Be able to enter and modify text and numbers with total accuracy

13 Layout – Entering and Modifying Text and Numbers

Learning Objective

By the end of this lesson you will be able to enter and modify text and numbers with total accuracy in any ICT application (word processor, spreadsheet, presentation software).

Lesson Scope (Cambridge IGCSE ICT – Section 13)

Why Accuracy Matters

• Incorrect data → wrong calculations, mis‑communication, loss of credibility.
• Examiners award marks for precise entry and correct formatting.
• Professional environments expect error‑free documents.

13.0 Preparing to Enter Data

1. Open the required application and create a new document, spreadsheet, or presentation.
2. Verify the language and keyboard layout in the operating system before you start – a mismatch can cause spelling‑check failures and wrong characters.
3. Check the default font, size and alignment; adjust if the task specifies otherwise.
4. Zoom to a comfortable level (usually 100 %).

13.1 Accurate Entry of Text

Follow these steps each time you type:

1. Place the cursor exactly where the task requires (use arrow keys for fine positioning).
2. Type the text exactly as given, paying attention to:
   • Capitalisation
   • Punctuation marks
   • Spaces (single vs. double)
   • Special characters (e.g., &, %, @, #)
3. If a mistake occurs, use Ctrl + Z (Windows) or Cmd + Z (Mac) immediately – undo is a critical tool for maintaining total accuracy.
4. Press Enter (or Return) to move to the next line or cell when the task calls for it.

Common Pitfalls (Text)

13.2 Editing Techniques (Total Accuracy)

• Selection / Highlight
  • Mouse: click‑drag.
  • Keyboard: Shift + arrow keys; Ctrl + Shift + arrow for whole words.
• Cut, Copy, Paste – Ctrl + X, Ctrl + C, Ctrl + V (or Cmd equivalents). Use Ctrl + Shift + V to paste as plain text.
• Drag‑and‑Drop – click the selected text, hold the mouse button, drag to the new location and release.
• Undo / Redo – Ctrl + Z / Ctrl + Y (Windows) or Cmd + Z / Cmd + Shift + Z (Mac). Remember to use Undo immediately after an error; Redo restores an undone change.
• Find & Replace – Ctrl + F (Windows) / Cmd + F (Mac). Use the “Replace” tab to correct repeated errors instantly.

13.3 Inserting Objects

Exam tasks often require tables, images, or charts. Follow the exact sequence for each application.

Tables

1. Word processor: Insert ► Table → choose rows/columns → click “OK”.
2. Spreadsheet: click the cell where the table should start; the grid itself is the table.
3. Adjust borders, cell alignment and apply a Table Style for consistent formatting.

Images / Pictures

1. Choose Insert ► Picture → “From File”.
2. Select the image, click “Insert”.
3. Use the sizing handles to fit the layout; hold Shift while dragging to keep the aspect ratio.

Charts

1. Go to Insert ► Chart.
2. Select the required chart type (e.g., Column, Line, Pie).
3. An embedded spreadsheet opens – enter the data exactly as given, respecting decimal places and units.

13.4 Text‑Wrapping Options

When an object is placed inside a paragraph, wrap the surrounding text as the task specifies.

1. Right‑click the object → Wrap Text → choose one of:
   • Square
   • Tight
   • Top and Bottom (above/below)
   • Behind Text (if the task allows)
2. Alternatively, use the layout toolbar icon that shows a picture with surrounding lines for quick changes.

13.5 Tables, Headers/Footers & Styles

• Tables – insert, add/delete rows or columns, merge cells, apply a predefined “Table Style”.
• Headers/Footers – Insert ► Header/Footer → type required text (title, date, page number) → lock the position if the exam asks for a fixed header.
• Styles – apply predefined “Normal”, “Heading 1”, “Heading 2”, etc., to ensure uniform font, size and spacing.
  Example: Select the document title, click the “Heading 1” style; the text changes to 14 pt, bold, with extra spacing before and after – exactly what the syllabus expects for a heading.

13.6 Proofing & Validation

Spell‑check & Grammar

• Run the built‑in checker (F7 in most word processors) before submitting.
• Ensure the document language matches the language set in “Preparing to Enter Data”.

Spreadsheet Proofing – Data Validation Mini‑Exercise

1. Open a new spreadsheet and select cell B2 (where the data will be entered).
2. Choose Data ► Validation.
3. In the dialog:
   • Allow: Whole number
   • Data: between
   • Minimum: 1
   • Maximum: 100
4. Check “Show error alert after invalid data is entered”. Click “OK”.
5. Test: type 50 – accepted; type 150 – error message appears, preventing an inaccurate entry.

Verification

After all data is entered, compare each value with the source material. A quick verification formula in a spreadsheet can be:

 =IF(A2=Source!A2,"OK","ERROR") 

In a word processor, read the entry aloud or use “Find” to locate each piece of data and confirm it matches the source.

13.7 Numeric Entry & Formatting (Accuracy)

• Use the numeric keypad (ensure Num Lock is on) for faster, more reliable entry.
• Enter the exact number of decimal places required – do not add extra zeros.
• Insert a leading zero for values less than 1 (e.g., 0.75 not .75).
• Only use thousands separators (comma) if the task explicitly asks for them.
• Check the sign (positive/negative) and any required currency symbols.

Numeric Formatting Options (Syllabus 13.7)

13.8 Keyboard Shortcuts for Accurate Work

13.9 Final Accuracy Checklist (Before Submitting)

1. Read the entire entry aloud – listening often reveals missing characters or misplaced punctuation.
2. Verify language & keyboard layout are correct.
3. Check numeric entries:
   • Correct number of decimal places?
   • Required currency symbol or percentage sign present?
   • Leading zeros where needed?
4. Run spell‑check and grammar check.
5. For spreadsheets, test any data‑validation rules.
6. Confirm that all objects are inserted, sized, and wrapped as the task specifies.
7. Ensure headers/footers and applied styles match the specification.
8. Use Ctrl + Z / Cmd + Z to undo any last‑minute changes you are unsure about, then re‑enter them deliberately.