Information Awareness Report
The following is an information awareness report describing an information need I recently had.
My information need is knowledge of how to use Microsoft Excel. In May of 2009 I graduated from college and obtained a Bachelors degree. Once I obtained this degree I should have been given the opportunity to advance and become a library assistant, computer emphasis (computer aide) at the library system where I work. However, a hiring freeze was in effect so I was not able to advance to the next position. A few weeks ago the hiring freeze finally ended so I was able to apply for the position. Unfortunately, when scheduled for my interview I was told I will be given a test on both Microsoft Word and Microsoft Excel, which had not been part of the hiring process in the past. I am confident in my ability to use Microsoft Word; however I am not as familiar with Microsoft Excel.
When I first realized my information need I decided to consult by boyfriend because he is currently a computer-aide for the Cleveland Public Library. I also checked out a book from the library to assist me. The title of the book was “Microsoft Office 2003 for Dummies” by Peter Weverka. I checked out the 2003 edition because this is the version of Microsoft Office we use at the library. Next, I searched online to see if there were any online tutorials to assist me. Lastly, I asked my sister to assist me because she is quite familiar with Microsoft Excel since she uses it daily at work as an accountant for American Greetings.
When I consulted my boyfriend I asked him exactly how much I should know about Excel. He said when he interviewed for the position he was not tested on Microsoft Excel so he was unsure of what exactly I'll need to know. I asked him to show me how to use the program. He showed me the basics but said he too is not completely familiar with the program since he does not use it regularly. This is when I turned to the book for help. When viewing the book, I turned to the table of contents to see which chapter pertained to Microsoft Excel. After reading this chapter, I still did not feel confident in my knowledge of Excel so I decided to go online and search for tips on using Excel. I chose to use Google as my search engine. The term I searched was “Microsoft Excel 2003 tutorial.” This subject term yielded 448,000 results. Luckily I received relevant search results on the first page and did not have to search through pages and pages of results. The titles of the websites and URLs which I searched were the following:
1. GCF Learn Free: http://www.gcflearnfree.org/computer/lesson.aspx?id=884&p=2
-This site was useful because it separated the tutorials into different categories such as “Excel Basics, Worksheet Layout and Management, Charting, Printing and Page Setup,” etc. This site also provided videos to view that showed step-by-step instructions for performing different tasks in Excel.
2. Rutgers Writing Program: http://getit.rutgers.edu/tutorials/excel/media/excel.pdf
-This link to a PDF file was helpful because it used simple terms to break down the steps to take to perform different tasks in Excel.
3. You Tube Excel 2003: http://www.youtube.com/watch?v=EOpi-5AjaLY
-You Tube was by far the most helpful site because it provided videos on how to perform all of the tasks covered in Microsoft Excel.
Although I was feeling more and more confident about using Excel, I figured the best way to learn about using a program like Excel was through first-hand experience. Although I read and viewed tutorials on how to perform these tasks I asked my sister to review with me how to do the following:
-Create calculations in my worksheet
-Format and change the appearance of data and my worksheets
-Create charts based on data and use workbook templates
I asked my sister to show me how to do the above because these are the topics which are taught in computer classes for Excel at my library system. Asking my sister to review how to perform these tasks with me was most beneficial because she was able to show me shortcuts she uses within the program.
Obviously I did not stop my information search until I was satisfied with my results because this is information I need to know for my interview next week in order to be awarded the position I have been waiting for. I felt the need to continue my search after asking my boyfriend for assistance since he admitted he was not too familiar with Microsoft Excel. I then continued my search by reading a book and viewing tutorials online. I still felt although my information need was not quite met so I asked my sister to sit down and review how to perform specific tasks with me in Microsoft Excel. The information I received was valid. I know this because when I tested what I learned in Microsoft Excel, my techniques worked. Although it took a few minutes for me to recall how to do more advanced tasks, I was eventually able to recall how to perform the tasks. Therefore, I believe my information need was met.
Through this exercise I have learned that different “information gaps” can best be filled using different methods depending on the topic and the person seeking the information. If my information gap involved one specific answer I may have simply been able to read an article in print or online to get my result. However, my information need was a “how to” need. In my case, it was easier to learn through hands-on experience. Hands-on experience allowed me to ask questions and receive immediate feedback from my sister. She was also able to show me quick tips which I did not learn from the other sources. However, I do realize others may be able to learn about a topic like operating Microsoft Excel just by reading information on how to do so. What is important is that I used several methods for searching for ways to fill my information need until my need was met. In the future I plan on treating patrons based on their individual needs and preferences and therefore using whatever methods necessary for fulfilling their information needs.
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