Introduction to Office
Automation
5.1 Basics of Office Automation
5.2 Software and Hardware for Office
Automation
5.3 Basic Activities in Office Automation
5.4 Effectiveness of Office Automation
5.1 Basics of Office Automation
What is Office Automation?
 Varied computer hardware and software
used for Creating
Transferring
Collecting
Processing
Storing
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
Hard Disk
Usage
Storage Of Data
And Software
Compact disc ReadOnly 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
M2
XD
Micro SD
CF
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.