Unit 2 Office Automation.docx

1、Unit 2 Office AutomationUnit 2 Office AutomationSession One SpeakingShe is assigned to deal with daily correspondence with other companies, such as notes, letters, emails and so on, so it is necessary for her to know how to operate office equipment. Below are some core words, phrases and sentences a

2、bout office equipment and automation. Activity One Core Words and Phrases Office equipment is essential in office automation, and secretaries may also operate them in their daily life and work. As a secretary, Zhang Hong must be familiar with varied office equipment, so she can benefit from office a

3、utomation. Below are some pictures of office equipment. Please give the English names of the following equipment, and discuss with your partner the functions of the equipment orally. 123456789101112Activity Two Core SentencesZhang Hong meets Derek Jones, one of her colleagues, and consults him on ho

4、w to operate office equipment. Below are some core sentences of office automation. Please read them aloud and try to keep them in mind.1. Id like to send invitations to the clients by fax or by email. 2. Im Zhang Hong from Rainbow Group, and Id like to speak to Mr. Black. 3. Would you like to get hi

5、s mobile phone number? 4. This document is confidential. Please get rid of all the copies and only keep the original into files. 5. You should have installed anti-virus software. 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。 Session Two Li

6、steningThis session is to provide you with some listening exercises regarding secretarial practice. There are two activities in this session: five dialogues in one activity and one short passage in the other. Activity One Five Short DialoguesThis activity is to check your ability to understand five

7、short dialogues. After each dialogue, there is a recorded question. Both the dialogues and questions will be spoken two times. When you hear a question, you should decide on the correct answer from the four choices marked A), B), C) and D) given in the course-book, and then choose the correct answer

8、. Before you listen to the dialogues, please first have a quick look at the following words which might be helpful.1. What office equipment will Zhang Hong operate to send the bulk email?ABCD2. What office equipment will Zhang Hong manipulate to copy the report？ABCD3. What office equipment did Zhang

9、 Hong use to contact Mr. Black? ABCD4. What office equipment will Zhang Hong run to tear the papers into pieces?ABCD5. What office equipment they are talking about? ABCD Activity Two A Short Passage In this activity, you will hear a recorded passage. The passage is printed in the course-book, but wi

10、th some words or phrases missing. The passage will be read three times. For the first reading, you should try to get the main idea of the passage. During the second reading, you are required to put the missing words in the numbered blanks according to what you have heard. The third reading is for yo

11、u to check your writing. Before you listen to the passage, please first have a quick look at the following words which might be helpful. Retraining and Continuing Education for Secretaries As office (6) continues to develop, retraining and continuing (7) will remain an integral part of secretarial j

12、obs. Changes in the (8) environment have increased the demand for secretaries and administrative assistants. Secretaries and administrative assistants may have to (9) classes to learn how to use new office technologies, such as information storage systems, (10) , the Internet, or updated software pa

13、ckages, or utilize online education. Session Three Reading Activity One Locating the Main Idea of a Paragraph The main idea of a paragraph is the authors idea about the topicIt is usually a complete sentence that includes both the topic and the idea that the author wishes to express about the topicA

14、 list of main ideas is given below. Please scan the four paragraphs in the table, and try to find an appropriate main idea for each paragraph. Main Ideas:A. Office automation has some advantages. B. Office automation also has some disadvantages. C. Key employees are involved in office automation. D.

15、 Staff training is necessary in order to realize office automation. 1. _ Employees involved in office automation include secretaries, administrative assistants, accountants, IT experts and anyone else who handles the daily operations of the business. Small firms usually have one or two persons who h

16、ave a good command of office automation technology, while large companies often have a sizable customer service staff involved, too. 2. _ Secretaries and other employees must have knowledge of the latest computer software packages, plus the ability to learn any proprietary software or databases the

17、company has acquired. Therefore, it is necessary for them to receive continuing education or utilize online learning in order to grasp both the knowledge and the ability for office automation. 3. _ Office automation has some benefits. It can get many tasks accomplished faster, eliminating the need f

18、or a larger staff. Less storage space is required for data, and copies can be easily transferred off-site for safekeeping in case of fire or other emergencies. Multiple people can be renewed and updated simultaneously in the event of schedule changes.4. _ Office automation also causes some problems.

19、 Elder staff members may have a harder time adjusting to the new technology and be unable to apply it quickly and efficiently. Also, if something is “misfiled”， it can be a lot harder to find. Other disadvantages include the amount of money required to implement and the cost of maintenance of certai

20、n equipment. Activity Two Office AutomationLearning how to utilize office automation will help you make your clerical work faster and more efficient. Below is a passage on office automation. Try to answer the following questions after you finish the first reading.Questions for the passage: 1. What d

21、oes office automation refer to? 2. When did office automation become a popular term? 3. Why must office automation systems allow input of new information and the retrieval of stored information? Office AutomationOffice automation refers to the varied office equipment and software used to digitally c

22、reate, collect, store, manipulate, and relay office information needed for completing basic tasks and goals. Raw data storage, electronic transfer, and the management of electronic business information consist of the basic activities of an office automation system. Office automation helps to optimiz

23、e existing office procedures. The backbone of office automation is a LAN , which allows users to transmit data, email and even voice across the network. All office functions, including dictation, typing, filing, copying, fax, microfilm and record management, telephone and telephone switchboard opera

24、tions, fall into this category. In its basic form, information exists as notes, memos, letters, graphs, records, and so on. When information is electronically transferred, raw data are exchanged between two or more office employees, either at the same location or at different locations. Secretaries

25、and administrative assistants use varied office equipment, such as telephones, fax machines, photocopiers, scanners, shredders and videoconferencing systems, including digital cameras and projectors. In addition, they often manipulate computers to do tasks previously handled by managers and professi

26、onals. They make spreadsheets, compose correspondence, manage databases, and create presentations, reports, and documents using desktop publishing software and digital graphics and retrieve data from various sources. Office automation has led secretaries and administrative assistants to increasingly

27、 assume responsibilities once reserved for managerial and professional staff. As secretaries and administrative assistants do less dictation and word processing now, they have time to support more members of the executive staff. In order to process information, office automation systems must allow i

28、nput of new information and the retrieval of stored information. Input of new information refers to the transfer of texts, graphics, videos and sounds into a computer. Input can be typed into the computer or scanned from another document or source. New advances in input devices frequently allow dire

29、ct handwritten input or voice dictation. Input of pre-existing information means retrieving the electronic materials from existing storage areas. These storage areas can be finite and local, such as the hard drive on the office PC, or as seemingly infinite and global as the Internet, the worldwide c

30、ollection of computer networks that is growing every year. The history of office automation began with the typewriters and the copy machines, which mechanized previous manual tasks. Office automation became a popular term in the 1970s and 1980s as the desktop computer burst onto the scene. However,

31、increasing office automation refers not just to the mechanization of manual tasks but to the conversion of information to electronic form as well. The appearance of the personal computer in the early 1980s revolutionized office automation. Popular operating systems like DOS and user interfaces like Microsoft Corps Windows dominate office computer systems. Today, most offices apply at least one commercial computer in the course of daily business activities. Some large companies like AT&T maintain extensive and complex office automation sy