Introduction To Computing Microsoft Office Software

Question: Demonstration of the fundamentals of operating a computer system to restore, retrieve, analyse and present data. Describe the ways in which information technology can contribute to increased productivity and enhance the quality of management. Describe the scope of hardware software currently in use and the technological advances taking place. Answer: Introduction- This report will help the Director of Rose Ltd to gain information about the Microsoft Office and also about the significance of Information technology for the growth of an organization. This is a Digital Age, Information and Communication Technology consists of all the fields related to the computing may be it is Software, Hardware, Internet or Networking to illustrate few. Information Technology is an effective branch which defines the techniques to helps us to gain, store, manipulate, use and manage data in an effective manner. Presently an office cannot be imagined without computers and without Internet Connectivity. IT helps an organization in many ways firstly it helps in the tasks related to Information Processing, secondly it helps in Decision Making, thirdly Sharing the information in a Decentralized way and lastly to bring innovative practicing in an organization(Kramer, Use of Information technology,2012,Use of Information Technology, www.useoftechnology.com). Word Processing Software- The Word Processing is a versatile Software that helps the computer to create, edit, format and print a document. The word processing software works on WYSWG (What You See is what you get) concept. A Word Processor helps to store file electronically and display it on the computer screen and also provides GUI (Graphical User Interface) Menu Command System to bring features and updating. Fig-1: source-uselfpublish.com Benefits of word processing Software- The current Word Processing Software gives the facility for inserting graphics, images, features of Auto Correction, Spell Check, Grammar Check, Formatting- Styles, Importing and Exporting Data, Internet exchange, Security of data, Coloration, Portability, Documentation Templates, Cross-reference, Importing Data from Database, Mail Merge, Page layout features, facility to use Document Statistics(word count, characters, readability, time-spent) web layout and many other features. Examples of popular Word processing software are-Microsoft Word from Microsoft, word Perfect by Corel, Open Office by Apache, Open Office document Linux and many more. Key features of word processing software - The key features of word Processors are- Word Wrap- It is Automatic arrangement of text in lines. Justification- It is Automatic Alignment of text in both left and right. Discretionary Hyphenation: It is facility of inserting a hyphen to break a word that ends a line. Indents- It is facility to set temporary margin in document. Centring- It is setting the text on line. Insertion- Facility to insert text in previously created text. Search and Replace- Reduces time to search and replace text. Cut, Copy, Paste- Facility of moving data from one location to another. Boilerplate -Facility to store and retrieve the block of data for future use. Pagination- the Automatic division of document in pages. Header Footer, Foot Notes- Creating the block of data to automatically display on each page of the document. Table of Content Referencing- Automatic generator with different standards. Page Numbering- Automatic page numbering Definition of presentation software- A presentation software is a software package to display the content in the form of slide show. It helps to create sequence of information or events for better understanding of information. It integrates all the Multimedia features for effective display of Information. It is a popular tool for public display of Content. Fig2: source-www.matchware.com Benefits of presentation software- There are several advantages of Presentation Softwares. Firstly it is easy to work on it, secondly it provides the facility of readymade templates through which one can create presentation easily in very less time, thirdly to make the presentation more interactive the Multimedia features can also be included in it, fourthly these presentations are easy to edit, Further Presentation Softwares also provide the facility of hand-outs to write the descriptions of the slides, besides many other benefits the output of the presentation software can be displayed on the White Board, Digital Projector, LED Screens to give the presentation. Examples of popular Presentation Software are Microsoft Power point, Corel Presentation, Adobe Acrobat, Open Office Impress and many more. Key features of presentation software- The key features of Presentation Software are a) Templates- These are readymade slide pattern to guide the user to create slides. b) Layouts- These are different layouts or arrangement of text, and pictures in Slide. c) Master Slide- With help of Master Slide the data which has to be displayed on each slide, such as Head Note, Foot Note etc. can be easily set. d) Animation Effects- Animations make presentation more interactive. e) Sound Effects- This effect helps in adjusting sound according to the presentation requirements. f) Transition Effects- With the help of Transition Effect one can move to another slide easily. g) Hyperlink- Hyperlink can be added easily in the presentation. h) Inserting Video-Clips- This feature help to insert Video-Clips to make presentation more interesting. Recommendation of the Software Packages for the Company A Suitable Software for delivering a presentation to the board-: At present the most popular presentation Software easily available is Microsoft Power point, secondly it is portable and most suitable for Windows Platform (Highly used Operating System), thirdly the training of Microsoft PowerPoint is readily available, fourthly cost is also economic and lastly Microsoft has fine support system. A Suitable Software for writing the minutes of the board meeting.-: The most suitable software for writing minutes of the meeting will be Microsoft Word, the reason is same as discussed above for Microsoft PowerPoint, Moreover it has wide facility for user to work on it. Conclusion- The discussion of softwares for offices and the impact of ICT on modern offices is a wide research area, this was a simple student approach with the student level expertise and knowledge. No doubt these softwares has made offices smart place to work with far better work- output and with better quality. Recommendation for the Company-: As this company Rose Ltd is a growing company, for its growth and development the use of current communication as well as latest office needed software packages is very necessary. Moreover the Director of the company is also not much technology proficient so it is very important to have the software packages that are user-friendly, easy to understand, easy to operate and most importantly easily available with good technical support. This is the reason the Microsoft Word and Microsoft Power- point has been recommended in the given report. Microsoft Software packages are easily available worldwide and the cost is also affordable, maintenance and support site is available 24x7, training for the Microsoft Software Packages are also readily available. Most importantly 90% of the office work is done on the Microsoft Platform using Microsoft Software Packages world- wide, so the issue of interoperability and understand ability also resolves here. According to the analysis the best software packages for the company is Microsoft Software Packages. References Csumd, (2012), Standard Features of Word Processors, www.csumd.com Della, (2010), what are the advantages of using presentation graphics software programs? What are the disadvantages? How are teachers and students using presentation, wow.mystory4msu.blogspot.in? Stu. R, Techradar.india, (2012), the best presentation software for businesses, www.techradarindia.com Study.com,(2015), Inside Information Technology, www.study.com Tec target, Presentation Software Features,(2013), www.techtarget.com Technopedia, Information and Communications Technology (ICT), www.technopedia.com John. N, The Guardian, (2012), Has Microsoft Word affected the way we work? https://www.theguardian.com/technology/2012/jan/15/microsoft-word-processing-literature-naughton Jeffery.B , Macworld, (2014), Ten things everyone should know how to do with a word processor, https://www.macworld.com/article/2452620/ten-essential-things-you-should-know-how-to-do-in-a-word-processor.html/July 15, 2014, 4:12 AM Answer: