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4.1.7 Presenting information /1 Formats, media and audience for information /2 Word Processing/DTP Software

4.1.7 Presenting information /1 Formats, media and audience for information /2 Word Processing/DTP Software. Starter. What can you create using: Microsoft Word Microsoft Publisher What types of software are they both. Thinking about the Audience. Who is your information aimed at?

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4.1.7 Presenting information /1 Formats, media and audience for information /2 Word Processing/DTP Software

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  1. 4.1.7 Presenting information/1 Formats, media and audience for information/2 Word Processing/DTP Software

  2. Starter • What can you create using: • Microsoft Word • Microsoft Publisher What types of software are they both

  3. Thinking about the Audience Who is your information aimed at? E.g., Poster - Advertising a school disco compared to advertising a drink driving campaign. What knowledge do they have? Business information needs to match the requirements of those who have asked for it: E.g., a director or owner of a company would need information which conveys an overall picture rather than fine detail. Information can be aimed at a range of audiences.

  4. Formats for information • Factors affecting the choice of format: • The particular needs of the user (e.g., if the user is blind they will need audio rather than text). • The complexity of the information (might be better explained pictorially in graphs/charts). • Whether the material is to be presented on-line (animation and video can be added to websites). Format: the style in which the information is organised and presented. • Text • Tabular • Graphics • Audio • Animations • Video

  5. Media Multimedia: making use of many media such as text, image, sound, animation and video. Media: the means by which information is communicated. We live in a multimedia world. (What different ways can you get football results? To catch the majority of your audience it is usually necessary to use a range of media. • Media Examples: • Paper-based media / hard copy. E.g. newspapers, books, posters etc. • Screen-based media – needs to be read only once. E.g., train times viewed on a website. • Audio. E.g., voicemail, downloading an audio file to your iPod or mobile phone. • Video. E.g., a speech videoed during a meeting could be sent digitally. • Multimedia (more than one media).

  6. Factors affecting the choice of media • The nature and complexity of information • Time to study • The needs of the recipient. (the supplier of the information needs to understand how it will be used. 4. Lifespan of information

  7. DST: Questions • (a) Information can be conveyed using a variety of media. Give three types of media which could be used for promotion of a new pop group. (3) (b) Information can be displayed in a variety of different formats. Describe two formats for information and for each give an example of a situation where each format would be appropriate. (2) (c) Explain, by giving a suitable example, why the audience must always be considered when giving them information. (1) 2. A car company is promoting a new model of a car and needs to use ICT to help with this promotion. They intend to use a variety of different media. Give three types of media which could be used and explain why each medium would be appropriate. (3)

  8. 4.1.7 Presenting information/2Word-processing/DTP software

  9. Word Processing What are the features of word processing?

  10. Word Processing Word processing packages can also be used for preparing text for other applications e.g., text could be imported into DTP software. • Before starting a document you need to consider the page layout/format • Text can be formatted to add structure and emphasis • Formatting paragraphs/blocks of text Exam tip: You could be asked about formatting text, make sure you know the different types of format.

  11. Word Processing Additional features of word processing software: • Templates (you can create your own) • Mail merge • Indexing (allows words to be highlighted so that they can be used to form an index. The word processing software keeps a record of the words along with their page number) • Macros (a series of commands/instructions that you can group together as a single command in order to complete a task automatically) • Thesaurus (list of synonyms) • Spelling and grammar check

  12. DTP Software Used to create documents consisting of more than just text (e.g. photos, clipart etc). These are usually prepared in different software and imported into DTP. It therefore needs to be able to deal with lots of different types of file: • Graphics • Images from a scanner • Frames from a digital video camera • Text from a word processor

  13. Features of professional DTP software Used to produce complex designs for magazines, catalogues, newspapers etc. How does a professional package differ from a home package? • Professional level typesetting options • (e.g. kerning – finely adjusting the spacing between characters). • Plug-ins • (extensions bought for the software which can be used for a particular industry). • Ability to program the DTP • (newspaper companies have a team of programmers who program more functions into the DTP software). • Curving text along a line • Standard file format Placeholder text – text that is included to show the position of text in a template.

  14. DTP Software • Advantages of desktop publishing (compared with word processing): • More control over the way the page is laid out. • Better at integrating files from other packages. • Text and graphics can be put in boxes. • You can produce files that a professional printer can use directly • You can have text flow around irregular shapes. • You can position each letter in text with much more precision. Advanced features of word-processing/DTP software: • Style sheets of cascading style sheets (CSS). If the font needs to be changed throughout the document this can be done on the style sheet. Saves time. • Templates. They contain placeholder text and graphics. You don’t have to start from scratch. It may however look like everyone else's.

  15. Activity Investigate the templates available in the word-processing and DTP packages that you are familiar with. Produce a report outlining your findings.

  16. DST: Questions • What is a macro and why are they useful? (3) • DTP software is used to produce a catalogue of products for an engineering company. • Discuss the factors which the company could use to determine whether home DTP software or professional DTP software should be used. (4) 3. (a) Explain what is meant by a style sheet and explain, by giving an example, how the style sheet would be useful to a book author. (3) (b) Explain clearly what a macro is and give an example of how the author might use a macro to save time. (4) 4. Explain clearly the difference between a style sheet and template. (3)

  17. Plenary Macros can be found as an advanced feature of most software. Using the software manuals or on-line help menus to help you, find out how to write a macro for a task that you find tedious when using your spreadsheet or word processing software. Produce an easy to understand set of instructions which you could give to a friend who needs to perform the same task.

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