1. 5.1 Basics of Office Automation
Affordable computer hardware and user-friendly application software make computer systems the most popular working tools in offices.
Labour intensive office tasks have largely been replaced by computerized processes:
Financial data
Payroll records
Customer records
Inventory information

2. A typewriter was once a popular method for producing a document.
5.1 Basics of Office Automation
A typewriter was once a popular method for producing a document.

3. 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 major applications of office automation include:
Data processing
Management of digital information
Information exchange

4. Increased Productivity Better Communications Better Data Management
5.1 Basics of Office Automation
The advantages of office automation include:
Increased Productivity
Better Communications
Better Data Management
Reducing
Company Expenses

5. 5.1 Basics of Office Automation
Increased Productivity
Complete time-consuming office tasks in shorter time
Better Data Management
Digital data and documents can be effectively stored, reused and referenced through a computer network.
Better Communications
Various digital communication channels:
Video conferecing
IP phones
Instant messenger
These channels can complement traditional communication methods.
Reducing Company Expenses
The operating cost of office automation software is low.
Storing document digitially can save office space.

6. 5.1 Basics of Office Automation
Source:
A company providing office automation solution

7. 5.1 Basics of Office Automation
Source:
A company providing office automation solution

8. 5.2 Software and Hardware for Office Automation
Software in Office Automation
A number of types of application software have been developed for office automation.
Application software helps us organize raw data into useful information.
Typical examples include:
Word processors
Spreadsheets
Database software
Presentation software
Communication software
Image editing software

9. Common types of application software used in office automation
5.2 Software and Hardware for Office Automation
Software in Office Automation
Application software
Example
Usage
Word processor
Microsoft Word,
OpenOffice.org Writer
Create, modify, format and print documents.
Spreadsheet
Microsoft Excel,
OpenOffice.org Calc
Organize, calculate, chart and
present data on spreadsheets.
Database
software
Microsoft Access,
OpenOffice.org Base
Create and manage data files
systematically, and execute queries.
Common types of application software used in office automation

10. Common types of application software used in office automation
5.2 Software and Hardware for Office Automation
Software in Office Automation
Application software
Example
Usage
Presentation
software
Microsoft PowerPoint,
OpenOffice.org Impress
Create slides with multimedia elements for presentations.
Communication
Microsoft Outlook
Manage address books,
appointment calendars, and s.
Image editing
Adobe Photoshop,
Ulead PhotoImpact, OpenOffice.org Draw
Create and modify images.
Common types of application software used in office automation

11. 5.2 Software and Hardware for Office Automation
Hardware in Office Automation
Computer systems are the essential types of hardware found in a modern office.
The standard input and output devices include:
Keyboards
Mice
Monitors
Speakers
Microphones
Common types of hardware for office automation include:
Network printers
Fax machines
Scanners

12. 5.2 Software and Hardware for Office Automation
Hardware in Office Automation
Hardware used in office automation

13. 5.2 Software and Hardware for Office Automation
Hardware in Office Automation
Besides computer systems, 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
servers
Database servers

14. 5.2 Software and Hardware for Office Automation
Hardware in Office Automation
Besides computer systems, 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
servers
Database servers

15. 5.3 Basic Activities in Office Automation
There are four basic activities in office automation:
Data application
Data exchange
Data storage
Data management

16. 5.3 Basic Activities in Office Automation
Data Application
In office automation, data application includes:
Editing documents
Producing reports and documents
Modifying digital images

17. Type of data application
5.3 Basic Activities in Office Automation
Data Application
Type of data application
Application
software
Example
Data analysis
Spreadsheet, statistic software
Microsoft Excel, SPSS
Digital image modification
Image editing software
Adobe Photoshop, Microsoft Photo Editor, Paint.NET
Document production
Word processor
Microsoft Word, OpenOffice.org Writer
Report generation
Database management system
Microsoft Access, MySQL, Oracle Enterprise Manager
Application software used in various types of data application in an office

18. Examples of software used in data application
5.3 Basic Activities in Office Automation
Data Application
Microsoft Excel
Examples of software used in data application

19. Examples of software used in data application
5.3 Basic Activities in Office Automation
Data Application
Paint.NET
Examples of software used in data application

20. Examples of software used in data application
5.3 Basic Activities in Office Automation
Data Application
Microsoft Word
Examples of software used in data application

21. Examples of software used in data application
5.3 Basic Activities in Office Automation
Data Application
MySQL
Examples of software used in data application

22. 5.3 Basic Activities in Office Automation
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

23. 5.3 Basic Activities in Office Automation
Data Storage
Various secondary storage devices can be used to store the data.
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 devices
Common secondary storage devices used in office automation

24. 5.3 Basic Activities in Office Automation
Data Exchange
Can be carried out through electronic communication channels
Some examples of electronic communication channels:
Voice mail
Fax
For a well-designed computer network, vast amounts of digital information can be instantly transferred from one device to another instantly or shared among a number of users simultaneously.
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.

25. Video conferencing between several parties in different locations
5.3 Basic Activities in Office Automation
Data Exchange
Video conferencing between several parties in different locations

26. 5.3 Basic Activities in Office Automation
Data Management
The primary objective of office automation is to manage data from all aspects of a business including:
Inventory records
Financial plans
Personnel information
Marketing expenditure
Customer orders
A number of applications have been developed to meet the needs of data management.

27. 5.3 Basic Activities in Office Automation
Data Management
Database Management System (DBMS)
Data is stored in the form of records with a specific structure in a database management system (DBMS).
Provides tools and functions for efficient data access and generating reports.

28. Microsoft Access – an example of a database management system (DBMS)
5.3 Basic Activities in Office Automation
Data Management
Database Management System (DBMS)
Microsoft Access – an example of a database management system (DBMS)

29. 5.3 Basic Activities in Office Automation
Data Management
Task Scheduling Systems
An office automation system is often used to track both short-term and long term data in:
Financial plans
Workforce allocations
Marketing expenditure
Inventory control
Provide tools for monitoring and managing various project and activities through:
Timelines
Resource equations
Electronic scheduling

30. 5.3 Basic Activities in Office Automation
Data Management
Task Scheduling Systems
Major functions of a task scheduling system include:
Tasks scheduling
Cost management
Resources allocation
Quality control
Reports generation

31. 5.3 Basic Activities in Office Automation
Data Management
Task Scheduling Systems
Can be a sophisticated application system specially developed for large companies and corporations such as:
Civil construction companies
Worldwide carrier express companies
Task scheduling systems which can manage smaller projects:
Microsoft Project
OmniPlan
ProjectPier

32. A worksheet of Microsoft Project
5.3 Basic Activities in Office Automation
Data Management
Task Scheduling Systems
A worksheet of Microsoft Project

33. A worksheet of Microsoft Project
5.3 Basic Activities in Office Automation
Data Management
Task Scheduling Systems
A worksheet of Microsoft Project

34. 5.4 Effectiveness of Office Automation
There are a number of factors affecting the effectiveness of office automation.
Two main factors that determine the effectiveness of office automation:
Equipment
People

35. 5.4 Effectiveness of Office Automation
Equipment
When office automation is introduced into an office, the following factors should be considered:
The cost of installing and maintaining the equipment is within the proposed budget.
The new office automation system is compatible with the existing system.
The time required for system implementation is well controlled.
The levels of technical requirement are tailor-made for the users.
The physical arrangement of equipment is suitable for the current situation in the office.

36. 5.4 Effectiveness of Office Automation
People
Basically the users of an office automation system can be:
Managing directors
Managers
Computer engineers
Secretaries
Clerks
They work in different posts and use different functions of an office automation system.
To ensure proper and effective operation of an office automation system, extensive and well-organized training programmes should be launched so that the users can adapt to it more easily.

37. 5.4 Effectiveness of Office Automation
People
Basically the users of an office automation system can be:
Managing directors
Managers
Computer engineers
Secretaries
Clerks
They work in different posts and use different functions of an office automation system.
To ensure proper and effective operation of an office automation system, extensive and well-organized training programmes should be launched so that the users can adapt to it more easily.