Integrated Software And Suites


By The End of This Tutorial, You’ll Be Able To:
 Tell the difference between a Swiss army knife and an integrated program.
 Use two types of programs together to work more efficiently
 Decide whether an integrated program is right for you
 Name the three most popular integrated software packages.To place an order for the Complete Project Material, pay N5,000 to
GTBank (Guaranty Trust Bank)
Account Name – Chudi-Oji Chukwuka
Account No – 0044157183
Then text the name of the Project topic, email address and your names to 08060565721.  

Integrated software is the Swiss army knife of software packages. In a single integrated package, you usually get a word processing program, a spreadsheet and/or database program, a communications program (for your modem), and a graphics program often for one low introductory price. In this tutorial, you learn how to determine if such a package is right for you.

Integrated Databases
Although most advanced word processing programs provide a way to create a simple database and to merge it with a document, it’s usually easier to create to database using the database program in an integrated software suite.

Pulling Addresses Right Out of Your Address Book
Most integrated packages include a database and a word processing program. You can create a database to keep the name and addresses of all your relative, clients, and business contacts.
Whenever you need to write a letter to someone whose name is in the database, you can enter codes in the letter that will pull the necessary pieces of information from the database. You then merge the database and letter to copy the specified information from the database into the letter. You can use this merge feature to create a single letter or to send letters to anyone listed in the database.

Adding Spreadsheets to Your Letters and Reports
If you work with numbers, you can use the spreadsheet to perform all your number crunching for you. Then, when you need to use the numbers to make a point in a letter or report, you can plop the numbers from the spreadsheet right into your document. Because the spreadsheet works along with the word processing program, you don’t have to worry about reformatting the spreadsheet or printing it on a separate page.

Sending Letters over the Phone Lines
If you have a modem, and the integrated package comes with a communications program, you can create a letter in the word processing program and send it by way of modem to your colleague or friend.

It Takes Two to Modem
To send a letter by modem, your colleague or friend must have a computer with a modem, and the modem must be turned on and waiting to receive your letter. Or you can send the letter by way of an electronic mail service or an online service. (Refer to Part 5).

Have Your PC Place the Call
Some integrated programs have a dialing feature that can dial any phone number displayed on-screen. To use this feature, you must first connect a phone to your modem. (Look at Part 5, “Reaching Out with a Modem,” for all the messy details about modem communications).
Use your address book database to find the phone number you want to dial, then have the telecommunications program dial the number through your modem. When the phone on the other end starts ringing, pick up your phone.

Making Your Point with Graphs
If your integrated program contains both a word processing program and a graph or charting program, you can create a letter or report in the word processing program and insert a graph anywhere in the document. This is especially useful for sales reports, annual stockholder reports, and other business-related documents.

Saying it Artfully
If your integrated package comes with a collection of clip art and/or a drawing program that lets you create your own art, you can insert art into your documents to create your own customized letterhead, newsletters, and business cards. You can even add small pictures and eye-catching borders to your resume to give it a personal touch.

Popular Integrated Packages and What They Offer
Not all integrated packages are created equal. Some are more like utility programs (programs that help you manage your computer system and files) that are strong on utilities and weak on everything else. Others contain powerful word processing and spreadsheet programs, but no database or graphics. Here’s some information about a few of the more popular integrated programs:
Microsoft Works for Windows This package includes a word processor with mail merge, a spreadsheet with business graphics, a database manager with report generator, and a telecommunications program. In addition, because this package works in Windows, you can use Paintbrush to create illustrations for your documents.

PFS: Windows Works In addition to the usual programs (word processor, database, spreadsheet, and telecommunications), Windows Works offers a graph tool, a calculaltor, and file management tools that allow you to create directories, and copy, move and delete files more easily than you can from the DOS prompt.

Lotus SmartSuite SmartSuite is one of the best business application suites for networked computers. It offers Word Pro (perhaps the best word processor on the market) Lotus 1-2-3 (spreadsheet), Organizer (for keeping appointments and contact information), Approach (award-winning database application), and Freelance (business graphics).
Microsoft Office The original, and most popular, integrated office suite for businesses, Microsoft Office offers Microsoft Word (word processing), Excel (spreadsheets), Access (database), Powerpoint (Presentations), Schedule + (appointment keeper), and Binder (for organizing your documents).

PC Tools PC Tools is best known as a utitlity program (for maintaining your computer). However, PC Tools contains an integrated program called Desktop Accessories. The integrated program contains a database, a word processor, a telecommunications program, a set of calculators, a calendar program, a clipboard (for transferring data between documents), and a macro editor. Although it’s not the best integrated program listed here, it may be the best buy of the lot.

Sharing Data (Even if Your Programs Are Not Integrated)
Windows and most Windows applications support a data-sharing technology called OLE, which is pronounced “Oh-lay” and stands for Object Linking and Embedding. OLE not only allows you to copy data from one document and paste it into another, but it also allows you to link the data in two documents. With linked data, whenever you edit the data in the original document, the data is automatically updated in any other documents that contain a link to that data.
You can usually share data simply by copying it from the document you created in one application to the document you created in another. But just how is the data between the two documents related? If you change the data in one document, will it automatically be change in the other one? The answer is, “That depends”. It depends how the two applications are set up to share data, and it depends on how you insert the copied data. You can share data in any of the following three ways:
Link If you’re using two applications that support OLE, you can share data by creating a link. With a link, the file into which you pasted the data does not actually contain the linked data; the link is stored in a separate file on the disk. Whenever you edit the linked file, any changes you make to it appear in all other documents that are linked to the file. For example, say you insert an Excel graph into a Word document as a link. Whenever you change the graph in Excel, those changes will appear in the Word document.
Embed With OLE, you can also embed data from mone file into another file. With embedding, the pasted data becomes a part of the file into which you pasted it (the link between the files is broken). However, the pasted data retains a connection with the program that you used to create it. If you double-click on the embedded data, Windows automatically runs the associated program, and lets you edit the data.
Paste You can paste data in any number of ways (including pasting the data as an embedded or linked object). However, not all applications support OLE. For those applications that do not support OLE, you can still share data between programs by copying and pasting the data. However, the pasted data will have no connection with the application or document where the original data was stored.
To copy data from one document to another, you first select the data you want to copy from the source document. You then open the Edit menu and select Copy. This places the selected data on the Windows Clipboard. Next, switch to the document into which you want to place the copied data (this can be in the same application or another application). Move the insertion point where you want the data inserted, open the Edit menu, and select Paste.
To create a link between two documents, use the Edit, Copy command as previously explained. Switch to the document into which you want to paste the data, and move the insertion point where you want the data placed. Now, open the Edit menu and select Paste Special. This opens a dialog box, asking how you want the data pasted. Choose the format in which you want to paste the data (for example, as a picture or as RTF text), make sure Paste Link is selected, and click OK.
To embed a selection from one file into another, first copy the selection, as explained earlier. Then, switch to the document into which you want the selection pasted, and move the insertion point to the desired location. Open the Edit medu and select Paste Special. Make sure the Paste option (not Paste Link) is selected. In the As list, click the option that has “Object” at the end of it, and click OK.
To edit linked or embedded data, simply double-click it. This runs the application used to enter the data; you can then edit it using the application. If you edit linked data, the data is changed in its source file and in the file in which it is pasted. If you edit embedded data, the original data remains unchanged. Only the pasted data changes.

What’s RTF?
RTF stands for Rich Text Format, a relatively new technology that allows you transfer text from one document to another, retaining the formatting of that text.

The Least You Need To Know
Once you know about the individual programs that make up an integrated software package, there’s not much more you need to know.  However, if you are considering purchasing an integrated program, keep the following points in mind:
 Integrated software offers three major benefits: the individual programs are easy to learn, they work together, and they are inexpensive.
 Integrated software has two major drawbacks: the package may include programs you won’t use, and the individual programs may not be as powerful as a comparable program you can buy separately.
 Integrated software allows you to use two or more programs together to work smarter, faster and more efficiently
 When shopping for an integrated package, compare the programs and tools offered by each package.

To place an order for the Complete Project Material, pay N5,000 to
GTBank (Guaranty Trust Bank)
Account Name – Chudi-Oji Chukwuka
Account No – 0044157183
Then text the name of the Project topic, email address and your names to 08060565721.  

Speak Your Mind