Using ICT to Present Information Essay Sample

Using ICT to Present Information Pages
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P1 describe the structure and purpose of different documents, one from each document type (Invoice, Newsletter, Diagram, Advertisement, Presentation and creative writing document).

Document

Invoice

Document Type

Short Formal

Description

A document used to state the cost of a payment required.

Example

Location of Document

h:\My Documents\Year 10\BTEC ICT\Unit One\Invoice

Good Points

It has a logo. It is clear, quite large writing. The payment requested is in bold to enable it to stand out. It shows which company the letter is coming from by the logo and name next to the logo.

Bad Points

Writing may be too big. Looks slightly unprofessional.

Structure and items found on basic document

The top states clearly that it is an invoice. The logo is at the top next to the address of the company so it is straightforward where the invoice has come from. The date and number of the invoice are show below the companies address. Just opposite the Invoice number is the clients address. . Below is the table stating what payment is required for what particular service, the total payment required is show at the bottom of the chart. Included in this document is the customers address, the companies address, the date the payment is required and the total cost of the payment

Audience Type

This document is directed at people who are paying outstanding bills.

Document

Newsletter

Document Type

Extended Formal

Description

A document used to help people keep up to date on news and events.

Example

Location of Document

h:\My Documents\Year 10\BTEC ICT\Unit One\Newsletter

Good Points

It is bright, colourful and attention grabbing. Its full of information on current news and events and includes pictures relating to the topic it talks about helping people to get a visual image.

Bad Points

The date is shown at the top however it is written very small. There is no title telling you it is a newsletter.

Structure and items found on basic document

The top of the newsletter is a heading and is on both pages. In the middle are paragraphs or information sectioned into the relevant topics, there is also pictures to support the information and give the reader a visual image. At the bottom of the newsletter is more information as well as the date the next newsletter is out.

Audience Type

People interested in finding out about current events and news.

Document

Diagram

Document Type

Graphical Document

Description

A document used to help people familiarize their selves with a building or as a plan so the layout of a building about to be built can be determined.

Example

Location of Document

h:\My Documents\Year 10\BTEC ICT\Unit One\Diagram

Good Points

Clear layout and labels. Clearly shows the layout of the office. It also includes a key for somebody who may not understand the symbols.

Bad Points

It isn’t in any color which lets the diagram down.

Structure and items found on basic document

Diagrams don’t generally have a specific structure of layout but they generally do have a key to explain briefly what each symbol means.

Audience Type

This document is generally directed at people finding their way around a building or people like property developers.

Document

Advertisement

Document Type

Promotional

Description

A poster used to advertise a perfume.

Example

Location of Document

h:\My Documents\Year 10\BTEC ICT\Unit One\Advertisment

Good Points

The perfume is shown in the screen as well as the celebrity who is selling it. The background is a calm sort of background which shows adults that the celebrity is growing up yet teenagers will relate to her and still want to buy the perfume. So both aspects help sell the perfume from different angles.

Bad Points

It doesn’t grab attention as much as other adverts for different perfumes do.

Structure and items found on basic document

Picture of the perfume and celebrity. A title listing the name of both so people who are not familiar with the celebrity’s face can recognize the name or at least find out who she is and what she is selling.

Audience Type

This is directed towards woman and teenage girls.

Document

Presentation

Document Type

Presentation

Description

A document used to present information.

Example

Location of Document

Good Points

The example slides are very brief showing that the presentation is in fact just for writing a small amount of information. The titles on the top of each slide would be clear and state what each slide is about.

Bad Points

The background used on the slides is too distracting.

Structure and items found on basic document

These type of documents generally start with a title or introduction page, then they have several pages of brief information which is then taken into more detail as the person presenting the presentation goes further in depth about whatever topic they are talking about.

Audience Type

This can be directed at people from schools, colleges or office meetings.

Document

Creative Writing Document

Document Type

Informal Document

Description

Example

Location of Document

Good Points

Contains information about that game and the characters in it as well as telling the reader about the plot of the game. It is written well and makes people want to play the game.

Bad Points

The writing is slightly small so some people may have difficulty finishing it.

Structure and items found on basic document

A synopsis explaining what the game is about and who the characters are as well as pictures of the characters showing the main characters and scenes from throughout the game.

Audience Type

This is more directed at teenagers and gamers of all ages.

P2 describe the different types and sources of information and ways of checking its validity. Types of information include: text, graphics, charts, numeric data, alphabetic data, tables, lists, written, verbal,

Source of Information

Example

Type of Information

Good Points

Bad Points

Internet/WWW

www.google.co.uk

www.askjeeves.com

www.yahoo.co.uk

Graphics, Informative texts and advertisement programs.

Pictures or information is accessed from all over the web and brought to you easily.

Sometimes it is difficult to obtain the information required.

Intranets

Astley Community High School Intranet.

Information created by teachers to help you revise or complete coursework.

Generally it is easy to get the information you need for your work.

A lot of the time the right information isn’t there or it isn’t in depth enough.

E-mails/Texting

Mobile phones

Text, graphics, videos, communication.

Makes it easy to contact your friends or family and have music whenever you want it.

Some phones cost a lot of money to buy or contract phones go over bills.

Message Boards

www.livejournal.com

Information about a certain event or task.

Information about events that are about to take place.

Its not always the right information.

Newspapers

News Post Leader

Information about events and news in your local area.

Find out what is happening locally and sometimes nationally.

Tends to be bias or not fully truthful information.

Magazines

Chat.

Take a break.

Reality stories about traumatic events that have taken place in others lives.

Interesting and gives advice on sorting out problems in your life from Jeremy Kyle.

Doesn’t always have accounts that can help you.

Libraries

School Libraries

Has a range of books for students and teachers. Supplies books to help students with their coursework.

Easy access for students and teachers. No fine received for returning books late.

They don’t always have the books needed.

Professionals (Individuals)

Lee Evans

Fantastically funny and well know comedian.

He is successful in his job and is a well known man.

Its very expensive to get a ticket to see him live.

Professionals (Organisations)

XFactor

Allows contestants to audition and compete for a record deal.

Helps people who have had difficult lives and gives them a second chance.

The judges can be rather harsh when as times.

P3 create documents making use of basic tools and techniques, one from each document type, that meet the needs of a defined audience. Use screenshots of documents that you have created for Ecomedia, one for each of the following types: Invoice, Newsletter, Advertisement, Presentation and creative writing document.

Ecomedia

Invoice

Document Type

Short Formal

Finished Example

Creation screenshots

Spell & Grammar Check screenshots

Ecomedia

Newsletter

Document Type

Finished Example

Creation screenshots

Spell & Grammar Check screenshots

Ecomedia

Advertisement

Document Type

Finished Example

Creation screenshots

Spell & Grammar Check screenshots

Ecomedia

Creative Writing

Document Type

Finished Example

Creation screenshots

Spell & Grammar Check screenshots

Ecomedia

Presentation

Document Type

Finished Example

Creation screenshots

Spell & Grammar Check screenshots

P4 select and use document templates. Use a template from the Microsoft Library to create two documents from the following list; Invoice, Newsletter, Diagram, Advertisement, Presentation and creative writing document. One document should be in Word and the other in Excel.

Template 1

Application

Excel

Type of Document

Invoice Template

Screenshot examples (blank, complete, save as box)

Template 2

Application

Type of Document

Newsletter Template

Screenshot examples (blank, complete, save as box)

P5 use appropriate file names and folder structures to save documents. Complete the following table.

File and Folder Names

Explain why it is important to choose sensible file and folder names, what characters should not be used.

Sensible file names are required in order to enable quick identification of the file rather than having a name that is too long and branches out of the box, a short and precise name is preferred. It is also advantageous to use sensible file and folder names when handing in documents like coursework. If the file name is not authorized or is not the name that has been specified then the work could be returned unmarked.

Examples

Screenshot examples of your file and folder structures

File save locations

Screenshots of changing file locations

P6 review and check documents. Of the six documents that you created for P1, screenshot each showing the spell check complete and reading statistics summary boxes.

Document

Invoice

Document Type

Document

Newsletter

Document Type

Document

Diagram

Document Type

Document

Advertisement

Document Type

Document

Presentation

Document Type

Document

Document Type

M1 create different types of documents to convey the same information to different audiences. Using the drawing toolbar and callouts in either Microsoft Excel or Microsoft Word create a scaled layout drawing of Astley High School showing all the buildings. Mark on the layout all the fire exits and fire assembly points. Use the layout drawing in a PowerPoint presentation entitled “what to do during a fire alarm”. Use screenshots to evidence your work.

Application

Screenshot Evidence

I used the fill color tool, text tools and drawing tools e.g. shapes arrows etc.

M2 create a complex document that combines textual, numerical and graphical information appropriate for a defined audience.

Create the following table in Excel:

Team

Played

Won

Draw

Lost

For

Against

Difference

Points

Use the BBC sports website to complete the table with information from the Premier League. Create graphs to show all the teams and their For Goals, Against Goals and the Goal Difference. Use formulas to calculate games played, goal difference and points.

Screenshot evidence

M3 use advanced formatting tools and techniques to enhance the presentation of information. Use the spreadsheet created fro M2, use advanced formatting techniques (bold, italic, underline, borders, shading, font colour, font size, fill colours) to enhance the presentation of the spreadsheet. Screenshot the before and after spreadsheet, on the after screenshot use callouts to show what formatting tools and techniques you have used.

Screenshot evidence before

Screenshot evidence After

D1 create document templates using two different applications

Use two of the documents you created in P3, delete all the particular data until you are left with the skeleton document and save this as a template, use screenshots of the ‘save as’ box with the file type set to ‘template’.

Template 1

Template 2

D2 review a complex document and justify choice of tools and techniques in terms of the effectiveness of communication to the defined audience. Using the Premier League table that you created in M2, write a report reviewing the document, make sure to include the following headings;

The purpose of this document is for it to inform readers the teams scores and points throughout the season. The document shows the number of teams that have taken part as well as the amount of games played, how many wins, draws and loses there were and how many goals for and against each team there was and the difference between the goals and points. The tools I used were font change, font size, font color, bold, italics, underline, numbers, background colors and alignment. The good features the document has is that it has used a bold bright colors with an easy to read font and its layout is clear and easy to understand. The bad features in the document are that the document would have looked more impressive if a larger range of colors had been used. It also could have been more formal and had bigger, bolder headlines that stand out more and are clear and easy to read.

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