Microsoft Word and Microsoft PowerPoint Business Requirements

Question: 1. Demonstration of the fundamentals of operating a computer system to restore, retrieve, analysse and present data. 2. Describe the ways in which information technology can contribute to increased productivity and enhance the quality of management. Describe the scope of hardware software currently in use and the technological advances taking place. Answer: Introduction The aim of this report is to provide information about office productivity applications including word processing software and presentation software. The management of the organization the Rose Ltd. is particularly interested in comparing the benefits of a word processing software to a presentation software. They need suitable software for writing minutes of board meetings and for delivering a presentation on the board in different board meetings. The objective of the report is to focus on the definitions, key features and benefits of word processing software and presentation software and providing a recommendation to the management for fulfilling their business requirements related to word processing software and presentation software. Investigation Word Processing Software A word processing software is a special type of application software that is used for creating and manipulating text documents. It provides a wide range of features and functionalities for supporting typing, formatting and editing text-based documents like reports, resume and so on. There are various tools and add-ons bundled with a word processor software. These tools can help to enrich a text document with more visual components. A word processor software is more than a text editor software. Word processor software can work for plain text as well as rich text. Some popular word processing software are Microsoft Word that comes with Microsoft Office, Writer in OpenOffice and iWork from Apple (Oja Parsons, 2012). The benefits of a word processing software are, It helps to organize information on a text document in an easily readable and formatted way. It is easy to take print out or edit some part of a text document. Word processed files are portable and can be attached to an email or carried on a data storage device. The file size is not very big (Parsons, et al., 2015). It helps to collaborate by using comments, footnotes and so on. Now, word processing software are also available on a cloud computing platform, so that can bring the collaboration to some next level. It is a cost effective solution as it does not upgrade the software frequently and most of the widely used Word Processing software are cross-compatible and previous-version-compatible (Oja Parsons, 2012). It offer protection of a document using passwords and read the only mode. Some of the important features of Word processing software are, It helps to create, edit, save and print text-based documents. It supports editing like copy, paste, cut within a text document, It supports various formatting options like changing font type, heading style, page orientation, adding bullets and numbering, highlighting text, alignment of text, margins, colors of fonts and background and so on (Parsons, et al., 2015). It supports advanced features like mail merge, creating and edition tables, adding images and charts into a text file and so on. A word processor software can features like spelling and grammar checking, adding table of content, adding reference lists and bibliography list using respective tools Presentation Software A presentation software is another special type of application software that helps to tell a story through a sequence of slides' or collection of multimedia components. A presentation software is mainly used for presenting an idea or some information in a form of a sequence of graphical elements. It is mostly used for giving a presentation or speech to a group of audience. The term presentation software is a relatively broad term. However, the scope of this report is limited to presentation software used for business presentations and these are used for presenting an idea with the support of some multimedia components, animations and transition effects. Some popular examples of business presentation software are, Microsoft PowerPoint, Prezi and so on (Oja Parsons, 2012). The benefits of a presentation software are (Beskeen, et al., 2013), It helps to make business presentations in a faster and convenient way. Presenter or speaker can adjust the flow and speed of a presentation. It helps to keep the focus on audience and interactions with the audience. The presentation can be paused and played like a media file. It helps to make people more productive and more creative. Some of the important features of a presentation software are (Beskeen, et al., 2013), Presentation software helps to design outlines and add components to create an easy flow of a storytelling through a presentation. It helps to add multimedia components like audio, video, images on a presentation It helps to automate the presentation according to the pace of the presenter. It helps to make a presentation more interactive by using animations and transitions. It supports feature for adding speaker notes to a presentation A presentation can be printed out with outlines and speaking notes. Editing and formatting a presentation has become easier with a presentation software. Recommendation and Conclusion It is recommended for the Rose Ltd. that they use the latest stable version of Microsoft Word and Microsoft PowerPoint for their business requirements. The Microsoft Word will help them to keep records of the minutes of a business meeting. It can be arranged in a bulleted list or numbered list. There are various formatting options for review, commenting even sharing the same with people as a read-only file. Further, they can use options like highlighting, underline, emphasis and so on to make the documents more readable (Parsons, et al., 2015). The Microsoft PowerPoint will help the business to create well-developed slides and presentation to make a meeting more engaging and interactive. It can help to build a more summarized version of the presentation. They can add speaker notes and outlines to a presentation and then can take a simple printout of those documents and follow the same while giving a presentation in front of the targeted audience. Bibliography Beskeen, D. W. et al., 2013. Microsoft Office 2013. s.l.:Cengage Learning. Freund, S. M., Jones, M. Starks, J. L., 2013. Microsoft Excel 2013. s.l.:Cengage Learning. Kantaris, N., 2013. Microsoft Office 2013 Explained. s.l.:Bernard Babani Publishing. Oja, D. Parsons, J. J., 2012. Computer Concepts: Illustrated Introductory. s.l.:Cengage Learning. Parsons, J. J. et al., 2015. Enhanced Computer Concepts and Microsoft Office 2013 Illustrated. s.l.:Cengage Learning. Reding, E. E., 2013. Microsoft Excel 2013. s.l.:Cengage Learning. Steven M. Freund, M. J. J. L. S., n.d. Microsoft Excel 2013. s.l.:s.n.