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The document discusses office automation and its key components. It defines office automation as the complete integration of word processing, electronic filing, diary management, and communications like email, telex, and fax. It describes the common software types used in office automation like word processing software, spreadsheet software, database management software, and desktop publishing software. The document also discusses how office automation aims to organize office functions to improve productivity.
The document discusses office automation and its key components. It defines office automation as the complete integration of word processing, electronic filing, diary management, and communications like email, telex, and fax. It describes the common software types used in office automation like word processing software, spreadsheet software, database management software, and desktop publishing software. The document also discusses how office automation aims to organize office functions to improve productivity.
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The document discusses office automation and its key components. It defines office automation as the complete integration of word processing, electronic filing, diary management, and communications like email, telex, and fax. It describes the common software types used in office automation like word processing software, spreadsheet software, database management software, and desktop publishing software. The document also discusses how office automation aims to organize office functions to improve productivity.
Copyright:
Attribution Non-Commercial (BY-NC)
Formati disponibili
Scarica in formato PPT, PDF, TXT o leggi online su Scribd
of the key resu|ts of the e|ectron|c revo|ut|on Word processors spreadsheets databases account|ng packages networks and ema|| are but some of the |nnovat|ons that have transformed the way we work |n the |ate twent|eth century Integrated |nto a smooth|y work|ng bus|ness system off|ce automat|on too|s can vast|y |mprove off|ce product|v|ty ef|n|ng off|ce automat|on Cfflce auLomaLlon means Lhe compleLe lnLegraLlon of - word processlng - elecLronlc flllng - dlary managemenL - communlcaLlons lncludlng elecLronlc mall Lelex and fax 1hese funct|ons are the bas|c requ|rements of any off|ce or department w|th|n an organ|zat|on Cff|ce automat|on a|ms to organ|ze the funct|ons |n such a way that they do not have to be carr|ed out on a var|ety of equ|pment 2 GSVerma(keaderCS ept) What are the effects of off|ce automat|on? Cff|ce automat|on reduces the number of c|er|ca| workers carry|ng out rout|ne tasks Large f|rms no |onger have to emp|oy typ|sts Cff|ce emp|oyees become more f|ex|b|e and as a resu|t one person can now do the [obs of severa| peop|e Managers need not necessar||y de|egate typ|ng w|th the secretarys ro|e be|ng redef|ned to |nc|ude more ub||c ke|at|ons work 3 GSVerma(keaderCS ept) Components and other too|s ava||ab|e |n off|ce automat|on Iunct|on An act|on or operat|on performed e|ectron|ca||y by act|vat|ng a funct|on key or sequence of keys Lxamp|es of funct|ons |nc|ude copy de|ete move search ca|cu|ate go to change font and pr|nt Software ackage A program of |nstruct|ons that |nteracts w|th the systems hardware to perform operat|ona| or funct|ona| tasks Software packages are compr|sed of program |nstruct|ons that are app||cab|e to a spec|f|c off|ce requ|rement such as produc|ng textua| documents deve|op|ng spreadsheets estab||sh|ng databases or present|ng |nformat|on |n graph|c form Software 1ype Software packages that prov|de s|m||ar capab|||t|es are categor|zed as a part|cu|ar type of software eg database management e|ectron|c spreadsheet or word process|ng 1h|s gu|de a|so refers to some of the more common|y used types of software descr|bed |n the sect|ons that fo||ow CSverma(8eaderCS uepL) 4 Word rocess|ng Software Jord processlng sofLware deslgned for developlng LexLual documenLs permlLs users Lo creaLe formaL modlfy and prlnL documenLs elecLronlcally JlLh word processlng sofLware an employee can perform such funcLlons as add copy correcL deleLe or move LexL auLomaLlcally prlnL documenL ldenLlflcaLlon or oLher noLaLlons aL Lhe Lop or boLLom of each page auLomaLlcally number pages creaLe form leLLers and auLomaLlcally merge Lhese wlLh malllng llsLs check documenLs for spelllng errors deslgnaLe some characLers as boldfaced or underllned or lLallc and search for and change speclflc LexL wlLhln a documenL CSverma(8eaderCS uepL) 3 L|ectron|c Spreadsheet Software SpreadsheeL sofLware used exLenslvely for accounLlng and flnanclal purposes ls deslgned for malnLalnlng manlpulaLlng and calculaLlng numerlcal daLa A Lyplcal elecLronlc spreadsheeL conslsLs of a maLrlx of rows and columns slmllar Lo Lhe convenLlonal columnar pad 1he user can add deleLe or modlfy Lhe numerlcal records malnLalned ln Lhese spreadsheeLs SpreadsheeL sofLware provldes formulas funcLlons and commands Lo manlpulaLe or calculaLe Lhe daLa Lo meeL mulLlple reporL formaLs CSverma(8eaderCS uepL) 6 atabase Management Software uaLabase managemenL sofLware provldes capablllLy for organlzed elecLronlc sLorage of lnformaLlon ln general caLegorles or flles lL allows Lhe user Lo rearrange Lhe order and number of lLems of lnformaLlon ln prlnLed form and Lo search for and dlsplay speclflc lLems of lnformaLlon CSverma(8eaderCS uepL) 7 esk1op ub||sh|ng Software ueskLop publlshlng sofLware ls used Lo lay ouL LexL graphlcs and plcLures on a page JlLh deskLop publlshlng sofLware Lhe user can perform such Lasks as lnLegraLlng LexL and graphlcs on a page lncreaslng or decreaslng Lhe slze of charLs graphs or plcLures and uslng mulLlple sLyles and slzes of Lype CSverma(8eaderCS uepL) 8 Graph|cs Software W Craphlcs sofLware Lyplcally allows Lhe creaLlon of charLs and graphs based on daLa provlded Lhrough a spreadsheeL or by Lhe user dlrecLly Some graphlcs sofLware allows Lhe user Lo easlly swlLch from one form of presenLaLlon Lo anoLher for dlfferenL uses W lor example a glven seL of budgeL flgures mlghL be represenLed as a bar charL sLacked bar charL llne charL or ple charL MosL graphlcs sofLware also allows Lhe creaLlon or selecLlon and placemenL of plcLures and symbols CSverma(8eaderCS uepL) 9 Ca|endar Software Calendar sofLware generally permlLs Lhe user Lo schedule evenLs on one or more calendars AddlLlonal funcLlons may lnclude capablllLles for such purposes as Lo do llsLs shorL noLes and remlnders and recordlng Llme spenL on varlous pro[ecLs CSverma(8eaderCS uepL) 10 L|ectron|c Ma|| lecLronlc mall (emall) permlLs sendlng lnformaLlon Lo users Lhrough Lhelr compuLers communlcaLlon llnks lor example memos can be senL Lo Lhose on deslgnaLed dlsLrlbuLlon llsLs and Lhe reclplenLs can acknowledge recelpL prlnL coples and respond Lhrough Lhe elecLronlc mall sysLem CSverma(8eaderCS uepL) 11 SLeps for Cfflce AuLomaLlon SysLem W Analyzlng W ueslgnlng CSverma(8eaderCS uepL) 12 Analyzlng Ceographlcal Lhe physlcal placemenL of Lhe offlce 1emporal hours of work AcLlvlLy Lasks LhaL are performed SLrucLural worker managemenL relaLlons SpaLlal area where people work ln relaLlon Lo co workers conomlc crlLerla LhaL drlve an organlzaLlon Soclal reasons why people become moLlvaLed Lo produce resulLs CSverma(8eaderCS uepL) 13 es|gn|ng Cff|ce Systems -eeds AssessmenL MeLhodology A -eeds Assessment Methodo|ogy |s necessary to |dent|fy the cruc|a| needs to be served by automat|on If the too|s are procedura| then a rocedura| es|gn Methodo|ogy and a rocedura| Imp|ementat|on Methodo|ogy shou|d be |mp|emented 9rocedural ueslgn MeLhodology 9rocedural lmplemenLaLlon MeLhodology CSverma(8eaderCS uepL) 14 9rocedural Loll 9rocedural Lools are Lhose ln whlch Lhere ls a predeLermlned flow of work lnvolvlng many sLeps 1he flow may be Lhe same every Llme or may lnclude a more complex loglc flow CSverma(8eaderCS uepL) 13 -on 9rocedural 1ool JlLh nonprocedural Lools one can speclfy a seL of funcLlons Lo be supporLed buL cannoL say whaL funcLlons wlll be used or ln whaL order 1he use of declslon supporL sysLems daLabase managemenL sysLems elecLronlc spreadsheeL sysLems Lhe Lelephone and word processlng Lools generally fall lnLo Lhls caLegory CSverma(8eaderCS uepL) 16 1ypes of Cfflce 1ype 1 offlces or deparLmenLs handle Lhe flrms rouLlne lnformaLlon processlng (lor example accounLlng payroll and bllllng deparLmenLs) procedures are cenLral ln Lhese deparLmenLs and Lhe auLomaLlon of procedures ls crlLlcal Lo lmproved performance 1ype 2 offlces or deparLmenLs handle Lhe flrms non rouLlne lnformaLlon processlng (lor example corporaLe plannlng deparLmenLs markeLlng deparLmenLs and englneerlng deparLmenLs) 1here are comparaLlvely few seL procedures ln Lhese deparLmenLs and supporL of Lhese procedures ls noL cenLral Lo lmproved funcLlonal performance Jork should be supporLed wlLh nonprocedural Lools such as emall declslon supporL sysLems CSverma(8eaderCS uepL) 17