Introduction to Computers
SESSION III
APPLICATIONS SOFTWARE
In Session II we learned the Basics:
• THE USE OF FILES & FOLDERS
• HOW TO NAME & ADDRESS FILES
• OPENING & CLOSING APPLICATIONS
(Solitaire, Paint, Word Pad)
• ALTERNATE COMMAND METHODS
• FIVE STEPS OF DOCUMENT CREATION
Today we will learn:
• HOW TO CREATE, STORE, & REMOVE OR DELETE FILES
• THREE TYPES OF APPLICATIONS SOFTWARE
(Word Processing, Spreadsheets, Data Bases)
• EDITING AND FORMATTING TOOLS
• THE COMPUTER AS A TOOL !
By now you have the concept of Dialog Boxes and selection of items from menus fairly well in hand. As the course progresses your skill in these areas will increase. Last time we discussed the naming and addressing of files. Today we will put that information to use. We will create some very simple documents and store them on our hard disks in a folder which we will create. We will then manipulate these files and gain a feel for file and folder management. Remember; "Never delete anything you did not create".
In addition to the applications stored in the Accessories Group we will look at the three main programs features of Microsoft Office. These three applications are typical of the ones used in most offices today. Most computers purchased today have similar software pre-installed. These three are; (1) WORD, a word processing software package, (2) EXCEL, a spreadsheet program, and (3) ACCESS, a data base software package. Works packages are for the casual user and they usually contain the same three applications. Spreadsheets are for accounting, performing mathematical functions, creating forms, and constructing charts and graphs. Data bases are used for record keeping; you can use them to manipulate all types of data, perform searches and queries, create form letters, address labels, and address envelops. The intent of today’s lesson is to merely introduce you to some of the main features of these programs. By exploring them you will gain experience in the use of your keyboard and mouse in carrying on a dialog with the instructions stored by programmers. The features of Windows95 will be used to manage file storage, folder and file creation and removal. Only remove files and folders which you created.
We will explore more of the editing and formatting features of Applications and take a look at printing our documents. Our interest and fun increases as our knowledge and skills increase. I really appreciate your interest. Your questions and discussions benefit the entire class.
Application Software - Window Layout
Notice that the windows and dialog boxes are presented in a logical user orientated fashion. The title of the Application Package and the filename of the current active file is always presented at the top of the window, in the window's title and control bar.
Immediately under the title bar is the menu bar. The items available on this menu bar will vary from application to application. The most used commands are usually presented first, these are the commands used to manage files. The second item on the menu bar is usually the edit commands. These are followed by the view, insert, format, tools, etc. Most individuals will not try to memorize these many commands. Practice and usage will eventually lead to sufficient familiarity for easy use. The main idea or concept to learn today is the many commands and tools available to you. When you encounter a new application software package the first step is to experiment with the commands on a document which is simple and not critical. It is like using a sheet of scratch paper for learning. Don't make all your learning take place on something you need to get out right now. Allow yourself time to learn.
Below the menu bar are the tool buttons. These buttons are an alternative way of executing the commands on the menu bar. Any desired command can be executed by any of several methods. Typist sometimes prefer to learn shortcut key strokes. Others prefer to use the Alt Key and then type the underlined character on the menu itself. Notice that when you have a dialog box or pull down menu visible you can select items by moving the highlighted command around by use of the Tab Key. Also note that if you shift plus tab you can move the selection in the other direction. Try and experiment with these approaches. Develop your own style and methods. Use the ones which work best for you. In most application packages you can even customize the tool buttons to suit your needs. You can add or remove buttons.
Because changes can be readily implemented the process used to generate items of information on a computer differs from other methods. These actions can be listed in five steps. They are:
1. Placing the information content. Don't disturb your concentration by considering details of style or form, let your creative ability flow.
2. Edit your material. Use the computer ability to perform spelling and grammar checking. Read or study your composition in view of what others will see in it.
3. Format your material. Use the various commands available to you to alter the way your items appear. In word processing you usually format by paragraphs.
4. Save your material to your user's file space. You may want to modify your items at a later date or include portions of them in other graphics or documents.
5. Obtain printed copies of your work, or electronically share it with others. This is the time where you reflect on your accomplishments. You have completed your desired task. Pat yourself on the back.
The Computer is a Tool
Remember in lesson one we learned that the computer is a tool which stores instructions. Anything you create is merely stored as instructions which tell the computer how to display your work. This can be a document, spreadsheet, data base, graphic, audio clip, video clip or other. The computer can never read your mind. You must always tell it exactly, in unambiguous terms, what your desires are. Don't leave it to chance.
When we are editing or making changes to any item we must always be sure that the computer knows what we wish to alter. This is accomplished by highlighting. Highlighting is the process of selecting some text or item which is then displayed in the inverse colors. Example, the background and foreground or letters reverse or exchange their colors. There are two basic ways to make your selection known, either by the mouse or the keyboard. In word processing there are two cursors or pointers. One is positioned by using the mouse and it is referred to as the mouse pointer. It can and will change it's appearance as you move it around in the current or active window. The other cursor is usually a blinking line in the document space. This is referred to as the typing cursor. It's position can be selected by use of the arrow keys in the edit keypad group or by letting it follow the mouse by pointing and clicking to indicate your choice. The highlighting will start at the position where either the mouse button is pushed or the shift key is held down. The highlighting will continue as long as either button is depressed and either the mouse or the arrow keys activated. You may also use the Home, End, Page Up, or Page Down Keys. You are encouraged to experiment with all these approaches and find out which works best for you. Also try double clicking a word, also try three or four clicks. Another approach is to move your mouse to the left margin and watch it change shape. When it changes click it and notice the result. In working with graphics inserted into text the selected graphic is usually indicated with a border with eight small squares. These squares can be used to alter the graphics size and/or shape. Try this.
By experimentation with all of the commands available in any software application package you will become proficient with them in no time at all. Never be afraid to try new commands, remember you do not have to save the results if you are not satisfied. By this time your fear of the computer should be gone. I have never seen or heard of a computer harming anyone. Remember it is merely a tool to process information. It will not remove fingers as a food processor could. Use your fingers on the keyboard, and use your mouse. Have fun and do it YOUR WAY.
In the next lesson we will consider multitasking, the use of your task bar. This is where the power of modern personal computers or Information Management Systems shine. Synergism is putting it all together. Using the tools of your desktop in harmony.
This handout was prepared for use in Classes taught by the author and is provided for copying and use by all. Dean Christensen, January 1, 2000; Revised: January 16, 2001