1. Application Software & Microsoft Office / Word II

2. Lesson Objectives Identify the categories of application software Identify the key features of widely used graphics and multimedia programs Identify the key features of widely used home, personal, and educational programs Identify the types of application software used in communications Introduction to Microsoft Word Types of software continued Formatting for standards using Microsoft Word

3. Summary of Lecture 4 Application software: The role of system software Starting and interacting with application software Business software: Word processing software Developing a Document Voice activation software Microsoft Office Components

4. Business Software cont Spreadsheet software  Columns identified by letters  Rows identified by numbers  A cell is the intersection of a column and row  Organizes data  Performs calculations and recalculates when data changes How is a spreadsheet organized?  Allows you to display spreadsheet data in graphical form

5. Business Software What are the parts of a database?  A table contains records  A record is a row in a table that contains information about a given person, product, or event  A field is a column in table that contains a specific piece of information within a record What is database software?  Allows you to create and manage data  Add, change, delete, sort, and retrieve data

6. Business Software What is presentation graphics software?  Used to create visual aids for presentations  A presentation is sometimes called a slide show How can slides be printed?  Notes along with each slide  Audience handout with two or more slides per page

7. Business Software - other What is project management software?  Allows you to plan, schedule, track, and analyze the events, resources, and costs of a project What is accounting software?  Helps companies record and report their financial transactions

8. Graphics and Multimedia Software What is computer-aided design (CAD)?  Software that allows you to create engineering, architectural, and scientific designs What is desktop publishing software?  Enables you to design and produce sophisticated documents that contain text, graphics, and brilliant colors What is paint/image editing software?  Used to create and modify graphical images  Sometimes called illustration software

9. Graphics and Multimedia Software What is video and audio editing software?  Video editing software allows you to modify a segment of a video, called a clip  Audio editing software allows you to modify audio clips What is multimedia authoring software?  Allows you to combine text, graphics, audio, video, and animation into an interactive presentation  Allows users of all skill levels to create Web page What is Web page authoring software?

10. Software for Home, Personal, and Educational Use What software products are available for home, personal, and educational use?  Personal Finance  Legal  Tax Preparation  Desktop Publishing  Paint/Image Editing  Clip Art/Image Gallery  Home Design/Landscaping  Many More

11. Instant messaging Newsgroups FTP Application Software for Communications What software facilitates communication? Video conferencing Chat rooms Web browsers E-mail

12. Applications on the Web What is an application service provider (ASP)?  Self-directed, self-paced instruction on a topic on the Web  Distance learning (DL) is the delivery of education at one location while the learning takes place at other locations. What is Web-based training (WBT)?  Third-party organization that manages and distributes software and services on the Web  Allows companies to outsource information technology (IT) needs

13. Learning Aids and Support Tools for Application Software What is Online Help?  Electronic equivalent of a user manual  Context-sensitive help  A Web site linked from Online Help  Provides updates and resources to respond to technical issues about a program  Often has a Frequently asked Questions (FAQ) page  Some Web sites contain forums, the user can talk directly with a technical support person What is Web-based Help? What is a wizard?  An automated assistant that helps you complete a task

14. The Microsoft Office Suite & Word Overview of Microsoft Office continued Introduction to MS Word Formatting to Standards

15. Microsoft FrontPage FrontPage XP Window MS FrontPage is a WYSIWYG (what you see is what you get) HTML editor. Interface is similar to Word, similar menu and toolbars As well as the WYSIWYG editing window it has a built in HTML editor and a preview option.

16. Microsoft Publisher Publisher XP Window MS Publisher is a desktop publishing program that can be used to create newsletters, flyers, brochures, and catalogues (to name some of many available options). It has a large range of wizards to assist in publication design. Wizards help with layout and colour scheme selection but can be edited by user.

17. Windows Text Editors Notepad & WordPad Window Notepad WordPad Both Notepad and WordPad are supplied with the Windows OS. Notepad is a basic text editor that can be used to create, edit and save text files, usually with the.txt extension. WordPad is a cutdown version of Word. It is useful for reading and editing files that are too large for Notepad WordPad can read and write simple text files, text only Word files and RTF (Rich Text Format) files.

18. PAINT Another default inclusion with the Windows OS is Paint. Paint can be used to create simple graphics elements using tools that are simplified versions of those found in other graphics applications. Images created can be saved in a variety of standard graphic formats. (BMP, GIF, PNG, JPEG)

19. Features of Word Cut, Copy and Paste: Copy highlighted text and drag or paste it into another position in document Search and Replace: Search the entire document and replace all occurrences of a word or phrase Format Font: Set the font type (Gothic, Script etc), size, colour and font style (bold, italic underline) Format Paragraph: Set the left and right indenting, left, right or centre justification Bullets: Insert a bulleted or numbered list Insert: Insert a picture, video, chart (or graph), or Excel spreadsheet

20. Features of Word Table: For presenting data or to manage page layout Hyperlinks: Allows navigation through the document using hyperlinks and bookmarks Headers and Footers: Inserted once and duplicated at the top or bottom of each page Page Numbers: Inserts page numbers and automatically adjusts the number for each page Insert Date/Time: Inserts current date or time

21. Features of Word Spell check: Checks spelling when selected or as you write Grammar check: Checks grammar when selected or as you write Thesaurus: Look up a substitution for any word

22. Word Graphics Images ClipArt is a library of small images supplied with applications such as Word or Publisher. These images can be viewed and inserted into the document using the ClipArt management facilities available from the menu bar. (Insert/Picture/ClipArt) Pictures from Files: Other image types including videos and sounds may also be inserted into a word document.

23. Word Graphics WordArt allows the construction Of large colourful headings or Logos with a variety of textures, curves and 3D effects. Graphs The facility to create graphs is available in Word 2000 and later. A variety of chart types are available including line, bar and pie charts.

24. Word Graphics Drawing facilities are provided to draw basic shapes such as lines, arrows, rectangles and circles Text Boxes can be moved freely around page. Parameters can be edited like regular text plus background colour and border style can be set.

25. Web Editing with Word Word includes a fully featured web page editor. (Word documents can be saved as HTML documents.) [File/Save As, select Save as type: Web document (html)] Files produced are excessively large with non-standard formatting. Useful for converting existing Word documents to HTML. (Suggest ‘cleaning’ in DreamWeaver or similar)

26. Formatting Documents to Standards Many students are not aware of the formatting guidelines required for assignments. Essays, lab reports and theses generally follow one of the major publishing guidelines for format and referencing. The guidelines effect every aspect of a document http://www.library.jcu.edu.au/LibraryGuides/refstyles.shtml Such as –  APA  Harvard  IEEE  Chicago (University of Chicago)  Oxford (Deakon University)  And many many more

27. Bibliographic Software Managing references is a large part of essay writing and can become complex. Bibliographic software handles the insertion and formatting of references as well as the associated cross referencing of information to assist in research. EndNote and ProCite are common plug-ins to MS Word

28. Formatting considerations The APA format for the header of a published work is:  Placed on the top right of every page  consists of the first 2 or 3 words from the title of the work  followed with 5 spaces then the page number Page Headers Tabs and Tab Stops  The default tab intervals normally set from 0.7cm to 1.2cm. NOTE : Do not use multiple tabs as the document layout may change if it is opened on another computer with different default tab settings.

29. Margins - Left: 4cm, Right: 2.5cm, Top: 2.5cm, Bottom: 2.5cm. Line spacing: Double spaced NOTE: Margins and line spacing requirements often appear excessive, but are set to allow ease of reader or examiner. Font Type:  Times New Roman  Arial Font size: 12 Formatting considerations cont...

30. Formatting considerations cont…  Indenting allows the first line of each paragraph or a body of text to be offset from the left of the page. Indenting Page Breaks and Section Breaks  Hard page breaks may be inserted at any point in a page to insert a new page.  Do not insert blank lines to create a new page!  A section break is used when the next page of the document is required to have a different format to the previous page.

31. Formatting considerations cont…  no vertical borders  no inner cell borders (just three horizontal lines; one above the heading row, one below the heading row and one to mark the end of the table)  double spacing  Table title at the top of the table and in the following style Table 1. Title Case Table Formatting (eg.APA) Table 1. Search Engines Article Number Search Engine URL of search EngineSearch Criteria Rating 1Googlehttp://www.google.comAnxiety children 5 2Ixquic k http://ixquick.com/ Anxiety AND children 5

32. Styles in Word Styles provide a simple means to consistently apply a range of preset formats to different levels of text such as heading subheading and body text. Each style may have individual settings for parameters such as font size, style, indent, and paragraph alignment.

33. Graphs in MS Word Word 2000 has a graph facility, which will build a graph from data entered into a data sheet. However, graphs can be created in Excel and then cut and paste or imported into the Word document.

34. Managing Multiple Documents  Word provides facilities in Outline view to create a single master document that consists of a set of subdocuments.  Blank subdocuments can be created and inserted at the press of a button.  All subdocuments are saved when the master document is saved.

35. Using Templates  A template is a partially completed document that contains formatting, text and graphics that you want to appear in a new document.  Word supplies a range of templates including letters, resume, reports, brochures, fax cover sheet and other business applications.  Custom templates may also be created by saving a document as a Document Template.

36. Illustrations  Theses and projects may require block diagrams and illustrations.  The Word Drawing Tool Bar is a very useful tool for this purpose, providing shapes, text boxes, arrows and callout boxes. Callout Bubble

37. Using Graphics in Word Word began as a simple word processor and the desktop publishing features were added later. You need to maintain the desired relationship of objects such as images, drawing objects or WordArt to the body text and the page borders.  Text Wrapping  Picture Position  Locking the Anchor

38. Using Graphics in Word Text Wrapping - defines whether or not the text is to wrap around the image and how.  In front of text floats the image over the top of the text  In line with text embeds the image into that position in the text and wraps the text around it. Picture Positioning - allows you to align the image horizontally or vertically and in line with the margin, page, paragraph or position it absolutely (fixed). Lock Anchor - Each object has an anchor that is inserted into the body text where the object is anchored.

39. Mail Merge Mail Merge creates the same letter many times while changing the name, address and other information as appropriate from letter to letter.

40. File Formats Word Document (.doc) - Word documents are saved by default with a.doc. There are some incompatibilities between different versions of Word. Rich Text Format (.rtf) - Rich Text Format is independent of Word and can be read by most word processors (although some degree incompatible between different word processors does exist).

41. File Backup Options AutoSave - Automatically saves your file at specified intervals such as 15 minutes. Create Backup File - Saves a backup copy of the last saved version of the file when the current version is saved. Auto Recovery - Creates a separate file which allows reconstruction of the document if it becomes corrupted.

42. Summary of Lecture 5 Business software PRACTICAL is an introduction to using MS Word Link to CP1030 Schedule http://www.it.jcu.edu.au/Subjects/cp1030/2004-2/Tsv/schedule.shtml Application software Introduction to Microsoft Word Formatting to Standards Graphics and multimedia software Software for home, personal, and educational use Software for communications Applications on the Web Learning aids and support tools within an application