OFFICE AUTOMATION – I COMPUTERS AND APPLICATIONS 15. WINDOWS XP AND SOFTWARE APPLICATIONS FOR THE BUSINESS Windows uses a GUI (Graphical User Interface) so almost everything can be done using mouse clicks on icons and buttons. Today Graphical User Interface (Windows) acts as an operating system and has two basic functions. First, it communicates with the PC’s hardware; it gives applications access to things like the hard drive, it receives input from the keyboard and mouse, and it outputs data to the monitor. The second function is to provide a user interface and interpret commands so a user can communicate with the hardware. Another thing is a software, which is a subclass of computer software that employs the capabilities of a computer directly to a task that the user wishes to perform. This should be contrasted with system software which is involved in integrating a computer's various capabilities, but typically does not directly apply them in the performance of tasks that benefit the user. Along this line of definition, Business software is generally any software program that helps a business increase productivity or measure their productivity. The increasing use of computers in every field has resulted in creation of specialized software for almost every field. This chapter will give you a brief description about the software that are used frequently.
15.0 Objectives On completion of this lesson you will be able to understand the following: • • • • • • • • • •
How a computer responds to a user The concept of Operating System and Graphical User Interface Microsoft Windows Shut Down the System What is a Software System Software Programming Languages Application Software Internet Software Miscellaneous Software
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15.1 Introduction This lesson is a logical move forward from the previous unit (Computers and Applications). Once you familiarize yourself with the working of computer, you will be able to use the features available in ‘Windows and Internet’ to work faster and in a more efficient manner. Once you learn Windows OS, you will be able to work on any graphical user interface with ease. • •
GUI: Graphical User Interface like Microsoft Windows. Desktop: The first screen of computer. Software and computers have become inseparable part of any field or industry. There are specialized software available for every field. This lesson is for better understanding of the different application software that are used in different field of business. Word, Excel, Power Point, Access, Publisher, AutoCAD, Tally – These terms will be discussed in this chapter.
15.2 Windows XP It has become practically impossible now days, to think of a computer without a “GRAPHICAL USER INTERFACE” (GUI). There are many interfaces available in the market such as Windows, Linux, and Mac OS etc. to name a few. The most popular GUI is Windows. A GUI is an interface which in the form of pictures or photos, accepts commands and processes them to carryout the desired operations. This helps a user to perform tasks as per the requirements, without extensive learning. Windows uses a GUI (Graphical User Interface) so almost everything can be done using mouse clicks on icons and buttons This acts as an intelligent system which not only accepts commands from the user but also performs necessary actions in emergency situations to meet contingencies. MS WINDOWS XP performs the following: • • • •
Disaster Management in Computer Automatically installs new hardware attached Seeks appropriate application (if installed) for any file to open Provides help to user at every step
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15.3 Shut Down From Start Menu select “Turn off Computer”
“Turn Off Computer” dialog box appears which gives you three options.
Click on “Stand By” to keep computer in the mode of saving electricity. Computer goes into sleep mode.
Click on “Turn Off” to switch off the computer.
Click on “Restart” to again start the computer.
Self-Check Questions Fill in the Blanks 1. GUI stands for _______________________________________ 2. Windows XP act as a ___________________________ system 3. _________________ option is used to shut down the computer from Start Menu. 4. Name the most popular GUI?
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15.4 What is a Software Software, consisting of programs, enables a computer to perform specific tasks, as opposed to the physical components of the system (hardware). This includes application software such as a word processor, which enables a user to perform a task, and system software such as an operating system, which enables other software to run properly, by interfacing with hardware and with other software or custom software made to user specifications.
15.5 Classification of Software • • • • •
Software can be classified as follows: System Software Programming Languages Application Software Internet Software Miscellaneous Software
15.5.1 System Software Operating Systems like Windows, Unix, and Linux are the System Software used to start the computer. 15.5.2 Programming Languages C, C++, COBOL, FORTRAN, Visual Basic (VB) etc. are the Programming Languages used to make application programs for customized requirements. 15.5.3 Application Software
a. b. c. d. e. f. g. h. i. j.
These are the software which is required based on the requirement of the Business application Word Processing: WordStar, MS Word Calculations: Lotus 123, MS Excel Database Management: dBase, MS Access Accounting: Tally Designs and Drawing: AutoCAD, Corel Draw, Adobe Illustrator Desktop Publishing: Ventura, Adobe PageMaker Photography: Adobe Photoshop, ArcSoft Photo studio Multimedia: Macromedia Flash & Director, SoundEdit, Adobe Premier, Pinnacle and Windows Movie Maker Internet Software: E-mail, Search Engines, Internet Explorer Miscellaneous Software: WinZip, Norton Tools. Microsoft Office This is a software suite that consists of different applications that complete different activities. MS Office is by far the most widely recognized software suite in the world.
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Microsoft Word Microsoft Word provides powerful tools for creating and sharing professional word processing documents. Unit IV of this course will cover Microsoft Word in detail and explain the functionalities that Word offers. Microsoft Excel With Microsoft Excel, you can create detailed spreadsheets for viewing and collaboration. It allows you to create customized formulae for your data and analyze it with easy to construct charts. Unit V of this course will cover Microsoft Excel in detail and will explain how to create customized spreadsheets. Microsoft PowerPoint Microsoft PowerPoint provides a complete set of tools for creating powerful presentations. It also allows you to organize and format the data easily, illustrate the points with your own images or clip arts, and even allows you to broadcast the presentations over the web. Unit II in the second Semester of This course will give an introduction to Microsoft Power Point and its features. Microsoft Access Microsoft Access gives you powerful new tools for managing your databases. It allows you to share your database with co-workers over a network, find and retrieve information quickly, and take advantage of automated, pre-packaged wizards and solutions to quickly create databases. Unit III in the second semester will cover Microsoft Access and its features. Microsoft Publisher Microsoft Publisher helps you to create, customize and publish materials such as newsletters, brochures, flyers, catalogs and Web sites. Adobe's Suite One of the most popular photo editing software is Adobe Photoshop. Adobe strives to offer everything a designer needs in a single, wellintegrated package. Photoshop from Adobe Systems Inc. offers everything you need to edit, organize, and display your photos. Adobe Photoshop software combines power and simplicity to help you edit and enhance your photos by fixing common flaws instantly or using advanced options for more control. Moreover, it helps you to keep your photos at your fingertips and show your creativity in slide shows, photo mail and web galleries etc. Adobe PageMaker, Illustrator, Photoshop, Premier Adobe has wide variety of software which helps industry in various ways. It has software starting from complete desktop publishing solutions to film making and management solutions,
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Tally Tally is one of the most used financial accounting software. It maintains accounting, inventory, invoicing, Stock Ageing and Reorder Level etc. It helps in Finance management, Scenario Management with Reversing Journal and Optional Voucher. It has also options to send reports by emails and create reminders. One can access Tally data from Microsoft Word or Excel using Open Database Connectivity (ODBC) and Online help. Unit IV of Second Semester will cover Accounting Software and Tally in detail. AutoCAD AutoCAD by AutoDesk is one of the best professional design & drafting programs in the market. This program is used by engineering and manufacturing companies around the world. It offers many features that help in the designing of lighting effects, material libraries and walkthrough animations with stunning rendering capabilities. It also allows you to document your design quickly and easily with sectioning and flattening tools, dynamic blocks, and enhanced tables to create clear and accurate sets of construction documents. One can also share design information across extended teams with powerful tools for exchanging data and migrate easily with tools that help you upgrade while preserving customization of toolbars and menus. 15.5.4 Internet Software Internet Explorer As the name suggests, this software finds and displays information from web sites on the internet. Now a day, this is the most widely used software for exploring internet. Search Engine A Search Engine usually refers to a Web search engine, which searches for information on the public Web. Google is the most widely used search engine among the internet users. Other search engines available are MSN, Yahoo, Lycos etc. E-mail Site Hotmail, Yahoo and Google Mail (gmail) are the mail web sites, which not only offer you many features of e-mailing but also provide you with huge storage space for your e-mails sent and received. 15.5.5 Miscellaneous Software Zip Zip is the name provided to the compression of data to save space. WinZip is the most widely used software which compresses data.
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Self-Check Questions Fill in the Blanks 5. 6. 7. 8.
_____________________ is commonly used word-processing software _______________ is programming language Tally is __________________________ software ___________________________ Program is used by engineering manufacturing companies around the world
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Match the following 9. Photoshop 10. Tally 11. CorelDraw 12. PageMaker
a. b. c. d.
Accounting Software Drawing Software Photography Software Desktop Publishing Software
Select the right answer 13. The most widely used search engine among the internet users a. Lycos b. MSN c. Google d. Yahoo 14. Adobe Illustrator is a a. Drawing Software b. Multimedia Software c. Programming Language d. None of the above Answer True or False 15. MS Excel is Accounting Software 16. Tally is a Database Management Software 17. AutoCAD is a Drawing Software 18. PageMaker is a Word Processing Software
15.6 Summing up In this lesson you have familiarized yourself with the following Software: • •
How a computer responds to a user The concept of Operating System and Graphical User Interface 7
• • • • • • • •
Microsoft Windows Shut Down the System What is a Software System Software Programming Languages Application Software Internet Software Miscellaneous Software
15.7 Answers to Self-Check Questions 1. Graphical User Interface 2. Operating System 3. Turn Off Computer 4. Windows 5. Microsoft Word 6. C 7. Accounting 8. Auto CAD 9. C 10. A 11. B 12. D 13. C 14. A 15. F 16. F 17. T 18. T
15.8 Terminal Questions 1. 2. 3. 4. 5. 6.
What is a Graphical User Interface? How do you shut down a computer? What is the most widely recognized software suite in the world? What is the most popular accounting software in India? What does WinZip do? What is AutoCAD and what is its application?
15.9 Glossary GUI: Graphical User Interface like Microsoft Windows Word, Excel, Power Point, Access, Publisher, AutoCAD, Tally – terms discussed in this chapter
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