Post #3: Documenting a Day

 

Documenting a Day

There are many different options for creating documents. Essentially, creating a document is assembling data in a readable format for someone to see. Even with the right information, choosing the wrong document program (or app) can destroy a document. In addition, the right document app can assist the user and make the job easier whereas the wrong app may make the project much more difficult with a lower quality end result. This paper will discuss the basics of a word processor like Microsoft Word, when to use Excel in place of Word, and when to use PowerPoint in place of Word.

Choose the Right Program

Word Processor

Word processors basically replace typed—with a typewriter—documents. While a typewriter may have a few options for alignment, fonts, and tabs, word processors have gained a whole host of formatting options. “A word processor is a common computer application for creating formatted text” (Vahid & Lysecky, 2019, sec. 5.5). These formatting options make word processors, like the standard-bearer Microsoft Word, powerful tools to make a wide range of documents.

The advantage of Word includes top-end spelling and grammar checkers, which makes Word the best option for typing long documents. The auto-formatting also makes things like bullet lists very easy. The disadvantages of Word come from Word’s strong preference for standard layout documents. While this makes Word a good choice for long typing jobs, it can make more creative layouts a real challenge.

An additional scenario where Word would be most useful is this exact assignment. This assignment is a rigidly formatted university paper. It contains no graphics or unusual layouts.

Spreadsheet

Spreadsheets are a valuable alternative to Word when working with numbers or tables. “A spreadsheet application is a common computer application for representing tables of data like text or numbers, for using formulas to calculate data from other data (like sums or averages), and for creating graphical charts from data” (Vahid & Lysecky, 2021, sec. 5.2). When working with limited amounts of data, or large amounts of numerical data, spreadsheets like Microsoft Excel are a good choice.

The advantages of spreadsheets are the default grid and column layout that make tables very easy. Excel also comes with an exhaustive set of functions and the ability to create formulas. A disadvantage is in formatting Word-style documents, which is why Miner suggests using Word “If you have a document with complex layout” (Miners, 2006, para. 5). Anything that needs more formatting options would be better suited to Word or even Publisher (not covered in this paper). Another disadvantage would come in dealing with large or related datasets. These tasks would be better suited to a database manager like Access.

Another scenario where Excel may be the right choice is tracking finances. Excel’s powerful math functions can probably perform calculations that most users don’t even know are possible.

Presentation Program

Presentation programs are geared toward just that, presentations. “PowerPoint to create a presentation for an audience” (Seriki, 2021, para. 11). If you need to make a presentation to an audience, PowerPoint can be a real asset.

The advantage of PowerPoint is in the ability to use it along with a live presentation. PowerPoint has options to allow a presenter to advance slides at their own pace to align with their presentation. Extra features like animations can add a little flare to a presentation. The disadvantage here may mainly be in the way PowerPoint is often used. In a live presentation, PowerPoint should not be the star of the presentation but should augment the presenter’s presentation. Many people get carried away with animations and other features and build a presentation that distracts attention.

Another scenario where PowerPoint would be the most useful application is creating continuous loops of slides for information kiosks or waiting room televisions.

Database

Database applications are most useful when they are database management systems. “A database management system (DBMS) is a collection of programs that enables users to create and maintain a database” (Robbins, 1994, p. 3). When dealing with large amounts of data, or varied, related, data tables, a database management system is the best option.

The advantage of database management systems is their ability to relate data, store data, and be queried. The disadvantage of database management systems is the level of skill required. The other applications discussed in this paper are designed for novice users with functionality that can get advanced. With a database management system, while some have some features for novice users, even basic use requires understanding queries, tables, relationships, primary keys, foreign keys, fields and rows, etc. A slight step up to intermediate use requires an understanding of SQL, forms, reports, inner and outer joins, and some data normalization.

Another scenario where using a database may be the best choice is creating a form for a novice user. They can enter data into the form without any knowledge of how the backend of the database works or is structured.

Conclusion

For the assignment of tracking a day’s tasks, which is the best program. It depends. For this assignment, Word is probably best as the amount of data is minimal and Word allows for easy bullet points. If that document needs to be converted to a presentation, then PowerPoint is probably the best option. If any more analysis was required, then Excel would be the best option as the calculations could be handled with ease with Excel, and then Excel makes creating graphs and charts very easy (warning: working with time in Excel is tricky). If there were more data, say if the journal were kept for a year rather than a day, then Access would probably be the best option. This assignment discussed the basics elements of Microsoft Word (as an example of a word processor), when you might use Excel instead of Word, and when it is best to use PowerPoint instead of Word.

References

Miners, J. (February 26, 2006). Excel vs Word. The Detail Department. https://thedetaildept.com/2006/02/26/excel-vs-word/

Robbins, R. J. (1994). Database fundamentals. Johns Hopkins University, rrobbins@ gdb. org, 5-8. http://old.esp.org/db-fund.pdf

Seriki, E. (December 3, 2021). PowerPoint vs. Word - When to use Word and PowerPoint. Aspose. https://blog.aspose.app/powerpoint-vs-word-when-to-use-powerpoint/

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