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Word Processing Sample Practice Paper

Improving Productivity using IT - Level 2Scenario Assignment Sample Test 1Version Sample MQTB/1.0/IP2/v1.1

This test is divided into two parts. You MUST complete the Performance part before the Knowledge part.

You must read through the whole scenario assignment before starting.

The time allowed for the Performance part and the Knowledge part is one hour.In the Performance part of the test, you will carry out tasks based on a scenario using an application of your choice. It is recommended that you allow approximately 45 minutes to complete the Performance part of the test. The pass mark for this part of the test is 75%.

In the Knowledge part of the test, you will answer some questions, which relate to the work you did in the Performance part. There are 12 tasks in this section of the test. It isrecommended that you allow approximately 15 minutes to complete the Knowledge part of the test. The pass mark for this part of the test is 75%.

Part 1 – Performance

NOS Tasks RefB1.1 B1.5

Employed as Examinations Administrator at Summerville Training, you have been asked by your manager to amend a letter, asking applicants for the role of Examination Invigilator to attend an interview. The names and addresses of the applicants exist in another file, to which you will need to refer during the assignment.

The letters to the applicants should be produced as an electronic file ONLY andNOT printed.

You have 45 minutes to complete the work.

Whilst data is presented to you in different formats, you should choose the mostsuitable application for the task. The choice of application should also reflect themost productive use of IT.

Consider the IT experience of the users who will view the files; not all employeeswho access the data have the same skills as yourself. Ensure that data is presentedconsistently.

Read through the scenario assignment. Ensure that the correct application is used and that the intended data is used.

Instructions are given to save the file but good practice dictates that you should save your work regularly during the assignment.

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B1.5 During the assignment you will be expected to:

Create a letter. Insert a date that will update. Insert a graphical illustration. Insert, move and delete text. Apply formatting to text. Find and replace text. Insert a page break. Add mail merge fields to a document. Send one document to many recipients.

There are two files for the assignment:

Interview Applicants Interview Letter

B1.3 Open the file Interview Applicants from the share drive adding your initials at the end of the filename – for example Interview Applicants AZ.

To open this file called Interview Applicants you need to ensure that you have the following folder in your user drive if not please call the tutor to copy it across.

Open the folder then open the folder called WORKFILES

The following will appear:

We are now ready to proceed to the next stage of the assignment

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The file we have been asked to work on is called Interview Applicants, so we need to open the file, double click on Interview Applicants the following will appear:

We now need to enable editing as we are going to make changes to this document.

So select Enable Editing (if it does not appear, you can just carry on with your work)

We are now ready to move onto the next stage

We have to save the file to your user drive and call it Interview Applicants JS (what this means it is asking us to save it with the same filename but to put our initials at the end).

Saving a Document

Select File


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Select Save As


Remember yours will look different but similar, so please remember this

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You now need to select your user drive to enable you to save the document to your drive. When you have found your user drive select the folder:

Open folder and then open folder called WORKFILES

Again it will look similar not identical, we now need to place our initials at the end of the filename which is already in the filename box.

So click into Filename Box at the end of the letter S and click again, now type in your initials. You should now have the following onscreen:

Now select Save

You should now have the following onscreen

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As you can use if you look at the top of the screen you will see

This tells us that you have saved the file and added your initials at the end; we can now carry out with the task in hand.

Note: It will have your initials at the end

STEP ONE:

The table heading row should have bold formatting applied (what this means is that the 1st row which contains the headings needs to be in bold), so we need to highlight the heading row.

We need to make it bold, there are a few ways in which we could accomplish this, but we are going to look at two.

You can select the:

Which is on the toolbar or

Press Ctrl + B

Either way will do, you should now have the following onscreen:

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As you can see the row headings have now been made bold

STEP TWO:

We now have done the formatting to the row heading, the next step is to delete the applicant column, when we delete the column, we do not just need to delete the text, but we need to get rid of the whole column.

So the first thing we need to do is to highlight the whole column, we do this by clicking on the line above applicant number you should then see the following onscreen:

Next step is to right click on the column and the following should appear on screen:

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Now select Delete Columns

Your column should now be deleted (if not ask for help)

STEP THREE:

We are now being asked to move the title column so that it becomes the first column in the table.

To do this we need to highlight the column, when you have highlighted the column the following should appear onscreen:

Holding down your mouse or the pad on the laptop drag the column to where it has to be in our case before the first name. You should now have the following onscreen:

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As you can see the Title has been moved so it now becomes the first column.

STEP FOUR:

It is now telling us that the Job Description column should contain the text Examination Invigilator for ALL applicants. (What it is saying that there is nothing in the job description it is empty and it needs to have something in it).

So click into the first box of the Job Description column and type in Examination Invigilator. You should now have the following onscreen:

Now I know what you are thinking I don’t have to do this for every box in this column, well you are right no we do not we are going to use the copy method, so highlight the words Examination Invigilator:

Right click and the following should appear onscreen:

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Select Copy

Highlight the rest of the column:

Right Click again and the following will appear:

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Select Paste Options

Now Select:

You should now have the following onscreen:

Mission Accomplished

STEP FIVE:

We can now move onto the next step: In the Interview Date column, change the dates ONLY to display in uppercase (in other words it wants us to change July to all capital letters, again the question you will asking yourselves is how to we do this without have to do each word separately, well folks we will use the easy peasy method.

Highlight the column Interview Date the following should appear onscreen:

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Now hold down the Shift Key and press the F3 key

Shift Key


As you can see JULY is now all in capital letters or uppercase which is the word that will be used when doing sample papers and assessment.

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F3


STEP SIX:

We now need to ensure that All columns are wide enough to display ALL the data which is in the columns.

So who are we going to do this?

Well there is more than one way in which we can make this happen, we will look at one way, but if you find another way which suits you then that is okay.

Select all columns

One question which may be asked is how do we select all columns at once, well you select the following:

This selects the whole table/columns

You should now see the following onscreen:

When all columns have been selected right click and the following will appear:

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Select AutoFit


Select AutoFit to Contents

The columns should now display all the data

But remember there is more than one way in which you can do a job

STEP SEVEN:

We are now being asked to set the width of the Interview Date column to be 2.75cm (1.08 inches).

Highlight the column Interview Date the following should appear onscreen:

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Right click and the following will appear:

Select Table Properties


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Select Column


Select Preferred width


If the measure box is in Percent change to Centimetres

Change the Preferred Box width to 2.75cm

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Select OK

Your column will now have changed its width

STEP EIGHT:

We are now being asked to remove the Title, Name and Address data from the record for Alan Lewis and replace it with our own name and address. Ensure also that you keep the interview information for this record. So remember it only wants us to replace the name and address.

Find the row for Alan Lewis and click into Title box and type in Mr or Miss, then click into Name box and replace with your Name, click into Address box and type in an Address, click into City box and replace City, click into County box and replace County, click into Postcode box and replace Postcode.

You should now have something like the following onscreen, remember it will not be identical, but similar.

You have put in your own information as requested.

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STEP NINE:

You are now asked to delete the rows that contain applicants’ details but where interview information is missing.

So check through the document and look for any information which does not have any Interview Information in them.

Select the row and the following should appear onscreen:

Right click and the following should appear onscreen:

Select Delete Rows

Do this for all rows which have missing information; you should end up with the following onscreen:

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STEP TEN:

Now you have made all the alterations asked to the document, you will be asked to Save and Close your file using the same filename Interview Applicants COC.

Saving Files:

Select File Menu

The following will appear onscreen:

Select Save

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The following will appear onscreen:

We can now close the file as we have saved what we needed to

Select File Menu


Select Exit as we do not need this document till later on in the sample paper

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That is now the first stage over and done with, takes getting used to, but the motto is practice makes perfect.

Next stage of the assignment

Find the folder on your user drive called:

Open folder, then open folder called WORKFILES

Open folder and the following should appear: (similar but not identical)

Open the file called Interview Letter we are going to make changes to the letter

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Save the letter to your user driveSelect User DriveSelect and open Folder called:

Select and open Folder called:

Select FileSelect Save As

The following will appear (remember similar not identical)

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In Filename box type in the following filename

Applicants Letter COC (remember to use your initials not mine)


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You can now see at the top of the window the filename (we are now ready to proceed)

The orientation of the letter should be portrait

Select Page Layout


Select Orientation

The following should appear:

Select Portrait

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On a single line, centred horizontally, below the company logo, enter the address of the company as 12 The Calls, Leeds, West Yorkshire, LS1 5NP, 0113 247 4758

So click beneath the log and select the centre button:

Type in the above and you should have the following onscreen:

As you can see it is centred across the page horizontally

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Change the text colour of the address and telephone number to any shade of blue.

Highlight the text that you have just typed in and select any shade of blue

You should now have something like the following onscreen:

Insert and right-align the text Our ref: PH/AC/27 below the company address details and before the body of the letter.

Click underneath the AddressSelect Right Align

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Type in the following:Our ref: PH/AC/27

You should now have the following onscreen

The letter should contain a date that will update automatically

Click above Dear

Select Insert


Select

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Make sure that the Update automatically has a tick in its box

Select OK

The following should now be onscreen:

Underline the text Re: Examination Invigilator

Select Text

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Press CTRL + U

Or

Select


In the first paragraph, amend the text beginning We would be grateful if you could attend an interview to read We would like you to attend an interview.


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Change the word diplomas to certificates

Select Replace

The following menu will appear:

In the Find what box type diplomas

In the Replace with type certificates

The following should now be onscreen:

Select Replace All


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Select OKSelect Close

The final paragraph should read I have attached a map overleaf for your information.


At the end of the paragraph that refers to telephoning Sarah Lamb, add the text on 0113 247 4759.


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Ensure that you insert a closing at the end of the letter that includes your name and job description Personnel Manager.


At the end of page 1, insert a page break

Take your cursor to the line below Personnel Manager

Select CTRL + Enter

On page 2, insert the graphical illustration Leeds Office Map.jpg

Select Insert


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Select Picture

The following will appear (remember similar not identical)

Go to your user drive open the folder called:

Select and open folder called:

The following will appear: (similar but not identical)

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Select Leeds Office MapSelect Insert


Insert mail merge fields for the name and address of the recipient and the interview date and time that will match to the fields in the data source file (Interview Applicants AZ).

MAIL MERGE

Select


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This is the toolbar we will be using for the Mail Merge Task.


Go to the top of the letter

Click in between the Date and Dear

Next Select the following:

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Select Use Existing List


Go to your user drive and open the folder called:

Now select and open the folder called:

The following should appear (similar not identical)

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Select file Interview Applicants COC (remember it will be your initials not mine)

Select Open

We now need to add the fields to the correct parts of the letter

Make sure you have the following onscreen:

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Select


Select TitlePress Spacebar

Select


Select First_NamePress Spacebar

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Click on the down arrow at the side of the word Field.



Select

The following will appear

Select Last_NamePress Enter Key


Following on from the steps above we need to add more fields

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Select


Select AddressPress Enter Key

Select


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Select CityPress Enter Key

Select


Select CountyPress Enter Key

Select


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Select PostcodePress Enter Key


Click on the other side of the word Dear press Spacebar

Select


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Select First_Name


Click after the word on (second line of letter)

Select


Select Interview_Date

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Click on the other side of the word at (third line of letter)

Select


Select Interview_Time


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Before producing the interview letters, check the document for spelling mistakes using the most suitable tool from the application.

Make corrections where needed

You can safely ignore proper names

Ensure that the layout and the quality of the work is suitable for the intended audience.

SPELLCHECK

To spellcheck the document before we move onto the final steps of the mail merge

Select

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Select


If you are sure that the correct suggestion has been highlighted

Select Change, It will then take you to the next word again select Change, keep on doing this till the whole document has been spellchecked.

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Select OK


Save the letter using the same filename Applicants Letter COC (remember you will be using your own initials)

Note: below in the box is what you are going to be asked to do so read this bit first then proceed onto the Mail Merge.

You will complete the merge to a new document.

You will save the new merged document to your user drive in the folder called Workfiles, as Merged Letters, adding your initials at the end of the filename – for example, Merged Letters COC.

Select

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Select


Select

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Select OK

The following should appear onscreen

If you look at the bottom left of the screen you will see that there is Page 1 of 24We now need to save the letters

Select File

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Select Save As


Go to your user drive find and open the folder called:

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Open the folder called:

The following should appear (remember similar not identical I am using my computer for this exercise)

In the filename box type:

Merged Letters COC (you will be using your initials)

You should now have the following in the folder called WORKFILES

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You have now completed Part 1 – Performance of the assignment

We will now continue on to Part 2 – Knowledge

Open the file called Answerfile from your Learner Drive. Enter your Learner Identification and Scenario Assignment. Number in the cells provided. Use this file to record your answers to the relevant questions. (Save to your user drive using your initials)

B1.2 1. Thinking about the resources needed for this assignment, which software application did you consider the most suitable?

A. Spreadsheet.B. Email.C. Word processing.D. Presentation.

Enter A, B, C, or D in Answerfile in the space for question 1.

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B1.2 2. What feature of the suitable software application allows the task to be completed?

A. Performs calculations.B. Combines text and graphics.C. Presents text, graphics, sound, animation.D. Sends and receives emails and creates diary appointments.

Enter A, B, C, or D in Answerfile in the space for question 2..B1.6 3. Which of the following represents the best reason why you chose this particular software application for the task?

A. The application automatically numbers the pages as they are printed.B. Data can be quickly and cost effectively processed.C. Photographs are automatically displayed with a reference number.D. The application changes the footer of pages.


B1.6 4. Which of the following outcomes represents the best reason for choosing this particular software application for this task?

A. The application uses related tables to store information.B. The files are automatically saved using the current date.C. The application is ideal for text but not photographs.D. The application can mix text documents with names and addresses for mailing purposes.


B1.8 5. Which of the following is a legal consideration when using IT?

A. A single user license allows software to be installed on many computers.B. Copyright law allows users to copy and publish whatever data they wish.C. Ensuring that you use licensed software.D. Intellectual property rights affect only commercial properties.


B2.2 6. Which of the following tasks were carried out by the correct tool?

A. Cartoons were inserted to illustrate paragraph text.B. Underlining was achieved by drawing a horizontal line.C. The data was sorted by cutting and pasting in the required order.D. A table was used to control the layout of the document.


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B2.3 7. Which of the following would represent a strength in your final work?A. The document was saved as an unformatted text file.B. Additional photographs were added to replace text.C. The finished document is clear, well laid out, proof read and spell checked.D. The document was saved using the date instead of a filename.

Enter A, B, C, or D in Answerfile in the space for question 7..B2.3 8. Which of the following would represent a weakness in your final work?

A. Applying currency symbols to financial data.B. A chart or image hiding data beneath it.C. Spell checking before printing.D. All data can be seen.


B2.4 9. Which of the following would improve your work?

A. Applying a different coloured border to each page.B. Correcting mistakes spell checking and proof reading.C. Not saving files with clear logical filenames.D. Saving the document using all 255 characters allowed.


B3.110. In terms of business productivity, which of the following is a benefit of using IT tools and systems in the workplace?

A. All data is saved as it is created so daily backups are no longer required.B. The printer is always switched on so printing emails is better than reading them on screen.C. The ‘Undo’ button means that errors are no longer made.D. Storing and retrieving company information is fast and efficient.


B3.1.11. In terms of productivity, which of the following can be a drawback when using IT tools and systems in the workplace?

A. Data never needs saving by the user as the computer saves files automatically.B. It is quicker to hand-write documents than produce them on the computer.C. Insufficient care taken when arranging text, photographs and illustrations may lead to work having to be re-done.D. A business needs to run a network of computers to be productive.


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B3.2 12. Which of the following are benefits of improving productivity?

A. There is no cost benefit to improving productivity.B. Emails can take the place of conversations with colleagues.C. If work is finished early employees can go home early.D. Profitability.


Save and close your file keeping the same filename Answerfile.

Close ALL files and applications.

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