Developing a Document

With application software, such as a word processing program, users create, edit, format, save,
and print documents. When you create a document, you enter text or numbers, insert images,
and perform other tasks using an input device such as a keyboard, mouse, or digital pen. If you are
using Microsoft Word to design a flyer, for example, you are creating a document.
To edit a document means to make changes to its existing content. Common editing tasks
include inserting, deleting, cutting, copying, and pasting. Inserting text involves adding text to a
document. Deleting text means that you are removing text or other content. Cutting is the process
of removing a portion of the document and storing it in a temporary storage location, sometimes
called a clipboard. Pasting is the process of transferring an item from a clipboard to a specific
location in a document.
When users format a document, they change its appearance. Formatting is important because
the overall look of a document significantly can affect its ability to communicate clearly. Examples
of formatting tasks are changing the font, font size, and font style.
A font is a name assigned to a specific design of characters. Cambria and Calibri are examples
of fonts. Font size indicates the size of the characters in a particular font. Font size is gauged by a
measurement system called points. A single point is about 1/72 of an inch in height. The text you
are reading in this book is about 10 point. Thus, each character is about 5/36 (10/72) of an inch in
height. A font style adds emphasis to a font. Bold, italic, underline, and color are examples of font
styles. Figure 3-6 illustrates fonts, font sizes, and font styles.
During the process of creating, editing, and formatting a document, the computer holds it in
memory. To keep the document for future use requires that you save it. When you save a docu
ment, the computer transfers the document from memory to a storage medium such as a USB flash
drive or hard disk. Once saved, a document is stored permanently as a file on the storage medium.
To learn more about how to save a file, complete the Learn How To 1 activity on page 138.
When you print a document, the computer places the contents of the document on paper or
some other medium. Instead of printing a document and physically distributing it, some users
e-mail the document to others on a network such as the Internet.
Figure 3-6 The Cambria and Calibri fonts are shown in two font sizes and a variety of font styles.
12-point Cambria

28-point Cambria
Bold Italic Underline Color
12-point Calibri

28-point Calibri
Bold Italic Underline Color
font size
font styles
sans serif font does not have short
decorative lines on characters
serif font has short decorative
lines on some characters
Word Processing
Software
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Processing Software.Application Software Chapter 3 115
Spreadsheet Software
Spreadsheet software allows users to organize data in rows and columns and perform calculations
on the data. These rows and columns collectively are called a worksheet (Figure 3-7). Most spread
sheet software has basic features to help users create, edit, and format worksheets. The following
sections describe the features of most spreadsheet programs.
Spreadsheet Organization A spreadsheet file is similar to a notebook that can contain more than
1,000 related individual worksheets. Data is organized vertically in columns and horizontally in
rows on each worksheet (Figure 3-7). Each worksheet usually can have more than 16,000 columns
and 1 million rows. One or more letters identify each column, and a number identifies each row.
Only a small fraction of these columns and rows are visible on the screen at one time. Scrolling
through the worksheet displays different parts of it on the screen.
A cell is the intersection of a
column and row. The spreadsheet
software identifies cells by the
column and row in which they
are located. For example, the
intersection of column B and
row 4 is referred to as cell
B4. As shown in Figure 3-7,
cell B4 contains the number,
$3,383,909.82, which repre
sents the sales for January.
Cells may contain three
types of data: labels, values,
and formulas. The text, or label,
entered in a cell identifies the
worksheet data and helps organize
the worksheet. Using descrip
tive labels, such as Gross Margin
and Total Expenses, helps make a
worksheet more meaningful.
Calculations Many of the worksheet cells shown in Figure 3-7 contain a number, called a value,
that can be used in a calculation. Other cells, however, contain formulas that generate values. A
formula performs calculations on the data in the worksheet and displays the resulting value in a
cell, usually the cell containing the formula. When creating a worksheet, you can enter your own
formulas. In Figure 3-7, for example, cell B14 could contain the formula B9+B10+B11+B12+B13,
which would add together (sum) the contents of cells B9, B10, B11, B12, and B13. That is, this
formula calculates the total expenses for January.
A function is a predefined formula that performs common calculations such as adding the
values in a group of cells or generating a value such as the time or date. For example, the function
=SUM(B9:B13) instructs the spreadsheet program to add all of the numbers in cells B9 through B13.
Recalculation One of the more powerful features of spreadsheet software is its capability of
recalculating the rest of the worksheet when data in a worksheet changes. Spreadsheet software’s
capability of recalculating data also makes it a valuable budgeting, forecasting, and decision making
tool.
Spreadsheet
Software
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Spreadsheet Software.
Figure 3-7 With spreadsheet software, you create worksheets that contain data arranged in rows
and columns, and you can perform calculations on the data in the worksheets.
function assigned
to active cell
rows 3, 4,
5, and 6
cell B4
worksheet
cell B14
is active
columns B, C,
D, and E116 Chapter 3 Application Software
Charting Another standard feature of
spreadsheet software is charting, which
depicts the data in graphical form. A
visual representation of data through
charts often makes it easier for users to
see at a glance the relationship among
the numbers. Three popular chart types
are line charts, column charts, and pie
charts. Figure 3-8 shows examples of
these charts that were plotted using the
five types of expenses for each of the
months shown in the worksheet in Figure
3-7 on the previous page. A line chart
shows a trend during a period of time,
as indicated by a rising or falling line.
A column chart, also called a bar chart,
displays bars of various lengths to show
the relationship of data. The bars can be
horizontal, vertical, or stacked on top of
one another. A pie chart, which has the
shape of a round pie cut into slices, shows
the relationship of parts to a whole.
Database Software
A database is a collection of data organized in a manner that allows access, retrieval, and use
of that data. In a manual database, you might record data on paper and store it in a filing cabinet.
With a computerized database, such as the one shown in Figure 3-9, the computer stores the data
in an electronic format on a storage medium such as a hard disk.
Datab ase software is application software that allows users to create, access, and manage a database.
Using database software, you can add, change, and delete data in a database; sort and retrieve data
from the database; and create forms and
reports using the data in the database.
With most personal computer data
base programs, a database consists of
a collection of tables, organized in
rows and columns. Each row, called
a record, contains data about a given
person, product, object, or event. Each
column, called a field, contains a spe
cific category of data within a record.
The Fitness database shown in
Figure 3-9 consists of two tables: a
Client table and a Trainer table. The
Client table contains ten records (rows),
each storing data about one client. The
client data is grouped into eight fields
(columns): Client Number, Last Name,
First Name, Address, Telephone
Number, Amount Paid, Balance, and
Trainer Number. The Balance field,
for instance, contains the balance due