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6.2.1 The Selection of the appropriate tools + techniques to present…
6.2.1 The Selection of the appropriate tools + techniques to present information
How processed data will be presented will depend on:
What information to be presented.
How it is to be presented
The objectives defined during the initiation phase of the project life cycle.
Information can be presented using
A word Processor
A spreadsheet
A database
Desktop Publishing Software (DTP)
Presentation software
Word Processor
Purpose
To
produce,edit + format mainly text based
Advantages
Easy to
correct mistakes
.
Documents can be saved + retrieved later
.
Different versions
of the same document can be saved.
Spelling + grammar check
can be used.
-
Document guides
are available.
Data can be imported from other files.
Mail merge
can be used.
Disadvantages
Files become
corrupted.
There
may be a limited choice of symbols.
A
device with word processing software need to be installed to create documents.
Spreadsheets
Purpose
Store + process numerical data
.
Advantages
Can
store + process numbers
.
Can
store text
.
numbers can be formatted to meet defined objectives
.
Complex calculations
can be carried out .
What - If analysis
can be carried out.
Graphs + charts
to be produced.
Includes i
n - built functions.
Disadvantages
Inexperienced users can input incorrect formulas.
Incorrect formulas
produce incorrect results.
Not able to produce text- based inputs.
Database
Purpose
Store data + records in an organised way.
Advantages
Reports
can be created to present
results of queries.
Queries + reports
automatically
update when data is added.
Can
store data in different tables + reduce duplications.
Easier to search large quantities of data
than in a spreadsheet.
Disadvantages
Can
become complex if several tables used.
Difficult to set up
if the
user is inexperienced
.
Incorrect query produce
incorrect results.
Must be
kept up to date if the results of the queries are to be relied on.
Desktop Publishing (DTP) software
Purpose
Arrange text + images into publications
Advantages
-
Frames
can be used to
position text + images.
Drag-and-Drop
can be
used to place components.
Text + graphics
can be
imported from different sources.
Software includes a
range of templates.
uses WYSIWYG
Disadvantages
Different types of DTP software can
have compatibility issues.
Difficult to create
precise layouts
unless the user is experienced
.
Presentation Software
Purpose
Create a slideshow to present to the audiences.
Advantages
Slide show includes
range of different components.
Template can be used for consistency.
Slideshows can
have links to other resources or files.
Can be
presented by a speaker / automatically with no human involvement.
Can
deliver message to large audience in one go
without printing.
automatic timing can be set for each slide
.
A speaker can
chose
which slide to move depending on the audience involvement.
Disadvantages
too much inf
o on the slide can make it
difficult to read.
Effects: animations/transitions may become too
distracting.
If
too many effects + features
are used the presentation may
become unprofessional.