PRODUCTIVITY TOOL

EAMAN R. USMAN MACAGAAN, RPH

WHAT IS THE TOOL ALL ABOUT?

PRODUCTIVITY TOOLS
A collection of tools, consisting of business processes,
hardware or software (or a combination of these) that
individuals and organizations may use to enhance learning,
increase productivity and promote creativity; may be used to
collaborate in the construction of enhanced models or
methods,
to
prepare
publications
and
improve
communication.

WHAT IS THE TOOL ALL ABOUT?

Productivity
software (sometimes
called personal
productivity software or office productivity software) is
application software dedicated to producing information,
such
as
documents, presentations, worksheets, databases, charts,
graphs, digital paintings, electronic music and digital video.
Its names arose from the fact that it increases productivity,
especially
of
individual office
workers,
from typists to knowledge workers, although its scope is now
wider than that.

WHAT IS THE TOOL ALL ABOUT?

OFFICE SUITE
An office suite is a collection of bundled productivity
software (a software suite) intended to be used
by knowledge workers. The components are generally
distributed together, have a consistent user interface and
usually can interact with each other, sometimes in ways that
the operating system would not normally allow.

WHAT IS THE TOOL ALL ABOUT?

BASIC PRODUCTIVITY TOOLS
Basic productivity tools are computer software programs
which allow a user to create specific items quickly and easily
as opposed to creating the same items by hand.
Three specific productivity tools are:
Word processing
Spreadsheets
Databases

WORD PROCESSING
Word processing is the phrase used to describe using
a computer to create, edit, and print documents. Of
all computer applications, word processing is the most
common. To perform word processing, you need a computer,
a special program called a word processor, and a printer. A
word processor enables you to create a document, store it
electronically on a disk, display it on a screen, modify it by
entering commands and characters from the keyboard, and
print it on a printer.

WORD PROCESSING: WHY USE?

The great advantage of word processing over using a
typewriter is that you can make changes without retyping the
entire document. If you make a typing mistake, you simply
back up the cursor and correct your mistake. If you want
to delete a paragraph, you simply remove it, without leaving
a trace. It is equally easy to insert a word, sentence, or
paragraph in the middle of a document. Word processors
also make it easy to move sections of text from one place to
another within a document, or between documents. When
you have made all the changes you want, you can send
the file to a printer to get a hard copy.

WORD PROCESSING: WHEN TO USE?

Within the business world, word processors are
extremely useful tools. Typical uses include:
legal copies
letters and letterhead
memos
reference documents

Business tend to have their own format and style

for any of these. Thus, versatile word processors
with layout editing and similar capabilities find
widespread use in most business.

WORD PROCESSING: HOW TO USE?

CREATING LETTERHEAD (using template)
STEP 1: Open Word. When you open word, a selection of
different types of new documents will appear.

WORD PROCESSING: HOW TO USE?

CREATING LETTERHEAD (using template)
STEP 2: Select the Letterheads category. This will open a
list of letterhead templates.

WORD PROCESSING: HOW TO USE?

CREATING LETTERHEAD (using template)
STEP 3: Customize your letterhead. Open your template
in Microsoft Word and start customization. Update your
companys title, contact information and logo

WORD PROCESSING: HOW TO USE?

CREATING LETTERHEAD (using template)
STEP 3: Customize your letterhead. Open your template
in Microsoft Word and start customization. Update your
companys title, contact information and logo

WORD PROCESSING: HOW TO USE?

STEP 4: Review your
letterhead by pressing ESC
to close the Header and
Footer sections.

STEP 5: Save your

letterhead to your hard
drive.

SPREADSHEET
A spreadsheet is an interactive computer application for
organization, analysis and storage of data in tabular form.
Spreadsheets are developed as computerized simulations of
paper accounting worksheets. The program operates on data
entered in cells of an array, organized in rows and columns.
Each cell of the array may contain either numeric or text
data, or the results of formulas that automatically calculate
and display a value based on the contents of other cells.

SPREADSHEET: WHY USE?

Fast, Accurate Calculations
Not only can spreadsheets perform basic addition, subtraction,
multiplication and division, they also make available many
financial, scientific and statistical mathematical functions as well.
In addition, you can print your work or save it as a spreadsheet
or workbook file for reference or later use.
What If Scenarios
Managers could design spreadsheets that projected the
consequences of theoretical changes in inventory, capital
investments, workforce or sales and marketing strategies on the
bottom line.

SPREADSHEET: WHY USE?

Spreadsheet Databases
Spreadsheets store information using rows and columns that
correspond to the records and fields used by database
software such as Excel, OpenOffice Calc or Quattro Pro offer
built-in search or look-up functions to help you find the data you
need quickly.
Basic Accounting Application
Business software developers have created spreadsheet
applications you can purchase and use to perform business
management, human resource and accounting procedures.
These applications are often created using the spreadsheet
software's built-in macro language.

SPREADSHEET: WHEN USE?

MODEL INFORMATION. The main purpose of a
spreadsheet is storage and modeling of a data set. Whatever
business sector you are in, you will likely have a store of
information that is potentially of great value to you.
Spreadsheets model financial, statistical and any other
numerical data within systems of rows and columns.
MANIPULATE DATA. In addition to storing and modeling
data, spreadsheets can manipulate and analyze data sets.
Most spreadsheet programs allow users to enter custom
formulas, with a range of commonly used preset functions
also available.

SPREADSHEET: WHEN USE?

VISUALIZE GRAPHICALLY. Spreadsheet programs include tools
for data visualization. When you have a data set stored within a
spreadsheet, you can use this data as the basis for graphical
displays such as bar charts, graphs and pie charts, with a range of
charting options you can edit to suit your own needs.
INFORM DECISIONS. The ability to analyze and present data
sets means that spreadsheets are used within many companies to
inform the decision-making process. Any effective future planning
activity naturally needs to be informed by a clear picture of the
present and past, a task spreadsheets are ideally placed to assist.
Spreadsheets allow you to carry out performance measurement

SPREADSHEET: HOW TO USE?

STEP 1: Open Microsoft Excel.

SPREADSHEET: HOW TO USE?

STEP 2: Enter your data line by line into your spreadsheet. Leave the total
columns blank for the time being.

SPREADSHEET: HOW TO USE?

STEP 3: To get the total, enter equal sign to indicate you want to
start a function. Choose from the list of equations you would like to
perform, such as sum (for addition or subtraction) or multiplication.

SPREADSHEET: HOW TO USE?

STEP 4: Choose your data range that you want to add
together, if you are using the Sum function.

SPREADSHEET: HOW TO USE?

STEP 5: Press Enter to finish your equation. The
spreadsheet should automatically do the math.

SPREADSHEET: HOW TO USE?

STEP 6: You may make your own Profit and Loss
Statement.

DATA BASE
A database is a collection of information that is
organized so that it can easily be accessed,
managed, and updated. In one view, databases
can be classified according to types of content:
bibliographic, full-text, numeric, and images.

DATABASE MANAGEMENT SYSTEM (DBMS)

A database management system (DBMS) is a
system that stores and retrieves information in a
database. It is used to help you organize your data
according to a subject, so that it is easy to track
and verify your data, and you can store information
about how different subjects are related, so that it
makes it easy to bring related data together.

DATABASE: WHY USE?

Reduced data redundancy
Reduced updating errors and increased consistency
Greater data integrity and independence from applications
programs
Improved data access to users through use of host and
query languages
Improved data security
Reduced data entry, storage, and retrieval costs
Facilitated development of new applications program

DATABASE: WHEN USE?

The information is a large amount that would become
unmanageable in spreadsheet form and is related to a
particular subject.
You want to maintain records for ongoing use.
The information is subject to many changes (change of
address, pricing changes, etc.).
You want to generate reports based on the information.

DATABASE: HOW TO USE?

STEP 1: Create a spreadsheet in excel. Save the spreadsheet
to a location on your hard drive. You can also use an existing
excel spreadsheet.

DATABASE: HOW TO USE?

STEP 2: Launch Microsoft Access. Open an existing
Microsoft Access database or create a new blank database.

DATABASE: HOW TO USE?

STEP 3: Click the External Date tab and select the
Excel icon on the ribbon.

DATABASE: HOW TO USE?

STEP 4: Click the Browse button to navigate to the
location of the excel spreadsheet.

DATABASE: HOW TO USE?

STEP 5: Specify how would you like the information to
transfer to the database by selecting one of the following
options given.

DATABASE: HOW TO USE?

STEP 6: Select the sheet you want to import from the
list.

DATABASE: HOW TO USE?

STEP 7: Leave the checkmark in First Row Contains Column
Headings, if that is the case. If not, remove the checkmark and
Access will create its own column headings. Click Next.

PROBLEMS TO BE SOLVED

PROBLEMS TO BE SOLVED
Using Microsoft Word Office, create your own business
letterhead.
Using Microsoft Excel, get the total profit/loss for the
following inventory:
Basic Running Shoes: Revenue= S1,067.40; Cost= S352.24
Flip-Flops: Revenue= S49.23; Cost= S16.25
Shoe Laces: Revenue= S36.55; Cost= S12.06
Cougar Pumps: Revenue= S143.88; Cost= S47.48
Use the formula, Revenue Cost= Total Profit/Loss

Save the spreadsheet and create a database.