ITEC 5A

IT Application Tools in
Business

Shelee Rae Domingo

College of Engineering and
Information Technology
Instructor / Professor
 Word Processing Application

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 What is Word Processor?

- is software or a device that allows users to create, edit, and print documents. It
enables you to write text, store it electronically, display it on a screen, modify it by
entering commands and characters from the keyboard, and print it.

- Of all computer applications, word processing is the most common. Today, most
word processors are delivered either as a cloud service or as software that users
can install on a PC or mobile device.

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 Example of Word Processor Applications

1. Microsoft Word
- One of the most well-known and widely used word processing applications on
the market is Microsoft Word. Word has more than 90 percent of the word
processing market and more than 450 million users. Microsoft Corp. first released
this program to the market in 1989, and since then there have been a number of
upgrades to the software. Word can be purchased as part of the Microsoft Office
suite of programs, which include Excel, PowerPoint, Outlook and Publisher. Word
can be used to format text and build layout documents.

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 Example of Word Processor Applications

2. WordPerfect
- is a word processing application from Corel Corp.. WordPerfect was popular in
the early 1990s. It is best for writing simple essays and articles. Though it isn't used
as much today, WordPerfect is compatible with Microsoft Word, meaning that you
can open and edit WordPerfect files in the Word program, then save them as
WordPerfect files again. WordPerfect also can be used for formatting and laying out
documents.

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 Example of Word Processor Applications

3. Lotus Word Pro

- If you use Lotus Notes or Lotus 1-2-3--common in corporate environments--
Lotus Word Pro is an ideal program for your word processing needs. This program
works in concert with Lotus applications to allow you to create and distribute
formatted text documents. It is produced and distributed by IBM Corp. Lotus Word
Pro is also compatible with Microsoft Word and ideal for writing reports, memos and
proposals.

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 Example of Word Processor Applications

4. iWork Pages
- Pages is a word processing program offered by Apple Incorporated, so if you
own a Mac computer this might be the ideal option for your needs. It is a part of
Apple's iWork suite of programs. Pages allows you to perform basic word
processing functions--writing and formatting--as well as more complex graphical
layout actions. You can open and save Pages files in Microsoft Word.

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 Example of Word Processor Applications

5. And the rest

- There are dozens of word processors on the market. Other lesser-known word
processors include OpenOffice Writer, Adobe InCopy, AbiWord, Microsoft Works
and Scrivener. A growing number of online word processors are available and
include Google Docs and Microsoft Office Web Apps.

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 A. INPUT

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 Types of Input

1. Keyboarding
- is an essential skill for both school and work. Students will learn to touch type
using a personal computer. Keyboarding speed and accuracy are emphasized.
Learn to use a popular word processing program while formatting business
correspondence, basic reports, and simple tables. No computer experience
necessary. Additional content may include graphic design, internet, webpage
production and presentation.

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 Types of Input

2. Voice Recognition
- is a technique in computing technology by which specialized software and
systems are created to identify, distinguish and authenticate the voice of an
individual speaker.
- evaluates the voice biometrics of an individual, such as the frequency and flow
of their voice and their natural accent.
- is also known as speaker recognition.

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 Types of Input

3. Handwriting Recognition
- is the ability of a computer or device to take as input handwriting from sources
such as printed physical documents, pictures and other devices, or to use
handwriting as a direct input to a touchscreen and then interpret this as text.
- The input is usually in the form of an image such as a picture of handwritten
text that is fed to a pattern-recognition software, or as real-time recognition using a
camera for optical scanning.

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 Types of Input

3. Handwriting Recognition
- is the ability of a computer or a mobile device to read handwriting as actual
text. The most common use case in today’s mobile world is handwriting recognition
as a direct input to a touchscreen through a stylus or finger. This is useful as it
allows the user to quickly jot down numbers and names for contacts as compared
to inputting the same information via the onscreen keyboard. This is because most
people are more comfortable with writing and can do it quickly. This feature may not
be native to most smartphones or tablets, but many applications for handwriting
recognition are available.
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 Types of Input

3.1 Optical Character Recognition (OCR)

- is the most mainstream technique used for handwriting recognition. This is
done by scanning a handwritten document and then converting it into a basic text
document. This also works by taking a picture of a handwritten text. OCR is
basically a form of image recognition that is meant to recognize handwriting instead
of faces or shapes such as landmarks.

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 Types of Input

4. Scanning
- printed documents and using optical-character-recognition (OCR) software to
convert the scanned documents into text characters. Using voice-recognition
software to convert spoken words into text characters.

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 B. FORMATTING BUSINESS
CORRESPONDENCE

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 Formatting Business Correspondence

1. Headers and Footers

- are typically used in multiple-page documents to display descriptive
information. In addition to page numbers, a header or footer can contain
information such as: The document name, the date and/or time you created or
revised the document, an author name, a graphic, a draft or revision number.

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 Formatting Business Correspondence

2. Sender’s Address
- The sender's address usually is included in letterhead. If you are not using
letterhead, include the sender's address at the top of the letter one line above the
date. Do not write the sender's name or title, as it is included in the letter's closing.
Include only the street address, city, and zip code.

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 Formatting Business Correspondence

3. Date
- The date line is used to indicate the date the letter was written. However, if
your letter is completed over a number of days, use the date it was finished in the
date line. When writing to companies within the United States, use the American
date format. (The United States-based convention for formatting a date places the
month before the day. For example: June 11, 2001. ) Write out the month, day and
year two inches from the top of the page. Depending which format you are using for
your letter, either left justify the date or tab to the center point and type the date. In
the latter case, include the sender's address in letterhead, rather than left-justified.
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 Formatting Business Correspondence

4. Inside Address
- The inside address is the recipient's address. It is always best to write to a specific individual
at the firm to which you are writing. If you do not have the person's name, do some research by
calling the company or speaking with employees from the company. Include a personal title such
as Ms., Mrs., Mr., or Dr. Follow a woman's preference in being addressed as Miss, Mrs., or Ms. If
you are unsure of a woman's preference in being addressed, use Ms. If there is a possibility that
the person to whom you are writing is a Dr. or has some other title, use that title. Usually, people
will not mind being addressed by a higher title than they actually possess. To write the address, use
the U.S. Post Office Format. For international addresses, type the name of the country in all-capital
letters on the last line. The inside address begins one line below the date. It should be left justified,
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matter which format you are using.
 Formatting Business Correspondence

5. Salutation
- Use the same name as the inside address, including the personal title. If you
know the person and typically address them by their first name, it is acceptable to
use only the first name in the salutation (for example: Dear Lucy:). In all other
cases, however, use the personal title and last/family name followed by a colon.
Leave one line blank after the salutation.
- If you don't know a reader's gender, use a nonsexist salutation, such as their
job title followed by the receiver's name. It is also acceptable to use the full name in
a salutation if you cannot determine gender. For example, you might write Dear
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Chris Harmon:
Information if you were
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 Formatting Business Correspondence

6. Body of the Letter

- For block and modified block formats, single space and left justify each
paragraph within the body of the letter. Leave a blank line between each
paragraph. When writing a business letter, be careful to remember that
conciseness is very important. In the first paragraph, consider a friendly opening
and then a statement of the main point. The next paragraph should begin justifying
the importance of the main point. In the next few paragraphs, continue justification
with background information and supporting details. The closing paragraph should
restate the purpose of the letter and, in some cases, request some type of action.
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 Formatting Business Correspondence

7. Closing
- The closing begins at the same vertical point as your date and one line after
the last body paragraph. Capitalize the first word only (for example: Thank you) and
leave four lines between the closing and the sender's name for a signature. If a
colon follows the salutation, a comma should follow the closing; otherwise, there is
no punctuation after the closing.

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 Formatting Business Correspondence

8. Enclosures
- If you have enclosed any documents along with the letter, such as a resume,
you indicate this simply by typing Enclosures below the closing. As an option, you
may list the name of each document you are including in the envelope. For
instance, if you have included many documents and need to ensure that the
recipient is aware of each document, it may be a good idea to list the names.

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 C. FORMAT AND FONT

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 Format and Font

1. Block Format
- When writing business letters, you must pay special attention to the format
and font used. The most common layout of a business letter is known as block
format. Using this format, the entire letter is left justified and single spaced except
for a double space between paragraphs.
2. Modified Block
- Another widely utilized format is known as modified block format. In this type,
the body of the letter and the sender's and recipient's addresses are left justified
and single-spaced. However, for the date and closing, tab to the center point and
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begin to type.
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 Format and Font

3. Semi-Block
- The final, and least used, style is semi-block. It is much like the modified block
style except that each paragraph is indented instead of left justified.
4. Font
- Another important factor in the readability of a letter is the font. The generally
accepted font is Times New Roman, size 12, although other fonts such as Arial
may be used. When choosing a font, always consider your audience. If you are
writing to a conservative company, you may want to use Times New Roman.
However, if you are writing to a more liberal company, you have a little more
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freedom when
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 Format and Font

5. Punctuation
- Punctuation after the salutation and closing - use a colon (:) after the
salutation (never a comma) and a comma (,) after the closing. In some
circumstances, you may also use a less common format, known as open
punctuation. For this style, punctuation is excluded after the salutation and the
closing.

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 D. WIZARDS AND TEMPLATES

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 APA and MLA Format

Content

APA stands for American Psychological Association. True to its name, APA is
usually used for papers in social science subjects, like psychology, sociology, or
economics. Sometimes APA is used in liberal arts subjects, like English, with some
changes to the standard style.

MLA stands for Modern Language Association. Just as APA is used in scientific
subjects, MLA is used for liberal arts subjects, such as English.
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 APA and MLA Format

First Page and Heading

APA essays list the title of the essay and page number at the top left of each page. On the
first page, this should read “Running head: TITLE” and for every page after, simple “TITLE”.
You should include a full cover page. In the middle of the page, centered, write the title of
the essay, your name, and the college you attend on three separate lines.
MLA essays use the your last name and the page number as a heading at the top right of
each page. For example, if your last name were Alvarez, the heading of the first page would
read “Alvarez 1”without quotation marks. The header consists of four lines aligned on the
left— your name, your professor’s name, the class you are in, and the date. On the next
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line, center your title, and then immediately begin the introduction on the line after.
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 APA and MLA Format

Citations

APA citations are listed at the end of your paper under the heading “References” without
quotations. Each citation must be in APA format— consult an online resource to do this, or, if using
the library database to cite your resources, make sure to select the APA-formatted option. In-text
citations should include the following information, unless stated within the sentence: (Author’s last
name, year, page number if applicable).
MLA citations are listed at the end of your paper under the heading “Works Cited” with- out
quotations. Again, individual citations must be in MLA format specifically. In-text citations should
include the following information at the end of the sentence, before the period:
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(Author’s last name page number). Note the lack of comas.
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 APA and MLA Format

Example:
APA First Page and Header

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 APA and MLA Format

Example:
MLA First Page and Header

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 APA and MLA Format

Example:

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 E. ELECTRONIC ETIQUETTE

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 Electronic Etiquette

Electronic Communication
- is a common way of doing business today. Professionals often use the
following technologies to help them do their jobs more effectively.

• Electronic mail (e-mail)

• Answering machines/voice mail
• Cellular phones
• Digital phones with speaker and conferencing capabilities
• Fax machines
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 Electronic Etiquette

Electronic Mail
- Because it tends to be quick and efficient, employers as well as candidates are
utilizing e-mail during the job search process. However, there are some pointers to
remember when interacting with a prospective employer electronically.
• Be mindful of your e-mail address.
• Include a subject line.
• Be clear and concise.
• Proofread your message before sending it.

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 Electronic Etiquette

Answering Machines and Voice Mail

- Because you or your roommates may have potential employers calling your residence, it is important to
be aware of how your answering machine’s recorded message comes across to the person on the receiving
end. The person recording the outgoing message should use a professional tone. Do not assault your caller
with your favorite music before the beep sounds to take the message. When you are leaving a message for
someone, keep the following in mind:• Be mindful of your e-mail address.
• Provide some basic information.
• Talk distinctly.
• Don’t leave messages that ramble on.
• Be sure your messages are clear.
• College
Don’t assume that the answering
of Engineering and machine where you are leaving a message is in working order.
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 Electronic Etiquette

Taking Telephone Messages

• A good message is a complete message. When taking messages for roommates or
friends that are job hunting, be sure to take accurate messages. Make sure you obtain:
• The caller’s name, title, and organization
• A phone number with area code and extension number, when pertinent
• The time the person called
• The name of the person to whom the message is going
• A brief and simple message. Don’t overload the message with complicated information
or instructions.
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 Electronic Etiquette

Cellular Phones
• Because many students now use cellular phones for everyday conversation, it is
important to keep some rules in mind when you are utilizing this mode of communication.
• Bringing a cellular phone to a public place can be distracting to the participants. It should
only be done when absolutely necessary.
• Turn off your cellular phone while you are in class, a meeting, or an interview so you do
not interrupt or offend those around you.
• Ask others present if they mind if you use your phone while you are with them.
• When on a lengthy call, excuse yourself and complete the conversation elsewhere.
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 Electronic Etiquette

Speaker Phones
- Many telephones are equipped with a speaker phone feature. While this is a
convenient way to converse with your friends and relatives, it is not a recommended way
in which you should be interacting with potential employers. Many people find speaker
phones offensive because they give the impression that you are doing other things while
you are talking. They often echo in your ear, are impersonal, and are perceived as
unfriendly.

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 Electronic Etiquette

Fax Machines
- On occasion, you may be asked to send application materials to an employer via the fax machine. Give
your faxes the same professional treatment as you do all correspondence.
• Include a cover sheet that includes your name, phone number, and fax number, the receiver’s name and
contact information, the number of pages in the transmission, and a brief message indicating the nature of the
fax.
• Do not include information that is personal or confidential. Faxes may be seen by others.
• Do not fax documents on colored or textured papers. Make a photocopy on white paper and fax the white
copy.
• Notify the recipient by phone that the fax has been sent.
• College
Send thank-you notes by and
of Engineering mail or electronic mail, not by fax transmission.
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 Electronic Etiquette

Portfolios and Personal Web Pages

- Many students create portfolios or personal web pages to document their
educational information, skills, achievements, and experiences. An electronic portfolio
also allows you to showcase class projects and communicate your ability to use
technology.
- Be sure that your web pages are professional and do not contain inappropriate or
offensive information that might be viewed negatively by potential

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 End of Presentation

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