Office Productivity Software

Your new PC has arrived, and this will be your tool to run your business. It powers up, you find a browser and then look for an email and spreadsheet app. Disappointingly, you cannot find any obvious software solutions preloaded. That’s because they don’t come included, and if they are, they are probably not very good, or you have paid extra to have something added! This guide will discuss your options for adding office productivity software to your computer.

If we cut to the chase, you will most likely consider products from Microsoft or Google.

Office productivity software is application software used for producing information such as documents, presentations, spreadsheets, databases, charts, graphs, etc.

WHY do I need Microsoft Office or Google G Suite?

Suppose you want to create these documents. You have to have some sort of office productivity solution. Whether you will pay to be able to use the software will depend on how you use it.

Your choices are:
  1. Free: Both Microsoft and Google allow you free access to some of their applications from a browser connected to the internet. These will enable you to read, edit or produce files via a cloud solution.
  2. Buy: You can buy Microsoft Office as a once-off price for installing onto your PC (1 device only). The cost will depend on which of their applications you want to use and how many copies.
  3. Subscribe: You can subscribe to Google G Suite or Microsoft Office in different variants and costs. The subscription version of Microsoft Office is called Microsoft 365, and it can be used across multiple devices.
    1. Microsoft is PC installed software with web app also available
    2. Google is a web-based app but can also work offline
    3. Both offer cloud storage and collaboration (you can share files between workers)
    4. Both always have access to the latest features and productivity enhancements.

If you can get a free version, why pay? Because the paid version will offer improved security and management, collaboration, and flexibility for your business. A simple example is being able to use your email domain correctly, i.e. Fred@gmail.com vs fred@yourbusiness.com

WHAT type of applications do office productivity software provide (in some combination):

  • Word processing – create documents such as a letter
  • Spreadsheet – numbers can be arranged in grid patterns to manage calculations
  • Presentation – used to create a pleasing document to back up a speech or sales pitch
  • Email – read and compose emails
  • Calendar – control your weekly schedule with possible sharing with office colleagues
  • Contacts – database of your contacts
  • Video conferencing- allows video calls with others
  • Messaging – instant text-based messaging between workers from their PC
  • Note-taking – ability to produce to-do lists and capture content for later reference
Microsoft Office/365Google G suite
Word ProcessingWordDocs
SpreadsheetExcelSheets
Presentation PowerPointSlides
EmailOutlookGmail
CalendarOutlookCalendar
ContactsOutlookContacts
Note TakingOneNoteKeep
Video conferencingSkypeMeet
Cloud StorageOneDriveDrive

HOW to decide between Google and Microsoft?

Both companies’ solutions are great, but both have differences. When comparing, consider the following questions to help you choose between the two:

  • If you will use file collaboration, do you need it in real-time? (Google better)
  • How does security compare? (Microsoft better)
  • How do the costs compare to what you need? (See links below)
  • Is there good integration between email, contacts, and your calendar? (Microsoft better)
  • How much cloud storage is included? (Depends on edition)
  • Do the features of each application support your working needs?
  • What extra apps are included, like to-do lists? (Google offers additional)
  • What support is available?

Microsoft pricing link here.

Google pricing link here.

SUMMARY – research which office productivity software

One thing is for sure, with this software, you will never use all the features they offer, but with continual updates and fierce competition, your life will continue to get easier. You can find a feature-by-feature comparison here.

Webcam, Mouse and Keyboard for productivity

If you are like most people, you will have bought a new PC or laptop and never considered those extra computer peripherals.  After all, they probably came with the unit or were built into your laptop. Specifically, we are talking about a webcam, mouse, keyboard or even a headset or separate microphone.  In this how-to guide, we will look at why you should consider spending some more money, what you need to understand about peripherals and how to buy the right item.

WebCam: A video camera either integrated or connected to a PC allowing images to be seen normally over the internet.
Mouse: A small handheld peripheral that when moved will cause the cursor on a computer screen to also move.
Keyboard: a set of keys allowing alphanumerical communication on a PC.
Microphone or Speaker: A mechanical device to turn audio sound waves into signals that can be transmitted by your PC or vice versa.

WHY should I buy a Webcam, Mouse and Keyboard?

 Your brand-new PC comes with an included mouse and keyboard.  Your brand-new laptop comes with a trackpad (mouse), keyboard, webcam and microphone.

However, there are a few reasons why you should consider buying a separate Webcam, Mouse Keyboard, Microphone, Headset, Speakers etc

  1. They did not come in the box
    Chances are if you bought a freestanding computer an accessory such as a webcam is not included.
  2. Quality
    A PC manufacturer will typically only ship the most essential quality accessories to keep their and your costs down. This would influence the touch and feel or how the product looks. In the case of a microphone or webcam, it will impact how you look and sound.
  3. Ergonomics
    This can be considered two ways:
    • With a laptop computer, the peripherals are build-in; therefore when you use it remotely it is convenient, but if you are at home, ergonomically a separate keyboard and mouse will allow you to find a much more comfortable position
    • The design and shape of a keyboard can reduce the stress and strain placed on your hands, fingers and back.  Many people, after years of operating a computer develop an RSI or repetitive strain injury.
  4. Functionality
    A third party peripheral may come with extra buttons or features that allow you to become more effective. Examples include scrolling left and right from a mouse, zooming a webcam, and pressing a button on your keyboard to open an app.
  5. Durability
    A cheap accessory is built to a price, and its performance may deteriorate quickly with use.  Ensure your products will survive a fall and potentially put up with the abuse from working at home.

More and more people are now working from home (COVID has undoubtedly accelerated that) but for most small businesses that was already a reality.  However, what has changed is the use of your computer to make video and voice calls.  To be seen as a professional, you need to ensure your video image is sharp and your voice is heard clearly.

WHAT do you need to know about computer peripherals?

An essential product we have not covered in this guide is computer monitors. We have a separate guide available here.  If you are also in the market for a new computer, be sure to check out our guide on buying a new PC.

No matter what accessory you buy for your PC, they will be connected to your PC in some way and also powered.  This is likely to occur in one of two ways.

A wired connection will pass information back and forth and also provide power for the device.  The advantage is you don’t have to worry about batteries or to recharge. Still, you do have to worry about an ugly cable.  You also need to consider whether your PC has enough USB sockets or buy a hub (same concept as a power board).

The second method is a wireless solution that will typically connect to your PC by Bluetooth and require disposable or rechargeable batteries.  The significant advantage here is no cords, especially for a mouse.

HOW to pick the right Webcam, Mouse and Keyboard

Below we have listed the key features you should consider when buying a:

Webcam
  • Quality of video capture. Measured as resolution and frame rate. Look for HD or Full HD at 30fps.
  • Field of view. Measured in degrees will determine if you are captured as a wide (> deg sees more of the room) or closeup shot.
  • Autofocus. Ensures the image of you is clear
  • Light correction. If you are in a dark or bright room, how well the camera compensates
  • Quality of lens. Glass is better
  • Compatibility with Zoom, Teams, Skype etc
  • Mounting. Does it come with a bracket to attach to a monitor or tripod
  • Microphone. Determines how you sound and what other noise is picked up. Consider a stereo mike for natural sound with noise cancelling.
  • Software control.  Manual adjustment, video capture, and even changing the background, so people do not see your unmade bed.
Mouse
  • How you hold the mouse – fingertip grip, palm grip or claw grip.  Also consider if it will be small enough to travel with if required.
  • Feel – comfort, scrolling action and buttons
  • Cable or wireless
  • Sensitivity – for precision mouse movements if editing images, video or audio.  Measured in Dots Per Inch, look for one with at least 1200 DPI
  • Will it work on different surfaces?
Keyboard
  • Cable or wireless – if wireless consider battery life
  • Compatibility with Windows PC or Apple Mac
  • Extra function keys – to open apps or perform tasks
  • Ergonomics of keys – position and feel
  • Sensitivity and noise – avoid mistypes and disturbing others
  • Do you want illuminated keys for night use
Headset
  • Over-ear – on-ear – in-ear. – Personal preference
  • Sound quality
  • Comfort including lightness and after long periods
  • Fashion – How will you look on a video call
  • Microphone quality and placement
  • Features including mute, volume or even noise cancelling
Microphone (stand-alone)
  • More expensive the better you sound
  • Usage – video calling versus recording a podcast
  • Size
  • Does it connect via USB or 3.5mm jack and include software to adjust the sound
  • Portability if you need to travel
Speakers
  • More expensive may not mean better but cheap is generally cheap
  • Do you just need noise or will you also listen to music
  • Cable or wireless connection
  • Dedicated volume and possibly base control
  • How big and how do they look
  • Other uses such as a smart speaker
  • How loud they are, measured in wattage
  • Try to listen before you buy

HINTS

If you are in the market for a new computer accessory, unfortunately, you are unlikely able to test drive it at your local retailer or office supply store.  We do recommend you visit our sister site Gadgetguy.com.au for unbiased reviews and comparisons.

The key players in the peripherals market are Microsoft and the key PC makers themselves like HP and Dell. Still, we highly recommend you check out the vast range available from Logitech. The latter specialises in this market and make products to suit many needs.

SUMMARY – Improve your PC productivity

Buying a new Webcam, Mouse ,Keyboard etc for your computer is one of those things that you do not know what you are missing out on until you experience what better looks/feel like.  The accessory may seem expensive but remember it is the primary connection for you to connect with your PC and possibly your customers.

When deciding what to buy always consider what you need, how it will help your productivity, improve your impression on others, and be more comfortable for you to use.