Office Automation

Unit 1
Introductory Concepts:
A computer is an electronic devicethat accept data (input) and, process data arithmeticallyand
logically, produce information (output).It is dividedinto two main categories
 Hardware
 Software
Computer Hardware:
Hardware – any physical device or equipment used in or with a computer system (anything
you can see and touch).
External hardware
 External hardware devices (peripherals) – any hardware device that is located
outside the computer.
 Input device – a piece of hardware device which is used to enter information to a
computer for processing.
 Examples: keyboard, mouse, trackpad (or touchpad), touchscreen, joystick,
microphone, light pen, webcam, speech input, etc.
Keyboard
One of a computer's most crucial input devices is the keyboard. A keyboard's design
enables users to enter text, characters, and other commands into computers, tablets,
desktops, and other devices directly.

Mouse
A mouse may be characterized as a little, handheld object. This tool is made to move
or operate the cursor in a GUI (Graphical User Interface). A mouse essentially aids the
user in selecting or pointing to any object that is present on the computer's display
screen.
 Output device – a piece of hardware device that receives information from a
computer.
 Examples: monitor, printer, scanner, speaker, display screen (tablet, smartphone …),
projector, head phone, etc.
Printer
The printer is an external hardware output device. printer converts digital data stored
on a computer or other device into a physical copy.
Monitor
The display unit of a computer is known as a monitor. All the processed data, such as
texts and photos, are presented right on the screen. A screen circuit is another
component of a monitor.
Internal hardware
 Internal hardware devices (or internal hardware components) – any piece of hardware
device that is located inside the computer.
 Examples: CPU, hard disk drive, ROM, RAM, etc.

Computer software
 Software – a set of instructions or programs that tells a computer what to do or how to
perform a specific task (computer software runs on hardware).
 Main types of software – systems software and application software.

1. System Software
The software that runs the computer by activating, controlling, and coordinating the hardware
is system software. They also control the application programs on the computer. They differ
according to the function they need to perform in the computer system. Some of the examples
are –
Operating System
The most relevant example of system software is an operating system. It is an interface
connecting the users to the computer hardware. Linux, Windows, Edge, etc. are a few famous
operating systems that people use.
BIOS
A basic input-output system is part of Read-Only Memory or flash memory. The first
software that users activate at their computer is BIOS because it loads the drivers to assist
storage of operating systems. It has a set of commands to make the devices perform
effectively.
The starting up of a device refers to boot, the ROM commands automatic execution of
loading boot in memory once the device starts.
Device driver
It is responsible for controlling computer hardware by providing an interface. The kernel uses
this software to communicate with the processor. The operating systems usually have these
drivers to work with hardware systems.
Assembler
It is a language program with input being an assembly and output being an object. The
programmer has a basic interpretation machine that uses hardware for fundamental
instructions. It uses machine language to get machine memory in place.
Compiler
System software that takes care of high-level languages by accepting the source program and
producing a corresponding object program. An interpreter is a program responsible for
executing a source program. FORTRAN, COBOL, etc. may designate to a compiler and its
associated language.
Loader
A system software responsible for loading the program and executing it is a loader. Absolute,
relocating, and direct-linking are some of the loading schemes. The assembler outputs the
program to the device and the loader executes it. This is a smaller program compared to the
assembler.
Features of a system software
 They are very close to the system.
 They have a very fast speed.
 These are difficult to design and understand.
 They are less interactive.
 They have small size.
 These are hard to manipulate.
 They usually use low-level language.
2. Application Software
This type of software is for specific tasks related to end-users and their ease. Unlike system
software, a computer doesn’t need them to function. The users can install and uninstall this
software according to their needs. They may have only one program or a collection according
to tasks. Some of its types are –
Word Processing Software
This software is for creating editable documents that users can keep going back to. They can
add textual content or edit the existing one when necessary. Other than this, multiple other
features are depending on the particular application. Some examples are – Ms Word, Google
Docs, Wordpad, etc.
Spreadsheet Software
This is for making spreadsheets and deals with information/data. It has grids and columns to
tabulate all the data properly making it easy for the user to maintain records. It enables data
processing of even larger files.
There is an option to calculate using different formulas as well. Some examples are – Ms
Excel, Google Sheets, etc.
Multimedia Software
These are for editing videos, audios, and texts and allows users to combine all of them as
well. They can improve their documents with interesting visuals and sounds using
multimedia software. Some examples are – VLC player, Premier Pro, Window Media Player,
etc.
Enterprise Software
These are for particular business functions when the organizations have multiple tasks to take
care of regularly. This may be for accounting, billing, inventory management, web traffic
analysis, etc. Some examples are – Mailchimp, Google analytics, customer support system,
etc.
Programming Software
These are software for writing other programs by translating programming languages into
machine language. The developers use them to create, debug, and maintain applications.
Programming or software development tools are a few other names for it. Some examples are
– Eclipse, Coda, Notepad++, etc.
Features of application software
 Closer to the user.
 Easy to design and understand.
 Interactive.
 Have a slow speed.
 Usually use high-level language.
 Easy to manipulate and use.
 Need large storage space in a device.
Central Processing Unit (CPU)
CPU [Central Processing Unit]. It is the brain of the computer. It is the part that does most of
the work in a computer system. Just like how our brain controls our body and processes
information, the CPU carries out instructions from programs and performs calculations. It’s
made up of smaller components that work together to execute tasks, making it the heart of
any computing device.
Different Parts of CPU
Now, the CPU consists of 3 major units, which are:
1.Memory or Storage Unit
2.Control Unit
3.ALU (Arithmetic Logic Unit)

1.Memory Unit
The memory unit is part of the computer that holds data and instructions for processing.
It may also be defned as the storage space in the computer where data to be processed and
instructions required for processing are stored.
Although closely associated with the central processing unit, the memory unit is separated
from it.
Types of Memories in Computer
Memory is of two types:
i.Primary memory/main memory/internal memory
ii.Secondary memory/auxiliary memory/external memory
Primary Memory:
The primary memory is the memory that can be directly accessed by the CPU, the CPU
constantly interact with it, reads instructions stored there and executes them as required.
Types of Primary memory
There are two types of primary memory:
i. RAM
ii. ROM
RAM (Radom Access Memory):
Random access memory also called the Read/Write memory, is the temporary memory of a
computer. It is said to be ‘volatile’ since its contents are accessible only as long as the
computer is on. The contents of RAM are cleared once the computer is turned of or if there is
a power cut.
ROM (Read Only Memory)
Read Only Memory is a special type of memory which can only be read and the contents of
which are not lost even when the computer is switched of or if there is a power cut. It
typically contains the manufacturer’s instructions.
2.Control Unit
As the name suggests, a control unit controls the operations of all parts of the computer but it
does not carry out any data processing operations. Executing already stored instructions, It
instructs the computer by using the electrical signals to instruct the computer system. It takes
instructions from the memory unit and then decodes the instructions after that it executes
those instructions. So, it controls the functioning of the computer. Its main task is to maintain
the flow of information across the processor. Some main functions of the control unit are
listed below:
 Controlling of data and transfer of data and instructions is done by the control unit
among other parts of the computer.
 The control unit is responsible for managing all the units of the computer.
 The main task of the control unit is to obtain the instructions or data that is input from
the memory unit, interpret them, and then direct the operation of the computer
according to that.
 The control unit is responsible for communication with Input and output devices for
the transfer of data or results from memory.
 The control unit is not responsible for the processing of data or storing data.
3.ALU (Arithmetic Logic Unit)
ALU (Arithmetic Logic Unit) is responsible for performing arithmetic and logical functions
or operations. It consists of two subsections, which are:
 Arithmetic Section: By arithmetic operations, we mean operations like addition,
subtraction, multiplication, and division, and all these operations and functions are
performed by ALU. Also, all the complex operations are done by making repetitive
use of the mentioned operations by ALU.
 Logic Section: By Logical operations, we mean operations or functions like selecting,
comparing, matching, and merging the data, and all these are performed by ALU.

Operating system (OS)

An Operating System is a System software that manages all the resources of the computing
device.
 Acts as an interface between the software and different parts of the computer or the
computer hardware.
 Manages the overall resources and operations of the computer.
 Controls and monitors the execution of all other programs that reside in the computer,
which also includes application programs and other system software of the computer.
 Examples of Operating Systems are Windows, Linux, macOS, Android, iOS, etc.
Operating system used for,
  As a platform for Application programs: It provides a platform, on top of which,
other programs, called application programs can run.
 Managing Input-Output unit: It also allows the computer to manage its own
resources such as memory, monitor, keyboard, printer, etc. Management of these
resources is required for effective and fair utilization.
 Multitasking: It manages memory and allows multiple programs to run in their own
space and even communicate with each other through shared memory.
 Manages memory and Files: It manages the computer’s main memory and second
storage. Additionally, it allows and deallocates memory to all tasks and
applications.
 Provides Security: It helps to maintain the system and applications safe through the
authorization process. Thus, the OS provides security to the system.
Objectives of Operating Systems
Let us now see some of the objectives of the operating system, which are mentioned below.
 Convenient to use: One of the objectives is to make the computer system more
convenient to use in an efficient manner.
 User Friendly: To make the computer system more interactive with a more
convenient interface for the users.
 Easy Access: To provide easy access to users for using resources by acting as an
intermediary between the hardware and its users.
 Management of Resources: For managing the resources of a computer in a better
and faster way.
 Controls and Monitoring: By keeping track of who is using which resource,
granting resource requests, and mediating conflicting requests from different
programs and users.
 Fair Sharing of Resources: Providing efficient and fair sharing of resources between
the users and programs.
Types of Operating Systems
 Batch Operating System: A Batch Operating System is a type of operating system
that does not interact with the computer directly. There is an operator who takes
similar jobs having the same requirements and groups them into batches.
 Time-sharing Operating System: Time-sharing Operating System is a type of
operating system that allows many users to share computer resources (maximum
utilization of the resources).
 Distributed Operating System: Distributed Operating System is a type of operating
system that manages a group of different computers and makes appear to be a single
computer. These operating systems are designed to operate on a network of
computers. They allow multiple users to access shared resources and communicate
 with each other over the network. Examples include Microsoft Windows Server and
various distributions of Linux designed for servers.
 Network Operating System: Network Operating System is a type of operating
system that runs on a server and provides the capability to manage data, users, groups,
security, applications, and other networking functions.
 Real-time Operating System: Real-time Operating System is a type of operating
system that serves a real-time system and the time interval required to process and
respond to inputs is very small. These operating systems are designed to respond to
events in real time. They are used in applications that require quick and deterministic
responses, such as embedded systems, industrial control systems, and robotics.
 Multiprocessing Operating System: Multiprocessor Operating Systems are used in
operating systems to boost the performance of multiple CPUs within a single
computer system. Multiple CPUs are linked together so that a job can be divided and
executed more quickly.
 Single-User Operating Systems: Single-User Operating Systems are designed to
support a single user at a time. Examples include Microsoft Windows for personal
computers and Apple macOS.
 Multi-User Operating Systems: Multi-User Operating Systems are designed to
support multiple users simultaneously. Examples include Linux and Unix.
 Embedded Operating Systems: Embedded Operating Systems are designed to run
on devices with limited resources, such as smartphones, wearable devices, and
household appliances. Examples include Google’s Android and Apple’s iOS.
 Cluster Operating Systems: Cluster Operating Systems are designed to run on a
group of computers, or a cluster, to work together as a single system. They are used
for high-performance computing and for applications that require high availability and
reliability. Examples include Rocks Cluster Distribution and Open MPI.

Programming Languages:
A programming language is a formal language that specifies a set of instructions for a
computer to perform specific tasks. It’s used to write software programs and applications, and
to control and manipulate computer systems. There are many different programming
languages, each with its own syntax, structure, and set of commands. Some of the most
commonly used programming languages include Java, Python, C++, JavaScript, and C#. The
choice of programming language depends on the specific requirements of a project, including
the platform being used, the intended audience, and the desired outcome. Programming
languages continue to evolve and change over time, with new languages being developed and
older ones being updated to meet changing needs.
Types of programming language
1. Low-level programming language
2. High-level programming language
 3. Middle-level programming language
1. Low-level programming language
Low-level language is machine-dependent (0s and 1s) programming language. The
processor runs low- level programs directly without the need of a compiler or interpreter, so
the programs written in low-level language can be run very fast.
Low-level language is further divided into two parts –
i. Machine Language
Machine language is a type of low-level programming language. It is also called as machine
code or object code. Machine language is easier to read because it is normally displayed in
binary or hexadecimal form (base 16) form. It does not require a translator to convert the
programs because computers directly understand the machine language programs.
The advantage of machine language is that it helps the programmer to execute the programs
faster than the high-level programming language.
ii. Assembly Language
Assembly language (ASM) is also a type of low-level programming language that is designed
for specific processors. It represents the set of instructions in a symbolic and human-
understandable form. It uses an assembler to convert the assembly language to machine
language.
The advantage of assembly language is that it requires less memory and less execution time
to execute a program.
2. High-level programming language
High-level programming language (HLL) is designed for developing user-friendly software
programs and websites. This programming language requires a compiler or interpreter to
translate the program into machine language (execute the program).
The main advantage of a high-level language is that it is easy to read, write, and maintain.
High-level programming language includes Python, Java, JavaScript, PHP, C#, C++,
Objective C, Cobol, Perl, Pascal, LISP, FORTRAN, and Swift programming language.
A high-level language is further divided into three parts -
i. Procedural Oriented programming language
Procedural Oriented Programming (POP) language is derived from structured programming
and based upon the procedure call concept. It divides a program into small procedures
called routines or functions.
Procedural Oriented programming language is used by a software programmer to create a
program that can be accomplished by using a programming editor like IDE, Adobe
Dreamweaver, or Microsoft Visual Studio.
The advantage of POP language is that it helps programmers to easily track the program flow
and code can be reused in different parts of the program.
The advantage of POP language is that it helps programmers to easily track the program
flow and code can be reused in different parts of the program.
Example: C, FORTRAN, Basic, Pascal, etc.
ii. Object-Oriented Programming language
Object-Oriented Programming (OOP) language is based upon the objects. In
this programming language, programs are divided into small parts called objects. It is used to
implement real-world entities like inheritance, polymorphism, abstraction, etc in the program
to makes the program resusable, efficient, and easy-to-use.
The main advantage of object-oriented programming is that OOP is faster and easier to
execute, maintain, modify, as well as debug.
Note: Object-Oriented Programming language follows a bottom-up approach.
Example: C++, Java, Python, C#, etc.
iii. Natural language
Natural language is a part of human languages such as English, Russian, German, and
Japanese. It is used by machines to understand, manipulate, and interpret human's language.
It is used by developers to perform tasks such as translation, automatic summarization,
Named Entity Recognition (NER), relationship extraction, and topic segmentation.
The main advantage of natural language is that it helps users to ask questions in any subject
and directly respond within seconds.
3. Middle-level programming language
Middle-level programming language lies between the low-level programming language and
high-level programming language. It is also known as the intermediate programming
language and pseudo-language.
A middle-level programming language's advantages are that it supports the features of high-
level programming, it is a user-friendly language, and closely related to machine language
and human language.
Example: C, C++, language