To create and process electronic documents. Technologies for creating electronic documents

Lecture 11 Electronic document management. Electronic document management systems.

An electronic document is information fixed on a material carrier in the form of a set of symbols, a sound recording or an image and is intended for transmission in time and space using computer technology and telecommunications for the purpose of storage and public use(electronic document - a document in which information is presented in electronic digital form).

Electronic digital signature- details of an electronic document designed to protect this electronic document from forgery, obtained as a result of cryptographic transformation of information using the private key of an electronic digital signature and allowing to identify the owner of the signature key certificate, as well as to establish the absence of information distortion in the electronic document.

Signing key certificate owner - individual, in whose name the certification center has issued a signature key certificate and who owns the corresponding private key of the electronic digital signature, which allows using electronic digital signature tools to create their own electronic digital signature in electronic documents (to sign electronic documents).

So, compared to a paper document, an electronic document is a much more complex and generalized object. His distinctive features- this is:

Universality (can describe a wider class of objects),

Dynamism (due to its electronic nature it is easy to modify),

Interactivity (can be modified in response to actions of the viewer),

Virtuality (can be generated from the database at the request of the user).

As practice shows, there are three main areas of application electronic documents:

Creation of electronic analogues of paper documents (books, newspapers, letters, financial papers),

Use as a basis for interactive web applications,

Formal (machine-oriented) description of complex information objects (data schemas, interfaces, dictionaries).

In accordance with this, classes of electronic documents and sets of their elements are created. For example, when describing paper documents, there is no need for interactive elements, which greatly simplifies the document and the entire system. However, this approach does not take advantage of electronic submission and is being used less and less.

All document creation procedures can be efficiently performed on a PC equipped with a scanner and a set of domain-specific software applications, primarily text editing programs or desktop publishing. The scanner can be used to enter separately prepared fragments into the document: drawings, photographs, schemes, seals, signatures, etc.

Storage of electronic documents. The system for storing electronic documents should ensure the effective storage and updating of documents in the external memory of the computer, as well as their efficient search and confidential access to them. Databases are the storage of specially organized information, including electronic documents, in the external memory of a computer.

For tourism industry enterprises telephone communications is the most common and widely used type of communication. It is used not only for the operational administrative management of enterprises, but also for conducting financial and economic activities. For example, by phone you can book a hotel room, get information about the route or tour package that interests the tourist.

Today it is simply impossible to imagine working with documents of any direction and level of complexity without the use of computer information processing tools. The era of typewriters is over. In most cases, if you do not take specific information or calculations, it is the texts that need to be processed. Consider the most popular and common free programs for working with certain types of documents. Separately, we will focus on the test files.

Programs for working with documents: an overview

As you know, for the most part, users of computer systems based on Windows OS prefer to work with the standard MS Office application package, which contains programs for almost all occasions.

However, at present, you can find a lot of alternative developments, which also include programs for working with documents of any type, which, in terms of functionality, are not inferior to the MS Office package, and in some cases even surpass it.

In any package, regardless of the developer, there are applications that allow you to create, view and edit text files, spreadsheets, databases, as well as process graphic objects or even multimedia.

Office suite from Microsoft

To begin with, let's look at the well-known office suite from Microsoft. It is considered universal, since the programs for processing documents used in business are most widely represented here.

Not surprisingly, many developers did not reinvent the wheel and simply copied most of the applications, including their counterparts in their own packages. MS Office itself contains several main applications, among which Word, Excel and Access are most often used.

If we talk specifically about text documents, Word is the progenitor of the DOC / DOCX format, which is now supported by almost all third-party packages. However, the developers of this also did not stand aside and, over time, introduced into their editor the ability to work with formats that differ from the standard, which are used by default by other developers.

After all, if you look, for example, at the possibility of opening or saving a text document, you can even find support for PDF files here. But more on that later.

Actually, Office itself can be downloaded and installed completely free of charge, the only thing you need is a product activation key. This does not stop anyone, because it can be produced using a small utility called KMS Activator. Other free packages do not have this mandatory activation or registration requirement.

Alternative developments

At the dawn of development office programs MS Office occupied a leading position, since its creators were able to include programs for working with documents of completely different types in a single set, which made it possible to create a tool for working with them, as they say now, the all-in-one standard.

Nevertheless, it turned out to be impossible to hold leadership for too long, since quite serious competitors appeared on the market. First, the Lotus Pro package became such, and a little later, another serious development called Open Office appeared. By the way, many experts call this package not only a direct competitor to Microsoft, but also draw users' attention to the fact that it has some additional tools that standard MS Office does not have.

The simplest text editors

But let's focus on text files, which are the most common in workflow today. For viewing and information, the simplest, as it seems to many, applications like Notepad, which is included in standard set Windows. Yes, indeed, in Notepad you can work exclusively with text, just like it was in Norton Commander under DOS systems. Everything here is almost the same, only Notepad has a graphical shell. It goes without saying that there is no need to talk about any text formatting, design or insertion of additional objects.

But few people know that it is Notepad and programs for working with text-type documents like it that support the syntax of most programming languages ​​known today, so programmers and application developers prefer to work with such editors.

Standard programs for working with Word documents

Now a few words about and its analogues. Consider an example where a user has a "clean" system on their computer. If anyone does not know, the office suite is not included in the original Windows set, it must be installed separately. Therefore, many do not even realize that the system has a free program for working with Word documents (it is “embedded” in the system).

We are talking about the application WordPad (Viewer). You can open and view Word files in it, but there are no special features for editing the document. Uncomfortable, sure, but better than nothing.

However, in the absence of Word, you can open such a text file in another way. Adobe Reader, Acrobat or Acrobat Reader will help with this. Any such program for working with text documents containing graphics allows you to open files of almost any text format or import their contents. Depending on the type of application, the editing options also differ, but even if there is no such tool, you can view the files anyway.

Conclusion

Of course, it is simply impossible to consider all office-type applications. However, even with regard to Word documents or text files, it can be noted that working with them can be quite simple. If there is absolutely nothing at hand, you can view these types of files even using the most common web browsers, not to mention saving them with the ability to edit in "cloud" services. By the way, many of them make it possible to simultaneously make changes that are automatically displayed to all users, in this moment connected to a remote editor on the server.

Topic 2.4. Database management systems and expert systems

2.4.11. Training database with main button form "Training_students" - Download

Microsoft Word - word processor

2.1. Text processing in Microsoft Word

2.1.2. The concept of an electronic document. Technology for creating and editing a text document in Microsoft Word

The concept of an electronic document

For effective management processes in enterprises and organizations, an effective electronic document management system is needed.

Documents are the main information resource of enterprises and organizations.

Document management is a continuous process of movement of documents that reflects the activities of enterprises and allows you to quickly manage production processes at the enterprise.

Currently, both traditional office work (on paper media) and electronic document management are used. Electronic document management systems are designed to automate business processes.

A comprehensive solution for the organization of electronic document management at the enterprise is provided by the system of electronic document management and office automation "EUFRAT-Document Management". The office automation and electronic document management system DELO supports both the traditional organization of office work and electronic document management.

FossDoc - Electronic document management system. Electronic document management system - standard solution FossDoc platform, designed to automate workflow and office work, both in state and non-state enterprises of any size and type of activity.

The basic concept of an electronic document management system is an electronic document. An electronic document is a collection of data in a computer's memory, which includes text, figures, tables, drawings, etc. and is intended for human perception with the help of appropriate software and hardware.

The status of an electronic document is fixed by the Law of Ukraine “On Electronic Documents and Electronic Document Management” No. 851-IV of May 22, 2003. An electronic document is a document in which information is recorded in the form of electronic data, including the required details of the document.

An electronic signature is one of the mandatory details of electronic documents. An electronic digital signature (EDS) is used to sign electronic documents, both physical and legal entities in order to give the document legal force.

2.1.3. Technology for creating and editing a text document in Microsoft Word 2003

A text editor is a program that allows you to create a document with text data.

A word processor is a program for entering, editing and processing text documents with various information (for example, tables, graphics, etc.).

Text editors and processors include: built-in text editors; editors of instrumental computer programs; universal word processors; editors of scientific documents, programs for typesetting layouts of magazines and books (publishing systems).

Currently, the most popular word processor is Microsoft Word 2003, but has already appeared a new version Microsoft office 2007.

In Word 2003, you can create the following types of documents:

1. New document.
2. Web page.
3. XML - document.
4. Email message.
5. Message - Fax.
6. Envelopes and Stickers.
7. Templates.

Getting started with Word

All new text documents in Word are based on templates. A template is a document that is used as a template for creating new text documents. After starting Word, a window is displayed on the screen in which you can see a blank text document based on the Normal template.

By default, all text documents in Word are created based on the Normal Normal.dot template, and all text is entered in the Normal Normal style, in which the basic formatting options are set: font - Times New Roman, font size - 10 points, left alignment, single line spacing.

You can enter text, insert a table, a picture, etc. into the window of an empty text document. The empty document is named Document 1, which is visible in the title bar.

You can create a text document in Word in the following ways:

• select the New command in the File menu, then in the task pane (the mode will change to "Create a document") in the Create section, select "New Document" based on the Normal template or in the Templates section in the item On my computer, select a predefined template or wizard, based on which you want to create a document or template.;
• Clicking the New icon on the Standard toolbar opens a blank document, Document 1, based on the Standard template.

When creating new documents, they will be sequentially assigned numbers 2, 3, 4, 5, etc. In a blank document, a flickering vertical line is visible at the top left, which is called the input cursor. The cursor indicates where a character will be entered from the keyboard or an object will be inserted (picture, table, etc.).

The position of the cursor can be changed with the cursor keys or with the mouse only within the typed text. The editor status line on the display screen shows the line number of the document and the number of the position in it where the cursor is currently located.

Word Work Mode - Insert or Replace

The Word word processor is in insert or replace mode. The mode is indicated in the status bar on the display screen. Modes can be switched using the Ins key. In the "insert" mode, the characters entered from the keyboard shift the document text located behind the cursor to the right. In replace mode, instead of the character to the right of the cursor, a new character is entered from the keyboard.

Before entering text, it is advisable to set the parameters and the required page orientation by executing the File / Page Setup command, Margins tab.

Saving a Word Document

While working with a document, it is in random access memory. In order to burn this file to disk, you need to select the Save command from the File menu, and set the necessary parameters in the Save Document dialog box.

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When saving a document in the dialog window, you must: Specify the file name, select the File type, select the folder in which the file attributes are saved, and the disk on which the file will be saved. An open file can be saved to disk under a different name by selecting the "Save As" command from the File menu.

Close the document and exit Word

To close the document, not the application, you must select the "File / Close" command.

To exit the program, you can use one of the following methods:

• select the Exit command in the File menu;
• click the Close button on the title bar;
• double-click the window menu button;
• select the Close command from the window menu.

Opening a document in Word

You can open a document in Word in several ways:

1. Select the Open command from the File menu and in the Open Document dialog box specify the name and location of the file;
2. Click the Open button on the Standard toolbar and double-click the file icon in the Open Document dialog box.

To open multiple files at the same time, select their names in the dialog box while holding down the Ctrl key, and then click the Open button.

Multi-window operation of Word

Word processors can work on multiple documents at the same time in different windows. Entering and editing text is carried out in the active window, in which menu commands can be accessed. Commands on the Window menu allow you to arrange document windows, move from one window to another, and split the window's client area into two parts.

The main stages of creating (preparing) text documents in Word are:

• typing;
• text editing;
• formatting;
• spell check;
• text printing;
• preservation.

Each stage consists of performing certain operations.

You can enter text by typing it from the keyboard and insert various text fragments from other documents into the document.

Typing is carried out by pressing the keys on the PC keyboard, while the next character is displayed on the screen at the cursor position, and the cursor moves one position to the right. The spaces that a text editor automatically inserts to justify lines are called "soft" spaces.

“Hard” spaces are entered into the text by pressing the Space key on the PC keyboard. A sign of the separation of a word from a word is a “Hard” space, so one “Hard” space must be set between words. A punctuation mark does not need to be separated by a space from the preceding word, and a space must be entered after the punctuation mark. A “hard” line terminator is created by pressing the Enter key to indicate the end of a paragraph.

Editing text in Word

After entering the text, it undergoes various changes. Editing a document in Word is carried out by menu commands or by pressing keys on a PC keyboard.

Editing operations (delete, insert, move) are carried out on:

1. Symbols.
2. Strings.
3. Fragments.

Characters are entered from the keyboard (in insert or replace mode), and characters are deleted using the Backspace or Delete keys.

Editing operations for lines are: deleting a line, splitting one line into two, merging two lines into one, inserting an empty line.

Editing operations (copy, move and delete) for fragments. A fragment is a continuous piece of text. To delete, copy, move a fragment, you must select it.

You can select a fragment using the mouse or keyboard. Word applies various ways selection for a word, line, sentence, paragraph. (single, double or triple mouse click in a paragraph or to the left of a paragraph on the selection bar). The selected text can be copied, moved and deleted both using the clipboard and moving with the mouse (with the left or right button pressed).

After selecting a fragment, the operation of copying or moving it can be performed in the following ways:

• using the left mouse button (drag and drop);
• using the right mouse button (drag and drop);
• using the commands of the Edit menu;
• using the commands of the context menu;
• using the icons on the toolbar (cut, copy, paste);
• from the keyboard (set of keys).

To undo an erroneous action in Word, a rollback operation is used. The undo command is found on the Edit menu and on the toolbar. In addition to the rollback command, there is a command to cancel the rollback.

Editing existing text in Word using the Edit / Replace command

The ability to search and replace text provided in Word greatly speeds up the process of editing (editing) large text. You can also use this command to find and replace certain formatting options, special characters, and other document objects.

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The main source that determines the specifics of working with electronic documents in the federal executive authorities is the "Rules of office work in the federal executive authorities", section V1 (approved by the Government Decree Russian Federation dated June 15, 2009 No. 477).

The conditions that determine the specifics of working with electronic documents in the federal executive authorities should be reflected in the Instructions for the office work of the federal executive authority.

The Instruction on office work in the federal executive body establishes the procedure for creating, receiving, processing, storing and using electronic documents in the conditions of using a departmental electronic document management system, as well as the procedure for sending, receiving and registering electronic messages.

Reception of electronic documents from other authorities and organizations and sending of electronic documents are carried out by the Records Management Service of the federal executive body.

Electronic documents are created, processed and stored in the electronic document management system of the federal executive body. Documents created in the federal executive body and received by the federal executive body on hard copy, are included in the electronic document management system after scanning and creating electronic images of documents.

The inclusion of the electronic image of the document in the electronic document management system, possibly after its verification (comparison of the electronic image of the document with the original document), confirmation of the compliance of the electronic image with the original document is carried out using electronic signature Office Worker performing this procedure.

Electronic messages received through the interdepartmental electronic document management system are registered in the electronic document management system of the federal executive body, in the manner established by the Instruction on business. The electronic document management system of the federal executive body must provide for the registration (accounting) and inclusion in the system of electronic messages sent and received through the interdepartmental electronic document management system.

When loading an electronic message into the electronic document management system of the federal executive body, the details contained in the corresponding XML file of the electronic message can be used to fill in the fields of the registration and control card of the received document in electronic form.

The office work instructions should provide that the preparation, execution and approval of draft electronic documents is carried out according to general rules office work established in relation to similar documents on paper. An electronic document must have the details set for a similar document on paper, with the exception of a seal imprint.

Electronic digital signatures are used to confirm the authenticity of electronic documents in the federal executive body.

The means of electronic digital signature used must be certified in accordance with the established procedure.

Upon receipt of electronic documents from other authorities or organizations, the Records Management Service of the federal executive body shall verify the authenticity of the electronic digital signature.

When considering and approving electronic documents, as well as when signing internal information and reference documents (reports, memos, certificates, summaries, etc.) created in electronic form, methods of confirming actions with electronic documents for which the electronic digital signature is not used. Such rules can be established provided that the software used in the given federal executive body makes it possible to unambiguously identify the person who signed or endorsed the document.

Mandatory information about the electronic document

In order to record and search for documents in the electronic document management system of the federal executive body in accordance with the Rules for office work in the federal executive bodies, mandatory information about the document is used, included in the registration and control card in accordance with the table below.

The office work instructions may provide for the inclusion of additional information about documents in the electronic document management system of the federal executive body. The composition of additional information about an electronic document may include information: the name of the author of the document (if the author does not match the addresser (sender) of the electronic document), a mark on the postponement of the document, the period of storage of the document, the names of attachments to the electronic document, keywords, etc. .

SOFTWARE FOR CREATING DOCUMENTS ON A COMPUTER. TEXT PROCESSORS.

CLASSIFICATION BY THE FIELD OF APPLICATION AND BY THE DEGREE OF USE IN THEM COMPUTERS

Information technologies should be classified primarily by the scope and degree of use of computers in them. There are such areas of application information technologies like science, education, culture, economics, manufacturing, military affairs, etc.

According to the degree of use of computers in information technology, computer and non-computer technologies are distinguished. In the field of education, information technologies are used to solve two basic tasks: teaching and management. Accordingly, computer and non-computer technologies of education, computer and non-computer technologies of education management are distinguished.

In teaching, information technologies are used, firstly, for the presentation educational information students, and secondly, to control the success of its assimilation. From this point of view, information; technologies used in teaching are divided into two groups: technologies for presentation of educational information and technologies for knowledge control.

Non-computer information technologies for the presentation of educational information include paper, optotechnical, and electronic technologies. Οʜᴎ differ from each other by the means of presenting educational information and, accordingly, are divided into paper, optical and electronic. Paper-based teaching aids include textbooks, educational and teaching aids; to optical ones - epiprojectors, overhead projectors, overhead projectors, film projectors, laser pointers; to electronic TVs and laser disc players.

Computer information technologies for presenting educational information include:

Technologies using computer training programs;

multimedia technology;

Distance learning technologies.

Topic 4. Word processors and spreadsheets

Today, work with text documents is carried out using personal computers, which is a convenient and reliable method. Software, designed for processing documents using a computer, is conventionally divided into text editors and word processors.

Text editors are the simplest programs designed for the most primitive text editing. As a rule, they do not have advanced formatting tools.

When preparing various business documents, reports, etc. on a computer. it is extremely important to use text editors that occupy an intermediate position between the simplest editors and publishing systems. These editors, on the one hand, are quite accessible to study and do not require complex and expensive equipment, on the other hand, they have all the tools necessary to create complex documents. Such software is called word processors.

The most commonly used word processor in our country is Word, which is part of the MS Office package. This editor is quite simple to learn and allows you to perform many of the operations inherent in publishing systems.

Preparing text on a PC in any text editor consists of two parts: entering text and editing text.

Text entry is usually done using the keyboard, although other options are possible, such as entering text using a scanner, converting it to a text file, and editing it with an editor.

Word allows you to work with large quantity fonts, in this regard, first of all, you should choose a font that satisfies in its appearance, size, style. A font is understood as a set of letters, numbers, special characters, designed in accordance with uniform requirements. Fonts are also distinguished by style - straight, italic, bold, underlined, etc.
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Right choice The type of font and its number is largely determined by the nature of the text being entered.

Fonts are installed for Windows. The font selection procedure is supported by most Windows applications, incl. and word.

After choosing a font, it is desirable to set the dimensions of the sheet of paper on which the text is supposed to be printed. The ʼʼPaper Sizeʼʼ tab (ʼʼPage Setupʼʼ menu) specifies the paper size and orientation. Note that in any orientation of the text, the sheet of paper is inserted into the printer in the normal way when printing.

The next stage of work in a text editor is editing the typed text. Editing is usually understood as the design of headings, setting a red line in paragraphs, inserting figures, graphs and other graphic material into the text, creating hyperlinks, changing the font, copying and moving information.

All actions for editing text in a word processor are performed on the selected fragments. In order to mark a complete line, it is enough to move the mouse pointer to the left border of the line until it turns into an arrow pointing to the upper right corner. After that, you need to press the left button. To select a word, just move the mouse pointer to it and double-click the left button. You can select a paragraph by placing the cursor inside it and clicking the left mouse button three times.

Text editing actions can also be performed using the context-sensitive menu.

The Word text editor has tools that allow multiple users to edit documents and then merge the changes made into the original document. These tools include notes, corrections, and distribution of documents.

In order to allow users to comment on text without making changes to the document, it must be protected with the right to enter comments. The ability to make changes to the document will allow protection with the right to make corrections. A password is used for maximum security.

If several users are involved in editing a document, then it is possible to combine all corrections and notes into the original document in order to view all changes at once. The source file is set to the document in which the fixes are to be merged. Corrections made to a document are not merged unless they have been flagged.

The user has the option to accept or reject the corrections made.

Often when editing text, it is extremely important to move through it from the beginning to the end and vice versa. If the text is large enough and, moreover, contains a lot of graphic images, this procedure takes a lot of time. You can use the ʼʼEdit/Goʼʼ option to navigate. Also convenient means search is Bookmark.

After typing and editing text, it is extremely important to save and/or print it.

The Word text editor has ample opportunities for printing texts on a printer.

The print menu allows you to:

‣‣‣ set the number of copies of the text in the corresponding field;

‣‣‣ specify the number of pages to print (all pages, only marked, individual pages or a sequence of pages);

‣‣‣ If it is extremely important to print the texts not immediately or on another machine, then it is useful to output all the text to a special print file (Print to file). After this operation, you can print this file on any printer.

‣‣‣ configure advanced settings, select a printer, view and change its properties.

Of course, the possibilities of Word are not limited to those noted above, but much wider. In particular, the editor allows you to arrange text fragments in the form of lists; make footnotes; create automatically table of contents; use styles and templates for document design; automatically check spelling; insert graphic objects, spreadsheets into the text; divide text into columns and much more.

SOFTWARE FOR CREATING DOCUMENTS ON A COMPUTER. TEXT PROCESSORS. - concept and types. Classification and features of the category "SOFTWARE FOR CREATING DOCUMENTS ON A COMPUTER. TEXT PROCESSORS." 2017, 2018.