Application software Word processing 1

Application software  Some types:  Document production:  Word-processing, desktop publishing, web page authoring  Graphics  Photo editing, Painting & drawing, CAD, animation, video  Presentation  Numerical Analysis:  Spreadsheets, graphing, statistical  Databases 2

Application software More types:  Reference: Dictionary, encyclopedia, maps  Connectivity or communications: Web browser, , remote control, home networking  Education and training  Business: accounting and finance  Games!  Office suites: Word-processing, spreadsheet, presentation, and database software all carefully integrated 3

Application software Some Examples:  Document production: MS - Word, WordPerfect, Open office Writer, Google Document, …  Graphics Photoshop, CorelDraw, AutoCAD, Google Drawing …  Presentation MS PowerPoint, Open Office Impress, Google Presentation..  Numerical Analysis: MS Excel, SPSS, Open Office Calc, Google Spreadsheet…  Databases MS Access, Lotus Approach, Oracle, MySQL 4

The Microsoft Office Suite BASIC SUITE (Home and Business)  Word processor (Word)  Spreadsheet (Excel)  utility (Outlook)  Presentation (PowerPoint)  Planer and notes taking (One note) PROFESSIONAL SUITE Also includes:  Desktop Web publisher (Publisher)  Database (Access) 5

The Microsoft Office Suite 6

Word proc. & desktop publishing nA word processor is an application that allows the user to compose and edit simple documents nADVANTAGES:  Corrections and revisions are easy  Many formatting details handled automatically  What are defaults?  Customized forms, form letters, and mail-merge  Can be stored and reused  Structural templates can be defined by the user  do it once, use it over and over without affecting original 7

Like computers, text documents have both:  a logical structure, which stays the same no matter how the document is represented, and  a physical structure, that may be  different on paper than on a screen;  different with one page layout than another  different from printer to printer  When document gets put out: the “best fit” to that device is calculated from the logical structure that the computer knows. 8

Logical structure - outline 9

Physical structure – Print Layout 10

SO WHAT? What’s that mean?  BEWARE : what you see is not always what you get.  The physical structure of a document is system-dependent ; i.e., fonts and tab spacing vary among systems.  In addition, systems must often approximate the physical format due to limitations of the printer. As a result, formatting on the printout may not match the formatting shown on the screen. 11

LOGICAL STRUCTURE Table of contents Title Author Date Abstract Major heading 1 Subhead 1 Text Major heading 2 Subhead 2 Text References Footnotes Bibliography 12 The information in a document and the order in which it is presented is referred to as the document’s logical structure. Here is one simple logical ordering of information:

 Previous page shows parts of document’s logical structure: how my ideas are organized.  Different from layout--how my ideas are represented or shown.  Example: Use of major headings  An important idea becomes a major heading: that’s part of the logical structure.  How I will show that the idea is a major heading is part of the physical structure.  Such as how?  Navigation Pane 13

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Writing and editing 15 Creating the logical structure: TEXT ENTRY Modifying the logical structure: EDITING MS Word has many tools to help. –Many under Home, Insert, References tabs. A few: Cut & Paste Copy & Paste Find & Replace Spell/grammar check (Review tab) Thesaurus –Hint: use key combinations to save time. Buttons are ok but often slower to use. Why?

PHYSICAL STRUCTURE 16 – where ink will be on paper…or dots on the screen. “ Page layout ” – Logical structure is converted into pixels : one set of pixels on screen; different set for each printer. Formatting Formatting—e.g., indentation, text color, style, size, etc.—changes the physical structure of a document.

17 for good Now is the time for all good men ….

Formatting tools 18 Many formatting tools– Home and Insert, tabs (again, keyboard shortcuts are handy). A few: –Page Setup (margins; page orientation;...) Style –Font Type, Size, Style, Color –Text Alignment –Header & Footer formatting –Number & bullet lists –Insert (Break; Page no; Art...) –Borders –Tabs –Lists: numbered, bulleted, etc. –Tables...

Using Styles and Themes  Styles and themes are powerful tools in Word that can help you easily create professional looking documents. A style is a predefined combination of font style, color, and size of text that can be applied to selected text. A theme is a set of formatting choices that can be applied to an entire document and includes theme colors, fonts, and effects. 19

Working with Headers and Footers  You can make your document look professional and polished by utilizing the header and footer sections. The header is a section of the document that appears in the top margin, while the footer is a section of the document that appears in the bottom margin. Headers and footers generally contain information such as page number, date, document name, etc. 20

Reviewing Documents  Suppose someone asks you to proofread a report for them. If you have a hard copy of the report, you might use a red pen to cross out sentences, mark misspellings, or add comments in the margins. However, you could also do all of these things in Word using the Track Changes and Comments features.  When you've finished reviewing the document, the other person can choose to automatically Accept all of your changes, or decide whether to Accept or Reject each change one-by-one. 21

Table of Contents 22

Citation and Bibliography 23