Chapter 9 Integrated Use of a Software Suite

Multiple Choice Questions

P09M001
Which of the following can be used to import data to a spreadsheet?
(1) Database files
(2) Spreadsheet files
(3) Web page files
(4) Image files
A. (1) and (2) only
B. (2) and (3) only
C. (1), (2) and (3) only
D. (1), (2), (3) and (4)
Answer
C

P09M002
Mr Lam is a mathematics teacher. He uses a word processor to prepare notes and often needs
to create equations such as:

Which of the following is the best way to create equations?

A. Using an equation editor
B. Scanning the equation as an image file
C. Using the superscript and subscript functions of the word processor
D. Using image editing software
Answer
A

P09M003
Which of the following methods will increase the file size obviously when inserting a digital
image into a PowerPoint file?
(1) Object linking
(2) Object embedding
(3) Copying the image and pasting it to the PowerPoint file
A. (1) only
B. (2) only
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C. (3) only
D. (2) and (3) only
Answer
D

P09M004
Which of the following statements about mail merge is correct?
A. Two different kinds of software are needed to run mail merge.
B. Some parts of the data records can be selected to run mail merge.
C. Mail merge can be used to create database files.
D. Mail merge can only be used to prepare different kinds of mails.
Answer
B

P09M005
Which of the following are examples of spreadsheet software?
(1) OpenOffice.org Calc
(2) Quattro Pro
(3) Paradox
(4) Lotus Spreadsheet
A. (1) and (2) only
B. (2) and (3) only
C. (1), (2) and (4) only
D. (1), (2), (3) and (4)
Answer
C

P09M006
Which of the following application software can generate files that can be the data source of
mail merge?
(1) OpenOffice.org Writer
(2) Microsoft Access
(3) Paradox
(4) Lotus Document
A. (1) and (2) only
B. (2) and (3) only
C. (1), (2) and (4) only
D. (1), (2), (3) and (4)
Answer
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D

P09M007
Which of the following is not an example of integrating data?
A. Use video editing software to modify the content of the video and prepare some video
clips.
B. Record a TV programme as a WMV file and insert it into a presentation file.
C. Import some pop music into presentation software.
D. Insert a word processor file to a file created by another word processor.
Answer
A

P09M008
Which of the following file formats are not appropriate to store video files?
(1) MPE
(2) SND
(3) DIB
(4) MPV2
A. (1) and (2) only
B. (2) and (3) only
C. (3) and (4) only
D. (1), (3) and (4) only
Answer
B

P09M009
Which of the following software programs are needed to create the slide shown below?

(1) Database software

(2) Spreadsheet
(3) Equation editor
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 (4) Image editing software
A. (1) and (2) only
B. (2) and (3) only
C. (2), (3) and (4) only
D. (1), (2), (3) and (4)
Answer
C

P09M010
Which of the following are disadvantages of using a software suite?
(1) Software companies may control the software market.
(2) Users have to buy the whole set of application software, while some of them are not
necessary.
(3) Some integrating functions can only be used in popular software.
(4) Users have to download plug-ins when integrating data.
A. (1) and (2) only
B. (2) and (3) only
C. (1), (2) and (3) only
D. (1), (2), (3) and (4)
Answer
A

P09M011
Which of the following is a security problem caused by using OLE objects?
A. Embedding video files makes the computer run slow.
B. Hackers can embed OLE objects in e-mails which may lead to security threats.
C. Embedded image files are easy to be infected by computer viruses.
D. Inserting multimedia files requires excessive main memory which makes anti-virus
software stop working.
Answer
B

P09M012
Which of the following is disadvantage of inserting vector graphics?
A. The file size of vector graphics is usually large.
B. Vector graphics can only be modified by the original image editing software.
C. Vector graphics involves too many mathematics formulae.
D. Vector graphics can only be used by object embedding.
Answer
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B

P09M013
Which of the following statements are correct when using the following spreadsheet file as an
embedded object?

A. Only the ‘Class1’ worksheet can be displayed.

B. To display different worksheets, we can double-click the spreadsheet object and press the
worksheet name.
C. Only the ‘Class1’ worksheet will be embedded.
D. Using object linking is the only way to display all the worksheets.
Answer
B

P09M014
Which of the following statements are correct?
(1) When object embedding is used in a Word document, the content of the object
cannot be searched.
(2) When object linking is used in a Word document, the content of the object cannot be
searched.
(3) When object embedding is used in a Word document, the content of the object can
be searched as usual.
(4) When object linking is used in a Word document, the content of the object can be
searched as usual.
A. (1) and (2) only
B. (1) and (3) only
C. (2) and (4) only
D. (3) and (4) only
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Answer
A

P09M015
Miss Lee stores a spreadsheet file in a USB flash drive and uses object linking to insert the
spreadsheet file to a presentation file. However, she often forgets to bring the USB flash drive,
and therefore results in errors in the presentation file. Later, Miss Lee decides not to use object
linking, but she still wants to open the spreadsheet file through the presentation file. What can
she do?
(1) Use object embedding to insert the spreadsheet file.
(2) Store the presentation file in PDF format.
(3) Embed the presentation file into the spreadsheet.
A. (1) only
B. (1) and (2) only
C. (2) and (3) only
D. (1), (2) and (3)
Answer
A

Short Questions

P09S001
(a) Suggest one function of an office automation software suite that is required for each of
the following items:
(i) Correct the grammar and spelling errors in the sentence ‘We enjoys play compauter
game’.
(1 mark)

(ii) Create a calculus formula: .

(1 mark)
(iii) Insert some shared drawings or diagrams.
(1 mark)
(iv) Draw simple flowcharts.
(1 mark)
(b) A Microsoft Word document includes contents in part (a) (i) to (iv) and it will be
imported to a spreadsheet by data import.
(i) What will the Microsoft Word document be processed?
(1 mark)
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 (ii) Which part of the document will be affected?
(1 mark)
Answer
(a) (i) Spelling and grammar checker (1)
(ii) Equation editor (1)
(iii) Clip art (1)
(iv) Shapes drawing tools (1)
(b) (i) Store it as a plain text file. (1)
(ii) Only the content in part (a) (i) will be reserved, other contents will be lost. (1)

P09S002
(a) Describe the procedure of creating a new Excel chart in a PowerPoint file.
(3 marks)
(b) Which object does the chart stated in part (a) belong to, linked object or embedded
object?
(1 mark)
(c) Can object linking or embedding be performed between files with the same file type?
Give one example to explain your answer.
(2 marks)
Answer
(a) Put the cursor at the insertion point. (1)
Select the ‘Insert’ tab and click the ‘Object’ button. (1)
Select ‘Microsoft Office Excel Chart’ in the ‘Object type’. (1)
(b) It is an embedded object. (1)
(c) Yes. (1) An Excel chart can be linked to or embedded in an Excel file. (1)

P09S003
The Information Technology Unit (ITU) of Ming Ming Secondary School is going to prepare
letters to all new students this year, in order to inform them the account information of the
school intranet.
Dear Joe Chan,

Your intranet account is ready to use. Please login with the following information.

Login ID: S011007

Password: x&82tY2

You should change the password immediately once you first log on your account.

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 The Information Technology Unit of Ming Ming Secondary School

(a) Which integrating method should the ITU use to complete the above tasks?
(1 mark)
(b) Based on the above letter, design the structure of the data source file.
(3 marks)
(c) Besides spreadsheet files, state two file formats and their corresponding extension names
that can store the content stated in part (b).
(2 marks)
Answer
(a) Mail merge (1)
(b)
Field name Example Description
Name Joe Chan Student name (1)
LoginID S011007 Login ID of the account (1)
Password x&82tY2 Password of the account (1)

(c) Plain Text (TXT) / database file (DBF) / Hypertext Markup Language (HTML) / Word
document (DOC) (any two × 1, 0.5 + 0.5 each)

P09S004
Cindy plans to create a Flash game about space adventures. She is going to use OLE ActiveX
and embed her interactive game in a web page.
(a) State the name of the player that needs to be installed in the web browser (e.g. Internet
Explorer).
(1 mark)
(b) State the ActiveX server, ActiveX client and ActiveX object based on the above scenario.
(3 marks)
(c) Besides Flash Player, state two other plug-ins, which can use ActiveX to view video clips
on web pages.
(2 marks)
Answer
(a) Flash Player (1)
(b) ActiveX server: Flash Player (1)
ActiveX client: web browser (e.g. Internet Explorer) (1)
ActiveX object: Flash game (1)

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(c) RealPlayer (1) and Windows Media Player (1)

P09S005
Icy wants to complete the following tasks using different methods of integrating data. How
can she do?
(a) Integrate some data of a file into a presentation file.
(2 marks)
(b) Create parents letters which are sent to all new S.1 students. The school badge should be
shown on the letter.
(2 marks)
(c) Upload video clips recorded on a sports day to school web pages for online watching.
(2 marks)
Answer
(a) · Copy some data and paste it to the presentation file.
· Copy some data and paste to the presentation file by ‘Paste Special’ and then select
‘Paste Link’.
(any one × 2)
(b) Insert the school badge to the letter template by object embedding. (1) Then, use mail
merge to generate letters which are sent to all S.1 students. (1)
(c) Use ActiveX to display video files on web pages. (2)

P09S006
Mail merge usually integrates data to produce multiple documents.
(a) State the names and the corresponding file extensions of two types of application
software that are often used in mail merge.
(4 marks)
(b) Jane thinks database software provides a function that can replace mail merge. Comment
on Jane’s opinion.
(2 marks)
Answer
(a) Word processor (DOC) / spreadsheet (XLS) / database software (MDB)
(any two × 2)
(b) The report function in database software is similar to mail merge. We can type the content
of a letter in a report, insert related fields, and complete tasks just like mail merge. (2)

P09S007
A sales manager is going to present the sales records using PowerPoint during an internal
company meeting. He inserts a lot of Excel charts to the presentation file by object linking.
(a) State two advantages of using object linking to insert Excel charts.
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 (2 marks)
(b) Suggest one method to ensure the Excel charts will not be modified accidentally.
(1 mark)
(c) State the application software required in part (b) and the related steps.
(3 marks)
Answer
(a) · The linked charts in the PowerPoint file can be updated automatically after the
source charts are modified. (1)
· The charts can be modified without retyping all the data. This can save a lot of time.
(1)
(b) Save the Excel charts as image files. (1)
(c) Image editing software (1)
Capture the Excel charts directly, (1) and edit their contents in image editing software. (1)

P09S008
Jack is inserting different items to the presentation file P by object linking. Each of the
following items is linked to the file P respectively. Each of the linked file P is saved as a new
file. The names of those files are A1, A2, A3 and A4.

Item New file name Description

A 480KB spreadsheet file A1 Link the spreadsheet file to
the file P.
A 920KB chart file A2 Link the chart file to the
file P.
A 8KB text file A3 Link the text file to the file
P.
A 27MB video file A4 Link the video file to the
file P.
(a) Is the file size of A4 much larger than that of files A1 to A3? Why?
(3 marks)
(b) State one disadvantage of using object linking.
(1 mark)
(c) State one important consideration when sending the files A1 to A4 by e-mails.
(2 marks)
Answer
(a) No. (1) Although the file size of the video is larger than that of other files, but only the
link of the video file and the access method of the source object are inserted to the file P.
This would not take up too much storage capacity.

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(b) When using object linking, if the source file has been corrupted, it cannot be displayed in
the document.
(c) Since object linking is applied in files A1 to A4, (1) the source files should also be sent
when sending these types of files through e-mails.

Long Questions

P09L001
Frankie has established a small logistics company which offers customers a comprehensive
cargo courier services. He sets up three computers which are connected as a peer-to-peer
network. One of the computers is for internal administration purpose. Another one is
connected to a printer and it can be used to update web pages and provide printing service.
The remaining one is mainly used for customer enquiry service.
Department that is Usage
equipped with a computer
Administration Department  Store the information of customers.
 Record the information of status of delivering
goods.
 Store the information of goods such as the
weight of the goods.
 Create sales reports.
 Write and store the letters sent to or received
from customers.
 Create sales charts weekly.
IT Department  Create web pages regularly in order to update a
map which shows the delivering status.
 Send updated web pages to web server
regularly.
 Provide printing services.
Customer Services  Query the customer information stored in the
Department computer in Administration Department.
 Obtain information from the computer in
Administration Department in order to print
invoices.

(a) Suggest one type of application software for each of the following six tasks performed by
the computer in Administration Department.

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 Application Task
software
(i) Store the information of customers.
(ii) Record the information of status of delivering goods.
(iii) Store the information of goods such as the weight.
(iv) Create sales reports.
(v) Write and store the letters sent to or received from customers.
(vi) Create sales charts weekly.

(3 marks)
(b) If Frankie needs to send letters to all the customers in order to inform them about the
changes in service charges, what integrating function provided by software should he
use?
(2 marks)
(c) Suggest three types of software for the computer in IT Department.
(3 marks)
(d) Suggest one type of database object that can be used to display the customer information
inquired by Customer Services Department. State the function of the object.
(2 marks)
(e) The web pages written by IT Department frequently use hyperlinks to link to other web
pages. Is it an example of object linking? Explain your answer briefly.
(2 marks)
Answer
(a) (i) Database software / spreadsheet (any one × 0.5)
(ii) Database software / spreadsheet (any one × 0.5)
(iii) Database software (any one × 0.5)
(iv) Database software / spreadsheet (any one × 0.5)
(v) Word processor and database software / word processor and spreadsheet (any one ×
0.5)
(vi) Spreadsheet (0.5)
(b) Mail merge (1)
(c) Web authoring software (1)
FTP software (1)
Print server software (1)
(d) Form (1)
Create customized user interfaces. (1)
(e) No. (1)

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 Object linking inserts an object created by another application program to a document.
While hyperlinks do not insert objects to the document and hence it is not regarded as
object linking. It is only a shortcut which links to a web page. (1)

P09L002
Ricky has inserted a spreadsheet into a presentation file whose theme is the sales volume of
each salesperson in the first quarter. The content is provided by Sales Department.

Sales Department will update the sales volume of each salesperson if necessary. However,
Ricky will not be informed about the issue in time.
(a) Should Ricky use object linking or object embedding? Explain your answer briefly.
(2 marks)
(b) From the perspective of integrating data, state the main objective of using object linking
and embedding (OLE).
(2 marks)
(c) If Ricky embeds or links a Microsoft Excel spreadsheet to the Microsoft PowerPoint
presentation file, state the OLE server, OLE client and OLE object respectively.
(3 marks)
(d) Write down the maximum number (e.g. one or many) of each of the following items that
Ricky can add to the presentation file.
(i) Type of OLE objects
(1 mark)
(ii) Amount of OLE objects
(1 mark)
(e) If the above spreadsheet is inserted by object embedding, when Ricky double-clicks the
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 spreadsheet object, which software window will open the object for modification?
(2 marks)
(f) If the above spreadsheet is inserted by object linking, when Ricky performs the operation
similar to that in part (e), what will be the difference?
(1 mark)
Answer
(a) Object linking (1)
Because the sales volumes of salespersons change frequently, Ricky can use object
linking to update the relevant information automatically. (1)
(b) Using OLE technology can integrate the data from one application program to another.
This can extend the compatibility among application programs. (1)
(c) Microsoft Excel is the OLE server. (1)
Microsoft PowerPoint is the OLE client. (1)
Excel spreadsheet is the OLE object. (1)
(d) (i) It can include many different types of OLE objects. (1)
(ii) It can include many OLE objects. (1)
(e) When Ricky double-clicks the embedded object, the object can be amended by creation
software in the current active document window. (2)
(f) When Ricky double-clicks the linked object, the corresponding creation software will
open the object in a new window. (2)

P09L003
Henry has a great interest in computer software. He wants to learn program coding so as to
design a powerful program which contains the functions of all application software. The main
objective is that after booting the computer, once loading the powerful program, users can
create all types of files and integrate data in different types of files.
(a) State four difficulties of creating the powerful program.
(4 marks)
Nowadays, some software vendors in the market merge several types of common software so
as to create software suites for sale.
(b) From the perspective of integrating data, what is the advantage of using a software suite
over using a series of individual software?
(2 marks)
(c) The cost of the software suite is usually more expensive than that of the total cost of the
corresponding individual software. When installing computer software, discuss whether a
user should buy software suite. State two reasons to support and oppose the statement
respectively.
(4 marks)
(d) Besides Microsoft Office, state one commercial software suite and one free software
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 suite.
(2 marks)
Answer
(a) ● The file size of the powerful program is large. Loading the program requires a lot of
main memory which may slow down the operation of the system. (1)
● Creating all types of files requires many different types of expertise. (1)
● The production cost and the selling price will be very high. (1)
● Not every user needs all the features, so it is not necessary to buy the whole
powerful program. (1)
(b) Different types of application software in a software suite are produced by the same
software vendor. This ensures that data created by different software can be integrated
successfully. (1)
Different software vendors may apply different techniques to write files and use different
file formats to store data. When using a series of individual software, users may not
know how to store different file formats in a uniform type, and hence deviations may
appear in the data integration process. (1)
(c) Reasons of supporting the statement:
● A software suite provides functions of different kinds of common application
software, hence it is suitable for general users. (1)
● If users need all the application software in a software suite, the cost of software
suite will be lower than the total cost of the corresponding individual software. (1)
Reasons of opposing the statement:
● Software vendors usually add less common software to a software suite. This will
make users misunderstand that buying a software suite is cheaper than buying all the
individual software. (1)
● If users do not need to use some certain application software in the software suite,
the cost of buying the application software that they need could be lower. (1)
(d) Commercial software suite: WordPerfect Office (1)
Free software suite: OpenOffice.org (1)

P09L004
Tony has designed a large robot model which is made of heavy metal. He is going to give a
presentation about the product in a public function. He will use a digital camera to take photos
and put them into the presentation. Moreover, he wants to create a video clip.
(a) Which application software would Tony use to create the presentation? Write three types
of software and their corresponding common examples.
(3 marks)
(b) State three file formats which can be imported to a video file and their corresponding
common file extensions.
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 (3 marks)
(c) Give an example to explain why object linking is more commonly used in video clips.
(2 marks)
(d) State another type of file which uses object linking.
(1 mark)
In the presentation file, Tony uses object linking to insert the video clip.
(e) If the video clip is deleted or moved to another location, what is the effect on the
presentation file?
(2 marks)
(f) Give one reason to explain why Tony’s presentation file is not suitable to be saved as a
PDF file.
(1 mark)
Answer
(a) Video editing software, (0.5) e.g. Windows Movie Maker (0.5)
Image editing software, (0.5) e.g. PhotoImpact (0.5)
Presentation software, (0.5) e.g. Microsoft PowerPoint (0.5)
(b) Image file (JPG) (0.5 + 0.5)
Video file (WMV) (0.5 + 0.5)
Audio file (WAV) (0.5 + 0.5)
(c) Instead of including the actual object, the linked object only contains the representation
and the access method of the actual object. Using object linking will not occupy much
space, and therefore it is more suitable to insert large objects such as video clips. (2)
(d) Vector graphic file (1)
(e) The document cannot display the linked objects. (1) If a user double-clicks and accesses a
linked object, the application software will pop up an error message to remind that the
linked object is invalid. (1)
(f) PDF files are suitable to store text, but Tony’s presentation file includes video clips which
cannot be displayed in a text file. (1)

P09L005
Gloria is going to merge two word processing documents A and B. She has proposed the
following two methods:
Method 1: Insert document B to document A using object linking.
Method 2: Copy the text in document B to document A directly.
(a) From the perspective of the number of words in document B, compare the influence of
the two methods on the file size of document A.
(2 marks)
(b) Gloria has inserted document B which uses a special Chinese font to document A using
object linking. If the two documents are put on each of the following computers, how
© Pearson Education Asia Limited 2009 16 NSS ICT Compulsory Question Bank
 would document A display the completed document?
(i) The computer which creates document B
(1 mark)
(ii) The computer which has not installed the special Chinese font for editing document
B

(1 mark)
(c) In the computer which has not installed the special Chinese font, what method can be
applied in order to normally display the relevant font in document A? State the
corresponding application software.
(2 marks)
(d) Gloria wants to make a presentation using a word processor.
(i) State two elements that can be used in the presentation. They are usually integrated
in presentation software instead of a word processor.
(2 marks)
(ii) In order to create the two elements in part (d) (i), which type of application software
should be used respectively? Give one common example for each type of software.
(4 marks)
Answer
(a) If document B contains a larger number of words, the file size of document A using
method 1 will be smaller. (1)
If document B contains a smaller number of words, the file size of document A using
method 2 will be smaller. (1)
(b) (i) Document A will normally display the completed document. The special font can
also be correctly displayed. (1)
(ii) Document A will display the completed document using the default font, e.g.
MingLiU, on the computer system. (1)
(c) Save the file in PDF format. To read the document, people can download a PDF reader
from the Internet and install it for free. (2)
(d) (i) Background music (1) and video clip (1)
(ii) Audio editing software, (1) e.g. Audacity (1)
Video editing software, (1) e.g. Windows Movie Maker (1)
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P09L006
Brian has created a presentation file which shows the revenue estimations of the current year.
He uses the what-if analysis of certain software as a tool of predicting revenue. He also uses
the software to create charts. Afterwards, he uses object linking to insert the charts to the
presentation file. The figure below shows one of the slides in the presentation file created by
him.

(a) Which two types of application software should Brian use to accomplish the task? Give
one common example for each type of application software.
(4 marks)
(b) State two cases that the above presentation file cannot normally display the linked
objects.
(2 marks)
(c) Suppose that Brian switches to use object embedding to insert the above chart to the
presentation file, compare the following aspects of the presentation file before and after
the insertion.
(i) File size
(2 marks)
(ii) The effect on the presentation file when updating charts
(2 marks)
(d) Brian wants to publish the relevant contents of the presentation to the company’s web
site. He has also created several web page files. State one reminder for Brian when he
publishes the files.
(2 marks)
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Answer
(a) Spreadsheet software, (1) e.g. Microsoft Excel (1)
Presentation software, (1) e.g. Microsoft PowerPoint (1)
(b) The source files are moved to a new location. (1)
The source files have been deleted. (1)
(c) (i) Embedded objects will be saved with the document, hence the file size of the
presentation file will be larger. (1) On the other hand, the linked objects just add
links to the document. This will not occupy too much storage capacity and so the file
size of the presentation file will be smaller. (1)
(ii) When object embedding is used, any changes in the charts will not update the
embedded objects of the presentation file. (1)
However, when object linking is used, changes in the source of the charts will also
update the linked objects in the presentation file. (1)
(d) When Brian publishes the relevant files onto the web page, the source files of the charts
should also be uploaded to the web site for visitors to download. (2)

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