ALLAMA IQBAL OPEN UNIVERSITY

Use Of MS Office 2007 in large Organizations

Computer Applications Code:566
Shahbaz Ali Mir Roll # AH-5253215 04/07/2011

Submitted to: Mr. Aziz Abbas

How Mobilink GSM uses MS Office 2007 in there organization

ACKNOWLEDGEMENTS

All acclamation to Allah (SWT) who has empowered and enabled me to accomplish the task successfully. First of all I would like to thank our Allah Almighty who really helped me in every problem during the project. I would like to express my sincere and humble gratitude to Almighty whos Blessings, help and guidance has been a real source of all my achievements in my life. I would like to admit that we completed this project due to parents who pray for my success. I also wish to express my appreciation to my Tutor who helped us a lot and introduced me to new dimensions of knowledge. Last but not least the staff and my colleagues of customer care department of Mobilink GSM who helped me and provided me guidance in completing this assignment.

MS office 2007

ABSTRACTS

Microsoft Office 2007 (officially called 2007 Microsoft Office System) is a Windows version of the Microsoft Office System, Microsoft's productivity suite. Formerly known as Office 12 in the initial stages of its beta cycle, it was released to volume license customers on November 30, 2006[4] and made available to retail customers on January 30, 2007. Contents

Microsoft Word 2007 Microsoft Excel 2007 Microsoft PowerPoint 2007 Microsoft Access 2007 Microsoft Outlook

MS office 2007

TABLE OF CONTENTS
Intoduction............................................................................................................................................ 5 STRENGHT ............................................................................................................................................... 11 WEAKNESS .............................................................................................................................................. 11 OPPORTUNITIES ...................................................................................................................................... 11 THREATS .................................................................................................................................................. 11

MS office 2007

INTRODUCTION
Microsoft Office 2007 (officially called 2007 Microsoft Office System) is a Windows version of the Microsoft Office System, Microsoft's productivity suite. Formerly known as Office 12 in the initial stages of its beta cycle, it was released to volume license customers on November 30, 2006[4] and made available to retail customers on January 30, 2007. These are, respectively, the same dates Windows Vista was released to volume licensing and retail customers. Office 2007 contains a number of new features, the most notable of which is the entirely new graphical user interface called the Fluent User Interface[5] (initially referred to as the Ribbon User Interface), replacing the menus and toolbars which have been the cornerstone of Office since its inception with a tabbed toolbar, known as the Ribbon. Office 2007 requires Windows XP with Service Pack 2 or higher, Windows Server 2003 with Service Pack 1 or higher, Windows Vista or Windows 7.[6] Office 2007 is the last version of Microsoft Office which is officially supported on Windows XP Professional x64 Edition. The 'Ribbon User Interface' is a task-oriented Graphical User Interface (GUI). It features a central menu button, widely known as the 'Office Button'. The Ribbon Interface has been improved in Microsoft Office 2010. Content The most commonly used Microsoft office 2007 applications in large organizations are as follows. 1.

Microsoft Word
New style sheets (quick styles) and ability to switch easily among them. Default Font now 'Calibri' not 'Times New Roman', as featured in previous Office editions. Word count listed by default in the status bar. The word count dynamically updates as you type. New contextual spell checker, signified by a wavy blue underline analogous to the traditional wavy red underline for misspellings and wavy green underline for grammar errors, sometimes catches incorrect usage of correctly spelled words, such as in "I think we will loose this battle". Translation tool tip option available for English (U.S.), French (France), and Spanish (International Sort). When selected, hovering the mouse cursor over a word will display its translation in the particular language. Non-English versions have different sets of languages. Other languages can be added by using a separate multilingual pack. Automated generation of citations and bibliographies according to defined style rules, including APA, Chicago, and MLA. Changing style updates all references automatically. Connect to web services to access online reference databases. Preset gallery of cover pages with fields for Author, Title, Date, Abstract, etc. Cover pages follow the theme of the document (found under the Page Layout tab). Document comparison engine updated to support moves, differences in tables, and also easy to follow tri-pane view of original document, new document, and differences. MS office 2007

Full screen reading layout that shows two pages at a time with maximal screen usage, plus a few critical tools for reviewing. Building Blocks, which lets one save frequently used content, so that they are easily accessible for further use. Building blocks can have data mapped controls in them to allow for form building or structured document authoring. The ability to save multiple versions of a document (which had existed since Word 97) has been removed. Drops function for Insert/Picture/From Scanner or Camera. Can be added manually.[58] Drops the "Bullets and Numbering" dialog boxes and rich, easily-controlled range of options for formatting Outline Numbered lists

2.

Microsoft Office Outlook

As a major change in Outlook 2007, Exchange 5.5 support has been dropped. Like Evolution, Outlook Express and Entourage, Outlook now works only with Exchange 2000 and above. Outlook now indexes (using the Windows Search APIs) the e-mails, contacts, tasks, calendar entries, RSS feeds and other items, to speed up searches. As such, it features word-wheeled search, which displays results as characters are being typed in. Search folders, which are saved searches, have been updated to include RSS feeds as well. Search folders can be created with a specific search criteria, specifying the subject, type and other attributes of the information being searched. When a search folder is opened, all matching items for the search are automatically retrieved and grouped up. Outlook now supports text-messages and SMSs, when used in conjunction with Exchange Server 2007 Unified Messaging. Outlook can now support multiple calendars being worked with, simultaneously. It also includes a side-by-side view for calendars, where each calendar is displayed in a different tab, and allows easy comparison of them. Outlook also supports web calendars. Calendars can be shared with other users. Calendar view shows which tasks are due. Flagged e-mails and notes can also be converted to Task items. Outlook includes a To Do Bar, which integrates the calendar, appointments and tasks items, in a concise view. Contacts can be shared among users, via e-mail, Exchange Server or a SharePoint site. Attachment preview allows users to view Office e-mail attachments in the reading pane rather than having to open another program. HTML in e-mails is now rendered using the Microsoft Word rendering engine which disallows several HTML tags like object, script, iframe etc. along with several CSS properties.

3.

Microsoft Office Excel

Support up to 1,048,576 rows and 16,384 columns (XFD) in a single worksheet, with 32,767 characters in a single cell (17,179,869,184 cells in a worksheet, 562,932,773,552,128 characters in a worksheet. Conditional Formatting introduces support for three new features Color Scales, Icon Sets and Data Bars MS office 2007

Color Scales, which automatically color the background of a group of cells with different colors according to the values. o Icon sets, which precede the text in a cell with an icon that represent some aspect of the value of the cell with respect to other values in a group of cells, can also be applied. Icons can be conditionally applied to show up only when certain criteria are met, such as a cross showing up on an invalid value, where the condition for invalidity can be specified by the user. o Data Bars show as a gradient bar in the background of a cell the contribution of the cell value in the group. Column titles can optionally show options to control the layout of the column. Multithreaded calculation of formulae, to speed up large calculations, especially on multicore/multi-processor systems. Importing data from external sources, such as a database, has been upgraded. Data can also be imported from formatted tables and reports, which do not have a regular grid structure. Formula Auto complete, automatically suggests function names, arguments and named ranges, and automatically completing them if desired, based on the characters entered. Formulae can refer to a table as well. CUBE functions which allow importing data, including set aggregated data, from data analysis services, such as SQL Server Analysis Services. Page Layout view, to author spreadsheets in a way that mirrors the formatting that will be applied when printed. PivotTables, which are used to create analysis reports out of sets of data, can now support hierarchical data by displaying a row in the table with a "+" icon, which, when clicked, shows more rows regarding it, which can also be hierarchical. PivotTables can also be sorted and filtered independently, and conditional formatting used to highlight trends in the data. Filters, now includes a Quick filter option allowing the selection of multiple items from a drop down list of items in the column. The option to filter based on color has been added to the choices available.

4.

Microsoft Office PowerPoint

Improvements to text rendering to support text based graphics. Rendering of 3D graphics. Support for many sounder file formats such as .mp3 and .wma. Support for tables and enhanced support for table pasting from Excel. Slide Library, which lets you reuse any slide or presentation as a template. Any presentation or slide can be published to the Slide Library. Any custom-designed slide library can be saved. Presentations can be digitally signed. Improved Presenter View. Added support for widescreen slides. Allows addition of custom placeholders. Drops function for Insert/Picture/From Scanner or Camera.

MS office 2007

PRACTICAL STUDY
The studies for the use of MS Office were conducted in Mobilink Contact center Situated in I10/3 Sector Islamabad.

Success Story Mobilink is largest cellular service provider in Pakistan upto 38.3 Million customers and covering up to 45% of cellular market . Vision "To be the leading Telecommunication Services Provider in Pakistan by offering innovative Communication solutions for our Customers while exceeding Shareholder value & Employee Expectations". History Mobilink started its journey as Pakistan Mobile Communication Limited (PMCL) in 1996 and later were taken by Orascom Telecom Holdings (OTH) in 1999 under the brand name Mobilink GSM. Currently Mobilink is having very successful business with companies like Uni-Lever, Nestle, Hashoo Groups and Government sectors like President house, Parliament house, OGDCL etc. Mobilink has the honor of being the cellular partner for Pakistan Cricket team and PCB for World cup 2011. Use of MS Office 2007 in the organization Mobilink official data base and information is now maintained on MS office 2010. However, Non-managerial staff still use Microsoft office 2007 for there working and maintaining data base. A. Microsoft Word

MS office 2007

Microsoft word is commonly used for maintaining documents especially resumes for new hiring ,writing Standard Operating Procedures (SOPs) and even in some cases for letter writing to boss or reporting manager. B. Microsoft Outlook

All the emails sent in the organizations by managerial staff, Human resource , Quality Assurance and employees are sent using Microsoft Outlook. These emails include new SOPs, Instructions, Attachments and even causal emails. Higher management usually use the MS outlook personal folders (termed as PSTs) which may have very high memory however the non managerial staff has inboxes which usually constitute up to 40 MB only which is not sufficient for maintaining large number of data. C. Microsoft Excel

All the data that is to be sent like shift reports, Employee profiling and customer record maintenances are done using Microsoft excel. Data collection is either done through any webpage using option like export to excel or by manually adding in a standard format. D. Microsoft Powerpoint

This is the most commonly used tools for presentation in majority of organizations. All meetings , seminars and even trainings are done using this application.

MS office 2007

DATA COLLECTION METHOD

The main data is collected on the basis of personal experience as I am currently working in Mobilink GSM for last three years. Other methods including interviews with representatives of Quality Assurance department, IT help desk and Team leaders.

MS office 2007

10

SWOT ANALYSIS
SWOT is an abbreviation of strengths, weakness, opportunities and threats. The Swot analysis that I have so far made for Mobilink customer care department is as follows:

STRENGHT
1. Easy Handling of MS office 2007 2. Employees with limited computer literacy can also use it easily.

WEAKNESS
1. Higher management having better MS office system for data maintenance 2. File conversion issue 3. System issues

OPPORTUNITIES
1. 2. 3. 4. Introductions of new/better systems Training of employees for usage effectively. maintaining the system for MS 2010. Increasing memory of inboxes to save data lost.

THREATS
1. Data lost/Delay due to file conversion issue from MS 2010 to MS 2011. 2. Insufficient memory of inboxes causing delay in responses and loss of data.

MS office 2007

11

RECOMMEDATIONS

Following are the recommendations for the proper and efficient working :

1. I.T department should be kept updated about the problems related to the systems and should work in increasing its usage capacity 2. All employees having less knowledge should be trained for better system handling. 3. The file conversion system should be improved in order to fetch Data easily. 4. The memory of the email inboxes should be increased in order to maintain smooth flow of data in organization from employees to management.

MS office 2007

12

REFERENCES

Literature Reference
GO! With Microsoft Office 2007 13th Edition Written by Gaskin, Coyle, Fry, Townsend, Ferret, Vargas and McLellan

WEB REFERENCES 1. www.wikipedia.com 2. and other Mobilinks internal websites (Cannot be disclosed due to company policies)

Person Reference 1. Mr. Mazhram I.T Department Mobilink. 2. Mr. M. Ehtishaam Associate Quality assurance and training Mobilink.

MS office 2007

13