Microsoft Office Applications

 Microsoft Office Applications

Microsoft Office 365 is an essential tool for any business. Office 365 provides applications in word processors, spreadsheets, databases, and presentations. Additionally, Microsoft allows businesses to easily share data within the company through a cloud application (Skendzic & Kovacic, 2012). Storing data in a cloud allows multiple users access to the information and editing capability for collaboration. Furthermore, a cloud permits users to access needed information from other devices. Microsoft is among the most widely used and inexpensive programs (Skendzic & Kovacic, 2012). Office allows businesses of all sizes to access necessary programs at an affordable price. Companies should invest in Microsoft Office 365 for its word processor, spreadsheets, database, and presentation applications.

Word processors are a necessary item for a business to have. They allow the user to generate formatted text. (Vahid & Lysecky, 2019). The user may select different font styles, change the font point, or alter the font with bold, italicized, or underlined options. The formatted text also allows users to construct the document with different alignments, spacing, and add graphics to their composition. Word processors are used daily in businesses to create memos, reports, resumes, contracts, and more. The ability of a processor to allow the user to edit text is one of the most desirable features. Employees often draft an email in a processor for easy editing before copying the document into their email. Microsoft Word is one of the most popular word processors. However, the countless editing options in Word can also be problematic. The overwhelming number of options means users may require intimate knowledge of the program to create the intended effect. (Aitken & Okazaki, 2014). Users may need to troubleshoot how to apply the features they desire. This requires users to search the internet for advice on using special effects. Nevertheless, word processors are an essential item for everyday business.

Databases and spreadsheets are another common application used in businesses. Microsoft Excel is a program that allows users to utilize both powerful resources. Users form a spreadsheet by inputting small amounts of data in cells to create data tables. (Vahid & Lysecky, 2019). The cells can also calculate data by applying formulas or functions entered by the users. This application is helpful for businesses processing payroll. A spreadsheet allows users to manipulate the information into charts and graphs. This visual representation of the data permits users to view commonalities (or lack thereof) between the data. This facilitates businesses to observe trends, project assumed outcomes, and show production or profitability rates. Excel also gives the user the ability to create a database from a spreadsheet. A record of information can be applied under a field, providing meaning. (Vahid & Lysecky, 2019). This allows users to search for information or relate common information between databases and is commonly used in retail to track merchandise or consumer purchases. However, one of the most common issues with spreadsheet and database applications is data integrity, typically caused by human error. An error in data input can have tremendous and costly effects. To rectify this issue, validation is necessary to safeguard data integrity. Nonetheless, businesses rely on spreadsheets and databases to conduct daily transactions.

Presentation apps are another standard facility used in routine business practice. Presentation apps allow users to create a slideshow to assist with meetings, lectures, and sales pitches. Slides may have text, graphics, or animations. (Vahid & Lysecky, 2019). However, slides typically only contain essential points to assist the user in a demonstration. Presentation applications allow the user to display visual representation to engage the audience. Slides usually adhere to a theme, providing consistency to the information and allowing the audience to understand related details. In addition, presentation applications also enable the user to keep notes (not displayed for the audience’s view) to aid in their demonstration. However, presenters sometimes rely too much on the application. Often, slides are created with excessive amounts of information, causing the audience to become overwhelmed by the appearance. Presenters should use this application to assist and reframe overloading slides with unnecessary details. This application is commonly used within the business to help employees educate other staff on projects or externally to assist in marketing the company to potential consumers. Microsoft provides this application through PowerPoint. PowerPoint is used frequently in business, internally and externally.

In conclusion, applications are essential in business practice. Each application provides unique abilities to conduct different processes. Although information may be documented in all applications, applying the correct application allows users to share data effectively and efficiently. An example of this is documenting a routine day. While this information can be distributed through Word, Excel, or PowerPoint, the best application will depend on the user's needs. Word would be an excellent choice if the user is documenting a day as a journal entry and recording events. Although Word allows the users to express these events in detail, this data in Word may be lengthy. Excel is the best option if events do not need to be detailed. Excel allows the user simple documentation through a spreadsheet application with the ability to manipulate the data into charts, graphs, and databases. This allows the user to give the audience a visual breakdown of their information that is easy to understand. However, if the users want to express this information in a presentation, then PowerPoint would be the optimal choice. PowerPoint allows the user a visual aid for the audience and the ability to view private notes to keep talking points on track. It is also important to note that the necessity for these apps may overlap. For example, a user may create a graph in Excel and then import the graph into a slide in PowerPoint or a Word document. Nevertheless, all these applications have a place in routine business practice.

 

References

Aitken, P., & Okazaki, M., (2014). Taming Microsoft Word. Medical Writing, 23(1), 6–9.

https://doi.org/10.1179/2047480613Z.000000000178

Skendzic, A., & Kovacic, B. (2012). Microsoft Office 365 - Cloud in Business Environment.

 2012 Proceedings of the 35th International Convention MIPRO, MIPRO, 2012

Proceedings of the 35th International Convention, 1434–1439.

Vahid, F., & Lysecky, S. (2019). Computing technology for all. zyBooks