Access and retrieve computer-based data

D1.HRS.CL1.01
D1.HOT.CL1.06
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Trainer Guide
 Access and retrieve
computer-based data

D1.HRS.CL1.01
D1.HOT.CL1.06
D2.TCC.CL1.10

Trainer Guide
Project Base

William Angliss Institute of TAFE

555 La Trobe Street
Melbourne 3000 Victoria
Telephone: (03) 9606 2111
Facsimile: (03) 9670 1330

Acknowledgements

Project Director: Wayne Crosbie

Chief Writer: Alan Hickman
Subject Writer: Garry Collins
Project Manager/Editor: Alan Maguire
DTP/Production: Daniel Chee, Mai Vu

© William Angliss Institute of TAFE 2012

All rights reserved. No part of this publication may be reproduced, repackaged, stored in a retrieval
system or transmitted in any form by any means whatsoever without the prior permission of the
copyright owner.
This booklet was produced by William Angliss Institute of TAFE to be used for the ASEAN Australia
Development Cooperation Program (AADCP) Phase II:"Toolbox Development for a Priority Tourism
Labour Division" Project.
Disclaimer
Every effort has been made to ensure that this booklet is free from errors or omissions. However, you
should conduct your own enquiries and seek professional advice before relying on any fact, statement
or matter contained in this book. William Angliss Institute of TAFE is not responsible for any injury, loss
or damage as a result of material included or omitted from this course. Information in this module is
current at the time of publication. The time of publication is indicated in the date stamp at the bottom of
each page.
Some images appearing in this resource have been purchased from various stock photography
suppliers and other third party copyright owners and as such are non-transferable and non-exclusive.
Additional images have been sourced from Flickr and are used under:
http://creativecommons.org/licenses/by/2.0/deed.en
http://www.sxc.hu/
File name: TG Access&RetrieveComputerBasedData GC DC AM_190312
Table of Contents

Competency Standard ........................................................................................................ 1

Notes and PowerPoint slides .............................................................................................. 7

Recommended training equipment ................................................................................... 49

Instructions for Trainers for using PowerPoint – Presenter View ..................................... 51

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© ASEAN 2012
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 Competency standard

Competency Standard
UNIT TITLE: ACCESS AND RETRIEVE COMPUTER-BASED DATA NOMINAL HOURS: 25 hours

UNIT NUMBER: D1.HRS.CL1.01; D1.HOT.CL1.06; D2.TCC.CL1.10

UNIT DESCRIPTOR: This unit deals with the skills and knowledge required to access and retrieve computer-based data in the hotel and travel
industries workplace context.

ELEMENTS AND PERFORMANCE CRITERIA UNIT VARIABLE AND ASSESSMENT GUIDE

Element 1: Open file Unit Variables

1.1 Turn on/access computer system correctly The Unit Variables provide advice to interpret the scope and context of this unit of
1.2 Select or load appropriate software competence, allowing for differences between enterprises and workplaces. It relates to the
unit as a whole and facilitates holistic assessment.
1.3 Identify and open correct file
This unit applies to accessing and retrieving computer-based data within the labour
Element 2: Access computer-based data divisions of the hotel and travel industries and may include:
2.1 Use computer features to access a range of 1. Front Office
data or information
2. Housekeeping
2.2 Retrieve data using prescribed systems,
sequences and appropriate keyboard 3. Food and Beverage
techniques 4. Travel Agencies
2.3 Access data stored on a variety of data 5. Tour Operation
storage mediums, private computer networks
and the Internet Computer system will vary depending on the enterprise, and may include:

2.4 Use searches and queries to find desired • Windows

Information • Mac
• Portable computers

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Competency standard

Element 3: Retrieve computer-based data • Stand-alone computers

3.1 Locate data to be retrieved • Networked computers.
3.2 Check that data meets requirements Data or information may include:
3.3 Print or transfer file to data storage medium • Costs
as required.
• Availability, e.g. room, tour, seats, etc
• Product information
• Industry information
• Customer information
• Time
• Timetables
• Reservation data.
Retrieve data may relate to:
• Finding document data
• Saving changes made to the document
• Finding document.
Data Storage mediums include:
• Compact Disks – (CDR)
• Digital Video Disks (DVDR)
• Floppy disks
• Flash Drives
• Portable hard drives
• External hard drives

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 Competency standard

• Local hard drives

• Network drives.
Locate data to be retrieved may relate to data stored on:
• Compact Disks – (CD)
• Digital Video Disks (DVD)
• Blu Ray Disks
• Floppy disks
• Flash Drives
• Portable hard drives
• External hard drives
• Local hard drives
• Network drives.
Assessment Guide
The following skills and knowledge must be assessed as part of this unit:
• Knowledge of enterprise policies and procedures in regard to using the computer
system to
• Access and retrieve computer-based data
• Ability to apply basic principles of computer searches and/or queries
• Ability to undertake administrative procedures related to accessing requested data.
Linkages To Other Units
This is a core unit that underpins effective performance in all other units; combined training
and assessment may be appropriate
Critical Aspects of Assessment

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Competency standard

Evidence of the following is essential:

• Demonstrated ability to access enterprise computer system
• Demonstrated ability to access and retrieve computer-based data within accepted
timeframe
• Demonstrated ability to apply knowledge of basic computer operations.
Context of Assessment
This unit may be assessed on or off the job
• Assessment should include practical demonstration of accessing and retrieving
computer-
• Based data either in the workplace or through a simulation activity, supported by a
range of
• Methods to assess underpinning knowledge
• Assessment must relate to the individual’s work area, job role and area of
responsibility.
Resource Implications
Training and assessment to include access to a real or simulated workplace; and access to
workplace standards, procedures, policies, guidelines, tools and equipment.
Assessment Methods
The following methods may be used to assess competency for this unit:
• Case studies
• Observation of practical candidate performance
• Oral and written questions
• Portfolio evidence
• Problem solving

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 Competency standard

• Role plays
• Third party reports completed by a supervisor
• Project and assignment work.
Key Competencies in this Unit
Level 1 = competence to undertake tasks effectively
Level 2 = competence to manage tasks
Level 3 = competence to use concepts for evaluating

Key Competencies Level Examples

Collecting, organising and Compare sources of information and data;

1
analysing information retrieve data in a format that is useful

Communicating ideas and

1 Use searches and queries to find information
information

Planning and organising

1 Prioritise actions
activities

Working with others and in

0
teams

Using mathematical ideas

0
and techniques

Use computer to find information to resolve

Solving problems 1
complaints

Using technology 1 Use computer to access and retrieve data

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Competency standard

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 Notes and PowerPoint slides

Notes and PowerPoint slides

Slide

Slide No Trainer Notes

1. Trainer welcomes trainees to class and introduces the unit.

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2. • Trainer will need to explain where the on switch is for the computer and the
screen
• The order is not important but it is usually better to turn the computer and then
the screen on.

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Slide

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3. • The username is normally case insensitive but this should be checked with the
system administrator
• Both the username and password will be provided or there will be rules for the
password
• The username and password may be a combination of the given name,
surname, student number, and date of birth.

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Notes and PowerPoint slides

Slide

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4. • Windows will have loaded

• Trainer to show the desktop and the start bar to the trainees
• Computer may only be accessible from the desktop depending on the setup of
the system
• There may be a word icon on the screen or they may have to obtain access via
the menu start bar
• Direct students to the icon and also show them how to load from the start
button
• Demonstrate how to close down the computer.

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5. • Describe the tabs and show the students the various tabs
• Exercise: Get the students to click through the various tabs so they can see the
options that are available
• The important buttons are File, save, find, and print
• Show these in Word
• Also, demonstrate the various methods to close the program.

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Slide

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6. • Much will depend on the setup for each system

• Click on ‘My Computer” may be on desktop or from Start Button and on the
right
• “M Computer” will show all the storage devices that are attached to the
computer
• Teacher to discuss the options that are visible
• Draw attention to any USB devices.

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Slide

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7. • Operation is via a light which hits the disk to read the data. DVDs and CDs are
very similar. A DVD stores about 7 times more data than a CD
• Some are read only memory – ROM – which means the data cannot be
changed
• This is the most common method to distribute programs on media.

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Notes and PowerPoint slides

Slide

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8. • These devices do not require any special software so they can be attached to
most computers
• Allows files to be available on different computers
• When correctly connected the drive will appear in ‘My Computer”
• There is a specific process to detach. Click the icon in the lower right hand and
follow the instructions
• Teacher to demonstrate the process.

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9. • These are connected by a cable to the computer into the USB connection
• They may hold as many as 100 DVDs or more
• A person can have all the Word, Excel and Access files from their computer on
hand.

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Slide

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10. • These are disks that are attached to another computer within a network
• In a network a user can save to a disk that is attached to a computer that is in
another room or building
• In a network all users will normally save to a drive in a computer and this is
‘backed up’ to ensure that, should there be an issue, the possibility of data loss
is minimal.

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Slide

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11. • When Word, Excel, or any other program saves a file an extension is added to
the filename. The extension indicates which program made the file and which
program should be used to open or edit the file
• When a user is looking at the list of files and double clicks on the file the
computer looks at the extension and uses this to open the appropriate program
and then open the file
• The extension is usually three but. may be as long as four characters.

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Notes and PowerPoint slides

Slide

Slide No Trainer Notes

12. • Provide instructions on how to open the program

• It may be a desktop icon.

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13. • It is possible that a person wants to open a file that they created a year ago and
cannot remember the filename or where the file was saved
• Searching asks the computer to find a file with all or part of the filename
• Searching may take some time depending on the size of the disk, the number
of files, and the speed of the computer.

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Notes and PowerPoint slides

Slide

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14. • Where there are many users and a file may be edited or accessed by many
users a file naming convention may be useful
• This means that the name of the file has details to assist in determining the
contents of the file without opening the file
• It is impossible for two files in the same folder to have the same name
• So by adding a version number to the filename you will be able to keep a copy
of the file before the edits were made.

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15. • A file with a name of “Doc” is hardly helpful in determining the contents of the
file
• Each file name can have up to 256 characters and this can be used to provide
some description as to what is in the file
• Filename can have upper and lower case characters, numbers, and characters
such as $@!
• May not use the characters shown.

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Notes and PowerPoint slides

Slide

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16. • A computer can store files in folders or subdirectories

• These can be used to store common files
• They assist in finding a file because the search should involve only relevant
files
• Same naming rules as for filenames
• One directory stores the Word files and one stores the Excel files.

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Slide

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17. • Program developers are moving to a Common User Interface. This means that
how a user does something is the same in many programs. To open a file the
user clicks on ‘File’ and then ‘Open’
• The same shortcut is used – hold down the ‘Ctrl’ key and while holding it down
hit the ‘O’ key (for open) and the dialogue box will display to find the file and
open it for editing or viewing
• There are many short-cut keys which can be accessed from the keyboard so
they do not require a mouse and are much faster.

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Notes and PowerPoint slides

Slide

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18. To find text in Word:

• Click on the Home Tab
• Locate the Find Button
• Click it and a dialogue box will open in which the text can be entered.

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Slide

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19. If possible, each student using their own computer (or sharing with another student)
allow them time to practice the exercise on their own rather than the Trainer simply
demonstrating it from the front of the class.

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Notes and PowerPoint slides

Slide

Slide No Trainer Notes

20. If possible, each student using their own computer (or sharing with another student)
allow them time to practice the exercise on their own rather than the Trainer simply
demonstrating it from the front of the class.

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 Notes and PowerPoint slides

Slide

Slide No Trainer Notes

21. If possible, each student using their own computer (or sharing with another student)
allow them time to practice the exercise on their own rather than the Trainer simply
demonstrating it from the front of the class.

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Notes and PowerPoint slides

Slide

Slide No Trainer Notes

22. • There are a vast number of cells in Excel

• The ‘go to’ option allows the focus to move to a cell very quickly
• Users can use the name box or the ‘Ctrl-G’ option.

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 Notes and PowerPoint slides

Slide

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23. • Allow students to practice with the ‘Go to’ command.

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Notes and PowerPoint slides

Slide

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24. • There are various methods by which to search in Excel

• By setting the options the search can be very focused or very wide
• The narrower the search the quicker
• A good idea is to open a search box and mention each item and explain the
significance to the trainees.

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25. • Show the difference between ‘Find Next’ and ‘Find All’
• Point out the list that appears.

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Notes and PowerPoint slides

Slide

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26. • A sort changes the order of the data in the file

• Can take time depending on computer speed and file size
• Any changes in the order will be lost unless the file is saved.

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Slide

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27. If possible, each student using their own computer (or sharing with another student)
allow them time to practice the exercise on their own.

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Notes and PowerPoint slides

Slide

Slide No Trainer Notes

28. • A filter will hide or show rows of data according to particular criteria
• Direct attention to relevant data and hide irrelevant data
• Show customers that have exceeded their credit limit and hide the customers
that are within their limit.

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Slide

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29. • Demonstrate how to do the search

• Have students perform a filter
• Filter list on the ingredient ‘chicken’.

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Slide

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30. • The program ‘Access’ has the same filter and sort features as Excel
• Sort and Filter apply to all records.

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31. • Open the Customers.accdb and then sort on the suburb

• Do various sorts.

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Notes and PowerPoint slides

Slide

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32. • A query provides a high degree of control over records that are included and
excluded in the search
• A query can combine tables to show information
• A query does not write the file - it extracts information from the file and shows
the information.

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Slide

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33. • Demonstrate a query that will return the fields with the criteria.

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Notes and PowerPoint slides

Slide

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34. • Search engines or sites keep a database of data they have discovered on the
Internet
• When a search is conducted they query their database and show results
• Because the databases are different and they search differently there are
different results in different sites.

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 Notes and PowerPoint slides

Slide

Slide No Trainer Notes

35. If possible, each student using their own computer (or sharing with another student)
allow them time to practice the exercise on their own.

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Notes and PowerPoint slides

Slide

Slide No Trainer Notes

36. • The printing process in Word is on the Home Tab – click File and then Print
• There are many options
• Set the options and select print.

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Slide

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37. • Print a page from Word.

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Notes and PowerPoint slides

Slide

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38. • The printing process in Excel is on the Home Tab – click File and then Print
• There are many options
• Need to check for page breaks
• Set the options and select print.

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 Notes and PowerPoint slides

Slide

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39. • Allow students to print preview and print a page

• Go through the options that are presented to the student.

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Notes and PowerPoint slides

Slide

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40. • Queries can be printed by Home Tab then Print.

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 Notes and PowerPoint slides

Slide

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41. • Close computers

• Discuss unit
• Ask for comments.

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Notes and PowerPoint slides

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 Recommended training equipment

Recommended training equipment

Minimum Resource Requirements
Desk with sufficient space for all computer hardware, books, and writing material and
using the mouse
Computer with a screen, keyboard, mouse
Height adjustable chair with back support
Latest Windows operating system
Latest Microsoft Office Suite with:
• Word
• Access
• Excel.
Unlocked USB ports that are accessible to the user
DVD or equivalent
Laser printer for the group
Access to the internet

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Recommended training equipment

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 Instructions for Trainers for using PowerPoint – Presenter View

Instructions for Trainers for using

PowerPoint – Presenter View
Connect your laptop or computer to your projector equipment as per manufacturers’
instructions.
In PowerPoint, on the Slide Show menu, click Set Up Show.
Under Multiple monitors, select the Show Presenter View check box.
In the Display slide show on list, click the monitor you want the slide show presentation
to appear on.
Source: http://office.microsoft.com

Note:

In Presenter View:
You see your notes and have full control of the presentation
Your trainees only see the slide projected on to the screen

More Information

You can obtain more information on how to use PowerPoint from the Microsoft Online
Help Centre, available at:
http://office.microsoft.com/training/training.aspx?AssetID=RC011298761033

Note Regarding Currency of URLs

Please note that where references have been made to URLs in these training resources
trainers will need to verify that the resource or document referred to is still current on the
internet. Trainers should endeavor, where possible, to source similar alternative examples
of material where it is found that either the website or the document in question is no
longer available online.

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Instructions for Trainers for using PowerPoint – Presenter View

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