IT Application Tools in Business 1

Introduction

Module 001 Introduction

At the end of this module, you are expected to:

1. Define what an IT application tool is.

2. Discuss the history of software

3. Recognize the various types of IT application tools.

4. Explain how IT application tools are utilized in business.

Lesson 1: IT Application Tools

What is an IT Application tool?
An IT application tool sometimes referred to as application software or simply “apps”, is a
collection of computer software designed to perform specific functions, tasks, and activities that
would give benefit to the user. These tools are installed within a computer.

Figure 1: IT Applications
Source: http://techhawks.net/desktop-application/
Date of Access: August 10, 2018

A user is a person who uses a computer along with IT application tools for different purposes.

The term "application", when used in the field of IT, refers to a piece of computer software that is
developed to help a user perform a certain activity. Some of these activities include creating
spreadsheets for business, gaming, watching and editing videos, editing photos, etc.

Some IT application tools are designed to do a single task, such as spreadsheet software or word-
processing software, while others include several functionalities; these are called integrated

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 software. Microsoft Office is a kind of application software considered as integrated software
because of the number of applications it includes.

An IT application tool runs within an operating system. You can think of an operating system as a
software platform that allows IT application tools to be used freely by users. Windows 10 and Mac
OS X are considered to be the most widely used operating systems today. Without an operating
system, a user will not be able to use IT application tools.

Figure 2: Operating Systems

Source: https://mondaynote.com/the-operating-system-fountain-of-youth-ios-39bc1a3ce004
Date of Access: August 10, 2018

IT application tools may be bought from software vendors, while some are free to download and
use.

Lesson 2: A Brief History of Software

The history of IT applications has an interesting history. In this section of the module, we will discuss some of
its important milestone to have some understanding of the current state of the IT applications we use today.

Charles Babbage and the Difference and Analytical Engines

Charles Babbage was considered to be the father of the modern computer. He created the device called
Difference engine – a device that was designed to produce mathematical tables. Its concept was based on
the principle that any differential equation can be reduced to a set of differences between certain
numbers, which could in turn be reproduced by mechanical means.

Babbage then designed another machine called the Analytical Engine which is a much more complex
and powerful machine than the difference engine. Perhaps the feature that made it stand-out during its
time is its capability to be programmed. Babbage got the idea from the Jacquard loom to use punch cards.
The first programmer was Ada, Countess of Lovelace and daughter of the famously dissolute English
poet Lord Byron.
 IT Application Tools in Business 3
Introduction

Figure 3: Charles Babbage

Source: https://upload.wikimedia.org/wikipedia/commons/thumb/6/6b/Charles_Babbage_-
_1860.jpg/440px-Charles_Babbage_-_1860.jpg
Date of Access: August 10, 2018

Alan Turing and the Turing Machine

Alan Turing was an English mathematician and is considered one of the fathers of modern
computing.
He made contributions in the field of IT and Computer Science when he conceived the idea
of the Turing Machine. The Turing machine was not a physical device but rather a
theoretical construct. At its heart is an infinitely long piece of paper, comprising an infinite
number of boxes, within which mathematical symbols and numbers could be written, read
and erased. Any mathematical calculation, no matter how complex, could be performed by
a series of actions based on the symbols
The concept of the Turing Machine was adopted by early computers for the implementation
of its software. A concept that is used even to this day.

Figure 4: Allan Turing

Source: https://upload.wikimedia.org/wikipedia/commons/thumb/a/a1/Alan_Turing_Aged_16.jpg/220px-
Alan_Turing_Aged_16.jpg
Date of Access: August 10, 2018

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Electronic Computing
In 1942, two engineers named John Mauchly and Presper Eckert designed and developed
what would be considered the first true electronic computer, the ENIAC (Electronic
Numerator, Integrator, Analyzer and Computer).
The ENIAC was programmable and made use of stored memory and electronic
components, making it a general purpose device.

Figure 5: The ENIAC

Source: https://upload.wikimedia.org/wikipedia/commons/4/4e/Eniac.jpg
Date of Access: August 10, 2018

The next breakthrough came when EDVAC was developed. EDVAC stands for Electronic
Discrete Variable Computer. This computer was designed based on the idea of a
mathematician named Jon Von Neumann. His idea is that a computer has key
components: input and output, memory, control, and arithmetical units. People still refer
to the “Von Neumann architecture” of today’s computers.
Mauchly and Presper Eckert then decided to commercialize their invention with the
machine called the UNIVAC (Universal Automatic Computer) – a computer that was
designed for general business purposes.

Figure 6: The EDVAC

Source: https://upload.wikimedia.org/wikipedia/commons/thumb/1/17/Edvac.jpg/550px-Edvac.jpg
Date of Access: August 10, 2018

The US government built a real-time defense system during the Cold War and called it
SAGE(Semi-Automatic Ground Environment). The project was assigned to a company
called IBM.
 IT Application Tools in Business 5
Introduction

By the end of the 1950s, a lot of companies have joined the computer industry. These
computers have software installed in them, but there was still no “software industry” as we
know it today.

Programming Languages and Operating Systems

The term software was coined in 1958 by a University in Princeton named John W.
Tukey. The term “computer” during its first usage referred to the people who work out
mathematical problems. So when ENIAC was in operation, a lot of “computers” were hired
to operate the machine.

Figure 7: John W Tuckey

Source: https://upload.wikimedia.org/wikipedia/en/e/e9/John_Tukey.jpg
Date of Access: August 10, 2018

Most of the early programmers were women. This includes Ada Lovelace and another
mathematician named Grace Murray Hopper. Hopper gave a lot of contributions to the field of
computing. These include instruction codes for machines, automatic programming, and coining the
term "compiler", which is an integral part of programming languages today.

She was also partly credited for the development of the very first true programming language –
FORTRAN (Formula Translator).

FORTRAN used English-like instructions, one of the first during its release, and it eventually led to
other programming languages like COBOL, ALOGOL, and BASIC. These programming languages
were called 3rd Generation Languages (3GL). These were the first languages used to write small
applications on computers.

Aside from programming languages, operating systems were also developed during this time. Early
work on operating systems was done by General Motors in 1956 and evolved into IBM’s well-
known JCL (Job Control Language), a basic operating system designed for punch card systems
that would tell the computer which cards were data and which were instructions.

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The first true operating system was called MAD (Michigan Algorithmic Decoder), but it was
through IBM’s 360 that the concept of an operating system was introduced to the public.

In 1962, IBM launched the IBM System 360 along with its operating system OS 360. This was
considered to be a breakthrough at the time.

The Rise of Software Engineering

In 1968, during a conference in Garmish, Germany aptly titled "Software Engineering", leading
software designers around the world agreed that software development should be regarded as science
and not art. At this event, they also discussed how software should be properly developed or
"engineered".

It was during this time that IBM decided to include software together with their hardware for free.
Meaning, if you buy their computers, you will have the software as an added freebie. But they soon
changed this policy and sold their software separately.

This move by IBM opened a new kind of industry we know today – the "software industry".

IT Applications Today

Software today, or IT applications, or just "apps", are widely available across different platforms.
With the advent of the internet, mobile computing, and the cloud, it is very easy to download and use
the software or apps that you need today.

Figure 8: IT Applications
Sources: http://organiksoft.com/wp-content/uploads/2012/12/web-applications.jpg
https://docs.microsoft.com/en-us/azure/active-directory/manage-apps/media/what-is-single-sign-
on/officeapphub.png
Date of Access: August 10, 2018
 IT Application Tools in Business 7
Introduction

Lesson 3: Categories of IT Application Tools

IT application tools can be categorized into the following: business, graphics and multimedia,
home/personal/education, and communications.

Business IT applications

To put it simply, these are applications used for business purposes. These applications are used to
perform certain functions or tasks in order to increase productivity, measure productivity, and
perform other business functions accurately.

Some business applications are built in-house, which means they are created within the company by
its own IT Department, while others are purchased from third-party software vendors.

We will discuss examples of IT applications in this category in the latter part of this module.

Figure 9: Business Applications used in Offices

Sources: https://previews.123rf.com/images/stylephotographs/stylephotographs1202/stylephotographs120200253/12613291-
business-man-working-with-laptop-computer-in-office-at-desk.jpg
Date of Access: August 10, 2018

Graphics and Multimedia IT Applications

Graphics and multimedia IT applications are those applications that are used to manipulate
images, videos, animations, and sounds using the computer.

Modern image manipulation applications or software include Adobe Photoshop or GIMP.

These are powerful enough to edit and manipulate photos and images.

In video editing, there is software like Final Cut Pro, Adobe After Effects, and even an old
but still popular video editing tool, Windows Movie Maker. The movies that you see on
Youtube are mostly edited using these applications.

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 For creating animations, you can either use Blender and Maya for 3D objects or Adobe
Animate for 2D animations.

For editing sounds, applications like Adobe Audition or Audacity can be used.

Figure 10: Examples of Graphics and Multimedia IT Applications

Source:https://encryptedtbn0.gstatic.com/images?q=tbn:ANd9GcQA_ctWjgibQ6oMQ42MSGr5FLbyRAgIZMJQRlJvMV84DLbb
Stfa
Date of Access: August 10, 2018

IT Applications for the Home/Personal Use

These are applications that can be used by a person in the comfort of their home. These
applications may help the ordinary user in different aspects of his or her life. Some of these
applications include the following:

1. Utilisation

These are applications that can help a person to balance their checkbooks, pay bills, track
personal income expenses, and even set up budgets.

1. Desktop publishing

This is an application that helps users at home to create brochures, invitations, posters,
business cards, logos, websites.

IT Application Tools for Communication

Application tools for communication are basically software that can be used to provide remote
access, exchange files and messages in text, audio, and even video formats between
computers and users.

Today, applications such as Telegram, Facebook Messenger, Whatsapp, and Viber allow
people to communicate using a computer or a smartphone.
 IT Application Tools in Business 9
Introduction

Lesson 4: Utilization of IT Application Tools in Business

Businesses nowadays make use of computers every day. These computers are used along with IT
applications. These applications can increase the productivity of business. Here are some of the
ways IT applications are used in business.

1. Communication

Communication is essential in any business. It is considered the key to gaining new customers,
clients, and other important contacts. Applications such as email, chat, and customer contact
systems give access to these people.

Emails and instant messaging are also used to send important messages and memos across the
employees of an organization. It has proven to be a faster and more efficient way of getting those
important documents to the employees.

1. Advertising and marketing

Graphics and multimedia applications can be used to create beautiful and effective marketing
materials such as websites, ads, and marketing videos.

These IT application tools can be a great way to boost the marketability and sales of a company.

1. Accounting for

There are IT application tools that are focused entirely on accounting. Manual computation can
lead to errors, and business owners can not afford to make a single mistake when it comes to their
finances.

These IT application tools can take care of your finances and even give you a detailed report
every week or monthly about the status of your company’s finances.

1. Documentation

IT applications allow the user to create documents, spreadsheets, and presentations. These kinds
of files or documents are essential to any kind of business.

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 1. Education.

Instead of hiring trainers to educate employees about the company’s policies, standards,
procedures, and software, they opt to use IT applications. Companies use webinars with questions
and answers at the end in order to educate their employees. This is a cost-effective way of giving
education to employees.

1. Research

Companies do a lot of research about their competition and discovering what interests customers
the most. These may be difficult to do manually, but with the help of IT applications, this is done
with just a simple click of the mouse. Search engines, forums, social networks and industry
specific websites provide businesses with a wealth of information and research data.

Lesson 5: Examples of IT Application Tools in Business

There are different IT Application tools that can be used for business. Here are some of them.

a) Word Processing Applications

These IT application tools allow the creation of document files that are essential in any
business. This application replaced the traditional typewriter used for creating word
documents. Examples of applications for word processing are Microsoft Word, Pages, and
Writer.

Figure 11: Microsoft Word

Source: https://upload.wikimedia.org/wikipedia/en/c/c6/Microsoft_Word.png
Date of Access: August 10, 2018

b) Spreadsheet Applications
These are software applications that are used to tabulate and collate data. These data can be
used for calculations. Spreadsheets are usually equipped with mathematical functions.
Examples of Spreadsheet software are Microsoft Excel, Numbers, and Calc.
 IT Application Tools in Business 11
Introduction

Figure 12: Microsoft Excel

Source: https://upload.wikimedia.org/wikipedia/en/c/c6/Microsoft_Word.png
Date of Access: August 10, 2018

c) Presentation Applications
These are applications that allow the user to create slides for presentation purposes. In business
settings, presentations are important because they are a way of promoting a new product to a
customer or presenting reports during meetings. Examples of these applications are Microsoft
PowerPoint, Keynote, and Impress.

Figure 12: Microsoft Powerpoint

Source: https://upload.wikimedia.org/wikipedia/en/7/75/Microsoft_PowerPoint.png
Date of Access: August 10, 2018

d) Database Management Applications

A database is used to store data and information. Users are able to retrieve information from
this database. Business owners often use the data stored in their database for data analytics
which can predict the sales of their company. This information can then be used for decision
making.

A popular example of a database application used in business is Microsoft Access.

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 Figure 13: Microsoft Access
Source: https://upload.wikimedia.org/wikipedia/en/d/db/Microsoft_Access_2013_on_Windows_8_%28screenshot%29.png
Date of Access: August 10, 2018

e) Cloud-based applications
In IT terms, cloud computing stores data and accessing applications on the internet instead of
on a local hard drive. In this way, users are able to access applications anytime, anywhere, as
long as there is an internet connection.
Businesses utilize the cloud by means of using it as a way to store data and applications. This
enables their employees to work from the comfort of their own homes.
Examples of applications that use the cloud are Google Docs, Dropbox, iCloud, and One Drive.

Figure 14: Dropbox

Source: https://dropboxmainblog.files.wordpress.com/2017/04/screenshot3_1300x760.png
Date of Access: August 10, 2018

f) Desktop Publishing Applications

Desktop publishing applications can be used not only for personal use but for business as well.
Businesses use these applications to create their website for promoting their product. They also
design company logos and marketing materials using these kinds of applications.
Applications like Microsoft Publisher and Adobe PageMaker are some examples of these
applications.

Figure 15: Microsoft Publisher

 IT Application Tools in Business 13
Introduction

Source: https://upload.wikimedia.org/wikipedia/en/a/ad/Microsoft_Publisher_screenshot.png
Date of Access: August 10, 2018

g) Scheduling Applications
Time management is important for all businesses. Because in a business, wasted time means
loss of income. That is why business owners widely use scheduling applications to keep track
of their schedules.
Applications like Visibook can help you set appointments for meetings and deadlines. It can
even remind you of the upcoming events, which prevents you from missing any important
schedules.
Applications like Microsoft Project is also considered a scheduling application. It allows
businesses to schedule and plan their projects from its conception until its delivery.

Figure 16: Microsoft Project

Source: https://upload.wikimedia.org/wikipedia/en/c/c2/Microsoft_Project_screenshot.png
Date of Access: August 10, 2018

h) Note-taking applications
During business meetings, it is important that the people involve take down notes. This is to
remind them of the highlights of the meeting. Applications like Microsoft OneNote are used
for this situation. These note-taking applications have a lot of built-in functionalities that can
take your note-taking to the next level.

Figure 17: Microsoft OneNote

Source: https://upload.wikimedia.org/wikipedia/en/a/a4/Microsoft_OneNote.png
Date of Access: August 10, 2018

Course Module
References and Supplementary Materials
Books and Journals
1. Jain, R.K. (2015). IT Tools and Business Systems. Delhi, India: Khanna Book Publishing

2. McFedries, P. (2016). My Office 2016. Pearson Education

3. Rich, J.R. (2017). Working in the Cloud: Using Web-Based Applications and Tools to
Collaborate Online. Indianapolis, Indiana: QUE Publishing

Online Supplementary Reading Materials

1. Uses of Computers in Business. https://smallbusiness.chron.com/uses-computers-
business-56844.html Date of Access: August 10, 2018

2. Business Software. https://en.wikipedia.org/wiki/Business_software Date of Access:

August 10, 2018

3. Four Categories of Application Software.

https://www.coursehero.com/file/p50ruob/There-are-four-categories-of-application-
software-business-graphics-and/ Date of Access: August 10, 2018

4. Application Software Basics. https://www.quickbase.com/articles/application-software-

basics Date of Access: August 10, 2018

Online Instructional Videos

1. Effects of ICT in Business. https://www.youtube.com/watch?v=HXUusMT_C5c Date of
Access: August 10, 2018
2. History of Software. https://www.youtube.com/watch?v=au-gE-Ohbhg Date of Access:
August 16, 2018
 IT Application Tools in Business 1
Computer Organization Fundamentals

Module 002 Computer Organization Fundamentals

At the end of this module, you are expected to:
1. Define what a computer is.
2. Discuss the parts of computer hardware and how are they organized
3. Be familiarized with the commonly used operating systems
4.

Lesson 1: Computer Fundamentals

In the previous module, we discussed all IT application software and how these
applications run within a computer. So in this module, we are going to take a look into what
makes up computer hardware. But first, let us discuss what a computer is.

What is a Computer?
A computer is an electronic device that enables users to manipulate, store, access, and
retrieve data and information. It’s a powerful machine that allows us to do a daily tasks
such as web browsing, messaging, gaming, and watching videos.

Figure 1: A Computer
URL: https://i5.walmartimages.com/asr/20564a8d-95d3-41bc-a2d7-
6e5aff9f9d52_1.4ac946718614045a43b4f80cbfc2e76f.jpeg?odnHeight=450&odnWidth=450&odnBg=FFFFFF
Date of Access: August 16, 2018

Computer Hardware and Software

A computer has hardware and software. Its these two important components make up a
whole computer system. Let’s define and discuss these two.

a. Hardware
A computer hardware simply refers to the tangible parts of a computer. These include
the physical structure of a computer such as a mouse, keyboard, and monitor. The

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 internal parts of a computer system unit, such as the motherboard, is also considered
hardware.

Figure 2: Examples of Computer Hardware

URL: https://www.itvoice.in/wp-content/uploads/2017/08/Global-Computer-Hardware-Market-
Research-Report.png
Date of Access: August 16, 2018

b. Software
The term software refers to the intangible parts of a computer. These are applications
such as games, web-browsers, and even the operating system installed on a computer.
The software is consists of instructions that tell the hardware what to do and how to do
it.
All IT applications are considered software.

Figure 3: Examples of Computer Hardware

URL: https://www.itvoice.in/wp-content/uploads/2017/08/Global-Computer-Hardware-Market-
Research-Report.png
Date of Access: August 16, 2018

Types of Computers
There are different types of computers that are being used by people today. Here are some
of the most common types of computers nowadays.
a. Desktop Computers
 IT Application Tools in Business 3
Computer Organization Fundamentals

Often called a PC (Personal Computer), this type of computer is a computer that you will
often see at schools, offices, and at home. You might even be using a desktop computer
at this moment while reading this module.
A desktop computer, as the name suggests, is often placed on top of desks. It is often
made up of a system unit that houses the motherboard and other internal parts of the
PC, a mouse, and a keyboard.

Figure 4: A Desktop Computer

URL: https://usercontent1.hubstatic.com/13970520_f520.jpg
Date of Access: August 16, 2018

b. Laptop Computers
These computers are mobile and portable. Meaning you can bring and use them
anywhere at any time. They usually run on battery power.

Figure 5: A Laptop Computer

URL: https://c.s-microsoft.com/en-
us/CMSImages/Surface_15_inch_View_All_US_Only.jpg?version=ef39b819-a56f-9012-3692-
380788d76ff4
Date of Access: August 16, 2018

c. Tablets
These devices are even smaller and more portable than a laptop. Unlike laptops, tablets
usually don’t require a keyboard and mouse because it supports touch-screen features.

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 Figure 6: A tablet Computer
URL: http://www.decrypthon.org/wp-content/uploads/2016/04/t3ge6dc73eud8i2i2.png
Date of Access: August 16, 2018

d. Servers
A server is a type of computer that provides data and information to other computers in
a network. These computers that receive information are called clients. Most of the data
within an organization is stored on servers.

Figure 7: A Server
URL: https://qph.fs.quoracdn.net/main-qimg-b4bc72e8db2ab47bd41371b999763f4c
Date of Access: August 16, 2018

e. Smartphones
These are computers that fit in your pocket. These computers can do everything your
desktop can do but on a smaller scale.

Figure 8: A Smartphone
URL: https://www.shincron.co.jp/en/product/img/detail_smartphone.jpg
 IT Application Tools in Business 5
Computer Organization Fundamentals

Date of Access: August 16, 2018

f. Wearables
These are the kind of computers that you can “wear”. Examples of these are
smartwatches and fitness trackers.

Figure 9: A Smartwatch wearable

URL: https://upload.wikimedia.org/wikipedia/commons/9/92/Apple_Watch-.jpg
Date of Access: August 16, 2018

Lesson 2: Computer Hardware Organization

Just like what is mentioned above, computers are essential when using IT application
tools. So it is important that you know what makes up a computer in order to utilize it
better when using applications.

External Parts of a Computer

a. Computer Case
The computer case is a metal or plastic box that houses the internal hardware of the
computer. Inside the computer case, the CPU, the motherboard, and the power supply
can be found.
These computer cases come in different shapes and sizes. The most common type of
computer case is the tower case.
It should be noted that some computers don’t have a computer case. MAC computers
are examples of these; the internal components are built-in together with the monitor.

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 Figure 10: A Computer Case
URL: https://media.gcflearnfree.org/content/55e073137dd48174331f5166_01_17_2014/desktop_computer_case.jpg
Date of Access: August 16, 2018

b. Monitor
The monitor is used in order to view text, images, videos on the screen. It works
directly with the computer video card. These monitors have controls to manage the
display settings. Some monitors even have built-in speakers.
During the 1990s up to the early 200s, CRTs (Cathode Ray Tubes) was used for
monitors. Nowadays, LCD (liquid crystal display) or LED (light-emitting diode) are the
most common monitor being used.

Figure 11: A Computer Monitor

URL: https://cf3.s3.souqcdn.com/item/2018/03/21/10/92/71/81/item_L_10927181_119721793.jpg
Date of Access: August 16, 2018

c. Keyboard
A keyboard is used to enter text input into the computer. The keys on it follow the
QUERTY format, a standard format for keyboards.
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Computer Organization Fundamentals

Figure 12: A Computer Keyboard

URL: https://pisces.bbystatic.com/image2/BestBuy_US/images/products/5709/5709661_rd.jpg;maxHeight=333;maxWidth=333
Date of Access: August 16, 2018

d. Mouse
The mouse serves as a pointer for the objects found on the screen. It is considered as a
pointing device that enables you to select, click, and drag items from the screen.

Figure 13: A Computer Mouse

URL: https://4.imimg.com/data4/WN/JF/MY-14772931/computer-mouse-500x500.jpg
Date of Access: August 16, 2018

e. Other computer peripherals

Aside from the examples given above, a computer can be equipped with other
peripherals. These peripherals are plugged into the ports of a computer. Here are
some examples.
1. Printers
These peripherals allow you to print your document or images into paper. These
devices are common in offices. When working with IT applications, your work’s
final output is usually printed on paper using this device.

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 Figure 14: A Printer
URL: http://www.apinfotec.com/images/Products/Printer/HP/HP-K010-Inkjet-Printer.jpg
Date of Access: August 16, 2018

2. Scanners
A scanner is a device that copies your physical documents and converts it into
digital format.

Figure 15: A Scanner

URL: https://5.imimg.com/data5/BW/PJ/MY-9753585/computer-photo-scanner-500x500.jpg
Date of Access: August 16, 2018

3. Web cameras
Web cameras or “webcams” are used to take videos and images. It is a device used by
users when doing live video chats.
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Computer Organization Fundamentals

Figure 16: A Webcam

URL: https://5.imimg.com/data5/SV/KB/MY-6136373/computer-web-camera-500x500.jpg
Date of Access: August 16, 2018

Internal Parts of a Computer

In this part of the module, we are going to take a look into the computer’s internal parts.
a. Motherboard
A motherboard is the main circuit board of a computer system. It holds together the
memory and the CPU as well as other ports for expansion cards and storage media. It
basically connects every part of the computer indirectly or directly.

Figure 17: Motherboard

URL: https://upload.wikimedia.org/wikipedia/commons/thumb/5/55/Intel_D945GCPE_Board.JPG/220px-
Intel_D945GCPE_Board.JPG
Date of Access: August 16, 2018

b. Central Processing Unit

The Central Processing Unit or the CPU is referred to as the brain of a computer. Its
job is to execute The speed of a processor usually measured in megahertz (MHz), or
millions of instructions per second; and gigahertz (GHz)

Figure 18: CPU

Course Module
 URL: https://i0.wp.com/www.mydatech.net/wp-content/uploads/2018/01/cpu.png?fit=600%2C342&ssl=1
Date of Access: August 16, 2018

c. Random Access Memory

The computer’s main memory is known as Random Access Memory or RAM. When a
computer performs an operation, such as calculation, the data is usually stored in the
RAM and then called upon when needed. It is a volatile type of memory which means
as soon as you shut down your computer, data, and information stored in it
disappears.
RAM is measured in megabytes (MB) or gigabytes (GB). The more RAM you have, the
more things your computer can do at the same time.

Figure 19: RAM

URL: https://4.imimg.com/data4/LM/GP/MY-11966446/ram-500x500.jpg
Date of Access: August 16, 2018

d. Hard-drive
The hard drive is the place in your computer where all of your files are stored. This
includes the programs and applications you use. Unlike the RAM, this is a non-volatile
type of storage which means data is doesn’t get erased upon shutting down your
computer.

Figure 20: Hard drive

URL: https://images-na.ssl-images-amazon.com/images/I/51qDQ1KDdHL.jpg
Date of Access: August 16, 2018
 IT Application Tools in Business 11
Computer Organization Fundamentals

e. Power Supply
The power supply is basically a device that provides power to your computer. It is
plugged in a walls socket and is connected to a computer by means of a cable.

Figure 21: Power Supply

URL:
https://cdn.cnetcontent.com/syndication/mediaserver/inlinecontent/stech/120/687/1206872b095c4865b392ded46eb66c29/or
iginal.jpg
Date of Access: August 16, 2018

f. Expansion Cards
Most computers have expansion slots that allow you to add expansion cards or PCI
(Peripheral Component Interconnect) cards. These expansion cards boost the
performance of any desktop or laptop computer. Here are some examples.
1. Video Cards
This is an expansion card that enhances the graphics on your computer. Most
computers have a GPU (graphics processing unit) built into the motherboard
instead of having a separate video card. This is applicable if you are into playing
graphics-intensive games.

Course Module
 Figure 22: Video Card
URL: http://www.fujitsu.com/sg/Images/W-py-graphics-nvidia-nvs300_tcm115-401932.png
Date of Access: August 16, 2018

2. Sound Card
This is an expansion card that is responsible for the sounds that you hear on a
computer. It is also known as an audio card.

Figure 23: Sound Card

URL: https://brain-images-ssl.cdn.dixons.com/2/1/07908212/l_07908212.jpg
Date of Access: August 16, 2018

Lesson 3: Operating System

What is an operating System?
An operation system is system software that serves as a mediator between the user and the
computer.
Operating system goals:
a. Execute user programs and make solving user problems easier
b. Make the computer system convenient to use
c. Use the computer hardware in an efficient manner

As computer users, we use IT application tools for everyday tasks. These applications run
within operating systems. Operating systems run on top of computer hardware. This
concept is illustrated by the diagram below.

Figure 24: Relationship of Hardware, OS, IT Applications, and the User

 IT Application Tools in Business 13
Computer Organization Fundamentals

Examples of Operating Systems

Here are some of the popular operating systems being used today.
1. Windows Operating Systems
This is an operating system developed by Microsoft Corporation. It features a user-
friendly user interface and is one of the most popular operating systems being used in
the world. The current version of this operating system is Windows 10.

Figure 25: Windows 10

URL: https://upload.wikimedia.org/wikipedia/en/f/fa/Windows_10_1803.png
Date of Access: August 16, 2018

2. Mac OS X Operating System

Mac OS X is the line of operating systems developed and marketed by Apple Inc. It is the
primary operating system for Apple’s Mac family of computers.
As of this writing, the current version of this operating system is Mac OS High Sierra.

Course Module
 Figure 26: Mac OS X High Sierra
URL: https://upload.wikimedia.org/wikipedia/en/thumb/9/94/MacOS_High_Sierra_Desktop.png/340px-MacOS_High_Sierra_Desktop.png
Date of Access: August 16, 2018

3. Ubuntu Operating System

Ubuntu is an open-source operating system.

Figure 27: Ubuntu

URL: https://d2.alternativeto.net/dist/s/ubuntu_706158_full.png?format=jpg&width=1600&height=1600&mode=min&upscale=false
Date of Access: August 16, 2018
 IT Application Tools in Business 15
Computer Organization Fundamentals

References and Supplementary Materials

Books and Journals
1. Jain, R.K. (2015). IT Tools and Business Systems. Delhi, India: Khanna Book
Publishing

2. McFedries, P. (2016). My Office 2016. Pearson Education

3. Rich, J.R. (2017). Working in the Cloud: Using Web-Based Applications and Tools to
Collaborate Online. Indianapolis, Indiana: QUE Publishing

Online Supplementary Reading Materials

1. Computer Fundamentals. http://www.chtips.com/computer-fundamentals/what-
is-computer-fundamentals Date of Access: August 16, 2018

2. About the Basics of Computers with Devices.

https://www.informationq.com/about-the-basic-parts-of-a-computer-with-
devices/ Date of Access: August 16, 2018

3. Examples of Operating Systems. https://www.lifewire.com/operating-systems-

2625912 Date of Access: August 16, 2018

Online Instructional Videos

1. Computer Fundamentals – Inside your Computer.
https://www.youtube.com/watch?v=z8oAVKRVaIc Date of Access: August 16, 2018
2. Computer Fundamentals – Operating Systems.
https://www.youtube.com/watch?v=-fgB5sqzQAg Date of Access: August 16, 2018
3. Computer Parts Explained. https://www.youtube.com/watch?v=ExxFxD4OSZ0
Date of Access: August 16, 2018

Course Module
 IT Application Tools in Business 1
Word Processing Tools

Module 003 Word Processing Tools

At the end of this module, you are expected to:
1. Explain what word-processing tools are and its benefit to a business.
2. Discuss the features of word processing tools.
3. Identify the different types of word processing tools being used today

Lesson 1: What are Word Processing Tools/Application?

Word Processing Tools Defined
It was discussed in the previous lessons that computers can be used for business
applications. Most computers in the modern era are used to create important business
documents that are used within a company. The content of these documents is typed using
the keyboard, saved on a computer hard-disk before being printed on paper. The type of
application that enables such a task in a computer is called a Word-Processing
Tools/Applications.

Figure 1: An Example of A Word-Processing Tool/Application

These word-processing tools are usually equipped with features that allow you to format
your document before printing it. Word-processing applications are based on the
typewriter, which was widely used in businesses before the advent of computers and
word-processing tools.

Perhaps the main advantage of a word-processing application from a typewriter is the

ability to manipulate text within the document. With a word-processing application, you
will be able to change a text’s size, font color, and even the type of font you want for your
document. You also have the capability to format the document; this includes the spacing,
Course Module
margins, and document size just to name a few. These features will be further illustrated
later on in this lesson.

Benefit of Word-Processing Applications in Businesses

As mentioned at the beginning of the lesson, most businesses today can be seen utilizing
word-processing applications in their day-to-day operations. In general, this type of
application is used to create text-based documents used within a business. But along with
that, here are some additional benefits.

a. Security
Security very important to any business. This security does not limit to its physical
infrastructure. This also includes access to its important files and documents. These
important documents are usually written using word-processing applications.

One advanced feature of a word-processing application is the ability to add passwords

to a document. This password allows the document to be inaccessible to those who
want to view its content. So with this feature, a business can rest assured that the
important and confidential documents are password encrypted.

Figure 2: A Word-Processing Application Secured with a Password

b. Collaboration
Before the advent of word-processing applications, it was difficult to collaborate notes
and documents within a company. All typed documents and notes are check one by one
manually. There is even a person assigned to do this job.

Nowadays, employees within an organization can collaborate their work using cloud
computing. Cloud-computing is a technology that allows people to save and edit their
work over the internet. A well-known word-processing application called Google Docs
allows you to do all of these.
 IT Application Tools in Business 3
Word Processing Tools

And because of this, employees are able to work simultaneously on their work, saving
time and money.

Figure 3: A Screenshot of Google Docs

c. Portability
Carrying a lot of paper during meetings can be cumbersome at times. But with word-
processing applications, this can be lessened. Since word-processing files can be
transferred digitally using emails and cloud computing platforms, there is no need to
carry documents around. You can carry your documents in your pocket by means of a
USB flash drive.

Figure 4: Word-Processing Documents Saved in a Computer

Course Module
Lesson 2: What are the Features of Word-Processing Tools/Applications?
Word-Processing Tool Features
These types of applications have a lot of features. These features are listed below.
a. Grammar/Spelling Checking
This is one of the most powerful features of any word-processing application, grammar-
checking. With this feature, a word-processing application can identify sentences,
punctuations, paragraphs, spelling, and anything that is not meet commonly recognized
grammar rules.

Figure 5: The Grammar/Spelling Checker in Action

b. Footnotes and Cross-References

This feature allows auto numbering and placement of footnotes within a document and
allows you to cross-reference other parts of a document quickly.

Figure 6: A document with a footnote and reference

Source: https://cdn.e-iceblue.com/images/art_images/remove-footnote-from-word-1.png
Date Accessed: August 24, 2018
 IT Application Tools in Business 5
Word Processing Tools

c. Headers, Footers, and Page Numbering

This feature enables you to add headers on top of a document and a footer at the
bottom of every document. It can also track the page number for each pages in a
document and display in within the pages of the document.

Figure 7: A document with a Header, Footer, Page Number

d. Layout
Adding custom layouts, including margins and indentions to your document, is another
feature of a word-processing application.

Figure 8: The Layout tab of Word-Processing Application Microsoft Word

Course Module
e. Merge
This feature allows you to merge text from one file into another file. This is specifically
useful for creating files that have the same format but with different data. Generating
mailing labels is a classic example of using merges.

Figure 9: The Merge tab of Word-Processing Application Microsoft Word

f. Thesaurus
A thesaurus is a book that lists words in groups of synonyms and related concepts. In
word-processing applications, a thesaurus is built-in and allows you to search for
synonyms within it.

Figure 10: Thesaurus of Word-Processing Application Microsoft Word

 IT Application Tools in Business 7
Word Processing Tools

g. Collaboration
As mentioned above, cloud-based word processing applications enables saving the file
through the internet. This also enables you to track the changes and the person who
made modifications to the document.

Figure 11: A Cloud-based Word-Processing Application

Source: https://i.ytimg.com/vi/X8acnIYKJ9g/maxresdefault.jpg
Date Accessed: August 24, 2018

h. Translation and Speech

Some word processing applications have this feature. This enables the application to
read aloud the text within a document, accept voice commands, and translate text from
one language to another.

Figure 12: Translate feature of Word-Processing Application Microsoft Word

i. Graphics
Word-processing applications allow you to insert images and symbols into your
document.

Course Module
 Figure 13: Word-Processing Application Microsoft Word Document with Images

Other Features
Aside from the features mentioned above, some standard features are common to all types
of word-processing applications.

a. Inserting and deleting text

This feature allows you to insert or delete text from anywhere in a document.

b. Cut, copy and paste

This feature allows you to move, remove a selection of text from one place in the
document and insert it somewhere else.

c. Search and replace

This feature allows you to search any word within a document. You can also replace the
searched word.

d. Word wrap
This feature automatically moves to the next line when filled one line with text and will
readjust text if you change the margins.

e. Print
This simply enables you to print the document to a hard-copy version of the file.
 IT Application Tools in Business 9
Word Processing Tools

f. File Management
This provides file management capabilities that allow you to create, delete, move, and
search for files.

Lesson 3: Types of Word-Processing Tools/Applications

There are different word-processing applications that can be used. Here are some of the
commonly used word-processing applications used today.

a. Microsoft Word
This is the most popular word-processing application today. This is an application
developed and released by the company Microsoft in 1989. As of 2017, 450 million
users are known to use Microsoft word.

Figure 14: MS Word Screenshot

b. WordPerfect
This is a word-processing application developed by Corel Corp. It was a popular word-
processing application during the 90s.

Course Module
 Figure 15: Wordperfect Screenshot
Source: https://www.topbestalternatives.com/wp-content/uploads/2016/10/Corel-WordPerfect-Office.jpg
Date Accessed: August 24, 2018

c. Lotus Word Pro

This application was developed by IBM.

Figure 16: Lotus Word Pro Screenshot

Source: https://upload.wikimedia.org/wikipedia/en/9/95/Word_Pro.png
Date Accessed: August 24, 2018
 IT Application Tools in Business 11
Word Processing Tools

d. Pages
This is an application developed by Apple Inc, usually found pre-installed on Mac
computers.

Figure 17: Pages Screenshot

Source: https://support.apple.com/library/content/dam/edam/applecare/images/en_US/mac_apps/pages/macos-pages7-facing-pages.jpg
Date Accessed: August 24, 2018

e. Google Docs
This is a cloud-based word-processing application. In using it, you need to be connected
via the internet and access it using a browser.

Figure 18: A Screenshot of Google Docs

Course Module
 f. OpenOffice Writer
This is an open-source word-processing application, meaning you use it freely without
any licensing troubles.

Figure 19: OpenOffice Screenshot

Source: https://upload.wikimedia.org/wikipedia/en/5/59/OpenOffice.org_Writer_in_Mac.jpg
Date Accessed: August 24, 2018

References and Supplementary Materials

Books and Journals
1. Jain, R.K. (2015). IT Tools and Business Systems. Delhi, India: Khanna Book
Publishing

2. McFedries, P. (2016). My Office 2016. Pearson Education

3. Rich, J.R. (2017). Working in the Cloud: Using Web-Based Applications and Tools to
Collaborate Online. Indianapolis, Indiana: QUE Publishing

Online Supplementary Reading Materials

1. What are the Benefits of Word-Processing
https://smallbusiness.chron.com/benefits-word-processing-business-69022.html
Date of Access: August 24, 2018

2. Types of Word-Processing Applications https://itstillworks.com/12286956/types-

of-word-processing-applications Date of Access: August 24, 2018

3. Word Processing https://www.webopedia.com/TERM/W/word_processing.html of

Access: August 24, 2018

Online Instructional Videos

1. What is a Word Processor? https://www.youtube.com/watch?v=GzEmnu3VdT0
Date of Access: August 24, 2018
 IT Application Tools in Business 13
Word Processing Tools

2. Word-Processing Features https://www.youtube.com/watch?v=wbXL3rAGi5I Date

of Access: August 16, 2018
3. What is a Word-Processing Software.
https://www.youtube.com/watch?v=VlFxW6XDm8QDate of Access: August 16,
2018

Course Module
 IT Application Tools in Business 1
Spreadsheet Tools

Module 004 Spreadsheet Tools

At the end of this module, you are expected to:
1. Explain what are Spreadsheet tools and its benefit to a business.
2. Discuss the features of Spreadsheet tools.
3. Identify the different types of Spreadsheet tools being used today

Lesson 1: What are Spreadsheet Tools/Application?

Spreadsheet Tools/Application Defined

A spreadsheet application is often defined as computer software that is used for the
storage, organization, and analysis of data in tabular format. It is also equipped with the
feature to insert mathematical formulas within the spreadsheet. This feature makes it an
important tool for business, especially when computing for financial matters within a
company.

It also has a feature of creating charts such as pie charts and bar graphs. These are very
useful in a business, especially if you want to visualize data such as sales and profit in your
company.

Figure 1: A Screenshot of a Spreadsheet Application

The development of Spreadsheet application is credited to a man named Dan Bricklin of

Harvard Business School in 1978, and because of this, he became known as the “Father of
electronic spreadsheet”.

A spreadsheet basically consists of rows and columns. The intersection of these rows and
columns is called cells. These cells can change in size and can display text and even
Course Module
numeric data. This text within the cell can also be formatted and can be given a variety of
borders and colors.

Figure 2: A Cell of a Spreadsheet Application

The data within a cell can also be formatted in different ways. This includes currency,
percent, and dates.

Perhaps the most powerful feature of a spreadsheet is the ability to include mathematical
formulas. These formulas are placed within a cell. A formula in a spreadsheet application
usually starts with the “=” symbol. It also supports the basic arithmetic operators such as:
(“+” for addition, “-“ for subtraction, “/” for division, and “*” for multiplication). You
can also use parentheses “( )” to group your mathematical formula.

Figure 3: A Cell of a Spreadsheet Application with a Formula

Aside from using arithmetic operators for computations, spreadsheets usually contain
built-in functions to make computations easier. Here are some examples of the built-in
functions used in a spreadsheet.
 IT Application Tools in Business 3
Spreadsheet Tools

Figure 4: Some of the Built-in Functions in a Spreadsheet

Source: http://excelexposure.files.wordpress.com/2012/07/math-statistical-functions.png
Date Accessed: August 24, 2018

Also, the data found within a cell or cells can be converted into graphs. Below is an
example.

Figure 5: Graphs in a Spreadsheet Application

Source: http://ems062o8o5d13vyfw3bj3f0r-wpengine.netdna-ssl.com/wp-content/uploads/Excel-Image-13.png
Date Accessed: August 24, 2018

Use of Spreadsheet Application in Business

Course Module
Spreadsheets can be used in almost any field, and that includes the business field. Here are
some of its uses in business.
a. Inventories
Keeping track of your inventory is important in any business. Some companies use a
spreadsheet to keep track of their inventory.

b. Balance Sheet
Some companies also use spreadsheets to add values for assets and liabilities in their
company. They also utilize the software to calculate the net worth and financial ratios.

c. Budgets
Companies also do budgeting. And by doing so, they use spreadsheets. This makes it
easy for them to compute personal, partial, enterprise, or complete business budgets.

d. Cash Flow
Companies often compute the cash flow within their business. They do this using
spreadsheets and its advanced functions.

e. Financial Planning
Companies use spreadsheets to keep track of finances like checking and savings account
as well as investment.

f. Graphs
By using graphs in a spreadsheet, data and statistics can be displayed.

g. Invoices
When billing customers, invoices are created. Companies often use excel for this.

Benefits of Spreadsheet Application in Business

Using a spreadsheet in business has its benefits. Here are some of them.
a. Model Information
As mentioned in the beginning of the lesson, a spreadsheet is used to store data and
information. Spreadsheets have the ability to take this data and information manipulate
it using a spreadsheet's complex built-in formula.

Spreadsheets can model financial, statistical, and other numerical data that has some
value to your business.
 IT Application Tools in Business 5
Spreadsheet Tools

Figure 6: Example of a Data Model in a Spreadsheet Application

Source: http://www.grroups.com/uploads_media/55a45f790458174567532aa908ca3a8c.jpeg
Date Accessed: August 24, 2018

b. Manipulate Data
Spreadsheets allow the manipulation of data. This is possible by its ability to handle
arithmetic operators for you to be able to add your own formula. You can also choose
from a wide array of its built -in formula.

Figure 7: Example of a Data Manipulation in a Spreadsheet Application

Source: https://i.ytimg.com/vi/WEQNkg2LXkk/maxresdefault.jpg
Date Accessed: August 24, 2018

c. Visualize graphically

Course Module
 Spreadsheet Applications include tools for data visualization. The data that you enter in
a spreadsheet can be the basis for your graphical display. These visualization tools
include bar charts, graphs, and pie charts.

These charts are often used in a business to present data during business meetings.

Figure 8: Example of a Chart in a Spreadsheet Application

Source: https://i1.wp.com/www.real-statistics.com/wp-content/uploads/2012/11/bar-chart.png
Date Accessed: August 24, 2018

d. Inform Decisions
A spreadsheet’s ability to analyze and present data visually is often used by companies
to inform the decision-making process.

Figure 9: Example Spreadsheet data used in Decision Making

 IT Application Tools in Business 7
Spreadsheet Tools

Source: https://laokingdom.com/wp-content/uploads/2018/09/daily-sales-report-excel-template-excel-pinterest-
fresh-of-sales.jpg
Date Accessed: August 24, 2018

Lesson 2: What are the Features of Spreadsheet Tools/Applications?

Spreadsheet Tool Features
These types of applications have a lot of features. These features are listed below.
a. Pivot tables
Pivot tables allow you to summarize large amounts of data from a database. The
database is usually formatted in a way that the first row contains the headings and the
other rows contain the values. It offers flexibility in summarizing data, but usually, the
Pivot table will have values that are summed over all the categories.

Figure 10: Example of a Pivot Table

Source: https://www.excel-easy.com/data-analysis/images/pivot-tables/two-dimensional-pivot-table.png
Date Accessed: August 24, 2018

b. Conditional Formatting
With conditional formatting, you will be able to change the cell's format depending on
the cell's content, or a range of cells, or another cell or cells in a workbook.
By using this feature of a spreadsheet, you will be able to focus on important aspects of
spreadsheets quickly or highlight errors and identify important patterns in data.

Course Module
 Figure 10: Conditional Formatting in MS Excel
Source: https://learn.filtered.com/blog/5-features-of-microsoft-excel-you-should-be-using
Date Accessed: August 24, 2018

c. Sorting and Filtering

There are times when you work with large amounts of data in a spreadsheet. With
sorting and filtering, you will be able to find the data or information you need.
This powerful feature of spreadsheets allows you to sort and filter data in alphabetical
order, descending, or ascending order.

Figure 11: Sorting Function in MS Excel

Source: https://learn.filtered.com/blog/5-features-of-microsoft-excel-you-should-be-using
Date Accessed: August 24, 2018

d. Basic Math
This is perhaps the most used feature of a spreadsheet. This is the ability to incorporate
mathematical equations and expressions. With this feature, you will be able to
customize the spreadsheet computation tailor-fitted with the needs of your business.
 IT Application Tools in Business 9
Spreadsheet Tools

In addition to this, spreadsheets contain built-in mathematical functions that you can
use for your needs.

Figure 12: Entering Formula in MS Excel

Source: https://learn.filtered.com/blog/5-features-of-microsoft-excel-you-should-be-using
Date Accessed: August 24, 2018

e. Mixed Type Charts

You can use spreadsheets to present data visually. This is because of the wide selections
of charts that you can use. These charts include pie charts, line graph, and bar graph just
to name a few.
This feature is particularly useful if you want to present data visually such as sales
trend.

Course Module
 Figure 13: Charts in MS Excel
Source: https://learn.filtered.com/blog/5-features-of-microsoft-excel-you-should-be-using
Date Accessed: August 24, 2018

Lesson 3: Types of Spreadsheet Tools/Applications

There are different spreadsheet applications that can be used. Here are some examples of
the most widely used spreadsheet application.
a. Microsoft Excel
Microsoft Excel is the most well-known spreadsheet application today. It is part of the
MS Office software bundle when it was first introduced in 1990.
MS Excel provides a great deal of basic functionality that we now take for granted. With
Excel, it is possible to calculate formulas, extrapolate trends and work with sets of data.
Charts can be produced to illustrate data sets, and data can be filtered and sorted as
required.
It is available across a variety of different platforms, including Windows, Mac, iOS,
Android and Windows Phone.

Figure 14: Microsoft Excel

b. Apache OpenOffice Calc

OpenOffice was created as a free, open-source alternative to Microsoft Office. It began
life as StarOffice in 1985 and was acquired by Sun Microsystems in 1999. In 2011, the
platform was donated to Apache, which continues to run it to this day.
Most of the functionality of Calc is based around Microsoft Excel. Amongst Calc's main
features are DataPilot, which allows users to import raw data in a variety of formats,
Natural Language Formulas that allow users to type commands with normal words, and
the Intelligent Sum Button that inserts a sum function or a subtotal automatically,
depending on context.
 IT Application Tools in Business 11
Spreadsheet Tools

Figure 15: Apache OpenOffice Calc

c. Google Sheets
Sheets is part of Google Docs, Google's productivity suite. It has the core functionality of
a spreadsheet but lacks advanced features you can find in Microsoft Excel.
Sheets is a cloud-based application meaning it can be accessed anywhere through a
browser. It also takes advantage of the collaboration feature of Google Docs, which
allows multiple people to work on the same file at once.
It has an autosave function and a version history that allows you to revert back to your
previous saves.

Figure 16: Google Sheets

d. Zoho Sheets
Zoho sheet is similar to Google Sheets in terms of functionality. It offers core
spreadsheet functionality without the advanced features of other spreadsheet
applications. It also offers a collaboration feature, just like on Google Sheets.

Course Module
 Figure 17: Zoho Sheets

e. Apple Numbers
Numbers is a spreadsheet application developed by Apple as part of the iWork package.
It has all the core functionalities of a spreadsheet and other advanced features you can
find on Microsoft Excel and Apache OpenOffice Calc.

Figure 18: Apple Numbers

References and Supplementary Materials

Books and Journals
1. Jain, R.K. (2015). IT Tools and Business Systems. Delhi, India: Khanna Book
Publishing

2. McFedries, P. (2016). My Office 2016. Pearson Education

3. Rich, J.R. (2017). Working in the Cloud: Using Web-Based Applications and Tools to
Collaborate Online. Indianapolis, Indiana: QUE Publishing
 IT Application Tools in Business 13
Spreadsheet Tools

Online Supplementary Reading Materials

1. 5 Features of MS Excel you Should be Using https://learn.filtered.com/blog/5-
features-of-microsoft-excel-you-should-be-using Date of Access: August 24, 2018

2. What are the Features of Spreadsheets?

https://www.techwalla.com/articles/what-are-the-features-of-spreadsheets Date
of Access: August 24, 2018

3. Word Processing https://www.techradar.com/news/software/business-

software/spreadsheet-software-top-five-on-the-market-1257738 Date of Access:
August 24, 2018

Online Instructional Videos

1. Spreadsheets #1: Introduction https://www.youtube.com/watch?v=7Q2C9MB-YH4
Date of Access: August 24, 2018
2. A Beginner’s Guide to Excel 2017
https://www.youtube.com/watch?v=rwbho0CgEAE Date of Access: August 16,
2018
3. Google Sheets Tutorial 2018 https://www.youtube.com/watch?v=zs3ku4uVoho
Date of Access: August 16, 2018

Course Module
 IT Application Tools in Business 1
Presentation Tools

Module 005 Presentation Software Tools

At the end of this module, you are expected to:
1. Explain what are Presentation tools and its benefit to a business.
2. Discuss the features of Presentation tools.
3. Identify the different types of Presentation tools being used today

Lesson 1: What are Presentation Tools/Application?

Presentation Tools/Applications Defined

Presentation Tools is a kind of computer software that is used to put together a sequence of
words and pictures to make presentations. The purpose of this presentation is to show
information to your target audience. These presentations are usually used in a public
presentation of information.

Figure 1: An Example of a Presentation Software

Source: https://upload.wikimedia.org/wikipedia/en/7/75/Microsoft_PowerPoint.png
Date Retrieved: August 26, 2018

It is often used in business proposals, sales pitches, to name a few. It’s an effective way to
give your audiences or clients a great visual of the product or idea you are trying to
present.

A presentation is consists of slides. A slide is a single screen of a presentation, and every

presentation is composed of several slides. Slides can contain different information such as
text, images, sounds, and even videos. Most presentation software has the feature or
function to manipulate the text and images you want to include in your slide.

Course Module
 Figure 2: An Example of a Slide

Slides can also have transitioned. A transition controls the appearance of one slide as it
transitions to the next. Transitions include one slide morphing into another, a fade of one to
another, and all sorts of special effects such as page curls or animated motion.

Presentation applications are basically used to give a presentation to others. Salespeople or

Salesmen can use presentations applications to create presentations for their clients,
customers, and managers.

Their bosses often require them to present facts and information about the company’s
sales and profits. They also might want to show their customers the details about a new
product. All of these are possible with application applications.

Most trainers or instructors either in a company of at a school often make use of

presentation applications. In fact, presentation applications are regularly used as training
tools.

Use of Presentation Tools in Business

As mentioned above, with presentation tools, you can create a presentation. But how does
it use a business or an organization? Here are some of its usages.
a. To Send Across New Information
One usage of presentation software in a business setting is to inform. Presenting a new
idea to your boss? A new product to your customer or client? By using a presentation
application, you can get your idea across easily. A presentation tool acts as a visual tool
that backs up the idea you are trying to convey.

With the features of presentation software such as slides, bullets, transition, etc., you
can easily get your information transferred easily to the screen and to the minds of your
audiences.

b. To Instruct Employees About New Policies

Another usage of presentation application in business is to instruct. Suppose that is
there are some changes regarding your company’s insurance policy and along with it is
a new system – filling out of forms, requirements, etc. You can use presentation
software to instruct your employees about the new system. This is for them to absorb
the new information easily.
 IT Application Tools in Business 3
Presentation Tools

c. Creating Custom Presentations

Business create presentations most of the time to present their ideas to their client or
customers. They often create customized presentations with unique layouts and slides
and create the best presentation possible for their audience. Presentation applications
allow the users to create custom layouts and slides.

d. Web Conferences
Presentation applications are used in business meetings conducted online. These online
meetings or web conferences are usually done via web meeting applications like Webex
and Anymeeting.

Benefits of Presentation Application in Business

Businesses use presentations to inform and/or instruct their audiences. It can also be used
to motivate, entertain, and persuade your employees. Here are some of the benefits of
using presentation applications in business.
a. Engagement
Presentations can make your presentation less boring. In fact, it even engages your
audiences to listen attentively. With its features and special functions that allow you to
customize the appearance of each slide, it can surely capture the attention of your
audience.
With this level of engagement with your audience, you will surely get the message
across easier and quicker.

b. Flexibility
Presentation applications allow you to be flexible with your presentations. You can
easily customize and change your slide depending on your client. The best thing about
this is that it can be easily done with the functions included in presentation tools.

You can create different versions of the same presentation quickly. This is cheaper and
easier to do that when you print your information on brochures.

c. Consistency
Presentation applications are equipped with features and tools that allow you to create
consistent and structured presentations. These are an important aspect of any
presentations because it helps to ensure that the information is conveyed to people in a
consistent manner.

d. Versatility
Presentation applications nowadays are very versatile. They can be used on a
smartphone or tablet for one-on-one presentations; they can be projected on a smart tv
or a projector, it can be sent through the internet or media storage, they can even be
used during live web conferences.

Course Module
Lesson 2: What are the Features of Presentation Tools/Applications?
Presentation Tools are used for presentations, and as mentioned at the beginning of this
lecture, it contain features for creating effective and useful slides. Here are some of the
features.
a. Built-in Layouts
You can always design your own layout in presentation applications, but it is most time-
consuming. Most presentation applications have built-in layouts or templates, which
allow you to finish your slides quickly. These built-in layouts vary and color and style.
You can choose the layout that best matches your presentation.

Figure 3: Layout in Presentation Applications

b. Inserting Diagrams
Presentation applications in business are commonly used to present data and
information. This information is usually in the form of diagrams such as graphs,
processes, cycles, and more. Presentation applications can help you build these
diagrams easily.
In Microsoft PowerPoint, a feature called SmartArt has a wide array of different
diagrams you can use depending on your presentation.

Figure 4: Diagrams in Presentation Applications

 IT Application Tools in Business 5
Presentation Tools

c. Themes
Presentations applications allow you to choose your themes. Theme is a predefined set
of colors, fonts, and effects. Almost all presentation software has these. So you don’t
have to worry about what color combination is the best or what font should be used for
your presentation – presentation applications do it for you.

Figure 5: Themes in Presentation Applications

d. Animations
Presentation applications allow you to add animations to your slides. Animations make
your presentation more interesting to the eyes of your clients. It can also be used for
giving emphasis to important points of your presentation.

Figure 6: Themes in Presentation Applications

e. Slide Master
With presentation applications, you can always change the font, font size, orientation,
etc. A slide master allows the style (font, font size, background, etc.) to be set once and
then used throughout the presentation.
Course Module
 Figure 6: Slide Master in Presentation Applications

f. Slide Transition
Slide transition is the effect that occurs when you move from one slide to the next
during a presentation. You can control the speed, add sound, and customize the
properties of transition effects. Properly used, slide transitions can make your
presentations clearer and more interesting and, where appropriate

Figure 7: Slide in Presentation Applications

g. Inserting media
You can always add media to your slides. This feature is really useful, especially if you
want to incorporate illustrations, photographs, videos, and sound into your
presentation.
 IT Application Tools in Business 7
Presentation Tools

Figure 8: Inserting Media in Presentation Applications

h. Plug-ins and Other Add-ons

Add-ons or plugins for presentation applications can be used to enhance its capabilities.
It would be helpful to export a presentation as a Flash animation or PDF document. This
would make delivery through removable media or sharing over the Internet easier.

Figure 9: Example of an Add-on found in a Presentation Software

Lesson 3: Types of Presentation Tools/Applications

There are different presentation tools being used today. Below is a list of the most popular
and commonly used presentations.
a. OpenOffice Impress
This is the presentation application developed by Apache. It offers a wide range of
features for creating impressive slides. A simple wizard helps you through setting up
the initial themes, slide design, and transition animation. OpenOffice Impress is an
open-source application. Meaning it can be distributed freely.

It also includes features that include drawing tools, text effects, animation, multiple
monitor support, free templates and extensions, and support for macros and automatic
spell-check.

Course Module
 Figure 10: Apache OpenOffice Impress
Source: https://www.openoffice.org/product/pix/impress-big.png
Date Retrieved: August 26, 2018

b. WPS Presentation
Another free presentation tool you can use today. Kingston presentation offer features
that you can use for creating beautiful slides.

Figure 11: WPS Presentation

Source: http://kdl1.cache.wps.com/ksodl/helpimages/tutrl-view-modes-in-wps-presentation-01.png
Date Retrieved: August 26, 2018

c. Apple Keynote
Apple Keynote is a free presentation software app for iOS and Mac users that allows for
easy collaboration so the whole team can easily work together on creating that next
presentation.

There are themes, slide transitions, object effects, text effects, and a whole handful of
other tools in Apple Keynote.
 IT Application Tools in Business 9
Presentation Tools

Figure 12: Apple Keynote

d. Microsoft PowerPoint
Perhaps the most popular presentation application of them all – Microsoft PowerPoint
has been the most used application for creating slides.

It offers all the features mentioned above and more. It is part of the Microsoft office
package.

Figure 13: Microsoft PowerPoint

e. Google Slides
Google Slides is a cloud-based presentation application that can be used for creating a
slide. It can easily get the job done with a set of core features and functions of a
presentation application. The most powerful feature of this application is the ability to

Course Module
 collaborate with other people. Multiple users can change, edit, and add slides at the
same time.

Figure 14: Google Slides

References and Supplementary Materials

Books and Journals
1. Jain, R.K. (2015). IT Tools and Business Systems. Delhi, India: Khanna Book
Publishing

2. McFedries, P. (2016). My Office 2016. Pearson Education

3. Rich, J.R. (2017). Working in the Cloud: Using Web-Based Applications and Tools to
Collaborate Online. Indianapolis, Indiana: QUE Publishing

Online Supplementary Reading Materials

1. What is a Presentation Software. https://www.customshow.com/what-is-
presentation-software-business/Date of Access: August 26, 2018

2. Presentation Program https://en.wikipedia.org/wiki/Presentation_programDate of

Access: August 24, 2018

3. Presentation Software https://www.capterra.com/presentation-software/ Date of

Access: August 24, 2018

Online Instructional Videos

1. How to Create an Awesome Slide Presentation
https://www.youtube.com/watch?v=6bSOAl1i8bw Date of Access: August 16, 2018
2. PowerPoint Presentation Design Tips
https://www.youtube.com/watch?v=9EDiyqP5UCU Date of Access: August 16, 2018
 IT Application Tools in Business 1
Database Management Tools

Module 006 Database Management Tools

At the end of this module, you are expected to:
1. Explain what are the database management tools and its benefit to a
business.
2. Discuss the features of database management tools.
3. Identify the different types of database management tools being used
today.

Lesson 1: What are Database Management Tools/Application?

Presentation Tools/Applications Defined
Database Management Applications are used in business today, from banks to schools and
social media. A Database management application is a software that allows users to
access and maintain a database.

Figure 1: A Screenshot of a Database Application (MS Access)

Source:h
https://www.quackit.com/pix/microsoft_access/microsoft_access_2016/tutorial/add_data_to_a_table_in_microsoft_access_1.png
Date Retrieved: August 30, 2018

A database is an organized collection of data and information. Databases are used in

business in a number of ways. It might be used by a company to keep the records of their
employees, records of their customers and clients, sales and profits, etc.

You can think of a database as a repository of data and information that is able to store
multiple kinds of data with varying sizes. These data and information can then be sorted
out and retrieved.

Course Module
So how do databases work? Databases are made up of tables. Tables are basically a
structure which is consists of rows and columns. Each row is considered as a record, while
the columns are the fields. To have a better understanding of this concept, see the image
below.

Figure 2: An Example of a Database

Source: https://anydifferencebetween.com/wp-content/uploads/2016/09/Differences-Between-Fields-
and-Records-in-a-Database.png
Date Retrieved: August 30, 2018

The image in Figure 2 is an example of a database. As you can observe, it is consists of

columns such as UserID, First Name, Last Name, Email, and Phone # - these are the fields of
your database. While the rows are consist of information based on the columns – these are
the records.

Databases can hold a massive amount of data. It can be made up of multiple tables, each
with its own data and information stored.

Database management application is used to handle databases. It offers basic functions

such as adding new data, modifying existing data, deleting data, and retrieving data from
the database. It basically allows the user to access the data they need. For example, if you
have a database of all the products in your business, it would be difficult to access every
data you need manually. With database applications, with just one click of a button, you will
be able to access the data or information you are looking for immediately.

Database management application allows data to be searched, sorted, calculated and be

shared. It can also contain code to perform mathematical and statistical calculations on the
data to support queries submitted by users.

Database management applications offer security by restricting access to data based upon
user names and passwords.

Most database management applications come with a special programming language that
enables advanced users to do some database programming. This is often used for specific
types of work. The SQL (Structured Querying Language) programming language is a
popular language used for database programming.

Database Vs. Spreadsheet – What’s the Difference?

In a quick glance, you might think that databases and spreadsheets are similar. They both
may have rows and columns, but the similarities end there.
 IT Application Tools in Business 3
Database Management Tools

A database is able to hold a massive amount of data and information, something a

spreadsheet is not capable of doing.

Databases also offer more complex data manipulation functions; as mentioned above, some
database management applications have a built-in programming language in them that
allows for advanced functions.
Access to a spreadsheet can sometimes be limited to one person at a time. With database
management applications, however, several people can access the same data set. Such
systems manage the editing of data so that two people cannot alter the same data values at
the same time. This preserves data integrity, which is harder to manage when using
spreadsheets.

Databases for Non-Technical Business People

There are databases management applications designed for use by non-technical business
people. These categories of database management applications allow the users to create
and maintain databases even without learning database programming which is based
around SQL programming language.

Examples of these database management applications are Microsoft Access, Intuit’s

QuickBase, and FileMaker for Mac. This module will focus only on these kinds of database
management applications.

Use of Database Management Tools in Business

Database Management Applications are essential in business nowadays. Here are some of
the uses of database management tools in the business.
a. Managing Customers
Customers are considered the most important part of any business, for, without them, a
business will never prosper.

A customer relationship management database can help a small business manage its
customers. This database organizes all the information a company has about its
accounts, contacts, leads, and opportunities. With this information, you can quickly
access every detail you need about your customers, including their purchases, likes,
favorite products, etc.

Databases can also be utilized to manage marketing and promotions, export email
addresses, and prepare shipping labels.

b. Tracking the Inventory

Inventory refers to goods and materials that a business holds for sale to customers in
the near future. A database management application can track your inventory and tell
much inventory is in a warehouse, in a storage room, and on store shelves. It can also
alert you if any of the items in the inventory are low on stocks.

c. Personnel Database
Business often keeps a record of their employees on a database. The database contains
all the information about their employees in regards to their business. This includes
Course Module
 personal information, daily time-in and time-out, hours worked, etc. They use this
information to compute their salaries and bonuses.

Also, other employee benefits, such as health insurance and retirement account
contributions, can also be recorded in a database.

d. Data Analysis
Since a database can hold massive amounts of data and information, all of these can be
used can be sue for data analysis. This function of a database makes use of resources for
analyzing data and predicting future trends.

Benefits of Database Management Tools in Business

Now let’s talk about the benefits and advantages of using database management tools in
businesses.
a. Quick Data Access
With database management tools, you can easily access the data you need. The data can
even be accessed by multiple users at the same time. All of these can be done with just a
click of a button.

b. Data Relationships
Database management applications support data relationships wherein different tables
in a database can be related to each other. For example, if you have two tables in a
database, one contains employee information while the other contains product sales.
You can link those two tables to obtain new information, such as determining the
employee with the most product sale. This can be an advantage to any business.

c. Security
Database management applications can be equipped with usernames and passwords
for security purposes. This security mechanism can be used to manipulate who can
access the database and what information can be accessed. For example, managers have
their own username and password that allow them to access all the data in a database,
while staff members have usernames and passwords that have limited access to data.

Lesson 2: What are the Features of Database Management Tools/Applications?

Here are some of the features that you can find on database management applications.
a. Tables
It was mentioned at the beginning that databases are consist of tables. Tables are the
main building blocks of any database. You can always name your table, customize the
fields, and insert data within it.

Figure 3: An Example of a Table

 IT Application Tools in Business 5
Database Management Tools

Source:
http://publish.uwo.ca/~oburchel/access/LIS%20505%20Lab%202%20Tables%20and%20Forms%20in%20Microsoft%20Access_files
/table-datasheet-3.png
Date Retrieved: August 30, 2018

b. Form Creation
Some database management tools allow the creation of user forms to make the task of
entering data easier. You can customize these forms depending on the project you are
working on. A popular database management application called Microsoft Access is
known to have this feature.

Figure 4: Form Creation in Microsoft Access

Source: https://www.tutorialspoint.com/ms_access/images/split_form.jpg
Date Retrieved: August 30, 2018

c. Report Generation
Most database management applications have a report generation function. Reports
allow users to manipulate their data in different ways. Users can insert functions into
reports to help in analyzing the data. For example, a sales department can create a
report that shows only their first-quarter data while giving totals for each month
separately.

Report creation typically allows creativity in designing the appearance of the report.
Visual aspects, such as font choices, field locations, insertion of graphics, and
manipulation of colors, allow the designer of the report to make it visually pleasing and
professional.

Course Module
 Figure 5: Reports Generation in Microsoft Access
Source: https://www.tutorialspoint.com/ms_access/images/split_form.jpg
Date Retrieved: August 30, 2018

d. Data Functions
Database management application provides users with features to organize their
information and specifically. For example, using sorting functions allows for alpha or
reverse-alpha sequence, usually by simply clicking an icon. Filtering functions let users
draw out information by specified criteria.

Figure 6: Example of a Data Function in Microsoft Access

Source: https://i.ytimg.com/vi/j5mV9C9XCHo/maxresdefault.jpg
Date Retrieved: August 30, 2018

e. Data Storage
This is the basic feature of any database management application – the ability to store
data. Databases are designed to handle large volumes and information and data that
could be manipulated and retrieved.
 IT Application Tools in Business 7
Database Management Tools

Figure 7: Example of a Data Storage in Microsoft Access

Source: https://i.ytimg.com/vi/j5mV9C9XCHo/maxresdefault.jpg
Date Retrieved: August 30, 2018

f. Provides High Level of Security

Security is a big concern among businesses. Data and information stored in a database
should be secured at all times. Database management applications have the capability
to secure data by means of using usernames and passwords.

Figure 8: Example of Password Security in Microsoft Access

Source: https://i.ytimg.com/vi/hI7zQ1uvk00/maxresdefault.jpg
Date Retrieved: August 30, 2018

Lesson 3: Types of Database Management Tools/Applications

Here are some of the popular types of database management applications used by non-
technical business people.

a. Microsoft Access
Microsoft Access in one of the most commonly used database management applications
today. Microsoft develops it under its Microsoft Office package, but you can purchase it
separately as a stand-alone product.

Course Module
 It is designed with an easy-to-use interface that allows the user to create databases
without coding or database programming.

Figure 9: Microsoft Access User Interface

Source: https://upload.wikimedia.org/wikipedia/en/d/db/Microsoft_Access_2013_on_Windows_8_%28screenshot%29.png
Date Retrieved: August 30, 2018

b. QuickBase
Another database application management designed for non-technical business people
is QuickBase. It is a low-code database and application development platform. It lets
teams work with a common data repository to build forms, create reports, set up
workflows and automate processes.

Figure 10: Screenshot of QuickBase User Interface

Source: https://i.ytimg.com/vi/MwFFmkcowYE/maxresdefault.jpg
Date Retrieved: August 30, 2018

c. FileMaker Pro
FileMaker Pro is a cross-platform database application program that allows users to
organize data into screens, layouts, or forms and manage contacts and projects. Initially,
FileMaker Pro was designed to work with Apple computers, but it later became
available on the Windows platform.

An important aspect of FileMaker pro is that users do not need programming skills to
use it. It consists of more than 30 integrated starter solutions, which helps users to
rapidly handle important tasks.
 IT Application Tools in Business 9
Database Management Tools

Figure 11: Screenshot of FileMaker Pro User Interface

Source: https://images.macworld.com/images/reviews/graphics/146922-filemaker11table_original.jpg
Date Retrieved: August 30, 2018

d. Custom Databases
There are some customized databases that are used for specific purposes. Here are
some of them.
Accounting Applications
Accounting applications are used to manage financial data within a business. These
kinds of applications are designed to handle inputs such as assets, liabilities, inventory,
and transactions between customers and suppliers.

The data is entered in this application are stored in its database, wherein custom
reports such as income statements, balance sheets, purchase orders, and invoices are
generated.

Accounting applications can run on stand-alone computers for small businesses and in a
networked shared environment to accommodate the needs of multiple departments
and locations in larger organizations. Applications such as QuickBooks and Microsoft
Money falls in this category.

Course Module
 Figure 12: Screenshot of the Accounting Application “QuickBook”
Source: https://images-na.ssl-images-amazon.com/images/G/01/aplus/detail-page/B00E6LIEFM_QB14_incometracker_lg.jpg
Date Retrieved: August 30, 2018

Customer Relationship Management System (CRM)

A CRM is a customized database application intended to manage the marketing, sales,
and support relationships between a business and its customers. The goal of this
application is to maximize sales, minimize costs, and foster strategic customer
relationships.

Simple contact management applications such as "ACT" or the task manager in

Microsoft's "Outlook" can be used for small businesses. But for a larger business,
applications like "SAP," "Salesforce.com," and Oracle's "Siebel" should be used.

Figure 13: Screenshot of the CRM Application “SAP”

Source: https://www.tungsten-network.com/media/16603548/sap-accounts-payable.jpg
Date Retrieved: August 30, 2018

Web Applications
Most of the applications we use on the web are built on top of databases. Most retail
store websites, including "Bestbuy.com," and "Amazon.com" use database applications
to store, update, and present data about products for sale. Even Facebook is built on top
of a database called “MySQL”. Database Applications are considered the foundation of
web applications.
 IT Application Tools in Business 11
Database Management Tools

References and Supplementary Materials

Books and Journals
1. Jain, R.K. (2015). IT Tools and Business Systems. Delhi, India: Khanna Book
Publishing

2. McFedries, P. (2016). My Office 2016. Pearson Education

3. Rich, J.R. (2017). Working in the Cloud: Using Web-Based Applications and Tools to
Collaborate Online. Indianapolis, Indiana: QUE Publishing

Online Supplementary Reading Materials

1. Why are Databases important to Business Organization.
https://yourbusiness.azcentral.com/database-management-systems-important-
business-organizations-21106.htmlDate of Access: August 26, 2018

2. Advantage of Database in Business

https://www.bespokesoftwaredevelopment.com/blog/advantages-database-
development-business/ Date of Access: August 26, 2018

3. Database Application https://en.wikipedia.org/wiki/Database_application Date of

Access: August 26, 2018

Online Instructional Videos

1. A Database Crash Course https://www.youtube.com/watch?v=0hKmmh_4t7wDate
of Access: August 24, 2018
2. What is Database. https://www.youtube.com/watch?v=BHzAC6hMr4o Date of
Access: August 24, 2018

Course Module
 IT Application Tools in Business 1
Cloud-Based Tools

Module 007 Cloud-Based Tools

At the end of this module, you are expected to:
1. Explain what cloud-based tools are and its benefit to a business.
2. Discuss the features of cloud-based tools.
3. Identify the different types of cloud-based tools being used today

Lesson 1: What are Cloud-based Tools/Application?

Cloud-based Tools/Application Defined
In the previous modules, some applications that are considered cloud-based were
discussed. Cloud-based applications refer to applications, services, or resources made
available to users on-demand via the Internet from a cloud computing provider's servers

To further understand the capabilities of cloud-based applications, we’ll start by talking

about cloud computing and its features.

Cloud Computing
In the early days of computers, the software could either be purchased from a physical
store or be downloaded from the Internet than have it installed on your computer. Cloud
computing refers to the delivery of software and services over the Internet without
traditional media or installation.

The idea of services over the Internet without the use of actual physical infrastructure is
based around the concept of software as a Service (SAAS). It makes use of the ability of
today’s computers to not only display webpages and websites but to deliver an entire
service online.

Figure 1: Cloud Computing Concept

Course Module
 Source: https://upload.wikimedia.org/wikipedia/commons/thumb/b/b5/Cloud_computing.svg/1200px-
Cloud_computing.svg.png
Date Retrieved : September 2, 2018

In cloud computing, the service is made available on what is known as the “cloud”. The
cloud is consists of interconnecting network devices that allows a client computer to access
a distant server via the Internet. The term “operating the cloud” describes the way you
store and access your data through an internet connection.

Many services today are called Cloud services. The Internet as a network provides private
parties and companies with many inexpensive alternatives to owning their own services.

With cloud computing, you can access an application without installation. All you have to
do is to connect to the Internet, and that service immediately becomes available to you
anywhere, anytime.

Use of Cloud Computing in Business

Businesses can also take advantage of cloud computing in many ways. It can provide a way
to manage your computing resources online. Cloud computing allows businesses to access
their information virtually, creating a flexible and global way of accessing your data any
place, any time.

Here are some ways cloud computing is used in business.

a. Development and Test

Cloud computing is the best platform for development and test environment.

b. Storage
Most businesses today use cloud computing mainly for storage. This is because it offers
easy access and retrieval of your data. The best thing about cloud storage is that you can
access it via a web browser.

c. Backup
Cloud computing simplified backing up your data. It offers an easy way to store your
data securely. It also doesn’t run out of storage space as physical storage does.

With cloud-based backup, you can do automatic scheduling, which can be an important
tool for any business.

d. Growth Planning
Using cloud computing for business can be used for a company’s growth planning at a
low cost. This is achieved by sharing files, cloud management systems, and data
analytics.

e. Disaster Recovery
Disaster recovery is essential in a business in order to keep important information
securely stored. When a disaster occurs, it can lead to data loss which can immediately
bring any business to its knees.
 IT Application Tools in Business 3
Cloud-Based Tools

Data stored on a cloud is very easy to recover since all your need is a device and
internet connection to access it.

f. Big Data Analytics

The cloud can store huge amounts of data or big data. A company can use this amount of
data to extract new information such as customer’s buying patterns. These allow for the
company to strategically target a specific population in both its marketing and
advertising campaigns.

Benefits of Cloud Computing in a Business

Cloud computing has many uses, as discussed above. Here is a list of benefits that it can
offer to any business.

a. Maintaining Focus on Business

With cloud services available, businesses could purchase these services and use them in
their company. This is a cheaper and cost-effective way alternative to running an entire
IT department.

b. Business Agility
Cloud computing solves businesses to continually adapt their technology needs for their
business without the costs that would normally have to be considered with a physical
onsite datacenter.

c. Scale
Cloud computing is flexible to the changing needs of any business. This is true for
businesses that have peak seasons or different seasonal staffing demands can benefit
from cloud services by letting them temporarily dial-up more capacity for the seasonal
business peaks without purchasing the hardware or software that would otherwise go
unused during the slower times of the year.

d. Access from Anywhere

Cloud computing enables you to access your data or application anywhere and anytime
as long as there is an internet connection.

e. Staffing Efficiency
Cloud services can provide your company with efficient technology staff, outsourcing
key technical specializations or technology staff as it makes sense for your business

Lesson 2: What are the Features of Cloud-based Tools/Application?

Cloud computing has a lot of features that can be used to make business operations more
efficient. In order to understand the features of cloud-based tools, we are going to take a
look at some of the different type of clouds and how it is applied in a different environment.

Types of Cloud
Course Module
There are 3 primary types of cloud. It is important to know these in order for you to decide
which one is suited for your business needs.

a. Public Cloud
This is a type of cloud wherein the service and infrastructure it provides is off-site over
the Internet. Although more vulnerable than that private clouds, they offer great
efficiency when it comes to sharing resources.

b. Private Cloud
This type of cloud is used for its enhanced security. It is usually used onsite by private
organizations to store important documents and/or software from their business.

c. Hybrid Cloud
Often organizations select hybrid cloud models that let them take advantage of the cost
This allows you to use a combination of private and public clouds. For example, you can
use a public cloud for your website and at the same time maintain a private cloud for
storing important files and/or software.

How Cloud Computing Works

There are basically three main types of computing services available today. These are the
software as a Service (SaaS), Infrastructure as a Service (IaaS), and Platform as a Service
(PaaS).

a. Software as a Service (SaaS)

This is the most common form of cloud computing and is used by small businesses. In
this type of cloud computing service, you will be able to access applications in a
browser. These applications are usually hosted by a distant server.

The host computer or the server controls the application. This means that as a user, you
have limited access to the application.

Figure 2: Software As A Service

Source: https://www.birger.technology/blog/wp-content/uploads/2017/11/saas.png
Date Retrieved : September 2, 2018

b. Infrastructure as a Service (IaaS)

This type of cloud computing service allows you to buy or rent your computer power
and disk space from an external service provider. This option allows you access through
a private network or over the Internet. The service provider maintains the physical
computer hardware, including CPU processing, memory, data storage, and network
connectivity.
 IT Application Tools in Business 5
Cloud-Based Tools

Figure 3: Infrastructure As A Service

Source: http://www.iramari.com/sites/default/files/iaas-flow.png
Date Retrieved : September 2, 2018

c. Platform as a Service (PaaS)

This type of cloud service is a cross-over between the SaaS and the IaaS. Essentially you
rent the hardware, operating systems, storage, and network capacity that IaaS provides,
as well as the software servers and application environments. PaaS offers you more
control over the technical aspects of your computing setup and the ability to customize
to suit your needs.

Figure 4: Platform As A Service

Source: https://4.imimg.com/data4/EJ/IE/MY-13750248/platform-as-a-service-paas-500x500.png
Date Retrieved: September 2, 2018

Main features of Cloud-based tools/application

Here are some of the features that you can find on cloud-based applications.

a. Self-service Provisioning
Course Module
 This means that cloud computing tools can be used for almost any kind of work.

b. Flexibility
This refers to the changes in usage to increase and decrease as users see their needs
change. Most cloud hosting services offer their services in packages. You can always
choose the package that suits your needs, so you only have to pay for what you need.

c. Easy Maintenance
Cloud-based applications are stored in the cloud. This means that there is no need to
install the applications on individual computers. All the users have to do is access the
application via the Internet, and everything is ready for access.

This feature makes it easier for developers to keep the application up to date.

d. Work anywhere
With cloud applications, you can work anywhere. All you need is an internet connection,
and that’s it. More and more businesses allow their employees to work in their homes
because of this feature. This allows the employees to balance their work and personal
life more efficiently, which in turn increases productivity.

e. Backup
Cloud-based backup reduces the need for physical data centers. This lowers the number
of servers needed, thus decreasing company expenses. In addition to this, cloud-based
backups are easier to maintain than physical servers.

f. Collaboration
Cloud-based tools allow the users to work simultaneously on a single piece of data. This
allows for more collaboration and more work to be done quickly.

Lesson 3: Types of Cloud-based Tools/Application

There are many cloud-based applications available today. We are going to take a look at
each application based on the type of service they offer.
a. Communication
The cloud offers communication tools that allow you to communicate through the
Internet. Examples of these are Skype and WhatsApp.

Figure 5: Skype
 IT Application Tools in Business 7
Cloud-Based Tools

Source: https://secure.skypeassets.com/content/dam/scom/images/skype-meetings/animation-tablet.png
Date Retrieved : September 2, 2018

b. Productivity
There are some cloud-based productivity tools available today that can be used to
create and modify your documents. One example is Google Docs.

Figure 6: Google Docs

Source:
https://www.lifewire.com/thmb/ttcmdcEGcV5WXkXpxHjztVb54u8=/768x0/filters:no_upscale():max_bytes(150000):strip_icc()/google
-docs-icons-590d5dfe3df78c928309366b.jpg
Date Retrieved: September 2, 2018

c. Backup and Recovery

Cloud applications can enable you to store your data. Examples of these are Dropbox,
Google Drive, and One Drive.

Figure 7: Dropbox
Source: https://images.techhive.com/images/article/2013/07/dropbox-datastore-100045850-large.jpg
Date Retrieved : September 2, 2018

Course Module
d. Application Development
There are also cloud-based application development tools that are available in the
cloud. One example is Codenvy, a cloud-based development environment that includes
an IDE, source-code manager integration, build environments, and debugging tools.

Figure 8: Codenvy
Source: https://dzone.com/storage/temp/1121500-codenvy1.png
Date Retrieved: September 2, 2018

e. Big Data Analytics

Cloud computing enables data scientists to tap into organizational data to analyze it for
patterns and insights, find correlations, make predictions, forecast future crises, and
help in data-backed decision-making.

Figure 9: Hadoop
Source: https://docs.rapidminer.com/latest/radoop/overview/img/hadoop-data-view.png
Date Retrieved: September 2, 2018
 IT Application Tools in Business 9
Cloud-Based Tools

f. Social Networking
Social networking sites are designed to find people you already know or would like to
know. In the course of finding people, we end up sharing a lot of personal information.
Of course, if you're sharing information on social media, you are sharing it with friends
and with the makers of the platform. This means that the platform will require a
powerful hosting solution to manage and store data in real-time - making use of cloud
critical.

Figure 10: Linked in

Source: https://r4gqrod6194ar4cxq81ln3jn-wpengine.netdna-ssl.com/wp-content/blogs.dir/5/files/2017/02/linkedin-best-
practices-730x410.jpg
Date Retrieved: September 2, 2018

References and Supplementary Materials

Books and Journals
1. Jain, R.K. (2015). IT Tools and Business Systems. Delhi, India: Khanna Book
Publishing

2. McFedries, P. (2016). My Office 2016. Pearson Education

3. Rich, J.R. (2017). Working in the Cloud: Using Web-Based Applications and Tools to
Collaborate Online. Indianapolis, Indiana: QUE Publishing

Online Supplementary Reading Materials

1. Cloud Computing for Business https://www.business.qld.gov.au/running-
business/it/cloud-computing Date of Access: September 3, 2018

2. Cloud Application
https://searchcloudapplications.techtarget.com/definition/cloud-application Date
of Access: September 3, 2018

3. What is cloud computing https://www.lifewire.com/what-is-cloud-computing-

817770 Date of Access: September 3, 2018

Online Instructional Videos

Course Module
1. What is cloud computing https://www.youtube.com/watch?v=kQnNd-DyrpA of
Access: August 24, 2018
 IT Application Tools in Business 1
Desktop Publishing Tools

Module 008 Desktop Publishing Tools

At the end of this module you are expected to:
1. Explain what are desktop publishing tools and its benefit to a business.
2. Discuss the features of publishing tools.
3. Identify the different types of publishing tools being used today

Lesson 1: What are Desktop Publishing Tools/Application?

Desktop Publishing Tools/Application Defined

Desktop publishing applications or DTP software programs used to create documents using
page layout skills and a computer for printing. Basically, DTP refers to the process of using
a computer to produce documents such as books, newsletters, brochures, etc.

These kind of applications are equipped with functionality that allows the users to make
custom layouts depending on their needs.

The visual media that often created using desktop applications are used to display ideas or
share information. Desktop publishing tools allow the user to “publish” documents that
contains image and text. Business use these tools to create visual media that is
disseminated within a company. This includes brochure, pamphlets, and posters.

Figure 1: An Example of a DTP – Microsoft Publisher

Source: https://windows-cdn.softpedia.com/screenshots/Microsoft-Publisher_1.png
Date Retrieved: September 18, 2018

Desktop publishing can be used by non-professional graphic designers in creating printed

media that is why it is widely used by most businesses – they don’t need to hire
professional graphic artist to do the job.
Course Module
Most DTP is a WYSIWYG (What You See Is What You Get) kind of software. This means that
whatever design you see in the screen is exactly the same as the printout. With this feature,
it’s very easy to use DTPs for creating visual media.

DTPs are used in order to make documents look better. The enhanced documents allow for
better information distribution.

Types of DTP Content

It is important that you understand the types of DTP. There are basically 2 types of DTP
content – these are Electronic Pages and Virtual Pages.
a. Electronic Pages
This is used to refer to digital versions of files and documents which are meant to be
distributed digitally. Examples of these are eBooks, websites, presentations, and digital
archives.

Figure 2:Websites are Example of Electronic Pages

Source: https://windows-cdn.softpedia.com/screenshots/Microsoft-Publisher_1.png
Date Retrieved: September 18, 2018

b. Virtual Pages
Virtual pages are like electronic pages are usually created using DTP applications. The
only difference is that virtual pages are eventually printed to hard copies.

Figure 3: Brochures Printed from a Virtual Page.

Source: https://www.stocklayouts.com/images/Make-Pamphlet-templates-designs.png
Date Retrieved: September 18, 2018
 IT Application Tools in Business 3
Desktop Publishing Tools

Use of Desktop Publishing Tools/Applications in Business

Desktop publishing tools have a lot of uses. But how is it used for business? Here are some
uses of DTPs for businesses.
a. Creating Custom Documents
With DTPs, businesses are able to create their own customized document. These
documents can range from pamphlets, brochures, and other documents that is used
within a business.

And as mentioned earlier, DTPs are easy to use, this means that there is no longer a
need to hire a professional graphic designer.

Figure 4: Creating Custom Documents using DTP

Source: https://www.stocklayouts.com/images/Make-Pamphlet-templates-designs.png
Date Retrieved: September 18, 2018

b. Designing Marketing Materials

Marketing materials in business is very important as it is used to promote their product.
Businesses use DTPs for designing their marketing material. With features like
customizable layouts, this will be very easy to do.

Course Module
 Figure 5: Creating Marketing Materials using DTP
Source: https://www.stocklayouts.com/images/Make-Pamphlet-templates-designs.png
Date Retrieved: September 18, 2018

c. Creating Manuals and E-books

DTPs are publishing applications. This means that they can be used to design office
manuals.

Figure 6: Creating Manuals using DTP

Source: https://www.stocklayouts.com/images/Make-Pamphlet-templates-designs.png
Date Retrieved: September 18, 2018

Benefits of Desktop Publishing Tools/Applications in Business

Here are the benefits of DTPs is businesses.
a. Lower Marketing and Printing Cost
DTP are a lot cheaper compared to third-party printing. These applications are easy to
learn so staff members of your company can be able to design and create marketing
materials for your business.

b. Professional Layouts
DTPs allow you to create unique and one-of-a-kind layouts for your company
documents. With the flexibility of DTPs in creating templates, the possibility for creating
new and fresh layout is almost endless.

c. Customization
One of the best thing about DTPs is its customization. You can create the layout or
template you have envisioned for your company. You can always customize your
document depending on your needs or the needs of your clients.

d. Built-in Template and Design

Most DTP applications have a built-in selection of layouts. With this, you can always
choose the one that you think is well suited for your business needs.

e. Easy Revisions
Some changes in your company may require you to also change some of your marketing
materials. A change in business address is one example. If you used a DTP application to
create your file, then it is very easy to revise. With just one click of a button or two, you
can revise your document that easily.
 IT Application Tools in Business 5
Desktop Publishing Tools

Lesson 2: What are the Features of Desktop Publishing Tools/Application?

Desktop Publishing Tools has a lot of feature that can be used for business. Here are some
of them.
a. Flexibility
Most DTPs are flexible when it comes to creating custom layouts. These application
offer tools that can be used to achieve the layout that you want.

b. Layout Tools
The term “layout tools” involves a range of tools that help to place and align objects
accurately. Such tools include but are not limited to rulers, adjustable and automatic
guides, multiple editing layers, object snapping, and object grouping.

Figure 7: Choosing Layout in the DTP Microsoft Publisher

Source: https://www.stocklayouts.com/images/Make-Pamphlet-templates-designs.png
Date Retrieved: September 18, 2018

c. Text Tools
Desktop publishing software should offer a wide range of text editing tools extending
beyond standard operations on text.

Course Module
 Figure 8: An Example of a DTP Text Tool
Source: http://www.dtptools.com/images/blid/Text_Controls_panel.png
Date Retrieved: September 18, 2018

d. Graphic Tools
The ability to edit images is also an absolute must for desktop publishing software.
Ideally, an application should allow you to do more than just manipulate images (resize,
angle, crop, or compress).

Figure 9: An Example of a DTP Graphic Tool

Source: http://www.dtptools.com/images/blid/Text_Controls_panel.png
Date Retrieved: September 18, 2018
 IT Application Tools in Business 7
Desktop Publishing Tools

Lesson 3: Types of Desktop Publishing Tools/Application

There are many Desktop Publishing applications available today. Here is a list of some
commonly used DTPs today.
a. Scribus
This is a powerful, free and multiplatform open source desktop publishing
program, suitable for producing commercial-level publications.

Figure 10: Scribus

Source: https://www.pixartprinting.co.uk/blog/wp-content/uploads/2017/05/impaginare_scribus-
1024x473-1.jpg
Date Retrieved: September 18, 2018

b. Lucidpress
Lucidpress is a simple-to-use online DTP program which allows you to
create advertising and publishing content without the need to install anything.

Figure 8: Lucidpress
Source: https://www.pixartprinting.co.uk/blog/wp-content/uploads/2017/05/impaginare_lucidpress-
1024x473-1.jpg
Date Retrieved: September 18, 2018

Course Module
c. Joomag
Joomag is an online publishing program designed specifically for people who want to
produce, typeset and publish online magazines, photo books, corporate magazines or
product catalogues.

Figure 11: Joomag

Source: https://www.pixartprinting.co.uk/blog/wp-content/uploads/2017/05/impaginare_joomag-
1024x473-1.jpg
Date Retrieved: September 18, 2018

d. Microsoft Publisher 2016

Microsoft Publisher is an entry-level desktop publishing application from Microsoft,
differing from Microsoft Word in that the emphasis is placed on page layout and design
rather than text composition and proofing.

Figure 12: Microsoft Publisher

Source:
https://msdnshared.blob.core.windows.net/media/TNBlogsFS/prod.evol.blogs.technet.com/CommunityServer.Blogs.Components.WeblogFiles/00/00/00/
69/96/4274.tmp.PNG
Date Retrieved: September 18, 2018
 IT Application Tools in Business 9
Desktop Publishing Tools

e. Adobe InDesign CC
This is a DTP software for designing and layout of professional documents for the web,
print, as well as for mobile devices such as tablets or smartphones.

Figure 13: Adobe InDesign CC

Source: https://i.ytimg.com/vi/4pWMKGDpbnc/maxresdefault.jpg
Date Retrieved: September 18, 2018

References and Supplementary Materials

Books and Journals
1. Jain, R.K. (2015). IT Tools and Business Systems. Delhi, India: Khanna Book
Publishing

2. McFedries, P. (2016). My Office 2016. Pearson Education

3. Rich, J.R. (2017). Working in the Cloud: Using Web-Based Applications and Tools to
Collaborate Online. Indianapolis, Indiana: QUE Publishing

Online Supplementary Reading Materials

1. Desktop Publishing https://en.wikipedia.org/wiki/Desktop_publishing Date of
Access: September 3, 2018

2. Desktop Publishing Introduction

https://www.tutorialspoint.com/adobe_indesign_cc/desktop_publishing_introducti
on.htm Date of Access: September 3, 2018

3. What is Desktop Publishing Software https://www.lifewire.com/what-is-desktop-

publishing-software-1078923 Date of Access: September 3, 2018

Online Instructional Videos

Course Module
1. What is desktop Publishing https://www.youtube.com/watch?v=gVHNPpKbIPgo
Date of Access: August 24, 2018
2. Intro to Microsoft Publisher https://www.youtube.com/watch?v=AJdU1PMK37w
Date of Access: August 16, 2018
 IT Application Tools in Business 1
Scheduling Tools

Module 009 Scheduling Tools

At the end of this module, you are expected to:
1. Explain what scheduling tools are and its benefit to a business.
2. Discuss the features of scheduling tools.
3. Identify the different types of scheduling tools being used today

Lesson 1: What are Scheduling Tools/Application?

Business Scheduling Defined

Business scheduling is the manner in which formal plans are created to organize complex
business projects. Scheduling works for everyday tasks, such as scheduling work shifts or
order placements, or for large projects, such as reorganizing functional departments or
building new facilities.
Business Scheduling ensures that every project that every company has planned will be
delivered on time.

Figure 1: Example of a Scheduling Application

Source: https://ga0.imgix.net/screenshot/o/90360-when-i-work-1491862188-7490082?ixlib=rb-
1.0.0&ch=Width%2CDPR&auto=format
Date Retrieved: October 1, 2018

Scheduling is critical in any business. For example, sales professionals should arrange their
schedule to complete tasks for a project or assignment before the due date. Being unable to
reach a deadline can mean a loss for any business.

Course Module
Scheduling affects business sales: with the use of scheduling, sales professionals achieve
their daily goals, finish their tasks, do their daily duties, and to be able to monitor their
productivity.

During the old days, businessmen used notebooks and to-do-list in order to keep track of
their schedules. The scheduling is usually done by a secretary in a company. This manual
way of keeping track of schedules is a must to check the notebooks and to-do lists in case of
an important announcement. With a large number of schedules, it is very difficult to
maintain it manually. The worst-case scenario is that the secretary may miss some
important appointments, which could be a huge loss for a company.

Figure 2: Example of Manual Scheduling using a Notebook

Source: https://zapier.cachefly.net/storage/photos/e835f293001200dd6a30fe0e7725114b.png
Date Retrieved: October 1, 2018

With the advent of computers, the manual scheduling system was replaced with scheduling
applications that are installed on computers. Scheduling tools are software programs that
comes with preinstalled methods of scheduling algorithm that help manage appointments
and meetings and are more efficient than manual scheduling.

There are different scheduling applications that are available today. Some are already
preinstalled in some of today’s modern operating systems, while some are available for
download online. Many sales professionals have used these applications and found them
useful for planning tasks and monitoring their progress. Some examples will be discussed
later in this module.

In a nutshell, here are some of the features that can be found on scheduling applications:
easy to use and clear interface, access with any device, a delegation of scheduling
responsibility, notification system, etc.
 IT Application Tools in Business 3
Scheduling Tools

Use of Scheduling Applications in Business

Scheduling is important in any business. Here are some of the uses of scheduling
applications in a business.

Figure 3: Scheduling Applications

Source: https://smallbiztrends.com/wp-content/uploads/2018/10/Snap-Schedule-850x476.png
Date Retrieved: October 1, 2018

a. Goal-Setting
One of the most important aspects of planning and scheduling is to develop baseline
standards of productivity and success. Without setting a specific plan in place with a
specific desired outcome defined by the completion date, you won’t know if you are
meeting goals.

Businesses use scheduling applications in order to maintain and keep track of their
goals.

Figure 4: Setting Schedules aligned to Business Goals

Course Module
 Source:
https://static1.squarespace.com/static/56f9a2c807eaa0601bac5f29/t/56f9afbc1e84881ded493d60/1347373024293/10
00w/reverse+scheduling.png
Date Retrieved: October 1, 2018

b. Annual and Quarterly Plans

Businesses usually set their annual and quarterly plans. This method of looking ahead
into the future is something that they do to maintain their business in the long run.

In planning their annual and quarterly plan, scheduling applications are used.

c. Special Projects
From time to time, businesses take on projects other than their usual operations. And
just like any task, special projects require meticulous planning in order to be successful.
Scheduling applications are effective and efficient tools in order to schedule a project
from its conception up to its delivery.

d. Daily schedules
Daily schedules are usually maintained and kept by using scheduling applications. A
proper way of keeping track of the schedule leads to the success of any task within a
company.

It allows the employees to use their time wisely while doing their tasks and helps them
to stay more focused.

Figure 5: Example of a Daily Business Schedule

Source: http://www.bmscentral.com/products/schedule/industries/images/bgPersonnelDailyView.gif
Date Retrieved: October 1, 2018
 IT Application Tools in Business 5
Scheduling Tools

Benefits of Scheduling Application in Business

Here are some of the benefits of scheduling applications for businesses.

a. Improves Time Management

Scheduling Applications are designed to keep track of everything that needs to be done.
It allows you to keep track of your schedules online (a feature that is on most
scheduling tools ), rather than wasting time rewriting your schedule on a notepad.

Scheduling applications allow you to view the list of important appointments for each
day, including the upcoming schedules in the future. It also enables you to reassign
projects or tasks to different days or even with different employees.

This allows you to use more precious time to get things done and less on making lists
and planning.

b. Prioritization of Tasks
One of the main benefits of scheduling applications is the ability to prioritize tasks. This
allows you to focus on a task that is of greater importance or has an upcoming deadline.

Without scheduling applications, you have to check each task manually every time. This
method is very tedious and time-consuming. There is also a possibility of missing some
important things in your schedule.

c. Enhanced Efficiency
There are some cases that a task is scheduled for different reasons. Some of these
changes happen even when you are out of the office. Scheduling applications allow you
to keep track of schedules anywhere by using apps that can be downloaded on
smartphones. This will enable you to keep track of schedules while on the go and enable
you to make changes anytime and anywhere.

d. Increases Teamwork
Scheduling applications increase teamwork. This is possible because most scheduling
applications allow collaboration. This means that you can assign a task to more than
one person, which allows them to collaborate in finishing a task.

With this type of management, the employees are allowed to work together, share
ideas, and motivate each other. This improves the employee’s morale and can positively
affect business efficiency as well as productivity.

e. Centralized Schedules
Scheduling applications offer an easy-to-use scheduling resource for employees to use.
These applications are usually used within a company so that all employees are looking
at a single centralized schedule that they follow within the company.

Course Module
 f. Reduce Conflicts of Availability
A Scheduling application gives an employee the ease to collaborate with regard to their
schedules. This helps with reducing and mitigating scheduling conflicts among
employees.

Lesson 2: What are the Features of Scheduling Tools/Application?

Scheduling Applications have a lot of features that can be used for business. Here are some
of them.

a. Easy to use and Clear Interface

Most scheduling applications are easy to use. These applications are designed to be
used by regular office people. Usually, all the information needed is displayed on the
screen, including the task and their respective schedules.

b. Access with any Device

Most scheduling applications can be accessed using any operating system or device.
This allows for a more “on-the-go” scheduling that enables you to keep track of the
schedules anywhere, anytime.

c. Shareable
Scheduling applications have the ability to share schedules with other users. The
schedules can be transferred via email and SMS.

d. Delegate Scheduling Responsibility to Your Staff

Scheduling applications give each employee the power to trade and swap shifts directly
from their phones. If a member of your staff is sick or needs a shift covered, he/she can
either make a staff-wide request for coverage or directly request a swap with another
employee. More advanced employee scheduling apps allow you to give certain
employees (assistant managers or shift leaders, for example) the ability to create and
approve schedules without your immediate oversight.

e. Ability to Integrate with Payroll

Integrating your scheduling and payroll systems can improve efficiency. At a minimum,
your scheduling system should be able to export a file to be imported into payroll. This
can reduce the amount of data that will need to be entered manually into the payroll
system, which often improves accuracy.

f. Ability to Handle More than One Job per Employee

In some environments, employees may be assigned to more than one job during the
same workweek. Scheduling systems should offer the ability to define more than one
role for an employee.

g. Notification
Scheduling applications send an automatic notification via text or email when the new
schedule has been published as well as whenever there is a change to an existing
schedule.
 IT Application Tools in Business 7
Scheduling Tools

h. Track Hours Automatically

Your scheduling application automatically keeps track of the number of hours each
employee is scheduled. The system should allow you to set the maximum hours for each
employee; it should warn you if you exceed that maximum but have an override option.

i. Log Changes
A scheduling application can maintain a log of schedule changes, including who made
the change and when it was made.

Lesson 3: Types of Scheduling Tools/Application

There are many Scheduling Tools available today. Here is a list of some of the commonly
used Scheduling applications.

a. Homebase
Homebase is a scheduling application that is free and easy to use. It has a drag and drop
capability that allows the users to customize schedules with ease.

Homebase is perfect for small businesses as it provides the features needed to create
schedules and timekeeping for employees.

Figure 6: Homebase Screenshot

Source: https://fitsmallbusiness.com/employee-scheduling-software/
Date Retrieved: October 1, 2018

b. Outlook Calendar
Outlook Calendar can be found on any Microsoft Office package. It is usually found within
Microsoft Outlook.

Course Module
It has basic feature such as setting appointments, meetings and schedules. These schedules
can be shared to all the employees within an organization.

Figure 7: Outlook Calendar

Source: https://cms-assets.tutsplus.com/uploads/users/988/posts/30467/image/microsoft-outlook-
calendar%20(15).jpg
Date Retrieved: October 1, 2018

c. Google Calendar
Google Calendar is another scheduling tool that you can use for your business. The best
thing about this is that it is a cloud-based application meaning you will have access to it
anywhere as long as there is an internet connection.

It offers the basic functionalities of scheduling applications such as setting schedules,

appointments, etc.
 IT Application Tools in Business 9
Scheduling Tools

Figure 8: Google Calendar

Source: https://blog.hubspot.com/hs-fs/hub/53/file-2606842863-png/00-Blog-
Related_Images/findatime.png?width=1338&name=findatime.png
Date Retrieved: October 1, 2018

d. iCloud Calendar
This is the best choice for Mac users. It offers all the features found on the aforementioned
scheduling applications.
If you are into Apple devices, then this is the scheduling software for you.

Figure 9: Apple Calendar

Source: https://cms-assets.tutsplus.com/uploads/users/80/posts/29859/image/3apple.jpg
Date Retrieved: October 1, 2018

Course Module
e. Zoho Calendar
Zoho Calendar is another useful scheduling application that you can use. With Zoho, you
can schedule, manage, and track meetings or events in your business.

Figure 10: Zoho Calendar

Source: https://cms-assets.tutsplus.com/uploads/users/80/posts/29859/image/4zoho.jpg
Date Retrieved: October 1, 2018
f. Trello
This is a scheduling application used primarily for scheduling tasks within a project. It is
very useful in keeping track of a project’s status within a company.

Figure 11: Trello

Source: https://cms-assets.tutsplus.com/uploads/users/80/posts/29859/image/6trello.jpg
Date Retrieved: October 1, 2018
 IT Application Tools in Business 11
Scheduling Tools

References and Supplementary Materials

Books and Journals
1. Jain, R.K. (2015). IT Tools and Business Systems. Delhi, India: Khanna Book
Publishing

2. McFedries, P. (2016). My Office 2016. Pearson Education

3. Rich, J.R. (2017). Working in the Cloud: Using Web-Based Applications and Tools to
Collaborate Online. Indianapolis, Indiana: QUE Publishing

Online Supplementary Reading Materials

1. Appointment Scheduling Software.
https://en.wikipedia.org/wiki/Appointment_scheduling_software
Date of Access: September 3, 2018

2. Employee Scheduling Software.

https://en.wikipedia.org/wiki/Employee_scheduling_software Date of Access:
September 3, 2018

3. Business Tools for Scheduling https://smallbusiness.chron.com/business-tools-

scheduling-4524.html Date of Access: September 3, 2018

Online Instructional Videos

1. Best Online Appointment Scheduling Software for Business
https://www.youtube.com/watch?v=YV00sGY_HCI Date of Access: August 24, 2018
2. Scheduling and Appointment Apps.
https://www.youtube.com/watch?v=EYpcnQ08v-0 Date of Access: August 24, 2018
3. MS Outlook - Calendar https://www.youtube.com/watch?v=hKdknnHiQXQ Date of
Access: August 16, 2018

Course Module
 IT Application Tools in Business 1
Note-taking Tools

Module 010 Note-Taking Tools

At the end of this module, you are expected to:
1. Explain what are Note-taking tools and its benefit to a business.
2. Discuss the features of Note-taking tools.
3. Identify the different types of Note-taking being used today

Lesson 1: What are Note-taking Tools?

Note-taking Defined
Note-taking is the process of recording information from another source. It is also defined
as the practice of writing down pieces of information in a systematic way.

By taking notes, a person can capture the essence of the information and be able to recall
that information at their own convenience. Notes are usually recorded during lectures or
meetings. These notes are often referred to as “minutes”.

Whether we like it or not, there will be some lapses in our memory. There are some things
discussed in lectures or meetings that we tend to forget. Note-taking is a great tool to
combat this.

In a business setting, note-taking is done during a meeting. Usually, a business professional

writes down the minutes of the meeting in order to keep a record of the things they have
discussed.

Note-taking can help you remember things without requiring you to memorize. In a
business setting where a lot is going on at the same time, this is a very useful tool. It can
also be a documentation of the things you have talked about during the meeting.

It is important that every business professional is able to master the craft of note-taking.
This can help improve the process within the company and therefore improving its
operations.

Note-taking can really boost the productivity of any business and organization. It can help
build relationships with business partners because you can now recall details of the things
you have discussed in past meetings.

Note-taking is usually done by using a pen and notebook. The date of the meeting is usually
written down, followed by the time. The minutes of the meeting are then recorded. While
this method can be effective, it can be extra work to share and organize your notes,
especially if the notes are a collaboration of your team’s people.

Course Module
 Figure 1: Note-taking in the Office
Source: https://s.financesonline.com/uploads/notes.jpg
Date Retrieved: October 1, 2018

Note-taking Tools/Applications
As mentioned in the earlier part of this lecture, note-taking is a helpful tool for any business
and is usually done by pen and paper. Nowadays, a lot of available applications can be used
to make note-taking easier. These applications are called Note-taking tools/applications.

Note-taking applications are software programs installed on computers and/or mobile

devices that allow a person to record the minutes of a meeting. These applications come
pre-installed with features that allow users to add reminders and notifications,
organization of notes, and share them with other officemates through the cloud.

Figure 2: Note-taking Application (One-Note)

Source: https://blog.tcea.org/wp-content/uploads/2018/08/pic006.png
Date Retrieved: October 1, 2018
 IT Application Tools in Business 3
Note-taking Tools

Note-taking applications are usually installed on computers but are now better suited to be
installed on smartphones because of their portability and immediate connectivity to the
internet.

Most smartphones and tablet support the use of specialized stylus that will give the user
the feeling of writing actual notes as the would when writing on an actual paper. The
Galaxy Note line of Samsung and Apple’s iPad are examples of these.

Figure 3: Galaxy Note 9

Source: https://i.ytimg.com/vi/GINp7WN44OE/maxresdefault.jpg
Date Retrieved: October 1, 2018

Figure 4: iPad Pro

Source: https://static.makeuseof.com/wp-content/uploads/2017/08/apple-pencil-ipad-note-taking-
670x335.jpg
Date Retrieved: October 1, 2018
Course Module
Benefits of Note-taking in Business
Note-taking has a lot of uses in a business or organization. Here are some of them.

a. Meeting Recaps/Action Plans

Before a meeting ends, the minutes from the meeting are then recapped. The important
points that were discussed are given emphasis during this time. People involved in the
meeting can then add details or add things that they have missed.
This can make the meeting more meaningful and productive to those who attended.

Figure 5: Meeting Recap

Source: https://blogs.forbes.com/glennllopis/files/2018/02/shutterstock_1253381451.jpg
Date Retrieved: October 1, 2018

b. Pick Up Where You Left Off

Keeping notes allows you to be brought up to date of what was discussed during the last
meeting and inform other staff members.

Figure 6: Keeping Employees Up-to-date

Source: https://www.bookingamiata.com/wp-content/uploads/2018/09/meeting_incentive-1.jpg
 IT Application Tools in Business 5
Note-taking Tools

Date Retrieved: October 1, 2018

c. Accountability
By taking down notes, you are able to identify, record, and keep track of who in your team
members are accountable for a certain task.

Figure 7: Accountability
Source: http://www.commonsenseleadership.com/wp-content/uploads/2015/11/Meeting-2-People-
e1423937662312.jpg
Date Retrieved: October 1, 2018

d. Tangent Insurance
There are some instances during a meeting that an idea will be brought up that is not
directly concerned to the topic you are currently discussing. By taking notes, you can
always write down the new idea as something that will be discussed at the next meeting.
By doing this, you can create a more focused meeting at the same time, being able to
address other concerns later.

e. More Focused Meetings

Taking notes leads to people having a better recollection of what happened during the
meeting. Taking great notes leads to results.

Course Module
 Figure 7: Focused Meetings lead to Better Business Relationship
Source: https://www.2oceansvibe.com/wp-content/uploads/2018/11/Cartel-featured.jpg
Date Retrieved: October 1, 2018

Lesson 2: What are the Features of Note-taking Tools/Application?

Note-taking Tools/Applications have a lot of features that can be used for business. Here are
some of them.
a. Note Organization
This is a feature of a note-taking application to organize your notes. Your notes can be
organized in different ways: by date, by name, or by category you set.

Figure 8: One-note Note Organization

Source: https://images.techhive.com/images/article/2016/11/notebooks-big-100695934-orig.jpg
Date Retrieved: October 1, 2018
 IT Application Tools in Business 7
Note-taking Tools

b. Outline Bulleting with Indent

The ability to create notes with bullets and indent is important. The good thing is that most
note-taking applications support this feature. With this feature, you can easily organize the
idea within your notes.

Figure 9: Google Keep

Source: https://cdn0.tnwcdn.com/wp-content/blogs.dir/1/files/2017/03/Google-Keep-hed-796x398.jpg
Date Retrieved: October 1, 2018

c. Tabbed Section
This is another useful feature of a note-taking application. It’s the ability to support tabbed
sections. This is to keep your notes organized into different sections.

Figure 10: One Note Tabbed Section

Source:
https://www.windowscentral.com/sites/wpcentral.com/files/styles/xlarge/public/field/image/2017/10/o
nenotelayout.jpg?itok=nS5x-FTR
Date Retrieved: October 1, 2018
Course Module
d. Sync
Most note-taking applications have their PC version along with their mobile versions. This
means that you can use the same note-taking application using different devices.
The data within these applications are usually synced, meaning the notes you write down
on your smartphone can also be viewed on your PC.

Figure 11: Sync Across Devices

Source: https://allwaysync.com/content/img/devices.png
Date Retrieved: October 1, 2018

e. Pen input
As mentioned in the beginning, some devices support pen input. This could help in faster
note-taking and the feel of actual note-taking.

Figure 12: OneNote Pen Input

Source: https://i.ytimg.com/vi/KbPvUA2z3W4/maxresdefault.jpg
Date Retrieved: October 1, 2018
 IT Application Tools in Business 9
Note-taking Tools

Lesson 3: Types of Note-taking Tools/Application

There are many Note-taking Tools available today. Here is a list of some of the commonly
used.

a. Microsoft OneNote
Microsoft OneNote is a note-taking application that is a part of the Microsoft Office bundle.
It allows users to create notes with drawings, screen clippings, and audio commentaries.

Figure 13: Microsoft OneNote

Source: https://mspoweruser.com/wp-content/uploads/2017/01/OneNote-Class-Notebook.png
Date Retrieved: October 1, 2018

b. Google Keep
Google Keep is a note-taking service developed by Google. It offers a variety of tools for
taking notes, including text, lists, images, and audio.

Figure 14: Google Keep

Source: https://cdn0.tnwcdn.com/wp-content/blogs.dir/1/files/2017/03/Google-Keep-hed-796x398.jpg
Date Retrieved: October 1, 2018

Course Module
c. Evernote
With Evernote, users can add text, images, audio, and files to existing notes, search whole
documents, share notebooks, add passcodes on its mobile application for added security
and group notebooks.

Figure 15: Evernote

Source: https://media.idownloadblog.com/wp-content/uploads/2018/09/Evernote-Export-Note-Mac.jpg
Date Retrieved: October 1, 2018

d. MyScript Nebo
MyScript Nebo offers a digital note-taking app that includes handwriting recognition and
digital ink technology.

Figure 16: MyScript Nebo

Source:
https://ul.gpii.net/sites/saa.gpii.net/files/uploads/products/images/node/7701/apps35554135107988874
73619b09561f9-608d-4191-ae6b-eb60c60afd6b.jpg
Date Retrieved: October 1, 2018
 IT Application Tools in Business 11
Note-taking Tools

e. Dropbox Paper
Dropbox Paper is a collaborative workspace software launched by Dropbox in 2015. It
offers note-taking features and provides users with task management tools to edit
documents in real-time, assign to-do lists to team members, and more.

Figure 17: Dropbox Paper

Source: http://www.yugatech.com/wp-content/uploads/2017/02/dropbox-paper.jpg
Date Retrieved: October 1, 2018

References and Supplementary Materials

Books and Journals
1. Jain, R.K. (2015). IT Tools and Business Systems. Delhi, India: Khanna Book
Publishing

2. McFedries, P. (2016). My Office 2016. Pearson Education

3. Rich, J.R. (2017). Working in the Cloud: Using Web-Based Applications and Tools to
Collaborate Online. Indianapolis, Indiana: QUE Publishing

Online Supplementary Reading Materials

1. Note-Taking. https://en.wikipedia.org/wiki/Note-taking Date of Access: September 3,
2018

2. Best Note-taking Apps https://www.businessnewsdaily.com/6065-best-note-taking-

apps.html Date of Access: September 3, 2018

Course Module
Online Instructional Videos
i. Note-Taking Methods
https://www.youtube.com/watch?v=kt5HbIOFNRA Date of Access:
August 24, 2018
ii. Best Note-taking Apps
https://www.youtube.com/watch?v=ay2GvqVH4SM Date of Access:
April 24, 2019
iii. Google Keep https://www.youtube.com/watch?v=AG21_yb1JmI Date of
Access: August 16, 2018