Slide 1 Computer Confluence 7/e © 2006 Prentice-Hall, Inc.

Slide 2 Computer Confluence 7/e Chapter 5 Basic Office Applications © 2006 Prentice-Hall, Inc.

Slide 3 Computer Confluence 7/e Chapter 5 Objectives Describe how word processing and desktop publishing software have revolutionized writing and publishing Discuss the potential impact of desktop publishing and Web publishing on the concept of freedom of the press Speculate about future developments in word processing and digital publishing © 2006 Prentice-Hall, Inc.

Slide 4 Computer Confluence 7/e Chapter 5 Objectives (continued) Describe the basic functions and applications of spreadsheets and other types of statistical and simulation programs Explain how computers can be used to answer “What if?” questions Explain how computers are used as tools for simulating mechanical, biological, and social systems © 2006 Prentice-Hall, Inc.

Slide 5 Computer Confluence 7/e Chapter 5 Doug Engelbart Explores Hyperspace Doug Engelbart  One of the pioneers of the computer hardware and software  In 1968, he demonstrated his Augment system:  Mouse  Video display editing  Mixed text and graphics, windowing  Outlining  Shared-screen video conferencing  Computer conferencing  Groupware  Hypermedia © 2006 Prentice-Hall, Inc.

Slide 6 Computer Confluence 7/e Chapter 5 Word Processors and Other Word Tools Working with a word processor involves several steps:  Entering text  Editing text  Formatting the document  Proofreading the document  Saving the document on disk  Printing the document © 2006 Prentice-Hall, Inc.

Slide 7 Computer Confluence 7/e Chapter 5 Word Processors and Other Word Tools Entering, Editing, and Formatting Text  Entering text  Text displayed on the screen and stored in the computer’s RAM  Save your work periodically because RAM is not permanent memory  Editing text  Navigating to different parts of a document  Inserting or deleting text at any point  Moving & copying text  Searching and replacing words or phrases © 2006 Prentice-Hall, Inc.

Slide 8 Computer Confluence 7/e Chapter 5 Word Processors and Other Word Tools  Formatting commands  Formatting characters  Measured by point size (one point = 1/72 inch)  A font is a size and style of typeface  Serif fonts have serifs or fine lines at the ends of each character  Monospaced fonts and proportionally spaced fonts © 2006 Prentice-Hall, Inc. A 20 pts A 40 pts 80 pts 120 pts A A A 200 pts Bradley Hand ITC Arial

Slide 9 Computer Confluence 7/e Chapter 5 Word Processors and Other Word Tools  Formatting paragraphs involves:  Margin settings  Line spacing  Indents  Tabs  Justification © 2006 Prentice-Hall, Inc.

Slide 10 Computer Confluence 7/e Chapter 5 Word Processors and Other Word Tools  Formatting the document  Style sheets  Headers and footers  Multiple variable-width columns  Graphics  Automatic editing features  Hidden comments  Table of contents and indexes  Coaching and help features (sometimes called wizards)  Conversion to HTML for Web publishing © 2006 Prentice-Hall, Inc.

Slide 11 Computer Confluence 7/e Chapter 5 Word Processors and Other Word Tools Rules of Thumb: Word Processing Is Not Typing  Use the Return or Enter key only when you must  Word wrap moves text to the next line  Use tabs and margin guides, not the spacebar, to align columns  WYSIWYG is a matter of degree  Text that looks perfectly aligned onscreen may not line up on paper © 2006 Prentice-Hall, Inc.

Slide 12 Computer Confluence 7/e Chapter 5 Word Processors and Other Word Tools  Don’t underline  Use italics and boldface for emphasis; italicize book and journal titles  Use only one space after a period  Proportionally spaced fonts look better without double spaces  Take advantage of special characters  Bullets (), em dashes (—), and curly quotes (“ ”) make your work look more professional © 2006 Prentice-Hall, Inc.

Slide 13 Computer Confluence 7/e Chapter 5 Word Processors and Other Word Tools The Wordsmith’s Toolbox Outliners and Idea Processors are effective at:  Arranging information into levels  Rearranging ideas and levels  Hiding and revealing levels of detail as needed © 2006 Prentice-Hall, Inc.

Slide 14 Computer Confluence 7/e Chapter 5 Word Processors and Other Word Tools Synonym Finders  A computerized thesaurus can provide instantaneous feedback for synonyms and antonyms © 2006 Prentice-Hall, Inc.

Slide 15 Computer Confluence 7/e Chapter 5 Word Processors and Other Word Tools Digital References  Dictionaries, quotation books, encyclopedias, atlases, almanacs and other references are now available in digital form  The biggest advantage of the electronic form is speed  The biggest drawback is that quick and easy copying might tempt writers to plagiarize © 2006 Prentice-Hall, Inc.

Slide 16 Computer Confluence 7/e Chapter 5 Word Processors and Other Word Tools Spelling Checkers  Compare words in your document with words in a disk- based dictionary  Words might be flagged, but you make the decision to ignore or change the spelling © 2006 Prentice-Hall, Inc.

Slide 17 Computer Confluence 7/e Chapter 5 Word Processors and Other Word Tools Grammar and Style Checkers  Analyzes each word in context, checking for errors of content  Checks spelling  Points out possible errors and suggests improvements  Analyzes prose complexity using measurements such as sentence length and paragraph length © 2006 Prentice-Hall, Inc.

Slide 18 Computer Confluence 7/e Chapter 5 Word Processors and Other Word Tools Form Letter Generators  Mail merge capabilities produce personalized form letters  Create a database with names  Create a form letter  Merge the database with the form letter to create a personalized letter  Incorporate custom paragraphs based on the recipient’s personal data  Makes each letter look as if it were individually written © 2006 Prentice-Hall, Inc.

Slide 19 Computer Confluence 7/e Chapter 5 Word Processors and Other Word Tools Collaborative Writing Tools  Groupware: software designed to be used by a workgroup  Provides for collaborative writing and editing  Tracks changes and identifies by the originator’s name  Compares document versions and highlights differences in documents © 2006 Prentice-Hall, Inc.

Slide 20 Computer Confluence 7/e Chapter 5 Word Processors and Other Word Tools Emerging Word Tools  Processing handwritten words  Processing words with software that can reliably recognize human speech  Anticipating a writer’s needs, acting as an electronic editor or co-author © 2006 Prentice-Hall, Inc.

Slide 21 Computer Confluence 7/e Chapter 5 The Desktop Publishing Story What Is Desktop Publishing? The process of producing a book, magazine, or other publication includes several steps:  Writing text  Editing text © 2006 Prentice-Hall, Inc.

Slide 22 Computer Confluence 7/e Chapter 5 The Desktop Publishing Story  Producing drawings, photographs, and other graphics to accompany the text  Designing a basic format for the publication  Typesetting text  Arranging text and graphics on pages  Typesetting and printing pages  Binding pages into a finished publication © 2006 Prentice-Hall, Inc.

Slide 23 Computer Confluence 7/e Chapter 5 The Desktop Publishing Story With modern desktop publishing technology (DTP), the production process can be accomplished with sophisticated tools that are affordable and easy to use A desktop publishing system generally includes:  One or more Macs or PCs  A scanner  Transforms photographs and hand-drawn images into computer-readable documents  A high-resolution printer © 2006 Prentice-Hall, Inc.

Slide 24 Computer Confluence 7/e Chapter 5 The Desktop Publishing Story  Desktop publishing software:  Image editing software  Page-layout software combines the various source documents into a coherent, visually appealing publication  QuarkXpress  PageMaker  Adobe InDesign © 2006 Prentice-Hall, Inc.

Slide 25 Computer Confluence 7/e Chapter 5 The Desktop Publishing Story Why Desktop Publishing?  Saves money  Saves time  Can reduce the number of publication errors  Offers new hope for every individual’s right to publish © 2006 Prentice-Hall, Inc.

Slide 26 Computer Confluence 7/e Chapter 5 The Desktop Publishing Story Rules of Thumb: Beyond DESKTOP TaCkY!?  Plan before you publish  Use appropriate fonts  Don’t go style-crazy  Look at your document through your readers’ eyes  Learn from the masters  Know your limitations  Remember the message  “The purpose of publishing is communication; don’t try to use technology to disguise the lack of something to communicate” © 2006 Prentice-Hall, Inc.

Slide 27 Computer Confluence 7/e Chapter 5 The Desktop Publishing Story Beyond the Printed Page Paperless Publishing and the Web  A common prediction is that desktop publishing—and paper publishing in general—will be replaced by paperless electronic media Electronic Books and Digital Paper  The electronic book, or ebook, is a handheld device that can contain anything from today’s top news stories to lengthy novels  Digital paper, or epaper, is a flexible, portable, paper-like material that can dynamically display black-and-white text and images on its surface © 2006 Prentice-Hall, Inc.

Slide 28 Computer Confluence 7/e Chapter 5 The Desktop Publishing Story Creating Professional-looking Documents Rules of Thumb:  Plan before you publish  Use appropriate fonts  Don’t go style-crazy  View your document through your reader’s eyes  Learn from the masters  Know your limitations  Remember the message © 2006 Prentice-Hall, Inc.

Slide 29 Computer Confluence 7/e Chapter 5 The Spreadsheet: Software for Simulation and Speculation The Malleable Matrix The spreadsheet consists of:  Cells (the intersection of a row and column)  Addresses (column letter and row number, e.g., A1, C12) © 2006 Prentice-Hall, Inc. Cell A1 Cell C12

Slide 30 Computer Confluence 7/e Chapter 5 The Spreadsheet: Software for Simulation and Speculation Spreadsheets can contain: Values, such as numbers and dates  Labels, such as column and report headings, that explain what the values mean © 2006 Prentice-Hall, Inc.

Slide 31 Computer Confluence 7/e Chapter 5 The Spreadsheet: Software for Simulation and Speculation  Formulas allow you to create instructions using mathematical expressions and commands © 2006 Prentice-Hall, Inc. + (plus) - (minus) *(multiplication) / (division) Sum Average

Slide 32 Computer Confluence 7/e Chapter 5 The Spreadsheet: Software for Simulation and Speculation Screen Test: Creating a Worksheet with Microsoft Excel Spreadsheet programs work in much the same way and share most of these features:  Spreadsheets offer many automatic features such as replication of dataautomatic features © 2006 Prentice-Hall, Inc.

Slide 33 Computer Confluence 7/e Chapter 5 The Spreadsheet: Software for Simulation and Speculation Spreadsheet’s Automatic Features © 2006 Prentice-Hall, Inc. Type the first value in the series, such as Qtr 1 or January or 500 Let the software replicate it to other cells

Slide 34 Computer Confluence 7/e Chapter 5 The Spreadsheet: Software for Simulation and Speculation  Formulas can be:  Relative, so they refer to different cells when they are copied  Absolute, so the formula references never change when they are copied © 2006 Prentice-Hall, Inc. When the formula in column B is copied to column C, it changes relative to the new column

Slide 35 Computer Confluence 7/e Chapter 5 The Spreadsheet: Software for Simulation and Speculation  Automatic recalculation  Any time a change is entered into the spreadsheet, all data related to the change automatically updates © 2006 Prentice-Hall, Inc. When a value is entered in column E or F the value of the related formula in column G is automatically updated

Slide 36 Computer Confluence 7/e Chapter 5 The Spreadsheet: Software for Simulation and Speculation  Functions (e.g., SUM, AVG, SQRT) automate complex calculations  Macros store keystrokes and commands so they can be played back automatically  Templates offer ready-to-use worksheets with labels and formulas already entered © 2006 Prentice-Hall, Inc.

Slide 37 Computer Confluence 7/e Chapter 5 The Spreadsheet: Software for Simulation and Speculation © 2006 Prentice-Hall, Inc.  Linking spreadsheets together  When the values change in one spreadsheet, the data is automatically updated in all linked spreadsheets  Database capabilities  Search for information  Sort the data by a specific criteria  Merge the data with a word processor  Generate reports

Slide 38 Computer Confluence 7/e Chapter 5 The Spreadsheet: Software for Simulation and Speculation Rules of Thumb: Avoiding Spreadsheet Pitfalls Plan the worksheet before you start entering values and formulas Make your assumptions as accurate as possible Double-check every formula and value © 2006 Prentice-Hall, Inc.

Slide 39 Computer Confluence 7/e Chapter 5 The Spreadsheet: Software for Simulation and Speculation Make formulas readable Check your output against other systems Build in cross-checks Change the input data values and study the results Take advantage of pre-programmed functions, templates, and macros Use a spreadsheet as a decision-making aid, not as a decision-maker © 2006 Prentice-Hall, Inc.

Slide 40 Computer Confluence 7/e Chapter 5 The Spreadsheet: Software for Simulation and Speculation “What If?” Questions Spreadsheets allow you to change numbers and instantly see the effects of those changes  “What if I enter this value?” Equation solvers  Some spreadsheets generate data needed to fit a given equation and target value © 2006 Prentice-Hall, Inc.

Slide 41 Computer Confluence 7/e Chapter 5 The Spreadsheet: Software for Simulation and Speculation Spreadsheet Graphics: From Digits to Drawings  Charts allow you to turn numbers into visual data  Pie charts (show relative proportions to the whole)  Line charts (show trends or relationships over time) © 2006 Prentice-Hall, Inc.

Slide 42 Computer Confluence 7/e Chapter 5 The Spreadsheet: Software for Simulation and Speculation  Bar charts (use if data falls into a few categories)  Scatter charts (use to discover, rather than to display, a relationship between two variables) © 2006 Prentice-Hall, Inc.

Slide 43 Computer Confluence 7/e Chapter 5 The Spreadsheet: Software for Simulation and Speculation Rules of Thumb: Making Smart Charts Choose the right chart for the job  Think about the message you’re trying to convey  Pie charts, bar charts, line charts, and scatter charts are not interchangeable Keep it simple, familiar, and understandable  Use charts in magazines, books, and newspapers as models  Strive to reveal the truth, not hide it © 2006 Prentice-Hall, Inc.

Slide 44 Computer Confluence 7/e Chapter 5 Statistical Software: Beyond Spreadsheets Money Managers Accounting and Financial Management software allows you to do electronically handle routine transactions such as:  Writing checks  Balancing accounts  Creating budgets  Online banking services  Tax preparation © 2006 Prentice-Hall, Inc.

Slide 45 Computer Confluence 7/e Chapter 5 Statistical Software: Beyond Spreadsheets Automatic Mathematics Mathematics processing software  Software turns abstract mathematical relationships into visual objects (Example: Mathematica by Wolfram)Mathematica by Wolfram  Generally, they include an interactive, wizard-like question- and-answer mode, a programming language, and tools for creating interactive documents that combine text, numerical expressions, and graphics © 2006 Prentice-Hall, Inc.

Slide 46 Computer Confluence 7/e Chapter 5 Statistical Software: Beyond Spreadsheets Statistics and Data Analysis Statistical and data analysis software  Collects and analyzes data that tests the strength of data relationships  Can produce graphs showing how two or more variables relate to each other  Can often uncover trends by browsing through two- and three-dimensional graphs of data, looking for unusual patterns in the dots and lines that appear on the screen © 2006 Prentice-Hall, Inc.

Slide 47 Computer Confluence 7/e Chapter 5 Statistical Software: Beyond Spreadsheets Scientific Visualization Scientific visualization software uses shape, location in space, color, brightness, and motion to help us visualize data Visualization helps researchers see relationships that might have been obscure or even impossible to grasp without computer-aided visualization tools © 2006 Prentice-Hall, Inc.

Slide 48 Computer Confluence 7/e Chapter 5 Calculated Risks: Computer Modeling and Simulation © 2006 Prentice-Hall, Inc. Computer modeling uses computers to create abstract models of objects, organisms, organizations, and processes Examples of popular computer models:  Games (chess boards, sports arenas, and mythological societies)  Models of organisms, objects, and organizations  Flight simulators and simulations of science lab activities  Business, city, or nation management simulations

Slide 49 Computer Confluence 7/e Chapter 5 Calculated Risks: Computer Modeling and Simulation © 2006 Prentice-Hall, Inc. Computer Simulations: The Rewards Computer simulations are widely used There are many reasons:  Safety  Economy  Projection  Visualization  Replication

Slide 50 Computer Confluence 7/e Chapter 5 Calculated Risks: Computer Modeling and Simulation © 2006 Prentice-Hall, Inc. Computer Simulations: The Risk GIGO Revisited  The accuracy of a simulation depends on how closely its mathematical model corresponds to the system being simulated  Some models suffer from faulty assumptions  Some models contain hidden assumptions that may not even be obvious to their creators  Some models go astray simply because of clerical or human errors  Still, garbage in, garbage out is a basic rule of simulation

Slide 51 Computer Confluence 7/e Chapter 5 Calculated Risks: Computer Modeling and Simulation © 2006 Prentice-Hall, Inc. Making Reality Fit the Machine  Some simulations are so complex that researchers need to simplify models and streamline calculations to get them to run on the best hardware available  Sometimes this simplification of reality is deliberate; more often it’s unconscious  Either way, information can be lost, and the loss may compromise the integrity of the simulation and call the results into question

Slide 52 Computer Confluence 7/e Chapter 5 Calculated Risks: Computer Modeling and Simulation © 2006 Prentice-Hall, Inc. The Illusion of Infallibility  A computer simulation, whether generated by a PC spreadsheet or churned out by a supercomputer, can be an invaluable decision- making aid  The risk is that the people who make decisions with computers will turn over too much of their decision-making power to the computer  Risks can be magnified because people take computers seriously “ Trust your feelings.” Jedi Master in Star Wars

Slide 53 Computer Confluence 7/e Chapter 5 Inventing the Future: Truly Intelligent Agents © 2006 Prentice-Hall, Inc. Future user interfaces will be based on agents rather than on tools Agents are software programs designed to be managed rather than manipulated An intelligent software agent can:  Ask questions as well as respond to commands  Pay attention to its user’s work patterns  Serve as a guide and a coach  Take on its owner’s goals  Use reasoning to fabricate goals of its own

Slide 54 Computer Confluence 7/e Chapter 5 Inventing the Future: Truly Intelligent Agents © 2006 Prentice-Hall, Inc. Tomorrow’s agents will be better able to compete with human assistants Future agents may possess a degree of sensitivity A well-trained software agent in the future might accomplish these tasks:  Remind you that it’s time to get the tires rotated on your car, and make an appointment for the rotation  Distribute notes to the other members of your study group or work group, and tell you which members opened those notes

Slide 55 Computer Confluence 7/e Chapter 5 Inventing the Future: Truly Intelligent Agents © 2006 Prentice-Hall, Inc.  Keep you posted on new articles on subjects that interest you, and know enough about those subjects to be selective without being rigid  Manage your appointments and keep track of your communications  Teach you new applications and answer reference questions  Defend your system and your home from viruses, intruders, and other security breaches  Help protect your privacy on and off the Net I don’t want to sit and move stuff around on my screen all day and look at figures and have it recognize my gestures and listen to my voice. I want to tell it what to do and then go away; I don’t want to babysit this computer. I want it to act for me, not with me. —Esther Dyson, computer industry analyst and publisher

Slide 56 Computer Confluence 7/e Chapter 5 Lesson Summary This chapter  Surveys a variety of applications that people use to manipulate words and numbers  Considers software tools for working with words  From outliners to sophisticated reference tools and numbers  From spreadsheets to statistical packages and money managers © 2006 Prentice-Hall, Inc.

Slide 57 Computer Confluence 7/e Chapter 5 Lesson Summary (continued)  Looks at how desktop-publishing technology has transformed the publishing process and provided more people with the power to communicate in print  Examines how scientific visualization software can help us understand relationships that are invisible to the naked eye and how computer simulations simulate reality for work and pleasure © 2006 Prentice-Hall, Inc. Science is what we understand well enough to explain to a computer; art is everything else. —Donald Knuth, author of The Art of Computer Programming