Role of Applications

 

Role of Applications

Computers have many useful applications to assist one in personal and professional life. From one's computer, word processing, spreadsheets, presentation, and database applications can help one complete tasks like writing a personal e-mail, budgeting, and creating work presentations. Describing the functions, making comparisons, and discussing which one is appropriate for documenting a day in my life will help one better understand each application.

Word Processors

A word processor like Microsoft Word allows one to write documents. Within word processors, there are many functions. One can change the layout, font types, and color and add headers and footers. A word processor typically has icons or menu items that allow users to format text, such as bold, italics, or underline (Vahid & Lysecky, 2019). There is also the ability to add pictures to the document. Additionally, there is a built-in thesaurus and automatic text correction. Like other applications such as Excel, one can print and save the document. An advantage of word processors is the ability to type a document like an e-mail and have all the different formatting functions to edit the text. The user can then copy and paste the document into the e-mail. Another advantage is easy proofreading and spell-checking. One of the most useful features of Microsoft Word is the built-in spelling and grammar checker that can help save valuable time when proofreading (Scott, 2022). A disadvantage of word processors is that while they are good for writing and one can add pictures, they are not good for presentations. Additionally, they are not good for displaying data like Excel or database applications.

                                                                         Spreadsheets

A spreadsheet like Excel allows one to track and display data. An important function of spreadsheets is the ability to plug in formulas, so once numbers are inserted into the cells, the math is automatically computed. The user can create charts and graphs. Spreadsheets are used for formatting, organizing, calculating, and analyzing data. Spreadsheets are the most comparable to database applications as both can be used to store and track data. While one can type in a spreadsheet, they are unlike word processors, where one would type up reports and e-mails. While one can present data from a spreadsheet, it is unlike a presentation application where one would put together slides. An advantage of a spreadsheet application is the ability to create a formula and easily compute and track data. Another advantage is the ability to share the data with multiple users for collaboration easily. One disadvantage of spreadsheets is that they take time to learn the formulas, so one gets the most out of the application. The difficult part for many users is that the calculations must be entered into the spreadsheet as formulas which requires learning the correct syntax for each type of calculation, and if they are not entered properly, the program will not return the correct information when the calculations are run (Natter, 2019).

 

Presentations

Presentation applications like PowerPoint allow the user to create slideshow presentations. The user can add pictures, animations, videos, words, sounds, and transitions to make the presentation come to life. Users can insert wording like in Word, but it may be brief to highlight topics on the screen. The user may also type in speaker notes to be read during the presentation. One would not make spreadsheets and save data on presentation applications but would use the application to display the spreadsheet information and data to highlight information. For instance, the user could make a pie chart in Excel tracking top safety incidents and then display it on a side during a safety meeting. An advantage of presentation applications is creating and making custom presentations for audiences. "Work or school presentations are often accompanied by a slideshow to help the audience visualize information" (Vahid & Lysecky, 2019, ch. 5.3, para. 1). The user can also record the presentation so it can be sent to others that may not be able to attend a meeting where the presentation is delivered. While presentation software is good for presenting data, a disadvantage is one would need to use another application like Excel to create it. Another disadvantage is that it can take considerable time to make a presentation that catches the audience's attention. 

Databases

Database applications are used to record data. "A database is a collection of data organized to enable efficient information retrieval" (Vahid & Lysecky, 2019, ch. 5.4, para. 1). For instance, one could use database applications to record stock in their storage room. Including how much and what kind. Databases would be used to track and easily access data, while Word would be used for writing a report. One could use the information in databases such as sales reports to make graphs in Excel to present in a presentation. An advantage of databases is to track information like inventory easily. Another advantage is the application can ensure the proper accuracy of information through validation. One disadvantage of database management systems is security. While they are secure, data could be possibly stolen or corrupted when storing it on the cloud. Cloud computing can increase security risks because the data are saved at third-party data centers, which can be in foreign provinces subject to different privacy and data integrity laws (Basu, 2016).

 

Most Appropriate Application

The application that was most appropriate for documenting my day was Word. Word is appropriate because I wanted a written account of what I did throughout the day. I did not need to store data for easy access to another time as it was just one day. I did not need to deliver a presentation to a group about my day. Additionally, I did not need to break my day down to see how much time I spent doing each. My goal was to write a journal entry. Word provided the correct tools for documenting my day, such as font size and alignment to write notes on everything I did.

Additional Scenarios

A scenario where a word processor would be helpful would be for writing a discussion post for a college course. The application would allow the user to format and edit the document so that errors were correctly fixed. Presentation software like PowerPoint would help deliver quality training at work. An application like Excel could easily calculate data so that numbers are punched in the application does the work. For example, in a factory, one could enter the tonnage produced by each assembly line and provide a total overall percentage. A database could be used to track employee attendance and hours. Then anytime throughout the year, the manager could search to look back at the employee's time.

Conclusion

Word processing applications allow one to write school discussion posts with various formatting options like font size, alignment, and spell check. These processing applications were the best for documenting my day, allowing me to write a story. Spreadsheet applications like Excel are great for plugging in formulas to compute and track data easily. Presentation applications are excellent for making presentations for the professional world with sounds, animations, and speaking notes. Database software allows the user to store data to be accessed later with an easy retrial from a search bar. Each application has its uses helping to make tasks easier for their users.