Tomorrow’s Technology and You 9/e Chapter 5 Productivity Applications Slide 1.

Tomorrow’s Technology and You 9/e

Chapter 5Productivity Applications

Slide 1

Tomorrow’s Technology and You 9/e Chapter 5Objectives

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

Slide 2Copyright © 2009 Pearson Education, Inc. Publishing as Prentice Hall

Tomorrow’s Technology and You 9/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

Slide 3 Copyright © 2009 Pearson Education, Inc. Publishing as Prentice Hall


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



The Wordsmith’s Toolbox

Word processing tools and techniques Entering text Editing text Formatting the document Proofreading the document Saving the document Printing the document

WYSIWYG What You See Is What You Get




Word processing tools and techniques (cont.) Entering text

Text is displayed on the screen and stored in the computer’s RAM.

Save your work periodically because RAM is not permanent memory.

Editing text Navigate to different parts of a document. Insert or delete text at any point. Move and copy text. Search and replace words or phrases.




Font Technology Formatting characters

Characters are 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.You can use mono-spaced fonts and

proportionally spaced fonts.

Slide 7

A

20 pts

A40 pts

80 pts120 pts

A A A200 pts

Bradley Hand ITC Arial

Copyright © 2009 Pearson Education, Inc. Publishing as Prentice Hall



Word processing tools and techniques (cont.) Margin settingsLine spacingIndentsTabs Justification

LeftRightJustifyCenter



The Wordsmith’s Toolbox Word processing tools and techniques (cont.)

Advanced formatting features Stylesheets Headers and footers Multiple variable-width columns Multicolumn tables Graphics Automatic editing features Hidden comments Table of contents and indexes Coaching and help features

(sometimes called wizards) Conversion to HTML for Web

publishing Record and reuse macros




Outliners and idea processors Arranging information

into levels Rearranging ideas and

levels Hiding and revealing

levels of detail as needed




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.




Digital references (cont.) Synonym finders

A computerized thesaurus can provide instantaneous feedback for synonyms.




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.


Tomorrow's Technology and You 9/e Chapter 5


Grammar and style checkers Analyze each word in

context, checking for errors of content

Check spelling Point out possible

errors and suggest improvements

Analyze prose complexity using measurements such as sentence length and paragraph length




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 You can incorporate custom paragraphs based on the recipient’s

personal data. Each letter looks as if it were individually written




Collaborative writing tools Groupware: software designed to be used by a

workgroup Provides for collaborative writing

and editingTracks changes and identifies them by the originator’s

nameCompares document versions and highlights

differences in documents



Emerging Word Tools

Processing handwritten words Diversity in handwriting makes it difficult

Processing words with speech Speech recognition software

Intelligent word processing software Word processors that are able to

anticipate the writer’s needs



The Desktop Publishing Story

Rules of thumb: creating professional-looking documents

Use the Return or Enter key only when you must Wordwrap 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

on-screen may not line up on paper.




Rules of thumb: Creating Professional-Looking Documents (cont.) Don’t underline

Use italics and boldface for emphasis; italicize book and journal titles

Use only one space after a periodProportionally spaced fonts look better without double

spaces.

Take advantage of special charactersBullets (•), em dashes (—), and curly or smart quotes

(“ ”) make your work look more professional.




What is desktop publishing?

The process of producing a book, magazine, or other publication includes several steps:

Writing text

Editing text




What is desktop publishing? (cont.)

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




What is desktop publishing? (cont.)

With modern DTP (desktop publishing technology), 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 and/or digital camera

• Transforms photographs and hand-drawn images into computer-readable documents

A high-resolution printer Software (see next slide)




What is desktop publishing? (cont.) Desktop publishing software:

Image-editing software Page-layout software combines the various source

documents into a coherent, visually appealing publication• QuarkXpress• Publisher• PageMaker• InDesign




Why desktop publishing? Saves money Saves time Can reduce the number of publication errors Offers new hope for every individual’s right to

publish



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.



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)




The malleable matrix (cont.) Spreadsheets can contain:

Values, such as numbers and dates

Labels, such as column andreport headings, that explain what the values mean




Screen Test: Creating a Worksheet with Microsoft Excel Formulas can be used to calculate

Spreadsheets offer many automatic features such as replication of data

Create charts from the data in your spreadsheet




The malleable matrix (cont.) 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




The malleable matrix (cont.) Lists can be created for organizing basic information

Automatic replication of values, labels, and formulas

Similar to copy and paste function of word processors




The malleable matrix (cont.)

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.




Slide 33

The malleable matrix (cont.) 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




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




Rules of Thumb (cont.)

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 preprogrammed functions, templates,

and macros Use a spreadsheet as a decision-making aid, not as a

decision maker




“What If?” questions Spreadsheets allow you to change numbers and instantly

see the effects of those changes.“What if I enter this value?”“What if I don’t complete the third lab? Can I still get an

A?” Equation solvers

Some spreadsheets generate data needed to fit a given equation and target value.




Spreadsheet graphics: from digits to drawings

Charts allow you to turn numbers into visual data.Pie charts show proportions relative to the whole.Line charts show trends or relationships over time.




Spreadsheet graphics: from digits to drawings (cont.)

Use bar charts if data falls into a few categories

Use scatter charts to discover, rather than to display, a relationship between two variables




Rules of thumb: Ending spreadsheet errors Choose the right chart for the job

What’s your message? 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 Relate to the rest of the document



Statistical Software: Beyond Spreadsheets

Money managers Accounting and Financial

Management software allows you to electronically handle routine transactions such as:

Writing checksBalancing accountsCreating budgetsUsing online banking

services Preparing taxes




Automatic mathematics Mathematics processing

softwareSoftware turns abstract

mathematical relationships into visual objects

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.




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




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.



Calculated Risks: Computer Modeling and Simulation

Slide 44

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 45

Computer simulations: the rewards Computer simulations are widely

used. There are many reasons:

Safety Economy Projection Visualization Replication




Slide 46

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 47

Computer simulations: the risk (cont.) 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 48

Computer simulations: the risk (cont.) 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 49

Inventing the future: truly intelligent agents 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 commandsPay attention to its user’s work patternsServe as a guide and a coachTake on its owner’s goalsUse reasoning to fabricate goals of its own




Slide 50

Inventing the future: truly intelligent agents (cont.)

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 51

Inventing the future: truly intelligent agents (cont.)

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



Lesson Summary

Even though the computer was designed to work with numbers, it can be an important tool for working with words as well.

Word processing software enables you to use commands to edit text on screen, without having to retype messages.

Outlining software, spell checkers, and online references can be very helpful.

Desktop publishing produces professional-quality text-and-graphics documents.

Spreadsheets can be used for tracking, calculating, forecasting, and almost any other task that involves repetitive numeric calculations. Most spreadsheet programs have charting capabilities.



Lesson Summary (cont.)

Specialized software allows you to perform accounting tasks, tax preparation, and a variety of business functions without the aid of spreadsheets.

Symbolic mathematic and statistical-analysis software can help present data in meaningful ways.

Scientific visualization software can help us understand relationships that are invisible to the naked eye.

Computer modeling and simulation can be powerful tools for understanding the world and making better decisions.


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