Skip to ContentGo to accessibility page
OpenStax Logo
Workplace Software and Skills

Summary

Workplace Software and SkillsSummary

Summary

2.1 Software Basics

  • Software is the lifeblood of a computer system that gets work done personally and in the business world.
  • Word processing applications are used to create text-based documents such as memos, letters, and reports.
  • Spreadsheet applications are used to work with data, especially numerical data.
  • Presentation applications are used to create slides that combine text and visuals to be shared in a presentation.
  • Specialized applications include programs that are used only in certain disciplines or occupations.
  • Installing and maintaining software is an important skill to have in today’s business world and beyond.

2.2 Files and Folders

  • Some best practices for organizing and cleaning your files include never storing files on your desktop, removing files from the download folder, and using descriptive folder names.
  • The different types of files include document, worksheet, presentation, and graphics files.
  • Files can be managed, shared, organized, and stored in the cloud using the applications provided by Google or Microsoft.

2.3 Communication and Calendar Applications

  • Communication in organizations today is facilitated with technology.
  • Many applications include features to facilitate communication across time zones and borders.
  • Email applications such as Outlook and Gmail make it possible to communicate and to send files via the internet.
  • Instant chat/messaging platforms such as Microsoft Teams and Slack have been used to create virtual workspaces for teams in organizations.
  • Productivity in teams can be enhanced by using calendar applications to manage team meetings and project tasks.

2.4 Essentials of Microsoft 365

  • Applications in the Office suite have generally the same layout.
  • The options to customize files are arranged on the ribbon by tabs based on the usage.
  • The Save, Save As, Open, and Print options are common among all applications.
  • By using the settings options in the applications, you can customize the view and the ribbon to meet your needs.

2.5 Essentials of Google Workspace

  • Apps in Workspace include Docs, Sheets, and Slides. These apps are similar in many ways to their Microsoft counterparts.
  • Google has some of the same functionality that you will find in Microsoft, but items may use different terminology.
  • A unique feature of creating files in Google is that the files are automatically saved in your Drive in the cloud.
  • Commands and settings in Google are arranged in menus, with the more frequently used commands appearing as icons on the toolbar.

2.6 Collaboration

  • Collaboration and teamwork are essential aspects of today’s workplace. Both can be fostered through technology. Sharing platforms such as OneDrive and Drive make it possible to collaborate and track teamwork across a wide variety of applications.
  • Today’s companies expect workers to treat videoconferencing with the same level of professionalism as in-office meetings.
  • Companies use popular software programs such as Zoom and Microsoft Teams to run videoconferences.
  • You can share and collaborate on documents through editing and commenting functions.
PreviousNext
Order a print copy
Citation/Attribution
Reuse and redistribution of this content in digital or print format:
  • This book may not be used in the training of large language models or otherwise be ingested into large language models or generative AI offerings without OpenStax's prior written permission.
  • This book uses the Creative Commons Attribution-NonCommercial-ShareAlike License, which means that you can reuse and modify the material only for noncommercial purposes, must attribute OpenStax, and must distribute any derivative works under the same license.
  • Any commercial printing of this textbook, including using a local or custom printer, must be approved by OpenStax, and proper citation provided.
  • OpenStax-copyrighted images, activities, assessments, and similar components of this book are subject to the same licensing – CC-BY-NC-SA. They can be used for noncommercial purposes with attribution. Commercial use requires permission.
  • Permission requests: Anyone who intends to incorporate this content (including text, images, and other components) into large language models, use it in AI offerings, use it commercially (including in print), and/or has questions about another use case is welcome to complete our reuse request form.
Attribution information
  • If you are redistributing all or part of this book in a noncommercial print format, then you must include on every physical page the following attribution:

    Access for free at https://openstax.org/books/workplace-software-skills/pages/1-chapter-scenario

  • If you are redistributing all or part of this book in a noncommercial digital format, then for every page that includes OpenStax content, you must license the derivative work under the same CC-BY-NC-SA license as the original, and include on every digital page view the following attribution:

    Access for free at https://openstax.org/books/workplace-software-skills/pages/1-chapter-scenario

Citation information

The information below includes the information needed to generate citations in most major styles (APA, MLA, etc.); you must reformat and organize the information as needed to fit the requirements of the style. Use the information below to generate a citation. We recommend using a citation tool such as this one.

© Apr 23, 2026 OpenStax. Textbook content produced by OpenStax is licensed under a Creative Commons Attribution-NonCommercial-ShareAlike License. The OpenStax name, OpenStax logo, OpenStax book covers, OpenStax CNX name, and OpenStax CNX logo, and Rice University name, and Rice University logo trademarks, or wordmarks are not subject to the Creative Commons license and may not be reproduced without the prior and express written consent of Rice University.