Chapter 20

Applications Software

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by Zane Quible Pearson Prentice Hall
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 Data Capture and Storage

Have changed the way many office tasks are carried

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

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by Zane Quible Pearson Prentice Hall
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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.

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 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
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 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.

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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
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 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.

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 Freeware Programs

Although they are free, most are copyrighted.

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by Zane Quible Pearson Prentice Hall
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 Public Domain Software

Programs are not copyrighted.

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

by Zane Quible Pearson Prentice Hall
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 Beta Version Software

Refers to software that is in its final stages of testing

before it becomes commercially available.
May contain bugs.

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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.

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 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.
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 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.

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 Steps in the Word Processing Cycle

Origination/Formatting
Revision
Disposition

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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.

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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.
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 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.)

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 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.
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 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.

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 Spreadsheet Functions

Arithmetic functions
Statistical functions
Graphic aids
Sorting data

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

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 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
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 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.
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 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.
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 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.

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 Presentation Software Programs

Facilitate the preparation of visual aids used when

making presentations.

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 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.

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 Format Options

Beginning with a blank slide.

Using a template slide.

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 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