Office Tools

Office Tools are a type of application software. They help the users to perform office-related tasks easily and efficiently. Therefore, these tools help to create, manage, and manipulate large amounts of data and documents. Moreover, they help create presentations, reports, databases, etc. Hence, users can perform such tasks repeatedly with less time and effort. These tools include software such as word processors, presentation tools, spreadsheets database systems, email tools, etc.

Application Software

An Application Software is basically is a program or set of programs that perform a specific task. In addition to this, end-users use this software. Hence, the name end-user programs. We can also name this software as app. There are different types of application software both for simple as well as complex tasks.They enable the computer to perform specific tasks like processing words, handling calculations, accounting, result preparation, etc. Some basic examples are MS-Word, Photoshop, Google Chrome, etc. Let us study further about them.

Types of Office Tools and their Examples

Different types of office tools are as follows:

1. Word Processor Tool

This software deals with text documents. It helps to create, format, manipulate, and save text files. Besides, the software can either run on the hardware as a desktop application such as Microsoft word. Or on the other hand, it can also be cloud-based such as google docs.

Certain examples are as follows:

  • MS-Word
  • WordPad
  • WordPerfect
  • Google Docs
  • LibreOffice Writer
Microsoft Word
Microsoft Word

Features of word processors:

A word processor tool can perform the following tasks:

  • Creating, saving, and editing text documents.
  • Formatting the text including features like font size, font color, alignment, WordArt, etc.
  • Spelling and grammar check
  • Adding images, clipart, screenshots, watermark to the text.
  • Setting header, footer, and margins to the text pages.

2. Presentation Tool

This tool helps the user to break the information into small parts called slides. Slides are basically small parts of a particular topic arranged on different pages. Moreover, a series of these slides representing an idea to the audience is called presentation. Besides, this tool allows the user to present these presentations using the slideshow feature. Furthermore, the slides can contain pictures, audios, videos, graphs, tables, etc.

Certain examples are as follows:

  • MS-PowerPoint
  • Lotus Freelance
  • Google Slides
  • LibreOffice Impress

3. Spreadsheet Tool

This software contains the data in the form of rows and columns. The intersection of a row and column is a cell. They store the data and have various formulas which in turn helps to analyze, calculate, and draw conclusions from data. The business and financial sectors use this software more often. They also contain additional features like graphs, charts, 3D graphs, tables, etc. for effective results. Report presentation is thus quite easy considering these results.

Certain examples are as follows:

  • MS-Excel
  • Google Sheets
  • LibreOffice Calc
  • Gnumeric
Microsoft Excel
Microsoft Excel

Features of Spreadsheets:

  • Simple calculations like addition, subtraction, multiplication, finding the average, counting is quite easy. Moreover, simple formulas are used for these calculations.
  • Graphs and charts are quite easy to make based on the data in cells.
  • Formatting the data is quite easy and efficient.
  • It is easy to enter data in cells.
  • Logical comparisons can be easily calculated.

4. Database Management Systems

A database is a collection of related data or information in an organized form. A database management system is a tool that is used to store, search, extract, or delete information from a database. Moreover, we use them so that the operations which we perform on the database, are in an organized manner and safe.

Some database management tools help in handling records on the system like phone numbers, mailing lists, catalogs, etc. Examples are MS Access, Filemaker, dBASE, etc.

While some others help to manage large and complex databases. Examples are SQL, Oracle, etc.

Certain examples are as follows:

  • MySQL
  • PostgreSQL
  • Oracle Database
  • Microsoft Access
  • MS-Access
  • FoxPro

Features of database management system

It can perform the following tasks:

  • Storing, reading, and updating the data.
  • Recovering damaged/lost data.
  • Authorization while accessing data.
  • Defining constraints on the dataset.

Functions of Office Tools

In conclusion, we can list the functions of office tools as follows:

  1. Organize files
  2. Calculate and analyze data
  3. Store, access, manipulate or delete specific data
  4. Design graphics and animations
  5. Make slideshows
  6. Edit pictures and videos
  7. Maintain attendance records
  8. Manage records of school, library, railway, etc.

Frequently Asked Questions (FAQs)

Q1. What type of software is office tools?

a) System Software

b) Application Software

A1. Application Software (Since they allow users to perform specific office related tasks)

Q2. What are the different types of office tools:

A2. Different types of office tools are as follows:

  • Wordprocessor Tool
  • Presentation Tool
  • Spreadsheet Tool
  • Database management system

Q3. Give examples of office tools.

A3. Examples are as follows:

  • MS-Word
  • WordPad
  • WordPerfect
  • Google Docs
  • LibreOffice Writer
  • MS-PowerPoint
  • Lotus Freelance

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