Merge Ahead!

There are a few steps in completing a mail merge operation

1. Create a Standard Letter

2. Create a Database of Personal Information

3. Insert the merge fields into the Standard Letter

4. Merge the two together

What is a Standard Letter?

A Standard letter is a letter with no personal information that we can use to complete a Mail Merge

Loads of Word Processor Stuff!

OCR

Optical Character Recognition
Scanner & OCR Software
Scans and recognises words on a document


Standard Paragraph
document which is already typed and saved
insert into many documents again and again
dont have to re-type or spell check

Four Alignments of Text
Left, Right, Centre and Fully Justified


Word Wrap Vs Text Wrap
Word Wrap automagically takes a new at the end of a paragraph
Text Wrap is used to wrap text around graphics!

Formatting Text Styles
Bold, Italic, Underline
Shadow, Strike Through, SuperScript, SubScript, Colour, The Size, The actual Font

Grammar Checker
checks the format of text making sure of punctuation !words of order!
underlines in green

Search and Replace
allows you to "search" for one word and "replace" it with another
need to be careful you dont change the wrong words
Selective - you choose, Global - does them all!

Integrated Packages

Integrated Packages????

a package with more than one GPP (General Purpose Package)

Advantages

dont need to buy each GPP separately - saving money
Common HCI
Link between tasks (to transfer data between them)
can several different documents open at the same time


Disadvantages

some features may have been removed

3H aren't as smart as 3F

Templates

A ready made blank document with placeholders for graphics, text, videos, charts, animation, sound clips, clip art ...

Speeds up the time it takes to create documents


Wizards

Helps you create documents guiding you step by step through the process, asks you questions (use them for setting things up, installing programs, printers etc etc, spreadsheets for chart, set up wizard)

Spell Check Online!

Online Help
Help that is just written in text. So you read and follow instructions. aimed at advanced users, because they need to know about features to understand it!


Online Tutorial
series of guided lessons that show you how to do something. Aimed at begginers who know nothing about the package!


Spell Checker

Spell checker has its own built in dictionary, underlines a word in red - if its not in its dictionary. Gives you the option to change it (gives you a list of suggestions you may have meant) leave it or add it to the dictionary.

Spell Check sometimes makes a mistake with peoples names e.g Jemma, Cretu, Corey McAlpine ....

Data Linkage and a Scanner!

Static and Dynamic


Static?
* Theres really no link, when you copy a document and change the original it doesn't affect any of the copies

Dyanmic?
* There is a link, when you copy a document and change the original the copy changes with the original!

OCR! - Optical Character Recognition
Scanner and OCR Software. Scan pieces of paper and the computer recognises the text and you can edit it without retyping it!

The Acts

Computer Misuse Act
+ hacking
+ viruses

Copyright, Designs and Patents Act
+ downloading music, films, software etc etc without paying for it!

Freedom of Information Act

Data Protection Act

Data Subject?
Person who the information is about

Data Controller
The person who stores the information

Data Commissioner
Must registers with this person before storing personal information

Data Subject Rights?
+ right to see personal information (not always, police records if it will affect ongoing investigation, or matters of National Security)
+ have it changed if it is incorrect
+ compensation if the act is broken

Responsibilities of Data Controller
+ Dont transfer data outside the EU
+ take measures to prevents unauthorised access (passwords)
+ dont keep info longer than necessary