Windows XP Concepts: http://www.slideshare.net/Qsrealm/windows-xp-concepts-notes

Office: http://www.slideshare.net/Qsrealm/office-14151493

WINDOWS XP INSTALLATION

• If your computer does not have an operating system currently installed or you have decided to install Windows from scratch, you can perform what is known as a new installation (also known as a clean installation, or a full installation).

• This process is more complicated and takes longer than an upgrade (about 20 steps as opposed to 9 for an upgrade).

• NOTE: You can choose to delete everything that currently exists on the hard drive during a new installation, so be sure to back up any data you want to keep before you begin (make sure that the backup data is not stored on the drive you are going to delete).

STEPS FOR INSTALLATION

1) Insert the Windows XP CD into the CD-ROM drive.

2) Restart the computer.

3) When the message to Press any key to boot from CD… is displayed, quickly press any key (for example, the SPACEBAR). Setup begins.

4) Note: Pay close attention here, because it's very easy to miss this message. If your current operating system starts, you'll know that you missed the opportunity to boot from CD. Restart your computer and try again.

5) After Setup starts, several messages will flash across the bottom of the screen.

6) Next, a screen appears that offers the following three options:

i. Set up Windows XP,

ii. Repair a Windows XP installation, or

iii. Quit Setup.

Press ENTER to select the first option.

7) The End User License Agreement appears next. Read the license agreement and follow the instructions to accept or reject the agreement.

8) ( If your Windows CD is an upgrade CD, after accepting the agreement, you will be prompted to insert the CD of your previous operating system to verify that the previous version qualifies for upgrade to Windows XP. )

9) If a screen appears showing an existing installation of Windows XP, press ESC to continue installing a fresh copy of Windows XP.

10) At the next screen, you have the option of repartitioning your drive.( It's a good idea to repartition if you want to merge several smaller partitions into one large one, or if you want to create several smaller partitions. )

a. If you want to repartition, follow the instructions to delete existing partitions, if needed, and then select unpartitioned space and press ENTER to proceed.

b. NOTE: Deleting a partition will remove all data stored on that partition. Before you continue, make sure you have backed up everything you want to keep.

11) Select the formatting method you would like to use, and then press ENTER. (NTFS or FAT, QUICK or SLOW)

12) Setup will format the drive, copy initial Setup files, and restart the computer.

( Note: After the computer restarts, you will again receive the message Press any key to boot from CD but you should ignore it so that you do not interrupt the current installation process. )

13) After another restart, the next part of Setup will begin.

14) On the Regional and Language Options page, follow the instructions to add language support or change language settings, if desired.

15) On the Personalize Your Software page, type your name and the name of your company or organization (if applicable).

16) On the Your Product Key page, type the 25-character product key that came with your copy of Windows XP.

17) On the Computer Name and Administrator Password page, make up a computer name. Then make up a password for the Administrator account on your computer. Type it once, and then confirm it by typing it again. ( Important: Be sure to remember the Administrator password. You'll need this password when you want to make changes to your system in the future. )

18) On the Date and Time Settings page, make any changes that are necessary.

19) On the Networking Settings page, if it appears, select Typical settings (unless you plan to manually configure your networking components).

20) On the Workgroup or Computer Domain page, click Next.( If you want to add your computer to a domain, select the second option and fill in the domain name. (If you do this, you will be prompted for a user name and password.) Note: Connecting to a domain is only possible in Windows XP Professional, not in Windows XP Home Edition. )

21) Next, while Setup copies files to your computer and completes a few other tasks, you'll see a series of screens that tell you about new features in Windows XP.

22) Finally, your computer will restart. Again, ignore the message to press any key. After Setup completes, eject the CD from the CD-ROM drive.

23) Do not forget to enable your virus protection software after Setup is finished.

Office

OFFICE

OFFICE – An office is generally a room , a hall, or other area in which people work. An office is a place where work in connection with the pairing and furnishing of information is done . The collection , processing , storing and distribution of information .

e.g a company or any organization office

ATTRIBUTES

· Office Name

· Address

· Status

· Numbers of employees

· Head

PURPOSE OF AN OFFICE

The purpose of an office is mainly to provide services , communication between services and keep record . An office is a processing medium , is also responsible for directing and co-ordination the various activities of the organization. It is like the mainspring in a watch. It works like force.

The main purposes of an office are-

1.To direct and co-ordinates the activities of various departments.

2. To plan the policies of the business and ensure their implementation

3.To preserve all the records of the business

4. To handle all types queries

5. To maintain accounts ledgers, balance sheets etc of the business.

ACTIVITIES OF AN OFFICE

Each office has a personality of its own. This is because the work of a particular office. The manufacturing office will have different activities and records from that of a particular office . Some of these activities are

1.Processing incoming mails – The activity of the office is concerned with the mails or letters or application which have been sent to the particular office . It reads those mails and taking necessary actions.

2. Processing outgoing mails- It is typing , numbering and checking the mails etc which are to be sent by the office after checking posting of these mails etc are part of activity.

3. Dictation - It is something like taking the material from the offices in dictation by the stenographer. This includes like to whom it must be referred and what should be the matter etc.

4. Transcription – in this activity the format or template of letter is already there. Simply the main matter required for the letter is collected and the given format is used.

Transcription: A written or printed representation of something.

5. Typing – this activity is the next step after taking dictation and transcriptions . After taking dictation every letter needs to be typed using typewriter etc. to have a hard copy.

6. Printing - If the letter is typed in computer then it needs to be printed to have a hard copy this also is an activity of an office . If the same letter is meant for sending to many offices then we need to take its carbon copies or Xerox copies. This is the activity obtaining copies of the same matter.

7.Filing - it is organizing or arranging various faxes , mails, letters and application for future reference. It is very important activity of an office . It is storing of records in an organized manner.

8.Record retrieval - if any existing letter , mail or fax etc. are required by anyone concerned then it is the job of the office staff to locate it in the files or records and make it available to that person.

9.Records disposal – this is also an important activity of any office .it is disposing or deleting the record which are of no use in future i.e. which are not required in future.

10.Communication - one department of an organization needs to communicate with other departments of that organization as well as other organization so this communication is taken care of by the office of that particular department.

OFFICE SYSTEM

A system may be defined as a group of inter-related and interdependent parts operating in sequence , according to a predetermined plan in order to achieve a goal or series of goals.

e.g human body , or any organization system

In terms of management also and Office system may be regarded as a planned approach to the activities which are necessary for the attainment of desired objectives set for any office . It refers to the complete picture of the personnel, forms, records, machines and equipment involved in completing a major phase of office work.

CHARACTERISTICS OF AN OFFICE SYSTEM

• Flexibility – It should be sufficiently flexible to allow for special or unusual circumstances.

• Adaptable – It should adapt the changes without destroying or hindering its functions.

• Systematic – It must be systematic and logical.

• Simple- It should not be complex .

• Resourceful – It should properly used as organizational resources.

• Dependability- It should produce consistent and reliable output with minimum time.

• Acceptability – It should be designed to be easily accepted by the human who have to follow or use it.

FUNCTIONS OF AN OFFICE SYSTEM
OR
OBJECTIVES OF AN OFFICE

These differ from organization to organization. Some of the major ones are –

• To ensure efficient usage of organizational resources.

• To control operating costs.

• To improve operating efficiency

• To help to achieve the objectives of the organization.

• To assist in carrying out various functions of the organizations.

PRINCIPLES OF OFFICE SYSTEM

Some general principles of office system are-

• To have a good work flow without bottlenecks.

• To avoid duplication of work and records.

• To keep the movement of staff to the minimum.

• To avoid unnecessary writing

• To make the best use of specialization

• To keep the amount of paper work to the minimum

• To use the principle of management by exception

• To make as few as exceptions to the rule as possible

• To avoid unnecessary checking

• To use the machines efficiently

• To seek simplicity.

IMPORTANCE OF OFFICE SYSTEM
OR
ADVANTAGES OF OFFICE SYSTEM

1. Smooth flow of work

2. Uniformity can be achieved

3. Duplication can be avoided

4. Helps in training office personnel for efficient performance without supervisors.

5. Eliminations of unnecessary operations and control wastage of any nature.

6. Responsibility can be fixed for each employee.

7. Office personnel can perform their jobs independently and confidently.

8. Ensures better control and eliminates fraud possibilities

9. Aims at better form design and form control.

10. Chances of errors are eliminated

11. Better co-ordinations

12. Liberates the management from 90 percent of its work.

DISADVANTAGES

1. Effectiveness of an office depends on planning

2. Strictness makes it inflexible and unworkable

3. The repetitive use of an office system adversely affects its efficiency whereas frequent changes impose expenditure burden on the organization

4. Cost-benefit analysis is required to check the efficiency

5. System need to changed to meet changing environments but it impose a limitation of operation of system.

OFFICE MANUALS

An office manual is an authorized guide to office organization. It is a source of information, knowledge of which is essential for the office work. It may be in the form of a book or booklet.

For the benefit of the office staff, it contains information on operating office system and procedures, methods and routines, executive decisions, standard practices, organizational policies and so on. If office employees are supplied with copies of the office manual, they do not have to approach their superiors again and again for necessary guidance ,instructions and decisions. Since, instructions, rules and regulations are written for each employee receiving manual can be held responsible for their work and for manner in which they are carried out.

CONTENTS OF OFFICE MANUAL

An office manual usually contains the following information:

— General Information: Name, address, telephone number etc., of company; its branches and departments and executives.

— General rules and regulations of office: These relates to office ours, salary, vacations and holidays, promotions, dismissed, compensation, etc.

— General office facilities: The location of rest room, lunch room, dispensaries, telephone facilities, recreation facilities etc.

— Safety instructions: These instructions indicate what should in case of fire, accident or any other emergency. The name and address of the doctor or nurse who is in permanent service of the company is also mentioned.

— Organizational Policies: It includes policies bearing on credit sales, selection of advertising media, training and development programs etc.

— Executives relationship: Laying down the relationship between different executives/departments, or individuals responsible for policy decisions, the nature of supervisions and control etc.

— Job Descriptions: Laying down the basic functions of each job, it is explained in terms of the authority and responsibility. It helps the employees in understanding what is expected from them.

— Standard Practice Instructions: Laying down instructions related to repetitive works such as instructions for handling incoming and outgoing mails, replenishment of stationary, filling, etc.

— General instructions- These instructions are regarding the non-standardized work i.e. the work which are not repetitive

— Appendix – This contains various forms(specimens) used by different departments of the office.

ADVANTAGES OF OFFICE MANUAL

1.It contains printed instructions and important decisions on the executive of office work

2.An office manual is a useful aid in the training of new employees

3.In large firms/offices it brings about a uniformity in the office system and procedures .

4.It enables executive to make decisions more easily by giving reference to the instructions and policies in the manual.

5.It is the best way of bringing useless work to light.

6. Everyone gets the idea of responsibility, duties , and authority of his job and its relationship to other jobs.

7. During transfers it helps employees to pick up their work at new locations quickly without delay or hesitation.

Disadvantages – The disadvantages of the office manual are –

1.Small firms cannot afford office manual because time and cost

2.If its not stated clearly a manual can be misinterpreted

3.To keep a manual up–to-date is a difficult job

4.It may put on record the relationship which everyone may not like.

Document Flow Management

Document flow is concerned with the way ,documents of work move along from one operation to another. It has to do with the documents gone through , the rate at which documents move along and the smoothness of flow of documents .

A steady , constant flow of work following a routine results in high efficiency.

Flow of documents – a management Problem - The flow of documents is a management problem for it can be solved only by managers. Management cannot completely control the document flow but it can take steps to minimize the effects of any uncontrollable factors. it is a test of the management ‘s ability to analyze and plan a proper document flow .

In order to achieve smooth flow of office documents, the following points should be taken care of:

1.The office manger should see to it that

• The document flow is un interrupted

• Each duty in document flow is performed in its proper sequence

• Work is finished according to a predetermined schedule.

2. The office manger should know

• By whom and using what means each document is checked or completed etc.

• This means available to accomplish the desired results.

• If any department is getting behind in document flow , steps should be taken to correct the situation.

3. work getting behind schedule may be due to

a) A sudden and unexpected increase in the volume of documents

b) the absence of one or more workers assigned to that work

c) ineffective documents

d) Interruption to work

e)ineffective supervision

4. The mangers of each department should know

a) the volume of documents received each day

b) The quantity of documents handled each day

c) The documents left over ,if any ,at the end of that day and reasons for their being left over.

Problems In The Document Flow

Many difficulties may arise in getting the ideal document flow .Few of the

factors can be:

1.Unequal flow of document: At certain seasons, in almost every kind of business ,the document flow is much heavier than at other times.

2.Interruptions to document flow: Every interruption causes delay. Interruptions can be internal or external. Internal interruptions can be lack of material or information, changes in the plan or pattern or methods etc. External interruptions can be visitors ,external noise, telephone calls, absenteeism.

3.Unequal times required for different operations: Usually different operations of a job require different times for their completion. this difference can be from few seconds to few minutes.

4.Lack of standards :the amount of documents to be processed by different workers of the same rank is usually unequal. So it is necessary to standardize the workload for all the workers in the office.

5.Lack of planning and scheduling: Without planning ,there can be no scheduling . This adversely affects the steady flow of processing of documents.

6.Faculty layout : Whether the layout is a straight line, a circle or whether it is u-shaped, the movement of people and documents should be reduced to the minimum. It ensures smooth processing.

Straight line flow of documents

The documents must always move forward from the beginning to the end of each operation. as far as possible, the straight line flow of document which involve very few backward movements should be adopted. The advantages of straight line document flow for processing includes:

1.Increased speed: the document pass from one clerk to another for further processing

2.Less danger of documents being lost or mislaid

3.Less messenger work when document flows in straight line

4.Keeps executives and clerks at their desks

5.Conveyor belt or other transportation device may be used carrying the documents.

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OFFICE AUTOMATION

AUTOMATION : Automation means replacement of human labour by machine.

OFFICE AUTOMATION:

Office automation Is the action of using varied equipment, machinery and software to store, manipulate and electronically capture or transfer data necessary for business.

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.

Office Automation is all about using the computer to:

v Make your work less tedious

v Reduce the time of your workload

v Reduce repetitive keyboard strokes or mouse-clicks

v Make data entry easy with fewer tabs or mouse-movements

OFFICE ACTIVITIES:

q exchange of information

q management of administrative documents

q handling of numerical data

q meeting planning and management of work schedules

NEED FOR OFFICE AUTOMATION:

v Automation facilitate efficient and detailed information through the use of tools like computers.

v It ensures speedy recording, processing and presenting of information.

v Increased volume of work, lack of time and the slow manual processes necessitate the introduction of automation.

v It facilitates better quality work by reducing errors which are created on manual work.

v Revolution in office has been brought by automation because increased volume of work is handled in a better manner with greater accuracy and speed because of automation. This process results in increased output.

v Automation increases the goodwill and reputation of the firm because it adds to the prestige and status symbol of the enterprise.

ADVANTAGES:

ü Many tasks can be done faster with office automation.

ü Lesser staff is needed to do office work.

ü Less storage space is required for data.

ü Copies can be easily taken to other place (to keep them safe).

ü Multiple people can be updated at the same time during schedule changes.

DISADVANTAGES:

Old staff may not be able to adjust to new technology.
Lot of money is needed to implement and maintain the office automation tools.
It leads to state unemployment (because human labor is replaced by machines).
Because of large cost, small firms may not afford automation.
If something gets ‘misfiled’, it may be difficult to find.

OA Tools

1. Hardware

a. Computer System

b. Printer

c. Plotter

d. Camera

e. Scanner

f. Fax Machine

g. Photo copier

h. Telephone or mobile

i. Speakers

2. Software: An office suite includes the following software programs:

· word processing

· a spreadsheet

· a presentation tool

· a database

· a scheduler

· e-mail

The main office suites are:

AppleWorks
Corel WordPerfect
IBM/Lotus SmartSuite
Microsoft Office
Sun StarOffice
OpenOffice

OFFICE EQUIPMENT

v Computer Hardware and Software

v Calculator

v Stationery (such as paper clips, post-it notes, staples, small machines such as hole punches, binders, staplers and laminators, writing utensils and paper)

v Table

v Chair

v Internet

v Drawer Box

v Dust Bin

WORKSTATION COMMUNICATION

Workstation communication refers to the use of computers as a medium of communication, regardless of the location and type of information.

It includes the rapid exchange of e-mail messages, the use of organization’s information and applications, use of internet to get any kind of information.

The software needed by the user to do the office work is installed on the computer. The workstations used in an office allows the use of applications independent of networks. This means that the user can use the software even in case of network failure.

The user can access any kind of data from any place through internet. That means if a computer fails, then the user can access the data from other computer connected to the internet.

Benefits of workstation communication:

Access to data, applications and company information from any place
Speedy exchange of messages
Extensive transfer of knowledge
High service quality

COMPUTER NETWORKS:

For communication, the computers (or workstations) need to be connected to each other.

A computer network, or simply a network, is a collection of computers and other hardware components interconnected by communication channels that allow sharing of resources and information.

A network enables users to share files and resources, such as printers, as well as send messages electronically (e-mail) to each other.

A computer network can be used for e-mail, transfer of files, chatting, sharing printers, etc.
The computers may be connected to each other by means of wires, or by wireless media.
There are three types of computer networks:
Local Area Network (LAN)
Metropolitan Area Network (MAN)
Wide Area Network (WAN)

Local Area Network (LAN)

• A LAN connects network devices over a relatively short distance.

• For example, the network in a single integrated campus or at a company location is classified as a LAN.

• LAN is a computer network that covers an area in one room, one building, or several adjacent buildings.

• LAN transmission media generally use a cable (UTP, coaxial cable, or fiber optics).

• But some are not using a cable and is referred to as Wireless LAN (WLAN).

• LAN speeds ranging from 10 Mbps to 1 Gbps.

Local Area Network

Features of LAN

• Typically connects computer in a single building or campus.

• Developed in 1970s.

• Medium : optical fibres, coaxial cables, twisted pair, wireless.

• High speed networks (0.2 to 100 Mb/sec).

• Speeds adequate for most distributed systems

• Problems : Multimedia based applications

• Typically buses or rings.

Metropolitan Area Network (MAN)

• MAN is a network that covers an area of one town or with a range of about 10-45 km.

• Network connecting several banks located in one city or campus that is spread in several locations classified as a MAN.

• MANs generally use transmission media by micro waves or radio waves.

• The MAN network usually exist to provide connectivity to local ISPs, cable TV, or large corporations.

Features of MAN

• Generally covers towns and cities (50 kms)

• Developed in 1980s.

• Medium : optical fibers, cables.

• Data rates adequate for distributed computing applications.

Wide Area Network (WAN)

• Network which includes inter-city, inter-provincial, inter-state, and even between continents called the WAN.

• Example of a WAN is a network that connects the ATM (Automatic Teller Machine).

• Another example is the internet.

Wide Area Network

Features of WAN

• Developed in 1960s. Generally covers large distances (states, countries, continents).

• Medium : communication circuits connected by routers.

• Routers forwards packets from one to another following a route from the sender to the receiver.

• Problems with delays if using satellites.

• Typical speed : 20 - 2000 Kbits/s.

CONVERGENCE OF TECHNOLOGIES

Technological convergence is the tendency for different technological systems to evolve toward performing similar tasks.

Convergence can refer to previously separate technologies such as voice (and telephony features), data (and productivity applications), and video that now share resources and interact with each other.

Converging technologies combine multiple technologies into one.
Newer mobile phones feature cameras, and can hold images, videos, music, and other media. Manufacturers now integrate more advanced features, such as video recording, GPS receivers, data storage, and security mechanisms into the traditional cell phone.

Due to the variable utility of portable technology, convergence occurs in high end mobile devices. They incorporate multimedia services, GPS, Internet access, and mobile telephony into a single device, leading the rise of "smart phone," a device designed to remove the need to carry multiple devices.

DRAWBACK:

Convergence of media occurs when multiple products come together to form one product with the advantages of all of them, also known as the black box.

As "black boxes" are invented and abandoned, the individual is left with numerous devices that can perform the same task, rather than one dedicated for each task. For example, one may own both a computer and a video games console, subsequently owning two DVD players.

Particularly in initial forms, converged devices are frequently less functional and reliable than their component parts (e.g., a mobile phone's web browser may not render some web pages correctly, due to not supporting certain rendering methods, such as the iPhone browser not supporting Flash content).

As the number of functions in a single device increases, the ability of that device to serve its original function decreases.

For example, the iPhone (which by its name implies that its primary function is that of a mobile phone) can perform many different tasks, but does not feature a traditional numerical pad to make phone calls. Instead, the phone features a touchpad, which some users find more troublesome.

These examples show that in many cases technological convergence is unnecessary or unneeded.

Office Automation