In comparing the functions of word processor, spreadsheet, presentation, and database applications we first go to, “Word processors have evolved from basic programs that emulated typewriters to software programs that would have boggled the minds of the inventors of the Electronic Numerical Integrator And Computer, the first general-purpose electronic computer. In addition to providing document creation and storage tools, the editing and sharing options become more powerful each year” (Jones, Cockerham, Lindberg, Ferguson, & Robinson). The spreadsheets functions are to enter, store and analyze data. Along with calculating equations, create charts and graphs. Presentations are used to display content via a slide-show system, manipulating and inserting graphical images and to edit text that is to be inserted and formatted into a specific slide(s). Database functions are for data security management, multi-user access control, data presentation and reporting, data storage, data backup and data recovery.
The advantages of a database are to increase end user productivity, there’s faster data access, it minimizes data inconsistency, there’s better data security and better data integration. The disadvantages of this are mostly the cost. “This is because for DBMS, it is mandatory to have a high speed processor and also a large memory size because now a days there is a large amount of data in every field which needs to be store safely and with a security. The requirement of these large amount of space and a high speed processor needs an expensive hardware and an expensive software too” (Vartika02, 2019). On top of that there’s the cost of training employees, and the data conversion as well. It’s a complex system, and it requires frequent upgrades.
The advantages of a presentation application include creativity, flexibility and ease of use. The slide shows create a please experience and can be projected onto a surface so everyone watching can see. Presentations are also stored very easily especially in the age where our storage devices are small enough like the size of a cracker. On the other hand, the disadvantages here are that the storage device may be lost or corrupted. PowerPoint presentations also require more technology including a separate projector, a remote, and a screen of sorts (preferably whitish).
The advantages of a spreadsheet are to collect and organize data easily. It also streamlines calculations really well. Meaning that, “The great appeal of spreadsheets is that the program does all the math for the user. Once a formula is written and the program has a set command, complex calculations can easily be computed for the related data that has been input” (Natter, 2019). Also, it has multiple user access which means that it can be shared easily but editing is only done by the end user. The disadvantages here are that there’s a lack of security involved with spreadsheets, learning the syntax and the formulas are quite difficult and take some time to learn effectively, and last up is of course the user bias.
The advantages of word processors are obviously it’s way easier and faster to type than to write by hand, you can easily store the files and they are relatively small as well. You can also review and rewrite your documents almost immediately and easily without having to worry about erasing words or using messy white out, and lastly there are formatting choices and you get immediate spellcheck and grammar check. The disadvantages are that it requires a learning curve and takes skill to type fast and effectively. It can also be expensive.
My recommendation for the application software that was most appropriate for documenting my day would probably just be Microsoft Word. There are several templates available that can help other than just making a straight bulleted or numbered list in a blank document that could be useful. There’s a few calendar templates, lists, planners and trackers, and the college tools has a lot of fun stuff that can be extremely helpful to students. For example there’s the assignment schedule, the academic calendar, and the homework schedule. Lists work fine but there are other options out there in this application that can help to plan your day.
One additional scenario where that application would be most useful for each application type would be that I can imagine that for most people all of these applications are used in an office setting. For instance one of my managers also works in medical billing and she uses Microsoft Excel all the time. Databases are used by hospitals and most government jobs, Word processing is used almost everywhere and so are presentation softwares. Powerpoint is especially used in not only an office setting by at colleges to when students are often asked to do group projects that require presenting to the rest of the class as well as the professor.
All in all working on creating a journal entry was very easy for me as I have been using a word processor since about 8th grade (probably earlier when my mother got me a typewriter). Excel was a little difficult because it has been a very long time since I used this software as in my very first year of college back in 1999. Developing a presentation was easy but a little more time consuming then what I expected as well and lastly manipulating a database I found to be especially hard. I think that Microsoft Access is actually it’s own class in most colleges and rightfully so because it’s difficult to use and I had a hard time understanding what I was doing.
References
Jones, W., Cockerham, R., Lindberg, G., Ferguson, G., & Robinson, M. A. (n.d.). What Is the Function of a Word Processor? Retrieved from https://www.techwalla.com/articles/what- is-the-function-of-a-word-processor
Natter, E. (2019, January 25). The Advantages & Disadvantages of Spreadsheets. Retrieved from https://smallbusiness.chron.com/advantages-disadvantages-spreadsheets-26551.html
Vartika02. (2019, December 30). Disadvantages of DBMS. Retrieved from https:// www.geeksforgeeks.org/disadvantages-of-dbms/
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