What are Computer Applications? How should we use them?

Word Processors, Spreadsheets, Presentations, and Databases:

            Word processors, spreadsheets, presentations, and database applications have unique functions that are suitable in most but not all cases. A common function found in word processors, spreadsheets, and presentations are editing the font size, color, and shape. Besides that function, these four applications have a broad range of tools and useful applicability to different tasks. A word processor allows you to compose, edit, save and print documents in digital format. A spreadsheet is a computer application designed to represent data tables that include text or numbers (Lysecky & Vahid, 2017). A unique function of a spreadsheet is that you can use formulas and create charts to manipulate and display your data. Also, spreadsheets are arranged in rows and columns of cells labeled chronologically by numbers and letters, respectively. A presentation application is used to create a slideshow, including text and graphics, and often with animation (Lysecky & Vahid, 2017). A slideshow is composed of individual slides where you can choose to use editing, animation, or presentation tools. A database application (commonly called a database management system (DBMS)) allows the user to create, maintain, and access database systems. Database functions include adding new data, editing existing data, deleting data, and querying for information (Lysecky & Vahid, 2017). Companies and vendors use database applications most frequently to keep track of inventory and to forecast trends. The unique functionality of each of these applications can be applied across a vast array of problem sets.

Pros and Cons of Word Processors:

               Word processors have some major advantages and disadvantages. First, a few of the benefits are that word processors save time, promote clarity, and eliminate errors (Reference.com, 2020). In the case of time-saving, people can generally type rather than write faster. Further, compared to hand-writing, they have fonts that help make the document clear and easy to read. Lastly, word processors include a spell check function that eliminates spelling and grammatical errors. Some disadvantages include cost, power, and familiarity (Reference.com, 2020). Not all people can afford computers, which is essential for using a word processor. Although, most libraries have a computer lab with a word processing application for general public use. Additionally, the application requires power, meaning that you may not have it available everywhere you go. Lastly, inexperienced people may not understand how to use the application effectively.

Pros and Cons of Spreadsheets:

               Spreadsheets are a powerful tool when learned and used appropriately. A couple of advantages include organizing data, streamlining calculations, and multiple user access (Natter, 2019). Spreadsheets can neatly organize data into rows and columns. Also, formulas and functions can be used in various ways, reducing the mental strain on the brain. If you need to calculate data, there is a function or formula that can do it for you. Additionally, spreadsheets can be shared, which allows multiple users to edit a workbook. This could be especially useful for working on a team. Some disadvantages include user bias, learning syntax, and lack of security. User bias is where relevant information that may influence decision-making may be omitted (Natter, 2019). This may be unintentional, but it can still happen. Further, syntax and learning the application is the biggest disadvantage. While there are many tools available to learn from, incorrect syntax or improper data insertion can produce many errors. Finally, the lack of security means that files are susceptible to data corruption or mismanagement of information. For example, a database may be better for storing sensitive financial information.

Pros and Cons of Presentation:

               A presentation application is unique because it allows a user to display information to others. The two significant advantages are the ease of use and creating a smooth presentation (Sophia, n.d.). The interface is fairly intuitive, with each tab, button, or icon telling you what it does. Additionally, a smooth presentation is quick and easy to make with short slides that capture the audience’s attention. The two biggest disadvantages are the inability to represent a topic’s complexity and the need for additional equipment to present the slideshow (Sophia, n.d.). The need for additional equipment explains itself; however, the inability to portray complex information represents the limited display of each slide. The slides are typically suited for short paragraphs or bullet points. For example, this may be well-suited for displaying feedback on a project but not how jet engines work.

Pros and Cons of Databases:

               Database applications have many advantages, but they also have some extremely harmful disadvantages. Since there are over a dozen advantages to database applications, I will choose a few to discuss. Databases allow the control of data redundancy, data consistency, data sharing, improved data integrity, enforcement of standards, and enhanced maintenance (Weebly.com, n.d.). In essence, a database allows data to be accurate and valid. Further, standards can be applied to a database to enforce “…data formats, naming conventions, documentation standards, update procedures, and access rules” (Weebly.com, n.d., p. 1). The disadvantages include complexity, size, cost of DBMS, conversion cost, performance, and higher impact of a failure (Weebly.com, n.d.). All of these are fairly intuitive; however, the higher effect of a failure warrants further consideration. This aspect considers that, due to the centralized information, a failure in any component may affect services to customers and bring operations to a standstill.

Applying Applications to my Life:

               The application software that was most appropriate for documenting the information about my day is the spreadsheet application. I would recommend this software for this task because it is a menial task that can easily be broken up into organized data. Everything you need can be shown through charts or tables. Additionally, the use of PivotTables and PivotCharts could increase the understanding of the information. I contemplated creating one and inserting a slicer to display the advanced functionality in excel; however, I couldn’t use those functions and keep excel in a compatible file format.

How can you use these to Benefit your Life and Career?

               Additional scenarios can be applied to each of the applications. I will use examples from my work to show how they can be used. Word processors can be used to keep notes, draft papers, and draft documents for publication. Any use where explaining information in words is ideal for this application. A spreadsheet can be used to manipulate data. For example, a recent project required me to count and analyze vehicles seen on satellite imagery for a specific period of time. I was able to organize the data by count and type of vehicle. The presentation application is amenable to portraying a wide range of information. For example, my work team uses PowerPoint to give intelligence updates and assessments to our customers. A short bulleted list of objectives and completed requirements allows us not to overwhelm the audience with information. Finally, a database application can be used to store and retrieve data. The NSA uses these databases for various information, and as a user, I can query for information relevant to my project. Understanding all of these software applications can enhance productivity and save time in your personal and professional life.

Referenced Information:

Lysecky, S. & Vahid, F. (2017). Computing technology for all. Retrieved from zybooks.zyante.com/

Natter, E. (2019, January 25). Software required for databases in a small business. Small Business - Chron.com. Retrieved from https://smallbusiness.chron.com/software-required-databases-small-business-16832.html

Reference.com. (2020, March 27). What are some advantages and disadvantages of a word processor? Retrieved from https://www.reference.com/world-view/advantages-disadvantages-word-processor-6ab564d0106821e7

Sophia. (n.d.). The advantages and disadvantages of PowerPoint. Retrieved from https://www.sophia.org/tutorials/the-advantages-and-disadvantages-of-powerpoint

Weebly.com. (n.d.). Advantages and disadvantages of database systems. Retrieved from https://lechaamwe.weebly.com/uploads/2/6/6/5/26654545/advantages_and_disadvantages.pdf