Office automation can help simplified the management of stored data and information. With the help of software such as program schedulers, reminder systems, and task management it allows us to monitor and control office projects and activities.

 

b.    Data Storage and manipulation

 

includes confidential and important office records and documents. An office automation system would include data applications which are used to create and edit spreadsheets, documents and files or images. 

 

c.     Data exchange

 

Exchanging data is much easier with office automation. We can share or exchange data using email now meaning we can instantly share data.

 

d.    Accuracy

 

Machine is created to make human life much easier. The implementation of programs and applications it helps to assist workers or employees in performing task with 100% accuracy. This will lead to less error when performing task.

 

e.    Save money

 

With office automation it helps to reduce the material and labor cost. Office automation can execute the task instead of hiring new resource to do the task.

Q.2
2.a Briefly explain FIVE (5) advantages of Microsoft OneNote.

 

1.    Staff or teammates is able to share and view shared information.

2.    Work well with other Microsoft product or selected plugin such as slack.

3.     Information in OneNote is secure.

4.    Compatible with many devices.

5.      Frequently updated features

2.b List out TEN (10) features of Microsoft OneNote.

1 Integration with other Microsoft software.

2 Audio and video recording

3 Real time collaboration

4 Phase search

5 Dark mode 

6 Able to draw and sketch 

7 Computer and mobile phone compatibility

8 Able to create multiple notebook, section, and page with ease

9 Able to perform math equation 

10 Able to insert attachment such as picture, file, pdf, and etc.

Q.3
3a Elaborate on FIVE (5) ways of to use the Internet.

  I.          Email

  II.          Research 

  III.          News 

  IV.          Game

  V.          Shopping

3b Discuss FIVE (5) guidelines of Internet ethics that user can implement when browsing the Internet.      

I.          Don’t give out personal information

 II.          Don’t agree to meet someone you met online

 III.          Do not give password to internet

 IV.          Do not send offensive or inappropriate massages/picture

 V.          Do not violate copyright law

 
Q.4
4a Elaborate on FIVE (5) stages in creating an email.
a.    Choose an email platform

b.    Click the email website

c.     Click new account

d.    Enter the new email address name that you want to create, and a password and details for the email account.

e.    Click save

4b. Respond email
Dear Ms Liza, 

 

On behalf of our company I apologize for the inconvenience that we had cause. 

 

I had gone through your order number NF24567, regarding the copies of Ethics in Public Relations by H Parrson P.J.  We will send out the remaining 2 copies within 2-3 working days. We are sorry for the mistake, our company is really busy for this past week. Once again, we are sorry. 

 

If you have any questions or concerns, don’t hesitate to let me know.

 

Sincerely

 

Mr Adam

           

 

·         Manipulation and storage of data

Storage of data means saving all confidential and important documents and records related to the office. The office automation system also consists of handling data applications that are used for handling and creating documents, images, spreadsheets, and files. Several kinds of word processing, as well as desktop presentation packages, are present which will allow in creating or even editing any data. At the same time, you can also find a few dedicated applications which are needed for images as well as spreadsheets.

·         Management of data

Data management happens to be one of the best and biggest advantages that come with office automation systems. It offers several facilities such as managing data and information that is sorted. Big business organizations can monitor and even handle projects and activities that are big inside the office by using an electronic management system. The program schedulers, tickler systems as well as the reminder systems happen to be some of the main features that will boost and empower  business and help  finish work without hassle.

·         Exchanging data

Exchanging data that is stored or even manipulated happens to be quite an essential component of the office automation system. It will help in sending files, exchanging any information or data and use the method of electronic transfer application whenever the need arises. Throughout the network connection, all information as well as data which includes presentations, text documents and spreadsheets could be sent within a couple of seconds only. By illustrating the nature of these office automation systems, it will allow the employees to handle real-time and boost productivity at the same time.

·         More accuracy

The office automation system also guarantees more efficiency than any other machine. Once all bugs removed from the program or the application, it could help  get more accuracy in your daily businesses. The programs used in this are far more effective and reliable and people who have made this in real. It also implements an advanced business automation software which also reduces any signs of errors.

·         Saves more time and even more resources

The office automation system will empower all businesses to all time and money. It will simplify all the complex tasks, help in getting a more dedicated and proper resource and will also lead to a much bigger amount with time. An example can use to explain this. When  introduce much bigger and better computer technologies along with communications, businesses nowadays are not restricted to any geographical limitations.

It can help in saving both money and time and the costs that people usually spend on traveling. The digital storage is also an essential feature that will reduce the need for preserving all hard copies.

2. a. Microsoft OneNote is an easy-to-use note taking and 

·         Improves Workflow and Daily Organization

Think of Microsoft OneNote as a notebook composed of different sections, and with each section  can create an unlimited number of pages. Also can also drag and drop files from y computer or mobile device into OneNote and save articles and photos directly from the Internet—organizing them into your notebook as you see fit. OneNote offers search functionality, allowing users to pinpoint files across different notebooks quickly and easily.

Also embedded within the search is the “optical character recognition” feature which allows you to search text on pictures themselves and not just file names. A much-welcomed perk for image driven professionals and web and graphic designers.

·         Easy Access

If you like having the option to work on any document on any whim, OneNote improves document accessibility. You can add notes or even use OneNote’s voice recording feature and save ideas. As long has you have the application installed, you will have access to all features 24/7.

 

 

·         Improves Transparency

Sharing information efficiently is important for any organization. In OneNote, you can share OneNote notebooks and its contents with anyone, even if they don’t have the program installed — they can still view it.

It comes handy in meetings, especially when you need to share notes with a colleague. When sharing files, you can select ‘View Only’ or ‘Can Edit’ options, where any edit made will appear instantly for quality control.

·         Automatic Save, Never Lose Information

In OneNote you never have to save your content. Similar to Microsoft Access, OneNote automatically saves all content users input into the program, operating like a functional database. For those who often find their devices running low in battery, don’t sweat, OneNote has your stuff backed up 100 per cent!

·         Free

This was a strategic move by Microsoft, enabling the tech giant to bite off a larger piece of the note-taking pie. Windows, MAC, Android and iPhone users are welcome to download the application as well. A huge plus for entrepreneurs, freelancers and small to mid-sized businesses.

Microsoft also offers a paid premium version, which integrates other online software programs like SharePoint, Outlook and other advanced features.
b. Features Of Microsoft OneNote

·         Print Sections and Notebooks

·         Navigate Back and Forward

·         Multiple Windows

·         Page Previews

·         create and Hide Subpages

·         Page Version History

·         Page Zooming

·         Notebook Colors and Nicknames

·         Text Search

·         Link to a Specific Paragraph

·         Convert Handwriting to Text

·         Easy Table Dimensions

·         Get Help With “Tell Me”

 

3.    a. Use the internet

 

 

b. Guidelines of internet ethnics implement when browsing the internet

·         Privacy

·         Big Data

·         Net Neutrality

·         Access to the Internet
4. a. five stage creating email
i. SMTP Protocol - Used by the Mail Transfer Agent (MTA) to deliver your email to the recipient’s mail server. The SMTP protocol can only be used to send emails not to received them.         
ii. POP3 Protocol – The POP (Post Office Protocol 3) protocol provides a simple, standardized way for users to access mailboxes and download messages to their computers.
b. I choose email
    ii. click email website
    iii. click new acc
     iv. enter the new email address
v. click save
c
Dear Ms Liza,

 

Thank you for your email, and I’m sorry that a mistake was made with your order.

 

This error happened due to staff shortage during this unusually busy session.

 

We have today sent to you the remaining copies of the books.

Once again, my apologies for this mistake and the inconvenience.

 

Yours sincerely

Mr Adam

 

Since most business processes now automated, you don’t have to invest that much on hiring any new resources or even taking care of any of these tasks which can be executed easily by using the system of office automation.
2.  Management of data:

Data management happens to be one of the best and biggest advantages that come with office automation systems. It offers several facilities such as managing data and information that is sorted. Big business organizations can monitor and even handle projects and activities that are big inside the office by using an electronic management system.
3. Sustainability in an office environment:

Every system should be capable of making the workforce work on things that are given to them. That is how it will be able to confirm sustainability and at the same time adapt themselves to the environment of the office.
4. Reduces workload:

Installing an office automation system will reduce the workload. It will help you handle the load easily and allow you to enjoy yourself at work. Those who have installed office automation systems have only praised its benefits. It is known for lessening the workload burden and ensures you can work at the office in peace.
5. Good at multitasking:

There are several kinds of customs which are needed to perform in every firm. The thing with an office automation system is that it can handle this custom of the firm in an easy manner. It makes multitasking much simpler and easy.

 

Storage of data means saving all confidential and important documents and records related to the office. The office automation system also consists of handling data applications that are used for handling and creating documents, images, spreadsheets, and files.

Several kinds of word processing, as well as desktop presentation packages, are present which will allow in creating or even editing any data.

At the same time, you can also find a few dedicated applications which are needed for images as well as spreadsheets.

2. Management of data:

Data management happens to be one of the best and biggest advantages that come with office automation systems. It offers several facilities such as managing data and information that is sorted.

Big business organizations can monitor and even handle projects and activities that are big inside the office by using an electronic management system.

The program schedulers, tickler systems as well as the reminder systems happen to be some of the main features that will boost and empower your business and help you finish work without hassle.

3. Exchanging data:

Exchanging data that is stored or even manipulated happens to be quite an essential component of the office automation system.

It will help in sending files, exchanging any information or data and use the method of electronic transfer application whenever the need arises. Throughout the network connection, all information as well as data which includes presentations, text documents and spreadsheets could be sent within a couple of seconds only.

By illustrating the nature of these office automation systems, it will allow the employees to handle real-time and boost productivity at the same time.

4. More accuracy:

The office automation system also guarantees more efficiency than any other machine. Once all bugs removed from the program or the application, it could help you get more accuracy in your daily businesses.

The programs used in this are far more effective and reliable and people who have made this in real. It also implements an advanced business automation software which also reduces any signs of errors.

5. Saves more time and even more resources:

The office automation system will empower all businesses to all time and money. It will simplify all the complex tasks, help in getting a more dedicated and proper resource and will also lead to a much bigger amount with time.

An example can use to explain this. When you introduce much bigger and better computer technologies along with communications, businesses nowadays are not restricted to any geographical limitations.

It can help in saving both money and time and the costs that people usually spend on traveling. The digital storage is also an essential feature that will reduce the need for preserving all hard copies.

Think of Microsoft OneNote as a notebook composed of different sections, and with each section you can create an unlimited amount of pages.
You can also drag and drop files from your computer or mobile device into OneNote and save articles and photos directly from the Internet—organizing them into your notebook as you see fit.

OneNote offers search functionality, allowing users to pinpoint files across different notebooks quickly and easily.
Also embedded within the search is the “optical character recognition” feature which allows you to search text on pictures themselves and not just file names. A much welcomed perk for image driven professionals and web and graphic designers.

If you like having the option to work on any document on any whim, OneNote improves document accessibility. You can add notes or even use OneNote’s voice recording feature and save ideas. As long has you have the application installed, you will have access to all features 24/7.

Sharing information efficiently is important for any organization. In OneNote, you can share OneNote notebooks and its contents with anyone, even if they don’t have the program installed — they can still view it.

It comes handy in meetings, especially when you need to share notes with a colleague. When sharing files, you can select ‘View Only’ or ‘Can Edit’ options, where any edit made will appear instantly for quality control.

In OneNote you never have to save your content. Similar to Microsoft Access, OneNote automatically saves all content users input into the program; operating like a functional database. For those who often find their devices running low in battery, don’t sweat, OneNote has your stuff backed up 100 per cent!

Like any program that stores information, notebook software needs to have security measures in place to ensure that only those who should have access do so. OneNote has the functionality to password-protect individual sections, securing information through the 3DES encryption standard.
2. Can use OneNote to record ideas and information on the go

OneNote is designed for use on any device, and it’s available on all major operating systems including iOS and Android. So by synchronising OneDrive notebooks across multiple devices, users can access all their notes, as well as create new notes, regardless of whether they are in the office or out and about.  Like a word processor, text, tables, images and links can be added to the application. Also, if you’re using a device with touch capability, you can write or draw directly into the system. OneNote can even scan your handwritten text, and convert it into typed text.
3. Support your notes with multimedia

As well the ability to enter text (processed or handwritten), images and other media types that are possible through Microsoft Word, OneNote lets you record audio and video straight into your notebook. This is perfect for documenting meetings and sharing them with co-workers.
4. OneNote can be integrated with other software

The great thing about Office 365 is that its applications integrate simply and perfectly. For instance, OneNote can be synced with Outlook, enabling you to can send information from emails straight to OneNote, and likewise notes can be directly emailed from OneNote.
5. OneNote enables collaboration in real-time

As Office 365 is cloud-based, you can share a OneNote file with other people to enable a real-time, collaborative workbook. Notebooks can be shared for viewing or editing, and as OneNote automatically saves as you work, multiple users can collaborate at the same time.

It’s not unusual for accidents to happen when there are multiple users editing the same file. OneNote has this covered. Through its ‘history’ tab, you can view past revisions to track changes and restore file versions.

(b)
1. Use Optical Character Recognition (OCR) to import images and handwritten notes

One of the greatest and smartest OneNote features is its OCR technology. You can use the technology to automatically import text from images or even handwritten notes into your notebook.
2. Record audio and video directly into OneNote

With OneNote, you can record both audio and video directly into your notes without the use of a third-party application or software.
3.  Automatically source what you copy and paste from the web

This one is just a great feature that we’d be remiss not to mention. Anything you copy and paste from the Internet into OneNote will automatically show the source it comes from.
4. Automatically source what you copy and paste from the web

This one is just a great feature that we’d be remiss not to mention. Anything you copy and paste from the Internet into OneNote will automatically show the source it comes from.
5. Password protect sensitive sections of a shareable document

Planning to share your notes with co-workers or potential clients, OneNote allows to password protect individual sections of your notes for just this purpose.
6. Real-time Collaboration
OneNote notebook in SharePoint with all sorts of documentation, procedures, tips, tricks, etc.  It's constantly updated by each of us, and we see edits from each other instantly.  I also use this feature to collaborate on shopping lists and meal ideas with my wife.  She can be at the store while I update the shopping list on her iPhone in realtime.  I'll then see when she checks it off the list.
7. Global Search
notebooks opened and can be in the middle of working in any one of them when all of a sudden I need to search for something.  Pressing CTRL+E instantly brings your cursor to the top right of your screen and allows you to search for a word or phrase across ALL of your opened notebooks.  You don't need to bother with navigating to the appropriate notebook first.  This is a huge time saver.  Pressing CTRL+F will limit the search to just the active page.
8. Ink to Shape

Ink to shape feature in OneNote is one cool feature that any shape you hand draw on OneNote will be formatted to a proper shape. Be it an improperly drawn circle, hexagon, rectangle, square or anything, OneNote is intelligent enough to identify the intended shape and format it right away.
9. OneNote Researcher

Finding the content from web while taking notes on the fly is quite easy with researcher option. Tap on Researcher button in Home menu to quickly research with relevant keywords.
10. Attachments

A variety of files can be attached to OneNote. You can attach a file, PDF, Pictures and online video, Audio and links to any page.

5. Job-hunting. Classified ads are in abundance, but most are for technical positions.

(b)
1. Acceptance

One has to accept that Internet is not a value free-zone .It means World Wide Web is a place where values are considered in the broadest sense so we must take care while shaping content and services and we should recognize that internet is not apart from universal society but it is a primary component of it.
2. Sensitivity to National and Local cultures

It belongs to all and there is no barrier of national and local cultures. It cannot be subject to one set of values like the local TV channel or the local newspaper we have to accommodate multiplicity of usage.
3. While using e-Mail and chatting

Internet must be used for communication with family and friends. Avoid chatting with strangers and forwarding e-mails from unknown people /strangers.We must be aware of risks involved in chatting and forwarding e-mails to strangers.
4. While Downloading

Internet is used to listen and learn about music,It is also used to watch videos and play games we must not use it to download them or share copyrighted material. We must be aware of the importance of copyrights and issues of copyright.
5. Access to Internet

The internet is a time-efficient tool for everyone that enlarges the possibilities for curriculum growth. Learning depends on the ability to find relevant and reliable information quickly and easily, and to select, understand and assess that information. Searching for information on the internet can help to develop these skills.