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Word Processing Software Allows Users to Be More Productive

Productivity is very important to getting and keeping a job today. One of the ways what you can improve your productivity is to become more efficient by leveraging your knowledge. Your knowledge of technology, systems, and aptitude in using these tools can ensure that you are seen as an asset to your employer and the company where your work. With regard to word processing, the more familiar you are with using the software the easier it will be for you to finish the tasks that are necessary for your job.

Formatting

The more familiar you are with using word processing software your speed and accuracy will increase. With advanced knowledge of word processing software you can begin to take full advantage of all the features of the software. Some of the more important features of word processing software are its formatting features. You should be able to familiar with formatting and justifying test to best fit the layout and aesthetics of the document. Things like left, right, and centering are pretty standard but you should take things a step further and be familiar with more experienced features such as data tables, creating headers and footers, and tables of contents.

Leverage

Once you have a grasp of these more experience topics it becomes easier to start to leverage the software and take full advantage of its capabilities. One example of this is creating templates and merging data into documents from data sources to generate dynamic documents. This is known as mail merging. Mail merges can take data from spreadsheets, databases, or other more obscure sources. With a merge you can pull in dynamic data and have the software create part of a letter or form for you. For instance, the merge might pull in your products from a database and place them into an invoice or brochure that is preformatted for your marketing. This means that you don't have to retype your marketing every time you have a product change. The merge will pull your products from a database. So if the data changes it will merge with the new data an automatically include your new products and exclude the ones your no longer hold.

Other forms of leverage for word processing are using templates that are provided by the software for your business or personal use. If you recall in the prior days, it was difficult to find examples of documents to follow. Many times you needed to find a book of examples or in more recent times search the internet for examples. Most word processing software now will hold templates for most business needs. These can include invoices, labels, fax cover letters, and other most used documents today.

In terms of productivity modern word processing programs offer good ways to stay current and get new information. All you need is an internet connection and the software will usually ask you for updates. In some cases you may need to pay a fee but you can take advantage of all the newest document templates and changes for the software.

With a good understanding of word processors you can learn what parts of a document can be static and what parts can dynamically pull data from other places. When you deal with many different documents that are used over and over the document templates become very useful. The more that you learn about what the capabilities are for the word processor you are using the easier your tasks will become and the more productive you will become as well.

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