computer applications

chapter10 office automation software

10.1 The basics of office automation software

when you used any types of application software program,sunch as a worlf processor, to type a letter or a tax preparation program your texts, there are some basic concepts and functions you need to be familiar with, These include common document - handling tasks, the concept of the software suite, ownership rights for the software you use, and how to help while you work with the program, these topics are discussed in the next few section.

1,Document - handling operations

while some document - handling operations are specific for a particular application program, some - sunch as the concept of opening a document, saving it, and printing it- are fairly universal. a few of the most common document handling operations are described in table 10-1 with example of icons used to perform the operations in window’s application

Common document handling tasks

start a new document

Allow you to create a new blank document, or possibly create a new document from a perdefined template , The document will be stored just in RAM until it is saved onto a disk

open a document

opens a previously saved document from a disk, usually for editing or printing, Any changes made to me the document will be stored just in RAM until the document is saved back onto the disk

save a document

saves the current version of the document to a disk

print a document

prints the current version of the document onto paper, some programs give you a variety of print options, sunch as to print the entire document or just specified pages

close a document

removes the document from the RAM. Any changes made to the document are lost if the document wasn’t saved to disk before it was closed

In general, the commands to perform these operations are the same or very similar in all GUI programs, Becuse almost everyone needs fast access to document - handling commands, theses operations are usually located on easy to menus or toolbars

1. software suites
   Most office oriented programs, sunch as word processors and spreadsheets, are sold bundled together with other related application software in a software suite, The dominant leader in suite sales for office application in Microsoft office. The high -end edition of the package handles word (for word processing), excel (for spreadsheet work),powerpoint(for presentation graphics),access (for database management),together with servel other programs sunch as frontPage (for web site development).

One of the biggest advantages of using a software suite is being able to transport or share documents or parts of documents from one program to another , For instance, let’s say you are writing a letter in your word processing program, and you want to insert a spreadsheer table, you can launch your spreadsheet program.locate the particular table you want in a stored worksheet, and then copy and paste the table into your letter all without ever closing the word processing program.

3.Online help

Most people run into problems or need some help with a feature as they work with a software program, to provide help without forcing you to leave your computer screen, most application programs have an online help feature , programs employ a variety of tools to provide online assistance. some of the possible configuration areillustrated in

4.ownership and distribute rights

sensitive questions sometimes arise about ownership and user right regarding software products, Typocally, a software maker or publisher develops a prgram, secures a copyright on it, and then retains ownership of all right the program, the publisher the dictates who can use, or distrubute the program, the various classes of ownership and allowable use are dicussed next.

1)propriety software

Many of the system software and application program used today are proprietary software. This main that someone owns the right to the program . and the owner expect users to buy their own copies.

2)shareware

some software is available as shareware, While you don’t have to pay to install and try our shareware. most shareware specifies that you need to continue to use the software after the trial period - often one month - expires

3)freeware

freeware, or public domain software. refers to programs that you can use and share with other free of charge