Mason is the head of a year group at a school. Every term he needs to send to parents a report on their child’s progress. This will include a written report and the percentage attendance over the term. 4 Each term he loads the comments from his tutors into the word processing software. He then adds the attendance data from the database. The report is then printed and sent to parents. He has decided that in future he will use mail merge to print the reports. Give four advantages of using mail merge instead of typing the reports. (a) 1… … 2… … 3… … 4… … [4] As it is entered, the data on the database is checked using validation routines. The percentage attendance field uses a range check. Describe, using the percentage attendance field, the steps that need to be taken to create this validation routine. (b) … … … … … … … … [4] Before the database can be implemented the validation routines need to be tested. Describe, using the percentage attendance field, how the validation routine will be tested by Mason. (c) … … … … [4]

4(a) Four from: Fewer errors in the typing the details Faster process as he will have to check the comments and the data from the database Saves time in matching the correct set of comments with the data in the database The process is faster than typing out each student’s data Faster to search for a set of students and mail merge than to locate them and type in the details Produces a more professional document Easier/faster to personalise it 4 4(b) Four from: Click on design view Select the attendance field Select the validation rule Enter/type >=0 and <= 100 Select validation text/error message Enter appropriate error message/validation text/example i.e. please enter a value between 0 and 100 4 4(c) Four from: Click on table and field Enter normal data and check Enter abnormal data and check Enter extreme data and check If incorrect, make changes to boundaries If incorrect, make changes to validation text Save the database 4 (a) To earn marks, you need to provide four distinct advantages of using mail merge, such as fewer errors, faster processing, time saving in matching data, producing professional documents, or easier personalization. (b) To earn marks, you need to describe four steps to set up a validation rule for attendance, including selecting the field, entering the rule (e.g., >=0 and <=100), and setting an appropriate error message. (c) To earn marks, you need to describe four steps for testing the validation rule, such as entering normal, abnormal, and extreme data, checking for correctness, and making changes if needed.

7 You have been asked by your teacher to use a word processor to create a brochure for a new intake of pupils. The brochure will consist of: • Images of the school taken from a digital camera. • Printed archive photographs. • Information about the school already stored as text files. • Information to be typed directly into the brochure. (a) Describe the steps which you will need to take to create the brochure. … … … … … … … … … … … … … [6] (b) When the brochure is being created, the word processing software automatically checks the spelling of the text as it is typed in and may suggest alternative words. Explain why the suggestions may not always be appropriate. … … … … … … [3] The teacher wishes to send the brochure as an email attachment to all the head teachers of the local primary schools. (c) Explain why she would create an email group to include all the email addresses of the head teachers. … … … … … … [3] (d) The head teacher has purchased a computer with a large monitor and speakers to display information about the school. It is placed in the entrance of the school where visitors wait. You have been asked to produce a set of presentation slides to show features of the school. The head teacher has recorded an audio message which is to be included in the presentation. Describe the steps that you would take to set up the audio message so that it plays as the presentation runs. … … … … … … … … … … … … [6]

7(a) Six from: Open the word processor Take photos/search for images Upload the images from the camera/HDD/CD ROM/memory card Scan photos from the archive material Save the photos to a folder/file Open the text files Import the photos into the document Crop/edit/resize the photos Import the previously saved text Position/place the photos Wrap the text Proofread the document Save the completed document 6 7(b) Three from: The language/dialect used in checking the spelling could be different, e.g. English (US) Names/proper nouns might be highlighted as an error but are acceptable if no suggestions are given Similar sounding words need to be checked, i.e. where, were, wear The spell checker may not understand the word if it is very badly misspelt The word may not exist in the spell checker dictionary/dictionary might not be up to date 3 7(c) Three from: The teacher only needs to type in the name of the group/saving time rather than typing out all the email addresses Less likely that a head teacher is omitted Fewer errors The headteacher does not have to remember individual email addresses Less likely to send the same email twice to one headteacher 3 7(d) Six from: Open presentation software Open the presentation Open Slide master Select Audio from file Load/import/insert the audio file Convert the audio file to a suitable format Choose ‘play across slides’ Choose ‘play in background’ Test/run the presentation/audio file Save the file 6

8 A company called HotHouse Design has produced the following on-screen data entry form to input data into a customer database. HotHouse Design Ref. No. Name of customer Telephone number Email address Work to be carried out Submit (a) Describe the changes that HotHouse Design could make to their form in order to improve its design and make it more user friendly. … … … … … … … … … … … …[6] Mail merged letters will be sent to customers. (b) Describe how mail merge will be used to produce the letters. … … … … … … … …[4]

8(a) Six from: Add more navigation/control buttons« «for forward/backward/cancel/clear form Add navigation buttons to make it easier to navigate between pages Cancel/clear button allows the user the clear the form if errors are made Fill the screen with the data Add larger font size Change font colour to contrasting colours Change to appropriate size of the boxes to write in the data Use character boxes for telephone number/ref. No. Better layout on the screen Instructions to enter data 6 8(b) Four from: Type the master document/load the master document Start the mail merge Attach the database as the data source Insert appropriate fields/placeholder from the data source Insert special fields such as automated date field Select records to merge Select recipients Merge a document with selected fields Save/preview and print/email letters 4 For part (a), you need to describe six distinct improvements to the form's design and user-friendliness, such as adding navigation buttons, improving layout, or providing instructions. For part (b), you must describe four steps involved in performing a mail merge, such as typing the master document, attaching the data source, inserting fields, and merging/printing.

Different terms are used in document production. 4 Complete the following sentences. The unit used to measure the size of a font is called (a) … [1] A page can be portrait or landscape. This is called (b) … [1] The special margin that is placed at the top or edge to clear the text from the fold in a page is called the (c) … [1] When the first line of a paragraph appears as the last line of a page this is called (d) … [1]

4(a) point 1 4(b) page orientation 1 4(c) gutter 1 4(d) orphan 1

Explain the meaning of the following terms used in document production. 7 Gutter… … Header… … Widow… … Wrapping… … [4]

7 Gutter – A margin placed on the fold of a book // A margin between the page margin and the fold of a book Header – This is an area at the top of every page Widow – When the last line of the paragraph is the first line of a new page Wrapping – Text is written around an image in a word processed document 4

Cambridge IGCSE ICT · 0417

IGCSE ICT (0417) Document production past paper questions

Revise IGCSE ICT (0417) — Document production with real Cambridge past-paper questions grouped by topic, each shown with its marking scheme. Working one topic at a time targets exactly the skill each question tests.

9 free questions from 2016–2020, each with its marking scheme. Open the full topical bank to filter by subtopic, paper, and year.