LESSON 3 – final term

PRODUCTIVITY SOFTWARE APPLICATION/

TOOLS FOR TEACHING AND LEARNING

WORD PROCESSING

Word processing software is used to manipulate a text document, such as a resume or a report. You
typically enter text by typing, and the software provides tools for copying, deleting and various types of
formatting.

Some of the functions of word processing software include:

• Creating, editing, saving and printing documents.
• Copying, pasting, moving and deleting text within a document.
• Formatting text, such as font type, bolding, underlining or italicizing.
• Creating and editing tables.
• Inserting elements from other software, such as illustrations or photographs.
• Correcting spelling and grammar.

Word processing includes a number of tools to format your pages. For example, you can organize your text
into columns, add page numbers, insert illustrations, etc. However, word processing does not give you
complete control over the look and feel of your document. When design becomes important, you may need to
use desktop publishing software to give you more control over the layout of your pages.

Word processing software typically also contains features to make it easier for you to perform repetitive
tasks. For example, let's say you need to send a letter to all your customers regarding a new policy. The letter
is the same for all customers except for the name and address at the top of the letter. A mail merge function
allows you to produce all the letters using one template document and a table with customer names and
addresses in the database.

Text editors shouldn't be confused with word processing software. While they do also allow you to create,
edit and save text documents, they only work on plain text. Text editors don't use any formatting, such as
underlined text or different fonts. Text editors serve a very different purpose from word processing software.
They are used to work with files in plain text format, such as source code of computer programs or
configuration files of an operating system. An example of a text editor would be Notepad on the Windows
platform. https://study.com/academy/lesson/what-is-word-processing-software-definition-types-
examples.html

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 SPREADSHEET

A spreadsheet or worksheet is a file made of rows and columns that help sort data, arrange data
easily, and calculate numerical data. What makes a spreadsheet software program unique is its ability to
calculate values using mathematical formulas and the data in cells. An example of how a spreadsheet may be
utilized is creating an overview of your bank's balance.

Difference between a workbook, worksheet, and spreadsheet

Because the terms spreadsheet, workbook, and worksheet are so similar, there often is confusion
when trying to understand their differences. When you open Microsoft Excel (a spreadsheet program), you're
opening a workbook. A workbook can contain one or more different worksheets that are accessed through the
tabs at the bottom of the worksheet your currently viewing. What's often most confusing is that a worksheet
is synonymous with a spreadsheet. In other words, a spreadsheet and worksheet mean the same thing.
However, most people only refer to the program as a spreadsheet program and the files it creates as
spreadsheet files or worksheets.

Examples of spreadsheet programs

Today, Microsoft Excel is the most popular and widely used spreadsheet program, but there are also
many alternatives. Below is a list of spreadsheet programs used to create a spreadsheet.
• Google Sheets - (online and free).
• iWork Numbers - Apple Office Suite.
• LibreOffice -> Calc (free).
• Lotus 1-2-3 (discontinued).
• Lotus Symphony - Spreadsheets.
• Microsoft Excel.
• OpenOffice -> Calc (free).
• VisiCalc (discontinued).

Examples and uses of a spreadsheet

Although spreadsheets are most often used with anything containing numbers, the uses of a
spreadsheet are almost endless. Below are some other popular uses of spreadsheets.

Finance
Spreadsheets are ideal for financial data, such as your checking account information, budgets, taxes,
transactions, billing, invoices, receipts, forecasts, and any payment system.

Forms
Form templates can be created to handle inventory, evaluations, performance reviews, quizzes, time
sheets, patient information, and surveys.

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School and grades
Teachers can use spreadsheets to track students, calculate grades, and identify relevant data, such as
high and low scores, missing tests, and students who are struggling.

Lists
Managing a list in a spreadsheet is a great example of data that does not contain numbers, but still can
be used in a spreadsheet. Great examples of spreadsheet lists include telephone, to-do, and grocery lists.
Sports
Spreadsheets can keep track of your favorite player stats or stats on the whole team. With the collected data,
you can also find averages, high scores, and statistical data. Spreadsheets can even be used to create
tournament brackets.

How do I enter data in a spreadsheet?

In a spreadsheet, data is entered in one or more cells. To enter data in a cell, follow the steps below.
1. Click the cell where you want to enter data.
2. Start typing the data using your keyboard. The data is automatically entered in the selected
cell.
or
1. Click the cell where you want to enter additional data.
2. Click in the formula bar, located between the Ribbon and all cells, where you want to start
entering the additional data.
3. Type the data using your keyboard. The data is automatically entered in the selected cell.

If you want to add additional data to a cell that already has data entered in
it, follow the steps below.
1. Click the cell where you want to enter additional data.
2. Click in the formula bar, located between the Ribbon and all cells, where you want to start
entering the additional data.
3. Type the data using your keyboard. The data is automatically entered in the selected cell where
the mouse cursor is placed in the formula bar.

Why not use a word processor instead of a spreadsheet?

Although some uses above could be done in a word processor, spreadsheets have a considerable
advantage over word processors when it comes to numbers. It would be impossible to calculate multiple

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numbers in a word processor and have the value of the calculation immediately appear. Spreadsheets are also
more dynamic with the data and can hide, show, and sort information to make processing lots of information
easier.

What is an active worksheet?

An active worksheet is the worksheet that is currently open. For example, in the earlier Excel
picture, the sheet tabs at the bottom show "Sheet1," "Sheet2," and "Sheet3," with Sheet1 being the active
worksheet. The active tab usually has a white background behind the tab name.

How many worksheets open by default?

In Microsoft Excel 2016 and earlier and OpenOffice Calc, by default, there are three sheet tabs that
open (Sheet1, Sheet2, and Sheet3). In Google Sheets, your spreadsheets starts with one sheet (Sheet1). In
Microsoft Excel 365, by default, there is only one sheet tab that opens (Sheet1).

What is the length limit of a worksheet name?

Not to be confused with the file name, in Microsoft Excel, there is a 31 character limit for each
worksheet name.

How are rows and columns labeled?

In all spreadsheet programs, including Microsoft Excel, rows are labeled using numbers (e.g., 1 to
1,048,576). All columns are labeled with letters from A to Z, then with two letters. For example, after the letter
Z, the next column is AA, AB, AC, ..., AZ and then incrementing to BA, BB, BC, etc., to the last column XFD.
When working with a cell, you combine the column with the row. For example, the very first cell is in column A
and on row 1, so the cell is labeled as A1.

What did people use before spreadsheets?

Before computerized spreadsheets ledger paper was used to keep track of numbers and make
calculations. In fact, many accountants and other individuals continued to use ledger paper even after the
release of spreadsheet programs because they didn't trust computers to make proper calculations.
https://www.computerhope.com/jargon/s/spreadsheet.htm

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 PRESENTATION SOFTWARE

What does Presentation Software mean?

Presentation software is a category of application software that is specifically designed to allow users
to create a presentation of ideas by stringing together text, images and audio/video. The presentation tells a
story or supports speech or the presentation of information.
Presentation software can be divided into business presentation software and general multimedia authoring
software, but most presentation software applications already provide tools that allow users to create both
professional-looking business presentations and general multimedia presentations. Presentation software is
also known as a presentation program.

Techopedia explains Presentation Software

Presentation software is generally used for creating slideshows that display information. The software has
three main components:
• Text editor for inputting and formatting text
• Facility for inserting graphics and other multimedia files
• Slideshow system for displaying the content

Before the advent of presentation software, presenters commonly used an easel to hold posters that
contained illustrations to support the report or a slide projector to display graphics printed on a transparent
plastic film. These methods were inflexible; for example, changing small things in the printed materials used
could result in mismatched graphics or illustrations, sometimes requiring redoing the entire thing. With
presentation software, not only authoring but also correcting illustrations can be done easily.

Microsoft's PowerPoint and Apple's Keynote are two of the best-known commercial presentation software
applications in the market.
https://www.techopedia.com/definition/16572/presentation-software

Some of the best presentation software include Visme, Haiku Deck, Prezi, Microsoft
Powerpoint, Canva and Google Slides.

Best Presentation Software:

1. Visme
2. Prezi
3. Google Slides
4. Keynote
5. Microsoft PowerPoint
6. Ludus
7. Slides
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 8. Slidebean
9. Zoho Show
10. Beautiful.ai
11. Genially
12. Canva
13. FlowVella
14. Haiku Deck
15. Microsoft Sway https://visme.co/blog/best-presentation-software/

AUTHORING TOOLS

An authoring tool assists you in creating digital content. The tool could be something as simple as Google
documents, or as complex as a video production suite.

In the context of learning and development, an authoring tool commonly refers to software that
helps to create eLearning and other digital content. The main job of an authoring tool is to make developing
content more efficiently, and open up possibilities that would be infeasible, or too time consuming to develop
without a dedicated tool. A simple example would be adding hotspots to an image. Most eLearning authoring
tools allow you to do this in a few clicks, but to code this functionality on a case by case basis would take
hours.

Different Types of Authoring Tools you May Come Across

It's useful to put authoring tools into broad categories. whilst not every tool will fit neatly into one of
these categories and, increasingly, the lines between authoring tools, learning management systems and other
applications are becoming blurry. In reality, these systems should be working together to increase the overall
efficiency. The information below will help to define the main purpose of a tool compared to your
requirements.

eLearning Authoring Tool eLearning authoring tools have been popular for the last decade, and usually
offer the ability to develop slide based eLearning with interactive elements. Generally these tools will
allow you to output your content to multiple formats like HTML5, SCORM and ePub.

Video Capture and Editing

These tools allow you quickly and easily capture and edit software simulations and other assets into
professional looking videos. You can add annotations and other cool looking features, and even add internal
assessments, quizzes, and knowledge checks. Often videos are created in these tools and then
embedded in a course developed in an eLearning authoring tool.

Integrated Learning Platforms

These platforms have become increasingly popular and allow courses to be authored very
quickly by creating a course structure and then building a course by adding images, slides, audio, PDF’s,
quizzes, and other assets. These platforms often allow some form of collaboration, and host and learners.
There are a large number of options in this market, some aimed at individual trainers and entrepreneurs, and
others at the organizational level.

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Learning Management Systems
Traditionally Learning Management Systems worked hand in hand with e-Learning authoring
tools. The LMS would host the developed content and take care of tracking results, security, enrollment and a
myriad other tasks. We include LMS here because the current generation often offer the ability to develop
content in platform. The native authoring options in LMS can be lacking compared to tools created specifically
for the job, but, if your organization already licenses an LMS it’s worth delving into what content authoring
functionality is on offer.

Microlearning
Microlearning is the new buzzword in the industry and there is often confusion around what it
actually means. It can be defined as content delivered on demand, in bite size chunks of ten seconds to
one minute in length. A good microlearning authoring tool will allow you to create these ‘learning
chunks’ very quickly and easily. As a side note, one of the major criticisms of ‘microlearning’ is that simply
splitting a bigger course into smaller pieces is not effective, and may even reduce learner retention. So be
careful that instructional design principles are not thrown out of the window when designing
microlearning.

Choosing the Right Tool for the Job

Now you know what types of authoring tools are out there, let's take a look at how you can decide on the best
tool for the job. This is a tough question, as the best tool, or mix of tools, will depend on the requirements of
your project. Here are seven great questions to ask yourself when you start considering what types of
authoring tools you may need.
1. Do you want to reuse existing content? Many organizations have a huge archive of legacy
training materials. A good authoring tool will allow you to leverage these without reinventing
the wheel.
2. Is Interactivity important? it should be! Interactivity is key to boosting learner engagement, so
the last thing you want to do is spend hours creating a boring presentation style course. Adding
interactivity seamlessly and easily is one of the key features to look out for in an authoring tool.
3. Are you working with others e.g. SME’s? Sending endless emails and files for review and
losing track of changes is no fun, so look for a tool that allows collaboration and review inside
the platform if this applies to you.
4. Do you need to make awesome assessments? How will you be assessing your learners and
verifying that your learning efforts are achieving the ROI that you want? Most tools offer standard
quizzing and assessment tools such as multiple choice questions. This is great, but how about
engaging your learners by creating smart and interactive assessments with matching and sorting
activities, or mathematical calculations? The right tool can make these type of assessments very
easy to build.
5. How do you need to deliver your content? How you want to distribute your content may
seem like less of a consideration but it is vitally important. Are you planning to print hard copies of
your materials for participants? provide ebooks for your audience? Or deliver your content via the
web or a LMS? The answers to these questions should inform your choice of authoring tool. A
good authoring tool should cover all your deployment bases.
6. Do you need a fast and easy way to publish branded content? Do you want to make your
content available online on a secure website? Then look for a tool that offers a fast solution to
publish branded courseware.
7. Do you want to author content once and reuse it for multiple purposes? Next
generation authoring tools let you create your content once and transform it into print and digital
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 content products fast. How about creating a single project and simultaneously generating an export
to multiple print and digital file types, AND making the content available on web, mobile, and tablet
apps? Using a tool that supports simultaneous workflow can offer huge time and cost savings.

Using a high-quality authoring tool like Gutenberg Technology’s end-to-end publishing platform,
MyEcontentFactory gives content creators the flexibility to seamlessly create content on the web,
smartphones, tablets, and more. The simple to use authoring tool is one of the best ways to create
custom content to offer students of all ages the best possible learning experience. https://blog.gutenberg-
technology.com/en/authoring-tools