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û Word Processor û Spreadsheetû Desktop Publishing (DTP)û Databaseû Web Authoring

Remember - Do not use brand names in your exam answers!

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û Letter writingû Memo writingû Reportsû Mail Merge

Word processors have replaced the use of pen and paper and typewriters in many businesses

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û Graphs / Chartsû Data Pattern analysisû What IF scenariosû Modelling

Spreadsheets perform complex calculations and are capable of producing graphs and charts to represent data.

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û Flyersû Brochuresû Magazinesû Postersû Business Cards

Allows you to combine text and images to create a publication. These packages focus on the manipulation and accurate positioning of graphical objects on a page.

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û Data Handlingû Sorting / Searchingû Reportingû Relationships

Allows you to manage company data in an effective manner. You have the ability to search (query) data then represent it in a report suitable for printing

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û Creation of web pagesû HTMLû FTPû Site Mapsû Hyperlinks

Allows you to create web pages in using a GUI. The application creates the HTML code behind the page. The applications can also provide functionality to upload and download web data as well as manage site maps.

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û school administration and teaching systems

û stock controlû booking systems û on-line training systemsû Timetabling route finding systemsû customer records systemsû on-line banking systems

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û Definition:› Automatic creation of preset templates using guidance

from user› By asking the user some questions, a wizard provides help in

making the best use of the available facilitiesû Advantages

› Speed with which tasks are completed› Different formats to choose from› User friendly approach to creating a complex

document/applicationû Disadvantages

› User is unable to deviate from the template without experience

› Similarity of appearance to other documents/applications› Limited by options available in wizard

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û Definition:› A set of guidelines stating how text should be formatted in

specific situations – for example, headings must be Times New Roman, size 30, Bold and Centered

û Advantages› Known format saves time and errors and gives unified approach

to documents› Styles can be used to create tables of contents and indexes

û Disadvantages› You may apply the style but not wish it to be used in a table of

contents› It is easy to change the appearance of a style and later the

appearance of a document

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û Definition:› A template is a page that has been set up with a specific layout and

text formatting prior to useû Advantage

› Formal layout which others can fill in› Consistent application of styles

û Disadvantages› Limited to the template› If changed only changes subsequent documents, not previous ones.

û What does a template cover› Formatting – font size, colour, style› Page formatting – margins, size, layout› Inserting text – standard words, date time, etc› Graphics – standard logo, correct position

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û Definition:› A sequence of instructions defined as a single element. When a

macro is called the sequence of instructions is usedû Advantages

› Time is saved as one instruction can run an entire sequence› Errors are reduced as the instructions are run automatically and

are the same every time› Allow a limited degree of programmability to applications to

make them more efficient for their environment - customisationû Disadvantages

› Rely on the same starting point› Require technical expertise to write and debug

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û Templates give a standard format – very useful for corporations requiring a unified approach to documents› Remove the possibility of choice from users› Saves time by providing base document (e.g. solicitors’ letters)

û Macros can be used to format documents in a specified way, or add required information to all documents – headers and footers for example› User can add required information with the click of a single

button› Can be used to take information from the user and create

templates based on answers

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û Buttons, forms, menus and macros:› Buttons can take the user to the specified page or run the

selected action – buttons to sort, search, add, delete, etc› Menus allow the user to choose their actions – they limit

and direct the user to selected options› Forms: items include drop down boxes for data selection,

option buttons, automatically fill in boxes - enter postcode and town, street and county appear, jump to first letter entered in a drop down box, etc

û Benefits:› User entry is simplified leading to less mistakes and better

use of time› For novice users, the system is uncomplicated and they

are unlikely to make mistakesû Problems:

› If they go wrong, many problems result.› Starting point may not always be the same› Option may not be on the menu or button

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û Consistent Style:› Different documents can be identified by their style: Memo,

appointment, redundancy letter, etc› Unified approach to members of the public – professional

impression› Information will not be missed off if a style is followed› Headed paper can be used› Corporation colour scheme utilised› Team of designers is paid to develop the consistent style – waste

of money if not followed› Different people can work on parts of the same document and

use the same style, thus allowing integration of several documents from different teams in the same presentation

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û What is the house style for:-› Coca-Cola› Apple› O2› Orange› Vodafone› Talk Talk› Asda› Tesco

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û Necessity:› Different applications store different information in different

formats› The operating system knows what program to start up when you

double click the file› Different file types store different information – database,

spreadsheet, etc› Use of file: is the information within the file important or the

presentation of the information

û Relative advantages:› Text files: RTF and TXT is readable by most applications› Databases: CSV and TSV are standard database and

spreadsheet files› Graphics: JPG, PNG, GIF, BMP are standard formats

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û Converting File Types› To read a file in a program in which it was not created, it is

necessary to convert it› There are a group of file types which are particularly suited to

being read by other packages:ñ Text: RTF, TXTñ Spreadsheets: CSV, TSVñ Database: DBF , CSV

û Importing/Exporting› To convert, you need to export from one package in the

specified format and input into the other using the middle formatñ Existing package:ñ Convert to new formatñ Export to new file

ñ New package:ñ Import fileñ Convert to appropriate formatñ Save file in new format