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An office suite is a collection of apps that are bundled together and serve the purpose of regular office work in an organization. However, the latter part of the definition has expanded beyond the office walls, and they are now used by most computer/ smartphone users, including students and families, at home, in school, and practically every other place. The purpose, more or less, remains the same, to simplify routine tasks and boost productivity. It also leads to the alias ‘productivity suite’.
What is an Office Suite?
The collection of apps come from the same vendor to serve the purpose of creating word documents, entering data in sheets, preparing presentations, emailing for work and personal needs, collaborating with colleagues, and such related activities. It is possible to download and install the whole suite (talking of online suites) or use each application individually (both online and offline).
Word processing, presentation, spreadsheet – the three basics
At its very basic functionalities, a productivity suite is a collection of a word processing application, a spreadsheet building program, and presentation software. A word processor is a modern-day alternative of a typewriter, of course, with loads of added functionalities. You can type, edit, save, and print texts as well as graphical documents with the help of a WP or word processor. The rewrite feature is what sets it apart from the old typewriter in the first place. The spreadsheet gives you a document in tabular form. There are rows and columns where you can enter data, perform mathematical calculations, and create reports such as mark sheets, content calendars, income reports, etc. You can even produce graphs and charts. With presentation software applications, you can use texts and graphics (even multimedia files) together to create documents that help you better communicate a story. You can use it while presenting your ideas at the office, for seminars, during public speaking, etc.
Managing emails and projects with collaborations
The email client is yet another offering of office suites. It allows you to manage and send emails directly from the desktop app. You have project management software that can help you organize and keep tabs on all updates for large projects. Collaboration software facilitates communication through discussion boards, personal messages, and often sees integration with project management software for a streamlined workflow. Office suites also come with Databases that are similar to spreadsheets but arguably more powerful, especially when dealing with similar attributes. You can query data and use them conveniently with functions like structuring, labels, cross-referencing records, etc.
Choosing the right Office Suite
Each suite is a medley of its own set of apps, and, while the products may vary from one suite to another, most of them at least have the same basic functionalities and a nearly similar interface to meet the needs of a regular non-technical person. Some are available as paid options, whereas others are designed for free usage on their respective supported systems. There are also online and offline versions to be considered. While the online versions aren’t as convenient and featured as their desktop counterparts, they sure come with cloud support and hence, multiple-point accessibility. Unless you have offline editing enabled, again, you need to rely on the internet for even routine works. The intuitiveness of interface is yet another factor to consider, especially in an organization where the common employees will be using the office tools, and they might not be that tech-savvy. Office suites are generally safe, but you might want to take extra measures such as password protecting your suite, i.e. if it allows for one.