2.6 Using Data in Digital Support

2.6.1 Understand how tabular data is organised

Worksheet
A worksheet is a single page within a spreadsheet that contains tabular data arranged into rows and columns.
Row
A row runs horizontally across a worksheet and is used to store a complete record, such as data about one user or device.
Column
A column runs vertically down a worksheet and contains a specific type of data, such as usernames, dates, or scores.

2.6.2 Validation checks: definitions, purpose, and use

Presence Check
A presence check ensures that a field is not left blank. It is used when data must be entered.
Length Check
A length check limits the number of characters entered, such as restricting a username to 10 characters.
Range Check
A range check ensures values stay within minimum and maximum limits, such as scores between 0 and 100.
Type Check
A type check ensures data is of the correct type, such as numeric or text data.
Format Check
A format check ensures data matches a required pattern, such as an email address.

2.6.4 Techniques to interrogate data

Order by Key Field
Ordering by a key field arranges records based on a unique identifier, such as sorting users by ID number.
Sort on Fields
Sorting arranges data alphabetically or numerically, for example sorting by surname or score.
Filter on Fields
Filtering displays only data that meets criteria, such as users with scores above 50.
Arithmetic Functions
Arithmetic functions perform calculations within spreadsheets.

Examples:
  • =SUM(A1:A10)
  • =MIN(B1:B10)
  • =MAX(B1:B10)
  • =AVERAGE(C1:C10)
Logical Functions
Logical functions test conditions and return results.

Examples:
  • =IF(C2 >= 40, "Pass", "Fail")
  • =COUNTIF(A1:A20, "Yes")

2.6.5 Be able to use techniques to interrogate data in spreadsheets

Using Data Interrogation Techniques
Spreadsheet tools such as sorting, filtering, and formulas allow users to analyse data, identify patterns, and support decision‑making in digital support roles.

2.6.6 Understand saving and importing text-based files

Text-Based Files (CSV / TXT)
Saving data to text-based files such as CSV or TXT allows data to be transferred between systems. Importing these files enables data analysis in spreadsheets or databases.