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The Basics: Business Software

Whether running a household or a small business (or both), business software and productivity software makes many of the jobs easier. Whether its financial or accounting software, databases, software suites, presentation software, or word processors, these tools make your tasks run more efficiently.

If you are just starting to organize your affairs on a computer, you should evaluate your needs. Many standalone programs can also handle minor tasks, such as spreadsheet-like tracking or desktop publishing, that would save on buying a whole software package. Also make sure of the capabilities of the software suite on your computer, if you have one preloaded.

Personal finance software keeps track of your expenses and income so that you can plan your financial future. These programs handle such details as managing investment portfolios, printing checks, scheduling and making online payments, comparing loans, shopping for mortgages, investigating insurance options, and organizing tax records. The latest editions of these programs can store financial information on the Internet. Two programs stand out: Microsoft’s Money and Intuit’s Quicken. You might find other financial programs offered for sale on the Internet or through mail-order catalogs, but none of them match the features provided in these two.

Database software tracks three primary components: files, records, and fields. The true power of a computerized database is revealed when the time comes to organize and retrieve the information it contains. Using a database program, you can accomplish this in a matter of seconds, with only a few keystrokes or mouse clicks. Today’s databases can even go on the road with you. Some newer programs include versions for both your desktop computer and your PDA.

Spreadsheets have been around for a long time. They are perhaps the most mature type of software currently on the market. Visually, a spreadsheet resembles an accountant’s ledger sheet, with individual cells arranged in rows and columns. You enter into these cells the numbers and formulas required for whatever task a particular spreadsheet is designed to accomplish–budget projections, expense records, inventory tracking, and the like.

In the early days of the personal computer, word processors did exactly what their name implies: They processed words. You used a word processor to write, and that was about the end of it. Over time, however, the features available in even entry-level word processors have exploded. Today, it’s a rare word processing program that doesn’t included a spell checker, mail-merge capabilities, and the ability to incorporate graphic images into your documents. Some programs throw in grammar checkers and advanced formatting commands that let you design truly impressive page layouts. In many ways, word processors have become almost indistinguishable from low-end desktop-publishing software.

An operating system, or OS, is the core software that determines how a computer works and dictates the type of software it can run. An operating system includes the programs and utilities required to make a computer work. Integrated packages are the Swiss army knives of application software. They combine a number of different functions, such as word processing, spreadsheet capabilities, and database management, into a single package.
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Many standalone applications provide more power than the average user needs. Few people will ever use all of the features built into a top-of-the-line spreadsheet such as Microsoft’s Excel. The spreadsheet module in Microsoft Works, which resembles a stripped-down version of Excel, should suffice in all but the most demanding situations.

A second and equally important consideration that could influence your decision on whether or not to take the integrated approach is cost. An integrated package or suite often costs less than a single dedicated program that will perform only one of the tasks it accomplishes. What you sacrifice in power, you more than save in price–especially if you’ll rarely use the more robust features that are the primary selling points of a high-end standalone application.

The secret to success, therefore, is to evaluate the capabilities of an integrated package, based on your personal requirements and work habits. Examine each module of any integrated package you’re considering and determine whether it satisfies your needs in a particular area. Does its word processor let you format documents to the degree that your work demands? Can its spreadsheet handle the kind of calculations you need to perform? Such questions can be specific to the individual modules of an integrated package. Answering them up-front will spare you frustration later. Many standalone packages, such as Money and Quicken, are available in several different versions.