Documenting a Day!

 Hello reader! Loons Here!

In today's post, I'll reflect on some of the more basic functions of Microsoft Office and my experience documenting a day using these programs.

In today’s world, so many things make our lives easier. Whether it be having a refrigerator so we do not have to worry about food spoiling when it is warm or a telephone so we can communicate quickly rather than waiting for letters to arrive. As we advanced as a species, we have found ways to fine-tune even the basic things that make our lives easier. Our phones can now simply type messages, and our fridges can be monitored remotely or even used to create grocery lists. A big part of this fine-tuning was the invention of applications. Some applications are for incredibly specific tasks, like a timer or a button that makes a particular sound. Others are much more universal and recognizable and are used as the building blocks of business presentations and ways to relay information within a workspace. Some of the most recognizable are Word, PowerPoint, and Excel. This blog post aims to reflect on my experience with each of these applications and describe their usefulness in documenting my day and where they might be better used.

Functions

Each of these applications is useful in its own way to present particular types of information. Word processors are great for typing up stories or sending letters. It is a fantastic way to communicate directly with someone if you do not wish to use an email app. According to Soni, one of the greatest functions that Word brought to the table was the ability to edit something you had already typed. (Soni 2010) With all its functionality, it is also a wonderful way to proofread and format something you would like to send to someone so that it looks more professional. It’s also great for creating short lists or memos that do not necessarily need to have a formal touch to them. A disadvantage would be that Word is not the best for concisely presenting larger amounts of data. It is used more for explaining the data results to someone personally rather than presenting the data itself. I use Word whenever I need to make a grocery list or jot down quick notes that pop into my head. 

Spreadsheet applications such as Excel are great for organizing data in a simplified format. With the various functions of Excel, you can organize data and enter various equations into the application to further describe what this data amounts to. This could be in the form of creating percentages for data entered or even pie charts to further simplify the presented data. According to Chaffe-Stengel, managers who are proficient in Excel have a deeper understanding of their work and the data being presented in more simplified formats. (Chaffe-Stengel 2012) While it may seem trivial, one disadvantage of Excel is how it looks. It is great for keeping track of things and organizing data for yourself, but if you are trying to present this information to another group of people, looking at an Excel spreadsheet will have most people’s eyes glazing over and sending them into the best sleep they have had in years. Another application of Excel is to track things within a group. Considering that you can share Excel files and allow them to be edited by multiple people, you can use Excel to do something like tracking our sales for a day within your team at work or perhaps tracking the number of steps taken in a friend group trying to lose weight. 

The third recognizable application I have referred to is PowerPoint. With presentation applications like PowerPoint, you can present information in a visually pleasing, eye-catching presentation. It is a terrific way to present to a large audience while still getting the main points of your collected data across. You can add animations, transitions, images, and even pie charts or graphics you have created in other applications to your PowerPoint presentation. This makes it an excellent option for presenting a new idea to your boss at work, leading a meeting, or, if you are feeling ambitious, creating a presentation for a bank in hopes of getting a business loan. 

The last type of applications I will touch on briefly are database applications. Databases are used to store mass amounts of information to be more organized and accessible to the end user. Its bones are a table like Excel that allows for data organization but then takes the next step. This could be something like a particular company’s app to access everything they have for sale or the services they offer. You can search for something using keywords at the click or tap of a button or screen. These database applications allow you to sort results based on whatever criteria will allow you to find what you need faster. Another application or more personal use of a database might be to organize your business's employee profiles for easier viewing or even create a page to allow people to order various Girl Scout cookies from you.  One disadvantage I can think of is that if a database is not updated correctly, it can cause issues for the end user. You might order something and have your payment accepted, but only to find out the item was not in stock and must go through the refund process.

The most appropriate application for documenting my day's information is still a word processor. When documenting my day, I am not particularly concerned about how the hours add up or what percentage of my day they were, I am more so seeking a loose list, and for that Word does the job well. Excel and PowerPoint work as well, but in my experience were more time-consuming than just jotting everything down.

Final Thoughts

Overall, all these applications have certainly made my life and the lives of millions of people easier. I believe that when used for their appropriate functions they all have their place and its completely understandable why Microsoft sells these applications as a bundle package, it is also no wonder why every business I have ever worked for uses at least one of these applications. It is important, however, to choose the correct application for the job. If you need to make a grocery list, a twelve-slide presentation is not your best bet. On the other hand, if you want to show a room full of people the results from this quarter, loading up an Excel spreadsheet on a projector will not be the way to get the message across. All these applications are tools, and if used properly can enrich the lives of those who use them.

References

Chaffe-Stengel, P. M., & Stengel, D. N. (2012). Working with Excel. [electronic resource] : refreshing math skills for management (1st ed.). Business Expert Press.

Soni, V. (2010). Computer applications for management. [electronic resource] (1st ed.). Himalaya Pub. House.