Unit 2 Office Automation.docx

Unit 2 Office Automation.docx

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Unit2OfficeAutomation

Unit2

OfficeAutomation

SessionOneSpeaking

Sheisassignedtodealwithdailycorrespondencewithothercompanies,suchasnotes,letters,emailsandsoon,soitisnecessaryforhertoknowhowtooperateofficeequipment.Belowaresomecorewords,phrasesandsentencesaboutofficeequipmentandautomation.

ActivityOneCoreWordsandPhrases

Officeequipmentisessentialinofficeautomation,andsecretariesmayalsooperatethemintheirdailylifeandwork.Asasecretary,ZhangHongmustbefamiliarwithvariedofficeequipment,soshecanbenefitfromofficeautomation.Belowaresomepicturesofofficeequipment.PleasegivetheEnglishnamesofthefollowingequipment,anddiscusswithyourpartnerthefunctionsoftheequipmentorally.

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ActivityTwoCoreSentences

ZhangHongmeetsDerekJones,oneofhercolleagues,andconsultshimonhowtooperateofficeequipment.Belowaresomecoresentencesofofficeautomation.Pleasereadthemaloudandtrytokeeptheminmind.

1.I’dliketosendinvitationstotheclientsbyfaxorbyemail.

2.I’mZhangHongfromRainbowGroup,andI’dliketospeaktoMr.Black.

3.Wouldyouliketogethismobilephonenumber?

4.Thisdocumentisconfidential.Pleasegetridofallthecopiesandonlykeeptheoriginalintofiles.

5.Youshouldhaveinstalledanti-virussoftware.

1.我想通过传真或电子邮件向客户发送请帖。

2.我是天虹集团的张红，我想和布莱克先生通话。

3.你是否想要他的手机号码？

4.这份文件是保密的。

请将所有副本清除，仅将原件归档。

5.你本来应该安装防病毒软件的。

SessionTwoListening

Thissessionistoprovideyouwithsomelisteningexercisesregardingsecretarialpractice.Therearetwoactivitiesinthissession:

fivedialoguesinoneactivityandoneshortpassageintheother.

ActivityOneFiveShortDialogues

Thisactivityistocheckyourabilitytounderstandfiveshortdialogues.Aftereachdialogue,thereisarecordedquestion.Boththedialoguesandquestionswillbespokentwotimes.Whenyouhearaquestion,youshoulddecideonthecorrectanswerfromthefourchoicesmarkedA）,B）,C）andD）giveninthecourse-book,andthenchoosethecorrectanswer.Beforeyoulistentothedialogues,pleasefirsthaveaquicklookatthefollowingwordswhichmightbehelpful.

1.WhatofficeequipmentwillZhangHongoperatetosendthebulkemail?

A

B

C

D

2.WhatofficeequipmentwillZhangHongmanipulatetocopythereport？

A

B

C

D

3.WhatofficeequipmentdidZhangHongusetocontactMr.Black?

A

B

C

D

4.WhatofficeequipmentwillZhangHongruntotearthepapersintopieces?

A

B

C

D

5.Whatofficeequipmenttheyaretalkingabout?

A

B

C

D

ActivityTwoAShortPassage

Inthisactivity,youwillheararecordedpassage.Thepassageisprintedinthecourse-book,butwithsomewordsorphrasesmissing.Thepassagewillbereadthreetimes.Forthefirstreading,youshouldtrytogetthemainideaofthepassage.Duringthesecondreading,youarerequiredtoputthemissingwordsinthenumberedblanksaccordingtowhatyouhaveheard.Thethirdreadingisforyoutocheckyourwriting.Beforeyoulistentothepassage,pleasefirsthaveaquicklookatthefollowingwordswhichmightbehelpful.

RetrainingandContinuingEducationforSecretaries

Asoffice（6）continuestodevelop,retrainingandcontinuing（7）willremainanintegralpartofsecretarialjobs.Changesinthe（8）environmenthaveincreasedthedemandforsecretariesandadministrativeassistants.Secretariesandadministrativeassistantsmayhaveto（9）classestolearnhowtousenewofficetechnologies,suchasinformationstoragesystems,（10）,theInternet,orupdatedsoftwarepackages,orutilizeonlineeducation.

SessionThreeReading

ActivityOneLocatingtheMainIdeaofaParagraph

Themainideaofaparagraphistheauthor’sideaaboutthetopic．Itisusuallyacompletesentencethatincludesboththetopicandtheideathattheauthorwishestoexpressaboutthetopic．Alistofmainideasisgivenbelow.Pleasescanthefourparagraphsinthetable,andtrytofindanappropriatemainideaforeachparagraph.

MainIdeas:

A.Officeautomationhassomeadvantages.

B.Officeautomationalsohassomedisadvantages.

C.Keyemployeesareinvolvedinofficeautomation.

D.Stafftrainingisnecessaryinordertorealizeofficeautomation.

1.______________________

Employeesinvolvedinofficeautomationincludesecretaries,administrativeassistants,accountants,ITexpertsandanyoneelsewhohandlesthedailyoperationsofthebusiness.Smallfirmsusuallyhaveoneortwopersonswhohaveagoodcommandofofficeautomationtechnology,whilelargecompaniesoftenhaveasizablecustomerservicestaffinvolved,too.

2.______________________

Secretariesandotheremployeesmusthaveknowledgeofthelatestcomputersoftwarepackages,plustheabilitytolearnanyproprietarysoftwareordatabasesthecompanyhasacquired.Therefore,itisnecessaryforthemtoreceivecontinuingeducationorutilizeonlinelearninginordertograspboththeknowledgeandtheabilityforofficeautomation.

3.______________________

Officeautomationhassomebenefits.Itcangetmanytasksaccomplishedfaster,eliminatingtheneedforalargerstaff.Lessstoragespaceisrequiredfordata,andcopiescanbeeasilytransferredoff-siteforsafekeepingincaseoffireorotheremergencies.Multiplepeoplecanberenewedandupdatedsimultaneouslyintheeventofschedulechanges.

4.______________________

Officeautomationalsocausessomeproblems.Elderstaffmembersmayhaveahardertimeadjustingtothenewtechnologyandbeunabletoapplyitquicklyandefficiently.Also,ifsomethingis“misfiled”，itcanbealothardertofind.Otherdisadvantagesincludetheamountofmoneyrequiredtoimplementandthecostofmaintenanceofcertainequipment.

ActivityTwoOfficeAutomation

Learninghowtoutilizeofficeautomationwillhelpyoumakeyourclericalworkfasterandmoreefficient.Belowisapassageonofficeautomation.Trytoanswerthefollowingquestionsafteryoufinishthefirstreading.

Questionsforthepassage:

1.Whatdoesofficeautomationreferto?

2.Whendidofficeautomationbecomeapopularterm?

3.Whymustofficeautomationsystemsallowinputofnewinformationandtheretrievalofstoredinformation?

OfficeAutomation

Officeautomationreferstothevariedofficeequipmentandsoftwareusedtodigitallycreate,collect,store,manipulate,andrelayofficeinformationneededforcompletingbasictasksandgoals.Rawdatastorage,electronictransfer,andthemanagementofelectronicbusinessinformationconsistofthebasicactivitiesofanofficeautomationsystem.Officeautomationhelpstooptimizeexistingofficeprocedures.

ThebackboneofofficeautomationisaLAN,whichallowsuserstotransmitdata,emailandevenvoiceacrossthenetwork.Allofficefunctions,includingdictation,typing,filing,copying,fax,microfilmandrecordmanagement,telephoneandtelephoneswitchboardoperations,fallintothiscategory.

Initsbasicform,informationexistsasnotes,memos,letters,graphs,records,andsoon.Wheninformationiselectronicallytransferred,rawdataareexchangedbetweentwoormoreofficeemployees,eitheratthesamelocationoratdifferentlocations.

Secretariesandadministrativeassistantsusevariedofficeequipment,suchastelephones,faxmachines,photocopiers,scanners,shreddersandvideoconferencingsystems,includingdigitalcamerasandprojectors.Inaddition,theyoftenmanipulatecomputerstodotaskspreviouslyhandledbymanagersandprofessionals.Theymakespreadsheets,composecorrespondence,managedatabases,andcreatepresentations,reports,anddocumentsusingdesktoppublishingsoftwareanddigitalgraphicsandretrievedatafromvarioussources.Officeautomationhasledsecretariesandadministrativeassistantstoincreasinglyassumeresponsibilitiesoncereservedformanagerialandprofessionalstaff.Assecretariesandadministrativeassistantsdolessdictationandwordprocessingnow,theyhavetimetosupportmoremembersoftheexecutivestaff.

Inordertoprocessinformation,officeautomationsystemsmustallowinputofnewinformationandtheretrievalofstoredinformation.Inputofnewinformationreferstothetransferoftexts,graphics,videosandsoundsintoacomputer.Inputcanbetypedintothecomputerorscannedfromanotherdocumentorsource.Newadvancesininputdevicesfrequentlyallowdirecthandwritteninputorvoicedictation.Inputofpre-existinginformationmeansretrievingtheelectronicmaterialsfromexistingstorageareas.Thesestorageareascanbefiniteandlocal,suchastheharddriveontheofficePC,orasseeminglyinfiniteandglobalastheInternet,theworldwidecollectionofcomputernetworksthatisgrowingeveryyear.

Thehistoryofofficeautomationbeganwiththetypewritersandthecopymachines,whichmechanizedpreviousmanualtasks.Officeautomationbecameapopularterminthe1970sand1980sasthedesktopcomputerburstontothescene.However,increasingofficeautomationrefersnotjusttothemechanizationofmanualtasksbuttotheconversionofinformationtoelectronicformaswell.Theappearanceofthepersonalcomputerintheearly1980srevolutionizedofficeautomation.PopularoperatingsystemslikeDOSanduserinterfaceslikeMicrosoftCorp’sWindowsdominateofficecomputersystems.

Today,mostofficesapplyatleastonecommercialcomputerinthecourseofdailybusinessactivities.SomelargecompanieslikeAT&Tmaintainextensiveandcomplexofficeautomationsy