Productivity tools
Within the category of general purpose software is a set of application tools known as productrivity
tools. These software tools were originaklly designed for use in businesses. The most popular
productivity tools that are available on the market today are

Word processing – produce documents such as letters, memos, newsletter and reports

Spreadsheet – process numerical data and formulae to produce tabulated information or graphs.
Also perform what is sceanrios

Desktop publishing – combine text and grapjhics such as photographs and line drawings to
create visually appealing, high quality pages for books, magazines etc. Example of DTP
include PageMker, Ms. Publisher, Pageplus

Presentation packages and DBMS – prepare great looking visual such as slide show for
presentation, especially to large audience.
Other software tools include:

Financial or accounting packages – track income and expenses and produce financial reports
and statements. Examples of this type of software include ACPAC and Quicken

Software development tools

Statistical tools – perform statistical function of variance, regression, correlation and
distribution. Examples of this type of software include SPSS, RATS
Spreadsheet
A spreadsheet is a program that is designed to create tables and financial schedules by allowing you to
enter data into rows and columns arranged as a grid.
Dan Bricklin and Bob Frankson invented the first practical spreadsheet for microcomputers. They
called it VisiCalc. It was released for the Apple II computer in 1979. Prior to this, spreadsheets had to
be manually re-calculated each time one cell was changed. With Visicalc, work that might take a
week could be done in minutes. Several years after VisiCalc's release, the inventors sold the program
to Lotus Development Corporation, who renamed it Lotus 1-2-3 and upgraded the software to run on
an IBM-PC or compatible computer.
Significance
 VisiCalc was one of the first "killer" applications for microcomputers. It became a best-seller and
led not only to more involved and better spreadsheets, but also a valid microcomputer selling point
for the business community. While financial calculator programs existed before VisiCalc, it qualifies
as the first electronic spreadsheet because it mimicked the look and feel of paper spreadsheets but
was far more sophisticated and speedy. The microcomputer used an interface that was truly
WYSIWYG---What You See Is What You Get---and intuitive in its use.
Function
Spreadsheets can do more than perform simple arithmetic calculations. A spreadsheet can translate
complicated data and reports into a combination of numbers and graphs. Modern versions include an
extensive list of financial calculators, such as interest calculations, loan amortization, even
calculations for Treasury bill rates. Statistical functions from common calculations (Chi Square,
Pearson Coefficient of Correlation and Standard Deviation) to abstruse functions like the
Hypergeometric Distribution and the Poisson distribution return needed values with no pain. There
are at least 100 of these formulas included in contemporary spreadsheets.
Features
Spreadsheets can function as basic databases. By inserting data and number in different columns, the
results can be sorted, searched or filtered. What-if analysis can run using data from cells in a
spreadsheet. There are mathematical and trigonometric functions as well. A user can create a
simplified mailing list in a spreadsheet by entering names and addresses in individual columns. There
are even word processing features offering control over fonts, bold or italic typeface, size, color and
page formatting.
Warning
Because of the complexity of how a spreadsheet works and the potential to develop complicated and
interrelated calculations, the potential for error increases exponentially with the size of the
spreadsheet. Audit controls are limited and often what is possible in this area is under-utilized. All
too often not enough planning goes into the development of spreadsheets, particularly when designed
for other users. Because it is so easy to change values in the spreadsheet, easy mistakes have
unintended consequences.
This package allows the user to enter data and to perform calculations on them. A typical use might be
to keep simple accounts. Spreadsheet are used primarily by persons who work with numbers. They are
ideally suited for fats, accurate number crunching and forecasting.
Examples of spreadsheet on the market are Ms. Excel, Lotus 1-2-3 and Quattro Pro.
Spreadsheet hide mathematical formulae “under” the numbers, so that some of the numbers that you are
seeing on the screen are actually generated by the underlying formulae.
Built in functions allow you to quickly and easily create complex formulae. The capabilities to
recalculate complex tables of number makes spreadsheets ideal for what if scenarios.
You can create a variety of graphs and charts by using the program’s built in wizard.
The data are organised into cells that can contain data or formulae. The formulae can use numbers or
the contents of other cells to perform the calculations. Typical features of a spreadsheet package are:
•
•
•
•
•
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Enter numerical data or text.
Enter formulae that contain numerical operations.
Functions to perform mathematical or statistical calculations.
Sorting of data into sequence.
Charts of various types.
Automatically perform a series of operations using a macro.
Importing and exporting capabilities
 Electronic spreadsheets allow for calculation across multiple spreadsheets whereas paper
spreadsheets make this task very difficult and time consuming.
Electronic spreadsheets can be sent to numerous recipients via email and shared across different locations in a matter of
minutes. Paper spreadsheets need to be faxed or mailed; this would take more time to distribute. Additionally, parts of the
spreadsheets can be locked to prevent data from being modified.
What Are the Main Parts of a Spreadsheet?
A spreadsheet is a grid, like a paper ledger, made up of columns and rows. But unlike a paper ledger,
spreadsheets are on the computer and have more components and functions.
Row
1.
The horizontal strips of the spreadsheet are called rows. They are identified by number at the far left
hand side of the spreadsheet. This is called the row header.
Columns
2.
The vertical strips of the spreadsheet are columns. They are identified by letters across the top of the
spreadsheet. This is called the column header.
Cell
3.
The point where the rows and columns intersect is called a cell. To activate a cell, simply click on it.
Formula Bar
4.
Data or formulas can be entered directly into the active cell or entered into the formula bar. If you
click on a cell that already has data in it, the formula used will show in this bar.
Name Box
5.
The name box is located at the upper left corner before the formula bar and lists the location of
the active cell you are working on.
Shortcomings of spreadsheet
While spreadsheets are a great step forward in quantitative modeling, they have deficiencies. At the
level of overall user benefits, spreadsheets have four main shortcomings.

Spreadsheets have significant reliability problems. Research studies estimate that roughly
94% of spreadsheets deployed in the field contain errors, and 5.2% of cells in unaudited
spreadsheets contain errors.[20]

The practical expressiveness of spreadsheets is limited. Several factors contribute to this
limitation. Implementing a complex model requires implementing detailed layouts, cell-at-atime. Authors have difficulty remembering the meanings of hundreds or thousands of cell
addresses that appear in formulas.[citation needed]

Collaboration in authoring spreadsheet formulas is difficult because such collaboration must
occur at the level of cells and cell addresses. By comparison, programming languages
aggregate cells with similar meaning into indexed variables with names that indicate meaning.
Although some spreadsheets have good collaboration features, authoring at the level of cells
and cell formulas remains a significant obstacle to collaboration in authoring spreadsheet
models. On the other hand, many people collaborate on entering numerical data and many
people can use the same spreadsheet.

Productivity of spreadsheet modelers is reduced by the cell-level focus of spreadsheets. Even
conceptually simple changes in spreadsheets (such as changing starting or ending time or time
grain, adding new members or a level of hierarchy to a dimension, or changing one
conceptual formula that is represented as hundreds of cell formulas) often require large
numbers of manual cell-level operations (such as inserting or deleting cells/rows/columns,
editing and copying formulas, re-laying out worksheets). Each of these manual corrections
increases the risk of introducing further mistakes.
These four deficiencies in high-level benefits have deeper causes that, ironically, flow directly from
the signature strength of spreadsheets (that they capture the structure of models in terms of
WYSIWYG sheet layout for authors and report users).

Spreadsheets capture model logic in terms of sheet layout, especially contiguous layout of
cells in a table. Spreadsheets have weak or nonexistent methods to capture higher level
structures such as named variables, segmentation dimensions, and time series.

Formulas are subordinated to the cell layout. This forces the sheet layout to carry the structure
of the model, not variables and formulas that relate variables. This also causes a large
proliferation of cells, formulas and cell-level tasks even when only a few basic concepts are
involved in a model. This forces authors to think and work at the level of cells instead of at
the level of the natural concepts and structures of the model.

Formulas expressed in terms of cell addresses are hard to keep straight and hard to audit.
Research shows that spreadsheet auditors who check numerical results and cell formulas find
no more errors than auditors who only check numerical results [20].

Proliferation of error-prone manual cell-level operations contributes to all four of the highlevel problems listed above.
Other problems associated with spreadsheets include:[21][22]

Some sources advocate the use of specialized software instead of spreadsheets for some
applications (budgeting, statistics)[23][24][25]

Many spreadsheet software products, such as Microsoft Excel[26] (versions prior to 2007) and
OpenOffice.org Calc[27], have a capacity limit of 65,536 rows by 256 columns. This can
present a problem for people using very large datasets, and may result in lost data.

Lack of auditing and revision control. This makes it difficult to determine who changed what
and when. This can cause problems with regulatory compliance. Lack of revision control
greatly increases the risk of errors due the inability to track, isolate and test changes made to a
document.

Lack of security. Generally, if one has permission to open a spreadsheet, one has permission
to modify any part of it. This, combined with the lack of auditing above, can make it easy for
someone to commit fraud.

Because they are loosely structured, it is easy for someone to introduce an error, either
accidentally or intentionally, by entering information in the wrong place or expressing
dependencies among cells (such as in a formula) incorrectly.[28][29]

The results of a formula (example "=A1*B1") applies only to a single cell (that is, the cell the
formula is actually located in - in this case perhaps C1), even though it can "extract" data
from many other cells, and even real time dates and actual times. This means that to cause a
similar calculation on an array of cells, an almost identical formula (but residing in its own
"output" cell) must be repeated for each row of the "input" array. This differs from a
"formula" in a conventional computer program which would typically have one calculation
which would then apply to all of the input in turn. With current spreadsheets, this forced
repetition of near identical formulas can have detrimental consequences from a quality
assurance standpoint and is often the cause of many spreadsheet errors. Some spreadsheets
have array formulas to address this issue.

Trying to manage the sheer volume of spreadsheets which sometimes exists within an
organization without proper security, audit trails, the unintentional introduction of errors and
other items listed above can become overwhelming.
While there are built-in and third-party tools for desktop spreadsheet applications that address some
of these shortcomings, awareness and use of these is generally low. A good example of this is that
55% of Capital market professionals "don't know" how their spreadsheets are audited; only 6% invest
in a third-party solution[30]
Database
This package stores and manipulates large quantities of data. It allows the user to enter the data
and provides reports that allow the data to be viewed in different forms. Most modern database
packages store the data in tables and allow the data in different tables to be related in various ways.
Typical features of a database package are:
• Forms to enter the data.
• Queries that allow the data to be selected and sorted in various ways.
• Tabular reports.
Software development tool
A programming tool or software development tool is a program or application that software
developers use to create, debug, maintain, or otherwise support other programs and applications. The
term usually refers to relatively simple programs that can be combined together to accomplish a task,
much as one might use multiple hand tools to fix a physical object.
History
The history of software tools began with the first computers in the early 1950s that used linkers,
loaders, and control programs. Tools became famous with Unix in the early 1970s with tools like
grep, awk and make that were meant to be combined flexibly with pipes. The term "software tools"
came from the book of the same name by Brian Kernighan and P. J. Plauger.
Tools were originally simple and light weight. As some tools have been maintained, they have been
integrated into more powerful integrated development environments (IDEs). These environments
consolidate functionality into one place, sometimes increasing simplicity and productivity, other
times sacrificing flexibility and extensibility. The workflow of IDEs is routinely contrasted with
alternative approaches, such as the use of Unix shell tools with text editors like Vim and Emacs.
The distinction between tools and applications is murky. For example, developers use simple
databases (such as a file containing a list of important values) all the time as tools. However a fullblown database is usually thought of as an application in its own right.
For many years, computer-assisted software engineering (CASE) tools were sought after. Successful
tools have proven elusive. In one sense, CASE tools emphasized design and architecture support,
such as for UML. But the most successful of these tools are IDEs.
The ability to use a variety of tools productively is one hallmark of a skilled software engineer.
Categories
Software development tools can be roughly divided into the following categories:

performance analysis tools

debugging tools

static analysis and formal verification tools

correctness checking tools

memory usage tools

application build tools

integrated development environment
Word processor and DTP
Both packages assist you in creating documents; but end result and the way you get there can be quite
different. WP is designed for textual document processing i.e you first enter the text, then added
images, border and shading around the text. .
In DTP you first task is to determine the layout followed by the text and graphics. The page layout
capabilities, combined with its precision make the DTP ideal for professionally printed documents
such as books and magazines.
Spreadsheet and DBMS
Both packages allow you to work with data in rows and columns. The SS uses worksheets and the
DBMS uses tables, which consist also of rows and columns. Both packages are also used for storing
and analyzing data.
SS give greater flexibility in building formulae, performing what if analysis, generating charts and
graphs, and in the manipulation of rows and columns of data. DBMS are ideal for data entry, building
queries, generating formatted reports and developing information systems.
Word processor
This package allows the user to produce documents of various types. It can produce reports, letters,
essays, and so on. Modern word processors have all the features necessary to produce newspapers and
magazines. Typical features of a word processor are:
• Type and correct text, delete text, move text.
• Produce various layouts, set margins, organise into columns, and so on.
• Set fonts and special effects, italic, bold, underline.
• Insert pictures and diagrams.
• Create indexes and table of contents.
• Find and replace text.
• Check spelling and grammar.
• Automatically produce personalised letters (mail merge).
• Charts of various types.
Wordprocessing packages are the most popular type of computer software. For many people a word
processing package is the only software they use. It is hard to think of a single job where some use for
word-processing d not be found.
Many people now type their own documents directly into a computer rather than give them to a typist.
This saves time, if people can type quickly. Because the text is stored in memory once it is typed,
people can alter their text before finally saving and print.
Now, even printing letters is becoming out-of-date because electronic mail is often to send word
processed documents in electronic form from one place to another. There is no need for an envelope or
a stamp and the recipient may store the letter on disk for future reference, thus saving valuable storage
space.
Hardware and software for word processing
The most common hardware arrangement is:
• a microcomputer
• a high quality printer (a laser or ink-jet printer)
a mouse (necessary if the word processor I uses Windows or the Macintosh operating r/stem)
• a keyboard.
Apart from the operating system, the only Software needed is a word-processing package. This can be
a separate package which just does word-processing or part of an integrated package, where
wordprocessing is one part of the complete package.
You can also use special voice recognition software to dictate straight into a word-processor.
The advantages of word processing
Word processing has several advantages compared with typing.
1. Much more professional results can be obtained by everyone and not just those who are experienced
typists, because typing mistakes are easily altered on the screen before printing out.
2. Fewer resources are used, provided that material is carefully proofread on the screen before finally
printing. Since we can edit and correct mistakes before printing, this reduces the amount of paper used.
Most large companies now send all their internal letters and memos using electronic mail. The
widespread use of electronic mail will help to conserve valuable resources.
3. More people are able to produce their own documents rather than pass them to someone else to type.
This can save both time and money.
4. More word processors are becoming like simple desktop publishing packages. These extra facilities
enable people to produce notices, posters, tickets, etc. with very little training.
What can you do with word processing software?
Word-processing software is software that is able to store, edit and manipulate text. All wordprocessing software allows you to enter text then edit and rearrange it before storing it and printing it
out. Some word processor are 'WYSIWYG' ('what you see is what you get'). This means that you are
able to see on the screen exactly what the page will look like when it is printed out.
Most word processors allow you to change the fonts (type styles and sizes).
Spell checkers
Nearly all word processors have a dictionary against which the words in a document canj compared to
check their spelling. Most allow you to add words to the dictionary which is useful if you use special
terms in subjects such as law or medicine. It is important to note that spell checking a document will not
remove all the errors. For instance, if you intended to type 'the' and typed 'he' instead, then the spell
checker will not detect this since 'he' as a word is spelt correctly. After using a spell checker it is still
necessary to of read a document.
Thesaurus
A thesaurus is useful for creative writing (perhaps for English GCSE coursework). It allows you to
highlight a word in a document and the computer lists words with similar meanings (called synonyms)
Mail merge
Merging involves combining a list of say, names and addresses, with a typed letter, that a series of
similar letters is produced, each addressed to a different person. The list is either created using the
word processor or by importing data from a database of names and addresses. The letter is typed,
using the wordprocessor, with blanks where the data the list is to be inserted.
Indexing
It allows you to highlight words that you would like to use in an index. The wordprocessor keeps a
record of the words, and creates an index when instructed to.
Macros
Macros allow you automatically to produce a sequence of keystrokes so that, for example, you can just
press one key or a combination of keys and have your name and address printed at the top of the page.
You can also insert dates just by pressing a couple of keys. Macros are very useful for things that need
to be done repetitively.
Grammar checkers
Some of the more sophisticated word processors have a feature called a grammar checker. This is
useful if your English is not so good. If the word processor you use does not have this facility, then you
can buy a separate grammar checking package to use with it. Figure 28.5 shows a grammar checker
being used. Because of the complexities of the English language, grammar checkers do have their
limitations. As yet they find only a few faults and do tend to provide an incorrect analysis of the
grammar of writing. You need to exercise care when using them.
Help
Other features found in most word-processing packages
Here are just some of the many features you will find as part of a professional word-processing package
such as Microsoft Word.
Print preview - using the print preview you can see the whole page (as a smaller version) before you
print it out. This can save time and paper.
Templates and wizards - here the framework of the document (fonts, sizes, headings, etc.) is laid out
for you. You do not need to worry about the layout. All you have to do is supply the text.
Save in different file formats - this means you can transfer your wordprocessed material to almost any
other package.
Word-count - this counts the number of words in a document or part of a document. This is useful if
you have to write essays or course work of a certain number of words.
On-line help - you can search for help by entering a keyword or by selecting a topic from a list. Good
on-line help is particularly important as a lot of software is supplied without manuals.
Drawing tools - these tools allow you to produce arrows, shapes, boxes, etc. without having to use a
special graphics package.
Zooming in and out - particularly useful if you have difficulty seeing small text on the screen.
Tables - rather than use a spreadsheet you can use the tables function in the wordprocessor. If there are
numbers in the tables you can even perform simple calculations on them.
Ability to import clip art/other files - documents can be made much more attractive by importing
pictures (clip art) or photographs from pre-stored files.
Choosing a word processing package
Ideally you should choose the software you want to run and then choose hardware to suit software.
However, since many people using existing hardware, their choice of word processing package may,
to some extent be dictated by the hardware.\
Most people's favourite word processor is the one they are used to, but there are many new and useful
features in the newer packages to tempt you. How do you decide which ONE TO USE? You may like to ask
yourself the following questions to help you decide.
1. If you are a fast typist you would look for a wordprocessor that could keep up with
your typing speed. Windows word-processors can be slow on older computers, so a DOS based
package might be better.
2. you would like to do simple desktop publishing, then many of the Windows,
Macintosh or Windows 98-based word processors would be suitable. Many of have some of the
features you used find only in DTP packages.
3) If you need to send out a number of letters to lots of different people, it would be best to go for a
word processor with a mail merge facility. Mail merging allows you to create standard letters and
link them to a database of names and addresses so that you can make it appear that the letters are
all tailor made.
4) If you use a variety of word processors, then you should check whether you can transfer the files
between the different packages. With some it is easy, but with others you may find that one word
processor is unable to read files from a different word processor.