Prepare To Produce Documents

Produce simple word processed documents
Every lesson set up your workstation to meet Ergonomic Standards

This competency is an elective and as such is not assessed in the HSC examination.
However, many of the principles within this competency are also present in
Deliver a Service to Customers and Work Effectively in a Business Environment
which are both assessed in the HSC.
By the end of this competency you should be able to demonstrate the following
performance criteria;
Evidence of the ability to:
 produce documents following correct ergonomic, conservation requirements

and organisational policies and procedures
 adhere to organisational style manual when formatting documents
 refer to help function and user documentation to rectify document problems
 use system features
 follow designated timelines when preparing documents.
To complete the unit requirements safely and effectively, the individual must:
 identify basic formatting styles and their effect on formatting, readability

and appearance of documents
 describe purpose, use and function of word processing software
 outline organisational requirements for ergonomics, work periods and
breaks, and conservation techniques
 describe what is contained in an organisational style guide.
Word processing is computer software that processes text. Word processing assists
users to create documents (letters, reports, essays, diary entries etc.) and replaces
the typewritten and handwritten methods of the past.
Prepare to Produce Documents

When producing word processed documents it is important to adhere to the safe
work practices for ergonomic standards as outlined in Developing Keyboard Speed
and Accuracy. Review this now if you are unsure of these standards. Most
organisations will have requirements regarding safe work practices and it is
important that workers are familiar with these. These can include;
 checking cords for frays and tangles
 checking work space for trip hazards
 not drinking around electronic equipment to avoid the possibility of spills
 Turning off equipment when not in use
Task 1: Create a Google Doc titled 'Produce Simple Word processed

Documents'. Outline 3 ways a Business can conserve energy and resources.
Pauses and Breaks
Once you have correctly set up your computer look at good work habits. Prolonged
sitting will inhibit circulation and take a toll on your body.
Take short 1-2 minute stretch breaks every 30 minutes. After each hour of
work take a break from tasks for at least 5-10 minutes. Always take a break from
your computer during lunch breaks.
Avoids eye fatigue by resting and refocusing your eyes periodically. Look away
from the monitor and focus on something in the distance.
Rest your eyes by covering them with your hand for 10-15 seconds.
The documents created should have a specific purpose, be written with

the audience in mind. There are a number of different kinds of documents that can
be created depending on the purpose and audience, an understanding of the
purpose and use of these documents is beneficial when choosing the correct
document type. Some of these documents include;
 briefing notes
 electronic mail
 facsimiles
 general correspondence
 handwritten and printed materials
 internal/external memorandums
 telephone messages
 proformas
 forms
 letters
 acknowledgement
 claim
 adjustment
 confirmation
 enquiry
 covering letter
 receipts
 customer/client records.
Task 2:
Create a table with 3 columns in a Google Doc titled 'Purpose and Audience of
documents'. Title the first column document type, the second column purpose
of document and the third column audience. In the first column, copy and
paste the above document types and identify the purpose and the audience of
each.
Most organisations have a style guide or organisational standards that are required
when producing documents. These guidelines inform the document creator of how
a document should be set out and the requirements the organsiation has in regard to
design. Examples of these are types of font, line spacing, letterheads, industry
conventions, copyright issues, inclusions and many other requirements dependent
on the industry.
Here is an example of an industry guideline for writing documents.

Task 3:
Create a Google doc titled 'Writing Standards'. Copy and paste the following
passage into the Doc.
How To Use a Telephone
While there are various types of telephones, ranging from landlines to

mobiles, and PABX to single line phones, most telephones function in a similar
fashion. To answer the telephone, locate the handset and bring it to your ear.
Respond to the
caller with your organisations approved greeting. To make a telephone call,
locate the telephone number of the individual you wish to contact. Dial the
number into the telephone using the keypad. Wait for the call to connect and
then address your contact appropriately. When using the telephone, ensure
that you keep all cords, handsets and base away from water as this may
impair the functioning of these devices. Also, be careful not to tangle any
cords, as this may damage them.
Once you have done this change the following;e
1. Change the font to Times New Roman size 12

2. Change the heading 'How to Use a Telephone' to font size 14, underline
and bold
3. Center the heading
4. Create a sub heading after greeting called ' To make a telephone call'
this should be bolded and left justified
5. list the instructions as bullet points
Produce Documents
Documents should be formatted to ensure they have a professional business look.
Most software packages have a number of different formatting options such as
paragraph alignment, font style and size, bold, italics and underlining, quick style
paragraphing, indenting and other special formatting options.
There are four available paragraph alignments to format your documents. They are;
 align text left - all work in the paragraph will be aligned at the left margin,
 align text right - all work in the paragraph will be aligned at the right
margin,
 centre align - all text will be centred on the page and
 justify - will align the paragraph with even left and right edges.
Task 4:
Copy and paste the above paragraph 4 times into a Google Doc titled
'Alignment' and demonstrate each of the alignments. Then try out a few
different fonts and text sizes, change text colour, bold, italics and underlining.
Below is a list of some common word processing short cuts.

Using Help
Word and Google Docs provides you with resources to help solve problems you
may encounter. To browse help press the F1 key to display the word help window
or click on the ? icon in the top-right of your screen. Clcik a category to expand the
list and click the appropriate topic. Choose an article that seems most relevant to
your query.
Task 4: Search for information on how to create Headers and Footer.
 open Microsoft word

 Click the ? Help icon or F1
 Click in the search box and type Headers and Footers
 Click on the appropriate topic and view and/or print the help
instructions
Finalise Documents
The final thing that must be done when creating documents is to check the
document for accuracy and make necessary changes. This should be done before
printing the document. Most word processing programs will have a spell check and
a grammar check.
Task 5: Create a document called "spell check", locate the spell check feature
in word and take a snapshot of the tool bar and paste into the document. Now
locate the spell check feature in Google Docs and take a snapshot of the tool
bar and paste it into the same document.
Organisations often have standards for printing that must be adhered to and often
this includes double sided printing to save environmental resources. It is important
that all documents are created within designated timelines and to meet
organisational requirements.
Once the document has been finalised it needs to be saved into the appropriate
place according to organisational standards.

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Produce simple word processed documents

Every lesson set up your workstation to meet Ergonomic Standards

 produce documents following correct ergonomic, conservation requirements

 identify basic formatting styles and their effect on formatting, readability

Prepare to Produce Documents

Task 1: Create a Google Doc titled 'Produce Simple Word processed

Pauses and Breaks

The documents created should have a specific purpose, be written with

Here is an example of an industry guideline for writing documents.

How To Use a Telephone

While there are various types of telephones, ranging from landlines to

Once you have done this change the following;e

1. Change the font to Times New Roman size 12

Below is a list of some common word processing short cuts.

Task 4: Search for information on how to create Headers and Footer.

 open Microsoft word

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