Word processors: Can one fit all? Is your word-processing software well suited to your business tasks? This guide will help you find the right tool for the write job

Home Office Computing, Dec, 1990 by Steve Morgenstern

Is Your Word-Processing Software Well Suited for Your Business Tasks? This Guide Will Help You Find the Right Tool for the Write Job.

My son recently gave me a T-shirt labeled "one size fits all." (Thanks, Jason.) The manufacturer was telling the truth, sort of. It fits me, and it looks like a T-shirt. On my wife it looks like a night-shirt. On Jason it looks like a pup tent. Sure, my whole family can get into it, but the meaning of fits becomes relative at best.

The same holds true for word-processing software. You can spend lots of money for a word processor that will do everything but make the morning coffee. With all that capability, does one size fit all? Not if it costs more than it's worth for the features you'll use, takes a long time to learn, and eats up large chunks of scarce hard-drive space.

Then how about a lean, mean writing machine? There are several basic word processors that offer an appealing balance of price and power. For the most part, they let you turn out documents that look the same as those written with the full-featured models. But how much time could you have saved by using this or that feature offered in one of the more complex word processors?

Like it or not, no software publisher sells a one-size-fits-all word processor tailored to everyone's needs. There are all kinds of writing tasks, differing not only in the finished product but also in the array of software features best suited for the job. I'll outline those features, task by task, in the following sections. And in the accompanying chart, "22 Well-Suited Word Processors," I've started those programs that are exceptionally good tools for each basic business task.

TASK 1: BASIC CORRESPONDENCE

If your word processing is limited to the essentials--writing letters, notes, memos, and other short straight-text communication--then you can save yourself hundreds of dollars and many hours of study by buying a no-frills word processor.

The catchphrase to describe simple word processors used to be "entry-level," but that's largely been replaced by a more elegant moniker: "executive word processors." I never much liked "entry-level" myself, since it implied that the software was just to be used as a form of training wheels until you were ready to move on to a "real" word processor. The fact is, today's best executive word processors are full-featured enough to handle many people's writing needs until the day computers start taking verbal dictation.

I've been tempted to define this category by listing the features that have been left out-automatic index and table-of-contents generation, for instance. Let's assume the glass is half-full rather than half-empty, though, and look at the special qualities a good executive word processor should offer.

Ease of learning. You should be able to install the program and master the primary functions in an hour or two. That means intuitive software design and a good manual, usually with a tutorial section, and a quick reference card or keyboard template to remind you of the necessary keystrokes.

Ease of use. Not quite the same as ease of learning, especially for the infrequent user. Look for two key features here: logically organized on-screen menus that let you select commands for a listing, and on-line help that provides enough background information to save you from rummaging around for the manual every time you have a question. The DeskMate version of Q&A Write is especially notable here.

Flexible tab settings. Being able to set tab stops where you need them is a convenient way to line up columns of information. It's essential when working with proportional typefaces--you simply can't use spaces to line up columns and letters when each letter may be a different width.

Some executive word processors limit you to a single set of tabs and margins throughout a document; but the ability to change formats for sections of the text allows more flexibility. A more severe tabulation problem shows up in word processors that lack a decimal-tab capability--that is, a tab setting that automatically lines up a column of figures according to the placement of the decimal point. Without decimal tabs, creating a neat price list or other columns of financial figures is unnecessarily time-consuming.

Spelling checker. No, it won't replace proofreading, but it certainly helps make the job easier. Today, spelling checkers have become a given in most cases. For instance, almost all the word processors mentioned in this article offer one, and all are at least good. However, some still come without checkers, such as the Letter Writer Plus desk accessory.

Headers, footers, automatic page numbering. A line of text at the top or bottom of the page to identify your document is nearly a requirement for any multipage project. Some word processors at this level limit you to a single-line header or footer. If you need more than that, make sure the program provides for multiline header and footer entries.

Printer support. This is generally less of an issue than it once was, with support for the features of most popular printers provided as a matter of course. Q&A Write, for instance, is especially strong in this area. If you are using a PostScript printer or one of the new HP LaserJets with scalable fonts, though, make sure the word processor you consider supports these relatively high-end output devices. For example, Professional Write and PC-Write Lite limit what you can get from you laser printer. In contrast, every Macintosh word processor supports PostScript printers. Pay special attention, too, if you are using an older printer model that may no longer be supported.