Operate a personal computer & Produce simple word processed documents

Operate a personal computer & Produce simple word processed documents BSBITU101 & BSBITU201

Directory • Operate a personal computer Slide 4 • Ergonomics Slide 5 • Your Workspace Slide 7 • Energy & Resource Saving Techniques Slide 9 • Conserving Resources Slide 10 • Legislation Slide 11 • Polices & Procedures Slide 12 • Pre-System Checks Slide 13 • Start Computer – Logging on / Operating Systems Slide 14 • Locating the Operating System on your Computer Slide 15 • Identifying Basic Functions & Features Slide 16 • Basic Computer Terminology Slide 17 • Using the Mouse Slide 21 • Navigating & Manipulating the Desktop Slide 23 • Customizing your Desktop Slide 24 • Creating Shortcuts Slide 27 • Control Panel Slide 28

Directory • Ribbon Functions Slide 30 • Toolbars Slide 32 • Produce Simple Documents Slide 33 • Word Processed Documents Slide 33 • Identifying Requirements for Document Layout & Design Slide 35 • Organising File Using Basic Directory & Folder Structure Slide 37 • File Manager Slide 38 • Filing Conventions Slide 39 • Using Templates to Create Documents Slide 40 • Letters Slide 42 • Guidelines for Writing a Letter Slide 43 • Writing Clearly & Concisely Slide 45 • Drafting & Presenting Correspondence in a Timely Manner Slide 47 • Headers & Footers Slide 49 • Mail Merge Slide 51 • Printing Documents Slide 52 • Label & Envelopes Slide 53 • Overcoming Problems with Document Presentation & Slide 54 • Production

OPERATE A PERSONAL COMPUTER • A computer can let you do things like create letters and other documents, create your own pictures, and manage your finances quickly and easily. When combined with access to the internet, a computer can enable you to communicate with people around the world, and can give you access to a wide range of information on almost any topic you can imagine. • Before you use a computer there are several things that need to be considered to eliminate injuries through repetitive tasks, incorrect ergonomics or unsafe equipment. • The first slides refer to ergonomics, energy and resource saving techniques, legislation and policies and procedures. All of these things are extremely important to ensure your health and well being whilst performing your day to day tasks.

ERGONOMICS • Ergonomics is the study of the relationship between people and the tools of their occupation. In particular, ergonomics focuses on the physical interface between the worker and the way he or she uses the tools of their job. A tool such as a computer workstation is said to have good ergonomic design when it can be easily adjusted to fit the user. With good ergonomics, the user does not have to contort their body or perform repetitive movements in ways that could cause discomfort, strain or injury. • Due to the large emphasis on the use of technology in the workplace, one of the most common hazards is the use of the computer. Sitting in front of the computer, looking at the screen and using the keyboard for extended periods of time can result in back pain, sore wrists and hands, stiff neck and shoulders and eyestrain. • This discomfort can be minimised with a well designed and correctly adjusted workstation that supports correct posture. An understanding of office ergonomics principles, good workplace layout and managing tasks to incorporate regular postural breaks is also important. • Your telephone, computer, keypad and files should be in easy reach. Good ergonomics is not having to turn or stretch or contort your body to reach anything. If you continually have to reach or twist and turn whilst you are working you will strain muscles causing discomfort and pain.

Ergonomics • Ensure that your workspace is set up to suit you. There is also a range of equipment that can also assist you to ensure your health and safety whilst at the computer. • Ergonomics applies to: • Posture • Prevention of fatigue and injury • Comfort and safety • Environmental factors, such as lighting and noise • Job, workstation and equipment design • Ergonomically-sound work practices and equipment will help employees to: • Be more efficient • Reduce or eliminate work-related injury • Increase job satisfaction

Your Workspace Display Monitor: Should be positioned so the distance from the eye to the screen can be adjusted. The centre of the screen should be angled at 15 to 25 degrees below eye level. This will alleviate neck and shoulder pain and strain on your eyes. It should also be tiltable. Chair:Should be easily adjusted, have back support and be fitted with castors (preferable five) Posture: Should be as shown with right angles at the elbow, hip and knee. Your head should be held in a neutral position facing straight ahead with the eyes gazing forward or slightly down. Footrest: This may be needed if your feet do not comfortably reach the floor. Your feet should reach and touch the floor in a flat, relaxed manner Support Items: Support items that can be used to assist you with following the WHS objectives are: Keyboard support tableDocument HoldersAnti Glare Screens Office lighting and room temperature should be comfortable to all.

YOUR WORKSPACE Quick tips to assist you when working at the computer • Your chair should be adjustable and your feet should be flat on the floor. Use a foot rest if they do not reach • When sitting at your desk, sit up straight and avoid leaning forward. • Your thighs should be horizontal with a 90o to 110o angle at the hip • Elbows should be bent at a 90o angle, forearms horizontal with the desk and wrists should be straight. • Monitors should be placed to the side of any light source. Anti-glare screens may be attached to the side of your monitor • Another way that glare may be reduced is by tilting your screen forward • The height of the top of the screen should be just below eye level, this will alleviate shoulder and neck strain • The mouse should be kept as close as possible to the keyboard • Items that are used regularly should be within comfortable reach of both hands to avoid unnecessary twisting and turning. • To avoid sitting for long periods of time, every 30 minutes or so stand up and walk around. Take a break and don’t eat at your desk. • If you use a laptop for a long period of time request a separate keyboard and mouse to alleviate strain on your wrists • Further information – Office Ergonomics • If you are using a laptop advice can be found at: http://education.qld.gov.au/health/pdfs/healthsafety/laptopuse.pdf

ENERGY AND RESOURCE SAVING TECHNIQUES The overall objective of organisational policies and statutory requirements is to reduce the harmful health and environmental impacts of waste. In order to meet this objective, it is particularly important to: • Reduce the amount of office waste • Encourage staff, suppliers & contractors to minimise the volume of packaging used & recover and recycle packaging where practicable. • Process all waste in accordance with legal requirements and best practice • Provide facilities to recycle waste paper, cardboard, plastic, glass, toner cartridges and cans • Manage heating and air conditioning across the organisation to ensure the most efficient use of energy • Monitor data on energy and resource consumption in all areas • Encourage staff to save energy through activities to raise awareness in the workplace and art home • Promote a “Lights Out Policy” to ensure lights are switched off overnight and when not needed • Monitor, record and audit water consumption in buildings wherever possible • Use water-efficient appliances and equipment • Install and maintain flow restricting devices and more efficient technologies where it is practicable to do so • Ensure all leaks and faults are dealt with in a reasonable time frame

Conserving Resources • This is to use resources in such ways to provide the most efficient, economic and environmentally sustainable use. Conserving resources in a green office by using the three “R’s” • OTHER WAYS TO HELP CONSERVE RESOURCES IN THE WORKPLACE ARE: • Switch off power and lights when not in use • Set equipment to power saving mode • Reuse paper for rough drafts, notepaper • Preview documents before printing • Double side print wherever necessary • Use a paper recycling bin for all waste paper • Install power saving light bulbs • Bring your own cup to work • Turn computers, monitors, printers and copiers off at night when not in use. • Keep air conditioning vents clear of blockages and free of dust • Close the door when air conditioning is on • Complete Activities 1 & 2

Legislation • Over 300 people will injure themselves in the workplace on any average day in Australia. This is why it is important to have a good knowledge of the WHS Policies and Procedures that are in place in your organisation. You are usually informed of these policies and procedures when your induction is carried out on your first day of employment. If you have not been advised of the policies and procedures you should ask your supervisor or manager about this. • To protect the health and safety and welfare of all workers, management and employees must abide by the relevant legislations. These are just a few listed below. • The legislation that regulates safety in the workplace is The Workplace & Health & Safety (WHS) Act • The Privacy Act 1988 ensures that information and data your organisation maintains about its customers is protected. • The Anti Discrimination Act is designed to promote equality of opportunity for everyone by protecting them from unfair discrimination in certain areas of activity and from sexual harassment and certain associated objectionable conduct • The Equal Opportunity Act is designed to ensure that every person can participate freely and equally in areas of public life, such as in the workplace. This legislation is governed by the Anti Discrimination Act. • The Manual Handling Code of Practice provides advice on assessing risks associated with general work station activities. • Activity Sheet Task 3

OPERATING A PERSONAL COMPUTER Policies & Procedures • Workplace policies are statements that outline how the businesses day to day operations will be undertaken, as well as how the business will meet legislative and regulatory requirements. Policies provide a direction for an organisation and assist in defining what needs to be done. • Procedures are step by step instructions on how to perform tasks and duties. Procedures provide specific guidelines for carrying out an organisational policy or responsibility. • For every policy a procedure should be written so that staff members know how to carry out their job in the correct manner. • If you are unsure of the policies or procedures that apply in your workplace, you should ask a more experienced co-worker to assist you, or refer to your organisation’s guidelines or manuals. A Policy & Procedure Manual is a record of the agreed policies and practices of the organisation and should be readily available to all staff.

OPERATING A PERSONAL COMPUTER Pre-System Checks: • Most businesses now use computers for typing and saving their documents and files. Computers are considered to be fairly safe pieces of electrical equipment; however there are a series of pre-start checks that you should carry out before using them. • The following should be considered:

OPERATE PERSONAL COMPUTER START COMPUTER – LOGGING ON • Most computers have an on/off button on the front of the machine. The operating system will automatically start when you turn the computer on. The operating system loads the programs and checks for connections to: printers, keyboard, mouse ect. When you turn on the computer, which is known as booting the computer, a start up screen will appear. You will be asked to provide your username and password. • Generally your username and password which will be supplied by the system administrator, this is to ensure the individual is recognised by the system. Once you have logged in for the first time you will be given the option to change the password. If an incorrect username and/or password has been entered the system will not allow access. • The username and passwords are case sensitive and must be entered exactly as they were originally set up. OPERATING SYSTEMS https://www.youtube.com/watch?v=mpd8w05dNQk • An operating system (OS) is the most important system software that runs on a computer. It manages the computer memory and processes, as well as all of its hardware and software resources and provides common services for computer programs. It also allows your to communicate with the computer without knowing how to speak the computer’s language. All computer programs, excluding firmware, require an operating system to function. • There are several types of operating system examples include: • Microsoft Windows Server 2003 or Microsoft Windows Server 2008 • Windows XP, Vista 7 • GNU • Mac OS • Novell New Ware • BSD • Linux

OPERATE PERSONAL COMPUTER LOCATING THE OPERATING SYSTEM ON YOUR COMPUTER • From the “Start Menu”, click on “File Explorer” followed by “This PC”. Right click on “This PC” and select “Properties” A screen will appear with the details of the operating system that is on your computer Activity Sheet Task 4

OPERATE PERSONAL COMPUTER IDENTIFYING BASIC FUNCTION AND FEATURES USING SYSTEM INFORMATION: • The computer is primarily made up of a monitor, keyboard, mouse and a base unit (system unit). • The System Unit is made up of the other computer components, such as: • Hard Drive • DVD/CD player • The Memory • Motherboard • Power supply • CPU (Central Processing Unit)

OPERATE PERSONAL COMPUTER BASIC COMPUTER TERMINOLOGY: • PC or Base Unit – A PC (Personal Computer), often referred to as a base unit, system, machine, rig or box, is a collection of hardware (electronic components) which function as a unified system through the use of software (programmed instructions) • CPU – The CPU (Central Processing Unit) is the single most important component of a PC. It is typically a thin square chip which is seated firmly on the motherboard, usually covered by a large metal heatsink and fan to cool it. The CPU controls and coordinates the actions of the entire PC under instructions from software. It has the role of determining which hardware component does what, assigning tasks and undertaking complex calculations which are then fed through the various relevant components and back. In human terms – the CPU is the brain. • Motherboard – the motherboard, also called the mainboard is the large rectangular plastic Printed Circuit Board (PCB) into which a large range of electronic components are connected in a PC. The motherboard provides a network of pathways for the CPU to communicate to the various hardware components, and a range of ports for standard peripherals and devices to plug into the PC. • Memory – RAM (Random Access Memory), also called system RAM or just memory, is the most common form of computer memory hardware used by a PC. RAM usually comes in long thin sticks of set sizes that plug into the motherboard and through it provide a place for the CPU and other components to temporarily store information. RAM only holds information while the PC is on; if a PC is rebooted or switched off, any information in RAM is instantly cleared. • Memory – ROM (Read Only Memory) is a permanent form of member, works similar to RAM, however, unlike RAM it can only be read from and not written to under normal circumstances, it will not clear when the system is rebooted or switched off. ROM is primarily used to hold small amounts of important information, such as the BIOS (Basic Input Output System) – the program which tells the computer how to function when it is first switched on – stored on the ROM chip in the motherboard.

OPERATE PERSONAL COMPUTER BASIC COMPUTER TERMINOLOGY: • Hard Drive – The hard drive is a semi-permanent storage area that acts like memory, except it is slower and far larger. The hard drive is a rectangular metallic box inside which is a stack of round platters and a read/write head. The hard drive plugs into the motherboard’s IDE (Integrated Drive Electronics) controller, SATA (Serial Advanced Technology Attachment) controller or SCSI (Small Computer System Interface) controller depending on the drive type and the motherboard type. Whenever the PC requires information, it must first be read from the hard drive, usually into RAM, from where it is then accessed by the CPU and other devices. • Desktop – The background (image) displayed on the computer monitor/screen • Icon – Small symbols, pictures on the screen; used the mouse to open (click on) specific tasks, programs. • Taskbar – The bar at the bottom of the desktop; displays programs currently open. • Notification area – The area at the bottom right of the screen in the taskbar which displays the date, clock, volume control ect. • Program/Application – Software that is used for specific purposes; examples are Microsoft Word, Microsoft Excel, Microsoft Publisher, MS Paint • Hardware – Parts of the computer or device attached to a computer that can be physically touched or seen and moved around; examples are the keyboard, mouse, printer • Software –consists of a complex series of very simple instructions that tell the hardware what to do (such as add two numbers together). Although software can be written that talks directly to the hardware, it is typically written in a computer programming language (like C+ or Java) as it is easier for humans to understand. • Applications (or programs)- these are built on top of your operating system and enable you to get things done with your computer. Examples of applications include: word processing (Microsoft Word), databases, spreadsheets (Microsoft Excel), internet browsers (Internet Explorer) and games.

OPERATE PERSONAL COMPUTER BASIC COMPUTER TERMINOLOGY: • Peripheral – A peripheral generally refers to any external device attached to a PC (hardware), such as a mouse, keyboard, printer or digital camera. The term “peripheral” is used specifically to indicate that the device lies outside the periphery of the PC case. • Operating System – Software that gives a set of instructions to a computer; essentially runs the computer, and example is Office 365, Microsoft Windows or Apple MacOS. It enables you to do basic things like move and copy files, start application software and access hardware like your digital camera or DVD drive. • Windows – A box that opens when any program or task is performed. • Mouse – Controls a pointer on the screen to give the computer instructions. • Keyboard – Hardware used for entering text and numbers; an alternate way to give instructions • Cursor – The position indicator on the screen controlled by moving the mouse. Typically, the cursor is a pointing arrow. In word processing (or typing text), a cursor appears as an I-beam, a special type of pointer that appears between two characters. On a web page the cursor changes to a small hand-pointing image when it moves or hovers over a specific object. • Input devices – Input devices are the hardware that is used to input information. These include: • Keyboard (to key information) • Scanners (scanning images) • Touch (as in touch screens) • Voice activated input devices (microphones) • Mouse • Joysticks • Each input device must have the relevant software that has been programmed to understand commands.

OPERATE PERSONAL COMPUTER BASIC COMPUTER TERMINOLOGY: • Output Devices – Output devices are the hardware that produces a visible copy of the instruction we have given or input into the computer. If we pressed a letter on the keyboard, the CPU knows which program we are using (Word) and understands that we want a specific letter to appear in the document. We want to be able to see the letter show up on the screen. The screen is an output device. Output devices are: • Screens (also known as monitor, VDU (Visual Display Unit) or VDT (Visual Display Terminal) • Printers • Speakers • Modem – This is a device that connects the computer to a telephone line. A modem is essential to connect to the internet. Modems can be “Internal” or “External” to the CPU • You Tube Videos – • Hard Drives, RAM, and Solid State Drives - https://www.youtube.com/watch?v=kjD5OUroAh4 • Parts of a Computer - Overview of CPU and peripherals - https://www.youtube.com/watch?v=uzwiY59-pGk • Learn about the different types of ports and connectors on a computer - https://www.youtube.com/watch?v=-_qRnwx6c_8

OPERATE A PERSONAL COMPUTER - MOUSE Using the Mouse • Rest your hand on the mouse so that your forefinger and middle finer are resting on the left mouse button and right mouse button, respectively Your thumb, ring and little finger will rest on the sides of the mouse, and your palm will rest on the remaining portion of the top of the mouse No need to grip the mouse tightly, hold loosely so that you feel comfortable. Rest your wrist on the table. • The mouse should be placed on a flat surface or mouse pad, buttons facing up. The mouse pointer or cursor position moves when the mouse is moved across a flat surface. • Mouse buttons and operation • Click – press the left mouse button once with your forefinger, which is resting on the button. This will move the mouse pointer or text cursor to that location on the page. • Double-Click – rapidly click the left mouse button twice. This is often done to select/highlight a word or open a programme. • Click and Drag – To drag means to hold down the left mouse button down while moving the mouse. An example would be to highlight or select text. Click (single click, left button) where you want to begin, drag the cursor to the end of the desired text. Release the mouse button. The text is now selected. To select one word, double click on it. • Drag and Drop – some items can be moved by clicking on the item, holding down the mouse button and dragging the item to a new location. • Right-Click – click the right mouse button once to display extra functions. A new menu list of options will appear. • Hover – holding the mouse over an icon or toolbar button without clicking will bring up s short explanation of its function.

OPERATE A PERSONAL COMPUTER - MOUSE Scrolling • Scrolling means moving up and down or across within a webpage or another computer window. This is done by using the mouse to move the scroll bars on the side and bottom of the screen. • You can also use the scrolling wheel on top of the mouse to move up and down the screen.

OPERATE PERSONAL COMPUTER NAVIGATING AND MANIPULATING THE DESKTOP • Once you have logged into the computer you will be presented with a screen that has several objects (known as icons) • This screen is known as the monitor or desktop and is shown below: • You are able to customize the look of your desktop by adding or removing icons. See next slide. • Watch the How To Customize The Start Menu and Taskbar On Windows 10

OPERATE PERSONAL COMPUTER CUSTOMISING YOUR DESKTOP: • From the Start Menu select the Settings Icon • A screen will appear with several options • Select – Personalization • Activity Sheet Task 5

OPERATE PERSONAL COMPUTER Themes allows you to change the Icon Settings, Mouse Pointer and Sound Settings CUSTOMISING YOUR DESKTOP - BACKGROUND • From the Personalisation screen you may change the Background Image, Colour and how the image fits onto the screen

OPERATE A PERSONAL COMPUTER CUSTOMISING YOUR DESKTOP – CHANGING ICONS: Once you have selected Desktop Icon Settings a screen will appear similar to the one below. For an example we will change the Icon for the Recycle Bin. Select the box for Recycle Bin, then select “Change Icon” Another Screen will appear with a variety of icons for you to select. Choose an icon that relates to the Item and select Apply. The icon you have selected will appear. Select here for another example of how to customise your desktop

OPERATE A PERSONAL COMPUTER DESKTOP ICONS: • The desktop icons may vary to suit the user, some of the most common icons are: • Network devices • Recycle Bin • Files • Directories/Folders • Shortcuts • SHORTCUTS: • Commonly used files can be set as a Shortcut on your desktop, this will enable you to select this icon rather than going to the start menu each time to locate the file.A shortcut also makes it much easier and quicker to access programs, folders and files and not have to dig through the My Documents folder or other folders on the computer to find a file. A shortcut folder may have an icon in the bottom left corner to identify that it is a shortcut. However, deleting a shortcut does not remove the original file. • Activity Sheet Task 6 • Create Desktop Shortcut for a File or Folder: • Navigate to the file or folder on your computer. ... • Right click the file or folder. ... • Skim down the menu that appears and left click the Send To item on the list. ... • Left click the Desktop (create shortcut) item on the list. ... • Close or minimize all open windows. • Another way is to Click and drag the folder to your desktop home page and the shortcut will be automatically be created for you

OPERATE A PERSONAL COMPUTER • CONTROL PANEL: • From the Start Menu either select or search for “Control Panel”. As you can see below this screen provides you with options to adjust many of the computer settings. It is also where you would access to remove unwanted programs from your computer, adjust the clock or date settings and back up or fix problems with the software. • Activity Sheet Task 7

OPERATE A PERSONAL COMPUTER – CONTROL PANEL • SYSTEM AND SECURITY – From this link you are able to review your computers status and resolve issues, troubleshoot common computer problems, change User Account control settings, check firewall status, view the amount of RAM and processor speed, see the name of the computer. Change battery settings, change what the power buttons do, change when the computer sleeps. Save backup copies of your files with File History, backup and restore system software, restore files from backup. Manage storage spaces, Free up disc space, Defragment and optimize your drives, View event logs, Schedule tasks. • NETWORK AND INTERNET – This link is used for system network and internet and allows the user to view network status, connect to a network, view network computers and devices. Change your homepage, Manage browser add-ons, Delete browsing history and cookies. • HARDWARE AND SOUND – This link is used to add or delete hardware to your device, such as a printer or a scanner. It is also where you can change default settings for media or devices, setup to play CD’s or other media automatically. Adjust system volume, change system sounds and manage audio devices. As mentioned above in System and Security you are also able to change the battery settings, when the computer sleeps or what the power buttons do. The Display option allows the user to adjust the text and other items either larger or smaller. • PROGRAMS AND FEATURES – This link is used to Uninstall a program, Turn Windows features on or off, View installed updates, give directions on how to install a program, Set your default programs and change default settings for media or devices. • APPEARANCE AND PERSONALIZATION – This link allows the user to personalize their computer. It provides the option to change the background theme on the monitor, Change sound effects and change the screen saver. It also allows them to change the display mode by adjusting text and other items to either larger or smaller. • Clock, Language and Region – This link allows the user to set the time and date on the task bar and format it to their preference, add additional clock for different time zones and to also allows the user to change the language preference. Once this is selected windows, apps and websites will appear in the language selected.

OPERATE A PERSONAL COMPUTER - FUNCTIONS • A window is part of a program/application. Each time that you open a program or application it is opened in a window. Each window will have basic parts. • Ribbon Functions – The panel at the top of the file or program which displays the various functions is called a Ribbon. Minimise Maximise Close • Title Bar – shows the title of the open file or program. When this document is first opened the Title will be shown as Document 1 – Word. Once the document is given a title and saved it will then appear as the given title. • Each of the headings on the Title Bar provide a variety of options relating to that Heading. For example – Insert – Allows you to insert clip art, shapes, hyperlinks. • Help Menu – with Windows 10 the help option can be found in the centre of the ribbon with other systems may have a ? In the top right hand corner. You would type in what you need assistance with and the software program will provide you with a set of options. Using the commands Alt+Q will access the help option on your computer also. Other means of gaining help are, Workplace manuals, style guides or documents related to the organisational standards. • Activity Sheet Task 8

OPERATE A PERSONAL COMPUTER – FUNCTIONS RIBBON FUNCTIONS – • File – Provides you with options to open a New document, Open an existing document, Save your document, Save your document as a PDF, Print, Share, Export and Close • Home – Is your main tab which provides all of the options listed previously, such as Font, Size, Alignment, Styles • Insert – This function allows you to insert pictures, hyperlinks, Shapes, Charts, Header, Footer, Page Number, blank pages and much more into your document. • Draw – Allows you to draw or sign documents by using your mouse or touch • Design – Provides you with a range of Themes, Styles, Colours, fonts, Page Borders or Watermarks • Layout – This function is for how you set out your document, the Orientation – Portrait or Landscape, the various margins, size of your page, use of columns, breaks, Indentations • References – This functions allows you to insert a Table of Contents into your document, Insert Endnote or Footnote, Cross Reference • Mailings – This function is used for Mail Merges, Typing Labels or Envelopes. • Review – As it states, this function is used to review information such as Spelling and Grammar, Word count, Thesaurus, Insert comments into a document and to Restrict Editing of a document. • View – Here you may view the layout of your document in Read or Print mode, activate the Ruler, Gridlines or Navigation Pane on the screen. View documents side by side, as one page or multipage and Zoom to increase size. • Acrobat – this function allows you to create PDF documents, create and attach PDF to email and mail merge.

OPERATE A PERSONAL COMPUTER - TOOLBARS • Basic Options on you toolbar are: • Save Undo Redo Bold Italic Underline Font Colour Align Left Align Centre Align Right Font Font Size Bullets Numbering • For further information go to Customise the Ribbon in Office and https://www.gcflearnfree.org/word2016/ • How to use the Microsoft Word Ribbon • There is also a Ribbon at the bottom of the screen displaying icons. Start Menu Search Task View Zoom Internet Access Volume Date & Time Notifications • When you hovering over an icon, an description of the icon will be displayed. • To adjust the date and time you can use either the control panel option or right click on the date and time and a menu screen will appear. • Look at the toolbar on the computer you are using. Hover the mouse over an icon and it will reveal the functions for the icon. • Quick Access Toolbar functions - https://support.office.com/en-us/article/Customize-the-Quick-Access-Toolbar-43fff1c9-ebc4-4963-bdbd-c2b6b0739e52 • Activity Sheet Task 9

PRODUCE SIMPLE WORD PROCESSED DOCUMENTS • The purpose of word processing software is to allow the user to manipulate text and apply basic formatting or design features to their documents. It has helpful tools to create a variety of documents, such as allowing the user to insert pictures, links, watermarks, graphs. Some of the many functions of Word are, formatting your text by using the Bold or Underline functions, Checking your spelling and grammar, editing, saving and printing documents. • DOCUMENT PURPOSE, AUDIENCE AND PRESENTATION • Many organisations require different types of word processed documents to carry out their operations. Before you produce a document you should find out why the document needs to be created, clarify the task requirement and know who the intended audience is. Make sure you know your organisations preferred presentation style. You may also be required to use templates that predefine the organisations style, or they may request that you design a template to the specifications outlined by your supervisor/manger. • PURPOSE – Sharing information is important in all organisations. Word processing information is a common way of producing information for distribution, this could be an agenda for a meeting, information for clients about upcoming events. If you are asked to produce a word processed document, the first thing you should clarify is the purpose of the document, this will determine the way it is planned and designed. For example, if the document is to provide detailed information for an upcoming staff meeting, you may need to collect information from colleagues before compiling the document. • AUDIENCE – You need to be aware of the audience of the document. You need to keep in mind who it is intended for and decide how the information should be presented. You need to consider the information needs of the audience and how detailed the information should be. • PRESENTATION REQUIREMENTS - Most organisations have developed policies and procedures for how they would like documents to be presented. How you present your document will enhance the audience’s ability to understand it.

PRODUCE SIMPLE WORD PROCESSED DOCUMENTS WORD PROCESSED DOCUMENTS – https://www.gcflearnfree.org/word2016/ • A variety of documents are used by organisations, these include: • Memos • Agendas • Minutes of Meetings • Reports • Flyers • Letters • Mail Merge • Labels • Envelopes

PRODUCE SIMPLE WORD PROCESSED DOCUMENTS IDENTIFYING REQUIREMENTS FOR DOCUMENT LAYOUT AND DESIGN • Most organisations require employees to adhere to specific document and layout designs when creating documents this is known as a style guide. This may include using standard templates or using corporate letterhead for certain types of documents, rules for the type of font or layout for documents. Style Guide Example. • Margin Width • for business correspondence - Letterhead to use, size and version number • Font type and size • Spacing of text and paragraphs • Alignment of text • Use of Header/Footer • Document reference details – Such as file name and path • Use of logos • Signature block and document sign-off • The document layout and design helps to identify an organisation and demonstrates the organisation’s professionalism and culture to those who are to receive the communication. It is therefore important that care is taken in design and layout, and that it adheres to the corporate image of the organisation that it represents.

PRODUCE SIMPLE WORD PROCESSED DOCUMENTS • You may be given guidelines or specific instructions on how to produce a document for a particular purpose. If you are, it is important to follow them. This could relate to the content of the document or the format and layout of the document. • Clarify instructions and task requirements if needed with your manager, supervisor or whoever gave you the task and ask questions if you an unsure of what to do. This will ensure you use the correct format and information based on end-user requirements and your organisational standards. • If you have an idea on how the content or format of a document could be improved speak to your manager, supervisor or the person who allocated the task. • Developing skills in proofreading and editing will help you produce documents that are free from errors. If errors are identified, make the amendments and conduct a final proof-read before printing the document and submitting it to your supervisor. • Spelling or grammar may be checked by selecting Review/Spelling in the Ribbon and the layout may be checked by selecting Print Preview in your printing options. This will ensure the format meets task requirements and organisational standard for design, layout and consistency. Manuals, training booklets and online help and help desks can be used to help solve problems that arise when producing word processed documents. • Save – When you are creating documents the most important thing to do is to continually save. There is nothing worse than putting a lot of time and effort into creating a document and the computer crashes or the power fails and you loose your document. When you first create a document it is recommended that you give the document a name and save it to a folder appropriate to the content. You should continually select save whilst working on the document to avoid loss in the event of those mentioned. • Watch this quick video on Checking Spelling and Grammar

OPERATE A PERSONAL COMPUTER/PRODUCE SIMPLE WORD PROCESSED DOCUMENTS ORGANISE FILES USING BASIC DIRECTORY AND FOLDER STRUCTURES • Computer files are the same as the paper files you put into a filing cabinet with folders, with the exceptions that they are stored on a computer and made from data instead of ink. The filing cabinet is the storage device. When you open the cabinet you open a folder before looking at the file/s within that folder. On a computer your hard drive is the storage device or electronic filing cabinet. When you open the hard drive you open a folder before looking at the file/s within that folder. The computer has the ability to store hundreds of files in one folder. Another is the ability to have many folders within one folder. These are know as sub-folders and can also store hundred of files within them. The main storage areas are called, Folders, Program Files and Users. Organisations implement naming conventions to ensure files and folders can be relocated by employees when required. The naming conventions for files and folders would be outlined in the Style Guide. • Network Drives - A network drive is a storage device on a local access network (LAN) within a business or home. Within a business, the network drive is usually located on a server or a network-attached storage (NAS) device. There may be several drives on your computer in which to store folders and information. The main drives are Public – where information stored in this drive can be shared with others. The other drive is the H or Home Drive – information in this drive may only be accessed by the user. • Back Up of Data - It is important to ensure that all data is safe. Loss of data is a high risk and therefore data should be backed up on a regular basis. Data can be lost through file corruption, accidental deletion as well as through power surges, computer break downs and fire. Information needs to backed-up on a regular basis, depending on the type of information this may be done daily, weekly or monthly. Back up devices could include, CDRoms, USB, External Hard Drives. These items should then be stored off site of in a fire proof safe to ensure the security and safety of the information in the files. Files can be compressed and zipped to minimise files size. However they cannot be used until they are restored to the computer.

OPERATE A PERSONAL COMPUTER/PRODUCE SIMPLE WORD PROCESSED DOCUMENTS FILE MANAGER • It is also important that files are named correctly and stored in the correct folder – so that they can be easily located. • There may be a specific drive where you need to save your work. Ensure you are familiar with the folder structure of your organisation and that you understand where files are needed to be stored. This could also be outlined in the organisations style guide/manual. • It is also important that the information is secure; this can be done by use of passwords. Passwords can be allocated to individual files or the system as a whole. By designating security levels on an individual basis, each person can only access the information they need. Access can be full, read-only or no access at all. • For further information go to: • http://www.microsoft.com/resources/documentation/windows/xp/all/proddocs/en-us/app_win_explorer.mspx?mfr=true • http://msdn.microsoft.com/en-us/library/windows/desktop/bb540531(v=vs.85).aspx • Please watch the following Youtube Tutorials to assist your understanding on File management. • File Management Part 1: Learn the core concepts of file management, including folders, filenames, and file extensions. • File Management Part 2: Learn basic file management techniques in Mac OS and Windows • File Management Part 3: Learn to move and copy files in Mac OS and Windows. • File Management Part 4: Learn to work with compressed ZIP files in Mac OS and Windows

OPERATE A PERSONAL COMPUTER/PRODUCE SIMPLE WORD PROCESSED DOCUMENTS • Filing conventions • Every organisation will have their own document filing protocols. A business might establish a centralised filing system (all the records are kept in the one place) or a non-centralised system (departments within organisations have control of their own records). Documents may be filed electronically or in hard copy – or a combination of both. • Files may be classified in a number of ways, seven of the most common classification methods are: • Subject - Records are classified according to the subject matter and arranged alphabetically. • Alphabetical - The most commonly used method of filing, the alphabetical system places files in alphabetical order according to the customer surname or business name, e.g. the telephone book • Chronological - Chronological filing sorts records by date. It is used in conjunction with other filing methods. • Keyword - A particular word is used as the subject classification and specific descriptors are also allocated to further classify the information • Geographical - Information is indexed alphabetically according to geographical location. Eg: Australian States and Territories are indexed first, followed by the city, town or suburb • Alpha-numerical - Systems combine both letters and numbers in a file reference number • Numerical - Each file or piece of information is filed in relation to the number assigned to the file, eg: customer number; invoice number • Example: You may be filing correspondence received from a customer, this may be kept in the Customer files section (subject); which are stored in alphabetical order (by surname), and the content of each file may be stored in chronological order, with the most recent correspondence being placed on top.

PRODUCE SIMPLE WORD PROCESSED DOCUMENTS USING TEMPLATES TO CREATE DOCUMENTS • Used in the context of word processed software, a template refers to a sample document that has already some details in place; these can be adapted , that is added/completed, removed or changed, differently from a fill-in-the-blank approach as in a form. • Once the template is completed, the user can edit, save and manage the result as an ordinary word processing document. • Word processing templates enable the ability to bypass the initial setup and configuration time necessary to create standardized documents such as a resume or memo. • Word processing templates are ordinarily included as a regular feature in most word processing software. In addition, users of such software often have the option to create and save their own templates, to acquire them from the original vendor of the software, or from third parties. • In Word, select – File –New – A list of options will appear. • Templates can be formatted to any style your organisation prefers, they ensure that particular kinds of word processed documents are always produced in the same style. The following video will explain how to create a document using online templates. Create a document using templates.

PRODUCE SIMPLE WORD PROCESSED DOCUMENTS USING TEMPLATES TO CREATE DOCUMENTS - The following are a description of just some of the various word processed documents used in a work place. • Memos – – A memo (a brief note) is used to send information to people in an organisation. A memo might be used for a general announcement regarding office policies, safety procedures or new working conditions. It could be correspondence between an employee and their supervisor regarding leave applications, meetings instructions or performance. It could be used for correspondence between teams or departments about new projects, timelines or meetings. Example of a Memo • Flyers – A flyer is a piece of paper that is distributed to a wide audience to advertise an event, product or service. An organisation may produce a flyer to post to clients to inform them of a special offer or to let staff know about an upcoming event. The point of a flyer is to attract people’s attention and interest them in the flyers content. Example • Agendas – An agenda is a list of items to be covered at a meeting. Agendas are also used to specify the events at a conference or to inform people of the events in any kind of business activity. When you attend a meeting, you will be given an agenda beforehand so that you are aware of what will be discussed and you will be able to follow the proceedings. Word has Agenda templates that you can use to create an agenda. Select the Office button, New and Agendas. • Minutes – Minutes are a written record of what occurred in a meeting. A list of participants is recorded as well as details of all issues discussed. Minutes are written at the time of the meeting and are often placed on a server where all employees can access them. It may be your responsibility to record and type meeting minutes so you should ensure you know where to locate the previous minutes in your workplace. By looking at these you will be able to follow the same layout. • Reports – A report is a document that outlines information about an activity in an organisation. Writing a report is a way of communicating organisational information to a wide audience. Reports often include a lot of details that need to be collected from multiple people within an organisation. For example, there may be several teams working on a project and the progress of the entire project needs to be recorded in one report. To access a variety of report templates, select the Office button, New and installed templates for Reports.

PRODUCE SIMPLE WORD PROCESSED DOCUMENTS • Letters – There are many different kinds of letters used in a business for a variety of different purposes such as: • Letters of acknowledgement – used to confirm that an organisation has received a letter. Example • Letters responding to complaints – When responding to a complaint from a customer you need to offer a solution to the problem, for instance you might offer to replace the goods or give a refund. These letters are sometimes called letter of adjustment. Example • Covering letters – Used to briefly describe what is being sent. For example, if you are asked to forward a report to a client, you may need to draft a covering letter. This simply informs the client that they will find the relevant documents attached. Example • Letters of confirmation – These are used to confirm a agreement that you may have made with a client over the phone or in person. For example if you have arranged a meeting with a client at a particular time and date you would confirm these details in you letter. Example • Letters of Inquiry – may be used to request information. It should be brie, to the point and courteous. It may refer to the availability of a function room for an event. Example • Letters of request – used when you require a specific service. For example you may request a quote for the cost of booking a function room for a presentation. Example

PRODUCE SIMPLE WORD PROCESSED DOCUMENTS • GUIDELINES FOR WRITING A LETTER: Although organisations may have specific requirements, all business letters have some common features. Any letter can be broken down into the following parts: • Letterhead – The organisation’s letterhead is the area of the letter that includes the organisation’s address, contact numbers, email addresses and sometimes a logo or slogan. Most organisations have pre-printed paper with a letterhead. These details are usually printed at the top of the page, but can also be at the bottom, or down one side of the paper. • Date – In Australia, it is common to write the date in day-month-year order, for example, 30.11.2017. You may receive letters from countries that use the US system of month-day-year order, for example, 11.30.2017. For this reason, it is usually better to write the month in full, for example, 30 November 2017. The date is usually written at the top of the page below the letterhead. • Inside Address – The inside address is the address of the person being written to. The inside address usually sits below the date but always on the left hand side. • Greeting – the greeting consists of “Dear” followed by the correct title and name of the person being written to. For example, Dear Mrs Robinson or Dear Sir/Madam if you are unsure. • Subject Heading – A subject heading may be included to draw immediate attention to the content of the letter; for example, Re: 2017 Outdoor Furniture Catalogue. The subject heading is included below the greeting • Body of the Letter – The body of the letter is the main text. The paragraphs start with an acknowledgement, and then lead into the subject, which is followed by an explanation or argument. Finally a conclusion is written, ending on a positive note. • Close – Different words are used to close or sign off a letter. The words used depends on who the letter is addressed to and how formal or informal it is. “Yours sincerely” and “Yours faithfully” are the two most common closes to a business letter. It is generally advised to use “Yours sincerely” if you do not know the persons name and “Yours faithfully” if you have opened with the person’s name. • Signature – the person responsible for the letter should sign their name, with their name and position typed below their signature. Leave four lines of blank space under the close to make room for the signature.

PRODUCE SIMPLE WORD PROCESSED DOCUMENTS GUIDELINES CONT: • Enclosures – If the letter includes other documents, the number and details of enclosures can be written a couple of lines below the signature block, after the notation “enc” or “Encl.” • Copies – If copies have been forwarded to other people, their names can be listed below the reference to enclosures, after the notation “cc”. • Letter Styles and Formats – Different styles of letter writing go in and out of fashion. Letter layouts such as “full-block”, “block” and “semi-block” are preferred by some organisation and avoided by others. • Full-block layout is the most common format to use when drafting letters. Some of the features of full-block layout are: • All typing is aligned to the left side of the page • All punctuation outside the body of the letter is left out (this is called open punctuation) • Paragraphs are kept short for easy reading. • Example of a Full-Block Letter

PRODUCE SIMPLE WORD PROCESSED DOCUMENTS WRITING CLEARLY AND CONCISELY: • When you produce something in writing you need to think about the way you write. Your communication will be more effective if you follow a few basic guidelines. • Your writing should be: • Clear • Concise • Courteous • Correct • Free of jargon (slang) • Accurate and complete • Clear writing is easy to understand. Always use plain English, meaning simple words, short sentences and short paragraphs. Never use a long or technical word if a simple word will do. Paragraphs should only contain one thought or idea, and no longer than five or six lines. Clear writing means that the reader is less likely to get confused. • Concise writing uses as few words as possible to relay information. To write concisely, you need to explain exactly what is meant, avoid repetition and don’t include unnecessary information. Include specific details and definite statements. Think carefully about what needs to be communicated and only include information that is relevant to the situation and the receiver.

PRODUCE SIMPLE WORD PROCESSED DOCUMENTS WRITING CLEARLY AND CONCISELY: • Courteous writing is polite and respectful. This means that you show respect for the reader as a person. It involves being tactful and making sure your writing doesn’t offend your reader. Avoid words that might provoke a negative response, such as, you said or you claimed or you didn’t. Try and be positive, not negative. Courteous writing also uses an appropriate tone, which means that the language of your message is appropriate to the audience. A couple of things to remember when writing a business letter are: • Don’t use contractions; for example write “you are” not “you’re” • Don’t use slang, jargon or clichés • Always refer to people by their correct titles; for example, Mr, Mrs, Ms or Dr • Correct writing follows specific rules and styles for business writing. Most organisations will have their own style guide for everyone to follow which ensures all documents have a certain company look. • Accurate and complete writing means that as far as possible the information and language should be correct. Providing the correct information can be possible if you double-check things such as names, times, dates, figures and phone numbers. Correct spelling and punctuation is also important and easy to check with inbuilt software such as Spelling and Thesaurus in the Review ribbon on your computer. • Your document must also be complete. This means that you have included all of the information that your reader needs to know or want. Try to read the communication from the recipients point of view, do you understand clearly what you are trying to say? • Punctuation Examples

PRODUCE SIMPLE WORD PROCESSED DOCUMENTS DRAFTING AND PRESENTING CORRESPONDENCE IN A TIMELY MANNER: • As with any other task, it is important to meet the requirements of your workplace. When drafting business correspondence, this might include observing deadlines, or writing and presenting your correspondence in a timely manner. Whatever you are drafting, be sure that the information is passed onto the correct people within the given timeframes. • Some written messages may be marked “urgent” and must be dealt with immediately, most will have to be prepared by a certain time and date. Some messages may have no timelines so you will have to use your judgement to prioritise your tasks • Along with deadlines there may be other organisational requirements you will need to meet. These requirements may be set out by: • Managers/Supervisors – to ensure organisational policies and procedures are followed • Legislation – ensure your language is free from discrimination • Australian Standards – a national framework that provides a level or standard that organisations are required to meet in their operations. • When drafting business correspondence, these requirements might direct that you: • Check your draft and present your work for approval to your manager or supervisor • Make amendments as directed • Pass on messages taken electronically

PRODUCE SIMPLE WORD PROCESSED DOCUMENTS DRAFTING AND PRESENTING CORRESPONDENCE IN A TIMELY MANNER: • Check your draft and present your work for approval to your manager or supervisor – Once you have compiled your draft you should read over the document, check it for spelling, grammar, style, format and accuracy. Check that the tone of your document is appropriate to the reader. You should then present your document to your manager, supervisor or a colleague for feedback and approval. • Making amendments – in most cases any amendments that you need to make will be clearly marked on the draft copy of your document. You can then make these changes, print the document again and present it again for approval. • Passing on messages electronically – With technology being a big part of organisations now days, you will find that you will be required to pass on any message received electronically to the person/s involved. This may be done by email or text message and is a quicker method to distributing to the appropriate party. You must ensure that all details are correct before sending, such as Name, Phone number or email address. HEADERS AND FOOTERS • Headers and footers are used to record common information about a document. A header is found at the top of the document above the top margin; a footer is found at the bottom of the document below the bottom margin. In some cases, templates may include a header that contains the organisation’s letterhead with a logo and contact details. You may be required to insert a heard or footer that contains more information, including the organisations name, time, date, document title and file name. Most of this information is available as predefined fields in the ribbon under the insert button or you may need to type in the information that is required. Most organisations will have specific guidelines to follow regarding the information contained in a header or footer. In many cases this information will be of a smaller font to the document.

PRODUCE SIMPLE WORD PROCESSED DOCUMENTS HEADERS AND FOOTERS • Headers and footers are used to record common information about a document. A header is found at the top of the document above the top margin; a footer is found at the bottom of the document below the bottom margin. In some cases, templates may include a header that contains the organisation’s letterhead with a logo and contact details. You may be required to insert a heard or footer that contains more information, including the organisations name, time, date, document title and file name. Most of this information is available as predefined fields in the ribbon under the insert button or you may need to type in the information that is required. Most organisations will have specific guidelines to follow regarding the information contained in a header or footer. In many cases this information will be of a smaller font to the document. • INSERTING A HEADER OR FOOTER • There are two options on how to insert a Header or Footer • Option 1 – Double click at the top or bottom of the document. Your Header and Footer will appear along with a ribbon with various options. As from my example I double clicked on the bottom of the page (Footer) you will not that there is an option “Go to Header”. Once I have entered my Footer details I can select this option and it will direct me to the top of the document where I am able to insert my “Header”. Document Info enter predefined information to your document such as File Name/File Path/Document Title Date and Time enters the current date and time to your document.

PRODUCE SIMPLE WORD PROCESSED DOCUMENTS HEADERS AND FOOTERS • Option 2 – from the Ribbon select “Insert” a ribbon will appear with a range of options – In the Header & Footer section you would select either “Header” or “Footer”. • From the drop-down options a selection of styles will be displayed for you to choose how you wish your information to appear. • Watch this short video to demonstrate how to insert Headers and Footers USING APPROPRIATE SOFTWARE FUNCTIONS AND FORMATTING • The following videos will demonstrate the additional software functions and formatting options with Word software. • Page Layout • Line and Paragraph Settings • Using Indents and Tabs • Breaks • Columns • Hyperlinks • How to copy and image to a word document • Lists • Add Borders and Shading • Activity Sheet Task 10 - 14

Operate a personal computer & Produce simple word processed documents