Application Software: Word Processing, Spreadsheets, Databases and Presentations
Domain focus
Application-software questions test practical features of word processors, spreadsheets, databases and presentation software, and the correct choice of tool.
Core rules
- Word processing: character/paragraph formatting, styles, headers and footers, tables, spell check, track changes and mail merge. Mail merge needs a main document and a data source.
- Spreadsheets: cells are referenced by column and row (B4). Formulas begin with =; functions include SUM, AVERAGE, MAX, MIN, IF and COUNT. Relative references (A1) change when copied; absolute references ($A$1) do not.
- Databases: a table stores records (rows) made of fields (columns); a primary key uniquely identifies a record; a query searches; a form enters data; a report prints selected data. A DBMS manages the database.
- Presentations: slide master controls consistent design; transitions move between slides; animations move objects on a slide; speaker notes support the presenter.
- Choose by task: calculations → spreadsheet; formatted text → word processor; large searchable records → database; live talk → presentation.
Worked example
Cells A1 to A4 contain 10, 20, 30 and 40. Give the results of =SUM(A1:A4), =AVERAGE(A1:A4) and =MAX(A1:A4). Reasoning: SUM adds all four values = 100. AVERAGE divides the total by the count: 100 ÷ 4 = 25. MAX returns the largest value, 40. If the formula =A12 were copied from B1 to B2, the relative reference would become =A22.
Traps
- Typing a formula without =; it becomes text.
- Confusing relative and absolute references.
- Calling a field a record, or a row a field.
- Swapping transition and animation.
- Using a spreadsheet when a database query is required.