SengamalaThayaar Educational Trust Women’s College

1
(Affiliated to Bharathidasan University)

(Accredited with ‘A’ Grade {3.45/4.00} By NAAC)

(An ISO 9001: 2015 Certified Institution)
Sundarakkottai, Mannargudi-614 016.
Thiruvarur (Dt.), Tamil Nadu, India.

OFFICE MANAGEMENT TOOLS(16RSBE7:2)

Ms. R.KAVERI

ASSISTANT PROFESSOR

DEPARTMENT OF BUSINESS ADMINISTRATION

1
2
III BA (ENGLISH)

Skill Based Elective II(Semester V)

OFFICE MANAGEMENT TOOLS 16RSBE7:2

Inst. Hours / Week: 2 Credit: 2

UNIT I

Computer Fundamentals Computer and Operating system Fundamentals – Components

of a computer system –Input and Output devices – Memory Handling –Storage Devices

UNIT II

MS -Word Introduction to MS-Word and User Utilities – Exploring Template and

Formation of Documents – Table handling –Mail Merge and Print Process

UNIT III

MS – Excel Spreadsheet –workbook window –Formatting Cells / Worksheet – Working

with Formula, Function and Charts – Filtering data and Printing a Presentation

UNIT IV

MS – Power Point Introduction to MS –Power Point –Creating Templates – Font and

color editing – Adding – Multimedia effects – Consolidating using MS-Power Point

UNIT V

Officer Appliances Accounting machine – Addressing machine – Envelope Sealing

machine – Franking machine & other modern office gadgets

TEXT BOOKS RECOMMENDED:

1. Computer Application in Business –Dr.S.V.SrinivasaVallabhan, Sultan Chand and

Sons, New Delhi

2. MS-Office and Internet by Alexis Leon

3. Computer Application in Business – K.Mohan Kumar, Vijay Nicole imprints Private

Limited Dr.S.Rajkumar –Chennai

2
3
4. Computer Basics – V.Rajaraman – PHI. 5. Office Management –
R.S.N.Pillai&Bagavathi – S.Chand.

*****************

Unit I

Computer Fundamentals Computer and Operating system Fundamentals – Components of a

computer system –Input and Output devices – Memory Handling –Storage Devices

What is Computer?

A computer is a machine that accepts data as input, processes that data using programs,
and outputs the processed data as information. Many computers can store and retrieve
information using hard drives. Computers can be connected together to form networks,
allowing connected computers to communicate with each other.

The word COMPUTER is itself an abbreviation,

Computer-
C-Commonly
O-Operated
M-Machine
P-Particularly
U-Used for
T-Technology
E-Education and
R-Research

The basic parts without which a computer cannot work are as follows:

➢ Processor: It executes instructions from software and hardware.

➢ Memory: It is the primary memory for data transfer between the CPU and storage.

3
4 ➢ Motherboard: It is the part that connects all other parts or components of a
computer.
➢ Storage Device: It permanently stores the data, e.g., hard drive.
➢ Input Device: It allows you to communicate with the computer or to input data,
e.g., a keyboard.
➢ Output Device: It enables you to see the output, e.g., monitor

Characteristics of Computer
1. Speed : In general, no human being can compete to solving the complex computation,
faster than computer.
2. Accuracy : Since Computer is programmed, so whatever input we give it gives result
with accurately.
3. Storage :Computer can store mass storage of data with appropriate format.
4. Diligence : Computer can work for hours without any break and creating error.
5. Versatility : We can use computer to perform completely different type of work at
the same time.
6. Power of Remembering : It can remember data for us.
7. No IQ : Computer does not work without instruction.
8. No Feeling : Computer does not have emotions, knowledge, experience, feeling.

Computers are usually categories into three general categories:

1.Supercomputer – The fastest, largest, most powerful and most expensive computer.

2.Mainframe Computer – This is a little smaller and less powerful than the
supercomputer, but, like the supercomputer it is also expensive.

3.Personal Computer (PC)- This is the computer that most people use in their daily
lives. This computer is much smaller, less powerful and less expensive than the
supercomputer and the mainframe computer. There are two main types of personal
computers. Macintosh (Macs) and the PC compatibles (PC). The main differences
between the two are the operating systems and the processor they use. This category of
computer has two additional types of computers. These are mobile computer and
handheld computer. The most popular type of mobile computer is the notebook or laptop
computer, and the handheld computer is a very small PC that you can hold in your hand.
4
5
It is important to note that, any computer; regardless of its size has an input device,
output device and a system unit.

IPO Cycle

IPO stands for Input Process Output. When you work on your PC you give input to
the PC with the help of keyboard or any input device. The CPU then process it and give
you your desired output. For Example- You give input as 2+2 computer processes it and
displays your output as 4

Input Devices
Input devices can send data or information to a computer or another device. Input devices
cannot receive data or signal from some other devices. Various input devices are as listed
below:

1. Keyboard: It is an input device which sends data in to the computer. The data
send depends on the key pressed by the user.
2. Mouse: A mouse is a small handheld input device which controls a cursor in a
graphical user interface. It can move and select text, files, folders etc. on our
computer according to the user input.
3. Microphone: it receives audio generated by some input source and sends the
same to a computer.
4. Webcam: it sends the captured images to a computer.
5. Graphics Tablets: This input device is used to draw using hand.
6. Trackballs: trackball is an upside down mouse which is encased within a
socket. It is a cursor control device.
7. Barcode reader: It is used to read the barcode of various items and feed the
same to computer.

5
6
8. Gamepad: Also known as joy pad is the input controller for video games.
9. Joystick: these input devices are used to control video games.
10. Scanner: Scanner optically reads and document, file or image and then changes
it into digital signal and sends to the computer.
11. Electronic Whiteboard
12. OMR: optical mark recognition/ reader, is used to read marks on a document
and send them to computer.
13. OCR: OCR stands for optical character Recognition, is an input device which
reads printed text and sends that to computer.
14. MICR: Magnetic Ink Character Reader is an input device which generally finds
application is banks to process cheques.

Output Devices
A device that can receive data from computer or another device and create output with
that data is called output device. Examples of various output devices are as :

1. Monitor: A monitor is an output device that is responsible for receiving data

from a computer and displaying that information as text or images for users to
see.
2. Projector: Gets data from a computer and displays or projects the same
information onto a screen or a wall. Projector cannot directly accept data from a
user and send that data to another device.
3. Speakers: Receives sound signal from a computer and then plays that sound
signal and thus we hear songs or music or any other audio.

Both Input / Output Devices

An input/output device is capable of receiving data from users or another devices and
also sending data to another devices or computers. That means a devices which can be
used as both input device and output device are called Input / Output (I/O) devices. Some
examples of input/output devices are as:

1. USB drive: Also known as pen drive or flash stick works as both input device
to computer and as an output device. USB drives receive or save data from a
computer as an input and it can also send data to a computer or another device.
2. Modems: It is used to transmit and receive data from one computer to
another computer or other devices using telephone lines
3. CD-RW drives and DVD-RW drives: Receives data from a computer as input
to copy onto and save into writable CD or DVD. We also use CDs or DVDs to
transfer data to a computer.
4. Touch Screen: Touch screen is both input and output device. By touching the
screen input is provided and being a screen, it is used as an output device.

6
7
5. Headsets: Headset consists of speaker as an output device and microphone
functions as an input device.
6. Facsimile: Facsimile or FAX machine has a scanner which is an input device
and a small printer to provide output.

Basic Applications of Computer

Computers play a role in every field of life. They are used in homes, business,
educational institutions, research organizations, medical field, government offices,
entertainment, etc.
1. Home
Computers are used at homes for several purposes like online bill payment,
watching movies or shows at home, home tutoring, social media access, playing
games, internet access, etc. They provide communication through electronic mail.
They help to avail work from home facility for corporate employees. Computers
help the student community to avail online educational support.

2. Medical Field
Computers are used in hospitals to maintain a database of patients’ history,
diagnosis, X-rays, live monitoring of patients, etc. Surgeons nowadays use robotic
surgical devices to perform delicate operations, and conduct surgeries remotely.
Virtual reality technologies are also used for training purposes. It also helps to
monitor the fetus inside the mother’s womb.
3. Entertainment
Computers help to watch movies online, play games online; act as a virtual
entertainer in playing games, listening to music, etc. MIDI instruments greatly
help people in the entertainment industry in recording music with artificial
instruments. Videos can be fed from computers to full screen televisions. Photo
editors are available with fabulous features.
4. Industry
Computers are used to perform several tasks in industries like managing
inventory, designing purpose, creating virtual sample products, interior designing,
video conferencing, etc. Online marketing has seen a great revolution in its ability
to sell various products to inaccessible corners like interior or rural areas. Stock
markets have seen phenomenal participation from different levels of people
through the use of computers.
5. Education

7
8
Computers are used in education sector through online classes, online
examinations, referring e-books, online tutoring, etc. They help in increased use
of audio-visual aids in the education field.

6. Government
In government sectors, computers are used in data processing, maintaining a
database of citizens and supporting a paperless environment. The country’s
defense organizations have greatly benefitted from computers in their use for
missile development, satellites, rocket launches, etc.
7. Banking
In the banking sector, computers are used to store details of customers and
conduct transactions, such as withdrawal and deposit of money through ATMs.
Banks have reduced manual errors and expenses to a great extent through
extensive use of computers.
8. Business
Nowadays, computers are totally integrated into business. The main objective of
business is transaction processing, which involves transactions with suppliers,
employees or customers. Computers can make these transactions easy and
accurate. People can analyze investments, sales, expenses, markets and other
aspects of business using computers.
9. Training
Many organizations use computer-based training to train their employees, to save
money and improve performance. Video conferencing through computers allows
saving of time and travelling costs by being able to connect people in various
locations.
10. Arts
Computers are extensively used in dance, photography, arts and culture. The fluid
movement of dance can be shown live via animation. Photos can be digitized
using computers.

Difference between RAM and ROM

BASIS FOR
RAM ROM
COMPARISON

Basic It is a read-write It is read only memory.

8
9
BASIS FOR
RAM ROM
COMPARISON

memory.

Use Used to store the data It stores the instructions required

that has to be currently during bootstrap of the computer.
processed by CPU
temporarily.

Volatility It is a volatile memory. It is a non-volatile memory.

Stands for Random Access Read Only Memory.

Memory.

Modification Data in RAM can be Data in ROM can not be modified.

modified.

Capacity RAM sizes from 64 MB ROM is comparatively smaller than

to 4GB. RAM.

Cost RAM is a costlier ROM is comparatively cheaper than

memory. RAM.

Type Types of RAM are static Types of ROM are PROM, EPROM,
RAM and dynamic EEPROM
RAM.

Difference between Hardware and Software

Hardware Software

Hardware is a physical parts computer that Software is a set of instruction that tells a
cause processing of data. computer exactly what to do.

It is manufactured. It is developed and engineered.

9
10 Hardware Software

Hardware can not perform any task without

software can not be executed without hardware.
software.

As Hardware are physical electronic We can see and also use the software but can’t
devices, we can see and touch hardware. actually touch them.

It has four main categories: input device, It is mainly divided into System software,
output devices, storage, and internal Programming software and Application
components. software.

Hardware is not affected by computer

Software is affected by computer viruses.
viruses.

It can not be transferred from one place to

But, it can be transferred.
another electrically through network.

If hardware is damaged, it is replaced with If software is damaged, its backup copy can be
new one. reinstalled.

Ex: Keyboard, Mouse, Monitor, Printer, Ex: Ms Word, Excel, Power Point, Photoshop,
CPU, Hard disk, RAM, ROM etc. MySQL etc.

What is Operating System

An operating system or OS is a software program that enables the computer hardware to
communicate and operate with the computer software. Without a computer operating
system, a computer and software programs would be useless. The picture
shows Microsoft Windows XP in its original packaging.

When computers were first introduced, the user interacted with them using a command
line interface, which required commands. Today, almost every computer is using
a GUI (Graphical User Interface) operating system that is much easier to use and operate.

Functions of Operating System

Operating System Means that Resource Manager, that manage all the Resources those are
Attached to the System,likeMemory,Processor,Input/output Devices.

10
11
Storage Management:It manage all the Storing and Accessing Files and
Directories Reading/Writing Operations.
Operating system manages overall activities of a computer and the input/output devices
attached to the computer. It is the first software you see when you turn on the computer,
and the last software you see when the computer is turned off. It is the software that
enables all the programs you use. At the simplest level, an operating system does two
things:

The first, it manages the hardware and software resources of the computer system. These
resources include the processor, memory, disk space, etc. The second, it provides a
stable, consistent way for applications to deal with the hardware without having-to know
all the details of the hardware.

The first task is very important i.e. managing the hardware and software resources, as
various processes compete to each other for getting the CPU time and memory space to
complete the task. In this regard; the operating system acts as a manager to allocate the
available resources to 'satisfy the requirements of each process.

The second task i.e. providing a consistent application interface is especially important. A
consistent application program interface (API) allows a user (or S/W developer) to write
an application program on any computer and to run this program on another computer,
even if the hardware configuration is different like as amount of memory, type of CPU or
storage disk. It shields the user of the machine from the low-level details of the machine's
operation and provides frequently needed facilities.

Process Management:

It manage all the User and system Process.

Memory Management:
Operating System also Manages the Computer Memory that is provided to the process.
Extended Machine:

It is behaves like an Extended Machine that Provides us Sharing of Files between

Multiple Users.
Mastermind:
It performs Many Functions that's why we can say that Operating System is a
Mastermind.

Different Types of Operating System

There are different types of operating system those are organized by their Working.

11
12
Serial Processing:

In Serial Processing operating system that use FIFO (First in First Out) technique for
processing the process.
Batch Processing:
In batch processing a similar type of jobs prepared and processed.
Multi-Programming:

In Multi programming Operating System Multiple Programs are Executed on the System
at a Time.
Real Time System:
Real Time System are used there Requires higher and Timely Response.

Distributed Operating System:

In this Operating system Data is Stored and Processed on Multiple Locations.
Multiprocessing:
In This type of operating system there are two or More CPU in a Single OS.
Parallel operating systems: It manage parallely all running resources of the computer
system

Storage Devices

Storage media have come such a long way since the early days of computing, and the size
of data has grown so much that it is impossible to imagine that all it took to get humans
to the moon was about 600 MB of data.

Something to know

One gigabyte (GB) is equal to 1 024 megabytes (MB), and one terabyte (TB) is equal to 1
024 GB.

Primary Storage

Primary storage is also called the main or internal memory of the computer. This storage
is accessed directly by the CPU and is where the main instructions for the computer’s
operations are stored. The CPU can access these instructions and execute them as they
are needed.

Primary storage is most often the RAM and the ROM, which will be discussed later in
this chapter. The main function of the primary storage devices is to hold data for a short

12
13 period of time while the computer is running and power is going to the devices. This data
is removed once the power is stopped (like when the computer is shut down).

Secondary Storage

Secondary storage is also called external, secondary or auxiliary memory. This type of
storage holds data for the long term. Data stored on secondary storage devices can only
be removed by deleting it. Secondary memory is where the operating system, hardware
drivers and data created by the user is kept and stored permanently.

This means that, in the case of power failures, secondary storage will preserve the
information that is saved to it, even if the power to the computer is lost, while the data on
the primary storage devices will be lost.

The most common example of secondary storage is the hard drive inside a computer.
Other examples include solid-state drives (SSDs), USB flash drives and secure digital
(SD) cards.

Components of a Computer System

Every computer system has the following three basic components:

1. Input unit
2. Central processing unit
3. Output unit
While there are other components as well, these three are primarily responsible for making a
computer function. They must work in complete synergy because that will ensure smooth
overall functioning. Hence, we can even call them building blocks of a computer system.

Input Unit
These components help users enter data and commands into a computer system. Data can be
in the form of numbers, words, actions, commands, etc. The main function of input
devices is to direct commands and data into computers. Computers then use their CPU to
process this data and produce output.
For example, a laptop’s keyboard is an input unit that enters numbers and characters.
Similarly, even a mouse can be an input unit for entering directions and commands. Other
examples include barcode readers, Magnetic Ink Character Readers (MICR), Optical
Character Readers (OCR), etc.

13
14
Another example of input devices is touch-screens. Users can simply touch these screens
without using any other device to enter commands. From smartphones to ATM machines,
these input devices are becoming very popular these days.

Central Processing Unit (CPU)

After receiving data and commands from users, a computer system now has to process it
according to the instructions provided. Here, it has to rely on a component called the central
processing unit. The CPU further uses these three elements:
a) Memory Unit
Once a user enters data using input devices, the computer system stores this data in its
memory unit. This data will now remain here until other components of CPU process it.
The memory unit uses a set of pre-programmed instructions to further transmit this data to
other parts of the CPU.
b) Arithmetic and Logic Unit
This part of the CPU performs arithmetic operations. It does basic mathematical
calculations like addition, subtraction, division, multiplication, etc. Further, it can even
perform logical functions like the comparison of data.
c) Control Unit
This unit is the backbone of computers. It is responsible for coordinating tasks between all
components of a computer system. The control unit collects data from input units and sends
it to processing units depending on its nature. Finally, it also further transmits processed
data to output units for users.

Output Unit
The third and final component of a computer system is the output unit. After processing of
data, it is converted into a format which humans can understand. After conversion, the
output units displays this data to users. Examples of output devices include monitors,
screens, printers and speakers. Thus, output units basically reproduce the data formatted by
the computer for users’ benefit.

14
15 *****************

15