Theory questions - Paper 2

Databases
Format check Think about a postcode. The majority of postcodes look something like this:
CV36 7TP WR14 5WB

Replace either of those examples with L for any letter which appears and N for any number
that appears and you will end up with: LLNN NLL
Lookup = drop down list
Logical operator – AND, OR, NOT
Why use relational database? To prevent duplicate records being entered, to reduce errors
on data entry
A foreign key is a field that is linked to another table ‘s primary key field in a relationship
between two tables.
State what is meant by the term primary key - A unique identifier / uniquely identifies each
record in a table

State what is meant by the term foreign key - A primary key in another table. It is not
‘secondary key’

Identify the relationship between the DESTINATIONS table and the CLIENTS table - One to
many

Identify the type of relationship that will be needed between the HOTEL table and the
BOOKING table. One to many.
Explain one advantage of using a relational database rather than a single table.
To avoid repeated data / data redundancy (1) which can make a file too large / save on
space / avoids mistakes / changes only need to be made once

What is meant by a referential integrity?

Referential integrity refers to the relationship between tables. Because each table in a
database must have a primary key, this primary key can appear in other tables because of its
relationship to data within those tables. When a primary key from one table appears in
another table, it is called a foreign key .
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Explain one reason why referential integrity should be enforced for relationships in a
database. Any answer from

 It is a form of data validation so it makes sure that invalid data cannot be entered
into any two of the tables
 System of rules that ensure database data is valid so that you cannot accidentally
delete a record in one table if it exists in a related table
 You cannot accidently delete a record because it is a foreign key in another table
 Invalid data cannot be entered because the foreign key must exist as a primary key
first
Explain one reason why Like "*haus*" would be used in a database search (* = wildcard,
which substitutes any characters)
To return any occurrence of hotels with haus in their name (1) because without it there
would be no hotel with just the name haus (1)
Give one reason why number is not used as a data type for a telephone number in a
database. The database does not recognise the leading 0 of the phone number
Never likely to perform a calculation with a telephone number
May have symbols such as + (which cannot be stored in a number field)

Give the most appropriate data type James should use for the Customer Contact Number field.
Text / short text because Number field will drop the first 0 , all UK tel numbers start with 0, zero
Give the most appropriate field size James should use for the Customer Contact Number field. 15

Identify which field would be used as a foreign key in the table –

Explain one reason why the Contact field in the CLIENT table uses lookup validation.
Less chance of errors (1) because the user can only choose from a list/does not have to type
in the options (1)
Explain one reason why the three tables in the xyz database are related.
Reduces errors (1) because duplicate records will be prevented (1)
Minimised redundant data (1) because they are linked by the keys (1)
Saves time (1) because you don’t have to key in the same information repeatedly (1)
More accurate (1) as you only have to update in one table (1)
You can delete one job (1) without a service or client being deleted (1)

State one appropriate validation check that could be used on the Date field.

Type check or Presence check or Range check or Format check

Explain one reason why the field uses ‘limit to list’ on the lookup list

To prevent errors (1) because a user can only select from the list (email or mobile) rather than being
able to type in anything they wanted (1) A user can’t type in anything they wanted (1) which
Theory questions - Paper 2

prevents errors (1) To force the user to use only the choices given (1) as it prevents the addition of
any new ones

Spreadsheets
Explain one advantage of using the SUM function: Sum speeds up the process of adding a
range of cells as you don’t have to key in individual cell references Or Reduces errors as you
do not have to key in individual cell references
State the purpose of a Chart Legend - to identify data when there is more than one set of
data
COUNTIF – what can you do if you can’t remember what this function does?
Explain one advantage of using named ranges in a spreadsheet - The range details are
stored / more human readable (1) so you do not need to remember the range address (1)
OR Absolute referencing is not necessary when replicating (1) because named ranges
remain constant (1)
Explain one advantage of using lookup tables in a spreadsheet Tables of values don't need
to be repeated on the spreadsheet (1) so makes the content more manageable / efficient (1)
or Values only need editing at a single point (1) which reduces errors / keeps data consistent
Explain one improvement you would make to the table.
Changing colours of the background and text (1) so that the text is clearer to read (1)
Different use of font styles, sizes, enhancements (1) so that the text stands out more when
reading (1) Size of table due to font size choices (1) so the information is clearly displayed
State the result of using the length (len) function on the contents of cell A1
26 - accept 27 as there may be a space before the G
Accept - e.g. ‘provides the number of characters in the cell’

Describe how the function =PRODUCT(A4:C4,2) works.

It multiplies the (three) cells together , then multiplies the answer by 2
(A4*B4*C4) * 2 (4 x 3 x 3) x 2
Do not award a mark if the answer has been given.

Give one benefit of using functions in spreadsheets.

To simplify the use of formulae/ to save time entering loads of data into a formula/ accept
examples - =A1+A2+A3+A4+A5 would be simplified to become =SUM(A1:A5)
=(A1+A2+A3+A4+A5)/5 would be simplified to become =AVERAGE(A1:A5)

Explain one reason why absolute referencing is used in a spreadsheet.

Formulae/functions can be replicated (accurately) (1) because cell references do not change (1)

State the purpose of the length (LEN) function in a spreadsheet.

It counts the number of characters in a cell/used • To generate the length of the contents in the cell

Explain one reason why an automated date and time field is used in a spreadsheet
Theory questions - Paper 2

The date and time are always current (1) because it updates/refreshes (when the spreadsheet is
opened)

Word Processing
Explain benefits of mail merge – letter is only created once and is sent to everyone ,
reduces errors / saves time
Give reason while standard conventions like salutation are used when writing letters –
ensures consistent layout, more formal
Why is it important to use sensible filenames when saving files? Easier to find the file later
and easier for someone else to find the file
State one reason why it is important to change the default filenames when saving files.
Any one from:
• to make filenames relevant to the content, • default / blank files are not filled with
content, • supports version control , • helps user find files
Explain one reason why ‘Save As’ is used rather than ‘Save’ when saving a file.
Save as allows you to change the filename (1) so that you can save a file with something
other than the default name provided (1)
Save as allows you to change the file destination (1) so that you can save a file anywhere
other than the default destination (1)
Save as allows you to change the file format (1) so that you can save a file in any format
other than the default format (1)
Save also allows for version control (1) so you can go back to earlier versions (1)
Spelling and grammar tools have been used to check some text. Explain one reason why
proofreading is still required.
The software may be set to a different country (1) so although the word is spelt correctly in
that language, the software thinks it is an error (1)
The word used may be a name (1) which as there are so many different names it is
impossible for the software to recognise it (1)
The word may be so badly spelt (1) which means the software has no idea of what the word
should be so won’t recognise it (1)
The word may be a homonym/spelt correctly (1) but not in the right context (1)

Give one reason why it is important to save work regularly.

So you don’t lose your work if there is a problem with your computer or Any changes to
work are saved as you go along
Explain one reason why it is important to use folder structures when organising work.
To ensure work relating to the same subject area is stored in the same place (1) because
Theory questions - Paper 2

it is easier to find at a later date, aids collaborative working, others can understand the
hierarchy of the structure (1)

Explain one advantage of using mail merge to produce letters for customers.

Saves time (1) because she only has to write the letter once

Reduced errors (1) because the contact information is already in the table

It is efficient/improves consistency (1) because you can reuse the letter to send to new/more
contacts

State one software facility that can be used to ensure accuracy when reviewing a document.

Spelling check • Grammar check • Proofread • Thesaurus

Describe the difference between data and information

Data are raw (such as numbers, words, symbols) whereas information is data that has been
processed to be meaningful

Presentations
Why use speaker notes in a presentation? So presenter can just use bullet points and use
the notes for additional information – saves time producing the slides
Describe how a feature of presentation software can enhance the presentation – by using
animations, presenter can focus on one point at a time so audience is not getting distracted
will all info on the slide. Not speaker notes, colour, pics or hyperlinks
Explain one benefit to Simon of using a master slide for his presentation.
A consistent look to all slides (1) so the company portrays a professional look (1)
OR Quicker to make changes to slides (1) as only the master slide needs to be changed / not
all slides need to be changed (1) 0R Quicker to add new slide (1) as all basic formatting has
been performed (1)
Give two advantages of using a master slide when creating a presentation.
Saves time when creating the slides
Ensures consistency between slides
Easily follows house style
Once created they don’t need to worry about placement and style

Graphics
Explain one reason why a bitmap image would not be appropriate to be used for a logo.
Bitmap images are unsuitable if the logo is made larger (1) as they would become pixelated
(1) OR Can increase file size (1) which would increase download time / processing / take up
more storage space (1) OR When logo is made smaller (1) could lose detail (1)
Give two features of vector images
• Made up of lines/curves/points/shapes
Theory questions - Paper 2

• Image can be enlarged without loss of quality/distortion

• Image can be made smaller without loss of detail
• Small file size/takes up little storage space
• Based on mathematical equations
• Uses co-ordinates

Explain one reason why bitmaps are suitable for photographic images.
Bitmap images are detailed (1) because they have a high pixel count/have high resolutions
(1)
Bitmap images look realistic (1) as they represent lots of colours/can have a large colour
depth (1)

Give two features of bitmap images.

 Made up of pixels
 Each pixel can be edited
 Not scalable as image will pixelate
 Large file size so takes up more storage

Web Authoring
State and justify one improvement you would make to your website.
For example, I would add links to social networking site (1) so that the user can access extra
related content (1) or I would use ALT text/change the background to white (1) to improve
accessibility/to create a suitable contrast
Do not accept generic improvements such as ‘I would change the colours to make it more
eye catching’/easier to read