Introduction to computing skills

Word processors, presentation and spreadsheet software

Questions 

Your assignment consists of two tasks
Task 1
A. To calculate the total marks for English Maths and ICT
B. To calculate the average marks for each student and state! whether they
received a pass or fail
Task 2
To describe some benefits and features of word processing spreadsheet and
PowerPoint presentation software in a report format

Answer 

Task 1

Task 2

1.0. Introduction

Word processor, spreadsheet and powerpoint presentation are the major software in a computing system used for the restoration, retrieval, analysis, and presentation of data. The current paper presents the description of the three software (word processor, powerpoint presentation and spreadsheet), as well as explores the key features and benefits of each to provide a better understanding, which will consequently lead to improved data productivity and enhanced quality of data and information management.

2.0. Word Processing Software

2.1. Description

Word processor performs the function of composition, formatting, editing, and printing of documents. The word processing software also has a function of correcting the spelling and grammar in the documents. According to Patterson and Hennessy (2013), there are different kinds of word processing software available for users worldwide. The most common type is the word that forms part of Microsoft office. WordPerfect, OpenOffice, and Pages are other word processors that are availed by Corel Corporation, Apache and Apple respectively (Mossoff, 2014). As much as there might be vast differences between the different kinds of word processors, they actually have the same functions and accomplish the same task of document creation, formatting, and printing.

2.2. Key features

Basic command features-this feature supports the operations that make it necessary for the document to be viewed, saved, printed or to close the document. Common basic command feature include open, save/save as, print preview, print, and close (Preacher & Selig, 2012)

Editing features the editing features of a word processor allow the users to locate, correct, revise, or rearrange texts within the document. Features such as copy, cut, find, paste, replace, select, redo, type over, undo, and spell check allows for the proper editing of the word document (Patterson & Hennessy, 2013).

Enhancement Features-the enhancement features of the word processor are adopted to emphasize the important words or sentences within the document. This feature also assists in improving the appearance of the document. Features such as borders, bold, bullets, drop cap, font italic, underline and change case accomplish the aforementioned functions of the enhancement features (Mossoff, 2014).

Formatting Features-this feature supports the change in the arrangement of pages or layout. These features include text alignment (left, right, center, justify), hyphenation, indent, line spacing, page break, and text wrapping.

Graphics-the word processor supports the insertion of smart art, clip art, and pictures to a document. These features exhibited by the processor contribute towards the graphical improvement of the document. Other available graphic formatting options are wrapping and cropping.

Other Features-other word processing features include, grammar checking, spell checking and collaborative editing (review and track changes) that allows two individuals to work on a document and shows areas where editing has been made.

2.3. Benefits

Time saving-word processors allow the users to create a document within a limited time since words can be typed faster than can be written using a pen

Clarity-the font features of the word processor assist in making the document clear and easy to read

Spell checking-the spell checking feature assist in the elimination of errors and correction of grammar. This, therefore, improves the quality of the document that can be produced through a word processor

Synchronization-word processor support synchronization that is beneficial to the users since it allows two users from different locations to create and edit a document almost simultaneously.

3.0. Presentation Software

3.1. Definition

Presentation software is used for information display in the form of a slide show. Microsoft powerpoint presentation is the most commonly used presentation software

3.2. Key Features

Clip arts-presentation software have pre-designed images that makes them capable of importing graphic images

Plugin-this feature of the presentation software is useful in enhancing the capabilities of the program. For instance, the feature can be used in the export of a PowerPoint presentation as a PDF document or as a Flash animation

3.3. Benefits

PowerPoint is known as the most accessible and useful way to create and make a presentation. The presentation software is beneficial since it is easy to create using attractive designs. The presence of standard themes and templates makes it easier for the users to modify the presentation contents as opposed to the difficulties observed in the modification of other visual aids such as charts.

The presentation software also makes it easy for the users to make a presentation to a large audience eliminating the need for handouts for the audience to follow up the message.

4.0. Spreadsheet Software

4.1. Definition

A spreadsheet is a computer program that is used for the analysis and storage of data in table form. The software allows for data to be entered in columns and rows to facilitate their manipulation and analysis using mathematical formulas, graphs, and charts (Zhu, 2014). Microsoft Excel is the most commonly used spreadsheet in data entry and analysis due to its accessibility and ease of use (Alexander & Walkenbach, 2013).

4.2. Key Features

Functions-the excel spreadsheet has mathematical and logical functions needed for the analysis of the data entered in the spreadsheet

Sorting and Filtering-this feature allows for sorting and filtering of data to remove any repetitive or redundant data easily

Charts and tables-this feature allow for clear representation of data and other information in the spreadsheet

Data validation-this feature is used for the consolidation of data in the spreadsheet

4.3. Benefits

Data analysis-excel spreadsheets enable users to analyze large volumes of data. The spreadsheet can store huge amounts of data up to 16000columns by a million rows thus making it possible for the users to handle large data volumes (Zhu, 2014).

Formulas-the formulas featured by the spreadsheet allow the users to perform numerous calculations from basic ones such as multiplication and addition to more complex ones such as inventory management and salary tax reduction (Reed, Kaplan & Brewer, 2012).

Collaboration-the excel web app enables the users to maintain a worksheet in an updated manner. This is due to the fact that the web app allows for simultaneous access and edit of the spreadsheet.

5.0. Two commands on Microsoft 2010

Track changes-is a command in the standard toolbar of the Microsoft 2010 word processor. The command allows for tracking all the changes made to the word document including the deletions, insertions and formatting changes made. The tracking command is suitable in editing especially when the user wants to distinguish between correction and comments.

Text highlight color-this is a command on the formatting toolbar that is used for highlighting the selected text. This command is necessary for making a certain part of the sentence visible to the readers.

6.0. Recommendations

  • Users of the three discussed software should learn and be conversant with all their features for better analysis, processing, and presentation of information and data
  • Spreadsheets, word processor and presentation software should also be used constantly in an organization to reduce the workload and enhance the quality of information and data management and communication within the organization

7.0. Conclusion

Presentation, spreadsheets, and word processors are software used for the management of information and data, and the presentation of the same to the targeted audience. This software has unique features as identified above that enable them to accomplish the function of data and information management. Apart from enhancing the quality of information and data, the use of the software also leads to an improvement in data and information productivity, hence should be used more often in the processing and management of data.

8.0. References

Patterson, D. A., & Hennessy, J. L. (2013). Computer organization and design: the hardware/software interface. Newness

Mossoff, A. (2014). A Brief History of Software Patents (And Why They’re Valid). Arizona Law Review Syllabus, December, 14-41

Zhu, J. (2014). Quantitative models for performance evaluation and benchmarking: data envelopment analysis with spreadsheets (Vol. 213). Springer

Reed, D. D., Kaplan, B. A., & Brewer, A. T. (2012). A Tutorial on the Use of Excel 2010 and Excel For Mac 2011 For Conducting Delay‐Discounting Analyses. Journal of applied behavior analysis, 45 (2), 375-386

Alexander, M., & Walkenbach, J. (2013). Excel Dashboards and Reports. John Wiley & Sons.

Preacher, K. J., & Selig, J. P. (2012). Advantages of Monte Carlo confidence intervals for indirect effects, Communication Methods and Measures6(2), 77-98