Tomorrow’s Technology
and You
8th Edition
© 2008 Prentice-Hall, Inc.
Slide 1
Tomorrow’s Technology
and You 8/e
Chapter 5
Productivity Applications
© 2008 Prentice-Hall, Inc.
Slide 2
Tomorrow’s Technology and You 8/e
Chapter 5
Objectives
 Describe how word processing and desktop publishing software
have revolutionized writing and publishing.
 Discuss the potential impact of desktop publishing and Web
publishing on the concept of freedom of the press.
 Speculate about future developments in word processing and
digital publishing.
© 2008 Prentice-Hall, Inc.
Slide 3
Tomorrow’s Technology and You 8/e
Chapter 5
Objectives (continued)
 Describe the basic functions and applications of spreadsheets
and other types of statistical and simulation programs.
 Explain how computers can be used to answer “What if?”
questions.
 Explain how computers are used as tools for simulating
mechanical, biological, and social systems.
© 2008 Prentice-Hall, Inc.
Slide 4
Tomorrow’s Technology and You 8/e
Chapter 5
Doug Engelbart Explores Hyperspace
 Doug Engelbart
 One of the pioneers of the computer hardware and software
 In 1968, he demonstrated his Augment system:








Mouse
Video display editing
Mixed text and graphics, windowing
Outlining
Shared-screen video conferencing
Computer conferencing
Groupware
Hypermedia
© 2008 Prentice-Hall, Inc.
Slide 5
Tomorrow’s Technology and You 8/e
Chapter 5
The Wordsmith’s Toolbox
Working with a word processor involves
several steps:






Entering text
Editing text
Formatting the document
Proofreading the document
Saving the document on disk
Printing the document
© 2008 Prentice-Hall, Inc.
Slide 6
Tomorrow’s Technology and You 8/e
Chapter 5
The Wordsmith’s Toolbox
 Entering, Editing, and Formatting Text
 Entering text
 Text is displayed on the screen and stored
in the computer’s RAM.
 Save your work periodically because RAM is
not permanent memory.
 Editing text




Navigate to different parts of a document.
Insert or delete text at any point.
Move and copy text.
Search and replace words or phrases.
© 2008 Prentice-Hall, Inc.
Slide 7
Tomorrow’s Technology and You 8/e
Chapter 5
Word Processors and Other Word Tools
Formatting commands
Formatting characters
• Characters are measured by point size
(one point = 1/72 inch).
• A font is a size and style of typeface.
• Serif fonts have serifs or fine lines at the
ends of each character.
• You can use monospaced fonts and
120 pts
proportionally-spaced fonts.
80 pts
20 pts
A
40 pts
A
© 2008 Prentice-Hall, Inc.
A
A
Arial
Bradley Hand ITC
200 pts
A
Slide 8
Tomorrow’s Technology and You 8/e
Chapter 5
The Wordsmith’s Toolbox
 Formatting paragraphs involves:
• Margin settings
• Line spacing
• Indents
• Tabs
• Justification
© 2008 Prentice-Hall, Inc.
Slide 9
Tomorrow’s Technology and You 8/e
Chapter 5
The Wordsmith’s Toolbox
 Formatting the document
•
•
•
•
•
•
•
•
Stylesheets
Headers and footers
Multiple variable-width columns
Graphics
Automatic editing features
Hidden comments
Table of contents and indexes
Coaching and help features
(sometimes called wizards)
• Conversion to HTML for Web
publishing
© 2008 Prentice-Hall, Inc.
Slide 10
Tomorrow’s Technology and You 8/e
Chapter 5
Word Processors and Other Word Tools
Rules of Thumb: Word Processing Is Not Typing
 Use the Return or Enter key only when you must.
 Word wrap moves text to the next line.
 Use tabs and margin guides, not the spacebar, to
align columns.
 WYSIWYG is a matter of degree.
 Text that looks perfectly aligned onscreen may not line
up on paper.
© 2008 Prentice-Hall, Inc.
Slide 11
Tomorrow’s Technology and You 8/e
Chapter 5
Word Processors and Other Word Tools
 Don’t underline.
 Use italics and boldface for emphasis; italicize book and journal titles.
 Use only one space after a period.
 Proportionally-spaced fonts look better without double spaces.
 Take advantage of special characters.
 Bullets (•), em dashes (—), and curly or smart quotes (“ ”) make your
work look more professional.
© 2008 Prentice-Hall, Inc.
Slide 12
Tomorrow’s Technology and You 8/e
Chapter 5
The Wordsmith’s Toolbox
Outliners and Idea Processors
are effective at:
 Arranging information into
levels
 Rearranging ideas and levels
 Hiding and revealing levels of
detail as needed
© 2008 Prentice-Hall, Inc.
Slide 13
Tomorrow’s Technology and You 8/e
Chapter 5
The Wordsmith’s Toolbox
 Digital References
 Dictionaries, quotation books,
encyclopedias, atlases, almanacs, and
other references are now available in
digital form.
 The biggest advantage of the
electronic form is speed.
 The biggest drawback is that quick
and easy copying might tempt writers
to plagiarize.
© 2008 Prentice-Hall, Inc.
Slide 14
Tomorrow’s Technology and You 8/e
Chapter 5
The Wordsmith’s Toolbox
Synonym Finders
 A computerized thesaurus
can provide instantaneous
feedback for synonyms
© 2008 Prentice-Hall, Inc.
Slide 15
Tomorrow’s Technology and You 8/e
Chapter 5
The Wordsmith’s Toolbox
Spelling Checkers
Compare words in your
document with words in a
disk-based dictionary
 Words might be flagged,
but you make the decision
to ignore or change the
spelling.
© 2008 Prentice-Hall, Inc.
Slide 16
Tomorrow's Technology and You 8/e
Chapter 5
The Wordsmith’s Toolbox
Grammar and Style Checkers
 Analyze each word in context,
checking for errors of content
 Check spelling
 Point out possible errors and
suggest improvements
 Analyze prose complexity using
measurements such as sentence
length and paragraph length
© 2008 Prentice-Hall, Inc.
Slide 17
Tomorrow’s Technology and You 8/e
Chapter 5
The Wordsmith’s Toolbox
 Form Letter Generators
 Mail merge capabilities produce personalized form letters.
 Create a database with names.
 Create a form letter.
 Merge the database with the form letter to create a personalized letter.
 You can incorporate custom paragraphs based on the
recipient’s personal data.
 Each letter looks as if it were individually written.
© 2008 Prentice-Hall, Inc.
Slide 18
Tomorrow’s Technology and You 8/e
Chapter 5
The Wordsmith’s Toolbox
 Collaborative Writing Tools
 Groupware: software designed to be
used by a workgroup
Provides for collaborative writing
and editing
Tracks changes and identifies them by
the originator’s name
Compares document versions and
highlights differences in documents
© 2008 Prentice-Hall, Inc.
Slide 19
Tomorrow’s Technology and You 8/e
Chapter 5
Emerging Word Tools
 Processing handwritten words
 Processing words with software that can reliably recognize
human speech
 Anticipating a writer’s needs, acting as an electronic editor or
co-author
© 2008 Prentice-Hall, Inc.
Slide 20
Tomorrow’s Technology and You 8/e
Chapter 5
The Desktop Publishing Story
What Is Desktop Publishing?
The process of producing a
book, magazine, or other
publication includes several
steps:
 Writing text
 Editing text
© 2008 Prentice-Hall, Inc.
Slide 21
Tomorrow’s Technology and You 8/e
Chapter 5
The Desktop Publishing Story
 Producing drawings, photographs, and
other graphics to accompany the text
 Designing a basic format for the
publication
 Typesetting text
 Arranging text and graphics on pages
 Typesetting and printing pages
 Binding pages into a finished publication
© 2008 Prentice-Hall, Inc.
Slide 22
Tomorrow’s Technology and You 8/e
Chapter 5
The Desktop Publishing Story
 With modern desktop publishing technology (DTP), the
production process can be accomplished with sophisticated tools
that are affordable and easy to use.
 A desktop publishing system generally includes:
 One or more Macs or PCs
 A scanner
 Transforms photographs and hand-drawn images into computer-readable
documents
 A high-resolution printer
 Software (see next slide)
© 2008 Prentice-Hall, Inc.
Slide 23
Tomorrow’s Technology and You 8/e
Chapter 5
The Desktop Publishing Story
Desktop publishing software:
 Image-editing software
 Page-layout software combines the
various source documents into a
coherent, visually appealing publication
• QuarkXpress
• PageMaker
• Adobe InDesign
© 2008 Prentice-Hall, Inc.
Slide 24
Tomorrow’s Technology and You 8/e
Chapter 5
The Desktop Publishing Story
Creating Professional-looking Documents
 Rules of Thumb:
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
Plan before you publish.
Use appropriate fonts.
Don’t go style-crazy.
View your document through your
reader’s eyes.
 Learn from the masters.
 Know your limitations.
 Remember the message: “The purpose of publishing is communication;
don’t try to use technology to disguise the lack of something to
communicate.”
© 2008 Prentice-Hall, Inc.
Slide 25
Tomorrow’s Technology and You 8/e
Chapter 5
The Desktop Publishing Story
Why Desktop Publishing?
 Saves money
 Saves time
 Can reduce the number of
publication errors
 Offers new hope for every
individual’s right to publish
© 2008 Prentice-Hall, Inc.
Slide 26
Tomorrow’s Technology and You 8/e
Chapter 5
Beyond the Printed Page
Paperless Publishing and the Web
 A common prediction is that desktop publishing—and paper
publishing in general—will be replaced by paperless
electronic media.
Electronic Books and Digital Paper
 The electronic book, or ebook, is a handheld device that can
contain anything from today’s top news stories to lengthy
novels.
 Digital paper, or epaper, is a flexible, portable, paper-like
material that can dynamically display black-and-white text
and images on its surface.
© 2008 Prentice-Hall, Inc.
Slide 27
Tomorrow’s Technology and You 8/e
Chapter 5
The Spreadsheet: Software for
Simulation and Speculation
The Malleable Matrix
The spreadsheet consists of:
 Cells (the intersection
of a row and column)
 Addresses (column letter and
row number, e.g., A1, C12)
© 2008 Prentice-Hall, Inc.
Cell A1
Cell
C12
Slide 28
Tomorrow’s Technology and You 8/e
Chapter 5
The Spreadsheet: Software for
Simulation and Speculation
Spreadsheets can contain:
 Values, such as numbers and
dates
 Labels, such as column and
report headings, that explain
what the values mean
© 2008 Prentice-Hall, Inc.
Slide 29
Tomorrow’s Technology and You 8/e
Chapter 5
The Spreadsheet: Software for
Simulation and Speculation
Formulas allow you to create instructions using mathematical
expressions and commands.
+ (plus)
- (minus)
*(multiplication)
/ (division)
Sum
Average
© 2008 Prentice-Hall, Inc.
Slide 30
Tomorrow’s Technology and You 8/e
Chapter 5
The Spreadsheet: Software for
Simulation and Speculation
Screen Test:
Creating a Worksheet with Microsoft Excel
 Spreadsheet programs work in much the same way and share
most of these features:
 Spreadsheets offer many automatic features such as replication of data.
© 2008 Prentice-Hall, Inc.
Slide 31
Tomorrow’s Technology and You 8/e
Chapter 5
The Spreadsheet: Software for
Simulation and Speculation
 Formulas can be:
 Relative, so they refer to different cells when they are copied
 Absolute, so the formula references never change when they are copied
When the formula in column B
is copied to column C,
it changes relative to the new
column.
© 2008 Prentice-Hall, Inc.
Slide 33
Tomorrow’s Technology and You 8/e
Chapter 5
The Spreadsheet: Software for
Simulation and Speculation
 Automatic recalculation
 Any time a change is entered into the spreadsheet, all data related to
the change automatically updates.
When a value is
entered in column E
or F the value of the
related formula in
column G is
automatically
updated.
© 2008 Prentice-Hall, Inc.
Slide 34
Tomorrow’s Technology and You 8/e
Chapter 5
The Spreadsheet: Software for
Simulation and Speculation
 Functions (e.g., SUM, AVG,
SQRT) automate complex
calculations.
 Macros store keystrokes and
commands so they can be played
back automatically.
 Templates offer ready-to-use
worksheets with labels and
formulas already entered.
© 2008 Prentice-Hall, Inc.
Slide 35
Tomorrow’s Technology and You 8/e
Chapter 5
The Spreadsheet: Software for
Simulation and Speculation
 Linking spreadsheets together
 When the values change in one spreadsheet,
the data is automatically updated in all
linked spreadsheets.
 Database capabilities
 Search for information
 Sort the data by a specific criteria
 Merge the data with a word processor
 Generate reports
© 2008 Prentice-Hall, Inc.
Slide 36
Tomorrow’s Technology and You 8/e
Chapter 5
The Spreadsheet: Software for
Simulation and Speculation
Rules of Thumb: Avoiding Spreadsheet Pitfalls
 Plan the worksheet before you start entering values
and formulas.
 Make your assumptions as accurate as possible.
 Double-check every formula and value.
© 2008 Prentice-Hall, Inc.
Slide 37
Tomorrow’s Technology and You 8/e
Chapter 5
The Spreadsheet: Software for
Simulation and Speculation
Rules of Thumb (continued)





Make formulas readable.
Check your output against other systems.
Build in cross-checks.
Change the input data values and study the results.
Take advantage of pre-programmed functions, templates,
and macros..
 Use a spreadsheet as a decision-making aid, not as a
decision-maker.
© 2008 Prentice-Hall, Inc.
Slide 38
Tomorrow’s Technology and You 8/e
Chapter 5
The Spreadsheet: Software for
Simulation and Speculation
“What If?” Questions
 Spreadsheets allow you to change numbers and
instantly see the effects of those changes.
 “What if I enter this value?”
 Equation solvers
 Some spreadsheets generate data needed to fit a given equation and
target value.
© 2008 Prentice-Hall, Inc.
Slide 39
Tomorrow’s Technology and You 8/e
Chapter 5
The Spreadsheet: Software for
Simulation and Speculation
Spreadsheet Graphics:
From Digits to
Drawings
 Charts allow you to turn
numbers into visual data.
 Pie charts show proportions
relative to the whole.
 Line charts show trends or
relationships over time.
© 2008 Prentice-Hall, Inc.
100
90
80
60
40
20
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38.6
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North
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1st
Qtr
2nd Qtr
3rd Qtr
Slide 40
Tomorrow’s Technology and You 8/e
Chapter 5
The Spreadsheet: Software for
Simulation and Speculation


Use bar charts if data falls
into a few categories.
Use scatter charts to
discover, rather than to
display, a relationship
between two variables.
180
160
140
120
100
80
60
40
20
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1st Qtr
2nd Qtr
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© 2008 Prentice-Hall, Inc.
0.5
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4.5
Slide 41
Tomorrow’s Technology and You 8/e
Chapter 5
The Spreadsheet: Software for
Simulation and Speculation
Rules of Thumb: Making Smart Charts
 Choose the right chart for the job.
 Think about the message you’re trying to convey.
 Pie charts, bar charts, line charts, and scatter charts are not interchangeable.
 Keep it simple, familiar, and understandable.
 Use charts in magazines, books, and newspapers as models.
 Strive to reveal the truth, not hide it.
© 2008 Prentice-Hall, Inc.
Slide 42
Tomorrow’s Technology and You 8/e
Chapter 5
Statistical Software: Beyond Spreadsheets
Money Managers

Accounting and Financial Management software allows you to
electronically handle routine transactions such as:





Writing checks
Balancing accounts
Creating budgets
Using online banking services
Preparing taxes
© 2008 Prentice-Hall, Inc.
Slide 43
Tomorrow’s Technology and You 8/e
Chapter 5
Statistical Software: Beyond Spreadsheets
Automatic Mathematics
 Mathematics processing software
 Software turns abstract mathematical relationships into visual
objects (Example: Mathematica by Wolfram).
 Generally, they include an interactive, wizard-like questionand-answer mode, a programming language, and tools for
creating interactive documents that combine text, numerical
expressions, and graphics.
© 2008 Prentice-Hall, Inc.
Slide 44
Tomorrow’s Technology and You 8/e
Chapter 5
Statistical Software: Beyond Spreadsheets
Statistics and Data Analysis
 Statistical and data analysis software
 Collects and analyzes data that tests the
strength of data relationships
 Can produce graphs showing how two
or more variables relate to each other
 Can often uncover trends by browsing
through two- and three-dimensional
graphs of data, looking for unusual
patterns in the dots and lines that
appear on the screen
© 2008 Prentice-Hall, Inc.
Slide 45
Tomorrow’s Technology and You 8/e
Chapter 5
Statistical Software: Beyond Spreadsheets
Scientific Visualization
 Scientific visualization software uses shape, location in space,
color, brightness, and motion to help us visualize data.
 Visualization helps researchers see relationships that might
have been obscure or even impossible to grasp without
computer-aided visualization tools.
© 2008 Prentice-Hall, Inc.
Slide 46
Tomorrow’s Technology and You 8/e
Chapter 5
Calculated Risks: Computer Modeling
and Simulation
 Computer modeling uses computers to create abstract models
of objects, organisms, organizations, and processes.
 Examples of popular computer models:
 Games (chess boards, sports arenas, and mythological societies)
 Models of organisms, objects, and organizations
 Flight simulators and simulations of science lab activities
 Business, city, or nation management simulations
© 2008 Prentice-Hall, Inc.
Slide 47
Tomorrow’s Technology and You 8/e
Chapter 5
Calculated Risks: Computer Modeling
and Simulation
Computer Simulations: The Rewards
 Computer simulations are widely used.
 There are many reasons:





Safety
Economy
Projection
Visualization
Replication
© 2008 Prentice-Hall, Inc.
Slide 48
Tomorrow’s Technology and You 8/e
Chapter 5
Calculated Risks: Computer Modeling
and Simulation
Computer Simulations: The Risk
 GIGO Revisited
 The accuracy of a simulation depends on how closely its mathematical
model corresponds to the system being simulated.
 Some models suffer from faulty assumptions.
 Some models contain hidden assumptions that may not even be obvious
to their creators.
 Some models go astray simply because of clerical or human errors.
 Still, garbage in, garbage out is a basic rule of simulation.
© 2008 Prentice-Hall, Inc.
Slide 49
Tomorrow’s Technology and You 8/e
Chapter 5
Calculated Risks: Computer Modeling
and Simulation
 Making Reality Fit the Machine
 Some simulations are so complex that
researchers need to simplify models and
streamline calculations to get them to run
on the best hardware available.
 Sometimes this simplification of reality is
deliberate; more often it’s unconscious.
 Either way, information can be lost, and the
loss may compromise the integrity of the
simulation and call the results into question.
© 2008 Prentice-Hall, Inc.
Slide 50
Tomorrow’s Technology and You 8/e
Chapter 5
Calculated Risks: Computer Modeling
and Simulation
 The Illusion of Infallibility
 A computer simulation, whether generated by a
PC spreadsheet or churned out by a
supercomputer, can be an invaluable decisionmaking aid.
 The risk is that the people who make decisions
with computers will turn over too much of their
decision-making power to the computer.
 Risks can be magnified because people take
computers seriously.
© 2008 Prentice-Hall, Inc.
“Trust your feelings.”
Jedi Master in Star
Wars
Slide 51
Tomorrow’s Technology and You 8/e
Chapter 5
Inventing the Future: Truly Intelligent Agents
 Future user interfaces will be based on agents rather than
on tools.
 Agents are software programs designed to be managed rather
than manipulated.
 An intelligent software agent can:





Ask questions as well as respond to commands
Pay attention to its user’s work patterns
Serve as a guide and a coach
Take on its owner’s goals
Use reasoning to fabricate goals of its own
© 2008 Prentice-Hall, Inc.
Slide 52
Tomorrow’s Technology and You 8/e
Chapter 5
Inventing the Future: Truly Intelligent Agents
 Tomorrow’s agents will be better able to compete with
human assistants.
 Future agents may possess a degree of sensitivity.
 A well-trained software agent in the future might accomplish
these tasks:
 Remind you that it’s time to get the tires rotated on your car and make an
appointment for the rotation
 Distribute notes to the other members of your study group or work group
and tell you which members opened those notes
© 2008 Prentice-Hall, Inc.
Slide 53
Tomorrow’s Technology and You 8/e
Chapter 5
Inventing the Future: Truly Intelligent Agents
 Keep you posted on new articles on subjects that
interest you and know enough about those
subjects to be selective without being rigid
 Manage your appointments and keep track of
your communications
 Teach you new applications and answer
reference questions
 Defend your system and your home from viruses,
intruders, and other security breaches
 Help protect your privacy on and off the Net
© 2008 Prentice-Hall, Inc.
I don’t want to sit and move stuff around
on my screen all day and look at figures
and have it recognize my gestures and
listen to my voice. I want to tell it what
to do and then go away; I don’t want to
babysit this computer. I want it to act
for me, not with me.
—Esther Dyson,
computer industry analyst
and publisher
Slide 54
Tomorrow’s Technology and You 8/e
Chapter 5
Lesson Summary
 Even though the computer was designed to work with numbers, it can be an
important tool for working with words as well.
 Word processing software enables you to use commands to edit text on screen,
without having to retype messages.
 Outlining software, spell checkers, and online references can be very helpful.
 Desktop publishing produces professional-quality text-and-graphics
documents.
 Spreadsheets can be used for tracking, calculating, forecasting, and almost any
other task that involves repetitive numeric calculations. Most spreadsheet
programs have charting capabilities.
© 2008 Prentice-Hall, Inc.
Slide 55
Tomorrow’s Technology and You 8/e
Chapter 5
Lesson Summary (continued)
 Specialized software allows you to perform accounting tasks, tax
preparation, and a variety of business functions without the aid of
spreadsheets.
 Symbolic mathematic and statistical-analysis software can help present data
in meaningful ways.
 Scientific visualization software can help us understand relationships that are
invisible to the naked eye.
 Computer modeling and simulation can be powerful tools for understanding
the world and making better decisions.
© 2008 Prentice-Hall, Inc.
Slide 56