Office Automation CH-1.pdf

 WHAT IS COMPUTOR: "A computer is a programmable electronic device that takes data, perform instructed arithmetic and logical operations, and gives the output." Any kind of computers consists of HARDWARE AND SOFTWARE. A computer is an electronic device that can...

 WHAT IS COMPUTOR: "A computer is a programmable electronic device that takes data, perform instructed arithmetic and logical operations, and gives the output." Any kind of computers consists of HARDWARE AND SOFTWARE. A computer is an electronic device that can receive, store, process, and output data. It is a machine that can perform a variety of tasks and operations, ranging from simple calculations to complex simulations and artificial intelligence. Computers consist of hardware components such as the central processing unit (CPU), memory, storage devices, input/output devices, and peripherals, as well as software components such as the operating system and applications. Today, computers are widely used in various industries such as education, finance, healthcare, and entertainment, and they have revolutionized the way we live, work, and communicate. They have also given rise to a new era of technology such as the internet, cloud computing, and mobile devices, which have further transformed our daily lives.  Accept data  Store data  Process data as desired  Retrieve the stored data as and when required  Print the result in desired format.  Peripheral Devices: Peripheral devices are hardware components that connect to a computer and extend its capabilities. These devices are not the core components of the computer (like the CPU or motherboard) but rather provide input, output, or storage functions. Examples of peripheral devices include:  Classification of Digital Computers: 1. Micro Computers :These are also known as Personal Computers. These type of digital computer uses a microprocessor (a CPU on a single chip) and include both desktops and laptops. These computers can work on small volume of data, are very versatile and can handle variety of applications. These computers are being used as work stations, multimedia and advertising applications. Example: portable computers such as PDAs (Personal Digital Assistants) and tablets 2. Mini Computers :These computers can support multiple users working simultaneously on the same machine. These are mainly used in an organization where computers installed in various departments are interconnected. These computers are useful for small business organizations. 3. Main Frames : These computers are large and very powerful computers with very high memory capacity. These can process huge databases such as census at extremely fast rate. They are suitable for big organizations, banks, industries etc. and can support hundreds of users simultaneously on the network. 4. Super Computers : These are fastest and very expensive computers. They can execute billions of instructions per second. These are multiprocessor, parallel systems suitable for specialized complex scientific applications involving huge amounts of mathematical applications such as weather forecasting. 5. Mainframe Computers: These are large and powerful computers that are used by large organizations such as banks, airlines, and government agencies to process massive amounts of data and handle multiple users simultaneously. 6. Minicomputers: These are smaller and less powerful than mainframe computers, but they are still capable of handling multiple users and processing large amounts of data. They are commonly used by small to medium-sized businesses for accounting, inventory management, and other data-intensive tasks. 7. Microcomputers: These are the most common type of digital computers, also known as personal computers or PCs. They are designed for individual users and are used for personal productivity, entertainment, and communication. 8. Workstations: These are high-performance computers that are used by professionals such as architects, engineers, and designers to run complex software applications for tasks such as 3D modeling, animation, and scientific visualization. 9. Supercomputers: These are the most powerful and expensive computers that are used for complex scientific calculations, simulations, and research. They are used in fields such as weather forecasting, cryptography, and nuclear research. 10.Embedded Systems: These are specialized computers that are built into other devices such as cars, appliances, and medical equipment to control their operations and perform specific functions. 11..Mobile Devices: These are small and portable computers that are designed for on- the-go use, such as smartphones, tablets, and laptops.  Characteristics of Computer System: Let’s go over the characteristics of computers. 1. Speed Executing mathematical calculation, a computer works faster and more accurately than human. Computers have the ability to process so many millions (1,000,000) of instructions per second. Computer operations are performed in micro and nano seconds. A computer is a time saving device. It performs several calculations and tasks in few seconds that we take hours to solve. The speed of a computer is measure in terms of GigaHertz and MegaHertz. 2. Diligence A human cannot work for several hours without resting, yet a computer never tires. A computer can conduct millions of calculations per second with complete precision without stopping. A computer can consistently and accurately do millions of jobs or calculations. There is no weariness or lack of concentration. Its memory ability also places it ahead of humans. 3. Reliability A computer is reliable. The output results never differ unless the input varies. the output is totally depend on the input. when an input is the same the output will also be the same. A computer produces consistent results for similar sets of data, if we provide the same set of input at any time we will get the same result. 4. Automation The world is quickly moving toward AI (Artificial Intelligence)-based technology. A computer may conduct tasks automatically after instructions are programmed. By executing jobs automatically, this computer feature replaces thousands of workers. Automation in computing is often achieved by the use of a program, a script, or batch processing. 5. Versatility Versatility refers to a capacity of computer. Computer perform different types of tasks with the same accuracy and efficiency. A computer can perform multiple tasks at the same time this is known as versatility. For example, while listening to music, we may develop our project using PowerPoint and Wordpad, or we can design a website. 6. Memory A computer can store millions of records. these records may be accessed with complete precision. Computer memory storage capacity is measured in Bytes, Kilobytes(KB), Megabytes(MB), Gigabytes(GB), and Terabytes(TB). A computer has built-in memory known as primary memory. 7. Accuracy When a computer performs a computation or operation, the chances of errors occurring are low. Errors in a computer are caused by human’s submitting incorrect data. A computer can do a variety of operations and calculations fast and accurately.  Data processing cycle computer The data processing cycle, also known as the information processing cycle or simply as the computer processing cycle, refers to the sequence of steps that a computer follows to process data and produce meaningful information. It consists of four main stages: 1. Input: This stage involves entering data into the computer system. Data can be entered from various input devices such as keyboards, mice, scanners, sensors, etc. Input can be in the form of text, numbers, images, audio, or any other form of digital data. 2. Processing: Once data is inputted, the computer processes it using algorithms and software programs. Processing involves performing calculations, manipulating data, and making decisions based on the input data. This stage is carried out by the CPU (Central Processing Unit) and other components like the GPU (Graphics Processing Unit) and specialized processors. 3. Output: After processing, the computer produces output data in a usable format. Output can be displayed on screens (monitors), printed on paper (printers), played through speakers (audio output), or saved to storage devices. The output stage presents the processed information to users in a meaningful way. fjsdddddddddddddddddddddddjjjjjjjjjj 4. Storage: Throughout the data processing cycle, data may need to be temporarily or permanently stored. Storage devices like hard drives, SSDs (Solid State Drives), USB drives, and cloud storage are used to store both input data and processed output data. This allows data to be accessed later for further processing or retrieval.  COMPONENTS OF COMPUTER: 1. Input Unit 2. Output Unit 3. Central Processing Unit A. Memory Unit B. Control Unit C. Arithmetical and Logical Unit 1.Input Unit A computer will only respond when a command is given to the device. These commands can be given using the input unit or the input devices. For example: Using a keyboard we can type things on a Notepad and the computer processes the entered data and then displays the output of the same of the screen. 2.Output Unit When we command a computer to perform a task, it reverts for the action performed and gives us a result. This result is called output. There are various output devices connected to the computer. The most basic of which is a monitor. Whatever we write using a keyboard or click using a mouse, is all displayed on the monitor. For example: when we visit an ATM. 3.Central Processing Unit: Once the information is entered into the computer by the input device, the processor processes it. The CPU is called the brain of the computer because it is the control centre of the computer.  Memory Unit Similarly, when the output of our command is processed by the computer, it is saved in the memory unit before giving the output to the user. Memory registers are small, high-speed storage locations within the central processing unit (CPU) of a computer. They are used to store temporary data and instructions that are currently being processed or are about to be processed by the CPU.  Control Unit: The Control Unit (CU) is a crucial component of a computer's central processing unit (CPU). Its primary function is to direct the operations of the CPU by interpreting instructions from the computer's memory and coordinating the execution of these instructions with other components of the system. Here are the key roles and functions of the Control Unit:  Arithmetic & Logical Unit It can also perform actions like a comparison of data and decision-making actions. The ALU comprises circuits using which addition, subtraction, multiplication, division and other numerical based calculations can be performed.  INPUT DEVICE: Keyboard,Mouse,Joy,Stick,Light,pen,Track,Ball,Scanner,Graphic,Tablet,Microphone,Magnetic Ink Card Reader(MICR),Optical Character Reader(OCR),Bar Code Reader,Optical Mark Reader(OMR) OUTPUT DEVICE: Monitor/Display, Printer, Speakers, Headphones/Earphones, Projectors, Plotters, Braille Display, Haptic Feedback Device, Digital Signage Display, Touchscreens.  COMMUNICATION DEVICE:- A communication device is a technology tool or gadget that allows you to transmit and receive information or data from other people or devices.  Bluetooth device: Bluetooth simply follows the principle of transmitting and receiving data using radio waves. It can be paired with the other device which has also Bluetooth but it should be within the estimated communication range to connect. When two devices start to share data, they form a network called piconet which can further accommodate more than five devices.  Infrared device: It is a process for data transport without cables. A TV remote is an example of an infrared (Ir) device. But infrared is also employed by computers and different devices like keyboards, mice, and touch screens.  Smartphone: A smartphone is a phone that have more functions than just texting and calling. Smartphones use software just like a computer and access the Internet. Smartphones have touch screens feature to interact with user. Multiple apps for smartphones, with games and apps for personal and professional use, are also available.  Wi-Fi device: Wi-Fi is a wireless network which connects to a network. Wi- Fi has the IEEE 802.11 wireless standards. A router is used in a local wireless network to broadcast a signal. It connect with WAP or WEP protocol to send and receive data from wireless devices which connected to the network.  Dial-up Modem: Digital signals from a computer must be transformed to analog signals before being transferred over phone lines. A modem is also known as a dial up modem when a communication device performs this conversion. In general, a modem is an adapter card that fits into a expansion slot of computer’s motherboard. One end of a typical telephone cord goes into a port on the modem card and the other plugged into a phone outlet.  Cable Modems: Digital data is sent and received via a cable modem. Because more than 110 million homes are wired for cable television. cable modems provide home users with a faster alternative to dial up and have speeds comparable to DSL. Compared to dial up modems cable modems can transport data at speeds that are continuously faster.  Wireless Modems: A wireless modem which connects to the Internet from a laptop, computer, a Smartphone, or another portable device. There are built in wireless modes that come in computer Cards, and flash memory card formats.  Wireless Access Points: A wireless access point is a communication hub. It enables computers and other devices to interact wirelessly with each another. wireless access points have high quality antennas for the best signal reception.  Routers: A Router is a networking device that forwards data packets between computer networks. One or more packet switched networks or subnetworks can be connected using a router. By sending data packets to their intended IP addresses, it manages traffic between different networks and permits several devices to share an Internet connection.   TYPE OF SOFTWARE:- A software is a program i.e. a set of logically written instructions used for directing a computer system to perform particular operations. In other words, software isa set of instructions written in some computer programming language understandable tothe computer. System software: System software is a set of programs written to make the computer work. System software includes the operating systems such as MS DOS, WINDOWS, LINEX, UNIX etc. It also includes compilers, interpreters, assemblers, utility programs etc. Application software: Application software is a set of programs written to make use of the computer to process the data and produce the required output. Application software is written to solve a particular problem or to perform the tasks specified by the user. The most widely used and popular types of application software are Word Processing software, Data base management systems (DBMS), electronic spread sheets, graphic software, communication software etc. Library software packages CDS/ISIS, LYBSYS, SOUL, WILISYS, UNILIB etc. also come under the category of application software.  Basic computer operation :- 1. Inputting - It is the process of entering data and instructions into the computer system. 2. Storing - It is the process of saving data and instructions in the computer system so that they are readily available for initial or intermediary processing whenever required. 3. Processing - It is the process of performing arithmetic operations (such as addition, subtraction, multiplication, division, etc.) or logical operations (such as comparisons like less than, greater than, less than or equal to, greater than or equal to, equal to, not equal to, etc.) on data so that it can be converted into useful information. 4. Outputting - It is the process of producing useful information or results for the user such as a visual display on the screen or a printed report. 5. Controlling - It is the process of directing the method and sequence in which all of the above operations are performed in the computer system. Types.of.Office.Automation.Tools:Finance.and Budgeting,Recruitment,Cloud Infrastructure.Automation,Security,Task/Project.Management,Procurement,SaaS Management,Back-office.Automation,Front desk Automation,Communication,Facilities,Analytics and Reporting,Remote Workforce,eSignature Solution.