ICAD2012A Design organisation documents using computing packages

Activities
Activity 1 Understanding image
Design organisational documents
1 answers
d)
File Format
BMPBitmap
GIFGraphics Interchange Format
JPEGJoint Photographic Experts Group
PNGPortable Network Graphics
Uses
Pattern of pixels or tiny coloured dots.
Web graphics. Ideal for graphics that use only a few colours. Used for bitmap images – line drawings or blocks of a few distinct colours.
Web graphics. Photographs & scanned photos. Images with few distinct colours – illustrations, cartoons, icons & images with blocks of colour.
Web graphics. Single images only.
Colour
Fixed colour palette.
Maximum 256 colour.
True colour 24 bit graphics. Capable of displaying 16.7million colours.
True colour palette and grey scale. 16 million colours.
Compression
Not supported.
Highly compressed – no loss of data.
Smaller than GIF, less compression but better image quality.
10 – 20% more than a GIF. No loss of data.
Size
Very large.

Highest quality – largest file.Smaller files – reduced quality.

Lossy
No.
Yes – no image quality lost.
Yes.
No.
Advantage
Good for small picture graphics & basic logos.
Can be transparent. Maintains resolution and sharpness even when compresses. Supports animation.
Compresses colour better and retains a high degree of colour fidelity. Can look almost as good as a photo.
Will eventually replace GIF. Platform independent. Greater colour support and better compression. Better support for transparency.
Disadvantage
Large file size.
Loses quality with high resolution pictures. Not effective for detailed photographs.
Not good with straight lines. Smaller file size the more picture info is lost & further away from original. Does not support transparency.
Doesn’t support animation. New format, so only recent browsers can display PNG graphics.
e)
Graphic 1Format JPEG Reasons: This format supports photos, particularly images with blocks of colour. This format compresses colour better and retains a high degree of colour fidelity. This format has a smaller compression size.
Graphic 2Format PNG or GIF Reasons: Image is black and white and the format that best suits this image. GIF supports transparency. In this case, the background is clear. GIF maintains resolution and sharpness, even when compressed.


Activity 2 Short answer questions

Activity 2
Questions 1 to 5 are short answer questions.
A template is available for most applications when you store them in a Templates Directory. What is the location of this directory on the computer you are using now?
Describe some of the common tasks that are performed when creating a new template.
Touch typing is a useful data entry skill. What is touch typing?
What course of action should you take to prevent OOS?
What does “confidential” mean when used in connection with commercial documentation?
WYSIWYG means:
what you see is what you get
the file is displayed on the screen as it is to be printed
the web layout of a printed page
Answer True or False to the following questions.
A data entry person who uses a template to create a document should then save the file to the document template directory.
A scanner can only digitise photographic images.
Each page of a printout is a separate file.
There is an automatic facility to include page numbers in a document.
Answers:

A template is available for most applications when you store them in a Templates Directory. What is the location of this directory on the computer you are using now?To find where your template files are stored, use the find facility to look for *.dot files.
Describe some of the common tasks that are performed when creating a new template. Your answer could include:
setting up headers and footers
adding a logo
placing commercial information to create a letterhead
setting the default font and styles
setting page margins
Touch typing is a useful data entry skill. What is touch typing?Touch-typing is the skill of knowing where all of the keys are on a standard keyboard layout, and using specific finger movements to most efficiently activate the appropriate key. It relies on having a standardised key layout and the concept of “home keys”.
What course of action should you take to prevent OOS?OOS, or Occupational Overuse Syndrome, is caused by long sessions of the same movement, such as touch-typing. Regular rest breaks and ensuring that the fingers are moved through their full range of movement are good methods of avoiding this type of injury.
What does “confidential” mean when used in connection with commercial documentation?“Confidential” refers to the fact that some documents are not intended for general distribution and may be protected to ensure that only the specified recipients are able to view the contents when online or via emails. In the past, hard copy documents could be kept locked away from public access. With the advent of networks and electronic storage, the concept of confidentiality is more difficult to enforce.
WYSIWYG means: What you see is what you get. The acronym is a leftover from the first computer programs, where they often showed only the code, and the hard copy would display the actual code actions. This is similar to modern HTML where hello would display in a web browser as hello
A data entry person who uses a template to create a document should then save the file to the document template directory. FALSE. If the files have been created from a template that is opened from the templates directory, then the user is given the default option of saving the file as a document that they can name. If the template is to be saved in other directories then they will have to use the Save As option.
A scanner can only digitise photographic images.FALSE. Scanners are merely a device designed to digitise black and white areas or coloured areas of a scanned document. Graphics programs and Optical Character Recognition programs allow the digitised information to be manipulated correctly.
Each page of a printout is a separate file.FALSE. This is a common mistake of new users of word processing software, especially where different topics are covered in the one document. Word processors are able to delineate page spaces effectively to create multi-page documents.
There is an automatic facility to include page numbers in a document.TRUE. There are a number of scripted modules that allow text, which is commonly used in documents, to be included in files using the appropriate metadata, to update automatically (eg date, time printed page number).



Activity 3 Multiple choic


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Activity 3 Multiple choice
Desktop Publishing is:
a device used to create high quality printouts by ensuring that the paper size is accurately accounted for.
a software application used to combine graphics and text objects to produce high quality publications.
an organisation listing, where the output is to be printed on large printing presses using lead typeface.
a type of commercial enterprise where they specialise in coffee table books of a high quality.
The Print Preview:
will appear different if an alternative printer is selected for the print job.
allows a developer to ascertain if a hard copy will print correctly.
allows a developer to ensure that all words are spelt correctly.
ensures that the document will be readable when printed on orange paper.
A form is:
only available as a printed document.
only available when using a database application.
a document used to gather data from an audience.
a document designed to lead a user in entering data to ensure consistency and accuracy of information.
Which of the followingis a health hazard?
Laser printer toner powder.
Inkjet printer ink.
Paper dust.
All of the above.
An expiry date is:
the date by which a document needs to be removed from circulation.
the date by which a project is to be completed.
what happens when the manager finds out you didn’t put the ad in the Yellow Pages.
the date by which a document is no longer accurate or viable.

Answers:

Activity 3 multiple choice answers
B
B
D
D
D

Activity 4 Word processing

Activity 4 answers
What are some of the ways Help files aid new users, who are unfamiliar with a software procedure? The answer could include the following points:
they provide information on performing a specific task
to research how a task could be managed more efficiently
to solve a specific problem encountered while using the software
Compare and contrast the two types of Help files available, namely printed booklets and online resources.Your answer could include the following points:
Both types allow a user to find out how to solve problems with software applications or hardware devices.
Both are able to be referenced by using an index and a contents page.
Both are organised into passages that deal with related problems.
Online files are able to search for keywords efficiently.
Online resources are able to have wizards and macros attached to allow a user to see a procedure in a step by step fashion.
Paper based resources are able to be accessed even when the computer has frozen.
Paper based resources are able to be read anywhere, e.g. on public transport, whereas online resources require access to computers and a network.
How would the language used differ for the different audiences you may have to deal with?An experienced user will generally be looking for very specific information, and will be able to comprehend technical terminology. New, or inexperienced users, will require simpler sets of instructions, using less technical language. They would probably benefit from the more time consuming development of wizards and ‘how to’ animations.
Define the term hyperlink.A word, section of text, image or information object, which has a connection to another object.
What is a ‘target’, when referring to links?A ‘target’, when referring to links, is the destination of the link.
Define the term ‘bookmark’, in reference to linking.A bookmark is an item, or location, in a document, which you identify and name for future reference.
Why are bookmarks often used in templates and documents?Bookmarks are used to automate data entry and to find information in documents. They are also used in contents tables and indexes.
Briefly describe the process of creating a bookmark in Microsoft Word.Select the item you want to bookmark. On the Insert menu, select Bookmark. Give your bookmark a name. Click Add.
Describe the process of saving a word processed document as a web document.From the File menu, select the Save as Web page option, and give your document a name. The file is saved as .html.
Why do organisations often save their documents in both word processed format and web format? To be able to publish documents on a network and on an intranet/internet.