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.
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