dvdc

1. Office Automation Tools
Unit-1

2. Office Automation
 Office automation refers to the use of computer and software to digitally create,
collect, store, manipulate and relay office information needed for accomplishing
basic tasks and goals.
 In other words, the term office automation refers to all tools and methods that are
applied to office activities which make it possible to process written, visual and
sound data in a computer-aided manner.

3. Office Suite Tools
 The term "office suite" refers to all software programs which make it possible to
meet office needs. In particular, an office suite therefore includes the following
software programs:
 word processing
 a spreadsheet
 a presentation tool
 a database
 a scheduler

4. Office Suite Tools
 The main office suites are:
 OpenOffice (freeware)
 Microsoft Office
 Libre Office
 AppleWorks
 Corel WordPerfect
 IBM/Lotus SmartSuite
 Sun StarOffice

5. Benefits of Office Automation
1. Data management offers advantages such as simplifying the management of
stored data and information. Program schedulers, reminder systems, and task
management allow businesses to monitor and control office projects and
activities.
2. Data storage includes confidential and important office records and documents.
An office automation system would include data applications which are used to
create and edit spreadsheets, documents and files or images.

6. Benefits of Office Automation
3. Data exchange of stored or manipulated data and information makes it easier for
one or more members of an organization to send files and exchange data and
information in real-time with an electronic transfer application or network
connection, which enhances productivity.
4. Accuracy is greatly improved as programs and applications assist staff in getting
100% accuracy in day-to-day business processes.

7. Benefits of Office Automation
5. Saves time and resources by simplifying and automating complex tasks. Digital
storage eliminates the need for hard copies, which not only saves money and office
space, but it helps the planet too.
6. Reduces costs by not investing too much on hiring new resources to take care of
tasks which can be easily executed by an office automation system.

8. Open Source Software & Proprietary
Software
 Open-source refers to the software whose source code is available for anybody to
access and modify.
 i.e. Open-source software (OSS) is a type of computer software in which source
code is released under a license in which the copyright holder grants users the
rights to study, change, and distribute the software to anyone and for any purpose.
 E.g. Apace Open Office, Libre Office etc.

9. Open Source Software & Proprietary
Software
 Proprietary software is software that is solely owned by the individual or the
organization that developed it.
 The owner of is the exclusive copyright holder of the software and only he has the
rights to modify or add features to the program’s source code. He is the sole owner
of the program who can sell it under some concrete conditions which should be
followed by the users in order to avoid any legal disputes.
 E.g. Microsoft Office.

10. Open Source Software Proprietary (Commercial
Software)
It refers to the software that
is developed and tested
through open collaboration.
It refers to the software that
is solely owned by the
individual or the
organization that developed
it.
Anyone can access, inspect,
modify and redistribute the
source code
Only the owner or publisher
who holds the legal property
rights of the source code can
access it.
The project is managed by
an open source community
of the developers and
programmers.
The project is managed by a
closed group of individuals
or team that developed it.

11. Open Source Software Proprietary (Commercial
Software)
They are not aimed at
unskilled users outside of
the programming
community.
They are focused on a
limited marked of both
skilled and unskilled end
users.
It provides better flexibility
which means more freedom
which encourages
innovation.
There is a very limited scope
of innovation with the
restrictions and all.
e.g. Android, Firefox,
Libreoffice, Ubuntu etc.
e.g. Windows, macOS,
Google Earth etc.

12. Open Office
 Open Office is an open-source office productivity software suite.
 As an open-source product, OpenOffice is free of purchase or licensing fees and it
can be installed on any suitable computer.
 Open Office’s native file format is OpenDocument. This produces several new file
extensions including .odt for documents, .ods for spreadsheets and .odp for
presentations.
 Open Office can also open and save documents in many other formats, including
those used by several versions of Microsoft Office.

13. Components of Open Office
1. Writer:
 It’s a word processor.
 Writer is a feature-rich tool for creating letters, books, reports, newsletters, brochures and
other documents.
 You can insert graphics and objects from other components into Writer documents.
 Writer can export files to HTML, XHTML, XML, Adobe’s Portable Document Format (PDF) and
several versions of Microsoft Word files.

14. Components of Open Office
2. Calc:
 It’s a spreadsheet program.
 Calc has all of the advanced analysis, charting and decision-making features expected from a
high-end spreadsheet.
 It includes over 300 functions for financial, statistical and mathematical operations among
others.

15. Components of Open Office
3. Impress:
 It’s a presentation software.
 Impress provides all the common multimedia presentation tools such as special effects,
animation and drawing tools.
 It is integrated with the advanced graphics capabilities of Open Office’s Draw and Math
components.

16. Components of Open Office
4. Draw :
 Draw is a vector drawing tool that can produce everything from simple diagrams of flowcharts
to 3-D artwork.
 Draw can be used to create drawings for use in any of Open Office’s other components.
 Draw can import from many other formats and save them in over 20 formats including PNG,
HTML, PDF and Flash.

17. Components of Open Office
5. Base (database)
 Base provides tools for day-to-day database work within a simple interface.
 It can create and edit forms, reports, queries, tables, views, and relations .
 Base provides many new features such as the ability to analyze and edit relationships from a
diagram view.
 Base incorporates HSQLDB (Hyper SQL Database) as its default relational database engine.
 It can also use dBASE, Microsoft Access, MySQL, or Oracle or any ODBC(Open Database
Connectivity)- or JDBC(Java Database Connectivity)- compliant database.

18. Components of Open Office
6. Math (formula editor)
 Math is Open office’s formula or equation editor.
 You can use it to create complex equations that include symbols or characters not available in
standard font sets.
 While it is most commonly used to create formulas in other documents such as Writer and
Impress files, Math can also work as a stand-alone tool.
 You can save formulas in the standard Mathematical Markup Language (MathML) format for
inclusion in webpages and other documents not created by Open Office.

19. Advantages of Open Office
1. No licensing fees
2. Open Source
3. Cross-Platform: Open Office runs on several hardware architectures and under
multiple operating systems.
4. Extensive Language Support: Open Office user interface is available in several
languages. It also provides support for both Complex Text Layout (CTL) and Right
to Left (RTL) layout languages (such as Hindi, Hebrew and Arabic)

20. Advantages of Open Office
5. Consistent User Interface: All the components have a similar “look and feel”, making
them easy to use and master.
6. Integration: The components of Open Office are well integrated with one another.
7. File Compatibility: In addition to its native OpenDocument formats, it includes PDF
and Flash export capabilities as well as support for opening and viewing files in
many common formats including Microsoft Office, HTML, XML, WordPerfect etc.

21. Advantages of Open Office
8. No Vendor Lock-in: Open Office uses Open Document, an XML (eXtensible Markup
Language) file format developed as an industry standard by OASIS (Organization
for the Advancement of Structured Information Standards). These files can easily be
unzipped and read by any text editor and their framework is open and published.

22. Libre Office
 The LibreOffice software suite is a derivative of OpenOffice.org that contains
applications for word processing, spreadsheet, presentations, database
management, and graphics editing. It is compatible with other similar software
suites, like Microsoft Office, and works on several platforms, including Microsoft
Windows, macOS X, and Linux.

23. Libre Office
 It is the default office suite of most popular Linux distributions.
 It is the most actively developed free and open-source office suite, with
approximately 50 times the development activity of Apache Open office, the other
major descendant of OpenOffice.org.
 LibreOffice was first released on September 28, 2010 by "The Document
Foundation" as a beta version based on the OpenOffice.org 3.3 beta version.

24. Libre Office
 The software suite includes:
 Writer (word processor, compatible with Microsoft Word)
 Calc (spreadsheet editor, compatible with Microsoft Excel)
 Impress (presentation software, compatible with Microsoft PowerPoint)
 Base (database management, compatible with Microsoft Access)
 Draw (vector graphics editor)
 Math (mathematical formula creation and editing)

25. Microsoft Office
 Microsoft Office is a suite of desktop productivity applications that is designed
specifically to be used for office or business use.
 It is a proprietary product of Microsoft Corporation and was first released in 1990.
 Microsoft Office is available in 35 different languages and is supported by
Windows, Mac and most Linux variants.
 It mainly consists of Word, Excel, PowerPoint, Access, OneNote, Outlook and
Publisher applications.

26. Microsoft Office
 Microsoft Office was primarily created to automate the manual office work with a
collection of purpose-built applications.
 Each of the applications in Microsoft Office serves as specific knowledge or office
domain such as:
 Microsoft Word: Helps users in creating text documents.
 Microsoft Excel: Creates simple to complex data/numerical spreadsheets.
 Microsoft PowerPoint: Stand-alone application for creating professional multimedia
presentations.
 Microsoft Access: Database management application.
 Microsoft Publisher: Introductory application for creating and publishing marketing
materials.
 Microsoft OneNote: Alternate to a paper notebook, it enables an user to neatly organize their
notes.