Microsoft Word - IT Productivity through Software Usage - Case Study Example

In modern institutions and organisations, employment of office based software for instance; Microsoft office has been a necessity. Microsoft suite contains various applications that are designed for personal use, professionals and enterprise use. These applications include Microsoft word, excel, PowerPoint, among others. This suite has been used widely throughout the world, as its integration is familiar, easy and comfortable to use in institutions and various organisations. Microsoft office has an integration characteristic as it integrates a variety of software applications in the package suites and at the same time, it enables each of these applications to secure their own identities. For instance, in the course of doing assignments, you can easily take your analysed data from Excel by use of spreadsheet and place the spreadsheet into Microsoft word as well as integrating the graph or chart analysed from spreadsheet into PowerPoint on a slide. The pack management allows students to work on the same project simultaneously through combination of theory and notes through opening of various sections of the same document with every individual in a group project has different privileges in editing but with the same point of reference (Shelly & Nuscher 2010). Use of Microsoft word has been everywhere and one can access it in almost every computer. It has been the standard for word processing industry in most computers. MS word is essential as one can create documents in addition to completion of various functions that are related to word processing. MS word is easy to use especially its basics which include opening a file, to bold, italicize and underline with combination of other features, highlighting a text in case of putting emphasis on certain important information, change of font colour, copying , cutting and pasting during transfer of information from original point to another. MS word is available practically everywhere at school, home or workplace. This makes it possible to work on course activities everywhere so long there is a computer or other devices supporting the software such as phones. It is an essential tool in preparation of assignments and creation of research work. MS word also ensures easy integration of various programs within the suite pasting a work that you had created using spreadsheet in MS Excel in the process of development of the final report. This includes employment of outline mode in table of content generation and referencing using different styles. Thus, it is possible to use various computing task using word without waste of time. In addition, the presence of the navigation pane in MS word available at the top of the window makes working very easy. This is because you can view the visual representations in performing many functions that you may require such as centre or left justifying, numbering and bulleting among others. With this information, it is easy to just click the button instead of multiple scrolling to look for something. This makes preparation of documents very easy with saving of time (Arthur 2012). MS Word document is so flexible in that it allows you to documents in word processing such as assignment reports and letters as per instructions such as font size and line spacing and use of tables and saving of documents according to instructed formats with inclusion of a web page. In addition to this MS Word offers instant help as you create a document as it also assists in ensuring that what you want is the best it can be such as underlining words that you have misspelled and provides a variety of suggested spellings. If the sentence is poor grammatically, it underlines and allows you to make some changes. This ensures that you submit the best assignments without errors such as grammatical ones. Finally, MS Word offers a variety of formatting options, creation of lists, a variety of compatible document formats that are standard and easy operation (Pasewark and Pinard 2007). Excel is the most spreadsheet program that can be easily accessed with very open functionality and wizards meant for guiding the users. In case of data, it is easy to manage, manipulate and analyze it due to availability of the right tools for accomplishing your needs according to the instruction of the assignment. Microsoft Excel is another application makes calculations in different areas very fast through functions such as summation, mean and others. This leads to drawing of conclusions from the data obtained from research work on class assignments through production of charts and graphs that will summarize, organize and structure your data. In addition, in case of any accounting calculations, the columns and rows layout that is provided is very essential as the results of very long varying data are easily obtained from the columns or rows. Excel also assists in easy sorting out of the required data. The compatibility of excel such as in sending or receiving various spreadsheets is very effective. It is also very compatible with other software applications and Microsoft’s applications such as MS Word. Another advantage of Excel is providing the capability to work with spreadsheets in a simultaneous way with colleagues. In case of large data amounts, use of excel provides a powerful sorting, filtering and searching tools for analyzing data. With combination of tables and graphs, you can be able to get the required information quickly and easily from thousands of data items. Finally, with mobile devices that support the Microsoft suite, it is easy to work spreadsheets from everywhere in case of corrections and manipulation of the assigned work (Simey 2012). PowerPoint serves as a very essential and dynamic tool for presentation of course work. Its importance is attributed to the ability to present in many styles, forms and custom layouts as used by students in showcasing information, data and material. It consists of slide shows that employ images, texts, audio clips, graphics, and animations, sound effects that are used in a creative way to cheer up discussions, to add value to the course work, enriching reports and making of speeches that are compelling. PowerPoint is very essential in adding value to the assigned work as the slides and presentations improve the nature of the projects, assignments and various course work submissions through integration of main ideas. It provides skills in presentation of data and other information in a clear manner about certain information. It serves as an effective visual tool as it enhances visual imagery through management of various combinations such as use of design templates and different tools that are used during speeches and presentations with aim of adding value and engaging the audience. During presentations of assignments and project reports, power point will summarize the key points as well as capturing the essence of reports that are highly detailed and various studies on any assigned domain or subject. Slides with important facts and statistical highlights are applicable in presentation critical information especially in research projects. PowerPoint is very flexible and can be customised due to a variety of tools, custom templates and it is used in numerous platforms. Combination of the ingenuity, customization and flexibility characteristics, will lead to presentation of material and information in a way that will suit specific audiences and needs. Such material includes presentation of research report on specific group or demographic (Dutta 2012). References Arthur, L. 2012, What Are the Advantages of Microsoft Word? Accessed on 12 May 2012 from: http://www.ehow.com/info_8320911_advantages-microsoft-word.html Dutta, P. 2012, What Are the Benefits of PowerPoint? Accessed on 12 May 2012 from: http://www.ehow.com/facts_4886024_what-benefits-powerpoint.html Pasewark and Pinard, K. 2007. Microsoft Office Word 2007: Introductory. Cengage Learning. Shelly,B. & Nuscher, D. 2010, Microsoft Office 2010 Workbook. Cengage Learning Simey, C. 2012. Advantages of Microsoft Excel. Accessed on 12 May 2012 from: http://simeyc.hubpages.com/hub/Advantages-of-Microsoft-Excel PART TWO Microsoft Word Word processing has been essential in preparation of reports in the coursework. I have been able to prepare my report using the outline mode to perform the following functions; creating the table of contents automatically, citations and bibliography and creation of headers and footers among others. Generation of a table of contents using the outline mode On the second page of the report, which is blank, type the word ‘table of contents’ with appropriate font and size?? Highlight every heading after page 2 each time clicking on the required level from the outline mode. After highlighting the headings, click the tab on ‘references’ on the outline mode Click the button on ‘table of contents’ then select the ‘insert table of contents’ Ensure that levels of heading required are selected and click ‘OK’ This leads to creation of contents page In case of any adjustments, the content page can be updated by clicking inside contents page, right click, select update field then ’OK’ It is easier to go to any page in the document as it requires pressing CTRL key and clicking on required heading on contents page (Masurier nd) Citations and bibliography/ references References on reports are automatically generated based on the information sources of the report. Select references tab Click style noting that ‘Gost name sort’ adopt Harvard style New citation and source addition to the report Addition of new also leads to appearance of new source to bibliography Click the end of phrase to be cited On ‘references’ – ‘citations and bibliography’, click ‘insert citation’. Then click ‘add new source’ Start filling information source by clicking the arrow that is next to ‘source type’. After type selection, details are asked. Fill in the source’s bibliography information It is possible to edit reference any time using the option on ‘managing sources’ Inserting a photo On the menu bar click insert and select picture On selecting picture tab, you will be directed to choose the location of where you have saved your photo say my pictures and select the photo you want Microsoft PowerPoint I have been able to apply PowerPoint in presentation of my project by employing slide design, transitions, animations and inserting graphs and tables. Slide design Open the PowerPoint window and on the screen click ‘format’ Then select slide design to give three options; Design Templates, Colour Schemes and Animation Schemes. Slide Design: To design your own background; select format, then background, at the background window, select colour bar and the desired effects. Slide transitions This is necessary in creation of professional and competent level of presentation. Select slide shows, then transitions, choose the type and speed of transition on right hand menu of PowerPoint. Under advanced slide, place slides on timer, to apply transition on one slide, click ‘X’ on slide top or apply to ALL slides. Animation Schemes on animations are similar to slides but animate the text on screen. Instead of selection of transition, select ‘animation schemes’ (Booth 2008) Inserting graph Select insert on menu bar, then chart or table. From chart option, simple bar graph is provided. Then edit the bar graph information and click OK I have been able to assemble packages in Microsoft into a PowerPoint in my project presentation in the following way. Instead of generating the chart on PowerPoint, I transferred it from spreadsheet by copying and pasting it. Then I summarised the detailed information from the report on word processor into important points in PowerPoint. References Booth B. 2008. Introduction to Microsoft Office PowerPoint 2007. University of Sheffield. Pp. 1-18. Masurier, A. nd. An Introduction to Microsoft Word 2007; outline mode and Table of Contents. Swansea metropolitan university. pp. 1 -12. Read More