Unit 2: Productivity Software Review

1. Unit 2:Productivity Software Review Lesson 15 October 19th, 2010

2. Operating Software and Word Processors Chapter 5

3. Operating System • The operating system is the most important piece of software in your computer. • Many functions to help manage computing resources • process management • memory management • file management • network management • device management

4. Process Management • Processing tasks should be scheduled for different times to avoid crashing. • Scheduled processing tasks include • software updates • virus scanning • backup of data to other locations

5. Memory Management • The operating system can be configured to maximize the memory used by programs. This helps to avoid crashing and allows for more efficient multitasking.

6. File Management • There are two types of files: 1. program files (applications) 2. data files (documents) • File extensions help to recognize the kind of file you are accessing by the last few letters after the period.

7. File Management(continued) • When naming data files, keep in mind the following tips: 1. Use fewer than 15 characters. 2. Use a symbol to divide sections of information. 3. Include the initials of the author in two characters or less. 4. Identify the subject in five characters or less. 5. Identify the date. 6. Add an extension.

8. File Management(continued) • To organize files using folders and paths • store files in a logical place • think of electronic storage devices as filing cabinets • use folders to make paths that make sense to you • create folders and then subfolders to group your files together • Paths are the set of folders that must be opened to access a file.

9. Network Management • The operating system manages the computer’s connection to WANs, LANs, wireless networks, and the Internet. • Establish network connections using a wizard. • An ISP gives details on what to enter when using the wizard.

10. Device Management • Software called drivers must be installed on your computer to ensure communication between OS and device. • If more than one printing device is connected to a computer, you can select a default.

11. Keeping Things Organized • Clean up files every couple of weeks to keep your computer organized: 1. Back up all important files. 2. Delete files no longer needed. 3. Move files to appropriate folders. 4. Archive files that are rarely used. 5. Empty Trash or Recycle Bin frequently.

12. Keeping Things Organized(continued) • Perform maintenance tasks regularly: 1. Scan hard drive once a month using a tool like Windows XP Disk Cleanup. 2. Clean monitor, keyboard, and mouse several times a month. 3. Clean the dust out of computer case at least once a year. 4. Ensure that cards in the motherboard are correctly inserted when you move your computer. 5. Defragment your hard drive at least once a month.

13. Cleaning Computers Carefully • For a CRT monitor • clean using glass cleaner and soft cloth • clean case using a damp cloth • For a LCD monitor or a laptop • clean using special cleaner and soft cloth • do not use glass cleaner • For a keyboard • use cans of compressed air or sticky notes • For a mouse • use a damp cloth to remove dust from the outside of the case

14. Making Things Fit • Defragmenting eliminates gaps and puts file fragments closer to similar file fragments. • Once a month, you should defrag your computer. It can be a lengthy process. Follow these steps: 1. Close all applications and disable screensaver. 2. Start defragmenting software. 3. A message will appear when defragmenting is complete. 4. Enable the screensaver again.

15. Word-Processing Software • Word-processing software is used to input, process, save, edit, and revise written communications.

16. Common Word-Processing Features • Page sizes/orientation • letter and legal • portrait and landscape • Margins • Margins create white space; the page is too busy without them. • We need margins for binders so that words aren’t cut off. • Most printers can’t print to the edges of paper. • You may need larger margins to leave space for comments.

17. Common Word-Processing Features(continued) • Alignment • Words wrap around to the next line as you type. • Only press Enter when you want to start a new paragraph. • There are four alignment options: • left, right, centre, and full justification

18. Common Word-Processing Features • Formatting text • Typefaces can be serif or sans-serif. • Font sizes range from very small to very large. • Font styles can be set bold, italic, or underline. • Other options include strikethrough, shadow, outline, and small caps. • Line spacing can be single, one and a half, or double.

19. Common Word-Processing Features(continued) • Bulleted list • Bullets or symbols are used to identify a list. • Numbered list • A list can be numbered or in the form of an outline.

20. Common Word-Processing Features(continued) • Columns • Columns can format text to resemble a magazine or newspaper. • You can select the number of columns and column width.

21. Revision Tools • Spell Check • Check when you are done or as you type. • The dictionary is limited; users can add words that the program does not know. • The spell check program usually uses American or British spelling. Be aware of which spelling you are using. • Thesaurus • Click the word that you want to replace. • Access the Thesaurus feature. • Do not assume that all words listed are suitable choices.

22. Revision Tools(continued) • Grammar Check • This tool compares sentence structure in the document with a series of rules programmed into the software. • You can accept or ignore suggestions. • Sometimes the Grammar Check is wrong. • Help menu • There are three parts to most Help menus: • contents • index • search

23. Editing and Proofreading • Use hard copy to proofread for keying, spelling, grammar, punctuation, and word usage errors. Check for layout consistency. Consider the following: • Have you given too much or too little information? • Have you used jargon that may not be familiar to the reader? • Have you made assumptions about your reader that may be inaccurate? • Use standard proofreading marks.

24. Electronic Collaboration • Many word-processing applications have a feature that will track changes that you make to a document. • This is helpful when working in a group. • Members can choose to accept or reject changes.

25. Spreadsheet and Database Software Chapter 8

26. What is a spreadsheet? • A spreadsheet is a software application that allows users to • perform simple and complex sorting • perform calculations on values • analyze, graph, and print results • A spreadsheet includes a title bar, menu bar, and one or more toolbars with buttons that perform functions.

27. Spreadsheet Software

28. Spreadsheet Software(continued) • A spreadsheet organizes data into cells. • A spreadsheet workbook/notebook consists of numerous worksheets or spreadsheet pages. • A cell is the intersection of a column and a row and can be identified by a cell address.

29. Entering Data • There are three types of data that can be entered in a spreadsheet: 1. Labels are text information used to describe data in the spreadsheet. 2. Values are numerical data used in calculations. 3. Formulas are a written set of instructions telling the computer to perform calculations on values. Formulas • begin with an indicator such as an = or @ sign • must use syntax • follow the BEDMAS order of operation • refer to a group of cells called a cell range referred

30. Spreadsheet Functions • Spreadsheet functions make entering complex formulas easier. • When using a function in a formula, there are three parts: 1. the indicator 2. the function name 3. the arguments • The most frequently used functions are • SUM • MIN • MAX • AVERAGE or AVG • COUNT

31. Spreadsheet Formatting(continued) • There are many options for formatting a spreadsheet: • You can centre titles in columns. • You can bold and/or italicize titles. • You can underline labels. • You can format numbers as percentages or currency.

32. Converting Data to a Chart • A chart allows people to see patterns and share data in simple form. • Data cab be converted to a pie, column, or bar chart or a line graph. • The parts of a chart include • title • legend • data labels • x-axis • y-axis • Use clear, concise wording on your chart.

33. Choosing a Chart Type • Pie charts are useful for showing the contribution of each value to the total. • Column charts and bar charts ideal for side-by-side comparisons of data. • Line graphs are ideal for showing the trend of data over time. • Stacked column and bar charts show the contribution of each value to a total across categories.

34. Database Software • A database is a collection of information about a particular subject or purpose. • It is organized so that users can retrieve data quickly. • The anatomy of a database includes the following: • Record—contains all the information relating to an individual item or person in a database • Field— contains the pieces of information within a record • Data type—is the type of data held in a field • Field size—is the number of characters allowed in a field

35. Entering Information • Key in the data for each field within the table. • Information can be entered into a table or a form.

36. Getting Information • There are two main ways of getting information: 1. find/queries • allows you to view only certain information based on design 2. reports • looks like a word-processing document • can be created for the whole database or only using records generated by a query