Module 5.3.2

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Module 5.3.2

• Applications Software used for Presentation and
  Communication of Data

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Word Processing

• Wordwrap
• The ability of the software to know where the
  edge of the page is and to place a soft return at
  the end of the line
• If words go across two lines, they can be
  hyphenated
• Standard formats/templates)
• Styles to create a standard approach to documents
• Templates allow a standardised document
• Areas for user input

3
Desktop Publishing

• Rotate
• Images and text can be rotated through any angle
• Flip
• Images can be flipped vertically, horizontally,
  or mirrored
• Arrange/layering
• Individual frames can be laid out on a page and
  arranged as individual entities. If necessary,
  frames can be layered placed on top of each
  other
• Grids
• Allows text and image frames to be positioned
  exactly on the page
• Used in design to isolate areas of the page for
  specific features
• Workspace
• Area around the page where ideas can be developed
• Images and text can be placed in the workspace
  for later use

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Users of Word Processing

• Different users have different requirements
• Examples of types of users
• Secretaries
• Scientific Authors
• Type Setters
• Translators
• Examples of features that can be changed to suit
  users
• Dictionary
• Templates
• Language of software
• Import and export filters available
• Range of fonts and sizes
• Range of clipart
• Type of table of content and index

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Mail Merge

• Requirements
• Main Document
• This is the standard letter with gaps for user
  specific information
• Into the gaps, field identifiers are placed -
  ltFirst_Namegt, ltSurnamegt for example
• Database
• Tables of data to be placed into main document
• Tables set out with headings of field identifiers
• Form Letter
• The document of the standard letter with the data
  from the database included
• For each field in the database, a new letter is
  created

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Mail Merge The Documents
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Mail Merge Completed
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Mail Merge Word Fields

• ASK
• Prompts the user to enter information and stores
  it in the document. It can then be used in many
  locations for example it could ask your name
  and then uses it several times
• FILL-IN
• Prompts you to enter text. The response is
  printed in place of the field. The data you
  enter can only be used once
• IF..THEN..ELSE
• Decision structure used to make choices IF
  Sex is Male THEN Mr ELSE Ms
• NEXT RECORD
• Moves the current selection to the next record
  (each record is usually contained on a different
  page)
• SKIP RECORD IF
• If a value in the Next record meets a value it
  can be skipped If Balance Owing lt0 then do not
  send threatening letter

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Mail Merge The Applications

• Standard letters
• Overdue accounts
• Change of address
• Mail shot
• Competitions
• Surveys
• Reports at school
• Any document with standard information

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Mail Merge The Benefits

• Easy to change text for all letters
• Very quick to produce thousands of letters
• Only need to proofread a single letter to know
  that all the others are correct
• Can re-use data collected for other purposes
• Christmas card list can be used for moving list
• Single data store reduces errors

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Features of a Standard Document

• Memo
• Informal document usually contains from and to
  and date with a subject heading. Can be written
  in note form, usually internal use only
• Letter
• Contains address of sender and recipient, date
  and salutation. Formatting is standard
  paragraphs and ends with a signature
• Report
• Formal document usually with a standard layout.
  Requires table of contents/index and may contain
  a combination of text and graphs
• Can include the use of footnotes and contain
  references at the end

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Features of a Standard Document

• Character
• Single item on a page, may be letter, number or
  symbol (wingdings). Each character can be
  formatted separately
• Paragraph
• Text which continues until a hard carriage return
  is met. All the text can be manipulated as a
  single unit
• Section
• Breaks up a document into different parts by the
  use of section breaks. Allows you to format each
  section independently (change page orientation
  for each section for example, or add columns)

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Features of a Standard Document (Cont.)

• Frame
• Allows a page to be split into pages (frames) and
  each frame contains different items and can
  remain on the page separate from the main
  document. Used for headers and footers and index
  pages.
• Frames can be confused with Text Boxes (in
  previous versions of Word, the term frames meant
  a text box. A text box contains text that can be
  manipulated and positioned on a page
  independently of the standard text.
• Drawing Object
• Clipart or pre-created pictures can be added to a
  page. Can also add organisational charts. Text
  can be wrapped around images in different forms
  and they can be layered. Also the option to
  create own shapes and lines with arrows, etc.
• Can change the size of the picture and anchor it
  to a place in the document. Also crop
  facilities.
• Page formatting
• Can format text and page size, style, shape,
  kerning, spacing, etc, and add columns, page
  orientation, margins.

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Features of a Standard Document (Cont.)

• Headers and Footers
• Appear at the top or bottom of every document
  can be limited to sections. They can be used to
  contain page numbers, titles and date last
  modified amongst other things
• Footnotes
• Allow a reference within the text to be expanded
  upon in the footer. Referenced by number.

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Attributes of Documents

• Character
• Individual letter/number on page
• Can be hidden non printing characters such as
  spaces, character returns, tabs, form_fields
• Paragraph sections
• Each paragraph section can have different
  properties/formatting
• Frames
• Can be text or image
• Area on the page which is moveable around the
  page
• Headers and Footers
• Appear on the top/bottom of every page (or
  section)
• Used for titles, section headings, names of
  authors, page numbers
• Footnotes
• Identifiers in the text that lead to expanded
  text in the footer
• Identifiers are usually numbers

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Modify Document for User/Task

• Business Formatting
• Project layout
• Team follows a consistent layout which identifies
  sub headings, etc
• Use of frames and groupings to highlight areas to
  be filled in
• Minutes of meetings
• Can highlight discussion, resolutions and actions
  separately
• Templates
• Regularly produced items set up in advance
• Newsletters
• Weekly diaries
• Casual
• E-mail
• Spellings, formatting, background layout
• Memo
• Casual style different from formal letters

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Needs of a User

• Visually disabled (including seniors) and young
• Clear font
• Size of font
• White space on the page
• Business Users
• Common identification of headings
• Magazines/Newspapers
• Common text layout, font and font size
• Meets user expectations
• Familiarity

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Reformatting Text

• Changing the appearance of the document to suit a
  different set of users
• Turning tables of numbers into graphs
• Using pictures instead of text
• Rearranging objects on the page
• Cut and Paste
• Drag and drop
• Group objects together as a single entity and
  work with the entity by drag and drop or cut and
  paste

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Merits and Drawbacks and Clipart and Image
Libraries

• ClipArt
• Disadvantages
• Limited to what is available
• Quality of clipart is variable
• Advantages
• Cost of clipart is cheap/free
• Image libraries/Thumbnails
• See all images in one go click on image to see
  greater detail
• Collect like images together
• Select a range of images and view them as a
  slideshow
• Can take a long time to load
• Many images in library may not be required
• Can create own image libraries

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Creation of Graphic Images

• Animation
• Many single images created and then shown in a
  sequence with a time delay in between
• Create from scratch
• The entire picture is drawn using a selection of
  drawing tools
• Create from template
• Standard template which is subsequently edited
• Edit existing picture
• Utilisation of graphics tools to change existing
  picture
• Resources
• Editing package
• Input device digital camera, scanner, web link,
  CD, etc

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Vector v Bitmap Graphics

• Difference between vector and bitmap graphics
• Vector
• Information about image held as geometric data,
  e.g, start point, end point, thickness of line
  and colour
• Device dependent
• Allows images to be stretched and reduced with no
  loss
• Bitmap (known as pixel based)
• Image stored as pixels
• By altering colour of each pixel causes changes
  in the image
• Based on display adapter
• Blurring caused by stretching/enlarging image
• Suitability for different applications
• Vector used for CAD programs requires large
  processing power
• Bitmapped used in web based images (smaller size)

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Graphic Libraries

• Use of Graphic Libraries
• Kitchen design
• Cartography
• PCB design
• Network design
• Web pages
• Collection of specific images related to topic
• Specialist software developed with manufacturers
  to produce images
• Freeware v purchasing images
• Images can be edited for individual projects

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Creation of Images

• Brush
• Different types of brush can be emulated
• Pointer serves as brush varies density,
  opaqueness and hardness
• Draws lines
• Fill
• Objects can be filled in with a colour. Outlines
  can be set and everything within the outline
  filled
• Shade
• Difference between light and dark in an image.
  Some packages have the ability to determine the
  position of a light source and work out the shade
  created by objects
• Shape
• Choice of different shapes circle, oval, square
  can be drawn. Choice of line thickness and
  colour and fill colour

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Creation of Images

• Layering
• Placing of one part of the image on top of
  another creating an overlap
• Parts of an image can be made transparent and
  this allows the underlying image to show through
• Rendering
• Adding a skin or texture to a wire frame model.
  Building a 2D bitmapped image from the
  information contained in a 3D wire frame
• Contrast
• The difference between the light and dark areas
  of an image
• Gamma
• The range of colour values a monitor, camera,
  printer, scanner, etc can display
• Size
• The image itself can be resized enlarged or
  reduced and the canvas size can also be enlarged

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Creation of Images (Cont.)

• Orientation
• Set-up - Landscape or Portrait of the page
• Quality
• Relating to colour depth of the image. This is
  related to the display adapter. Can increase or
  decrease the colour depth (increases the file
  size of the image)
• Repeating pattern
• Tessellation used in the image. A single pattern
  can be copied and then pasted/rotated within the
  image to create patterns
• Negative
• Turn the image into a negative image every
  colour is reversed to its opposite colour on the
  colour wheel

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Creation of Images (Cont.)

• Posterize
• Flatten all the layers within a picture to make
  it like a poster. A technique used by Andy
  Warhol
• Edge
• Allows the edges of an image to be enhanced (by
  contrast) and picked out
• Soften
• To reduce the sharpness of an image by decreasing
  the contrast of adjacent pixels
• Sharpen
• To bring an image into better focus by increasing
  the contrast of adjacent pixels

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Creation of Images - HSL

• Hue
• Hue is what distinguishes one colour from another
• Think of Hue as WHICH colour of the rainbow you
  are defining. It is the actual colour of the
  object
• Tone saturation
• Think of Saturation as HOW MUCH colour, or the
  'purity' of the colour
• Luminance (Brightness)
• Think of Luminance as HOW BRIGHT the colour is

Original Image
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HSL in Black and White
Hue Saturation Luminance
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Adjustment examples
Original Contrast 100 16 colours Negative 64K
colours
Edges enhanced Posterized Softened
Sharpened
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HSL adjustments
Hue Saturation Luminance
Rotate by 180 Saturation 100
Luminance 100
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Features of Multimedia

• Sound
• Noises could be transition noises, background
  sound
• Video
• Moving images and sound combined
• Animation
• Set of single images run together with a slight
  time lag between each image
• Slide Transition
• Method of moving from one slide to another
• Hyperlinks
• Text or graphic which can be clicked and leads to
  another page Allows non-linear traversing of show

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Features of Multimedia (cont.)

• Hotspots
• Parts of an image where different parts of the
  image are different hyperlinks
• Forms
• Data entry areas text, list boxes, option boxes
  where information can be collected
• Scripts
• Code which can enhance slideshows and web pages
  validation, helpful messages, redirection,
  counters, discussion boards, chatrooms, etc

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Use and Purpose of Multimedia Presentations

• Kiosk Applications
• Information Tourist Information
• Make-up (Boots)
• Information giving
• Presentations
• Training
• Sales
• Demonstrations

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Different Types of Presentation

• OHT
• Can be black/white or colour printed
• Required direct user input to change slide
• Slides can become damaged finger pints
• Can skip slides and go back with little trouble
• Slideshow
• Computer required
• Difficult to skip slides
• Animation music/sound, video
• User interaction permitted
• For both
• Consistent layout
• Standard fonts and colours

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Creating and Uploading Web Pages

• Hypertext authoring software
• Wizards built in
• WYSIWYG Editing
• Inbuilt ability to upload to site
• Automatically check links and change them as
  required
• Specific tools for internet publication
• Ability to edit HTML directly
• Standard applications software and converting
  automatically
• Available to all levels of users
• Creates messy code
• Not compatible with all browsers
• Limited tools and wizards

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Different Modes of Slide Navigation

• Buttons
• Click a button which can move to next slide or a
  set slide
• Control over the slides
• Not limited to sequential journey through the
  slides
• Automatic Transition
• After a period of time the slide automatically
  moves to the next
• Used in kiosk applications where there is no user
  interaction
• Not suitable for verbal presentations
• Manual Transition
• Click the mouse to move to a next slide
• Click a button or image
• Useful for presentations
• Need user input to view the presentation