Choosing the Correct Program for a Task

WORD PROCESSING, SPREADSHEET & DATABASE – OH MY!
Different software applications can perform the same functions. A letter can be typed using a spreadsheet, database and or a word processor. If you have never used a database, you could use the spreadsheet to perform a simple sort. Or, if you're not familiar with a spreadsheet, you could put a chart inside a word processing document instead.
How do you Choose?
First decide what you want to create and how you will use it in the future. Is it a simple list of information that you want to save? Is it financial information, a catalog of items, a score sheet etc? Does your document require nice even columns? Will you need it to do calculations? Will others use and modify the document? Once you have answered these questions, the choice becomes easier.
Word processor
Word processing software is widely used for:
writing any type of documents
creating email messages
generating invoices, statements, referrals and other written material.
Word processing software is used because it’s easy and functional, allowing you to produce documents that include a range of fonts and font sizes, graphics (pictures), symbols and charts. A number of proofing tools such as spelling and grammar checkers are also available.
It’s easy to make changes to existing documents and produce multiple documents that have only slight differences such as an address or date. This hand out is created on a word processor.
Industry-standard word processing software packages include Microsoft Word and Corel WordPerfect.
Spreadsheets
Spreadsheet software is probably the second-most used software application on a computer behind word processing. Spreadsheets allow a user to quickly calculate numerical data. It can add, subtract, divide, multiply, and perform many complex calculations. It arranges information in neat even columns and stores the information as unique pieces of information. It is often called the “Poor Man's” database because it is very good at recording information neatly and can perform simple database functions such as Sort and Select. Because of the way it saves data (information), it is an ideal format for keeping inventories and other lists. They can be grouped in classes, types, costs or anyway you choose.
Spreadsheets can be used to
organise and analyse data
create documents and reports
provide data for mail merges and tables
create charts.
In fact, spreadsheets can be used for any numerical or text/graphic based documents. The most well-known spreadsheet program is Microsoft's Excel.
Databases
Databases have become very important in recent decades and are now seen as being one of the most important assets of a business. Large amounts of vital information can be accumulated, stored, modified, processed, retrieved and distributed to many people and organisations. Just think of our banking system, car registration system, airline reservations and welfare payments systems.
Any database management system allows you to
create a database of names, addresses, or any type of information
allows you to add, sort, modify and select particular data
create forms and reports using the data in the database
There are many database packages available but Microsoft Access is one of the most popular.
Identifying the most appropriate software to meet your needs.
Although word processor, database and spreadsheet software applications perform some functions common to all, there are mainly specific features in each that need to be understood in order to select the right software for a job.
Word Processors are best used to write letters, notes, family histories, labels, newsletters, pamphlets and novels.
Spreadsheets are best used for keeping lists, financial records (income and budgets), putting items into columns, tracking sports, game, or test scores and standings, and preparing reports and graphs.
Databases are best used for address books, mailing lists and any project which requires large amounts of information to be stored and easily found. It is often easier to use spreadsheets if the number of items is small or limited analysis is required. Databases are normally best used by corporations or governments.
Recognize that if you use the peripheral power of any application (e.g., using a spreadsheet to sort data or a word processor to perform math), you'll quickly reach the limit of its power. The moral is to evaluate your project and choose the best tool. In the long run, you may be better off learning the application that will best perform the operation.