1. Word processors are particularly useful for creating long documents with complicated formatting (footnotes, tables of contents,headers, footers, columns), etc. They are also helpful for creating files which have to be changed from time to time. You only have to type in additional information or changes and make deletions to the original document instead of having to retype the entire document.

2. They can be used for tables and merging also, but databases are better for that purpose unless the tables are part of a longer document or the merge is a one-time event .

3. If a document is more than one page long, it is always a good idea to include a header for indicating what document the extra pages belong to. It is also usually a good idea to insert a horizontal line after the heading so it is clearly separated from the body of the document.

4. Page numbers should be placed in a footer so that they are located closer to the bottom of the page and do not take up valuable space needed for the body of the document. They can usually be formatted with or without dashes or parentheses.

5. To increase speed and efficiency, it is a good idea to keep typing and wait until you reach the end of the document to run spell check and correct typographical errors instead of worrying about correcting them as you go.

6. If you plan to create a table of contents or index, you can usually mark the words you want to include in one of those places with a code. After the document is complete, you can compile it and the table of contents and/or index will be automatically generated. Subsequent additions or deletions in the document which cause these things to be moved to different pages will change the table of contents or index to reflect the correct page numbers if the file is compiled again.

8. If you normally use labels for addressing envelopes and occasionally have sheets with a few labels left in the middle, you can create a label page for the type of labels you use. After you select the label type, keep pressing "ENTER" until you have a page full of blank labels. Save it with a name like "labelpage". When you are ready to type a label for just one or two envelopes, figure out which "page number" the available labels are on. Click on those labels on the page and type the name and address information there. Print the page. Do not save the changes to the file. It will then be ready for use another time for labels in another location on the page.

1. Spreadsheets are particularly helpful for setting up columns of numbers and automatically making calculations. Graphing capabilities are also usually included in spreadsheet programs which will create graphs from any section of the spreadsheet you wish to use.

2. Formulas can be placed in fields to automate the preparation of amortization tables, budget analyses, or other tables which rely upon multiplication, addition, subtraction or division of numbers according to a particular formula.

3. Date and time functions are also included which can be used to calculate how much time has elapsed for billing purposes, age calculation, days between dates, etc.

4. Several spreadsheets can be linked together so that information from one can be added to another. One might be used for monthly entries while another might be a summary of all of the monthly totals for the year. Another could be used for an invoice with the amount being added to an appropriate column in a summary spreadsheet.

5. Careful attention should be given to the design of spreadsheet systems also. Only related information should be placed in each spreadsheet. Since columns cannot vary in size from row to row, it is best to confine each spreadsheet to information which has similar properties. Whenever possible, spreadsheets should be designed to print on standard letter or legal-size paper. Fonts can be made smaller in some cases but care must be taken to insure that the information is readable.

Your responses to these questions can be used to determine which fields you should include and the types of forms, reports, tables, letters and labels you should create.

3. Break down names and addresses into separate parts so that alphabetizing or other ordering can be done more easily and accurately; i.e., street address, city, state, zipcode instead of placing all of that information in one address field. I usually use 20 spaces for each component of the name and address and 35 spaces for calculated fields which combine two or more fields. Prefixes and suffixes should have 4 spaces. Telephone numbers require 13 or 14 depending upon whether you use a hyphen or parentheses to separate the area code from the rest of the number.

4. Make sure that you include space for all nine numbers and the dash of the zip+four zipcodes. Work related phone numbers should also include a field for extensions in case someone has one you wish to store with the phone number.

5. Be sure to include fields for cell phones, pagers, fax, daytime and evening phone numbers, and email addresses since most people have most or all of these today and you may need to contact them using something other than their daytime phone number.

6. Be sure to have prefix and suffix fields for names so that you can address people in letters with a title (Mr., Miss, Mrs., Dr., Hon.) and have a place to put a suffix (Jr., Sr., III, PhD, DDS.)

8. Create calculated fields to combine first, middle and last names into one condensed field for addresses, reports, etc. rather than have large spaces between each field. Use this technique also for city, state and zipcode.

9. Use numerical fields for all fields which will be used in calculations. Other numbers should be stored in character fields. Numbers which include punctuation, such as telephone numbers, social security numbers, zipcodes, etc.have to be categorized as character fields.

10. Date fields should be used for storing dates; particularly if you may want to do any calculations involving them - determining the number of days between dates, age, etc. They are also preferable if you want dates to be sorted.

12. Create indexes on any fields you want to order your records by so that they will come up quickly in the order you need at any time. Examples are: