1、UNIT14 Office Automation 14-1 Technical Part14-2 Reading Material 14-1 Technical Part 14-1-1 Definition Office automation refers to the varied computer machinery and software used to digitally create,collect,store,manipulate,and relay office information needed for accomplishing basic tasks.Raw data
2、storage,electronic transfer,and the management of electronic business information comprise the basic activities of an office automation system.Office automation helps in optimizing or automating existing office procedures.14-1-2 Introductions The major functional components of an office automation s
3、ystem include text processing,electronic mail,information storage and retrieval,personal assistance feature,and task management.These may be implemented on various types of hardware and usually include a video display terminal,input devices,and a hard-copy output device for“letter quality”printing,e
4、tc.Office automation mainly consists of the equipment and software.The equipment refer to various machines,such as computers,copiers,printing machines,telephones,fax machines,network equipment,CD machine and so on,these devices are referred to as hardware.While various kinds of equipments need the m
5、anagement of professional software,for example,the computer operating system,network operating system,word processing software,special software and so on.The backbone of office automation is a LAN,which allows users to transmit data,mail and even voice across the network.All office functions,includi
6、ng dictation,typing,filing,copying,fax,Telex,microfilm and records management,telephone and telephone switchboard operations,fall into this category.Office automation was a popular term in the 1970s and 1980s as the desktop computer exploded onto the scene.Office automation is intended to provide el
7、ements which make it possible to simplify,improve,and automate the organization of the activities of a company or a group of people(management of administrative data,synchronization of meetings,etc.).Considering that company organizations require increased communication,today,office automation is no
8、 longer limited to simply capturing handwritten notes.In particular,it also includes the following activities:exchange of information management of administrative documents handling of numerical data meeting planning and management of work schedules 14-1-3 Application Case or Example To increase the
9、 effective of your office work,we frequently use OA software to simply it and it will definitely work.When you make presentation,you have to create and edit information that will appear in electronic slides.And the information you include can be text,photo,art,table,graphs,sound,animation,and even v
10、ideo.As you create your slides,OA software helps you define a consistent look and feel,change background colors,and add banners.You can also add links to your slides so that you can demonstrate a web site.We just choose one of common use Microsoft office software,spreadsheet,as an example,with sprea
11、dsheet software,you enter numbers in cells(a cell is the intersection of a row and column),and then use the cells identifier or addresses in formulas and functions to create new information.If you change the information in a cell,your spreadsheet software will automatically recalculate all the formu
12、las and functions.Spreadsheet software can also help you transform your numeric information into graphs.With a few simple clicks,you can turn tablet information into a revealing and a high-quality graph.Figure 14-1 shows a 3-D pie graph for sales by territory.It took only seven slicks on the mouse t
13、o create that graph.Figure 14-1 pie graph for sales by territory 14-2 Reading Material 14-2-1 Reading Comprehension Microsoft Office 2000Microsoft Office 2000,the worlds best-selling office suite,is a collection of the more popular Microsoft application software products.Microsoft Office 2000 is ava
14、ilable in standard,small business,professional,premium,and developer editions.The Microsoft Office 2000 premium Edition includes,Microsoft Word 2000,Microsoft Excel 2000,Microsoft Access 2000,Microsoft Power point 2000,Microsoft Publisher 2000,Microsoft FrontPage 2000,Microsoft PhotoDraw 2000,Micros
15、oft Outlook 2000,and Internet Explore.Microsoft Office 2000 allows you work more efficiently,communicate better,and improve the appearance of the documents you create.One of the CD-ROMs that accompanies Microsoft Office 2000 contains a clip art gallery that you can use in any of the applications to
16、enhance the appearance of a document.The gallery contains over 16 000 clip art images,sounds,photographs,animations,themes,and backgrounds.In addition,thousands of additional images are available from the Microsoft Clipart Gallery Live found on the Microsoft Web site.Hundreds of new images are added
17、 each month to this collection.Menus and toolbars adjust to the way in which you work.As Microsoft Office detects which commands you use more frequently,these commands display at the top of the menu,and the infrequently used commands are placed in reserve.A button at the bottom of the menu allows yo
18、u to expand the menu in order to view all its commands.More frequently used buttons on a toolbar display on the toolbar,while less frequently used buttons are not displayed.Microsoft Office applications are self-repairing.If you accidently delete a file that is needed to run an office application,th
19、e self-repairing application feature automatically finds the deleted file and reinstalls the file.This feature reduces the number of calls to technical support and increases user productivity.In addition,Microsoft Office 2000 integrates its applications with the power of the Internet so you can shar
20、e the information,collaborate on projects,and conduct online meetings.Each of the Microsoft Office 2000 applications makes publishing documents on the web server as simple as saving a file on a hard disk.Once the file is placed on the web server,users can view and edit the documents,and conduct Web
21、discussions and live online meetings.Microsoft Word 2000Microsoft Word 2000 is a full-featured word processing program that allows you to create many types of personal and business communications,including announcements,letters,memos,business documents,and academic reports,as well as other forms of
22、written documents.The Microsoft Word AutoCorrect,spelling,and grammar features allow you to proofread documents for errors in spelling and grammar by identifying the errors and offering corrections as you type.As you create a specific document,such as a business letter or resume,Word provides wizard
23、s,which ask questions and then use your answers to format the document before you type the text of the document.The Collect and Paste feature allows you to cut or copy as many as 12 objects(text,pictures,E-mail message and so on)and collect them on the Office Clipboard.Then you can paste them into t
24、he same document or the different documents.Collection and paste can be used within a single Office 2000 application or among multiple office 2000 applications.Microsoft Word makes it possible to Access Web pages and search for information,design and publish Web pages on an intranet or the Internet,
25、insert a hyperlink to a Web page in a word processing document,and retrieve pictures from other Web pages.Figure 14-2 illustrates the top portion of an inviting letter that contains a hyperlink(email address)that allows you to send an E-mail message to the sender.Figure 14-2 Hyperlink that allows yo
26、u to send mailMicrosoft Excel 2000Microsoft Excel 2000 is a spreadsheet program that allows you to organize data,complete calculations,make decisions,graph data,develop professional looking reports,publish organized data on the web,and access real-time data from Web sites.Figure 14-3 illustrates the
27、 Microsoft Excel window that contains the worksheet and 3-D column chart.Using Microsoft Excel,you can create hyperlink within a worksheet to access other Office 2000 documents on the network,an organizations intranet,or the internet.You also can save worksheet as static and dynamic Web pages that c
28、an be viewed using your browser.Static Web pages cant be changed by the person viewing them.Dynamic Web pages give the person viewing them many Excel capabilities in their browser.In addition,you can create and run queries to retrieve information from a web page directly into a worksheet.Figure 14-3
29、 3D Column Chart Created by Microsoft Excel Microsoft PowerPoint 2000Microsoft PowerPoint 2000 is a complete presentation graphics program that allows you to produce professional-looking presentations.Microsoft PowerPoint gives you the flexibility to make informal presentations using overhead transp
30、arencies,make electronic presentations using a projection device attached to a personal computer,make formal presentations using 35mm slides,or run virtue presentations on the Internet.In PowerPoint 2000,you can create a presentation in Normal View.Normal View allows you view the outline pane,slide
31、pane,and notes pane at the same time.The slide in the presentation created in projector displays in the Microsoft PowerPoint window illustrated in Figure 14-4.Figure 14-4 The presentation shows slides and outline pane Microsoft PowerPoint allows you to create dynamic presentations easily that includ
32、e multimedia features such as sounds,movies and pictures.Power Point comes with templates assist you in designing a presentation that can be used to create a slide show.PowerPoint also contains formatting for tables,so that you do not have to create the tables using Excel or Word.The Table Draw tool
33、 used in Word to draw tables also is available in PowerPoint.Words&Expressionspremium n.奖金，津贴，【商】加价gallery n.画廊，美术馆animations n.动画theme n.论题，话题，题目accidently adv.意外地reinstall vt.重新装配productivity n.生产率integrate vt.使成一体，使结合collaborate vi.共同工作，合作memo n.备忘录proofread vt.校对，校勘wizard n.c 男巫，向导(计算机)clipboard
34、 n.剪切板，写字夹板intranet n.局域网hyperlink n.【电脑】超链接flexibility n.灵活性，弹性transparency n.透明，透明度pane n.窗格，长方格14-2-2 Exercises I.Multiple Choices.1.The Microsoft Office 2000 premium Edition includes_.A.Microsoft Word 2000.B.Microsoft Excel 2000.C.Microsoft Access 2000.D.Microsoft Power point 2000&Microsoft Publ
35、isher 2000.2.If you accidently delete a file that is needed to run an office application,what will happen to it?A.It will run self-repairing program and reinstall the file.B.Ignoring the mistake.C.Give you a prompt to reinstall the file.D.Stop the proceeding and restart the computer.3.How many objec
36、ts at most does word 2000 allow you to copy or cut and collect them on the Office clipboard?A.8.B.14.C.12.D.9.4.Which of the below description of power point 2000 is NOT CORRECT according the passage?A.It gives you the flexibility to make informal presentations.B.It can use templates assist you in d
37、esigning a presentation.C.It allows you to create dynamic presentations easily.D.It can create static presentation only.5.Which of the below description is NOT CORRECT according the passage?A.Excel 2000 file can be saved both static and dynamic web pages.B.Using Microsoft Excel,you can create hyperl
38、ink within a worksheet to access other office 2000 documents on the network,or the internet.C.The Microsoft Word has the self checking function by identifying the errors and offering corrections as you type.D.PowerPoint is so powerful that it doesnt need any other hardware to show slides.II.Read&Tra
39、nslate.1.In addition,Microsoft Office 2000 integrates its applications with the power of the Internet so you can share the information,collaborate on projects,and conduct online meetings.2.Microsoft Word 2000 is a full-featured word processing program that allows you to create many types of personal
40、 and business communications,including announcements,letters,memos,business documents,and academic reports,as well as other forms of written documents.3.Microsoft Excel 2000 is a spreadsheet program that allows you to organize data,complete calculations,make decisions,graph data,develop professional
41、 looking reports,publish organized data on the web,and access real-time data from Web sites.4.Microsoft PowerPoint gives you the flexibility to make informal presentations using overhead transparencies,make electronic presentations using a projection device attached to a personal computer,make formal presentations using 35mm slides,or run virtue presentations on the Internet.5.Power Point comes with templates assist you in designing a presentation that can be used to create a slide show.
