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Office Automation And Workgroup Collaboration Essay

1229 words - 5 pages

AbstractOffice automation software is used to simplify each individual's daily task and help in group collaboration. In many companies, office automation is a standard practice. There are software applications that are used by many companies in the same way. Businesses today realize that they will need to follow the standardized system to be productive. Some of these systems include email, fax, post office, and video teleconferencing. These are only a few of the systems that are automated which are used by the majority of businesses.Office AutomationIndividuals in the business environment often do not work alone, but rather in teams, committees, departments, and other types of workgroups. To collaborate on common tasks, workgroup members can have meetings, talk on the telephone, send faxes, and distribute memos. Many of these tasks are done through office automation software and group collaboration. Some of the software we use is e-mail, e-fax, post office, and video teleconferencing.Since our business is based on collaboration, it is important to automate communication within the office, offsite locations, and clients. We as a company rely on many office automation tools which make this possible, but the most widely used application are also the standards in business today.One of the major collaboration software that is used in the office is the email system. Email allows everyone in the organization to communicate with internal personnel as well as external. Furthermore, email can be used to communicate with customers and clients.Our email system uses an email client such as Microsoft Outlook. Outlook communicates to the Microsoft Exchange server which allows delivery to the correct address. The exchange server also houses the global address book for all users on the system as well as client addresses. This address book is accessible to all users. Besides email, Outlook has a few other features that automate a variety of tasks such as calendar, tasks, and journal.With the calendar feature, one can enter appointments to better manage one's time. This feature can also be shared among other users within the network; furthermore, it has the ability to invite others to meetings. These meetings are either accepted or rejected by the recipient. Once an answer to an invite by a sender has been given to Outlook Calendar by the recipient, the system then automatically replies to the sender informing him or her of the decision made by the recipient.Another feature is the tasks. Tasks allow an individual to either personally input tasks to be completed or receive tasks from others. Receiving a task from others on the network allows the sender to know the progress and outcome of the task requested. This feature can also be exported into a database for time tracking analysis.The journal feature is similar to an auditing feature. It keeps track of all documents opened, the date they were opened, how long it was open, and the location of the document. This...

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