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Chapter 20

Applications Software

Administrative Office Management, 8/e ©2005 Pearson Education, Inc.


by Zane Quible Pearson Prentice Hall
1 Upper Saddle River, NJ 07458
Data Capture and Storage

Have changed the way many office tasks are carried


out.
Subsequent use of the data requires minimal human
effort.

Administrative Office Management, 8/e ©2005 Pearson Education, Inc.


by Zane Quible Pearson Prentice Hall
2 Upper Saddle River, NJ 07458
An ever-increasing number of office employees are
doing their own production work.
This is made possible because of the desktop
computer and easy-to-use software programs.

Administrative Office Management, 8/e ©2005 Pearson Education, Inc.


by Zane Quible Pearson Prentice Hall
3 Upper Saddle River, NJ 07458
Administrative Assistants

Have taken on new roles.


No longer do they spend the majority of their time
transcribing dictation or keyboarding handwritten
input created by originators.
They have taken on such other responsibilities as
conducting research, compiling research data,
writing reports, editing others’ work, etc.

Administrative Office Management, 8/e ©2005 Pearson Education, Inc.


by Zane Quible Pearson Prentice Hall
4 Upper Saddle River, NJ 07458
MTST (Magnetic Tape Selectric Typewriter)

Began a revolution in the office.


Device made it possible to capture and store key-
boarded material.
Device made the word processing concept possible.

Administrative Office Management, 8/e ©2005 Pearson Education, Inc.


by Zane Quible Pearson Prentice Hall
5 Upper Saddle River, NJ 07458
Word Processing

Early concept-mix of people, equipment, and


procedures to transform thoughts and ideas into
printed copy.

Today’s concept-refers to a software program used


on a personal computer.

Administrative Office Management, 8/e ©2005 Pearson Education, Inc.


by Zane Quible Pearson Prentice Hall
6 Upper Saddle River, NJ 07458
Types of Software

Applications software-used to perform a


wide variety of tasks.
Examples: WordPerfect, PowerPoint,
Lotus Notes.
Operating systems software-used to make a
desktop computer operational.
Examples: Microsoft Windows, Linux,
Mac OS.
Administrative Office Management, 8/e ©2005 Pearson Education, Inc.
by Zane Quible Pearson Prentice Hall
7 Upper Saddle River, NJ 07458
Types of Application Software

Horizontal-used in a wide variety of


organizations.
Examples: word processing, spreadsheets,
etc.

Vertical-used in specific types of businesses.


Examples: patient billing, billing,
insurance claims, etc.

Administrative Office Management, 8/e ©2005 Pearson Education, Inc.


by Zane Quible Pearson Prentice Hall
8 Upper Saddle River, NJ 07458
Factors to Consider in Selecting Software
(1 of 2)

1. Is the program appropriate for its intended use?


2. Is the program bundled with a number of
additional features that will not be used, making
it cost ineffective?
3. Is the program vendor reputable and likely to stay
in business for the foreseeable future?
4. Is the program accompanied by a quality user
manual?
Administrative Office Management, 8/e ©2005 Pearson Education, Inc.
by Zane Quible Pearson Prentice Hall
9 Upper Saddle River, NJ 07458
Factors to Consider in Selecting Software
(2 of 2)

5. Is the program supported by technical assistance?


6. Is the program’s cost appropriate for the amount
of use the program will have?
7. Is the program compatible with the capacity of the
equipment on which it will be installed?

Administrative Office Management, 8/e ©2005 Pearson Education, Inc.


by Zane Quible Pearson Prentice Hall
10 Upper Saddle River, NJ 07458
Commercial Software Programs

Are obtained by purchasing from retail establishments,


downloading from the Internet, as well as
bundled with new computers.
Are copyrighted.

Administrative Office Management, 8/e ©2005 Pearson Education, Inc.


by Zane Quible Pearson Prentice Hall
11 Upper Saddle River, NJ 07458
Shareware Programs

User is generally able to try the programs for a time


before purchasing them.
Are also copyrighted.

Administrative Office Management, 8/e ©2005 Pearson Education, Inc.


by Zane Quible Pearson Prentice Hall
12 Upper Saddle River, NJ 07458
Freeware Programs

Although they are free, most are copyrighted.

Administrative Office Management, 8/e ©2005 Pearson Education, Inc.


by Zane Quible Pearson Prentice Hall
13 Upper Saddle River, NJ 07458
Public Domain Software

Programs are not copyrighted.

Administrative Office Management, 8/e ©2005 Pearson Education, Inc.


by Zane Quible Pearson Prentice Hall
14 Upper Saddle River, NJ 07458
Beta Version Software

Refers to software that is in its final stages of testing


before it becomes commercially available.
May contain bugs.

Administrative Office Management, 8/e ©2005 Pearson Education, Inc.


by Zane Quible Pearson Prentice Hall
15 Upper Saddle River, NJ 07458
Standalone and Integrated Programs

Standalone programs-perform one function.


Example: word processing.
Integrated programs-perform multiple functions.
Example: word processing, spreadsheets,
database, and presentations all bundled into
one package.

Administrative Office Management, 8/e ©2005 Pearson Education, Inc.


by Zane Quible Pearson Prentice Hall
16 Upper Saddle River, NJ 07458
Object Linking and Embedding (OLE)

Makes it possible to import material from one


program into another.
Example: Importing a graphic aid created by Excel
into a document being created in Word.

Administrative Office Management, 8/e ©2005 Pearson Education, Inc.


by Zane Quible Pearson Prentice Hall
17 Upper Saddle River, NJ 07458
Common Applications Software

Word processing
Spreadsheets
Databases
Presentations
Desktop publishing
Scheduling

Administrative Office Management, 8/e ©2005 Pearson Education, Inc.


by Zane Quible Pearson Prentice Hall
18 Upper Saddle River, NJ 07458
Word Processing

Early word processing function was a centrally


located operation.
Some organizations also had small satellite centers
located throughout the premises.
Early word processing equipment was expensive and
performed only that function.
Equipment was operated by word processing
specialists.
Administrative Office Management, 8/e ©2005 Pearson Education, Inc.
by Zane Quible Pearson Prentice Hall
19 Upper Saddle River, NJ 07458
Word Originators

Employees who originated material that was prepared


in the word processing center.
Originated material primarily using dictation.

Administrative Office Management, 8/e ©2005 Pearson Education, Inc.


by Zane Quible Pearson Prentice Hall
20 Upper Saddle River, NJ 07458
Desktop Computers

Made the original word processing concept obsolete.


Computers with word processing software were put on
employees’ desktops.
Most of the widely used word processing software
comes with voice response, making it possible to
prepare a document using dictation.

Administrative Office Management, 8/e ©2005 Pearson Education, Inc.


by Zane Quible Pearson Prentice Hall
21 Upper Saddle River, NJ 07458
Steps in the Word Processing Cycle

Origination/Formatting
Revision
Disposition

Administrative Office Management, 8/e ©2005 Pearson Education, Inc.


by Zane Quible Pearson Prentice Hall
22 Upper Saddle River, NJ 07458
Origination/Formatting

Most originators prefer to format the document as


they originate it.
Some prefer to wait until the first draft of the docu-
ment is prepared to format it.
Today’s software has a WYSIWYG capability.

Administrative Office Management, 8/e ©2005 Pearson Education, Inc.


by Zane Quible Pearson Prentice Hall
23 Upper Saddle River, NJ 07458
Revision

A variety of features are used in revising.


Programs are continually being enriched with
additional features.
Examples of such features:
Footnote creation.
Table of contents creation.
Index creation.
Graphics creation.
Administrative Office Management, 8/e ©2005 Pearson Education, Inc.
by Zane Quible Pearson Prentice Hall
24 Upper Saddle River, NJ 07458
Disposition

Generally involves saving/storing the file on a


magnetic medium.
Types of disposition: mailing through the U.S.
Postal Service, delivering by hand, faxing,
e-mailing (using the attachment feature.)

Administrative Office Management, 8/e ©2005 Pearson Education, Inc.


by Zane Quible Pearson Prentice Hall
25 Upper Saddle River, NJ 07458
Spreadsheet Programs

Are designed to process or manipulate information


found in tables (rows and columns.)
Programs are capable of:
1. Presenting data as they were entered into
the program.
2. Presenting the results produced by
manipulating the information.
3. Presenting the data in a rearranged order.
Administrative Office Management, 8/e ©2005 Pearson Education, Inc.
by Zane Quible Pearson Prentice Hall
26 Upper Saddle River, NJ 07458
What-If Function of Spreadsheets

Makes it possible to enter a variety of different


data representing different scenarios to
determine their impact on the end result.

Administrative Office Management, 8/e ©2005 Pearson Education, Inc.


by Zane Quible Pearson Prentice Hall
27 Upper Saddle River, NJ 07458
Spreadsheet Functions

Arithmetic functions
Statistical functions
Graphic aids
Sorting data

Administrative Office Management, 8/e ©2005 Pearson Education, Inc.


by Zane Quible Pearson Prentice Hall
28 Upper Saddle River, NJ 07458
Database Software Programs

Facilitate the collection of information (both


alphabetic and numeric) that is stored in an
organized manner.
Facilitate data entry, storage, maintenance,
retrieval, etc.

Administrative Office Management, 8/e ©2005 Pearson Education, Inc.


by Zane Quible Pearson Prentice Hall
29 Upper Saddle River, NJ 07458
Characteristics of Database
Software Programs

Facilitate retrieval of desired information instantly


and in the desired format.
Permit the storage of data in a secure manner so
records are inaccessible to unauthorized users.
Allow the easy maintenance of data stored in the
database, including adding, updating, and
deleting records.
Eliminate redundant information.
Provide a data-validation feature so that incorrect
information is not entered into the system.
Administrative Office Management, 8/e ©2005 Pearson Education, Inc.
by Zane Quible Pearson Prentice Hall
30 Upper Saddle River, NJ 07458
Options for Retrieval of Information
in a Database

Browse-user can view the information


on his/her screen.

List-user can generate lists according to


a predetermined format.

Query-user can undertake a complex


search of the database contents.
Administrative Office Management, 8/e ©2005 Pearson Education, Inc.
by Zane Quible Pearson Prentice Hall
31 Upper Saddle River, NJ 07458
Query By Example

User keys into a blank query form the information


he or she wishes to match.

Administrative Office Management, 8/e ©2005 Pearson Education, Inc.


by Zane Quible Pearson Prentice Hall
32 Upper Saddle River, NJ 07458
Structured Query Language (SQL)

Enables the user to search for a specific record or


for a group of records that possesses the stated
search criteria.

Administrative Office Management, 8/e ©2005 Pearson Education, Inc.


by Zane Quible Pearson Prentice Hall
33 Upper Saddle River, NJ 07458
Presentation Software Programs

Facilitate the preparation of visual aids used when


making presentations.

Administrative Office Management, 8/e ©2005 Pearson Education, Inc.


by Zane Quible Pearson Prentice Hall
34 Upper Saddle River, NJ 07458
Output Options

1. Transparencies for display on an overhead


projector.
2. Slides for display using an LCD projector.
3. 35mm slides for display using a slide projector.

Administrative Office Management, 8/e ©2005 Pearson Education, Inc.


by Zane Quible Pearson Prentice Hall
35 Upper Saddle River, NJ 07458
Format Options

Beginning with a blank slide.


Using a template slide.

Administrative Office Management, 8/e ©2005 Pearson Education, Inc.


by Zane Quible Pearson Prentice Hall
36 Upper Saddle River, NJ 07458
Desktop Publishing Software Programs

Are used to produce camera-ready copy for use in


preparing newsletters, pamphlets, manuals, etc.
Tend to produce a “typeset” image.
Word processing programs now possess some of the
same functions as desktop publishing programs.

Administrative Office Management, 8/e ©2005 Pearson Education, Inc.


by Zane Quible Pearson Prentice Hall
37 Upper Saddle River, NJ 07458
Scheduling Software Programs
(1 of 2)

Facilitate the preparation of electronic calendars.


Also facilitate the creation of a to-do list.
Paper-based versions of the calendar can also be
prepared.
Some of the more sophisticated programs
facilitate the scheduling of meetings by finding
times that all individuals who are to attend are
available.
Administrative Office Management, 8/e ©2005 Pearson Education, Inc.
by Zane Quible Pearson Prentice Hall
38 Upper Saddle River, NJ 07458
Scheduling Software Programs
(2 of 2)

Once the time is selected, some of the software


is capable of sending these individuals an
e-mail message that notifies them of the meeting,
as well as placing it on their electronic
calendars.

Administrative Office Management, 8/e ©2005 Pearson Education, Inc.


by Zane Quible Pearson Prentice Hall
39 Upper Saddle River, NJ 07458