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UPDATED TO 2023-2025 SYLLABUS

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SUMMARIZED NOTES ON THE THEORY SYLLABUS
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Remember to follow all the instructions given to avoid

1. Document Production losing easy marks
Type in the name of the style exactly as it is in the paper
Click on the drop-down arrow in the Styles section →
1.1. Word Processing (MS Word) select Create a new style
Always base your styles on the Normal font
Serif – with flicks, e.g. Cambria, Times New Roman ­Setting the line spacing → click on format → then
Sans-serif – without flicks, e.g. Calibri paragraph → select required options
One part of the document is 1 column, and the rest is in From the same tab, you can change the spacing before
two columns. a → section break. and after the paragraph
When you want to move text to the next column, a →
column break. Setting all capital letters → click on format → font → tick
To force all further text onto the next page → page break the option All Caps
A widow= single line that appears on the next page or
column, separated from the rest of the paragraph
An orphan = a single line that appears on the previous
page or column, separated from the rest of the
paragraph.
To add page numbers in the header/footer ------→ Place
your cursor where you want to put the number → Go to
insert tab → Quick parts → Select Numbering category
→ Select Page in field names → Click Ok
Add the file size/name (including file path) → click on
Quick Parts in the Insert tab → click on Field → select File
Size or File name. For file path →, check the box to
include file path. For file size →, choose whether
Kilobytes or Megabytes.
To set certain bullets to a list style → click on format →
Include date → click on Date & Time in Insert tab →
click on Numbering → Bullets tab → choose the required
choose an appropriate format as specified. (If the
option
date/month format is flipped →, change your region/
To indent text for a style → click on format → Paragraph
language settings on your computer to the United
and input required indents under the Indentation
Kingdom.)
section. Choose hanging indents to indent the whole
Update fields if required (select auto-update while
paragraph and the first line indents to indent only the
inserting fields.)
first line of a paragraph.

2. House Styles 3. Data Manipulation

2.1. House Styles 3.1. Data Manipulation (MS Access)

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While importing files, make sure you select the text file When they ask for a set number of decimal places in a
and not excel file, as .csv files are plain text. field, choose Fixed in Format.
A delimited format refers to a way of storing data where
each piece of data (also called a field) is separated by a
specific character known as a delimiter.
A CSV (Comma-Separated Values) file is a common type
of delimited format where the delimiter is a comma (,).

Steps to import a file Ensure that the dates displayed in the table are in the
correct format under Table Design view.
Step 1: Create the Database

Open Microsoft Access, choose Blank desktop

database, name it, and click Create.

Step 2: Import the CSV File

To form a relationship between two tables, go to the
Go to the EXTERNAL DATA tab, click Text File, browse to Relationships section of the Database Tools tab and
find your csv file, and choose Import the source data choose the required tables.
into a new table, then click OK.
Step 3: Use the Import Wizard

In the Import Text Wizard, select Delimited, then

Comma as the delimiter. Make sure First Row Contains
Field Names is checked. Click Next >, then go to
Advanced....
Step 4: Set Data Types in Advanced Settings The calculations will ONLY work if placed in the report
footer. If Σ Total is used, then it appears automatically in
In the Import Specification, check that all the field
the report footer.
names and data types match those specified in the task

Step 5: Finalize the Table

Choose Let Access add primary key, name the table,

click Finish, and then Close.

Tips:

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Count the number of fields in a report =COUNT([Primary_field])
Always use the primary field as it is the unique field
Sum of fields in a report
Average of fields in a report
Minimum of fields in a report
=SUM([Field_name])
=AVG([Field_name])
=MIN([Field_name])
5. Data Analysis
Maximum of fields in a report =MAX([Field_name])

5.1. Data Analysis (MS Excel)

Yes Find values that are Yes/True
No Find values that are No/False
#01/01/2009# Find a specific date
>01/03/2009 Find dates after a given date
<01/03/2009 Find dates before a given date
Between 01/03/2009 and 31/03/2009 Find dates in a given range

4. Presentations
4.1. Presentation Authoring (MS
PowerPoint)

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DESCRIPTION FORMULA
Add, Subtract, Multiply, Divide
SUM = Adding a range of numbers
=A1+B1
=SUM(A1:A4)
A webpage consists of three layers:
AVERAGE - Find the average =AVERAGE(A1:A4) Content layer: This is the foundation of a web page,
MIN - Find the low value =MIN(A1:A4) containing the main text and elements, created using
MAX - Find the highest value =MAX(A1:A4)
COUNT - Finding how many numbers are in a
=COUNT(A1:A4)
HTML.
range
COUNTA - Counting the number of items in a
Presentation layer: This controls how the content
=COUNTA(A1:A4)
range looks—its layout, colors, and fonts—using CSS.
INT - Converts to the lowest whole number =INT(A1)
ROUND - Rounding numbers =ROUND(A1,2) The 2 is the number of decimal Behaviour layer: This adds interactivity to the page
places
=ROUNDUP(A1,2) The 2 is the number of
(like buttons or animations), often using scripting
ROUNDUP - Rounding numbers up decimal places languages like JavaScript.
=ROUNDDOWN(A1,2) The 2 is the number of
ROUNDDOWN - Rounding numbers down
decimal places Anchors: help navigate throughout a webpage
=VLOOKUP(A1,$B$1:$C$8,2)A1 is the cell to
VLOOKUP - Looking up what particular values check$B$1:$C$8 is the array to look in2 is Highlight the destination of the anchor, and set a
mean from a table arranged vertically column 2 from $B$1:$C$8 meaning return the
value in column 2 in that section.
bookmark
=HLOOKUP(A1,$B$1:$G$2,2)A1 is the cell to You can use
HLOOKUP - Looking up what particular values check$B$1:$G$2 is the array to look in2 is row 2
mean from a table arranged horizontally from $B$1:$G$2 meaning return the value in tags in your code around this text
row 2 in that section.
=SUMIF($B$1:$C$8,A1, $D$1:$D$8)Checks if any
<div id="top"> Destination text </div>
SUMIF – adding up specific values in a range cells in $B$1:$C$8 = A1 and if they do then it
adds them together
Highlight the word or image that will be the hyperlink,
=COUNTIF(A2:A4,">4") Checks that cells have a click insert a hyperlink, and type the address of the
COUNTIF - Counts the number of cells in a value greater than 4=COUNTIF(A2:A4, A1)
range that satisfy the given criteria Checks that the cells are equal to the value in website, the bookmark, or the email address provided in
cell A1
=IF($B$1:$B$8=A1,”A”)IF the value in A1 appears
the respective places.
IF – Deciding what will go into a cell
in the range of cells then write A If the link needs to open in a new window, select New
=IF($B$1:$B$8=A1,”A”, IF($B$1:$B$8=A2,”B”,
Nested IF IF($B$1:$B$8=A3,”C”,D)))IF the value in the range Window from the target frame. This will give you a target
equals A1 then write A, if it equals A2 write B, A3
write C and none of them D setting of "_blank."
Average IF – it searches for criteria and makes =AVERAGEIF($D$4:$D$64,G3,$E$4:$E$64)$D$4:$
an average of the range according to the D$64 is the range, G3 is the criteria, $E$4:$E$64
criteria is the average range
SQRT – Square root of a number =SQRT(B3)B3 is the number
XLOOKUP- Looks up values in a column or =XLOOKUP(A1, B1:B10, C1:C10)
row and returns a corresponding value.
ABS – Returns the absolute value (positive) of
a number =ABS(A1)

6. Website Authoring
6.1. HTML

If there are specified dimensions for a table, use the

table properties to set these values.
Check the code to ensure that the table is not set to
100% width, if there are other values given.
To hide bullets from your webpage, add hidden after
your tag selector.

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Font type h2
Text size
Aligning text
h2
h2
Used to apply style properties within HTML sheet
‘Bold’ text h2 Format:
‘Underline’ text h2 …style = “attribute: specification”>
Second choice of font h2
Adding generic fonts (either serif or sans-serif) h2 {font-family: “Times New Roman, serif”}h2 Inline CSS for e.g. <table border=”1” style=
Changing colour h2 “width:200px”>
Using classes to set styles. It can be used by
many selectors right
To add several attributes, add a semicolon to separate
Comment in HTML - text that is not read by the
computer, only for users them and then use the same format
Comment in CSS - text that is not read by the
computer, only for users /* Enter comment here */ For e.g. < table style= “width:29%; margin-left:
auto**;**”>
Colour codes have three parts: For inline CSS, adding -style= “….”- is mandatory.

(RED, GREEN, BLUE) External

Amount of Light (colour) Hex code
Fully on FF
¾ on C0 External CSS sheets are separate sheets that style the
½ on 80 webpage.
¼ on 40
Off 00 To use, they are required to be attached to the main
HTML file using the tag:
Examples: <link rel=“stylesheet” type=”text/css”
Pure red is (FF0000) href=”sourcefile.css”>
Pure green is (00FF00) The tag is placed in the head tag of the html file.
Pure blue is (0000FF) Several html sheets can be attached.
Pure yellow is (FFFF00) Preference is given to the sheet placed last in the
Pure black is (000000) head tag
Pure white is (FFFFFF) Format for external CSS
h1 { property: value ;}
HTML tag
Opening/closing head tag for e.g. h1 { color:#000000;}
Page title ↑ Element source is taken from HTML script linked
Attaching a CSS file <link rel=“stylesheet”
type=“text/css”href=“mystyle.css”>
Defining anchor tag
Setting default target window
CSS Tags
Opening of the body/content
Table tag | border width as 1 | alignment
centre
Colours

Colours can be in hexadecimal

6.2. CSS hashtag before the hexadecimal is mandatory
e.g. #000000
What is CSS? F full capacity
0 is the least capacity
Cascading style sheet
Some colours can be written in words. Such as black or
Used to style webpages
white.
Two types
Embedded/inline Fonts
External
Fonts are given priority from first to last in order
Embedded To add multiple fonts, add commas.
Eg. h1 { font-family: Arial, Calibri, sans-serif;}

Tables

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Tables have many attributes to help style them 11.2 Explain the need to reduce file sizes for storage or
Cell padding: creates space between text and cell transmission:
border
Cell spacing: creates space between individual cells Smaller files upload and download faster than larger ones
Borders and
Background colour: background tags in the tables thus are better for transferring data on the internet and
only apply to the tables. between computers and other devices like printers.
Individual td or th headings can also be specified in CSS 13 Explain why headers and footers are needed:
Table tags format
cell padding Table { padding :40px;} Headers and footers ensure each page has all the required
cell spacing Table { spacing : 30px;}
Table { border-width:3px;}
information like the page numbers, company logo and name
borders Table { border-color: #000098;}
Table { border-style: solid;}
etc. It makes the document more reliable, professional, and
Table { background-color: #009499;} consistent, as the information appears on every page. This
td { font-size: 3;}
Td/th tags td { font-family: Calibri;} saves time and reduces errors as they are only typed once.
td { color: #000000;}
table { width:50px;}
Dimensions table { height:60px;} 14 Explain what is meant by corporate branding/house
style:
body { background-repeat: no-repeat;}
body {background-position: top/left/right/bottom;} It refers to a specific style of fonts and formats used in the
h1 {text-align: left/right/top/bottom;} making of ICT solutions by organisations.
14 Explain why consistent styles are required:
7. Editing Images Consistent styles enable users to associate a particular
organisation with a style. They look professional.
7.1. Editing Images
15.1 Explain why the automated suggestions given by
To save a picture with 8 bits - of colour depth, save it as a spell check software do not always give the correct
gif response:
Open it in Paint and save it as Some words, e.g. proper nouns, are not found in the
To compress the size of a picture, open it in the picture
dictionary. This makes spell checkers less efficient. Spell
manager
checkers do not identify names and places
Edit picture
Compress pictures 15.1 Explain why validation checks must be appropriate
Choose the most suitable option to the data that is being checked:
To change the colour options of a picture, use picture
manager An inappropriate check can lead to error messages and
Edit picture altered
Colour data, as it may accept or reject wrong data.

15.2 Describe the importance of accuracy and the

8. Answers to Theory potential consequences of data entry errors:

Questions Accurate data ensures the results obtained by the

processing of
data is relevant, which is essential to the usability of the
8.1. Answers to Theory Questions model

11.1 Explain why generic file formats are needed: 15.2 Define the term verification:

They can be opened by any software to access the data on A way of preventing errors when data is copied from one
them. medium
to another
15.2 Describe visual verification:

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Visual comparison of data entered with a data source
Checking for errors by comparing entered data on the 18.1 Define and understand the terms primary and
screen with foreign keys and their role in a relational database.
the data in the original document (not the same as proof Primary key: The key field of a table which is unique and
reading) identifies each record
15.2 Describe double data entry: Foreign key: The field linked to the primary field of the table
linked to a relationship
Enter data twice and compare them either after data has
been entered or during the entry process. 20.1 Define the terms cells, rows, columns, sheets, tabs,
pages, charts
15.2 Explain the need for validation as well as
verification: Cell: A space for data to be entered into a table, a box
formed by the intersection of columns and rows.
Validation only ensures that the data entered is in the Rows: Horizontal boxes that divide the table
accepted format. Verification is needed to ensure that the Columns: Vertical boxes that divide the table
data entered is correct. Data entered may be in the right Sheets: A table of data
format but of the wrong value. Or it may be copied correctly Pages: Divide a piece of data into sections
but does not match the criteria. Tabs: A module of a database program that holds the tables
on the computer
17.1 Explain why it is necessary to use page, section and Charts: A graphical representation of (usually tabulated) data
column breaks, to adjust pagination and to avoid widows
and orphans? 20.1 Explain the importance of accurate data entry in
spreadsheets
Page breaks and column breaks help remove widows and
orphans by forcing text onto the next page/ column so it is Ensures the results obtained by the processing of data is
all together. relevant, which is essential.
It does not disrupt the reader by breaking the flow.
20.1 Define the terms formula, function, absolute
18.1 Define the terms flat-file database and relational reference, relative reference, ranges, named cell, named
database. range, and nested formulae/functions.

Flat-files databases are tables that have data sorted in rows Formula: does the user define mathematical operators to
and columns. perform a function
Relational databases are several tables linked together, Function: predefined logical and mathematical operations
preventing unnecessary repetition of data. use can be used in a spreadsheet
Absolute reference: is made when the cell referenced stays
18.1 Explain that other field types, such as placeholders constant, but the cell referred to in changes.
for media, including images, sound bites and video clips Relative reference is made when the cell reference is
are used in commercial databases supposed to change when the cell it refers to changes. It
They are not studied in depth in this syllabus. They are used aids more efficient designing of models.
in web applications where a back-end database holds the Ranges: A group of cells in a table
media to be displayed in another application, such as a Named cell: A cell in a table that is given a name (like ‘profit
margin’) and can be referred to using that name in functions
webpage.
Nested formulae/functions: A formula/function used inside a
18.1 Discuss the advantages and disadvantages of using formula/function as an argument
relational tables rather than a flat-file database
20.1 Explain the difference between a formula and a
Relational Database Flat file Database function
Better security Poor at complex queries
Cater for future requirements Poor at limiting access
Data is only stored once Harder to update, so it is inherently inefficient
Requires more planning Potential duplication
Easy to design
Non-unique records
It is harder to change the data format.

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The user types in formulas. They include simple Behaviour layer: enter scripting language to a web page or
mathematical operators like +, -, *, or /, or can be as an individual element
complex as the user wants. A function is a predesigned code Presentation layer: format whole web page(s) or individual
that calculates specific values, e.g. MAX, VLOOKUP. While elements
functions can be used inside formulas, formulas cannot be
used inside functions. 21.2 Explain why tables are used to structure elements
within a web page
20.1 Explain the function of absolute and relative
referencing. Tables make the basic structure of a webpage and organise
page layout.
Absolute referencing is used when the cell referred needs to
stay the same, even when the formula/ function is copied. 21.2 Define and understand the terms relative file path
When a formula/ function is copied and relative referencing and absolute file path
is used, the cell refers changes with the cell in which the
Relative file path: A path referring to a file in the same
function is. directory relative to the page the reference is made in.
20.2 Define the terms testing, test data, expected Absolute file path: The full path of a file which is not relative
outcome, actual outcome, normal data, abnormal data, to anything.
extreme data, what if 21.2 Explain why absolute file paths must not be used for
Testing: Checking that the designed model shows or hyperlinks to locally saved web pages/ objects
previews the the expected outcome when data is entered Absolute paths always include the domain name of the
Test data: The input data used for testing a model website
Expected outcome: the output a model is supposed to give These should not be used to refer to locally saved web pages
with the test data as the computer the webpage is stored on (the server) is not
Actual outcome: the output the model gives when tested in
the same as where the webpage was developed, and an
real time absolute file path would point to the wrong address.
Normal data: data within the given range ego: 50, Range: 0-
100 21.3 Explain what is meant by the term cascading
Abnormal data: data outside the given range ego: 120, stylesheets
range: 0-100
Extreme data: data that is the limit of the range ego: 0 or CSS (cascading stylesheet) is a text-based language which is
100, range: 0-100 attached to web pages to set their format. CSS files have a
What if: changing values in cells to see how the outcome of “.css” extension
formulas change
21.3 Explain the hierarchy of multiple attached
20.2 Explain the need to test a model before it is used stylesheets and in-line styles within a web page

Reduces the number of possible errors when using real data Internal CSS have more preference over Inline CSS. Inline
CSS overrides externally attached stylesheets.
21.1 Identify and describe the three web development If several external stylesheets are attached to one web page,
layers the stylesheet attached last (at the bottom of that part of the
code) is given preference (over the other ones). Priority
Content layer: Holds the content of the webpage structure.
increases as you go down a list.
Behaviour layer: scripting language of a web page or an
individual element 21.3 Explain why relative file paths must be used for the
Presentation layer: responsible for the formatting of a attached stylesheets
webpage(s) or elements (using a stylesheet).
They should be attached using relative file paths, as they are
21.1 Understand the function of: stored along with the webpage since they are stored in the
same folder.
Content layer: enter the content of a web page structure
21.4 Explain how to upload and publish the content of a
website using FTP

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Used to upload website files to the web hosting space. To
upload these files successfully, the user needs:

FTP client software

All files in one folder
Host Name/URL/IP address for FTP
Host port to be used for upload
Username and password
21.4 Create a test plan to test a website including web
page elements are visible, navigation within/from a web
page

Open the webpage in different browsers to check that all

elements appear as they should.
Click all hyperlinks to ensure that they direct users to the
correct pages, using functional testing. Check that both
internal and external links are functional. Check that fonts
and background colours are appropriate to the purpose of
the website and its users (audience)
Perform user testing on a group from the target audience,
gain feedback from their usage, and use it to improve the
website before publishing it

21.4 Justify the choice of test plan

The test plan used to test a webpage must be justified based
on the tested elements. e.g. If hyperlinks are being tested, it
checks if all the hyperlinks are redirecting the user to the
correct webpage/ section of the webpage.

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