International Conference on Robotic Automation System (ICORAS 2011)
A Review Paper on Windows Gadget as a Tool for Office
Automation
Syahrul Fahmy, Akhyari Nasir, Aini Zuriayati, Muriati Muda, Suhana Sulaiman, Wan Roslina
and Nurul Haslinda
Faculty of Computer, Media and Technology, TATI University College
Jalan Panchor, Teluk Kalong,24000 Kemaman, Terengganu.
Abstract — This paper proposes the idea of using
Windows Gadget to support Office Automation
systems in an organization. Three possible gadgets,
namely Memo, Network Security and Information
Retrieval are presented in this paper to demonstrate
the possibility of deploying these gadgets on
windows-based computer systems.
INTRODUCTION
The introduction of Windows Vista has witnessed
the birth of Windows Gadget (gadget). Gadgets
provide numerous information and functions such as
weather forecasts, search boxes, and games. The full
potential of gadgets is yet to be determined with end-
users developing and introducing new gadgets on a
daily basis. Currently there are more than 5000
gadgets in 10 categories in the Microsoft Windows
Live Gallery.
Office Automation systems; such as word
processing, e-mail and web browser; have long been
used in organizations to support business process and
automate office tasks. It is proven that these
applications increase productivity and reduces
overhead cost associated with printing and preparing
office documents. Some existing gadgets such as
event calendar can be used in an office setting in order
to support end-users in the business process.
However, there is yet a gadget that support the core
functions of an office such as memo distribution and
information retrieval.
This paper proposes the idea of using Windows
gadgets to support Office Automation systems.
Although the characteristics and limitations of gadgets
inhibits the deployment of pure office automation
systems on the gadget’s platform, there is a possibility
of incorporating gadgets to support office automation
systems or business functions. Three gadgets are
presented to demonstrate the possibility of gadgets in
supporting office automation systems and business
process. Approaches for testing and evaluating office
automation gadgets are also covered in this paper.
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WINDOWS GADGETS
This section will present literature review of
Windows Gadgets in order to gain a better
understanding of the application domain. Discussion
will start with the definition and the characteristics of
gadgets. Classifications of gadgets will follow
together with a brief discussion of gadget
development.
Definition
The introduction of Windows Vista in 2007 has
witnessed the birth of Windows Gadget (gadget).
Gadgets, which reside on the Windows Vista Sidebar,
are small, lightweight, and useful applications [1][2].
Gadgets provide all sorts of information and functions
such as weather forecasts, search boxes, and Sudoku
games [3]. The full potential of gadgets are yet to be
determined with end-users developing new gadgets on
a daily basis. Gadgets are still retained in Windows 7
with the exception of the sidebar [2]. In Windows 7,
gadgets can be placed (float) anywhere on the desktop
[5], hence giving end-user more space and freedom in
utilizing them.
This paper will use the definition of gadget as
stated in [1] and [2]; and extending the platform to
Windows 7. Gadgets in this paper will only focus on
personal computers (desktops and laptops), leaving
out other portable devices such as mobile phones and
PDAs although they run on the Windows platform
that supports gadget.
Common Characteristics
Gadgets are meant for a single task and should
only show data suitable for that task only. Information
in the gadget window should satisfy the following
rules [1]:
Gadgets should only display information that
changes regularly or Live Data such as live feeds,
news updates and daily weather. Gadgets should also
provide Quick Access to information where the end-
 International Conference on Robotic Automation System (ICORAS 2011)
user do not have to launch an application to view
them for example event calendar and traffic maps. In
addition, gadgets should display information
pertaining to End-User’s Preferences or Choice.
Example include Flickr, a gadget that displays shared
pictures (of the end-user). Lastly, gadgets should
show enough information for the end-user to decide
on Further Action. For example, a website statistics
gadget should not show detailed website usage but
only daily or weekly statistics. This information will
then be used by the end-user to determine the course
of further action.
It should be noted that gadgets are not meant as a
substitute for full applications such as email or instant
messaging as these applications require more robust
applications such as Microsoft Outlook. Gadgets are
lightweight applications and designed to supplement,
rather than compete, with these applications. Gadgets
are also not meant for notification purposes that
require immediate attention, hence, gadgets should
not be designed as time-sensitive applications.
Classification
Gadgets can be classified into four broad
categories namely Information, Application, Utility
and Fun [1]. Information Gadgets are time-sensitive
and collect data from multiple sources. An
information gadget normally uses RSS feeds.
Application Gadget on the other hand are dependent
on other applications as input and act as a tool for data
visualization. Utility Gadgets provide quick
information or shortcuts to frequently accessed tools
and features while Fun Gadget are meant as
entertainment for the end-user.
Gadget Development
Gadgets are made up from several files such as
HTML, XML, Image, Style Sheets (CSS), and
Scripting Language. A gadget is nothing more than an
HTML page with a maximum wide of 130 pixels [4].
Although its location is controlled by the Sidebar (in
Windows Vista), but everything inside a gadget is
basically a Web application, thus enabling access to
the DOM and APIs. APIs from the Sidebar Gadget
Object Model can be used for interfacing with the
system and carry out tasks such as reading the signal
strength of the wireless connection, play a sound file,
or determine CPU usage. The XML definition file, or
manifest, is the “glue” that holds a gadget together. It
contains links to the main HTML file, icon files, and
the Web site. Scripting language(s) like JavaScript
can be used to animate and make the gadget more
interesting.
Currently there are more than 5000 gadgets in 10
categories in the Microsoft Windows Live Gallery
ranging from games to NASA TV [6]. Although there
are some gadgets can be used in an office
environment like calendars and sticky notes, there is
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yet a gadget that support the core function of an office
like memo distribution or leave application.
An example of gadget in Windows 7 is depcited in
Fig.1. for illustration purposes.
Fig. 1. Example of Windows Gadgets in
Windows 7
Widgets
There seems that the term “gadget” and “widget”
has been used interchangeably in literature. In reality,
the two terms are slightly different. Widgets are
basically “mini-applications that can be embedded
into a web page with a snippet of code making it both
reusable and portable” [7]. The term widget does not
refer to the content but rather to the packaging.
Widgets make it possible for people creating or
modifying web sites, social profiles, and blogs to
include rich content without having to develop it.
There are different types of widgets available with
new ones being released every day.
Some other names used to describe widgets are
gadgets, modules, capsules, minis, snippets, and plug-
ins. Different names are used by different sites. For
example, they are called gadgets on iGoogle, plug-ins
on WordPress blogs, and apps on Facebook and
MySpace [8][9]. Widgets can be broken down into
different types based on the presentation medium such
as desktop widgets, web widgets, and mobile widgets.
In a nutshell, Gadgets are aimed to be used on
personal computers whereas Widgets are used on
webpages. For the purpose of clarity, gadgets in this
paper will refer to “applications that resides on the
user’s computer” whereas widgets are “applications
embedded in webpages”.
OFFICE AUTOMATION
This section will present review of related
literature in the field of Office Automation (OA) to
identify the type of applications that are suitable to be
developed as gadgets. Discussion will start with some
background followed by a formal definition of OA
and finished by the categories of OA systems.
History
 International Conference on Robotic Automation System (ICORAS 2011)
Office Automation started in 1964 when IBM
announced its Magnetic Tape/ Slectric Typewritter
(MT/ST), a typewriter that could type words that have
been recorded on magnetic tapes. This automatic
typing operation led to the birth of word processing
and hence, Office Automation [10] .
OA includes all of the formal and informal
electronic systems primarily concerned with the
communication of information to and from, both
inside and outside, the organization [10]. Some OA
systems are formal to the extent being planned and
documented. These formal systems are implemented
on a firm-wide basis to meet organizational needs in
much the same manner as MIS. Most OA systems
however, are not planned. These systems are
implemented in much the same manner as a DSS i.e.
whether they are needed and individuals to meet their
own unique needs.
Definition
Office Automation systems are “computer-based
information systems that collect, process, store and
transmit electronic messages, documents and other
forms of communications among individuals, work
groups and organizations” [11]. OA is also known as
Office Information System [12] and Visual Office [10].
OA supports office staffs by enabling them to create,
use, and manipulate data in their work but do not
typically create new information [13].
Typical OA applications include word processing,
spreadsheets, database, presentation graphics, e-mail,
web browser, web page authoring, personal
information management and groupware. Although
telephones, e-mail and fax are traditionally included,
some authors treat them as a different category such
as communication systems and technology[14][15].
OA has also been regarded as part of the Enterprise
Collaboration System [15] for managing group work
activities. This category of groupware includes
calendaring and scheduling tools; task and project
management; workflow systems and knowledge
repositories.
It is interesting to note that the characteristics and
limitations of windows gadgets would make it almost
impossible to deploy any OA application on the
gadget’s platform, but there is a possibility of
incorporate gadgets to support the OA functions.
Category
OA systems can be categorized into many
dimensions. Traditional OA systems have been
categorized from as little as four [14] up to eleven
[10] categories. Generally, there are five major
categories of OA namely Electronic Publishing,
Electronic Communications, Electronic
Collaboration, Image Processing and Office
Management Systems [11].
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Electronic Publishing Systems include word
processing, desktop publishing and copying systems;
whereas electronic mail, voice mail and facsimile are
part of the Electronic Communications Systems.
Electronic Collaboration Systems include electronic
meeting systems, collaborative work systems,
teleconferencing and telecommuting; and Image
Processing Systems include electronic document
management, image processing, presentation graphics
and multimedia systems. Last but not least, Office
Management covers electronic office accessories,
electronic scheduling and task management.
Due to the overwhelming benefit of OA, these
systems are also offered in a suite. A software suite is
a collection of separate application programs bundled
together and made available as a group [16]. There are
four basic categories of software suites:
Productivity Suites: Also known as Office Suites and
contain professional-grade application programs that
are typically used in a business environment.
Common applications include word processor,
spreadsheet, database manager, and presentation
application such as MS Office, Apple iWork, Sun
StarOffice and Lotus SmartSuite.
Alternative Office Suites: These suits are offered as
free downloads or on-line applications. Popular
downloadable office suites include StarOffice, IBM
Lotus Symphony and Open Office. Popular online
office suites are Google Docs, ZoHo, and ThinkSmart.
Specialised Suites: These suites focus on specific
applications such as graphics and financial planning.
Utility Suites: These suites comprise a variety of
applications designed to make computing easier and
safer. Two of the best known are Norton SystemWorks
and Norton Internet Security Suite.
Gadgets design and development for OA
applications should take into consideration OA suites
as information displayed in these gadgets could be
used across multiple applications; hence providing
more value to the end-user.
OFFICE AUTOMATION GADGET
This section will present a general characteristics
of Office Automation gadgets and propose several
suitable gadgets to support Office Automation.
The literature review in the previous section has
outlined the general characteristics and attributes of
OA gadgets. OA gadgets can fall into one these
categories: Information, Application, Utility or Fun;
and support one or more OA functions: Electronic
Publishing, Electronic Communications, Electronic
Collaboration and Image Processing and Office
Management Systems. Tables 1 and 2 list the category
of gadgets and OA based on [1] and [11] respectively.
 International Conference on Robotic Automation System (ICORAS 2011)

Table 1: Category of Gadgets Network Security Gadget

Category Characteristics
Information Time-sensitive and data is collected from
multiple sources.
Network security issues have long daunted
organizations especially with the use of wireless
Application Dependent on other applications as input, act as a network connection. Safety measures must be taken
tool for data visualization. before sending important and personal information
Utility Provide quick information to frequently accessed
across these types of connection. The authors propose
tools and features. a gadget that could assess the security level of the
connection and report the status to the end-user. The
Fun Entertainment purposes. end-user can then decide whether it is safe to send
such information using the existing connection. In a
Table 2: Category of Office Automation less secure connection, the end-user might decide to
Category Example Systems send only uncritical information, and in the event of a
Electronic Word Processing, Desktop Publishing, Copying
Publishing Systems more secure connection exists, the end-user might opt
to send vital information across the network. This
Electronic Electronic Mail, Voice Mail, Facsimile gadget falls in the Application Gadget category and
Publishing supports Electronic Communications Systems. An
Electronic Electronic Meeting Systems, Collaborative Work example of a network gadget is depicted in Fig. 3 for
Publishing Systems, Teleconferencing, Telecommuting illustration purposes.
Electronic Electronic Document Management, Image
Publishing Processing, Presentation Graphics, Multimedia.

Office Electronic Office Accessories, Electronic

Management Scheduling, Task Management

There are a number OA tools that can be

developed such as Memo, Network Security and
Information Retrieval Gadgets. The list is not finite,
as it is expected that more gadgets will be developed
to cater the changing information needs and
requirements of business organizations.

Memo Gadget Fig. 3. Example of a Network Gadget

A traditional memo system in an organization Information Retrieval Gadget

involves the distribution of printed documents from
and to respective entities in an organization. The
authors envision an electronic version of the memo
system, in form of gadget, for easy distribution and
overhead costs cutting. Similar to RSS feeds, the
gadget would display relevant memo documents to
the end-user, which could be displayed or downloaded
if needed. This gadget falls in the Information Gadget
category and supports Office Management Systems.
An example of an RSS gadget is depicted in Fig. 2 for
illustration purposes.
Knowledge Management System (KMS) is
regarded as a powerful tool in modern-day
organizations. Not only it fosters the sharing of
knowledge among staffs but also gives the
organization a strategic advantage over competitors.
The authors propose a gadget that could search the
organization’s KMS for a specific knowledge article
and display the results to the user, similar to existing
search engine gadgets. This gadget would fall in the
Utiliy Gadget category and supports (Image)
Processing Systems. An example of a search gadget is
depicted in Fig. 4 for illustration purposes.

Fig. 2. Example of an RSS Gadget

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 International Conference on Robotic Automation System (ICORAS 2011)

[3] Andy Rathbone. Windows Vista For Dummies. Wiley

[4]
[5]
[6]
[7]
[8]
Fig. 4. Example of a Search Gadget [9]
Clearly the list of gadgets is endless, depending on
specific needs and requirements of the organization. [10]
[11]
TESTING AND EVALUATION
[12]
Gadgets, similar to any computer application, need
to be tested and evaluated to ensure conformance to [13]
requirements and specifications. One approach to test
a gadget is by means of a test case and evaluation by [14]
the end-user (or organization). This is suitable when [15]
the gadget involves displaying personal information
and confidential corporate data.
[16]
Another approach is by submitting the gadget to
the Microsoft Windows Life Gallery where there are a
developer’s centre and a feedback forum. This would
enable the gadget to to be tested in real corporate
settings and feedback from both professionals and
end-users can be obtained. Bugs and shortcomings of
the gadget can be fixed and solved continuously.
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Build your own Windows Vista Sidebar Gadget.
http://msdn.microsoft.com/en-
us/magazine/cc163370.aspx Last accessed February
2011.
David Pogue. Windows 7: The Missing Manual.
O’Reilly Media Inc. 2010.
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http://gallery.live.com/results.aspx?c=0&bt=1&pl=1&
st=5 Last accessed February 2011.
John Arana. Creating Flash Widgets with Flash CS4
and ActionScript 3.0. firstPress. 2008.
Sterling Udell. Pro Web Gadgets: Across Iphone,
Android, Windows, MAC, Igoogle and More. APress
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Steve Sinchak. Windows 7 Tweaks: A Comprehensive
Guide on Customizing, Increasing Performance, and
Securing Microsoft Windows 7. Wiley. 2009.
Mcleod, Raymond. Management Information Systems
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O Brien, James A. Introduction to Information
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CONCLUSION AND FUTURE WORK

This paper has presented a robust idea of using

Windows Gadget for developing Office Automation
applications. There are four categories of gadgets
automation namely Information, Application, Utility
and Fun; and five categories of office automation:
Electronic Publishing, Electronic Communications,
Electronic Collaboration and Image Processing and
Office Management Systems. Three possible tools
were proposed, Memo, Network Security and
Information Retrieval gadgets. Research effort in the
near future include the development of a memo
gadget.

REFERENCES

[1] Rajesh Lal. Creating Vista Gadgets: Using HTML,

CSS and JavaScript with Examples in RSS, Ajax,
ActiveX (COM) and Silverlight. SAMS Publications,
2008.
[2] PCMag.Com.
http://www.pcmag.com/encyclopedia_term/0,2542,t=
gadget&i=55891,00.asp Last accessed February 2011.

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