Documenting a day in my life using different applications was interesting. I immediately noticed the differences when entering the information into each application. I noticed when documenting my day how each different application can be used. This assignment made clear that each application was made for a specific reason and when it is best appropriate to use each application.
Word processor is best used for creating documents like reports and writing long documents like books, really anything that requires a lot of text. According to Microsoft (n.d), word can be used to “create impressive documents and improve your writing with built-in intelligent features.” Spreadsheets, like Excel, is best used for managing and analyzing data because of the chart graphs easily available to create with your already available data. Excel can simplify complex data and create easy-to-read spreadsheets” (Microsoft, n.d.). PowerPoint is best used for making presentations. Presentations are used to communicate information from a speaker to an audience. Database applications are used “to create, edit, and maintain database files and records, enabling easier file and record creation, data entry, data editing, updating, and reporting” (Oracle, n.d.).
An advantage of using word is that almost every device is preloaded with a word processor for easy access. The disadvantage of using word according to Simon (2021), is that “most users will probably never use 50% of the functionality of Word. The complexity can actually be a deterrent as some users will be overwhelmed by the features available.” Advantage of using spreadsheets is that it allows you to organize data and it helps streamline calculations with built in features. A big disadvantage of using spreadsheets is learning how to use the various calculation features available. An advantage to presentations is that it can be used to present quick talking points, which will allow the speaker to go into detail without distracting the viewer with too much wording on screen. The biggest disadvantage is that speakers create presentations to have something to present, this means that a user may not be able to view the presentation and get an outline or even the message conveyed by the speaker. Advantages of using database applications is the ability to access your data quicker, easy data extraction and they help minimized data inconsistency. Disadvantages of database applications is that they are complex and time-consuming to create.
I believe the best application software that was most appropriate for documenting the information about your day depends on what you are wanting to accomplish with the information provided. If I simply wanted a list of my to-dos in a day, then word would be the best option. However, if I wanted to know how much of my day is spent doing a specific task, the spreadsheet software would be best. Creating a presentation would be best if I wanted to show someone a quick look at my day. Database applications would not be used in this scenario as the data I am sharing is not complex in any way.
Overall, each application was made for different reasons based on the scenario. Word processor is great for writing reports or books. Spreadsheets are great for creating budgets and to produce graphs and charts from data. Presentations are great in a training or teaching scenario. While database applications are best in scenarios where data will consistently be added, retrieved, and used by more than one person, for example an employee management database. My conclusion is that each one of these have their advantages and disadvantages based on the need of the user.
References
Microsoft. (n.d.). Microsoft 365. https://www.microsoft.com/en-us/microsoft-365?rtc=1
Oracle. (n.d.). What Is a Database. https://www.oracle.com/database/what-is-database/
Simon. (2021, September 24). Advantages and Disadvantages of Microsoft Word. Turbo Future. https://turbofuture.com/computers/Advantages-of-Microsoft-Word
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