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  • September 26, 2022
  • Last Update March 12, 2022 2:43 pm
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4. FUNCTIONS OF MIS: TOOLS TO SHARE DATA IN A UNIFORM CONTEXT

Microsoft Word is one among the foremost basic software tools and is often used. it’s a data processing application that enables users to input, store, retrieve, edit, print, and share various forms of documents.

These documents can even be easily attached to e-mail messages and sent to varied locations where collaborators can work on the identical document. Microsoft Word also has an article tool that permits users working collaboratively to trace and illustrate changes to a document without altering the integrity of the document.

For example, this chapter has been written using Microsoft Word.

An author first writes the content; other contributors and editors change, format, and edit the content, so the content from this specific chapter will be integrated into the larger work. during this sense,

Word is a good tool during a management data system because it’s facilitating the way a business operates. consider the time and energy saved because with this data processing technology a document can be shared, stored, transmitted, worked on, and printed.

As even the foremost basic data processing capabilities grow, it’s increasingly possible to stay fewer paper files—a movement toward the “paperless office.” Although we’ve seen an oversized trend during this direction, many business owners and professionals are still uncomfortable getting rid of paper copies altogether.

One of the software applications commonly used for desktop publishing is Adobe. you’ll be aware of Adobe Acrobat, which is one among the applications of this software that enables people to upload documents on the net and have others download the identical document; but unlike a Word document, the formatting and content can’t be changed, altered, or extracted. Adobe allows the user to input the content and design and format it during a more intricate manner than a word processing application allows, as an example, into printed material. Often a publication application are used for functions like producing brochures, newsletters, calendars, and reports.

Other very useful applications for the little business are spreadsheet programs like Microsoft Excel. This software may be a very dynamic and powerful tool that may create reports and worksheets that the user can manipulate by using simple formulas like addition and division, use complex models that link sheets to every other, and have them interface with real-time data, looking on the requirements of the business.

The program can even compute statistics, run financial models, create a spread of charts, and monitor performance. Although many people are intimidated by numbers, spreadsheets can simplify and kind data during a user-friendly manner. Spreadsheet programs also can create graphics or charts generated from data that you just input. The graphics can then be inserted into word-processing documents or presentations.

The impact of piece of email, or e-mail, has revolutionized personal and professional communication. E-mail provides a rapid communication tool which will share information, provide updates, and transport data almost instantly in most cases. E-mail has been adopted to communicate both inside and out of doors an organization; it can carry such important documents as contracts and agreements through the

use of file attachments or just provide basic messages like reconfirming a gathering. Not surprisingly, software has been created to help users manage the data that comes through their e-mail accounts. One such tool is Microsoft Outlook, which allows users to receive, send, and manage not only their e-mail accounts, but also their calendars, contacts, tasks, and notes. Software applications such as Outlook have proven to cut back paperwork and reduce time wasted in playing telephone tag, with a corresponding impact on increasing productivity.

One of the simplest ways in which atiny low company can make an enormous impact is by looking professional all told its communication with stakeholders. a chance to line your company but the competition is by having outstanding presentations that aren’t merely supported agendas and notes but, technology permitting, have a polished look projected onto a screen to accompany your ideas. As discussed in Chapter 10, presentation software like PowerPoint allows you to form entire presentations, replete with graphics, audio and video clips, impressive effects, and even prerehearsed timing tools. It ultimately allows you to mix text with multimedia and design that are according to the professional image that you just would like to project.

If PowerPoint can’t handle all of the multimedia computing that you would wish to use, there are technologies which will integrate media— voice, video, graphics, and animation—and convert them into computer-based applications which will be shared and duplicated with others. one in every of the expanding uses for multimedia computing is employee presentations, client presentations, use in conferences, and use in the classrooms of a number of the more advanced educational institutions.

Presentation software has the ability to focus an audience, project an image, and aid communication with unparalleled success when used effectively.

Another important software application combines information sharing through a standard database with communication via e-mail so that employees or associates can collaborate on projects. This groupware application allows employees to figure together on one document simultaneously while seeing what their collaborators are changing in real time.

As is that the case with all of those applications, groupware allows a corporation to extend the size and efficiencies of its business. Software allows users to use, copy, edit, share, and track data at record speed and then allows the diffusion and reach of their work to extend exponentially.

Metcalf’s Law states that, in fact, the employment of applications such as those just described increases exponentially by the quantity of users that adopt it. as an example, e-mail would be fairly useless if only one person had an e-mail account. E-mail has increased value the more people adopt it and use it to speak and share information. It is important to consider how your business’s stakeholders are communicating; which applications are they using to grasp the data you need to share? In evaluating technologies and applications, you should always choose people who the bulk of your stakeholders use, if they provide the specified functions, to make sure comprehension and effectiveness of company outputs.

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