PowerPoint presentation Principles of business document production and information management Handout 1: Using IT

presentations software (used to create active presentations) Types of software word processing (used for text production and formatting – letters, reports) spreadsheets (used for manipulation of figures, producing accounts and graphical representations) database (used to store and query records such as stock, customer records or personnel) presentations software (used to create active presentations) desktop publishing (used to create newsletters and leaflets) email (for communication) internet browser (to enable access to the internet) web editing. The software consists of the programs that perform tasks on the computer. Whilst there is some cross-over in tasks (eg basic formulae are available in most word processing packages and spreadsheets can be used to create tables of text), it is most efficient to use the most suitable tool for the task in hand. The principal software for producing documents is word processing.

Benefits of using computers to produce documents speed editing collaborative working quality access security.

How IT speeds up tasks Most people input their data themselves instead of handwriting or dictating and then sending for typing. Storing text allows users to copy and paste. Standard paragraphs can be stored and inserted via shortcut keys. Existing text can be copied and repurposed. A computer can search through documents, files and records and quickly find information.

Editing and collaborative working Information stored can be easily edited, amended and deleted. Files can be accessed and worked on by several people via a network or using the Internet. Documents and files can also be sent to others for editing and their comments and edits tracked using reviewing tools. Word processing packages usually contain a feature whereby any changes made can be tracked and there is a facility for highlighting and inserting comments.

Quality Spelling and grammar checkers. Templates to set out letters, reports, minutes. Formatting features such as font styles and emboldening, borders, bullets and numbering. Images, tables, charts and other non-text items can be integrated into documents. There are many tools that enable high quality documents to be produced.

Access and security Files can easily be accessed by many people via a network. Email and internet mean that people no longer have to be in the office to work on files. Documents can be attached to emails and distributed to many recipients. Passwords can be set to restrict access to sensitive or confidential documents.