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Computer applications for everyone, part 2

Computer applications for everyone, part 2

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Published by Hany Kheir
Word processing, spreadsheet and database software packages.
Word processing, spreadsheet and database software packages.

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Published by: Hany Kheir on May 07, 2009
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06/23/2010

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 VePi NewslettersThe micro-computers (PC) Div. The applications section Number:2
Word processing software:
Word processing software is used to produce documents that require moderate toextensive typing with simple diagrams or graphics. The examples for such documentsare: covering letters, reports, resumes,...etc. The examples for such packages are: WordPerfect, Microsoft Works or Word. Most of the available packages (for the PC) areWindows based. Certain packages have the capabilities so that they can reach the level of Desk Top publishing functionality. Answer to question 8 gives more details regardingDesk Top publishing software. Certain packages have the ability to merge with bases to produce letters and envelopes from mailing lists. Details about Base programs are givenin the answer to question 7. The main elements that may constitute the main menu of atypical word processing software (each of these headings will have subheadings and may be sub-subheadings) are: FILE,EDIT,VIEW,INSERT,FORMAT,TOOLS,OPTION,SELECT. In this and the next 2 levels, the basic functions of each of these menu elementswill be covered. The file item will have the following options underneath it: NEW (whichgives a blank sheet, for the user to start entering/typing the requireddocument/characters), OPEN (which opens an existing file i.e. a file that had been previously created with the New subheading and saved to the mass storage device - harddisk), SaveAs (after finishing typing, drawing or entering the for the first time into thenew blank sheet on the screen, you use this option to save the file under the name youchoose), SAVE (to save what you have on the screen under the existing name).The commonly available menus of word processing software packages may have(continuing from level I): under menu element FILE, the user will have Page Setup whichsets the margins of the page (top, bottom, right & left), paper (8.5 by 11 or A4 size,...etc.),PaperSource (in tray,..), Layout (portrait or landscape), Print Preview (shows on thescreen how the printer will print thedocument), Print (gives the user the options to set the name of the printer, paper range & properties of the printed material). Under the EDIT menu there are the followingsubmenu elements: Undo to cnacel the previous action before undoing what is done (eg.delete a picture, a typed line,..etc.), Cut removing what is highlighted from the documentthe user is working on and putting it in the clipboard, which is a portion of the memory of the computer) Copy (copying the marked or highlighted portion of the document into theclipboard), Paste (pasting i.e. putting what is stored in the clipboard into the documentinfornt of the user at the cursor position), note that each time you use Cut or Copy youerase the content that has been previously stored, Paste Special (gives the user the optionto paste what is stored in the clipboard as formatted, unformatted characters, picture or asan object), Clear (deletes letters or digits to the right of thecursor postion or thehighlighted parts in the document),Select All (selects everything in the document byhighlighting all the lines), Goto (shows on the screen and put the cursor in the selected page or section or line or graph or object), Find or Replace (allows the user to find thefirst occurence of a word or sentence he enters into the dialog box, it also gives him theoption to find and replace what is found). Under the VIEW menu element, the followingmay be found: Tool bars (gives the user the choice of displaying certain tool bors on thescreen), Ruler (shows the ruler on the screen), Headers & Footers (opens the header or 
 
footer box where the user can enter the information to be shown in the header or footer of each page, incuding date, page number,..etc. as well as allowing the user to format theinformation entered), Footnotes (to allow the user to enter a footnote into a document),Zoom (enlarge the document displayed on the screen or showing the document as fullscreen without any menus or tool bars). Under the INSERT menu item the user may findany of the following: Break (a page or section or column break), Page # (a page number with the following options: position, alignment & format), Date/ Time (gives the user theoptions of formatting, using which language and the calendar), Autotext (automatingcertain elements in a document - letter- attention line, closing, reference line, salutation,Picture (from a file or or any other suitable location on the hard drive likeautoshapes,..etc.), Text Box (inserts it at the cursor location where the user can enter textand adjust the size of the box), Object (from other application -DDE- where modifyingsuch portion of the document will invoke the original application). Level III will cover FORMAT, TOOLS, SELECT & OPTIONS.The FORMAT menu element may have the following submenu items: Font which allowsthe user to choose the font name (for latin or any other available language), style (bold or italics,..etc.), size (in points), colour of text, underline options (single, dashed..etc.),effects options (strikethrough, superscript, ³subscript, emboss, engraved,..etc.), character spacing (scale in percent, spacing by points& position from horizontal imaginary line in point) and animation; Paragraph allows theuser to set the direction of the line typed (if more than one language can be entered by the program), alignment, indentation, apacing, line & page breaks and tabs; Bullets &numbering allows the user to select the bullet look and the line number format; Borders& shading allows the user to select the setting, style, application of borders, page border & shading (fill, pattern style & colour); Columns allows the user to preset or set thenumber of columns / page to 1 or 2 or 3, left or right, width & spacing of columns andapplication to (paragraphs, pages,..etc.); Autoformat allows the program to format theuser document using a list of actions to be done on the document, to improve the overalllook of the document, Style gallery gives the template name & the option of reviewingthe document or an example with each style type. The TOOLS menu may have thefollowing submenu items: Spelling & Grammar checks the spelling and grammar in thedocument & gives suggestions to change or other options like ignore or add;Page count gives the number of pages, word number, characters (with or without spaces)number, paragraphs & number of lines; Autosummarize gives the following options to theuser: the type of summary, the summary to be highlighted on the document itself or createa new document & put the summary in, insert an executive summary to the top of thedocument, the length of the required summary as a % of original; Merge document allowsthe merge of 2 word processing documents; Mail merge allows the insertion of certainfields in the main document (from a base file) like the name/the/address/the companyname; Envelopes & labels allows the printing of the envelopes and labels using the user input or an electronic address book; Macros & programming allows the automation of certain processes (like key strokes, appearance of the screen,.etc.) and storing suchautomated activities in the document file. The SELECT menu item may have thefollowing subitems: Text allows the user to select (highlight) the certain lines as a firststep in performing some action on the highlighted characters or lines like copying or cutting; All highlights all the document (is shown on the screen through the reverse videotechnique); Goto/Find/Replace function the same way as previously mentioned. The
 
OPTIONS menu item may have the following subitems: Settings allows the user tochange the screen appearance according to his preferences including the status bar, tool bars, ruler, guidelines,..etc, decide on the units of length measurement used (on the screeni.e. inch, cm, pixel..etc.).
Spread sheet software:
Spread sheet software packages are used mainly by engineers, economists, or accountants, where manipulations of numbers, calculations and the production tables arethe primary purposes of using this package type. With this software the user can performthe different What-if senarios by changing certain number in the spread sheet andobserve, instantly, its effect on other related numbers in the work sheet. House wives canuse this package to run the budget of their households. The examples for such packageswill include: Lotus 123, Quatro Pro and Excel. For a typical software package operatingunder Windows platform on a PC, the following main items may be seen on the mainmenu of the program: FILE, EDIT, BLOCK, , TOOLS, GRAPH, PROPERTY, VIEW,INSERT and FORMAT. The file entry may have underneath it the following options: NEW (which will give the user a blank i.e. new work sheet), OPEN (which enables theuser to open an existing file - worksheet - to add to or modify), CLOSE which will closethe file without saving the changes made from the last SAVE command), SAVE (whichwill save the document i.e. worksheet including all the changes or additions made up tillthis point), SAVEAS (save the worksheet on the screen under the name the user will enter at the prompt i.e. in the dialog box), PRINT PREVIEW (will show the user what he willget on the printer, if he gives the command PRINT to the machine), PRINT (will print therange to the printer i.e. producing a hard copy of what indicated on the screen), PAGESETUP (enables the user to enter the page setup eg. margins, size,...).The last important item that may be found under FILE is Printer Setup (which gives theoptions to the user to select the printer, the port to which the printer is connected or toredirect to file - rather than to the printer port) Under the EDIT menu, there may be thefollowing sub-menu items: Undo (revert to the condition before the lastchong/modification/typing,..etc.), Cut (remove the highligted portion from the workingdocument and put it in another location in the RAM, whrere it can be put - pasted- intoanother portion of the current document or a new one), Copy (copies the highlighted portion in the current document into the RAM where it can be used later), Paste (takingwhat has been copied into the clipboard -RAM- to the current document at the positionindicated by the cursor), Clear (delete all highlighted ), Paste Special (gives the user theoptions of choosing to paste formula or value only avoid pasting blanks,..etc.), PasteFormat (the pasted information will iclude formatted ), Goto (page, cell, column, row),Search & Replace (searches the first occurence or all occurences of the inputted by theuser and replace it or them with the specified by the user), Define Style (for thedifferent styles eg. normal, currency, heading 1, heading 2,..etc. indicate the properties eg.alignment, format, protection, shading, text colour,..etc.). For the BLOCK menu item, thefollowing can be found underneath it: Move (the user indicated from which cell range-block- to which block of cells), Copy from which block to which one), Insert (allows theuser to enter rows, columns, files & pages), Delete (allows the user to remove full rows,columns or pages), Fill (allows the user to automatically fill blocks, rows or columns withnumbers depending on the series selected by the user), Names (allows the user to createnames to certain areas - ranges or blocks- of the worksheet to facilitate the manipulationof ; it also allows the user to delete unwanted names or all names), Transpose (exchange

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