UNIT14OfficeAutomation,14-1TechnicalPart14-2ReadingMaterial,14-1TechnicalPart14-1-1DefinitionOfficeautomationreferstothevariedcomputermachineryandsoftwareusedtodigitallycreate,collect,store,manipulate,andrelayofficeinformationneededforaccomplishingbasictasks.Rawdatastorage,electronictransfer,andthemanagementofelectronicbusinessinformationcomprisethebasicactivitiesofanofficeautomationsystem.Officeautomationhelpsinoptimizingorautomatingexistingofficeprocedures.,14-1-2IntroductionsThemajorfunctionalcomponentsofanofficeautomationsystemincludetextprocessing,electronicmail,informationstorageandretrieval,personalassistancefeature,andtaskmanagement.Thesemaybeimplementedonvarioustypesofhardwareandusuallyincludeavideodisplayterminal,inputdevices,andahard-copyoutputdevicefor“l(fā)etterquality”printing,etc.,Officeautomationmainlyconsistsoftheequipmentandsoftware.Theequipmentrefertovariousmachines,suchascomputers,copiers,printingmachines,telephones,faxmachines,networkequipment,CDmachineandsoon,thesedevicesarereferredtoashardware.Whilevariouskindsofequipmentsneedthemanagementofprofessionalsoftware,forexample,thecomputeroperatingsystem,networkoperatingsystem,wordprocessingsoftware,specialsoftwareandsoon.,ThebackboneofofficeautomationisaLAN,whichallowsuserstotransmitdata,mailandevenvoiceacrossthenetwork.Allofficefunctions,includingdictation,typing,filing,copying,fax,Telex,microfilmandrecordsmanagement,telephoneandtelephoneswitchboardoperations,fallintothiscategory.Officeautomationwasapopularterminthe1970sand1980sasthedesktopcomputerexplodedontothescene.,Officeautomationisintendedtoprovideelementswhichmakeitpossibletosimplify,improve,andautomatetheorganizationoftheactivitiesofacompanyoragroupofpeople(managementofadministrativedata,synchronizationofmeetings,etc.).,Consideringthatcompanyorganizationsrequireincreasedcommunication,today,officeautomationisnolongerlimitedtosimplycapturinghandwrittennotes.Inparticular,italsoincludesthefollowingactivities:exchangeofinformationmanagementofadministrativedocumentshandlingofnumericaldatameetingplanningandmanagementofworkschedules,14-1-3ApplicationCaseorExampleToincreasetheeffectiveofyourofficework,wefrequentlyuseOAsoftwaretosimplyitanditwilldefinitelywork.Whenyoumakepresentation,youhavetocreateandeditinformationthatwillappearinelectronicslides.Andtheinformationyouincludecanbetext,photo,art,table,graphs,sound,animation,andevenvideo.,Asyoucreateyourslides,OAsoftwarehelpsyoudefineaconsistentlookandfeel,changebackgroundcolors,andaddbanners.Youcanalsoaddlinkstoyourslidessothatyoucandemonstrateawebsite.,WejustchooseoneofcommonuseMicrosoftofficesoftware,spreadsheet,asanexample,withspreadsheetsoftware,youenternumbersincells(acellistheintersectionofarowandcolumn),andthenusethecellsidentifieroraddressesinformulasandfunctionstocreatenewinformation.Ifyouchangetheinformationinacell,yourspreadsheetsoftwarewillautomaticallyrecalculatealltheformulasandfunctions.,Spreadsheetsoftwarecanalsohelpyoutransformyournumericinformationintographs.Withafewsimpleclicks,youcanturntabletinformationintoarevealingandahigh-qualitygraph.Figure14-1showsa3-Dpiegraphforsalesbyterritory.Ittookonlysevenslicksonthemousetocreatethatgraph.,Figure14-1piegraphforsalesbyterritory,14-2ReadingMaterial14-2-1ReadingComprehensionMicrosoftOffice2000MicrosoftOffice2000,theworldsbest-sellingofficesuite,isacollectionofthemorepopularMicrosoftapplicationsoftwareproducts.MicrosoftOffice2000isavailableinstandard,smallbusiness,professional,premium,anddevelopereditions.,TheMicrosoftOffice2000premiumEditionincludes,MicrosoftWord2000,MicrosoftExcel2000,MicrosoftAccess2000,MicrosoftPowerpoint2000,MicrosoftPublisher2000,MicrosoftFrontPage2000,MicrosoftPhotoDraw2000,MicrosoftOutlook2000,andInternetExplore.MicrosoftOffice2000allowsyouworkmoreefficiently,communicatebetter,andimprovetheappearanceofthedocumentsyoucreate.,OneoftheCD-ROMsthataccompaniesMicrosoftOffice2000containsaclipartgallerythatyoucanuseinanyoftheapplicationstoenhancetheappearanceofadocument.Thegallerycontainsover16000clipartimages,sounds,photographs,animations,themes,andbackgrounds.Inaddition,thousandsofadditionalimagesareavailablefromtheMicrosoftClipartGalleryLivefoundontheMicrosoftWebsite.Hundredsofnewimagesareaddedeachmonthtothiscollection.,Menusandtoolbarsadjusttothewayinwhichyouwork.AsMicrosoftOfficedetectswhichcommandsyouusemorefrequently,thesecommandsdisplayatthetopofthemenu,andtheinfrequentlyusedcommandsareplacedinreserve.Abuttonatthebottomofthemenuallowsyoutoexpandthemenuinordertoviewallitscommands.Morefrequentlyusedbuttonsonatoolbardisplayonthetoolbar,whilelessfrequentlyusedbuttonsarenotdisplayed.,MicrosoftOfficeapplicationsareself-repairing.Ifyouaccidentlydeleteafilethatisneededtorunanofficeapplication,theself-repairingapplicationfeatureautomaticallyfindsthedeletedfileandreinstallsthefile.Thisfeaturereducesthenumberofcallstotechnicalsupportandincreasesuserproductivity.,Inaddition,MicrosoftOffice2000integratesitsapplicationswiththepoweroftheInternetsoyoucansharetheinformation,collaborateonprojects,andconductonlinemeetings.EachoftheMicrosoftOffice2000applicationsmakespublishingdocumentsonthewebserverassimpleassavingafileonaharddisk.Oncethefileisplacedonthewebserver,userscanviewandeditthedocuments,andconductWebdiscussionsandliveonlinemeetings.,MicrosoftWord2000MicrosoftWord2000isafull-featuredwordprocessingprogramthatallowsyoutocreatemanytypesofpersonalandbusinesscommunications,includingannouncements,letters,memos,businessdocuments,andacademicreports,aswellasotherformsofwrittendocuments.,TheMicrosoftWordAutoCorrect,spelling,andgrammarfeaturesallowyoutoproofreaddocumentsforerrorsinspellingandgrammarbyidentifyingtheerrorsandofferingcorrectionsasyoutype.Asyoucreateaspecificdocument,suchasabusinessletterorresume,Wordprovideswizards,whichaskquestionsandthenuseyouranswerstoformatthedocumentbeforeyoutypethetextofthedocument.,TheCollectandPastefeatureallowsyoutocutorcopyasmanyas12objects(text,pictures,E-mailmessageandsoon)andcollectthemontheOfficeClipboard.Thenyoucanpastethemintothesamedocumentorthedifferentdocuments.CollectionandpastecanbeusedwithinasingleOffice2000applicationoramongmultipleoffice2000applications.,MicrosoftWordmakesitpossibletoAccessWebpagesandsearchforinformation,designandpublishWebpagesonanintranetortheInternet,insertahyperlinktoaWebpageinawordprocessingdocument,andretrievepicturesfromotherWebpages.Figure14-2illustratesthetopportionofaninvitingletterthatcontainsahyperlink(emailaddress)thatallowsyoutosendanE-mailmessagetothesender.,Figure14-2Hyperlinkthatallowsyoutosendmail,MicrosoftExcel2000MicrosoftExcel2000isaspreadsheetprogramthatallowsyoutoorganizedata,completecalculations,makedecisions,graphdata,developprofessionallookingreports,publishorganizeddataontheweb,andaccessreal-timedatafromWebsites.Figure14-3illustratestheMicrosoftExcelwindowthatcontainstheworksheetand3-Dcolumnchart.,UsingMicrosoftExcel,youcancreatehyperlinkwithinaworksheettoaccessotherOffice2000documentsonthenetwork,anorganizationsintranet,ortheinternet.YoualsocansaveworksheetasstaticanddynamicWebpagesthatcanbeviewedusingyourbrowser.StaticWebpagescantbechangedbythepersonviewingthem.DynamicWebpagesgivethepersonviewingthemmanyExcelcapabilitiesintheirbrowser.Inaddition,youcancreateandrunqueriestoretrieveinformationfromawebpagedirectlyintoaworksheet.,Figure14-33DColumnChartCreatedbyMicrosoftExcel,MicrosoftPowerPoint2000MicrosoftPowerPoint2000isacompletepresentationgraphicsprogramthatallowsyoutoproduceprofessional-lookingpresentations.MicrosoftPowerPointgivesyoutheflexibilitytomakeinformalpresentationsusingoverheadtransparencies,makeelectronicpresentationsusingaprojectiondeviceattachedtoapersonalcomputer,makeformalpresentationsusing35mmslides,orrunvirtuepresentationsontheInternet.,InPowerPoint2000,youcancreateapresentationinNormalView.NormalViewallowsyouviewtheoutlinepane,slidepane,andnotespaneatthesametime.TheslideinthepresentationcreatedinprojectordisplaysintheMicrosoftPowerPointwindowillustratedinFigure14-4.,Figure14-4Thepresentationshowsslidesandoutlinepane,MicrosoftPowerPointallowsyoutocreatedynamicpresentationseasilythatincludemultimediafeaturessuchassounds,moviesandpictures.PowerPointcomeswithtemplatesassistyouindesigningapresentationthatcanbeusedtocreateaslideshow.PowerPointalsocontainsformattingfortables,sothatyoudonothavetocreatethetablesusingExcelorWord.TheTableDrawtoolusedinWordtodrawtablesalsoisavailableinPowerPoint.,Words&Expressionspremiumn.獎(jiǎng)金，津貼，【商】加價(jià)galleryn.畫(huà)廊，美術(shù)館animationsn.動(dòng)畫(huà)themen.論題，話題，題目accidentlyadv.意外地reinstallvt.重新裝配productivityn.生產(chǎn)率integratevt.使成一體，使結(jié)合,collaboratevi.共同工作，合作memon.備忘錄proofreadvt.校對(duì)，校勘wizardn.c男巫，向?qū)?計(jì)算機(jī))clipboardn.剪切板，寫(xiě)字夾板intranetn.局域網(wǎng)hyperlinkn.【電腦】超鏈接flexibilityn.靈活性，彈性transparencyn.透明，透明度panen.窗格，長(zhǎng)方格,14-2-2ExercisesI.MultipleChoices.1.TheMicrosoftOffice2000premiumEditionincludes_.A.MicrosoftWord2000.B.MicrosoftExcel2000.C.MicrosoftAccess2000.D.MicrosoftPowerpoint2000&MicrosoftPublisher2000.,2.Ifyouaccidentlydeleteafilethatisneededtorunanofficeapplication,whatwillhappentoit?A.Itwillrunself-repairingprogramandreinstallthefile.B.Ignoringthemistake.C.Giveyouaprompttoreinstallthefile.D.Stoptheproceedingandrestartthecomputer.,3.Howmanyobjectsatmostdoesword2000allowyoutocopyorcutandcollectthemontheOfficeclipboard?A.8.B.14.C.12.D.9.4.Whichofthebelowdescriptionofpowerpoint2000isNOTCORRECTaccordingthepassage?A.Itgivesyoutheflexibilitytomakeinformalpresentations.B.Itcanusetemplatesassistyouindesigningapresentation.C.Itallowsyoutocreatedynamicpresentationseasily.D.Itcancreatestaticpresentationonly.,5.WhichofthebelowdescriptionisNOTCORRECTaccordingthepassage?A.Excel2000filecanbesavedbothstaticanddynamicwebpages.B.UsingMicrosoftExcel,youcancreatehyperlinkwithinaworksheettoaccessotheroffice2000documentsonthenetwork,ortheinternet.C.TheMicrosoftWordhastheselfcheckingfunctionbyiden