1. Wizards, Templates, Styles & Macros Chapter 3

2. Contents This presentation covers the following: – Purpose, Characteristics, Advantages and Disadvantages of: Wizards Templates Styles Macros

3. Wizards Wizards are designed to help users to complete a task. For non-expert users they can take the user through all the steps required to solve a problem, such as: – writing a letter – creating a presentation – writing a query in a database – Printing a file in a particular format

4. Wizards More able users of ICT sometimes use Wizards to speed up the basic creation of a document. After the wizard has been used, the user can then edit the document in order to personalise it for their needs. The main thing to remember is that they take users through simple steps and often generate documents automatically rather than telling users what to do next.

5. Wizards AdvantagesDisadvantages Allow inexperienced users to create complex documents. They ensure important steps are not missed out. User friendly in most cases. Standard formats can be applied – such as formal letter formats etc. If left un-edited, a document will lack individuality. The wizard may not fully meet the needs of the user. Some wizards prevent users from editing documents which means it is harder to tailor documents to the needs of a user.

6. Templates Templates are used to help users create documents which meet standard formats, for example, formal letters. They often have predefined settings for: – Characters (font style, size, colour etc) – Page formatting (margins, orientation, size etc) – Text inserts (standard words, dates, time etc) – Graphic inserts (standard logos, position etc)

7. Templates Word processers will often load up with a default template: – A4 page, with predefined margin settings, default font style, size and colour etc. Presentation software will do the same: – Slide style, transition animations, font style, size and colour etc.

8. Templates AdvantagesDisadvantages Can speed up the time it takes to start working on a document when application is loaded. Can help create documents which need to be created using a particular format (legal documents etc). Some templates allow users to add in fine detail only. This is better than having to write out documents from scratch. Lack of individuality in the creation of documents. May not be very user friendly if no instructions are provided on how to use the template.

9. Styles Styles are used to control particular aspects of a document. For example, in word processed documents a user can define a style for all the headings in the document. They allow documents to be consistent throughout.

10. Styles When you edit a style all aspects of the document which use that style will change.

11. Templates AdvantagesDisadvantages Documents can be produced to a consistent style. If different people are working on the different parts of the document, styles will allow them to produce a consistent look. Someone needs to develop the style before the document starts being produced.

12. Macros Macros allow users to carried out repetitive tasks at the click of a button. A user can record a task being carried out to a macro, assign the macro to a key combination or button and then use it to perform that task over and over again.

13. Macro Some uses of macros include: – Moving to a different part of a spreadsheet or worksheet. – Running a calculation – Closing an application – Printing an application – Adding a header and footer One macro might be used to: – Timestamp a document – Save the file – Print the file – Close the file

14. Macros AdvantagesDisadvantages A repetitive task can be carried out using simple instructions. Errors can be reduced as the macro will do exactly what it has been asked to do. Macros can be set up to help inexperienced users to perform complex tasks. Errors may occur if: The conditions that the macro is running under is different. The macro was recorded incorrectly. The macro is run at the wrong time. The user must know the key combination to run the macro. To correct errors the user must have some understanding of how the macro was created.

15. Take note: Describe three features that can be set in a word processed document template. Describe the advantages of using a design template in the creation of a legal document. A group of ICT specialists are writing a book together. Each is writing a section of the book. Explain how styles would be used to help them make the book look professional and consistent in design.

16. Take note: A company uses macros to assist it’s employees. Explain the benefits for using macros in terms of staff training, accuracy and speed of creating documents.