Information and Knowledge and Word Processing II I

1. Information and Knowledge and Word Processing III Management Information Systems I Lecture 6, 20 March 2003 Mr. Greg Vogl Uganda Martyrs University

2. Overview • Information and Knowledge • Word Processing III • Viewing and Layouts • Page Setup and Printing • Headers and Footers • Styles and Outlines • Templates and Wizards Management Information Systems I: Knowlegde and Word Processing III

3. 1. Valuable Information is… • Accurate (garbage in, garbage out) • Verifiable (user can confirm if needed) • Accessible (quick and easy to find) • Secure (inaccessible if unauthorized) • Timely (available when needed) • Reliable (available every time needed) Management Information Systems I: Knowlegde and Word Processing III

4. Valuable Information is also … • Complete (nothing important is missing) • Organized (arranged to suit user) • Simple (easy to understand/use) • Meaningful (relevant to recipient, task) • Useful (used for decision making) • Cost Effective (info. value > info. cost) Sources: Meyer et al. p. 9.10 and Shelly et al. p. 10.8 Management Information Systems I: Knowlegde and Word Processing III

5. Information Reduction • Necessary to prevent info. overload • Control methods: • Routing to those who need it • Summarising for management • Access enabling/restricting • Eliminating unneeded information Source: Meyer et al p. 9.10 Management Information Systems I: Knowlegde and Word Processing III

6. Ways Managers Use Information • Plan • Objectives, strategies, tactics • Organise • Money, people, material, management structure • Lead • Communication, instruction, motivation • Control • Performance measurement, corrective action Source: Shelley et al. fig. 10-3 Management Information Systems I: Knowlegde and Word Processing III

7. Knowledge • An organisation’s most valuable asset • Stored in the brains of veteran workers • Often lost when veterans leave the org. • Info. systems can support info. workers • Data workers • Process and distribute existing information • Knowledge workers • Create new knowledge and information Management Information Systems I: Knowlegde and Word Processing III

8. Knowledge Work Support • Create • Knowledge Work Systems, e.g. workstations • Capture/Codify • Artificial intelligence systems, e.g. expert systems • Distribute • Office Automation Systems, e.g. desktop publishing • Share • Collaboration systems, e.g. groupware, intranets Source: Laudon & Laudon p. 436 Management Information Systems I: Knowlegde and Word Processing III

9. 2A. Viewing and Layouts • Normal – for normal text entry/editing • Web – how it would look in a browser • Print – how it would print; page borders • Outline – organised hierarchically • Full Screen – hides menus, etc. • View buttons in lower left corner Management Information Systems I: Knowlegde and Word Processing III

10. Print Preview • Print • Magnifier – zooms in/out • One/Multiple Pages • Zoom menu – 100% is actual size • View Ruler • Shrink to Fit – condenses to fewer pages • Full Screen • Close Management Information Systems I: Knowlegde and Word Processing III

11. 2B. Page Setup • Margins • Top, bottom, left, right, header, footer • Paper Size • A4/Letter; width, height; portrait/landscape • Paper Source • Default tray, Auto Select, Manual Feed • Layout • Section start, headers/footers, vert. align. Management Information Systems I: Knowlegde and Word Processing III

12. Print • Printer name, information, properties • Page range: all, current page, pages • Copies: Number of copies, collate • Print What, even/odd pages • Zoom, scale to paper size • Options Management Information Systems I: Knowlegde and Word Processing III

13. 2C. Headers and Footers • Insert • AutoText • Page x of y (page no., no. of pages) • Filename, date, time, author, etc. • Show previous/next • Switch between header and footer • Alignment: left, center, right Management Information Systems I: Knowlegde and Word Processing III

14. 2D. Styles • Essential tool for large documents • Help assure consistent formatting • Easy to change formatting of document • Easy to apply predefined styles • Easy to reorganise using outline view Management Information Systems I: Knowlegde and Word Processing III

15. Using Styles • Select text, then: • Choose style from Style menu, OR: • Click Format, Style • Commonly used styles • Title, Subtitle, Heading 1, 2, 3 • Normal, Body Text, Default Paragraph Management Information Systems I: Knowlegde and Word Processing III

16. Changing Styles • To add or change a style: • Format, Style, New or Modify • To apply a set of predefined styles: • Format, Theme, Choose a Theme, OR: • Style Gallery, Template Management Information Systems I: Knowlegde and Word Processing III

17. Outline View and Toolbar • View, Outline • View, Toolbars, Outlining • Expand/Collapse (+, -) • Show Heading (1, 2, 3, All) • Promote/Demote (, ) • Move Up/Down (, ) Management Information Systems I: Knowlegde and Word Processing III

18. 2E. Templates • Use pre-made formatting and layout • No need to repeat format every time • Used for frequently created documents • E.g. letterheads, forms, newsletters • Helps assure document consistency • You can create your own templates • Normal.dot template is global (all docs) Management Information Systems I: Knowlegde and Word Processing III

19. Using Templates • To use existing templates: • Click File, New, click a category tab and double-click a template; a copy is made • Type information in the spaces provided • To make your own template: • File, New, Create New, Template, OR: • File, Save As, Save as Type: Document Template (*.dot) Management Information Systems I: Knowlegde and Word Processing III

20. Wizards • Similar to templates (click File, New) • Even easier; designed for beginners • Asks you a series of questions (Next) • Assists with formatting and layout • Creates your document for you • You can make changes at the end • E.g. letter, envelope, fax, calendar, CV Management Information Systems I: Knowlegde and Word Processing III