Chapter 1

Technology in Everyday Life and Business

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Summary

Hardware components that make up a computer are the motherboard, CPU, microprocessor, and memory, as well as the keyboard, mouse, and other peripheral devices With the invention of the microprocessor, computers became available to the average consumer Early computers were used predominantly by engineers and scientists to handle large amounts of data. Key technologies in computing include mobile devices, digital imaging, and machine learning

Key terms

microprocessor

consists of a control and an arithmetic-logic unit, which performs math and logical operations within a computer system

machine learning

use of software applications to make computations and decisions that can inform predictions without human intervention

computer

programmable machine that can execute predetermined lists of instructions and respond to new instructions

hardware

computer accessories such as keyboard, mouse, printer, and computer monitor

motherboard

controls communications for an entire computer system

data masking

process by which personally identifiable information is removed from data, allowing a company to make decisions without violating customer privacy

packet switching

technology that enabled the development of the internet; computer files are broken up into segments, which are transmitted over the network and reordered into a single file at…

minicomputer

computer that is similar in power to a mainframe computer, but much smaller in size; used in mid-size organizations

Chapter 2

Essentials of Software Applications for Business

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Summary

Some best practices for organizing and cleaning your files include never storing files on your desktop, removing files from the download folder, and using descriptive folder names Presentation applications are used to create slides that combine text and visuals to be shared in a presentation Word processing applications are used to create text-based documents such as memos, letters, and reports Spreadsheet applications are used to work with data, especially numerical data

Key terms

word processing application

software that is used to create text-based documents such as memos, letters, and reports

spreadsheet application

software that is used to work with data, especially numerical data

Download

command in Google Docs that lets the user Save As their .gdocx file by exporting the file in another file extension

presentation application

software used to create slides that combines text and visuals to be shared in a presentation

Share

command that enables a document’s owner to invite others to work on it

folder

defined area of a computer that stores files and subfolders

file

electronic system used to store data and programs

carbon copy (Cc)

recipient in email; the recipient who is Cc’d on the email will receive the same email as the recipient in the To field, but the Cc recipient will be known to all other recipients

Chapter 3

Creating and Working in Documents

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Summary

The most frequently used tabs include Home (to set document styles), Insert (to insert graphics or other elements), Layout (to adjust margins and page settings), Review (to use comments and track change), and View (to… Document formatting includes page setup configurations, such as paper size, page margins, orientation, and the use of columns or sections The Navigation pane is a sidebar that allows the users to view the document in various ways. Section breaks allow different formatting to be applied to different sections of a document

Key terms

style

tool in Microsoft Office that is used in conjunction with the Themes tool; it lets the user customize a theme’s color, font, and font size

margin

edges of the document page that are left blank

Navigation pane

Word feature that lets users view documents as thumbnail pages or outlines, or to search for specific text within a document

section

partition of a document used to apply different formatting to different sections of text

comments

digital margin notes that collaborators can create, reply to, resolve, or delete

Explore command

unique feature in the Google suite of programs that uses machine learning to offer suggestions and predict what information you might need as you are creating files

versioning

technology where programs store multiple iterations of files until they are approved and saved

landscape

horizontal orientation of a page so that it is wider than it is tall

Chapter 4

Document Preparation

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Summary

Headers and footers can be inserted into Word documents using the tools on the Insert tab. As with page numbers, headers and footers can be customized to meet your needs Word includes some advanced configuration settings, such as the Word Options dialog box. This dialog box is full of different categories of settings, including General settings, Display settings, Proofing customizations, and the Advanced tab, which lets you configure a vast array of settings of different…

Key terms

footer

bottom part of the page within the bottom margin, which you can see and configure in Print Layout viewing mode

header

top part of the page within the top margin, which you can see and configure in Print Layout viewing mode

formatting marks

symbols Word uses to tell the user where a space, line, or the like are in the document; these are usually hidden unless the user chooses to see them

drop cap

when the first letter of the first sentence in a paragraph is in a large, stylized font

table of figures

list of graphs, tables, or images that are in the document

Automatic substitution

feature in Docs that allows the user to type a word and have it automatically replaced with a predetermined symbol or special character

Paragraph Styles

Google formatting tool similar to Word’s Styles; used to create headings and apply document-wide formatting so that you can generate a table of contents (and document outline)

process chart

way to represent a multistep process in a document; it shows the steps in the process, the order in which to do them, and the dependencies for an outcome

Chapter 5

Advanced Document Preparation

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Summary

It is also important to know how to create and format documents on letterhead and printed envelopes. Letterheads display your name and contact information, while printed envelopes help add a look of professionalism to your communication Business cards can be designed in Word and printed by yourself, or by a printing company using cardstock paper.

Key terms

letterhead

contact information and name of a person that is placed on top of letters

form

document type that has blanks for the recipient to add their information

cardstock

sturdy kind of paper material, typically used for business cards

add-on

third-party application that can be added to Google, which extends the basic functionality of a program with features that are not already included

Developer tab

tab that is used for forms, macros, and managing add-ons or templates; it is not one of Word’s default tabs

Publish to the web

most public way to share a Doc; publishes the document so that it is searchable by internet search engines

Anyone with the link

accessibility limit in Docs’s shareable links, in which the Doc can be accessed by anybody with the link, even if they do not have a Google account

invoice

bill that indicates what goods or services one party has sold to another; it usually displays the quantity, price per unit, and total

Chapter 6

Preparing Presentations

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Summary

Consistency and coherency are essential for creating a professional, finished presentation. It is important to create a plan or storyboard of the presentation, in the same way that it is important to outline an essay. Consistency means ensuring that the presentation has a unified look and feel. Coherency means that the presentation is logically unified and applies to both the slides and the presenter

Key terms

presentation

spoken or visual information delivered to an audience

consistency

quality of always behaving or performing in a similar way, or of something always appearing or occurring in a similar way

coherency

smooth and logical flow of the slideshow or slide deck within a presentation

storyboard

visual plan that separates topics out into different scenes or sections

equation

mathematical statement that shows the relationship between two or more quantities; equations are used to describe a wide range of physical, biological, and economic phenomena…

icon

small graphic symbol that represents a specific function, feature, or tool; icons are used in PowerPoint to provide visual cues and to make it easier to navigate the software

rule of thirds

basic principle of photography and design that suggests that an image can be divided into nine equal parts by two equally spaced horizontal lines and two equally spaced vertical…

Chapter 7

Advanced Presentation Skills

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Summary

A strong opening statement or hook will get the audience engaged and interested in the rest of the presentation Just as a strong opening statement is needed, an impactful closing statement can bring the presentation to a close in a memorable way for the audience The Designer tool gives you options for adding variety and interest to your slides To prepare for a presentation, you should consider the goals of the presentation, how long you have to present, and how you will interact with the audience before, during, and after the presentation

Key terms

strong opening statement

needed, an impactful closing statement can bring the presentation to a close in a memorable way for the audience

hook

a strong opening statement to engage the audience in the content of a presentation

Designer

a feature that adds variety and interest to slides

speaker’s notes

notes added by the presenter to the slides that are not intended for display to the audience; intended to help presenters recall important points during their presentation

crop

a tool used to remove portions of an image that is inserted onto a slide

transparency

the degree of light that is allowed to pass through an image

Timing

the way and order in which transitions and animations can be programmed to appear or occur on the screen

transitions

a feature for determining how one slide moves to the next slide

Chapter 8

Content Management Systems and Social Media in Business

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Summary

There are seven stages of the content management lifecycle: organization, creation, storage, workflow, editing/versioning, publishing, and removal/archiving Content management systems include features for controlling each part of the content management lifecycle, including page templates, document libraries, and calendaring Web 2.0 enables users to create, curate, and manage content by using WYSIWYG software, which allows them to visualize how their content will be displayed An open-source CMS provides free access to basic features and functionality.

Key terms

proprietary CMS

CMS that is owned by the individual or group that created it and can be used only by those who purchase a license key

open-source CMS

CMS that is maintained by a community of developers and is open to the public

content management lifecycle

process for managing content through the seven stages of organization, creation, storage, workflow, editing/versioning, publishing, and removal/archiving

calendaring

feature that allows you to plan content by scheduling future dates and times to release information

tag

keyword for specific content on the site that can be used to organize information

Web 2.0

websites that provide two-way communication or interaction

client side

everything that is displayed or occurs on the user’s end of a web application or device, such as text and image

backlink

link to another website that is related to your site and is designed to increase the rank of your site

Chapter 9

Working with Spreadsheets

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Summary

The spreadsheet file is called a workbook and is composed of worksheets. A spreadsheet is a type of software that allows you to calculate mathematical equations and design tables that you can use for financial documents and that performs data analysis and mathematical calculations The GUI of Excel is designed for manipulating the cells of the spreadsheet. A workbook can contain only one worksheet.

Key terms

spreadsheet

software application type that has rows and columns in a grid pattern where you can enter data to design tables and graphs and perform data analysis

spreadsheet file

called a workbook and is composed of worksheets

worksheet

tab within a workbook where you can input data and design tables and graphs that use the data

data analysis

scientific discipline that uses mathematical and statistical tools to measure trends

formatting

applying colors, font types, and borders to cells for styling purposes

GUI of Excel

designed for manipulating the cells of the spreadsheet

workbook

file that contains one or more worksheets

Ctrl+Select

command that allows you to select two or more areas that are not contiguous

Chapter 10

Advanced Excel Formulas, Functions, and Techniques

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Summary

Cell references, comparison operators, and array formulas can help analyze large sets of changing data Data Tables can be used for automatically generating multiple possible scenarios. Arrays also simplify the complexity of huge worksheets, as they let the user autofill and compute multiple calculations simultaneously Businesses need spreadsheets to handle datasets that are updated every minute with information.

Key terms

Data Table

scenario-building tool in Excel that lets users choose a set of cells on the spreadsheet, and then outputs different solutions or forecasts depending on different scenarios

comparison operators

inequality symbols used in math; includes <, >, ≥ , ≤ , =, and <>

array

selection of rows or columns that do not have to be contiguous

MIN

function that finds the lowest value in a dataset

cell range

selection of rows or columns that is given a name to make it easier for the worksheet designer to find that specific group of cells later

filter

tool in Excel that lets the user select certain criteria so that only data with that criteria is shown

absolute cell reference

one in which the cell reference is fixed, regardless of where you copy the formula

background

canvas that is displayed behind the cell contents of a worksheet

Chapter 11

Advanced Excel Spreadsheets: Statistical and Data Analysis

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Summary

Data verification and the Data Validation tool can ensure the quality of data in your spreadsheets There are four levels of measurement for data Excel Data Tables can be used to quickly format information in a professional manner

Key terms

data verification

process used to ensure that your data is accurate and reliable

data validation

process of ensuring that data values fall within a predetermined range

categorical data

data that is grouped into categories based on attributes or characteristics

continuous data

information that is measured and can take on an infinite set of values

numerical data

data that is quantitative and represents measures of the variables

qualitative data

categorical information that does not include numbers; if it does include numbers, they do not have a true mathematical meaning

clustered column chart

column chart that includes multiple variables to show the comparison between the groups

benchmarking

tool that checks the validity of your data with similar datasets or a set standard

Chapter 12

Using Excel in Accounting and Financial Reporting

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Summary

Financial accounting measures performance using financial reports and communicates results to those outside of the organization who may have an interest in the company’s performance, such as investors and creditors Managerial accounting uses both financial and nonfinancial information to aid in internal decision making Accounting is the process of organizing, analyzing, and communicating financial information that is used for decision making The time value of money variables are PV, RATE, NPER, PMT, and FV.

Key terms

accounting

process of organizing, analyzing, reporting, and communicating financial information that is used for decision making

financial accounting

measures the financial performance of an organization using standard conventions to prepare financial reports used by external entities

managerial accounting

process that uses both financial and nonfinancial information as a basis for making decisions within an organization

depreciation

steady decrease in value of an asset over time

time value of money variables

PV, RATE, NPER, PMT, and FV

Chapter 13

Understanding and Using Databases

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Summary

Databases consist of objects, including tables, queries, forms, and reports. Access contains typical database objects such as tables, queries, forms, and reports Access is a relational database management system that can work with other systems Databases are storage areas for data, small bits of information that are collected all around us.

Key terms

database

a structured set of data stored in a way that allows us to make use of it

relational database

a database whose design and structure enable it to communicate with other systems that hold data

table

the structure that holds individual data records in a database

report

formatted summary of specific information in a database

object

an item in a relational database

relationship

the association between two or more tables based on common fields or columns. It represents the way data is related and connected across different tables within the database

split form

a form that has two functions; for example, it might display a single record as well as a view of the datasheet in which the record is held

dark data

data that is typically not used for analysis and therefore may or may not be valuable to an organization

Chapter 14

Advanced Database Use

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Summary

Learning how to build/record expressions through correct syntax can help control numerous operators in a query. Using the Form/Subform Wizard in Access can help ensure the creation of proper relationships. Understanding how subforms and relationships work opens the door to form design Queries can handle multiple types of criteria to help isolate data

Key terms

syntax

set of rules by which the words and symbols in an expression are correctly combined

subform

form that is inserted into another form (the main form)

control source

area in the property sheet that controls which data is displayed in a particular field, as well as any updates you make to the field

data validation

process of ensuring that data is entered correctly into a form by specifying a validation rule for the control in the form

form property

option that is set in Design View on the property sheet; they control how the form looks, works, and interacts with the rest of the database

many-to-many relationship

relationship in which each record in one table can have many related records in another table, and vice versa; this type of relationship, which really consists of two one-to-many…

Detail section

information that appears once for every row in the record source that is being referenced

comparison operator

used to compare values and return a result that is true, false, or null

Chapter 15

Integrating Applications

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Summary

Collaborative workspaces allow users from various physical locations to work together efficiently Office is designed to allow easy integration between applications We discuss two types of integration—embedding and linking. Embedded information becomes a part of the other file and is not updated if the source file is updated.

Key terms

integration

occurs when software programs that serve different purposes are able to work together to support the transfer of information from one program to another program

collaborative workspace

a virtual environment designed to enable programs and users of those programs to work together

source file

the file that contains the information that you want to put into another program

connection between the two files

made, but it does not become part of the other file

Generative AI

technology that uses computer programming and machine learning to create content