Unit- III Office Automation Page 1 of 7

OFFICE AUTOMATION
34. * .Introduction to office and Nature of Office work?
Or
What is Office Automation?
or
Explain the need for office Automation?
The present day office is an information-processing center. Its effectiveness is
determined by the efficiency and productivity of office workers.
Most of the information in office is paper based and in an unstructured form(not
clear). Automation of office activities leads to improve the productivity of office.
Information
Any kinds of knowledge or message that can be used to improve to make a possible
decision.
Office:- It is a place filled with people doing the paper work of one kind or another
keeping the records and files.
An Office
a) Receives the information
b) Records and stores information
c) Structures information
d) Process information
e) Provide access to information
Need for office automation:
The retrieval of information at any desired time was difficult and time consuming
when we are using paper based file. The following points are emphasis the need of office
automation.
1. Too much space is required to store office files and records and record management
has become very costly.
2. Retrieval of information at any desired time is very difficult and time consuming
3. Civilian employment increased.
35. *. List the benefits of Office Automation?(or) Innovations of office
automation?
Every producer wants to maximize his profits by incorporating all methods of
new technology to improve his productivity. Office automation will help him in the
improvement and reduction of costs.
Introduction of computer systems can reduce head-count and the clerical wages.
Computer power can be substituted for routine labor of clerical work force.
Computers also save time. Duplicate copies can be got every easily and retrieval
of documents also will be every easy. The advantages of automation are:
1. Increased efficiency due to higher productivity.
2. Increased effectiveness of office workers.
3. The quality of work is greatly enhanced.
4. Time taken of information storage, retrieval and dissemination is reduced
considerably.
5. Space of storage of files and records can be reduced.
36. * Enumerate the office equipments for document preparation?
Office equipments are used to perform various office requirements very easily.
The following are important office equipments. They are
 Typewriter
 Electronic Typewriter
 Computers
 Printers
 Copiers
The typewriter: The quality of documentation can be increased with typewriter.
Electronic typewriter: It has special features that automate much of the typing process.
Computers: Computer system is a primary equipment used today in the office for
designing and printing high quality documents.
Printer: - Printers are used for printing the typed text.
Copiers: copiers (like Xerox machines) are used to prepare duplicate copies.
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37.*. Explain the different communication requirements that are needed in an
office?
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Communication services are the methods of distribution of information.

Transmission media of information are known as channels, links, line, circuits etc. and
are used in the exchange of voice, data, graphics, video and images.
The modern communication services include:
1. Electronic mail
2. Facsimile transmission
3. Voice systems
4. Teleconferencing (video conferencing)
5. Voice message system
1.Electronic Mail: - This mail system is a method of sending and receiving messages,
mail, documents, etc.
2. Facsimile Transmission: - This also is a kind of electronic mail. It is also called Fax.
It is a type of copier or scanner, which sends an original document, forms one location to
another over conventional telephone or telex lines, electronically.
3. Voice Systems: - Voice systems are based on computer exchanges, microprocessor
and the concept of digitization of voice for integration of data and voice.
4. Voice Message System: - Voice message mail systems are computer based and
featured powerful message handling and management capabilities.
5 Teleconferencing: - Teleconferencing is a way of conferencing discussing or
communicating by audio and video devices..

38.*Explain the features of LAN and WAN?

LAN (LOCAL AREA NETWORKS)
LAN is Local Area Network. This system links computers peripherals and other
devices within an office, in a limited geographic area. LAN interconnects computer
and components with in a limited geographical area like an office buildings or a
single site such as an airport or a university campus. The covering area will be around
25 km.
WAN (WIDE AREA NETWORKS)
Wide area network (WAN) are composed of autonomous computer that are
distributed over a large geographical area. Several Local Area Networks are
connected with each other to cover wide areas. With the help of WAN information
can be shared by the organization the world over.
The LAN and WAN are the networks, which make possible a wide range of
communication services in the office domain.
39.*. Explain the Decision Support Systems?
Decision-making is the most important work of a manager in an organization. He
needs information to support his activities. Many times the managers facing a problem,
finding solution for that, have difficulty in not only solving the problem but also in
identifying the problem. The task is difficult because the problems are unstructured or
semi-structured.
The managers have to make decisions with in hours or with in a few days. He
cannot take weeks to arrive at decisions.
Since problem solving, is an adaptive and interactive process, the tools should
support the manager’s need of data collection, display, synthesis and resolutions at
various stages of problem solving.
The personal computer is one such tool that helps the manager in decision-
making.
The PC is nothing but a computer. The PC is based on a 32-bit processor. The
keyboard and the monitor are the principal input and output devices. The keyboard is
almost like a standard typewriter with additional keys for control and a numeric keypad.

40.* MS-OFFICE

Microsoft Office is a GUI package that provides an environment to create documents,

presentations, databases, reports, graphs etc. It is also known as Suite It contains a
collection of software components so it is also called ‘Suit’. Some of them are

1. Microsoft Word: This is a full-featured word processor that we can use to create
letters, memos, newsletters and any other type of documents.
2. Microsoft Excel: This is a spreadsheet program that allows user to organize,
analyze information and produces various graphs, reports etc.
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3. Microsoft Power Point: This is a presentation package that we can use to create
slides, overhead transparencies, handouts etc.
4. Microsoft Access: This is a Relational Data Base Management System (RDBMS)
package that allows user to store and manipulate data. It is used to create various
tables, forms, queries, reports etc.
5. Microsoft Outlook: This is a personal planner (Electronic diary) that is used for
scheduling various tasks such as appointments, meetings ,send and receive mails
through the internet etc.

41.* MS-WORD
MS-WORD is one of the components of MS-OFFICE. It is a word processing
package. MS-WORD helps to create text, edit text, format text, create tables and print
documents very easily. Word Processing: is an arrangement of characters, words and
sentences in meaningful and attractive.
WORD, the information is present in the form of documents. A document is a
collection of one or more pages. A page is itself contains lines of text, graphical images,
table of contents etc. Hence, when a file is saved, MS-WORD gives a file
extension .DOC automatically.
Features of MS-WORD: In MS-WORD, we can
- Change text into attractive like changing Font name, size, Bold, Italic etc
- Display text using Bullets and Numbering feature
- Align the text to right, left or center on the page
- Adjust character, line and paragraph spacing
- Copy or Move the text
- To define headers and footers.
- Create tables
- To check spelling and grammar.
- Prepare mails to different addresses using Mail merge
- Create various drawing objects such as Lines, Circles, WordArt, ClipArt and so on
- Link different files thru Hyperlink etc.
42.* File Operation of ms-word
Creating A New Document
Whenever we load MS-WORD, it automatically opens a new document with
default file name “Document1”. To open a new blank document from within MS-WORD
application, follow any one of the following steps.
 Select FileNew menu option.
(OR)
 Click on New tool button on Standard Tool Bar.
 (OR)
 Press CTRL+N keys
Saving a Document
In MS-WORD, we can save a document at any point. When a file is saved, MS-WORD
gives a file extension .DOC automatically. To do this,
 Select FileSave or FileSave As menu option (OR)
 Press CTRL+S keys (OR)
 Click Save button on Standard tool bar
Opening an Existing Document
To open an existing document from within MS-WORD application, follow any one of the
steps given below:
 Choose FileOpen menu option (OR)
 Click on Open tool button on Standard Tool Bar (OR)
 Press CTRL+O keys
The above options will display the Open dialog box with a list of WORD documents.
Select a file and click OPEN button.
Printing the Document
To print the document, we must select Print option from File menu. Follow any
one of the steps given below
 Choose FilePrint menu option (OR)
 Click on Print tool button on Standard Tool Bar (OR)
 Press CTRL+P keys

43.* EDITING OPERATIONS

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While designing a document, sometimes we need to search and/or replace text in

the document, search the page numbers, copy or move text to other locations etc. Hence,
we can use EDIT menu in MS-WORD. Some of the options available in EDIT menu are

UNDO: This command is used cancel the previous task. We can do this
o By EditUndo menu option (OR)
o By CTRL+Z keys (OR)
o By UNDO button of Standard tool bar
REPEAT: This command will repeat the previous task undo actions. We can do this
o By EditRepeat menu option (OR)
o By CTRL+Y keys
COPY: This command is used to copy the selected information into the clipboard. We
can do this either
o By EditCopy menu option (OR)
o By CTRL+C keys (OR)
o By COPY button of Standard tool bar
CUT: This command is used to cut the selected information in a document. We can do
this either
o By EditCut menu option (OR)
o By CTRL+X keys (OR)
o By CUT button of Standard tool bar
PASTE: This command is used to paste the Clipboard contents in the desired location
in the document. To do this
o Select EditPaste menu option (OR)
o Press CTRL+V keys (OR)
Click on PASTE button of Standard tool bar

44.* FORMATTING FEATURES

Formatting means to change the default settings of font, paragraph, background of the
document, border to the text or page etc.
1. Font: Font option provides different font names, font siz, text colour, underline,
text animation etc.
2. Paragraph: This is used to change alignment of paragraphs, space between lines
of paragraphs etc. Select FormatParagraph option and specify various options.
3. Bullets and Numbering: This option is used to type lines of text point by point.
Bullets are the symbols will be displayed with points. By using numbering option
we can insert numbers or alphabets for required points or headings.
4. Borders and Shading: By using this option we can insert borders for page or
paragraph in a document with different shades. Select FormatBorders and
Shading option and choose the required options.
5. Change Case: This option is used to change text into lowercase, uppercase,
sentence case, and title case and toggle case.

45.* TABLES
A table is a collection of rows and columns. It is used to arrange text in columns
and rows. The intersection of a row and column is a rectangular or square box called a
cell. Each cell is independent and can be resized or formatted. We can insert text,
numbers, pictures or formulae into a cell.
Using this feature we can easily calculate values such as summation, average of
values, counting number of values in the table, sorting the data of a table, displaying table
in a well designed manner using pre-defined formats etc.
COLUMN
ROWS

CEL
CREATING TABLES:
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A table can be inserted anywhere in a document. After inserting a table, we can

modify number of rows, the format of the table etc. A table can be created in one of two
ways:
- Choosing Draw Table from the Table menu, or
- Choosing Insert Table from the Table menu,
Draw Table method:
In this method, we can design table by dragging mouse.
Insert Table method:
In this method, we have to specify number of rows and columns initially
Inserting Rows or Columns:
After creating a table, we can insert row(s) or column(s) wherever we required.
Deleting Rows or Columns:
We can delete row(s) or column(s) of a table whenever we required.

46.* MAIL MERGE

Mail Merge is the process of merging a MS-WORD document with another document
that contain table or with a database table. After merging it creates a new document with
merged data.
Normally, if we want to mail a document to several persons (addresses), it is difficult
to change every time each person’s name and his address in the document. In this case, to
avoid this problem, we can use mail merge facility.
Requirements for Mail Merge:
MS-WORD requires the following sources for mail merge. They are
1) Word Document and
2) Data source that contains data in the form of table
 A Word document is one that we want to send. It contains text, graphics, tables
etc. Normally it is created in the MS-WORD only.
 The Data Source can be either a MS-WORD or MS-ACCESS or MS-EXCEL
document that contains table

Executing Tool / Mail merge menu command to generate mailing letters by

performing the following steps.
1. Type the letter in word document, which we want to send to
different people.
a. Select toolsmailmergemain documentcreate button
formlettersactivewindow
2. Create data source.
a. Select data sourcegetdatacreatedata sourceenter
number of records.
3. Merging letter with data source.
a. Toolsmailmergemerge the data with the document
mergemerge
After performing all the above three steps, MS-WORD creates a new document.
This document contains as many pages as there is selected number of records.

47.* MS-EXCEL
Microsoft Excel is a spreadsheet package. A spreadsheet package consists of
collection of rows and columns. The major advantage of spreadsheet is that formulas
recalculate their results automatically. It takes only few seconds to compute and display
the result to complex numeric problems.
MS-EXCEL is a specialized software package designed to perform critical
analysis such as
1) Financial analysis
2) Sales analysis
3) Profit and loss analysis
4) Mathematical analysis
5) Statistical analysis etc.
Features Of MS-EXCEL:
1. What. If Analysis: What...If analysis means, “What happens if one parameter of a
formula is changed and how it is going to effect the overall calculation?”
2. Charts: Another wonderful feature of this package is its capability to generate
various types of charts (graphs) based on the values of the worksheet.
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3. Database Management: Since EXCEL sheet look like a table, we can perform
various Database functions such as data sort, data query and other statistical oriented
operations.
4. AUTOCALC: Through this, we can easily find out the sum, average, maximum,
minimum etc. values of the selected range of cells without giving any formula.
5. Number Formatting: In EXCEL, we can display numbers in different formats like
currency, date, scientific etc.
48.*
WORKBOOKS
A workbook is a collection one or more worksheets. Since each workbook
contains many sheets, we can organize various kinds of related information in a single
file. In MS-EXCEL, a file is saved as a workbook. When a file is saved, EXCEL gives a
file extension .XLS automatically.
WORKSHEETS
A worksheet is just like a table or an array or a matrix, which contains rows and
columns. Worksheet is also known as spreadsheet. Worksheets are grouped under a
workbook. We can enter and edit data on several worksheets simultaneously and perform
calculations based on data.
CELLS
- The intersection of a row and column is known as cell. It is displayed like a
rectangular or square box. The cell pointer shows the active cell position.
- There are 256 x 65536 cells in a worksheet.
- A cell is independent and can hold a number, text or formula.
- A cell can be referenced by its column letter followed row number like A1, B65,
BH6789 etc.

49. FUNCTIONS (LIBRARY FUNCTIONS)

Functions are predefined formulas that perform calculations by using the given
values, called arguments. In other words, a function is a pre-defined process, which
returns a value to the reference point.
In MS-EXCEL, there are a number of built-in functions. We can select a function by
using Paste Function (fx) button on the standard tool bar. They are
SQRT(): This function returns the square root of a given number.
Syntax: SQRT(number) Example: SQRT(144)
FACT(): It returns the factorial of a number.
Syntax: FACT(number) Examples: FACT(5) returns 120
Syntax: COS(number) Example: COS(90)
SUM(): Adds all numbers in a range of cells. It considers only numeric values in the
specified range.
Syntax: SUM(number1, number2, ...)
Examples
SUM(3, 2) , SUM(A2:C2), SUM(B2:E2, 15, D7:F80)
COUNT(): Counts the number of cells that contain numbers or numbers within the list of
arguments.
Syntax: COUNT(value1,value2, ...)
Examples: COUNT(A1:A7), COUNT(12,”A”,56,78) gives 3
AVERAGE(): Returns the average value in a set of values.
Syntax: AVERAGE(number1,number2,...)
Example: AVERAGE(10,20,30) gives 20

50.* CHARTS
A chart is a graphical representation of data. Charts are visually attractive and
make it easy for users to see comparisons, patterns, and trends in data, rather than having
to analyse several columns of worksheet numbers.
EXCEL provides 14 different types of charts each of which shows data in a
different manner. They are Area, Column, Bar, Line, XY (Scatter), etc
Creating A Chart: The following procedure is used for creating the charts
Using Chart wizard, we can create a chart as follows:
1. Select Insert  Chart menu option or Click Chart Wizard button on the tool
bar; this will invoke chart wizard contains 4 steps
2. In Step 1, Choose Chart type
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3. In Step 2, Specify the Source Data on which chart is to be created

4. In Step 3, Specify all the necessary Formatting Options to the chart like title of
the chart, x-axis and y-axis labels, legends etc.
5. In Step 4, specify the location of the chart i.e. whether chart is placed in the same
worksheet or on a separate sheet
6. Click Finish button to view chart in the specified location.
7. Once a chart is created, we can modify the chart type, legends, x-axis or y-axis
values etc. by using chart tool bar or by clicking right mouse button on the chart.
Printing a Chart:
To print a chart, follow the given steps:
1. Create a chart using Chart Wizard.
2. Select the Chart
3. Choose FilePrint menu option
4. It displays Print dialog box
5. Click on OK button

51.* Ms – Publisher

Ms – Publisher is a complete desktop publishing package through which

you can create professional looking publication in a matter of minutes. Using the
Ms-Publisher you can prepare different publications. For example Letterheads,
Visiting Cards, Calendars, Envelops, News Letters etc., Ms-Publisher comes with
ready made design sets through which you can create a series of publications that
share a common theme.
As with all other ms-office packages, there are several ways of doing your
work in publisher.
1. Creating Letter head/banners/business cards/greeting cards:-
The following steps are used to create letterheads
1. Choose Letterhead option from the Wizards Category
2. Choose the style of letterhead that you like by clicking on it.
3. Click on the Start Wizard button to continue. You will see the normal
publisher page being changed into a letterhead page.
4. Click on OK button to continue.
5. Fill in the details in the form given below. Click on Update button to update
the information.
6. Click on Next Button to continue.
7. Click on the color scheme that you want for your letter head
8. Click on Next button to continue.
9. Click on No radio button to exclude the logo. You can click on Yes radio
button to include it.
10. Click on Next button to continue
11. Click on Finish button. You can also update the details that you had given
earlier by simply clicking on Update.