Technology and Flexible Working Practices - Software Applications

Question 1

Word Processing

Answer 1

This is used to create various business documents such as letters, reports, minutes etc, Te main functions are creating tables, formatting text, creating electronic forms and mail merging, The advantages of word processing software are improved accuracy and quality of documents and it is easy to make changes to documents.

Question 2

Spreadsheets

Answer 2

These are used to perform calculations and analyse numeric data. The main functions are calculations carried out using formulae, formatting of cells and producing charts. The advantages of spreadsheets are that calculations are more accurate, data is updated if inputs are changed, data can be analysed using IF and Sum IF etc, and charts can be used to help understand data.

Question 3

Databases

Answer 3

These are used to store vast amounts of information (like an electronic filing system) about customers, suppliers, employees etc. The main functions are sorting data, performing queries and displaying data in reports. The advantages of databases are that information can be kept secure using access rights, information can be found quickly using criteria in queries and mail merge can be used to link information to other documents.

Question 4

Presentation Software

Answer 4

This is used to present information using slides and handouts. The main functions are to add animation effects and use sound and graphics to present information in a more interesting way. The advantages of presentation software are that it can be used to gain the audience’s attention, information can be integrated from other applications to support the presentation and it can be given a more professional look.