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Office automation system 1
- 2. Office automation It refers to the use of computer and software to digitally create, collect, store, manipulate, and relay office information needed for accomplishing basic tasks.
- 3. The backbone of office automation is a LAN, which allows users to transmit data, mail and even voice across the network. All office functions, including dictation, typing, filing, copying, fax, Telex, microfilm and records management, telephone and telephone switchboard operations, fall into this category.
- 4. Office automation was a popular term in the 1970s and 1980s as the desktop computer exploded onto the scene. The automation of everyday office tasks is one of the key results of the electronic revolution. Word processors, spreadsheets, databases, accounting packages, networks, and e-mail are but some of the innovations that have transformed the way we work in the late twentieth century.
- 5. Office automation means the complete integration of - word processing, electronic filing diary management Communications,including electronic mail, telex and fax
- 6. Latest development in office automation The latest development is that of electronic mail. Electronic mail has been around for a number of years now, but has become increasingly useful as more and more people have a regularly checked e-mail account.
- 7. Components and other tools available in office automation 1) Function : An action or operation performed electronically by activating a function key or sequence of keys. Examples of functions include copy, delete, move, search, calculate, go to, change font, and print.
- 8. 2) Software Package : A program of instructions that interacts with the system's hardware to perform operational or functional tasks. Software packages are comprised of program instructions that are applicable to a specific office requirement such as , producing textual documents, developing spreadsheets, establishing databases, or presenting information in graphic form.
- 9. 3)Software Type : Software packages that provide similar capabilities are categorized as a particular type of software, e.g., database management, electronic spreadsheet, or word processing. This guide also refers to some of the more commonly used types of software described in the sections that follow.
- 10. 4)Word Processing : Word processing software, designed for developing textual documents permits users to create, format, modify, and print documents electronically.
- 11. With word processing software, an employee can perform such functions as: add, copy, correct, delete, or move text; automatically print document identification or other notations at the top or bottom of each page; automatically number pages; create form letters and automatically merge these with mailing lists; check documents for spelling errors; designate some characters as boldfaced or underlined or italic; and search for and change specific text within a document.
- 12. 5)Electronic Spreadsheet : Spreadsheet software, used extensively for accounting and financial purposes, is designed for maintaining, manipulating, and calculating numerical data. Example: Microsoft Excel. A typical electronic spreadsheet consists of a matrix of rows and columns similar to the conventional columnar pad.
- 13. The user can add, delete, or modify the numerical records maintained in these spreadsheets. Spreadsheet software provides formulas, functions, and commands to manipulate or calculate the data to meet multiple report formats.
- 14. 6) Database Management Database management software provides capability for organized electronic storage of information in general categories or files. It allows the user to rearrange the order and number of items of information in printed form, and to search for and display specific items of information
- 15. 7) Desk-Top Publishing (DTP)- Desk-top publishing software is used to lay out text, graphics, and pictures on a page. With desk-top publishing software, the user can perform such tasks as: integrating text and graphics on a page; increasing or decreasing the size of charts, graphs, or pictures and using multiple styles and sizes of type.
- 16. 8)Graphics Graphics software typically allows the creation of charts and graphs based on data provided through a spreadsheet or by the user directly.
- 17. 9)Project Management Project management software permits the user to identify tasks, task relationships, resources, and time requirements of a project; to manipulate that information for planning purposes; to track work progress against the plans; and to report and display information about the project in varied ways. The software automatically adjusts such information as starting, ending, and milestone dates for the project based on changes in assumptions and estimates introduced by the user.
- 18. 10)Calendar Calendar software generally permits the user to schedule events on one or more calendars. Additional functions may include capabilities for such purposes as "to do" lists, short notes and reminders, and recording time spent on various projects.
- 19. 11) Electronic Mail Electronic mail (email) permits sending information to users through their computers' communication links. For example, memos can be sent to those on designated distribution lists, and the recipients can acknowledge receipt, print copies, and respond through the electronic mail system.
- 20. ADVANTAGES Replacing human operators in tasks that involve hard physical or monotonous work. Replacing humans in tasks done in dangerous environments ( i.e, fire, space, volcanoes, nuclear facilities, under water etc.). Performing tasks that are beyond human capabilities of size, weight, speed, endurance, etc.
- 21. Economy improvement: Automation may improve in economy of enterprises, society or most of humanity. For example, when an enterprise invests in automation, technology recovers its investment; when a state or a country increases its income due to automation like Germany or Japan in the 20th century. Reduces operation time and work handling time significantly. Frees up workers to take on other roles.