Word Processing Packages

l Programs/macros— You execute routines (a series of instructions/keystrokes) that have been developed and stored previously. Which of these methods you will use depends on the design of the software; not all software includes all methods. Some software gives you a choice, and you can select the method you prefer. When learning, it is usually easier to use a menu because all the choices are presented. Once you have learned the software, you may prefer direct commands because you do not have to work your way through a series of menus to find the function or command you want. Programs/macros are most useful for repetitive tasks. They enable you to enter the sequence of keystrokes (steps) or characters you want to repeat. Once entered and stored, you can execute the entire sequence with one or two keystrokes—a real time saver. Becoming a Proficient User You will also learn that software does not do everything you want in the way you would like. The more you work with a package, the more you will be able to find ways around what you consider deficiencies. You will also learn you can compensate for these problems by writing and saving your own routines, programs, or macros to perform some of the more complex or awkward functions. Some packages enable you to define your own function keys, change the function of a key, or store routines as macro instructions. These are all desirable features for the more sophisticated users. This also means routines can be developed by experienced, proficient users for use by other users. Do not hesitate to learn from others and do not limit your study. Ask others how they are using a package. What tricks have they learned and found useful? What routines/macros have they designed to perform recurring functions? Build on their knowledge and share yours. You might even institute a users group. It need not be formally organized-maybe during the noon time meal once a month. Let’s take a more in-depth look at some of the more commonly used software packages—word processing, spreadsheet, database management, and desktop publishing software. WORD PROCESSING PACKAGES Word processing packages are readily available for use in office environments on microcomputers. They enable you to create, modify (insert, delete, rearrnge), save, copy, and print documents (see figure 3-1). The usual method of entering a document is to type it on a keyboard. Another method is to use a scanner to read a printed document and encode it into a digital file for computer processing. You might also receive a document that has been transmitted over a network or phone system. Creating and Modifying Documents To create a new document, you will start by telling the system you want to create a document. In some packages this is the default option—the option you get if you do not specify something else. When you load and execute the program, you are in the create mode and simply start typing. The software will probably have a number of defaults that can be set up for your installation. For example, you can probably have defaults set to 8 1/2-inch by 11-inch paper, with a 1 1/2- inch margin at the top, a 1-inch margin at the bottom, and 1/2-inch margins left and right. You may be able to have tabs set as a default option for indenting paragraphs. Regardless of how the original document is entered, eventually, it ends up as a data file on some type of secondary storage media that you can later access and modify (add, change, or delete). To make changes, you Figure 3-1.—Examples of word processing program features. 3-7