Applications Software
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Chapter 20
Applications Software
Administrative Office Management, 8/e by Zane Quible
1
©2005 Pearson Education, Inc. Pearson Prentice Hall 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 by Zane Quible
2
©2005 Pearson Education, Inc. Pearson Prentice Hall 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 by Zane Quible
3
©2005 Pearson Education, Inc. Pearson Prentice Hall 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 by Zane Quible
4
©2005 Pearson Education, Inc. Pearson Prentice Hall Upper Saddle River, NJ 07458
MTST (Magnetic Tape Selectric Typewriter) Began a revolution in the office. Device made it possible to capture and store keyboarded material. Device made the word processing concept possible.
Administrative Office Management, 8/e by Zane Quible
5
©2005 Pearson Education, Inc. Pearson Prentice Hall 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 by Zane Quible
6
©2005 Pearson Education, Inc. Pearson Prentice Hall 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 by Zane Quible
7
©2005 Pearson Education, Inc. Pearson Prentice Hall 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 by Zane Quible
8
©2005 Pearson Education, Inc. Pearson Prentice Hall 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 by Zane Quible
9
©2005 Pearson Education, Inc. Pearson Prentice Hall 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 by Zane Quible
10
©2005 Pearson Education, Inc. Pearson Prentice Hall 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 by Zane Quible
11
©2005 Pearson Education, Inc. Pearson Prentice Hall 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 by Zane Quible
12
©2005 Pearson Education, Inc. Pearson Prentice Hall Upper Saddle River, NJ 07458
Freeware Programs Although they are free, most are copyrighted.
Administrative Office Management, 8/e by Zane Quible
13
©2005 Pearson Education, Inc. Pearson Prentice Hall Upper Saddle River, NJ 07458
Public Domain Software
Programs are not copyrighted.
Administrative Office Management, 8/e by Zane Quible
14
©2005 Pearson Education, Inc. Pearson Prentice Hall 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 by Zane Quible
15
©2005 Pearson Education, Inc. Pearson Prentice Hall 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 by Zane Quible
16
©2005 Pearson Education, Inc. Pearson Prentice Hall 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 by Zane Quible
17
©2005 Pearson Education, Inc. Pearson Prentice Hall Upper Saddle River, NJ 07458
Common Applications Software Word processing Spreadsheets Databases Presentations Desktop publishing Scheduling
Administrative Office Management, 8/e by Zane Quible
18
©2005 Pearson Education, Inc. Pearson Prentice Hall 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 by Zane Quible
19
©2005 Pearson Education, Inc. Pearson Prentice Hall 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 by Zane Quible
20
©2005 Pearson Education, Inc. Pearson Prentice Hall 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 by Zane Quible
21
©2005 Pearson Education, Inc. Pearson Prentice Hall Upper Saddle River, NJ 07458
Steps in the Word Processing Cycle
Origination/Formatting Revision Disposition
Administrative Office Management, 8/e by Zane Quible
22
©2005 Pearson Education, Inc. Pearson Prentice Hall 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 document is prepared to format it. Today’s software has a WYSIWYG capability.
Administrative Office Management, 8/e by Zane Quible
23
©2005 Pearson Education, Inc. Pearson Prentice Hall 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 by Zane Quible
24
©2005 Pearson Education, Inc. Pearson Prentice Hall 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 by Zane Quible
25
©2005 Pearson Education, Inc. Pearson Prentice Hall 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 by Zane Quible
26
©2005 Pearson Education, Inc. Pearson Prentice Hall 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 by Zane Quible
27
©2005 Pearson Education, Inc. Pearson Prentice Hall Upper Saddle River, NJ 07458
Spreadsheet Functions
Arithmetic functions Statistical functions Graphic aids Sorting data
Administrative Office Management, 8/e by Zane Quible
28
©2005 Pearson Education, Inc. Pearson Prentice Hall 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 by Zane Quible
29
©2005 Pearson Education, Inc. Pearson Prentice Hall 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 by Zane Quible
30
©2005 Pearson Education, Inc. Pearson Prentice Hall 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 by Zane Quible
31
©2005 Pearson Education, Inc. Pearson Prentice Hall 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 by Zane Quible
32
©2005 Pearson Education, Inc. Pearson Prentice Hall 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 by Zane Quible
33
©2005 Pearson Education, Inc. Pearson Prentice Hall Upper Saddle River, NJ 07458
Presentation Software Programs Facilitate the preparation of visual aids used when making presentations.
Administrative Office Management, 8/e by Zane Quible
34
©2005 Pearson Education, Inc. Pearson Prentice Hall 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 by Zane Quible
35
©2005 Pearson Education, Inc. Pearson Prentice Hall Upper Saddle River, NJ 07458
Format Options Beginning with a blank slide. Using a template slide.
Administrative Office Management, 8/e by Zane Quible
36
©2005 Pearson Education, Inc. Pearson Prentice Hall 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 by Zane Quible
37
©2005 Pearson Education, Inc. Pearson Prentice Hall 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 by Zane Quible
38
©2005 Pearson Education, Inc. Pearson Prentice Hall 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 by Zane Quible
39
©2005 Pearson Education, Inc. Pearson Prentice Hall Upper Saddle River, NJ 07458
Applications Software
Administrative Office Management, 8/e by Zane Quible
1
©2005 Pearson Education, Inc. Pearson Prentice Hall 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 by Zane Quible
2
©2005 Pearson Education, Inc. Pearson Prentice Hall 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 by Zane Quible
3
©2005 Pearson Education, Inc. Pearson Prentice Hall 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 by Zane Quible
4
©2005 Pearson Education, Inc. Pearson Prentice Hall Upper Saddle River, NJ 07458
MTST (Magnetic Tape Selectric Typewriter) Began a revolution in the office. Device made it possible to capture and store keyboarded material. Device made the word processing concept possible.
Administrative Office Management, 8/e by Zane Quible
5
©2005 Pearson Education, Inc. Pearson Prentice Hall 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 by Zane Quible
6
©2005 Pearson Education, Inc. Pearson Prentice Hall 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 by Zane Quible
7
©2005 Pearson Education, Inc. Pearson Prentice Hall 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 by Zane Quible
8
©2005 Pearson Education, Inc. Pearson Prentice Hall 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 by Zane Quible
9
©2005 Pearson Education, Inc. Pearson Prentice Hall 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 by Zane Quible
10
©2005 Pearson Education, Inc. Pearson Prentice Hall 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 by Zane Quible
11
©2005 Pearson Education, Inc. Pearson Prentice Hall 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 by Zane Quible
12
©2005 Pearson Education, Inc. Pearson Prentice Hall Upper Saddle River, NJ 07458
Freeware Programs Although they are free, most are copyrighted.
Administrative Office Management, 8/e by Zane Quible
13
©2005 Pearson Education, Inc. Pearson Prentice Hall Upper Saddle River, NJ 07458
Public Domain Software
Programs are not copyrighted.
Administrative Office Management, 8/e by Zane Quible
14
©2005 Pearson Education, Inc. Pearson Prentice Hall 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 by Zane Quible
15
©2005 Pearson Education, Inc. Pearson Prentice Hall 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 by Zane Quible
16
©2005 Pearson Education, Inc. Pearson Prentice Hall 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 by Zane Quible
17
©2005 Pearson Education, Inc. Pearson Prentice Hall Upper Saddle River, NJ 07458
Common Applications Software Word processing Spreadsheets Databases Presentations Desktop publishing Scheduling
Administrative Office Management, 8/e by Zane Quible
18
©2005 Pearson Education, Inc. Pearson Prentice Hall 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 by Zane Quible
19
©2005 Pearson Education, Inc. Pearson Prentice Hall 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 by Zane Quible
20
©2005 Pearson Education, Inc. Pearson Prentice Hall 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 by Zane Quible
21
©2005 Pearson Education, Inc. Pearson Prentice Hall Upper Saddle River, NJ 07458
Steps in the Word Processing Cycle
Origination/Formatting Revision Disposition
Administrative Office Management, 8/e by Zane Quible
22
©2005 Pearson Education, Inc. Pearson Prentice Hall 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 document is prepared to format it. Today’s software has a WYSIWYG capability.
Administrative Office Management, 8/e by Zane Quible
23
©2005 Pearson Education, Inc. Pearson Prentice Hall 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 by Zane Quible
24
©2005 Pearson Education, Inc. Pearson Prentice Hall 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 by Zane Quible
25
©2005 Pearson Education, Inc. Pearson Prentice Hall 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 by Zane Quible
26
©2005 Pearson Education, Inc. Pearson Prentice Hall 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 by Zane Quible
27
©2005 Pearson Education, Inc. Pearson Prentice Hall Upper Saddle River, NJ 07458
Spreadsheet Functions
Arithmetic functions Statistical functions Graphic aids Sorting data
Administrative Office Management, 8/e by Zane Quible
28
©2005 Pearson Education, Inc. Pearson Prentice Hall 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 by Zane Quible
29
©2005 Pearson Education, Inc. Pearson Prentice Hall 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 by Zane Quible
30
©2005 Pearson Education, Inc. Pearson Prentice Hall 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 by Zane Quible
31
©2005 Pearson Education, Inc. Pearson Prentice Hall 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 by Zane Quible
32
©2005 Pearson Education, Inc. Pearson Prentice Hall 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 by Zane Quible
33
©2005 Pearson Education, Inc. Pearson Prentice Hall Upper Saddle River, NJ 07458
Presentation Software Programs Facilitate the preparation of visual aids used when making presentations.
Administrative Office Management, 8/e by Zane Quible
34
©2005 Pearson Education, Inc. Pearson Prentice Hall 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 by Zane Quible
35
©2005 Pearson Education, Inc. Pearson Prentice Hall Upper Saddle River, NJ 07458
Format Options Beginning with a blank slide. Using a template slide.
Administrative Office Management, 8/e by Zane Quible
36
©2005 Pearson Education, Inc. Pearson Prentice Hall 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 by Zane Quible
37
©2005 Pearson Education, Inc. Pearson Prentice Hall 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 by Zane Quible
38
©2005 Pearson Education, Inc. Pearson Prentice Hall 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 by Zane Quible
39
©2005 Pearson Education, Inc. Pearson Prentice Hall Upper Saddle River, NJ 07458
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