application software for presentation & communication all documents have

8/14/2019 Application Software for Presentation & Communication All Documents Have

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Application Software forPresentation &Communication



characteristics of

documentsall documents have commoncharacteristics, and these include:



character

• is any letter, number or symbol used



paragraph

• usually used in long documents

• defined by a carriage return [ENTER]

•

often have predefined styles, linkedwith house styles



section

• is a portion of a document in whichpage formatting options can be set

•

can be used to allow the layout of adocument to be varied with a pageor between pages



frame

• is an area of a page that can containtext or graphics

• is can be positioned anywhere on thepage

• changes to the content of one framewill not affect the content of anotherframe



header & footer

• a header is text (or graphic) thatappears in the top margin of everypage

• a footer is text (or graphic) thatappears in the bottom margin of every page

• they can be the same throughout adocument or can be changed forevery section



footnote

• is used to briefly explain a word orphrase without including theexplanation in the body of the text

• a reference number is usually used1

1 A footnote is usually found at the bottom of the page



page

• are each printed side of papercontaining the components of adocument



mail mergea standard document (WP or DTP) can

be combined with information from aSS or DB

mail merging allows the user to create& send a personalised version of thesame document to many differentpeople (recipients)

the advantages of using a mail mergeinclude…

4.document can be produced very

quickly



reformatting tools

packages have many features whichhelp users format documents tomeet their needs exactly, and theseinclude...



page size, settings &

orientationthe size of the page in the WISIWYGneeds to be the same as the size of the paper on which the documentwill be printed

page margins are the blank spacearound the edges of the page, butcertain elements can be placed in

the this spacethe orientation of the page (portrait or

landscape) can be selected



text position, size & style

text position is also known asalignment (left, right, centred or

justified)

the font type can also be selecteddecoration can be added for emphasis,like bold, italic or underline

font size can be adjusted



using clip art

clip art images are either supplied freewith the package or can bedownloaded at an extra cost

they are images, which can be editedor used as they are

advantages include:

• readily available

• can be used immediately

• can reduce the design costs

• no extra equipment (scanners) needto be bought



disadvantages include:• choice of images is limited

• quality of images range from poor to

good• the images are not original or unique

• the images might be subject to

copyright (especially downloadedimages)



vector v bitmap graphics

graphics can be stored as either of these two types...



bitmap graphics

known as raster graphicsis made of up of pixels

each pixels is made up of a bit or bits

each pixel has two key properties: aposition on the grid & a colour value

a bitmap file can be one of the

following...- BMP

- GIF

- JPEG-



vector graphics

known as object-orientated graphicsthese images are stored as geometric-

based data

although these are stored according toits mathematical properties, it is stilldisplayed as a temporary bitmappedgraphic

mainly used for design purposes & inCAD programs

consider the main differences on page



features of presentation

softwareuse your textbook to describe…2.text

3.images

4.sound5.video

6.animation

7.slide transition

8.hyperlinks

9.hotspots

10.buttons



printed acetate v

computer & projectoradvantages of using a computer…• full range of features

• once created it is easy to edit / modify

•

slides do not deteriorate with usedisadvantages of using a computer…• overuse of special features

• need computer & projector

• specific application software required

• without notes, is useless in a powercut



advantages of using an overhead

projector…• easy to write on and annotate

• OHP is the only equipment required

•

in the event of a powercut, slide can stillbe read by the presenter

disadvantages of using an overheadprojector

• no special effects & interactivity

• difficult to jump slides

• a new slide needs to be produced in order

to modify something•



modes of navigation

the route through a slide show may benavigated using manual or automatictransition methods



manual transition

involves action from the presenterthis allows the presenter to run the

speed of the presentation



automatic transition

the presentation is run with nointervention from the presenter

timing are set & the next slide isdisplayed automatically

is suitable for an exhibition stand

timings are important and must allowthe user enough time to read thepoint



non-linear v hierarchical

presentationsthe 3 main structures of a presentationcan be…1. linear

2. non-linear3. hierarchical

the structure should meet the needs of

the contents & the target audience



rules

style & font should meet the needs tothe audience

size of text should be large enough

background should contrast with textcolour

text on the slide should be kept to aminimum

graphics should be carefully selected

animation, sound & transition shouldbe carefully used