Module_11

Module 11: Application Software

What you will learn about:

• Word Processing Terminology

• Spreadsheet Terminology

• Spreadsheet Productivity (budget, payroll, statistical tables, personal check register

• Spreadsheet Productivity (Lookup Tables, IF statements, subtotal cell protection, formatting, charts, graphs, sorting, searching, data filtering)

Word Processing

There many kinds of word processors. Some are simple text processors and some have multimedia functions. The most common word processors are Microsoft Word, Apple Pages, and Google Docs. There is also a free version of Word that is part of the Open Office Suite (Open Source Software).

Word processors allow the user to format the document with tables, borders, images, and creative fonts. Each software package has different types of templates for cards, letters, flyers, pamphlets, etc.

FYI: The Difference between OPEN SOURCE & PROPRIETARY SOFTWARE:

Open Source Software is part of an international effort to create free software packages. These packages are updated by contributors (programmers) that do not require payment for their services. Proprietary Software is the intellectual property of the creator (Microsoft, Apple, Adobe, etc) and you can be fined for violating copyright laws. Users must be very careful when downloading Open Source Software as some programs may contain malicious code.

WordStar was one of the first Word Processors. It adopted some DOS (Disc Operating System) commands for some of its functions -- like <Ctrl> + Z which ends a process. Below are some of the functions and Quick Access Keys that many Word Processors still use.

WORD PROCESSING TERMS - these keystrokes work for most word processors

• New Document <Ctrl> + N

• Save Document <Ctrl> + S

• Print <Ctrl> + P

• Bold <Ctrl> + B

• Underline <Ctrl> + U

• Undo <Ctrl> + Z

• Italics <Ctrl> + I

• Center <Ctrl> + E

• Align Right <Ctrl> + R

• Copy <Ctrl> + C

• Paste <Ctrl> + V

• Find <Ctrl> + F

EXCERCISE: Create a document that uses a table, a border, and a few graphics. Give the document a holiday theme and save it in your Module 11 folder

Spreadsheets

The most popular Spreadsheet software packages are Microsoft Excel, and Google Sheets. A spreadsheet is an electronic document with rows and columns forming a grid that allows for the manipulation of calculations through many types of formulas (averaging, summing, dividing, and many other functions. Most spreadsheet packages allow for highlighting or changing row and column colors, comments, charting, graphing, querying, and insertion of graphics. This makes the spreadsheet a powerful tool for accounting procedures, inventory processes, and future forecasting, among other things.

WATCH 2 VIDEOS

(1) Spreadsheet: https://applieddigitalskills.withgoogle.com/c/college-and-continuing-education/en/g-suite-certification-sheets-part-1/g-suite-certification-sheets-part-1/introduction-to-g-suite-certification-sheets-part-1.html

(2) Spreadsheets https://applieddigitalskills.withgoogle.com/c/college-and-continuing-education/en/g-suite-certification-sheets-part-1/g-suite-certification-sheets-part-1/sheets-duplicate-your-sheet-and-add-new-data-add-delete-and-insert-data.html

SPREADSHEET TERMS

• Workbook - a collection of spreadsheets (tabs) See Example and click through the tabs

• Quick Keys for formating are the same as with the Word Document

• Cell - The intersection of a row and column is called a Cell. Each Cell holds data that can be manipulated by a function.

• Range of Cells - A range of cells may be used to create a graph or chart. This allows the user to detect trends over time or create averages, etc.

• Formulas - A formula can affect multiple cells by the use of highlighting the cells to be affected.

  • Formulas begin with the equal sign (=) Here are some examples: =sum(B2:B8) This formula will add all the cells in the B column in rows 2, 3, 4, 5, 6, 7, 8

  • =avg(B2:G2) This formula will average all the content of the cells in Row 2 from the B to the G Column.

  • =B12*C12 would multiply the two columns

• IF- Then statements - The use of the IF function involves logic. If the value in the cell returns a true according to the logic, then the condition is met to continue the function.

  • Here is an example =IF(A2>B2,"Over Budget","OK") If the contents of A2 are greater than B2 then the cell where the formula is located will have these words printed in the cell "Over Budget". If the condition is false, then printed in that cell will be the word "OK".

• Cell Protection - You may lock a cell's content to protect it from being edited by those you share the spreadsheet with. Formulas that are complicated might be something you would want to protect.

• Formating Cells - Spreadsheets allow you to format cells, rows, or columns as specific types of data (Dollars, Dates, General Numbers, etc.) As more data is added to these cells they will maintain the format. To format cells, highlight and right mouse click for your choice of action.

• Graphing and Charting. You may select a group of cells and insert a Chart for that data. You will be asked to determine what kind of chart you would like created (i.e. line chart, pie chart, etc). You may wish to experiment with what type of chart best presents your type of data. You can easily switch between charts with a new selection.

• Sorting - Once you have data in a spreadsheet your are able to sort it in several ways. You can sort it by date, alphanumeric, (etc ) in Descending or Ascending order.

• Searching, and Data Filtering - <Ctrl> + F is the FIND command. You can use this same command on a PDF, Web Page, Word Document, and in a Spreadsheet. When you issue the Command you can type in the blank the word you are looking for.