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Introduction to Office Automation - Coggle Diagram
Introduction to Office Automation
5.1 Basics of Office Automation
Office automation refers to the use of computer technology on accomplishing office
tasks.
It emphasizes that tasks should be done automatically as far as possible.
THe labour intensive office tasks have largely been replaced by computerized processes.
The major applications of office automation include:
Data processing
management of a digital information
Information exchange
Affordable computer hardware and user-friendly application software make computer systems the most popular working tools in offices.
The advantages of office automation include:
Better data management
Digital data and documents can be effectively stored, reused and referenced through a
computer network.
Better communications
Various digital communication channels: E-mail, video conferencing, IP phones, instant
messenger
Increased productivity
Complete time-consuming office tasks in shorter time
Reducing Company expenses
The operating of office automation software is low. Storing document digitially can save office space.
5.4Effectiveness of Office Automation
Equipment
When office automation is introduced into an office, the following factors should be
considered:
People
■ Basically the users of an office automation system can be:
5.2 Software and Hardware for Office Automation
Software in Office Automation
Application software helps us organize raw data into useful information.
Common types of application software used in office automation: :
Word processor
Create, modify,format and print documents.
Spreadsheet
Organize, calculate, chart and present data on spreadsheets.
Database software
Create and manage data files systematically , and execute queries.
Image editing software
Create and modify images.
Communication software
Manage address books, appointment calendars, and e-mails.
Presentation software
Create slides with multimedia elements for presentations.
A number of types of application software have been developed for office automation.
Hardware in Office Automation
Computer systems are the essential types of hardware found in a modern office
he standard input and output devices include:
Keyboards, mice, monitors, speakers, microphones
Common types of hardware for office automation include:
Network printers, fax machines, scanners
A computer network equipped with servers are essential in providing a wide range of services for office automation in a modern office.
Some examples of a computer network equipped with servers:
File servers,e-mail servers, database servers
5.3 Basic Activities in Office Automation
Data Application
■ In office automation, data application includes:
●editing documents
●producing reports and documents
● modifying digital images
■ Application software used in various types of data application in an office:
Data analysis
Spreadsheet, statistic software
Document production
Word processor
Digital image modification
Image editing software
Report generation
Database management system
Data storage
Office records ,documents and various kinds of multimedia materials are common types
of data found in an office.
Some examples of multimedia materials:
Scanned forms
Voice mails
Videos recorded during video conferencing
data exchange
Some examples of electronic communication channels:
For a well-designed computer network, vast amounts of can be instantly transferred from one device to another instantly or shared among a number of users simultaneously.
Can be carried out through electronic communication channels
Video conferencing and groupware are typical applications of exchanging information in office automation.
Groupware and network computer systems enable many users in an office to access data stored in a central repository.
Data Management
The primary objective of office automation is to manage data from all aspects of a
business including
A number of applications have been developed to meet the needs of data management.
Database Management(DBMS)
Task Scheduling systems
A number of applications have been developed to meet the needs of data managem