Documenting A Day

 

            In this post, I will compare the functions of word processor, spreadsheet, presentation, and database applications. I will also cover the advantages and disadvantages of each, a scenario where the use of one of these applications would be useful, and I will also recommend what software was most appropriate for the assignment A Day in My life.

Word Processor

              A word processing software application allows the user to create, modify, and format text- based documents.  Word processing is primarily used in tasks such as writing reports, essays, letters, and lists. In the app itself, users have the ability to manipulate the format by adjusting margins, spacing, fonts, styles, and letter size. Word also allows users to change the color of the font and paste simple graphics within the document as well.

Advantages

·       Shallow learning curve/easier to learn.

·       Allows user to easily format, create, modify documents.

·       Compatible with export documents like PDF and HTML

Disadvantages

·       Limited functionality

·       Not ideal for managing/manipulation of large amounts of data.

·       Must have word processing software installed on device/cost.

Spreadsheet

              A spreadsheet is a software application that allows the user to organize and manipulate large amounts of data using columns and rows of cells that contain individual datum. With a spreadsheet application, users have the ability to perform simple to complex calculations with this data, and also analyze the data by creating charts and graphical representations. Spreadsheets are used extensively in the fields finance, mathematics, science, etc.

Advantages

·       Can perform complex calculations.

·       Can process large amounts of data.

·       Offers useful data analysis features like charts and graphs.

Disadvantages

·       Steeper learning curve with many different features and functions.

·       Large amounts of data can be difficult for humans to process.

Presentation

              Presentation software applications allow users to communicate information to an audience. By creating an arrangement of organized slides that may contain audio, text, images, and videos; users can smoothly transition from topic to topic, while maintaining an organized format that is easy for the audience to follow.  Presentations are often used for business and educational purposes and have become a popular and powerful way to educate the masses.

Advantages

·       Simple to use.

·       Provides an engaging and informative display containing text, audio, animations, images, and videos.

·       Easy to modify and share with colleagues.

Disadvantages

·       Error prone.  (Transitions, animations)

·       Files often to large to mail.

·       Requires costly purchase to download.

Databases

              A database is a collection of data, regularly organized via table columns and rows. Database applications are used primarily for storing, retrieving, analyzing, managing, and manipulating large amounts of data. Database applications are accessed by what are known as database management systems (DBMS) which allow users to add, delete, edit, and perform search queries. There are several different types of databases including hierarchal, relational, non-relational, object-oriented, document, graph, and NoSQL.

Advantages

·        Databases make it easier for entities to store, retrieve, search, and manage information.

·       Increases productivity.

·       Increased levels of security to protect user/company information.

·       Databases can be modified to adhere to specialized needs.

Disadvantages

·       Steep learning curve necessary to become familiar with multiple database designs and query languages.

·       Very costly to maintain.

·       If a data base is compromised, breached, or corrupted; many users may have sensitive information lost or stolen like banking, medical, and employment information.

Overall, I enjoyed using and learning more about the functions that word, spreadsheet, presentation, and databases provide to users. Together, they prove to be a powerful way to document, present, organize, and portray information in an individual and professional setting. Reflecting on my own personal experience, using them to journal and document  my day, I had a lot of fun creating a slideshow presentation with transitions and animations. I found it to be creatively invigorating and I'm sure I will use it again in the future.