Lesson 1: Using Information Systematically

Introduction

You may have used data and information interchangeably, but did you know
that there is a significant difference between the two terms? Data refers to
simple facts or figures that represent events or activities in an organization
or a physical environment before they can be organized and arranged into a
form understood and used by people. Data that have been organized and
formed to have meaning is now called information. For example, data can
come from barcodes that describe a product in a supermarket. These pieces
of data can then be totaled and added up to provide information on how
many bottles of orange soda were sold.

Information is vital in any workplace. It is what drives productivity and sales,

which is why it is important to use them systematically. One way to do this is
through the help of information technology. Information technology or IT
refers to the use of computer systems or devices to access information. It
applies technology in solving business or organizational problems on a broad
scale. It is information technology that allows us to store, retrieve, access or
manipulate information.

In this lesson, we shall learn how to use technical information systems and
information technology, apply information technology, and edit, format, and
check information to help us achieve optimum productivity in our workplace.

Topic 1: Types and Sources of Information

In visual graphic design, information is essential, much like in any other

professional setting. We rely on information to communicate efficiently, and
in our field, we achieve this through our designs. Visual graphics are crafted
to convey particular messages, ideas, or concepts to the audience. Before
delving further, let's clarify the concept of information across various
contexts and discuss its application in this lesson, highlighting its
significance in visual graphic design.

First, let us define what Information is:

Topic 2: Information Technology in Visual Graphic Design

In the realm of visual graphics design, information technology refers to

the tools, software, and digital technologies used to create,
manipulate, and publish visual designs. This could include graphic
design software, as well as hardware components like computers, tablets, or
graphic tablets used by designers to create their work. Information
technology enables designers to digitize their creative process, collaborate
with others remotely, and produce high-quality visual designs efficiently.

In our exploration of this topic, we will delve into several key areas critical to
visual graphics design:

o The System Unit: Understand the heart of your computer, where all
major processing happens. We'll look at what makes up the system
unit and why it's crucial for any graphic design work.

o Input Devices: Discover the tools that allow designers to input their
creative ideas into the computer. This includes everything from
keyboards to graphics tablets that provide precision and nuance.

o Output Devices: Learn about the devices that bring your designs to
life outside the digital world, such as monitors for accurate color
representation and printers for high-quality physical copies.

o Productivity Software: We'll cover the software that helps streamline

the design process, from project management tools to software that
aids in efficient design planning and execution.

o Graphic Design Software: Dive into the core tools of the trade,
exploring various graphic design software that is essential for creating
compelling visual content, from image editors to vector graphics tools.

o Basic Computer Maintenance: Gain insights into maintaining the

health and performance of your computer, ensuring it remains an
efficient tool in your graphic design arsenal.

The system unit, often considered the heart of a computer, is the core
enclosure that houses its most crucial hardware components that
encapsulate the hardware necessary for performing computations, storing
data, and running software applications. Think of it as the brain and heart of
the computer where everything comes together.
Central Processing Unit (CPU) Random Access Memory (RAM)
RAM is crucial for the smooth
The CPU stands as the primary operation of design software,
executor within the computer, providing swift access to the data
orchestrating the processing of and applications currently in use. It
instructions from software acts as a temporary workspace for
applications and tasks. It's the the CPU, allowing for the efficient
handling of multiple tasks and
linchpin in running design software,
ensuring a smooth design process.
making it indispensable for graphic
design endeavors where speed and
efficiency are paramount.

Storage Solutions (HDD & SSD)

Graphics Processing Unit (GPU) The comparison between Hard Disk
Drives (HDDs) and Solid-State Drives
Specialized in rendering visual (SSDs) highlights the trade-offs
content, the GPU significantly between speed and reliability. SSDs
enhances the efficiency of creating offer faster data access, which is
and editing graphic designs. It crucial for accessing large design
accelerates the processing of files and applications quickly, while
HDDs provide substantial storage
images, animations, and video
capacity at a more cost-effective
content, making it a cornerstone for price point, essential for archiving
designers seeking precision and extensive design portfolios.
fluidity in their visual projects.
Input devices are devices that allow users to input data and
commands into computers. They translate user actions into data that the
computer can process. Here are some common examples:

Output devices, on the other hand, are hardware components that convert
and present data from a computer into a form that can be
understood by users. They take the processed data from the computer
and turn it into text, images, sounds, or other media for external
presentation.

In the field of visual graphic design, using productivity applications can

significantly improve creative workflows. These tools help tasks get done
more efficiently, accurately, and collaboratively. They streamline design
processes and promote innovation and clear communication within creative
teams. Here's how various productivity tools can specifically benefit
designers:

Word Processing Software

This software is essential for creating, editing, and formatting text-

based documents. Beyond basic text editing, it's crucial for developing
detailed design briefs, project proposals, and client presentations.
Examples include Microsoft Word, Google Docs, and Apple Pages.

Presentation Software

A key tool for designers to present their work to clients or stakeholders.

These applications allow for the creation of visually engaging
presentations that blend design elements with storytelling. Examples
include Microsoft PowerPoint, Google Slides, and Apple Keynote.

Data Analysis Software

Essential for designers involved in market research or wanting to

analyze user engagement data. These tools assist in visualizing trends
and making data-driven design decisions. Examples include Microsoft
Excel, Google Sheets, and RStudio.

Project Management Software

Invaluable for managing design projects from conception to

completion. These platforms allow for tracking deadlines, organizing
resources, and facilitating team collaboration, ensuring projects stay
on track. Examples include Trello, Asana, and Microsoft Project.

Cloud Storage Software

Offers a secure and accessible way to store project files, ensuring that
designs and resources are readily available across devices. This is
critical for collaborative design efforts and client sharing. Examples
include Dropbox, Google Drive, and Microsoft OneDrive.

Collaboration Software

Enhances teamwork through features like instant messaging, file

sharing, and real-time document editing, making it easier for designers
to work together and share feedback. Tools such as Slack, Microsoft
Teams, and Zoom are popular among creative teams.

Email Client Software

Central to managing client communications and project

correspondence. Organizing emails, scheduling meetings, and keeping
track of contacts and deadlines can streamline a designer's workload.
Examples include Microsoft Outlook, Gmail, and Apple Mail.
When making your designs, you will surely use different software, selecting
the appropriate software is crucial depending on the task at hand.
Understanding the capabilities of common design tools can significantly
impact the quality of your work. Here's a guide to some of the commonly
used software for various design needs:

Adobe Illustrator

A vector graphics editor used for creating illustrations, logos, icons,

and other scalable graphics. It's part of the Adobe Creative Cloud suite.

Adobe InDesign

A desktop publishing software used for creating print and digital

publications such as brochures, magazines, and eBooks. It allows for
precise layout and typographic control.

Adobe Photoshop

A raster graphics editor widely used for photo editing, image

manipulation, and graphic design. It provides a range of tools for
editing and enhancing digital images.

CorelDraw

A vector graphics editor for designing and creating graphics,

illustrations, and layouts. It's part of the CorelDRAW Graphics Suite.
Blender

A powerful open-source 3D creation suite. It is used for modeling,

sculpting, animation, rendering, compositing, and more.

Microsoft Publisher

A desktop publishing application by Microsoft. It is user-friendly and

allows users to create a variety of publications, including brochures,
flyers, and newsletters.

Scribus

An open-source desktop publishing software used for creating

professional layouts and typesetting. It supports a variety of file
formats.

Figma

A web-based design and prototyping tool used for collaborative UI/UX

design. It allows multiple users to work on a design project in real-time.

QuarkXPress

A desktop publishing software similar to Adobe InDesign. It is used for

page layout and design, especially in the creation of print publications.

SketchUp

A 3D modeling software widely used for architectural and product

design. It's known for its intuitive interface and quick learning curve.
Basic Computer Maintenance

Optimizing your computer's performance is crucial for visual graphic

designers, where software and hardware efficiency can directly impact
creativity and productivity. Let's explore some of the strategies for
maintaining your digital workspace, ensuring your design projects flow
seamlessly and securely.

Software Updates and Performance

o Stay Current with Updates: Keep the performance of your computer

at its best. This includes maintaining the latest security updates and
current malware protection software. Some systems automatically
install updates, but for those that have different settings, update the
operating system by doing the following:

o To check for updates, click on Start, select All Programs, and then
select Windows Update. If there are any outstanding updates,
click the Install Updates button. This may require a restart after
updates are finished installing.

o To check settings for Windows updates, you can click on Start,

select All Programs, then select Windows Update. On the left
hand side select Change Settings and the option currently
selected for installing Windows updates is listed under Important
Updates.

Streamlining Your Workspace

o Eliminate Temporary Files: These files can bog down your system.
Periodically search for "*.tmp" files and delete them to maintain a swift
design environment. To do this:

1. Begin by accessing the "Start" menu and navigating to the

"Search" function. Choose "Select All Files or Folders."

2. In the search box, input "*.tmp" to specify the file type. Click
"Search Now" to initiate the search.

3. After the search results appear, utilize the "Edit" option and
select "Select All" to highlight all the tmp files for deletion.
 4. Finally, press the "Delete" key to remove the selected files.

o Manage Web Clutter: Internet sites that are visited store temporary
files on the local computer in cache or as cookies. These files contain
information regarding the site, such as text, graphics, and personal
information. Once left unattended, these files will continue to grow
take up disk space, and possibly pose security hazards. To manage web
clutter:

1. Navigate to the "Tools" menu and select "Internet Options."

2. Under "Temporary Internet Files," you will find two options:

o Click "Delete Cookies" to remove cookies.

o Click "Delete Files" to remove temporary files.

3. After completing these actions, restart Internet Explorer to

ensure the changes take effect.

Efficiency and Security Practices

o Recycle Bin Routine: When you delete a file, it is not immediately

deleted, but rather placed in a recycle bin in case you need to recover
it later on. While it provides data recovery protection, this feature still
causes clutter in the hard drive with unnecessary files. To empty the
recycle bin:

1. Double-click on the Recycle Bin icon on the desktop

2. Check to make sure there are no files that need to be restored

since once the recycle bin is emptied there is no method to
retrieve the files.

3. Click on Empty Recycle Bin or File > Empty Recycle Bin

o Remove Unused Applications: Preinstalled software, demo

programs, and other installed software that are no longer used take up
disk space. They can also degrade system performance. Increase your
hard disk space and improve your system performance by removing
these unnecessary software.

1. Begin by clicking on the "Start" button and navigating to the

"Control Panel."

2. Next, select "Add/Remove Programs" from the list of options.

 3. Highlight the program you wish to remove from the list of
installed programs.

4. Click on "Remove/Change" to initiate the removal process.

5. Follow the instructions provided by the software to complete the

removal procedure successfully.

o Data Backup: Protect your portfolio and ongoing projects by regularly

backing up to external drives or cloud services. This safeguards against
unexpected data loss.

o Strong Passwords: Secure your design files and client information

with robust passwords, a mix of upper and lower-case letters, numbers,
and symbols is recommended.

o File Organization: Maintain a streamlined workflow by organizing

your projects into clear folder hierarchies. Regularly declutter your
desktop to ensure a focused workspace and employ descriptive
filenames for quick retrieval and enhanced efficiency. This practice not
only saves time but also keeps your creative process smooth and
productive.

Recognizing Common Types of Viruses

A computer virus is a malicious application or code that performs destructive

actions on a device or network. It can damage files, steal data, disrupt
services, download more malware, or execute other harmful actions specified
by the malware author. Viruses often disguise themselves as legitimate
programs to deceive users into running them, delivering their destructive
payload.

1. Boot Sector Virus - A virus that damages or controls the boot sector of
a computer drive, making the machine unusable. It is typically spread
through malicious USB devices.

2. Web Scripting Virus - Exploits vulnerabilities in older web browsers to

run malicious code on the local device.

3. Browser Hijacker - Changes browser settings, redirects to malicious

sites, and steals data or generates revenue for the attacker.

4. Resident Virus - A virus that remains dormant in computer memory

until triggered by a specific event or action.
 5. Direct Action Virus - Immediately delivers a payload when a user
executes a file containing malicious code.

6. Polymorphic Virus - Uses code that changes its appearance to avoid

detection by antivirus software.

7. File Infector Virus - Injects malicious code into critical files, allowing it
to persist on the system and activate during boot or program
execution.

8. Multipartite Virus - Spreads across networks and systems by copying

itself or injecting code into critical resources.

9. Macro Virus - Exploits macros in Microsoft Office files to download

additional malware or run malicious code when the file is opened.

Physical Device Care

o Protect Your Gear: Use protective cases, skins, or bags to shield your
device from the wear and tear of a busy design lifestyle.

o Organize Cables: Maintain an organized workspace with cable

management solutions to prevent damage and keep your creative
space clutter-free.

o Mind the Battery: For battery-powered devices, avoid overcharging

to prolong battery life, ensuring you're always ready for mobile design
work.

o Regular Cleaning: Dust and debris can impair your keyboard and
device's aesthetics and functionality. A clean workspace is conducive to
creative work.

By adopting these maintenance practices, you can be sure that your

computer will always be a dependable graphic design tool, supporting your
creative ventures with great security and performance.
Topic 3: Editing, Formatting, and Checking Information

Importance of Editing and Proofreading in VGD

Now that we've looked at what information and information technology are,
let's dive into how important they are in visual graphic design. We'll focus on
how they help with editing, formatting, and making sure information is
correct in your designs. This step is key to turning your initial ideas into clear,
visually appealing projects.

Editing: The First Step

Editing isn't just a final touch; it begins with your first draft. At this stage,
focus on refining the core content and structure of your work. This means
looking beyond just grammar and typos, and ensuring the substance of your
design—particularly any written elements—effectively communicates your
message.

Proofreading: The Finishing Touch

Once you've refined the content and structure, proofreading is your next
step. This is where you zoom in on those surface-level details: grammar,
spelling, and typographical errors. It's the polish that ensures your design is
professional and error-free.

A Guide to Effective Editing

The University of Nevada, Reno, offers a comprehensive guide to editing your

work effectively. Here are key questions to guide you through the process:
Understanding these aspects and applying them during the editing process
ensures that your visual graphic designs are not only aesthetically pleasing
but also structurally sound, clear, and communicative. This holistic approach
to design enhances its overall quality and effectiveness.

Reference:

Editing & proofreading techniques: University writing & speaking center.

University of Nevada, Reno. (n.d.). https://www.unr.edu/writing-speaking-
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Formatting Techniques in Word Document

In the workplace, a well-structured document not only conveys

professionalism but also ensures clarity and understanding. Now, we'll
explore key formatting techniques such as applying indents, controlling
widows and orphans, and using features like drop caps and page breaks.
These skills are essential for creating documents that are not only visually
appealing but also convey information effectively. Here are some of the basic
formatting techniques you can apply in creating a document:

Applying the first line indent

Apply an indent to the first line of the first paragraph, including the first
paragraph of each new section or chapter. This indicates the beginning of the
section or chapter.

To apply the first line indent, click at the beginning of the first word of the
paragraph, before the first letter, and then press the “Tab” key.

Applying hanging indents

In this format, all other lines in the paragraph except for the first line are
indented. This format is usually applied to bulleted and numbered lists.
Here's an example of a hanging indent:
To do the hanging indent, go to the first word of the second line, before the
first word and press the “Enter” key. Then, select the second line until the
last. Drag the hanging indent marker on the ruler until 1.5 cm.

Applying right indents

In this format, the paragraph is indented from the right margin. Doing so can
make a paragraph stand out from the rest or make room to insert objects or
pictures. Here's a sample of a right indent:

You can apply this by highlighting the paragraph you want to indent and
dragging the right indent marker on the ruler until the desired length.

Controlling widows and orphans

A widow refers to the last line of the paragraph that appears at the top of the
new page. Meanwhile, an orphan refers to the first line of a paragraph that
appears at the bottom of the page. Here's a sample of widowed and
orphaned lines:
To control widows and orphans, first, click the paragraph. Then, select the
dialogue box launcher in the Paragraph group. Click the Line and Page
Breaks tab. Then, click the Widow/Orphan control and OK.

Keeping paragraphs together

The "Keep with Next" feature ensures that related headings and paragraphs
remain together, preventing unwanted page breaks. Additionally, it ensures
that all items in a bulleted list stay on the same page. To enable this feature,
follow these steps:

1. Highlight the paragraph you wish to adjust.

2. Then, click on the dialogue box launcher located in the Paragraph

group. This launcher appears as a small arrow in the bottom right
corner of the Paragraph group.

3. Within the Paragraph dialog box, navigate to the "Line and Page
Breaks" tabs.

4. Check the box labeled "Keep lines together" option.

5. Finally, click "OK" to apply the changes.

Inserting a page break

Enabling "Page break before" for a paragraph forces it to start on a new
page, which is useful for new sections, chapters, or separate placement of
elements like paragraphs and images. Accessing this setting is done through
the Paragraph dialog box. Follow these steps:

1. Click on the paragraph you want to adjust.

2. Next, click on the dialogue box launcher located within the Paragraph
group. This launcher is represented by a small arrow in the bottom
right corner of the Paragraph group.
 3. In the Paragraph dialog box that opens, navigate to the "Line and Page
Breaks" tab.

4. Then, select the "Page break before" option.

5. Finally, click "OK" to confirm and apply the changes.

Applying hyphenation to text

Hyphenation breaks long words across lines with a hyphen. By default, it is
turned off, and text wraps to the next line. However, in narrow layouts or
columns, enabling hyphenation optimizes space utilization. It can be manual
or automatic.

To apply it, click on the Hyphenation option then select Automatic or Manual.
To remove automatic hyphenation, select None.

Proofreading Designs

Proofreading in visual graphic design involves carefully examining text,

images, and overall design elements to identify and correct errors. Here are
some methods on how you can proofread your graphic design:
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