**** 1

Computer software

Overview

**** 2

Computer software:
summary/overview/abstract (Part 1)

The following presents an overview of various aspects and

types of computer software:
Computer (disk) operating system(s)
Graphical user interfaces
The popular family of Microsoft Windows operating
systems in particular
Utility software packages
Local area network software
**** 3

Computer software:
summary/overview/abstract (Part 2)

Application software packages

(excluding software to build presentations with slides,
software to create web sites, because these are discussed
in more detail in other chapters)
General evaluation criteria in the case of software
packages

**** 4

Computer software:
summary/overview/abstract (Part 3)

Computer file formats in general

Computer file formats for text only
Computer file formats for graphics/images
Computer file formats for documents with text and
images
Compression, archiving and conversion of computer files
**-- 5

!! Task - Assignment !!

Read
Readthe
thechapter
chapterabout
about
software
software
in
in
Introduction
Introduction to automationfor
to automation forlibrarians.
librarians.
by William Saffady
by William Saffady
Chicago
Chicago::ALA,
ALA,1999.
1999.

**** 6

Computer software

Computer (disk) operating systems

**** 7

Computer operating systems:

functions

A computer operating system brings many basic

functions to a computer:
Process management
Memory management
File input/output
Device input/output

**** 8

Computer operating systems

are NOT user interfaces only

Do not confuse a user interface

with a computer operating system.
An operating system often comes with a particular
interface for the use of many functions, which causes this
confusion.
**** 9

?? Question ??

List
Listand
anddiscuss
discusswidespread
widespread
computer
computer operatingsystems
operating systems
for small, personal microcomputers.
for small, personal microcomputers.

**** 10

Computer operating systems

for microcomputers

For microcomputers with Intel compatible CPU

DOS; DOS + Windows 3.x;
Windows 95; Windows 98; Windows 98 SE;
Windows ME,
(OS/2)
Windows NT 4 Workstation; Windows 2000 Professional;
Windows XP;
Linux,
Apple operating systems
**-- 11

?? Question ??

Name
Namewidespread,
widespread,famous
famousoperating
operatingsystems
systems
for server computers.
for server computers.

**** 12

Computer operating systems for

server computers

Unix (and variants such as Linux and Solaris)

Windows NT 4 server;
Windows 2000 server;
Windows 2003 server;
...
**-- 13

Computer operating systems:

properties

Operating Unix DOS DOS + OS/2 Windows NT

system Linux Windows 3.x Windows 95 Windows 2000
Windows 98

Multi-user? + - - - +

Multitasking? + - - + +

Long descriptive + - - + +
file names?

***- 14

?? Question ??

Why
Whycancanmultitasking
multitaskingononcomputers
computers
be
beuseful?
useful?
(even
(eventhough
thoughpeople
peoplemostly
mostlywork
work
on 1 activity at the same time)
on 1 activity at the same time)
***- 15

Multitasking:
uses

Switching among programs

the ability to load several programs and easily and quickly
switch among them
Running tasks in the background
for instance:
downloading data,
printing,
monitoring disk space,
receiving electronic mail,...

**-- 16

?? Question ??

Unix
Unixand
andLinux
Linux
have
havemany
manypositive
positiveproperties,
properties,
but
buthave
havenot
notbeen
beenused
used
on
onmost
mostmicrocomputers.
microcomputers.
Why?
Why?
**-- 17

Computer operating systems: Unix:

problems and drawbacks (Part 1)

The code requires more disk space than most operating

systems developed for small personal computers up to
2000.

The system is suited for more multiple users on the same

computer, and therefore it is more complex than most
operating systems developed for small, single-user
personal computers.

**-- 18

Computer operating systems: Unix:

problems and drawbacks (Part 2)

Does not support as many microcomputers hardware

devices and commercial applications as Microsoft
Windows.

The many versions and interfaces may confuse users.

*---Example 19

Computer operating systems: Unix:

character-based interface commands

cat Views the contents of text files

cd Changes directory
cp Copies files
ls -la Lists files
man Accesses the reference manual online
mkdir Makes a new directory
more Displays a text file, 1 page at the time
mv Moves or renames files
rm rmdir Removes a file Removes a directory

**-- 20

?? Question ??

Windows
Windows2000,
2000,XP
XP
have
havemany
manypositive
positiveproperties
propertiesin
incomparison
comparison
with
witholder
olderWindows
Windowsoperating
operatingsystem
systemsoftware,
software,
but
butthey
theyshould
shouldnot
notbe
beused
usedon
onmost
mostolder,
older,low-end
low-endPCs.
PCs.
Why?
Why?
*---Example 21

Computer operating systems: DOS:

character-based interface commands

cd Changes directory
copy xcopy Copies files
dir Lists files
Mkdir, md Makes a new directory
rename Renames files
rm del Removes a file
rmdir Removes a directory

*--- 22

User interface software for DOS:

some character-based packages

DOSShell
PCTools / PCShell
Norton Commander
Desqview
...
*--- 23

User interface software for DOS:

some graphics-based packages (GUIs)

DOSShell
Microsoft Windows 1, 2, 3.x
Norton Desktop for Windows
...

**-- 24

?? Question ??

Which
Whichoperating
operatingsystem
system
are you mainly using?
are you mainly using?
**** 25

Computer operating systems:

evolution

More user-friendly interfaces

Increasing power
Bigger in size because of more sophistication
More Web enabled

(Parallel evolution for application software)

**-- 26

Computer software

Graphical user interfaces = GUI

**-- 27

Graphical user interface = GUI:

description

The interface on the display is built up using individual

picture elements (= pixels) in an array.

Suitable for the application of WIMP techniques:

Windows,
informative Icons,
a Mouse or another pointing device,
Pull-down menus / Pointing

**-- 28

?? Question ??

Which
Whichbenefits
benefitsoffer
offerGUIs
GUIs??
(in contrast with
(in contrast with
character-based
character-basedinterfaces)
interfaces)
**-- 29

Graphical user interfaces:

benefits (Part 1)

The display can offer better WYSIWYG:

What You See (on the display) Is
What You Get (on printed paper)

The user can change the size of windows on the

information continuously.

The user can choose and use various types and sizes of
characters in the user interface.

**-- 30

Graphical user interfaces:

benefits (Part 2)

The user can address every single pixel

(using a pointing device such as a mouse)
to generate an action by the computer.

The computer can create detailed icons.

...
**-- 31

?? Question ??

Which
Whichdisadvantage
disadvantage
have
haveGUIs?
GUIs?

**-- 32

?? Question ??

How
Howcan
canWYSIWYG
WYSIWYGwork workwell?
well?
Why
Whydid
didearlier
earliersystems
systems
not
notoffer
offerWYSIWYG
WYSIWYGas aswell?
well?
**-- 33

Graphical user interfaces:

disadvantage

Requires a relatively fast computer system:

fast processor,
fast video,
fast hard disk,
(caching hard- and software,)
...

**-- 34

?? Question ??

What
Whatisiseasier
easierto
todo
do
with a mouse
with a mouse
than
thanwith
withaakeyboard?
keyboard?
**-- 35

Mouse is complementary
to the keyboard

Drag to change size and/or shape of objects

(windows, graphics, ...)
Point and click to activate
Drag and drop:
Make selection, drag selection, and paste or put elsewhere
Select a document by its name or icon, drag it to the
programs name or icon, release the button to make the
program work with the document
Free-hand drawing

***- 36

Computer software

Microsoft Windows: an operating environment

*--- 37

Microsoft Windows:
an operating environment

Layers for Windows 1.x, 2.x, 3.x:

Application programs + Utility programs

**-- 38

Microsoft Windows:
benefits with all applications (Part 1)

Offers a graphical user interface.

Allows multi-tasking of programs.
The Windows package includes utility programs.
Due to the multi-tasking, utility programs provided by
Windows can be used by application programs, so that
each application program does not have to offer these
utilities.
**-- 39

Microsoft Windows:
benefits with all applications (Part 2)

The Windows package includes basic application

programs for
text editing,
word processing,
communications,
file management,
calculations,
bitmap editing (painting, photo editing,)
...

**-- 40

Microsoft Windows:
benefits with all applications (Part 3)

Allows cut and paste or copy and paste of data

in the same document managed by the same program!
between various documents managed by the same
program!!
between various documents managed by various
programs!!!
***- 41

!! Task - Assignment !!

Apply
Applycopy
copyand
andpaste
pastein
in
the same document
the same document
managed
managedbybythe
thesame
sameprogram.
program.

***- 42

!! Task - Assignment !!

Apply
Applycopy
copyand
andpaste
paste
between various documents
between various documents
managed
managedbybythe
thesame
sameprogram.
program.
***- 43

!! Task - Assignment !!

Apply
Applycopycopyand
andpaste
pastebetween
between
different programs.
different programs.
For
Forinstance:
instance:
copy
copyaaresult
resultfrom
fromMicrosoft
MicrosoftWindows
WindowsCalculator
Calculator
(such as a long number)
(such as a long number)
into
into a documentof
a document ofMicrosoft
MicrosoftWord.
Word.

**-- 44

Microsoft Windows (all versions):

benefits with Windows applications

Interface is more uniform, consistent, standardised.

Saves time during installation of programs + saves space
on the hard disk, by providing drivers for output to
video display(s), printer(s), sound board(s),... which can
be used by all programs for Windows.
Allows software development which is more independent
of display hardware.
DDE / Dynamic Data Exchange among documents
**-- 45

Microsoft Windows from version 3:

benefits with Windows applications

OLE = Object Linking and Embedding

later evolved into ActiveX
Provides access to more than 640 K RAM, starting from
version 3.0.
Provides TrueType technology for output to video display
and printer, starting from version 3.1.
Allows drag and drop of files to the icons representing
application programs.

**-- 46

Success of
Microsoft Windows

Horizontal = multi-purpose software inexpensive

many millions of copies of this package have already been
distributed internationally.
***- 47

Microsoft Windows
tutorials

Computer-assisted learning about Windows is offered by

the Windows package itself.

**-- 48

Evolution of Microsoft operating

systems for PCs from 1981 to 1994
1981 DOS 1
1982
1983
1984
1985 DOS + Windows 1
1986
1987
1988
1989
1990 DOS + Windows 3
1991
1992 DOS + Windows 3.1
1993
1994
***- 49

Evolution of Microsoft operating

systems for PCs from 1995 to

1995 Windows 95
1996
1997 Windows NT 4 (also for servers = multi-user)
1998 Windows 98
1999 Windows 98 SE
2000 Windows ME Windows 2000 (also for servers = multi-user)
2001 Windows XP (also for servers = multi-user)
2002 Windows 2003 (for servers = multi-user)
2003
2004
2005
2006 Windows Vista beta version

***- 50

?? Question ??

How
Howcancanyou
yourename
renameaacollection
collectionof offiles
filesin
inaafolder,
folder,
in
in11action,
action,with
withthe
theoperating
operatingsystem
systemthat
thatyou
youuse?
use?
In
Inwhich
whichcase
caseisisthis
thisuseful?
useful?
***- 51

Computer software

Utility software packages

***- 52

Utility software packages:

definition

Not a well defined term

One meaning is:

Software which helps to run the computer system,
but which is not directly useful on the application level.

Operating systems include utility programs;

others can be installed besides these or can replace these.
***- 53

Utility software packages:

some categories: anti-virus

Anti-virus shielding and scanning

+ anti-spyware
+ local network and Internet firewall
(checking incoming and outgoing data)

**** 54

?? Question ??

Which
Whichconcrete
concreteanti-virus
anti-virussoftware
software
protects your pc?
protects your pc?
**-- 55

!! Task - Assignment !!

Read
Read
Brain,
Brain,Marshall
Marshall
How
How computer viruseswork.
computer viruses work.[online]
[online]
Available
Availablefrom:
from:
http://computers.howstuffworks.com/virus.htm
http://computers.howstuffworks.com/virus.htm
[cited
[cited2005]
2005]

**** 56

?? Question ??

Which
Whichconcrete
concreteanti-virus
anti-virussoftware
software
protects your pc?
protects your pc?
**** 57

?? Question ??

What
Whatisisthe
themeaning
meaningof:
of:
keeping
keeping your anti-virus-softwareup-to-date?
your anti-virus-software up-to-date?

**** 58

?? Question ??

How
Howdo
doYOU
YOUconcretely
concretely
keep
keep YOUR anti-virussoftware
YOUR anti-virus softwareup-to-date
up-to-date
on YOUR specific computer system?
on YOUR specific computer system?
**-- 59

!! Task - Assignment !!

You
Youcan
canread
readabout
aboutattackers
attackers
that
that threat your computersecurity:
threat your computer security:
Kanabar,
Kanabar, Dina, and Kanabar,Vijay
Dina, and Kanabar, Vijay
Security.
Security.The
Theattackers.
attackers.
Computers
Computersin inLibraries,
Libraries,May
May2003,
2003,p.p.25.
25.

**-- 60

!! Task - Assignment !!

Read
Read
Pike,
Pike,Sarah
Sarah
Antivirus.
Antivirus.
PC
PCMagazine,
Magazine,August
August3,3,2004,
2004,p.
p.88.
88.
**-- 61

!! Task - Assignment !!

Read
Read
Coustan,
Coustan,Dave
Dave
How
How spyware works.[online]
spyware works. [online]
Available
Availablefrom:
from:
http://computer.howstuffworks.com/spyware.htm/printable
http://computer.howstuffworks.com/spyware.htm/printable
[cited
[cited2005]
2005]

**-- 62

!! Task - Assignment !!

Read
Read
Clyman,
Clyman,John
John
Antispyware.
Antispyware.
PC
PCMagazine,
Magazine,August
August3,3,2004,
2004,p.
p.89.
89.
***- 63

Utility software packages:

some categories: text-searching

Searching for files on your computer,

by searching for text within the files.
Examples of programs for a pc, available free of charge:
included in the operating system Windows since version 95
offered by Microsoft since 2005
offered by Copernic since 2004
offered by Google since 2004
offered by Yahoo! since 2005

**** 64

?? Question ??

How
Howdo
doyou
yousearch
searchfor
foraaparticular
particularfile
fileon
onyour
yourpc?
pc?
***- 65

Utility software packages:

some categories: file management

Making space by searching and deleting files that are not

used or that are not useful
Compression / decompression of files
Archiving / de-archiving of files
Checking disk integrity/quality
Backing up data
Transferring files and settings to another computer

*--- 66

!! Task - Assignment !!

Read
Readand
andapply
applythe
theadvice
adviceconcerning
concerningPCPCmaintenance
maintenance
offered by
offered by
Jackson,
Jackson,Peter
Peter
The
The ultimatePC
ultimate PCtune-up.
tune-up.
PC
PC World (UK), April 2007,pp.
World (UK), April 2007, pp.52-55.
52-55.
**-- 67

!! Task - Assignment !!

Search
Searchfor
foruseless
uselessfiles
fileson
onyour
yourcomputer
computerand
anddelete
deletethese.
these.
Do this regularly.
Do this regularly.
To
Toaccomplish
accomplishthis,
this,you
youcan:
can:
use a utility for disk cleanup
use a utility for disk cleanup
search
searchforforold
oldtemporary
temporaryfiles
fileswith
withthe
thefile
filename
nameextension
extension.tmp
.tmp
for instance, in Windows XP, delete useless old
for instance, in Windows XP, delete useless old filesfiles
from
fromthe
thefolder
foldernamed
namedLocal
LocalSettings
Settings
which
which is a subfolder of yourworking
is a subfolder of your workingfolder
folder
in
inthe
thefolder
folderdocuments
documentsand andsettings
settings

**-- 68

!! Task - Assignment !!

Read:
Read:
Paterson,
Paterson,Craig
Craig
Data
Data backup:test
backup: testyour
yoursafety
safetynet.
net.
(Backing
(Backing up data and making sure you canretrieve
up data and making sure you can retrieveitit
isisaanecessary
necessarychore,
chore,
so heres some advice
so heres some advice
on
onwhich
whichmethod
methodto touse
useand
andhow
howtotodo
doititsuccessfully.)
successfully.)
Personal
Personal Computer World (England), May 2004,pp.
Computer World (England), May 2004, pp.91-94.
91-94.
**** 69

?? Question ??

How
HowdodoYOU
YOUconcretely
concretely
maintain
maintain your databacking-up
your data backing-upsystem?
system?

***- 70

Utility software packages: some

categories: visualisation

Visualizing the size-distribution of subfolders within a

folder, for instance to get an idea of how many bits are
devoted to which subject/interest on a hard disk or in a
web site.
***- 71

Utility software packages: some

categories: visualisation: screenshot

**-- 72

Utility software packages:

some categories: monitoring

Monitoring
CPU-use,
disk-space left,
disk reading and writing,
use of network,
battery power in the case of portable computers...
(Encoding / decoding of files)
(Defragmenting files on the hard disk)
*--- 73

Computer software

Network software packages

*--- 74

Network
software packages

See the chapter on

networks, data communication and Internet
**** 75

Computer software

Application software packages

**-- 76

!! Task - Assignment !!

Read
Readthe
thearticle
article
From
From clay tablets to integratedsuites.
clay tablets to integrated suites.
Personal
Personal Computer World (UK), March 2001,pp.
Computer World (UK), March 2001, pp.208-209.
208-209.
**** 77

Categories of
application software packages

Text editing...Word processing...Desktop publishing

Spreadsheet
Presentation creation
Graphics (bitmap/pixels and vector/object or mixed)
Multimedia authoring + distribution
Data communications (basic layers + applications)
Portable document software
Database management systems
...

**** 78

Software for text editing:

categories

Simple text editors

Simple word processing software

Powerful word processing software

Page-layout software / Desktop publishing software

**--Examples 79

Software for word processing:

examples

For DOS
Microsoft Word (Microsoft)
WordPerfect

For Windows
Microsoft Word for Windows (Microsoft)
WordPerfect for Windows (Corel)
Word (Lotus-IBM)
Word processing module of StarOffice, OpenOffice

**--Example 80

Software for word processing:

screen shot
***- 81

Design of documents on paper:

a brief checklist (Part 1)

Is the general appearance attractive (not messy)?

Does the text look well (not squashed up)?
Do the pages have a basic shape?
Is there adequate white space?
Is the line length short enough?
Are letters in CAPITALS avoided?
Is underlining of letters avoided?
Are fonts chosen well?
Is the character size OK?

***- 82

Design of documents on paper:

a brief checklist (Part 2)

Is the typography consistent throughout the document?

Are colours used well?
Are illustrations/graphics/pictures used well?
***- 83

Design of documents on paper:

a brief checklist (Part 3)

Is it easy to see the main points?

Are there a sufficient number of chapter and sub-chapter
headings?
Are the headings informative?
Is the number of heading levels not too high?
Are the differences in heading levels well supported by
differences in formatting of chapter numbers and
characters?

***- 84

?? Question ??

What
Whatare
arethe
thebenefits
benefits
of
of using paragraphstyles
using paragraph styles
in word processing?
in word processing?
***- 85

Software for word processing:

the advantages of paragraph styles

In comparison with more manual formatting,

styles offer a way to format paragraphs that is
easier, faster and more consistent.
Using heading styles allows
outlining = outline view
automatic sorting of paragraphs
automatic creation of a table of contents
saving a document as a file in HTML format, which is formatted
automatically according to the heading levels in the original document

***- 86

?? Question ??

What
Whatisisthe
therelation
relationin
inword
wordprocessing
processing
between
between paragraph styles and outlineview?
paragraph styles and outline view?
***- 87

!! Task - Assignment !!

Learn
Learnabout
aboutstyles
styles
in
in the program that you use forword
the program that you use for wordprocessing.
processing.

***- 88

!! Task - Assignment - Exercise !!

Create
Createaadocument
documentwith
withchapters,
chapters,using
usingheading
headingstyles.
styles.
For
Forinstance,
instance,select
selectsome
somedocument
documentthat thatyou
youhave
havetotowrite
writeanyway,
anyway,
or that you have already written;
or that you have already written;
take
takethe
thechapter
chaptertitles
titles(that
(thatis:
is:the
theheadings),
headings),
and
and format these with heading 1, 2,3styles;
format these with heading 1, 2, 3styles;
assign
assigndifferent
differentfonts
fontsand
andsizes
sizesand
andcolours
colourstotothe
thestyles.
styles.
InIncase
casethat
thatyou
youdo
donot
nothave
haveaatext
textavailable,
available,
then
then use the file that should be available fromthe
use the file that should be available from theWWW
WWWthrough
through
http://www.vub.ac.be/BIBLIO/nieuwenhuysen/courses/chapters/software-exercise-styles.doc
http://www.vub.ac.be/BIBLIO/nieuwenhuysen/courses/chapters/software-exercise-styles.doc
(note:
(note:BIBLIO
BIBLIOand
andnot
notbiblio)
biblio)
***- 89

!! Task - Assignment - Exercise !!

Choose
Chooseaadocument
documentwith
withheading
headingstyles,
styles,
and apply outlining.
and apply outlining.

***- 90

!! Task - Assignment !!

Choose
Chooseaadocument
documentwithwithchapters,
chapters,
using
usingheading
headingstyles,
styles,
and
andcreate
createaatable
tableof
ofcontents
contentson
on11page,
page,
using styles.
using styles.
***- 91

Software for word processing as a

database system: tools

Styles for paragraphs

(for instance Heading level 1, 2, 3,)
Outline view
(hiding levels low in the hierarchy)
Tables with rows and columns
Sorting

+ combinations of these

**-- 92

Software for word processing as a

database system: input methods (1)

Each (small) database can correspond

with a whole document created with a program for word
processing
OR
with a chapter of a document created with a program for
word processing;
then outlining can be used to view and select these
chapters.
**-- 93

Software for word processing as a

database system: input methods (2)

Methods to work with database records and fields in

records:
Using a table
OR
Using paragraphs formatted with styles!

**-- 94

Software for word processing as a

database system: using a table

Methods to work with records and fields:

Each record in one row
Each field of each record in a column.
(This allows sorting of the records based on the content of
a selected field.)
**-- 95

!! Task - Assignment !!

Build
Buildaatable
tableand
and
sort
sort the rows (records//items),
the rows (records items),
based on the contents
based on the contents
of
ofthe
thecolumns
columns(fields).
(fields).

***- 96

Software for word processing as a

database system: using paragraphs

Using paragraphs formatted with styles

Each record consists of several paragraphs.
Each field corresponds to one of these paragraphs.
(This allows sorting the records based on the first field,
by using heading styles and outlining.)
As an example of a document formatted with heading
styles, see
http://www.vub.ac.be/BIBLIO/nieuwenhuysen/courses/bibliography/software.rtf
**-- 97

!! Task - Assignment !!

Use
Useheading
headingstyles
styles
to
to create a small structuredlist,
create a small structured list,
such as a directory or bibliography.
such as a directory or bibliography.
Use
Useoutline
outlineview
viewto
tolook
lookatatthis
thislist.
list.
Add
Addaarecord
recordout
outof
oforder
orderin innormal
normalview;
view;
go to outline view and sort all the records.
go to outline view and sort all the records.

**-- 98

Software for word processing as a

database system: retrieval features

Searching / retrieval / queries can be made

By sequential string searching
(fast enough with a fast computer and a small database)
(can be slow with a slow computer or a large database)
Retrieval of record after record; no selection of a record set
No Boolean retrieval; no positional operators
**-- 99

!! Task - Assignment !!

Test
Testthe
thespeed
speedofofstring
stringsearching
searching
with the hard- and software
with the hard- and software
that
thatyou
youuse
useto
tostore
storeinformation.
information.

**-- 100

Software for word processing as a

database system: output features

No sorting or relevance ranking of selected records in

output.
Databases perform better in this area.

When records consist of several paragraphs together

using styles for paragraphs allows efficient formatting of
fields in such records
outlining allows to output only the first parts of records
**-- 101

!! Task - Assignment !!

Prepare
Prepareaaprintout
printouton on11sheet
sheetofofaatable
tablewith
withvisible
visibleborders,
borders,
and
and44cells,
cells,22rows
rowsof of22columns,
columns,that
thatcontain
contain
1)1)an
animage
imageofofan ananimal,
animal,
2)2)the
the name of thatanimal,
name of that animal,
3)3)your
yourname,
name,
4)4)aavery
verybrief
briefdescription
descriptionofofthe theorigin
originofofthe
theanimal
animalfile
file
(To avoid that everyone does the same
(To avoid that everyone does the same work, work,
the
thename
nameof ofthe
theanimal
animalshould
shouldstart
startwith
with
the
the same character as your familyname.)
same character as your family name.)

**--Examples 102

Spreadsheet software packages:

examples

For DOS (without Windows):

Lotus 1 2 3
Quattro
...
For Windows:
Lotus 1 2 3
Quattro
Excel
...
*---Example* 103

Spreadsheet software packages:

screen shot

**-- 104

Program types
that handle graphics

Word processing programs...Lay-out programs

Presentation programs
Portable document software
...

Bitmap / pixel oriented editing programs

Vector graphics / object oriented programs
Hybrids of the above
...
**-- 105

?? Question ??

Give
Give55reasons
reasonswhywhygraphical
graphicalimage
imagebitmap
bitmapfiles
files
are NOT ideal
are NOT ideal
for
for the storageand
the storage anddistribution
distribution
of formatted text documents?
of formatted text documents?

***- 106

Portable document software:

What is it? (Part 1)

Ideally, this type of programs

allows the distribution of a formatted document,
while maintaining the visual integrity of the document
is independent of computer platform,

(computer, operating system, application software, or
fonts) that is used
to create the document, and
to view (read, search, ...) the document
compresses the document
***- 107

Portable document software:

What is it? (Part 2)

allows printing the document

allows searching for character strings in the document
allows zooming in,
without loss of details in the characters

allows copying text fragments
allows integration with a WWW browser
allows hyperlinks / WWW links in the document
...

***-Examples 108

Portable document software:

some programs

Adobe Acrobat !
Viewer software is available free of charge
Software to create PDF files is NOT free of charge.
A free trial has been possible through the WWW at
http://www.adobe.com/

(Catchword RealPage)
***- 109

Portable document software:

applications

On-line help documents coming with software.

Electronic publications on CD-ROM and on-line,

in particular when a version printed on paper also exists!

**-- 110

!! Task - Assignment !!

Display
Displayaascientific
scientificelectronic
electronicjournal
journalarticle
article
that
thatisismade
madeavailable
availableasasaaPDF
PDFdocument
documentfile;
file;
apply
applysearching
searchingforfortext;
text;
zoom in.
zoom in.
**-- 111

?? Question ??

Which
Whichdisadvantages
disadvantagesofofPDF
PDFdo
doyou
yousee
see
(in comparison with other document file formats)?
(in comparison with other document file formats)?

**-- 112

!! Task - Assignment !!

Read
Read
Ozer,
Ozer,Jan
Jan
Optimizing
OptimizingPDFPDFfiles.
files.
(Here
(Here are nine tips for creatingthe
are nine tips for creating thebest
bestPDFs.)
PDFs.)
PC
PCMagazine,
Magazine,July
July2005,
2005,p.p.76.
76.
**-- 113

Software for database management:

overlapping categories

Relational

Object-oriented

Text-oriented
For an overview see
http://www.searchtools.com/tools/tools.html
Graphics-oriented

...

***- 114

Database systems:
definition

A database (management) system is a program or set of

programs, providing a means by which a user can easily
store and retrieve data in the form of databases.
***- 115

Information retrieval software:

related terms

Software for
information storage and retrieval
(ISR software)
Text(-oriented) database management systems
(Text-DBMS)
Text information management systems
(TIMS)
Document retrieval systems
Document management systems

***- 116

Information retrieval software:

applications (Part 1)

Archives Archived documents

Documentation centres Documents
Libraries Books / Documents
Musea Objects / Books / ...
Medical files Patients histories
Marketing departments Clients / Potential clients
Schools Courses / Teachers
Bibliographic databases Publications / ...
***- 117

Information retrieval software:

applications (Part 2)

Meeting calendars Meetings = conferences

Product information Product descriptions
Laboratories Recipes
Personal documentation Documents
Patent office Patents
Co-operating Documents / Persons /
information networks Institutes / Events / ...
...

***- 118

Text-information management
systems: characteristics and definition

The information in the database is text oriented.

Therefore, several features are required:
ability to store relatively long blocks of texts
ability to retrieve items in which specific words or terms
occur anywhere
***- 119

Text-information management:
from free-form to structure

Free form text information without structure

Text database with information (each record)

is further structured in fields, sub-fields,
with links/relations among records...
(Ideally, each fields is repeatable
= can be multi-valued,
= can occur more than once in each record.)

**-- 120

Text-information management:
records with or without field structure
Unstructured Cheap to Allows only a Easy and cheap to import
records create and simple index and or export
manage simple retrieval

Records Expensive to Allows a complex Difficult and expensive to

structured in create and index and thus import or export:
fields manage powerful conversion profiles/scripts
searches that can are needed when
be limited to the standards for filed
contents of a field structure are not applied
completely
***- 121

Functions of
database management software

Input / edit using keyboard or batch input

Indexing of the database(s)
Browse or Search data from database
Output
(Sort / Display / Print to file / Print to paper)

+
Export / Import

**-- 122

The various formats of records

in a database
Format to
Input format(s) Internal format facilitate
= for retrieval
Edit format(s) long term storage =
inverted file

Display formats
Display formats Format for
Display
for outputformats
toto
Display
for outputformats
for
display, output
printer, toto exchange/export purposes
display, outputfile
forprinter, file
display,
display, printer,file
printer, file
**-- 123

Indexes in books and databases:

a comparison

Book
Index_term_1 page x1, y1, z1,...
Index_term_2 page x2, y2, z2,... Printed
...
Invisible
Database
Index_term_1 record nr. x1 / field type nr. x1 / field occurrence x1 / position x1
record nr. y1 / field type nr. y1 / field occurrence y1 / position y1
...
Index_term_2 record nr. x2 / field type nr. x2 / field occurrence x2 / position x2
record nr. y2 / field type nr. y2 / field occurrence y2 / position y2
...
...

***- 124

Hierarchy
in the use of a database

Database
structure

Input / Editing

Searching / Output
**-- 125

Security / privacy / protection

of databases

Password for searching

specific database(s) and / or fields and / or record
Password for editing
specific database(s) and / or fields and / or records
Password for changing
database structure
input and modification work sheets
sort and print formats of data in records
sort and print formats of records in a selection

**-- 126

!! Task - Assignment !!

Read:
Read:
Database
Databasemanagement
managementsystems.
systems.
In
In IMARKInformation
IMARK InformationManagement
ManagementResource
ResourceKit.
Kit.
Module
Module on Management of ElectronicDocuments.
on Management of Electronic Documents.
On
OnCD-ROM.
CD-ROM.
Available
Availablefree
freeof
ofcharge
chargefrom
fromFAO,
FAO,Roma,
Roma,Italy.
Italy.2003.
2003.
For more information see http://www.fao.org/IMARK/
For more information see http://www.fao.org/IMARK/
Lesson
Lesson1.1.What
Whatisisaadatabase?
database?
Lesson
Lesson 2. Usingaadatabase
2. Using databaseforfordocument
documentretrieval.
retrieval.
Lesson
Lesson 3. Using a database for documentmanagement.
3. Using a database for document management.
**-- 127

?? Question ??

Which
Whichprograms
programsdo doyou
youknow
know
that
thatcan
canquickly
quicklyoffer
offeran
anoverview
overview
of
of pictures stored on apc?
pictures stored on a pc?

**--Examples 128

Software for image database

management: some programs

Recent versions of Microsoft Commercial operating system

Windows

Google Picasa Freeware

ACDSee Shareware
PaintShop Pro Shareware
ThumbsPlus Shareware

Adobe Photo Album Commercial software

Adobe Photoshop Commercial software
**-- 129

Speech recognition software:

functions

Recognition and transfer of spoken commands to other

programs.

Recognition of spoken text to create documents.

**-- 130

Speech recognition software

Ariadne / Campbell
**-- 131

Computer software

Open source software

**-- 132

Open source software:

advantages

Software source code is open, readable and modifiable,

which allows
changes and additions of features to meet unique local
needs
translation into local languages
Open source community support is available for
troubleshooting.
In many cases cheaper than commercial closed,
proprietary software.
**-- 133

Open source software:

disadvantages

Costs are associated with new or additional training,

when switching to open source software.

Resistance to change at individual and organizational

level may hinder the introduction of open source software
as alternatives for better known, commercial computer
programs.

**-- 134

!! Task - Assignment !!

Read:
Read:
Surman.
Surman.Mark
Markand
andDiceman,
Diceman,Jason
Jason
Multimedia
MultimediaTraining
TrainingKit:
Kit:
Introduction
Introductionto toopen
opensource
sourcehandout.
handout.
[online]
[online]
Available
Availablefrom:
from:
http://www.itrainonline.org/itrainonline/mmtk/opensource.shtml
http://www.itrainonline.org/itrainonline/mmtk/opensource.shtml
2003
2003[cited
[cited2005]
2005]
**-- 135

Computer software

General evaluation criteria in the case of

software packages

**-- 136

?? Question ??

Which
Whichgeneral
generalfactors
factors
should you consider
should you consider
in
in theevaluation
the evaluation//selection
selectionof
of
any software package?
any software package?
**-- 137

General evaluation criteria in the case

of software packages (Part 1)

Which operating system is required by the application

software?
How good and reliable is the software producer:
history, reputation, future?
How good and reliable is the software supplier /
distributor / dealer?
How many installations and users are there
in the country?
in the region?
in the world?

**-- 138

General evaluation criteria in the case

of software packages (Part 2)

To which extent is the software compatible with hardware

that is already available
(such as computers, displays, printers)?
To which extent does the software require new hardware?
Does the software allow an efficient usage of a mouse?
Is the software package easy to use?
Ergonomic aspects are important, as training of
personnel is expensive and time consuming.
**-- 139

General evaluation criteria in the case

of software packages (Part 3)

Does the program use random access memory and other

computer system resources efficiently?
Are good and up to date manual(s) for the package
available?
Is an online tutorial (computer-based training) available?
Does the software provide online help? (in context?)

**-- 140

General evaluation criteria in the case

of software packages (Part 4)

What is the initial price per user, per site?

Are regular and substantial updates available?
Online or only offline? At what price?
Is good training and support available in your area, from
the producer directly, or from the distributor, or from
others?
At what price?
Is communication with other users easily available for
discussions and to solve problems?
Online? Through the Internet?
**-- 141

General evaluation criteria in the case

of software packages (Part 5)

Can the user program extensions?

When some computer system is already used, can
existing, available data be exported from that system and
can they be imported to be managed by the new system?

**-- 142

General evaluation criteria in the case

of software packages (Part 6)

How well can data be exchanged with other persons,

institutes, computer systems, databases:
import of data?
Example: downloading of database records from an
available database/catalogue of books, compact disks,
films, videos
export of data?
Example: contributing database records to a union
catalogue of journals, books
**-- 143

General evaluation criteria in the case

of software packages (Part 7)

Is the software compatible with standards used in data

input, import from other systems, export to other
systems
Examples:
availability in the case of software for a database system of
a thesaurus module with standard relations among
thesaurus terms
book database record formatting according to Unimarc for
export to another database
import and export of HTML files used on a web

**-- 144

General evaluation criteria in the case

of software packages (Part 8)

Is the software suitable for use in an Internet context?

Examples:
create or export files in HTML format to make them
available through the WWW or an intranet
the creation of e-mail messages by the software to alert
users of problems, things to do / actions to undertake
**-- 145

General evaluation criteria in the case

of software packages (Part 9)

Is using an ASP (Application Service Provider) /

networking / co-operation /
considered as an alternative for in-house implementation
and development of computer software?
Examples:
computer networks for libraries
electronic mail through the WWW

**-- 146

Computer software

Introduction to file formats

**-- 147

The relations between

programs and file formats

Programs to edit/create/develop/maintain a file in a

particular format

File stored in a particular format

Programs to read/view files in a particular format

+ Programs to save=convert=export files from one format

to another

**-- 148

The program functions

editing, viewing, converting

A program can incorporate only 1, 2, or all 3 of the

functions
Editing / creating
Reading / viewing / interpreting
Converting / saving / exporting
for particular file formats.
**--Examples 149

Examples of programs
for editing, viewing, converting

Examples:
Microsoft Word can create/edit + view/read + convert the
file in the formats DOC, RTF, HTML.
Adobe Acrobat Reader can only view / read
(but not create/edit or convert/save) files in PDF format.

***- 150

Computer software

File formats for text only

***- 151

File formats for text only:

examples

Type Normal file name extension

Files containing unformatted .TXT

ASCII text

Files with text coded by the .HTML or .HTM

Hypertext Markup Language

**-- 152

?? Question ??

Why
Whycan
canHTML
HTMLfiles
filesbe
beconsidered
consideredas
astext
textonly,
only,
even when many web pages made with
even when many web pages made with HTMLHTML
contain
containgraphics/images/photos?
graphics/images/photos?
***- 153

Computer software

File formats
for documents with text and images

**-- 154

?? Question ??

Which
Whichconcrete
concretefile
fileformats
formats
for storage of documents
for storage of documents
with
withtext
textand
andimages
images
do you know?
do you know?
***- 155

Documents with text and images:

available file formats (Part 1)

Many! Too many?

Examples:
formats of the various programs for word processing and
page design, in their various versions (DOC,)
Rich Text Format (RTF)
PostScript (PS)
Adobe Portable Document Format (PDF)

***- 156

Documents with text and images:

available file formats (Part 2)

bitmap-related format, primarily for graphics, but they can

also show characters:
BMP, GIF, JPG/JPEG, PCX, PNG, TIFF...
SGML, HTML, XML... considered here together with the
graphics files that they link to

**-- 157

?? Question ??

Which
Whichproperties
propertiesofofcomputer
computerfile
fileformats
formats
for storage of documents
for storage of documents
with
withtext
textand
andimages
images
can
canbebeconsidered
consideredasasimportant?
important?

**-- 158

Documents with text and images:

properties of file formats (Part 1)

Is the format platform independent/agnostic?

(for instance usable with software on Windows,
Macintosh, Unix)
Is the format not proprietary but open?
Is the format rich, allowing to derive less rich formats
from a file in this format?
(for instance
from Microsoft Word to RTF or HTML or PDF,
from SGML to XML to HTML...)
**-- 159

Documents with text and images:

properties of file formats (Part 2)

Are files in this format small in comparison to the

corresponding files in other formats?
If compression is applied with this file format,
is this compression without loss of information?
Are viewers (programs) for users easily available?
Does the format allow text retrieval?
Is the content of a file in this format searchable on a
microcomputer?

**-- 160

Documents with text and images:

properties of file formats (Part 3)

Does the format allow text retrieval by common Internet

indexes?
Is the contents searchable through the WWW or through
an intranet?
Can a file in this format be loaded in a program and be
edited and saved?
(or can it only be derived from a master file in another
format?)
Can the text be reformatted to another size or font?
**-- 161

Documents with text and images:

properties of file formats (Part 4)

Can a selection be made from the displayed contents of a

file in this format, by copy or cut, to be pasted in another
document?
Does the format not suffer from the existence of various
versions that may confuse the users and that require an
appropriate, up-to-date program?
Is the format suitable when hard-copy documents are
converted to computer-based documents?

**-- 162

Documents with text and images:

properties of file formats (Part 5)

Is a program to produce the format already available or

at least not expensive, affordable?
Most documents are structured
in sections with headings followed by body text
and with fields such as title, author, revision date,
summary/abstract
Does the file format allow a computer to recognize and
use this structure for better formatting, reformatting,
retrieval?
**-- 163

!! Task - Assignment !!

Discuss
Discussthe
theproperties
properties
(advantages
(advantagesand
anddisadvantages)
disadvantages)
of
of each importantfile
each important fileformat
format
DOC,
DOC,RTF,
RTF,PS,PS,PDF,
PDF,SGML/XML,
SGML/XML,HTML, HTML,GIF,GIF,JPG,
JPG,TIFF
TIFF
for storage of documents with text and images?
for storage of documents with text and images?
Summarize
Summarizeallallthis
thisin
inthe
theform
formofofaatable!
table!

**-- 164

!! Task - Assignment !!

Read
Read
Fioretti,
Fioretti,Marco
Marco
Format
Formatwars.
wars.
File
Fileformats:
formats:the
thepast,
past,the
thepresent
presentandandaapossible
possiblefuture.
future.[online]
[online]
Free
Free Software magazine, No. 1, February 2005,55pp.
Software magazine, No. 1, February 2005, pp.
Available
Availablefree
freeof
ofcharge
chargeonline.
online.
**-- 165

?? Question ??

What
Whatisisthe
themain
mainconclusion
conclusion
of
of the overview of theproperties
the overview of the properties
of
of file formats for storage of textand
file formats for storage of text andimages?
images?

**-- 166

File formats:
the problem of exchange
The differences in all the file formats cause the requirement
of filter / conversion programs, when a file must be
viewed or edited by an application program that is not
exactly the same as the one used to create the file.
**-- 167

?? Question ??

What
Whatisisaacommon
commonproperty
property
of the file formats
of the file formats
HTML,
HTML,PDF, PDF,JPG?
JPG?

***- 168

Computer software

File
compression, archiving and conversion
***- 169

File compression, archiving and

conversion
Compression
to make files smaller

Archiving
to keep related
files together

Conversion :&&FclPBT#$-D
!3!!!%!&!!!!2H#3)
for transfer !%!f9!)!!+8QpcF
via computer networks

***- 170

?? Question ??

Which
Whichbenefits
benefitsare
areoffered
offered
by
by compression offiles?
compression of files?
***- 171

Data compression:
benefits
Storage capacity required on magnetic or optical disks is
smaller

In data communication:
transmission times are shorter
transfer of less bits less network congestion

**-- 172

!! Task - Assignment !!

Read
Read
Harris,
Harris,Tom
Tom
How
Howfile
filecompression
compressionworks.
works.[online]
[online]
Available from:
Available from:
http://computer.howstuffworks.com/file-compression.htm
http://computer.howstuffworks.com/file-compression.htm
[cited
[cited2005]
2005]
**-- 173

?? Question ??

Why
Whycancan
raw
raw digital still image informationbe
digital still image information becompressed
compressed
using a computer?
using a computer?

**-- 174

?? Question ??

Why
Whycan
can
raw
raw digital video informationbe
digital video information becompressed
compressed
using a computer?
using a computer?
**-- 175

Data compression:
redundancy
Compression is (in many cases) based on the elimination of
redundancy present in the source data:

Spatial redundancy:
repeated occurrence of the same text or picture elements
Temporal redundancy:
occurrence of the same picture elements in subsequent
pictures in animation / video

**-- 176

Data compression:
lossless versus lossy
Compression without loss of data / quality:
lossless compression

Compression with loss of data / quality:

lossy compression
**-- 177

?? Question ??

What
Whatisisredundancy
redundancy
(in
(inthe
thedomain
domainof ofcomputers)?
computers)?

**-- 178

?? Question ??

Give
Giveexamples
examplesofofapplications
applications
where
whereone oneprefers
preferscompression
compression
----without
withoutloss
lossof
ofdata
data
----tolerating
tolerating someloss
some lossof
ofdata
data
**-- 179

?? Question ??

Name
Name55properties
properties
that
thatMP3,
MP3,MPEG
MPEGand andJPG
JPGhave
havein
incommon?
common?

**-- 180

?? Question ??

Which
Whichconcrete
concreteproducts,
products,
tools
tools and methods for filecompression
and methods for file compression
do you know?
do you know?
**--Examples 181

Data compression:
some types of compressed files (1)

Compression without loss of data, and archiving:

ARC, BOO, CAB, LHZ, PARchive, RAR, ZIP, ZOO...

Compression of picture files, without loss of information:

GIF (but maximum 256 colours), TIFF...
Take care: all in various versions!

**--Examples 182

Data compression:
some types of compressed files (2)

Compression of picture files losing information:

JPEG... in various versions

Compression of video with sound, losing information:

AVI, MPEG/MPG, Quicktime/MOV, RM, WMV... in
various versions with various CODECs
**-- 183

!! Task - Assignment !!

Find
Findaafile
filein
in.ZIP
.ZIPformat
format
and
and decompressit.
decompress it.

**-- 184

?? Question ??

Why
Whyisisititnot
notuseful
useful
to
toapply
applyaacompression
compressionprocedure
procedure
like
likeZIP
ZIPforforinstance,
instance,
to
toaavideo
videofile
file
in
in formats like AVIor
formats like AVI orMPG?
MPG?
**** 185

Essential skills
in computer use

Task Software used

File management Operating system
Finding files on a computer Operating system
Text editing and formatting Word processing software
(e.g. Word for Windows)
Copy and paste from one Operating system
document to the same + applications software
or to another document
Printing Operating system
+ applications software

**** 186

You are free to copy, distribute, display this work under

the following conditions:
Attribution:
You must mention the author.
Noncommercial:
You may not use this work for commercial purposes.
No Derivative Works:
You may not change, modify, alter, transform, or build
upon this work.
For any reuse or distribution, you must make clear to
others the license terms of this work.