Introduction to Computing Skills

Question: Describe the ways in which information technology can contribute to increased productivity and enhance the quality of management. Answer: Introduction In this report I am analyzing two of the most commonly used softwares in the world for corporate use, which are word processing software and presentation software. While there are a lot many softwares which are used by the corporates around the globe, word processing software and presentation softwares would most certainly find their place in top 3. This is why I choose to explore these in this report. I have interviewed a few corporate employees to understand their views on both of the software. I have tried to understand where, how and why they use these softwares. I then sifted through the tutorial provided by the Microsoft for MS word and MS PowerPoint to understand the key features of each. Word Processing Software Word processing simply implies the composition, editing, formatting words. Word Processing software is a computer based application program that lets users to create Web pages, reports, newsletters, letters , tables, brochures and form letters. With this application user can add tables, pictures and also charts to their documents. Spelling and grammar can also be checked easily. It also has a set of inbuilt tools and features which comes very hany for user to prepare the document. Benefits Following are key benefits of word processing software Professional documents can be created fast and easily with built in tools and templets Large documents can be managed easily with its various feature like table of contents, index etc. Typographic errors and grammar can be easily rectified using autocorrect feature and auto format We can work on multiple documents at the same time. Created pages can be saved, and reworked upon later. Pages can also be converted into other formats like PDF Pages can be designed creatively using inbuilt temples and tools for the same Features Following are key features of word processing software (Cs.umd.edu, 2016): Text decoration User can make the content bold, underline, or italicize in the word processing software. Highlighting Text This feature allows users to highlight the text with the help of various of colors Changing Font Color - This feature allows users change the color of selected content in the document. Cut and Paste- User can cut text/image from one portion of the document to another and paste it elsewhere in the document. Text can also be pasted on some other document which user might be working at the same time. Spell Check- This feature allows users to check for spelling mistakes in the document. Grammar checking- This features allows users to check for grammatical mistakes in the text i.e. punctuation, structure of sentence and other basic grammar issues. Change capitalization- User can change the capitalization of letter from capital to small or vice versa. (Microsoft office training 2016) Presentation software Presentation software is an application program that allows users to create a slide show to present key information to users. There are basically three steps involved for presentations. First is that this software allows user to insert and edit texts and well as pictures and graphics, second is that it allows user to arrange slides and insert animations for changing of slides, third step is a slide slow option to present the content. Microsoft's PowerPoint and Apple's Keynote are two of the best-known presentation software applications available in the market today. Benefits Following are key benefits of presentation software: With advanced presentation softwares available today, very little skill is needed to make presentations The presentation tells a story or supports speech or the presentation of information. Provide sound to emphasize a point Audience associate easily with the graphical objects which makes users job easy Features Following are the basic key features of presentation softwares: Multimedia Graphics, text, multimedia and sound files can be innovatively included in the presentation which can make presentation very engaging Templates A very large number of professional templates are usually made available with the software. A lot more can be downloaded from the internet at very little or no cost at all. Slide designs or layouts - There are a very large number of slide designs or layouts which can be conveniently used to create a very well-designed slide rather easily and quickly. Animation and transitions - Animation transition effects can also be used to add interest and creativety to the presentation. Timings is another feature which can be used to move the slides forward or backward if needed, automatically at predefined time interval.C Presentations can be exported to Flash animation or PDF documents. Print out of the presentation can also be taken. Which make delivery and sharing of presentations easy. Recommendation For delivering a presentation to the board- With the inherent capability of Presentation softwares to maintain brevity of words and flexibility to use graphics and images which can hold audiences attentions, Presentation softwares would make more sense. Hence this should be chosen. Writing the minutes of the board meeting- As writing minutes means lots of texts and few graphics. This is also going to have longer and a lot many sentences which increases the chances of spelling mistakes and grammatical errors. Word Processing Softwares should be chosen for the job. Conclusion As mentioned earlier word processing software and presentation software are two of the most used software in the world. And, these simplifies the two major tasks of any organization it is very important that right kind of software to chosen for the right job. Basis my understanding from my interaction with the working professions and my study of the Microsoft products I have reached to the conclusion that for delivering a presentation to the board, of Presentation softwares should be used and for Writing the minutes of the board meeting Word Processing Softwares should be used. References Cs.umd.edu. (2016).Standard Features of Word Processors. [online] Available at: https://www.cs.umd.edu/class/spring2002/cmsc434-0101/MUIseum/applications/wordsdf.html [Accessed 30 Mar. 2016]. Johnson, S. (2007).Microsoft Office 2007 on demand. Indianapolis, IN: Que Pub. Kelly, J. and Simmons, C. (2007).The unofficial guide to Microsoft Office Excel 2007. Hoboken, N.J.: Wiley Pub. Lowe, L. (2004).Microsoft Office PowerPoint 2003. Boston, MA: Premier Press. Microsoft Learning. (2016).Microsoft Office Training | Microsoft Learning. [online] Available at: https://www.microsoft.com/en-in/learning/office-training.aspx [Accessed 30 Mar. 2016]. Products.office.com. (2016).Microsoft Word | Document and Word Processing Software. [online] Available at: https://products.office.com/en-in/word [Accessed 30 Mar. 2016].