Student Outcome
  • -Able to understand basic principles using computer office programs - spreadsheets, databases & word documents
  • -Able to understand terminology used for basic word documents

Office Programs & Documentation

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  • Show Me

  • Show Me

    Word Processing Documents

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    Click to read a summary of the video

    A word processor is a program that allows you to:

    • create a document.
    • edit a document.
    • print a document.
    • save a document for future reference.

    There are two main stages:

    • creating a document - this may involve using a template
    • editing a document - making changes to the document

    Word processors help:

    • create professional documents.
    • simplify complex tasks.
    • save time.

    Examples of WORD documents

    • reports
    • letters
    • advertising

    A word processor can insert individual details of customers on the same letter or flyer. These can be printed with a personalised greeting without having to create the document many times. This is known as a Mail Merge.

    WORD is a common word processing program, but the same basic principles apply to all word processing programs.

    Functions in WORD

    • The ribbon has several tools and features.
    • The TABS relate to tasks and activities.

    TABS

    • File, eg save and print
    • Home - relates to formatting, eg highlighting, bolding, font type and size, bullet points
    • Insert, eg cover pages, tables, graphics, headers
    • Page Layout, eg paper size, orientation (portrait and landscape)

    Good formatting and layout make a document:

    • easy to read.
    • look professional.
  • Show Me

    Spreadsheets

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    Click to read a summary of the video

    A spreadsheet is a program that allows you to:

    • to present information in table form.
    • produce a document with numerical data.

    Spreadsheet programs are used to:

    • produce financial reports.
    • record client lists.
    • keep track of occupancy rates.
    • calculate costs.

    Spreadsheet data can be imported into word processors.

    EXCEL is a common spreadsheet program, but the same basic principles apply to all spreadsheet programs.

    A Workbook is a document where users:

    • enter text.
    • enter numerical data.

    Data:

    • is arranged in columns - identified by a letter.
    • is arranged in rows - identified by a number.
    • can be printed as a report or a chart.

    This makes it easy to store, organise, and analyse the information.

    Cells:

    • are boxes where data is entered.
    • are named according to their column and row.
    • can hold formulas to calculate data in other cells.

    The Name Box shows exactly which cell is selected.

    TABS

    • File, eg save and print
    • Home - relates to formatting, eg highlighting, bolding, font type and size
    • Insert, eg graphics, headers
    • Page Layout, eg paper size, orientation (portrait and landscape)
    • Formulas, eg AutoSum
  • Show Me

    Templates

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    Click to read a summary of the video

    In the Tourism and Hospitality industry there will be documents that you create frequently. These may be created using a word processor or a spreadsheet.

    You will often use the same:

    • information
    • formatting
    • layout or design

    Templates give us a style guide for a new document.

    A template may store:

    • text.
    • paragraph styles.
    • page formatting.
    • graphics.

    Templates may:

    • contain formatting information where you add your own text.
    • contain text for you to customise for your own purpose.

    For example - the Weekly Specials menu for a restaurant.

    • Meals are different each week.
    • Days will always be listed in the format showing.
    • Fonts will be the same.
    • Times for dinner and lunch will NOT change.

    Templates:

    • save time.
    • are efficient - formatting and formulas already created.
    • help create documents that are consistent and look professional.

    In the Tourism and Hospitality Industry word processing templates may include:

    • a menu in a restaurant.
    • a travel brochure.
    • a travel itinerary.
    • a newsletter.

    In the Tourism and Hospitality Industry spreadsheet templates may include:

    • a financial report.
    • tax invoices.
    • budgets.
    • order forms.

    REMEMBER

    If you don't use a template, you need to customise ALL aspects of your word document or spreadsheet.

  • Show Me

    Databases

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    A database is a collection of data, similar to an electronic filing system.

    Employees should have an understanding of the databases in their workplaces.

    Databases:

    • are created by computer specialists.
    • need to be kept accurate and efficient.

    Databases are made of four objects:

    • Tables
    • Forms
    • Queries
    • Reports

    Tables:

    • store the information.

    Forms:

    • allow you to enter, view and edit information, for example, a change of address.
    • are used to add a RECORD to the database, for example, a new customer.
    • are an easy way to guide people into entering data into the FIELDS correctly. If you put in a last name of a customer, that data goes into LAST NAME.

    Entering the data into the FIELDS is known as DATA ENTRY. If you enter data incorrectly you will not be able to retrieve this entry from the database. This may cause confusion and delays when customers check-in.

    Queries:

    • allow you to compile and search information.

    A search may be alphabetical or chronological.

    If you are searching for Mr Wilson:

    • you can access the record for Mr Wilson from the date he last stayed with you, OR
    • you can search for all guests starting with the last name "WILSON".

    A query is "asking a question", which the database helps you answer.

    Reports

    • present the data in print so the information is easier to understand.

    In summary, databases:

    • deal with a broad scope of information.
    • guide you into entering data correctly, for example, last name, first name.
    • provide answers to your queries from all your stored data.

    REMEMBER

    All four objects work with the same data. Data entry needs to be done carefully so the resulting records are accurate and useful to the business.

  • Say It

    There are 2 parts in this section.

    1. The Glossary

    The glossary lists the more difficult words related to the topic in alphabetical order. The glossary also gives the meaning for each word.

    2. Look, Cover, Write, Check!

    This activity gives you practice at remembering and writing the words from the glossary.

  • The Glossary

  • Do It: Office Documentation

    Jump to Activities
  • Do It: Word Documents

    Cut removes print from original location
    Paste places print in new location
    Change Size makes print larger, makes print smaller
    Bold makes print bolder and darker
    Underline underlines print
    Colour changes colour of the print
    Highlight highlights the printn

    A word processor is a program that allows you to create and edit a document. Editing means to make changes to the document.

    The Home tab has many features to help with editing and formatting documents. Using features such as bolding or underlining can make your document look professional and easy to read.

    Icons make it easy to find formatting tools on the Home tab.

  • Do It: Spreadsheets

  • Do It: Templates

  • Do It: Databases

Check It

Check It Quiz

Click on Office Documents to begin.

Office Documents
  • Introduction
  • Show Me
  • Say It
  • Do It
  • Check It

Look, Cover, Write, Check!

Try to memorise the following word.
When you are ready, click the mouse in the textbox below and try to spell the word correctly.
  • cells
  • customise
  • data
  • database
  • document
  • format
  • formula
  • icon
  • insert
  • layout
  • mail merge
  • objects
  • ribbon
  • spreadsheet
  • template
  • word processing
  • delete
  • editing

Word Documents

Drag and drop the correct words into the sentences.
documents
Editing
format
mail merge
A word processor can help you create
 
.
 
means to make changes to the document.
A word processor can help
 
complex reports.
A
 
allows documents to be personalised and sent to many people.
Match the icon with the clue.
I can make the text look bolder and darker.
 
I can highlight the text.
 
I can change the size of the text.
 
I can cut out text or images from a document.
 
I can paste text or images into a document.
 
Complete the crossword by using the Word List below. Click on a question to begin typing the answer.
.
.
Word List
professional
print
insert
colour
icons

Spreadsheets

Select the correct answer for each sentence.
1. is best presented in a spreadsheet.
2. Spreadsheets should be used when information is presented in .
3. Financial reports are often created in .
4. can be created in a spreadsheet.
Click on the Name Box
label
Click on the Columns
label
Click on the Rows
label
Click on the Formula Bar
label
Drag and drop the words to the correct places.
worksheets
numerical data
Spreadsheets allow users to enter text and
 
into a document known as a workbook. Each workbook contains
 
.
Drag and drop the words to the correct places.
number
letter
In spreadsheets data is entered and arranged in rows and columns. Rows are identified by a
 
and columns are identified by a
 
.
Drag and drop the words to the correct places.
Name Box
data
Cells are the boxes where
 
is entered. The cells are named according to their row and column. The
 
shows exactly which cell is selected.

Templates

Drag and drop to complete the sentences.
a style guide
text and graphics
suit your business
templates to use
Templates act like
 
.
A template can store
 
.
Some templates need to be customised to
 
.
Some businesses have their own
 
.
Find the words in the find-a-word. Click and drag to highlight the words.

Click on the (?) to reveal a word if you can't find it.
Click on the two best answers:
If you use a template:
you save time
the document looks professional
you create the whole document yourself
Click on the two best answers:
In the tourism and hospitality industry you might use a word processing template to create:
a report
a puzzle
a travel brochure
Click on the two best answers:
In the tourism and hospitality industry you might use a spreadsheet template to create:
a crossword
invoices
order forms
Click on the two best answers:
You can:
search for templates
create your own templates
take your own temperature

Databases

Select on the correct answer

What am I?
I am a computer program.
I collect data.
I am an electronic filing system.
I am a
Select on the correct answer

What am I?
I am part of a database.
I help you enter and edit information.
I am used to add records to the database.
I am a
Select on the correct answer

What am I?
I am part of a database.
I am one of the objects.
I can present data in print.
I am a
Four objects make up a database. Click on the four correct answers.
queries
questions
tablets
reports
forms
reprints
tables
formats
Match the meanings to the words.
Tables
Forms
Queries
Reports
Stores the information
Helps enter, view and edit information
Allows you to search data from the tables
Presents the information in print