Office application

Create Documents with a Word Processor

You can use word-processing software to enable you to manipulate text and other elements to quickly create high-quality documents.

Windows Vista ships with a word processor called WordPad. OS X ships with the AppleWorks suite word processor. Other popular word processors include Microsoft Word, Corel WordPerfect, and Lotus Word Pro.

Format a Document

Apply a Typeface
A typeface, also called a font, is a distinctive character design that you can apply to the selected text in a document. Most word processors have a Font dialog box, which you can usually display by clicking Format and then Font. You can use the Font list to choose the typeface that you want.

Change Type Size
The type size refers to the height of each character, which is measured in points; 72 points equal one inch. In most word processors, you can
change the size of the selected text, either by using the Font dialog box or by using the toolbar’s Size drop-down list.

Apply Text Effects
Text effects are styles that change the appearance of the text. The most common examples are bold, italics, underline, and strikethrough. In most word processors, you can apply effects either by using the Font dialog box or by using toolbar buttons. Some examples of buttons include bold ( ), italic ( ), and underline ( ).

Format a Paragraph
One way to format a paragraph is to align text with the left or right margin, or to center it between the margins. Alternatively, you can indent a paragraph from the left or right margin, or you can indent just the first line. You can also adjust the spacing between lines within the
paragraph and between paragraphs. In most programs, to access paragraph formatting, you can click Format and then click Paragraph.

Format a Page
Formatting the page usually involves three things: choosing the paper size, such as letter or legal; setting the margin sizes; and choosing the page orientation. Page orientations include portrait, where the text runs across the short side of the page, and landscape, where the text runs across the long side of the page. In most word processors, to format the page, you can click File and then click Page Setup.

Add Numbering or Bullets
Most word processors enable you to format a list of items in a way that is appropriate to the list’s content. For example, if the list is a sequence of steps, you can format it as a numbered list. To start a numbered list in most programs, you can click . However, if you have
a non-sequential list of items, you can use a bulleted list. To start a bulleted list, you can click .

Add Images
Word-processing documents are mostly text, but you can also insert images such as digital photos, clip art, scanned pictures, or artwork that you create. Images add variety and interest to a document and
can complement the text by illustrating concepts or showing examples. Most word processors have an Insert menu that provides several commands for inserting images.

Find and Replace Text
All word processors have a Find feature that you access by clicking Edit and then Find. This feature enables you to search a document for a word or phrase. Word processors also come with a Replace feature that you can access by clicking Edit and then Replace. The Replace feature enables you to find specific text and then replace it with new text.

Choose Synonyms
The more powerful word processors come with a collection of writing tools that enable you to perfect your prose. One useful tool is the thesaurus in which you can enter a word and the program provides you with one or more synonyms. You can then pick the synonym that best conveys your meaning and use it in your document.

Check Spelling
Few things can mar your document as much as spelling mistakes. If other people read your documents, you need a word processor that comes with a spell checker. This feature automatically checks each word for the proper spelling, suggests alternatives if it finds a mistake,
and enables you to quickly fix the error.

Check Grammar
Grammar mistakes can be just as jarring as spelling mistakes, and so a good word processor should check your grammar. This feature looks for errors such as in subject-verb agreement, capitalization, sentence
fragments, and punctuation.

Crunch Numbers with a Spreadsheet

A spreadsheet is a software program that enables you to manipulate numbers and formulas to quickly create powerful mathematical, financial, and statistical models.

Although Windows Vista does not come with a spreadsheet, the AppleWorks suite in OS X has a spreadsheet component. Other popular spreadsheet programs include Microsoft Excel, Corel Quattro Pro, and Lotus 1-2-3.

Cell
A cell is a box in which you enter your spreadsheet data.
Column
A column is a vertical line of cells. Each column has a unique letter
that identifies it. For example, the leftmost column is A, and the next
column is B.
Row
A row is a horizontal line of cells. Each row has a unique number
that identifies it. For example, the topmost row is 1, and the next row
is 2.
Spreadsheet Basics
Cell Address
Each cell has its own address, which is determined by the letter and number of the intersecting column and row. For example, the cell at
the intersection of column C and row 10 has the address C10.
Range
A range is a rectangular grouping of two or more cells. The range address is given by the address of the top left cell and the address of the bottom right cell.
I16:K21 is an example
of a range of cells

Add Data
You can insert text, numbers, and other characters into any cell in the spreadsheet. Click the cell that you want to work with and then type your data in the formula bar. This is the large text box above the column letters. Your typing appears in the cell that you selected. When
you are done, press . To edit existing cell data, click the cell and then edit the text in the formula bar.

Add a Formula
A formula is a collection of numbers, cell addresses, and mathematical operators that performs a calculation. In most spreadsheets, you enter a formula in a cell by typing = and then the formula text. For example, the formula =B1-B2 subtracts the value in cell B2 from the value in cell B1.

Add a Function
A function is a predefined formula that performs a specific task. For example, the AVERAGE function calculates the average of a list of numbers, and the PMT function calculates a loan or mortgage payment. You can use functions on their own, preceded by =, or as part of a larger formula. Click to see a list of the available
functions.

Calculate Totals Quickly
If you just need a quick sum of a list of numbers, click a cell below the numbers and then click the AutoSum button ( ), which is available in most spreadsheets. In some spreadsheets, such as Excel, you can select the cells that you want to sum, and their total appears in the status bar.

Fill a Series
Most spreadsheet programs enable you to save time by completing a series of values automatically. For example, if you need to enter the numbers 1 to 100 in consecutive cells, you can enter just the first few numbers, select the cells, and then click and drag the lower-right corner to fill in the rest of the numbers. Most programs also fill in
dates, as well as the names for weekdays and months.

Manage Tables
The row-and-column format of a spreadsheet makes the program suitable for simple databases called tables (or lists). Each column becomes a field in the table, and each row is a record. You can sort the records, filter the records to show only certain values, and add subtotals.

Format Cells
All spreadsheet programs enable you to format cells and ranges to make your work more attractive and effective. You can format text with fonts, effects, sizes, and colors, add a border around a cell, change the background color of a cell, and align text.

Change Row and Column Sizes
The default column widths and row heights are not fixed. You can adjust the widths and heights to fit your cell data or to create special effects. To change the column width in most spreadsheets, you simply click and drag the right edge of the column header. To change the row
height, you can click and drag the bottom edge of the row header.

Add a Chart
A chart is a graphic representation of spreadsheet data.
As the data in the spreadsheet changes, the chart also
changes to reflect the new numbers. Most spreadsheet
programs support a wide variety of charts, including bar
charts, line charts, and pie charts.

Build Presentations with a Presentation Program

A presentation program enables you to build professional-looking slides that you can use to convey your ideas to other people.

Windows Vista does not come with a presentation program, but the AppleWorks suite in OS X has a presentation component. Other popular presentation programs iclude Microsoft PowerPoint, Corel Presentations, and Lotus Freelance Graphics.

Slide
A presentation consists of slides. Each slide is a single screen that can contain your text, images, and other data. A slide usually deals with only a single topic from your presentation, and you display just the topic basics — usually in point form — while you expand on the topic in your talk.

Slide Show
A slide show consists of a collection of slides in a presentation, as well as details such as the transitions between slides, slide animation effects, and narration. You can present the slide show on your computer, on
the Internet, on a CD, or project it onto a screen.

Add Content
Most slides contain text, which usually consists of a slide title followed by several bulleted points. However, most presentation programs also enable you to enhance your slides with tables and non-text content such as charts, images, clip art, and even multimedia files such as sound clips and videos.

Format the Slides
All presentation programs enable you to format your slides for maximum readability and impact. You can format text with fonts, effects, sizes, and colors, change the paragraph spacing and text alignment, and add a background color or image.

Add Animations and Transitions
You can change how the slide content appears by using animation. For example, you can set up the slide to show only one bullet at a time. You can also change the transition from one slide to another. For example, you can fade the current slide out and fade the next slide in.

Run the Slide Show
Most presentation programs give you a great deal of flexibility for setting up the slide show. For example, you can choose to advance the slides manually by clicking the mouse, or automatically at a defined
interval. You can loop the slides, and turn narration on and off.

Store Information with a Database

A database program enables you to store, manipulate, and view large
quantities of data.

Windows Vista does not ship with a database, but the AppleWorks suite in OS X has a database component. Other popular databases
include Microsoft Access, Corel Paradox, and Lotus Approach.

Table
A table is where you store your data. Each table is a collection of related information, such as a list of employees, products, orders, or recipes, and most database files consist of multiple tables. Each table
consists of one or more fields and records.

Field
A field is a data category within the table. For example, a table that contains employee data would have fields for the employees’ first names, last names, and job titles.
Database Basics
Field Name
Each field in a
table has a
unique name that
identifies the
field.
Record
A record is a collection of data about a specific item. For example, in an employee table, there would be one record for each employee

Query Data
A query is a method for extracting information from a table by applying specific conditions, called criteria, to the data. For example, in a table of customer sales data, you can display the top ten non-U.S. customers.

Enter Data with a Form
All databases rely on having accurate, timely information, and so it is extremely important to enter data efficiently and correctly. To help you do this, all database programs allow you to design forms for data entry. A form is a screen that usually presents one record at a time. The design of the form makes entering data easier.

View Data in a Report
A report is a summary of the data contained in a table or a query. You can format the report to present the data attractively and effectively, and most database programs allow you to supplement the report with subtotals and other calculations.

Manipulate Pictures with an Image Editor

An image editor enables you to create, view, and manipulate pictures, drawings, digital photos, scanned images, and other types of graphic files.

Windows Vista ships with a drawing program called Paint and an image-editing program called Photo Gallery, while the AppleWorks suite in OS X has both drawing and painting components. Other popular image editors include Adobe Photoshop and Corel Paint Shop Pro.

Create Images
Drawing and painting programs enable you to create your own images. You can use a drawing program for relatively simple line drawings, and you can use a painting program for more elaborate works. Both
types of programs offer a number of tools for creating shapes, drawing freehand, and applying colors.

 

Create Images
Drawing and painting programs enable you to create your own images. You can use a drawing program for relatively simple line drawings, and you can use a painting program for more elaborate works. Both
types of programs offer a number of tools for creating shapes, drawing freehand, and applying colors.

Manipulate Images
Once you open the image in an image editor, the program offers a number of methods for manipulating the image. For example, you can change the size, crop out parts that you do not need, and flip or rotate the image.

Enhance Photos
The better image editors include a number of tools that enable you to retouch and enhance your photos. For example, you can remove red-eye, adjust the color balance and contrast, and sharpen the image.

Add Effects
Most image editors also enable you to add special effects to an image. For example, you can make a photo look like it was drawn with charcoal or pencil, distort the image, and add textures.

Create Publications with a Desktop-Publishing Program

A desktop-publishing program enables you to compose professional-looking publications that combine text and images. For example, you can create flyers, brochures, greeting cards, catalogs, newsletters, and letterheads.

Popular desktop publishers include Microsoft Publisher, Adobe PageMaker, and QuarkXPress.

Choose a Design
Once you have chosen your publication type, your next step is to choose an overall design for the publication, which includes text formatting, page layout, and graphic accent elements. Choosing a
design saves you from having to construct these items yourself.

Choose a Design
Once you have chosen your publication type, your next step is to choose an overall design for the publication, which includes text formatting, page layout, and graphic accent elements. Choosing a
design saves you from having to construct these items yourself.

Add or Edit Text
Prefabricated publications contain text placeholders that say things like “Name of Recipient” and “Business Name.” Click these placeholders and type the text that you want. To add new text, you insert a text box and type your text in the box.

Add Images
All desktop-publishing programs enable you to add image files to your publication, either as new images or as replacements for images in the prefabricated designs.

Add Content
Click and Drag
Once all of your publication elements are on the page, you then need to adjust the page layout to maximize the attractiveness and effectiveness of the publication. Each text box and image on the page is a separate item that you can click and drag with your mouse to move to the appropriate location.

Arrange Objects

All desktop-publishing programs allow you a number of options for arranging the page elements relative to the page or to each other. For example, if two images overlap, you can send one image behind the other. You can also align objects with each other, and wrap
text around images.