C. Demetriou (2009) 13 October 2009 1
ž Word Processor
ž Spreadsheet
ž Desktop Publishing (DTP)
ž Database
ž Web Authoring
Remember - Do not use brand
names in your exam answers!
C. Demetriou (2009) 13 October 2009 2

ž Letter writing
ž Memo writing
ž Reports
ž Mail Merge
Word processors have replaced the use of
pen and paper and typewriters in many
businesses
C. Demetriou (2009) 13 October 2009 3
ž Graphs / Charts
ž Data Pattern analysis
ž What IF scenarios
ž Modelling
Spreadsheets perform complex calculations
and are capable of producing graphs and
charts to represent data.
C. Demetriou (2009) 13 October 2009 4

ž Flyers
ž Brochures
ž Magazines
ž Posters
ž Business Cards
Allows you to combine text and images to
create a publication. These packages focus
on the manipulation and accurate positioning
of graphical objects on a page.
C. Demetriou (2009) 13 October 2009 5
ž Data Handling
ž Sorting / Searching
ž Reporting
ž Relationships
Allows you to manage company data in an
effective manner. You have the ability to
search (query) data then represent it in a
report suitable for printing
C. Demetriou (2009) 13 October 2009 6

ž Creation of web pages
ž HTML
ž FTP
ž Site Maps
ž Hyperlinks
Allows you to create web pages in using a GUI.
The application creates the HTML code behind
the page. The applications can also provide
functionality to upload and download web data
as well as manage site maps.
C. Demetriou (2009) 13 October 2009 7
ž school administration and teaching
systems
ž stock control
ž booking systems
ž on-line training systems
ž Timetabling route finding systems
ž customer records systems
ž on-line banking systems
C. Demetriou (2009) 13 October 2009 8

ž Definition:
› Automatic creation of preset templates using guidance
from user
› By asking the user some questions, a wizard provides help in
making the best use of the available facilities
ž Advantages
› Speed with which tasks are completed
› Different formats to choose from
› User friendly approach to creating a complex
document/application
ž Disadvantages
› User is unable to deviate from the template without
experience
› Similarity of appearance to other documents/applications
› Limited by options available in wizard
C. Demetriou (2009) 13 October 2009 9
ž Definition:
› A set of guidelines stating how text should be formatted in
specific situations – for example, headings must be Times New
Roman, size 30, Bold and Centered
ž Advantages
› Known format saves time and errors and gives unified approach
to documents
› Styles can be used to create tables of contents and indexes
ž Disadvantages
› You may apply the style but not wish it to be used in a table of
contents
› It is easy to change the appearance of a style and later the
appearance of a document
C. Demetriou (2009) 13 October 2009 10

ž Definition:
› A template is a page that has been set up with a specific layout and
text formatting prior to use
ž Advantage
› Formal layout which others can fill in
› Consistent application of styles
ž Disadvantages
› Limited to the template
› If changed only changes subsequent documents, not previous ones.
ž What does a template cover
› Formatting – font size, colour, style
› Page formatting – margins, size, layout
› Inserting text – standard words, date time, etc
› Graphics – standard logo, correct position
C. Demetriou (2009) 13 October 2009 11
ž Definition:
› A sequence of instructions defined as a single element. When a
macro is called the sequence of instructions is used
ž Advantages
› Time is saved as one instruction can run an entire sequence
› Errors are reduced as the instructions are run automatically and
are the same every time
› Allow a limited degree of programmability to applications to
make them more efficient for their environment - customisation
ž Disadvantages
› Rely on the same starting point
› Require technical expertise to write and debug
C. Demetriou (2009) 13 October 2009 12

ž Templates give a standard format – very useful for
corporations requiring a unified approach to
documents
› Remove the possibility of choice from users
› Saves time by providing base document (e.g. solicitors’ letters)
ž Macros can be used to format documents in a
specified way, or add required information to all
documents – headers and footers for example
› User can add required information with the click of a single
button
› Can be used to take information from the user and create
templates based on answers
C. Demetriou (2009) 13 October 2009 13
ž Buttons, forms, menus and macros:
› Buttons can take the user to the specified page or run the
selected action – buttons to sort, search, add, delete, etc
› Menus allow the user to choose their actions – they limit
and direct the user to selected options
› Forms: items include drop down boxes for data selection,
option buttons, automatically fill in boxes - enter postcode
and town, street and county appear, jump to first letter
entered in a drop down box, etc
ž Benefits:
› User entry is simplified leading to less mistakes and better
use of time
› For novice users, the system is uncomplicated and they
are unlikely to make mistakes
ž Problems:
› If they go wrong, many problems result.
› Starting point may not always be the same
› Option may not be on the menu or button
C. Demetriou (2009) 13 October 2009 14

ž Consistent Style:
› Different documents can be identified by their style: Memo,
appointment, redundancy letter, etc
› Unified approach to members of the public – professional
impression
› Information will not be missed off if a style is followed
› Headed paper can be used
› Corporation colour scheme utilised
› Team of designers is paid to develop the consistent style – waste
of money if not followed
› Different people can work on parts of the same document and
use the same style, thus allowing integration of several
documents from different teams in the same presentation
C. Demetriou (2009) 13 October 2009 15
ž What is the house style for:-
› Coca-Cola
› Apple
› O2
› Orange
› Vodafone
› Talk Talk
› Asda
› Tesco
C. Demetriou (2009) 13 October 2009 16

ž Necessity:
› Different applications store different information in different
formats
› The operating system knows what program to start up when you
double click the file
› Different file types store different information – database,
spreadsheet, etc
› Use of file: is the information within the file important or the
presentation of the information
ž Relative advantages:
› Text files: RTF and TXT is readable by most applications
› Databases: CSV and TSV are standard database and
spreadsheet files
› Graphics: JPG, PNG, GIF, BMP are standard formats
C. Demetriou (2009) 13 October 2009 17
ž Converting File Types
› To read a file in a program in which it was not created, it is
necessary to convert it
› There are a group of file types which are particularly suited to
being read by other packages:
– Text: RTF, TXT
– Spreadsheets: CSV, TSV
– Database: DBF , CSV
ž Importing/Exporting
› To convert, you need to export from one package in the
specified format and input into the other using the middle format
– Existing package:
– Convert to new format
– Export to new file
– New package:
– Import file
– Convert to appropriate format
– Save file in new format
C. Demetriou (2009) 13 October 2009 18