Paper Example on Word Processors: Revolutionizing Business Communications

Word processors are machines or programs for formatting, manipulating, and storing text entered using a keyboard to provide a printout. There are many types of editors in the market, including Microsoft Word, AbiWord, Apple iWork, and LibreOffice, among others. The invention text editor in 1800 in the form of the typewriter changed the way businesses conducted their operations. Today, word processors play a critical role in communication processes within and outside the company. The use of word processes in operations have greatly benefitted many businesses. The first benefit of using word processors in business is efficiency. It is easier to write a text using a word processor than writing it by hand. It takes a shorter time to compose a text in word processors such as Microsoft Word. Traditionally, when the text was written by hand in many businesses, it would take a longer time to write a flawless document. However, for the word processors, a document can be changed at any time (Krull, 2019). Besides, word processors help to eliminate grammar mistakes that would change the meaning of the text. For example, a word processor will automatically underline a word that is not recognized in English, thus bringing it to the attention of the writer. Additionally, the grammar mistakes can be minimized by synchronizing a word processor program with special software meant to identify grammar mistakes in a document (Krull, 2019). For instance, a writer can upload a word document to the grammarly.com website to identify and correct grammatical errors in the text. As a result, many businesses save time and resources when using word processors to write a document as opposed to by hand.

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The second benefit is that they allow portability. It is easy to carry a document processed by a word processor than taking manila file folders. The invention of the email will enable businesses to send a text to many recipients across the world without incurring any additional costs. The invention of digital word processes has led to fast and efficient sending and receiving documents. Previously businesses used to send and receive documents using post offices, a process that was expensive and time-consuming (Mori, 2019). For example, the sender would pay for each parcel dispatched. The more the parcel, the higher the cost of sending them. Word processed documents, however, can be posted in large quantities without incurring any cost. Besides, reams worth of digital documents can fit into a small USB drive, making it possible for a person to carrying thousands of reports, materials, and other critical business data (Mori, (2019). Besides, businesses do not have to invest in cabinets and large rooms for storing hard copy data. Instead, enterprises use online cloud storage providers to secure large volumes of data safely. Cloud storage allows anybody in the business to search and retrieve the required document from anywhere at any time.

The third benefit that accrues to businesses by using word processes is the security of the company. In addition to computer passwords, it is possible to set security keys on software and documents. Traditionally, a locked file cabinet was the only way to secure documents. Today, however, a softcopy document can be stored in a password protected flash disk inside an enclosure (Valenzuela, & Benau, 2018). Besides, the documents can also be encrypted, thus allowing the recipient alone to read the file. To ensure that the documents will never be lost, they are stored in multiple offsite backups such as in cloud storage. The backup storage ensures that the files will always be available even after an outbreak of a destructive disaster such as a fire (Valenzuela, & Benau, 2018). As a result, word processes give businesses more confidence in matters of securing their files, documents, and data.

From the above discussion, it is evident that word processors have significant benefits to the success of their business. First, word processors increase the efficiency of a business organization by reducing the amount of time used to write a document. Secondly, it eases the portability of the documents, and lastly, it increases the security of texts and files.

References

Krull, R. (2019). Word processing for technical writers. Routledge. https://content.taylorfrancis.com/books/download?dac=C2016-0-29631-0&isbn=9781315227887&format=googlePreviewPdf

Mori, A. (2019). Back to the future: Portable word processors and the electronic health record. Prehospital and Disaster Medicine, 34(s1), s104-s105. https://www.cambridge.org/core/journals/prehospital-and-disaster-medicine/article/back-to-the-future-portable-word-processors-and-the-electronic-health-record/1A83030534FB03469F32FFC6708CBF48

Valenzuela, R., & Benau, D. (2018). An examination of Microsoft Word features used by medical writers. AMWA Journal: American Medical Writers Association Journal, 33(2).