Business Technology

Demonstrate Basic Web-Search Skills—Discussion Guide

Slide #1 THINK ABOUT IT

Have you ever thought about how much time you spend using the Internet?

• • From social media to schoolwork, you probably consider yourself an Internet pro!

  • However, next time you go to your favorite search engine to find a funny video or the answer to a question, consider this:

    • • • How does searching the Web work?

        • Are there things you can do to improve your Web-search skills?

KEY CONCEPTS

Slide #2 What is information management? What is the Web?

• The Web, or World Wide Web, is a way that people can access the Internet.
• It is a collection of documents and resources that can be accessed through the Internet using a browser.
• Browsers are software programs that allow you to view webpages, such as Internet Explorer, Safari, Firefox, or Google Chrome.
• The Web is a key source of information and an essential research tool.

Slide #3 Finding information using links

• The Web is enormous—it contains over 1.5 billion websites.
• So how do you find the right ones?
• One way is by using links.
• Links allow you to move from one document to another on the Web.
• Many websites contain links to other sites or other pages on their own websites.
• You can use these links to locate more information.
• Sites might contain links to other great sources of information on the same topic or a related subject.
• Links are usually underlined and colored blue to help readers identify them on a webpage.

URLs

• Every page on the Web is assigned a Uniform Resource Locator (URL) that is used to identify it and link to it.
• A URL has two main components: the protocol identifier and the resource name.
  • The protocol is the method of communicating and transferring information.
  • HTTP is by far the most common protocol.
  • The second part of a URL is the resource name, which is the complete address to the resource including the host name and file name.
  • This would be the “www.google.com” part of the URL.

Slide #4 Finding information using search engines

• Another way to locate information on the Web, if you do not know the URL or have a link, is to use a search engine.
• A search engine is a software program on the Internet that allows you to search documents and files for keywords and returns files that match.
• Search engines include Google, Bing, and Yahoo.
• When you type keywords into the search bar, the engine crawls the Web looking for those words and retrieving the best matches.

Slide #5 How to find specific topics using search engines

• Search safely by updating the search engine’s settings.
• Use multiple keywords.
• Use filtering and advanced search options.
• Consider multiple angles, synonyms, and phrases.
• Use Boolean operators (and, or, not) and punctuation (quotation marks, minus, plus, tilde).
• Evaluate search results and sources carefully.
• Know how to recognize ads and unreliable sources.

Slide #6 How to save information from the Web

• Bookmark webpages using your browser or a cloud-based browser.
• Save a page as a PDF.
• Email pages to yourself or others.

Basic Email Functions—Discussion Guide

Slide #9 THINK ABOUT IT

Did you know that email has been around since the 1970s?

• • It has changed a lot since then.

  • It remains one of the most popular forms of communication, especially in the workplace.

  • Email is a key aspect of productivity and collaboration.

  • It allows people to communicate across space and time.

  • Today’s email software has gotten pretty sophisticated with tons of different features.

  • Do you know how to best utilize email to be more productive and organized?

KEY CONCEPTS

Slide #10 What does email do?

• Email allows people to communicate digitally with speed and convenience.
• It includes the ability to send and receive written messages, send files, store contacts and information, and log important communications and transactions.

Email: Best practices

• Be concise, polite, and to-the-point.
• Think—and proofread—before you send.
• Make subject lines short and clear.
• Avoid abbreviations, texting lingo, emoticons, etc.
• Include a signature:
  • Your signature should include your contact information that is automatically added to the end of your messages.
  • To set up a signature, look in your message options, mail settings, or preferences.
• Add additional information when forwarding a message.
• Be careful with “reply” vs. “reply all.”
• Keep your inbox organized using labels/categories and folders.
• Use search and filtering to sort mail and find what you’re looking for.

• Sort by keyword, by mailbox, by sender or recipient, by date, by attachments, by different categories, by importance, etc.

• Respond within 24 hours.
• Use an auto-response when you are away or unable to check your email.
  • To set up an auto-response, you will need to look in your settings or under the menu options in your email.
  • Write a short, useful message to explain why you are unable to reply, when you will be able to reply, and what recipients can do in the meantime.

Slide #11 Attachments

• Attachments are files included with emails.
• If you receive an attachment, you’ll see a paperclip icon somewhere in the message.
• Attachments are also usually visible at the top or bottom of an email.
• Click the paperclip icon to open the attachments.
• Be aware of viruses—they are often found in attachments.
• Do not open an attachment from someone you do not know.
• You can save attachments either from your email directly or after opening them into a software program on your computer.
• Depending on your software, your attachments might go in a temporary downloads folder automatically.
• You’ll need to move them to a different folder on your computer.
• To send an attachment, open a new message and look for the paperclip icon or a button that says, “Attach file.”
• Browse your computer to find the appropriate file and then select it.

Slide #12 Address book

• Email services include address books to store your contacts, which makes it easy to correspond and share contact information with others.
• Find your address book and click the button to add or create a new contact.
• Many email services will auto-populate your address book with people whom you contact regularly, but in some cases, you will have to manually add contacts.
• Distribution lists help you email multiple people at once.
• To create a distribution list, go to your address book and create a new contact group or label for a group.
• Add people using your contacts or using their email addresses.
• Some service will automatically set up groups for you based on criteria you select.

Demonstrating Basic Word Processing Skills—Discussion Guide

Slide 16 THINK ABOUT IT

Word processors are beneficial

• Your book report is due tomorrow.

• You use a word processor to edit and format it.

• Your word processor made it easy to complete.

KEY CONCEPTS

Slide #17 What is a word processor?

• A word processor, or word processing program, does exactly what its name suggests.
• It processes words.
• Word processors enable users to enter and store written work into many types of documents.
• While Microsoft Word is the most common word processor, other popular word processors are Apple’s TextEdit, Corel’s WordPerfect, Google Docs, and OpenOffice.
• Word processors are essential when writing reports, letters, proposals, applications, and many others types of documents.

Slide #18 Capabilities of word processors

• Formatting and document layout

• • • • Word processors have formatting features that give documents a professional appearance.
      • Bold, italics, bullets, and columns help organize information and increase a document’s readability.
      • Some word processors even provide templates with pre-loaded formatting and layouts for the creation of specific documents—flyers, letters, etc.

• Inserting graphics/images

• Some programs have built-in features that allow users to create tables, charts, and graphs for organizing and sharing data.
• Users can also insert images and graphic elements to create an attractive design and enhance the document’s message.

• Editing

• Built-in spelling and grammar check features make it easy to identify, locate, and correct errors.
• Cut, copy, and paste features can help you delete and reorganize information.
• Use the “Find” tool to search for specific words or phrases within a document that you want to review.

• Using this feature, you can also replace a word or phrase with something else every time it appears.

• Markup tools are also helpful for keeping track of changes made.

• Duplication/Replication

• It is easy to create multiple copies of a document or to copy information from one document to another with copy and paste functions.
• This saves a great deal of time since there’s no need to start from scratch.
• It is then easy to customize documents for specific purposes.
• Copying and pasting accurate information also eliminates typographical errors that typically occur when retyping information.

• Storage and retrieval

• Documents can easily be stored and retrieved with email, cloud storage, and USB drives.
• This increased portability and accessibility eliminates the need to print, transport, and manage physical documents.
• Word processors’ ability to convert files into different file formats also makes them more accessible to people without specific software.

• Translation/Language tools

• Some word processors have built-in translation tools for converting text from one language to another.
• You can also select a language to use for editing purposes.
• These features make it easier to compose, edit, and read information created in different languages.

• Collaboration

• File sharing capabilities make it easy for several users to create, edit, and revise a project at the same time.
• There’s no need to retype anyone’s edits or revisions—they are already complete!
• This improves efficiency and communication.

Slide #19 Best practices

• Document storage

• It’s important to store documents in locations that you can easily access.
• You can choose the computer’s desktop or a specific drive to store your documents.
• You may find it beneficial to use cloud storage, such as Google Drive or Microsoft’s OneDrive.

• Regardless of where you store your documents, it’s helpful to create and use folders, so you can easily organize, locate, and retrieve your documents.

• Naming files/folders

• When you name a file to save it, use words related to its content so you or others can easily retrieve it later.
• You should use the same logic when creating and naming specific folders to organize and store your documents.

• Page layout/margins

• When selecting a page layout, consider the purpose of the document.
• Most documents use a portrait orientation and an 8 ½” x 11” paper size.
• If you need to use a different size of paper, look for preset layouts, templates, and margins that will easily accommodate it.

• Fonts/Typefaces

• Most documents benefit from a uniform look that is visually pleasing and easy to read.
• You can create a consistent look by limiting the number of font choices.
• Use features such as bold and italics sparingly to draw attention to headings, titles, etc.
• A simple, sans serif font such as Arial improves readability and professionalism.

• Page numbers

• Word processors allow you to apply automatic page numbering.
• Short documents, such as memos and letters, typically do not need page numbers.
• Reports and lengthy documents benefit from page numbering because they make it easier to locate information.

• Demonstrating Basic Presentation Applications—Discussion Guide

Slide #21 THINK ABOUT IT

• You’ve been asked to give a presentation at a community meeting.

• Your poster illustrations are too small for a large audience.

• Software presentation can solve your problem.

KEY CONCEPTS

Slide #22 What is presentation software?

• Presentation software programs make it possible to create and share visual information in an electronic format.
• They include features such as built-in templates and animation tools that help people create professional slides in a relatively short amount of time.
• One of the most common presentation software programs is Microsoft’s PowerPoint.
• Other popular programs are Google Slides and Prezi.

Slide #23 Capabilities of presentation software

• Time-saving design tools

• • • Built-in templates, formats, and themes make it easy to create uniform slides with a professional appearance.
    • Select a desired slide layout from the menu and type in your desired text.
    • Preformatted placeholders allow you to indicate where titles, subtitles, text, and images will appear.

• Editing and duplicating

• Cut, copy, and paste features allow you to edit content and add new slides.

• Users can organize and sequence slides by clicking and dragging them into new positions.
• Once a presentation is developed, you can copy it and use its format to create brand new presentations with the same format and design.

• Transitions

• Transitions are used to animate slides, text, images, design elements, or even entire presentations.
• They provide an interesting way to switch from one slide to another.
• Applying them to individual titles, textboxes, and graphics can add emphasis to important information.

• Graphics

• Images and graphics can easily be imported into slides from your computer files or from the Web.
• You can also add tables or charts to effectively share data in visual formats.
• The ability to embed video links makes it effortless to share clips during a presentation.

• Review features

• Review features make it easy to watch a presentation to make final edits.
• A user can move forward and backward through a presentation’s slides by using the mouse, spacebar, or the keyboard’s arrow keys.

• Storing and transportation

• Since presentations are stored electronically, they can easily be stored, shared, and transported via email, cloud storage, and USB drives.

Slide #24 Best practices

• Build slide design first.

• It’s best to choose the style, format, layout, and transitions when you build your first slide.
• Developing the overall look and animation elements of the first slide eliminates the need to format any additional slides you create.
• Working in this way will save you a lot of time.

Discussion #2: Ask students to describe any helpful slide design techniques they have used.

Create a uniform appearance.

• Uniformity improves comprehension and creates a polished, professional look.
• Choose a built-in template or theme to design matching slides.
• If you want to create your slides from scratch, it is best to limit the number of fonts, typefaces, and colors used to create a consistent look.

• Use minimal transitions.

• It is preferable to limit the use of transitions since they can make your presentation seem silly and distracting to your audience.
• However, using them in moderation can add emphasis to important information.

• Limit content.

• It’s good to use a “less-is-more” approach when you create your slides.
• You should limit the number of slides used and the information on each slide.
• Lengthy presentations with too much text can overwhelm and lose the interest of an audience.
• By limiting your content, you will help your audience focus on the most important concepts.
• Keeping the information brief also prevents you from reading the slides during your presentation, which can make you appear unprepared and bore your audience.

• Use quality images.

• It’s important to carefully choose images that support the message of the presentation.
• Images that illustrate difficult concepts or help the audience relate to the main message are best.
• A few well-chosen images have more impact than several that fail to add meaning.

Demonstrating Basic Spreadsheet Applications—Discussion Guide

Slide #26 THINK ABOUT IT

• You’re trying to budget and save money.

• A friend recommends a spreadsheet application.

• Spreadsheets are helpful for tracking and achieving goals.

KEY CONCEPTS

Slide #27 What are spreadsheet applications?

• A spreadsheet is an interactive computer application that organizes, analyzes, and stores data in a format similar to paper accounting worksheets.
• Popular spreadsheet programs include Excel, Google Sheets, iWork Numbers, OpenOffice Calc, and Lotus Symphony.
• The most common uses of spreadsheets include creating budgets, producing charts, and sorting data.
• Well-designed spreadsheets can automate many accounting and financial activities which saves time and reduces errors.

Slide #28 Basic elements of spreadsheets

• Spreadsheet software files are called workbooks, which contain one or more worksheets.
• Worksheets are divided into columns, rows, and individual cells.
• Columns are identified with letters, and rows with numbers.
• Each cell contains one piece of data.
• Each cell has an address identified by its column and row position (example: B3).
• The formula bar displays any formulas applied to a cell.

Creating a spreadsheet workbook

• When you open a spreadsheet program, a Start screen will appear.
• You can choose a blank sheet or a formatted template.
• If you have basic needs or are new to spreadsheets, it’s best to choose a blank workbook.
• To begin, click a cell to select it and a border will appear.
• Type some information into the cell and press Enter.

Slide #29 Using math formulas

• Once data is entered into a spreadsheet, you can apply built-in formulas or design your own.
• If your needs are simple, it’s best to create your own.
• The basic math operators of +, -, *, and / are used to add, subtract, multiply, and divide.
• If the calculation is more complex, you need to use parentheses to indicate the correct order for performing the calculations.

Slide #30 Creating basic math formulas

• Select a blank cell where you want the calculated answer to appear.
• Begin your formula with the equals (=) sign.
• Enter the first cell address, or simply click on the cell to select it.
• Enter the desired math operator to add (+), subtract (-), multiply (*), or divide (/).
• Enter or click on the next cell address.

• Example: To add B2 and B3 together, you would enter: = B2 + B3

• The formula appears in the formula window.
• The calculated answer appears in the selected cell.

Slide #31 Time-saving functions

• The AutoSum function automatically totals the value of selected cells.
• The Fill function creates a series of sequential information containing numbers, dates, or text.
• The Autofill function simply repeats the information contained in a selected cell.
• The Filter function helps you locate specific information in large amounts of data.

Sorting data

• Sort functions can quickly reorganize a worksheet’s data alphabetically, numerically, and in many other ways.
• The sort feature also allows you to select and order several sets of data.

Editing a spreadsheet

• You can easily delete or copy information using the Cut, Copy, and Paste functions.
• Edit applied formulas by selecting the cell and entering new information into the formula window.
• If you edit a formula, changes are applied to any affected cells, updating and displaying new values in the worksheet.

Resizing columns and rows

• Select the column letter(s) or the row number(s) you wish to resize, and use the guide to stretch the column or row to the size you desire.
• All selected columns or rows will automatically be resized.

Slide #32 Best practices

• Make sure it’s the right tool for the job.

• Spreadsheets are best used to calculate and analyze data.
• Spreadsheets are not the most appropriate option if the main purpose of the document is to simply print formatted information.

• Use simple formulas.

• When you create a formula, make it as short and simple as possible.
• If you need to make a complicated calculation, break it down into separate, smaller formulas.
• This will make it easier to understand, edit, and review later.
• A simple formula is also less likely to contain errors.

• Add rows or columns when needed.

• It’s better to add rows or columns instead of reorganizing all of your work.
• A quick right-click on a column’s letter or a row’s number will open a menu that allows you to insert new columns and rows.

• Create separate worksheets.

• Keeping information in separate sheets makes it easier to manage, navigate, and print information.
• You can start a new sheet from scratch or quickly copy an existing one to save time.

• Use freeze panes.

• When you are working in a large spreadsheet, it’s difficult to keep track of where you are.
• Applying freeze panes will keep your column headers and your row numbers visible regardless of where you are working in your spreadsheet.

• Check page and print settings.

• Before you print, it’s a good idea to use Print Preview to see if your page setup, layout, and orientation appear the way you would like.
• If the data are wide, the landscape option may work better.
• Selecting the worksheet’s columns, rows, and grid lines makes it easier to read and interpret printed reports.

Basic Database Applications—Discussion Guide

Slide #34 THINK ABOUT IT

Isabel owns a small bakery.

• • One day, a new customer calls and says:

    • • • I've had your desserts at two events I've attended.

        • I have loved everything I've tried.

        • I would love for you to cater my party.

        • I want the cupcakes from the Smith wedding and the brownies from the Owens baby shower.

  • At first, Isabel panics:

    • • • The events that the customer mentioned occurred over a year before.

        • Isabel couldn't remember what the customers had ordered!

  • However, Isabel soon remembered that she keeps track of all of her orders—and a ton of other information—in a database.

  • She can easily look up the information from these two events and know what she needs to bake for her new customer’s party.

  • Databases are extremely helpful for all businesses.

KEY CONCEPTS

Slide #35 What is a database?

• A database is a collection of data.
• It can be as simple as a list of names in a document—or as complex as a large, interconnected system.
• Database software (such as Microsoft Access or MySQL) can help you store information, retrieve data, and create relationships between different data points.

Creating a database

• It is easy to create a database using software.
• Depending on the software you’re using, the exact procedure you follow might vary, but it should have the same general functionality.
• The first step is to select a template or a blank database and name it.
• The next step is to build tables.
  • Tables contain the data.
  • A table is made up of rows and columns.
  • Columns contain definitions of each field.
  • Rows contain individual records.
• Databases contain many tables.
• When creating a table, make sure to restrict the data type that can go in each column, such as names, addresses, phone numbers, etc.
• Next, you must input the data. You can enter them manually, use a form, import it, use SQL (Structured Query Language), or some other application.

Slide #36 Locating and modifying data

• Once data are entered, you can locate them using queries.
  • Queries are requests for data.
  • They find data from multiple tables and combine it to get the information you need.
• Most software programs include a way to generate queries.
• Find the “Query Design” or other query tool.
• Select the table(s) you want to search.
• Then, consider what criteria you need, such as name, address, etc.
• Select those criteria and enter your search terms (a specific zip code, city, etc.).
• Then, run the query.
• This will pull up all people from the table or tables that meet the criteria you selected.
• If a query is too specific, you can use filtering to view only the data you want to see.
  • For example, if you only want to see customers who live in a certain state, select the arrow next to that field.
  • You’ll see a list of all of the states.
  • Select or unselect the ones you want or don’t want to see.
• You can also filter by a search term if you know in which field the term is located.
• Sorting data is another way to find what you’re looking for or to organize data in a way that makes sense.
• You can sort data by different criteria, using names, dates, cities, categories, etc.
  • Select the column that you want.
  • Then, find the Sorting and Filtering option and choose ascending or descending.

Slide #37 Modifying and deleting data

• You can also go into tables and modify data.
• You can add and move fields or change the formatting of existing fields.
• If you need to delete data, you can either remove a record manually from a table by selecting it and pressing “delete,” or you can run a delete query—as long as the data you want to delete are not tied to any other data.

Slide #38 Other Database Functionality: Generating a report

• Databases are sometimes too complex to understand at first glance.
• Luckily, database software gives you the option to create different types of reports that make the data clear and easier to comprehend.
• To create a report, run a query or open the table you want to use in your report.
• Then, select “Create” and then “Report.”
• Your database software will automatically generate a report that is easy to read and analyze.
• You can then save it, print it, or export it to a(n) Excel, text, PDF, or HTML file.
• To print your report, open the Print Preview.
• From this view, you can automatically print whatever type of list or report you want.

Creating a chart

• You can export your data to Excel or another chart software, or you can create a chart right in Access (or another database software).
• Open the design view or design tool and then click “Report Design.”
• Select the Chart button, and then choose the tables or queries you want to illustrate.
• Select the fields you want. The Chart Wizard will automatically create the chart for you.

Printing labels

• If you store contact information in a database, it’s useful to learn how to use the software to create and print mailing labels.
• To do so, open the table or query in question.
• Click Create, and then “Labels” in the report section.
• Choose the size of labels and customize the labels to your liking.
• Then, choose the fields you want on the mailing label and how the labels should be sorted.
• You can then print your labels.

Slide #39 Validating data and ensuring integrity

• It is important to maintain data integrity—the accuracy and consistency of data in a database.
• Use the following tips to make sure your data has validity and quality:
  • Back up data.
  • Store data safely and limit people who can access and modify it.
  • Restrict column types and set default values/answers for fields.
  • Set restrictions on types of data that can be entered.
  • Clean out incorrect data regularly.
  • Eliminate data redundancy (i.e., normalize data).
  • Keep data organized in tables.
  • Don’t repeat groups in tables.
  • Use automatic normalization feature.

Discussion #3: Ask students to provide examples of ways that database-generated reports could be used.