NATIONAL QUALIFICATIONS CURRICULUM SUPPORT

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Qualifications. Users of all NQ support materials, whether published by Learning and Teaching
Scotland or others, are reminded that it is their responsibility to check that the support materials correspond to the requirements of the current arrangements.
Acknowledgement
Learning and Teaching Scotland gratefully acknowledges this contribution to the
National Qualifications support programme for Business.
The publisher gratefully acknowledges permission from the following sources to reproduce copyright material: Microsoft clipart © 2010 Microsoft Corporation.
© Learning and Teaching Scotland 2010
This resource may be reproduced in whole or in part for educational purposes by educational establishments in Scotland provided that no profit accrues at any stage.
2 OFFICE SKILLS: AN INTRODUCTION (ACCESS 2, BUSINESS)
© Learning and Teaching Scotland 2010

Introduction
Summary
Outcomes
Assessment
How will I learn?
Curriculum for Excellence
Office skills
Getting started
Office equipment
Knowing your equipment
Role play
Word processing
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4 OFFICE SKILLS: AN INTRODUCTION (ACCESS 2, BUSINESS)
© Learning and Teaching Scotland 2010

INTRODUCTION
The aim of this unit is to give candidates realistic and practical experience in undertaking supervised activity relating to office skills and keyboarding.
1. Describe the use, including basic care, of common office equipment.
2. Demonstrate office skills under supervision.
3. Use a keyboard to carry out activities under supervision.
Outcome 1
Describe the use, including basic care, of common office equipment.
Requirements
(a) Commonly used office equipment is identified correctly.
(b) The use of the identified equipment is described correctly.
(c) The basic care required to maintain identified equipment in a usable condition is explained correctly.
Outcome 2
Demonstrate office skills under supervision.
Requirements
(a) Office skills appropriate to an allocated activity are demonstrated correctly.
(b) The allocated activity is carried out according to instruction, including correct sequencing, timing and organisation.
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INTRODUCTION
(c) The allocated activity is carried out in accordance with health an d safety instructions specified for the learning environment and the activity.
Outcome 3
Use a keyboard to carry out activities under supervision.
Requirements
(a) The allocated activity is carried out according to instruction.
(b) The allocated activity is completed to the standard given in the instructions.
(c) The allocated activity is carried out in accordance with health and safety instructions specified for the learning environment and the activity.
Outcome 1
You will be asked to answer 10 short questions about the different types of office equipment, their use and how to look after them.
Outcome 2
You will be asked to complete two different office activities which you will record in a personal log or diary. Your teacher/tutor will observe these activities and ensure that you complete them.
Outcome 3
You will be asked to complete two practical exercises. During the two exercises you should produce a hard-copy, with evidence that amendments have been made. Your teacher/tutor will o bserve your performance and ensure that you have completed it by using a checklist.
All activities could be recorded in your personal log or diary.
6 OFFICE SKILLS: AN INTRODUCTION (ACCESS 2, BUSINESS)
© Learning and Teaching Scotland 2010

INTRODUCTION
To help you understand the information that you need to pass this unit, your teacher/tutor will teach this unit using a PowerPoint presentation.
The show is split into the three outcomes and it will help you to complete the tasks in this workbook.
Your teacher/tutor may mark tasks, or they may ask you to give it to a classmate to do peer marking. You may be asked to mark your classmate’s work. This is a good way to learn and will help you to improve your own skills.
WORKING IN A BUSINESS ENTERPRISE: AN INTRODUCTION (ACCESS 2, BUSINESS)
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INTRODUCTION
By completing this unit, learners have the opportunities to develop as:
Effective contributors with:
 improved interpersonal skills
 knowledge and experience of the wider environment
 sound environmental practices and principles
 knowledge and skills that add value to learning for work
 problem solving skills.
Successful learners developing:

ICT skills
 knowledge and skills that add value to classroom experiences
 core skills in problem solving
 improved literacy and communication skills
 the ability to listen and follow instructions
 a range of business terminology
 engagement and stronger motivation to learn.
Confident individuals where:
 practical achievement underpins confidence and selfesteem is raised
 reflective self-assessment and improved self-image are developed
 improved personal effectiveness and coping strategies are developed
 positive behaviour is established.
Responsible citizens who:
 share their experiences with others
 through the variation in learning and teaching approaches, can be afforded the chance to establish a more enterprising attitude.
8 OFFICE SKILLS: AN INTRODUCTION (ACCESS 2, BUSINESS)
© Learning and Teaching Scotland 2010

OFFICE SKILLS
Before you start your training course on office equipment you will need to make up a name badge for yourself. This allows other people on the course to know your name.
1.
Your teacher/tutor will give you a bit of cardboard. Fold it in half and write your name on the front.
Discuss the next two questions with your classmates and your teacher/tutor.
2.
Look at everyone’s name tags. Are they neat and clear?
3.
Can you think of another way of making them more attractive?
The picture below will give you a clue to the answer:
WORKING IN A BUSINESS ENTERPRISE: AN INTRODUCTION (ACCESS 2, BUSINESS)
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OFFICE SKILLS
Answer the questions below.
1.
Which company do you work for?
______________________________________________________
2.
What is your job (job title)?
______________________________________________________
3.
Name the tasks which you might do in your new job.
______________________________________________________
______________________________________________________
4.
Can you think of any other tasks not mentioned?
______________________________________________________
______________________________________________________
10 OFFICE SKILLS: AN INTRODUCTION (ACCESS 2, BUSINESS)
© Learning and Teaching Scotland 2010

OFFICE SKILLS
Take a minute and have a think of any other pieces of equipmen t that you may use in an office. Have a look around the room. Discuss with your classmates.
Now look at the pictures on the next page. What equipment can you see?
Write down the names of as many pieces of equipment as you can. Put each piece of equipment into the correct column below.
Office stationery Office sundries Office appliances
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OFFICE SKILLS
Picture 1
Picture 2
12 OFFICE SKILLS: AN INTRODUCTION (ACCESS 2, BUSINESS)
© Learning and Teaching Scotland 2010

OFFICE SKILLS
Look at the pictures below. Name each piece of office equipment, then put an X beside the column you think it belongs to.
Appliance Stationary Sundries
______________
______________
______________
______________
______________
WORKING IN A BUSINESS ENTERPRISE: AN INTRODUCTION (ACCESS 2, BUSINESS)
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OFFICE SKILLS
Appliance Stationary Sundries
________________
______________
______________
______________
_________________
14 OFFICE SKILLS: AN INTRODUCTION (ACCESS 2, BUSINESS)
© Learning and Teaching Scotland 2010

OFFICE SKILLS
Office equipment posters
You are now going to be split into three groups: office appliances, office stationery and office sundries.
Each group is going to design a poster showing as many types of office equipment as possible. Work as a team and help each other.
You will need:
 old catalogues
 the internet
 scissors
 glue
 poster paper.
Search through the internet and old catalogues looking for pictures of office equipment.
Print off pictures from the internet or cut out pictures of your type of office equipment from the old catalogues provided and stick them o nto your poster.
WORKING IN A BUSINESS ENTERPRISE: AN INTRODUCTION (ACCESS 2, BUSINESS)
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OFFICE SKILLS
Now that you know the names of different types of equipment and what category they belong to, you are going to learn how to use them. Your teacher/tutor will demonstrate first.
We are going to start with the largest office appliance that can be found in an office!
Read the riddle below and guess what piece of equipment it is describing.
What am I?

I am large.

I eat paper and then spit it out again.

People sometimes call me a copy cat.
Write down what you think I am here:
__________________________________________________________
16 OFFICE SKILLS: AN INTRODUCTION (ACCESS 2, BUSINESS)
© Learning and Teaching Scotland 2010

OFFICE SKILLS
You are going to photocopy a document by following the instructions on page 12.
Take the picture of the photocopier on the following page out of your folder.
Don’t panic! If you get stuck your teacher/tutor will help you.
What can I do now?
Now try and photocopy one copy of the document .
Try and reduce and enlarge the document – your teacher/tutor will show you how to do this.
WORKING IN A BUSINESS ENTERPRISE: AN INTRODUCTION (ACCESS 2, BUSINESS)
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OFFICE SKILLS
Test copy
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© Learning and Teaching Scotland 2010

OFFICE SKILLS
Photocopying
Checklist for : ______________________________________________
Give your classmates help or advice when doing this task.
Task Achieved
Achieved with support
Lift lid on photocopier.
Place original sheet in correct position.
Close lid.
Key in the number of copies required.
Press copy button.
Collect copies from output tray.
Lift lid.
Collect original copy.
Close lid.
Did you find it difficult or easy to use?
With a partner, discuss how you felt it went. Ask your partner what you could do better.
WORKING IN A BUSINESS ENTERPRISE: AN INTRODUCTION (ACCESS 2, BUSINESS)
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OFFICE SKILLS
Read the riddle below and guess what piece of equipment it is describing.
Can you guess what it might be?
What am I?

I can send and receive paper messages.

I look like a telephone but I am smarter than that !
Write down what you think I am here:
_________________________________________________________
20 OFFICE SKILLS: AN INTRODUCTION (ACCESS 2, BUSINESS)
© Learning and Teaching Scotland 2010

OFFICE SKILLS
You will need:
 office equipment brochures
 scissors
 glue.
Look through the brochures and search the internet to try to find pictures of different types of fax machines.
Cut out some pictures and glue them into the box below.
Fax machines
WORKING IN A BUSINESS ENTERPRISE: AN INTRODUCTION (ACCESS 2, BUSINESS)
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OFFICE SKILLS
Look at the pictures below. Which fax machine is similar to yours?
(Teacher/tutor to change picture accordingly.)
Tick the correct one.
22 OFFICE SKILLS: AN INTRODUCTION (ACCESS 2, BUSINESS)
© Learning and Teaching Scotland 2010

OFFICE SKILLS
Look at the picture of the fax machine below. Fill in the blank spaces using the words from the word bank.
(Teacher/tutor to change picture accordingly.)
Telephone Paper in
Number keypad
Screen display
Paper out
WORKING IN A BUSINESS ENTERPRISE: AN INTRODUCTION (ACCESS 2, BUSINESS)
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OFFICE SKILLS
Can you find out the fax number of your school?
The school fax number is
__________________________________________________________
What is the number of the business education department fax machine?
The business education department fax number is
__________________________________________________________
24 OFFICE SKILLS: AN INTRODUCTION (ACCESS 2, BUSINESS)
© Learning and Teaching Scotland 2010

OFFICE SKILLS
Read the riddle below and guess what piece of equipment it is describing.
What am I?

You can type words and numbers into me and I display them on a screen.

You can use me to surf the net.
Write down what you think I am here:
__________________________________________________________
WORKING IN A BUSINESS ENTERPRISE: AN INTRODUCTION (ACCESS 2, BUSINESS)
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OFFICE SKILLS
You will need:
 a computer linked to the internet
 scissors
 glue.
Log on to your computer and search the internet to try to find pictures of different types of computers.
Cut out some pictures and glue them into the box below.
Computers
26 OFFICE SKILLS: AN INTRODUCTION (ACCESS 2, BUSINESS)
© Learning and Teaching Scotland 2010

OFFICE SKILLS
Read the riddle below and guess what piece of equipment it is describing.
What am I?

I can be handled.

I am used to give and receive spoken messages.
Write down what you think I am here:
__________________________________________________________
WORKING IN A BUSINESS ENTERPRISE: AN INTRODUCTION (ACCESS 2, BUSINESS)
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OFFICE SKILLS
What should you say when answering the telephone?
You should use three words/phrases. Use the wordbank below to help you. Write them down in the correct order.
1. ______________________________________________________
2. ______________________________________________________
3. ______________________________________________________
Awright.
Whit d’ya want!
Forbes Enterprise Ltd.
Good morning/afternoon. Whit is it man!
How can I help you?
28 OFFICE SKILLS: AN INTRODUCTION (ACCESS 2, BUSINESS)
© Learning and Teaching Scotland 2010

OFFICE SKILLS
You will need:
 pen/pencil
 telephone
 telephone message pad.
Using the items provided above, you are going to role play with a partner.
One of you will take on the role of the receptionist and the other will take on the role of the customer.
WORKING IN A BUSINESS ENTERPRISE: AN INTRODUCTION (ACCESS 2, BUSINESS)
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OFFICE SKILLS
Telephone call 1 (poor call)
(ring ring ring ring)
Admin. assistant: Whit!
Caller: Hello Forbes Enterprise?
Admin. assistant: Yup.
Caller: Can I speak to Mr Smith?
Admin. assistant: He’s no in. He’s oot!
Caller: Do you know when he’ll be back?
Admin. assistant: Dunno. He’s playing golf.
Caller: This is Mrs Sloan, the Janitor of Well Taught School. I wish to order 3000 doofers. Can you tell me if you have any in stock?
Admin. assistant: Yup, we have got 50.
Caller : When do you think you could get the others?
Admin. assistant: I don’t know, do you think I own the place or something?
Caller: I think I’ll go elsewhere. Goodbye!!
Admin. assistant: Sure thing boss!
30 OFFICE SKILLS: AN INTRODUCTION (ACCESS 2, BUSINESS)
© Learning and Teaching Scotland 2010

OFFICE SKILLS
Telephone call 2 (good call)
(ring ring ring ring)
Admin. assistant: Good morning, Forbes Enterprise. How can I help you?
Caller: Can I speak to Mr Smith?
Admin. assistant: I am sorry but he is not available. Can I ask who is calling?
Caller: Yes, it’s Mr Sloan, the Janitor of Hollyhill Enterprise. I wish to order 3000 doofers. Do you have them in stock?
Admin. assistant: I am sorry but we only 100 in stock but I could order them in for you.
Caller: That would be great! Goodbye.
Admin. assistant: Thank you and goodbye.
WORKING IN A BUSINESS ENTERPRISE: AN INTRODUCTION (ACCESS 2, BUSINESS)
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OFFICE SKILLS
You will now use a word processor to do the following tasks. To save paper, fit as many tasks as possible onto one sheet of paper. Put your name and task on each printout.
Pass your printouts to a classmate to check your work.
Personal computers save you time and money, and enable you to achieve more. By learning how to use a computer, you ’ll make more of your time at work and at home.
Multimedia programs allow students to create presentations of information using a combination of text, graphics, video, sound and animation.
The possibilities of multimedia programs are endless. They a re designed for the creative souls in your classroom.
I am not really thrilled with the term ‘word processor’ , as it is not particularly descriptive of the sorts of things people actually want to do.
After extensive self-examination, you have determined exactly what you are looking for in a new piece of software.
32 OFFICE SKILLS: AN INTRODUCTION (ACCESS 2, BUSINESS)
© Learning and Teaching Scotland 2010

OFFICE SKILLS
Sometimes managers forget to pass on information about appointments to their secretaries and, on occasion, this has led to double booking of appointments.
It takes a long time to sift through their diaries to find suitable dates and times to hold meetings.
Banks provide many services for their customers. If you decide to go abroad for your holiday the bank will provide you with currency.
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