1Prepared by:Mazhar Javed Awan Paper work For many years offices were dominated by paper. For many years offices were dominated by paper. Everything was recorded on paper either hand-written or typewritten and this had to be stored. Everything was recorded on paper either hand-written or typewritten and this had to be stored. Problems: Problems: Offices required large numbers of filing cabinets and filing clerks just to store and keep track of all the paperwork they produced. Offices required large numbers of filing cabinets and filing clerks just to store and keep track of all the paperwork they produced. Difficult to locate file. Difficult to locate file. Cost of instruments are higher. Cost of instruments are higher.

2Prepared by:Mazhar Javed Awan Electronic Office With the introduction of computers in offices there has been a gradual move towards a paperless office. With the introduction of computers in offices there has been a gradual move towards a paperless office. This has many advantages including: This has many advantages including: Reduced costs (no need for filing cabinets or filing clerks). Reduced costs (no need for filing cabinets or filing clerks). Reduced office space (filing cabinets take up considerable amounts of floor space). Reduced office space (filing cabinets take up considerable amounts of floor space). Individual office workers can access information much quicker. Individual office workers can access information much quicker.

3Prepared by:Mazhar Javed Awan Electronic office equipment and facilities Modern offices use a variety of different electronic equipment and facilities, although the majority are computer-based. Modern offices use a variety of different electronic equipment and facilities, although the majority are computer-based. These include: These include: Fax (facsimile) machines. Fax (facsimile) machines. (electronic mail). (electronic mail). EDI (electronic data interchange). EDI (electronic data interchange). Teletext. Teletext. The Internet. The Internet. Teleconferencing. Teleconferencing. Telecommuting. Telecommuting.

4Prepared by:Mazhar Javed Awan Fax Fax (facsimile) machines scan documents and transmit digital images of them to other fax machines. Fax (facsimile) machines scan documents and transmit digital images of them to other fax machines. They are particularly useful for sending copies of plans, drawings, or letters. They are particularly useful for sending copies of plans, drawings, or letters. A fax (short for facsimile) machine transmits a copy of written and graphical information via the telephone network. A fax (short for facsimile) machine transmits a copy of written and graphical information via the telephone network. It works in a similar way to a photocopier, except the copy is transmitted to a distant machine via the telephone network. It works in a similar way to a photocopier, except the copy is transmitted to a distant machine via the telephone network. Each Fax machine has a telephone number, this may or may not be shared with a telephone. Each Fax machine has a telephone number, this may or may not be shared with a telephone. Faxes are widely used in business offices because they make it very easy to transmit invoices, orders, rough drawings, copies of contracts and so on. Faxes are widely used in business offices because they make it very easy to transmit invoices, orders, rough drawings, copies of contracts and so on.

5Prepared by:Mazhar Javed Awan Advantages & Disadvantages Advantages: Advantages: Faxes are a fairly inexpensive method of sending a message - just the cost of a telephone call. Faxes are a fairly inexpensive method of sending a message - just the cost of a telephone call. They are simple to use and require very little training They are simple to use and require very little training They allow exact copies of hand written information or images to be transmitted without having to prepare it in any special way. They allow exact copies of hand written information or images to be transmitted without having to prepare it in any special way. As long as the fax machine is switched on, messages can be received at any time day or night. As long as the fax machine is switched on, messages can be received at any time day or night. They don't need any specialist installation or cabling as they make use of the existing telephone line They don't need any specialist installation or cabling as they make use of the existing telephone line Disadvantages: There is no immediate response or feedback from the recipient like there is with a telephone conversation You might dial the wrong number and send your document to someone else If the receiving machine is busy, your Fax will not be delivered. If the receiving machine is out of paper you will think that you sent your fax but it won't actually be printed It can take a long time to transmit if you have many sheets of paper

6Prepared by:Mazhar Javed Awan stands for 'Electronic Mail'. stands for 'Electronic Mail'. The electronic transmission of mail allows you to send formatted text and images to someone else with an address. The electronic transmission of mail allows you to send formatted text and images to someone else with an address. Each user has a 'mailbox' with a unique address into which messages can be sent ready for the recipient to 'collect' and read. (electronic mail) is fast replacing ordinary post as a means of sending messages between terminals on computer networks. Each user has a 'mailbox' with a unique address into which messages can be sent ready for the recipient to 'collect' and read. (electronic mail) is fast replacing ordinary post as a means of sending messages between terminals on computer networks. s can be stored digitally and this means that both the sender and receiver can reduce their reliance on paper-based filing systems. s can be stored digitally and this means that both the sender and receiver can reduce their reliance on paper-based filing systems. is now one of the most common methods of communication - ask most people that you know, they will probably have an address. is now one of the most common methods of communication - ask most people that you know, they will probably have an address.

7Prepared by:Mazhar Javed Awan Advantages s are usually received fairly quickly, most of the time a couple of seconds after they are sent s are usually received fairly quickly, most of the time a couple of seconds after they are sent People don't have to be present to receive the People don't have to be present to receive the s can be sent any time of the day or night, 365 days a year s can be sent any time of the day or night, 365 days a year Files and images can be attached to an Files and images can be attached to an carbon copy of an can be sent to other people carbon copy of an can be sent to other people You can request proof of receipt or proof of the being opened You can request proof of receipt or proof of the being opened Messages can be prepared in advance and saved until you are ready to send them. Messages can be prepared in advance and saved until you are ready to send them.

8Prepared by:Mazhar Javed Awan Disadvantages Some people change their addresses fairly often as they switch ISPs or jobs Some people change their addresses fairly often as they switch ISPs or jobs Spam is a big problem, up to two-thirds of mails sent are spam Spam is a big problem, up to two-thirds of mails sent are spam People can waste company time at work by sending s to friends instead of working People can waste company time at work by sending s to friends instead of working When you are on holiday, your box can become full and extra messages might not get stored When you are on holiday, your box can become full and extra messages might not get stored You may have to wait a long time to get a reply. You may have to wait a long time to get a reply.

9Prepared by:Mazhar Javed Awan EDI EDI (electronic data interchange) is the method by which different companies computer systems can automatically exchange data. EDI (electronic data interchange) is the method by which different companies computer systems can automatically exchange data. For example, a food retailer’s computer can automatically order more of a product from a supplier’s computer when its stocks fall to a certain level. For example, a food retailer’s computer can automatically order more of a product from a supplier’s computer when its stocks fall to a certain level. This order is also paid for electronically using the same system. This order is also paid for electronically using the same system.

10Prepared by:Mazhar Javed Awan Difference Between Teletext & Internet Teletext Teletext Provided by the television companies Provided by the television companies Transmitted at the same time as TV picture Transmitted at the same time as TV picture special TV needed. special TV needed. Non-interactive cheap Non-interactive cheap Limited number of pages Limited number of pages Internet Provided by the internet service providers. Set via telephone cables and sometimes satellite. Telephone, modem or terminal are needed. Interactive Huge amount of information on all subjects

11Prepared by:Mazhar Javed Awan Teletext & Internet Teletext uses the spare capacity of the television broadcast system to send text to any suitably equipped television. Teletext uses the spare capacity of the television broadcast system to send text to any suitably equipped television. Teletext has limitations but does not require a computer for users to access it. Teletext has limitations but does not require a computer for users to access it. The Internet allows anyone who has a computer, modem, telephone line, and Internet Service Provider (ISP) to gain access to the World Wide Web (www). The Internet allows anyone who has a computer, modem, telephone line, and Internet Service Provider (ISP) to gain access to the World Wide Web (www). The introduction of broadband connections has made access to the Internet very fast, and if used properly the Internet can make a vast amount of information available to users The introduction of broadband connections has made access to the Internet very fast, and if used properly the Internet can make a vast amount of information available to users

12Prepared by:Mazhar Javed Awan Teleconferencing Teleconferencing allows people in different offices (often very far apart) the opportunity to discuss and share information face-to- face. Teleconferencing allows people in different offices (often very far apart) the opportunity to discuss and share information face-to- face. This means that travel time and travel costs for the people involved are considerably reduced. This means that travel time and travel costs for the people involved are considerably reduced. Teleconferencing allows people in different locations to talk to each other as a group. This is also known as an Audio-conference or simply a 'Conference Call' Teleconferencing allows people in different locations to talk to each other as a group. This is also known as an Audio-conference or simply a 'Conference Call' Video conferencing is similar to teleconferencing except that people in the meeting can now see one another because video cameras are used to send live images over telephone lines. Video conferencing is similar to teleconferencing except that people in the meeting can now see one another because video cameras are used to send live images over telephone lines.

13Prepared by:Mazhar Javed Awan Advantages There is no need to spend time and money traveling to meetings There is no need to spend time and money traveling to meetings You can have a 'meeting' with people from many different offices /countries without any of them having to travel You can have a 'meeting' with people from many different offices /countries without any of them having to travel You can see people as well as hear them. This means you can see their body language which you can't do with a telephone call. You can see people as well as hear them. This means you can see their body language which you can't do with a telephone call. You can all view a document on the screen at the same time. People can work together and add their ideas. You can all view a document on the screen at the same time. People can work together and add their ideas. The document can be ed to all of the people at the meeting later on. The document can be ed to all of the people at the meeting later on.

14Prepared by:Mazhar Javed Awan Disadvantages Everyone who is going to 'attend' the meeting needs access to suitable hardware and software. This can be expensive and can take a while to set up. Everyone who is going to 'attend' the meeting needs access to suitable hardware and software. This can be expensive and can take a while to set up. A very reliable, fast data link is needed. Many companies hire a connection specifically to allow video conferences to take place A very reliable, fast data link is needed. Many companies hire a connection specifically to allow video conferences to take place Even with a fast connection, there might be a slight delay between responses. Even with a fast connection, there might be a slight delay between responses. People could be in different time zones around the world. This might mean that some people have to stay up through the night in order to 'attend' the meeting. People could be in different time zones around the world. This might mean that some people have to stay up through the night in order to 'attend' the meeting.

15Prepared by:Mazhar Javed Awan Telecommuting Telecommuting allows people to work at home rather than having to travel every day to an office to work. Telecommuting allows people to work at home rather than having to travel every day to an office to work. It is a way of bringing the job to the person rather than the person to the job. It is a way of bringing the job to the person rather than the person to the job.