IT Course Word Processing and Producing
Contents
1. Inset Paragraph XXXXXXXXXXXXXXXXXXXXXXXXXXXXXX XXXXXXXXXXXXXXXXXXXXXXXXXXXXXX XXXXXXXXXXXXXXXXX XXXXXXXXXXXXXXXXXXXXXXXXXXXXXX XXXXXXXXXXXXXXXXXXXXXXXXXXXXXX XXX XXXXXXXXXXXXXXXXXXXXXXXXXXXXXX Numbered Paragraph O XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX XX XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX XXXXXXXXXXXXXXXXXXXXXXXXXXXX All styles of paragraphs can be formatted with Microsoft Word FdSonic 3 gt gt Copyright 2003 Word Processing amp Producing Business Documents 29 FdSonic 3 gt gt Copyright 2003 Hanging Paragraph XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX XXXXXXXXXXXXXXXXXXXXXXXXXXXXXX XXXXXXXX XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX XXXXXXXXXXXXXXXXXXXXXXXXXXXXXX XXXXXXXXXXXXXXXXXXXXXXXXXXXXXX XXXXX Indented Paragraph XXXXXXXXXXXXXXXXXXXXXXXXXXXXXX XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX XXXXXXXX XXXXXXXXXXXXXXXXXXXXXXXXXXXXXX XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX Bulleted Paragraph XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX XXXXXXX XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX XXXXXXXXXXXXXXXXXXXXXXXXXXXXXX XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX XXXX Lett2. 29 A WORD PROCESSING APPLICATION TABLE OF CONTENTS SECTION ONE SAFE WORK PRACTICES SECTION LEARNING OBJECTIVES PAGE 9 SECTION INTRODUCTION PAGE 9 POSTURE PAGE 0 WORKSTATION DESIGN PAGE 7 REST PERIODS PAGE 7 NOISE PAGE 2 REPETITION STRAIN INJURIES PAGE 3 STRESS PAGE 44 LIGHTING PAGE 5 RESOURCES PAGE 6 MINIMISING WASTAGE PAGE 6 SECTION SUMMARY PAGE 8 SECTION TWO INTRODUCTION TO WORD PROCESSING SECTION LEARNING OBJECTIVES PAGE 27 SECTION INTRODUCTION PAGE 27 TYPES OF BUSINESS DOCUMENTS PAGE 22 MEMORANDA PAGE 23 FACSIMILES FAXES PAGE 25 STANDARD LETTERS PAGE 27 EMAILS PAGE 29 SHORT REPORTS PAGE 30 LABELS AND ENVELOPES PAGE 37 LABELS PAGE 36 FoRMAL MEETING DOCUMENTS PAGE 37 DISPLAY OR COVER PAGES PAGE 38 TABLES PAGE 40 PROOFREADING SPELL CHECK AND EDITING PAGE 42 HELP FUNCTION PAGE 44 FORMATTING TEXT PAGE 44 PARAGRAPH HEADINGS PAGE 46 LINE SPACING PAGE 50 HEADERS AND FOOTERS PAGE 57 PAGE SET UP PAGE 52 SAVING STORING AND PRINTING DOCUMENTS PAGE 53 CREATING NEW FILES PAGE 54 PRINTING DOCUMENTS PAGE 55 SECTION SUMMARY PAGE 59 SECTION THREE PRODUCING SIMPLE DOCUMENTS SECTION LEARNING OBJECTIVES PAGE 63 SECTION INTRODUCTION PAGE 63 SECTION SUMMARY PAGE 65 Word Processing Producing Business Documents 29 8 SECTION ONE CONTENTS SECTION LEARNING OBJECTIVES SECTION INTRODUCTION POSTURE WORKSTATION DESIGN REST PERIODS NOISE REPETITION STRAIN INJU
3. 29 27 STANDARD LETTERS The standard letter is the most common printed document in business There are many minor variations to the standard letter layout but all contain the same basic components Name and address of the recipient Reference number if the letter relates to any letter document Date Subject Line Salutation Body of text Closing Signed Any notations or attachments are listed at the bottom F Ms E 3 v zen i b W N 4 c N 7 a 9 9 9 9 9 yy EdSonicyy Copyright 2003 Word Processing Producing Business Documents 29 28 To produce a business letter using a Microsoft Word pre set template follow these steps Click on File Select New Select the Letter Fax folder Select Professional letter 9 9 You are then able to enter your information in the fields tl Document8 Microsoft Word File New LC Retail 2 Intercompany Memorandum 2 Ci Retail Course Introduction to T JE on Faran a Iden i Rail Ose ay mi oc NI VERI CEPE DA gt mil mai 20 FR Fei d chi Bupa pest i alam fuam ata j N raba IT III Hen Ee le zs n Peene mex Web Pa ak Ca devi mi Mein Otter Pam aj j f Cani 8 n Digger Leite Fa
4. Insert Table 2 x n I Number of columns x R ows r Number of rows 2 AutoFit behavior Fixed column width jauto 2 AutoFit to contents AutoFit to window Table format none _AutoFormat Set as default for new tables 9 cm Word Processing amp Producing Business Documents 29 47 EdSonic Copyright 2003 Tables can be inserted and designed to meet you layout needs Columns can be increased in size by dragging the column lines with your mouse The same applies with row widths You can place headings in the columns if it fits your specific layout or purpose Heading Heading Heading Drag to widen or narrow Rows Drag to widen or narrow Columns For more details on inserting tables review the CD ROM Wizard s Assistant Word Advance Features Tables yi Word Basics Formatting Documents 4 Printing And Graphics Word Processing amp Producing Business Documents 29 42 EdSonic 3 Copyright 2003 PROOFREADING SPELL CHECK AND EDITING Any type of documents will have minor mistakes in them It is important that you proofread all documents you create for grammatical and spelling mistakes It is also suggested that you have your supervisor or manager read a document They can advise you if the contents are correct and the text is easy to read and
5. From File fetu AutoShapes Al wordart 4 Mew Drawing From Scanner or Camera chart Bookmark Ctrl K oer bl ha ODE mima Bee U IE IA ER BI CH Q a mpm k n Fr For more details on inserting clipart review the CD ROM Wizard s Assistant Word Printing and Graphics Micra amp ott Word 2000 32 Word Basics yy Formatting Documents Word Processing Producing Business Documents 29 40 FdSonic 3 gt Copyright 2003 TABLES Tables in documents are useful to break up specific information to make reading easier It is commonly used when numbers and words are used together It separates and displays information to highlight certain information Tables are a series of rows and columns To create a table you follow these steps Click on Table button at top of the screen Click on Insert Click on Table An Insert box will appear asking you to choose the amount of rows and the amount of columns you want in your new table Once you have chosen your table size click OK and the table will appear on your page Documenti Microsoft Word File Edit View Insert Format Tools Table Window Help Acrobat D c amp V EA BHO 2 45 q 2 a Normal gt Times New Ron E Columns to the Right 2 Rows bove DE Rows Below at Cells
6. Employee Assistance Programs EAPs can help manage stress at work and at home These programs are set up to handle personal and emotional problems which are interfering with work performance Stress from outside the workplace such as family illness death marital problems or financial concerns can all interfere with our work lives An EAP will not solve these problems but it can give you advice on managing these stressful situations Word Processing amp Producing Business Documents 29 45 LIGHTING Poor lighting in the workplace can affect the health and safety of staff as it can Cause eye strain Bad posture from trying to see or read something Cause frustration Make staff more vulnerable to hazards 9 9 9 All employers should provide good lighting which enables you to do your job and whatever tasks it involves safely and well Your eyesight can quickly be damaged often permanently by poor lighting especially at a computer station You are also more at risk of accidents and injury in a badly lit room or building In an unionised workplace health and safety representatives appointed by the workers will monitor lighting and ensure the employer addresses problems identified So tell your rep if you re experiencing a problem yourself or have noticed a problem to do with lighting anywhere in the workplace Otherwise Report all lighting problems to the responsible person Do not attempt to fix lights yoursel
7. Who it is From Receiving fax number Date of Fax Number of pages including cover page Subject line Body of text Signature 9 9 9 EdSonic 5 Copyright 2003 Word Processing Producing Business Documents 29 26 To produce a fax header using a Microsoft Word pre set template follow these steps Click on File Select New Select the Letter Fax folder Select Professional Fax 9 9 You are then able to enter your information in the fields W j Document8 Microsoft Word File Edit View Insert Format Tools Table Wind File New 2 CA Retail Course Introduction to fe Yew pee fum iod Help 3 GHOGSJDY s jam r sert Arai Bar PSY EN EE ee O 7 Aa amp Da are tqa ame ha Co tere aed tee tas bd here put hes Po Lh vere avd tet ptm mtt we 0500 T s sape amd beye draj ra di d JT GELE ween n OB 40 Pa moines Be 220 A IE KI PFI BI K e Ace peste MDMA Etne Muta ff jvom BESIGE vem For more details on fax templates review the CD ROM Wizard s Assistant Advance Features Templates Microsoft Word 2000 w Word Basics y Formatting Documents y Printing And Graphics EdSonic Copyright 2003 Word Processing Producing Business Documents
8. 29 35 Envelopes to international addresses should include Name of recipient Street Address or Post Office Box Number SUBURB all in capitals the State Territory and Zip Code or Postcode COUNTRY all in capitals ill Document8 Microsoft Word DGEHBGS amp el tT lt f 5 ADE Times Mew Roman v 2 Z U iz 7 Envelopes and Labels Envelopes Labels address al o ie ES r B J Smith Addtopocument 9987 Long Drive __ REDWOOD CITY CALIFORNIA Qe USA 9020 Options Return address a I 3 Paint Can Road NEW TOWN NSW 2333 Before printing insert envelopes in your printer s Auto FdSonic 3 gt gt Copyright 2003 Word Processing Producing Business Documents 29 36 EdSonic 3 gt Copyright 2003 LABELS For large quantity mailouts it is suggested that address labels are printed Microsoft Word has a label function This label function can be used for printing address labels name tags and object labels In this section we will discuss the use of the label function The first step is to purchase labels that are suitable for an ink jet printer or laser printer There are common label manufacturers such as Avery Formtec and others All produce the same style and dimensions To produce a label using a Microsoft Word pre set template follow these steps Click on Tools Select Labels 9
9. 38 DISPLAY OR COVER PAGES Display or cover pages are used for many applications They would include Covers for presentation documents Internal notice posters Promotional fliers Product spec sheets Product brochures 9 9 9 Today word processing programs allow the flexibility of developing clever page layouts that can include Colour Graphs Drawings Pictures Fancy lettering 9 9 9 9 EdSonic Copyright 2003 Word Processing Producing Business Documents 29 39 EdSonic Pp Copyright 2003 Microsoft Word has built in features including drawing tools for lines shapes and boxes It also has Word art which offers different styles of titles and clipart which is a library of cartoons or pictures in a wide range of subjects To insert clipart or WordArt you follow these steps e Click your cursor on the spot you wish to insert the picture Click on the Insert button on the top of the screen Click on Picture e Click on Clipart Choose your Picture and click on the Picture Click the insert button next to the Picture Your picture will be inserted into the document ope used a Cue g uda em S U ci gt Ekran eee rus in Page Numbers Date and Time AutoText L Field Symbol Comment Footnote Caption Cross reference Index and Tables Picture
10. Click on File Select New Select the Memos folder Select Professional Memo 9 9 You are then able to enter your information in the fields culi Document Microsoft Word Eile Edit View Insert Format Tools Table Wind File New LC Retail 2 Intercompany Memorandum 2 C Retail Course Introduction to 0285907 2 ana De n i z mani Late fleck z4 FY OU OE m j l s r az A zra ji hara tat m ama rami pii Dan n jed atm j hara ami lan n ama Aum o oec LJ Phi Fara ol Te mel dil dai OI DP nes 2 B e BAD ijiem For more details on memos review the CD ROM Wizard s Assistant Advance Features Templates Wi Dd Microsoft Word 2000 mi Word Basics y Formatting Documents Advanced Features y Printing And Graphics EdSonic Copyright 2003 Word Processing amp Producing Business Documents 29 25 FACSIMILES FAXES Facsimiles or Faxes are still widely used in business They can send documents photos drawings and other printed material to another fax machine over a telephone line All faxes go out with a fax header sheet This may be the only page that goes out or it may be attached with other pages to be transmitted at the same time There is a common layout for fax headers It contains the following components Who itis To
11. ROM Wizard s Assistant Word Printing and Graphics Microsoft Word 2000 L Word Basics Formatting Documents 7 Printing And Graphics JI Advanced Features Word Processing Producing Business Documents 29 33 Envelopes to residential addresses should include Name of recipient Street Number Street Name and Type of Thoroughfare SUBURB in all capitals the State Territory and Postcode Document8 Microsoft Word File Edit View Insert Format Tools Table Window Help Acrobat Envelopes and Labels Envelopes Labels address E Print Eo r B J Smith E Document to Document 23 Backroad Street Cancel SYDNEY NSW 2000 options Return address Omit EAE 3 Paint Can Road NEW TOWN NSW 2333 zl Before printing insert envelopes in your printer s Auto Envelopes to post office boxes should include Name of recipient Post Office Box and Number SUBURB in all capitals the State Territory and Postcode Document8 Microsoft Word 0 li amp amp ADE Normal Times New Roman 5 2 BI U Envelopes and Labels Envelopes Labels ln address o me Mr B J Smith Add to Document to Document PO Box 234 Cancel SYDNEY NSW 2004 options H Return address Omit ste 3 Paint Can Road NEW TOWN NSW 2333 2 Before
12. and Numbering Borders and Shading Tabs Font Character Spacing Text Effects Change Case E Font style Size n 2 o o 2 E Tempo HeavyCondensed E 9 t For ma t Tempus Sans ITC Bold i0 Tigerteeth ICG J Bold Italic ii har Times New Romar zi Font color Underline style Underline color Automatic 2 v mo H v E Automate 7 Effects Strikethrough Shadow Small caps Double strikethrough Outline All caps Superscript Emboss F Hidden Subscript Engrave Preview Times New Roman This is a TrueType font This font will be used on both printer and screen Defaut For more details on font formatting review the CD ROM Wizard s Assistant Word Formatting Documents Microsoft Word 2000 y Word Basics w Printing And Graphics y Advanced Features EdSonic 3 gt gt Copyright 2003 Word Processing amp Producing Business Documents 29 46 PARAGRAPHS There are several styles of paragraphs and paragraph indentation They include Blocked Inset Numbered A Letter enumerated Hanging Indented e Bulleted Blocked Paragraph 2 2 2 2 2 2 2 2 2 2 2 2 2 XXX 2 2 2 2 2 2 2 KKK KKK KKK XXXXXXXXXXXXXXXXXXXXXX X X X XAXXXXX XXXXXXXXXXX
13. know what these could be MINIMISING WASTAGE Do you recall some of the wastage minimising tips for an office Word Processing Producing Business Documents 29 20 SECTION TWO CONTENTS SECTION LEARNING OBJECTIVES SECTION INTRODUCTION TYPES OF BUSINESS DOCUMENTS MEMORANDA FACSIMILES FAXES STANDARD LETTERS EMAILS SHORT REPORTS LABELS AND ENVELOPES LABELS FORMAL MEETING DOCUMENTS DISPLAY OR COVER PAGES TABLES PROOFREADING SPELL CHECK AND EDITING HELP FUNCTION FORMATTING TEXT PARAGRAPH HEADINGS LINE SPACING HEADERS AND FOOTERS PAGE SET UP SAVING STORING AND PRINTING DOCUMENTS CREATING NEW FILES PRINTING DOCUMENTS SECTION SUMMARY EdSonic gt gt Copyright 2003 Word Processing amp Producing Business Documents 29 24 EdSonic 5 Copyright 2003 SECTION 2 INTRODUCTION TO WORD PROCESSING WHAT OUTCOME CAN You ExPECT FROM THIS SECTION By the end of this section you will have a basic knowledge of the word processing program the methods used to set up create and format a document and how to save and print a document SECTION LEARNING OBJECTIVES On completion of this Section you will learn What the purpose of the various documents is How to format documents How to create a simple document using word processing SECTION INTRODUCTION Creating and writing documents for business is as old as the English language Even in this high tech era documents in business play an i
14. printing insert envelopes your printer s Auto EdSonic gt gt Copyright 2003 Word Processing Producing Business Documents 29 34 Envelopes to locked bags include Name of recipient Locked Bag Number SUBURB in all capitals the State Territory and Postcode 9 9 9 aj Document8 Microsoft Word Envelopes and Labels Envelopes Labels cm address al m Eka AddtoDocument to Document Mr B J Smith 4 Add to Docume Locked Bag 23 met SYDNEY NSW 2004 E ii Return address Omit RE L I JS 3 Paint Can Road NEW TOWN NSW 2333 zl Before printing insert envelopes in your printer s Auto Envelopes to business addresses should include Name of recipient Department or business unit if relevant Name of the organisation Suite Number Floor Number Building Name if relevant Street Address SUBURB all in capitals the State Territory and Postcode 9 9 9 Envelopes and Labels Envelopes Labels o ie E O r B J Smith __Addto Document to Document Product Manager _ Australian Paints Ltd oo Coel Suite 225 Big Tower 45 Over There Avenue 22 Options NEXT PLACE NSW 2333 Return address 85 ME Paint amp Hardware Ltd 3 Paint Can Road NEW TOWN NSW 2333 Before printing insert envelopes in your printer s Auto EdSonicy gt gt Copyright 2003 Word Processing Producing Business Documents
15. simple as this Microsoft Excel ABC Paint amp Hardware FILE LOG E File Edit View Insert Format Tools Data Window Help Acrobat Ba lt f fe 5 BL 4 E FILE LOG EXAMPLE E C 5 Date Created 0220 0224 0222 0223 0224 0225 0226 0227 0228 0229 0230 CC0234 C sales C sales C sales C sales C sales C sales C sales C sales C sales C sales C sales C sales B Smith S Connors Customer Quotation Customer Quotation The first two file numbers were used and the remaining three were available Any person can see what number is next in line and what directory the file will be sent to Word Processing amp Producing Business Documents 29 EdSonic 3 gt Copyright 2003 PRINTING DOCUMENTS 55 The print function gives you options on how your document can be printed The options include Single pages Selected pages Selected text only Entire documents Collation of pages 9 9 9 9 9 9 One or more copies of the document Choose the printer if you have more than one printer connected Preview the appearance of the document prior to printing To preview the document prior to printing you click on the Preview button at the top of the screen If there is more than one page you can scroll up and down with the scroll bar at the right hand si
16. 9 9 Select Envelope Labels Select the type or dimensions of labels Label Options Select New Document A page will appear with boxes that align with your label sheet Once your labels are done select Print and your labels will be printed Creating Labels wi Document Microsoft word File Edit view Insert Format Tools able Window Help Acrobat U c Bi w Spelling and Grammar Language Normal Times Envelopes and Labels Letter Wizard F n aa and Add Ins Customize ri Labeled Microwolt word Bie Edt gew Format Toots Table Window Acrobat Derus SAT Eegen BI MR riens cole Mee Boman l e H Ji u Ta iE j N 2 ia Java For more details on creating labels review the CD ROM Wizard s Assistant Word Printing and Graphics Word Processing Producing Business Documents 29 37 FORMAL MEETING DOCUMENTS Formal meeting documents are created when the business is meeting to discuss matters pertaining to the present operation and future operation of the business These documents would involve company owners shareholders company Directors large customers clients and or lending institutions The format for meeting documents is quite basic and standard The message and accuracy of the contents is the most important aspect of the formal meeting documents Most for
17. Certificate Information Technology ICA 20799 Word Processing amp Producing Business Documents 29 Incorporating ICAITUOOGB Operating Computing Packages FdSonic nic gt gt Self Paced Learning Materials E Sonic 3 COPYRIGHT 2003 EDSONIC PTY LTD ABN 23 094 797 040 PO Box 6043 WANTIRNA PosT OFFICE WANTIRNA VICTORIA 3452 ALL RIGHTS RESERVED NO PART OF THIS DOCUMENT MAY BE REPRODUCED STORED IN A RETRIEVAL SYSTEM OR TRANSMITTED IN ANY FORM BY ANY MEANS ELECTRONIC MECHANICAL PHOTOCOPYING RECORDING OR OTHERWISE WITHOUT THE WRITTEN PERMISSION OF THE EDSONIC OR AN AUTHORISED REPRESENTATIVE PUBLISHED IN AUSTRALIA MAPPING REFERENCE GUIDE NATIONAL CODE ICAITUOOGB OPERATE COMPUTING PACKAGES NATIONAL CoDE ICAITU02B DESIGN ORGANISATIONAL DOCUMENTS USING COMMERCIAL COMPUTING PACKAGES NATIONAL CODE ICAITU03B INTEGRATE COMMERCIAL COMPUTING PACKAGES NATIONAL 29 A WORD PROCESSING APPLICATION REFERENCES MANAGEMENT INFORMATION SYSTEMS THIRD EDITION EFFY Oz THOMSON LEARNING PEARSON INFORMIT 6 WWW INFORMIT COM INFORMATION TECHNOLOGY AND THE NETWORKED ECONOMY SECOND EDITION DR PATRICK MCKEOWN THOMSON LEARNING WIKIPEDIA WWW WIKIPEDIA ORG THE INTERNET SIXTH EDITION NED SNELL SAMS PUBLISHING HISTORY OF COMPUTER VIRUSES FEB 2003 WASHINGTON POST THE INTERNET USE AND ABUSE
18. J HEALEY 2002 SPINNEY PRESS GUIDE TO EFFECTIVE EMAIL REVISION TWO SHERWOOD 2007 MULTIMEDIA FUNDAMENTALS 2ND EDITION R STEINMETZ K NAHRSTEDT PENGUIN 2007 CUSTOMER SERVICE GUIDELINES DEPARTMENT OF FAIR TRADING HTTP WWW CONSUMER GOV AU SUPERVISION IN ACTION THE ART OF MANAGING 3RD EDITION GEORGE C S JR AND COLE KRIS PRENTICE HALL AUSTRALIA PTY LTD SYDNEY DEVELOPING OFFICE SKILLS 4TH EDITION KERR N amp YATES B ADDISON WESLEY LONGMAN AUSTRALIA PTY LIMITED OFFICE SKILLS A PRACTICAL APPROACH 2ND EDITION HORSFALL M 2000 WORKPLACE COMMUNICATION BENDEICH J WOODLANDS PUBLICATIONS LTD TORONTO CANADA THE BUSINESS COMMUNICATION HANDBOOK FIFTH EDITION DWYER J 2000 PEARSON EDUCATION AUSTRALIA FRENCHS FOREST AUSTRALIA INTRODUCTION TO RECORDS MANAGEMENT SMITH P SILLER J POYNTON T EXON MACMILLAN EDUCATION AUSTRALIA PTY LTD SOUTH MELBOURNE OFFICE SKILLS FiFTH EDITION BENDEICH J 2000 WOODLANDS PUBLICATIONS TORONTO AUSTRALIA LEARNING ACTIVITIES This Unit will require you to undertake various learning activities Each learning activity is introduced with a icon Each icon is explained below Activity An activity section is indicated with an Activity Icon The activity could comprise of a series of questions tasks research projects homework or combinations Research A Research activity will request you to gather information from vario
19. RIES STRESS LIGHTING RESOURCES MINIMISING WASTAGE SECTION SUMMARY EdSonic gt gt Copyright 2003 Word Processing amp Producing Business Documents 29 9 EdSonic gt gt Copyright 2003 SECTION 4 SAFE WORK PRACTICES WHAT OUTCOME CAN You ExPECT FROM THIS SECTION This section will teach you some of the recommended work practices to utilise when using a computer for long periods SECTION LEARNING OBJECTIVES On completion of this Section you will learn The recommended posture The recommended work station design The importance of safe work practices SECTION INTRODUCTION It is a safety requirement that computer operators use proper health and safety practices It is the responsibility for the employer to provide a safe and healthy workplace setting including the layout of your computer station and the furniture provided Using safe practices will reduce the likelihood of injuries and complaints that relate to overuse of a computer or improper use of a computer These complaints include Headaches Fatigue Aching shoulders Sore wrists and forearms Repetitive Strain Injury RSI 9 9 9 9 Word Processing Producing Business Documents 29 40 FdSonic 3 gt gt Copyright 2003 POSTURE Correct typing technique posture the right equipment set up and good work habits are much more important for prevention than ergonomic gadgets like split keyboards or palm re
20. be written in three lines The top line should contain the recipients name The second line should contain the number and name of the street or PO Box or locked bag number if applicable The last line should contain the suburb or post office of delivery State or Territory abbreviation and postcode This line should be printed in capitals without punctuation or underlining For overseas mail the country name should be in capitals on the bottom line General addressing tips Use the correct postcode don t guess it if you don t know it The postcode should be the last item in the address Use clear print Print clearly using dark ink preferably black on white Red yellow or orange inks should be avoided Keep the address straight the address lines should be parallel to the bottom of the envelope Don t indent or stagger address lines each line of the address should start at the same point on the left hand side Space words correctly leave one or two character spaces between the place name or post office of delivery and the State or Territory abbreviation and the same amount of space between the State or Territory abbreviation and the postcode Dont underline anything no words in the address should be underlined Include a return address place the sender s address in the top left corner or on the back flap of the envelope This ensures that the letter can be returned if it can t be d
21. de of the screen If you are happy with the document and wish to print you have two choices You can print out the whole document simply by pushing the Print button at the top of the screen This button looks like a small printer with a document being printed ST Microsoft Word Edit View Insert Format Tools sha Say E Print Button Preview Button Or you can choose more options by using the Print options found in this way Goto file Select Print A box will appear with all the options relating to printing a document File Edit View Insert Format Tools Table Window Help Acro A New Ctrl N KI CA v File Button zas 9 2 m zv Save s Print Button 8 Print Er x oduction Eo order and Retriew Mame armeer Properties Status Idle Type HP DeskJet 840C Series Where Print to Fil DeskJet 840 Series P r l n t O pt l O n S B OX rPage range Copies Number of copies j 4 C Current page Selection C Pages E E T Collate Enter page numbers and or page ranges separated by commas For example 3 5 l2 Zoom Print what Document Pages per sheet page page Print Al pages in rane 7 in range M Scale to paper size Scalino Scaling _ Options For more details on printing review the CD ROM Wi
22. e and gentle exercises performed at the workstation can reduce muscle tension Ergonomically designed furniture chairs desks and computers are available which can be adjusted to suit employees of different shapes and sizes The work area may be able to be rearranged so that materials equipment and controls can be easily reached without stretching or twisting ema I need CHAIF Word Processing amp Producing Business Documents 29 44 EdSonic Copyright 2003 STRESS Stress is the body s natural response to pressured or stressful situations we find ourselves in and which we are not certain we can cope with effectively Situations that are unfamiliar or challenge or threaten us increase our level of stress There are many different levels of stress that can be produced in response to any given situation The level of stress you experience depends on your personality your state of health and many other factors You should not assume that stress is always a bad thing Stress comes with work and family responsibilities and is unavoidable It keeps us motivated and can provide a great sense of achievement once the stressful situation has passed otress also increases the level of energy and muscle tension in our body improving our ability to concentrate and meet demands A stress response is your natural reaction to pressure or a situation which may require higher energy levels to help you to cope T
23. e working conditions that involve repetitive or forceful movements or the maintenance of constrained or awkward postures The condition is characterised by discomfort and persistent pain oymptoms RSI often include swelling numbness restricted movement and weakness in or around muscles and tendons of the back neck shoulders elbows wrists hands or fingers It may become difficult to hold objects or tools in the hands affecting your ability to function at work and at home Symptoms can vary from person to person and may often involve more than one part of the body In the early stages the pain may be slight If action is taken immediately no damage is likely to occur If no action is taken the condition may get worse Pain may continue while doing other movements or even while not using the injured part of the body at all Pain generally stops with rest but prolonged periods of rest may be necessary to reduce severe pain If nothing is done to redesign the work to eliminate or reduce the risk of injury then permanent damage may result It is particularly a problem in office work keyboard typing clerical work mail sorting kitchen work cleaning hairdressing and among musicians Prevention can involve changes to the way your work is organised Reorganise the workload so that you can mix repetitive and non repetitive activities Frequent short rest breaks should be introduced if the job cannot be varied or rotated Simpl
24. elivered Envelope Face Format Allocation of Zones Service one Postage Return service Indicators eg one Address Adwerti si a Stamps etc may be Return Address etc rinted ere or on fla on bac Address zone envelope Indexing Zane For Barcode printing This area should be kept clear for Australia Post EdSonicy Pp Copyright 2003 Word Processing amp Producing Business Documents 29 32 EdSonic p Copyright 2003 Words such as Road Street Boulevard Drive Court Square or Avenue should be spelt out in full not abbreviated State names however can be abbreviated and the following abbreviations are the standard New South Wales NSW Victoria VIC South Australia SA Western Australia WA Tasmania TAS Queensland QLD Northern Territory NT Australian Capital Territory ACT To print addresses on envelopes using a Microsoft Word pre set template follow these steps Click on Tools Select Envelopes and Labels You are then able to enter your information in the fields Addresses on Envelopes taj Document Microsoft Word File Edit view Insert Format Tools able Window Help Acrobat LI tar R V Spelling and Grammar Language lA Normal Times N anguag E Envelopes and Labels Letter Wizard n and Add Ins Customize ri For more details on addressing envelopes review the CD
25. er Enumerated Paragraph XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX XXX XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX XXXXXXXXXXXXXXXXXXXXXXXXXXXX 47 Word Processing amp Producing Business Documents 29 48 EdSonic gt gt Copyright 2003 In the Blocked format all the lines can be aligned to the left of the page centred in the page aligned to the right of the page or justified equal left and right This is done 0 highlight the lines and clicking on the format buttons on the top of the page For paragraphs with indentations hanging paragraphs indented paragraphs or inset paragraphs vou can use the indentation task buttons on the top of the page To indent vou highlight the line or lines vou wish to indent Then click on the increase indent button The more vou click the deeper the indentation To decrease the indentation you simply use the decrease indent button ST Microsoft Word Edit View Insert Format Tools Table Window Help Sis GRY BBS coc Times New Roman le Aligned to the left Centred Aligned to the right Justified ST Microsoft Word Edit wiew Insert Format Tools Table Window Help 2708 88 00 Decrease Indent Increase Indent Word Processing amp Producing Business Documents 29 49 For numbered lettered or bulleted paragraphs use task buttons at the top
26. ere are some waste minimisation tips Recycling toner cartridges and print cartridges Use recycled cartridges for internal correspondence or draft correspondence Use the reverse side of already used paper for draft correspondence or notes Have a paper recycling bin or container for collection of used paper Use circulation slips on documents that need to be read by more than one person rather than photocopying the document for each person Putting bottles milk and soft drinks and cans in appropriate waste management collection boxes for collection Turning off lights not required if natural light is good Turn off lights at night Using power save options on equipment EdSonic gt gt Copyright 2003 Word Processing amp Producing Business Documents 29 47 P ACTIVITY ONE Contact your Workcover department in your state and request information on health and safety in the office or retail store environment Collect this information and show your trainer teacher what you have collected Save the material for future reference Research s EdSonic 3 gt gt Copyright 2003 Word Processing amp Producing Business Documents 29 SECTION SUMMARY Being conscious of your workplace practices especially in the area of safety will prevent injuries from taking place Start practicing proper posture and safe computer use immediately Speak to your employer if there is n
27. f Ask for additional lighting if current lighting is not good enough for the task Dont place lights especially portable lamps in positions or places where they might block access or injure people Use window blinds to control brightness or glare from the sunlight Keep your workplace tidy and ask colleagues to do the same so that natural light is not blocked Incorrect Layout Correct Layout EdSonic 3 gt Copyright 2003 Word Processing Producing Business Documents 29 46 RESOURCES A work station will require a level of consumables or resources These can be kept at the work station or in another location away from the work station The most efficient option is to have a work station fully resourced It is important though that the items are within easy reach and you do not have to twist and reach for items while at your desk This can cause problems with your back and neck The other option having your resources away from the desk does force you to get up and walk more Equipment resources especially ones that are shared should be well away from your desk Equipment such as laser printers and photocopiers can emit fumes Photocopiers printers and fax machines shared by others would cause a distraction to you This would reduce your efficiency MINIMISING WASTAGE Being conscious of wastage in an office has two advantages saves money for the business e Itis good for the environment H
28. h a user manual that is useful when learning to use the program or when in need some additional information We also suggest that you obtain a CD ROM copy of The Wizard s Assistant This is a very inexpensive training CD ROM on Word and many of the examples used in this section are graphically and verbally emphasised on the CD ROM Ask your teacher how you may obtain a copy of this CD ROM FORMATTING TEXT The letter of text is called a Font Fonts can be formatted in many ways They include Size Style Bold Italic Underlined Coloured 9 9 9 You perform font formatting in two ways A toolbar on the top of your screen would have style of font size of font bold italic underlining and colour buttons Ww Document Microsoft Word File Edit View Insert Format Tools Table Window Help Acrobat DSH S elT ssmeo wEBrB5 GE Inr Normal Times New Roman l2 5 B 7 U i uam A mi L L L R TSG a AN t Size Bold Italic Underline Colour Word Processing Producing Business Documents 29 45 The other method is to go to Format button on the top of the screen choose the font button and a screen will come up with all the ways you can format your fonts Ww Documentl3 Microsoft Word Format Button Format Format Tools Table Window Font Button Pr EH RIA Font Formattin g Box ELS Normal gt Bullets
29. he source of your stress the factor or situation that in some cases can have a positive effect on you and motivate you but at other levels will affect you negatively is called a stressor otress is found in all workplaces and can have both good and bad effects on individuals their work performance and their health and well being Efforts to control or manage stress levels when it is causing problems in the workplace should focus on changing the work environment or providing affected employees with help to reduce high levels of stress Your employer can only aim to reduce the amount of stress in your workplace It is unrealistic to assume any workplace could be made totally free from stress It is your employer s responsibility to reduce the level of stress in the workplace so it is manageable For any plan to manage stress in the workplace to be useful your employer must first assess the work environment and workers needs Problems or stress areas have to be properly identified To get an idea of the real causes of stress work surveys and a review of work practices can be useful Most workplaces have training programs to improve your skills and abilities Training programs can include coping techniques such as muscle relaxation meditation and time management Employers may also introduce lifestyle information into the workplace These can be in the form of pamphlets or newsletters which give information about health exercise and diet
30. ht 2003 DISPLAV OR COVER PAGES Do you understand how to insert clipart or WordArt to your display page TABLES Do you understand how to create a table in your document PROOFREADING SPELL CHECK AND EDITING Can you recall the things to check for on your draft copy of a document Do you know how to use the spell check to correct misspelt words HELP FUNCTION Do you understand the various ways the help function can assist with a prob lem FORMATTING TEXT Can you recall several ways Fonts can be formatted Do you know the steps to take to change letters PARAGRAPH HEADINGS Are you aware of the four basic styles of headings LINE SPACING Do you know the three options of line spacing HEADERS AND FOOTERS Do you know how to insert a header PAGE SET UP Can you recall the three different types of layout features for your page SAVING STORING AND PRINTING DOCUMENTS Do you understand why it is recommended that you save your work as it is be ing done CREATING NEW FILES Do you know why companies use a file name for their records PRINTING DOCUMENTS Can you recall the options the print function can give you Do you understand the two choices you have regarding how to print out your document Word Processing Producing Business Documents 29 62 SECTION THREE CONTENTS SECTION LEARNING OBJECTIVES SECTION INTRODUCTION SECTION SUMMARY EdSonic gt gt Copyright 2003 Word Proce
31. lt you just click Ignore If there many words such as names or terms that keep coming up as being misspelt and you know they are not you can Add the word to the dictionary and it will never come up again as being misspelt When you have finished the spell check click on Cancel to cancel the spell check function ral Document Microsoft Word VE Envelopes and Labels Letter Wizard Templates and Add Ins Customize tie DA pemi Fl m Ve ke ip Adobe A j 4 r t n m E Br For more details on spell checking review the CD ROM Wizard s Assistant Word Basics Spell Checking a W Formatting Documents Ww Printing And Graphics wW Advanced Features EdSonic gt Copyright 2003 Word Processing amp Producing Business Documents 29 44 EdSonic 5 Copyright 2003 HELP FUNCTION When you experience a problem or a new task you can use the built in Word Help feature There is a Help button at the top of your screen When you click on the button a menu will appear listing a series of topics Pick the topic you wish to have help with and a text box will appear with the information you requested You can also search the Help section by inserting a Keyword on the topic you need assistance on It will search the Help directory and present topic options closest to your search request Microsoft Word and other software programs come wit
32. mal meeting documents are kept on record for future reference or evidence Meeting documents include NOTICE OF MEETING Detailing the date time type of meeting location and the details of the meeting s purpose This document is sent prior to the meeting to notify those persons invited AGENDA This is a detailed listing of the order of events for the meeting It also details the time and place of the meeting The agenda also forewarns persons attending the meeting of their required contribution This allows persons to prepare for the meeting MINUTES OF THE MEETING This is the official record of the meeting The minutes outline Place and time of meeting Purpose of the meeting Attendees of the meeting Who is chairing the meeting the leader of the meeting Apologies of the meeting those invited but unable to attend Agenda items Review of previous meeting minutes Acceptance of previous meeting minutes Any resolutions motions or material decisions made material decisions are decisions that have an effect on the financial status of the company Date time and place of next meeting Time of meeting closure 9 9 9 9 9 Minutes are official legal records of a company s meetings and are considered to be legal documents Board meeting minutes are especially important and are legally required in public companies FdSonic 3 gt gt Copyright 2003 Word Processing Producing Business Documents 29
33. n Latte Fa Piling Label Lr li Wad Burdan Fa l I En ees lo Aem OO 4 n scm ial X as aD on For more details on standard letters review the CD ROM Wizard s Assistant Advance Features Templates Microsoft Word 2000 Word Basics Formatting Documents Advanced Features y Printing And Graphics EdSonic Copyright 2003 Word Processing Producing Business Documents 29 29 EdSonic gt Copyright 2003 EMAILS The email format is determined by the message box created by the email program To access this box you click on Create Mail on Microsoft Outlook Express or Compose on other email programs Similar to a Memo an email message box contains Aline to enter to who the message is to go to ACC if needed Subject line A text box for the body of the message g 4 9 d Fa Chi than Robin Lick m x pu Ta 0 gt gt LL L A a gn irre qme mn zh De Yes dumb Fase xm X 3 X735 at Sa 2 6 Land lind Check Sign Encnpi o C 27 Wa ti gt gt irg Mend vA Ez Bab Just to let you know NG Ene Star NS agemesw has scheduled a training session on the new product limes far the SpnNg season It well include the mew shoes ad boots EN will be e articular in
34. nd present to your teacher trainer for review ACTIVITY TWO Your store is having a month end sale to sell off all the excess Christmas wrappings and decorations In total there are twelve products to be put on sale Your manager has asked you to design a flier to be printed and distributed around the neighbourhood Be creative in your styles of fonts colours clipart and layout You can decide the name of the store and the sale details Save the flier on to a disk and present to your teacher trainer for review ACTIVITY THREE A customer has sent your company a letter complaining about some work that was done on their car Your company is a reputable business and prides itself on high quality workmanship and service The manager has asked you to send a return letter back apologising for the inconvenience and to offer a free service on the car The company s name is All Tune Car Service Pty Ltd and the manager s name is Kevin Henderson You are writing the letter for Kevin Henderson You decide on all the other details in the letter Save the letter on to a disk and present to your teacher trainer for review ACTIVITY FOUR You work for a company called Australian Paints Pty Ltd One of your customers has sent your office an order for some paint However one of the products has been discontinued and replaced with another type The sale manager has asked you to send the customer a fax and let them know about the discontin
35. nted wi Document 3 Microsoft Word File Edit View Insert Format Tools Table EH Mormal ge El Print Layout View Button Fi Header and Footer Opt Ww Document 2 Microsoft Word File Edit View Insert Format Tools Table Window Help Acrobat BcEGS8SIART 5B o c n Header emam AlAT Times Mew Roman le E U Header and Footer eske Insert AutoText MO 82 Header Text Box Switch Between Header and Footer For more details on headers and footers review the CD ROM Wizard s Assistant Word Formatting Documents Word Processing amp Producing Business Documents 29 52 EdSonic 3 gt gt Copyright 2003 PAGE SET UP Page set up allows vou to choose the lavout features of each page Thev include Landscape or Portrait positioning Margins Paper size To set up your page follow these steps Go to File Select Page Setup A box will appear that gives you all the features of page setup Once you have completed your setup close the box 9 9 9 W j Documenti 4 Microsoft Word Edit View Insert Format Tools Table Window Help Acrobat ey ge Ctrl O Ctrl P sa HI Paper Size Paper Source Layout Preview Adio x 297 mm E width 27 d Height fics Orientation Portrait Land
36. ntegral role You are reading a document right now as you are learning about how to create documents Business documentation today requires a certain level of professionalism in its layout There are standards that have been adopted by businesses and employers will expect employees to know those standards This course teaches you about language skills when writing This section also explains document formatting when using a word processing program Today documents are typed out on computers using a word processing program A word processing program enables the user to Create a document Save the document for later use File the document as a record of work completed Alter or modify documents as required Print documents 9 9 It is suggested that you are in front of a computer with Microsoft Word opened Microsoft Word is the most commonly used word processing program today We also suggest that you obtain a CD ROM copy of The Wizard s Assistant This is a very inexpensive training CD ROM on Word and many of the examples used in this section are graphically and verbally emphasised on the CD ROM Ask your teacher how you may obtain a copy Word Processing Producing Business Documents 29 22 D l fy y 2 TYPES OF BUSINESS DOCUMENTS This section will cover the basic business documents commonly used Memorandum Letters Standard form letters Facsimile cover pages Emails Agendas Mi
37. nutes Short reports One page flyers Envelopes Labels 99 9 9 FH 99 9 9 Many of the examples used within this section will have templates offered in Microsoft Word We will show you how to access those templates EdSonic Copyright 2003 Word Processing Producing Business Documents 29 23 MEMORANDUM Memorandum commonly known as a memo is an internally distributed document It is used to Communicate information Make a request Act as a cover sheet for other documents Introduce and explain new procedures Introduce and explain new products Announce meetings training sessions or other internal events 9 9 9 Memos are distributed by way of email printed copies distributed to all recipients or as a poster displayed for all to see FORMAT OF A MEMO There is a common layout for memos It contains the following components Who it is To Who it is From Who it may be CC to Carbon Copied Date of Memo Subject line Body of text Signature 9 9 9 9 A well structured memo will clearly state the message in a logical sequence A memo is usually brief and free of irrelevant information The use of bullet points or numbered paragraphs assists the reader to read and understand the message FdSonic 3 gt gt Copyright 2003 Word Processing Producing Business Documents 29 24 To produce a memorandum using a Microsoft Word pre set template follow these steps
38. ocuments 29 FdSonic 3 5 Copyright 2003 WORKSTATION DESIGN An ideal work station would include 9 9 Ergonomic adjustable typist s chair without armrests Monitor with anti glare screen Adjustable document holder Computer processing unit placed within easy reach to insert and remove disks Mouse on a mouse pad Keyboard placed at the edge of the desk Desk that is high enough to enable your upper arms to be at right angles to the keyboard REST PERIODS Injury prevention can involve changes to the way your work is organised Reorganise the work so that you mix repetitive and non repetitive activities Frequent short rest breaks should be introduced if the job cannot be varied or rotated Simple and gentle exercises should be performed at the work station to reduce muscle tension Word Processing amp Producing Business Documents 29 42 EdSonic gt Copyright 2003 NOISE The ability to hear is one of our most precious gifts Without it it is very difficult to lead a full life either on or off the job If sounds and noises are too loud they can permanently damage your hearing The danger depends on how loud the noise is and how long you are exposed to it The damage builds up gradually and you may not notice changes from one day to another but for most effects of noise there is no cure So preventing excessive exposure to noise is the only way to avoid hearing lo
39. of your page To number your pages you simply highlight the lines you wish numbered and click on the numbering task button It is the same button for lettering To change to letters follow these steps Click on Format Click on Bullets and Numbering Click on Numbered ST Microsoft Word Edit View Insert Format Tools Table Window Help HAAY t lt 7 Marmal Times New Roman i B 7 U E Numbers Letters Bullets You will have a choice of styles for both numbers and letters This format will remain until you change it again You also have a choice on the styles of bullets To view your options you would Click on Format Click on Bullets and Numbering Click on Bulleted W Documenti3 Microsoft Word File Edit View Insert Format Tools Table Window Help E A Font perfe Ey Paragraph Format Buttor E Bullets and Numbering Borders and Shading Bullets and Change Case ze AutoFormat Y Bullets and Numbering Outline Numbered a _Customize _ stomize __Cancel For more details on paragraph indentations review the CD ROM Wizard s Assistant Word Formatting Documents EdSonic 3 gt gt Copyright 2003 Word Processing Producing Business Documents 29 50 PARAGRAPH HEADINGS You can format the headings in your document to maintain consistenc
40. oise or lighting problems or if the work station could use upgrading EdSonic gt Copyright 2003 8 Word Processing amp Producing Business Documents 29 49 INFORMATION TECHNOLOGY CERT ll STUDENT SELF ASSESSMENT FdSonic 3 gt gt Copyright 2003 DID YOU LEARN THE FOLLOWING QUESTIONS ARE YES AND NO QUESTIONS IF YOU CANNOT ANSWER YES TO EACH QUESTION IT IS SUGGESTED YOU REVIEW THE MATERIAL AGAIN SECTION ONE POSTURE Do you understand some of the suggestions to promote good posture while working at the keyboard WORKSTATION DESIGN Can you explain what an ideal workstation should include REST PERIODS Do you know some of the changes you could make to insure injury prevention NOISE Do you know the maximum noise level allowed at work by the National Occupational amp Health amp Safety Commission Can You recall some of the ways you can reduce workplace noise levels REPETITION STRAIN INJURIES Are you aware of the symptoms of RSI Can you explain a few particular jobs in which RSI is more commonly found STRESS Do you know what your level of stress can depend on Do you know who should help try to reduce stress in the workplace LIGHTING Are you able to recall the problems poor lighting in the workplace could lead to Do you remember some suggestions that can improve lighting in your workplace RESOURCES Twisting to reach items at the desk can cause problems Do you
41. scape __Default Fault Word Processing Producing Business Documents 29 53 SAVING STORING AND PRINTING DOCUMENTS It is highly recommend that you save your work as you are doing it This prevents losing information or content if there should be a power failure or a computer problem The Save button is at the top of the screen and looks like a floppy disk ST Microsoft Word Edit View Insert Format Too SHA amp l I Times Mew Fi When you save the document for the first time you will be asked to provide a file name and a file directory where the document will be saved gt m ee fum jiehu Tbe 9 aott amp 6 7 T 450 0 27 Taceo tlio ile BT E mum oet D ave Button FdSonic 3 Copyright 2003 Word Processing Producing Business Documents 29 54 EdSonicy 5 Copyright 2003 CREATING NEW FILES When creating your own files you should put some thought into how you will structure a file system This is recommended so that when you want to retrieve saved files they are easily found In an office the company may have a set procedure on how your files should be saved In companies that use a central file server network computer system and logging system staff are required to save all records using a file name that will enable other personnel to access the record quickly and easily A logging system could look as
42. ss Your health and safety at work is protected by law Employers have a duty to protect employees and to keep them informed about health and safety matters The National Occupational Health and Safety Commission has declared a national standard for noise in the workplace as 85 decibels averaged over an eight hour working day The national standard also stipulates that noise in the workplace must never exceed 740 decibels at any time Most States and Territories have adopted this the national standard However you should check with the Occupational Health and Safety Authority in your State or Territory for the precise requirements for your workplace As an employee you have a responsibility to follow work safety guidelines and instructions Here s how you can contribute to reducing workplace noise levels Take a cooperative interest in workplace noise problems Help develop policies plans and work practices for dealing with noise problems Suggest possible noise controls for the machines you know and operate Assist management to design solutions Take responsibility for the preservation of your own hearing by using hearing protectors whenever necessary Word Processing amp Producing Business Documents 29 3 FdSonic 3 gt Copyright 2003 REPETITION STRAIN INJURIES Repetition strain injury RSI is the name given to a range of conditions usually caused or aggravated by poor work processes and unsuitabl
43. ss Documents 29 60 INFORMATION TECHNOLOGY CERT STUDENT SELF ASSESSMENT FdSonic 3 gt gt Copyright 2003 DID YOU LEARN THE FOLLOWING QUESTIONS ARE YES AND NO QUESTIONS IF YOU CANNOT ANSWER YES TO EACH QUESTION IT IS SUGGESTED YOU REVIEW THE MATERIAL AGAIN SECTION TWO TYPES OF BUSINESS DOCUMENTS Can you recall some of the basic business documents commonly used MEMORANDA Do you know what a memo is commonly used for Can you recall the components in a common layout of a memo FACSIMILES Do you know some of the items sent by way of faxes Can you explain how to produce a fax header sheet on Microsoft Word STANDARD LETTERS Do you recall the components of a standard letter EMAILS Do you know what an email message box contains SHORT REPORTS Can you recall what a short report is normally used for LABELS AND ENVELOPES Do you understand what should be on each of the lines of an address on an en velope Can you recall the things envelope to a business address should include LABELS Do you know how to pre set a template for a label using Microsoft Word FORMAL MEETING DOCUMENTS Do you know what an agenda of a meeting means The official record of a meeting is called the minutes Do you know what it out lines Word Processing Producing Business Documents 29 67 INFORMATION TECHNOLOGY CERT STUDENT SELF ASSESSMENT FdSonic 3 gt gt Copyrig
44. ssing amp Producing Business Documents 29 63 EdSonic 5 Copyright 2003 SECTION 3 PRODUCING SIMPLE DOCUMENTS WHAT OUTCOME CAN You ExPECT FROM THIS SECTION In this section you will use some of the functions described in the previous section to create real documents This section will describe some situations that you will convert into documents SECTION LEARNING OBJECTIVES On completion of this Section you will learn How to use word processing to satisfy needs How to lay out various types of documents How to print and save on disk your documents SECTION INTRODUCTION In this section you will have the opportunity to practice your basic skills in a collection of real documents To do this you will need a computer with Microsoft Word loaded on it You will also need a floppy disk Word Processing amp Producing Business Documents 29 64 Activity 87 D EdSonic 3 Copyright 2003 ACTIVITY ONE Your employer has arranged a supplier to present new products to all the store managers The presentation is to take place at the supplier s premises It will include a tour of the factory lunch and product demonstrations It will probably be an all day affair There are six store managers that should go to this meeting Your employer has asked that you prepare a memo to go to all the store managers You come up with the names and dates etc Be creative Save the memo on to a disk a
45. sts The accompanying picture shows the correct posture while sitting at a computer Some research suggests that a monitor position lower and farther away may be better The chair and keyboard are set so that the thighs and forearms are level or sloping slightly down away from the body and that the wrists are straight and level not bent far down or back If the table is too high to permit this you may be better off putting the keyboard in your lap You should be sitting straight not slouching and not have to stretch forward to reach the keys or read the screen Anything that creates awkward reaches or angles in the body will create problems Even a perfect posture may result in problems if it is held rigidly for long periods of time relax move and shift positions frequently If the hands are at an angle the nerves running through AN the wrist can rub 9 Keep your wrists hands in line with your forearm i4 A If your elbows are away from body it causes a static load the shoulders and upper Keep your elbows in and your arms which can lead to aching forearms horizontal at right in the upper back shoulders angles to your upper arms The wrists and forearms at an angle downwards and to the side both of which Hands and wrists should cause tendons in the wrist be in line with the forearms WRONG RIGHT Word Processing Producing Business D
46. t Tools Table Window Help Format Button Dc B lA Ne gem pp zu Paragraph ru Paragraph Button cred Tabs Paragraph Change Case Inderts and Spsdna Line and Baga Breaks je AutoFormat i kelt lr 5 By j Ta Kee 3 ine Spacing Options EdSonic 5 Copyright 2003 Word Processing Producing Business Documents 29 57 EdSonic 3 Pp Copyright 2003 HEADERS AND FOOTERS Many people insert headers and footers in their documents This document has both Headers usually describe the title of the section chapter or document The footer can contain the same details or reference numbers such as file numbers document reference or client customer reference Either the header or the footer can contain the page numbers To insert a header you would follow these steps Go to View at the top of your screen Select Header and Footer A header box will appear at the top of your page Type the header contents in the box 9 9 9 There will be a toolbar appearing as well This allows you to insert page numbers and switch between the header and the footer To insert content in footer you select the appropriate button on the tool bar Once you have completed inserting the header and footer details you can close the tool bar Both the header and footer will show up in the background of your document as faded text However it will print out as normal when the document is pri
47. terest ta you and your staff C V roam ma 2 re ate ma The session will be at the head off on Tues 73 January sodi The session will start at sharp should coNclude approximwtehy 4 50 Light refreshments and be served To If yeu have questions da nat PNsitate to conii me We will see you next Tuesday Regards Copy to veske Human Resources and Training H E bie Body of Message Orewa LI i GJ a mima Bi Cara ji Fleet paa a piney pana aac num Word Processing Producing Business Documents 29 30 EdSonic Copyright 2003 SHORT REPORTS Short reports are structured with a centred title and the name of the author of the report The report is broken up into sub headings with simple and concise text under each These reports are normally used for meetings presentations and training sessions BTN Waid Ele Ed yew pomi Format Toot Table dom Hep Acrobat wHOuMAST Eo es aw u p ZU EWWN EFEO 60 dr EREI oe rr n Binin IE Stock Holding Report NT d Prevented Bob Henderson r December 2002 Stock Levels January 2003 Stock Levels Word Processing amp Producing Business Documents 29 34 AUSTRALIA LABELS AND ENVELOPES 9 POST The following are guidelines published by Australia Post to use when addressing envelopes Typically the address should
48. ued product and suggest they consider the new product You decide on the customer names and details Save the fax on to a disk and present to your teacher trainer for review Word Processing amp Producing Business Documents 29 65 SECTION SUMMARY This section should have given you an opportunity to test out your knowledge on various functions and features of a word processing program At this stage it is important that you keep practicing Review the CD ROM Wizard s Assistant for more features that you can test out while practicing Word 2000 Word Basics W Formatting Documents Printing And Graphics at I Advanced Features Word processing is widely used in many office and retail workplaces Take the time to practice on some real on the job tasks whenever the opportunity arises gt Copyright 2003 Word Processing Producing Business Documents 29 NOTES EdSonic D gt Copyright 2003 66
49. understandable Print out a draft copy and check for Correct spelling of names addresses and specific details Accuracy of figures amounts reference and file numbers Correct dates and other details of facts Punctuation Analyse the layout of the document 9 9 9 Mark up your draft copy and return to your document and make the changes n a ay i mo Ks F j L T gf fm d a Chet ily y j F he fa F 4 5 P at e v P d af i e dr if u A af 4 m E jif f a A good web site for proofreading tips is at www ualr edu owl proofreading htm Word Processing Producing Business Documents 29 43 Microsoft Word has a spell check and grammar check function Automatic spell check will underline a word in RED if it is not spelt correctly or if it does not recognise the word Eg names You place your cursor on the underlined word and with your right hand mouse button click on the word A list of suggested spellings will appear You click onto the one that is correct and the misspelt word is replaced Manual checking of the spelling of a document is easy You follow these steps Click on Tools Select Spelling and Grammar Each misspelt word will come up with a list of recommended spellings You choose the correct one click Change and it will be replaced with the correct spelling If a name or a word you know is not misspe
50. us sources to support what you have learnt through this unit A Task is an activity that would require you to create develop or report on certain subjects processes or procedures related to the subject matter being taught Question 8 A Question activity will ask you to answer a series of gt questions to test your knowledge of what was presented in the course materials If you are currently employed in an office workplace or an IT environment many of the learning activities can be undertaken at your place of employment If you are not currently employed in an office workplace or an IT environment most of the activities simulate a working environment and or require you to research an operating office environment REQUIREMENTS For this course you will need a calculator access to a computer and access to the internet You will also need folders and files to store your written reports information gathered during your research and any notes you may create There are several times you are requested to present your folders and materials to your teacher for review and comment WORD PROCESSING amp PRODUCING BUSINESS DOCUMENTS NATIONAL CODE ICAITUOOGB OPERATE COMPUTING PACKAGES NATIONAL 042 ORGANISATIONAL DOCU MENTS USING COMMERCIAL COMPUTING PACKAGES NATIONAL 04 3 COMMERCIAL COMPUT ING PACKAGES NATIONAL
51. y throughout the document Headings come in four basic styles Major or first level heading Second level Third level Paragraph heading 9 9 To set heading styles highlight the heading and text box style button Click on the small arrow on the side and you will be given a choice of heading styles Once you go through and select your styles those styles will remain throughout the document Heading styles give the document more appeal and are used to break up topics or information in the document Documenti3 Microsoft Word File Edit View Insert Format Tools Table Window Help Acrobat SUA SR i BAT mw Gu r Times New Roman 2 BZ U E iz i 7 A n Default Paragraph Font wa Te il Heading 4 e Heading 2 pe Heading 3 pi Major Heading First Level Normal Second Level Heading Third Level Heading Paragraph Heading LINE SPACING There may be a need to adjust the spaces in between the lines of a paragraph or document This can be done by clicking on the Format button at the top of the screen and selecting Paragraphs after which a box will appear On the right hand corner of this box is the option of line spaces You can choose normal one and one half lines spaces or double spacing ral Document 3 Microsoft Word File Edit Vier I Format Forma
52. zard s Assistant Word Printing and Graphics Word Processing amp Producing Business Documents 29 56 Activity di ACTIVITY ONE n Answer the following questions A What is the purpose of a memorandum Question 6 D AE What is the purpose of an email What is the purpose of a business letter gt Copyright 2003 Word Processing amp Producing Business Documents 29 What is the purpose of a fax cover page Question 6 M What is the purpose of meeting documents Identify three common meeting documents Explain the purpose of a short report FdSonic 3 5 Copyright 2003 Word Processing Producing Business Documents 29 Explain the correct layout of an envelope Question 6 M EdSonic 3 gt gt Copyright 2003 58 Word Processing amp Producing Business Documents 29 50 EdSonic gt Copyright 2003 SECTION SUMMARY You should now have an understanding of word processing and the various documents that you may encounter when in an office or store environment Using and getting proficient with the programs require practice The next section will provide you with some exercises to build up your basic skills As you become more familiar with the use of the programs you will learn the many other features of Microsoft Word programs Word Processing amp Producing Busine
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