Introduction to Office Automation

5.1 Basics of Office Automation5.2 Software and Hardware for Office

Automation5.3 Basic Activities in Office Automation5.4 Effectiveness of Office Automation

5.1 Basics of Office Automation

What is Office Automation?

Varied computer hardware and software used for -

Creating

Collecting

Storing

Processing

Transferring

What is Office Automation?

The tasks should be done automatically.

The major applications

of office automation

data processing

management of digital information and information exchange

Adventages• Increased Productivity

– Office automation software can increase the productivity

• time-comsuming and done manually in shorter time

• Better Data Management – Data and Documents in a digital form

• Stored , reused and referenced through a computer network effectively

• Better Communications– E-mail ,IP phone … can be used in an office with a

computer network .• complement traditional communication and transferring files.

• Reducing Company Expenses– The operating cost of office automation is low

5.2 Software and Hardware for Office Automation

Software in Office Automation

• Word processor– e.g. Microsoft Word

• Spreadsheet– Microsoft Excel

• Database software– Microsoft Access

• Presentation software– Microsoft Powerpoint

• Communication software– Microsoft Outlook

• Image editing software– Adobe Photoshops , Ulead PhotoImpact

5.22 Hardware in Office Automation

• Printer

• Monitor

• Scanner

• Keyboard and Mouse

• Speakers and Microphone

5.3 Basic Activities in Office Automation

• 4 basic activities in office automation– 1. Data Application– 2. Data Storage– 3. Data Exchange– 4. Data Management

Data analysis

Digital image modification

• Image editing software

Document production

• Word processor

Report generation

• Database management system

5.3.2 Data Storage Secondary storage device Usage

Hard Disk Storage Of Data And Software

Compact disc Read-Only Memory (CD-ROM) And Digital Versatile Disc (DVD)

Files Backup Or Transfer

Magnetic tape System Backup

Memory Card Storage Of Files In Portable Electronic Device

CD-ROM

SD /SDHC XD CF

M2Micro SD Memory

Stick Pro Duo

5.3.3 Data Exchange

• Data Exchange can be carried out though electronic communication channel in office automation.– E.g. e-mail , voice mail , fax ...– Video conferencing and groupware --- typical

application of exchange information.– Groupware and network computer systems

enable many users to access data stored in a central repository.