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UPDATED TO 2023-2025 SYLLABUS

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SUMMARIZED NOTES ON THE THEORY SYLLABUS
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1. Spreadsheets
1.1. Create a Spreadsheet
Term Definition
Cell A rectangle within a spreadsheet where data can be positioned
Formula A mathematical calculation
Orientation The direction of text, for example horizontal or vertical
Alignment Positioning text so that it is in line, for example on the left, right or centre
Function A ready-made formula representing a complex calculation
Validation The process of checking if data matches specific rules
Verify To check that data matches the original data
Row A horizontal set of cells
Column A vertical set of cells
Range A set of one or more cells referenced by a name
Worksheet A set of rows and columns
Deleted
Workbook A set of one or more worksheets

Resized

1.2. Manipulating Rows and Columns Hidden

Rows and Columns can be added

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1.3. Spreadsheet Security 1.4. Format a spreadsheet

Different parts of the spreadsheet can be secured Format Data Type- The cells in a sheet can be formatted
depending on the software being used. This allows to be in a specific data type
developers to:

Prevent Individual worksheets from being removed

Prevent new worksheets from being added
Prevent changes being made to certain data, and select
certain individual cells, rows or columns.
Protect the worksheet, but still allow users to enter data
into certain cells.
Prevent formulas from being seen and/or changed.

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Change Text Orientation and Alignment- The text in a cell

can oriented to either diagonal or vertical , and be 1.5. Create Formulae and Functions
aligned either to the left, right or centre
Formulae- A formula uses basic arithmetic calculations,
which use +,-,* and /.

Relative Cell Referencing- RCR is used when you want

the content of a cell change based on its relation to its
row and column position.

Emphasis Certain Cells- Certain cells can be formatted to

standout.

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Function Purpose Example
Absolute Cell Referencing- ACR is used when you do
not want a cell reference to change when other cells are
Calculates the total of values within a
filled in, or when replicating formulae. SUM range

To stop a row from being changed, add $ before the

row number Calculates the average of values
AVEREGE within a
range

MININUM Calculates theasmallest

range
value within

MAXIMUM Calculates the largest value within

a range

1.6. Validation rules‎

To stop a column from being changed, add $ before
the column letter Validation rules can be applied to data in a spread sheet. If
the data passes the validation rule, it will be ‎accepted.
However if the fails the rule, it will be rejected and an error
message will be shown.‎

To stop both column and row changing, a $ must be

put ‎before the column letter and row number

Functions- They are ready-made formulae representing

‎a complex calculation.‎
Summary Functions

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To test formulae and functions

The Input data to be used ‎for calculation should be
‎identified
The Output data expected should be identified
The expected Output ‎should be calculated with
‎traditional methods and ‎then compared to the ‎result
from the ‎spreadsheet
The Worksheet containing ‎the Input and Output data
‎should be identified as ‎they may be on different
‎worksheets
Cell and Worksheet ‎protection and ‎Conditional
‎Formatting can be ‎tested
A good range of Input ‎values should be used, ‎with
both types of ‎extreme values
Invalid Inputs should only be used if Validation Rules
are set up

1.9. Filter data

Data in a spreadsheet can be filtered so as to only ‎show
the data that is required

1.7. Validation applied to a spreadsheet

There are different types of test data:
Type of test data Purpose
Data that is acceptable/ valid, that
Text Filters
Normal will pass the validation test
Data that is at the limits of Filter Purpose Example
Abnormal acceptability/validity, and will just pass the validation rule Selects data that in a column that Contains “AB” will only show data which
Extreme Data that is outside the limits of Contains contains specific
acceptability/validity, and will not pass the validation rule text contains the letters A and B
Starts Selects data that starts with the text Starts with “AB” will only show data that
with specified starts with the letters A and B
1.8. Test a spreadsheet model and Ends with Selects data that ends with the text
specified
Ends with “AB” will only show data that
ends with the letters A and B

evaluate the ‎effectiveness of test plans

for a spreadsheet ‎model 1.10. Sorting Data‎
Data in a spreadsheet can sorted to either be ‎ascending
or descending.‎

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1.11. Import and export 1.13. ‎Create a graph or chart‎

Data can be imported from other formats such as CSV When creating a graph or chart, they should be ‎labelled
(Comma Separated Values) file, TXT (text) file, or from appropriately.‎
another database. It is important that you select the
option to show all the files when importing a file.
Data can be exported in multiple formats, such as CSV,
TXT, PDF, HTML (Webpage), etc.

Label Purpose
Title A brief overview of what the graph chart is showing
Legend A key to show what the colours used represent
Value axis Each of the axes (x and y) should include the values including the
any units
Category axis Each of the axes should
include a title to state what the data represents
When using a pie chart , the percentages may need to be
Percentages displayed for each segment
Segmented labels Instead of legend, each segment in a pie chart could be labelled
with its description
Segmented value As well as, or instead of the percentage, each segment in a pie
chart could be labelled with its quantity
Scale The interval between each value on an axis
Axis scale maximum The maximum value to be used on an axis
Axis scale minimum The minimum value to be used on an axis

2. ‎Database And File

Concepts
2.1. Create a database
1.12. Graphs and charts
Term Definition
Database A structured method of storing data
Table A set of similar data
Record A common word for entity
Entity A set of data about one thing
Attribute A category of information within an entity
Field A common word for attribute
Primary key A field that contains the unique identifier for a record
Foreign key A field in a table that refers to primary key in another table
Normal form The extent to which a database has been normalized
Index A list of keys or keywords which identify a unique record and
can be used to search and sort records more quickly
Entity relationship diagram A diagram that represents the relationship between entities
Flat file A database stored in a single table
Compound key Two or more fields that form a primary key
Data in the foreign key of ‎the table on the many ‎side of a
Referential integrity relationship ‎must exist in the primary ‎key of the table on the
‎one side of the relationship
Query A question used to retrieve data from ‎database
Parameter Data used within the criteria for a query
Database Management Software used to manage the database
System

2.2. Data types and field sizes

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One to many Relationship

2.3. Relationships In this relationship, each record in one table is
connected to many records in ‎another table
Database relationships can be used to connect ‎entities The foreign key will be on the many side of the
together
relationship while the primary key will ‎be on the one
One-to-one Relationship
side of it
In this relationship, each record in one table is The data type and field size must match
connected to one record in another table Only data present in the primary key (one side) of the
Each foreign key value will only be linked to one relationship can be present in the foreign key ‎(many
primary key values and Vic versa.
side)
The data type and field size must be the same for the
two fields
Only data items that is present in the primary key can
be used in foreign key (Referential Integrity)
Make sure the index for both fields is set to Yes (No
Duplicates)

Many-to-many Relationships
These are basically two sets of One-to-many
relationships

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2.4. Difference between flat file and 2.5. Referential integrity

relational database Referential integrity- It exists when data in the foreign
key of the table on the many side of a relationship exists
in the primary key of the table on the one side of the
relationship.
If the related records does not exist, than the database
will prevent data from being entered in the foreign key.
It is necessary to maintain the accuracy of the data
within the database.

2.6. Validation and verification

Validation- Validation rules can be applied to data in the
database
Types of validation
Lookup in list
Range
Data type
Format
Length
Presence

Rule Type Purpose

“M” or “F” Lookup in list Must be either “M” or “F”
IN(“Mrs.”, “Mr.”, “Miss”, “Dr”) Lookup in list Must be any of the values in the list
>DATE() Range Must be after today’s date
>28/03/1980 Range Must be after the date listed
Between 3 And 10 Range Value must be greater than 3 but less than 10
>2 Range Value must be greater than 2
Like “[A-Z][A-Z]” Data type Must be two text characters
Like”*@*.*” Format Email address
IS NOT NULL Presence Field must not be empty

2.7. Searches

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It is possible to filter out data in a database by using Static parameters- Used in the queries mentioned so
certain criteria ‎ far. The parameter values will not change each time the
Simple queries- Used for searching data with a single query is run.
criteria using a premade table

Dynamic parameters- Used when the parameter values

can be chosen every time the query is run, and so the
values are never fixed.

Criteria Format Purpose

Equals to “X” Searches for values that equal “X”
Searches for all the data in the field
True True that are true
Does not equal to Not “X” Searches for all data except “X”
Null Is Null Searches for all empty fields
Not null Is Not Null Searches for all fields that are not
null
Contains Like (“*X*”) Searches for all data that
contain “X”
Not contains Not like (“*X*”) Searches for all data that does
not contain ”X”
Begins with Like(“X*”) Searches for all data that starts
with “X”
Searches for all data that come
Comes after >=”X” after “X”
alphabetically

2.9. Sort Data

Between (numbers) Between A and B Searches for
values between A and B
Greater than (numbers) >A Searches for all
values greater than A
Searches for all values greater than
Greater than or equal to >=A or equal
(number) to A
Between Searches for data between the
Between(date) “#dd/mm/yyyy#” and specified
“#dd/mm/yyyy#” dates
Today(date) =Date() Searches for all records containing
today’s date

2.8. Static and dynamic parameters

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Ascending/descending- Data can be stored in either Used for entering data. Multiple factors are to be
ascending or descending order within a table, query or considered when making an effect and user-friendly data
report. ‎ form.

Appropriate font styles and sizes- The text in the

Grouped- More than one field can be used to create the
form must be easy to read, be an appropriate colour
sort.
and must have a consistent font style
Spacing between fields- There must be appropriate
spacing between each field so the data and clear and
distinguishable
Character spacing of individual fields- There must
be sufficient space between each character within
the data to be viewed properly
Use white space- Used to separate data and prevent
screen from looking like a mess
Navigation buttons- To allow uses to navigate
between records
**Radio boxes-**To allow users to select one
mutually exclusive option
2.10. ‎Data entry form Check boxes- Used to select items
Drop-down menus- To allows users to select from a
set of options
Highlight key fields- Important fields should be
highlighted

2.11. Export data

Data can be exported to common formats
Table- CSV, Txt, or a table in an RTF file
Query- Sane way as tables
Report- RTF and PDF

2.12. Data dictionary

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Extension File type Purpose
Data dictionary- It is a document that describes the txt Text Stores plain text without formatting.
Stores structured data in rows and
structure of the data held within a database, in other csv Comma separated value columns separated by commas. Used for
databases
words, metadata about a database. Stores text-based documents with
formatting. Can be used in other
They will include: rtf Rich text format applications without the formatting being
lost
Data about fields Saves word processed documents by
docx Microsoft Word XML document
Field names to identify each field saving ‎all objects separately
Used for read-only documents. Used for
Data types pdf Portable Document Format web documents
Open source file ‎type for text ‎documents
Field size ods Open document spreadsheet that can be used in open source software
Format of fields odt OpenDocument ‎text Open source file ‎type for spreadsheets
that ‎can be used in open source software
Default values in the fields xml Extensible Markup Language
A data file that uses markup language to
define objects and ‎their attributes. Can
Primary keys, Compound keys and Foreign keys ‎be read by a simple text editor
A data file that stores video files with very
Indexed fields to improve search times avi Audio Video Interleave little compression.‎Large in size, but no
data lost
Validation rules Moving Picture Experts Group (layer 4 Audio and Video are compressed and
mp4
Data about table video file) ‎videos can be shared across the internet
Stores audio files ‎as waveform data ‎that
The primary key of the table wav Waveform Audio File Format allows ‎different sampling and bit rates.
Used with CDs
Sort order of the data mp3 MPEG (layer 3 audio compression)
Stores audio files in a compressed
format. ‎10% the size of a‎.wav files‎
Relationships to other tables Stores images as uncompressed raster
Total number of records bmp Bitmap Image images, each pixel being stored
individually. Can be used in any ‎software
Validation rules that apply jpg Joint Photographic Experts Group
Stores images as compressed raster
images. Common ‎digital camera and ‎web
Permissions and security formats use this file type
Stores images as compressed raster
png Portable Network Graphic images and can ‎include background

2.13. File and data management

transparency colours
Stores Images as two-dimensional (2D)
svg Scalable Vector Graphics ‎vector graphics. Used ‎for vector graphics
on the web
Stores program object code that allows
Files types- Data can be stored in multiple file types. exe Executable program file the program to be executed by the
computer
Each files will usually contain a header (metadata), the
main content to be stored and the end-of-file marker
2.14. Proprietary and open- source file
formats
Proprietary file formats- File formats developed by
software manufactures solely for use within their
software.
Extension Software Manufacturer
.docx Word processor Microsoft Word
.wpd Word processor Corel Word Perfect
.msg Email message Microsoft Outlook
.ra Audio/video streaming Real Networks
.MOV Movie Apple
.psd Graphics Adobe Photoshop
.ai Graphics Adobe Illustrator
.accdb Database Microsoft Access

3. Sound and Video Editing

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Term Definition
Pixel A very small square area of one colour that is illuminated on display
screen. When combined, they form a bitmap image
Frame A single still image in a video
Rendering Combining the effects created in a video file to create an output video file
Transition The movement from one clip to the next
Filters An effect, often colour related, that can applied to a clip
Track A single audio section in a sound or video file
Pitch The highness or lowness of a tone
Aspect ratio The ratio of width to the height of a screen
Resolution The number of pixels horizontally compared to the number of pixels
vertically
Sampling rate The number of samples of the recorded sound
Reverb The effect created on sound when it repeatedly bounces back off a
surface

3.1. Video editing

3.2. Sound editing

Trimming and joining audio clips

^ A more accurate way of splitting and trimming audio clips

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Fade in and out

Fade in Fade out

Altering the speed and pitch of a sound clip

Changing the speed of an audio clip also changes the

pitch of the clip

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Reverberation (Reverb)
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Exporting- The most commonly used format for audio
clips are .mp3, and during exporting, sample rates can
also be changed.