One job, five tools
Sam runs a small cafe. This week Sam must write to customers and work out the budget. Sam must also keep a list of customers who come often. Sam must tell the staff their new work times. Sam must plan an opening party.
Five jobs. Five different tools. Using the wrong tool makes the job slow and full of mistakes.
Today you learn what each application is good at.
Key words
| Word | What it means | Example |
|---|---|---|
| Application software | A program that helps people do their own work. | A spreadsheet |
| Database | A store of data in tables that you can search and change. | A list of customers |
| Template | A ready-made layout you start from. | A letter with a heading |
| Formula | A rule in a cell that works out a result. | Add the cells above |
| Cell | One box in the grid of a spreadsheet. | The box that holds a price |
| Attachment | A file sent with an email. | An invoice |
| Query | A question you ask a database. | Which customers live in Leeds? |
| Gantt chart | A chart of bars that shows tasks across time. | A plan for a party |
| Milestone | An important point in a plan. | Tickets on sale |
The cells students fill in are left blank in this preview.
Word processors
A word processor is for documents: letters, reports and posters.
It checks spelling and grammar. It has templates and styles, so every heading looks the same. You can add pictures and tables.
Spreadsheets
A spreadsheet is a grid of cells for numbers.
A cell can hold a formula, such as the total of a column. When a number changes, the total changes at once. You can sort and filter rows, and turn numbers into a chart.
Worked example: a formula in a spreadsheet
| Item | Price (pounds) | Number sold | Sales (price x number, x means times) |
|---|---|---|---|
| Coffee | 3 | 40 | 3 x 40 = 120 |
| Cake | 4 | 25 | 4 x 25 = 100 |
| Tea | 2 | 30 | 2 x 30 = 60 |
| Total sales | 120 + 100 + 60 = 280 |
The cells students fill in are left blank in this preview.
Quick check: documents and numbers
Have a go
Quick check: documents and numbers
3 questionsYour answers are marked here and are not kept. A college account keeps every student’s marks.
Try it: a spreadsheet in Python
prices = {"coffee": 3, "cake": 4, "tea": 2}
sold = {"coffee": 40, "cake": 25, "tea": 30}
total = 0
for item in prices:
takings = prices[item] * sold[item]
print(item, takings)
total = total + takings
print("Total", total)
# Change the price of cake to 5 and run it again.
Databases
A database stores a lot of data in tables, with a row for each thing. It is better than a spreadsheet when there is a lot of data or many people use it.
You can search it to find the rows you need, such as all the customers in one town.