is
not just data but a calculation.

e.g. = C2+C3+C4+C5

NB: In all formulas make sure you use the cell reference, not the values (numbers) in a cell. This will keep
all formulas correct in case the values in the cell changes!!

CORRECT: =C2+C3+C4+C5

INCORRECT: =2+4+6+7

Functions: Excel already has formulas that come with the program. These pre-set formulas are known as
Functions and you do not need to type them up yourself.

e.g. =SUM(C2:C5). The function means to add up (sum) all the values (numbers) from cells C2 to C5.

=AVG(C2:C5). This function means to calculate the average of all the values (numbers) from cells C2 to C5.

All functions can be found under the Formulas Tab:

Graphs & Charts: Excel can be used to create many types of graphs and charts. A graph or chart is just a
different way of presenting data but in a more visual form than just numbers and text.

There are many types to use, and these depend on the data being used or the information to be plotted.

1. BAR GRAPHS: These are usually used to show different quantities of items.
2. PIE CHARTS: These are useful to compare contributions of items to the whole.
3. LINE GRAPHS: These are used to show how things change or stay the same over a time period.

1 2 3

Copyright © 2010 D. Adofo

DESKTOP PUBLISHING (DTP): This refers to programs that are used to create professional printed
publications like books, brochures or leaflets. They are mainly used for publications with multiple pages.

They are also known as frame-based software as the information is put onto the pages in blocks/frames.

Text Boxes: These are the containers used to insert text into a publication. Unlike Word-processors, the
text cannot be typed into the software directly to just fill up the space. You build publications by arranging
text boxes on pages.

Picture Frames: These are the containers used to insert images into a publication. Images can be photos
or clip art and can be inserted from the hard-drive, clip-art gallery, a USB storage device or scanned in.

Cropping Pictures: Cropping means to cut out and it is helpful for getting rid of any unwanted parts of
the picture you do not want to keep. When you select a picture in Publisher, a toolbar comes up with the
crop tool.

Copyright © 2010 D. Adofo

IMAGES: There are different types of images that can be used in publications based on the target
audience (who it is designed for).

BITMAPS: These are usually pictures or photos. A bitmap image is made up of thousands of dots or pixels.
The higher the number of pixels in an image, the better is the quality of the image and also the bigger the
file size. Images for the Web are usually 72dpi (dots per inch) and printed is usually 150/330 dpi.

VECTORS: A vector image is usually made up of shapes (also known as objects) and usually looks like hand-
drawn images or illustrations. The shapes are drawn mathematically so changing its size does not affect its
quality, unlike bitmaps. They can be filled in with or outlined colour or patterns and can also be resized.

House Style: This refers to particular things used in publications such as – logo, fonts, images etc. to
make all the documents look similar. It can help people to recognise which organisation the publication is
from. In journalism, it also refers to the way you write; such as using long or simple words and sentences.

Target Audience: The main group an organization is trying to reach with its communications or
publications. Depending on the target audience, particular images or words may be used so the publication
is better suited to their tastes.

Example; if the target audience for a book is children, vectors images and simple words will be used so they
can understand it better but if it was for adults, then it is likely bitmap images and long words will be used
instead.

Copyright © 2010 D. Adofo

 UNIT TASKS
MICROSOFT WORD:
Baseline Assessment:

Complete the WP SKILLS document independently and return to the teacher as instructed.

Assessment Task:

Write a letter to your friend telling them about your first term at secondary school. The letter should have a
standard and attractive layout and include a/some relevant image(s).

Extension Task:

Re-create the same letter but this time directed towards an adult. Format the report as appropriate.

MICROSOFT EXCEL:
Baseline Assessment:

Complete the DH_Assessment document independently and return to the teacher as instructed.

Assessment Task:

Create a simple spreadsheet that shows what you spend your weekly allowance on and any money you save. Plot an
appropriate graph to show what you spend the most money on.

Extension Task:

Create a report to explain what happens in your spreadsheet when some of the values change and why, support this
with evidence. Format the report appropriately.

MICROSOFT PUBLISHER:
Baseline Assessment:

Create an A4 poster to instruct Year 7 students about the rules to follow when in the ICT suites.

Assessment Task:

Students are to create a Christmas-card to send to a friend. The theme does not have to reflect only Santa but can
cover their favourite hobby, music artist or group. The card should be a fold-out and be exciting, attractive and
include relevant information.

Extension Task:

Re-design the card but with the target audience being adults, not Year 7 children. Apply formatting as appropriate.

Copyright © 2010 D. Adofo

 USEFUL WEB LINKS
http://www.teach-ict.com/

http://www.istockphoto.com/index.php

http://photobucket.com/

www.gettyimages.co.uk

http://www.bbc.co.uk/schools/bitesize/

Copyright © 2010 D. Adofo