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Objectives
• Be able to identify features of email software
• Be able to describe a range of features of Diary Management software
• Be able to explain how Image Reflections can use Diary Management & Email Software
From the Scenario:…Customers who would like a set of photographs use the booking form on the Image Reflections website to book a photographic session. Staff at the Head Office then set a date for the session, allocate an available photographer and confirm with the customer via email.…Sean uses Diary Management Software to record each booking for a photographic session. To avoid clashes, he also records personal appointments on the same diary.
Exam Question1. Sean has been sent notification from the main office
that he has a new assignment of a photographic session.(a) Describe how Sean would add this appointment to his
diary management software. [2](b) Sometimes Sean needs to delete an appointment in
his diary management software. Describe a reason why Sean might have to do this. [1]
(c) Explain how Sean might use diary management software when organising a more complex session that requires an additional photographer. [2]
As we go through this lesson we’ll aim to answer this question
Diary Management Software
Diary software allows us to have a digital calendar. The major benefit is that it can be accessed on a range of devices by multiple people. The key features are:
• Creating appointments / meetings
• Invite people to the meetings/appointments
• Create a task or to-do lists
• Set reminders
Diary Management Software
You can:
• Be alerted on your computer or mobile
• Change appointments dynamically
• Share your diary with other people
• Change/move appointments quickly
• Alert your invited people quickly
• Access it anywhere, any time
Email Software
• Email software can be linked in to the Diary Management system so that the photographer and the customer are notified instantly
• Any changes will be sent through to both people
• Complex sessions might have more than one photographer; both can be added to the event in the calendar
Task 1
• Fill in the Student Task powerpoint form the VLE
• You’ll need to say step-by-step how Image Reflections would use different features of Diary Management and Email software
Sharing Calendars
• It’s useful to Image Reflections to share all the photographers’ calendars so they can see who’s busy on what days
• This helps them pick a photographer when a new session is booked and avoid clashes
• If calendars aren’t up to date then this will cause problems so it’s vital that everything is put on the calendar
Mark SchemeQuestion Answer Marks Guidance
1a TWO marks for a full explanation:e.g.:• He would find the correct date and
time(1), then type in the name of the customer(1)
• He would enter the details of the booking(1) including date, time, location and customer name
2 Must have at least two items of data entered to be awarded full marks
1b ONE mark for any appropriate reasone.g.:• A customer cancels the appointment
(1)• A different photographer is assigned
the session (1)• Sean has to cancel the session (plus
reason) (1)
1
Mark SchemeQuestion Answer Marks Guidance
1c TWO marks for a full explanation:e.g.: • In the ‘participants’ box, (1) Sean
would add the email address of the other photographer (1)
• Sean would find the contact details of the other photographer (1) and add them to the ‘participants’ of the event on the diary management software (1)
2 Do not accept ‘email the details to the other photographer’ Do not allow simply ‘add the email address’ without where in the software it should be added