Any office has the following structure, represented by: a secretary (carries out office work), accounting, analytical department and production (if there is one). Each department carries out complex work, which is currently being facilitated by the introduction of automated information technologies.

Software secretary and analyst, as a rule, are the same in each office, and are represented by a package standard programs Microsoft Office company.

On the contrary, work programs for production workers and accounting employees are varied and can be individually developed for a specific office.

Let's look at each of them.

2.1 Microsoft Office XP

Microsoft Office XP is a package of programs designed to perform various functions for working with documents. Unlike other programs that perform similar functions, the programs included in Microsoft Office are widely integrated with each other, which ensures effective work with documents that include parts of different types (for example, Word document may contain an Excel table and part of the database Access data).

Microsoft Office includes:

ь Word 2002 is a powerful program for working with text documents.

ь Excel 2002 is a program that provides extensive functions for working with spreadsheets.

ь Access 2002 is the strongest tool for working with databases.

b PowerPoint 2002 - allows you to easily and quickly create high-quality, beautifully designed electronic presentations (in the form of a set of slides).

ь Binder - a program for combining different Office documents into one whole.

ь Outlook 2002 - represents mail client and an electronic version of the organizer, and Outlook can automatically respond to various invitations based on your availability at a given time.

ь Photo Editor is an Office application that processes raster images.

b Various auxiliary programs that work together with the main Office applications: Graph (a program for building charts and graphs), Equation (a program for inserting mathematical and other types of formulas into a document) and many other useful programs.

2.1.1 Word

Microsoft Word is a powerful processing program text documents, which has hundreds of functions and is one of the leading word processing systems. Word was the first word processor to combine a wide range of powerful document editing, formatting and publishing tools with an interface that a beginner could master in a matter of minutes. Over the past 20 years, Word has acquired new interface, new automation tools, new functions that help the user create any documents quickly and easily.

Any word processor allows you to store text information in a document and print it on paper, but Word can do much more than that. Over the past years, computer networks and the power of computing systems have been constantly growing; the definition of the concept of “document” expanded and improved along with it. Currently, Word is a fully functional program for editing text and graphic information, creating Web pages and processing documents.

Using Word, you can create almost any document and publish it electronically or as hard copies. The main features of Word can be divided into several categories:

· Text editing

Text can be entered into a document by typing. In addition, you can insert specific text fragments or even entire files into the document. Word provides many features that allow you to proofread, edit, and change text information in the most convenient way. Thus, the AutoText function allows you to insert frequently used phrases into documents by typing only the first few letters of these. The auto-correct feature automatically corrects the most common typos, spelling and grammatical errors, freeing the user from having to worry about correcting them.

· Text formatting

Word allows you to install line spacing, the nature of the alignment and the size of the indents, choose the typeface and font size, as well as its style. You can define styles that include multiple formatting options and apply all of those options at once, or use themes to create a consistent look for your Web pages with custom styles, graphics, and backgrounds. Text information can be presented in the form of tables; documents can have headers, footers, footnotes, endnotes, captions or text frames for figures and tables.

· Graphics

Word has a set of built-in tools for creating geometric shapes, lines, rectangles, ovals and other simple graphic objects. In addition, it is possible to select and insert dozens of predefined shapes and ready-made drawings into documents. Word allows you to import graphics into documents from formats supported by most other Windows applications, A Word program Photo Editor can be used to view and edit digital photographs and other types of electronic images.

· Layout

Word provides a variety of layout functions that allow you to place text and graphic information on the page to prepare virtually any printed product, from indexes and newsletters to books and magazines. For example, you can format text in multiple columns, supplement it with graphics, set text to wrap around frames and illustrations, define alternating headers and footers (different for even and odd pages), create an index, table of contents, and cross-references. Word comes with several predefined templates for creating different types of printed output, which are easy to modify (or create new ones) to suit your specific needs.

· Data processing and automation tools

The mail merge feature allows you to extract information from a database file and create letters or mailing labels from that information. Using this same basic principle, you can include the contents of any database field anywhere in a document and automatically update the information contained in those fields when printed. Macros can also be used to automate certain procedures, so that a certain set of tasks can be completed by pressing just a few buttons. In addition, it is possible to create programs in Microsoft Visual Basic for Applications that can be executed automatically when Word is launched.

· Web publications

Word 2002's advanced set of tools for publishing documents on the Web allows you to define the format of documents intended for such publication, exactly in accordance with the user's intent. Word can be used to create Web pages that include forms, tables, Microsoft Excel spreadsheets, graphics, audio and video clips, sounds, animations, and other components. New editor Scripting allows you to create and include HTML scripts in Web pages. Web resources can be accessed directly from Word, and any document can be supplemented with hypertext links.

· Teamwork

In many organizations, entire teams work on documents. Word includes a number of features designed to make it easier to manage the collaborative processing of documents. Text and speech comments can be included in Word documents; Word allows you to synchronize different versions and variants of documents and route documents to a group of reviewers. In addition, it is possible to insert reviewer comments into Web pages and schedule conferences Microsoft means NetMeeting.

· Integration

Word supports Microsoft's OLE object linking and embedding mechanism, allowing you to share data and functionality with any program that supports OLE. As part of Microsoft Office, Word can share data with Microsoft Excel, Microsoft PowerPoint, Microsoft Access and Microsoft Outlook, as well as with Microsoft Internet Explorer. Here are some examples of such use:

• 1) Go to a Web page inside a Word document (to perform this operation, Internet Explorer is launched as a Web browser).
• 2) View Web pages created in Word with using the Internet Explorer.
• 3) Insert Excel tables into Word documents and automatically update them when data changes in Excel.
• 4) Insert Access fields into Word documents and automatically update them when data changes in Access.
• 5) Using addresses stored in an Access database to create letterheads in Word.
• 6) Using Web page formatting themes in Access forms.
• 7) Use common dictionaries for spell checking in Word, Excel, PowerPoint, Outlook and Access, making words added to a single user dictionary available to all Office applications.
• 8) Transfer documents via email directly from Word based on the defined Outlook mail profile.
• 9) Insert PowerPoint slides or slide decks into Word documents.
• ·Setting parameters

Word settings can be customized to suit any specific work environment requirements. For example, you can make the following settings:

• 1) Create, modify or delete menus, menu commands, toolbars and toolbar buttons.
• 2) Hide, move and organize toolbars.
• 3) Create or change hotkeys for any Word operation.
• 4) Create or change templates on the basis of which new documents are created.
• 5) Select and change the language for checking spelling and grammar in Word.
• 6) Change the Word interface language.
• 7) Select inches, centimeters, points or picas as Word units.
• 8) Add new fonts.
• Automation

Finally, Word has a rich set of tools for automating document creation. The AutoCorrect and AutoText functions have already been mentioned above, but that’s not all. The AutoFormat feature lets you format text as you type, such as automatically creating bulleted and numbered lists or replacing Web addresses with actual hypertext links. Responsive menus and toolbars move the most frequently used commands to more accessible locations, making them easier to access. And wizards simplify the process of creating letters, newsletters, Web pages and other types of documents.

Microsoft has introduced dozens of new features in Word 2002. Some of the new features are aimed at making the job easier for network administrators who must manage large numbers of Word users, but most of the new features are designed to improve the experience for individual users.

· Installation

A number of innovations implemented in the Word installation function make the work of individual users easier:

• 1) Intelligent Install installation automation functions. Office 2002 automatically determines the optimal installation based on the software already installed and in use.
• 2) Installation as needed. Word doesn't install every single template, theme, or other file; instead, Word installs just a few files and prompts you to install a particular component when you need it. This feature allows you to achieve significant savings in disk space.
• 3) Office Profile Wizard. This new program saves user settings and allows you to create or restore them as needed. This feature is especially useful when moving to another computer on the network or transferring Word to a laptop.
• Self-diagnosis and recovery

Now Word and Office applications can automatically check their files for errors and repair them. These functions are implemented using the following wizards and commands:

• 1) Master Office settings Automatically detects errors when you start Word and allows you to fix them. It checks for damaged data in the registry and files, identifies missing files necessary for operation Office applications, and other problems. After this, the wizard tells you where you can find the necessary files if you need to install them.
• 2) The Office Cleanup Wizard identifies previous files Office versions and allows you to delete all these files.
• 3) The Help menu command “Find and Fix” identifies problems associated with files that are not necessary for Word to function, such as font and template files.
• 4) Macro developers can now use digital signatures to identify their macros, which will prevent a macro warning from being displayed when opening a document.
• · Increased productivity

Word provides a number of new features designed to improve user productivity:

• 1) New dialog boxes for opening and saving documents display 50% more files than in previous versions of Word. New panel Addresses allows you to access your most frequently used folders with one click; it has a “History” icon, which allows you to access 20-50 documents with which the user has worked. New button“Back”, similar to the Web browser button, allows you to go to the last file you worked with.
• 2) In the menu and on the toolbars, when you first start the program, only the most frequently used commands are now displayed. Word automatically adds commands and buttons to your working set and removes them based on how often you use them.
• 3) The Windows taskbar now displays separate buttons for each document opened in Word, which allows you to navigate to the desired document either using the “Window” menu (Windows) or using the taskbar.
• 4) Hiding and showing the Office Assistant has been greatly simplified. Now the assistant does not have a separate window (it is simply displayed on the screen) and can be completely disabled if desired.
• 5) Now tens can be placed on the clipboard various elements. The new Clipboard toolbar displays the contents of the clipboard and allows you to paste items stored in it, either individually or in groups.
• 6) New options in the Print dialog box allow Word to automatically scale a document to print multiple pages of a document on one sheet or when using custom-sized paper.
• · Editing and formatting

Word's advanced editing and formatting features are constantly being improved. New features include:

• 1) New feature free input can be used in page layout and Web document modes to set or change tab stops and text alignment by double-clicking any free line in the document. For example, if you double-click the right edge of a blank line, Word will align the text you type to the right.
• 2) Word now allows you to create nested and floating tables, position tables side by side, and create inline table header rows. In addition, the "Draw Table" command allows you to draw a table around the typed text.
• 3) Autocorrect function aimed at increasing productivity; work, now uses a custom dictionary to identify and correct words with spelling errors.
• 4) An expanded spelling dictionary reduces the number of incorrectly recognized spelling errors.
• · Graphics

The library of predefined pictures now has an interface similar to that of a Web browser, and has been updated with new pictures, sounds and animated clips! While editing a document, the library window can remain open; It is possible to resize the window and drag and drop pictures into the document. In addition, the library has a built-in search function. This feature allows you, for example, to select a picture related to finance and search for similar pictures. It is also possible to create custom categories of pictures, sounds and annotated clips.

· Teamwork

Microsoft has integrated its latest collaboration developments into Word and other Office applications. You can, for example, schedule and participate in NetMeeting conferences while working in Word, or use Word to create and manage network conferences based on Web documents. It is also possible to select and include the required electronic signature in messages created using Word email.

· HTML support

Given the continued growth in the importance of Web pages on corporate networks, as well as on public Web sites, Microsoft has significantly expanded HTML support for Word:

• 1) Word allows you to save documents in Web page format and transfer them to a Web server in one operation. When you save a Web page, Word creates a folder in which all additional files are placed.
• 2) When, while viewing a Web page in Internet Explorer, the user selects the “Edit” command, Office opens the application from its composition that used to create this document. In addition, it is possible to view the HTML code of a document without formatting.
• 3) It is possible to view the document in a Web browser before saving.
• 4) Tools for working with hyperlinks have undergone significant improvements. Now the procedure for creating hyperlinks to document bookmarks, other files, Web pages, and even email addresses has been greatly simplified.
• 5) It is possible to set the mode automatic update hyperlinks when saving a document.
• 6) Word has the ability to insert graphic objects such as list markers, horizontal lines and other graphic objects into a document. Default values ​​for color and padding are preserved in documents; Word automatically groups overlapping graphics.
• 7) Similar to styles, which are sets of text formatting options, themes are consistent sets of formatting options for Web pages, including styles, background color or pattern, graphical bullet points, and horizontal lines. Word comes with dozens of themes that can be used in the Web pages you create.
• 8) Word implements support for special formats created when saving a document in Web page format and then opening it for editing in Word from the browser. Even though the document has been converted to HTML, it opens as a standard Word document, allowing the user to view and change its original formatting.
• 9) It is possible to set the notification mode for updating any document published on the Web.
• 10) The script editor allows you to create HTML scripts and insert them into Web pages.
• · Programming and security

Microsoft Office includes a significantly improved version of the Visual Basic 6.0 for Applications (VBA) language, complemented by new features that facilitate the skilled development of macros and applications:

• 1) Currently VBA is on par with Visual Basic.
• 2) VBA allows you to create integrated solutions that include any Microsoft applications Office, thanks to the use of ActiveX controls.
• 3) Integrated automatic virus scanning can be included in any macro written in Visual Basic for Applications. A new API with support for virus protection functions has been implemented for the Open Document dialog box, allowing developers to set the automatic virus scan mode for any document they open.
• 4) Macros can be assigned digital signatures confirming the absence of viruses in the macros.
• · Network management

Microsoft has implemented features aimed at reducing operational costs for network administrators. Among these functions are the following:

• 1) Network administrators can configure Office so that certain features or programs are not installed until the user calls those features or programs.
• 2) Master network installation Next Generation is the primary means of setting up custom configurations when installing Office applications for use on a network.
• 3) The Office Profile Wizard allows network administrators to change default Word settings and save and restore Office 2002.
• 4) The administrator can block certain users from accessing certain Word functions.
• 5) Template Manager makes it easy to manage corporate document templates and ensures that they are installed so that they are available to all users through the New Document dialog box.
• 6) Help system Word can be expanded with administrator-defined sections and content files. It is also possible to supplement message boxes with links to a Microsoft Web site or a Web site on a corporate network.

Characteristics and purpose. The office tasks include the following: office work, management, management control, creating reports, searching, entering and updating information, scheduling, exchanging information between office departments, between enterprise offices and between enterprises. Typical procedures performed in the tasks listed above are as follows:

· processing incoming and outgoing information (reading and responding to letters, writing reports, circulars and other documentation, which may also include drawings and diagrams);

· collection and subsequent analysis of data (reporting for certain periods of time for various departments in accordance with various selection criteria);

storage of received information ( quick access to information and searching for the necessary data).

The main components of office automation are presented in Figure 3.3.

Rice. 3.3. Basic Office Automation Components

Automated office information technology- organization and support of communication processes both within the organization and with the external environment based on computer networks and others modern means transmission and work with information.

Office automation technologies are used by managers, specialists, secretaries and clerical workers. They allow you to increase labor productivity and make it possible to cope with an increasing volume of work.

However, this benefit is secondary to the ability to use office automation as a problem-solving tool. Improving the decisions made by managers as a result of their improved communication can ensure the economic growth of the company.

Electronic office is a software and hardware complex designed for processing documents and automating the work of users in control systems.

The electronic office includes the following hardware: computers, possibly connected to a network; printing devices; means of copying documents; modem (if the computer is connected to a global network or a geographically remote computer). Additionally, the hardware may include scanners used to automatically enter text and graphic information directly from source documents; streamers designed to create archives on mini-cassettes on magnetic tape; projection equipment for presentations.

The main software products providing office automation technology are:

· text editor;

· spreadsheet;

· database management system.

Office software may also include:

· analysis and scheduling program;

· presentation program;

· graphic editor;

· fax modem maintenance program;

· network software: e-mail, computer and teleconferencing, etc.;

· translation programs;

· specialized programs for management activities: maintaining documents, monitoring the execution of orders, etc.

Office software products used both independently and as part of integrated packages.

Non-computer means are also widely used: audio and video conferencing, fax, copier and other office equipment.

Main components. Database. A mandatory component of any technology is a database. In an automated office, the database concentrates data on the company's activities. Information in the database can also come from the external environment of the company.

Information from the database is input to computer applications (programs), such as word processors, spreadsheet processors, e-mail, computer conferences, etc. Any automated office computer application provides workers with communication with each other and with other companies.

Word processor. This is a type of application software designed for creating and processing text documents. Regular receipt of letters and reports prepared using a word processor allows the manager to constantly assess the situation in the company.

E-mail. Electronic mail (E-mail), based on the network use of computers, allows the user to receive, store and send messages to their network partners.

Audiomail. This is mail for sending messages by voice. It's similar to email, except that instead of typing a message on a computer keyboard, you send it through your phone. The system includes a special device for converting audio signals into digital code and back, as well as a computer for storing audio messages in digital form. The advantage of audiomail is that it is simpler - when using it, you do not need to enter data from the keyboard.

Table processor. It, like the word processor, is a basic component information culture any employee and automated office technology. Without knowing the basics of operating technology, it is impossible to fully use it. personal computer in its activities. The functions of modern spreadsheet processor software environments allow you to perform numerous operations on data presented in tabular form.

Electronic calendar. It provides another opportunity to use a network version of a computer to store and manipulate the work schedule of managers and other employees of the organization.

Computer conferencing and teleconferencing. Computer conferencing uses computer networks to exchange information between members of a group solving a specific problem. The number of participants in a computer conference can be many times greater than in audio and video conferences.

In the literature you can often find the term teleconference. Teleconferencing includes three types of conferences: audio, video and computer.

Audio conferences. They use audio communications to maintain communications between geographically remote employees or departments of the company. The simplest technical means of implementing audio conferencing is telephone communication, equipped with additional devices that make it possible for more than two participants to participate in a conversation. Creating audio conferences does not require a computer, but only involves the use of two-way audio communication between its participants.

Video conferencing. They are intended for the same purposes as audio conferencing, but using video equipment. They also do not require a computer. During a video conference, participants who are located at a considerable distance from each other can see themselves and other participants on the television screen. Sound is transmitted simultaneously with the television image.

Although videoconferencing can reduce transportation and travel costs, most firms use it for other reasons than this. These firms see them as an opportunity to involve the maximum number of managers and other employees geographically remote from the main office in solving problems.

Facsimile. This communication is based on the use of a fax machine that can read a document at one end of the communication channel and reproduce its image at the other.

Facsimile contributes to decision making by quickly and easily distributing documents to members of a problem-solving team, regardless of their geographic location.

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Federal Agency for Education
Shadrinsk State Pedagogical Institute
Department of Applied Informatics

Coursework on the topic:
“Automation of office activities (using the example of specific developments)”

Completed by: Daria Shabunina
386 group
Checked by: Fedorova L.V.

G.Shadrinsk. 2010
Content:
Introduction.
Chapter 1. Tasks of office automation.
§1.1. Ensuring joint activities.
§1.2. Document flow.
§1.3. Work planning and management.
§1.4. Automation of commercial activities (trade).

§ 1.6. Data protection.
Chapter 2. Software for automating the work of an office or company
§ 2.1. Integrated packages for offices
§ 2.2. Characteristics of 1C: Accounting.
§ 2.3. Automation of any trade and warehouse operations.
Chapter 3. Office automation solutions.
§ 3.1. Lotus Domino/Notes from IBM
§ 3.2. Document flow automation system ESKADO.
Conclusion.
List of sources used.
Application.

Introduction.
This paper discusses the topic “automation of office activities (using the example of specific developments).” Over the past decades, office automation has been one of the main drivers for the development of the global information industry. Perhaps, each of the world giants - developers of hardware and software - has made its contribution to the development of this part of the information technology market. All this allows us to talk about the relevance of the topic of this work.
The range of solutions offered for office automation includes office suites, tools for organizing teamwork and information exchange, solutions for automating company management, and much more. Thanks to these decisions, the office itself and the work organization of its employees have recently changed beyond recognition.
Purpose of the work- analyze the automation of office activities and consider the main software products and solutions used for this automation.
Object of study- software used for office automation.
Subject of research- tasks and methods of office work automation, office automation tools.
When creating a new company of any size, its organizers no longer face the question of the need to automate the activities of its offices or divisions - only the problem of choosing the means for this automation among the variety of products on the market arises.

Chapter 1. Tasks of office automation.
The tasks solved when automating a company’s activities largely depend on the nature of its business, infrastructure, administrative structure and many other factors. But regardless of the specifics of each individual company, there are a number of general requirements for office automation systems. Therefore, in order to determine these requirements, it is necessary to understand what is common in the tasks of automating the activities of offices of various companies.
§1.1. Ensuring joint activities.
First of all, an office is a group of people, so the means of organizing intra-corporate interaction come to the fore. The specific composition of these funds, their content and content largely depend on the specifics of the company’s activities. For example, a trade organization needs a system for automating commercial activities (trade); company engaged in various design work, - developed project and task management tools. Almost every company faces the issue of office automation.
Thus, when organizing internal corporate business processes within a company (and therefore its offices), the need arises to automate various types of activities of its employees.
§1.2. Document flow.
In principle, the entire document flow comes down to assigning a number to a document (registration of the document in the office) and its execution, possibly accompanied by control. Document flow covers all structural divisions of the company - from the office to management - and is an important part of the company's management system.
If the registration of a document is fairly uniform for all companies, then the processes of its execution and control over its passage are difficult to formalize and largely depend on the administrative structure of the organization. Based on this, the document management system must contain developed means of adaptation to the administrative structure of the company and the procedure for working with documents adopted in it.
The document automation system must support the distribution and approval of documents, which is a reflection of the real processes of working with papers in any organization. Also, when automating document flow, another typical operation when working with papers must be ensured - control over the passage of documents. In addition, this system must provide: input into the system of documents from various sources: paper documentation, email messages, faxes, files of various application programs.
§1.3. Work planning and management.
Work planning includes drawing up work schedules, calculating costs and resource planning. Work planning is inextricably linked with event planning for both individual employees and work groups.
§1.4. Automation of commercial activities (trade).
In contrast to document flow, all production processes associated with trade are formalized much more simply. Although, as the practice of developing, selling and implementing commercial automation packages shows, each company has its own nuances, but this does not prevent the widespread use of such systems.
In general, a business automation system should perform the following functions:

Ensuring full control over the receipt and sale of goods. Trade involves the purchase or production of goods, their storage and sale. This whole process is accompanied by various papers: invoices, invoices, invoices, which are necessary for accounting reporting. Accordingly, the trading system must automate all operations related to the movement of goods and provide the corresponding accounting documents.
Interaction with an accounting automation system is necessary for the most complete automation of the company’s financial activities. Ideally, an accounting program should be integral part trade automation systems. In fact, given the variety of accounting programs that companies have long used, a trade automation system should, at a minimum, ensure that the necessary information is stored in the formats of these programs.
Restricting access to information in a business automation system is not only a measure to ensure secrecy, but also serves to more clearly distribute functions between employees.
Maximum automation of operations serves to increase the efficiency of employees and allows you to avoid many mistakes, which can result in financial losses.
Regular updating and support of the system by the manufacturer is necessary to ensure the sustainable functioning of the trading company. Indeed, a trade automation system must meet all financial accounting requirements accepted in the country and all market realities. A striking example of this is the situation at the beginning of 1997, when the requirement for mandatory issuance of invoices was introduced. After this, many home-grown trading automation systems and packages, lacking developer support, simply turned out to be useless. Another event that influenced the fate of such systems was the denomination of the ruble.

§ 1.5. Communication with the outside world.
The activities of any company are unthinkable without means of remote interaction between its offices and without communication with other companies. Therefore, any company needs:

e-mail facilities;
automation of fax service;
tools for organizing remote access and interaction between company offices.

§ 1.6. Data protection.
The most valuable component of any information system, the reason for which it exists, is the data stored in it. Even with the most reliable solution, there is always a risk of losing information vital to the enterprise.
Protecting corporate data is a complex task, the parts of which are:

Preventing unauthorized access to data. Separating access to information, on the one hand, is necessary to ensure its secrecy and protection from deliberate destruction, and on the other hand, it serves to more clearly delineate responsibilities between employees.
Antivirus protection. The danger of viruses entering the information environment should not be underestimated. In conditions of rapid development of local and global networks and Internet-related technologies, one virus entering the network can cause catastrophic losses to a company.
Data backup. No matter how reliable a company’s information environment is, there is always the possibility of data loss. In this case, a developed system will help reduce the associated losses. backup. As implementation practice shows information systems, it is rare that an IT manager does not install a backup system, but at the same time, modern technologies offered for these systems are not always used.

Chapter 2. Software for automating the work of an office or company
Nowadays it is difficult to imagine a modern office without computers. Application computer technology allows you to significantly increase the productivity and quality of work of both an individual secretary-assistant and management documentation support services as a whole.
For a long time, the automation of institutions was carried out in the form of various kinds of automated control system subsystems based on databases (personnel, office, accounting, salaries, execution control, etc.) Without begrudging the importance of these subsystems, it is worth noting that they covered only up to 15-20% the total amount of information circulating in the institution.
The needs for electronic document processing were satisfied by the use of functional packages (text editors and spreadsheets) and integrated software packages Microsoft Office, Perfect Office, Lotus Smart Suite. These tools turned out to be insufficient to manage the huge flows of paper and electronic documents circulating both within one enterprise and between them. In general, this approach suffered from a lack of complexity in office automation and document management.
Currently, the development of information technology has led to the emergence of methods and tools that provide integrated solutions for office automation, allowing you to automate manual operations and search for documents, automatically transfer and track the movement of documents and monitor the execution of orders related to documents.
Here is a short list of software tools involved in office automation:
Operating systems
"Microsoft Windows XP Professional;
"MS Windows 2000 Professional;
"Microsoft Windows NT Workstation 4.0;
"Sun Solaris 9, etc.
Server software
"Microsoft Windows 2000 Server;
"Microsoft Windows NT Server 4.0;
"Windows Server 2003 Enterprise Edition;
" NetWare 6;
"Sun Solaris 9;
"SCO OpenServer 5 and others.
Application Software by Category
"Antiviruses;
" Safety;
" Graphics/Publishing packages;
" Internet;
"Multimedia;
" Scientific software;
"Training programs;
"Sending and receiving faxes;
"Office software;
"Backup;
"CAD;
"Network software;
"Authorization means;
"Development tools;
"DBMS;
"Utilities;
"E-mail.

§ 2.1. Integrated packages for offices
The most widely used office suite in the world is Microsoft Office. According to International Data Corporation, one of the largest companies working in the field of computer analytics, this application is installed on more than 95% of personal computers. The Microsoft Office Standard Edition package includes the following programs: Word, Excel, Outlook, PowerPoint. We will briefly discuss the capabilities of these programs.
Microsoft Word is a multifunctional word processing system that has a full range of tools necessary for quickly creating and effectively processing documents of almost any degree of complexity. Word makes formatting a document much easier by providing the ability to use styles. As a rule, organizations create many repetitive (standard) documents, the preparation of which can be accelerated using special templates. The template allows you to quickly create new, similar-shaped documents without wasting time on formatting. Templates can contain information about styles, standard texts, and even toolbars, which allows you to unify and automate the document preparation process. Word comes with templates for many standard documents.

Thus, using the Word program, you can quickly issue an order, memo, prepare a scientific and technical report, letter or any other document containing standard elements.

Microsoft Outlook is a powerful tool for working with personal information. The program combines the functions of e-mail, personal calendar, scheduling tools, managing personal information (such as contacts and tasks), creating special applications for collaboration and information sharing. Outlook provides a contact list that allows you to store information about contacts, as well as a journal that you can sort and find Microsoft documents Office by time of working with them.

Many people around the world have come to appreciate Outlook's ability to plan their work and keep things on track. It turned out to be very convenient to be able to set reminders for each planned event at a certain time. Users can see reminders of all activities planned for the current day or receive a warning about an important event several days in advance.
Microsoft Power Point is a popular presentation preparation program that is widely used by businessmen, teachers, lecturers and office employees. The widespread use of this program has changed the very idea of ​​how laborious it is to create a presentation. Just 15 years ago, reports and presentations were accompanied primarily by paper posters, the production of which was very labor-intensive and often required the services of professional draftsmen. Typically, posters were photographed and slides were made from them, which were shown using slide projectors. Today, thanks to the advent of programs such as Power Point, preparing a report with the highest quality illustrative material takes just a few minutes.
Power Point allows you to create visual presentations by integrating text, graphics, video and other elements on separate pages called “slides”, similar to the slide projectors made obsolete today by the introduction of computer presentations. Power Point lets you create slides that contain floating tables and wraparound text, and you can edit, share, and print the slides.
Microsoft Excel- this is an ideal tool for solving accounting problems, processing experimental data, drawing up reports, etc.
An Excel document is called a workbook. An Excel workbook consists of sheets, which are tables of cells that can store numeric and text information. This book serves as a good organizational tool. For example, it can collect all documents (worksheets) related to a specific project (task), or all documents maintained by one executor.
Excel tables are convenient for storing and sorting information and for performing mathematical and statistical calculations. In addition to working with numbers, Excel has well-developed capabilities for working with text, allowing you to create documents of almost any complexity. Excel has a large number of templates with which you can quickly draw up a variety of documents, including financial ones.
Microsoft Excel has a lot of built-in functions for mathematical, statistical, financial and other calculations. One of the most important functions of the program is the ability to present data in the form of a variety of graphs, charts and maps.

§ 2.2. Characteristics of 1C:Accounting

The "1C:Accounting" software product includes the "1C:Enterprise" technology platform and the "Enterprise Accounting" configuration (application solution).
The "Enterprise Accounting" configuration is designed to automate accounting and tax accounting, including the preparation of mandatory (regulated) reporting in the organization. Accounting and tax records are maintained in accordance with the current legislation of the Russian Federation.
"1C: Accounting" supports the solution of all tasks of the accounting service of an enterprise, if the accounting service is fully responsible for accounting at the enterprise, including, for example, issuing primary documents, accounting for sales, etc. This application solution can also be used only for accounting and tax accounting.
The configuration includes a chart of accounts in accordance with the Order of the Ministry of Finance of the Russian Federation "On approval of the chart of accounts for accounting of financial and economic activities of organizations and instructions for its application" dated October 31, 2000 No. 94n (as amended by Order of the Ministry of Finance of the Russian Federation dated May 7, 2003 No. 38n). The composition of accounts, the organization of analytical, currency, and quantitative accounting on accounts comply with the legal requirements for maintaining accounting records and reflecting data in reporting. If necessary, users can independently create additional subaccounts and analytical accounting sections.

§ 2.3.Automation of any trade and warehouse operations

"1C: Trade and Warehouse" automates work at all stages of an enterprise's activities.
A typical configuration allows:

maintain separate management and financial records
keep records on behalf of several legal entities
maintain batch accounting of inventory with the ability to select a cost write-off method (FIFO, LIFO, average)
keep separate records of your own goods and goods taken for sale
register the purchase and sale of goods
perform automatic initial filling of documents based on previously entered data
keep records of mutual settlements with buyers and suppliers, detail mutual settlements under individual agreements
generate the necessary primary documents
issue invoices, automatically build a sales book and a purchase book, keep quantitative records in the context of customs declaration numbers
carry out reservation of goods and payment control
keep records of funds in current accounts and in the cash register
keep records of trade loans and control their repayment
keep records of goods transferred for sale, their return and payment

In "1C: Trade and Warehouse" you can:

set the required number of prices for each product different types, store supplier prices, automatically control and quickly change price levels
work with related documents
perform automatic calculation of write-off prices for goods
quickly make changes using group processing of directories and documents
keep records of goods in various units of measurement,
and funds - in various currencies
receive a wide variety of reporting and analytical information on the movement of goods and money
automatically generate accounting entries for 1C: Accounting.

Chapter 3. Office automation solutions.
§ 3.1. Lotus Domino/Notes from IBM
Let's consider one of the solutions for automating the activities of a company and its offices, taking into account the requirements stated above. The proposed solution is based on many years of experience in implementing similar systems and, in the author’s opinion, is balanced in terms of price and consumer characteristics.
The core of the proposed solution is the Lotus Domino/Notes collaboration server from IBM; Let's look at it in more detail.
Server basis Lotus Notes is a built-in database that has a non-relational structure, which, unlike relational database management systems (SQL servers), allows you to most simply and efficiently build document storage systems for the purpose of their collective use. It should be noted that, despite the non-relational structure of the Lotus Notes server databases, they can also be accessed through the ODBC driver.
Other features of the Lotus Notes system are:

client-server technology with support for a wide range of server and client platforms, in particular: Windows 2000, Windows NT, Macintosh, AS/400, Windows 95/98/3.x, OS/2, various UNIX clones. All applications developed on the basis of the Lotus Notes system, including those that will be discussed below, run on all platforms supported by it without any modifications;
support for remote databases, ensuring synchronization between them. This allows you to organize a global corporate network, where each office will either work with a central Lotus server remotely, or contain on its own local server an up-to-date copy of corporate databases;
built-in Internet server and email system;
interface with other data sources via ODBC;
advanced visual application development tools and interface with popular application development systems.

Thus, Lotus is not only a data storage tool, but also an Internet server and also provides e-mail functionality. As an integrated collaboration system, the Lotus Notes server allows you to organize:

joint document processing system within a company, department, work group;
interaction between remote companies or offices;
exchange of information within an enterprise of any size;
collective processing of data from various sources: relational servers, Internet resources, office applications.

The Lotus Notes system is easily configured for all popular network protocols and contains developed means for organizing remote access and interaction over global networks.
The Lotus Notes package contains advanced information security tools, which will be discussed below.
All these and many other advantages make the Lotus Notes system the most popular tool for building corporate collaboration systems. Thus, during 1999, almost 22 million Notes licenses were sold worldwide, which exceeded the same figure for 1998 by 62%. By the end of 1999, there were about 56 million Lotus Notes users worldwide.
Actually, only purchasing and deploying a Lotus Notes system allows you to solve the following problems:

implementation of email;
creation of an Internet server;
support for individual and group event planning.

But the use of the Lotus server is not limited to this. As mentioned above, the Lotus Notes server is intended primarily for organizing collective work on documents, which is determined by the architecture of its databases and developed built-in tools for creating applications for processing them. Of course, a company that owns a Lotus system can independently develop applications to suit its needs, but there are already ready-made ones on the market. Two of them, intended for organizing document flow and automating commercial activities (trade), are brought to the attention of readers.
§ 3.2. Document flow automation system ESKADO.
ESCADO package ( Electronic System Integrated Document Flow Automation) is built on the basis of the Lotus Notes collaboration server from IBM. The development of the ESKADO system at Interprokom LAN began in 1996. Her goal immediately was to create a commercial product. Currently, this system is successfully used by many organizations to ensure document flow, work planning and management.
Adaptation to the administrative structure of the company in the ESCADO system is achieved in various ways.
The ESKADO system is logically divided into four different modules: “Office”, “Organizations”, “Personnel” and “Directory”, each of which ensures the implementation of one of the main tasks that arise when working with documents in an enterprise. In Fig. 1, the names of these subsystems are visible on the tabs of the “loose notebook”; in a real system, clicking on any of them calls the corresponding component.
The "Office" module is the main component of the ESCADO system. It is intended directly for registering documents and monitoring their passage.
It is possible to view documents based on various selection criteria, for example, all incoming documents by registration date. In addition to registration, this module monitors the passage of documents and monitors their execution.
Control of interaction with other companies is carried out through the “Organizations” module. This component of the ESCADO system allows you to track contracts and projects with other companies, as well as maintain a history of telephone conversations, meetings, fax messages and correspondence with various recipients.
The tools for planning work (projects) and managing them deserve special attention. Thanks to this feature, users of the ESKADO system can:

define tasks, create and assign resources necessary to complete them;
assign responsible persons and executors and send them messages by e-mail;
determine the cost of the entire project and its individual stages;
etc.............

data accumulated based on the assessment of operations carried out by the company;

regulatory documents(plans, standards, budgets, etc.) that determine the planned state of the management object.

Question 9. Office automation

1. Characteristics and purpose of office automation.

2. Basic components of office automation.

Automated office information technology – organization and support of communication processesboth within the organization and with the external environmentbased on computer networks and other modern means of transmitting and working with information.

Office automation designed to complement the existing traditional personnel communication system (with her meetings, phone calls and orders). With them sharing both of these systems will provide

rational automation of managerial work and better provision of information to managers.Automated office:

supports internalpersonnel communications;

provides new means of communication with the external environment.

Office automation technologies especially attractive to

group problem solving. They can increase the productivity of secretaries and clerical workers and enable them to cope with increasing workloads, but the benefit is secondary to the ability to use office automation as a problem-solving tool.

Currently, several dozen are known software products for computers and non-computer technical equipment, providing office automation technology:

word processor;

table processor;

e-mail;

electronic calendar;

audiomail;

computer and teleconferencing;

video text;

image storage;

specialized programs for management activities (maintaining documents, monitoring the execution of orders, etc.).Non-computer means are also widely used:

audio and video conferences;

fax communication;

photocopier and other office equipment.

A mandatory component of any technology is a database. In an automated office, she concentrates data on the company's production system, as well as in data processing technology at the operational level. Information in the database can also come from the external environment of the company.

Information from the database enters the input of computer Applications (programs), such as a word processor, spreadsheet processor, e-mail, computer conferences, etc.

Word processor is a type of application software designed for creating and processing text documents. It allows

add or remove words, move sentences and paragraphs, set format, manipulate text elements and modes etc. Regular receipt of letters and reports prepared using a word processor allows the manager to constantly assess the situation at the company.

E-mail(E-mail), based on the network use of computers, allows the user receive, store and send messages to your network partners. Email can provide different experiences to the user depending on the software used. In order for the message you send to be available to all e-mail users, it should be posted on a computer bulletin board. When a company decides to implement email, it has two options::

buy your own hardware and software and create your own local network computers that implement the email function;

buy a ready-made service for using e-mail, which is provided by specialized communications organizations periodically

the fee paid.

Audiomail. This is mail for sending messages by voice. It's like email, but message instead of typing on the keyboard transmitted via telephone. Audio mail is also implemented online. Audio mail can be successfully used for group problem solving. The main advantage of audiomail over email is that it simpler - when using it, you do not need to enter data from the keyboard.

table processor, like the word processor, it is a basic component of the information culture of any employee and automated office technology. Without knowledge of the basic technology of working in it, it is impossible to fully use a personal computer in your activities. Functions of modern table processor software environments

allow you to perform numerous operations on data presented in tabular form. Combining these operations according to common characteristics, we can distinguish

the most numerous and used groups of technological operations:

data entry both from the keyboard and from databases;

data processing(sorting, automatic generation of totals, copying and transferring data, various groups of calculation operations, data aggregation, etc.);

output of information in printed form, in the form of imported files into other systems, directly into the database;

quality design of tabular forms data presentation;

versatile and high quality presentation of data in the form of charts and graphs;

carrying out engineering, financial, statistical calculations;

carrying out mathematical modeling and a number of other auxiliary operations.

Any modern spreadsheet environment has a means of sending data over the network.

Electronic calendar provides another opportunity to use the network version of the computer for storing and manipulating the work schedule of managers and other employees of the organization. The hardware and software of an electronic calendar are fully consistent with similar components of email; moreover, calendar software is often an integral part of email software.

Computer conferences use computer networks to exchange information between group members, solving a specific problem.

The circle of people who have access to this technology is limited. The number of participants in a computer conference can be many times greater than the number of participants in audio and video conferences.

Teleconferenceincludes three types of conferences:

audio;

video;

computer

Video text is based on the use of a computer to obtain

displaying text and graphic data on the monitor screen. For decision makers there arethree possibilities for obtaining information in the form of video text:

create video text files on your own computers;

enter into an agreement with a specialized company to obtain access to video text files developed by it;

enter into agreements with other companies to gain access to their video text files.

Exchange of catalogs and price lists is popular of their products between companies in video text form.

Image storage. Any company needs to store a large number of documents for a long time. Storing them even in the form of files causes serious problems. That's why the idea arose store not the document itself, but its image (image), and stored in digital form.

Image storage (imaging) is a promising office technology that is based on the use special device– an optical pattern recognizer that allows convert an image of a document or film into digital form for further storage in external memory computer. Optical disks with huge capacities are used to store images.

The creation of this technology was facilitated by the emergence of a new technical solution– optical disc in combination with digital image recording.

Question 10. Audio and video conferencing in office automation

1. Audio conferences.

2. Video conferencing.

3. Fax communication.

Audio conferencesuse audio communication to maintain communications

between geographically remote employees and departments of the company. Telephone communications equipped with devices that enable participation in a conversation with more than two participants, – the simplest technical means of implementing an audio conference. Creation of such conferences does not require a computer, it involves the use of two-way audio communication between its participants.

The use of audio conferencing facilitates decision making, is cheap and convenient. The effectiveness of audio conferencing increases when the following conditions are met::

the employee organizing the audio conference must first ensure that interested parties can participate in it;

the number of participants should not be too large to keep the discussion within the framework of the problem under discussion;

the conference program must be communicated to participants in advance, for example, using fax;

Before speaking, each participant must introduce himself;

recording of the conference and its storage must be organized;

The conference recording must be printed and sent to all participants.