OAMT (OFFICE AUTOMATION MATERIALS AND TOOLS)

CHAPTER ONE

EQUIPMENTS USED FOR THE PRODUCTION OF INFORMATION

I. Computer and its peripherals

Computer has three types which are: mainframes, mini computers and microcomputers.
These types differ in sizes, speed and operation, data storage and simultaneous users.
Computers are very important in our world toady since most organizations, personnel’s use it
for communication, processing of data, accounting and inventory control, census, word
processing and research.

a) Definition of computers

A computer is an electronic device use for the operation of data following a set of
instructions found in its memory. Or it’s an electronic device use for the storing and
processing of data, typically in binary form according to instruction given to it in a variable
program.

b) Terms use in computers

 Computer hardware: These are physical parts of the computer that can be seen
and touch. E.g., Keyboard
 Computer software: these are computer programs which are set as instructions
that gives directives on the functioning of the computer.
 Computer scientist: a person that works and operates the computer.
 Computer programmer: individuals who help in the production of software
programming.
 Computer technician: these are those who repair the computer.
c) Types of computers

There exist different types of computers which are;

46
 i. Desk top computer

This is the personal computer with flat screen that rest flat on the table or desk. It’s not
portable and occupy space. The desk is connected to a central processing unit (CPU). It
comprises of a monitor, keyboard and mouse.

Figure 1: a desktop computer

ii. Laptop

It can also be called a note book. This are portable computers with its keyboard,
monitor, battery and can operate without light, since it has a battery storage.

Figure 2: a laptop
We also have palmtop, tablets, microcomputers which are all different types of computers
used today due to evolution in technology.

II. COMPUTER PERIPHERALS

With computers, data is collected, (input) processes, stored and send out by a
particular device connected to the computer.

a. Input device

47
 With the input device raw materials are collected known as data, they are sent
to the computer to be processed. This data could be in the form text, graphics, figures or sound.
The channel through which this raw material is taken include: keyboard, microphone, input pen,
scanner, digital camera and mobile phones.

b. Storage device

This is a device that helps to keep information for future reference or usage.
This devices include, CD-ROM, hard disk drives, floppy device, memory cards, USB key.

48
 Chapter two

Materials used for communication and for the production of written information

The production of information is a means of sending information. This information is

been communicated using different devices such as:

a. Teletex:

This is a new form of information service through which information is past using
text and graphics and its transmitted using the spare capacity of existing television channels to
television with approximate receiver.

Figure 3: A teletex
i. What type of information and service do teletex provide

It processes, news, travel information, sport fixture, tv program, information, financial

information, shopping and advertisement.

ii. How its information is collected

Its information is collected by journalist, businesses, organizations, individual and

they are elected as news.

49
Advantages

 Information can be changed

 Data can be stored from teletex
 Its free
 Cheap

Disadvantages

 Limited information. i.e., information is not detailed

 Access time is delayed
b. Tele writing

This is a tele graphic device for the reproduction of hand writing by converting the
manually controlled movement of a pen into signals. That after transmission, control the
movement of similar pen

c. Video text

This is an electronic information system such as teletext. It can be defined as an

electronic data retrieval system in which usually textual information is transmitted through
telephone or cable-television lines and displayed on a television set display terminal.

Importance of videotext

 It helps public agents, business men and individuals to obtain electronic information.
 Information through this device is quick, precise and updated.
 It helps to educate, informed and direct people to place of need and concern.

Significance of videotext

Its main aspect is the television broadcasting which makes use on the use of online
information services to promote organization programs and increase output.

d. Electronic-mail

This is the system that helps in the transmission of information through terminal
connected network.

50
Equipment used

The transmission of information using electronic mail can be possible using the
following equipment, computers and telephone network.

Principles

o The transmitter is made up of correspondent number and the text to be sent through
keyboard to the screen from a telephone menu.
o After typing the text can be sent or transmitted immediately or can be stored to be sent
later.
o The typed text now appears on the screen of the transmitter for corrections before
sending to avoid errors.
o The emitter or the receiver, receives it by connecting to a server computer which is
connected to the internet.

Preparation of the message

The message is drafted by the transmitter before typing.

The message has to be clear, simple and reasonable.
Transmitter reads and corrects errors
The receiver electronic mail address should be written at the top of the message.

Transmission of the message

After all errors are corrected, the transmitter now sends the message immediately or the
message can be stored in the memory of the computer or mobile phone while waiting for
transmission.

Consultation of the message

The receiver consults the outbox using the internet can check the e-mail box on either
computer or mobile phone. The message can be erased after consult immediately or kept for a
period of time.

51
Advantages

 Message is sent even if receiver is absent or not connected

 Saves time
 Message can be correct and read before sending
 There is security in sending

Disadvantages

 Needs training
 High cost
 Delay in absents of transmission channel

52
 Chapter three

Equipment used for the multiplication of documents

This is the act of writing or copying of documents into many copies: reprography led the act of
multiplication of documents.

We have the following forms of reproduction of information such as; duplication, reproduction
(electro copy, micro copy.

The general structure of reprography

duplication

repro Intermediary Duplication

graph support e.g., sternal equipment
y Many copies
Original to be resemble the
multiplied original
Menu scrip

Reproduction
equipment
Instant
copies

Reproduction
Figure 4: The general structure of reprography

53
 I. Duplication

This is the process of multiplying documents with the use of a prepared master. Its
duplication process has its own master that is particular to it.

The master is the prepared material that is used for the duplication process for multiplication of
documents. This can be processed by ink, spirit or offset the duplication.

a. Ink duplication

This is the process of multiplying documents through the used of ink duplicator with
the use of sternal which is the master of the ink process. The master support and ease the
transmission of information from the original document adaptable for duplication and the
printing of these copies is realized.

Preparation of the master or the cutting stencil

The master is cut using various ways. It can be cut by hands using stylus pen or type writer
where the character is type in a basket form and has to be clear.

After the stencil is inserted into the type writer, the ribbon is disengaged by typing can now be
possible.

Striking of keyboard during this process should be sharp to avoid creating holes on letters that
have circular sharp like g, o, e, a, p.

The master can also be cut using computer dot-matrix printer.

Presentation of a sternal

;;;;;;;;;;;;;;;;;;;;;;; Perforated head

;;
(Used to fasten the stencil into

Wax coated master Duplicator)

(Stencil itself) Backing sheeting

.
.
54
Figure 5: presentation of stencil
 Carbon paper
Correction of errors

Remove master and open to reverse sunning side

Use an eraser or correction fluid
Retype the correct word after the fluid is dried
Can be scribe of using blade.

Procedure

Prepare master and correct errors

Fill the liquid pad with fluid by pumping several times
Check and feed the required trays depending on the paper size.
Wrap the master round the cylinder with the surface facing upward
Fan paper and a
Feed them into the tray
Drop the feed roller in the papers
Rotate the master drum to ensure that it is adequately fitted
Close the master clip to fasten the master
Set the counter to begin the counting
Run the copies required manually or electronic in the course of duplication, ink circulate
through the holes, cut on the stencil on to the paper and by turning the cylinder, the paper
passes through the impression cylinder and the finished copies are obtained.

Functional diagram of ink process

Drum

Stencil fasten over inved

drum

File of blank paper

Figure 6: Functional diagram of ink process

55
Advantages

 Stencil can be stored.

 Large number can be copied up to 1000
 Relatively cheap
 Machine is easy to operate

Disadvantages

 Process is dirty
 Expensive to produce few copies
 No correction is possible when stencil has been ink
 Purchasing cost is very high

Utilization

For production of documents ranging from 200 – 5000 like, handouts, circulars, invoice
and examination papers.

b. OFFSET DUPLICATION

An offset duplication is a process where by over 1000 copies of documents are

produced out of the master. The master is known as PLATE. We have three types of plates
known as; paper/plastic plate, tilth paper plate about 10,000 copies can be produced at the same
time while the metal plate is required for copies of about 20,000.

The offset duplication produces very high-quality document copies and at a very high speed.

Preparation of master

 It can be prepared by writing or drawing using offset ink which is greasy

 Typing with type writer using offset ribbon (carbon paper)
 Photo copying
 Computer.

56
 procedure Nature of master Confection
Direct Paper; master -by hand using special ink
writing ribbon
(Paper plate)
-by typing using type writer
with carbonized ribbon.
Automatic Electronic master On electro static copies
writing Sensible plate Paper or plastic With the help of photo copies
plate

Metal On special duplicators

(aluminum or
zinc) plate
Table 1: preparation of master

iii. Correction

Paper plate

 Using erasing lightly with special eraser.

 Wiping errors with a piece of hydraulic cotton which is easily absorbed, water and write
the correct word

Metal plate

Put the paper plate on a plate strong surface, erase the errors the error using special
scrapper or eraser or brush out the particle and rewrite the correct word.

Electrostatic plate

Thermic equipment permits to erase or retouch the error and the right one fixed
automatically.

57
 iv. Process of duplication

Here there are three cylinders use for processing which are master cylinder, blanket
cylinder and impression cylinder.

To carry out duplication with the offset the plate is prepared and error are corrected,
the prepared master is now inserted into the machine round the master cylinder and the ink is
now filled appropriately into the inking roller, after this is done enough duplicating papers are
fanned and inserted into the feed tray of the duplicator and the number of copies is then set using
the counter now, the copies are run electrically.

Structure of offset duplication

Ink roller

Water
Depending roller Master roller

Master fastening mechanism

Printed paper in
Blank paper in the feed the receiving tray
Tray
Impression roller
Figure 7: structure of offset duplication
Materials needed for offset application

Offset tilth ribbon

Greasy ink
Water
Blanket
Duplicating sheet
58
 Chemical image remover
Master plates.

Advantages

Produced high quality documents

Cheaper for the production of very large quantity
Several colors can be obtained
Ordinary paper can be used.
Master can be stored
Documents are easily handled

Disadvantages

 The process is complicated

 Purchasing and maintenance of machine is high
 Requires service of well-trained personnel
 Separates masters is required for multi color documents.

II. REPRODUCTION

Reproduction is the action of multiplying an original document in identical copies

through an appropriate thermic process.

1) Electrostatic process

This is the process of copying documents through photographed copies from original
document on a plain copy paper.

Steps to follow

 Switch the machine feed copy paper into feed tray

 Fan the blank paper ensuring all sheets are separated.
 Open machine cover and place the original document

59
  Select the number of copies to be multiplied
 Depress the copy (press on the print button)

Structure of the electrostatic process

ORIGIN

(resere image)

copu

Black powder

Source Original paper image

R of heat

Selenium Source of heat

Plate

Electrically charge

Figure 8: structure of the electrostatic process

Advantages

 Good quantity document copy

 Running of document is cheap
 Documents can be multiplied recto-verso
 It can copy color documents
 It produces dry and clean copies

60
Disadvantages

 High cost of equipment

 Maintenance is costly
 Can`t function without electricity

DIAZO COPY PROCESS

Definition

Dyeline is the production process which uses strong ultra-violent light to copy
information from a transparent paper directly onto a diazo chemical paper.

Process

For this to be carried out the original copy of document must be a transparent paper which is
sensitive to light after placing the dividing line between the dyeline copy and duplication
becomes rather than light then penetrates into the translucent original paper where there are
images and bleaches the diazo copy paper.

Structure of the dyeline process

Diazo copy sensitive to light

developer

copy
Three
Development
R Procedures R
Source of light thermic, dry
Transparent And semi humid
Figure 9: structure of the dyeline process

61
Advantages

 Instant copy of document

 Produces good quality of information
 Simple and fast to copy documents

Disadvantages

 Original must be fairly expensive

 The machine is fairly expensive
 Produces only single side documents
 Can`t function without electricity

Utilization

Used for copying large drawings, plans, maps can produce up to 50 copies

- DIFFUSION TRANSFER

This is a wet method of copying. Both the negative and positive sheets of papers are
fitted through the machine together where light enable the reverse image to be transferred onto
the copy paper. Only the copy can be gotten from the negative at a time but the process is too
fast.

The reflex and diffusion transfer exposure to light method are wet method of copying. This is
because the chemical required for developing and fixing the image or liquid.

iii. COPY

This is the copying of information with the help of a carbon paper. This process can be done
using the hand or typing machine (type writer).

62
With this method, carbon copy of paper is place together with the origin paper and that which
needs to be copied and the carbon is placed in the middle.

Carbo
Original copy

Duplicate copy
Figure 10: copy

When multiple copies have to be produced the carbon paper is place between the other copies as
shown below

carbon

duplicate copy

Figure 11:duplicate
copy
Copying can also be done without using carbon paper. The process is known as the carbon
required (NCR). This is done without the use of carbon because on the other side of the paper
there is a coat with transparent carbon which enable impression to be printed to the duplicate
copy when writing or typing

Original
copy

63
 Duplicate copy

Figure 12: original

copy
Chapter four

Equipment used for written and oral communication

I) THE INTER PHONE

This is an internal system of communication carried out orally within an

organization and its completely different from the telephone system. It’s a talk back.

This is a system of communication which permits to all the post of an organization to

call directly within themselves from department to depart.

Chapter five

Introduction

A mail room is an office or room where incoming and outgoing mails are treated and
handled. In an organization, there is always entering and outgoing mails daily and it is a huge
task to treat these mails thus it requires the service of a trained personnel to handle this delicate
job. Treating treating of mails requires a systematic and efficient procedure to avoid mix up.
Many machines have been manufactured for the treatment of mails. There are three equipment
under which are; procedure for treating mails, equipment for treating incoming and outgoing
going mails. And other equipment can be used for both incoming and outgoing.

I. Incoming mails

64
 This are mails that come into the organization from other organizations and
individuals. When these mails come in, they have to follow certain procedure to guarantee
efficiency. Thus, there are certain stages to follow which are;

- COLLECTING

The mails are collected by the Clark from the post office.

An interphone is a machine which proves instant communication between offices. This machine
function only with the organization. It can also be known as intercom. It functions with speaker
and touch button. To call the number of the department is touch/dial.

The following are the basic inter com system terms.

Master station/base station: this is the unit that controls the system (main central unit)
Sub-station: this are unit that capable of initiating calls with the master station.
Door station: this is like the sub-station
Inter com station: unit that is capable of initiating and receiving part time conversation of
individual conversation and signals can be rack mounted
Wall mounted station: fixed position inters com stations
Belt pack: portable inter com station won to the belt
Headset
Headset
- Dating the mail

After verification of the mails, to ensure that the signature and enclosures are present,
the date and the time of the arrival of mail is marked on the letter either by hand written date and
time or with a stamping machine. If cheque and other forms of money is enclosed such
enclosures are not date stamped but are registered in a remittance book in which documents for
recording money is recorded.

- Remittance book: it is a mail document used for recording various form of money
enclosures and amount

65
Sample of remittance book

Date name of sender amount type of enclosure receive by

Table 2: sample of remittance book

- Opening of mails
- Sorting of mails
- Registration: all mails of an organization are registered in a registration book called
incoming register

received N o or ref senders subject department BNC observation

address leisure
date time

Table 3
- Routing: this are letters that needs the addition of several departments or persons. This is
a document that helps to short list all those concern with a particular mail and this
document is known as CIRCULATION SLIP. A circulation slip is pass round to all those
concerns or it can be photocopied and distributed

66
 CIRCULATION SLIP
SN NAMES
1 Building construction department
2 Office automation department
3 Electrical department

4 Home economics department

5 Accounting department

File Central filing

Table 4: circulation slip

- Distribution

After everything has been sorted out, the mail room Clark now proceeds in the
distribution of the mails to various department and individuals. Since mails in organizations are
always much the Clark`s work in the distribution is facilitated through the use of mobile trolleys.

EQUIPMENT OF THE TREATMENT OF INCOMING MAILS

The following equipment are used for the treatment of incoming mails;

- Letter opening machine

- Mail cart of trolley
- Security mails scanner
- Date and time stamping machine.

See figures below

67
Figure 13: mail cart

Figure 14: letter opening machine

Figure 15: date and time stamping machine

Figure 16: security mail scanner

B. outgoing mail room equiment

These are mails that the organization sends out to facilitate the treatment of the outgoing mails.
The following equipments are required by the organization:

- Outgoing register

Mails which the organization has to dispath to other parts of the world are always register in the
outgoing register.

68
Despatch

Date time ref address subject enclosure observation

Table 5: outgoing mail register

ii. The addressing machine

This an automatic machine that prints address on the letter for mailing. It also prints
information that are constantly repaired such as labels, packing slips. It is done with previously
prepared plates like metals, stencil tool etc.

Procedure;

The printing medium containing the address are prepared and inserted into the hoper
of the machine to start printing. This address on the medium can be arrange using the alphabet or
according to subjects. Thus, the machine can be instructed to print only particular addresses,
skipping the ones not needed

69
Advantages

Fare time
Avoid errors
Addresses are neatly written

Disadvantages

Requires the service of trained personnel.

Machine is expensive and can`t function without electricity
Cannot look without master

iv. Stamp affixing machine (paper stamp)

This is a machine that is design to affix stamps on envelops. When the stamps are
purchased roll, they are locked into the machine count and records the number of stamps used

Figure 17: stamp affixing machine

v. The folding machine

This machine helps to fold letters that lives the organization.

Figure 18: The folding machine

70
Advantages of a folding

o It saves time
o Accepts stapled set
o Easy to remove unlikely paper jam

Disadvantages

o Costly/expensive to purchase.
o Can`t function without electricity
o Mistake is possible if not well fitted

vi. Sealing machine

This machine helps to sealed envelopes and it keeps it neat and it makes it less time
consuming. Its moisture the gum and seal the flaps of envelopes. Thus, preparing it for mailing.

Figure 19: sealing machine

Advantages

Envelopes are neatly sealed

Saves time

Disadvantage

 Cannot function without electricity

71
vii. Franking machine

After documents have been folded and inserted into an envelope is sealed, the mail is
ready for mailing out. The franking machine is an equipment that is designed to print stamps and
it gives value to the envelope.

This machine prints postage values, codes, labels and other authorized form of marking affixed
to mail. Thus, qualifying them for postal services.

Figure 20: franking machine

Advantages

 It helps the mail not to be stolen

 Helps to eliminates the suffering of teaming off.
 Serve as better control and security
 Save time and memory

Disadvantages

 The machine is expensive to purchase

 Can be easily stolen (machine)
 Errors cannot be corrected.

72
viii. Scale

A scale is used in the mail room to weigh parcels and mails to determine the postage
value.

Scale performs two basic functions which are; it helps to determined the weight of mails or
parcel and it helps to know the weight and determined the postal value

Figure 21: Scale

Equipment used for the treatment of both incoming and outgoing mails

 Assemble of documents: this machine groups all documents of same nature into a single
file.
 Signature machine: this machine is used for signing large number of documents
 Tracking and folding machine
 Rollin and wrapping machine: this machine are used to prepared rows paper, magazine
for mailing
 Sponge or roller moistener: used for the moistening stamps for enveloping.
 Rubber stamp: used for various purposes such as stamping firms name and address or
name of neat service.

73
 Chapter six

Oral communication is a change of information verbally. This verbal communication can be

carried out through face to face, radio, and telephone. But here we will be talking about oral
communication using telephone as the equipment

- Telephone

This is a system of communication which allows distant inter location tso

communicate using an apparatus and receiving sounds. Thus, a telephone is an apparatus that is
used for the transmission of short and long messages at distance. The telephone was inverted by
ALEXENDER Graham Bell in 1862.

1. Classification of telephone

The telephone is classified into two category which is the fix and mobile telephone.

i. Fixed telephone

This was the first type of telephone that existed with a circular dial system. This
telephone that it helps in communication did not lose long since it had no memory for storage of
information.

Figure 22: fixed telephone

74
Figure 23

Figure 24

Due to the weakness and challenges faced by this telephone, a telephone with keyboard was
developed. With this, a memory was created that could store frequently used numbers. for
automatic dial, there were very fast while dealing and they could also deviate calls and time
facilities. Even with this, there was still some short comings with this telephone it could not be
carried around

1 23 4
5678
9 0

Parts of a telephone

 Hand set
 Hand cord
 Mounting cord
 Dial pad
 Feature button
 Base of the telephone
 Keyboard
 Display
 Light
 Switch hook
 Speaker

75
  Message waiting indicator
 Face plate or face layout
 Plunger

Taking down telephone messages

As an administrative assistant, we cannot count totally on our human memory since we

are unable to mistakes or forgetfulness. Thus, when answering a telephone call, we should take
down messages and put them in writing. Note should be taken when putting down this note;

 Date and time of call

 Name of the person or organization, address telephone number
 Name of the person for which the message is intended
 Full messages

TELEPHONE MESSAGE PAD

76
For the attention of

Mr./Mrs./Miss
Date. Time Am, pm

In your absence
M

OF

TEL N O
Called around urgent

Called will get in touch by phone

Will call back return your call

Message

Received by
On At sign
 In organization to facilitate this process, telephone message form is required as seen
below

Telephone tone

77
The dialing tones
The engaged tone
The ringing tones

How to prepare a telephone call

Your note book/jotter, pen/pencil should be ready for any information that needs to be
written.
Check the number to be dialed if it’s the right one
Pick up your handset with the left hand and listen to the dialing tone
Now dial the required number
After this listen carefully
After getting the ringing tone, allow it to ring and the correspondence pick
Identify yourself and go straight to the point
After passing or getting the required information, say bye politely.
Now hang up the phone.

RECEIVING A CALL

Always answer promptly after the telephone rings 3 times, pick up the phone and identify
yourself.
Avoid saying “hello”
Inform the caller if you have to live the phone for some inquiry or connect to another
line.
If the call is disconnected while talk hang up the phone
All try to be careful while answering calls.

78
 GOOD TELEPHONE PERSONALITY

When answering or making calls take note of this;

o Be prepared with your message form

o Answer after 2 to 3 rings
o Hold receiver effectively
o Identify your self
o Avoid saying “Hello”
o Be polite
o Apologized for any delay
o End the call politely by letting the caller hang up first

Advantages

o Easy to use
o Cheap for offices
o Immediate feedback is gotten
o Calls can be received out of offices hours, if the answering machine is connected

Disadvantages

 Process of subscription is always slow

 Can not be use after working hours of answering machine is not connected
 Not possible to send text messages.

79
 c. Mobile telephone

This is a wireless device used for communication. The mobile phone is easier to
carry around since its portable. Cameroon has mobile networks which are MTN, Orange, Nexttel
and Camtel with this network communication to any part of the country has been made easy

CHARACTERISTICS OF MOBILE PHONES

 Portable
 Wireless
 Function with battery

Advantages

- Easy to carry around

- Subscription is easy
- Text messages can be sent
- Indicates caller`s name and number
- Miss calls are seen easily
- Possible to reject unimportant calls
- Have other facilities like camera, radio, games, and e-mail address

Disadvantages

- Promote lies
- Communication stops once there is no credit in area where there is no network it can not
be reachable
- Public nuisance

80
 II. TELEPHONE PERIPHERALS

DEFINITION: it refers to an apparatus attached to the telephone which gives additional function
or services to the telephone

Different type of telephone peripheral

- Switch board: this is an established machine which assist in unking up telephone calls
in large organizations. There are two types of switch board that is;
a. Private branch exchange (PBX)

This maybe manual or automatic and it’s used for connecting calls from external lines

b. Private manual branch exchange (PMBX)

This is a machinal operated device used for telephone calls to extensions. It is operated
by the operator who constantly work to connect and disconnect. He is always with a 36
headset

TELEPHONE ANSWERING MACHINE

TOOL FOR COMMUNICATING WRITTEN INFORMATION

Communication is a process that involves the exchange of information, thoughts, ideas and
emotions for communication to be efficient it requires a sender who encodes and send message,
receiver who decodes, process the information and how to send an appropriate reply known as
feedback

Encode decode
sender receiver

Feedback

Figure 26: Tool for communicating written information

81
 I. DEFINITION OF WRITTEN COMMUNIATION

This is a system of transmitting commercial letters using terminal like telephone network.

TYPES OF WRITTEN COMMUNICATION

a. Telephone: this is an electronic mail technique which information is been sent from one
person to another.

Advantages

- Facilitate transmission of documents

- This means is rapid and secured
- There is acknowledgement of reception after transmission

Disadvantages

- Correspondence must have a compatibility equipment.

Utilization

Used for transmission of plans, design graphs.

Equipment used

- Telecopier
- Fax machine

82
 Figure 27: Fax machine

b. Telex:

It is a written communication system which permits the change of written message

over long distances

sender receiver

Telex teleprinter
teleprinter text
telex
network

Figure 28: Telex

Permits through intermediaries of telephone lines and automatically sends or receives various
documents.

83
 There tele copies is attached to a telephonic post and has a photoelectric cell which
explores the original. For it to be effectively send, the sender and receiver must have the same
equipment which are compactible

Principles to send fax

Tele phonic receiver

A4 Tele Compactible
document computer tele computer A4 document

Trans Pac
network

How to send

Sender;

 Calls the receiver`s phone

 Introduce the original document to be transmitted into the machine
 Select speed of transmission
 Press key transmitter when the sender is ready

Receiver

 Base on the sender`s instructions, the receiver place blank sheet of paper in the machine
 Select speed base on the sender`s instruction
 Depress the reception key when the sender invites
 When document is received, the telephone communication is re-established

But with modern equipment, there is automatic reception.

84
 i. Teleprinter

This equipment is used by a system known as teleprinter and exist in two

techniques, that is teleprinter with perforated band and electronic memory

Figure 29:Teleprinter

TYPES OF TELEPRINTER

There exist two main type of this machine which is;

- The teleprinter with perforated band:

This machine is composed of a reader with perforated band, keyboard, printer,

confetti box and “on” device

85
Operation

The sender types the text on the keyboard and this action provokes perforation on the band
of the paper which is put by a telegraphic device joined to the teletex network. The printer now
permits one to control the message in the preparation such that the print comes out in red on the
band but on the band of his correspondent it is black.

Advantages

- Clear sending and reception of message

- Automatic reception of message
- Secured
- Simple to operate

Disadvantages

- Show transmission speed

- Message presentation is attractive
- Too much noise when printing.

86
 Principle
The sender prepares and types his messages on the keyboard while using the screen for control.
The text is read and corrected on the screen and then can be stored in a diskette. It will then be
sent at a convenient moment chosen by the operator.

The printer realizes the editing of three types of writing.

 Writing inclining to the left for a message locally edited

 Writing inclining to the right for a message sent
 Straight writing for a message received.

Principal functions of a Tele-printer

• Send and receive messages at all times, even when the correspondent is absent.

• Dialogue in writing if the correspondent is present.

• Joins through the P & T services and telegraphic services correspondents who have not
subscribed to a telex network.

• Receives communication dropped by a non-subscriber correspondent, in a public telex

post.

Advantages

87
In addition to those of Tele=printer with perforated band, we have a possibility of using terminal.

Disadvantage

The cost of the equipment is too high

Figure 30: Tele printer

VIDEOTEXT

Communication has several tools that facilitate the transmission of information. One of
these tools include videotext. Videotext is a general term describing those services that display
text information on a modified television set.

Definition

Videotext is an information service in which data is transmitted over television cables or

telephone lines and displayed on a television or computer screen in the house. It can also be
defined as electronic & computer science/computer science) a means of providing a written or
graphical representation of computerized information on a television screen.

Types of videotexts

There are two types of videotext systems

Teletext

With this type, information is transmitted by television broadcasting companies to receive

the date transmitted, the receiver or viewer needs to specially modify television set. The signals
are one way only; the viewer can only receive data. There is a teletext keypad which can select

88
text only or type with pictures. Enhancement of television set technology by increasing data store
of memory in the television set, by the ability to receive computer programmed.

Two types of videotext systems are available, videotext or teletext and view data system.
(It is an information service in which data is transmitted over television cables or telephone lines
and displayed on a television or computer screen in the home. It is a broadcast (one way) service
that displays text information on a modified television set. The system is one way since the
viewer can only receive information transmitted by television broadcast companies on the back
of the television picture signal.

Viewdata

This is a term used to describe information system which combines the use of a computer storing
in a database, telephone line and television set. it differs from teletext services in that
information is transmitted to the modified television set viewing standard telephone line and not
by area wave transmission

Therefore, it is a two-way system because users transmit information as well as the receiver
receives information connections to the view data system. It usually involves passwords and
these passwords are provided to all the users by the system operators

Public viewdata

This system is called Prestel in Britain because information is sent to the Prestel
computer by private information providers.

The date here is more specialized and varied than that of teletext services and more useful
to business. These providers can input current date through keyboard onto the group of pages,
rented from |British Telecom. These keyboards are connected to the telephone line and television
set. Determine how much a viewer will be charged for viewing a page. Such information store in
the Prestel computed can either be made available to a limited group or general public

Materials/equipment used to realize videotext

The materials required for operating a videotext service include the following:

• A videotext machines

89
• Video console

• A computer

• A television set with videotext decoder

All these basic things must be available before a videotext service can be operated.

Videotext machine

It is a machine with text terminals attached to it; used for typing and transmitting information
into a decoded television screen

The videotext machines

Figure 31: Video text machine

Video console

It is a visual display unit which is connected by a serial port to transmit information into
other text terminals. The video consoles

90
 Figure 32:Video console

Modified television screen

Defines television screen as a piece of electrical equipment on which you can watch programmed
with moving pictures and to retrieve information since the videotext is passing on the screen.

The modified television screens

Figure 33: Modified television screen

Technical desk

This is a desk used for the operation of a machine, system, or techniques

The technical desk of Horizon Television

91
 Figure 34:Technical desk

Transmitter

A transmitter is an electronic terminal connected by a serial prod to transmit information

into other text terminals

The television transmitter

Figure 35: Transmitter

92
Computer

A computer is a machine that performs tasks such as calculations or electronic

communication. Under the control of a set of instructions called a program. Programs usually
reside within the computer and are retrieved and processed by the computer’s electronics. The
program results are stored or routed to output devices such as video display monitors or printers.
Computers perform a wide variety of activities reliably, accurately, and quickly

Page background of videotext

The page background can be realized using 24 lines of 40 characters of information with
each grid cell corresponding to a character position. The title and subtitles can take more than
one bon. The different parts must be separated by one or more lines. The text must contain 12 to
14 lines the lower are presented in form of enumerations or tables. User guide should be chosen
to perform a key on the keyboard to type. Below is an example of a page background

93