VET Information TechnologyGlossary of terms

Apply Occupational Health and Safety Procedures

OOSOccupational Overuse Syndrome, also know as Repetitive Strain Injury (RSI). Caused by repetitive tasks and/or having poor posture.

Workstation Includes the whole work area and positioning of – computer, monitor, keyboard, desk, chair, document holder and footrest.

Ergonomics The study of the work environment in relation to the user.

Hazards A situation or substance which could cause injury or illness.

Legislation Rules and regulations that are Laws – ie must be complied with.

Code of Practice Guidelines which should be implemented to maintain safe work practices.

Manual Handling Lifting or moving any equipment or other objects.

OHS Committee A body of workplace employees committed to ensuring a safe work environment – attends regular meetings and carries out regular inspections.

WorkCover The managing body for NSW Workplace Health & Safety

Accident Report A document which should be filled out by anyone involved in workplace accidents/injuries, regardless of however minor they might be.

Worker’s Compensation

A special insurance-type payment made to any person who is injured or suffers a work related illness and needs time off work.

MSDS Material Safety Data Sheets – specifies how to handle certain material and/or substances.

Operating Computer Packages

Microsoft WordAuto correct Automatically corrects common typing and

spelling errors as your type

Auto text Offers a way to store and quickly insert text, graphics, fields, tables, bookmarks, and other items that you use frequently.

Bullets Can be represented by a range of symbols, usually round dots, which are used to set apart points in paragraph style.

Clipboard A facility in the program to store items of text or graphics when they have been cut or copied, so they can be pasted to a different location- up to 12 items at one time.

Cut & Paste A feature that allows you to remove information from one place to another.

Dialogue Box Dialog boxes prompt the user to enter information.

Edit To make changes to existing text.

Font All the characters in a particular typeface.

Footer Information that appears at the bottom of a page.

Format To change the look of a document, text, graphics, characters.

Header Information that appears at the top of a page.

Insertion Point

The flashing vertical bar that indicates where the text will be entered – current position.

Justification Paragraph alignment – left, centre, right or fully justified.

Landscape The orientation of the document when printed – wider than it is long.

Leaders Used between text and tab stops such as dots, dashes, lines or symbols.

Left Align All text aligns to the left hand side of the document

Mail Merge To attach a data file or database to one main word document, enabling multiple copies to be printed.

Menu In Word pull-down menus give a choice of options to make it easier to use the program eg File, Edit, View

Office Assistant

Assists in the use of the software, can give on-screen prompts when necessary or can be used as on-line help.

On-Line Help Can be accessed to explain and help the user with any questions or problems relating to the application being used.

Overtype (OVR)

A feature that can be turned on or off by the Insert Key, which deletes current text as you are typing.

Portrait The orientation of the document when printed – longer than it is wide.

Spellcheck Underlines spelling errors in a red wavy line, when used gives other spelling options, can add to the dictionary or ignore.

Status Bar Located at the bottom of the screen and displays information for the user eg Page no, Section, Total pages, line, column.

Table A facility, which allows the user to make columns with or without borders, can be used instead of tabulating.

Template A document, saved as a specific file type (DOT) that can be used over and over to create new documents.

Thesaurus Provides synonyms and antonyms for words or phrases.

Toolbar A toolbar can contain buttons with images (the same images you see next to corresponding menu commands), when used these give Microsoft Word instructions about what you want to do.

Undo Allows the user to reverse up to the last 16 actions performed.

Windows Explorer

The file manager used where you can locate all folders, files and drives available.

Word wrap When your text reaches the right-hand margin in a document it automatically wraps to the next line.

Spread SheetsAbsolute reference

A cell or range reference in a formula whose location remains the same (absolute) when copied.

Cells The rectangles created at the intersection of columns and rows.

Export The process of taking (exporting) data from an application, i.e. a spreadsheet, and placing it into another application, i.e. a database.

Formula An equation that performs operations on worksheet data.

Function A predefined formula that performs calculations by using specific values, called arguments.

IF statement A function which can be used when the value you want to assign to a cell is dependant on a logical test.

Import The process of bringing (importing) data into an application, i.e. spreadsheet, which has been saved in another applications format, i.e. database.

Marquee A dashed line used to define an area in a window to be operated upon. In Excel it defines items placed on the clipboard or to be used in a calculation or chart.

Relative reference

A cell or range reference that automatically adjusts to the new location in the worksheet when the formula is copied.

Spreadsheet Computerised worksheet on which text, numbers and formulas can be entered for fast, accurate calculations.

Template A workbook file that contains pre-designed worksheets that can be used as a pattern for creating other similar sheets in new workbooks.

Workbook A spreadsheet file containing one or more worksheets

Worksheet A sheet within a spreadsheet workbook; used for displaying rows and columns of figures and labels

Worksheet tab The tab at the base of a worksheet, default tab names in Excel are Sheet1, Sheet2 etc.

DatabaseCalculated Field A field that displays the result of a calculation

in a query.

Criteria A specific set of conditions that you want records to meet in order to be displayed in a

query, form or report.

Data Type The attribute for a field that determines what type of data it can contain.

Database An organised collection of related information.

Detail Section The section of Form and Report Design that contains the records of the table.

Entity The subject of the database or table.

Field A single category of data in a database.

Field Name Label used to identify the data stored in a field.

Field Property An attribute of a field that affects its appearance or behavior.

Filter A restriction placed on records in an open form or datasheet to temporarily isolate a subset of records.

Form A database object used primarily for data entry and making changes to existing records.

Object A table, form, or report that can be selected and manipulated as a unit.

Primary Key One or more fields in a table that uniquely identify a record.

Query A question you ask the database.

Record The set of fields which contain the data for one entity.

Relationship A link made between tables, usually through at least one common field.

Validation Rule A check that Access perform to determine whether entered data meets certain criteria.

Validation Text Text that is displayed when a validation rule is violated.

Operate Computer Hardware

GlossaryPorts The interface or point of attachment an

external device has to the system unit.

Hardware The physical components of the computer system eg keyboard, mouse, speakers etc.

Software Programs – a series of instructions that tells the hardware what to do, can also be the interface between the user and the computer system.

Disk Drives The device that operates (reads & writes) to the floppy, HDD, DVD and CD ROM.

Power Supply Converts wall outlet AC power into DC power, which is the type of power required by a computer.

CPU Central Processing Unit – a chip or chips on the mainboard containing the control unit and the arithmetic/logic unit, that interpret and carry out the basic instructions that operate a computer.

VDU Visual Display Unit or screen or monitor.

Secondary storage

Hardware device used to record and retrieve data and instructions eg floppy disk, tape, CD

Consumables Items that need to be replaced such as toners, ink cartridges, paper, blank disks etc.

PC Personal computer – CPU, keyboard, mouse, monitor

Peripherals Hardware devices which are attached to the computer eg printer, speakers, scanner

Specifications

A description of the criteria for the construction, appearance or performance of a computer system.

GUI Graphical user interface – combines text, graphics and other visual cues to make software easier to use.

The taskbar Contains the Start button, the clock and currently running tasks.

Modem A communications device that converts a computer’s digital signals to analog signals so they can be transmitted over standard telephone lines.

Troubleshooting

To locate the cause of trouble and removes, fixes or treats it.

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Integrate commercial computing packages.bmp Short for bitmap - a collection of small dots

known as pixels that are used to create an image

.gif Graphical Interchange Format – a common format for saving graphic files – only 256 colours but can be animated to show moving pictutes

.jpg Joint picture expert group – a common file format because good compression algorithm gives small size – high number of colours and resolution – photo quality – lossy file format (compressed with some loss of detail compared to bit-map)

Chart A graphical representation of data

Export The process of taking (exporting) data from an application, i.e. a database, and placing it into another application, i.e. a spreadsheet

Formula An equation that performs operations on worksheet data

Function A predefined formula that performs calculations by using specific values, called arguments

Import The process of bringing (importing) data into an application which has been exported from another application

Integrate The process of combining data from multiple applications

Mail merge The process of merging a main document with a data source to produce form letters

Query The process of asking a question of a database. Queries are used to view, change, and analyse data in different ways

Report A way of summarising and grouping data which can be formatted as required

Workbook A spreadsheet file containing one or more worksheets

Worksheet A sheet within a spreadsheet workbook; used for displaying rows and columns of figures and labels

Worksheet tab The tab at the base of a worksheet, default tab names in Excel are Sheet1, Sheet2 etc.

Communicate In the WorkplaceActive Listening

Responding to what you hear, indicating you are listening.

Aggressive To put others down, only see your point of view, pushy and abusive at times.

Assertive To be clear and honest when speaking about your feelings and respect the rights and needs of others without making judgements.

Body Language

Movement of the body and facial expressions to communicate.

Communicate

Successfully convey an idea from one person to another using some form of medium – verbal, non verbal.

Communication Breakdown

Failure to communicate or be understood for some reason.

Compose To produce or put together an idea, usually written.

Empathy The ability to see things from the other person’s point of view.

Feedback Any reply to a message.

Internal Client

Other workers within the same organisation.

Interpretation

What the receiver understands from the communication and what they get from it.

Medium The method or channel you choose to send the message by – verbal, written, visual, non-verbal.

Message What you want to communicate – an idea, instruction, request, statement.

Non Verbal Without talking (words)

Oral By way of speaking in words.

Passive When you do not clearly communicate what you think or feel.

Pessimists People who always seem to see the negative side of things.

Receiver The person/s who you want to communicate with.

Screening Calls

Listening to the caller and asking questions to establish the purpose of the call, then make a decision based on this information and the company policy.

Stereotypes Judging or classifying people into a particular category according to appearance, behaviour, clothes or a belief.

Glossary Description CDROM Compact Disk Read Only Memory – An optical

120mm diameter disk with 650megabytes capacity. It is used to store text, graphics, sound and video. The digital data is recorded in a spiral from the centre to the outermost edge

CMOS Complimentary Metal-Oxide Semi-conductor: A low power using memory chip in personal computers the holds time, date and other critical system startup information

DMA Direct Memory Access: A method of allowing the peripherals to bypass the processor and send blocks of data to a secured memory location. This can speed up data transfer operations enormously.

driver Operating systems and applications use a general system call to operate hardware devices. The driver is a software routine that translates it into the specific instructions needed to control the hardware device.

DVD Digital Versatile Disc: 120mm optical disc with a capacity of 4.7 gigabytes. Expected to replace CDROM.

Firewire A fast (up to 50megabyes per second) serial bus with support for 63 hot swap, plug and play devices. Has the potential to replace serial, parallel, IDE and SCSI Hard disk type interfaces.

IRQ Interrupt Request: Hardware devices can gain some processor attention by sending a signal via the interrupt request line. Early devices required some knowledge of interrupts to avoid conflicts. Plug and Play now handles the setup of a new device’s communication channels with the rest of the system including the IRQ.

PS/2 A 6 pin mini DIN socket on most computers used for the mouse and keyboard.

RS232 Recommended Standard 232C: now ratified as the EIA-232 standard, which is used by all dial-up modems. The serial port may be either 25pin or 9pin D shell.

USB Universal Serial Bus: An external peripheral interface with a 12Mb transfer rate. It supports up to 127 hot swappable, plug and play devices. It is expected to replace the standard serial and parallel ports

Match the port with the description

The Port Match

Joystick

LAN - Bayonet Network Connector

Firewire

Microphone/Speakers

LAN – RJ45

Power In

Universal Serial Bus

PS/2 Mouse

Serial Port

Voltage selector switch

Install Software Programmes - software maintenance log

It is important to maintain a record of the software maintenance carried out on a computer. There are a number of reasons for this:

Assists in maintaining software licence control Assists in troubleshooting software problems Provides a “software history” for the computer

Design a software maintenance logDesign a form to record the installation and modification of software installed on your system. This form should include fields for the following information:

Details of the system to which log refers Location of system Details of installation (name of package, version, and any other details eg

uninstall, reinstall, new install, upgrade, configuration change) Name of Support Person undertaking the work Date of installation/modification. You may use the following example as a

guide:

Software Maintenance Log

PC Make/Model

Location

PC Serial No.

Date Software Package and

Version

Type of Maintenan

ce*

Name Signature

Maintain System Integrity GlossaryBackup To copy files to another media as

a precautionary measure, in case the first media fails

Boot sector Infectors Virus that infects the boot sector of a floppy or hard disk

Differential backup Any files that have changed since the last full backup, are duplicated

Disaster recovery plan Detailed, written plan describing how an organisation will restore computer operations, in the event of a disaster

File infectors Virus that attack and modify program files, usually .exe and .com files. When the program is run the virus is executed

Full backup All files in the system, including program files and data files, are duplicated

Incremental backup Any files that have changed since the last full or incremental backup, are duplicated

Logic bomb Virus that activates when it detects a certain condition, e.g., a certain date

Macro viruses Makes use of the built in programming languages in Microsoft Word and Excel (VBA). A malevolent macro that duplicate themselves into other documents and spread just like any other virus once the file has been opened

Polymorphic virus Virus which modifies its program code every time it attaches itself to another program file

Restore The process where files are returned from a backup to their original condition and location

Software licence The terms and conditions under which a piece of software may be used

Trojan Horse A destructive program that masquerades as a harmless application. While Trojan Horses

do not copy themselves they can do just as much damage as viruses

Virus A program that is loaded onto your computer without your knowledge and runs without your consent. Most viruses can also replicate themselves