Productivity software

Productivity software is designed to help teachers and students in creating their reports,
computing of grades, communicating, developing of materials and keeping of records effectively and
efficiently. Productivity software includes applications such as word processing, electronic spreadsheet,
presentation graphics, graphics and multimedia software, database, personal information management,
and software suites.

Word Processing Software

This is one of the most widely used application software. People including teachers and students
use word processing software in creating documents such as letters, memoranda, reports, newsletters,
thesis, lesson plans, handouts, tests, communication, and many others. The commonly used word
processing software in schools is the Microsoft Word. Some word processing software are Open Office
Writer, Google Docs, Adobe Buzzword, and Lotus Symphony.

Below are some formatting features and actions that can be done with word processing software
to make the documents visually appealing and more professional.

Feature Categories/ Word Processing Features Description

General Benefits
Basic features save time writing Store documents for later use Documents save to disc or drive
text and make changing text can be changed without
easier and more flexible. reentering ext.

Store in many formats (e.g. RTF,  Rich Text Format (RTF)

PDF, HTML)
Erase and insert text
Search and replace
Move or copy text
removes all or most
formatting commands
so other word
processors can read the
file.
 PDF format allows files
to be read as formatted
documents with Adobe
Acrobat Reader.
 HTML format allows
documents to be placed
on the internet.
Allows easy deletion and
insertion of additional letters,
spaces, lines, paragraphs, or
pages.
Allows easy location of
characters, words or phrases
and substitute it with new ones.
Allows cutting and pasting
(deleting text and inserting it
elsewhere) or copying and
 pasting (repeating text in several
places).
Allow word wraparound Allows the user to type words in
a paragraph that continuously
run through the document
without hitting the Enter key at
the end of each line.
Desktop publishing features Alignment Adjusts the text at the center or
make flyers, reports, justifies it to the right left or full.
newsletters, brochures, and Change Styles/ appearance Allows the user to format the
student handouts more text using a variety of fonts, type
professional and visually styles, font colors, margins, line
appealing. spacing, tabs, and indentions of
the document.
Insert headers, footers, and Allows the user to place text at
pagination the top (header) or bottom
(footer) of each page of the
document including page
numbering.
Insert graphics Inserts clip arts or image files
into documents.
Insert colors and shading Graphics, objects, and shapes
can be filled with color or
degrees of shading.
Insert tables Allows user to organize text in a
tabular form using rows and
columns.
Insert text boxes Allows text blocks to be placed in
any location of the document.
Insert drawn figures Allows inserting of shapes,
callouts, and other figures that
may be needed in a document.
Language features help teachers Check and correct spelling Allows the user to review the
and students in correcting words entered in the document
erroneously entered grammar against the stored program’s
and misspelled words. dictionary files.
Suggest words Thesaurus features synonyms
for any word in the document.
Check grammar and usage The word processing software
marks and phrases or sentences
that it finds incorrect. Grammar
checkers review documents for
items such as sentence length,
frequency of word use, and
subject-verb agreement.
Web features allow teachers and Insert “live” URLs Allows user to click on text and
students to connect documents go automatically to a website
 with internet resources and
create we page announcements,
reports and projects.
Support features make the Use templates
program easier and more
flexible to use.
Create web pages
Offer voice recognition
Merge text with data files
(Note: Web browser must be
active.)
Allows worksheets to be
displayed online.
Allows the user to make use of
pre-formatted styles of resumes,
newsletters, flyers, and
brochures that would match
their needs.
Allows the user to enter data
through dictation of words
rather than typing using a
keyboard.
Inserts words automatically (e.g.
names and addresses) into
documents such as letters.

Lists of data can be stored within

the word processing program or
merged from a database.

The Power of Word Processing in Education

 Saves time in the preparation of materials needed for teaching and learning
 Enhances document appearance
 Allows sharing of documents
 Allows collaboration on documents

Electronic Spreadsheet Software

Allows the user to organize numeric data in rows and columns. This software is normally used to
doing budgets, grade computation and accomplish mathematical problems. Spreadsheets are composed
of thousands of rows and columns. Columns are vertically arranged which are identified with letters
starting from letter A to XFD (MS Excel 2010). Row numbers are horizontally arranged which are identified
with numbers from 1 to 1,048, 576.

Below are some spreadsheet features that are useful for teacher

Features Categories/ Spreadsheet Features Description

General Benefits
Basic features make it easier to Organize information in rows Data arranged in rows and
display and manipulate budget, and columns. columns make the information
grade, or survey data; and do easier to read and understand
mathematics problem solving
Do basic calculations Allows to do basic arithmetic
computation such as adding,
subtracting, multiplying, and
dividing numbers.

Formatting features
Graphics/interactive features Charting
allow spreadsheet data to be
presented in visual formats.
Do complex calculations
Do automatic recalculation
Copy cells
Sort data
Search and replace
Alignment
Change styles/ appearances
Insert automatic headers, Allows the user to place text at
footers, and pagination
Insert graphics or movies
Allows to arrive at a desired
answer using the formulas in
mathematics functions such as
logarithms and roots, statistical
functions such as sums and
averages; trigonometric
functions such as sines and
tangents; logical functions such
as Boolean comparisons;
Financial functions such as
periodic payments and rates;
special-purpose functions such
as looking up and comparing
data entries with other
information.
Automatically updates the
calculations when a number
related to the computation is
changed.
Allows to copy and pasted
numbers, formulas, or other
information in cells to any other
cells.
Allows organization of data in
alphabetical or chronological
order.
Allows all occurrences of a
specified word, phrase, number,
or formula to be changed.
Centers or right or left-justifies
cell entries.
Allows users to apply numerous
fonts, sizes, font colors, and type
styles. Also cells and graphics
can be filled with color or
degrees of shading.
the top (header) or bottom
(footer) of each page in the
spreadsheet including page
numbering.
Creates charts and graphics
automatically based on the
spreadsheet data.
Clip art or other still or moving
images can be pasted into cells
 to illustrate concepts or to
change document appearance.
Insert drawn figures Allows inserting of shapes,
callouts, and other figures that
may be needed in a spreadsheet.
Web features allow teachers and Insert “live” URLs Allows user to click on text and
students to connect documents go automatically to a website
with internet resources and (Note: Web browser must be
create web page active.)
announcements, reports, and Create web pages Allows worksheets to be
projects. displayed online.
Support features make the Read and save to other formats Allows reading and saving of
program easier and more data files from Statistical
flexible to use. Packages for the Social Science
(SPSS) software.
Use templates Allows user to make use of pre-
formatted styles of worksheets
that would match their needs.

The power of Spreadsheets in Education

 Save valuable time in completing the required computations in teaching and learning.
 Organize displays of information.
 Support asking “what if” questions that gives quick answers.
 Increase motivation to work with numbers.

Presentation Software

Presentation software is designed to communicate and display information including text, images,
audio, and video elements in a slideshow format. Presentation programs are typically used in schools
during lectures, presentation of reports, motivational games, and the like. Keynote, Apple iWork and
Microsoft PowerPoint are some examples of presentation software.

Below are some presentation software features that are useful for teachers and students.

Feature Categories/ General Presentation Software Features Description

Benefits
Basic features create display of Create a slideshow made of Information can be organized
slides of information in separate frames/slides. and presented frame-by-frame
sequence. or by slide.
Add frames/slides with diverse Can apply different frame/slide
formats. styles in a presentation; styles
vary from blank frame/slide to
frame/slide with guides where
text and graphics can be placed.
 Copy and paste slides Duplicating slides within or
other presentations is possible.
Add speaker notes to slides. Aids user in preparing guide
notes for each slide.
Search and replace. Allows all occurrences of a
specified word and phrase to be
changed.
Display features allow diverse Display in diverse methods as Displays a slide that allow editing
methods in viewing slideshows. single frame/slide. before presentation, or a full-
screen display during a
presentation.
Display as storyboard Displays all slides at once for
review and/or changing slide
sequence.
Formatting features allow Format font size, type, and style. Enhances slide appearance by
different text spacing and slide applying different text sizes,
appearance. types and styles.
Format background color. Allows highlight of text or slide
by applying different
background color.