Reflections on Digital Literacy topics, inquiry into core uses of Microsoft Excel

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Excel inquiry #1: Foundations

My goal in this inquiry is to gain more familiarity with excel as a tool for productivity and management for individuals and small businesses. To begin, I focused on the individual side of things.

I started with some basics to try to get a handle on how microsoft excel is commonly presented, looking through blogs, articles, and listicals, and my results were quite mundane. This blog on everyday uses of Excel by the Way of the Duck outlines how the author uses the tool for savings account tracking, date tracking, and making lists. Independantly of any advanced tools or highly designed functionality, this author considers the greatest strength of excel to be the simple concept of storing data both vertically and horizontally. Having such immediate access to rows and columns in a far more convenient format than can be found with table insert functions of word processers, making the storage and presentation of dry, quantitative information far easier.

I have decided to get started with the basics of Excel by tracking the hours I rehearse with my pianist and how much of a bill I run up with him since January of this year. This puts into practice the basic of basics of Excel; making tables, setting cell formats, and applying SUM features. I have previously used precreated Excel templates for hours tracking in my job in UVic Reslife and bookkeeping practice for a fundamentals of accounting class, but these purposes didn’t require any meaningful familiarity with the program itself.

As with most microsoft products, Excel is unintuitive and often unruly. When I use Google Docs or a similar service, I can usually find a feature I’m looking for simply by exploring the menus without needing to look anything up, and I have rarely had any issues with file sharing or downloading. Microsoft Word is the opposite of Google Docs in that respect, as I can almost never figure out how to do the most basic tasks in Word without an external resource, probably due to some high-level UI design factors I haven’t studied enough to understand. The above video from Kevin Stratvert lays out the core functions of Excel for beginners. It’s a good watch to cover your basics, and below you can find a list of features Stratvert mentions that are really convenient and that I didn’t find out on my own when I have previously used Excel.

  • Drag from bottom right of a cell to continue a pattern that excel derives, like dragging down on a date to get that same day of each subsequent month
  • Double click a vertical line between cells to fit the length of the cell to the longest text in the column, avoiding clumsy text overlap
  • Shift and drag a selected set of cells to move them instead of using cut and paste commands, since ctrl x doesn’t work in Excel the same way it does elsewhere
  • Use the insert table feature to autoformat your table, including buttons to add totals at the bottom

My biggest challenge so far with Excel is getting it to save my work and let me open it. Below, you’ll find the current version of my previously mentioned rehearsal hours tracking. I had combined the two hours columns into one, reworked my labelling in the notes column, and added a formula to multiply hours by cost per hour to give me a running total of the accompanist fees, but, despite me clicking “save as” and following all the regular procedures, excel discarded that work, and now every time I try to open the sheet, it tells me that Xavier M locked the sheet to be read only (which I didn’t do). It still lets me edit the sheet, but gives me a popup to let me know that the sheet is “now available”, then tells me that the file has been changed by another user and prompts me to make a new copy, at which point the cycle repeats.

An Excel table shows 4 columns: date, rehearsal, Performance, and Notes with 8 rows filled.

My next steps will be to figure out how to get Excel to behave. Once I can be confident that my work in Excel can be saved and remain accessible, I will try to add more complexity to my table. There are data sorting functions that let me see how many sessions were spent under each label in the notes column, letting me compare how much time I have spend on the piece by Robert compared to the piece by Waignein, but so far, I can only add one label to each session, making “Waignein and Weber” a separate category from “Waignein” and “Weber”. I hope to be able to add both labels on one session, but I suspect Excel will be resistant to double counting things. Also, the regular hourly rate for rehearsals with my accompanist is $50, but the first hour he needs to be present for a concert is $75. I intend to figure out how to use automation in Excel to calculate the cost with this stipulation.

So far, Excel has yet to truly win me over. The unreliability of the program makes me distrust it, and I am almost offended that this up-to-date program by a trillion dollar company can’t seem to work on an up-to-date operating system it claims to support without some sort of trouble shooting. Excel does still come with some upsides. The table automation is convenient, and seeing a number go in one cell and automatically raise the total at the bottom of the table is just intrinsically satisfying. I look forward to seeing the kind of possibilities Excel could bring for productivity if I can get it to stop complaining.

Weekly Reflection: Generative AI and the Slow Death of Cognition

This fireside chat with Lucas Wright makes me concerned for the state of our minds going forward. The offloading of cognitive tasks to bland forest-burning bots regurgitating the mean average of all of the questionably legally obtained data they have is so not inspiring or exciting to me; the most positive feeling it instills in me is a sense of resignation to the continuing decline of our ability or motivation to think for ourselves.

Lucas Wright in the recorded lecture demonstrating use of ChatGPT
Lucas Wright & Valerie Irvine Fireside Chat

Plato was known to be opposed to writing. He commented on it’s invention in Phaedrus, claiming that students “will cease to exercise memory because they rely on that which is written, calling things to remembrance no longer from within themselves, but by means of external marks.” I used to find this fact reassuring; it shows that people have been sounding alarms about how new technology will make us stupider for thousands of years, yet humanity marches on. The rise of generative AI has changed my opinion on this fact, and it now only fills me with dread. In the chat, Wright demonstrates a process of creating a presentation on evaluating judgements during which he tells the bot to collect sources, has the bot summarize them, uses a bot to create diagrams out of those sumarries to use in a presentation, and then gets the bot to create a learning activity relating to the information. The act of knowledge communication here is being treated as a discardable obstacle, and the cognitive ability to research, understand writing, and communicate one’s ideas is being discarded with it. Just as Plato could never have done anything to preserve our memories and stop us from relying on paper, we in modern times will not be able to do anything to stop humanity from giving up on finding, understanding, and communicating information without offloading the task to water-polluting data skimmers brought to you by the Alphabet Corporation.

Black and white image of Carl Sagan speaking at a lecturn
Carl Sagan speaks at Cornell University, 1987, Kenneth C. Zirkel, Wikimedia Commons, CC BY-SA 4.0

Wright mentions a move from a “search and create” model to a “generate and evaluate” model. I believe this shift is one that turns knowledge communication into an empty task. Ask Carl Sagan, David Attinborough, or Bill Nye what they think about removing “create” from the process of communication. These people demonstrate that knowledge is granted power, influence, and accessibility through the way it is communicated, and they show the difference that is made when it is communicated passionately and creatively. Even on the smaller scale of presentations, reports, or blogs, knowledge has meaning because it is important to human beings, and we should be purposeful in what and how we say things lest information become meaningless to us. Every word in, for example, a scientific paper, has a purpose. These papers are long because they contain nuance, detail, and often the personality and opinions of writers. AI summaries exist to remove all of these things. They create easily consumable bullet points of only what they “think” is essential, and in the process deprive the user the experience of judging and interpreting information for themselves. Even reports and papers are (ideally) created with intent by incredibly dedicated, knowledgable people who communicate specific facts in a specific manner to underscore their importance, and relying on quick AI summaries bulldozes this work in a depressingly disprespectful fashion. Evaluation of AI summaries is not enough. You either lose the voice, intention, and nuance of the authors, or check the articles thoroughly enough to ensure nothing was missed, in which case the AI summary is nothing but a redundancy.

On the subject of redundencies, Wright mentions his AI emailing tool and talks about how AI will give way to new forms of communication. This is because he uses a bot to change “no worrries” to “Dear ____, You don’t need to worry” and he imagines a second person who will, unwilling to read the email themselves, use a bot to summarize it back down to “no worries.” The only inefficiency here worth addressing is AI itself. We’re so afraid of being curt (and so offended that someone might be curt towards us) that we have built a gazillion dollar atmosphere hole-punching machine and used it to add and remove formalities.

screenshot of Lucas Wright's email responder. Lucas types "Yes I have dont worrry", the chat bot responds with "Here's a concise and professional response: 
Subject: Re: Power Bill
Dear [Sender's Name],
Yes, I have checked the power bill today - no need to worry"
Lucas Wright’s email responder, Lucas Wright and Valerie Irvine Fireside Chat, 3:30

Wright is later asked about how he copes with the environmental damage done by these generative models. He says that it is unfair that consumers have their feet held to the fire when the corporations are the ones who should be held responsible. This often valid criticism is being used here as a thought terminating cliché to absolve Wright of any personal responsibility. “Corporations are damaging the planet, not individuals, so I won’t stop throwing my used car batteries into the ocean, thank you very much.” In this blog, I have tried to keep much of my criticism more broadly focused to the field that Wright describes rather than towards him specifically, but in this case I feel some individual commentary is warranted. On a daily basis he is using and endorsing these tools which have not yet become so ubiquitous as to be required, so he is part of the problem of how their proliferation opposes sustainability, and the shallowness of his deflection of this fact verges on the parodic.

When we invent technologies that carry a function, it replaces that function in us. The GPS has largely replaced our inner compass, constant calculator access has made us worse at mental math, and paper has made us worse memorizers. I do not care how practical generative AI can be in replacing our ability to research, process, and communicate information; these abilities are ones we should never let humanity leave behind. We must at some point draw a line at what we can’t be bothered to do on our own, and for me, that line is far earlier than giving up on reading and writing anything longer than two sentences.

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