Office Automation syllabus

CERTIFICATE COURSE IN COMPUTER SCIENCE ON

SECRETARIAT OFFICE AUTOMATION

SYLLABUS GUIDELINES

DIRECTORATE OF SMART COMPUTER TRAINING CENTER,

ENTRÉE DE LA VILLE (CAMP SABLE), BAFOUSSAM

Compiled By Mr ZUKO Franclin (CSC/ICT Lecturer) Tel: 653 740 310/ 695 348 103 Page 1
 Office Automation syllabus
CERTIFICATE COURSE IN COMPUTER ON OFFICE AUTOMATION SYLLABUS

UNIT 1: BASICS OF COMPUTER

UNIT 2: OPERATING SYSTEMS

MS-WINDOWS & LINUX

UNIT 3: OFFICE APPLICATIONS – I

MS OFFICE: MS-WORD & OPEN OFFICE: WRITER

UNIT 4: OFFICE APPLICATIONS - II

MS OFFICE: MS-EXCEL & OPEN OFFICE: CALC & MATH

UNIT 5: OFFICE APPLICATIONS - III

MS OFFICE: MS-ACCESS OPEN OFFICE: BASE

UNIT 6: OFFICE APPLICATIONS - IV

MS OFFICE: MS-POWER POINT & OPEN OFFICE: IMPRESS

UNIT 7: INTERNET & INTRODUCTION TO VARIOUS DEVICES AND

TOOLS

Note:

1. A candidate has to complete a minimum of 240 hrs of training.

2. WIDOWS 10/11, MS-OFFICE 2013 and OpenOffice to be followed for Theory and Practical
Examinations.

3. The approximate weightage for Theory and Practical Examinations are as follows.

MS WINDOWS and MS OFFICE - 80%

LINUX and OPEN OFFICE - 20%

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 Office Automation syllabus
DETAILED SYLLABUS – THEORY

UNIT 1: BASICS OF COMPUTER

Introduction to Computer: Definition - History & Generation of Computer (From 1st to 5th) - Applications of
Computer – Advantages of Computer – Terms related to Computer - Characteristics of Computer: Speed,
Storage, Versatility and Diligence – Hardware & Software. Block Diagram and Working Principle of Computer
Types of Computer: On the Basis of Working - Analog, Digital & Hybrid, On the Basis of Size - Main frame,
Mini Computer, Super Computer, Work station, Micro Computer, Desktop Computer, Laptop Computer,
Palmtop Computer; On the basis of Processor – XT, AT & Pentium(i3, i5, i7);
Memory: Units, Representation, Types - Primary memory: RAM, ROM, PROM, EPROM, EEPROM, DDR
Secondary memory: Hard disk, SSD, CD, DVD, Blue ray Disc, Pen Drive Magnetic tape & Zip disk;
System Unit: CPU and components, Mother board, HDD, SSD, RAM, ROM, SMPS & Connecting wire -
Graphics Card, Sound Card, NIC – Modem;
Input & Output devices: Keyboard, Mouse, Scanner, Digital Camera, Joystick, Graphic Tablet, Monitor,
Printer, Plotter – Connecting port – Serial, parallel port – USB port – Installation of scanner and printer -
connecting monitor, mouse, keyboard to system unit

UNIT 2: OPERATING SYSTEMS

Windows:
Definition of Operating System - Functions of OS - Types of OS: Single user, Multi-
User, multi-task, RTOS, Single-user, Multi-tasking
System Administration: Installing Windows– Booting the system – Maintaining user accounts – File systems
and special files – Backups and restoration.
Windows Desk top - GUI: Definition, Standards, Cursors/Pointers, Icons, GUI Menus, GUI-Share Data
Desktop icons and their functions: My computer, My documents, Network neighborhood, Recycle Bin, Quick
launch tool bar, System tray, Start menu, Task bar
Dialog Boxes: List Box, Spin Control Box, Slide, Drop-down list, Radio button, Check box, Text box
Task Bar: System Tray - Quick launch tool bar - Start button
Parts of Windows: Title bar-Menu bar - Scroll bar- Status bar, Maximize, Minimize, close and Resize &
Moving a Window – Windows - Start Menu –Help Menu- Preview Menu - Logoff & Shutdown
Keyboard Accelerators: Keyboard short keys or hotkeys

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 Office Automation syllabus
Working with Notepad & WordPad: Opening & Saving files, Formatting, Printing, Inserting objects, Finding
& replacing text, Creating & Editing Images with Microsoft paint, using the Calculator – Personalizing
Windows.
Linux:
Linux Programming & Administration: Introduction to Linux – Features of Linux – Components of Linux –
Linux process and Thread Management – File Management System;
Linux Commands and Utilities: cat, tail, cmp, diff, wc, sort, mkdir, cd, rmdir, pwd, cp, more, passwd, who,
whoami, mv, chmod, kill, write, wall, merge, mail, news

UNIT 3: OFFICE APPLICATIONS - I

Introduction to MS Office - MS Word and Open Office – Writer

MS Word
Working with Documents -Opening & Saving files, Editing text documents, Inserting, Deleting, Cut, Copy,
Paste, Undo, Redo, Find, Search, Replace, Formatting page & setting Margins, Converting files to different
formats, Importing & Exporting documents, Sending files to others, Using Tool bars, Ruler, Using Icons, using
help.
Formatting Documents - Setting Font styles, Font selection- style, size, colour etc, Type face - Bold, Italic,
Underline, Case settings, Highlighting, Special symbols, Setting Paragraph style, Alignments, Indents, Line
Space, Margins, Bullets & Numbering.
Setting Page style - Formatting Page, Page tab, Margins, Layout settings, Paper tray, Border & Shading,
Columns, Header & footer, Setting Footnotes & end notes – Shortcut Keys; Inserting manual page break,
Column break and line break, Creating sections & frames, Anchoring & Wrapping, Setting Document styles,
Table of Contents, Index, Page Numbering, date & Time, Author etc., Creating Master Documents, Web page.
Creating Tables- Table settings, Borders, Alignments, Insertion, deletion, Merging, Splitting, Sorting, and
Formula.
Drawing - Inserting ClipArts, Pictures/Files etc.
Tools – Word Completion, Spell Checks, Mail merge, Templates, Creating contents for books, Creating
Letter/Faxes, Creating Web pages, Using Wizards, Tracking Changes, Security, Digital Signature.
Printing Documents – Shortcut keys.
OPEN OFFICE – WRITER
Introduction to Open Office Suite - Selecting the application package, Working with Documents- Formatting
Documents - Setting Page style- Creating Tables - Drawing- Tools - Printing Documents - Operating with MS
Word documents.

UNIT 4: OFFICE APPLICATIONS - II

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 Office Automation syllabus
Introduction to MS Office – MS Excel and Open Office – Calc:
MS Excel: Spread Sheet & its Applications, Opening Spreadsheet, Menus - main menu, Formula Editing,
Formatting, Toolbars, Using Icons, Using help, Shortcuts, Spreadsheet types. Working with Spreadsheets-
opening, Saving files, setting Margins, Converting files to different formats (importing, exporting, sending files
to others), Spread sheet addressing - Rows, Columns & Cells, Referring Cells & Selecting Cells – Shortcut
Keys.
Entering & Deleting Data- Entering data, Cut, Copy, Paste, Undo, Redo, Filling Continuous rows, columns,
Highlighting values, Find, Search & replace, Inserting Data, Insert Cells, Column, rows & sheets, Symbols, Data
from external files, Frames, Clipart, Pictures, Files etc, Inserting Functions, Manual breaks.
Setting Formula - finding total in a column or row, Mathematical operations (Addition, Subtraction,
Multiplication, Division, Exponentiation), using other Formulae.
Formatting Spreadsheets- Labelling columns & rows, Formatting- Cell, row, column & Sheet, Category -
Alignment, Font, Border & Shading, Hiding/ Locking Cells, Anchoring objects, Formatting layout for Graphics,
Clipart etc., Worksheet Row & Column Headers, Sheet Name, Row height & Column width, Visibility - Row,
Column, Sheet, Security, Sheet Formatting & style, Sheet background, Colour etc, Borders & Shading –
Shortcut keys.
Working with sheets – Sorting, Filtering, Validation, Consolidation, and Subtotal.
Creating Charts - Drawing.
Printing. Using Tools – Error checking, Spell Checks, Formula Auditing, Creating & Using Templates, Pivot
Tables, Tracking Changes, Security, Customization.

OpenOffice-Calc
Introduction: Introduction to Spreadsheets, Overview of a Worksheet, Creating Worksheet & Workbooks,
Organizing files, Managing files & workbooks, Functions & Formulas, Working with Multiple sheets,
Creating Charts & Printing Charts – Operating with MS Excel documents, which are already created and saved
in MS Excel.

UNIT 5: OFFICE APPLICATIONS - III

Introduction to MS Office-MS Access and Open Office-Base:

MS Access: Introduction, Planning a Database, Starting Access, Access Screen, Creating a New Database,
Creating Tables, Working with Forms, Creating queries, Finding Information in Databases, Creating Reports,
Types of Reports, Printing & Print Preview – Importing data from other databases viz. MS Excel etc.
OpenOffice-Base: Introduction- Database Concepts – Creating a New Database, Creating Tables, Working with
Forms, Creating queries, Finding Information in Databases, Creating Reports, Types of Reports, Printing and
Printing preview – Operating with other databases i.e. MS Access etc.

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 Office Automation syllabus

UNIT 6: OFFICE APPLICATIONS – IV

Introduction to MS Office-MS Power Point and Open Office-Impress

MS Power point: Introduction to presentation – Opening new presentation, Different presentation templates,
Setting backgrounds, Selecting presentation layouts.
Creating a presentation - Setting Presentation style, Adding text to the Presentation.
Formatting a Presentation - Adding style, Colour, gradient fills, Arranging objects, Adding Header & Footer,
Slide Background, Slide layout. Adding Graphics to the Presentation- Inserting pictures, movies, tables etc into
presentation, Drawing Pictures using Draw.
Adding Effects to the Presentation- Setting Animation & transition effect.
Printing Handouts, Generating Standalone Presentation viewer.
OpenOffice-Impress: Introduction – Creating Presentation, Saving Presentation Files, Master Templates & Re-
usability, Slide Transition, Making Presentation CDs, Printing Handouts – Operating with MS Power Point
files / slides.
UNIT 7: INTERNET & INTRODUCTION TO VARIOUS DEVICES AND TOOLS

Computer Networks: Data Communications –Types of Computer Networks – Local Area Networks & Wide
Area Networks.
Internet and Web Browsers: Definition & History of Internet - Uses of Internet - Definition of Web-
Addressing-URL-Different types of Internet Connections; Dial up connection, Broad band ( ISDN, DSL, Cable),
Wireless ( Wi-Fi, WiMax, Satellite, Mobile) naming convention, browsers and its types, internet browsing,
searching - Search Engines - Portals - Social Networking sites- Blogs - viewing a webpage, Creating an email-
ID, e-mail reading, saving, printing, forwarding and deleting the mails, checking the mails, viewing and running
file attachments, addressing with cc and bcc.
Introduction to various devices & Applications(electronic gadgets), which are widely using by executives
in the Offices:– Tablet, Smart Phone – concept of mobile phone and Tablet and their uses Applications of
Google forms, Google sheets, Google slides, – scan an image using scanner and edit it using tools available by
default in windows and Linux operating systems

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SCHEME OF VALUATION AND PATTERN OF QUESTION PAPER

THEORY EXAMINATION

Time: 2 Hrs. Max. Marks: 100 Min. Marks to pass: 40

Sl. No of Marks Total marks for

No Type of the Questions Questions per this division
. Question

1. Fill in the blanks 10 1 10

2. Matching the pairs 10 1 10
3 Multiple choice questions 10 1 10
4 True or False 10 1 10
One or Two line descriptive type
5 15/18 2 30
questions
Short answer descriptive type
questions
(Each question will have two
6 6 5 30
subdivisions out of which one has to
be answered)
Total 100

Compiled By Mr ZUKO Franclin (CSC/ICT Lecturer) Tel: 653 740 310/ 695 348 103 Page 7
 Office Automation syllabus
SYLLABUS – PRACTICAL EXERCISES

OPERATING SYSTEM

1. Starting a program, running a program

Running multiple programs and switching between windows

Running a program from explorer

2. Customizing the Task bar, Making the taskbar wider

Controlling the size of start menu options

Adding a program to the start menu

3. Recycle bin, restoring the deleted files

Arranging icons on the Desktop

Creating Shortcuts. Adding a program shortcut in the Desktop

4. Creating and removing folders, renaming folders and files

Expanding and collapsing a folder

Sorting a folder

5. Displaying the properties for a file or folder Using cut and paste operations to move a file

Using copy and paste operations to copy a file

6. Moving and copying files with mouse

Searching a file or folder by using search command

Recognizing File types using icons

7. Recording and saving an audio file

Connecting a printer to the PC

Capturing and saving entire monitor screen & active program window as images

MS OFFICE: MS-WORD & OPEN OFFICE: WRITER

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 Office Automation syllabus
8. Preparing a Govt. Order / Official Letter / Business Letter / Circular Letter- Covering formatting commands -
font size and styles - bold, underline, upper case, lower case, superscript, subscript, indenting paragraphs,
spacing between lines and characters, tab settings etc.

9. Preparing a newsletter: To prepare a newsletter with borders, two columns text, header and footer and
inserting a graphic image and page layout.

10. Creating and using styles and templates: To create a style and apply that style in a document

To create a template for the styles created and assemble the styles for the template.

11. Creating and editing the table :

To create a table using table menu

To create a monthly calendar using cell editing operations like inserting, joining, deleting, splitting and merging
cells
To create a simple statement for math calculations viz. totaling the column.
12. Creating numbered lists and bulleted lists:

To create numbered list with different formats (with numbers, alphabets, roman letters)
To create a bulleted list with different bullet characters.

13. Printing envelopes and mail merge:

To print envelopes with from addresses and to addresses

To use mail merge facility for sending a circular letter to many persons. To use mail merge facility
for printing mailing labels.

14. Using the special features of word: To find and replace the text. To spell check and correct. To generate
table of contents for a document. To prepare in for a document.

15. Create an advertisement Prepare a resume. Prepare a Corporate Circular letter inviting the shareholders to
attend the Annual Meeting.

MS OFFICE: MS-EXCEL & OPEN OFFICE: CALC & MATH

16. Using formulas and functions:

Compiled By Mr ZUKO Franclin (CSC/ICT Lecturer) Tel: 653 740 310/ 695 348 103 Page 9
 Office Automation syllabus
To prepare a Worksheet showing the monthly sales of a company in different branch offices (Showing Total
Sales, Average Sales).
Prepare a Statement for preparing Result of 10 students in 5 subjects (using formula to get Distinction, I Class,
II Class and Fail under Result column against each student).

17. Operating on the sheets:

Finding, deleting and adding records, formatting columns, row height, merging, splitting columns etc.
Connecting the Worksheets and enter the data.

18. Creating a Chart:

To create a chart for comparing the monthly sales of a company in different branch offices.

19. Using the data consolidate command:

To use the data consolidate command to calculate the total amount budgeted for all departments (wages, travel
and entertainment, office supplies and so on) or to calculate the average amount budgeted for – say,
department office expenses.

20. Sorting Data, Filtering Data and creation of Pivot tables.

MS OFFICE: MS-ACCESS OPEN OFFICE: BASE

21. Creating Student’s address Database and then list the data on the screen in alphabetical order.

22. Performing various queries.

23. Generating Query in Access

24. Generating the Report from Database

25. Importing and exporting data.

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 Office Automation syllabus
MS OFFICE: MS-POWER POINT & OPEN OFFICE: IMPRESS

26. Creating a new Presentation based on a template – using Auto content wizard, design template and Plain
blank presentation.

27. Creating a Presentation with Slide Transition – Automatic and Manual with different effects.

28. Creating a Presentation applying Custom Animation effects –Applying multiple effects to the same object
and changing to a different effect and removing effects.

29. Creating and Printing handouts.

INTERNET & INTRODUCTION TO VARIOUS DEVICES AND TOOLS

30. Searching for a web site / application / text documents viewing and downloading.

31. Create an E-mail account, Retrieving messages from inbox, replying, attaching files filtering and forwarding

32. Create Google form to collect data

33. Create Google sheet to collect data

34. Scan a photo using scanner and edit it using tools available in operating system by default.

***

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 Office Automation syllabus

PRACTICAL EXAMINATION

Time: 2 Hrs. Max. Marks: 100 Min. Marks to pass: 50

Distribution of Marks:
In the Practical Examination, Question Paper has three exercises carries equal marks.

i. Lab exercise (3x30) : 90 Marks ii. Viva-voce : 05 Marks iii. Record Note : 05 Marks

Total : 100 Marks

Note: Record Note should be hand written. Each exercise should state clearly the aim of the exercise, Procedure
and its Output.

Practical record note book

1. Record note book must be in A4 size only.

2. Cover page, Certificate page, table of content (index) page should be in the format given in the syllabus
only.

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 Office Automation syllabus
3. Record note book must be hand written by the candidate, output may be in printed form.
4. Record must be either in hard bound or spiral bound or soft bound
5. All exercises should be written in the record book as per syllabus.

6. Private candidates has to submit their Record Note books to the Chief Superintendent of the Examination
Centre 10 days before the commencement of COA Examinations.

DIRECTORATE OF TECHNICAL EDUCATION

Guindy, Chennai
-25
.

LABORATORY RECORD BOOK SUBMITTED IN PARTIAL FULFILLMENT

FOR THE AWARD OF THE CERTIFICATE OF

Compiled By Mr ZUKO Franclin (CSC/ICT Lecturer) Tel: 653 740 310/ 695 348 103 Page 13
 Office Automation syllabus
Certificate Course in

Computer on Office Automation

Name :
Registration Number :
Name of centre :

DIRECTORATE OF TECHNICAL EDUCATION

Guindy, Chennai -25.

Certificate Course in

Computer on Office Automation

CERTIFICATE

Compiled By Mr ZUKO Franclin (CSC/ICT Lecturer) Tel: 653 740 310/ 695 348 103 Page 14
 Office Automation syllabus
Certified that this is the bonafide record of work done by
_______________________________Reg. No _______________ in the certificate
course in Computer on Office Automation Laboratory and submitted for the
August/February 20___ Examination held at the examination
centre______________________________

Submitted for the practical examination held on _____________

Staff Incharge

Record marks

Internal Examiner External Examiner

CONTENTS

Sl.
Date Name of the Exercise Page no. Signature
No

Compiled By Mr ZUKO Franclin (CSC/ICT Lecturer) Tel: 653 740 310/ 695 348 103 Page 15
 Office Automation syllabus

Left side page

Output:

Compiled By Mr ZUKO Franclin (CSC/ICT Lecturer) Tel: 653 740 310/ 695 348 103 Page 16
 Office Automation syllabus

Compiled By Mr ZUKO Franclin (CSC/ICT Lecturer) Tel: 653 740 310/ 695 348 103 Page 17
 Office Automation syllabus

Right side page

Ex No: TITLE OF EXERCISE Date:

Aim:

Proedure:
(how to do the exercise, sequence of steps)

Compiled By Mr ZUKO Franclin (CSC/ICT Lecturer) Tel: 653 740 310/ 695 348 103 Page 18
 Office Automation syllabus

Result:

Compiled By Mr ZUKO Franclin (CSC/ICT Lecturer) Tel: 653 740 310/ 695 348 103 Page 19