CSCI 1101 Intro to Computers 3. Common Productivity Software

2 Documents are an integral part of our society  Declaration of Independence  U.S. Constitution  To Kill a Mockingbird  daily newspapers As literacy increased, document production tools changed. Document production software includes word processing and desktop publishing software. What are documents?

3 Typing is generally required but you don’t have to be an expert. Typing tutor software can help you increase speed and accuracy. Do I really need typing skills?

4 First - Just Do IT! Most people begin with a rough draft typed on a word processing program.  don’t be distracted with the look of the document Word processing handles many tasks for you, such as word wrap, which determines how text will automatically flow from line to line. How to get started

5 Computerized document production tools can help you improve quality of writing.  insert text  cut sections  move entire paragraphs or pages Text blocks - name given to sections of a document. Outline feature helps you develop document as hierarchy of headings and subheadings. Made iterative writing practical and functional How has word processing improved the quality of writing?

6 Thesaurus - part of word processing software used to find more descriptive words Search feature - used to hunt for all occurrences of a specific word Search and replace - used to substitute one word or phrase for another In-line spelling checker - marks errors with a colored background or wavy underline Typical quality improvement tools

7 Document template is a preformatted document into which you type text.  format settings are already set Document templates Productivity tools

8 A font is a specific type design. You can adjust line spacing, margins, indents, tabs, borders, and frames. Justification defines how letters and words are spaced across each line. Hanging indents make numbers stand out Formatting improvements with word processors

9 Technology has made it possible for individuals to create pamphlets, newsletters, and manuscripts.  cost of paper still limits number of books published each year The Internet has made electronic publishing possible. - can disseminate many kinds of information - documents can be sent, stored, or manipulated How to publish the final document

10 Documents that you want to publish on the Web must be converted to a Web- compatible format. HTML (hypertext markup language)  set of codes inserted into document  standardized way of handling text and graphics Web browsers display HTML documents  Microsoft Internet Explorer  Netscape Navigator Electronic publishing

11 Header is text that you specify to automatically appear in the top margin of every page. Footer is text that you specify to automatically appear in the bottom margin of every page. Word count - computer can count each word in a document Concordance - alphabetical list of words and frequency in a document Readability formulas identify the reading level required to understand a document. Final document tools

12 Index and Table of Contents - automatically produced by most document production software Mail Merge - process of creating a series of personalized letters by combining information in a mailing list with a blank form letter Final production assistance tools

13 Even though the U.S. is one of the most technological societies on earth, many people experience mathephobia, a fear of math. Entrepreneurs have devised tools to ease the burden of making calculations. Spreadsheet - numerical model or representation of a real situation.  checkbook Spreadsheet benefits

14 Spreadsheet refers to the data for numerical models. Created and stored on a computer. One expert describes spreadsheets as: “intuitive, natural, usable tools for financial analysis, business, and mathematical modeling, decision making, simulation, and problem solving.” What is a spreadsheet?

15 Worksheets  an on-screen spreadsheet  based on grid of columns and rows Cell - intersection of columns and rows Cell reference - unique address given to cell  A1 = column A, row 1 A cell can contain  numbers (values)  text (labels)  formulas (tells computer how to calculate) Components of a spreadsheet

16 A typical worksheet An example of a spreadsheet

17 Responsibility for the accuracy of a worksheet lies with the person who creates it. Auditing, or testing a worksheet, is important. Most spreadsheet software includes auditing features. How can a I trust a spreadsheet results?

18 Spreadsheet software provides you with an easy way to create polished charts and graphs. Graphs provide a quick summary of a set of data.  visually interesting  easy to understand  can imply something other than truth What about graphic displays?

22 A spreadsheet works well for  recording and graphing data  making calculations  constructing numerical models of the real world Main advantage is saving time. Spreadsheet Modeling - setting up numbers in a worksheet to describe a real-world situation. What-if analysis - setting up a model and experimenting with different numbers. Where are spreadsheets used?

23 Our society has moved from the Industrial Age to the Information Age. Experts estimate that the amount of information doubles every year. Information is stored in databases - collections of information stored on one or more computers. What is a database?