Universidad del Valle – Norte del Cauca

TECNOLOGIA EN SISTEMAS – Inglés I

Teacher: Mg. Bilmer Calero Padilla

UNIT 8. WORD-PROCESSORS, DATA BASES AND SPREADSHEETS

A. WARM UP
B.

Answer these questions:

 Do you know the names of any word-processors?
 Do you know how a word-processor works?
 What is a spreadsheet?

C. READING TEXT
Read the text below.
First, read the text without stopping, and try to get a general idea of the content. Then read it again slowly with a
dictionary if necessary.

WORD-PROCESSORS, DATA-BASES AND SPREADSHEETS

Word-processors, data bases and spreadsheets are the three most popular programs for micro computers; they are
the essential programs for any office or small business.

Word-processors
A word-processor lets you manipulate text: you write text into the memory of the computer, not onto paper, and
so you do not have the constraints of pens or typewriters. You can “play” with the text (make changes, add or
subtract words or paragraphs) and then, when you are completely satisfied with the text, you can ask the computer
to print the text out on paper, using a printer. Word-processors are used to write letters, reports, memos, even
books nowadays. You can keep your work stored on a USB or hard disk, so you have a record of everything you
write. A word-processor will find all occurrences of a particular word and, if you ask it, will replace that word
with another. This “search and replace” facility is used by companies to send “personalized” letters to people: you
write the basic letter (explaining your company’s new product, for example) to Mr. Jones, and then, for each
person you write to, you replace Mr. Jones’ name with the name of that person.

Data bases
A data base is a computerized cross-reference system: it lets you store, organized and retrieve information
quickly and easily. Imagine that you have a video rental shop. You want to know what videos you have, the
names, addresses and phone numbers of all your customers, and which videos are presently rented to which
customer. A data base program lets you put all this information into the computer’s memory, and then ask
questions like “Is the video “Superman 3” in the shop today, and if not, which customer has got it?” The program
can list all the comedy films, or musicals you have. It can tell you how many of your customers live in a particular
neighborhood, how many videos Mr Smith rented last month, or how many people have rented Walt Disney films
in the past year. The advantage of a data base program over a card index system (like libraries use) is that it’s
much faster to consult, it occupies a lot less space, and, like word-processors, you can make any changes,
additions or subtractions you like.

Spreadsheet
A spreadsheet is normally used by businesses to keep a record of their accounts –how much money they spend on
salaries, electricity, transport, production costs, etc.,- and to help in historical comparisons, budgets and planning.
These calculations are done on paper on what are called “ledger sheets”, where all the numbers are divided into
columns. Every time a new product is introduced, or new prices are fixed, or salaries change, or any change is
made to the company, the entire ledger sheet has to be written again. Spreadsheet programs let you write the
ledger sheet into the computer’s memory and make any changes you like, when you like, quickly and surely. All
the arithmetic is done by the computer, and the first spreadsheet software was called the “What if?” program
because you could ask it to calculate the consequences of increasing prices by 10%, or of spending $50,000 on a
new machine, for example. The spreadsheet was the biggest single reason for the micro computer revolution –if
saved small companies and business hundreds of hours of tedious work and offered fast, error-free arithmetic.
Nowadays there are a lot of “integrated packages” like Lotus 1-2-3, which combine word-processors, data bases
and spreadsheets in the same program and let you pass information from one part of the program to the other.
D. Questions about the text:
1. What are the most popular programs for micro-computers?
2. What does a word-processor let you do?
3. How can you use it?
4. How is the “search and replace” facility used?
5. What does a data base do?
6. What are the great advantages of a data base?
7. Where is a spreadsheet used?
8. Why was the spreadsheet the biggest reason for the microcomputer revolution?
9. Give one example of a spreadsheet operation?
10. What is an “integrated package”?
E. VOCABULARY STUDY
Look at the list of words below. Check that you understand them all, using a dictionary if
necessary.
appointment neighborhood combine to search

clone nowadays constraint to spend

cross-reference ocurrences to manipulate to subtract

delighted personalized to replace

floppy tedious to rent

ledger sheets to calculate to satisfy

desktop matrix self-contained

F. Fill in the blanks.

Below are the sentences. All of them have a word missing. Fill in the missing word. Use these words.
fast combines print save calculates
constraints replaced subtract personalized rent
1. If you are working on a long document ______________ your work every hour.
2. If you want to see what you have written inn your letter ___________ it on paper.
3. An integrated package ________________ a word-processor, a database and a spreadsheet in the same
program.
4. You can _____________ Walt Disney films from video clubs.
5. A ______________ letter is addressed to one person in particular.
6. Computers work _______________ and efficiently.
7. I ______________ my old computer for a new clone made in Taiwan.
8. An abacus ____________ almost as fast as a computer.
9. To add and _____________ are the two initial mathematical operations.
10. In the past, astronomers worked under a lot of ______________ they didn’t have any of the modern
equipment or technology to help them.