Information Management Information Management SoftwareSoftware

Word processingCommonest application -

Word Spreadsheet

Financial and numerical analysis and record keeping - Excel

Database Store, select, sort data

Graphics design Create and manipulate

pictures Browsers

Surf the NetE-mail client

Compose, send and receive e-mails

Chat client Send and receive messages

interactivelyDesk-top publishing (DTP)

Layout text and graphics professionally

Presentation Create slide shows

Reference Encyclopaedias and

dictionariesFinancial

Manage and control moneyWeb authoring

Create web pages and sites.

Higher Software PackageHigher Software PackagePresenting information for print media Virtually all the applications described in INT 2 are designed to produce printed output except for graphics and web authoring which tend to be more visual. However only word processing (WP) and desk-top publishing (DTP) are classed in this group.

Presenting information for on-line mediaProbably the largest growth area in personal computer applications recently has been in the use of software to create presentations and web pages.

Data handling – spreadsheetThere is a separate unit on database software, so to avoid repetition here we will only briefly look at spreadsheet software in this classification.

Project managementThis is software used specifically to help manage a project: the planning, monitoring and control of the various activities or resources that contribute to its success.

Personal information managementPersonal information management software (PIM) is a type of software application designed to help users organise random bits of information. Although the category is fuzzy, most PIMs enable you to enter various kinds of textual notes – reminders, lists, and dates.

WP vs DTPWP vs DTP WP tends to be used mainly for generating text,

while DTP tends to use pre-prepared text. Although a package like Word has very good

graphics facilities and can handle a mixture of text and graphics reasonably well, DTP manages to handle text and graphics far more easily.

WP can deal with multi-page documents but when working with a large document it can take a while to move between pages and text tends to spill onto pages when you don’t want it to. DTP handles multi-page documents far better with a display whereby a click takes you to a page and what is placed on that page stays there until you decide to move it. DTP files tend to be very large especially if real pictures are used.

Basic Terms 1of 5Basic Terms 1of 5 Page layout – deals first with the size and aspect of the page and the

size of page margins. Within a document it then deals with setting margins, inserting headers and footers, and the number of columns of text on a page. This can be global (affecting the whole document) or local to a particular page.

  Headers and footers – In the header and footer section, which usually

fits in the white space above and below the text, you can insert text, page numbers, time and date and in some cases autotext like ‘page x of y’. It is more usual to put chapter headings and so on in the header and page numbers in the footer although there is no rule that says you must do this.

   Inserting graphics – Most modern document processing software

allows the user to insert graphics into the document. These graphics can be pasted into a document from the clipboard or from a file. Some software supports clip-art libraries that allow the user to search for a graphic from this extensive library either on CD ROM, the hard disk or from the Internet.There are different ways in which the graphic can behave on the page. It can sit all by itself with white space above, below and to either side, but sometimes that is not the desired effect.

Basic Terms 2 of 5This effect is called ‘text wrapping’. The graphic

below has been formatted with ‘Tight’ selected from the Layout Tab in the Format Picture box in Word. The text then flows around the graphic and allows us to describe what is happening in the picture around it or down the side.

Style sheets – The style-sheet feature allows the user to vary font styles, which can then very quickly and easily be applied to sections of the document. Usually some styles (such as headings and body text) are predefined, but users should be able to amend these styles and add their own.

When creating a document some thought should be given to the choice of font; their styles and the sizes that are to be used for headings, body text and sub-headings.

 

Basic Terms 3 of 5Information management software  Text formatting – Document processing software

allows the user almost unrestricted choice of text – fonts, styles, and sizes.

  If you are producing professional-looking text you

should limit your use of font styles to two, Bold and Italic.

  Size of text can vary depending on the context of its

use. If you need a heading or headline you want your text to be large and eye -catching. If you have a document, such as a newspaper, which has multiple columns, then you need to reduce the font size slightly to allow enough words to fit on each line, to make it legible and easy for the reader to absorb.

Basic Terms 4 of 5 Font selection – Two basic categories of font are serif

and sans serif. Serif fonts are typefaces characterised by short marks stemming from the upper and lower strokes of the letters; for example, the thin-to-thick stroke transitions that can be seen on a Times font. Sans-serif fonts do not have this feature: the stroke of each character is of an equal thickness, as seen on a font like Arial or Helvetica.

Times Times Arial Arial When selecting fonts you need to be aware of two

issues relating to producing text documents; these are readability and legibility. Readability refers to how easy extended sections of body text are to read. Legibility refers to how easy short pieces of text (such as newspaper headlines) are to decipher at first glance.

 Common rules when selecting fonts are:

Basic Terms 5 of 5Choose a serif font for extended body text to make

it as easy to read as possible.Choose a sans-serif font for headings that you want

to stand out from the rest of the page.Colour use – On most occasions using colour when

word processing will be unnecessary, as you will be outputting to a black and-white printer. But on some occasions you may wish to create a poster or similar eye-catching display, and document-processing software gives you a wide choice of colour options. You can select the font colour, the colour of lines in graphics, the fill colour of graphics and different gradients and mixed patterns. Use of colour is one of the strongest features of DTP and WP software.

A standard combination of font, style, layout and colour used regularly within an organisation is called a house style.

Basic termsBasic terms Pagination – There are actually two types of pagination

within word processors and DTP software. The first kind refers to numbering pages in a document, and is often performed within the header or footer section. You can usually specify on what page you want the page numbering to start and the format of your page numbering.

  The second kind refers to dividing a document into pages.

Most word processors automatically paginate documents based on a page size that you specify. Some word processors enable you to avoid widows and orphans during pagination.

  Contents and indexing – Most modern document processing

software provides a feature to automatically create contents or index pages. Generally, if you use the built-in headings feature (in Word, headings 1 to 9) you can then use the Table of Contents or Index features (in the Insert menu in Word) and the contents will be laid out with page numbers for you. Generally you will use a contents list at the start of a document and an index at the end.  

Basic terms (cont’d)Basic terms (cont’d)Columns – You can set up columns in a document,

although in a word processor you cannot choose just one page in a multi-page document to apply the columns to. DTP programs do handle the use of columns and placing graphics, like a newspaper masthead, across the columns, without affecting the text.

 Multi-page layout – Most document production

software, whether a word processor or a DTP program, allows the user to define different page layouts (formats) within the one document. Both handle multi-page documents well, but DTP allows for more precise control over where text is placed. Generally experienced users find a DTP package better for dealing with multi-page documents once the text has been entered.

Basic Terms Inserting graphics – Most modern document processing

software allows the user to insert graphics into the document. These graphics can be pasted into a document from the clipboard or from a file. Some software supports clip-art libraries that allow the user to search for a graphic from this extensive library either on CD ROM, the hard disk or from the Internet.

  There are different ways in which the graphic can behave on

the page. It can sit all by itself with white space above, below and to either side, but sometimes that is not the desired effect.

This effect is called ‘text wrapping’. The graphic below has been formatted with ‘Tight’ selected from the Layout Tab in the Format Picture box in Word. The text then flows around the graphic and allows us to describe what is happening in the picture around it or down the side.

When creating a document some thought should be given to the choice of font; their styles and the sizes that are to be used for headings, body text and sub-headings.

Basic termsBasic terms  Text formatting – Document processing software allows the user almost unrestricted

choice of text – fonts, styles, and sizes.  If you are producing professional-looking text you should limit your use of font styles to

two, Bold and Italic.  Size of text can vary depending on the context of its use. If you need a heading or

headline you want your text to be large and eye -catching. If you have a document, such as a newspaper, which has multiple columns, then you need to reduce the font size slightly to allow enough words to fit on each line, to make it legible and easy for the reader to absorb. 

Font selection – Two basic categories of font are serif and sans serif. Serif fonts are typefaces characterised by short marks stemming from the upper and lower strokes of the letters; for example, the thin-to-thick stroke transitions that can be seen on a Times font. Sans-serif fonts do not have this feature: the stroke of each character is of an equal thickness, as seen on a font like Arial or Helvetica.

Common rules when selecting fonts are: 

Choose a serif font for extended body text to make it as easy to read as possible.

Choose a sans-serif font for headings that you want to stand out from the rest of the page. 

Colour use –But on some occasions you may wish to create a poster or similar eye-catching display, and document-processing software gives you a wide choice of colour options. You can select the font colour, the colour of lines in graphics, the fill colour of graphics and different gradients and mixed patterns. Use of colour is one of the strongest features of DTP and WP software. 

A standard combination of font, style, layout and colour used regularly within an organisation is called a house style.

Serif and San serifSerif and San serif

Informal look. Best for websites

More Formal look. Best for printing

Word Processing SoftwareWord Processing Software Data objects

characters, words paragraphs graphic objects.

Operations File menu – performed on whole files. Edit menu – cut, copy and paste. View menu – including headers and footers. Insert menu – page break, date/time, picture, etc. Format menu – format text (an extensive menu). Tools menu – Mail merge, spelling and grammar,

options and customisation. Table menu – Insert table then table operations. Window and Help much as in other Windows

applications. Formatting functions are found mostly in the format

menu and also on the icons on the menu line with B I U on it.

Desk Top PublishingDesk Top PublishingAdvanced operations and functions

◦ Page Layout◦ Headers and Footers ◦ Columns ◦ Multi-Page Layout ◦ Pagination ◦ Contents and Indexing ◦ Style Sheets◦ Font Selection – Serif v San-Serif◦ Colour use

Desk Top PublishingDesk Top Publishing

Inserting graphicsClip artScanned picturesDigital camera

Formatting graphicsHow graphic

behaves on the page

Square, tight, in front of, behind.

A graphic formatted with Tight Layout means text flows around it.

Desk Top PublishingDesk Top Publishing

Standard File, Edit, View, Window, Help.Also Layout, Type, Element Utility.

◦ most of the formatting functions here.Also a Toolbox.

◦ Arrow and Text, basic drawing tools, and a colour palette.

DTP termsDTP termsFind definitions of the following

terms: Pagination Widows/ Orphans Kerning/ leading White Space Gutters Watermarks Style sheet House Style Template – What are the

advantages and disadvantages?

DTP Menu TaskDTP Menu Task Create a 3 fold menu. 2 pages – 3 columns in each page. Front page - Name of restaurant Suitable graphic in a sensible position.

Address, Phone NoOpening times tabulated

Inside pages - Includes details of Starters -Description & price tabulated Main Courses - Description & price

tabulated Desserts -Description & price tabulated

Drinks/extras - Description & price tabulated

Back Page - Delivery charges Map – sensible size

Point to LocationYour Name & Details

Also - 1 page should show a watermark graphic with text on top, text wrap should be used on one graphic

Body text -Same font & size used Headings -Same font & size used Acceptable amount of white space

DTP Menu TaskDTP Menu Task

Important points about the menu - 1. Pupils either use Pages on a Mac or Publisher on a PC. 2. They can use a template if they want. 3. Same house style used throughout the menu - headings, main body of

text. 4. Front page must have the restaurant name, address & phone no, a

suitably sized graphic, opening times tabulated. 5. Inside pages should have starters, main courses, dessert & drinks/extras

(1 page each) 6. Back page should have a map of the location, showing enough detail,

pupil's details wrapped round an irregular shape and delivery tabulated charges.

7. Graphics - at least 1 with text wrapped round it & at least 1 used as a watermark with text on top of it.

8. Pupils can search for menus on-line & copy & paste the course & its description into their layout. (You need to see that they have set their own tabs & house style)

 

Presenting Information for Print Media - Presenting Information for Print Media -

SummarySummary Most applications are designed to produce printed output,

except for graphics and web authoring which tend to be more visual.

Word Processing (WP) and Desk Top Publishing (DTP) are classed in this group.

Differences between WP and DTP:◦ WP is used for generating text, while DTP tends to use pre-prepared

text.◦ DTP manages to handle text and graphics far more easily.◦ WP can deal with multi-page documents but DTP handles multi-page

documents far better.◦ DTP files tend to be very large, especially if real pictures are used.

Presenting Information for On-line MediaPresenting Information for On-line Media

PresentationsLarge growth in the use of s/w to create

presentations.Cost of data projectors has dropped.Presentation s/w allows the user to create a slide

show.Slides can hold a variety of multimedia objects.Slides can be sequenced - jump to using hyperlinks.PowerPoint is most popular package.

Web authoringSoftware allows users easily to make up web pages.You can drag and drop objects onto the screen.Click on icons to link graphics and media files.Deal easily with hyper-linking.File written as HTML.

Web Authoring SoftwareWeb Authoring SoftwarePage structure

◦ Individual pages linked to form a site. Incorporation of graphics

◦ Used to enhance appearance of the page.◦ Graphics should be JPEG or GIF – size matters.◦ Graphics linked to the page (not pasted in).

Presentation style◦ Font selection limited, careful use of colour.

Navigation◦ Pages linked together by Hyperlinks.◦ Set Home Page, use arrows, bookmarks,

history.Templates

◦ Use style sheets to provide common fonts, colours, etc.

Presentation SoftwarePresentation SoftwarePage structure

Individual slides follow a linear pattern, can be hyperlinked.

Incorporation of graphicsUsed to enhance appearance of the page.Graphics inserted into slide, embedded in

the page.Presentation style

Font selection vast, careful use of colour.Navigation

Move to next slide by click of mouse.Slides can be linked together by hyperlinks.

TemplatesVarious pre-prepared templates available.Can make up own template as a slide

master.

Data Handling – SpreadsheetData Handling – Spreadsheet Education

◦ Record and analyse marks and results.◦ Keeping track of budgets and financial

information. Home situation

◦ Keep track of household expenditure, track share values and even keep track of contacts.

◦ Very good at formatting output, used for printing address labels.

Financial application◦ Cash flow forecast, statement of accounts,

invoices, sales orders, purchase orders, etc. Modelling and simulation

◦ Predicting a new situation from existing one - “what-if?” analysis.

Statistical analysis◦ E.g. analysis of numerical information. Two

examples are Descriptive Statistics and Goal Seeking.

Macro use◦ A macro is a sequence of instructions that can be

used to automate complex or repetitive tasks.

Spreadsheet SoftwareSpreadsheet Software

Data Objects Cells and groups of cells Containing text, numbers, formulas.

Operations File menu – performed on whole files. Edit menu – cut, copy and paste. View menu – including headers and

footers. Insert menu – rows, columns,

worksheet, functions. Format menu – format cells including

numeric like currency as well as standard text formatting.

Tools menu – spelling protection and macros.

Data menu – Sort, filter and pivot tables. Window and Help much as in other

Windows applications. Formatting functions are found mostly in

the format menu and also on the icons on the menu line with B I U on it.

Spreadsheet SoftwareSpreadsheet Software Advanced functions

Goal seeking Automatically change values until desired

result achieved. Forecasting

Calculates or predicts a future value by using existing values.

Look-up tables Can be used to insert text in a cell depending

on a value. E.g. Grades or Pass/Fail from an exam mark.

Nested IF Using an IF function within an IF function.

Count Gets the number of entries in a range of cells

(COUNTA for text values). Macros

A sequence of instructions that can be used to automate a task.

Project ManagementProject Management The software

Used to help manage a project.Planning, monitoring and control of the

various activities or resources that contribute to its success.

Project managementIdentifying the activities that need to be

carried out to complete the project.For each activity - duration; cost; resources;

employees; inter-relationships - all need to be assigned.

Activities scheduled to ensure efficiency.Plan output as PERT or Gantt chart.

Software packagesMicrosoft Project; CA SuperProject and

Hoskyns Project Managers Workbench.

Personal Information Personal Information ManagementManagement

Personal information management software (PIM) is a type of software application designed to help users organise random bits of information.

PIMs enable you to enter various kinds of textual notes such as reminders, lists and dates - and to link these bits of information together in useful ways.

Many PIMs also include calendar, scheduling, and calculator programs.

Project ManagementProject ManagementTimelining

◦ Shows how and when a task needs to be completed before the next one starts.

Resource allocation◦ Software tools to help match up the materials,

machines, people and money.◦ Maximising profits or achieving best quality.

Gant and PERTT charts◦ Gant shows timings of each activity in a chart.◦ PERTT shows relationship between activities.

Optimisation & Critical Path Analysis◦ A mathematical process concerned with the

optimisation of time.◦ Used for very complicated processes (managing a

production line).

Personal Information Management (PIM)Personal Information Management (PIM)

Such as Microsoft Outlook:◦ Contacts - can be thought of as a very

comprehensive address book.◦ Calendar - lets the user keep a diary of

events, meetings, appointments and activities.

◦ Task list - also called a “To-do list”. It keeps a list of all the tasks that require to be carried out and reminds the user when each task is due to be completed.

◦ Communication – e-mail. Most PIM applications support sending, receiving and management of emails.

Evaluation of SoftwareEvaluation of Software

Range of Data Objects Are the objects appropriate to the software? e.g. graphics and audio files important for web

design.Range of Operations

Appropriate to software – database should have good search and sort and reporting.

Formatting Functions Look at fonts, style, graphics handling, paragraphing,

text wrap, numerical formats, etc.HCI

Use of keyboard commands, menus, toolbars and icons.

Help and Tutorials Most packages have on-line help and tutorials. Often displayed as web pages but are NOT on the

Internet.