APPLICATION PROGRAMMES
WORD PROCESSING
Is the most widely used application for computers today. It enables you to write letters, reports and the like. It makes text preparation quick and easy. It facilitates editing, correcting, revising, and making other changes without retyping. It is invaluable for the office that produces a great deal of repetitive typing such as form letters or legal briefs.
DATA BASES
A database is an organized collection of information. This application helps you to organize a collection of information and search through it. It enables you to enter information into a data base, make corrections and changes in the data. You can search and sort the information held in a database easily. The programme provides a fast means of finding and retrieving information. Finally, a report can be printed based on the information in the database.
SPREADSHEETS
A spreadsheet allows you to enter and store data in a ‘grid’ format on a computer system. The three types of entry are: arithmetic data, text and formulae. The application programme will help you to enter numbers into the spreadsheet, fix errors and make changes. You will be able to add or remove a row or a column of numbers from one place to another.
Finally, you will learn to print a spreadsheet.
CHARACTERISTICS OF COMPUTERS
The computer machines have the following characteristics which make them to be extremely valuable tools:
SPEED: Computers work at incredible speeds. They are capable of performing hundreds, thousands and even millions of calculations a second.
The speed of the computer can be measured in
Million second 1/1000
Microsecond 1/1000 000
Nanosecond 1/1000 000 000
Microsecond 1/1000 000 000
RELAIBILITY – This means that the computer is very reliable in operations.
CONSISTENT – Computers do not become bored or tired when executing many functions. So the figure or results arrived and is very consistent and reliable.
ACCURATE – Computers are very accurate in processing information but the result obtained depend on the information fed into it. So ensure that the programme or data you use will not lead into inaccurate results.
AUTOMATIC – It is an automatic machine. It executes instruction without human intervention when the programme is already fed into the memory.
RELAIBILITY – When the computer is already programmed, it is capable of processing various functions. It may becomples ordinary function.
STORAGE: The main memory is very fast in accessing instructions. Unlimited quantities of data can be stored in the auxiliary memory devices.
ADVANTAGES OF USING WORD PROCESSOR
1. It creates a distinct career paths for the secretary in that, a secretary with the knowledge of word processor can specialize as a correspondence Secretary.
2. The Secretary’s advancement is no longer determined by the boss but depends on her skills, abilities and performance on the job.
3. The secretary now has a prominent place on the organization chart.
4. The secretary’s loyalty is now shifted from the boss to the Company since she no longer works for only one boss.
5. The secretary now works in a separate compartment instead of being stationed at the entrance of the executive’s office.
6. The secretary is now relieved of repetitive typing, such as form letters.
7. The secretary now spends less time correcting, revising proofreading and reproducing documents.
8. When the printer is printing the documents, the secretary is free to do other jobs.
9. Word Processing enables the secretary to specialize either in typing or non – typing duties thus enabling her to reach her maximum potentials.
10. The secretary has an enhanced status.
REVIEW QUESTIONS
1. What is the purpose of a language?
2. Mention FOUR computer languages that you know?
3. Why do we have many computer languages and not just one?
4. What is a computer program?
5. Name the three most commonly used application programme.
6. What allows the same computer to be used for several different applications?
7. What are the advantages of using a word processing programme?
8. What advantages can be derived from the use of computer by secretary?
9. What are the characteristics of computer machines?