EDPM for CSEC® Examinations is one of a series of
texts written especially for students studying for the
CSEC examinations in business subjects.
Other books available in the Business
for CSEC® Examinations series:
Office Administration for CSEC®
Examinations
Allison Trenfield-Newsome and
Colleen Walker
978-0-230-02948-4
This new publication has been written to match the newly revised syllabus.
The sequence of chapters follows that of the syllabus and provides content
and hands-on practice to assist students in acquiring the knowledge, skills
and attitudes fundamental to the subject. The text helps students in their
preparation for the CSEC examination and also prepares them to manage
effectively various activities within a technologically advanced office with speed
and accuracy.
Principles of Accounts for CSEC®
Examinations 3rd Edition
Gaynelle Holdip and Cecelia Lamorell
978-0-230-02874-6
This book features:
nDefinition of key terms within each chapter
n
Economics for CSEC® Examinations
Patricia Gopie
978-1-4050-8648-6
A concept map and learning objectives at the beginning of each chapter
nAn SBA chapter detailing requirements, complete with a sample portfolio
Principles of Business for CSEC®
Examinations
5th Edition
Ivan Waterman, David Ramsingh and
Alvin Ramsaroop
978-0-230-71644-5
nAn easy to use glossary of key terms and phrases
nExamination-style questions for review purposes and exam practice
n
Real-world development of required knowledge, skills and attitudes in simulated document
centre – Dox To Go
n
Personal Development sections that focus on professional work habits and work attitudes
nAn interactive CD-Rom providing dictation and typing exercises to practise speed and
accuracy skills central to the examination
Howard Campbell has been actively engaged in teaching and technical training for over 20 years.
He is a trained software developer and has extensive real-world experience in the use of software
tools for document preparation, document management and electronic communication.
Olivene Bogle-Graham presently teaches at the Robert Lightbourne High School, St. Thomas,
Jamaica. She has been teaching in this field for over 15 years.
Please note: Spine = 11.5mm based on 256pp 90g Matt Art
Economics
for CSEC® Examinations
Economics for CSEC® Examinations is one of a series of
texts written especially for students studying for the CSEC
examinations in business subjects. The authors are all highly
experienced teachers at Caribbean schools.
The books have been designed to make it easy to study a whole topic from
scratch, or to seek out answers to individual problems. They include:
n
n
n
n
n
Learning objectives stated at the beginning of each chapter and a summary
at the end
Keywords highlighted in the margins form a glossary
A chapter on the SBA component
Questions throughout the text allow students to check their understanding
as they study
Examination-style questions and multiple choice questions for review
purposes and examination practice
Economics
Other books available from Macmillan:
Principles of Business for CSEC® Examinations
5th Edition
Waterman, Ramsingh,
Ramsaroop
978-0-230-71644-5
Principles of Accounts for
CSEC® Examinations
Holdip and Lamorell
978-0-230-02874-6
for CSEC® Examinations
Patricia Gopie
Patricia Gopie has taught Economics for the past 20 years. Her wealth of teaching
experience also includes Management of Business at 6th Form level and Principles
of Business, Computer Studies and Information Technology at 5th Form level.
She is currently Head of Business at St. Joseph’s Convent, St. Joseph, Trinidad.
She has considerable experience as an examiner and has participated in several
examination item writing exercises.
Dr Mike Taylor has been actively involved in education and teaching for over
forty years. He has considerable experience of teacher training and has examined
science at ‘O’ and ‘A’ levels all over the world. He is the series editor of Macmillan’s
Science for CSEC® Examinations series as well as the Business for CSEC®
Examinations series.
Patricia Gopie
Series Editor: Dr Mike Taylor
CSEC® is a registered trade mark of the Caribbean Examinations Council (CXC).
Economics for CSEC® Examinations is an independent publication and has not been
authorized, sponsored, or otherwise approved by CXC.
CSEC® is a registered trade mark of the Caribbean Examinations Council (CXC).
Electronic Document Preparation & Management for CSEC® Examinations is an independent
publication and has not been authorised, sponsored, or otherwise approved by CXC.
Find us on Facebook
/macmillancaribbean
Find us on Twitter
@MacCaribbean
www.macmillan-caribbean.com
I S B N 978-1-405-08648-6
9
781405 086486
CSEC Economics.indd 1
Find us on Facebook
/macmillancaribbean
Find us on Twitter
@MacCaribbean
www.macmillan-caribbean.com
9780230533417_cover.indd 1
09/12/2014 09:34
Howard Campbell and
Olivene Bogle-Graham
Economics for CSEC® Examinations
Special thanks to Nicole Francis for allowing us to reproduce her SBA project, and to
Kaye Anderson for contributing the Personal Development sections.
OM
-R
D
Electronic Document Preparation & Management
for CSEC® Examinations
for CSEC® Examinations
Electronic Document
Preparation & Management
ive
act
r
I ncl
e
t
udes In
C
Electronic
Document
Preparation &
Management
for CSEC® Examinations
Howard Campbell and Olivene Bogle-Graham
Series Editor: Dr Mike Taylor
I S B N 978-0-230-42912-3
9
780230 429123
11/12/2014 09:11
Electronic Document
Preparation and
Management
for CSEC Examinations
®
Howard Campbell and Olivene Bogle-Graham
CSEC® is a registered trade mark of the Caribbean Examinations Council (CXC).
Electronic Document Preparation and Management for CSEC® Examinations is an independent publication and
has not been authorised, sponsored, or otherwise approved by CXC.
9780230533417_text.indd 1
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Macmillan Education
4 Crinan Street
London N1 9XW
A division of Macmillan Publishers Limited
Companies and representatives throughout the world
ISBN (SB) 978-0-230-53341-7
ISBN (CD-ROM) 978-0-230-42450-0
ISBN (SB/CD-ROM PACK) 978-0-230-42912-3
Text © copyright Howard Campbell, Olivene Bogle-Graham, 2012
(Additional material by Kaye Collete Anderson)
Design and illustration © copyright Macmillan Publishers Limited 2012
First published 2012
All rights reserved; no part of this publication may be reproduced, stored in a
retrieval system, transmitted in any form, or by any means, electronic, mechanical,
photocopying, recording, or otherwise, without the prior written permission of
the publishers.
Series design by Jim Weaver
Typeset by Tek-Art
Illustrated by Tek-Art and Gary Wing
Cover design by Cary Fielder at Clear 22
Picture research by Caroline McDougall
Front cover photos by:
Alamy/Ianni Dimitrov (below), Alamy/Sam Edwards (centre top)
Getty/Peter Poulides (top),
Franz Marzouka (centre below).
Back cover photos by:
Alamy/Sam Edwards (top); Franz Marzouka (below).
The authors express their personal appreciation of the valuable assistance given to
them in the preparation of this book by CXC officers, Principals, teachers, students
and reviewers. Special thanks to our families for allowing us to write and for giving us
inspiration. Thanks also to Kaye Anderson and Nicole Francis for their contributions.
The authors and publishers would like to thank the following for permission to
reproduce their photographs:
Alamy/Art Directors & Trip p7(tl);
Apple Inc. p3(tl, tr, bmr);
Corbis/Business Wire/epa p9, Corbis/Chris Collins p3(br), Corbis/JLP/Jose L. Pelaez
p119(cr), Corbis/moodboard p270(tr), Corbis/Steve Chenn p270(br);
Getty Images p7(br), Getty Images/AFP p303(cr), Getty Images/Bloomberg p3(bl, bml),
p7(cr), Getty Images/Dorling Kindersley p7(cl);
Google Inc p12;
Ian McDonald p303(cm);
LifeSize Communications p270(bl);
Macmillan Publishers Ltd p119(cm);
Microsoft Corporation p11;
Rosemary Parkinson p303(cl);
Science Photo Library/Martin Riedl p119(cl), Science Photo Library/Sheila Terry p269.
Microsoft product screen shots reprinted with kind permission of Microsoft Corporation.
The authors and publishers would like to thank the following for permission to
reproduce their copyright material:
Jamaica Intellectual Property Office, an agency of the Ministry of Industry, Investment
& Commerce for extracts from Jamaica Copyright Act 1993, No. 5, Section 6(1),
p.15, and Section 9(1), p.17, http://www.wipo.int/wipolex/en/details.jsp?id=2586.
Reproduced with permission.
These materials may contain links for third party websites. We have no control over,
and are not responsible for, the contents of such third party websites. Please use care
when accessing them.
Although we have tried to trace and contact copyright holders before publication, in
some cases this has not been possible. If contacted we will be pleased to rectify any
errors or omissions at the earliest opportunity.
Printed and bound in Malaysia
2017 2016 2015 2014 2013
10 9 8 7 6 5 4 3
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Contents
9780230533417_text.indd 3
Series preface
iv
About this book
v
About the CD
v
List of figures and tables
vi
1
Fundamentals of computing
1
2
Keyboarding techniques
24
3
Introduction to application software
43
4
Electronic editing and proofing
53
5
Document formatting
66
6
Preparing a typescript
77
7
Tabulations
101
8
Presentations
118
9
Databases
130
10
Information integration
144
11
Selection of stationery
153
12
Business correspondence
169
13
Displays
187
14
Legal, technical and literary documents
219
15
Electronic communication
265
16
Document management
284
17
Ethics
301
18
School-based assessment
313
Glossary
323
Answers to multiple choice questions
330
Index
331
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Series Preface
This new series of textbooks for the Caribbean Examinations Council (CXC)
General Proficiency examinations has been developed and written by teachers
with many years’ experience of CSEC examinations in Caribbean schools.
A textbook is used in different ways at different times. Readers might be
starting a topic from scratch, and need to be led through a logical explanation
one step at a time. Students with a working knowledge of a topic might need
to clarify a detail, or reinforce their understanding. Or, they may simply need to
believe that they do have a good grasp of the material being studied.
In this specially created format (the same for all of the books in the series)
the pages are designed to allow study of the text, uninterrupted by anything
but essential diagrams. Additional material, including references to unfamiliar
technical terms, is placed where it can readily be consulted, in the side column.
Examination-style questions are provided for each chapter, and short ‘In-Text
Questions’ (with answers) are placed throughout the text, allowing students to
check their grasp of the topic as they read.
Teachers throughout the region emphasise that inclusion of schoolbased assessment (SBA) material is of immense help and value. The CSEC
syllabus explains the rationale for the SBA exercise, and explains its expected
structure. The structure of the SBA component is explained in the last chapter
of the text.
Dr Mike Taylor
Series Editor
About Dox to Go
Dox to Go is a fictional document preparation and management company
operating in the Caribbean. Names, characters, businesses, places, events
and incidents are either the products of the authors’ imagination or used
in a fictitious manner. Any resemblance to actual persons, living or dead,
or actual events is purely coincidental. Scenarios are used at the beginning
of each chapter to provide a preview of what will be discussed. Users
of the book are cast in the role of Customer Service Associates. This will
allow users to become active participants in the learning process as the
activities unfold.
iv
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About this book
This book isn’t just words on a page. This one has some important
features. Each will help you, in its own way, if you take advantage of it.
About the Website
•
Additional learning resources
are available at:
www.macmillan-caribbean.com/
pages.aspx/secondary/EDPM/.
•
These invaluable manuscripts,
copy tests, practice exams and
displays will help students in
their preparation for the practical
component
of
the
CSEC
examination. The wide variety of
exercises has been specially
designed to help students
improve their typing speed and
accuracy. The resources are free
to access and may be used as
often as required.
•
There are TWO COLUMNS.
The bigger column has the text and any large diagrams; the screenshots
are from Microsoft Word 2010, so study them carefully. They may differ
from what you might expect if you are used to an earlier version of Word.
•
The first time that an important NEW WORD occurs, it is repeated in
the smaller column. If you want to check what a word means you can
find it quickly in the glossary.
•
In the smaller column there are QUESTIONS called ‘In-Text Questions’
(ITQs). When you have read the adjoining paragraphs, try to answer the
question in your head, or on paper, as you wish. If you can, you’re on the
road to understanding. If you can’t, just go back and read that bit again.
Answers to the ITQs are at the end of each chapter, so you can tell how
good your answer was.
•
Use your smartphone to scan the BAR CODES in the margins to be taken
to the relevant websites. You can download a QR-reader for your phone.
•
Success in EDPM rests on your skills. Some of the tasks you learn will
be unfamiliar and you need to practise them. So there are opportunities
in the chapters to try out the methods while you are at the computer.
Some chapters are full of ‘How to …’ exercises and give you the chance
to have a go. There are lots more practice activities on the CD.
•
There is a whole chapter about the new SBA. Don’t copy anything from
it – use it as a model for designing and executing your own work.
•
There is a detailed INDEX. Don’t be afraid to use it to find what you want.
•
At the end of each chapter there are some EXAMINATION-STYLE
QUESTIONS. Your teacher will suggest how you can best use them.
About the CD
•
The CD will really help you get to grips with those new skills.
It has lots to practise on – for speed, for accuracy, and for audio-work.
•
When you use the CD your screen will be divided into two. For speed and
for accuracy practice, the left-hand side will show the document you are
working from. The right-hand side will show what you type. When you
finish, the left-hand side will change to show the correct version. You can
compare it with yours so that you can see just how well you did.
•
If you choose to type from an audio, the left-hand side will be blank. You
play the audio and type the words, which will appear on the right-hand
side as before. You will be able to choose to play the audio at normal
speed, or more slowly, and replay part of the file if you wish. When you
are finished, the right-hand side will show the document as it should be.
•
There is a timer that shows your typing speed in words per minute – so
you can set yourself whatever target you wish.
•
The results are ‘for your eyes only’. No one else can see how well or
badly you have performed.
v
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List of figures and tables
Figures
1.1
Computerisation has revolutionised the way the printed word is
captured, stored, processed and disseminated. It has facilitated
quicker and more creative ways of capturing and sharing
information. Consider how we now capture images, video and
sound with our mobile phones and digital cameras and share them
electronically via short messaging service (SMS) or e-mail.
2
1.2
Computers are available in a range of sizes
3
1.3
A general-purpose computer consists of hardware and software
suitable for undertaking a wide range of tasks
5
1.4
Printers, speakers and monitors are the most popular output
devices found in offices today
6
1.5
Dot matrix printers are impact printers – these are used to produce
output on pre-printed forms, which may be single sheets or
continuous forms
7
1.6
Pre-printed continuous forms are used for tasks such as printing
invoices
7
1.7
Cut-sheet paper is used in all types of printer
7
1.8
Laser printers are ideally suited for printing legal and technical
documents
7
1.9
Inkjet printers are suitable for printing newsletters and
presentations on transparencies
7
1.10
Speakers are available in a wide range of styles. They allow office
personnel to use the text-to-speech features now provided by many
application programs and operating systems. These output devices
also allow sight-impaired personnel to operate computer systems.
7
1.11
A multimedia projection system in use
8
1.12
The external hard drive, CD-ROM, DVD and flash drive are four of
the most common storage units in use today. USB flash drives have
replaced floppy disks as the medium of choice for transferring files. 8
1.13
Miniaturisation is evident in memory card creation; over time, the
physical card sizes have become smaller
9
1.14
USB flash drives have largely replaced diskettes as the storage
media of choice for portable file storage; these thumb-sized devices
have the capacity to store much more than a DVD and are stylish
and portable
9
1.15
System units come in a range of shapes and sizes. Some are placed
horizontally on a desk while others are placed vertically. (a) Front
view showing on/off button, USB ports and connection ports for
microphone and speakers. (b) Rear view showing expansion slots
and connection ports.
10
1.16
Windows 7 is produced by Microsoft Corporation
11
1.17
Screenshots of (a) Google Chrome web browser and (b) Outlook
e-mail. Both applications are used on the Internet.
12
1.18
(a) Messy wires and (b) an overloaded electrical outlet are two
common hazards in the working environment
14
1.19
Keyboards can increase risk of injury. This good typing position
reduces risk of muscle fatigue and injury.
15
vi
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List of figures and tables
2.1
2.2
2.3
2.4
2.5
2.6
2.7
3.1
3.2
3.3
3.4
4.1
4.2
4.3
4.4
4.5
4.6
5.1
5.2
5.3
5.4
5.5
5.6
5.7
5.8
6.1
6.2
6.3
6.4
6.5
6.6
6.7
6.8
6.9
A QWERTY keyboard showing the different sets of keys
25
Good posture at the computer
27
Setting margins
28
Correct positioning of the fingers on the home keys
29
Keys with two characters
36
Position of the shift keys
37
Using the shift keys
37
A screenshot from a word processor showing features that help in
creating, editing and formatting a document
45
Spreadsheet software provides a range of features that enable you
to manipulate numeric data easily with the aid of formulae
46
Database software provides a range of features that enable you to
store and manipulate data easily
47
The title slide of a PowerPoint presentation being displayed in
Normal view
47
The insert key may be used to control overtype mode
55
Editing a document
56
Using the find and replace feature
58
When the grammar checker finds something wrong, it draws a
wavy green line under the words or phrase concerned. If you print
the document as it is, neither the red nor the green wavy lines are
printed. They are only there to alert you to possible problems.
59
Word provides a range of features that allow you to research the
words that you use in your document
60
To replace a word with a synonym, select the word, right-click,
select Synonyms from the shortcut menu then select the most
appropriate word from the list displayed
60
A formatted document
67
You can vary the font style by selecting character formatting
attributes such as bold, italics, underline, superscript and subscript,
and a size for the font
68
The word processor allows you to use many different character
attributes
68
The gutter is an area provided for binding. It ensures that holes
are not punched in the left margin and gives the document a well
formatted look
71
It is customary for documents to be punched and filed in a
ring binder
71
The Page Layout tab
71
The Font Dialog (left) with the Font tab active and Paragraph
Dialog (right) with Indents and Spacing active. Both dialogs may
be accessed from the Home tab.
71
The Formatting toolbar in Microsoft Word 2010. The colour of the
icon is used to indicate whether the feature is active.
71
A handwritten manuscript
78
A mailable copy
78
(a) Paragraphs in single line spacing; (b) paragraphs in double line
spacing; (c) paragraphs in triple line spacing
81
Selecting the line spacing
82
Example of heading and sub-heading
83
Marginal or side heading
83
(a) Blocked paragraphs in single line spacing; (b) blocked
paragraphs in double line spacing
84
(a) Indented paragraphs in single line spacing; (b) indented
paragraphs in double line spacing
85
Setting the position of the First Line Indent
85
vii
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List of figures and tables
6.10
6.11
6.12
6.13
6.14
7.1
7.2
7.3
7.4
7.5
7.6
7.7
7.8
7.9
7.10
8.1
8.2
8.3
8.4
8.5
8.6
8.7
8.8
9.1
9.2
9.3
9.4
9.5
10.1
10.2
10.3
10.4
10.5
10.6
11.1
11.2
(a) Hanging paragraphs in single line spacing; (b) hanging
paragraphs in double line spacing
86
(a) Blocked paragraph inset from both margins; (b) indented
paragraph inset from left margin; (c) hanging paragraph inset from
left margin
87
Indent controls
87
Document with footnotes
91
A memo
92
An annotated Excel worksheet showing some key elements
103
Columns A to F are visible. Rows 1 to 14 are visible. Row 1
contains the spreadsheet title and rows 3 to 13 all contain labels. 104
A handwritten manuscript provided by a customer. The document
required is a price list that doubles as an order form.
105
The price list with text and cell formatting
106
The Format Cells dialog box may be activated using the Ctrl + 1
shortcut
107
Formula to calculate the discounted price for each item
108
The fill handle is used to fill data in adjacent cells. When you
point to the fill handle, the pointer changes to a black cross
109
The completed spreadsheet with the Price List and Order Form.
The list of items has been sorted alphabetically in ascending order. 110
Example of a column chart, showing the Chart Tools tab
110
The invoice as it would appear when printed
114
(a) Overhead projector; (b) 35mm projector; (c) multimedia
projector
119
(a) A title slide showing placeholders for a title and subtitle;
(b) a slide with placeholders for bulleted text and content
119
Some useful slide layouts
120
A PowerPoint window in Normal view showing (a) Outline tab;
(b) slide pane; (c) notes area; (d) drawing toolbar; (e) task pane
120
The New Presentation task pane provides a range of options
121
Insert tab showing the Text Box icon
122
You can insert a wide range of images into your presentation
123
The Print dialog showing the Print Layout drop down list
125
An Access 2010 table containing customer data
131
The Backstage View in Access 2010. This is where you create a
new file, save, print and set options for a file.
132
Creating a table in Design View
133
The Customers table in Datasheet View
134
(a) A completed query design grid showing an unnamed query.
This query may be run by clicking the Run button in the Results
group. (b) The results table showing the two records selected.
136
A customer table in Access showing data selected and ready
for copying
145
Data has been copied from an Access table, sorted and then
functions used to count the number of customers and compute
the average credit limit
145
A selection of cells copied from Excel and pasted into PowerPoint
as an uneditable picture
146
(a) Main document with merge fields, numbered 1–6, as
placeholders for the data that will appear when the individual
letters are produced. (b) This Access table is the data source.
147
Data from the data source is merged with the form letter to
produce a set of merged documents
148
The letters that will be mailed to Mr Ventura and Dr Wilson
149
‘A’ series paper sizes and measurements
155
(a) Portrait orientation; (b) landscape orientation
155
viii
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List of figures and tables
11.3
11.4
11.5
11.6
11.7
11.8
11.9
11.10
11.11
11.12
11.13
12.1
12.2
12.3
12.4
12.5
12.6
12.7
12.8
12.9
12.10
12.11
12.12
12.13
12.14
12.15
12.16
12.17
12.18
12.19
13.1
13.2
13.3
13.4
13.5
13.6
13.7
13.8
13.9
13.10
13.11
13.12
13.13
13.14
13.15
An example of an agenda on A5 portrait paper
156
Uses of labels
157
Pocket envelope
158
Banker envelope
158
Window envelope
159
Airmail envelope
159
Sizes of envelopes
159
Folding of documents
160
Corresponding papers and envelopes
160
Suggested placement of elements on standard business envelope
161
Before creating an envelope you may add electronic postage or
a return address
164
A return address
171
Information inserted in both header and footer
172
Format of a blocked letter
173
Format of a semi-blocked letter
174
Format of an indented letter
174
A letter
175
Inserting a dashed line
176
The More Symbols button
176
Choosing the Wingdings Font
176
Format of a circular letter
176
This format is used with indented and semi-blocked layouts.
The recipient’s name is typed flushed with the left margin, the
page number is centred and the current date is flushed with the
right margin.
177
This format is used with blocked layout. All the text in the
heading is flushed with the left margin. The information is
double spaced.
177
A multi-page letter
178
A blocked style memorandum
179
An indented/centred style memorandum
179
A notice of a meeting
180
An agenda
180
A Chairman’s agenda
181
Minutes
182
Shari’s winning display. Could you produce this in five minutes? 188
(a) Microsoft Office clip art icon; (b) clip art task pane
190
Picture format tools
191
Click on the resize handles to resize a picture. The cursor should
change to a two-headed arrow or a rounded black square.
191
Examples of WordArt
192
WordArt gallery
192
Examples of borders
192
Two versions of a notice containing information about the
same event
193
A document may be designed once and printed on different paper
sizes and used as a poster, flyer or a notice. Notice how a single
font is used with different features for emphasis.
195
The notice in Figure 13.8 was modified to produce this poster
196
Example of an invitation (it would be printed without the orange
callout labels!)
197
An example of a single-page programme
198
How to fold a two-page programme
199
Example of a two-page programme
199
Two examples of a menu. Note the line spacing in the one on the
left and the use of a heavy border for the one on the right.
200
ix
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List of figures and tables
13.16
13.17
13.18
13.19
13.20
13.21
13.22
13.23
13.24
13.25
13.26
13.27
13.28
13.29
13.30
13.31
13.32
13.33
13.34
13.35
13.36
13.37
13.38
14.1
14.2
14.3
14.4
14.5
14.6
14.7
14.8
14.9
14.10
14.11
14.12
14.13
14.14
14.15
14.16
14.17
14.18
14.19
14.20
14.21
14.22
14.23
14.24
15.1
15.2
15.3
15.4
15.5
15.6
The dimensions of a business card
Samples of business cards
Example of a drop cap at the beginning of a page
The Charts Toolbar in Microsoft Office
Bar chart
Line graph
The data
The Insert tab with Charts options
The various types of column chart
A chart with three bars for each student
Select data series
Edit information on the chart
Type the correct name for each series
Rename all series, then click OK to go back to chart
Renamed series
Chart Title icon
Give the chart a title
A formatted chart
A flowchart outlining the steps to take a photograph
An organisation chart for a small business
A pictograph can be helpful to show comparisons when detail is
not important. Notice that the pictograph uses symbols to
represent the data, so a key must always be given.
A pie chart shows the relative quantities of different categories of
data – in this case, a comparison of types of clothing sales
Sea temperature throughout the year
Example of the endorsement of a will
Example of a will
Example of a lease
Example of a hire purchase agreement
Example of a partnership agreement
Example of a contract
Example of a conveyance
Sample of a specification typed in blocked style
Sample of a specification typed in indented style
Example of a bill of quantity
Example of a scope of works for a simple building job
How to type the title page of (a) a play and (b) a musical
Example of the producing house details
How to type the cast page of (a) a play and (b) a musical
How to type the body of a play
Example of an actor’s script
Example of a radio script
Example of a television script
Examples of index cards used in scriptwriting
Example of a trial balance
Example of a balance sheet
Example of a profit and loss statement
Example of an invoice
Example of a bank statement
A standalone fax machine
An SMS message
A conference phone for voice conference calls in meeting rooms
(a) Videoconferencing equipment; (b) videoconferencing
participants at one of two locations
An e-mail box folder filled with spam messages
New mail notification
202
202
204
204
204
205
205
205
205
206
206
207
207
207
207
208
208
208
210
210
212
212
212
221
222
224
226
228
230
231
236
237
238
239
242
242
242
243
244
244
245
245
247
247
248
248
249
269
269
270
270
273
275
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List of figures and tables
15.7
15.8
15.9
16.1
16.2
16.3
16.4
16.5
16.6
16.7
16.8
16.9
17.1
17.2
17.3
17.4
18.1
18.2
18.3
To sort messages, click on the appropriate field
Contents of a Microsoft Outlook Inbox in table view
Creating a new folder named ‘Business Documents’. The new
folder will be placed in the Inbox folder.
(a) A three-drawer vertical filing cabinet; (b) a stack of files
Drive letters are assigned by the operating system. The filing
system shown has three drives – an internal hard drive (C:),
a recovery drive (D:) and a DVD-RW drive (E:).
The Windows folder icon
(a) The file PriceList is read-only. This prevents changes from
being saved to the file but it does not prevent the file from being
deleted. (b) An attempt to delete a read-only file will generate a
confirmation request.
(a) Permissions may be set for a file that either ‘Allow’ or ‘Deny’
various levels of access to users or groups of users. The current
settings prevent the file from being (b) deleted or (c) accessed.
(a) The General Options dialog may be accessed from the Tools
drop down list located in the lower left-hand corner of the Save
As dialog; (b) a range of security options may be set in the
General Options dialog
Windows Firewall is implemented as a software-only file security
mechanism and is a component of the operating system
(a) The Backup or Restore tool is one of the Windows operating
system accessories; (b) a user may choose what to back up and
also what device to store the data on
A flowchart for implementing version numbers
Popular Caribbean novelists: (left to right) Trevor Rhone, Ian
McDonald and V. S. Naipaul
An extract from Jamaica’s Copyright Act
Two examples of work stations
Examples of appropriate attire for work
Printers’ correction signs
Mark scheme for assignments 1–3
Portfolio mark scheme
276
276
276
285
287
288
289
290
291
291
292
294
303
304
306
307
314
315
317
Tables
1.1
Functions of various input devices
6
1.2
Functions of various output devices
8
1.3
Functions of various storage devices
9
1.4
Uses and benefits of various input devices
11
1.5
Common application software includes word processors, electronic
spreadsheets, database management systems, presentation graphics
software, web browsers and e-mail software
12
1.6
Different types of tasks performed by operating systems and
application programs
13
2.1
Navigation keys and their abbreviations and actions
26
2.2
Basic shortcut keys for navigating through documents
26
2.3
Correct usage of the fingers when typing the home keys
29
2.4
Correct usage of fingers when typing other keys
30
4.1
Tools, techniques and features used in document editing and
proofreading
54
4.2
Cut, copy and paste
57
5.1
Some common formatting features
67
5.2
Formatting features
70
5.3
Formatting commands
72
6.1
Punctuation marks
79
6.2
Use of capital letters
80
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List of figures and tables
6.3
6.4
7.1
7.2
7.3
9.1
9.2
9.3
11.1
11.2
11.3
11.4
11.5
11.6
13.1
13.2
13.3
15.1
15.2
15.3
16.1
16.2
16.3
16.4
16.5
17.1
18.1
18.2
18.3
18.4
Abbreviations
88
Manuscript signs
90
Some spreadsheet terminology
103
Working with cells, rows and columns
104
Most of the tools needed to carry out this formatting are available
on the Home tab or from the Format Cells window
106
Data type settings and the type of data that may be stored
132
Field properties for the Customers table
134
Examples of database queries
135
Paper sizes and their common uses
155
Letterheads, memos, forms and labels
157
Selection and use of copy paper, document covers and index cards 158
Sizes and measurements of series ‘C’ envelopes
160
Where to type different special notations
162
Using courtesy titles
163
Types of event requiring display material
188
Examples of event display material
188
Selecting paper and page formatting options for simple displays
189
Popular examples of some of the electronic communication
services facilitated by the Internet
268
Advantages and disadvantages of e-mail
271
Purpose of the different address fields in an e-mail
274
Manual and electronic filing systems differ in a number of ways
286
Examples of types of document
287
Common drive letter assignments
287
Common file extensions
288
An example of how document versions may be traced using date
created/modified
293
Some examples of different types of creations of the human mind 302
Mark allocation by papers and profile dimensions
313
The examination consists of internally and externally assessed
components
314
Portfolio documents
316
Portfolio pages
317
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1
By the end of
this chapter
you should be
able to:
Fundamentals of computing
Objectives
define what a computer is;
identify categories of computers;
discuss the advantages and disadvantages of computer usage;
explain the use of various input devices;
explain the use of various output devices;
list various types of storage media and their practical applications;
distinguish between operating systems and application software;
describe ways of caring for computer systems and the working environment;
identify health factors associated with computer use.
Fundamentals of computing
Concept map
Computer Systems
include types
microcomputers:
desktops
laptops
notebooks
netbooks
smartphones
minicomputers
usage has
mainframes
health implications
advantages
disadvantages
is made up of
safety concerns
hardware
software
includes
includes
procedures
users
data
is stored on
output devices:
printers
monitors
speakers
multimedia projectors
input devices:
keyboard
mouse
microphone
scanner
bar code readers
word processing
spreadsheet
database management
presentation
anti-virus
storage media:
CDROM
DVD
hard disk
flash drives
memory cards
When writing systems were invented in ancient civilisations, nearly everything
that could be written upon – stone, clay, tree bark, metal sheets – was used
for writing. Today, computerisation has revolutionised the way the printed
word is captured, stored, processed and disseminated. Students, researchers,
businesspersons, travellers and others now rely on a range of electronic tools for
creating, capturing and sharing information.
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Terique Jones, the Managing Director of Dox to Go (D2G), has just returned from a trip to
Guyana where he officially opened D2G’s fifth branch. He was very excited because he had
the opportunity to use a range of new tools for electronic document preparation. He was
very impressed with the way the new computer systems were installed and connected to
each other on a wireless network. He had high praise for the state-of-the-art scanners and
high-speed colour printers. He was particularly impressed with the high-speed Internet
access and the Wi-Fi hotspot. The state-of-the-art computer system will allow customers
to prepare and submit documents from their own notebooks, netbooks and smartphones
whilst seated in the reception area.
Organisations have invested in a range of electronic tools (computer hardware
and computer software) to collect and manage their resources (data and
information). These tools are also used to produce, store, retrieve and share
documents. The ability to use and manipulate a range of electronic tools is a
very important skill set that most employees today should possess.
What is a computer?
The computer has become an indispensable tool in the world of work.
Organisations depend on them for document preparation, communication,
record keeping, and a host of other tasks.
When we browse the web, play games or update our status, do we give any
thought to what this wonderful machine is, or how it works? Computers have
been programmed to carry out a series of logical and mathematical operations.
The way in which they carry out these operations has changed over time, but
fundamentally the computer always accepts input from you (the user), does
something, and then shows you the results. So, if you input www.facebook.com
into the address bar, the computer processes this information by finding that
web page, and outputs the results to the screen when it shows you the page.
Input, process, output – simple!
ITQ1
In addition to paper, list ONE OTHER
tangible type of material used in business
communications.
ITQ2
List FOUR electronic tools that are likely to be
used in a business for document preparation
and management.
Figure 1.1 Computerisation has revolutionised the way the printed word is
captured, stored, processed and disseminated. It has facilitated quicker and more
creative ways of capturing and sharing information. Consider how we now
capture images, video and sound with our mobile phones and digital cameras and
share them electronically via short messaging service (SMS) or e-mail.
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computer •
A computer is an electronic machine that accepts input (data), processes that
input and stores or outputs the resulting information.
Computers today are available in a wide range of shapes, sizes and styles.
Industry experts typically classify computers into eight categories:
• personal computers;
• mobile computers;
• mobile devices;
• game consoles;
• servers;
• mainframes;
• supercomputers;
• embedded computers.
Categories of computer systems tend to change with the passage of time. A
computer in one category today may have to be placed in a new category in 10
years’ time. The category it best fits into may be determined by the computer’s
size, processing power or level of portability.
Figure 1.2 Computers are available in a range of sizes
microcomputers •
Our discussions for this course will be focused on computer systems that
are typically used in organisations to produce documents of the quality and
standard required in the 21st-century world of business. These are mainly
microcomputers including laptops, desktops, netbooks and smartphones.
ITQ3
Suggest THREE ways in which a business may
use a mobile computer to aid in electronic
document preparation and management.
Office Depot website
Activity 1
Visit www.OfficeDepot.com and browse the Technology section of the website.
1 Make a list of the categories of items they have for sale.
2 Download a picture of a desktop computer and a flat panel monitor and
the associated specifications.
3 Print a copy of each picture, cut them out and paste them on a clean
page in your notebook. Label each item.
4 Paste the specifications on the facing page.
Computers are used by individuals and organisations to perform a wide
range of tasks. Today it’s becoming harder and harder to find an activity that
doesn’t involve computers and technology. Individuals use them in both their
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personal and professional lives for tasks such as communicating with family,
business associates and friends, bill payments, electronic banking, purchasing
goods and services, and entertainment. Organisations use computers for
product development, transaction processing, record keeping, securing lives
and property, and a wide range of other tasks.
Advantages of computer usage
The increasing usage of computers in everyday life is largely due to the
advantages gained as compared with doing tasks manually. Advantages include:
• increased speed with which the task is done;
• consistency and accuracy of the results produced;
• enhanced storage capabilities using a wide range of high-capacity, low-cost
storage devices from which information is easily retrieved;
• reliability that organisations can depend on.
Speed – Imagine having to write every page of your SBA by hand, and
imagine you had to do this for five or six subjects? Think of the time you save
when you use a computer and the additional benefits of adding images, using
spellchecker and sending documents digitally to your teacher.
Now imagine a business with 10,000 customers and having to type or print
out documents for each customer. How much quicker and easier would it be to
send each customer a message by e-mail? Would you have to type each e-mail
individually or could you use a template, or copy the content?
Accuracy – If you were applying for a job, would you send your CV off
without checking the spelling? Think of how word processing software has
improved the accuracy of the documents we produce.
Businesses would be embarrassed by an error within their published
information. They can make use of software to reduce these errors.
Storage – If you want to visit a friend to listen to some new music, or watch
a new movie, you wouldn’t want to carry every CD or DVD you own over to
their house. Think of the potential for damaging or losing some CDs on the way.
Instead, as storage media grow smaller, you can move data from place to place
easily and securely.
Think of how this applies to a business with thousands of customers. Each
customer gets a monthly bill – how many filing cabinets would the business
need to store these records? Large databases have the capacity to store this
information securely and they offer businesses different ways to access the
information and extract useful statistics. For example, what are the sales figures
in one region compared to the next?
Reliability – You need to contact your friend to ask a question about
homework but their e-mail address is written in your diary and is still at home.
You can log in and access this information through your online e-mail account.
You have a webmail account so you know you can access this information
anywhere.
Businesses depend on the reliability of their computer systems. They buy
hardware and software systems that incorporate security to ensure their
information is safe and accessible when they need it. The backup system means
you can easily retrieve documents and data if you lose the originals.
Disadvantages of computer usage
• It is easier for the security and integrity of data to be compromised. This is
because of the digital nature of the data stored and the ease with which data
may be transferred from one computer system to the next.
• The initial cost of setting up a computer system with all the required
components is high. There are also costs associated with operating a
computer system such as electricity, consumables (paper and ink) and any
necessary repairs.
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Activity 2
How is a computer system advantageous to you as a student as it relates to:
1 conducting research, storing data and making presentations;
2 communicating with your teacher and classmates outside of school.
Write your answers in your notebook.
Components of a computer system
Figure 1.3 A general-purpose computer consists of hardware and software
suitable for undertaking a wide range of tasks
computer system •
hardware •
peripherals •
software •
user •
procedures •
ITQ4
data •
What is the difference between a computer and
a computer system?
A computer system is a complete computer installation including hardware,
software, users, procedures and data.
Hardware means the electronic components that make up a computer
system, such as the central processing unit (CPU), storage devices, input devices
and output devices.
Hardware components are sensitive and are prone to failure and so care must
be taken when using them. Some hardware components are called peripherals.
These include all input, output, storage and communication devices. The CPU,
motherboard and memory are not peripherals.
Software is the name given to the programs that run on a computer. Software
consists of instructions that tell the computer what to do.
A user is anyone who interacts with a computer. Users provide the input,
decide how the processes work and design the form the output will take. Users
include students who use home computers, an author typing a manuscript, an
artist creating a graphic design, or a gamer playing Call of Duty.
Managers formulate procedures for data entry, document processing and the
general operation and use of computer hardware and software. Hardware and
software should have documented procedures (user manuals) to indicate how
to use them safely and effectively. New users can use these documents to teach
themselves how to use the tools.
Data are collections of numbers, characters, images or even audiovisual
content that are in a form that can be processed by a computer to provide
meaningful information.
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Hardware
Each hardware device, that is a component of a computer system, has a particular
function. In this chapter, we will discuss the functions of input devices, output
devices, storage devices and the system unit.
Input
input devices •
mouse •
Input devices are specialised peripherals that serve to get data from users and
the environment and prepare it for processing or storage.
Most computer systems include a keyboard and a pointing device such as a
mouse or touch pad. Additional devices such as scanners, digital cameras and
PC cameras (webcams) are useful in document preparation as they facilitate
graphical input. Microphones (usually abbreviated ‘mic’) are used to accept
voice-based input, which may be used to control applications. Users can use
voice commands via microphones to enter text and to control applications
Device
Function
Keyboard
To enter commands and textual data into the computer
system.
Mouse
To position a cursor on a computer screen and to
manipulate objects.
Microphone
To enter sounds into the computer system.
Scanner
To convert hard copy (printed) documents to digital format.
Digital camera
To capture still images and short movies.
PC camera (webcam) To capture images and sound.
ITQ5
In what ways do a digital camera and a webcam
differ?
light pen •
Bar code reader
To capture the information contained in a bar code.
Optical character
reader (OMR, OCR)
To capture handwritten or printed text.
Touchscreen
To allow input direct from the screen.
Table 1.1 Functions of various input devices
A presentation clicker may be used to control a slide show during a
presentation. It sends radio signals to a USB receiver inserted in the computer’s
USB port. A presentation clicker may therefore be considered as an input device.
Some clickers have a built-in laser pointer or light pen, which may be used to
point to items of interest on a slide.
Output
output device •
monitor •
An output device is a specialised hardware component that allows the end user
to look at or listen to the results of the processing activities.
Figure 1.4 Printers, speakers and monitors are the most popular output devices
found in offices today
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Figure 1.5 Dot matrix printers
are impact printers – these are used
to produce output on pre-printed
forms, which may be single sheets or
continuous forms
Figure 1.8 Laser printers are ideally
suited for printing legal and technical
documents
Most
computer
systems
are
equipped with a monitor, printer and
a pair of speakers.
Impact printers (line or dot matrix)
are somewhat noisy as they use a
hammer to strike an inked ribbon
on the output media (usually paper)
to produce the output. Non-impact
printers (laser or inkjet) are quieter
and generally faster. These types of
printers are necessary when producing
documents such as invoices and
accounting reports on multi-part forms.
Like printers, a range of monitors
is available. Users may select a
particular type or size based on the
tasks to be carried out, the amount of
space available on a desk or even based
on office decor. Flat panel monitors
are now very popular and these have
widely replaced CRT monitors that
were once commonplace in most
businesses. Whilst sizes range from
14 inches to 30 inches, 17–19 inch
monitors are popular in Caribbean
offices.
Figure 1.6 Pre-printed continuous
forms are used for tasks such as
printing invoices
Figure 1.7 Cut-sheet paper is used in
all types of printer
Figure 1.9 Inkjet printers are
suitable for printing newsletters and
presentations on transparencies
ITQ6
Which type of printer is best suited for printing
EACH of the following:
(a) legal documents;
(b) cards and invitations;
(c) multi-part forms?
Justify your response.
Figure 1.10 Speakers are available in a wide range of styles. They allow office
personnel to use the text-to-speech features now provided by many application
programs and operating systems. These output devices also allow sight-impaired
personnel to operate computer systems.
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Device
Function
Printer
To produce printed copies of documents on a range of stationery.
Monitor
To display the operating system’s desktop, the work area of
application programs and the document being processed by the user.
Multimedia
projector
To display an enlarged image produced by a computer system – this
is useful for presentations involving multiple participants, especially
in a large room.
Speakers
To allow playback of audio from applications and to provide audible
alerts produced by the operating system and application software,
which gives useful feedback to users.
Touchscreen To allow input and output direct from the screen.
Table 1.2 Functions of various output devices
Figure 1.11 A multimedia projection system in use
Storage devices
storage device •
ITQ7
Suggest TWO reasons why floppy disks and
diskettes are not popular nowadays.
A storage device is a hardware component that keeps data, information and
program instructions permanently. There are many types of storage devices and
they are available in a range of capacities. Some storage devices are portable
while others are not.
Figure 1.12 The external hard drive, CD-ROM, DVD and flash drive are four of the most common storage units in use
today. USB flash drives have replaced floppy disks as the medium of choice for transferring files.
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secondary storage •
internal hard drive •
external hard drive •
USB and firewire ports •
ITQ8
Explain why writing data on a recordable CD is
sometimes referred to as ‘burning a CD’.
Secondary storage consists of all the hardware devices and media that
keep data and information when a computer system is turned off. These
include hard drives, CD-ROMs, DVDs and USB flash drives. Desktop computers,
servers and notebook computers usually come pre-installed with an internal
hard drive. An internal hard drive is not portable and is not usually visible
unless the system unit is open (see section on System unit below). A computer
system may have more than one hard drive installed. If additional drive storage
is needed, an external hard drive may be connected via a USB or firewire
port. The USB and firewire ports provide connection technology for attaching
peripheral devices to a computer,
providing fast data exchange. Many
businesses make a backup copy of their
data to an external hard drive. This
drive is then disconnected and stored
in a fireproof location for safekeeping.
Computer systems are also equipped
for optical storage.
Optical storage technology uses
laser beams to read and write data.
Compact discs (CD) and digital video
discs (DVD) are two common types of
optical media. Many of the computer
systems being manufactured today are
equipped with a DVD multi-recorder. Figure 1.13 Miniaturisation is
These hardware devices allow a wide evident in memory card creation;
range of optical media to be used over time, the physical card sizes have
become smaller
for storage.
Storage device Description and function
Figure 1.14 USB flash drives have
largely replaced diskettes as the
storage media of choice for portable
file storage; these thumb-sized devices
have the capacity to store much
more than a DVD and are stylish
and portable
CD-ROM
Compact Disk Read-Only Memory stores data that can be
read by a computer. It is not writable and is used to distribute
computer software.
CD-R
Compact Disk Recordable is a variation of the CD-ROM that can
be written to (once) using a CD writer (also called a ‘burner’).
CD-RW
A variant of the CD-R that allows data to be rewritten.
DVD
Similar dimensions to a compact disc (CD) but stores more than
six times as much data. Its main uses are for video and data
storage. Because of their large capacity, DVDs are also used to
back up data stored on hard drives.
Flash drive
A ‘thumb-sized’ device with a USB connector. Popular sizes used
by students and office workers include 4GB, 8GB and 16GB.
Memory card
Used in devices such as cameras and smartphones. They are
available in a wide range of types (CompactFlash, SD, MicroSD,
etc.), sizes and capacities.
Table 1.3 Functions of various storage devices
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Activity 3
Which input devices are packaged with the computer system you selected
in Activity 1?
In your notebook (below the pictures you pasted in Activity 1) draw a
table similar to the one below:
Input devices
Output devices
Storage devices
Examine the specifications of the computer system selected and list all
the input, output and storage devices.
System unit
system unit •
The system unit is the case that houses the computer’s internal processing
circuitry, including the CPU, connection ports for peripherals and some storage
devices such as hard disk drives and DVD drives.
(a)
(b)
Figure 1.15 System units come in a range of shapes and sizes. Some are placed
horizontally on a desk while others are placed vertically. (a) Front view showing
on/off button, USB ports and connection ports for microphone and speakers.
(b) Rear view showing expansion slots and connection ports.
Uses and benefits of input devices and storage media
Data used to prepare documents come from a variety of sources. These include
books, magazines, typed notes, handwritten notes, voice recordings and
photographs. Data may be in the form of text, images, audio or video. Text and
images, whether in a book or on a handwritten document, are in a humanreadable format. A photograph captured by a digital camera is in a machinereadable format and may be transferred to a computer system, after which it
can be stored, retrieved, manipulated and shared many times. Input devices
are responsible for changing human-readable data to machine-readable data.
Storage media ensure that the information remains safely stored and available
when needed.
Users derive a wide range of benefits from using various input devices. These
include achieving higher levels of efficiency, reduced operational costs and more
flexibility in the way day-to-day tasks are carried out.
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Device
Use
Benefit
Mouse/
touchpad
Manipulates (select, click and
drag) windows, icons, menus
and text in applications.
Users are more efficient as tasks
can be completed accurately in
less time and with less effort.
Converts printed documents to
digital format.
Businesses benefit from reduced
operational costs as digital
versions of physical documents
can be created with a scanner and
manipulated and/or transmitted
electronically by fax or e-mail.
Scanner
Converts text on documents to
editable text.
Converts images of documents
such as receipts, photographs
and diagrams to digital format.
Captures still images and video.
Pictures can be captured by office
staff, rather than professional
photographers, and included in
documents and presentations.
Video conferencing.
Users in remote locations can see
each other, thereby improving
communications and at the same
time eliminating travel costs.
Digital
camera
PC camera
Table 1.4 Uses and benefits of various input devices
Activity 4
Which additional peripheral devices (input, output and storage) would you
want to add to your computer system? Copy and complete the following
table in your notebook.
Device
category
Device wanted
Reason for wanting this device
Input
Output
Storage
Software
system software •
operating system (OS) •
Computer hardware depends on software to operate. Without software, input
devices would sit idly by, monitors would be blank and disk drives would be
empty. Two types of software allow the computer system to operate effectively:
system software and application software. An operating system is a type of
system software.
Operating systems
An operating system (OS) is a set
of programs that coordinates all
the activities among the computer’s
hardware devices.
The Windows family of operating
systems is the most common desktop
OS in use. It is installed on nearly nine
out of 10 PCs worldwide. Some of the
more recent releases in the Windows
family are Windows XP, Windows
Vista, Windows 2000, Windows 7 and
Windows 8.
Figure 1.16 Windows 7 is produced
by Microsoft Corporation
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Activity 5
Conduct the necessary research and write answers to the following in your
notebook:
1 Which operating system is sold with the computer system you selected
in Activity 1?
2 Is the operating system stated above the latest version produced by that
manufacturer?
Application software
application software •
Programs that perform specific tasks for users are application software.
Type of application Named examples
software
Database
management
Microsoft Access, OpenOffice Base.
Electronic
spreadsheets
Microsoft Excel, IBM Lotus 1-2-3, OpenOffice Calc.
E-mail
Microsoft Outlook Express, Mozilla Thunderbird, Gmail,
Hotmail.
Presentation graphics
Microsoft PowerPoint, Prezi, Keynote, Open Impress.
Web browsers
Microsoft Internet Explorer, Mozilla Firefox, Safari, Google
Chrome.
ITQ9
Word processors
Microsoft Word, Corel WordPerfect, OpenOffice Writer.
Name TWO types of application software that
are likely to be used in an organisation for
electronic document preparation.
Table 1.5 Common application software includes word processors, electronic
spreadsheets, database management systems, presentation graphics software, web
browsers and e-mail software
(a)
(b)
Figure 1.17 Screenshots of (a) Google Chrome web browser and (b) Outlook
e-mail. Both applications are used on the Internet.
Activity 6
Explore the product description of the computer system you selected
in Activity 1. Make a list of the application software programs that are
pre-installed.
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Differences between operating systems and application software
Operating systems and application software differ in what they do. Operating
systems manage system resources; application software performs specific tasks.
Operating systems
Application software
Create files.
Play music.
Manage folders.
Draw a flowchart.
Keep documents secure.
Produce a document.
Allocate memory to different jobs.
Send a document via fax.
Manage the CPU to ensure that jobs are processed. Request and display web pages.
Provide users with an easy-to-use interface.
Insert a chart in a presentation.
Table 1.6 Different types of tasks performed by operating systems and
application programs
Care when working with computers
Caring for computer hardware
Computer systems, like any other electronic equipment, need special care and
attention in order to perform properly and safely. Keeping your computer clean
can do a lot for your system. Sticky keyboards make it difficult to type, dirty
monitors can make it difficult to read what is on the screen, and paper fragments
inside a printer may cause paper jams.
Modern laptops run fast microprocessors that can generate a lot of heat. The
heat is mainly vented out of the bottom of the laptop but ventilation effectiveness
is reduced when the laptop is placed on a solid surface or on your lap. A hot
laptop can suffer from reliability problems and a system that overheats can fail.
The accumulation of heat can crash your laptop processor and hard drive.
Some ways of caring for computer peripherals are:
• Cover hardware devices (scanner, printer and monitor) when not in use.
• Use a soft, damp cloth to clean the screen of the monitor on a regular basis.
• Eat or drink only in areas away from where the equipment is located.
• Use compressed air, not suction, to remove dust and small fragments from
keyboards and printers.
• Use a silicone keyboard overlay – this keeps crumbs and liquids out (but you
shouldn’t really eat or drink at the computer desk).
• Keep the sensing mechanism of your mouse clean – the ball in a mechanical
mouse, the ‘eye’ of an optical mouse.
• Use power protection devices such as surge protectors and uninterruptible
power supplies to protect computer systems from the damaging effects of
power surges and blackouts.
• Ensure that the air vents are never blocked and perhaps use a cooling pad
underneath your laptop.
Activity 7
Visit www.OfficeDepot.com and go to Technology > Computer Accessories
> Security, Tools & Cleaning. Assuming that you have US$50.00 to spend,
which three items would you purchase and why? Copy and complete the
following table in your notebook.
Product description
Price
Reason
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Caring for your working environment
Without a healthy, capable user, a computer would sit idle. It is therefore
important that the working environment be kept safe. An unsafe environment
is one where an accident is waiting to happen.
(a)
(b)
Figure 1.18 (a) Messy wires and (b) an overloaded electrical outlet are two
common hazards in the working environment
Some tips for keeping the work environment safe include:
• Use suitable furniture that is capable of bearing the weight of the equipment.
• Keep cables neatly arranged and out of walkways to avoid trip hazards.
• Do not overload electrical outlets to avoid fire hazards.
• Do not place items on the equipment – they may block the air vents.
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Taking care of yourself – the computer user
Ergonomics •
Ergonomics weblink
Ergonomics is the study of how furniture and equipment are designed to be
easy and comfortable to use so that they provide the most benefits and the best
working or living conditions for the user. Manufacturers of office equipment,
such as desks, chairs, filing cabinets, keyboards, monitors and even speakers,
ensure that these items are ergonomically designed. An office chair is designed
in such a way that its various elements may be adjusted. The height of the seat,
degree of tilt and width of the arm rest are just a few of these elements.
Some tips for taking care of yourself include:
• Ensure that your chair and desk are the correct height.
• Avoid extended use of the equipment – take regular breaks.
• Ensure that the lighting is adequate.
Improper furniture, bad posture and extended use may all contribute to
repetitive strain injury (RSI), a condition caused by overusing the hands to
perform a repetitive task, in this case typing and clicking the mouse. Back pain
and eyestrain are two other health problems caused by misusing computers in
the ways indicated above.
The heat from some laptops can be enough to cause superficial skin burns,
even through clothing! A medical journal reported the case of a healthy 50-yearold scientist, fully dressed in trousers and underpants, who burned his genital
area after placing his laptop on his lap for an hour. While using the laptop he
occasionally felt the heat and a burning feeling on his lap and thighs. Two days
later he had blisters that then developed into infected wounds. In addition to
a hot laptop being uncomfortable to use, it has been proven to reduce fertility
in men.
Visit http://ergo.human.cornell.edu/ergoguide.html for ergonomic guidelines
for arranging a computer workstation.
25°
Figure 1.19 Keyboards can increase
risk of injury. This good typing
position reduces risk of muscle fatigue
and injury.
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Create a great first impression!
arance
• Appe attitude
do
• Canation
c
u
• Ed
e!
• Smil
You’ve heard it said time and again that first impressions last. Here are some
things you can do to manage the first impressions you create with prospective
employers, co-workers and customers in order to set the framework for
solid, sustainable relationships and lasting, positive impressions.
• Manage the image you project by taking care of your appearance. For an
interview, dress professionally. Wear classic lines in neutral colours, keep
jewellery to a minimum, cover tattoos and body art. Avoid excessive
make-up and faddish attire and hairstyles. Once you are selected,
maintain this image. If you are required to wear a uniform or given a
dress code, stay within the company guidelines.
• Always present a ‘can-do’ attitude. Be a person who believes in your
own ability to create and find solutions. This in turn will make you an
invaluable team player.
• Get the ‘E’s right! Increase your education and skill level so you may
not only speak knowledgeably but know just how to say you do not
know without losing ground or credibility. Increase your exposure
to and awareness about the company you are being interviewed by
and, once you are employed, know your job responsibilities inside
out. Read the newspaper, watch the news – take responsibility for your
own enlightenment.
• Of utmost importance, you are never fully dressed for work if you are
not wearing your SMILE!
Today at Dox to Go
It is 9.00 am on a Tuesday morning. Seated in the lobby are 12 people who
will be interviewed for the position of Purchasing Assistant. (See the
newspaper advertisement opposite.) Tracey-Ann immediately sets herself
apart based on her outward appearance. Right next to her is Ricardo, a
young man who looks like he stepped off the pages of a popular men’s
magazine. At about 9.27 Ayanna rushes through the front door out of
breath and smiling. Her attire gets a whistle out of Ricardo and has all the
other applicants raising eyebrows.
In your designated groups, on a separate sheet of flipchart paper
for each, draw these candidates seeking the Purchasing Assistant job.
Write a short paragraph summarising each person’s skills, attitude
and appearance.
Discussion corner
One of the three eventually lands the job to work alongside Purchasing
Manager Toni-Ann. Which of the applicants do you feel it was? Why?
Personal follow-up
From an old magazine, cut pictures of a wedding dress, swimwear and office
attire. Also collect a plastic garbage bag of any colour or size and a roll of toilet
paper. Keep these for later on.
In your journal, review the best first impression you’ve ever created in
a situation and say how you will work at always making great impressions.
What will you continue to do? What will you do differently?
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A computer is an electronic machine that accepts and processes data to
produce information.
›› Types of computer include mainframes, minicomputers and microcomputers.
›› Desktops, laptops, notebooks, netbooks and smartphones are types
of microcomputer.
›› Some advantages gained from computer usage include increased speed with
which tasks are completed, accuracy of output, storage of vast quantities of
data and reliability.
›› The keyboard, mouse and microphone are input devices that are attached
to most microcomputers.
›› Document scanners, bar code readers and character readers (OMR,
OCR) are specialised data capture devices usually used in offices and
other organisations.
›› Printers may be impact (line or dot matrix) or non-impact (laser or inkjet).
›› Monitors, speakers and multimedia projectors are output devices.
›› Compact discs (CD) and digital video discs (DVD) are optical storage; floppy
disks and hard drives are magnetic storage; flash drives and memory cards
use flash memory technology.
›› Operating system software coordinates all the activities among
computer devices.
›› Application software is the name for programs that perform specific tasks.
These include word processing, spreadsheet, database management,
presentation, and anti-virus software.
›› Extended use of computers, inadequate lighting, unsuitable furniture and
bad posture during computer usage may affect the health of the user and
cause repetitive strain injury (RSI), eyestrain and backache.
›› Overloading of electricity sockets and improper positioning of workstations
and extension cords may compromise safety and cause accidents resulting
in personal injury.
››
1
2
3
4
5
6
7
8
9
Plastic (transparency sheets and vinyl).
Computer system, scanner, printer, facsimile (fax), multimedia projector,
World Wide Web, electronic mail (e-mail), word processor.
(a) Capture images for inclusion in the document. (b) Edit document using
text editor/word processor. (c) Check the spelling of a word. (d) Transmit
digital content via text message/e-mail. (e) Upload documents to virtual
storage on the Internet.
A computer is hardware and software only whereas a computer system is
hardware, software, people, procedures and data.
A digital camera is not always connected to a computer, whereas a
webcam is. A digital camera is optimised for still images whereas a PC
camera is optimised for video.
(a) Laser, (b) colour inkjet, (c) impact.
(a) Computers manufactured in the past few years are not equipped with
floppy disk drives. (b) Small capacity makes them unsuitable for storing
large files (such as sound and images). (c) Somewhat unreliable.
The laser beam is used to burn ‘pits’ in the recording surface of the CD.
Each ‘pit’ represents a ‘1 bit’. Recall that all computer data is stored as a
series of ones and zeros.
Word processor, spreadsheet, presentation package.
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Pair work
Physically challenged users, such as people with visual impairments, may
use special purpose input devices to enter data. These users may be small
in number in many organisations.
‘The absence of hardware and software tools to allow visually
impaired persons to use a computer is one of the main factors that have
excluded these persons from the modern office.’
1 Do you agree with the statement above? Take 3 to 5 minutes to think
about it then record your opinion in your notebook.
2 Discuss your opinion with your partner. Do both of you share the
same opinion? Discuss any area where you have differing opinions.
Can you find any facts to support your views?
3 Jointly explore the following tools in the Windows control panel:
• Text to speech and speech recognition.
• Ease of access centre.
Is there any new information here? If yes, how does this new
knowledge affect your view expressed earlier?
Group activities
The following activities are ideal for groups of 3–5 students. Each student
should complete the following:
1 a
Conduct research on the Internet to determine the key features of
ANY THREE of the following categories of computer system:
• desktops;
• smartphones;
• netbooks;
• notebooks;
• mainframes;
• minicomputers.
bCopy and complete the following table for EACH type researched.
Type 1
Type 2
Type 3
Make and model
CPU speed
Maximum memory
Screen size
Secondary storage devices
Input devices
Ports and slots
Approximate price
cDiscuss your findings with the other group members. Do your data
correspond for the same category of computer? If not, why do you
think this is?
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2 Visit a local computer retail store.
a Collect the data required to complete the following table:
Device
type
Brand
name
Capacity
Storage
technology
CD-R
hard
drive
Imation
Seagate
700
MB
4
GB
optical
flash
memory
Cost
bCompute the cost per megabyte for each device. Note that 1GB =
1,024MB and that 1TB = 1,024GB.
c Based on your findings, suggest reasons why:
 CD-R disks are still being used despite the prevalence of DVDs;
 a USB flash drive is most suitable for transferring documents
within an organisation;
 a business executive who uses a smartphone may want to save
documents on a memory card instead of a USB flash drive.
3Use the Internet to research repetitive strain injury (RSI) and
ergonomics. Make a list of some tips that will help to create and
maintain a healthy working environment. Create a poster that clearly
identifies the Dos and Don’ts identified.
4Your group has just returned from a trip in a time machine 10 years
into the future where you observed holographic storage, wearable
computers, cloud computing and 3D virtual environments in everyday
use. Your mission is to develop a creative marketing strategy to
promote the technological changes you observed in the future and
accelerate their acceptance.
 U
se the Internet to research any ONE of the innovations mentioned
above. Determine how it is likely to be advantageously used in an
organisation. Ensure that you use the information ethically (see
Chapter 17).
 Present your group’s findings to the class for debate/discussion.
Make a note of how they responded.
Examination-style
questions
Multiple choice questions (MCQs)
1
Which of the following is NOT a component of a computer system?
a data;
b hardware;
c information;
d software.
2
Which of the following statements is UNTRUE?
a Scanners, printers and keyboards are all peripherals.
b CD-ROMs and DVDs are high-capacity output devices.
c The CPU and memory are housed in the system unit.
d PC cameras, microphones and scanners are all input devices.
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3
Which of the following input devices is MOST LIKELY to improve an
organisation’s efficiency by facilitating the automatic conversion of
printed text to editable text?
a digital camera;
b laser pen;
c scanner;
d PC camera.
4
Which of the following is NOT a task undertaken by an
operating system?
a retrieving a file from secondary storage;
b managing jobs in a print queue;
c launching an application;
d editing a document.
5
Which of the following is NOT a common operating system?
a Apple;
b Linux;
c Unix;
d Windows Vista.
6
Two types of _____ are desktop computers and notebook computers.
a personal computers;
b mobile computers;
c midrange servers;
d mainframes.
7
All of the following are widely used input devices except the _____.
a keyboard and mouse;
b microphone and scanner;
c digital camera and PC video camera;
d printer and monitor.
8
Which of the following does a storage device hold for future use?
a data and information;
b data and instructions;
c information and instructions;
d data, information and instructions.
9
A hard drive provides much _____.
a less storage capacity than a floppy disk, memory card, or USB;
bless storage capacity than a floppy disk but more than a USB
flash drive;
cgreater storage capacity than a floppy disk but less than a USB
flash drive;
dgreater storage capacity than a floppy disk, memory card, or USB
flash drive.
10
With _____ software, a mobile user can create and deliver a
presentation to a large audience by connecting a mobile computer
or device to a video projector that displays the presentation on a
large screen.
a presentation graphics;
b spreadsheet;
c word processing;
d database.
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Short answer and essay-type questions
1
One type of system software is a(n) _________________________,
which is a set of programs that coordinates all the activities among
computer hardware devices.
2
_________________________ consists of programs designed to make
users more productive and assist them with personal tasks, and includes
Web browsers, word processing software, and spreadsheet software.
3
A(n) _________________________ is a type of personal computer
designed so the system unit, input devices, and any other devices fit
entirely on or under a desk or table.
4
A(n) _________________________ is a portable, personal computer
designed to fit on your lap.
5
Resembling a letter-sized slate, a(n) _____________________ is a type
of notebook computer that allows users to write or draw on the screen.
6
Offering the convenience of one-handed operation, a(n)
_________________________ is an Internet-enabled telephone that
usually also provides PDA capabilities.
7
A(n) _________________________ is a large, expensive, powerful
computer that can handle hundreds or thousands of connected users
simultaneously and store tremendous amounts of data, instructions
and information.
8
A(n) _________________________ is the fastest, most powerful type
of computer – and the most expensive.
9
With _________________________, users access account balances, pay
bills, and copy monthly transactions from a bank’s computer into
their personal computers.
10
Many businesses depend on computer systems for meeting their
document preparation and management needs.
a Define a computer.
b Identify EACH of the following components of a computer system.
I electronic components;
II item processed by the CPU to produce information;
III stored instructions;
IV a particular method for performing a task.
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11
Copy the following table and complete the missing answers (a) to (j).
Device category
Device
Function
Input
Keyboard
(a)
(b)
PC camera (webcam)
(c)
Output
(d)
To produce printed
copy of documents on
a range of stationery.
(e)
Scanner
(f)
(g)
(h)
To display the
application interface,
thereby allowing
users to interact with
hardware, software
and data.
(i)
(j)
To provide audible
alerts from the
operating system and
application software,
which give useful
feedback to users;
to allow playback
of audio from
applications.
12
Dox to Go (D2G) is expanding its Barbados operations. The manager
has received approval for the purchase of a computer fitted with the
necessary peripherals, application software and operating system. He
has identified a computer with a keyboard, mouse, monitor, speakers
and a hard drive. It also comes pre-installed with Windows 7.
a What is Windows 7?
bExplain the role of Windows 7 as a component of the
computer system.
cSuggest the most suitable peripheral that the manager should
purchase to carry out EACH of the following functions:
I capturing audio;
IIstoring soft copies of documents for dispatch to customers on CD;
III output.
dDescribe the benefit to D2G of using the device described in
(c)(i) above.
e Describe TWO ways of caring for a keyboard.
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13
Application software is an integral component of a computer system.
a What is the purpose of application software?
b Name the most suitable application software for preparing:
I a slide show;
II a business letter;
III a profit and loss statement;
IV a mailing list.
14
Consider the input, output and storage devices shown below.
(i)
(ii)
(iii)
(iv)
(v)
a Explain the statement ‘input devices are hardware components’.
b Identify the devices labelled (i), (ii) and (iii) above.
c Describe the function of the devices labelled (iii), (iv) and (v).
dSuggest ONE way in which an organisation may use the device
labelled (v) in the preparation of business documents.
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2
By the end of
this chapter
you should be
able to:
Concept map
Keyboarding techniques
Objectives
describe the layout of a standard QWERTY keyboard;
identify the functions of the various keys on the keyboard;
efficiently move around within a document using navigation keys;
display correct keyboarding techniques;
demonstrate the correct posture while typing;
develop speed and accuracy in copy typing.
Keyboarding techniques
Proper keyboarding techniques
requires knowledge of
depend on
correct body posture
correct keystroking
keyboard layout
improve
accuracy
speed
correct arm and hand position
keys such as
special keys:
Tab
Esc
Ins
cursor &
screen control
numeric
typewriter
Dox to Go has a wide range of QWERTY keyboards in use at its various locations across
the Caribbean. Sherese, the Purchasing Officer, ensures that all computer systems,
whether laptops or desktops, have QWERTY keyboards. Because of the standard layout,
Shana, the Applications Specialist, is able to develop standardised practice worksheets
for use by Customer Service Associates, who need regular practice to ensure that they
display correct keyboarding techniques and have the correct posture when typing. With
practice, Shana is confident that her team members will develop speed and accuracy in
copy typing. Customers of Dox to Go always look on in amazement as Monique, one of
the most experienced Customer Service Associates, expertly types away at her QWERTY
keyboard without looking at the keys. Talk about good keyboarding techniques!
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In Chapter 1 we introduced the computer system as a general purpose
electronic machine. This machine is able to function in various roles. In a
modern office, a computer system may be used to replace other tools used for
tasks such as sending a fax, making a telephone call or producing a mailable
document. A computer system equipped with word processing software
such as Microsoft Word may be used to produce a wide range of documents.
The keyboard
QWERTY •
The main input device utilised by a word processor is the keyboard. Many
types of keyboards exist. Keyboards can have different keys depending on the
manufacturer, the operating system they’re designed for, and whether they are
attached to a desktop computer or part of a laptop.
The most used keyboard layout on English-language computers is called
QWERTY. It takes its name from the first six characters on the left of the
keyboard’s top row of letters.
ITQ1
Why is the QWERTY keyboard so called?
ITQ2
What is the significance of having the numeric
keypad on an alphanumeric keyboard?
function keys •
control keys •
ITQ3
What is the function of EACH of the following
function keys in Microsoft Word?
(a) F7;
(b) F10;
(c) F12.
cursor •
Figure 2.1 A QWERTY keyboard showing the different sets of keys
The numeric keypad is a more recent addition to the computer keyboard. As
the use of computers in business environments increased, so did the need for
speedy data entry. Since a large part of the data was numbers, a set of 17 keys,
arranged in the same configuration found on adding machines and calculators,
was added to the keyboard.
In 1986, IBM further extended the basic keyboard with the addition of
function and control keys. Applications and operating systems can assign specific
commands to the function keys. For example, Microsoft Word assigns its help
feature to function key F1. Pressing function key F5 in Word activates the Find
and Replace feature.
The set of control keys provides cursor and screen control. This includes:
• Home;
• End;
• Page Up;
• Page Down;
• four arrow keys, typically marked with arrows and arranged in an inverted T
formation between the typing keys and the numeric keypad.
The cursor is an indicator used to show the position on a computer monitor
or other display device that will respond to input from a text or pointing device.
In Word, the cursor appears as a blinking vertical bar.
Any key designated for cursor movement is called a cursor control key.
Cursor movement keys or arrow keys move the cursor in a specified direction.
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Navigating a document
navigation •
Control keys are useful for moving around within a document. This is called
navigating a document. Efficient document navigation is an essential skill as
it helps to improve the speed and accuracy with which documents are created
and amended.
Key
Abbreviation/
symbol
Page Up
Action
PgUp
Move the cursor up a page length.
Page Down
PgDn
Move the cursor down a page length.
Home
HOME
Move the cursor to the start of a line/document.
End
END
Move the cursor to the end of a line/document.
Up Arrow

Down Arrow

Left Arrow

Right Arrow

Move the cursor on the screen in small
increments, up, down, left or right.
Table 2.1 Navigation keys and their abbreviations and actions
insertion point •
The capabilities of the eight keys mentioned above may be extended by using
the Control (CTRL), ALT and SHIFT keys. These keys are called modifiers. They
cannot be used alone but are used to modify the normal action of another key
when the two are pressed in combination. For example, when the HOME key
is used by itself, the insertion point (the position of the cursor) is moved to the
start of the current line. When the CTRL + HOME keys are pressed together, the
insertion point is moved to the top of the document.
To move the cursor
Press
one character to the left

one character to the right

one line up

one line down

one word to the left
CTRL + 
one word to the right
CTRL + 
to the top of the previous paragraph
CTRL + 
to the top of the next paragraph
CTRL + 
down one screen
PgDn
to the top of the next page
CTRL + PgDn
to the bottom of the window
CTRL + ALT + PgDn
up one screen
PgUp
to the top of the previous page
CTRL + PgUp
to the top of the window
CTRL + ALT + PgUp
to the beginning of the current line
HOME
to the beginning of a document
CTRL + HOME
to the end of the current line
END
to the end of a document
CTRL + END
Table 2.2 Basic shortcut keys for navigating through documents
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Posture at the computer
keyboarding •
copy •
Mastering keyboarding is a skill that requires you to practise a lot and observe
certain guidelines. The manner in which you sit and reach towards the keys
definitely affects the outcome.
One of the ways to become efficient as a typist is to assume the correct
posture when typing. Figure 2.2 shows an administrative assistant with good
posture. The following tips will enhance your proficiency.
• Ensure that you are comfortably seated with your:
feet flat on the floor, one slightly ahead of the other;
 back supported by a comfortable chair;
 fingers on the home keys (see below);
 wrists slightly arched – not resting on the keyboard or on the desk.
• If you are copying from another document:
 keep your eyes on the copy – not the keyboard!
 keep the copy you are typing from in a position where it can be
easily seen.
The copy is the document from which you type. It may be in the form of a
book or paper.
While sitting in this manner, make sure that the seat height allows you to
be within easy reach of the keys and have a comfortable view of the monitor.
The monitor should be adjusted to be at your eye level and the seat, if possible,
should be adjusted according to your height. These adjustments help to prevent
strain on the body, but you should also take frequent breaks from sitting at
the computer.
Good posture allows you to:
• easily reach the keys;
• work with speed and accuracy;
• avoid strain on your body.
ITQ4
Give TWO advantages of sitting in the correct
posture while typing at the computer.
Figure 2.2 Good posture at the computer
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Setting your margins
margins •
Before you actually begin typing, you need to create the boundaries that you
will type in. These are called margins. One-inch margins are mostly used in the
preparation of documents. Specific instructions will be given if you are required
to change these margins.
The steps in setting margins are:
• click on the Page Layout tab;
• select Margins;
• choose:
• Normal, which is already set at one inch for each side – top, bottom, left
and right; or
• Custom Margins to change the margins to suit your needs.
Figure 2.3 Setting margins
Home keys
copy typing •
The first set of keys that you are being introduced to is called the home keys.
The row in which these keys are placed is referred to as the home row. Learning
to type with these keys first allows you to effectively type with the others as
the home fingers are used to depress keys in the same range, whether they are
above or beneath the home row. The aim is for you to practise copy typing.
Copy typing is the action of typing while keeping your eyes on the copy and
not on the keyboard.
The home keys are:
• a s d f – typed with the left hand; and
• ; l k j – typed with the right hand.
Use the ‘a’ and ‘;’ keys as guides as the pinky fingers may be placed on these
keys first then the other fingers would automatically be placed on the adjoining
keys. However, on some keyboards, the ‘f’ and ‘j’ keys have raised marks on
them so without looking at the keyboard you can identify where they are by
feeling with your index fingers.
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Table 2.3 and Figure 2.4 show you how to position your fingers on the
home keys.
Left-hand fingers
Keys
Right-hand fingers
Keys
Index
f
Index
j
Middle
d
Middle
k
Ring
s
Ring
l
Pinky
a
Pinky
;
Table 2.3 Correct usage of the fingers when typing the home keys
A S
D
F
J
K
L ;
Figure 2.4 Correct positioning of the fingers on the home keys
ITQ5
Which fingers are used when typing ‘a’, ‘f’, ‘;’
and ‘k’?
Your fingers should be on the home row keys except when reaching to
the other keys. Keeping your fingers on the home keys helps you to be more
accurate in your keyboarding skills. When you leave home to go somewhere
– say the supermarket – you return after shopping. Likewise, when you type
other characters outside of the home row, you should instantly put back your
fingers on the correct home keys. When reaching for other keys, move only the
fingers required and not your whole hand. The keys should be depressed lightly.
Your right thumb should be used to tap the space bar when a space is needed.
Whenever you need to go to a new line, press the Enter key with the right
little finger.
Practice activities
Practise your speed and accuracy using
the activities on the CD-ROM.
With reference to Figure 2.4 and Table 2.3, type the following practice exercises.
At the end of each line press the Enter key once. As you type, say the letters
in your mind – this will help you to remember where each letter is located on
the keyboard. Type each line as many times as you wish until you feel at ease
with these keys.
Other exercises are presented on the CD for further practice.
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Activity 1 – Home keys
asdf ;lkj fdsa jkl; asdf ;lkj fdsa jkl; asdf ;lkj fdsa jkl; asdf ;lkj fdsa jkl; asdf ;lkj;
ff jj dd kk ss ll aa ;; ff jj dd kk ss ll aa ;; ff jj dd kk ss ll aa ;; ff jj dd kk ss ll aa ;;
kldf sajl f;ljk fasd sjka ;lkasdjf dksl;ajf jfkdls;a a;a;a; skdjfl jaf; lskf fasd j;lk ;a;
lass; dad add; fad lads; flasks ask; asks lask; lasks sad; jads salads fall; all laskas
laks jaf; jags dalas; flak dass flad flads; slas slads; falls; jall jalls; dada daf fada ;as;
skaj; kass skad skada skadas asks flaks; jalak kada sajj jass flad flads; dal dalas sklad
Mastering this skill requires a lot of patience. In all these practice exercises,
don’t be discouraged if you have to do them over and over again.
Table 2.4 shows the correct fingers to use when typing other keys.
Left-hand
fingers
Keys
Right-hand
fingers
Keys
Index
r, t, g, v, b
Index
u, y, h, m, n
Middle
e, c
Middle
i, , (comma)
Ring
w, x
Ring
o, . (full stop)
Pinky
q, z, left shift key, left
Pinky
control key, caps lock, tab
p, :, ’, ?, right shift key,
right control key, enter
key
Table 2.4 Correct usage of fingers when typing other keys
Practise typing the following exercises using Table 2.4 as a guide. Spend a
few seconds just reaching towards the keys before actually typing them.
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Activity 2 – New keys: ‘g’ and ‘h’
G
A S
D
F
H
K
J
L :
gf gf hj hj fg fg jh jh hhj ggf ghjf ghfj gf gf hj hj fg fg jh jh hhj ggf ghjf ghfj fjhggh
ash gash gashs hash; lask lash lags; sags; gag sash flash flashs hags; jags glad; ha ha
shad shall; hall slash dash jag gall; had dash dashs flag flags gad dagg daggs shaggs
gala galas sagg has lag laggas gas laggs haff haffa gaga hak haks halls gal gall galad
Activity 3 – New keys: ‘e’ and ‘i’
E
I
eede iiki dede kiki eded ikik eede iiki dede kiki eded ikik eede iiki dede kiki eded ikik
said laid; jade like; likes keg shells; ashes glide glade his; dishes dikes deed geese fed
gale dale eel dead leads; ills sill sell eggs fade feed feeds hike fell hell head lids; dies;
died hide hid did heed high leigh legs; silk seeds heel heels; fie lies lied kill his desks
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Activity 4 – New keys: ‘n’ and ‘y’
Y
N
nnjj yyjj nhy yhn jnjy yjnj nyn yny nnjj yyjj nhy yhn jnjy yjnj nyn yny nnjj yyjj nhy
needs hen any yen fan lend hand handy yell nids; dine nine shiny line say gay nanny
lanky silly yanky yes nay needy find yea yeah yin hanky gen fend day and hay gain
sink sank yield fine need shaggy shady dandy shandy sin nay silky sand sandy send
Activity 5 – New keys: ‘b’ and ‘t’
T
B
:
bbtt ttbb gbtg ftfb tgbf fbgt bbtt ttbb gbtg ftfb tgbf fbgt bbtt ttbb gbtg ftfb tgbf fbgt
bat hat bind band tea eaten beaten bay nate habit seat feet gab lite table get lint let
bling baits belt bit bite bitten net ten attend basket taken tabs bats stay stayed basin
nab nabbed nabbing yet bet take talk tablet sent bend bent tent gabble that faith tan
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Activity 6 – New keys: ‘m’ and ‘u’
U
M
juuj mjjm jmujm mjujm uumm mu mumu juuj mjjm jmujm mjujm uumm mu mumu
mum mummy thumb numb mugs; gummy asthma maths mite use usage gauge unite;
mint gnu mutt yummy thug bun nub rim jam dimming dumb bammy mam nun nudge
bubble but mumble nut bug mug man muse yam mite gum gun mike muffin until my
Activity 7 – New keys: ‘v’ and ‘r’
R
V
:
vvrr rrvv frfv vfrf vrvr rvrv rrr vvv vvrr rrvv frfv vfrf vrvr rvrv rrr vvv fvvfrr vrvrffv;
river vere their near stare steer; gave given revive revival tear read vike read reve err
fern rev van dark rake red dear range ranger rave very ray rag venn vegetable veers;
mirage umbrella veer advise refer rain ran vein vane dread vair veil rave envy rent
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Activity 8 – New keys: ‘c’ and ‘,’
(We usually allow one space after a comma.)
C
,
,,cc cc,, c,c, ,c,c, c,,c ,cc, ccc,, ,,,cc ,,cc cc,, c,c, ,c,c, c,,c ,cc, ccc,, ,,,cc c,,c ,cccc,, ,,,cc
can care, carib, caribbean, case, lace, juice, fleece, camera, mercy mecca cycles, acer,
crab, cruse crush crumble, grace lice, ice, rice cell race, dance, cake brace cents, crack
reference, vehicle ditch vaccine catch, cay cab acid, acidic, acerbic cut crease, scarce
Activity 9 – New keys: ‘w’ and ‘x’
W
X
:
swsx xsws wxxw, xwsx, xxww, wwxx; swsxsw; swsx xsws wxxw, w, wwxx; swsxsw;
watch axe extra weak weird week weeks weekend, wax waiter taxes vex, view swim we, text
writer yawn wicket saw saws rex lax where why sway swaying wreck, draws
wait weight win wind twixt betwixt waxy axed, wheedle exam flex taxi exercise water
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Activity 10 – New keys: ‘o’ and ‘.’
(We usually allow two spaces after a full stop at the end of a sentence.)
O
.
:
oo.. ..oo lol. .lol ll.. ..ll .ol.ol. oo.. ..oo lol. .lol ll.. ..ll .ol.ol. oo.. ..oo lol. .lol ll.. ..l .ol.ol.
over gone. none. love laugh hover. come. mom woman look cook book oven on olives. cookies
clock folk oxen. bamboo honey own over onion .noon. colon hook. hooks ooh.
coax box noodle no nor money obtain. contain often vowels. model halo hollow count
Activity 11 – New keys: ‘p’ and ‘:’
(Press the shift key to type the colon; allow two spaces after a colon.)
:
:
pp:: ::pp p:p: :p:p pp::p: :pp::pp pp:: ::pp p:p: :p:p pp::p: :pp::pp p:p: :p:p p::p: :pp::pp
upper paper: pottery puppy: pan nap: space stop: put pot: patience pack: spots up:
suppose supper oppress: opening nappy price: pappy pup tape: pat soup soap: soaps
palm oppose purpose: adapt agape people type: nappy top topping open: application
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Activity 12 – New keys: ‘q’ and ‘z’
Q
Z
:
qqzz zzqq aqaza zaqaz qazaq zqqz qqzz zzqq aqaza zaqaz qazaq zqqz aqaza zaqaz zzz
dazed quiet jazz quite zero zebra square lazy query zips zoo zorilla quiver quote quick
quiz quizzes quizzing buzz buzzing size sizes ooze oozes oozed quire enquiry enquire
zigzag earthquake quacking qualify quantity squeeze quartz cazique equalize quizzer
Shift keys
character •
The shift keys (highlighted in Figure 2.6) are used when typing:
• capital letters;
• characters found at the top of some keys (see Figure 2.5).
A character is any letter, number, space, symbol or punctuation mark.
To type a capital letter or the character at the top of a key, press and hold
down the shift key while typing the character or letter. Then release both
keys. Note, however, that the right shift key is used when typing keys of the left
hand and vice versa. In other words, if you are typing capital ‘t’ or ‘b’, press the
right shift key, while the typing of capital ‘k’ or ‘u’ requires you to use the left
shift key. Figure 2.7 shows how to do this.
The Caps Lock key is used when typing several
characters or a block of information – such as
a heading – in capitals. You press the key to
activate it, type the information, then press the
key once more to deactivate it.
Figure 2.5 Keys with two characters
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Figure 2.6 Position of the shift keys
:
Figure 2.7 Using the shift keys
Activity 13 – Shift keys
DsFE TrITe UmEt PeeR JkOedW VaPi kjEoi: wOqdn qiWnf OKWM iaMw VnsQ
Grab: Into E.D.P.M. Because Radio Station Video Comment Date Table Chairman
Yows wnIT HumP Lwyer gidnN: weA nNuUmMbB Zinc Waxing RiDgEs maRKers:
Pastor Neville Pryce, Sister Dear, Martin Anthony Gordon, Patrick Nugent, Samuel G
Martha Donaree: Leah McIntosh, Anmarie: Livi Lorenzo, Rosalie Leslie: Caritha
Activity 14 – Sentences
My mommy gave me a cake. She loves to bake. She even gives to the neighbours.
The silly creature barked in the moonlight but the zebra relaxed in his cage.
Take care, I will see you tomorrow. I will visit in the evening. Cook dinner for me.
Extraordinary women are hard to find. You should always treat them well.
The helpful teacher gave a lot of exercises to the students for their homework.
Practise typing without looking at the keyboard. This will increase your speed.
The young boy exercises every Sunday morning. He is going to school today.
Take care of the plants this weekend; I will be going to St. Mary to attend a function.
You should cook more often. Mom loves it when you cook. Here are some bananas.
The buzzing bee was caught in the net. Will he live or will he die? Let’s observe.
Jill watched as her friend cleaned the house thoroughly. She wished she could help.
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Speed and accuracy
Gross Words a Minute •
ITQ6
Explain what is meant by GWAM.
Your Gross Words a Minute (GWAM) is the number of words that you are able
to type in one minute.
As you type, try to increase your GWAM as much as possible whilst still
remaining accurate.
When we calculate typing speed, we count five characters as one word.
Therefore the sentence:
The cat is purring as he sleeps.
ITQ7
How many characters and words are in this
sentence?
Keep your eyes on the copy.
consists of 32 characters (including spaces) and seven actual words, but we
count it as six words. Here you can see how the sentence is broken up in words.
The red line signifies where a word ends.
The cat is purring as he sleeps.
Activity 15 – Speed and accuracy
Time yourself while you type the following sentences. Try to remember where each key is located in order not to
look on the keyboard – this will enhance your speed and accuracy. See how much you can type within one minute.
Take the plate and put it in the sink. Put the pot on the stove in the kitchen.
The play will be held at Townhall in the Conference Room tomorrow afternoon.
Mara and Tania are very helpful. They are two of the most beautiful girls found in the village.
I love to hear the sound of drums. Will you teach me how to play them in the holiday?
As a typist, you should endeavour to use the correct fingers at all times. This will allow you to
type even faster.
The motorists seem to be in a rage today as they are all honking their horns in impatience.
Samuel is a very good son. He helps with the chores and is respectful to his parents.
Welcome to Salt and Sugar Enterprise’s Annual General Meeting.
The Dorm Director is adamant about individuals spending less time in the entertainment room so
that more time can be spent studying.
Choose your attitude!
Start every day with a positive affirmation. Think something positive and
beautiful and say it out loud. Repeat it in your mind all day – over your cup
of coffee, when your team leader raises her voice, when you trip in front
of someone you hoped to impress with your poise – until it defines your
attitude for the day.
Some days, true to Murphy’s Law, everything that can go wrong will. You
may not be able to change how things have gone but you can choose how
you react to whatever comes you way. Choose to remain optimistic against
all odds. Choose to see the lesson in every occurrence because, although
it may seem like the worst thing at that moment, even the most difficult
of experiences has something to teach you. Be the person that others look
forward to being around and working with. Choose to be positive! Choose
your attitude!
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Today at Dox to Go
Customer Service Coordinator, Kristina, is always approachable, happy and
cheerful. She is a great motivator. You decide to ask her what her secret is.
She smiles characteristically. ‘It’s easy,’ she says. ‘I write a little affirmation
on a sticky note and place it on my desk and use it to remind me throughout
the day that I can choose my attitude.’
W CYA
The NE
Choose
Your
e!
Attitud
Discussion corner
What are some of the affirmations Kristina may have started each day with?
Personal follow-up
In your journal, evaluate your own approach to life and the things you
experience. Write 10 affirmations you will use to help you choose your
attitude from now on.
QWERTY is the most used modern-day keyboard layout on Englishlanguage computers.
›› Most keyboards include typewriter, function, numeric, cursor control and
other special keys.
›› Eight special keys provide cursor and screen control: Home, End, Page Up,
Page Down and the four arrow keys.
›› The CTRL, Alt and Shift keys are used to modify the actions of other keys.
›› Being comfortably seated when typing encourages you to be more efficient
as it allows for easy reach of the keys. However, in mastering the skill of
keyboarding, practice is crucial.
›› Two shift keys are located on the computer – one on the right and the other
on the left side. These keys are used when typing characters that are at the
top of a key and for typing capitals. The right shift key is used when typing
keys of the left hand and the left shift key is used when typing keys of the
right hand.
›› The home keys are a s d f ; l k j. These are the first set of keys learnt and
form the basis of learning the others. The left hand is used to type ‘a s d f’
while the right hand types ‘; l k j’.
››
1
2
3
4
5
6
7
The QWERTY keyboard got its name from the first six letters of the
alphabetic keyboard.
The numeric keypad is very important as it allows for greater speed in
entering numerical data.
(a) Choose the Spelling command. (b) Activate the menu bar. (c) Choose
the Save As command.
(a) The typist is able to reach the keys easily. (b) Speed and accuracy will
be developed.
Left little finger, left index, right little finger and right middle finger.
This is the number of words a typist types in one minute.
27 characters and 5 words.
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Examination-style
questions
Multiple choice questions (MCQs)
1
The abbreviation for the CONTROL key on a standard keyboard of an
IBM compatible PC is:
a CNTL;
b CNTRL;
c CTL;
d CTRL.
2
All of the following are keys that appear on a standard keyboard of
an IBM compatible PC EXCEPT:
a Home;
b Send;
c End;
d Alt.
3
Which of the following key strokes will move the cursor from its
current position to the top of the next page?
a CTRL + Down Arrow;
b PgDn;
c CTRL + PgDn;
d CTRL + ALT + PgDn.
4
The home keys are:
a asdf hjkl
b asfg jkl;
c asdf ;lkj
d asef ;ljh
5
How many characters are in the phrase ‘Electronic Document
Preparation and Management’?
a 5;
b 46;
c 9;
d 45.
6
How many character space(s) should you insert after typing a colon?
a 1;
b 2;
c 3;
d 4.
7 Which of the following statements are correct?
IThe left index finger should be used to type the keys r, t, g, v
and b.
II The right ring finger should be used to type the keys w and x.
III The right index finger should be used to type t, y, u, and o.
a I only.
b I and III only.
c II only.
d II and III only.
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8
Examine the following table that shows a listing of left hand fingers
when typing the home keys and a list of home keys.
Finger
Key
1. index
A: a
2. little
B: d
3. middle
C: f
4. ring
D: s
Match the finger with the correct key:
a 1A 2B
3C
4D
b 1B
2A 3D 4C
c 1C
2A 3B
4D
d 1D 2A 3C
4B
9
Examine the following table that shows a listing of right hand fingers
when typing the home keys and a list of home keys.
Finger
Key
1. index
A: j
2. little
B: k
3. middle
C: l
4. ring
D: ;
Match the finger with the correct key:
a 1A 2D 3B
4C
b 1B
2A 3D 4C
c 1C
2A 3B
4D
d 1D 2A 3C
4B
10
Which of the following statements related to speed and accuracy
are correct?
I Five characters make one word.
II Words are counted as given.
III The phrase ‘Electronic documents’ contains four words.
a I only.
b II only.
c I and III only.
d neither I, II nor III.
Short answer and essay-type questions
1
The __________ allows the user to enter numerical data at a much
greater speed.
2
The keyboard has a set of special keys for moving around in
a document.
aThree of these keys are listed below. State the abbreviation for
EACH of these keys:
i Control;
ii Page Up;
iii Page Down.
b Name TWO other of these special keys.
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3
4
5
The ________ key is used to create a new typing line.
The right ________ key is used when typing capitals of the left hand.
When typing the letter ‘z’, the ________ finger is used.
Questions 6 and 7 are based on the document pictured below. The current
position of the insertion point is indicated.
6
Which key combination will most efficiently reposition the cursor to:
a the beginning of the document;
b the end of the document;
c the beginning of the current line;
d the end of the next line;
e the beginning of the word Assessment in the current line?
7
Where will the insertion point be located after the following keys
are pressed?
a CTRL + END
b CTRL + HOME
c CTRL + 
d CTRL + 
8
aExplain in detail how a typist should sit while typing at
the computer.
b Why is it important to sit in such a manner?
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3
By the end of
this chapter
you should be
able to:
Concept map
Introduction to application
software
Objectives
identify various types of application software;
explain the purpose of a word processor;
explain the purpose of a spreadsheet;
explain the purpose of a database management system;
explain the uses of presentation software;
determine the appropriate software to be used to perform specific tasks.
Introduction to application software
Application Software
includes
presentation
word processing
spreadsheet
database management
manipulation of
numeric data
electronic storage of data
in tables for easy retrieval
used for
delivery of lectures,
speeches & reports
text manipulation
The small business conference is this week. Shari, Dox to Go’s Business Development
Manager, sits down to tackle the task of preparing the materials needed for the conference.
The theme of the conference is ‘Electronic Document Preparation and Management: a
21st-Century Perspective’.
She starts off by using a spreadsheet to prepare a budget for the event, after which
she prepares a list of prospective customers using a database management program. She
intends to create an invitation, using a word processor, that will invite the prospective
customers to visit the Dox to Go booth later this week. She will use the mail merge feature
of the word processor to create personalised invitations, which she will dispatch by e-mail.
When all of that is done, she will create a presentation using presentation software.
This last task will be easy as she will use the Insert Slides from the Outline feature to
transfer the outline she has already prepared in Microsoft Office Word. Using that as the
basis for her presentation, she will then add visual interest to the slides with photographs
and other illustrations, being careful to include references to her sources.
With the presentation complete, she saves it to a flash drive and e-mails a copy to
herself. She also e-mails a copy of the presentation to her boss, Terique. The budget is now
complete and the mailing list finalised. All that now remains to be done is to send off the
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invitations. She calls Terique who has made some changes and added some comments
using the Track Changes feature. All is now set for the conference and Shari gets ready to
leave the office for the day.
Types of application software
ITQ1
Suggest TWO reasons for using iTunes to
manage your music.
ITQ2
Give FOUR reasons why using a computer to
write a letter is preferable in a business to hand
writing it.
productivity software •
Application software means the programs you use on your computer to perform
specific tasks. You might use a web browser such as Internet Explorer to search
the web, iTunes to manage your music, Paint to create or edit an image or VLC
Media Player to watch a video. These are four examples of application software.
Application software can also be used to do tasks at home, school or work. In an
organisation, users perform a wide variety of tasks such as:
• writing letters, memos and fax cover sheets;
• preparing purchase orders and invoices;
• managing contact lists;
• preparing sales presentations;
• preparing budgets, expense reports and financial statements.
Different types of application software are available. Some of these are
productivity, media and business applications.
In this chapter we will explore four types of productivity application software:
the word processor, the spreadsheet, the database and presentation software.
Activity 1
Copy the table below into your notebook. Use the World Wide Web to
conduct research and complete the table.
Type of
software
ITQ3
Suggest a different type of application software
that would be useful to:
(a) a partially sighted person;
(b) a person having only one hand.
What is
manipulated
Named example
Text and numbers.
Spreadsheet
WinAmp, Real Player, VLC Player.
Keynote.
Web browser
Word processor
Text and images.
Microsoft Word, OpenOffice Writer.
Word processor
word processor •
AbiWord weblink
The primary purpose of a word processor is to manipulate textual data.
Popular commercial word processors include Microsoft Office Word and Corel
WordPerfect. Two popular free word processors are AbiWord (www.abisource.
com) and OpenOffice Writer (www.openoffice.org).
Word processors provide a range of features for document creation, editing,
formatting and distribution such as:
• automatic insertion of a table of contents, citations and bibliography;
• creation of an index;
• insertion of illustrations such as pictures, clip art, charts and screenshots;
• automatically finding spelling mistakes and suggesting corrections;
• insertion of hyperlinks, symbols and objects;
• printing of envelopes and labels;
• mail merge for personalising a standard letter to many recipients.
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Look at Figure 3.1 to see a typical word processor screen.
ITQ4
Why is ‘Find and replace’ a useful tool in a word
processor?
Figure 3.1 A screenshot from a word processor showing features that help in
creating, editing and formatting a document
Activity 2
Discuss EACH of the following questions with a classmate.
1 In what ways can a word processor help me if I am a bad speller?
2 What features of word processing software can help to improve
my writing?
3 When might a handwritten letter be preferable to one done on
a computer?
Spreadsheet
spreadsheet •
ITQ5
Name THREE types of document produced and
used internally within an organisation that are
best prepared with a spreadsheet.
The primary purpose of a spreadsheet is to manipulate numeric data.
Spreadsheets are ideal for working with lists of data. A spreadsheet is
essentially an automatic calculation tool. It is an ‘electronic’ replacement for
the traditional numeric data manipulation tools, e.g. the accountant’s columnar
pad, pencil and calculator. Microsoft Office Excel and Lotus 1-2-3 are popular
spreadsheet programs.
Spreadsheets allow users to:
• store and manipulate numeric data;
• perform error-free automatic calculations;
• recalculate the results of formulae every time some of the underlying
data changes;
• sort, search and extract data from a list;
• format the contents of a worksheet into a professional-looking document;
• present a visual view of the data using graphs and charts.
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Figure 3.2 Spreadsheet software provides a range of features that enable you to
manipulate numeric data easily with the aid of formulae
Activity 3
Aside from spreadsheets, what other ‘number crunching’ software is
available? Use the World Wide Web to research this and write your answers
in your notebook.
Database management system
database management system •
A database management system (or just database) allows the user to enter data
either as single items or as lists and then sort the data automatically in a specified
way. Data can be, for example, names, addresses and cell phone numbers, class
registers and examination results, or stock purchased and sold on various dates.
The information can then be searched using one or more criteria; for
example, which students achieved an examination mark above 50 per cent? Or,
when were pineapples sold to stores in St. Lucia?
Databases allow users to:
• easily create a template, the equivalent to creating blank record cards in a
manual record-keeping system;
• import data from another source such as a table in a word processing
document or a spreadsheet;
• perform automatic calculations on stored data;
• quickly sort huge amounts of data;
• re-sort records when needed;
• quickly search through huge amounts of data, selecting records that fit
given criteria;
• produce complex reports quickly and easily.
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Figure 3.3 Database software provides a range of features that enable you to
store and manipulate data easily
Activity 4
Conduct research on how a database works. Create a record card to store data
about each student in your class. Draw this record card in your notebook.
Compare your record card with at least two other students. In what ways
are they all similar?
Presentation software
presentation software •
Traditionally, public speakers, lecturers and managers used hand-drawn
transparencies and an overhead projector to help them when delivering
presentations. Slide-show presentation software, working with a computer,
multimedia projector and screen, has largely replaced this older technology.
Powerpoint is a popular example.
ITQ6
State whether word processor, spreadsheet,
database or presentation software is the most
suitable application for the preparation of EACH
of the documents listed below:
(a) 4/6/8 page leaflets;
(b) actors’ scripts;
(c) agreements;
(d) balance sheets;
(e) bank statements;
(f) bills of quantity;
(g) builder’s or architectural specifications;
(h) continuation pages;
(i) contracts;
(j) conveyance documents;
(k) endorsements;
(l) flowcharts;
(m) flyers;
(n) graphs;
(o) greeting cards;
(p) income and expenditure statements;
(q) index cards;
(r) invitations.
Figure 3.4 The title slide of a PowerPoint presentation being displayed in
Normal view
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ITQ7
State whether word processor, spreadsheet,
database or presentation software is the most
suitable application for the preparation of EACH
of the documents listed below:
(a) invoices;
(b) leases;
(c) menus;
(d) news and other forms of press releases;
(e) newsletters;
(f) notices;
(g) programmes;
(h) organisation charts;
(i) plays for radio, theatre and television;
(j) profit and loss statements;
(k) proposals;
(l) receipts;
(m) reports;
(n) scope of works;
(o) trial balance;
(p) wills.
Presentation software is used for product demonstrations, sales and marketing
ideas, lectures in universities and school lessons.
Presentation software allows users to:
• Prepare professional-looking slides for projection.
• Choose from a range of slide layouts and change the layout as needed.
• Apply a consistent design by using a master slide so that changes to it affect
all slides in the presentation.
• Include graphics, moving pictures and sounds in a slide show.
• Move from one slide to another in various ways.
• Control the order in which slides are presented during a slide show.
Activity 5
Prezi is a cloud-based presentation software that opens up a new world
between whiteboards and slides.
1 Explore the Prezi website at http://prezi.com/.
2 Explain what is meant by ‘cloud-based presentation software’.
3 In what ways does Prezi differ from PowerPoint?
Be a team player!
TEAM
er
Togeth
ne
Everyo
es
Achiev
More
When you are a part of a team, everyone counts. Be enthusiastic about being
a member of your team: pull your weight, play your part, enjoy your role.
Any great team is the sum of individual capabilities. By strengthening your
particular skills and capabilities, you reinforce your team in the process. Be
supportive of other members of your team by sharing knowledge you have
gained and helping new team members to acclimatise. In the end everyone
looks good when the team looks good. You may very well establish yourself
as someone who is ready for a greater level of responsibility!
Today at Dox to Go
It is the Annual Team Weekend! All Dox to Go branches will compete for
THE trophy – Best Team of the Year! Activities range from typical sporting
activities that include teams, to games that allow everyone to use their
individual talents to accumulate points for the team. There are serious
events; fun, whimsical events; hilarious competitions; and one special
competition for charity.
Your designated group is the planning committee for the Team Weekend.
Plan a series of events and activities from which each branch can earn points
using teams as well as individuals, plus a final event to celebrate.
Discussion corner
What role does healthy competition play among individuals and in teams?
Personal follow-up
In your journal, discuss how you feel about being a member of a team.
Which event(s) would you have preferred to participate in at the Team
Weekend and why?
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Application software is the software you use to do tasks at home, school
or work.
›› Productivity software includes word processor, spreadsheet, presentation
and database programs.
›› The primary purpose of a word processor is the manipulation of text data.
›› The primary purpose of a spreadsheet is the manipulation of numeric data.
›› The primary purpose of a database is the electronic storage and
manipulation of data in tables.
›› Presentation software is used to enhance a wide variety of presentations
including product demonstrations, sales and marketing ideas, and lectures.
››
1
2
3
4
5
6
7
(a) iTunes can sort your music into categories including Artist/Album/
Genre making it easier to access. (b) iTunes facilitates the creation of
playlists allowing you to listen to a particular type of song without having
to continually interact with the software.
(a) Computer-generated letters use standardised fonts that are legible
and as such preferable to handwriting that may not be easily legible. (b)
Computer-generated letters allow for the use of formatting features that
enhance the readability of the letter, a quality that business letters are
required to have. (c) Word processing software allows a business to write
a personalised letter to many customers very quickly. (d) Using a word
processor reduces errors with spelling and grammar checks and allows
errors to be quickly and easily corrected.
(a) e-book viewing software allows text and images to be enlarged. (b)
Software applications such as StickyKeys (or latch key) that allows users
to press a key and then release it, and then press the other key or keys
without having to press and hold all simultaneously. Also, dictation
software allows the user to talk type.
It is a time-saving feature that facilitates the efficient and rapid editing of
large documents where changes to one or more instances of a part of a
word, a whole word or a phrase are required.
Any THREE of: balance sheet, cash flow statement, expenses statement,
profit and loss statement, trial balance.
(a), (b), (c), (h), (i), (j), (k), (o), (q), (r) word processor.
(d), (e), (f), (g), (n), (p) spreadsheet.
(l), (m) presentation (or word processor).
(a), (j), (n), (o) spreadsheet.
(b), (c), (d), (e), (f), (g), (i), (k), (l), (m), (p) word processor.
(h) presentation (or word processor).
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Pair work
1 Each student should think about the following question for about
three to five minutes:
Why do you think that many users refer to a slide show as
‘a PowerPoint’?
2 Write your answer in your notebook.
3 Discuss your thoughts with your partner, taking notes of the area(s) in
which your ideas are similar and where they differ.
4 Working collaboratively as a pair, prepare a unified response to the
question and share this with the rest of the class.
Group activity
The following activities are ideal for groups of three to five students.
1The youngest student is the group leader for this activity and
should assign one word processor to each group member from the
following list:
• AbiWord.
• Corel WordPerfect.
• Google Docs.
• Microsoft Office Word.
• OpenOffice Writer.
2 Each group member is required to:
aWrite a brief description (20–30 words) of the history of
the software.
bConduct research on the Web to determine FIVE key features of the
word processor assigned.
3Each group member should share his/her findings with the rest of
the group.
4The entire group should collaborate to:
aDraw a time line that documents the development of the word
processors researched.
bIdentify THREE features that are common to all FIVE
word processors.
cIdentify ONE feature that appears to be unique to EACH word
processor and suggest a reason that may have led to the inclusion of
that feature in the software.
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Examination-style
questions
Multiple choice questions (MCQs)
1
Application software is used to _____.
a facilitate communications;
b assist with graphics and multimedia projects;
c support home, personal and educational tasks;
d all of the above.
2
_____ includes programs such as word processing, spreadsheet,
database, presentation graphics, personal information manager
software, PDA business software, software suites, accounting, and
project management.
a business software;
b graphics and multimedia software;
c software for home, personal and educational use;
d communications software.
3
When computer users _____ a document, they enter text or
numbers, insert graphical images and perform other tasks using an
input device.
a create;
b format;
c print;
d save.
4
Using the _____ =SUM(B10:B14) totals the contents of cells B10
through B14 in a worksheet.
a label;
b value;
c formula;
d function.
5
Using database software you can _____.
a add, change and delete data;
b sort and retrieve data;
c create forms and report;
d all of the above.
6
Users with an artistic ability can create their own graphics using
paint/image editing software and then _____ (bring in) the graphics
into a presentation graphics software slide.
a transport;
b import;
c deport;
d export.
7
Two of the more commonly used _____ are Microsoft Office and
Sun StarOffice.
a personal information managers;
b software suites;
c clip art/image galleries;
d application service providers.
8
The programs within a software suite (for personal use) use a _____.
a different interface and have completely different features;
b different interface but share some common features;
c similar interface but have completely different features;
d similar interface and share some common features.
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9
All the following are application software EXCEPT _____.
a Corel Paradox;
b OpenOffice.org Base;
c Microsoft Office Word;
d Microsoft Windows Vista.
10
The electronic storage and manipulation of data in tables for easy
retrieval is BEST handled by which one of the following applications?
a Corel Paradox;
b OpenOffice.org Base;
c Microsoft Office Word;
d Microsoft Windows Vista.
11
Visual Arts students at the Possibility High School have been asked
by their teacher to build an electronic portfolio. Which of the
following application programs is MOST suitable?
a database;
b presentation;
c spreadsheet;
d word processor.
12
The yearbook committee at Possibility High School has asked you
to design a yearbook that will be issued to each member of the
graduating class. The yearbook must contain a picture as well as an
article on each student. Which pair of applications would be BEST
suited for the task?
a Word processor and spreadsheet.
b Database and word processor.
c Presentation and word processor.
d Presentation and spreadsheet.
Short-answer questions
1 Dox to Go will be celebrating its fifth anniversary soon and intends
to publish a commemorative magazine. It will have photographs
of members of staff and clients. Additionally, it will have greetings
from the management and staff of their top 50 clients over the years.
Suggest, with reasons, whether word processor or presentation
software should be used.
2 Burgers, Links and Drinks, a food truck that operates in Heritage
Square, Kingston, St. Vincent, is preparing a budget for an upcoming
Street Food Festival. The operator has asked you to recommend
a productivity tool. Which type of productivity tool would you
recommend and why?
3 Dox to Go’s People Development Manager, Kaye Bloomfield, is
planning on creating a company directory. It will keep all the employee
data, organised by department. For example, the Customer Service
Department will have the names, addresses, contact numbers and dates
of birth of all the Customer Service Associates and the Customer
Service Coordinators. Kaye has asked you to suggest a productivity tool
that will store this data and will allow her to quickly search through the
data. Which type of productivity tool would you recommend and why?
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4
By the end of
this chapter
you should be
able to:
Electronic editing and
proofing
Objectives
add and delete text using overtype and insert modes;
remove and rearrange text using the cut, copy and paste tools;
move text using drag-and-drop;
use search tools to find and replace text;
use spelling and grammar tools;
use the thesaurus.
Electronic editing and proofing
Concept map
Electronic editing & proofing
facilitate
cut
text manipulation
search
proofing
such as
that
of
copy
paste
move
finds text
word changes
addition/deletion of text
aided by
in one of two modes
thesaurus
overtype
replaces text
spelling
grammar
insert
Three essential processes are involved in creating any document using a word
processor: writing, editing and formatting. Most documents produced using a
word processor are usually either printed (for transmission by mail or fax) or
sent via e-mail.
Each week, Dox to Go has an in-store promotion. This week, customers who do their
own document preparation will get free instruction on how to edit and proofread their
documents and correct errors on screen. Shana, the in-house Applications Specialist, is
responsible for this promotion. She hopes to spend about 10 minutes with each customer
and introduce him or her to some word processing features, tools and techniques.
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editing •
formatting •
proofreading •
typo •
ITQ1
Suggest ONE benefit of proofreading an
electronic copy on a computer screen rather
than using hard copy.
Editing is the process used to prepare a document for publication or
presentation by correcting, revising or adapting text.
After a document is edited, it is customary for it to be formatted. Formatting
means changing the presentation and appearance of a document. Whilst some
formatting is done during editing, the final formatting features are usually
applied just before printing. It is at the completion of this stage that proofreading
should be done. Proofreading of written material is the final and essential step
that must be taken before a document can be considered complete.
Proofreading is the process of reviewing any text, either hard copy on paper
or electronic copy on a computer, and checking for typos and formatting errors.
A typo is a typographical error – an unintentional error made during typing
or typesetting. It is good practice to proofread documents after formatting and
before printing. Different types of documents often have different requirements.
For example, a manuscript often needs editing in addition to proofreading; an
informal letter may only require a read through for spelling and grammatical
errors; advertisements may even break grammar rules for effect.
What is it
What it does
Cut, Copy and Paste
A set of tools (like the trusted scissors and glue) for
deleting, copying and moving text.
Drag-and-drop text
editing
A technique in which the mouse is used to reposition text
within a document.
Find and Replace
A feature that allows text to be automatically replaced.
Overtype mode
A feature that allows new characters to be typed over the
existing characters.
Spelling and Grammar
A tool to check spelling and grammar automatically as
you type or all at once.
Thesaurus
A tool to check synonyms (words with similar meanings).
Table 4.1 Tools, techniques and features used in document editing
and proofreading
Editing
Text editing is one of the main activities in the document production process.
After writing a document, it is sometimes necessary to insert, delete or amend
text in various sections of the document. It is important that we know exactly
what the default options of our word processor are.
How to view and change the default editing options
1
2
3
4
File > Options > Advanced.
Review the editing options and change as necessary.
Review the cut, copy and paste options and change as necessary.
Click OK when done.
Using insert and overtype
insert •
overtype •
Microsoft Word has two typing modes: insert mode is the default; in overtype
mode, anything you type will write over – wipe out – text to the right of the
insertion point. Overtype allows you to delete unwanted characters just by
typing over them. You can turn overtype mode on by checking ‘Use overtype
mode’ in the Editing Options section of the Advanced tab of Word Options.
Alternatively, you can check ‘Use the Insert key to control overtype mode’.
This allows you to toggle (change) between insert and overtype mode using the
Insert or Ins key on the keyboard.
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How to use insert key to control overtype mode
1 File > Options > Advanced.
2 In the Editing section check the ‘Use overtype mode’ box.
3 In the Editing section check the ‘Use insert key to control overtype
mode’ box.
4 Click OK.
Figure 4.1 The insert key may be used to control overtype mode
Activity 1
1 Type the following passage:
Editing and proofreading are two of the skills that will be assessed
in your CXC examinations. These are assessed under the Accuracy
profile dimension. You will be required to correct spelling,
punctuation and capitalisation errors. Well-developed proofing
skills will also help to ensure that transposition errors and misstrokes are identified and corrected. If you find and correct all the
errors then you are on your way to getting a good grade in your
CXC examinations.
a
Reposition the insertion point to the start of the paragraph.
bType the following sentence:
As you type, observe how the words to the right of the insertion
point shift over as you type.
c
Reposition the insertion point to the start of the paragraph.
dPress the Insert key. Overtype mode should now be on. Confirm this by
looking for the overtype indicator on the status bar as shown in Fig 4.2.
2 Type the following sentence:
As you type, observe how the words being typed erase the
characters that were typed before!
Save the document as Activity4-1.
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Selecting text
highlighting •
Text to be edited must first be selected. It is customary for word processor users
to call this activity ‘highlighting’. This is incorrect as highlighting is a formatting
feature. When text is selected, it appears highlighted, hence the confusion.
Whereas the highlighting of selected text is temporary (it is removed as soon as
the editing operation is complete), during the highlighting formatting process it
is permanent and remains over the text until removed by the user.
How to select text by double-clicking and triple-clicking
1 To select a single word, double-click the word.
2 To select an entire paragraph, triple-click anywhere in the paragraph.
How to select text by clicking and dragging
1 Click and hold the left mouse button at the start of the section of text.
2 Release the mouse button at the end of the section of text.
How to select text using the keyboard
1 Position the cursor at the start of the section of text.
2 Hold down the Shift key and use the (right and down) arrow keys to
navigate to the end of the section of text.
Using the clipboard
clipboard •
During editing, existing text may be:
• copied to an additional location;
• deleted (or cut) from its existing location;
• moved to a new location.
Figure 4.2 and Table 4.2 explain how to do this.
When text is cut or copied, it is placed on the clipboard. The clipboard is
a temporary holding place for information placed there. The Microsoft Office
clipboard allows you to copy up to 24 text and graphical items from Office
documents or other programs and paste them into another Office document.
Figure 4.2 Editing a document
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What happens to text stored on the clipboard
by a Microsoft Word user after the application
is closed?
For example, you can copy text from an e-mail message, data from a workbook,
and a graphic from a presentation and then paste them all into a document. By
using the Office clipboard, you can arrange the copied items in the way that you
want in your document.
ITQ3
Operation
ITQ2
State the shortcut keys that carry out the same
operations as each of the following icons:
(a)
(b)
(c)
How to use the tool to carry out the operation
Cut
After selecting some text, choosing Cut causes it to
be sent to the clipboard. The selected text disappears
from its current position.
Copy
After selecting some text, choosing Copy causes an
identical copy of the selected text to be sent to the
clipboard. The selected text remains where it was and
the Paste icon is enabled.
Paste
The contents of the clipboard can be pasted by first
clicking the location where the text should appear,
and then choosing Paste.
ITQ4
State the steps required to delete a block of text
from a document.
Icon
Table 4.2 Cut, copy and paste
Using drag-and-drop
drag-and-drop •
ITQ5
State the steps for moving a block of text from
page 2 of a document to the end of page 4
using:
(a) copy and paste;
(b) drag-and-drop.
When we want to move some text, an alternative to cut and paste is drag-anddrop text editing. The drag-and-drop text editing feature may be turned on/off
by checking the ‘Allow text to be dragged and dropped’ option in the Advanced
Word Options menu.
Activity 2
1 Select the text to be moved (and keep the mouse button pressed
down).
2 Drag the selection to the new location.
3 Let the mouse button go when the pointer reaches the place where you
want the text to go.
Using find and replace
By using find and replace you can automatically replace text – for example, you
can replace ‘CXC’ with ‘CSEC’, as shown in Figure 4.3.
Activity 3
Replace a word using find and replace:
1 On the Home tab choose Replace in the Editing group.
2 In the Find what box, enter the text that you want to search for.
3 In the Replace with box, enter the replacement text.
4 Select any other options that you want.
5 Click Find Next, Replace, or Replace All.
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Figure 4.3 Using the find and replace feature
Activity 4
1 Retrieve the file Activity4–1.doc.
2 Use the find and replace feature to replace all occurrences of CXC
with CSEC.
3 Save the changes.
Checking spelling
spelling checker •
A spelling checker (spellcheck) is a useful tool, but it must be used with care
(see Activity 6 in this chapter).
Here are a few important things to remember when using a spelling checker:
 It won’t catch correctly spelled words that are used improperly (there instead
of their, for example).
 It will not recognise unusual names or technical words.
 It won’t notice if words are missing or if the grammar is incorrect.
 It will use the dictionary appropriate to the language you have specified: UK
English differs from US English. This book uses UK English throughout.
Do not depend on the spelling checker to catch all your mistakes. It is always
a good idea to proofread your work after you spell check it.
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Activity 5
There are many ways to activate the spell checker.
Activate the spell checker using each of the following methods:
• keyboard: press F7;
• mouse: double-click the spelling and grammar icon on the
Standard Toolbar;
• mouse: right-click on any word underlined with a wavy red line;
• menu: Tools > Spelling and Grammar.
Activity 6
1 Type the following paragraph.
It are a gud idear to deliberatli type sum errurs so wee can sea
ow the spellcherker werks. When the spelling checker encounters
a word it doesn’t recognize, it detrmines which words in its
dictionary are similarly spelled and displays a list of those words,
with the most likely match highlighted. The contents of the list are
determined only by spelling, so any instances of terms that seem
inappropriate in context are completely coincidental. You might
have to ecide on the right anser.
2 Use the spellchecker to correct the spelling errors in the passage.
3 Proofread the passage and find any spelling errors that remain.
Checking grammar
grammar checker •
The grammar checker is a ‘natural language’ grammar checker that flags possible
problems by performing a comprehensive analysis of the text. It is designed to
focus on the most typical or frequent problems.
The grammar checker may be configured to check grammar as you type or to
check grammar with spelling. With the latter, the grammar check is carried out
automatically after a spell check is complete.
Figure 4.4 When the grammar checker finds something wrong, it draws a wavy
green line under the words or phrase concerned. If you print the document as it is,
neither the red nor the green wavy lines are printed. They are only there to alert
you to possible problems.
ITQ6
Why did the grammar checker put a green line
under the word ‘are’ in the paragraph above?
The grammar check will also indicate where the number of spaces between
words is incorrect. Try putting an extra space between two words in a paragraph
and see what happens.
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Using the thesaurus
thesaurus •
The thesaurus provides synonyms for a word. It is useful when the word you
have used does not carry exactly the right meaning. As with the spelling checker,
any instances of seemingly inappropriate terms are coincidental.
Figure 4.5 Word provides a range of features that allow you to research the
words that you use in your document
For example, suppose you said ‘I enjoy callalloo soup’
but then decide that ‘enjoy’ is too strong a word and you
don’t take all that much pleasure from it. The thesaurus will
suggest ‘like’, which might be nearer to the truth!
Collaborative editing
Figure 4.6 To replace a word with a synonym,
select the word, right-click, select Synonyms from the
shortcut menu then select the most appropriate word
from the list displayed
A collaborative editor is a form of software application
that allows a group of individuals to simultaneously edit
a computer file using different computers. Collaborative
documents are similar to wikis (such as Wikipedia) in that
multiple users can change, add to and delete content. They
also resemble instant messaging in that users can see the
input of all other users immediately.
Group work and multitasking are fast becoming two of
the hallmarks of today’s learners, and collaborative editing
is a natural fit for environments that support learning
activities with technology. As students are increasingly
asked to complete group assignments, collaborative editing
tools offer an efficient way to accomplish them while taking
part in an activity that many see as fun and that encourages
them to engage with the material.
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A scenario
Freddy was late to class but managed to squeeze into the last seat in the auditorium; the class was packed. The lecture
was on nuclear physics, and the professor had begun the class by returning to the outline he had started in the
previous lecture. Freddy opened his laptop and joined the wireless network. Freddy fired up his collaborative editing
application and scanned the list of documents accessible to those in the room. Finding a set of notes that had already
been started, Freddy requested permission from the document owner to join. When he accessed the notes, Freddy
saw that two people he knew were connected to the document he was looking at, and he could tell that they had
been studiously taking notes since the class had started. Looking over what they had entered so far, Freddy quickly
determined that he had not missed any new material in the 10 minutes of class he had missed.
Freddy knew the strengths of each of the other people collaborating on the notes because he regularly worked
with them in lectures and on formal group assignments. Sue was a very fast typist and a fastidious note taker. In a
lecture, she could capture what often seemed to be a verbatim transcript of everything the instructor said. Joe was
the organiser. As Sue typed, Joe would move sections of text around on the page and insert headings to add structure.
Joe didn’t type very well, but he excelled at creating categories of content and keeping notes organised, even when a
lecture followed lots of tangents and seemed on the surface to be disjointed. Freddy’s contribution typically involved
providing comments on the notes, bringing in ideas from other lectures and even other courses, setting the current
lecture topic into a broader context.
Sue and Joe were glad to have Freddy’s participation in the lecture notes, even if he was a few minutes late
arriving. Because today’s lecture topic was difficult for all three of them, they knew that their combined notes would
be especially helpful later while studying for the final and working on their semester projects.
Adapted from ‘7 things you should know about Collaborative Editing’, EDUCAUSE, December 2005.
Ask!
s
Alway
Seek
dge
Knowle
Questions are a great way to increase your information level and are
important to help you clarify your responsibilities and objectives. In order to
deliver what is required of you, you must first understand what is expected.
When faced with a situation in which you are confused or uncertain, think
quickly and decide which questions will give you the best answers that will
help with your delivery of the task at hand. In asking questions, consider
using the six ‘W’s to help you: Who? What? Where? When? Why? How?
Today at Dox to Go
Your team leader hurriedly assigns you a priority rush task (PRT) and goes
back to her desk. You are baffled and ask a fellow team member for help
but she does not understand either and suggests you ask your team leader
to clarify your assignment so you may accomplish the task. You approach
the team leader with some specific questions. She gives you some answers.
In your designated group, prepare a five-minute skit that shows the
six ‘W’ questions you ask, your attitude, as well as the attitude of your
fellow team members and your team leader, and the outcome once the task
is done.
Discussion corner
What role do the questions and their answers play in the delivery of the
task? What effect, if any, does the attitude exhibited by each party have on
the communication process and, as a result, task delivery?
Personal follow-up
In your journal, talk about how you feel about asking questions and being
asked questions and why.
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Editing is the process used to prepare a document for publication or
presentation by correcting, revising or adapting text.
›› Proofreading is the process of reviewing any text, either hard copy on
paper or electronic copy on a computer, and checking for typos and
formatting errors.
›› Insert and overtype are typing modes; insert is the default mode.
›› When text is cut or copied, it is placed on a clipboard.
›› A move is a cut and paste operation.
›› Text may be moved using the drag-and-drop technique.
›› Text may be automatically replaced using the find and replace tool.
›› The grammar checker analyses text and flags possible problems.
›› The thesaurus provides a list of synonyms for the text you look up.
››
1
2
3
4
5
6
Changes can be made immediately / electronic tools may be used.
Nothing – the items remain on the clipboard.
(a) CTRL + X; (b) CTRL + C; (c) CTRL + V.
Select the block of text; press the delete key.
(a)(i) select the block of text; (ii) copy; (iii) place the insertion point at the
required location on page 4; (iv) paste the block of text.
(b) (i) select the block of text; (ii) drag the selected text to the new
location; (iii) release the mouse button.
The phrase has a grammatical error as it should be ‘It is a good idea…’.
Pair work
In some Caribbean countries, the State (government) has commenced
issuing portable computers to students. In Trinidad and Tobago,
some secondary school students have HP laptops, whilst in St. Vincent
and the Grenadines, both primary and secondary students have
Caimina netbooks.
1 Consider the following questions:
aWhat impact do you believe the use of portable computers will
have on students’ writing skills if they are allowed to use the
computer to complete all writing tasks and submit documents to
teachers electronically?
bWill this situation place these students in a better position than
their Caribbean counterparts who do not have access to their
own computer?
2 Discuss your thoughts with your pair.
3 Share your thoughts with the rest of the class.
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Group work
This activity is suitable for a group of three to four students. All students
must have a computer with Internet access.
1 The group leader should open Primary Pad (http://primarypad.com/)
and click the button to Create New Pad. No sign-up is necessary.
2 The group leader should enter his or her name by clicking the user
button in the top right-hand section of the window, then click the
Share and Embed button.
3 Share the link provided with your group members.
4 Work collaboratively to write an essay on the topic ‘The Benefits and
Drawbacks of Collaborative Editing’. Reflect on the experience and
make an entry in your journal (you may use a few pages at the back
of your notebook for this activity).
Examination-style
questions
Multiple choice questions (MCQs)
1
Which of the following tasks may be accomplished using the cutand-paste technique?
I Selecting text.
II Copying text.
III Moving text.
a I and II only.
b II and III only.
c I and III only.
d III only.
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2
Which of the following tasks may be accomplished using drag-anddrop editing?
I Selecting text.
II Copying text.
III Moving text.
a I only.
b I and II only.
c III only.
d II and III only.
3 When using the find and replace feature you may:
I Choose from two replace options.
II Always use the undo button to replace any change made.
IIIUse the Find Next button to replace the current text then
move on to search for the next item to be replaced.
a I only.
b I and II only.
c I and III only.
d I, II and III.
4
In word processing, what does a wavy red line beneath a word mean?
a The word is misspelled.
b The word processor can suggest an acronym.
c The word is not in the word processor’s dictionary.
d The use of the word has caused a grammatical error.
5
Which is the smallest unit of text that can be cut, copied or moved in
a document?
a line;
b word;
c sentence;
d character.
6
Which of the following statements about overtype is UNTRUE?
a It is off by default.
b It is one of two typing modes.
c It is the default mode for text entry.
d It is automatically turned off when insert mode is turned on.
7
Which of the following statements about the spell checker is UNTRUE?
a It will use only a specified dictionary.
b It will recognise unusual person or place names.
c It will notice spelling errors if the grammar is incorrect.
d It will not catch correctly spelled words used improperly.
8
Consider the following sentence:
Proofreeding a the process of reviewing text, either has hard copy on
paper or on a computer and checking for typos and formatting errors.
Which of the following statements are TRUE?
I There are four or more errors.
II There are less than three errors.
III The sentence has grammatical errors.
IV The sentence has typographical errors.
a I and III only.
b II and IV only.
c I, III and IV only.
d II, III and IV only.
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9
Which of the following tools may be used for replacing a word with
its synonym?
a Grammar;
b Spelling;
c Text;
d Thesaurus.
10 Proofreading reviews text and checks for which of the following?
I Typographical errors.
II Formatting errors.
a I only.
b II only.
c Both I and II.
d Neither I nor II.
Short answer and essay-type questions
1
The following passage is an extract from a letter that was provided by
a customer for printing. Identify the errors in the passage then retype
the corrected passage.
The carpenter indicated that he did not no that the materials was
already purchased. Did you advise him. This situation prevented
him form building the shelfs last week. With only 4 days left
in the month, it is unlikely that he will be able to compleet the
twenty shelfs in time for the store opening. Should we arrange
to get a new carpenter that is based here in kingstown? Please let
me no as soon as possible as I will need to advice the board and
request there permission.
2
Type the following passage. Correct all the errors.
Dear Lisa,
Thank you very much for your telehpone call today. We are
in-deed glad to hear that Billy Express has made such an swift
improvement after the fall sustained during excercise last week.
It is usually the case than recovery form such a injury is totall.
It leaves no lasting side affects. Nevertheless, I confirm that we
will check during rouetine visits to ensure that good progress
is maintaned.
Regards,
Brandon
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5
By the end of
this chapter
you should be
able to:
Concept map
Document formatting
Objectives
apply appropriate character formats to text;
apply appropriate paragraph formats to documents;
apply appropriate page formats to documents.
Document formatting
Document formatting
is a
process
that applies
paragraph formats:
borders & shading
bullets & numbering
alignment
line spacing
character formats:
text effects
font effects
font colour
font size
page formats:
background
margins
headers & footers
gutter
to entire paragraphs
to words
to pages
to improve the appearance and readability of a document
Dania from St. Lucia is Dox to Go’s document formatting queen. Since the first day
she joined the team at the Barbados store, she has been known for providing a good
answer to the question ‘How do I get my document to look good?’ Whether it is a school
project, business proposal, lease, menu or even business cards, she knows quite well how
to make it look good. She is often heard telling the others that the format of a document
depends on the way all the elements of a document are arranged on a page – the text,
pictures, titles, headers and footers. Dania does much more than changing font styles
and colours. She is knowledgeable of the features that the word processor provides for
document formatting and uses these as appropriate. Even though she is a long way from
home, she is enjoying the time in Guyana as she helps to train the new staff to use the
word processor properly.
Formatting
format •
The format of a document refers to the way all the elements of a document – text,
pictures, title, headers and footers – are arranged on a page. The final format of
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ITQ1
Identify three formatting features applied to the
document in Figure 5.1.
Figure 5.1 A formatted document
a document depends on how and where a document will be used. Committee
documents will be formatted in a different way from legal documents and also
from documents such as technical reports, newsletters and memoranda.
Formatting is a process during which the layout and appearance of elements
in a document are changed.
Three types of formatting may be applied to a document – character,
paragraph and page formatting.
A gutter margin is extra space added to a margin
so that a document can be bound.
Character
Paragraph
Page
Apply text effects.
Apply borders and shading.
Apply background.
Apply font effects.
Apply bullets and numbering.
Change margin sizes.
Change font colour.
Change alignment.
Insert header/footer text.
Change font size.
Change line spacing.
Set gutter size.
Change font type.
Change text indentation.
Table 5.1 Some common formatting features
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We format documents to:
1 improve their readability;
2 improve their overall appearance;
3 add emphasis (for example, the word ‘emphasis’ has been emphasised by
making the text italic);
4 make information technically correct (for example, where subscripts and
superscripts are needed);
5 facilitate their use (for example, printing a document with a 0.5 inch gutter
to facilitate binding).
Look at the list just presented above. Observe that there are numbers.
Without the numbers, the text would look like this:
We format documents to improve their readability, improve their overall
appearance, add emphasis (for example, the word ‘emphasis’ has been emphasised
by making the text italic), make information technically correct (for example,
where subscripts and superscripts are needed), facilitate their use (for example,
printing a document with a 0.5 inch gutter to facilitate binding).
Can you tell just by glancing at the paragraph how many reasons have been
put forward for formatting documents?
Formatting features may be applied in a variety of ways including the use of
the Menu tab and keyboard shortcuts. Before a format is applied, the element
to be formatted must first be selected.
Character formatting
font
ITQ2
How many different character formats are
applied in Figure 5.3?
•
Most or all documents are likely to contain at least one element – text. Text is
written using a font or typeface, which is a set of letters that share a unified
design. Font size is measured as point size, abbreviated pt. The main portion of
text in a document is called the body. Body text is usually typed in 8, 10 or 12
pt. Titles are usually either a few point sizes bigger than body text or, if it is the
same size, the title is emboldened.
Figure 5.2 You can vary the font style by selecting
character formatting attributes such as bold, italics,
underline, superscript and subscript, and a size for the
font
Figure 5.3 The word processor allows you to use many different
character attributes
Activity 1
Type the text in Figure 5.3 above, exactly as shown. Take care to apply
all character attributes. Save the file when you are finished. Double-check
your work to make sure you have formatted the text correctly. Print the
document and paste it in your notebook.
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Activity 2
Copy and complete the following table using FIVE examples of character
formatting that you carried out in Activity 1.
Example of text
Character format
applied
How to apply the
format
72 pt
Font size
Select the text, select 72
from font size list.
Paragraph formatting
paragraph formatting •
Paragraph formatting is used to change the appearance of body text on a
page. Whether you are producing a one-page letter, a 10-page Principles of
Business SBA or a club newsletter, formatting may include one or more of the
following features:
• alignment;
• borders;
• bullets;
• indentation;
• numbering;
• shading;
• sorting;
• spacing.
Titles sometimes look better when centred!
alignment •
Alignment is important in helping text convey meaning. Usually, body text
is left aligned. There are, however, some special cases, especially when doing
display work (such as programmes, menus, posters and cards) when body text
has to be centred. Note that the spacing of this paragraph is 1.0 (single line
spacing). An easy way to set the spacing to single is to press Ctrl+1.
justified •
This paragraph is justified. Look at how the text is aligned on both left and right
margins. The spacing on this paragraph is 1.5 (line and a half spacing). An easy
way to set this spacing is to press Ctrl+5. The next paragraph is centred and has
a border around it. Borders are very handy and may be used in a wide variety
of ways to make a document look better. Add shading to an area enclosed by a
border and your document begins to pop!
Caribbean Entertainers and Sportspersons
Barbados – Rhianna
Jamaica – Shaggy
St. Kitts and Nevis – Kim Collins
St. Vincent and the Grenadines – Kevin Little
Trinidad and Tobago – Machel Montano
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Just to recap, the formatting features used so far in this chapter are shown as
a sorted, bulleted list below:
• alignment;
• bold;
• border;
• double strikethrough;
• font colour;
• font size;
• font style;
• shading;
• strikethrough;
• subscript;
• superscript.
Check the list. Have we missed any? Yes, we have. We did not include bullets
or sorting. Because the list is sorted in alphabetical order, it makes it easy for a
reader to check whether an item is in the list. A numbered list was used earlier
in this chapter.
ITQ3
Activity 3
State TWO ways in which colour may be used
for emphasis in a document.
Use a word processor to create a new document with two paragraphs based
on the information below.
1 Your first paragraph should be titled ‘Character Formatting’ and should
have a numbered list of at least FIVE character formatting attributes
and a description of how to apply any ONE of these to some selected
text.
2 Your second paragraph should be titled ‘Paragraph formatting: using
indentation’. The body text should be set to Times New Roman size 14
and should be double-spaced (press Ctrl + 2 for double spacing). Use
the help feature to research indentation and write enough details that
will help you to understand the feature.
Page formatting
paper orientation •
Page Setup
Page Background
Margins
Watermarks
Orientation
Page colour
Size
Page borders
Column
Table 5.2 Formatting features
Word processors now provide a wide range of features for formatting pages.
These features are arranged in two groups on the Microsoft Word Page Layout
tab – Page Setup and Page Background.
One of the first steps in creating a document is to set up your page. Start by
selecting your page size, after which you set the orientation (whether the page
is upright (portrait) or lengthways (landscape) (see also page 155)), followed by
the margins. If you need multiple columns, ensure that this is set after the size,
orientation and margins.
Page background features should be set after you have edited your document.
Watermarks are useful for identifying documents as ‘DRAFT’, ‘CONFIDENTIAL’
or as an ‘ORIGINAL’.
Activity 4
Sue-Ann Bose has just completed her EDPM project on document formatting
for her teacher, Ms. Joan Blueberry. All the students in her class, Form
5 Business, are competing to see who can submit the best project as the
winner will be given the opportunity to visit Dox to Go and learn some cool
tips from Dania, Dox to Go’s formatting queen. Create a cover page for the
project, taking care to ensure that you use page borders and page colour.
Also, ensure that you use character and paragraph formatting features
as appropriate.
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Figure 5.4 The gutter is an area
provided for binding. It ensures that
holes are not punched in the left
margin and gives the document a wellformatted look.
ITQ4
State the steps necessary to insert a 0.5 inch
gutter in a document.
Figure 5.6 The Page Layout tab
Figure 5.5 It is customary for
documents to be punched and filed in
a ring binder
Figure 5.7 The Font Dialog (left) with the Font tab active and Paragraph Dialog
(right) with Indents and Spacing active. Both dialogs may be accessed from the
Home tab.
Figure 5.8 The Formatting toolbar in Microsoft Word 2010. The colour of the icon is used to indicate whether the feature
is active.
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ITQ5
What menu hotkeys may be used to activate the
Font dialog?
The following table contains the commands required to carry out some
common formatting tasks:
Task
Mouse
Shortcut menu
Keyboard shortcut
1.5 line spacing
Line spacing
drop down list in
Paragraph group on
Home tab.
Paragraph |
Indents and
Spacing tab
CTRL + 5
Bold
Bold button in Font
group on Home tab.
Font | Font tab
CTRL + B
Bulleted list
Bullets drop down
list in Paragraph
group on Home tab.
Bullets and
Numbering |
Bulleted tab
Centre
Centre button in
Paragraph group on
Home tab.
Paragraph |
Indents and
Spacing tab
CTRL + E
Font
Font drop down list
in Font group on
Home tab.
Font | Font tab
CTRL + SHIFT + F
Font size
Font Size drop down Font | Font tab
list in Font group on
Home tab.
CTRL + SHIFT + P
Italicise
Italic button in Font
group on Home tab.
Font | Font tab
CTRL + I
Justify paragraph
Justify button in
Paragraph group on
Home tab.
Paragraph |
Indents and
Spacing tab
CTRL + J
Left align
Align Text Left
button in Paragraph
group on Home tab.
Paragraph |
Indents and
Spacing tab
CTRL + L
Margins
In print layout
view, drag margin
boundary on ruler.
Page orientation
Orientation drop
down list in Page
Setup group on Page
Layout tab.
Right align
Align Text Right
button in Paragraph
group on Home tab.
Paragraph |
Indents and
Spacing tab
CTRL + R
Set tab stops
Click location
on ruler.
Shade paragraph
Shading drop down
list in Paragraph
group on Home tab.
Borders and
Shading |
Shading tab
Single space text
Line Spacing
drop down list in
Paragraph group on
Home tab.
Paragraph |
Indents and
Spacing tab
Subscript
Show Font dialog
Font | Font tab
box (lower right
corner of Font group
on Home tab).
CTRL + =
Superscript
Show Font dialog
Font | Font tab
box (lower right
corner of Font group
on Home tab).
CTRL + SHIFT + =
CTRL + 1
Table 5.3 Formatting commands
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Always be prepared!
pa
Be pre
!
imple
red – s
To get any job done right, start with the end in mind. Once you know what
your objective is, you may begin to plot your route. Simply put, you must
now see to it that you have what you need, in order to do what you need to
do, so you may get where you need to go. Whatever you are faced with as
a task, collect all the information that forms a part of the process. Do your
research and ask pertinent questions. Gather all the requisite tools and get
to work. Once you have accomplished a task, always remember that if there
is someone else to whom you should hand over or a time at which it should
be revisited, you are not quite prepared if your planning does not take in
how and when this follow-up must take place. Most importantly, don’t just
plan to – follow up!
Today at Dox to Go
It’s budget time at Dox to Go and, in keeping with the company tradition,
each department head asks team members to come up with a wish list
from which to draw line items for the budget. The list should include all
major and minor supplies and support items needed for the department to
function optimally.
In your group, make a wish list for the Customer Service Department.
This year you just might get lucky and get the thing they keep ignoring
each year!
Discussion corner
What is the relationship that exists between tools and tasks in the workplace,
or even in the classroom? If you have all the tools needed and still turn out
a poor job, where could the challenges lie?
Personal follow-up
In your journal, make a simple list of the items you feel you must have with
you at all times on a daily basis. Say why.
A format is a feature applied to a component of a document to change
its appearance.
›› Formatting is a process during which the layout and appearance of
elements in a document are changed.
›› Three types of formatting may be applied to a document – character,
paragraph and page formatting.
›› Documents are formatted to improve their readability, overall appearance
and to add emphasis.
›› Character formatting features that may be applied are text effects, font
effects, change font colour, change font size and change font type.
›› Borders and shading, bullets and numbering, alignment and line spacing
are paragraph formatting features.
›› When we apply backgrounds, change margin size, insert header/footer text
and set gutter size we are applying page formatting features.
››
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1
2
3
4
5
Bold, italic, numbered list, centre aligned text, 1.5 line spacing.
Seven. In order of appearance: font size, bold, strikethrough, double
strikethrough, subscript, superscript and font style.
Any TWO from: by changing text colour; by shading a paragraph; by using
a coloured border.
Page Layout tab | Margins drop down list | Custom margins; set gutter to
0.5 inch then press OK.
Alt O, F.
Group activity
1 Collect at least THREE different forms from any of the following
places:
• bank;
• library;
• post office;
• school administrative office;
• school bursar/accounting office;
• tax office.
2 Working as a group:
aReview each form and make a note of the various formatting
features used on each document.
bFor each formatting feature, compare and contrast its use on the
various forms. Document your findings in your notebook.
cEvaluate whether the various formatting features have been used
to good effect on the forms.
dSuggest how each form could be improved through the use of one
or more formatting features.
Examination-style
questions
Multiple choice questions (MCQs)
1
Which formatting feature is applied to selected text when Ctrl + L is
pressed?
a line spacing;
b line numbers;
c left alignment;
d landscape orientation.
2
Line spacing is a ____________ formatting feature.
a character;
b document;
c paragraph;
d page.
3
All the following keyboard shortcuts will change the line spacing of a
paragraph EXCEPT ____________.
a Ctrl + 0
b Ctrl + 1
c Ctrl + 2
d Ctrl + 5
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4
All the following are page formatting features EXCEPT ____________.
a alignment;
b background;
c margins;
d orientation.
5
What does the Ctrl + I shortcut key accomplish in Microsoft Word?
a It indents the selected text.
b It makes the selected text bold.
c It applies italic formatting to the selected text.
dIt converts the selected text into the next larger size of the same
font.
6
In H2O the figure 2 appears lowered. Which effect has been applied?
a superscript;
b lowered;
c subscript;
d laid down.
7
What does the Ctrl + B shortcut accomplish in Microsoft Word?
a It inserts a page break.
b It makes the selected text bold.
c It adds a line break to the document.
d It applies italic formatting to the selected text.
8
Which of the following is a character formatting feature?
a alignment;
b hyphenation;
c font colour;
d margins.
Short-answer questions
1
List the sequence of steps required to type a three-item bulleted list.
2
Describe how you would carry out EACH of the
following operations:
a change the alignment of a centred heading to left alignment;
b change 2X2 to 2X2.
3
State the shortcut keys that perform the following
formatting operations:
a underscore selected text;
b emphasise a word using bold;
c centre a line of text.
4
State the formatting operation that is performed by EACH of the
following keyboard shortcuts:
a Ctrl + R
b Ctrl + J
c Ctrl + A
d Ctrl + 2
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5
Read the following document extract carefully.
a Copy and complete the following table:
I Identify an item of text that has a particular format applied.
II Name the formatting feature applied.
IIIIndicate, using ‘C’ or ‘P’, whether the feature is a character or
a paragraph formatting feature.
The first one has already been done for you.
Text from document
indicate on the
Feature
underline
Type of formatting
applied
C
b What alignment has been applied to items 5 and 6 in the list?
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By the end of
this chapter
you should be
able to:
Concept map
Preparing a typescript
Objectives
use correct spacing after punctuation marks;
replace abbreviations with words in their extended form;
prepare paragraphs in various styles;
create presentable documents using various types of headings;
interpret and apply manuscript signs correctly;
prepare mailable documents from manuscripts or typed notes;
create templates for future use.
Preparing a typescript
Preparing typescript
from
typed notes
manuscript
requires interpretation of
requires use of
different headings:
column
main-head
marginal
shoulder
sub-head
subject
paragraph
requires correct application
of rules governing
footnotes
line spacing
abbreviations
paragraphing
typing of figures
punctuation
capitalisation
manuscript signs
Dox to Go receives hundreds of documents in manuscript form on a daily basis. These
are taken in by individual customers, sent via e-mail and, in some cases, they are delivered
via courier. Kristina, the Customer Service Coordinator, reviews the manuscript, prepares
a job card to attach to it, and it is then placed in one of four job trays. The assigned
Customer Service Associate will prepare the document based on the information in the
manuscript. The Customer Service Associates are very knowledgeable about the use of
punctuation and capitalisation in documents. They also master hyphenation and know
when to type numbers in figure or word form. Many of the documents that come in for
processing often have manuscript signs, proofreaders’ marks or correction signs. To ensure
that all her team members accurately interpret these marks when preparing documents,
Kristina has prepared a quick reference guide, which is prominently displayed at each
associate’s work station.
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Preparation of documents
manuscript •
Figure 6.1
At Dox to Go, documents are created on a daily basis. It is the responsibility of the
administrative assistant to prepare these for his or her employer. The employer
would normally write the information in manuscript form (see Fig. 6.1) or use
a dictaphone from which the administrative assistant prepares a typescript or
mailable copy (Fig. 6.2). However, there are various rules to be observed when
preparing documents. These rules will be discussed within this chapter.
A manuscript is a handwritten or rough draft typed document that usually
contains errors to be corrected.
A handwritten manuscript
mailable copy •
A dictaphone is a dictation machine used to record audio data that can later
be played back in order to prepare it in written format.
A mailable copy is a document that is error free, attractively laid out and
ready to be submitted.
Figure 6.2 A mailable copy
typescript •
A typescript is a typewritten version of a manuscript.
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The use of punctuation marks
punctuation marks •
Punctuation marks are marks or signs used within text to clarify its meaning.
Punctuation marks play an essential role in enabling readers to understand
the text. It is important that you become familiar with the rules of punctuation.
Table 6.1 gives a list of punctuation marks and their uses.
Punctuation
mark
Comma (,)
Purpose
Example of use
Used to separate elements within a list
or indicate a pause within a sentence.
One character space is usually left after
a comma.
The little boy loves to
play cricket, football,
Monopoly and checkers.
There is no space after a comma when
typing numbers. Sometimes (e.g. in
scientific documents) the comma is
replaced by a space.
$67,589.09
$67 589.09
Similar to the comma but signifies a
The bag needs to be
longer pause. It shows a relationship
washed; it is dirty.
between two clauses that could be
separated by a full stop. One space is left
after the semicolon.
This is also used to separate a rather
complex list.
The committee consists
of Dr. Simon Roache,
Sunside University;
Mr. Robert Anthony,
Makefield Baptist;
Lorenzo Graham,
Graham’s Auto
Enterprise; and Jennifer
Hanson, Lynch’s Plaza.
Used to introduce a list or an idea once
the clause before it can stand on its
own. Two spaces should be left after
typing the colon.
The store sells the
following appliances:
blender, stove, television
and washing machine.
Used at the end of a sentence, after
an initial or to abbreviate a word. Two
spaces are left at the end of a sentence
before beginning a new one.
There are three pens on
the teacher’s desk. They
belong to the teacher.
A space is left after an initial.
O. M. Brown
No space is needed in abbreviations.
R.S.V.P., a.s.a.p.
Exclamation
mark (!)
Used to express intense emotion such
as excitement or declaration. Leave two
spaces after the exclamation mark.
Wow! This is beautiful.
Question
mark (?)
Placed at the end of a question. Two
spaces are left after the question mark.
What is your name?
Where do you live?
One-sided, father-in-law.
Hyphen (-)
Used to join two or more related words,
or in the division of a word at the end
of a line. No character space is used
before or after the hyphen.
Dash (–)
Used to further explain a statement.
The girl – dressed in blue
The dash is sometimes used in place of a and white – is on her
comma or brackets. A hyphen is used to way to the ball.
create the dash by inserting one space
before and one after it.
Semicolon (;)
Colon (:)
Full stop/
period (.)
This symbol is not on your keyboard. Insert it by
typing CTRL+[minus on the numeric keypad].
Developing the art of
effective communication.
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ITQ1
How many character spaces should be left
after a:
a) full stop at the end of a sentence;
b) comma;
c) semicolon;
d) question mark?
Punctuation
mark
Purpose
Ellipsis (…)
Used in place of text that has been
intentionally deleted. Three spaced or
unspaced full stops are used in creating
the ellipsis.
The taxi detoured . . .
the passengers did
not complain.
Parentheses
/ round
brackets ( )
Additional information or explanation
of a previous statement may be placed
within brackets.
The organisation chart
(Figure 4.1) shows the
lines of authority.
Denotes ownership. With a plural word
the apostrophe goes at the end. When
the apostrophe is at the end of the
word, leave one space before typing
another word.
Karlu’s book, girls’ books
Apostrophe
(’)
Example of use
The girls’ computer
(more than one girl).
The girl’s computer
(one girl).
Do not confuse this with what is called the
Banana’s (wrong –
‘grocer’s apostrophe’ where the apostrophe is ‘grocer’s apostrophe’).
wrongly placed after a general plural word
with no ownership.
Abbreviates words by omitting one or
Didn’t, won’t, it’s.
more letters. No character space should
be left on either side of this punctuation
mark when it is within a word.
ITQ2
Rewrite this passage, correcting all errors and
inserting the necessary punctuation marks:
The ladies husband prepared breakfast four her
each morning look out he shouted to her the cat
is going to jump on the strove
Quotation
To indicate direct speech or to emphasise ‘Pearline, thanks for
marks:
a point, word, letter or phrase.
dinner’, he said.
opening (‘ or
“) and closing
(’ or ”)
Table 6.1 Punctuation marks
Capitalisation
capital letters •
In preparing a document, upper case or capital letters should be appropriately
placed. The following should be considered:
• Always begin a sentence with a capital letter.
• The first letter of a proper noun such as the name of a person or place
should be capitalised.
• The first letters of personal titles are normally written in capital letters.
These include:
 Mr.
 Mrs.
 Dr.
 Rev.
 Prime Minister
Correct
ITQ3
Rewrite this statement, inserting or removing
capital letters where necessary:
Mr. simons gave peter a Big Red Hat. it looked
Wonderful with His suit. Did you know that mr.
simons promised mary one too?
Incorrect
Beginning a sentence
This is correct.
this is incorrect.
Proper nouns
Bridgetown is the capital
of Barbados.
Bridgetown is the capital of
barbados.
First letter of titles
The Prime Minister
of Saint Lucia from
1997 to 2006 was
Dr. Kenny Anthony.
The prime minister of Saint
Lucia from 1997 to 2006 was
dr. Kenny Anthony.
Table 6.2
Use of capital letters
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Types of capitals
initial capitals •
closed capitals •
spaced capitals •
ITQ4
Rewrite the following phrase with initial capitals:
the teacher at work.
single line spacing •
double line spacing •
triple line spacing •
There are times when a writer wants to highlight main points or to capture the
reader’s attention. One way to accomplish this is to type the information in
capital letters. The three ways of typing in capitals are:
• initial capitals;
• closed capitals;
• spaced capitals.
With initial capitals, the first letter of each important word is capitalised. For
example, Electronic Document Preparation and Management. However, if an
unimportant word begins the statement, it should begin with a capital letter, for
example, A Day at the Beach.
Closed capitals refer to capital letters within a word typed without a
space between them but one space is allowed between words.
An example is: CLOSED CAPITALS.
With spaced capitals, one space is left between letters within a word and
three spaces are left between words.
For example, S P A C E D C A P I T A L S.
Line spacing
Based on a particular document and the rules that apply to it, the administrative
assistant may choose to prepare the information using various types of line
spacing, the main ones being:
• Single line spacing (SS) means that there are no lines of space between the
lines of a document. This is achieved by pressing the enter key once while
the line spacing is set on one.
• Double line spacing (DS) requires one clear line of space between each line
of type. To achieve this, press the enter key twice while the line spacing is set
on one or enter once when the line spacing is on two.
• With triple line spacing (TS) two spaces are allowed between each line by
pressing the enter key three times while the line spacing is set on one or
once when the line spacing is on three.
Below are illustrations of the various types of line spacing.
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xxxxxxxx
xxxxxxxxxxxxx
xxxxxxxxxxxxx
xxxxxxxxxxxxx
xxxxxxxxxxxxx
xxxxxxxx
xxxxxxxxxxxxx
xxxxxxxxxxxxx
xxxxxxxxxxxxx
(a)
xxxxxxxxxxxxx
(b)
xxxxxxxx
(c)
Figure 6.3 (a) Paragraphs in single line spacing; (b) paragraphs in double line
spacing; (c) paragraphs in triple line spacing
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How to select line spacing
ITQ5
If Toni-Ann prepared a document in double
line spacing, how many spaces would be left
between each line?
In order to select appropriate line spacing for a document, do the following:
• click on the Home tab;
• in the paragraph tab, click on the line spacing icon and choose the required
line spacing.
This is illustrated below:
Figure 6.4 Selecting the line spacing
Types of headings
headings •
Headings indicate the main subject matter of a text to the reader.
The headings for a particular text should be appropriately chosen as they
help the reader to decide whether or not to continue reading the document.
Suitable fonts and styles may be used to emphasise the heading styles. Various
types of headings are:
• main heading;
• sub-heading;
• shoulder heading;
• paragraph heading;
• marginal or side heading;
• column heading;
• subject heading.
Main heading
main heading •
This is the heading that gives the general idea of the text and is typed at the
beginning of the document. Emphasis can be placed on the main heading by
using larger fonts and styles than that of the body text, bold face and spaced or
closed capitals. If the heading is in capitals, there is no need to underscore it.
The main heading is usually blocked when using blocked paragraphs but
may also be indented. However, it may be centred in the other paragraph styles.
OFFICE ORIENTATION
Blocked style
COMMUNICATION
Centred style
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Sub-headings
sub-heading •
underscored •
A sub-heading gives a more specific suggestion as to the subject of the document.
This is typed below the main heading and may be blocked or centred. However,
it is wise to have it centred so as not to confuse it with the shoulder headings.
Sub-headings may be typed in CAPITALS or Initial Capitals. If the initial capitals
are in bold, there is no need to underscore the sub-heading.
Initial Capitals is where the first letters of important words are capitalised.
Underscored is where the text is underlined.
Two clear line spaces (press Enter three times) should be left after the main
heading if a sub-heading does not directly follow it. If a sub-heading is present
– as shown in Figure 6.5 – then the headings would be in double line spacing
leaving two clear line spaces before the body text.
MAIN HEADING
SUB-HEADING
This would then be the body of the document. Two clear line
spaces are left before typing the body.
Figure 6.5 Example of heading and sub-heading
Shoulder headings
Shoulder headings are left aligned – typed at the left margin. Two clear lines
should be left after a preceding paragraph. The paragraph may be blocked
or indented.
Paragraph headings: As the name suggests, paragraph headings are typed
paragraph headings •
at the beginning of a paragraph in the same line. This may or may not be
followed by a period or colon. The appropriate spacing after the punctuation
mark should be inserted. If the paragraph is prepared in the indented style, the
heading should also be indented.
marginal or side headings •
Marginal or side headings: These headings are typed left
aligned to the left side of the page while the paragraph is typed
towards the right of the page, approximately one tab stop from
the heading. It is best to type or wrap the heading in two lines
xxxxxxx
xxxxxxxxxxxxxxxx
(single line spacing) if it is rather long, as shown in Figure 6.6.
xxxxxxx
xxxxxxxxxxxxxxxx
This type of heading is used in the preparation of
programmes, plays, minutes of meetings, itineraries and other
xxxxxxxxxxxxxxxx
similar documents.
This style could also be achieved by inserting two columns
and adjusting column one to approximately 1.5 inches.
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xxxxxxxxxxx
Figure 6.6 Marginal or side heading
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Column headings
column headings •
ITQ6
State the difference between marginal and
paragraph headings.
Column headings refer to the titles at the top of the columns used to identify
what the information in that particular column is all about. This type of heading
is normally used in the preparation of tables. See the illustration that follows:
Names
Subjects
Results
Ronald Wright
Office Administration
88%
Semonia Douglas
English Language
97%
The column headings in the table above are Names, Subjects and Results.
Subject headings
subject heading •
A subject heading briefly describes the main focus of the document. These
headings are displayed in documents such as letters and memoranda. See
Chapter 12 for further information.
Types of paragraphs
In preparing documents various paragraphs styles may be used.
Blocked paragraphs
blocked paragraphs •
In blocked paragraphs, all lines begin at the left margin. Preparing documents
using the blocked style is quite effortless as there is no need to create a tab
or change the settings of margins. One line of space should be left between
paragraphs typed in single line spacing, therefore at the end of a paragraph the
enter key should be depressed twice.
Typing in double line spacing would also require an extra line of space
between the paragraphs – triple line spacing – so that it can be clearly seen
where one paragraph ends and the next begins.
(a)
xxxxxxxxxxxxx
xxxxxxxxxxx
xxxxxxxxxxxx
xxxxxx
xxxxxxxxxxxx
xxxxxxxxxxx
xxxxxxxxxxxx
xxxxxxxxxxxxx
xxxxx
xxxxxxxxxx
xxxxxxxxxxx
xxxxxxxxxxxx
xxxxxxxxxxx
(b)
xxxxxxxxxxxx
Figure 6.7 (a) Blocked paragraphs in single line spacing; (b) blocked paragraphs
in double line spacing
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Indented paragraphs
indented paragraph •
The indented paragraph style begins with an indentation in the first line.
Whether the indented paragraphs are typed in single or double line spacing,
one line of space is left between the paragraphs as the various paragraphs can
be easily seen.
xxxxxxxxxx
xxxxxxxxxxxx
xxxxx
xxxxxxxxxx
xxxxxxxxxxxx
xxxxxxxxxxxx
xxxxxxxxxxxx
(a)
xxxxxxxxxxxx
xxxxxxxxxxxx
xxxxxxx
xxxxxxxxxx
(b)
xxxxxxxxxxxx
Figure 6.8 (a) Indented paragraphs in single line spacing; (b) indented
paragraphs in double line spacing
Indent the paragraph at the first tab stop by simply depressing the tab key
once. This tab stop is automatically set at 0.5 inches. You may also click on
the First Line Indent marker on the ruler and drag it to the desired position as
shown in Figure 6.9. If the ruler does not appear on the page, click on the View
tab and select Ruler.
Figure 6.9 Setting the position of the First Line Indent
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Activity 1
Type the following paragraphs in the indented style using 1 inch margins.
In August of last year, we had our Annual Vacation Bible School. As
usual, we received the kind assistance of our friends in Barbados. The
attendance averaged approximately 70 children per day. Although
the week was a rigorous one, our very able teachers managed the
school very well. The Sunday School wishes to say thanks to them
and all others who helped to make the week a success.
Our Christmas treat was held in December. Approximately 70
children were in attendance. The Sunday School is grateful to the
teachers and friends who carried out the day’s activities. The children
had much fun.
Hanging paragraphs
hanging paragraphs •
Hanging paragraphs are the least frequently used of the paragraph styles. With
this style the first line begins at the left margin while the other lines are indented
by three spaces. In other words, the first line overhangs the others on the left
side. Whether these paragraphs are typed in single or double line spacing, one
line of space is left between them. This style is not often used other than when
making a reference.
The Hanging Indent marker on the ruler can be used to create this effect.
xxxxxxxxxxxx
xxxxxxxxxx
xxxxxxxxxx
xxxxxxxxxxxx
xxxxxxxxxx
xxxxxxxxxx
(a)
xxxxxxxxxxxx
xxxxxxxxxx
xxxxxxxxxx
xxxxxxxxxxxx
(b)
xxxxxxxxxx
Figure 6.10 (a) Hanging paragraphs in single line spacing; (b) hanging
paragraphs in double line spacing
ITQ7
Explain the difference between blocked and
indented paragraphs.
How to set hanging paragraphs
In order to achieve this, after typing the text:
• highlight the paragraph;
• click on the Hanging Indent marker and drag it to the desired position.
Or before typing the text:
• click on the Hanging Indent marker and drag it to the desired position;
• type the text.
Activity 2
Modify the document prepared in Activity 1 to that of hanging paragraphs.
Save the document as ‘hanging para’.
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Inset paragraphs
inset paragraphs
•
All three paragraph styles mentioned earlier may be inset from either the left or
right margin or both. This is done when a quotation has been used, to highlight
the text or in order to create emphasis. The inset is normally made at 0.5 inches.
Examples of inset paragraphs are illustrated in blue below.
(a)
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xxxx
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xxxx
xxxxxxxxxxxxx
xxxxxxxxxxxxx
xxxx
xxxxxxxxxx
xxxxxxxxxx
xxxxxxxxxx
xxxxxxxxxx
xxxxxxxxxxxx
xxxxxxxxxx
xxxxxxxxxxx
xxxxxxxxxx
xxxxxxxxx
xxxxxxxxxxxxxx
xxxxxxxxxxxxxx
xxxxxxxxxxxxx
xxxxxxxxxxxxxx
xxxxxxxxxxxxxx
xxxxxxxxxxxxx
(b)
(c)
Figure 6.11 (a) Blocked paragraph inset from both margins; (b) indented
paragraph inset from left margin; (c) hanging paragraph inset from left margin
How to set inset paragraphs
In order to achieve this:
• select the text to be inset;
• click the Page Layout tab;
• use the Indent controls to make the necessary changes.
Figure 6.12 Indent controls
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Typing numbers in figures or words
ITQ8
Rewrite these sentences so that they follow the
usual rules about numbers.
a)
6 days into the 4th camp, sixty-four people
began changing their lifestyles.
b)
There were one hundred and sixty books
on 9 shelves.
When typing numbers within a document, the main rules that should be applied
are as follows:
• Write numbers one to nine in words (e.g. There are three main
paragraph styles.).
• Do not begin a sentence with a figure; type it in words (e.g. Twenty boys
were on the bus.).
• Sums of money are usually written in figures, especially after a monetary
sign (e.g. $16,500.00, $26 900 and £500). An exception to this rule is in
legal documents where the number is written out in words.
• Ordinal numbers such as first, second, third and fourth should be typed as
words and not 1st, 2nd, 3rd and 4th except in dates.
• Write page numbers in figures (e.g. see the diagram on page 4).
This paragraph gives some examples of these rules about numbers:
Three girls went to a gospel concert last Sunday evening. Daina chose to sing
the first stanza of the song they had prepared. The cost of the ticket was $20.
Twenty Youth Fellowship members were in attendance but overall there were
125 people at the concert.
Abbreviations
abbreviations •
These are not necessarily the same as those
used in SMS text messages.
ITQ9
Rewrite this paragraph, writing the abbreviated
words in full:
On Mon. all the students wl hv to meet w.
their form teachers. The sch wl be hosting a
Music Festival in feb. & therefore plans hv to
be in place. A cttee shd be created esp for the
designing of the costumes.
Abbreviations are words that are in a shortened form or are not spelt out.
Abbreviated words are frequently used for speed by manuscript writers. They
may or may not use full stops at the ends of these words. You should usually
ensure that abbreviations are typed out in full. An exception is rsvp.
Table 6.3 gives some frequently used abbreviations along with the words
written out in full. Other abbreviations may also be used. You should therefore
carefully interpret the abbreviation in relation to the context.
Abbreviation
Word(s) in full
&, +
and
Abbreviation
Word(s) in full
Inc
Incorporated
a/c
account
incon
inconvenience
accom
accommodation
info.
information
ack
acknowledge
Jan
January
adj
adjournment
Jul
July
advert
advertise
mfr
manufacturer
AGM
Annual General Meeting
mgnt
management
aka
also known as
mgr
manager
AOB
Any Other Business
Mon.
Monday
approx.
approximately
mtg
meeting
appt
appointment
necy
necessary
Apr.
April
no
number
asap
as soon as possible
Nov
November
Aug.
August
Oct
October
bldg
building
opp
opportunity
blvd
boulevard
org
organisation
bn
been
p.a.
per annum
bus
business
para
paragraph
cat
catalogue
pd
paid
co.
company
pl
please
cont
continue
rd
road
ctr
centre
recd
received
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Abbreviation
Word(s) in full
Abbreviation
Word(s) in full
cttee
committee
recom
recommend
Dec
December
ref
reference
def
definitely
sch.
school
dept
department
sec
secretary
dev
develop
sep
separate
diff
different
Sept.
September
doc
document
sh
shall
dr
dear/doctor
shd
should
esp
especially
st
street, saint
etc
et cetera
temp
temporary
ex
exercise
th
that
exp
experience, expense
Thurs.
Thursday
Feb.
February
Tues
Tuesday
ffly
faithfully
w.
with
fr
from
wd
would
Fri
Friday
Wed
Wednesday
fyi
for your information
wh
which
gov
government
wk
work, week
grtee
guarantee
wl
will
hv
have
y
you
immed
immediately
yr.
your, year
Table 6.3 Abbreviations
ITQ10
Why is a manuscript normally typed in double
line spacing?
ITQ11
Show the manuscript signs which represent
‘delete’.
Manuscripts
Manuscript signs, proofreaders’ marks or correction signs are symbols or marks
used within a manuscript to indicate to the administrative assistant the necessary
corrections that should be made when preparing the document.
Although these signs are usually found within the text itself, sometimes
notations are placed in the margins alongside the lines in which corrections are
to be made as a guide for the administrative assistant. He or she should be able
to accurately interpret and apply these signs when preparing a manuscript.
The manuscript should be read through in its entirety before beginning to
type in order to become familiar with the text and the necessary corrections that
are to be made. The document is usually typed in double line spacing – unless
otherwise instructed – to effect ease in reading.
The table on the next page consists of manuscript signs and examples of
corrections that are to be made.
ITQ12
Write out the correct text in the box on the right
after making the corrections indicated:
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Table 6.4 Manuscript signs
ITQ13
Prepare the manuscript on the right in blocked
style.
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Activity 3
Type the following manuscript in
the style indicated. Use double line
spacing.
Footnotes
footnotes •
Footnotes are used within documents to give further explanation about the text
that the writer may not necessarily want to be stated within the body of the
document. Footnotes are located at the bottom of the page on which the reference
is being made. Reference may be made with the use of a letter or number, or with
a symbol such as an asterisk if there are just one or two footnotes.
When adding a footnote to a text, ensure that there is no space before
inserting the reference. Simply type the word and immediately following that
insert the reference. Type the footnote in single line spacing with a double line
space between each point. Font size 10 is often used when typing footnotes.
How to insert footnotes
This may be achieved by:
• placing the cursor at the point of insertion;
• clicking Insert footnote in the Reference tab.
The cursor will then be automatically placed at the foot of the page where the
footnote is to be typed. An example of a document with footnotes is illustrated
opposite.
Figure 6.13 Document with
footnotes
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Activity 4
Prepare the manuscript in the box on the left in the indented style. Use a
1.5-inch left margin.
Templates
template • A template is a framework consisting of a standard layout
or settings for particular documents.
A template is useful as it allows the preparation of
a document to be carried out quickly. You can produce
documents quite easily by inserting the necessary
information in the already prepared format.
Creating a template
Although some standard templates are already stored
in the computer, you can create your own by using an
existing document or creating a new one.
Figure 6.14
A memo
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How to create a new template
1 Open a new document.
2 Type the necessary information into the template. For example, create the
layout of a blocked style memo as shown in Figure 6.14.
3 Click on the Microsoft Office button (Word 2007) or File tab (Word 2010).
4 Click Save As.
5 Select Word Template.
6 Choose the location to save the template.
7 Type the file name.
8 Click Save.
This template can now be used each time a blocked style memo is needed.
Using templates
ITQ14
What is a template?
Default templates are already set up on the computer for users. These may be
found easily by:
• choosing New after clicking on the Office button;
• selecting Installed templates.
In order to use templates that you previously created, you may do
the following:
1 Click on the Microsoft Office button (Word 2007) or File tab (Word 2010)
and select Open.
2 Browse to the correct location.
3 Open the document.
4 In order to maintain the template for future use, select Save As and save
the new file as a Word document.
5 The information can then be filled in as necessary.
Activity 5
Create a template for a manuscript with marginal headings.
Become known for your reliability!
red
prepa ure
d
n
a
s
l
r pres
nctua
Be pu calm unde ly
in
ve
Rema asks creati ons
t
ti
k
t
c
c
a
Att
xpe a w
ond e
y
h
e
b
ow o
Go
ur kn
o
y
e
r
Sha
Position yourself as a person who can be relied upon to deliver what is
required of you at all times in a timely manner. Develop some qualities that
will ensure this:
• Remain unflappable under pressure.
• Share your expertise and time. Give a hand elsewhere to get the job
done right once you have covered your own duties.
• Go beyond all expectations and create memorable experiences for
team-mates and customers alike.
• Be punctual and prepared, always having your wits and the necessary
tools about you.
• Meet deadlines!
• Attack tasks with a vengeance! Be armed with enthusiasm and creativity.
Today at Dox to Go
At lunchtime, the Business Development Manager, Shari, comes into the
lunchroom looking especially for you. She is meeting with a team from
a firm with which Dox to Go is in negotiations. She has put together a
presentation team that includes you because you won the secret ballot
seeking the Most Reliable Team Member. You now have some bragging
rights but don’t forget to stay humble!
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Discussion corner
What are the attributes of a reliable team member?
Personal follow-up
Write about the following in your journal:
• What makes you personally reliable?
• In instances where you have been unreliable, what are the factors
that contributed?
A manuscript is a hand-written or rough draft typed document, which is
usually typed in double line spacing. It is important that manuscript signs
are interpreted and applied accurately when preparing a mailable copy.
›› Abbreviated words should be typed out in full.
›› The three types of paragraphs – blocked, indented and hanging – may be
inset from the left, right or both margins to create emphasis.
›› The types of headings are main, sub, shoulder, paragraph and marginal,
column and subject.
›› In placing emphasis, text may be capitalised, whether by initial, closed or
spaced capitals.
›› According to rules attached to particular documents, an administrative
assistant should choose appropriate line spacing in preparing each document.
›› A template is a framework consisting of a standard layout or settings of
particular documents, which helps in producing mailable copies.
›› Footnotes are additional information or explanation of particular points
within a document.
››
1
2
a) 2; b) 1; c) 1; d) 2.
The lady’s husband prepared breakfast for her each morning. ‘Look out!’
he shouted to her, ‘The cat is going to jump on the stove.’
3 Mr. Simons gave Peter a big red hat. It looked wonderful with his suit. Did
you know that Mr. Simons promised Mary one too?
4 The Teacher at Work.
5 One.
6 Marginal headings are typed on the left side of the page with the
paragraphs to the right; paragraph headings are typed on the first line of
the paragraph.
7 In blocked paragraphs all lines begin at the left margin; the first line of an
indented paragraph is indented by one tab stop.
8 a) Six days into the fourth camp, 64 people began changing their lifestyles.
b) There were 160 books on nine shelves.
9 On Monday all the students will have to meet with their form teachers.
The school will be hosting a Music Festival in February and therefore
plans have to be in place. A committee should be created especially for the
designing of the costumes.
10 This will allow the readers to read the document with ease.
11
12 When preparing a document, one has to ensure that speed and accuracy
are realised. Being efficient is very important. The typist has to interpret
and make the necessary corrections to manuscript signs.
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13 SAVE THE ROSES
Simone took the flowers and watered them; still she feared that death is
near. The flowers need a lot of water. Old fools will mock her. Her little
girls like the red roses in the green flower pot.
We walked on the side of the road while going to the party. There were
a lot of roses growing on the sidewalk. A girl wanted to pick one but we
prevented her from doing so. She came with us. Her name is Wendie.
14 A template is a standard layout or settings of particular documents.
Group activity
In two groups – A and B – create a simple manuscript. Exchange these
between groups and prepare a mailable copy. Group A is to use the
hanging style layout while Group B is to use the indented style layout.
Examination-style
questions
Multiple choice questions (MCQs)
1
Which of the following proofreader’s marks represents indent?
a
b
c
d
2
Which is NOT considered as a type of heading?
a marginal;
b shoulder;
c paragraph;
d indented.
3
There are ____ types of headings.
a 6;
b 3;
c 7;
d 4.
4
A paragraph, when left aligned, is called a(n):
a blocked paragraph;
b indented paragraph;
c marginal paragraph;
d hanging paragraph.
5
Choose the correct sentence:
a thirty boys went to the studio & performed.
b Thirty boys went to the studio and performed.
c 30 boys went to the studio and performed.
d Thirty boys went to the studio & performed.
6
Select the statement which is NOT true of the hyphen.
a It is used to join two or more related words.
b It is used interchangeably with the dash.
c No character space is inserted before or after the hyphen.
d A dash may be created by inserting one space before and after it.
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7
A manuscript may be BEST referred to as a document that:
a is mailable;
b contains errors;
c is a note to the administrative assistant;
d is a rough draft to be edited and prepared as a mailable copy.
8
The statement ‘A Comprehensive Study on the History of the
Telephone’ is an example of the use of:
a initial capitals;
b uppercase letters;
c spaced capitals;
d closed capitals.
9
Templates are most useful when preparing:
a standardised documents;
b circular letters;
c headings;
d manuscripts.
10
The symbol ‘#’ tells the administrative assistant to:
a delete the text;
b let the information remain as is;
c delete the space;
d insert a space.
Use the CD-ROM to practise creating
typescripts.
Essay-type questions
1
Administrative assistants often type manuscripts with abbreviations.
Give the full words for the following abbreviations:
a bldg;
b hv;
c no.;
d necy;
e mgnt.
2
Use the information below to answer the questions that follow.
Duplication of
documents
At Dox to Go documents are copied quite
frequently. One advantage of this is that it saves
time in preparing the document all over again.
When preparing documents to be copied,
Kristina ensures that all staples and paper clips
are removed beforehand. This will prevent the
photocopier from being damaged.
a Identify the type of heading displayed above.
b State how you would prepare the same information using:
I a paragraph heading;
II a shoulder heading.
3
It is typical that within a manuscript proofreaders’ marks are used.
Draw the relevant symbols that represent the following instructions:
a close up;
b transpose vertically;
c insert space;
d let it remain as is.
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Paper 2 Practice
Type the following document in double-line spacing on letter-sized paper following all instructions.
Use the following margins: 1.5” (3.81 cm) left and 1” (2.54 cm) right; 1” (2.54 cm) top and bottom.
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Type the following document in double-line spacing on letter-sized paper following all instructions.
Use the following margins: 1.5” (3.81 cm) left and 1” (2.54 cm) right; 1” (2.54 cm) top and bottom.
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Type the following document in double-line spacing on letter-sized paper following all instructions.
Use the following margins: 1.5” (3.81 cm) left and 1” (2.54 cm) right; 1” (2.54 cm) top and bottom.
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Type the following document in double-line spacing on letter-sized paper following all instructions.
Use the following margins: 1.5” (3.81 cm) left and 1” (2.54 cm) right; 1” (2.54 cm) top and bottom.
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7
By the end of
this chapter
you should be
able to:
Concept map
Tabulations
Objectives
create a spreadsheet based on data and instructions contained in a manuscript;
apply basic formatting to enhance the appearance of a worksheet;
develop formulae to carry out calculations in a worksheet;
sort data in a worksheet;
create a chart based on instructions contained in a manuscript;
accurately prepare financial documents requiring simple tabulations.
Tabulations
Tabulations
are done with the aid of
are used to prepare
requires use of
spreadsheet software
such as Excel 2010
documents:
invoices
debit & credit notes
financial statements
receipts
tables
has
facilitates creation of
pre-defined functions:
sum
average
minimum
maximum
charts & graphs
contains data which may be
aligned
sorted
formatted
arranged in
rows
columns
the contents of which are identified by
headings
which may be
vertical
oblique
horizontal
Dox to Go, like most other businesses, was established to carry out a profitable
operation. For this to happen, transactions must be recorded using appropriate
documentation, and accounting records must be kept. Before computers became common,
the financial records of a company were kept manually. A bookkeeper kept the journals,
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the accounts receivable, the accounts payable and the ledgers up to date. In later years,
an accounting machine, which was capable of performing normal bookkeeping functions,
such as tabulating in vertical columns, performing arithmetic functions, and typing
horizontal rows, was used. Mohan, Dox to Go’s Accountant, uses Microsoft Excel on a
daily basis to complete a range of tasks involving tables and computations.
tabulation •
Tabulation is the act or process of tabulating or arranging in tabular form – that
is, into a table. A table is both a mode of visual communication and also a means
of arranging data.
In accounting jargon a ‘spread sheet’ or spreadsheet is a large sheet of paper
with columns and rows that organises data about transactions for a business
person to examine. It spreads or shows all of the costs, income, taxes and other
related data on a single sheet for a manager to examine when making decisions.
It takes its name from the accountant’s spreadsheet – a sheet of paper with rules
for rows and columns – on which such work was usually done. Spreadsheet
programs are much faster, more accurate and easier to use than traditional
accounting techniques.
Electronic spreadsheets allow you to do anything that you would normally
do with a calculator, pencil and columnar scratch pad. An electronic spreadsheet
will, if properly programmed, do all the calculation for you.
Spreadsheet basics
spreadsheet •
worksheet •
workbook •
ITQ1
A computer user opens the Excel application
and a new workbook appears on screen. What
name is likely to be displayed in the title bar if
there is already a file saved as Book1.xlsx in the
MyDocuments folder?
A spreadsheet is a computer application that simulates a paper accounting
worksheet. Recall from Chapter 3 that a computer application is another name
for application software. A spreadsheet is a productivity tool, just like a word
processor. Whereas a word processor is used for processing text, a spreadsheet
is used for processing numbers. That is not to say that text cannot be typed in a
spreadsheet! Spreadsheets are ideal for producing financial statements such as a
trial balance, balance sheet and profit and loss. In addition, invoices, credit notes
and other documents requiring tabulation may be created.
The Microsoft Office software suite includes Excel as a spreadsheet application.
Another popular spreadsheet program is Calc, which is a part of the OpenOffice
Software suite. Microsoft Works also includes a spreadsheet program. The file
extension ‘.xlsx’ refers to an Excel file.
A worksheet is a single working area in a spreadsheet file, consisting of a grid
of lettered columns and numbered rows. Each worksheet has a tab that may be
renamed. It is a good idea to give your worksheets descriptive names.
A workbook is a collection of related spreadsheets that are saved as one
file. A new workbook contains three worksheets – Sheet1, Sheet2 and Sheet3.
Sheet1 is the active worksheet. More sheets can be added if required. When
a new workbook is created in Excel, it is given the name Book1.xlsx (see
Figure 7.1).
Activity 1
Create a new Microsoft Excel worksheet:
1 Right-click on your desktop, then New, then Microsoft Office
Excel Worksheet.
2 Observe that a new icon labelled ‘New Microsoft Office Excel
Worksheet’ is placed on your desktop.
3 Change the name of the worksheet to ‘EDPM_Activity7-1’.
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Activity 2
Rename worksheet tabs:
1 Open the workbook named
‘EDPM_Activity7-1’ that was
saved on your desktop.
2 Double-click the sheet tab
labelled ‘Sheet1’.
3 Type ‘PriceList’ then
press Enter.
4 Double-click the sheet tab
labelled ‘Sheet2’.
5 Type ‘Invoice’ then
press Enter.
6 Save the file as ‘EDPM_
Activity7-2’ and close Excel.
Figure 7.1 An annotated Excel worksheet showing some key elements. Table 7.1
explains each numbered element.
Reference on
Figure 7.1
Term
Description

Active cell
The cell at the cursor location, bounded by a heavy border; when data is entered, it is
placed in the active cell.

Cell
A box at the intersection of a row and column that can hold one data item.

Cell range
Two or more adjoining cells.

Cell reference
or cell address
The coordinates of a cell; for example, the reference of the cell that appears at the
intersection of column A and row 1 is A1. The cell reference of the active cell is always
displayed in the Name Box (also shown at ).

Constant
A value that is not calculated and therefore does not change. Examples include 2, 12.5 and
12-Jun-2010.

Formula
An equation that performs a calculation on values in your worksheet. A formula starts
with an equals sign (=). For example, the formula ‘=B8*C8’ multiplies the value stored in
cell B8 by the value stored in cell C8 and displays the result in the cell where the formula
is written.

Formula bar
The place where a formula is shown when the active cell contains a formula. It is also the
place where data may be typed for entry to a cell.

Function
SUM (∑) is an example of a pre-written formula. It adds a set of numbers.

Label
A descriptive name that indicates what data is in a cell, row or column.

Oblique
heading
A column heading oriented at 45 degrees. Notice the different orientations used for the
other column headings.
Table 7.1
Some spreadsheet terminology
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ITQ2
In Figure 7.2, what is:
(a)
the cell reference for the cell containing
the label ‘Lilies’;
(b)
the label for the column containing the list
of flowers;
(c)
the cell reference for the active cell;
(d)
the cell range containing the names of the
flowers?
A cell is located at the intersection of a row and a column and may contain a
label, a constant or a formula. Each spreadsheet contains over 15 million cells!
Figure 7.2 Columns A to F are visible. Rows 1 to 14 are visible. Row 1 contains
the spreadsheet title and rows 3 to 13 all contain labels.
Table 7.2 explains how to manipulate the data in a worksheet.
If you want to Using the keyboard
The Name Box is on the left at the top of the
screen – see  in Figure 7.1.
Using the mouse
Move around
a worksheet.
Use the arrow keys to move one Use the scroll bars to move
cell at a time in the direction
to the desired section of the
that you want to go.
worksheet then click the cell.
Select a
single cell.
Press the arrow keys to move to Click the cell.
the cell.
Select a range.
Press the arrow keys to move
to the cell. Hold down SHIFT
while you press the arrow keys
to extend the selection.
Click the first cell of the range,
and then drag to the last cell.
Select an entire
row.
In the Name Box, type the row
number twice separated by a
colon. To select row 5, type 5:5.
Then press Enter.
Click the row header.
Select an
entire column.
In the Name Box, type the
column letter twice separated
by a colon. To select column E,
type E:E. Then press Enter.
Click the column header.
Enter data in
a cell.
After the data is typed, press
After the data is typed, click
Enter. The cell below will be the the green tick on the formula
new active cell.
bar. The current cell remains
active.
Delete data
from a cell.
Select the cell (or cell range)
then press the Delete key.
Right-click over the cell then
select Clear Contents from the
shortcut menu.
Table 7.2 Working with cells, rows and columns
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Simple tabulations
Dox to Go receives a lot of handwritten manuscripts from customers daily.
Kristina, the Customer Service Coordinator, reviews the manuscript and
determines the application best suited to produce the document. She then
assigns the task to a Customer Service Associate and reinforces the point that all
instructions on the manuscript must be followed.
The document requested by the customer requires a seven-column table
with text in the first column and numbers in each of the next four columns.
The remaining two columns are to be left blank. This document is an example
of a simple tabulation. We will create this price list by completing the activities
in this chapter. Take care to ensure that you follow all the instructions on
the manuscript.
Activity 3
Figure 7.3 A handwritten manuscript
provided by a customer. The document
required is a price list that doubles as
an order form.
Create a new spreadsheet:
1 Open the workbook named ‘EDPM_Activity7-2’.
2 Type the text titles and labels as shown in Figure 7.3. Do not format
them, just type in the text.
3 Make cell B7 the active cell (Hint: Click in cell B7).
4 Type the number values as shown in Figure 7.3.
5 Save the file as ‘EDPM_Activity7-3’ and close Excel.
Inserting cells, columns and rows
A worksheet is very flexible. It may be modified to suit changing needs. You
can insert blank cells above or to the left of the active cell on your worksheet,
shifting other cells in the same column down or in the same row to the right.
You can also insert rows above and columns to the right of the active cell on
your worksheet.
Activity 4
Insert blank cells on a worksheet:
1 Select the cell or the range of cells where you want to insert the new
blank cells. Select the same number of cells as you want to insert. For
example, to insert three blank cells, you need to select three cells.
2 In the Cells section of the Home tab, choose Insert OR right-click the
selected cells and then click Insert on the shortcut menu.
3 In the Insert dialog box, click the direction in which you want to shift
the surrounding cells.
4 Close the file and do not save it.
Activity 5
Insert a blank cell:
1 Open the workbook named ‘EDPM_Activity7-3’.
2 Select cell A5.
3 Right-click the selected cell then click Insert.
4 In the Insert dialog box, click ‘Shift cells down’.
5 Close the file and do not save it.
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Activity 6
Insert a blank row:
1 Insert a blank row above row 6 (the row containing the label ‘Rose’).
2 Close the file and do not save it.
Formatting your worksheet
Recall that when we format documents we change their appearance. This
enhances the document’s presentation and improves its readability. Look back at
the worksheet shown in Figure 7.2 then at Figure 7.4. Observe that formatting
has been applied in at least four areas. Table 7.3 gives details of what formatting
was applied to create this new look.
Figure 7.4 The price list with text and cell formatting
Reference on Format applied
Figure 7.4
What to do

• Title merged and centred across • Merge and centre title.
columns A through G.
• Change font size.
• Font size increased to 14.
• Apply character format.
• Title emboldened.

• Cells A4 and A5 merged.
• Label centred both horizontally
and vertically.
• Border applied around cell.
• Column width increased.
• Merge cells.
• Change horizontal and
vertical text alignment.
• Apply All Borders to cells.
• Change the column width to
fit the contents.

• Cells F4 and G4 merged.
• Label centred in merged cells.
• Merge and centre label.

• Border around cell range
D6:D16.
• Apply outside border to
range of cells.
Table 7.3 Most of the tools needed to carry out this formatting are available on
the Home tab or from the Format Cells window (see Figure 7.5)
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Activity 7
Format cells:
1 Open the workbook ‘EDPM_Activity7-3’.
2 Select the cell range A1:G1.
3 On the Home tab, click the Merge and Centre button.
4 Change the font size to 14.
5 Apply the bold font style.
6 Select the cell range A2:G2.
7 Click the Merge and Centre button.
8 Apply the italic font style.
9 Select the cell range A4:A5.
10 Right-click to activate the Format Cells dialog.
11 On the Alignment tab, click the Merge cells checkbox in the Text
control section.
12 Select Centre from both drop down lists in the Text alignment section.
13 Select column A.
14 Choose Format from the Cells section of the Home tab, and then click
AutoFit Selection.
15 Merge and centre EACH of the following cell ranges: B4:C4, D4:E4
and F4:G4.
16 Select the range A4:G5.
17 Apply the All Borders format.
18 Select the range A6:A16.
19 Apply the Outside Borders format.
20 Repeat Step 19 for EACH of the cell ranges from B6:B16 through
to G6:G16.
21 Save the file as ‘EDPM_Activity7-7’.
ITQ3
State one OTHER way by which the Format Cells
dialog box may be activated.
Figure 7.5 The Format Cells dialog box may be activated using the Ctrl + 1 shortcut
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Doing calculations
Recall that a formula is an equation that performs calculations on values in
a worksheet.
Spreadsheets are frequently used for financial information because they allow
you to write formulae for the spreadsheet to do computations automatically.
Additionally, the entire sheet is recalculated automatically after a change to a
single data item is made.
Flowers by Howard is offering a 20 per cent discount on all orders placed by
April 2. We can use a formula to calculate the discounted price for each item.
Offering a 20 per cent discount is the same as charging only 80 per cent of the
original price. Since 80 per cent means 80/100, which is the same as 0.8, we can
multiply the regular price of each item by 0.8 to get the discounted price. The
formula we will use in D7 is ‘=B7*0.8’). This is what we have done in Figure 7.6.
Figure 7.6 Formula to calculate the discounted price for each item
ITQ4
Cell A2 in a spreadsheet contains the value 7
and cell A3 contains the formula ‘=A2*5’. If the
active cell is A3, what will be displayed in:
(a) A3;
(b) the formula bar?
fill handle •
Observe that when a formula is typed in a cell the result of the computation
is displayed in the cell once Enter is pressed. To see the underlying formula,
double-click in the cell or press F2, or select the cell and the formula will be
displayed in the formula bar.
If you want to repeat the data in a series of cells, you can do this quickly by
using the fill handle. You select the cells that you want to use as a basis for filling
additional cells, and then drag the fill handle across or down the cells that you
want to fill. Any formulae are adjusted automatically.
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ITQ5
State THREE ways in which data that has been
typed in a cell may be saved in that cell.
Figure 7.7 The fill handle is used to fill data in adjacent cells. When you point to
the fill handle, the pointer changes to a black cross.
Activity 8
Enter and copy a formula:
1 Open the workbook ‘EDPM_Activity7-7’.
2 Ensure the data in cell ranges B7:G16 and C7:C16 is correctly aligned.
3 Select cell D7.
4 Enter the formula ‘=B7*0.8’ (no spaces) then press the green tick
located on the formula bar. Don’t forget the = sign!
5 Use the fill handle to copy the formula in D7 to all the cells in the
range D8:D16.
6 In cell E7, enter the formula ‘=C7*0.8’ then press the green tick located
on the formula bar.
7 Copy the formula to all the other cells in the range (E8:E16) using the
method in Step 5.
8 Enter the text ‘Orders must be placed by April 2, 2012’ in row 18 and
format as shown. Your spreadsheet should now resemble the one
shown in Figure 7.8.
9 Save your work as ‘EDPM_Activity7-8’.
Sorting data
sort •
It is sometimes necessary to sort data in a spreadsheet. When the spreadsheet
contains more than one column of data, you must select all the data (including
row and column labels where possible). In the example that we have been
using, you would select A7:E16. Merged cells should never be included in a
sort range.
Activity 9
Sorting data:
1 Open the workbook ‘EDPM_Activity7-8’.
2 Select the cell range A7:E16.
3 Point to Sort on the Data tab.
4 Click OK.
5 Save your work as ‘EDPM_Activity7-9’.
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Figure 7.8 The completed spreadsheet with the Price List and Order Form. The
list of items has been sorted alphabetically in ascending order.
Inserting a chart
charts •
It is often said that ‘a picture is worth a thousand words’. Spreadsheets use
pictures called charts to tell a story about the data used to create them.
Several types of chart are available, the most common are on the Insert tab.
Chart types include:
•Column chart – shows data changes over a
period of time or illustrates comparisons
among items.
•Bar chart – illustrates comparisons among
individual items.
•Pie chart – shows the size of items that
make up a data series, proportional to the
sum of the items. It always shows only
one data series and is useful when you
want to emphasise a significant element
in the data. (A data series means related
data points that are plotted in a chart. Each
data series in a chart has a unique colour
or pattern and is represented in the chart
legend. You can plot one or more data
series in a chart. Pie charts have only one
data series.)
Chart options include:
• whether the chart should include a title;
• whether the axes should be labelled;
• whether to include a legend;
• where to place the chart.
Figure 7.9 Example of a column chart, showing the Chart Tools tab
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We are now going to create a column chart that compares the regular price for
all large flowers. Our chart title will be ‘Flowers by Howard – Price Comparison’
and both the X and Y axes will be labelled.
If we highlight the table of information we would like to chart and then
choose Column chart from the Insert tab, Excel will do the rest. Once we have
inserted a chart we are then given access to the Chart Tools tab, which allows us
to further edit the design, layout and format of the chart.
Activity 10
Create a chart:
1 Open the workbook ‘EDPM_Activity7-9’.
2 Select the range A7:B16.
3 Click Column in the Charts group on the Insert tab.
4 Select the 2D clustered column chart type. Observe that a set of tabs –
Design, Layout and Format – are provided as Chart Tools. Ensure that
the chart is selected when doing steps 5–7.
5 Enter the chart title: ‘Flowers by Howard – Price Comparison’ using the
Chart Title drop down list in the Labels group on the Layout tab.
6 Label the Y axis ‘Jamaican dollars (J$)’ using the Axis Titles drop down
list in the Labels group on the Layout tab.
7 Turn off the legend using the None option in the Legend drop down list
in the Labels group on the Layout tab.
8 Position the chart one row below the table (row 20). Resize
as necessary.
9 Save the file as ‘EDPM_Activity7-10’.
Formatting a worksheet for printing
A worksheet should be prepared for printing based on the specific instructions
provided. Before printing, we need to ensure that we have:
• selected the correct paper size and orientation;
• set the top, bottom, left and right margins;
• aligned the document horizontally and vertically;
• included any required text in the header or footer.
It is also a good idea to preview your worksheet before printing.
Activity 11
Format a worksheet for printing:
1 Open the workbook ‘EDPM_Activity7-10’.
2 Activate the Page Setup dialog, which can be found in Print Preview.
(Access Print Preview in the Print options when clicking the Office
Button (Word 2007) or File tab (Word 2010).)
3 Change the paper size to A4.
4 Set the margins as follows: left 1.5 inches (3.81 cm), right, top and
bottom 1 inch (2.54 cm).
5 Centre the worksheet on the page horizontally.
6 Insert ‘Printed by Dox to Go’ as a custom footer, centred, in 9
point Arial.
7 Preview the document.
8 Save your work as ‘EDPM_Activity7-11’ and close the file.
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Activity 12
Type this invoice on A4 paper using Excel, and following all instructions.
Manage your time!
lists
-to-do
Things ion control
pt
Interru
e!
ent
Me-tim
anagem
m
e
im
t
Escape
Time only stands still for a broken clock. Otherwise time is like a bomb that
has the power to destroy the best of days and intentions. Use the time in
your day wisely; control your activities – disarm the bomb.
• Make a Things to Do list: set realistic goals, schedule tasks and allot a
reasonable time to each task.
• Observe time given for breaks strictly; set an alarm if you must. You
deserve time away from your desk, your own escape time. Use this time
and not more than you are allowed.
• Be aware of time thieves like the chat by the photocopier or the extra
time looking at someone’s wedding photographs and do not get carried
away. It all adds up. Manage scheduled interruptions and interference.
• Make time for yourself outside of work. Have a healthy work–life
balance that has opportunities for you to rest and replenish.
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Today at Dox to Go
Shawna-Kay, a student from a nearby high school, has been assigned to
you for two weeks. You are expected to mentor this student and will help
with the evaluation process that she has to go through. You are determined
to show her your best practices. At the end of the first day, somehow you
have only done one of the five things you set out to do so she could observe
and learn.
With a partner, write a review of Day One looking at where the time
went. Plan Day Two to avoid a repeat occurrence.
Discussion corner
What are the things that need to be done to ensure that Day Two runs
smoothly and time is used wisely?
Personal follow-up
In your journal, list some of the ways in which you personally waste time or
misuse it. How will you change that now?
Tabulation is the arrangement of data in tabular form.
A spreadsheet is a computer application that simulates a paper
accounting worksheet and is used for processing numbers without
recourse to a calculator.
›› The Microsoft Office software suite includes Excel as a spreadsheet
application.
›› A worksheet is a single working area in a spreadsheet program, consisting
of a grid of lettered columns and numbered rows.
›› A workbook is a collection of related worksheets that are saved as one file.
›› Formulae can be written to allow a spreadsheet to do computations
automatically.
›› Spreadsheets are flexible and cells, rows and columns may be inserted in an
existing worksheet to facilitate changes.
›› Spreadsheets use pictures called charts to illustrate the data used to create
them.
›› A worksheet must be prepared for printing based on the specific
instructions provided.
››
››
1
2
3
4
5
Book2.xlsx.
(a) A8; (b) ‘Flowers’; (c) B4; (d) A5:A14.
Select Format | Cells from the menu.
(a) 35; (b) =A2 * 5.
(a) By pressing ENTER; (b) by pressing TAB; (c) by clicking the green tick
on the formula bar.
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Solution to Activity 12
1 In A1, type ‘INVOICE’. Merge and centre it
across cells A1:E1.
2 In D3, type ‘Invoice No’.
3 Apply a Bottom Border to cell E3.
4 In A5 type ‘Morgan’s Farm Store’; centre
across A5:E5.
5 In A6 type ‘New Market Square’; centre
across A6:E6.
6 In A7 type ‘New Market, Westmoreland’;
centre across A7:E7.
7 In A8 type ‘Jamaica’; centre across A8:E8.
8 In A9 type ‘(876) 991-0876’; centre across
A9:E9.
9 In A11, type ‘SOLD TO:’.
10 In B11, type ‘Mr. Charles Williams’.
11 In B12, type ‘93 Bigtree Road’.
12 In B13, type ‘New Market’.
13 In D11, type ‘DATE’.
14 Apply a Bottom Border to E11.
15 In A17:E17 enter ‘Quantity’, ‘Description’,
‘Unit Price’, ‘Total’, ‘GCT’.
16 Change the orientation of the labels in
range A17:E17 to oblique.
17 In C18 and C19, enter ‘$’; centre both
labels.
18 In A19, type ‘35’.
19 In B19, type ‘Better-Blend Pig Feed 25kg’.
Wrap the label so that ‘25kg’ appears on
Figure 7.10 The invoice as it would appear when printed
the second line of the cell.
20 In C19, enter ‘825.79’
21 In A20, enter ‘50’.
22 In B20, enter ‘Better-Blend Chicken Feed Starter Pellets – 25kg’. Wrap the label as indicated.
23 In C20, enter ‘923.35’
24 In A21, enter ‘1’.
25 In B21, enter ‘Garden Hose, Heavy Duty, 30 Metre’.
26 In C21, enter ‘700.00’.
27 Autofit columns A through E.
28 Adjust row heights as necessary.
29 In B22, write ‘Sub-total’; right-align text.
30 In cell D19,write ‘=A19*C19’. Copy formula to next two cells in column.
31 In cell E19, write ‘=D19*0.1’. Copy formula to next two cells in column.
32 In D22, write ‘=SUM(D19:D21)’.
33 In E22, write ‘=SUM(E19:E21)’.
34 In B24, write ‘Pay this amount’.
35 In D24, write ‘=D22+E22’
36 Apply Comma number style format to values in C19:E24.
37 Right-align the contents of C19:B24.
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Examination-style
questions
Multiple choice questions (MCQs)
1
Which of the following is NOT a purpose of a spreadsheet?
a To create simple tabulations such as invoices and price lists.
b To hold accounting or financial data.
c To perform advanced text processing.
d To capture, manipulate and display numeric data.
2
Microsoft Excel is a __________ program that stores a series of
__________ in one of the many __________ that it creates.
a spreadsheet, worksheets, workbooks;
b workbooks, worksheets, spreadsheets;
c spreadsheet, workbooks, worksheets;
d worksheet, spreadsheets, workbooks.
3
(B5:D9) is best described as a:
a cell range;
b row range;
c column range;
d cell reference.
4
A __________ is an equation that performs calculations on values in
your worksheet.
a formula;
b cell reference;
c constant;
d label.
5
The text ‘Total Amount’ in a cell is best described as a _____.
a value;
b formula;
c label;
d function.
6
To edit the contents of a cell, press _____.
a F1;
b F2;
c F5;
d F8.
7
Which punctuation mark should be used at the start of a cell entry
when using a value such as ‘2008’ as a label?
a ‘;
b ’;
c ^;
d #.
8
A cell contains the formula ‘=SUM(A5:A10)+17’. Which of the
following statements is UNTRUE?
a SUM is the name of a function.
b A5:A10 +17 is a formula.
c 17 is a constant.
d The result will be the sum of the values in A5, A10 and 17.
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9
To create an oblique column heading, we change the __________ of
the text in the cell.
a direction;
b horizontal alignment;
c orientation;
d vertical alignment.
10
A ####### error occurs when:
a A column is not wide enough to display the cell’s content.
b You press the # key too many times.
c The value entered is too big for the spreadsheet to process.
d The formula entered produces an incorrect result.
Further practice activities
Practise more by creating spreadsheets for the following:
1
2
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3
4
5
6
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8
By the end of
this chapter
you should be
able to:
Concept map
Presentations
Objectives
use common terminology associated with presentation software such as slide,
slide layout, template and view;
create a new presentation using a template;
add new slides to a presentation;
add text to a slide;
add an image to a slide;
navigate within a presentation using the scrollbar, slide sorter, tabs (ribbons)
and key commands;
print a slide show.
Presentations
Presentations
are created using
usually include
presentation software such
as PowerPoint 2010
multiple slides
are efficiently navigated using either
which contain
which allows creation of
new presentations using
scrollbar
text
templates
graphics
slide sorter
key commands
which have
which are
appropriately
formatted
menu
transitions
timing
animation effects
which contribute to
effective communication
story board •
It’s show time. Dox to Go has set up a booth at the annual small business expo being held
at the Methodist Church Hall in Kingstown, St. Vincent and the Grenadines. Anya, the
Marketing Manager, will make a presentation called ‘21st-Century Electronic Document
Preparation and Management’ and has prepared some slides using Microsoft PowerPoint.
Anya is ready to get her message across with impact, clarity and pizzazz (excitement).
Her presentation is brief but contains all the important information she needs to share.
She used a story board to develop her presentation. Using a story board ensured that
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A story board is a set of words and/or graphics
showing the stages of a presentation, displayed
in sequence.
the presentation was well designed and helped a great deal when she sat down at the
computer to create the document using PowerPoint.
presentation •
Presentation is the practice of showing and explaining the content of a topic to
an audience or learner.
A presentation is a set of visuals prepared using special-purpose software.
Notice that we have two definitions above for presentation. The first
definition refers to an activity whereas the second refers to a document prepared
using application software such as Microsoft PowerPoint or OpenOffice Impress.
PowerPoint is the most widely used presentation software so we will use it in
this chapter.
In the old days, presentations were done using either a 35mm projector or an
overhead projector. Nowadays, presentations are usually done using a notebook
computer connected to a multimedia projector.
(a)
(b)
(c)
Figure 8.1 (a) Overhead projector; (b) 35mm projector; (c) multimedia projector
slide •
Creating a presentation in PowerPoint involves starting with a basic design;
adding new slides and content; choosing slide layouts; modifying slide design,
and creating effects such as animated slide transitions.
A slide is a page in a PowerPoint document.
(a)
(b)
ITQ1
A new slide may be inserted from the New Slide
drop down list in the Slides group on the Home
tab. In addition to a Title Slide and a Blank, list
THREE other slide designs that may be inserted
into a presentation.
placeholder •
A placeholder is anything that shows the space
reserved on a slide for a piece of text or artwork.
slide layout •
Figure 8.2 (a) A title slide showing placeholders for a title and subtitle; (b) a slide
with placeholders for bulleted text and content
A slide layout (or slide type) is the arrangement of placeholders on a blank
slide in preparation for a combination of a title, text and content. Content
includes tables, images, media clips, WordArt and organisation charts and other
graphic elements.
It is important for you to carefully plan your presentation on paper before
you attempt to create the presentation using PowerPoint. When you adopt
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design template •
ITQ2
transitions •
animations •
this approach, you will be able to
select the most appropriate slide types
and this will make the process easier.
Additionally, your presentation will
appear well designed and will be well
received by those viewing it.
Depending on the type of
presentation you are creating, you
may use several different slide layouts
or just keep repeating the same few.
A popular slide type is the bulleted
list slide, used to enter key points or
statements about your topic. When
creating the list, pressing the Enter key
on the keyboard adds a new bullet for
the next point you want to add.
Figure 8.3 Some useful slide layouts
A design template is a file that
contains the styles in a presentation, including the type and size of bullets
and fonts; placeholder sizes and positions; background design and fill
colour schemes.
PowerPoint provides design templates that you can apply to a presentation
to give it a fully designed, professional look. Using the Themes section of the
Design tab, you can preview and apply a design template to your presentation.
The template can be applied to all slides or selected slides, and you can apply
more than one type of design template in a single presentation. You can save any
presentation you’ve created as a new design template, and it will be available in
the Slide Design task pane.
Slide transitions are the visual movements as one slide changes to another.
In PowerPoint, animations are visual effects applied to individual items on
the slide such as graphics, titles or bullet points, rather than to the slide itself.
What is the main difference between slide
animations and slide transitions?
Figure 8.4 A PowerPoint window
in Normal view showing (a) Outline
tab; (b) slide pane; (c) notes area; (d)
drawing toolbar; (e) task pane
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ITQ3
Which view is most useful for carrying out EACH
of the following tasks?
(a) Rearranging slides in a presentation.
(b) Editing a presentation.
(c) Testing animations and transitions.
slideshow •
For example, you can have your text bullet points fly in from the left, one word
at a time, or hear the sound of applause when a picture is uncovered.
PowerPoint has three main views:
• Normal view is the main editing view, which you use to write and design
your presentation. It is also commonly known as Slide view. The view has
three working areas: on the left, tabs that alternate between an outline of
your slide text (Outline tab) and your slides displayed as thumbnails (Slides
tab); on the right, the slide pane, which displays a large view of the current
slide; and on the bottom, the notes pane.
• Slide Sorter view is an exclusive view of your slides in thumbnail form.
When you are finished creating and editing your presentation, Slide Sorter
gives you an overall picture of it – making it easy to reorder, add or delete
slides and preview your transition and animation effects.
• Slide Show view takes up the full computer screen, like an actual slide
show presentation. In this full-screen view, you see your presentation the
way your audience will. You can see how your graphics, timings, movies,
animated elements and transition effects will look in the actual show.
Creating a presentation
The New Presentation task pane gives you a range of ways with which to start
creating a presentation.
Figure 8.5 The New Presentation task pane provides a range of options
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Activity 1
Create a new presentation based on a template:
1 Open PowerPoint.
2 On the New Presentation task pane click ‘From installed templates’.
3 Select a template from the list.
4 Click Create.
5 Save the presentation as ‘DTG_Version_1’.
On many occasions you will need to insert, duplicate or delete a slide. One of
the easiest methods to delete a slide is to switch to Slide Sorter view, select the
slide to be deleted, then press delete. A slide has a blue border around it when
selected in Slide Sorter view.
Activity 2
Add new slides to a presentation:
1 Open the presentation to be modified.
2 Do one of the following:
• On the Home tab, click New Slide.
• With the insertion point in the Outline or Slides tab, press Enter.
• Press Ctrl + M.
3 From the Office Theme options, click the layout you want.
Activity 3
Placeholders are boxes with dotted or hatchmarked borders that are part of most slide
layouts. These boxes hold title and body text or
objects such as charts, tables, and pictures.
AutoShapes are a group of ready-made
shapes that includes basic shapes, such as
rectangles and circles, plus a variety of lines and
connectors, block arrows, flowchart symbols,
stars and banners, and callouts.
A text box is a movable, resizable container
for text or graphics. Use text boxes to position
several blocks of text on a page or to give
text a different orientation from other text in
the document.
Modify an existing presentation:
1 Open PowerPoint.
2 Retrieve the file ‘DTG_Version_1’ created in Activity 1.
3 Insert the name of the presenter, Anya Bright-Spark, and tomorrow’s
date as the date of the presentation on the title slide.
4 Insert a new slide immediately after the title slide based on the bulleted
list layout.
5 Add the following content:
• Established in 1990.
• Headquarters in Bridgetown, Barbados.
• Locations in 5 Caribbean countries.
• Over 500 electronic documents prepared daily.
6 Save the presentation as ‘DTG_Version_2’.
Adding text to a slide
There are four types of text you can add to a slide:
• placeholder text;
• text in an AutoShape;
• text in a text box;
• WordArt text.
WordArt is text objects you create with readymade effects to which you can apply additional
formatting options.
Figure 8.6 Insert tab showing the Text Box icon
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Activity 4
Add text to a slide with placeholders:
Click inside a text placeholder and type or paste the text.
If your text exceeds the size of the placeholder, PowerPoint reduces the font
size and line spacing incrementally as you type, to make the text fit.
Activity 5
Add text to a text box:
1 In the Drawing section of the Home tab, click the Text Box icon.
2 On the slide, point to where you want the text, click, and then type or
paste your text.
Notes
•When text is typed or pasted in a text box, it stays on a single line.
•To add text that wraps, point to where you want the text box, drag
the text box to the size you want, and then type or paste your text.
Activity 6
Add text to a slide:
1 Open the presentation ‘DTG_Version_2’.
2 Insert a new slide based on the ‘Blank’ slide layout.
3 Use a text box to add the slide title ‘What is electronic
document processing?’
4 Format the text size to 24 point and make the font style bold.
5 Add another text box to the slide that will contain text as shown below.
Electronic document processing is the use of a computer system
(hardware and application software) to create, edit, format and
share documents.
Documents may include envelopes, labels, meeting agendas,
minutes, newsletters, organisation charts and a wide range of
other documents.
Lawyers use electronic document processing to prepare documents
such as wills, leases, agreements and conveyance documents.
6 Save the presentation as ‘DTG_Version_2’.
Adding an image to a slide
PowerPoint allows you to insert a wide range of images directly into your
presentation, including:
• pictures:
• Windows Enhanced Metafile;
• Windows Metafile;
• JPEG;
• Portable Network Graphics;
• clip art;
• screenshots;
• photo albums.
Figure 8.7 You can insert a wide
range of images into your presentation
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ITQ4
Name ANY THREE of the types of images that
may be inserted in a PowerPoint presentation.
Activity 7
Insert an Organization Chart:
1 On the Insert tab, click SmartArt.
2 Click the Organization Chart diagram, and then click OK.
3 Do one or more of steps 4, 5 and 6:
4 If you want to add text to a shape, right-click the shape, click Edit Text,
and type the text.
5 If you want to add a shape, select the shape you want to add the new
shape under or next to, click the arrow on the Insert Shape button
on the Organization Chart toolbar, and then click one or more of
the following:
•Coworker – to place the shape next to the selected shape and
connect it to the same superior shape.
•Subordinate – to place the new shape below and connect it to the
selected shape.
•Assistant – to place the new shape below the selected shape with an
elbow connector.
6 If you want to add a preset design scheme, click AutoFormat on the
Organization Chart toolbar, and select a style from the Organization
Chart Style Gallery.
7 Click outside the drawing when you are finished.
8 Save the presentation as ‘DTG_Version_3’.
Activity 8
Insert an Organization Chart:
1 Open the presentation ‘DTG_Version_3’.
2 Insert an Organization Chart on slide 3 based on the information below.
3 Save the presentation as ‘DTG_Version_4’.
4 Close the presentation.
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ITQ5
PowerPoint allows a user to print Full Page
Slides, Notes Pages, Outlines or Handouts. For
EACH of the following scenarios, indicate which
of the formats is most suitable.
(a)
The presenter wants to give each
participant a printed copy of a
36-slide presentation.
(b)
A conference organiser requires a
printed copy of the presentation.
(c)
The speaker requires a printed document
that will be used at the podium during a
live presentation.
Print preview is a view of a document as it will
appear when you print it.
Printing a presentation
A hard copy of a PowerPoint presentation is often required for various reasons:
• as a reference for the speaker during a live presentation;
• as handouts for the presentation audience;
• for record-keeping or despatch.
PowerPoint offers a range of output options in the Print what section of the
Print dialog:
• Slides;
• Handouts;
• Notes Pages;
• Outline View.
You can print the entire presentation or specific slides in colour, grayscale,
or black and white. Most presentations are designed to be shown in colour,
but slides and handouts are usually printed in black and white or shades of
grey (grayscale). When you choose to print, PowerPoint sets the colours in
your presentation to match your selected printer’s capabilities. For example, if
your selected printer is black and white, your presentation will automatically
be set to print in grayscale. Slides print one per page and can be sized to fit a
variety of paper sizes. Slides can also be sized to fit standard transparencies (for
overhead projectors).
With print preview you can see how your slides, notes and handouts will
look in black and white or in grayscale, and adjust the look of objects before
you print.
You can also make certain changes when you preview before printing. You
can select:
• A layout for handouts.
• To add a frame around each slide for print out only.
• The orientation (portrait or landscape) for handouts, notes pages or
an outline.
• Header and footer options.
Figure 8.8 The Print dialog showing the Print Layout drop down list
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Activity 9
Print slides, handouts:
1 Open the presentation.
2 Click the Office Button, then Print.
3 Select the printer you want to print to if it is not set as default.
4 Select the print range, number of copies and the items to be printed.
5 Click OK.
Respect!
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The Golden Rule: treat others as you would wish to be treated. Bring
goodwill, a sense of fair play and honesty to all your relationships. Accord
all positions, including but certainly not limited to those placed above you in
the workplace hierarchy, with respect, leaving personal feelings out of the
equation entirely. Be open to learning from your superiors as well as your
peers. Be mindful of company rules and regulations and respect their role in
creating the framework in which you may grow and flourish.
Today at Dox to Go
There is a lunchtime lip sync competition in the team restaurant (known
as the lunchroom in lesser companies!). The winning performance is of
a popular song about respect by your group. Put together your group’s
performance for your next meeting.
Discussion corner
What is self-respect? How does your self-respect affect how you present
yourself and your relationship with others?
Discuss some ways in which you feel respect as a value is being displayed
or eroded in our wider community.
Personal follow-up
What are the simple ways in which you show the people around you
respect? Think of someone who does not have your respect and say why?
A presentation is a set of visuals prepared using special-purpose software.
Microsoft PowerPoint is the most popular presentation software.
›› Creating a presentation in PowerPoint involves starting with a basic design;
adding new slides and content; choosing slide layouts; modifying slide
design; and creating effects such as animated slide transitions.
›› A slide layout is the arrangement of placeholders on a blank slide in
preparation for a combination of a title, text and content.
›› A presentation may include several different slide layouts.
›› It is important for you to carefully plan your presentation on paper before
you attempt to create the presentation using PowerPoint.
›› There are four types of text you can add to a slide: placeholder text, text in
an AutoShape, text in a text box, and WordArt text.
›› To insert a new slide, press Ctrl + M.
›› To delete a slide, switch to Slide Sorter view, select the slide to be deleted,
then press delete.
››
››
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PowerPoint allows you to insert a wide range of pictures directly into
your presentation including clip art, images from a scanner or camera,
AutoShapes, WordArt or an organisation chart.
›› PowerPoint allows the printing of slides, handouts and note pages in
colour, grayscale or black and white.
››
1
2
3
4
5
Any THREE of the following: title and content, section header, two content
comparison, title only, content with caption, or picture with caption.
Slide animations affect items on one slide whereas transitions involve pairs
of slides.
(a) Slide sorter; (b) Normal; (c) Full screen.
Any THREE of the following: Windows Enhanced Metafile, Windows
Metafile, JPEG or Portable Network Graphics.
(a) Handouts; (b) Full Page Slides; (c) Notes Pages.
Group activity
Visit About.com’s presentation software page at
http://presentationsoft.about.com/od/classrooms/tp/student_tips.htm
Create a 10-slide presentation entitled ‘Create Classroom Presentations
Worthy of an A’. The title slide should contain the names of all the
group members.
Examination-style
questions
Multiple choice questions (MCQs)
1
Which of the following statements is NOT true about
presentation software?
a
It uses slides as a container for the content.
bIt allows the addition of new slides and content.
c
It provides an assortment of pre-set design templates that cannot
be changed.
dSlide shows may be viewed on screen, delivered over the Web or
printed on transparencies.
2
If your text exceeds the size of the placeholder, PowerPoint:
a
keeps increasing the width of the placeholder;
btruncates the text that is longer than the placeholder;
c
wraps the text and increases the height of the placeholder;
dreduces the font size and line spacing incrementally as you type, to
make the text fit.
3
You can insert a new slide after the current slide in a presentation by
pressing:
a Ctrl + M;
b Alt + M;
c Ctrl + Alt + M;
d Ctrl + Shift + M.
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4
Which of the following statements is NOT true about design templates?
a
They give presentations a fully designed, professional look.
b The template can be applied to all slides or selected slides only.
c
You can preview a design template before you apply it to
your presentation.
dYou can apply only one type of design template in a
single presentation.
5
A content layout is a slide layout that contains one or more
content __________.
a charts;
b diagrams;
c placeholders;
d tables.
6
The area where you create, edit and display presentation slides is
called the __________ pane.
a Notes;
b Outline;
c Slide;
d Task.
7
In PowerPoint, animations are __________.
a the visual movements as one slide changes to another;
b visual effects applied to individual items on the slide;
c visual effects applied to the slide itself;
d cartoon-like video inserted on a slide.
8
When you start a new organisation chart, you begin with a default
arrangement of __________.
a two boxes;
b four boxes;
c two circles;
d four circles.
9
You’ve put a layout on your slide that contains a placeholder for a
picture but you’d rather use the clip art task pane to insert the art
than the options you get when you click the Insert Clip Art icon in
the placeholder. What do you do?
a
Apply a Blank layout instead, and then use the Insert tab (point to
Picture, and then click Clip Art) to open the Clip Art task pane and
insert the picture.
bSelect the placeholder on the slide, and then press Delete. Then
use the Insert tab (point to Picture, and then click Clip Art) to
open the Clip Art task pane and insert the picture.
c
Make sure the picture placeholder is selected, and then use the
Insert tab (point to Picture, and then click Clip Art) to open the
Clip Art task pane and insert the picture.
d None of the above.
10
You can press __________ to move forward through slides as an
alternative to clicking the left mouse button.
a N;
b P;
c Tab;
d Enter.
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Further practice activities
1 Create a PowerPoint presentation based on the manuscript below.
2 Create a PowerPoint presentation that describes the management and staffing of Dox to Go based on the
information contained in the manuscript below. Include an organisational chart.
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9
By the end of
this chapter
you should be
able to:
Concept map
Databases
Objectives
create a database containing a single table;
add data to a table;
perform a simple query.
Databases
Databases
are created with the aid of
store data for easy retrieval in
database management software
such as Access 2010
facilitates creation of
tables
reports
contains data which may be arranged in
sorted
queried
formatted
columns
rows
also known as
records
store data about
one person, place or thing
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fields
which have properties such as
names
sizes
data types:
text
memo
number
date/time
currency
Each month Dox to Go prepares and mails a statement of account to its credit customers.
Mohan, the Accountant, maintains the mailing list using Access 2010. By keeping this list
electronically using a database, Mohan can easily add new customers, modify a customer’s
address as soon as he is advised of a change and delete a customer if the need arises. He is
able to use the query feature to select a list of customers based on criteria that he determines.
For example, on the first working day of each month, Mohan prepares statements for all
customers who have a credit limit greater than $50,000.
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9 · Databases
database •
ITQ1
Name TWO related tables that are likely to be in
a school database and suggest what data these
tables would store.
table •
In Chapter 4 we discussed instances in which databases should be used. In this
chapter, we will use Access 2010 to create, populate (put data into) and query
a single-table database. Access 2010 arranges an organisation’s information into
tables. A database can contain one or more tables, each storing information
about a different subject.
Every time you search the address book or call log on your phone, you are
working with a database. Similarly, when you call directory assistance to enquire
about a telephone number, the telephone operator searches a database for the
number you have requested. The operator conducts a query, using the name
you have provided, and tells you the result – the phone number(s). Pharmacies,
clothing stores and supermarkets use databases to keep details about the items
they sell – names, prices and quantity available for sale.
Most institutions now use an electronic database to store data about their
customers, clients or patients and depend on them to provide answers from
the data stored. These answers are provided using queries. Without queries, it
would be close to impossible to unlock answers from large databases.
A database is a set of related tables. Using the example of a (cellular) phone,
your contact’s name and phone number are stored in a table called Contacts.
Call records – date of call, time call started, which number was called and
the duration of the call – are stored in a Call Records table. Both these tables,
Contacts and Call Records, are related as they both have a phone number in
common. A call made to a contact whose name is in your contact list will show
up in your Call Records with the person’s name, otherwise only the number
will show.
A table is a database object that you use to store data about a particular
subject, such as customers, employees or products. It is a list of rows and
columns similar to those in a spreadsheet. A table consists of records and fields.
In a simple database, you might have only one table. For example, Dox to Go’s
mailing list is kept in a table named Customers.
ITQ2
What is the name of the table shown in
Figure 9.1?
ITQ3
How many rows of data are displayed in
the table?
record •
fields •
Figure 9.1 An Access 2010 table containing customer data
The table above contains information about nine customers. Each of these
customers is represented by a single record (or row) in the table. Each record
can be broken down into its various fields (or columns). In the table above,
the fields for each customer are name, address, postcode and so on. Each table
can contain many fields of different types of data, such as text, numbers, dates
and hyperlinks.
Before you create fields, try to separate data into its smallest useful parts. It is
much easier to combine data later than it is to pull it apart. For example, instead
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data type •
of a Customer Name field, consider creating separate fields for Last Name and
First Name. Then, you can easily search or sort by First Name, Last Name, or
both. Similarly, instead of a single field for address, consider separating addresses
into the street address, postal code and parish. The rule of thumb is: if you plan
to perform a query on an item of data, put that item in a field by itself.
For example, when adding a new BlackBerry contact, users are presented
with fields for Title, First, Last, Nickname, Picture, Company, Job title, E-mail,
Phone, Pager, Fax, Mobile and almost 10 other fields.
A data type is a field property that indicates the kind of data that the field
stores. It must be set in the Table Design grid when you create the field.
Setting
ITQ4
For each column in the table shown in Figure
9.1, write the name of the data type (setting)
that was likely used during table creation.
Type of data
Text or combinations of text and numbers, as well as numbers
Text
that don’t require calculations, such as phone numbers.
Memo
Lengthy text or combinations of text and numbers.
Number
Numeric data used in mathematical calculations.
Date/Time
Date and time values.
Currency values and numeric data used in mathematical
Currency
calculations involving data with one to four decimal places.
A unique sequential (incremented by 1) number or random number
AutoNumber
assigned by Access whenever a new record is added to a table.
Yes and No values and fields that contain only one of two values
Yes/No
(Yes/No, True/False, or On/Off).
Text or combination of text and numbers stored as text and used as
Hyperlink
a link to another object or location.
Table 9.1 Data type settings and the type of data that may be stored
Creating a database
To create a new database file, open Access 2010 and click the File tab. You can
now see the Microsoft Office Backstage View. The Backstage View is where you
Figure 9.2 The Backstage View in Access 2010. This is where you create a new
file, save, print and set options for a file.
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9 · Databases
manage your files and the data about them – creating, saving, printing and
setting options. Access 2010 creates files in the .accdb file format, which cannot
be opened by using versions of Access earlier than 2007.
How to create a database file
1 Click the File tab.
2 Type the desired file name in the File Name text box.
3 Click the Create button.
Activity 1
Create a new database file named MailingList.
Creating a table
When creating a table, you will need to know the table name as well as the field
properties (name, data type and size) for each column in the table.
How to create a table in an existing database
1 Click the File tab.
2 If the database that you want was recently created click Recent;
or
Click Open.
3 Select the database that you want to open, and then click Open.
4 On the Create tab, in the Tables group, click Table Design. A new table is
inserted in the database and the table opens in Design View.
5 Type the first field name in the Field Name box.
6 Select the field type from the Field Type list.
7 Type the field size in the Field Size text box.
8 Repeat steps 5, 6 and 7 for each field in the table.
9 Save the table: click Save on the File tab and provide the table name
(Customers) when prompted. Press OK to complete the save operation.
Figure 9.3 Creating a table in Design View
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Activity 2
Create and save a new table named Customers in the MailingList database
using the field properties shown in Table 9.2.
Field name
Field type
Field size
CustomerNo
Text
5
Firstname
Text
12
Lastname
Text
15
Address
Text
20
CreditLimit
Currency
12
Country
Text
20
Table 9.2
Field properties for the Customers table
Adding data to a table
When we populate a table we put data into it. Access 2010 provides many ways
for populating a table. We will use the most common method – the Datasheet
View – to enter our data.
How to enter data in Datasheet View
1 Double-click the table in the Navigation Pane. The table will open in
Datasheet View;
or
If the table is open in Design View, select Datasheet View from the
View tab.
2 Enter data into the first field. Press the Tab key to move to the next field.
3 Repeat step 2 for each field in the row.
4 Repeat steps 2 and 3 for each row of data.
5 When all the data has been typed, close the table by clicking the close
window button  on the title bar. The data will be automatically saved.
ITQ5
Examine the CustomerNo data carefully in
Figure 9.4. Suggest, from observation, how you
can confirm that the data type used is text and
not number.
Activity 3
Enter the data in Figure 9.4 in the
table Customers.
Figure 9.4 The Customers table in Datasheet View
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Performing a simple query
On a daily basis, various members of staff of Dox to Go query the company’s
database to get answers to a range of questions. Some of these questions are
shown in the table below.
Name of employee
Terique Jones
Shari
Kristina
Anya
Mohan
Types of questions asked with
database queries
Managing Director
What is the total of sales for the
month so far?
Business Development Which customers have never used
Manager
a particular service?
Customer Service
Which customers had to wait
Coordinator
longer than 15 minutes for a
particular type of job?
Marketing Manager
Which new customers heard
about the company by way of the
television advertisement?
Accountant
Is a particular customer eligible to
receive credit?
Position
Table 9.3 Examples of database queries
query •
select query •
Without the use of a query, it is tedious to get information from a database. If
a query is not used, database users will spend a lot of time extracting information
that may end up having inaccuracies or may be incomplete.
A query is a request for data results, for action on data, or for both. Queries
that are used to retrieve data from a table or to make calculations are called
select queries. Queries that add, change or delete data are called action queries.
A select query is the most common type of query. It retrieves data from one or
more tables and displays the results in a datasheet. A select query may also be
used to group records and calculate sums, counts, averages and other types of
totals. Results from queries may also be sorted.
In this section, we will focus on simple select queries. These queries will
retrieve data from a single table based on a single criterion. Some examples of
simple queries include:
• List all customers whose last name begins with ‘H’.
• List the customer whose CustomerNo is ‘95505’.
• List all customers whose credit limit is less than $50,000.
We will perform each of these queries later.
Activity 4
Perform a select query to list all customers whose last name begins with ‘H’:
1 Open the MailingList database that you previously set up.
2 On the Create tab, in the Queries group, click Query Design.
3 In the Show Table dialog box, on the Tables tab, double-click Customers.
4 Close the Show Table dialog box.
5 In the Customers table, double-click * (the asterisk) and Lastname to
add these fields to the query design grid.
6 In the query design grid, in the Lastname column, clear the check box
in the Show row.
7 In the Criteria row of the Lastname column, type ‘Like H*’.
Clearing the Show check box prevents the query from displaying the
Lastname in its results, and typing Like H* in the Criteria row specifies
that you want to see only records where the value of the Lastname
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9 · Databases
field begins with H and has any combination of letters following. In
this case, the query returns only the customers whose name begins
with H: Hussey and Hosein. Note that you do not have to display a
field to use it with given criteria.
8 On the Design tab, in the Results group, click Run.
The query runs, and then displays a list of customers whose Lastname
begins with ‘H’.
9 Press CTRL+S to save the query. The Save As dialog box appears.
10 In the Query Name box, type Customers with Lastname H, and then
click OK.
(a)
(b)
Figure 9.5 (a) A completed query design grid showing an unnamed query. This query may be run by clicking the Run
button in the Results group. (b) The results table showing the two records selected.
Activity 5
ITQ6
How many records will be in the results table
when the query described in Activity 5 is run?
Perform a select query to list the customer whose CustomerNo is ‘95505’:
1 Follow steps 1–5 in Activity 4.
2 In the Customers table, double-click * (the asterisk) and CustomerNo to
add these fields to the query design grid.
3 In the query design grid, in the Lastname column, clear the check box
in the Show row.
4 In the Criteria row of the CustomerNo column, type 95505 then press
the Tab key.
Observe that when you press the Tab key a set of quotations is
automatically added to what you typed.
5 On the Design tab, in the Results group, click Run.
The query runs, and then displays the customer whose CustomerNo
is 95505.
6 Press CTRL+S to save the query. The Save As dialog box appears.
7 In the Query Name box, type CustomerNo 95505, and then click OK.
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ITQ7
How many records will be in the results table
when the query described in Activity 6 is run?
Activity 6
Query to list all customers whose credit limit is less than $50,000:
1 Create a query based on the information presented in this screenshot.
2 Save the query with the name indicated.
3 Run the query.
Be the epitome of integrity!
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What would you do if you knew that your CEO had a camera in every
room and actually took the time to review the footage gathered each day?
Would you hope fervently that you could turn back time and put back the
ream of paper you took a little bit of each day to go home and print your
term paper? Would you wish you hadn’t taken that 20-minute nap in the
supplies storeroom?
The truth is, you should be your own CEO. Watch yourself. Do the
right thing. Promise yourself to be uncompromisingly honest, not breaking
company rules or helping yourself to company property. Additionally, do
not abuse sick leave or any other right you are given by law. With rights and
duties come responsibilities. When all is said and done, be the person you
would be when no one is watching as if everyone were watching.
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9 · Databases
Today at Dox to Go
At the monthly staff meeting it is revealed that $10,000 went missing from
the petty cash when Alyssa, the Accounting Clerk, went to the washroom for
a few minutes on Thursday. The footage from the security cameras is blurry
at that juncture. You remember seeing $10,000 under Alyssa’s computer
keyboard that very afternoon.
In two teams, for and against, debate the following statement in light of
having seen cash beneath Alyssa’s keyboard:
‘When I am at work I see no evil, hear no evil, speak no evil. That’s the
way everyone should be.
For the next meeting:
Group 1 – Prepare a short skit in which Alyssa genuinely misplaces the
money and completely forgets. Show how the mention of it at the meeting
uncovers the story of a team member who happens upon the money and
what that person does that now turns out to be a positive thing.
Group 2 – In your skit, show how a dishonest team member takes
advantage of Alyssa’s break and is witnessed in the act by another team
member without his/her knowing. Show how the mention of it at the
meeting and the proposed sanctions against all the team compels the team
member to tell Mohan, the Accountant, off-the-record what he or she saw.
Discussion corner
What is your responsibility if you feel that your company is being defrauded
by a peer? What are the likely consequences of jumping to conclusions
about someone’s actions without proof?
Personal follow-up
It’s free reflections day! Write whatever you feel inspired to!
A database can contain one or more tables, each storing information about
a different subject.
›› A table is a database object used to store data about a particular subject.
›› A field is a container that stores data about one aspect of the person, place
or thing that the table is storing data about.
›› Each table can contain many fields of different types of data, such as text,
numbers, dates and hyperlinks.
›› A table may be designed in the Design View.
›› Data may be entered in a table using the Datasheet View.
›› A query is a request for data results, for action on data, or for both.
›› Queries that are used to retrieve data from a table or to make calculations
are called select queries.
›› A select query is the most common type of query.
››
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Pair work
Your friend Jada has designed a database table in Access consisting of three
fields as described in the table below:
Field name
Data type
Size
Name
Text
30
Phone number
Number
Facebook user name
Text
20
She intends to use a query to extract data about her friends as the need
arises. For example, she wants to find the Facebook user names for all her
friends named ‘Rebecca’. Jada is not sure whether her table design is suited
to the purpose and she now seeks the assistance of you and your pair.
1 Examine the table structure and think about what you intend to say
to Jada.
2 Exchange your thoughts with your pair.
3 Collaborate to write a response to Jada that will be sent via SMS
text message.
Group activities
1You and three of your best friends have been employed for the
summer at Dox to Go. Your first task is to conduct a customer
satisfaction survey at the recently opened Guyana branch.
You are expected to:
a Design a database table to store the following data:
i date of visit to the store;
ii client’s name;
iii customer service ticket number;
iv amount of money spent;
v number of minutes it took for job to be completed.
b Write queries to list:
i the names of all customers who spent over $500;
iithe ticket number of all customers whose job took more than 60
minutes to complete.
2The 4-H Club at your school has asked your group to design a
database to store its membership records.
Each member of the group should:
a
Interview one member of the executive (President, Vice-President,
Secretary and Treasurer) to determine what data they need to store
to get their duties done.
bDevelop a list of fields (field names, data types and sizes) for storing
the data needed by the person they have interviewed.
As a group:
c Collaborate to design a table using Access.
dDevelop a list of AT LEAST THREE queries that may be answered
from the database.
e Enter AT LEAST 20 sample records.
f Write the queries listed in (d) above and run these queries.
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1
2
3
4
5
6
7
Examination-style
questions
STUDENT (student ID, last name, first name, date of birth, sex, date of
admission) and TEACHER (teacher ID, last name, first name).
Customers.
9.
Lastname, Firstname, CustomerNo, Address and PostCode: text;
CreditLimit: currency.
The values in the table are all left-aligned indicating that the data type is
text. Numeric values would have been right-aligned.
1.
3.
Multiple choice questions (MCQs)
1
Which statement best describes a database?
a A collection of tables.
b Tables that are in sequence.
c Tables of related information.
d A collection of related tables.
2
Possibility High School maintains a database containing tables related
to its students and the subjects offered. Which of the following
represents a table within the database?
a A student’s name.
b A student’s record.
c All the personal data on students.
d The age of a student.
3
Which is ONE difference between the alphanumeric and numeric
data types?
aAlphanumeric represents quantities, unlike numeric, which
represents labels only.
bAlphanumeric represents labels and quantities, unlike numeric,
which represents labels only.
cAlphanumeric does not represent quantities, unlike numeric,
which represents quantities.
dAlphanumeric represents labels, unlike numeric, which represents
quantities only.
4
Which is ONE difference between a logical and an alphanumeric
data type?
aAlphanumeric can represent data from an unlimited set, unlike
logical, which can represent one of two values only.
bAlphanumeric can represent composite data, unlike logical, which
can represent single data values only.
cLogical can represent data from an unlimited set, unlike
alphanumeric, which can represent one of two values only.
dLogical can represent composite data, unlike alphanumeric, which
can represent single data values only.
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Questions 5–9 are based on the following table.
5
In what view is the table being displayed?
a Design;
b Datasheet;
c Normal;
d Print preview.
6
How many records are displayed in the table?
a 6;
b 7;
c 8;
d 9.
7
How many fields are in the table?
a 6;
b 7;
c 8;
d 9.
8
How many different field types are used to store the data?
a 2;
b 3;
c 4;
d 5.
9 Consider the following statements and state which are TRUE.
I The CustomerNo field type is Text.
II The CustomerNo field type is Numeric.
III Data in text fields is left-aligned.
IV Data in numeric fields is left-aligned.
a I and III.
b I and IV.
c II and III.
d II and IV.
10
How many records would be selected if the query ‘Select * FROM
Customers WHERE CreditLimit >= 40000’ is run?
a 6;
b 7;
c 8;
d 9.
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Short answer and essay-type questions
1
Examine the Table Design window shown, then answer the
following questions.
a What is the name of the table?
b How many fields are in the table?
c What is the field size of the field ‘Lastname’?
d A customer arrived at a quarter past ten in the morning.
I In which field would that data be recorded?
II What is the maximum size that this field should be?
III What would you actually type in the table?
IVWill it be possible to do computations using the data stored
in the table to determine how long a customer spent? Justify
your response.
Further practice activities
1 Perform the following tasks in Access 2010.
a Create a database named Registrations.
bCreate a table based on the field properties below. Save the table
as Entries.
Field name
Field type
Field size
Country
Text
30
EntryDate
Date/Time
Medium Date
Integer
NumInDelegation
Number
FeesPaid
Currency
HotelRequired
Yes/No
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Enter the following data:
Country
EntryDate
NumIn
Delegation
Fees
Paid
Hotel
Required
Anguilla
12-Mar-2012
2
$500
Yes
Bahamas
12-Mar-2012
4
$500
Yes
Barbados
13-Mar-2012
5
$500
Yes
Grenada
13-Mar-2012
4
$500
No
Guyana
14-Mar-2012
11
$1,100
No
Jamaica
14-Mar-2012
12
$1,200
Yes
St. Kitts and Nevis
14-Mar-2012
5
$500
Yes
St. Lucia
15-Mar-2012
5
$500
No
St. Vincent and
the Grenadines
15-Mar-2012
6
$600
Yes
Trinidad and Tobago 15-Mar-2012
12
$1,200
Yes
cDesign and run the following queries:
iList all the countries that submitted entries on or before March
14, 2012. Hint: Use >=#14-Mar-12# as the criteria.
ii List all the countries that paid $500.
iii List the countries that require a hotel.
iv List the countries with 10 or more persons in their delegation.
v List all the countries whose names begin with ‘St.’
2 Perform the following tasks in Access 2010.
a Create the following database table. Follow all instructions.
b Design and run the following queries:
i List the airlines with more than nine destinations.
ii List the airlines with less than four destinations.
iii List the airlines that have Barbadian nationality.
iv List the airlines that fly to North America.
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10
By the end of
this chapter
you should be
able to:
Concept map
Information integration
Objectives
work with Access data in Excel;
work with Excel data in PowerPoint;
prepare a mail merge using an external data source.
Information integration
Information integration
happens in processes such as
mail merge
data import
data export
that uses data from
that shares data between
Data source in:
Access 2010
Excel 2010
Applications:
Access 2010
Excel 2010
copy & paste
for example
Pasting a chart from
Excel 2010
into a
PowerPoint 2010
document
Pasting a chart from
PowerPoint 2010
into a
Word 2010
document
Shari, Dox to Go’s Business Development Manager, is still making preparations for the
upcoming small business conference. She now just has to prepare the invitations and send
them off via e-mail. She will create the letter using Microsoft Word and send it to a list of
customers that she will extract from the customer database that is stored in Microsoft Access. The
letter will include a slide from her PowerPoint presentation. Shari is an expert at information
integration and expects to have the 500+ letters prepared to e-mail within one hour.
Just like Shari, millions of office workers integrate documents to produce letters,
reports and presentations daily. Text, images, tables, charts and database records are
some of the components that may be integrated. By integrating documents, users
are more productive, documents are produced efficiently and the information in
one document will be consistent with that in another document.
Working with Access data in Excel
ITQ1
State TWO reasons why a user may want to
integrate information from a Microsoft Access
database into Microsoft Excel.
You may want to work with Access data in an Excel workbook in order to
take advantage of the data analysis and charting features, the flexibility in data
arrangement and layout, or the many functions that are not available in Access.
There are several ways to bring data into Excel from Access. You may:
• copy data from an Access datasheet and paste it into an Excel worksheet;
• connect to an Access database from an Excel worksheet;
• export Access data into an Excel worksheet.
We will look at the first method.
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How to copy Access data into Excel
From Access, you can copy data from a Datasheet View and then paste the data
into an Excel worksheet.
Figure 10.1 A customer table in Access showing data selected and ready
for copying
Figure 10.2 Data has been copied from an Access table, sorted and then functions
used to count the number of customers and compute the average credit limit
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Activity 1
1 Copy the table in Figure 10.2
into Excel.
2 Create a graph comparing
CreditLimit of all the
customers.
1 Start Access, and then open the table, query or form that contains the
records that you want to copy to Excel.
2 On the Home tab, click View, and then click Datasheet View.
3 Select the records that you want to copy.
4 On the Home tab, in the Clipboard group, click Copy.
5 Start Excel and then open the worksheet that you want to paste the
data into.
6 Click in the upper-left corner of the worksheet area where you want the
first field name to appear.
7 On the Home tab, in the Clipboard group, click Paste.
How to copy a selection of cells from Excel onto a PowerPoint slide
You can paste a selection of Excel data onto a PowerPoint slide:
1 In Excel, open the workbook that contains the information that you want
to copy.
2 Select and copy the data that you want.
3 In PowerPoint, click the slide where you want to paste the data.
4 On the Home tab, in the Clipboard group, click the arrow below Paste.
5 Under Paste Options, do one of the following:
aSelect Keep Source Formatting if you want to copy the data as a
PowerPoint table, but want to keep the appearance of the original
Excel spreadsheet.
bSelect Use Destination Styles if you want to copy the data as a PowerPoint
table, but want it to assume the appearance of a PowerPoint presentation.
cSelect Embed if you want to copy the data as information that can be
edited in PowerPoint.
dSelect Picture if you want to copy the data as an uneditable picture.
eSelect Keep Text Only if you want to copy all the data as a single text box.
Figure 10.3 A selection of cells copied from Excel and pasted into PowerPoint as
an uneditable picture
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Performing a mail merge using an external
data source
ITQ2
Briefly describe TWO mistakes that could be
made by a clerical assistant who is manually
addressing hundreds of form letters for
transmittal by postal mail.
mail merge •
main document •
merge field •
data source •
ITQ3
How many recipients are in the data file shown
in Figure 10.4(b)?
(a)
If a company like Apple wanted to send a letter or an e-mail to every iTunes
user to inform them of an important update, they could begin the e-mail ‘Dear
Member’ and then send it to everyone. However, many companies like to
build a strong relationship with their customers and feel that a more personal
approach will support this. They would rather begin the letter or e-mail ‘Dear
Kevin’ or ‘Dear Miss O’Connor’. This might involve a lot of customers so writing
each individual name would take a long time.
A mail merge can be used to import the required information from a
database or spreadsheet into the correct place in a letter. So, a letter written
‘Dear <Customer_Name>’ will be converted into a personal message for each
customer on the list with just the click of a button.
Mail merge is a word processing tool that facilitates the creation of form letters,
mailing labels, envelopes, directories, and mass e-mail and fax distributions.
You use mail merge when you want to create a set of documents, such as a
form letter, that is sent to many customers. Each document has the same kind of
information, yet some of the content is unique. For example, in letters to your
customers, you can personalise each letter to address each customer by name.
The unique information in each letter comes from entries in a data source.
A main document is the file that contains the text and graphics that are the
same for each version of the merged document.
A merge field is a placeholder that you insert in the main document.
A data source is a file that contains the information to be merged into a
document. For example, the list of names and addresses you want to include
in a mail merge. A data source must be connected to a source document before
you can use the information in it. A data source may be:
• created by typing a new list in a word processor document;
• selected from Microsoft Outlook contacts;
• selected from an existing list in a database (Access) or spreadsheet (Excel).
(b)
Figure 10.4 (a) Main document with merge fields, numbered 1–6, as placeholders for the data that will appear when the
individual letters are produced. (b) This Access table is the data source.
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ITQ4
Activity 2
Name the three documents associated with a
mail merge.
Create a data source based on the information in Figure 10.4(b).
1
2
3
4
5
6
7
8
A
Title
Mr
Ms
B
Lastname
Douglas
Castille
C
Firstname
Akeem
Jasmine
D
Address
1 Itsy Road
15 Elgin Road
E
Postcode
Kingston 10
Kingston 17
Mr Akeem Douglas
1 Itsy Road
Kingston 10
Dear Mr Douglas,
Figure 10.5 Data from the data source is merged with the form letter to
produce a set of merged documents
1
2
3
4
5
The mail merge process entails the following steps:
Set up the main document. This contains the text and graphics that are the
same for each version of the merged document – for example, the return
address in a form letter.
Connect the document to a data source. This is a file that contains the
information to be merged into the document – for example, the names and
addresses of the recipients of a letter that are stored in an Access database.
Refine the list of recipients or items. Microsoft Word generates a copy of
the main document for each recipient or item in your data file. If you want
to generate copies for only certain items in your data file, you can choose
which items (or records) to include.
Add placeholders, called mail merge fields, to the document. When you
perform the mail merge, the mail merge fields are filled with information
from your data file.
Preview and complete the merge. You can preview each copy of the
document before you print the whole set.
You use commands on the Mailings tab to perform a mail merge.
How to set up the main document
1 Start Word. A blank document opens by default. Leave it open. If you close
it, the commands in the next step are not available.
2 On the Mailings tab, in the Start Mail Merge group, click Start Mail Merge.
3 Click Letters.
How to choose a Microsoft Access database data file
1 On the Mailings tab, in the Start Mail Merge group, click Select Recipients.
2 Click Use Existing List, and then locate the file in the Select Data Source
dialog box.
After you connect your main document to a data file, you are ready to type
the text of the document and add placeholders that indicate where the unique
information will appear in each copy of the document.
How to add mail merge fields to the document
1 Position the insertion point where you want the merge field to appear.
2 Click Insert Merge Field in the Write & Insert Fields group.
3 Select the field you want from the list of available merge fields.
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Activity 3
1 Set up the main document as shown in Figure 10.4(a).
2 Connect the Access database created in Activity 2 as the data source.
3 Add the mail merge fields in the locations shown in Figure 10.4(a).
After you add fields to your main document, you are ready to preview the
merge results. When you are satisfied with the preview, you can complete the
merge. You can print the merged documents or modify them individually. You
can print or change all or just a subset of the documents.
How to preview the merge
Do any of the following in the Preview Results group of the Mailings tab:
• Click Preview Results.
• Page through each merged document by using the Next Record and Previous
Record buttons in the Preview Results group.
• Preview a specific document by clicking Find Recipient.
How to print the merged documents
1 On the Mailings tab, in the Finish group, click Finish & Merge, and then
click Print Documents.
2 Choose whether to print the whole set of documents, only the copy
that is currently visible, or a subset of the set, which you specify by
record number.
Activity 4
1 Complete the mail merge started in Activity 3.
2 Preview and print the letters for Mr Ventura and Dr Wilson only.
Figure 10.6
The letters that will be mailed to Mr Ventura and Dr Wilson
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Always do it well!
No matter how small a task on your list may seem, do it well! Give it
everything! Your practice doing the little things will prepare you to do the
big jobs. See each new duty, task or responsibility as an opportunity to
deliver an amazing result and reinforce your value to your team. Of great
importance is the attention you pay to detail so that the job is always done
right the very first time. Having to repeat a task as a result of negligence or
lack of the proper tools or knowledge costs time and valuable resources! That
could just be what makes the difference between your getting a delightful
bonus at Christmas and a lovely singing greeting card.
A+
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Discussion corner
What are some of the ways that people are usually recognised for excellence?
Consider academic efforts, sport, the armed services and the workplace.
Personal follow-up
In your journal talk a little bit about how you feel about recognition and
rewards for doing something well. What is the highest personal honour that
you have achieved? How did it make you feel?
You may want to work with Access data in an Excel workbook in order to
take advantage of features offered in Excel that are not available in Access.
›› One of the easiest ways to integrate information in Microsoft Access into
Excel is by copy and paste.
›› Mail merge is a word processing tool that facilitates the creation of form
letters, mailing labels, envelopes, directories, and mass e-mail and fax
distributions.
›› You use mail merge when you want to create a set of documents, such as a
form letter that is sent to many customers.
›› Each document has the same kind of information, yet some of the content
is unique.
›› The unique information in each letter comes from entries in a data source.
›› External data sources include Microsoft Access databases and Microsoft
Excel workbooks.
››
1
2
3
4
Any TWO of: (a) to take advantage of the data analysis features; (b) to
use the charting feature; (c) to take advantage of the flexibility in data
arrangement and layout; (d) to use the many functions that are not
available in Access.
For example: (a) the name/address may be incorrectly written,
for example, writing 25 instead of 52; (b) recipients may be
duplicated/omitted.
9.
Main document, data source, merged document.
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Examination-style
questions
Multiple choice questions (MCQs)
1
The mail merge component that serves as a placeholder for unique
data is called a ________.
a data source;
b merge field;
c merge document;
d source document.
2
Which of the following are valid reasons to integrate information
from Microsoft Access into Microsoft Excel?
I To perform complex queries.
II To perform complex computations.
III To utilise advanced formatting capabilities.
IV To create graphs and charts.
a I, II and III only.
b II, III and IV only.
c III and IV only.
d All of these.
3
All the following are external data sources for a mail merge
EXCEPT __________.
a a table in an Access database;
b a query in an Access database;
c a Word table;
d an Excel worksheet.
4
Which of the following is the correct sequence that will result in a
mail merge being accomplished?
I Set up the main document.
II Add mail merge fields.
III Preview and complete the merge.
IV Connect the document to a data source.
V Refine the list of recipients or items.
a I, II, III, IV, V.
b I, II, IV, V, III.
c IV, I, II, III, V.
d I, IV, V, II, III.
5
Look at this document. Which of the
statements are true?
IThe document shown is a merged
document.
IIThe block of text identified as ‘1’
will appear the same in all
documents.
IIIThe data items identified as ‘2’
will be different in each merged
document.
IVThe data items identified as ‘2’
should never appear within the
block of text identified as ‘1’.
a I and IV only.
b II and III only.
c III and IV.
d All of these.
Dear
Please find enclosed your copy of
our new catalogue. We hope that you
will find much of interest to you in our
current offering.
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6
Which paste option should you use if you want to copy the data
as a PowerPoint table but want it to assume the appearance of a
PowerPoint presentation?
a Keep Source Formatting.
b Use Destination Styles.
c Embed.
d Keep Text Only.
Further practice activity
Prepare this document for mailing based on the
information below.
1 Produce the main document and data file,
following ALL instructions.
2 Create the letter in blocked style, using the
following margins: 1 inch (2.54 cm) top and
bottom, 1 inch (2.54 cm) left and right.
3 Save the main document as a letter.
4 Save the data file (in a table) as addresses.
5 On A4 or letter size paper:
aPrint ONE copy of the main document showing
the fields.
bPrint ONE copy of the data file showing the
records.
6 Merge the documents and print ALL four letters.
7 Produce an envelope addressed to Mr Win Gasser.
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11
By the end of
this chapter
you should be
able to:
Concept map
Selection of stationery
Objectives
differentiate among the different types, sizes and orientations of paper;
state the purpose of each paper type;
identify the types of envelopes;
select appropriate stationery when preparing documents.
Selection of stationery
Stationery
includes
paper
envelopes
in the form of
types
card
orientation
bond
portrait
letterhead
memo
copypaper
forms
labels
document covers
sizes
B5
international sizes
A3
A6
A5
C5
DL
holds A4 paper folded
A4
once
twice
landscape
Toni-Ann, the Purchasing Officer at Dox to Go, is preparing two orders for stationery. The
bigger of the two orders will go to her Trinidad-based paper supplier and the other to her
local print shop. She is purchasing copy paper, forms, labels and document covers. Dox
to Go’s customers have always complimented the team on the wide range of stationery
available. Whatever the assignment, whether they need to print business cards, a proposal
or some mailing labels, the customer service team is able to select and use the appropriate
stationery to meet customers’ needs.
The supplier in Trinidad sells a full range of international sizes – A0 through A6. Dox
to Go usually orders an entire container load of A0 paper, which it stores in a humiditycontrolled warehouse. It is important to keep the paper in a room that has just the
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right amount of moisture in the air so that the paper maintains its quality. The various
branches send in a requisition that indicates the quantity and type of stationery required.
The warehouse staff cuts the A0 paper to the desired sizes and sends it out. Dox to Go’s
reliable print shop, Zippy Print, has for many years expertly produced letterheads, invoice
templates on continuous forms and a range of envelopes, all boasting the Dox to Go logo.
When the orders are done, Toni-Ann will send these off via e-mail and will be able to
track the progress of the paper order on the company’s website.
stationery •
ITQ1
List THREE examples of stationery used within
an office.
Stationery refers to writing materials and office supplies including paper, pens,
pencils, paper clips and labels.
An administrative assistant is required to prepare many different types of
documents of varied lengths and styles. It is important to choose the most
suitable stationery to enhance the effectiveness of each document. You need
to take into consideration the various types and sizes of paper and envelopes.
Paper
size •
weight •
texture •
You need to be familiar with the range of stationery that exists and should be
able to select and use the most appropriate stationery for a given assignment.
Various types of paper are required to:
• print documents and displays;
• copy documents;
• label envelopes, folders and optical media;
• prepare documents such as reports for presentation.
Office equipment is engineered to accept a wide range of paper types. Users
should select the most appropriate paper type that can be handled by the
equipment being used. There are three key aspects to consider when selecting
paper type: size, weight and texture.
Size refers to the dimensions (length and width) of an item of stationery.
Weight refers to the thickness of the paper.
Two major ‘weight categories’ are text and cover. Index is not a major
category but is quite popular because of its use to make index cards.
Text: 9 lb to 80 lb.
Index: 57 lb to 90 lb.
Cover: 60 lb to 130 lb.
All the categories overlap. The most common weight of copy paper is 20 lb.
Copy paper is lighter than index, which is in turn lighter than cover paper. A
heavy ‘text paper’ may be used for a document cover.
Texture refers to the degree of roughness or coarseness of a paper, both in
terms of feel and in terms of its appearance. Most of the stationery used in
organisations has a smooth texture. This is because regular office equipment is
unable to effectively print on stationery that is not smooth.
Paper sizes
Paper is available in a variety of sizes to serve different purposes. The International
Paper Sizes (IPS) are widely used; they are referred to as series ‘A’, A0 being the
largest. Each size may be divided in half horizontally (from top to bottom) to
create a smaller size. If you fold A0 paper in half it becomes A1 paper, while
A1 paper folded in half becomes A2 paper, and so on. A4 paper is the most
commonly used size when producing documents.
In the ‘A’ series, the length divided by the width is 1.414.
A4 is sometimes subdivided into ‘letter’ (210 mm × 279 mm) and ‘legal’
(210 mm × 356 mm).
B5 paper (176 mm × 250 mm) is sometimes used in the office.
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ITQ2
A8
A7
A6
Which paper size is most commonly used within
organisations?
A4
A5
A2
Letter
Legal
A3
Paper
Uses
A3
Small posters.
A4
Letters, letterheads, manuscripts, minutes, reports,
forms, agendas, invoices, catalogues, memoranda.
A5
Short memoranda, short letters, agendas, greeting cards.
A6
Postcards, invitations.
A7
Labels, index cards.
A8
Business cards.
Table 11.1
A1
Paper sizes and their common uses
ITQ3
You are asked to prepare a memorandum with
the body consisting of four lines. Which paper
size would you use?
Figure 11.1 ‘A’ series paper sizes and measurements
Paper orientation
paper orientation •
Having the paper positioned in a particular way is referred to as its orientation.
Paper orientation may be either landscape or portrait.
Portrait orientation is when the shorter sides are at the top and bottom,
while landscape has the longer sides at the top and bottom.
(b)
portrait •
landscape •
(a)
Figure 11.2 (a) Portrait orientation; (b) landscape orientation
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Documents are mostly prepared using the portrait
layout of paper. In Word, to change the orientation of
the paper:
• Click on the Page Layout tab.
• Select Orientation.
• Choose the orientation that you desire – Portrait
or Landscape.
Activity 1
An agenda is normally prepared on A5 portrait paper.
Prepare the agenda shown in Figure 11.3 using the
correct paper orientation.
Figure 11.3 An example of an agenda on A5 portrait paper
Selecting appropriate stationery
Letterheads, memos, forms and labels
Letterheads, memos and forms are pre-printed documents with various amounts
of information printed on them. Pre-printed continuous forms (see Figure 1.6)
are most frequently used for financial transactions and are used with dot matrix
printers. Multi-part forms are carbonless. No carbon is necessary for multiple
copies to be printed at one time.
Labels are also widely used in organisations for a wide range of tasks. Labels
are used to identify a wide range of items: envelopes, name tags, file folders and
optical disks (CDs and DVDs). They are available as single sheets (for laser and
inkjet printers) as well as continuous sheets for use with dot matrix printers.
Most labels are of the adhesive type, however ‘clean edge’ business cards are
available as a type of stationery under the general category of labels.
Small organisations with high-quality printers (whether laser or inkjet)
often print their letterheads in-house to save on cost. Large organisations such
as financial institutions, government agencies and academic institutions always
use pre-printed letterheads as this is a way of minimising fraudulent activity and
maintaining a consistent appearance.
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ITQ4
What is the purpose of labels within an office?
Macmillan Education
Between Towns Road
Oxford OX4 3PP
ENGLAND
Figure 11.4 Uses of labels
Given the following task
Select and use the
following stationery
Business letter to an individual or organisation
EXTERNAL to your organisation.
a letterhead
Company Policy Change that affects all (or most)
employees in an organisation. Managers/supervisors
can post the business memo in an area visible to all
employees or send it out via email.
a memo
Announcements such as:
• employee promotion;
• new employees;
• company events (meetings, holiday parties);
• new benefit programmes such as health care;
• acquisition of a new client.
Action Requests such as:
• requesting that all staff members leave their office
door unlocked to facilitate pest control treatment.
Reminders can be distributed by employees and
management as a business memo to remind workers
about:
• a task that workers must complete by a deadline;
• office behaviour, such as cleaning up the company
break room.
Prepare and dispatch:
the relevant form
• an invoice;
• a statement of account;
• a remittance advice (to accompany a payment);
• internal cheque requisition.
Prepare:
the relevant label
• address labels;
• business cards;
• CD labels;
• folder tabs;
• shipping labels.
Table 11.2 Letterheads, memos, forms and labels
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Copy paper, document covers and index cards
Copy paper (also called copier or reprographic paper) is used with a wide range
of office machines. It is available in many colours although white is the most
popular and versatile choice for administrative professionals. The most popular
sizes are letter-size, legal-size and A4.
Document covers are thicker and more durable than copy paper. Document
covers are often used for business cards, postcards, and other uses which require
higher durability than regular copy paper.
Given the following task
Prepare a hard copy of a document
using any of the following office
machines:
• plain paper facsimiles;
• printers (laser, inkjet and dot
matrix);
• photocopiers;
• duplicating machines.
Select and use the following
stationery
copy paper
• Prepare inventory tags or recipe cards. index card
• Record information when conducting
research.
• Create a cover for a document.
• Print business cards.
• Create a greetings card.
• Create a place card to be used at a
document cover (card stock)
function or to identify persons who
may otherwise be unknown to one
another.
Table 11.3 Selection and use of copy paper, document covers and index cards
Envelopes
envelope •
Figure 11.5 Pocket envelope
An envelope is an item of stationery, often with a sealable flap, used for
packaging and protecting documents for despatch.
Just as paper sizes are given in a series with prefix ‘A’, so envelopes are
numbered in a series prefixed ‘C’. As with the paper types and sizes, many types
of envelope are available because they are used for different purposes. Like
letterheads, envelopes may be printed with the company’s details – name and
contact information – as a form of advertising strategy.
Figure 11.6 Banker envelope
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Types of envelope
pocket envelope •
banker envelope •
window envelope •
padded envelope •
airmail envelopes •
ITQ5
• A pocket envelope has a sealable flap on the short side.
• A banker envelope has the opening on the longer side.
• With a window envelope there is no need to affix an address as the
document enclosed is folded in such a way that the address is seen
through the opening (window) at the front of the envelope. The window
is covered with a thin sheet of transparent paper. Using this type of
envelope saves time and prevents the document from being placed in the
wrong addressed envelope.
• The walls of a padded envelope are lined with a cushiony material, which
decreases the chance of the contents being damaged.
• Airmail envelopes are used when sending international correspondence.
These envelopes are easily identified since they are bordered with red
and blue.
You are asked to send some picture frames to
one of your customers. Which type of envelope
would you use?
Mrs J Smith
20 Leaf Road
Port-of-Spain
TRINIDAD
West Indies
Figure 11.7 Window envelope
Figure 11.8
Airmail envelope
Envelope sizes
Envelopes vary in size in order to satisfy particular needs. These are shown in
Figure 11.9.
A4
folded twice
DL
A4
folded
once
C5
A4
folded
twice
C6
A4
unfolded
C4
Figure 11.9 Sizes of envelopes
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Envelope
Measurements
C5
229 mm × 162 mm
C6
114 mm × 162 mm
C5/6
114 mm × 229 mm
DL
110 mm × 220 mm
C7/6
81 mm × 162 mm
Table 11.4 Sizes and measurements
of series ‘C’ envelopes
One of these – coded DL – is not in the ‘C’ series. This is very widely used but
as you can see it is longer, for its width, than the others. ‘DL’ is taken to mean
‘dimension lengthwise’ and this envelope will accept an A4 sheet folded into
three lengthwise. It does not work well in some automatic machines but is still
in common use as a business envelope.
Folding documents
Even though letter-folding machines have become available, there are times
when you may need to manually fold letters.
Letters are folded in a variety of ways to make placing them in envelopes
easy. Use the most appropriate envelope to prevent a bulge or cavity from being
created. Special care must be taken to ensure that the folded document matches
the envelope size and that it is not creased too many times. The receiver’s name
and address should be readily seen upon opening the letter.
Generally, when folding documents to insert into small envelopes (for
example C7/6), the following steps should be taken into consideration:
• Have the document face up on a flat surface.
• Fold from the bottom up until approximately 0.5 inches are left at the top.
• Then fold in thirds horizontally, doing the right side first.
• Folding from left to right, fold the left third to approximately 0.5 inches of
the last crease.
• Insert the last creased edge first into the envelope.
Standard envelope
The A4 paper unfolded
goes in the C4 envelope
comfortably.
A4
C4
A4
Smaller envelope
The A4 paper folded once
and A5 paper unfolded
goes into the C5 envelope
comfortably.
C5
A5
Window envelope
A4
Fig. 11.10 Folding of documents
The A4 paper folded twice
and the A5 paper folded
once across the portrait
orientation goes into the
C6 envelope comfortably.
The A4 paper folded in
three and the A5 paper
folded once across the
landscape goes into the
C5/6 envelope, also
known as DL, comfortably.
Fig 11.11
Corresponding papers and envelopes
The A5 paper folded in
three goes into the
C7/6 envelope.
A5
C6
A4
A5
C5/6 DL
A5
C7/6
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Take the following steps when folding documents for larger envelopes (for
example C6). With the document face up on a flat surface:
• Fold slightly less than 1/3 of the document up towards the top.
• Fold down the top to within 0.5 inches of the first fold.
• Insert with the last crease towards the bottom of the envelope.
Letters are folded for window envelopes with the address facing out (see Figure
11.10). The illustration demonstrates the folding of documents for insertion
into envelopes.
Activity 2
Gather three A4 papers along with C6, C5 and DL envelopes. Fold these
papers to correctly fit into the appropriate envelopes.
Preparing envelopes and labels
There are two important goals to work towards when preparing envelopes and
mailing labels:
1 correct addressing to ensure accurate and timely delivery;
2 maintaining a professional look.
Keep in mind that envelopes and packages may be delivered by any one of
the following:
• regular postal mail;
• by hand (in-house messenger or a contracted messenger service);
• by a courier (local or international) service that will prepare a transmittal
document such as a waybill based on the address that you place on the
envelope or label.
Many mail and package delivery services are highly automated and depend
on machines to read the addresses on envelopes and packages. All office
professionals who prepare these items should keep up to date with the everchanging needs of the post office and package delivery companies. This will
decrease delays in the receipt of correspondence.
Remember that there are two basic styles of envelope. Pocket envelopes
have the flap along the shorter side and banker envelopes have their flap along
the longer side. Type the name and address parallel to the longer side of the
envelope.
Fig 11.12 Suggested placement of elements on standard business envelope that is
4-1/8 x 9-1/2 inches (a #10 envelope). The grey shaded area is where the optical
character reader (OCR) at the post office scans for the recipient's address. Type the
recipient's address within the shaded area, below other information. Don't type
anything to the left, right or below the recipient's address.
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Preparing envelopes
Basic guidelines
The following are some basic guidelines provided by the United States Postal
Service.
• Always put the address and the postage on the same side of your mail piece.
• On a letter, the address should be parallel to the longest side.
• No punctuation.
• At least 10-point type.
• Simple type fonts.
• Left justified.
• One space between city and state.
• Two spaces between state and ZIP Code.
• Black ink on white or light paper.
• No reverse type (white printing on a black background).
• If your address appears inside a window, make sure there is at least 1/8inch clearance around the address. Sometimes parts of the address slip out
of view behind the window and mail processing machines can’t read the
address.
• If you are using address labels, make sure you don’t cut off any important
information. Also make sure your labels are on straight. Mail processing
machines have trouble reading crooked or slanted information.
Typing the return address
If your envelope does not have a pre-printed return address, type it in the upper
left corner, in an area not to exceed 50 per cent of the length and 33 per cent
of the height of the envelope. Leave a little space between your return address
and the top and left edges.
Preparing envelopes with special notations
Special notations are used to indicate how the envelope or package should be
mailed and also what happens to the item on arrival at its destination.
Always use bold type and CLOSED CAPITALS when possible. When initial
caps are used, use underscore also.
Type of notation
Examples
Where to type
REGISTERED POST
RECORDED DELIVERY
CERTIFIED MAIL
AIRMAIL
Type under the postage
area. It doesn't have to
line up perfectly with the
stamp as shown, but it looks
professional. Type in closed
capitals, if appropriate.
BY HAND
BY COURIER
Type in the top right-hand
corner, in place of the stamp,
so that it will not be stamped
in error, or to allow the
instruction to be covered by
the stamp should it be found
necessary to send the letter
by post.
CONFIDENTIAL
FOR THE ATTENTION OF
PERSONAL
URGENT
Type this so that its right edge
lines up with the left edge
of the recipient's address.
Type in closed capitals, if
appropriate.
Mailing
On arrival
Table 11.5 Where to type different special notations
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Typing the recipient’s name and courtesy title
When typing the name of the recipient, ensure that you use the proper
format for courtesy, including titles, initials and suffixes (letters that appear after
the surname).
Use a courtesy title with a person's name. For example, Mr,
Mrs, Messrs, Miss, Dr, Rev. Do not include a courtesy title
when addressing a company unless you are addressing a
person at that company by name.
Courtesy titles
For example:
Messrs Terique Jones and Mohan Singh
Dox to Go Limited
Miss Maliah Browne
Office Administrator
Dox to Go Limited
Initials
Use one space following a person's initials. Qualifications
or honours are arranged after the name. Leave one space
between groups of qualifications.
For example:
Mr S Fuller JP
Managing Director
The courtesy title of Messrs should be used when addressing a
partnership, except when the name of the firm is preceded by
the word ‘The’ or a title is included.
For example:
Messrs Kunte, Holtzein and Browne
Attorneys-at-Law
Messrs
Messrs should not be used before the name of a limited
company. This company is an incorporated body, a legal
person, distinct from any of its members. Communications
should be addressed to The Secretary or other official of the
company.
For example:
The Managing Director
Dox to Go Limited
Table 11.6 Using courtesy titles
Typing the street address, town and country
In the US and other countries, automated mail processing machines read
addresses on mail pieces from the bottom up and will first look for a city, state,
and ZIP Code. Then the machines look for a delivery address. If the machines
can’t find either line, then your mail piece could be delayed or misrouted. Any
information below the delivery address line (a logo, a slogan, or an attention
line) could confuse the machines and misdirect your mail.
Typically, the address should be written in three lines:
1 The top line should contain the recipient's name.
2 The penultimate line should contain the number and name of the street
or PO Box.
3 The last line should contain the place name 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 last line.
Do not underline anything. Where additional clarifying information is
required, place this information above the last two lines of the address. This
includes information such as company or property name, building number or
department.
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Example 1
Example 2
Example 3
Mr S Fuller JP
Mr T Jones
Archbishop Loren Baldis
80 King Street
221 S State Road 7 STE
3004
Sacred Congregation for
Bishops
Miami FL 33317-2124
USA
Piazza Pio XII 10
KINGSTON
00193 ROME, VATICAN
CITY
Using the create envelopes feature of Microsoft Word
Microsoft Word and other word processors allow users to easily create an
envelope based on any of 25 standard envelope sizes. Users may also specify a
custom size.
Create an envelope based on an existing document
Fig 11.13 Before creating an envelope
you may add electronic postage or a
return address or change the envelope
type or size. Adding electronic postage
requires a contract with your local post
office.
1 Select the address block in the document, including any special notation
such as ‘FOR THE ATTENTION OF’.
2 Click the Mailings tab then select ‘Envelopes’.
3 Choose either the ‘Print’ or ‘Add to Document’ option when the envelope
and dialogue box appear.
Create an envelope from scratch
1 Open a new document.
2 Click the Mailings tab then select ‘Envelopes’.
3 If you are preparing a #10 envelope continue to Step 3, otherwise click
Options then select the size needed from the Options dialogue box.
4 Type the delivery address in the Delivery Address box.
5 If needed, type your address in the Return Address box.
6 Choose either the ‘Print’ or ‘Add to Document’ option when the envelope
and dialogue box appear.
Preparing mailing labels
Most word processors provide a wide range of templates for preparing labels.
Some of the more popular templates allow users to create address labels, return
address labels, name badges and CD/DVD labels.
The most efficient way to create multiple labels is to use the mail merge
feature. Remember that we discussed mail merge in Chapter 10. You will need
a data source which contains the information that can vary in each label, such
as a destination address. You can open an existing data source created in a
word processor, or you can create a new data source and fill in the addressee
information. Additionally, you can use a data source that was created in another
program, such as Microsoft Excel or Microsoft Access. The instructions below
will assume that you are using an existing data source.
Create mailing labels
Create the mailing label document
1 Start a new document to create a new label.
2 On the Mailings tab, click Start Mail Merge, and then click Step by Step
Mail Merge Wizard. Under Select document type, click Labels, and then
click Next: Starting Document. With the Change document layout option,
you can use one of the mail merge templates to set your label options
to create a new label document. When you click Label options or Next:
Select recipients, the Label Options dialogue box appears. Select the type
of printer, the type of label product, and the product number. Click OK
after completing. Click Next: Select Recipients.
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Select the data source
3 Under the Select Recipients heading in the Mail Merge task pane, select
the appropriate data source option. The options are to use an existing list,
select from Outlook contacts, or type a new list.
4 Open an existing data source. To open an existing data source, follow
these steps:
a In the Mail Merge task pane, click Use an existing list, and then click
Browse under the Use an existing list heading. The Select Data Source
dialogue box appears.
b In the list of files in the Select Data Source dialogue box, select the data
source that you want to use, and then click Open. Note: if the data
source that you want is not in the list of files, click the appropriate drive
and folder and then select the appropriate option in the List files of type
box. Word displays the Mail Merge Recipients dialogue box so that you
can edit your data. When you finish your editing changes, click OK.
Your labels are displayed.
c Click Next: Arrange your labels.
Edit the label document
5 In the Mail Merge task pane, verify that the Arrange your labels step is
displayed. In this step, you can lay out your labels.
6 Word displays the items that you can use to lay out your labels, such as
Address block. After clicking in the label where you want to insert, click
to select an item to display there. Note: use the More items options to add
specific fields. This feature is useful if there is some difficulty in laying out a
data block such as Address on the label. The Insert Merge Field allows you
to select a field in the block separately, such as First Name, Address 1 or
City, so you can insert fields anywhere you like on the label. Note: before
clicking More items, click in the label where you want to insert the merge
fields that represent where Word will print the information from the data
source. Make sure that you type any spaces or punctuation that you want
between two merge fields or after a merge field, if needed.
7 Work with the dialogue which appears after clicking each item. For
example, Insert Address Block dialogue appears if you select Address block.
8 Verify desired label design is shown in the Preview window, then click OK
on the Insert Address Block dialogue to close it.
9 When you finish setting up one label, click Update all labels to replicate all
labels.
10 Click Next: Preview your labels to preview your merged data. If you feel
re-layout is needed at the preview, you can go back to your Arrange your
labels step by clicking Previous: Arrange your labels.
Perform the merge
11 In the Mail Merge task pane, verify that the Complete the merge step is
displayed. In this step, you can merge to the printer or on the screen. To
merge directly to the printer, click Print. The Merge to printer dialogue
box appears so that you can select which records to merge. Click OK. The
Print dialogue box appears so that you can select your printer and print the
labels. To merge on the screen, click Edit individual labels. The Merge to
new document dialogue box appears so that you can select which records
to merge. Click OK to merge the labels. You can view the labels before you
print them.
12 After the merged document appears on the screen, you can save it as a
separate document, print the merged document by clicking Print on the
File menu, or you can do both.
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No matter what a person looks like on the outside, always assume that
on the inside they are exactly like you. She may get excited about new
opportunities; have favourite foods; laugh; and bleed if she accidentally
staples her own finger! Nevertheless, respect someone’s right to respond
and choose differently. No two people are exactly alike. Even identical twins
differ in as many ways as they are similar.
The average workplace may be a microcosm of the world you live in. You
may see the kind of people you are accustomed to seeing everywhere, or
you may meet someone who is not like anyone you have ever met. The best
working environment is one that is richly diverse, making opportunities
available to many talented people with varying skill and exposure levels,
regardless of colour, creed or religious persuasion. A good team member
appreciates his or her place in this big picture. Resist the temptation to judge
and gossip, and never join others who choose to ostracise team members
who deviate from what they see as the norm. Be the person who welcomes
everyone into the fold without fear or favour. Be the one who always treats
everyone as you would wish to be treated. Dare to make a difference by
being different and valuing everyone else who is different.
Today at Dox to Go
A new team member started while you were on vacation. From her name
badge, you see her name is Anna. You welcome her enthusiastically and she
smiles but uses her hands to speak, indicating that she cannot hear you. You
are immediately embarrassed and apologise. She is gracious and continues
to smile and you leave the photocopier hurriedly not sure what else to say.
In your designated groups, come up with a list of some of the things – traits,
behaviours, impairments – that sometimes lead you to be uncomfortable
around others.
Discussion corner
What makes us so uncomfortable with others who are different from
ourselves? How can our prejudices affect our work relationships and
team productivity?
Personal follow-up
In your journal, discuss any traits or differences in yourself that have led to
you being discriminated against by others. What differences in others make
you uncomfortable? Why? How will you treat someone you have to work
with that presents you with these differences?
Since stationery communicates messages to the recipient, it should be
selected carefully when producing documents.
›› When preparing documents various types of paper are used. These include
bond, copy, letterhead, labels and memo paper.
›› Paper orientation may be either landscape or portrait. The paper is said to
be in a landscape position if the longer side is at the top while the portrait
orientation has the shorter side at the top.
›› As an administrative assistant, you should ensure that the appropriate
stationery is used. The type, size, texture and orientation must be suitable
for the requirements.
›› Types of envelope include pocket, banker, window, padded and airmail.
››
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1
2
3
4
5
Any THREE stationery items, such as envelope, pen, note pad.
A4.
A5.
Labels identify various documents such as letters and files and are used to
address envelopes.
Padded envelope.
Group activity
You are required to collect samples of different types, textures and
colours of paper. Create a display and invite other members of your class
to view. Explain to them, while demonstrating where possible, the ways
these different types of paper may be used within an office.
Examination-style
questions
Multiple choice questions (MCQs)
1
Which type of paper is strong and durable and used in the
preparation of letterheads?
a copy paper;
b index cards;
c bond paper;
d A4 paper.
2
The most suitable paper to use when preparing short letters and
memoranda is ____________.
a A5 paper;
b bond paper;
c A4 paper;
d landscape paper.
3
You are given a letter to prepare to be sent to Olga Jones in Toronto,
Canada – the body consists of five lines. What size and type of
envelope would be most appropriate for the given situation?
a C6 and airmail envelope;
b C4 and padded envelope;
c A5 and portrait;
d B4 and pocket envelope.
4
A DL envelope is an example of a ______________ envelope.
a padded;
b pocket;
c banker;
d window.
5
Sending a letter outside of your territory would require you to use
a(n) ____________.
a label;
b document cover;
c window envelope;
d airmail envelope.
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6
Which of the statements below is NOT true of a window envelope?
a There is an opening at the front of the envelope.
b The address printed on the letter is displayed through the opening.
c A label is normally used with this type of envelope.
dUsing this envelope minimises the risk of inserting a letter in the
wrong envelope.
7
A8 paper is used in the preparation of:
a labels;
b postcards;
c invitations;
d business cards.
8
Stationery includes:
a Envelopes, staples, paper clips and pens.
b Displays, bond paper and notices.
c Manuscripts, typescripts and mailable copies.
d Envelopes, agendas and minutes.
Essay-type questions
1
a State the difference between bond and copy paper.
b Give an example of when each might be used.
2
How can letterheads be used when sending correspondence?
3
State the correct paper size and orientation that may be used in the
preparation of the documents listed in the following table.
Document
Paper size
Orientation
Short letter
Minutes
Business card
4
How can you differentiate between banker and pocket envelopes?
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12
By the end of
this chapter
you should be
able to:
Business correspondence
Objectives
identify the various parts of a business letter;
create and prepare letterheads;
use appropriate punctuation styles for specific letter types;
construct business letters in various styles;
prepare correspondences in circular format;
produce mailable copies of memoranda in different styles;
state the importance of each committee document;
prepare committee documents to be used when conducting meetings.
Business correspondence
Concept map
Business correspondence
includes
memoranda
committee documents:
notice of meeting
agenda
minutes
chairman’s agenda
letters
have
type
styles
styles include
long
indented
short
blocked
required components:
date
inside name and address
salutation
body
complimentary close
signatory
two-page
circulars
short
blocked
semi-blocked
indented
may include all or some of
the following components
uses
use
a table
an inset
enumeration
open punctuation
full punctuation
optional components:
letterhead
reference
attention line
subject heading
notice of enclosure or attachment
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Maliah, Dox to Go’s Office Administrator, has a busy day ahead. It’s just 8.15 am and
she has already prepared three of the four committee documents that will be used for the
upcoming monthly management meeting. The notice, agenda and minutes have all been
typed and proofread and are ready for distribution via e-mail. She will send these to all
the managers – Terique (Managing Director), Kristina (Customer Service Coordinator),
Kaye Bloomfield (People Development Manager), Toni-Ann (Purchasing Manager), Anya
(Marketing Manager) and Mohan (Accountant). In a few minutes, she will prepare the
Chairman’s Agenda and print a hard copy of this and all the other documents for her
boss, Terique, who will chair the meeting. By 10 am, Maliah hopes to prepare business
letters, on letterhead paper, to send to two of Dox to Go’s major suppliers who are expected
to make brief presentations at the meeting. Finally, before her lunch break at 11.30 am,
she hopes to distribute a memorandum to all members of staff, via the company’s intranet,
advising them of the upcoming meeting. Maliah is looking forward to her well-deserved
lunch date with the visiting Dox to Go team members from Guyana and is managing her
time well so she will meet her deadlines.
communication •
‘Memoranda’ is the plural of ‘memorandum’. This
can be abbreviated as ‘memo’.
Communication is the process of transmitting information from one person or
group to another.
An organisation relies on effective communication for its success. Every day
people communicate internally with other employees and externally with the
general public. Various means are used to communicate, which includes the
business letter, memorandum and committee documents.
Parts of a business letter
letterhead •
sender •
A business letter is a formal way of sending and receiving written information.
Organisations mostly use this method when communicating externally.
However, there are times when letters are used internally if the situation is of
a formal nature, such as in the promotion or termination of employment of
an employee.
Various components may be included in business letters, which we can list in
the order in which they should appear in the document:
• letterhead;
• reference;
• date;
• attention line/urgent/personal/confidential;
• inside name and address;
• salutation;
• subject heading;
• body;
• complimentary close;
• signatory;
• designation;
• note of any enclosure, attachment or courtesy copy.
Not all components will be needed for every letter!
• The letterhead identifies the sender and includes the return address. It
gives information including some or all of the following: the name of the
company, its logo, address, telephone and fax number, e-mail address,
website and Directors’ names. The letterhead may be saved as a soft copy for
easy preparation of letters – this could also be in the form of a template or
pre-printed on bond paper.
The person or organisation from which the letter originates is known as
the sender.
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reference •
current date •
ITQ1
Which part of the letter is referred to as the
greeting?
attention line •
personal •
confidential •
addressee •
inside name and address •
salutation •
subject heading •
body •
complimentary close •
ITQ2
Write THREE examples of designation that may
be found in a letter.
signatory •
designation •
enclosure •
attachment •
courtesy copy •
‘Carbon copy’ is usually associated with
typewriting; with keyboarding ‘courtesy copy’ is
now used.
Individuals may choose
not to prepare letterheads;
Maxfield Avenue
6 Belfont Drive
instead they may simply
St Thomas
type the return address at
the beginning of the letter.
25 February 2011
An example is shown in
The Manager
Figure 12.1.
Day’s Enterprise
• The reference identifies
a particular letter. It may
consist of the originator’s
Figure 12.1 A return address
and administrative
assistant’s initials along with a number (DL/le/034), the name of the department
and administrative assistant’s initials (Sales/le), or numbers and administrative
assistant’s initials (123/le). In indented style, the reference and date are typed in
the same line in indented and semi-blocked letters, while in blocked style they
are displayed in separate lines, as shown in Figures 12.3–12.5 on pages 173–174.
• The current date is the date on which the letter is prepared. It should always
be typed out in full. In blocked style, the date is usually typed in the order
day, month, year without the use of a comma (15 August 2009). In indented
and semi-blocked style, type the date in the order month, day, comma, year
(January 29, 2010).
Note that in some countries it is usual to put the month first. This can cause
confusion if months are numbered, not named – 3/4/2010, for example,
could be the third of April or the fourth of March, hence the importance of
typing the current date in full.
• The attention line identifies the person who is preferred to address the
concerns of the letter. This does not mean that the letter is confidential. It is
usually stated as ‘FOR THE ATTENTION OF…’.
• The word personal or confidential alerts the mail clerk that the letter should
be delivered to the recipient unopened.
• The addressee is the name of the individual or party to whom the letter
is addressed. The inside name and address is the name and address of
the addressee.
• The salutation is the greeting of the letter. Examples include: ‘Dear Sirs’,
‘Dear Mrs. Jones’.
• The subject heading states the main issue of the letter. The subject is typed
below the salutation.
• The main concerns of the writer are expressed in the body of the letter. The
content of the letter should be precise and concise.
• The complimentary close is found at the end of the letter. Examples include:
• ‘Yours faithfully’: used when the letter is not addressed to a named person,
for example, Dear Sirs.
• ‘Yours sincerely’: used when the letter is addressed to a named person, for
example, Dear Mrs. Jones.
• ‘Sincerely’: used in a less formal setting.
• The signatory is the name of the writer or designate, who would sign in the
space below the complimentary close. The signatory normally appears below
the actual signature.
• The designation refers to the position that the signatory holds, for example,
Principal, Sales Manager or Accountant.
• An enclosure or attachment is anything that is enclosed in the envelope or
attached to the letter. This is usually indicated by typing ‘Enc’ or ‘att’ at the
bottom of the document.
• Sometimes it is necessary to send copies of the letter to other persons or a
record is needed on file and ‘cc’ (short for carbon copy or courtesy copy)
would then be typed at the bottom of the letter. The names of the persons or
the organisations to which these copies will be sent should be listed.
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Preparing to type a letter
Creating a letterhead
header •
footer •
ITQ3
State TWO items which, if omitted, would make
a letterhead useless.
A header is information that has been placed within the top margin of
a document.
A footer is information that has been placed within the bottom margin of
a document.
A letterhead is usually created as a header. Organisations’ policies are
diverse, hence each company’s letterhead will be unique. The information is
not necessarily confined to the header as organisations may choose to insert
information to the side or even in the footer. Try not to make the letterhead too
large, so that enough space is left for the letter itself. Letterheads are used only
for the first page of multiple-page letters.
Letterhead templates may also be used to give an additional flair. They may be
downloaded from various websites or you may create your own for future use.
Figure 12.2 shows an example of a letterhead. You could include electronic
communication data (web and e-mail addresses).
Figure 12.2 Information inserted in both header and footer
Punctuation styles in business letters
open punctuation •
The two types of punctuation are open punctuation and full punctuation. Each
is used for particular letter styles.
Open punctuation is used in a fully blocked letter. This method allows
punctuation marks to be omitted from all parts of the letter except the body.
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full punctuation •
Open punctuation allows the administrative assistant to prepare documents
with greater speed and ease. For example:
157 Uplift Boulevard
Cheerful Road
Mountain Pen P O
Kingston
The semi-blocked and indented letter styles use full punctuation. When
preparing documents with full punctuation, all necessary punctuation marks
are used. For example, a full stop would be placed within abbreviations and a
comma at the end of each line of the address excluding the last. For example:
157 Uplift Boulevard,
Cheerful Road,
Mountain Pen P.O.,
Kingston
Letter styles
Three styles are used when preparing business letters. These are fully blocked,
semi-blocked and indented.
Fully blocked letter
This style has the same concept as that of the blocked style paragraph mentioned
in Chapter 6. The most significant feature of this layout, as seen in Figure 12.3,
is that all its components are left-aligned with the margin. Administrative
assistants use this style as it is less time-consuming to prepare.
XXXXXXXXXX
Letterhead
XXXXXXXX
XXXXX
Ref
xxxxxxxxx
Date
(TS)
xxxxxx
Inside
address
Salutation
Body
Complimentary
close
(TS)
xxxxxxxxxxxxxx
xxxxxxxxxxxxxxxxx
xxxxxxxxxxxx
xxxxxxx
(TS)
xxxxxxxxxx
(DS)
xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx
xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx
(DS)
xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx
xxxxxxxxxxxxx
(DS)
xxxxxxxxxxxxxxxx
(4–6 line spaces)
Signatory
Designation
xxxxxxxx
xxxxxx
Enclosure
xxx
Courtesy copy
xx
Figure 12.3 Format of a blocked letter
TS: Triple spacing – leave two clear line spaces (press the Enter key three times)
DS: Double spacing – leave one clear line space (press the Enter key twice)
SS: Single spacing – leave no clear line space (press the Enter key once)
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Semi-blocked letter
The semi-blocked letter is, as the name suggests, partly blocked. It differs from
the blocked style in that:
• The reference is left-aligned while the date is right-aligned, with both typed
in the same line.
• The complimentary close, signatory and designation should begin at the
centre point.
Indented letter
ITQ4
Which method of punctuation is appropriate for
the indented letter style?
Letterhead
With this style of letter, the first line of each paragraph is indented approximately
half an inch from the left margin. The reference and the date are both typed
in the same line at either margin. The subject heading is centred while the
complimentary close, signatory and designation may either be centred or begin
at the centre point.
Letterhead
XXXXXXXXXX
XXXXXXXXXX
XXXXXXXX
XXXXX
Ref
xxxxxxx
XXXXXXXX
XXXXX
Date
xxxxxxxxx
Ref
(TS)
Inside
address
xxxxxxxxxxxxxx
xxxxxxxxxxxxxxxxx
xxxxxxxxxxxx
xxxxxxx
Inside
address
(TS)
Salutation
Body
xxxxxxxxxx
(DS )
xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx
xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx
Date
xxxxxxxxx
(TS)
xxxxxxxxxxxxxx
xxxxxxxxxxxxxxxxx
xxxxxxxxxxxx
xxxxxxx
(TS)
xxxxxxxxxx
(DS)
XXXXXXXXXXXX
Subject line
(DS)
(DS)
xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx
xxxxxxxxxxxxx
Complimentary
close
Salutation
xxxxxxx
Body
(DS)
xxxxxxxxxxxxxxxx
Complimentary
close
xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx
xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx
xxxxxxx
(DS)
xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx
xxxxxxxxxxxxxxxxxxxx
(DS)
xxxxxxxxxxxxxxxx
(4–6 spaces )
Signatory
Designation
xxxxxxxx
xxxxxx
(DS )
Enclosure
(4-6 spaces)
Signatory
Designation
xxx
Enclosure
Figure 12.4 Format of a semi-blocked letter
Figure 12.5
xxxxxxxx
xxxxxx
(DS)
xxx
Format of an indented letter
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Use Figure 12.6 to answer ITQ5–7.
ITQ5
Which of the three formats is illustrated in the
letter in Figure 12.6?
ITQ6
Write the names of the parts of the letter
labelled A–C.
Tech Creation
Caribbean Drive
Kingston
The Principal
Mrs Vera Noise
Advantage All Age School
Sand Port P O
Manchester
ITQ7
Prepare the letter in the indented style to be
despatched. Insert the current date and arrange
the document in the correct order.
Dear Mrs Noise
COMPUTER DONATION
The use of technology is necessary and greatly advancing in various sectors. I believe
that your school is greatly lacking in this regard and wish to equip it with 20 computer
systems. We therefore invite you, the Vice Principal and five students to our
organisation for a ‘handing over’ ceremony on Tuesday, December 29, 2012 at 10:00
am.
We sincerely hope that this gesture will be of great benefit to your institution.
Enclosed you will find seven invitation cards.
Enc
Yours sincerely
Natasha Blake
Human Resources Manager
Figure 12.6 A letter
Activity 1
Create a letterhead for the letter in Figure 12.6.
Activity 2
Use the following information to create a letterhead with an appropriate logo:
Brisko Auto Services & Supplies operates at 18 Rose Street, Kenya P.O., St.
Catherine. The business telephone number is 764-4455 and its fax number
is 554-4467. Persons can e-mail the business at brisko@fransha.com.
Circular letters
circular letter •
Circular letters are correspondences with identical content that are sent
to several recipients with the same interest. When you are typing the date,
you may:
• type the month and year (December 2015);
• type the date in full (April 06, 2015);
• type ‘date as postmarked’ – this means the date that is stamped on the letter.
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Figure 12.7 Inserting a dashed line
Figure 12.8
button
Space may be left for the addressee and inside address or the mail merge
feature may be used (see Chapter 10). For the salutation, either type ‘Dear’ and
leave a space to insert a name or simply type ‘Dear’ and a general title such as
‘Friend’, ‘Client’ or ‘Householder’.
This type of letter sometimes requires information to be returned to the
sender. A ‘tear-off’ section could be used for this form. The recipient is asked to
fill in the necessary information and then tear off and return a perforated slip.
You may create this by placing a broken line from one edge of the paper to the
other. (The line separates the letter itself from the form.) This may be done in
two ways:
• Press the hyphen repeatedly until it extends to the required length (-----).
• Put the cursor at the left end of where you want the line. In the Insert tab,
click Shapes, then Lines. Drag the line to the other side of the page. Then
select Shape Outline in Drawing Tools and choose Dashes (see Figure 12.7).
• You may choose to insert a pair of scissors symbol at either end of the line by
doing the following. Use the illustrations as a guide:
• select Symbol on the Insert tab;
• click on More Symbols;
• choose the Wingdings font;
• click Insert after choosing the scissors.
Figure 12.10 provides an example of the completed circular letter format.
The More Symbols
Figure 12.9 Choosing the Wingdings
font
Figure 12.10 Format of a circular letter
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Activity 3
You are asked to contact several customers informing them of the new loan
plan now being offered. The customers’ feedback is needed on this product
being offered. Prepare a circular letter with a tear-off slip to inform them
about the product and seek their opinions on the issue.
Multi-page letters
continuation sheets •
Be consistent with the date. This should be the
same on all the pages.
Continuation sheets are the pages that follow the first page of a document. The
information on the first page continues onto another page.
The content of a business letter may be such that it requires more than
one page. If a letter is a bit too long, it is better to use more pages than to
squeeze it on one page. The following are guidelines to follow when preparing
multi-page letters.
• A letterhead is used only for the first page of the letter; plain paper should be
used for subsequent pages.
• The last paragraph typed on the previous page should have no less than two
lines. Ensure that the continuation sheet has at least two lines of text along
with the complimentary close. If it is fairly short, the entire last paragraph
could be moved to the following page.
• All except the first page should be numbered.
• The page number, current date and recipient’s name should be placed at the
top of each continuation sheet. (See Figures 12.11 and 12.12.)
Page number
Current date
Recipient’s name
Figure 12.11 This format is used with indented and semi-blocked layouts. The
recipient’s name is typed flushed with the left margin, the page number is centred
and the current date is flushed with the right margin.
Page number
Current date
Recipient’s name
ITQ8
An administrative assistant prepared a twopage letter in blocked style to Mr. Lorenzo Bell.
Draft the information that you would expect to
see as the heading for page two.
Figure 12.12 This format is used with blocked layout. All the text in the heading
is flushed with the left margin. The information is double spaced.
• Use the same side margins on all pages.
• Continue with the body on the third line below the continuation heading –
leaving two clear line spaces between the heading and the body of the letter.
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Figure 12.13 A multi-page letter
Memoranda
memorandum (memo) •
ITQ9
List three items of information that are found in
a letter but not in a memorandum.
A memorandum (memo) is a document that is less formal than that of a business
letter and is used internally to communicate a brief message. It may be used to
inform and/or remind employees of various issues. Since memoranda are used
internally, there is no need for an address, salutation or complimentary close.
Organisations, however, may choose to have a pre-printed form on which to
prepare memos.
In recent years memoranda have been replaced in many companies by the
use of e-mail. E-mail groups allow you to send a message electronically to all
members of a group, as opposed to printing off individual memos. Memos are
still used in organisations where e-mail is less accessible.
When typing this document, always place the word ‘MEMORANDUM’ at the
beginning of the document. The current date should always be inserted. The same
principles apply to the date as with letters. Type the date in the order day, month,
year without the use of a comma in a blocked style memo (07 December 2011). In
indented style, type the date in the order month, day, comma, year (June 8, 2012).
There are two styles of memoranda: blocked and indented, as shown in
Figures 12.14 and 12.15.
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MEMORANDUM
ITQ10
Prepare a memo to be sent to all filing clerks
from the Personnel Manager. The subject is
Confidentiality of Files. The text should read: ‘Be
reminded that only authorised personnel should
have access to files. It is important too that the
information be kept in strict confidentiality so
that we are not held in breach.’
TO
FROM
REF
DATE
SUBJECT
All Members of Staff
Almay Jones
05/AJ/LZ
16 October 2009
USE OF THE INTRANET
Please be reminded that the intranet should only be used for
organisational purposes and not for personal benefit.
AJ
Figure 12.14 A blocked style memorandum
Figure 12.15 An indented/centred style memorandum
Committee documents
The documents normally used in preparing for and conducting meetings are:
notice, agenda, Chairman’s agenda, and minutes. The Secretary prepares these
documents, in consultation with the Chairman.
Notice
notice •
A notice gives information about the organisation or club hosting the meeting,
the venue, time, date and type of meeting, and possibly the purpose of the
meeting. It should be sent to all who are invited to attend at least 14 days before
the meeting. This enables people to make the necessary plans to attend.
In organisations where software such as Microsoft Outlook is used to manage
e-mail, it can also be used as a tool to notify of meeting times and locations.
Using this software can even reduce company costs as publishing notices in the
media is not required.
Since a notice is short, it is convenient to use A5 paper in landscape
orientation when producing it.
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Figure 12.16 A notice of a meeting
Agenda
agenda •
The list of items that are to be discussed in a meeting is called an agenda. The
agenda lists these items in the order in which they are to be dealt with. It serves
as a guide for all involved of the progress of the meeting.
Figure 12.17 An agenda
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Chairman’s agenda
chairman’s agenda •
The same items that are listed on the ordinary agenda will be listed on this
document. However, the special feature of the chairman’s agenda is that there
is additional space on the right side of the page for the Chairman to make notes.
The page may or may not be divided with the use of brackets. This document
should be prepared on letter-sized paper.
Figure 12.18 A Chairman’s agenda
Minutes
minutes •
The minutes of a meeting give an overview of the final decisions that were
made at the meeting. The minutes should always be precise and concise. The
minutes are usually in the same order as the agenda. This document should also
be prepared on letter-sized paper.
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MINUTES OF MEETING
(iv) Membership of the Professional Development Committee
A meeting of the Ministry of Education, St. Luago, was held at the Office of the
Permanent Secretary on Thursday, January 19, 2012.
The Permanent Secretary announced the establishment of the Professional Development
Committee with membership as follows:
i
Permanent Secretary
Present were:
ii
Senior Assistant Secretary
Nadine Johannaley (Permanent Secretary) – Chairperson
Catherine Zeta-Gregg – Senior Assistant Secretary
Bianca Evering – Deputy Chief Education Officer
Aldene Gore – Senior Education Officer, Curriculum
Howard Clunie – Education Consultant
iii
Education ICT Coordinator
iv
Chief Education Officer
v
Education Planner
vi
Senior Education Officer – Accreditation
vii
Senior Education Officer – Curriculum
viii
Senior Education Officer – Primary
The meeting was called to order at 12:15 pm.
ix
Senior Education Officer – Secondary
2
x
Dean, St. Luago Division of Teacher Education
1
Call to Order
Apologies for Absence and Lateness
An apology for absence was received from Clinton Earls, Senior Education Officer –
Accreditation.
The Committee will be chaired by the Permanent Secretary or her nominee, the Senior
Assistant Secretary.
3
The initial meeting of the Committee will be held on Tuesday, February 7, 2012 at the
Ministry’s Waterfront Conference Room B.
(i)
New Business
Budgetary Allocation for the Committee
4
The Chairperson announced that a budgetary allocation of $300,000 Eastern Caribbean
Dollars was approved in the 2012/2013 budget. An additional sum of $50,000 is being
sought from donor funding.
There was no other business.
5
(ii)
Any Other Business
Date of Next Meeting
Key Principles and Assumptions
The meeting considered and accepted all Key Principles and Assumptions as they were
outlined in the ICT Professional Development Plan as prepared by the Education
Consultant.
The next meeting was set for 23 February 2012 at 12:30 pm. The meeting was adjourned
at 1:50 pm.
Prepared by Catherine Zeta-Gregg
Senior Assistant Secretary
(iii) Role of the Committee
The role of the Professional Development Committee was agreed as follows:
i
Refinement of professional development strategy
ii
Identification of new PD interventions as required from time to time
iii
Approval of course proposals, curriculum and course offerings
iv
Monitoring of implementation
Figure 12.19 Minutes
Activity 4
From the scenario given below, prepare the relevant committee documents:
The Finance Committee of Dox to Go plans to meet two weeks from today.
However, all the members were not notified of this. The meeting is scheduled
to be held at the Dunbar’s Entertainment Room in the Fort Hotel at 7pm.
The main topics for discussion are: new equipment, contributions to other
organisations and cost of health care for employees.
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Know thyself!
Who are you? What are your goals? What are your special abilities? When
you start each day, be very aware of where you are. This has very little to
do with a physical spot and a lot to do with self-assessment and personal
analysis. Be proud of your talents and skills and recognise that not everyone
has the same gifts. Celebrate the smart work you’ve done on yourself. Step
out with confidence!
Never allow feedback that is given negatively to break your stride. Thank
the person who has taken the time to do it, learn from it and move on. When
the role is reversed, give feedback without malice by stating facts, perhaps
pairing them with suggestions and encouragement, while managing your
tone. Be constantly mindful of what you have to offer as well as where you
may improve on yourself. Once you know what your own needs are, you
are in a better position to address any gaps in your knowledge and attitude.
Read more; listen well. Be open to change. Learn as you go; allow yourself
to grow. When you are assessed by a superior or peer using a fair instrument
of evaluation, there should be no surprises.
ments
te
e
valua
achiev
Self-e
r own
u
o
y
go
Enjoy
as you
iend
Learn k is your fr
c
a
Feedb
Today at Dox to Go
Crystal is in tears after reading her first quarterly assessment. Her team
member Sherese is very supportive and gives her some tips to help her do
better next time. Sherese teaches Crystal how to do what she calls a Personal
SWOT Analysis.
Discussion corner
What is a Personal SWOT Analysis? How can you benefit by doing one? In
what ways could the results of a SWOT affect you or your team?
Personal follow-up
In your journal, discuss how unfavourable feedback makes you feel. Do
your own SWOT Analysis. Develop an action plan to address issues raised.
Written communication is carried out by organisations through various
means. These include letters, memoranda, agendas, notices and minutes.
›› Business letters are formal and hence should be written in a concise and
precise manner.
›› A circular letter contains identical information that is sent to
several recipients.
›› Letters may be typed on more than one page. These are referred to as
multi-page letters. A heading consisting of the recipient’s name, page
number and the current date is placed on subsequent pages.
›› A memorandum is a form of written communication that is used within
organisations. There is no need for an address, salutation or complimentary
close with this document. The two styles are blocked and indented.
›› Committee documents are used when conducting meetings. These include
notice, agenda, Chairman’s agenda and minutes. The notice alerts members
of the meeting to be held, while both types of agenda list the items to be
discussed at the meeting. The minutes give a record of what took place at
the meeting and the final decisions that were made.
››
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1
2
3
4
5
6
7
Letterhead
The salutation.
Any THREE designations, e.g. Sales Manager, Teacher, Purchasing Manager.
The name of the company and its address.
Full punctuation.
Fully blocked.
(A) Subject heading; (B) complimentary close; (C) designation.
Tech Creation
Caribbean Drive
Kingston
Date
Ref
March 23, 2012
Inside
address
The Principal
Mrs Vera Noise
Advantage All Age School
Sand Port P O
Manchester
Salutation
Dear Mrs Noise
COMPUTER DONATION
Subject line
The use of technology is necessary and greatly advancing in
various sectors. I believe that your school is greatly lacking in this regard
and wish to equip it with 20 computer systems. We therefore invite you,
the Vice Principal and five students to our organisation for a ‘handing
over’ ceremony on Tuesday, December 29, 2012 at 10:00 am.
Body
We sincerely hope that this gesture will be of great benefit to your
institution.
Enclosed you will find seven invitation cards.
Complimentary
close
Yours sincerely
Signatory
Designation
Natasha Blake
Human Resources Manager
Enclosure
Enc
8
2
Mr Lorenzo Bell
25 January 2012
9
Salutation, address and complimentary close.
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10
MEMORANDUM
TO
All Filing Clerks
FROM
The Personnel Manager
DATE
15 March 2012
SUBJECT
CONFIDENTIALITY OF FILES
Be reminded that only authorised personnel should have access to files.
It is important too that the information be kept in strict confidentiality so
that we are not held in breach.
Group activities
1 Organise yourselves into two groups. Discuss this statement: ‘Business
Letters should be used for external purposes only.’ One group should
argue that this is true; the other that this is false.
2 You are the Students’ Disciplinary Council for a school. Conduct a
meeting to discuss the agenda item ‘Breaches of school uniform code’
and prepare the minutes of your meeting.
Examination-style
questions
Multiple choice questions (MCQs)
1
You are asked by your supervisor to prepare a correspondence
addressing the improper attire of your colleagues. Which of the
following would be most appropriate?
a letter of complaint;
b circular letter;
c memorandum;
d agenda.
2
The most appropriate salutation to use for a business letter
is ____________.
a Hi Bob;
b Dear Sandra;
c Dear Mr Jakes;
d TO Mr Jakes.
3
Which of the following is not likely to be found on a letterhead?
a date;
b telephone number;
c name of the organisation;
d e-mail address.
4
What information, other than the name and address of a firm, might
be obtained from a letterhead?
a the name of its suppliers;
b the firm’s telephone number;
c the location of its suppliers;
d the date of the letter.
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5
The __________________ prepares the agenda for the meeting.
a Chairperson;
b Clerk;
c Receptionist;
d Secretary.
6
Which document usually has a tear-off slip?
a Agenda.
b Circular letter.
c Memorandum.
d Minutes.
7
Open punctuation is used when preparing:
a Indented memoranda.
b Indented letters.
c Blocked letters.
d Semi-blocked letters.
8
Which of the following terms refers to the writer’s name within
a letter?
a Salutation.
b Signatory.
c Designation.
d Chairperson.
9
It would be best to prepare a notice on:
a A4 landscape paper.
b A5 landscape paper.
c A4 portrait paper.
d A5 portrait paper.
10
A memorandum needs no address or complimentary close because:
a The address is already known.
b There is no space within the document.
c It is an internal form of communication.
d The document is not directed to a particular person.
Essay-type questions
1Explain, with the use of examples, the difference between a
salutation and a complimentary close.
2
A business letter consists of many parts. Describe the parts listed
below:
a Subject heading.
b Letterhead.
c Attachment.
3
Committee documents are widely used within organisations. Briefly
state the importance of using an agenda and minutes.
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13
By the end of
this chapter
you should be
able to:
Concept map
Displays
Objectives
produce effective and creative displays featuring graphics, columns and
text formatting;
produce single-page, single-column documents such as invitations, notices
and flyers;
produce multi-page, multi-column documents such as programmes;
produce flowcharts;
produce organisational charts;
produce multi-page newsletters and leaflets.
Displays
Displays
are documents such as
are printed on
notices
posters
flyers
invitations
programmes
tickets
menus
various paper sizes:
A3
A4
A5
A6
A7
personal cards:
thank you cards
business cards
place cards
greeting cards
may be oriented as
portrait
may consist of
one page
may include
multiple pages
text
graphics
ideal for
which may be formatted in
such as
newsletters
programmes
multiple columns
single column
charts
Clip Art
pictures
shapes
SmartArt
WordArt
may include
landscape
should be carefully
line between columns
selected
sized
positioned
There it was for all to see. The winning display in Dox to Go’s monthly five-minute
challenge was posted on the main notice board. Sherese won. She is one of the most creative
and efficient Customer Service Associates and she won for the first time. Her colleague
Monique was surprised but extremely happy. Monique has won the last three challenges.
The management team at Dox to Go developed a monthly challenge that takes place
during the team meeting at each store on the first Wednesday of each month. All team
members have the opportunity to showcase their creativity and skills at producing a
simple display – a notice, poster, flyer, invitation, ticket, menu or thank you card – in
FIVE MINUTES. The prize: the winning display and the photograph of the team member
on the main notice board, plus a gift voucher for US$100.
The winning entries are judged each month by Shari, the Business Development
Manager, Anya, the Marketing Manager and Shana, the Applications Specialist. For each
winning entry, the judges usually indicate ways in which the display may be made better.
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display •
A display is an arrangement of text and graphics on a page in an interesting
and informative manner.
Creative displays are used for communicating information. Various specialised
documents are used in business and everyday life to communicate information
visually. The type and context of an event will usually determine the wording and
layout of the particular document.
Types of event requiring displays
An event can be described as a public assembly for the purpose of celebration,
education, marketing or reunion. Events can be classified on the basis of their
type and context. Events may fall into one of the following categories:
Figure 13.1 Shari’s winning display.
Could you produce this in five
minutes?
ITQ1
Critique Shari’s display. What would you change
if you were asked to redo the invitation?
Event type
Example
Corporate
Meetings, conferences, exhibitions, product launches,
road shows.
Education and career
Education fair, job fair, workshop, seminar, debate,
contest, competition.
Entertainment
Music concerts, fairs, festivals, fashion shows, award
functions, beauty pageants, stage shows.
Fundraising/cause related Auctions, barbecues, walkathons.
Political
Political rallies, conferences, delegates’ meetings.
Religious
Religious festivals/fairs, religious processions.
Social/lifecycle
Birthday party, graduation day, engagement, wedding,
anniversary, retirement day, funeral, etc.
Sports
Football matches, track meets.
Table 13.1
ITQ2
Suggest THREE school events for which creative
displays are required.
ITQ3
Suggest THREE church events for which
creative displays are required.
Types of event requiring display material
Events usually require creative displays that are used before, during or after
the event:
Pre-event
Event
Post-event
Notices.
Flyers.
Posters.
Newspaper advertisements.
Invitations.
Tickets.
Programmes.
Menus.
Name plates.
Thank you cards.
Newspaper advertisements.
Table 13.2 Examples of event display material
Activity 1
1 Collect one sample of a display from each category in Table 13.2.
2 Paste each item on a clean page in your notebook.
3 Label each item.
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Formatting guidelines
ruled •
ITQ4
Suggest TWO reasons why a programme may
be designed using three columns.
The key to success in creating effective displays is to be creative and to follow some
basic formatting guidelines related to the arrangement of both text and graphics:
• Select the correct paper size, orientation and margins.
• Select and use graphic elements to enhance the display.
• Format text appropriately.
Graphic elements include:
• charts;
• clip art;
• pictures;
• shapes;
• SmartArt;
• WordArt.
Simple displays are often done in two or more columns, for example
newsletters, programmes and brochures, which are discussed later in this
chapter. In a ruled display, lines are drawn vertically and horizontally on the
page to create the display in table form. However, sometimes only horizontal
lines are used to enhance presentation.
However it is done, you must take care that the material is neatly and
accurately presented. The use of capital letters, spacing of letters, underlining,
bold and italics needs thought when creating displays. Line spacing is also
important as it adds to the attractiveness of the display.
Paper size
Orientation
No. of
columns
2-sided
printing
Notice
A3 / A4 / A5 / A6
portrait
1

Poster
A4
portrait
1

Flyer
A5
portrait
1

Invitation
A6
landscape
1

Programme
A4
landscape
1, 2 or 3

Ticket
A7
landscape
1

Menu
A4 / A5 / A6
portrait/landscape
1 or 2

A6
landscape
1

Document
Thank you card
Table 13.3 Selecting paper and page formatting options for simple displays
Page formatting
• Select the most appropriate paper size based on the document to be produced.
• Set the orientation and margins.
• Use a page border if necessary.
• Set the number of columns – if using two or more columns, indicate
whether a line is needed.
Paragraph formatting
blocked •
centred •
Displays can be either blocked or centred. However, in most cases they
are centred.
• Blocked – all typed lines of text begin at the left margin.
• Centred – the text and graphics are placed in the middle of the page.
Centring can be done vertically (top to bottom) and/or horizontally (left
to right).
• Centre text as appropriate.
• Use single, 1.5 or double spacing as needed.
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Character formatting
• Use as few fonts as possible: one headline font and one text font
is recommended.
• Use font styles, sizes and effects for emphasis.
Working with graphics
drawing canvas •
inline object •
floating object •
shapes •
WordArt •
sizing handles •
Graphic elements include charts, clip art, pictures, shapes, SmartArt and
WordArt. Each of these may be inserted, resized, repositioned and formatted so
they interact with text in a range of ways. Graphic elements may be positioned
behind text or in front of text. Graphics may also be positioned in line with text.
Your creativity will dictate how you want your text and graphics to interact.
After you decide what type of graphic to use, you should then be able to
carry out the following operations:
• Locate and insert the graphic element required into your document.
• Position the graphic element on the page such that it sits well with existing
text and other elements in your document.
• Resize the graphic element, taking care to maintain proportions.
Some terms that you need to know are:
• Drawing canvas – an area on which you can draw multiple shapes where
they can be moved and resized as a unit.
• Inline object – a graphic that is positioned directly in the text of a document
at the insertion point.
• Floating object – a graphic that is inserted in the drawing layer so that
you can position it precisely on the page or in front of or behind text or
other objects.
• Graphic objects may be converted from inline to floating and vice versa.
• Shapes are inserted as floating objects.
• WordArt objects are inserted as inline objects.
• Sizing handles – one of the small circles or squares that appear at the corners
and sides of a selected object. You drag these handles to change the size of
the object.
Clip art
clip art •
A piece of clip art is a ready-made computerised graphic that can be used to
decorate a document. You can find clip art in application software such as
Microsoft Office.
Working with clip art
1 On the Insert tab, in the Illustrations group, click Clip Art.
2 In the Clip Art task pane, in the Search for text box, type a word or phrase
that describes the clip art that you want, or type in all or some of the file
name of the clip art.
3 In the Search in box, click the arrow and select the collection you want
to search.
4 Click Go.
5 In the list of results, click the clip art to insert it.
Sometimes you need to change the layout of the picture on the page.
(a)
(b)
Figure 13.2 (a) Microsoft Office clip
art icon; (b) clip art task pane
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How to change the picture layout
1 Click on the picture to select it. The Format tab will appear.
2 Select Text Wrapping then choose Tight.
3 You can then move the picture anywhere on the page.
You can also change the size of the picture by clicking on the picture and
dragging the handles to the desired size.
Figure 13.3 Picture format tools
Sometimes there are black squares in the
corners instead. These work in the same way.
Figure 13.4 Click on the resize handles to resize a picture. The cursor
should change to a two-headed arrow or a rounded black square.
You can also find clip art in Office Online or other online clip art galleries
(you need Internet access for this option). Make sure you have permission to
use the clip art in your display, or choose copyright-free or royalty-free clip art.
How to use online clip art
1
2
3
4
5
6
7
Select the Insert tab.
Choose Clip Art.
Then choose Clip Art on Office Online from the gallery.
Choose the type of image from the options presented (e.g. business).
Select the image size.
Right click on an image, then copy.
Paste the image into your document.
Shapes
Microsoft Word provides a shapes gallery with over 130 different shapes in
categories such as lines, basic shapes, flowcharts, stars and banners, and callouts.
The callout shapes are useful when creating newsletters. The basic shapes and
lines come in handy when creating organisational charts.
How to insert a Shape
1 On the Insert tab, in the Illustrations group, click Shapes.
2 Click the shape that you want, click anywhere in the document, and then
drag to place the shape.
HINT: To create a perfect square or circle, press and hold SHIFT while
you drag.
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SmartArt
SmartArt is a group of editable and formatted diagrams. There are 115 preset
SmartArt graphics layout templates in categories such as list, process, cycle and
hierarchy. When a SmartArt object is inserted into a document, a Text Pane
appears next to it to guide the user through entering text in the hierarchical
levels. Each SmartArt graphic, based on its design, maps the text outline,
automatically resized for best fit, onto the graphic.
WordArt
Figure 13.5 Examples of WordArt
WordArt is a text-styling feature that is available in the Microsoft Office suite of
products. It allows users to create stylish text with various ‘special effects’ such
as texture, outlines and shapes that are not available through the standard font
formatting. Word 2010 provides 30 different styles to choose from.
How to create WordArt
1 Click Insert and select the WordArt icon.
2 Select your desired WordArt style.
3
Type the text. (Note: you can change font,
style and size here.)
4 Then click OK.
Borders
Figure 13.6 WordArt gallery
border •
Many display jobs require the use of borders, or in other words putting the
information within a specific boundary. A border can be a simple line around the
document or an elaborate construction of lines or artwork. Borders can be used
to set features apart, draw attention to something, or unify disparate elements.
A border can be applied to some text on a page or to the entire page as a
page border. However the border is applied, it is usually symmetrical around the
page. For example, it can be 1 inch from the left and right and 1 inch from the
top and bottom of the page, OR 1 inch top and bottom and 0.5 inches on the
left and right.
When doing displays, borders make
them very attractive.
We can use line borders which can
be thick or thin or we can use
Art borders which add
attractiveness to our work
and make them more presentable.
When doing displays, borders make
them very attractive.
We can use line borders which can
be thick or thin or we can use
Art borders which add
attractiveness to our work
and make them more presentable.
Figure 13.7 Examples of borders
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How to create a border
Alternatively, use the tools to draw a shape
enclosing the material, click on No fill and adjust
the colour, thickness and style of the line that
is left. It is useful to arrange such a shape
behind text.
ITQ5
What is the difference between a page border
and a text border?
Page border
1 Click on the Page Layout tab.
2 Click on the Page Borders icon.
3 Select the required border option (Page Border) then choose a border style
and colour.
4 Click the arrow under Width to determine the thickness of your border.
5 A display will be shown in the Preview pane on the right.
6 Click OK to accept or Cancel to reject.
Text border
1 Highlight the text to be bordered.
2 Click on Page Layout.
3 Select Page Border, then Borders, then choose the setting you prefer.
4 Then click OK.
Specific types of display
Notices
notice •
A notice is an announcement containing information about an activity, event
or opportunity such as a job opening. It may be produced for publication in a
newspaper or for placement on a public notice board. Notices are usually text
based but may include a logo of the sponsoring organisation. Notices should be
clear and precise.
Notices sometimes use WordArt and to a lesser extent clip art. You can
sometimes add to the effect by making use of colour fills and different font sizes.
Figure 13.8 Two versions of a notice containing information about the same event
Activity 2
Create a notice based on the following information for posting on notice
boards at various public spots in the community:
The Brookville community will hold its neighbourhood watch meeting
on December 4th at 7 pm at the church hall. The Superintendent of
Police will be in attendance and will discuss initiatives to reduce the
recent upsurge in break-ins in the community.
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Activity 3
Create a notice for insertion in the daily newspaper based on the following:
The St. James BlackCherry User group will host its second quarterly
meeting for the year on June 27th at 6.30 pm at the parish library.
Persons attending are reminded to bring their BlackCherry User Manual
and their dues ($50). Refreshments will be served.
Activity 4
Create a notice to be issued to residents in a community advertising a lost
German Shepherd puppy (4 months old) answering to the name ‘Max’.
Max has brown hair and black hind legs. A reward is offered. Contact Sally
at 425-9070 any time.
Activity 5
Create a notice to be posted in all branches of the National Bank of St.
Luago with the following message:
Dear Customers
Thank you for your support during the past year. As you are aware, we
upgraded to a new information system on January 2nd and have been
experiencing technical difficulties. Technical staff from our Canadian
vendors are now in the island and we hope to have the problems
rectified soon. Thanks for your continued support.
Sheldon Kirby
Managing Director
Note: Make sure to include the bank’s logo at the top of the notice.
Flyers
flyers •
Flyers are single-page leaflets advertising an event, service or activity. They are
usually handed directly to people, placed on the windshield of motor vehicles,
under doors or in mailboxes. Flyers should do four things:
• grab the ATTENTION of your audience;
• hold their INTEREST;
• arouse a DESIRE for them to respond;
• push them to take positive ACTION.
When creating a flyer, ensure that you:
• Use a single, large image if it will make a stronger impression on viewers
than numerous small pictures.
• Group small pictures together so that they are perceived to be a single group
of images.
• Position the picture or illustration in the upper half of the flyer.
• Incorporate an organisation’s logo into the design near the title to ensure
proper branding.
• A small image can also be put beside a larger one to give a contrasting
appearance.
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Figure 13.9 A document may be designed once and printed on different paper sizes and used as a poster, flyer or a notice.
Notice how a single font is used with different features for emphasis.
ITQ6
Examine the two flyers shown in Figure
13.9. Which one do you believe will be more
effective? Justify your response.
Activity 6
Create a flyer similar to the one shown below.
GOOD
The
Lunchbox
STUFF
FULL
OF
PACKED
Homemade Packed Lunches
Parties and Picnics
Buffets and Brunches!
Fresh home-made cakes,
cupcakes and muffins
Working lunches,
fresh daily
No order too small
Tel: 613 336
FRESH QUALITY FOOD AT COMPETITIVE PRICES
The Lunchbox Co Registered office: 8 Lime Walk, Port-of-Spain, Trinidad & Tobago.
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Posters
A poster is any (single sheet) piece of printed paper designed to be attached
to a wall or vertical surface. Typically posters include both textual and graphic
elements printed on only one side. Posters are designed to be both eye-catching
and to convey information.
Note the following design elements and formatting features in the poster:
•Text boxes: two used, the smaller one has a blue solid fill, the bigger one
has a white fill and black border.
• Font style: Arial & Brush Script MT.
• Font size: ranges from 10 pt to 48 pt.
• Font colour: colour used for emphasis.
• Text alignment: all text centred except signature block.
• Text effects: bold and underline used for emphasis.
•Graphic: a photograph with soft borders used to make poster eye
catching; graphic sent behind text.
Figure 13.10 The notice in Figure 13.8 was modified to
produce this poster
Activity 7
Analyse EACH of the items that you collected in Activity 1, taking care to
note the design elements and formatting features used.
Annotate EACH display (put notes next to the parts of the displays),
ensuring that you comment on text formatting and graphical elements.
ITQ7
A flyer and a poster have some key similarities
and some key differences. Briefly describe TWO
similarities and TWO differences as they relate
to design and production.
Activity 8
Create a poster for the lost German Shepherd puppy described in Activity 4.
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Invitations
invitation •
An invitation is used to ask someone to an event. It gives specific information
about who has sent the invitation, the nature of the event, the venue, and the
date and time of the event.
How to write an invitation
RSVP •
RSVP stands for the French phrase répondez, s’il
vous plaît, which means ‘please reply’.
Invitations are usually centred both vertically and horizontally across the page.
They are often typed in double line spacing to ensure clarity. Different font
styles may be used to enhance attraction.
Sometimes the letters RSVP are written on invitations. Whenever this is
done it means that the person invited is expected to respond to the invitation.
For this purpose a return address and phone number must be included.
The Principal, Staff and Students
of
The High School
cordially invite you
WHAT
WHO
to their Annual Graduation Ceremony
The School ,15 Coghiel Road, Ewarton
Thursday, July 2, 2011
WHEN
Time
3:00 p.m. in the afternoon
RSVP 1-876-834-1190
WHERE
Figure 13.11 Example of an invitation (it would be printed without the orange
callout labels!)
Activity 9
Use the information in this illustration to create a simple birthday invitation
with a border. Centre the information on A5 paper.
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Activity 10
Create an invitation using the information in this illustration. Use A5 paper
in portrait orientation and colour fill with a light colour.
Programmes
programme •
ITQ8
(a)The names of the various Assemblies in the
programme shown in Figure 13.12 are more
closely spaced than the timed items. What
advantage does this have?
(b)Describe the steps taken to make the
picture appear pale.
A programme is a printed leaflet or booklet outlining the parts of an event
scheduled to take place and the participants. Programmes are usually used at
social, corporate, religious and other formal events and are usually provided
free of charge by the event organisers. Patrons attending live events such as
theatre performances and athletic meets may have access to a multi-page
booklet that contains background information about the event, the organisers
and the sponsors.
SALVATION CHURCH
presents
A MORNING OF PRAISE
TIME
June 15, 2013
VENUE:
In the Church Hall at 2 Castle Way Drive,
Morant Bay
PROGRAMME
10:00
Welcome
Miss S. Lewis, Chairperson
10:30
Opening Exercise
11:00
Greetings
Host Pastor
11:15
Items
Bogwalk Assembly
Jericho Assembly
New Holland Assembly
Kingston Assembly
Manchester Assembly
13:00
Thanks
Pastor/Deacon Simms
To create a programme you may require to:
• set margins;
• format the document to two or three columns;
• apply a page border on one page only;
• insert clip art;
• use leader dots.
The line spacing used is solely dependent on the length
of the programme and also the size of paper being used.
The programme can be outlined on a single sheet in various
ways using tab and alignment options.
How to create a single-page programme
A single-page programme may be typed on a single sheet
of paper in portrait form. You may type information using
single line spacing or double line spacing, or a combination
of both, depending on the length of the programme. Try
not to leave a large blank at the bottom of the page, or to
include so much information that the page looks crowded.
A single-page programme is usually presented using only
one column.
Activity 11
Create the programme shown in Figure 13.12.
Let Us Give Unto The Lord the Highest Praise
Figure 13.12 An example of a single-page programme
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How to create a two-page programme
Open a new document, select Page Layout and change the orientation to landscape.
The printed sheet will be folded to make a programme with four leaves.
Figure 13.13 How to fold a two-page programme
1 Click Columns on the Page Layout tab then select More Columns.
2 When the dialog box appears select Two, then check the Equal column
width box. So that the folded page looks even, you might want to have a
larger margin between the two columns than at their outer edges. This is
called a gutter margin.
gutter margin •
3 Click OK.
4
Design your programme. (Notice that, after
folding, the first column on the paper is the
fourth leaf of the programme and the second
column is the first leaf. Try it if you can’t see
Brown, Jermain
how it works!)
The Annual Graduation
Bradley, Corey
5 Save the file.
Cummings, Jacque
6
Create another file in exactly the same way,
Davidson, Andre
having leaf number 2 in its first column and
English, Jacqueline
leaf number 3 in its second column.
English, Keron
7
Save this file also.
French, Tasire
8
Print the first file on a suitable sheet of paper.
Franklyn, Kirk
Turn the sheet over and print the second file
Wilson, David
on the reverse. (Make sure that you get both
Williamson, Howard
sides the same way up!)
Walford, Kimar
9
Fold the programme carefully.
Wallen, Kirtis
Figure 13.14 Example of a two-page programme
Follow in the Dining Hall
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Menus
menu •
A menu is a presentation of a list of food and beverages. The appearance of a
menu varies greatly. For formal occasions, menu cards may be produced on
custom-sized cards in a landscape format. Restaurant menus may be produced
as a four-page document on A4 paper in either portrait or landscape mode. Sixand eight-page menus are commonplace in some restaurants where there are
over 100 menu items.
Menus are usually prepared to look very attractive and sometimes show
pictures of the items listed alongside their descriptions. Menus can be in the
form of a booklet or be just a single sheet of paper.
A menu often has a border and the information is displayed in an attractive
way. A combination of text alignment styles may be used.
When typing a menu you need to consider the following guidelines:
1 Select the correct paper size and orientation.
2 Use all-round margins between 0.5 and 0.75 inches.
3 Set columns as necessary.
4 Use an attractive border.
5 Centre the information vertically and/or horizontally.
6 Use large text for important information such as the venue.
7 List the different courses, such as appetisers, main courses and desserts.
8 Arrange courses sequentially in the following order: appetisers, salads,
soups, entrées, desserts.
9 Use triple line spacing to separate courses, or use simple decorations such
as asterisks (*****).
10 Use special notation for meal names, such as Initial Capitals or underlined.
11 Type each menu item on a separate line in single line spacing.
12 Use small graphics or clip art.
CASTLE RESTAURANT
(1 line)
Balmoral place
(2 lines)
Luncheon Menu
(1)
********************************
(1)
Redpeas Soup
Or
Fresh Fruit Juice
(1)
********************************
(1)
Fried Chicken/Hot Roast Beef
Rice and Peas or Plain Rice
Tossed Salad
(1)
********************************
(1)
Apple Pie and Ice Cream
Black Forest Cake
(1)
********************************
(1)
Coffee/Mint
Fruit Punch/Lemonade
FISH DISH RESTAURANT
Southside St. Elizabeth
Dinner Menu $450
@@@@@@@@@@@@@
Fish broth
Or
Cunk soup
@@@@@@@@@@@@@
Tropical fried rice
Roasted/baked/steamed/fried fish
Potato salad
@@@@@@@@@@@@@
Ice cream/Fruit cocktail
Potato pudding
@@@@@@@@@@@@@
Ting Calado
Ice tea
Figure 13.15 Two examples of a menu. Note the line spacing in the one on the
left and the use of a heavy border for the one on the right.
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Activity 12
1 Closely examine the menus shown in Figure 13.15. Use the 12-point
guideline provided above as a checklist to determine whether each
menu, as presented, follows the guidelines.
2 Re-create each menu, ensuring that you correct any error(s) or
omission(s) identified.
Activity 13
Create a menu for Alison and Horace’s wedding reception based on the
handwritten manuscript below.
Personal cards
Cards are used for many reasons. Postcards are used to type short notes or
to acknowledge receipt of letters and orders; business cards give information
about a company or an individual; place cards reserve a space, for example at a
conference table; greeting cards carry a message of welcome, congratulations,
good wishes or sympathy.
Activity 14
Create a 4 x 5 inch flat card with the words:
Thank you for attending the Christening of our son, and for the
thoughtful gift.
Include an appropriate graphic.
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business cards •
bleed area •
Business cards are usually small and rectangular. They are printed on thick,
durable paper or shiny card. The standard business card size in the USA is
3.5 inches by 2.0 inches. However, the size may vary; for example, in the UK
the standard size is 85 × 55 mm. This is the size for which most business card
holders, wallets and other accessories cater, so when you design a business card
it is sensible to stick to these sizes.
The bleed area is an extra space all round the card for design elements or
backgrounds that extend beyond the finished size of the card. A business card
design with bleed is printed slightly bigger and then cut down to size, giving the
appearance that the printing ‘bleeds’ off the edge of the card, instead of having
white borders.
Length
3.5”
3.25”
Width
2.0”
Bleed
Safe Area
1.75”
2.125”
3.625”
Figure 13.16 The dimensions of a business card
Red’s Recycling
34B Manchester Avenue
Burke Road Manchester
Tel. 897‐9056
Sweep‐it‐Clean
Cleaning services (St Lucia) Ltd
Robert Jones
Managing Director
Tel: + (758) 885 4820
sweep@yahoo.com
5 High Rise Centre
Rodney Bay, St Lucia
www.sweepitclean.com
Figure 13.17 Samples of business cards
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How to create a business card
1
2
3
4
5
6
7
8
Open Microsoft Word and set the margins.
Click Insert then select Text Box.
Click and drag the textbox to the desired area.
Right-click the text box and use the Format tab to format the text box.
Choose the Size tab, then type in the measurement.
Click OK.
Design your business card within the text box (be creative!).
Choose a suitable paper or card for printing: check whether the client has
a preference.
In a large company, the design would be sent to a commercial printer, but
in a smaller company or for a sole trader, several types of sheet material are
available with card-sized areas scored, which when printed can then be pushed
out and used directly. Most printers can be set to position a design automatically
and repeat it in every shape on the sheet simply by selecting the sheet brand
code (for example, Avery C32011) in the printer settings.
Activity 15
Assume that you started a business called ‘Recycle For Life’ a few months
ago and are now getting ready to expand the business. The Caribbean Small
Business Expo will be held in Port of Spain, Trinidad, in a few weeks and
you have been invited by the Caribbean Recyclers Federation to attend. You
want to ensure that you make very good use of the opportunity to network
and believe that a professional-looking business card is a must for the Expo.
1 Create a business card that includes your name, postal address, e-mail
address and telephone number. Use the Shapes feature of your word
processor to create an original logo to include on your card.
2 E-mail a copy of your completed business card to cards@DoxToGo.biz
for a chance to have it showcased in the business card gallery.
Newsletters
newsletter •
columns •
A newsletter is a regularly distributed publication, generally about one main
topic that is of interest to its subscribers. Newspapers and leaflets are types of
newsletters. Newsletters are now often delivered electronically, but remember
that not everyone has access to e-mail. In creating newsletters you need to
know how to work with sections and use more than one column.
In publications such as newspapers the text is often printed in columns – one
or more vertical blocks of lines are side by side on a page, separated by a rule or
a blank space.
To use columns click on the columns icon in the Page Layout tab.
When using the column feature, as you approach the end of the last line
in the first column, the text will automatically flow to the next
column. If you wish to end a column prematurely and start the
next column, keep pressing Enter until the cursor jumps to the
next column, OR place the cursor on the next section (column 2)
and double click.
How to create a newsletter
1
2
3
4
Select Page Layout tab.
Select Columns, then More Columns.
Click on the number of columns you want to work with.
Set column width and spacing by clicking on the options in the Columns
dialog box.
5 Click OK, then start typing your text.
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Drop caps
drop caps •
Sometimes you may want to begin a page with one or more drop caps (dropped
capital letters). This is a formatting feature that creates a larger letter or word at
the beginning of a paragraph for visual effect.
D
rop cap is a formatting feature that creates
a text box with a significantly larger
capital letter at the beginning of a paragraph
Figure 13.18 Example of a drop cap at the beginning of a page
How to create a drop cap
1 Select the letter or text to be dropped.
2 Select Insert tab.
3 Click on the Drop Cap icon and choose the style.
Charts and graphs
charts •
numeric •
Charts are pictorial representations of information or numerical data organised
in a visual form. Charts are used to compare and analyse data and they also
assist with the presentation of large amounts of information.
Common types of chart are:
• bar charts (bar graphs);
• flowcharts;
• organisational charts;
• pictographs;
• pie charts.
Before you create a
chart or a graph you should
summarise the data in a
Figure 13.19 The Charts Toolbar in Microsoft Office
table in Microsoft Excel.
Charts
Choosing a chart type
discrete data •
continuous data •
bar chart •
Discrete data is data that is measured
in fixed values that cannot be split up
(such as the number of students in your
class). Continuous data is data that can
be measured at any point within a
range (see later in this chapter).
A bar chart can be used to represent
discrete data. For example, if your
company sells 30 CDs in January, 500
in February and 100 in March, you
could make a bar chart of the result like
Figure 13.20.
500
250
0
Jan
Figure 13.20
Feb
Mar
Bar chart
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You cannot use a line graph for discrete data. A graph like that in Figure
13.21 would be misleading because there is no month between January and
February or between February and March.
500
How to create a chart
250
0
Jan
Feb
Figure 13.21 Line graph
Mar
1 Create a table with the data in
a spreadsheet.
2 Select the data to create the chart.
3 Click on the Insert tab, then
choose the required type of chart.
Some charts can be used in various
styles, for example in 3D. Choose
the style of chart you want.
4 Click OK.
Worked example –
Constructing a bar chart
This shows the steps in creating a
bar chart. The same procedure is
used to make any form of graph or
numerical chart.
Here are the results of three
assignments done by CSEC students
in EDPM classes.
We will use a chart to compare
the results for each of the students.
1 Click on the Insert tab. Choose
the type of chart you want – in
this case, Column is the one
to use.
Figure 13.22
The data
Figure 13.23 The Insert tab with Charts options
2 After clicking on Column, the various types of column chart are shown.
Choose the one you want – as shown in Figure 13.24.
For this example
choose the one at
the top left.
Figure 13.24 The various types of column chart
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Because there are three sets of numerical data, Excel creates a chart
with three bars for each student. At this point the data are simply called
‘Series1’, ‘Series2’ and ‘Series3’.
25 25
20 20
15 15
10 10
Series
Series
1
1
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Series
Series
2
2
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Series
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Figure 13.25
A chart with three bars for each student
3 To edit the chart, use the Chart Tools as required. To edit
chart data, use the Select Data icon in the Design tab.
The data series on the chart needs to be edited to show
which column (i.e. which ‘series’) in the chart represents
each assignment.
Figure 13.26
Select data series
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Once the Edit
Data Series icon is
selected a dialog
box will appear.
Click on each series
to rename it to the
correct assignment.
Figure 13.27
Edit information on
the chart
Figure 13.28 Type the
correct name for each
series
Figure 13.29
Rename all series,
then click OK to go
back to chart
Figure 13.30
Renamed
series
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To show what the chart is about, give it a title. Use the Chart Title icon
on the Layout tab.
Figure 13.31 Chart Title icon
Figure 13.32 Give the chart a title
Charts can be formatted to include, for example, background colour and
WordArt styles. All this can be done using the Format tab.
Figure 13.33
A formatted chart
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Activity 16
Use the information in the following table to create a bar graph.
Table showing result of Jackie Fergushoun Term 1 results
Subject
Grades (%)
EDPM
80
Office Administration
95
Information Technology
85
Accounts
60
Principles of Business
98
Flowcharts
flowchart •
A flowchart is a diagram with boxes showing the connected steps in a process
or structure, their order and relationships. A standard set of graphical symbols
is used, the most common being:
A processing step, usually called an activity, which is
denoted by a rectangular box.
A decision, which is denoted by a diamond.
Shapes need not be coloured. You can use a
colour code if you wish.
Data.
Start (the ‘trigger’) or end of the process.
Direction of flow.
How to draw a flowchart
1
Click on the Insert tab and select Shapes.
2
Click on the required shape – a (+) will appear.
3
Use the mouse to drag the (+) to the desired position.
4
Hold down the left mouse button and drag to adjust the size of the shape.
5
Release the mouse button when complete.
How to add text to a flowchart
To add text to a shape, to say what it represents:
1
Click on the shape.
2
Right-click on the shape and select Add Text from the shortcut menu.
3
Type text into the shape.
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How to change the colour of a shape
1
Click on the shape.
2
Right-click on the shape and select Format AutoShape from
the shortcut menu.
3 Choose Fill Effects.
4 Select the colour(s) or preset.
5 Click OK.
Activity 17
Draw a flowchart based on the sketch in Figure 13.34.
Organisation charts
An organisation chart is a diagram showing the structure of an
organisation and the levels of responsibility. It shows relationships
in terms of rank, position and jobs.
How to create an organisation chart
1 Select the Insert tab and click on Shapes.
2 Choose the shape required.
3
Place the cursor where you want the shape in
your document.
4
Hold down the left mouse key and drag the shape to the
desired size.
5
Repeat steps 1 to 3 and select connecting lines or arrows as
required to connect your shapes.
6 Add text to the shapes as appropriate.
7 Continue until the chart is complete.
Figure 13.34 A flowchart outlining the steps to
take a photograph
Owner manager
Accounts manager
Clerks
Personnel manager
Production manager
Sales
Foremen
Sales force
Supervisors
organisation chart •
Figure 13.35 An organisation chart for a small business
Activity 18
Create an organisation chart similar to the one shown in Figure 13.35.
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Activity 19
Create an organisation chart based on the sketch
below.
Activity 20
Create an organisation chart based on the sketch
below.
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Pictographs and pie charts
These charts are created in the same way as any other, simply by choosing the
appropriate chart type in the drop down menu.
Good grades on spelling test
Store 1
Ted
Sally
pie chart •
Mary
Chris
Key:
pictograph •
Represents a month
of 80% + scores
Figure 13.36 A pictograph can be
helpful to show comparisons when
detail is not important. Notice that
the pictograph uses symbols to
represent the data, so a key must
always be given.
Figure 13.37 A pie chart shows
the relative quantities of different
categories of data – in this case, a
comparison of types of clothing sales
Graphs
graphs •
continuous data •
Graphs are visual representations of the relationship between two quantities,
plotted with reference to a set of axes. For example, the vertical axis could show
the quantity that was measured and the horizontal axis the points in time at
which the measurements were taken.
For a graph to have any meaning the measured data must be continuous.
Continuous data means that the measurements could have been made at any
time between the start and finish. For example, from the graph below we can
see that the average sea temperature in April was 25ºC, even though April does
not appear on the label of the horizontal axis.
Sea temperature in St Lucia throughout the year (averaged over 10 years)
Temperature °C
30
25
20
Jan
Mar
May
July
Sept
Nov
Month
Figure 13.38 Sea temperature throughout the year
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Use resources wisely!
Company property, equipment and supplies help you to get your job done.
Use them with full awareness that everything has a value and a cost. Paper,
staples, ink and even electricity are all a part of what must be paid for.
Although these may not be at a direct cost to you, remember that saving
the company money leaves you much more likely to get a salary increase
or bonus. Use only what you need for job-related tasks and never use
equipment for your personal benefit. You are not entitled to company
supplies simply by being employed. Lunch tickets, Christmas decorations,
toilet paper and everything provided for your use and comfort should not
be abused or taken home to share with your family.
Always use any safety gear provided and take precautionary measures
associated with usage of particular equipment. Find ways to conserve energy
and recycle in the office.
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Today at Dox to Go
Every year, Managing Director, Terique Jones, has a poster competition
geared towards encouraging safety, energy conservation and environmental
awareness at work. In your designated group, come up with some ways in
which the company could save money if present practices or behaviours
were altered.
Then, on your own, select an area that you think needs some attention.
Design a poster for the team restaurant notice board.
Personal follow-up
Do you have habits that lead to wastage in the office? Or are you someone
who keeps everything hoping to use it again? Write about your own habits
where resources are concerned.
Specialised documents are used in business and everyday life to
communicate information visually.
›› Creative displays communicate information using text and graphics.
›› Graphic elements include charts, clip art, pictures, shapes, SmartArt
and WordArt.
›› Graphics may be inserted, resized, repositioned and formatted so that they
interact with text in a range of ways.
›› Events usually require creative displays that are used before, during and/or
after the event.
›› The key to success in creating effective displays is to be creative and to
follow basic formatting guidelines related to the arrangement of both text
and graphics.
›› Always select the correct paper size, orientation and margins to maximise
visual appeal.
›› Select and use relevant and appropriately sized graphic elements to
enhance the display.
›› Format text by selecting appropriate fonts and applying font styles and
effects to produce the overall effect desired.
›› Use a page border where necessary.
›› Use multiple columns where necessary.
›› Charts are pictorial representations of information or numerical data
organised in a visual form.
›› Charts include bar charts, organisation charts and flowcharts, pictographs
and pie charts.
››
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1
2
Responses will vary.
Any THREE of the following: barbecue, graduation, Independence
celebrations, new student orientation, prize-giving ceremony, PTA
meeting, Teachers’ Day, science fair, school fair, sports day.
3 Any THREE of the following: Christmas production, concert, convention,
harvest, Easter services.
4 Any TWO of the following: (a) to give the designer the opportunity to
exercise his/her creativity; (b) to fit in a lot of text; (c) to fit a design theme.
5 A page border envelops all the elements on a page whereas a text border
envelops a portion of text only. A page may have many text borders but
only one page border.
6
The poster on the left is more effective. The use of colour and graphics
highlights important information whilst the use of text boxes separates the
information presented and makes it easier to read than the other flyer.
7
Similarities: Flyers and posters both contain text and graphics; flyers and
posters are designed to convey information about products, services and
events.
Differences: Flyers are small in size and given to the reader while posters are
often larger and viewed from a distance; as flyers are viewed up close they
can convey more information and can be text heavy. Posters are viewed for
a short time so must use images or short phrases to convey their message.
8
(a) It identifies to the user that these events are occurring at the same time
and not sequentially.
(b) (i) after inserting the picture, click on ‘colour’ in the picture tools tab;
(ii) select picture colour options; (iii) use the various options listed in
picture colour and picture corrections to create the desired effect.
Group activity
1 Your group has been assigned the task of creating the displays for
the upcoming graduation ceremony and the related festivities. The
planning committee has asked the group to prepare designs for the
following items:
a invitation;
b menu;
c ticket;
d thank you card.
2 Dox to Go has invited your group (of four) to submit an entry for a
chance to win an internship at one of its stores in the Caribbean. Your
group is required to:
a Collect one sample of each of the following displays:
i
job advertisement printed in a local newspaper;
ii
poster advertising a school event;
iii flyer issued by a local business advertising a sale;
iv invitation to a wedding or 16th birthday party;
v
programme for a church’s regular weekly worship service;
vi ticket to a sporting event;
vii restaurant menu;
viii
thank you notice from the death announcements section of
the newspaper.
b Reproduce all the displays collected.
cPresent the original displays and the reproduced displays by
mounting both documents side by side on an appropriately sized
sheet of paper.
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Production tasks
1 Use the information in this illustration to create a notice of a meeting
on A5 paper.
2 Create a menu for the Blue Breadfruit Restaurant based on the
handwritten three-page manuscript below.
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3 Draw a flowchart based on the sketch below.
4 Draw a flowchart based on the sketch below.
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5 Create an organisation chart based on the sketch below.
6 Reproduce the menu shown below.
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14
By the end of
this chapter
you should be
able to:
Concept map
Legal, technical and literary
documents
Objectives
identify the formats used for various legal, technical, literary and
financial documents;
state how the layout of these documents differs from document to document;
prepare legal documents such as wills, leases and employment contracts;
prepare technical documents such as architectural specifications, bills of
quantity and scopes of works;
prepare literary documents such as scripts and index cards for plays, radio,
television and theatre;
prepare financial statements.
Legal, technical and literary documents
Specialised documents
include types such as
Financial documents:
balance sheets
bank statements
invoices
profit and loss
receipts
literary documents
Legal documents:
agreements
contracts
conveyances
leases
wills
Technical documents:
bills of quantity
scopes of works
specifications
such as
Plays and scripts:
actors’ scripts
film
radio
stage
TV
stories and poems
Dox to Go is expanding its operations and is in negotiation for the use of a parcel of
land in the busy Half Way Tree area of Kingston. The owner of the land was suggesting
that a basic agreement would suffice but Dox to Go’s General Manager insisted that
a proper lease be used to record the transaction. He enlisted the services of his lawyer
to draft the necessary lease agreement. The lawyer pointed out that this was the better
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thing to do as the agreement to let Dox to Go use the land for an agreed sum of money
would now be enforceable by law. As soon as both parties reviewed the proposed lease
agreement, the lawyer prepared an engrossment, complete with an endorsement, ready
for execution.
Before the lawyer left the General Manager’s office, he asked, ‘Have you made your
will yet?’
Legal documents
ITQ1
Why is it so important to carefully proofread
legal documents?
Commercial transactions requiring the use of legal documents happen every
day. These transactions include:
• rental of office space;
• the sale of goods on credit;
• the hiring of employees by an employer;
• the engagement of service providers such as those who repair
office equipment on a contractual basis.
Legal documents include wills, leases, conveyance documents, agreements,
endorsements and contracts. Legal documents, and the language used in them,
can vary from country to country, so it is good to check what is appropriate or
commonly used in your own territory.
When typing legal documents there is no room for error. When preparing
a legal document you must pay special attention to the guidelines, as the
documents are enforceable by law. Care must be taken with punctuation, the
dividing of words at the end of a line, and the writing of numbers. When using
computers to prepare legal documents, you should be able to eliminate any
errors before the document is sent out or signed by very careful proofreading.
It is a good idea to proofread on screen and then again on a draft paper print
out, or even to ask someone else to do so. If an error is discovered after the
document leaves the office it should be highlighted and the persons signing the
document should initial all corrections.
In legal documents that are more than one page long, it is often a requirement
that the signatories should initial the bottom of each page to show that they
have read each page and that nothing has been added after their signature has
been made.
Preparing legal documents
archaic •
One aspect of traditional archaic legal drafting – particularly in conveyances and
deeds – is the conspicuous absence of punctuation. This arose from a widespread
idea among those in the legal profession that punctuation was ambiguous and
unimportant, and that people should gather the meaning of legal documents
only from the words used and the context in which they are used.
Instead of punctuation and paragraph breaks, the traditional style uses
capitals for certain expressions. The main expressions put in capitals are:
• the opening words: THIS SETTLEMENT;
• the names of the parties;
• the introduction to the body of the deed: NOW THIS DEED WITNESSETH;
• words of action: DECLARE, APPOINT;
• that the trustees hold: UPON TRUST;
• the first words of the ‘parcels’ clause: ALL THAT;
• provisos: SUBJECT TO, PROVIDED THAT;
• and finally: IN WITNESS.
In modern legal drafting, however, punctuation, paragraph breaks, section
headings and numbering are used to give clarification about meaning.
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How to lay out legal documents
There are basic guidelines for preparing legal documents:
• Follow the layout/style of the document given.
• Legal documents are printed on US legal size (8.5 x 14 inches), A3, foolscap
or A4 paper.
• Margins are usually:
Top
Bottom
Left hand margin (LHM)
Right hand margin (RHM)
ITQ2
How should you type dates in a legal document?
engrossment •
execution •
counterpart •
attestation •
1.5 or 2 inches
1 inch
1.5 inches
0.5 inches
• Documents are usually typed in double line spacing (DS).
• Documents are usually fully justified left and right.
• Indentation is not used; instead each separate clause is usually given a
number (1, 2, etc.) and sub-clauses may be numbered (1.1, 1.2, etc.).
• You must type numbers out in full, no figures are allowed (e.g. 15/05/11
should be typed as The Fifteenth Day of May Two Thousand and Eleven).
• The following are usually typed in upper case: people’s names when stated
for the first time; the first word of each new statement; and connecting
words such as HEREBY, BEQUEATH, WITNESS, DECLARE, BETWEEN, etc.
• Microsoft Word’s spellchecking feature ignores words and lines that are all in
capital letters; therefore, if you use this format, proofread very carefully.
• A legal document can be folded three or four times.
Legal documents usually go through a drafting stage, after which the parties
involved review them. In the past, an engrossment was the fair, clean or final
version of a legal document ready for execution (signing). A duplicate copy of
an engrossment is called a counterpart.
At the end of a legal document there is a section for the parties’ signatures
and the witnessing of those signatures. This is called the attestation clause.
Endorsements
endorsement •
Note that ‘endorsement’ can have other
meanings, such as signing a document to
transfer an asset from one party to another. The
signature endorses (confirms or supports) what
the document says. The term can also be used to
mean an attachment to a document that amends
or adds to it, sometimes called an amendment
or addendum.
Legal documents, like all other important
documents used in businesses, have to be
properly managed. To make filing and retrieval
easier, a brief description of the document,
called an endorsement, is often printed on the
back of the document or on a separate sheet
of paper. The endorsement can also be printed
on the outside of the envelope in which the
legal document is placed.
An endorsement is a brief statement or
description of a legal document that allows it
to be identified. For example, an endorsement
on a will would show the name and address of
the person making the will, the executors, and
the date it was signed.
Even though different countries have
different laws, the endorsement is usually in a
standard form. Figure 14.1 shows an example.
Figure 14.1 Example of the
endorsement of a will
Wills
will
ITQ3
What is the purpose of a will?
•
Anybody who owns any property or assets should make a will. A will gives
instructions about what should happen to someone’s property after they die.
A will or testament is a legal declaration by which a person (the testator if
male or testatrix if female) names one or more persons (executors) to manage
his or her estate and provides for the transfer of his or her property at death.
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How to type a will
When typing up a will care must be taken to ensure that the words and
punctuation are exactly as in the draft from which you are working. Points
to consider:
• You must type the words and punctuation exactly as drafted by the person
(usually an attorney or lawyer) who drew the will up. Usually there is
no punctuation.
• The words LAST WILL AND TESTAMENT OF (NAME) must be typed
in capitals.
• The body of the will is typed in double line spacing except for the signatory
paragraph, which is typed in single line spacing with four to six clear spaces
for the signature of the witnesses and testator.
• All names, the first word of each new statement, and connecting words such
as DECLARE, WITNESS, BEQUEATH and APPOINT are usually typed
in capitals.
Here is an example of a will, made by Marcia Robbins in 2011.
ITQ4
Which words in a will should be typed in
capital letters?
ITQ5
In the will below what is the attestation clause?
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ITQ6
What name is given to the person who writes
the will?
ITQ7
When typing a legal document what is the
correct way of indicating where a signatory or
witness should sign their name?
Figure 14.2 Example of a will
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Leases
lease •
lessor •
landlord •
lessee •
tenant •
fee owner •
whereas •
inventory •
Leases are documents used when property, including houses, flats, land or
commercial premises such as warehouses, is rented out. Leases specify the
names of the owner and the person renting, the property being rented, the
period of the lease (the time it will last), the conditions and the rent to be paid.
A lease is a contract granting use or occupation of property for a specified
period in exchange for a specified rent. Some technical terms used in a lease are:
• Lessor: person who grants a lease, also known as the landlord or owner.
• Lessee: the person renting property under a written lease from the owner,
also known as the tenant.
• Fee owner: ownership interest held by the landlord with the right of use and
occupancy conveyed by a lease.
• Whereas: means ‘taking this into account…’.
• Inventory: list of items included in the property.
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ITQ8
Who is the lessor and who is the lessee?
ITQ9
In which document are the terms lessor and
lessee used?
How to type a lease, an agreement or a conveyance
There is no standard format for these documents but you will see in the example
of a lease in Figure 14.3 that there are some important points to note:
• Paragraphs are clearly separated.
• Important terms are in capital letters.
• Sufficient space is left for the details to be added.
Figure 14.3
Example of a lease
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Agreements
agreement •
Agreements are made for many different purposes, including business
partnerships, hire purchase, the provision of services such as building, and
contracts of employment. The style and format of agreements vary depending
on the type and purpose of the document.
An agreement is a negotiated legally binding arrangement between parties as
to a course of action.
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Figure 14.4 Example of a hire purchase agreement
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Figure 14.5 Example of a partnership
agreement
Note how the paragraphs are clearly headed and separated from each other.
Contracts
contract •
A contract is a legally binding agreement between two or more persons that is
enforceable by law, especially one dealing with employment, sales or tenancy.
They include documents such as contracts of employment or work, sales
contracts and tenancy agreements. A contract means that any of the parties
can take any of the other parties to court if they do not fulfil their side of
the agreement.
A contract of employment sets out the terms and conditions agreed between
the employer and employee. These usually include place of work, job description,
remuneration, hours worked, holiday and sickness entitlements and other
such details.
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Figure 14.6 Example of a contract
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Conveyances
conveyance •
ITQ10
What is another name for a conveyance?
Conveyance documents are used for buying and selling real estate or property.
A conveyance is a document effecting a property transfer. It is also called a
sale agreement or deed of conveyance.
These are legal documents signed, sealed and delivered to facilitate transfer
of property. Different terms may be used in different territories, but whatever
the term used they all apply to the transfer of real estate.
Figure 14.7
Example of a conveyance
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Activity 1
Type a copy of each of these documents, making sure that you copy all the
details exactly.
1 (a)Type the following will on A4 paper using today’s date.
(b)
Type an endorsement of the will on a separate sheet.
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2 Type an exact copy of the following lease, using correct capitalisation
and line spacing, and print it out on legal paper.
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3 Prepare the following deed of conveyance on A4 paper.
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4 Imagine you work for Paradise Hotel, Maracas Bay, in the parish of San
Juna Laventille, Trinidad. Type a contract of employment for a new
employee from the following notes provided by your boss, Mrs Diego,
the Hotel Manager. Use double line spacing, appropriate numbering,
and make sure all the details are clear.
Technical documents
Dox to Go is constructing a new customer service facility on the land it recently leased in
Half Way Tree, Kingston. The architects completed the architectural drawings in record
time and the in-house specifications writer will produce the architectural specifications.
The Quantity Surveyor assigned to the project will prepare the Bill of Quantity, which Dox
to Go will use to invite general contractors to bid on the contract to construct the facility.
Because the construction project will involve sub-contractors such as painters, plumbers,
carpenters and masons, the successful general contractor will need to prepare a Scope of
Works for each sub-contractor.
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Contract documents are all the technical documents that, when combined,
form the basis of the contract between the construction firm and the client.
Contract documents include:
• builders’ specifications;
• bills of quantity;
• scope of works.
Builders’ or architectural specifications
specification •
A specification is a document prepared by, for example, an architect or a
contractor. It sets out the technical requirements of the building work, describes
the project and adds clarity to any drawings, and states the requirements for
materials and workmanship. It will typically include a description of the
materials, technical standards and techniques that are to be used for each aspect
of the build. A specification has two main parts, the heading and the body.
Figure 14.8
Sample of a specification typed in blocked style
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heading •
ITQ11
Identify TWO differences between the blocked
style and the indented style layouts of the
specifications in Figures 14.8 and 14.9.
The heading contains the introduction. This section gives suppliers an
introduction to the work and explains the purpose of the specification. Things
to include are:
• customer’s organisation, name and address, etc.;
• brief summary of the specification: location and purpose;
• disclaimers, caveats, etc.
When typing your introduction, pay special attention to the margins. The
top margin can be from 1 inch to 3 inches, and the left and right margins should
be 1 inch each. The word ‘specification’ should be typed in E X P A N D E D
or S P A C E D capitals.
The wording is typed in 1.5 line spacing if using the blocked or semi-blocked
style. If the indented style is used the right margin should be 0.5 or 0.75 inches.
The name and address of the architect or contractor must be typed one
clear line space below the introduction in single line spacing. The date should
be typed two clear line spaces below the name and address of the architect
or contractor.
ITQ12
Name the TWO parts of a specification.
Figure 14.9 Sample of a specification typed in indented style
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body •
The body contains full details of the specification.
When typing the body of the specification, the section headings are typed
in capitals. General conditions, preliminaries and trades are typed in closed
capital letters and are sometimes underlined. The task should be typed in closed
capitals without underlining.
The body of the text is typed in single line spacing with two clear lines before
each trade heading and one clear line before each task heading. For the blocked
style use shoulder headings and a left margin of 1.5 inches, and for indented
style centre the headings and follow the layout.
Some examples of a specification are shown in Figures 14.8 and 14.9 on this
and the preceding page.
Bill of quantity
bill of quantity •
A bill of quantity lists the quantities and prices of materials to be used to deliver
a building contract. It is used by contractors to price up the work before bidding
for the contract.
A bill of quantity normally includes the name and address of the customer,
the location of the work, and any job reference or number and date. It then
has an itemised list of the materials, parts and labour, with their unit and total
costs, required to construct, maintain or repair a specific structure or carry out a
specific building job. It may also have details of the terms and conditions of the
construction or repair contract.
Figure 14.10 Example of a bill of quantity
ITQ13
Differentiate between a specification and a bill
of quantity.
ITQ14
Name ONE person or business who would
prepare a bill of quantity.
ITQ15
State the purpose of a bill of quantity.
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Scope of works
scope of works •
A scope of works lists all the tasks required to complete a specific building
contract. It is prepared by the general contractor and is used during the bidding
process and when drawing up the final contract. It should include:
• name and address of the issuing company;
• name of the company the scope is being issued to;
• name of the project;
• date;
• itemised list of works individually numbered.
The scope of works often includes a plan and elevation (side) views of the
site or rooms where the work will take place, as well as details of any services
such as cabling or plumbing. It also includes preparation in the design process.
For example, a scope of works for a flooring specialist might include the
names and addresses of the company and the customer, the types of flooring to
be used (e.g. tiles or wood), quantities, designs, glues or other fitting materials,
prices, a description of the location, and the time schedule for the work.
ITQ16
List THREE technical documents used
by builders.
ITQ17
Explain the purpose of a scope of works.
Figure 14.11 Example of a scope of works for a simple building job
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Activity 2
Type a copy of each of these documents, making sure that you copy all the
details exactly.
1 Type one copy of the following specification in blocked style.
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2 Type the following bill of quantity for electrical work correctly and print
it on A4 paper.
3 Type the scope of works in Figure 14.11 on page 239 on A4 paper.
Literary documents
Literary documents are those in any branch of literature that use words to
create pictures, ideas or stories in a meaningful way. Literary documents include
novels, short stories, poems, newspaper and magazine articles, and plays for
radio, theatre and television.
Novels and short stories
synopsis •
Novels and short stories are usually typed double-spaced on one side of A4
paper with wide margins and with either indented or blocked paragraphs. A
wider left margin may be needed if the work is going to be bound. The first
page, also called the title page, displays the title of the work and the author’s
name. Sometimes this is followed by a synopsis or brief summary of the work.
Poems
Poems are generally typed in the following way (though the poet may specify
a different layout):
• centred horizontally and left justified;
• title centred in capitals or initial caps;
• each new line of the poem begins on a new line and starts with a capital letter;
• the poet’s name may be typed underneath the title or at the end of the poem,
one clear line space below the last line of the poem and set to the right.
Plays
Playwrights usually follow a set of guidelines or rules, but formatting may vary
according to the type of play or script and individual preference. Plays are typed
on A4 paper using one side only for printing.
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The following are general rules relating to plays and scripts.
ITQ18
What paper size is normally used to type novels
and plays?
How to type a play
• Use lettersize or A4 paper.
• Top and bottom margins should be about 1 inch.
• Right margin is always 1 inch; left margin if binding is approximately
1.5 inches.
• Page numbering starts on page 2 and page numbers are placed in the upper
right-hand corner of the header.
• Do not number the cast list page.
There is computer software that can help in typing plays and different kinds
of scripts. An example is CeltX.
The preliminary pages usually include the title page and cast list (also
sometimes called dramatis personae), and sometimes a list of acts and scenes or
a synopsis, which summarises the story.
THE WINNING NUMBER
Book and Lyrics by Benjamin Drakes
Music by Janet Fisher and Sharlene Williams
TAMMY’S WEDDING
By John Stuart
(b)
(a)
Figure 14.12 How to type the title page of (a) a play and (b) a musical
c/o Modern Theatre
409 Front St
St. Luago
(886) 367 4056
modtheatre@doxtogo.biz
Figure 14.13 Example of the
producing house details
ITQ19
Name TWO preliminary pages found in a play.
How to type the title page
• The material should be vertically centred on the page.
• Type the title in ALL CAPS centred.
• Type the name of the author in Initial Capitals centred directly below the title.
• Type the producing house name, address, telephone number and e-mail
right justified and as close as possible to the bottom margin – do not take this
onto the next page.
How to type the cast page
The cast page lists the names of the actors and their characters.
• Use the standard page margins without page numbering.
• If the description of the characters wraps onto a second line use a 0.5 inch
hanging indent.
• If the real names of the cast are to be included then differentiate between
them and the characters, for example by typing the characters in capitals
and bold.
For a musical, include the song titles and the names of the performers. The
format varies, but you need to use two columns. In the left column list the titles
of the songs, and in the right column, left indented approximately 3 inches, list
the performer(s).
CAST
MARJORIE RODRIGUEZ:
Softly-spoken weak mother
CALEB:
Her twenty-year-old son, played by the actor who
plays the Caretaker
GRANDFATHER:
Marjorie’s father, a man of eighty, hard-of-hearing
ACT I
‘The Winning Number’
‘Lucky Guess’
The Cast
Suzanne and Juan
ACT II
‘Wanna be a cool dude’
‘What shall we do now?’
Suzanne, Benji and The Cast
Benji and the boys
but very astute
(a)
(b)
Figure 14.14 How to type the cast page of (a) a play and (b) a musical
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How to type the body of the play
• First page is usually headed by the title, act and scene with its setting,
centred on the page.
• Act numbers are written in roman numerals (I, II, II) and scene numbers are
written in arabic numbers (1, 2, 3).
• Start each act on a new page.
• Number the pages top right.
• Act and scene are typed in capitals (and sometimes bold) and are centred on
the line.
• Scene settings and stage directions, such as characters entering, are typed in
italics in single line spacing with one clear line space above and below.
• Each character’s name is set left in capitals as side headings with one clear
line space between.
• Each character’s dialogue is typed opposite the character’s name in upper
and lower case and single line spacing.
3
DEATH AT BLACK MOUNTAIN
ACT I
SCENE 1. A desert at night
Thunder and lightning. Enter two witches.
FIRST WITCH:
‘Tis cold and the wind blows harshly from the mountains. I’m
worn out with all this walking.
SECOND WITCH:
Let’s make a fire and settle down until morning.
FIRST WITCH:
Yes, we can shelter against that rock.
[They sit on the ground, folding their cloaks about them. ]
Figure 14.15 How to type the body of a play
The example in Figure 14.15 shows the layout for a theatre play. Radio and
television plays may look slightly different.
Actors’ scripts
actor’s script •
ITQ20
What is the main difference between a play text
and an actor’s script?
Scriptwriting is the activity of creating a script for any person or people to
perform. Though it is most often associated with film, television, radio and
theatre, scriptwriting is also an important part of newscasting, advertising, sales
and even education.
An actor’s script is a document prepared for each actor that clearly
distinguishes his or her words and actions from the other characters so that it is
easy to see when the actor has to speak. The speaker’s words and actions may be
coloured to distinguish them from the rest of the play or cast, or may be typed
in bold or in a larger font size.
How to type a script
• Type on one side of the paper only.
• Use double spacing between lines and below speeches and stage directions as
this allows the script to be read more easily.
• Clearly number the pages at the top right or bottom middle.
• A common approach is to type the text centred, with line spaces between
each speech.
• Scripts are often typed in 12 pt Courier font.
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5
HELENA
[to Socrates]
How did you know I was lying? Did you ask my sister where I
had been that night?
[SOCRATES looks down uncomfortably and then up at Helena
again]
SOCRATES
I followed you to the night club and waited outside. I was
worried about you.
• Character names before dialogue
are usually capitalised and centred
across the page.
• When you come to a page break
do not break dialogue or stage
directions mid sentence and do not
break between a character name
and the dialogue that follows.
Figure 14.16
script
Example of an actor’s
How to type a radio script
Radio programmes must not be interrupted by the noise of actors turning the
pages so they have as few pages as possible. They are typed on one side only
and are not bound or stapled together. Actors become skilled at dropping the
pages silently!
• Type the script left justified to save space.
• Do not bind or permanently fasten the pages together.
• Number the pages carefully.
• Type the dialogue in single line spacing from margin to margin or leave a
wider margin on the right for actor’s notes.
• Number each character’s speech and any stage directions consecutively
down the page.
• Stage directions, sounds etc. are typed in capitals.
• Indent the speech from the character name to make it easier to find.
Figure 14.17
Example of a radio script
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How to type a television script
Television scripts are similar to stage scripts but the exact format depends on
the television company, the type of programme and the technology being used.
Neighbours and friends [Series title, centred]
The stolen cell phone [Episode title, centred]
FADE IN:
EXT. LOCATION 1 PORT STREET – NIGHT
Joe is walking along the darkened street when a man comes up behind him and tries to
grab his cell phone.
JOE:
Hoy you!
MAN:
Give me the cell phone man!
CUT
INT. LOCATION 2 JOE’S SITTING ROOM – DAY
Joe is sitting in an armchair, rubbing his head, his hand bandaged. His wife MANDY
bustles in, fussing over him.
MANDY:
How do you feel now Joe?
BBC website link
Figure 14.18 Example of a television script
For more information on formatting different types of scripts see:
http://www.bbc.co.uk/writersroom/write-a-script/.
Index cards
index cards •
Index cards have two main uses in scriptwriting. When writers are creating
scripts they will jot down ideas for a scene onto an index card. These can then
be arranged into a sequence, removed, added to, or amended before the actual
script is written. There should be a maximum of two sentences on a card in the
largest type possible so that it can be read from a distance. Some writers use
index cards for scenes or story points, while others use them for dialogue, which
can then be rearranged.
1
2
Marco witnesses a murder on his
way home from school in a
wealthy neighbourhood.
Marco is shown to be timid, a
mummy’s boy, even frightened
of his sister Alice.
Figure 14.19 Examples of index cards used in scriptwriting
As an alternative to paper cards, some scriptwriting software programs have
virtual index cards for descriptions of the scenes or brief suggestions for action.
Colour coding can be used for various purposes, such as to identify an actor,
point up the need for a special effect, or whatever is needed.
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Activity 3
Choose a poem you like and type it out on A4 paper using the guidelines
given above.
Activity 4
Type the following theatre play page as (a) a radio play, and (b) a script for
the actor who plays Charlie to use.
Financial documents
ITQ21
Name THREE kinds of financial statement.
There are many different types of financial documents. Popular types include
trial balances, balance sheets, profit and loss statements, income and expenditure
statements, invoices, bank statements, and receipts. Some are mostly used
by businesses, while others are also useful for clubs and other organisations,
and even individuals use receipts and bank statements. These are all ways of
recording and managing finances.
In businesses, financial statements are often produced using Microsoft Excel
worksheets, or they can be produced using the table features in Microsoft Word
or similar.
Trial balance
trial balance •
A trial balance is used for checking that there are no mathematical errors in
a company’s accounting books. It is prepared periodically. The totals from the
different accounting records are entered into the debit and credit columns and
they should balance.
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How to type a trial balance
• Centre the heading.
• Type the column headings in bold.
• Align figures in columns.
Figure 14.20 Example of a trial balance
Balance sheet
balance sheet •
A balance sheet shows the financial situation of a business at a particular date.
It summarises the assets and liabilities.
How to type a balance sheet
• Centre the heading.
• Right align figures in columns.
ITQ22
What is the difference between a trial balance
and a balance sheet?
Figure 14.21 Example of a balance sheet
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Profit and loss statement
profit and loss statement •
This is also called an income statement or an income and expenditure statement.
It is used to summarise a company’s profits or losses over a period of time, such
as a year. It records all revenue and operating expenses.
ITQ23
What is the purpose of a profit and loss
statement?
Black River Canoe Club
Profit and Loss Account
for the year ending 30th April 2011
2010
2011
$
$
800
1200
400
900
1500
460
$2400
$2860
30
400
12
600
56
260
23
442
939
1952
1921
INCOME
Subscriptions
Hire out of canoes
Summer picnic
EXPENDITURE
Purchase of new paddles
Repair materials
Transport
Postage and stationery
Gross profit for the year:
Figure 14.22
Example of a profit and loss statement
Invoices
invoice •
Figure 14.23
Example of an invoice
ITQ24
Who issues an invoice?
An invoice is a statement or bill given by a seller to a buyer
asking for payment. It may be for goods or for services. It
sets out the items purchased and delivered or the job done,
with any additional expenses such as the cost of delivery,
and may include a statement of sales tax.
There is no standard layout for invoices except that the
name, address and invoice number should be at the top,
and items to be paid for should be listed in the body, with
a total to be paid at the bottom right.
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Bank statements
bank statements •
Bank statements are issued by banks for a particular bank account for a given
period, usually a month. They list all transactions that have occured during the
period. Paper statements may be sent via postal mail or electronic statements
may be viewed online.
Different banks have different ways of laying out their statements.
Ask an adult if you can look at the layout of a
different bank statement.
Figure 14.24 Example of a bank statement
Receipts
receipts •
Receipts are issued to show that a sum of money has been received in exchange
for goods or services. A receipt can be used as proof of purchase and is useful in
case the goods are faulty and you have to return them.
We all receive receipts when we buy things, such as from a supermarket.
Activity 5
Collect some receipts from different places and look at the different layouts.
Activity 6
Recreate a receipt received from your school’s Accounting or Bursar’s Office.
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Activity 7
Type out the following trial balance.
Activity 8
Type the balance sheet for Rhoda’s fashions in Figure 14.21 on page 247,
making sure you keep the figures correctly aligned.
Activity 9
Type the following profit and loss account.
Activity 10
Choose ONE of EACH of the following items from real life and copy
them exactly:
a an invoice;
b a receipt.
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Your company has policies that are there to guide you with your grooming.
These policies may govern what clothing may be worn while on duty
and how you wear it, how your hair may be adorned or styled, and what
kind of shoes are appropriate. Your own responsibility is to always be within
these guidelines.
Personal hygiene is of paramount importance. Regular showers, antiperspirants and clean teeth, nails and clothing are imperative. Perfumes and
colognes can cause unpleasant experiences for your colleagues. They can
induce allergic reactions or nausea in other people forced to be in close
proximity. Use them very lightly or not at all. (In food production and
service positions, do not use perfumed products at all.)
Avoid exclaiming in shock and horror if someone has a personal hygiene
or grooming issue, as this will be embarrassing. Speak to your colleague
discreetly so this issue can be addressed in private.
Today at Dox to Go
A bearer from another company comes to the service counter and all work
almost comes to a complete standstill as everyone attempts to endure an
awful body odour. You deal with the young man politely but wish you were
in a position to give him some clearly needed advice.
In your designated group, discuss some tactful ways to address the
following things you notice in a co-worker:
• bad breath;
• food particles in teeth;
• overpowering cologne;
• body odour.
Discussion corner
When could you directly address a hygiene issue with a co-worker? When
should you refer the matter to a team leader or manager? What if the
manager is the person who has this problem?
Personal follow-up
What are your pet peeves when it comes to personal hygiene? What are
some of your own best practices?
Legal documents include wills, leases, contracts, conveyances, agreements
and endorsements.
›› Technical documents include specifications, bills of quantity and scopes
of works.
›› Technical documents are typed in specific formats for clarity.
›› Literary documents include novels, short stories, poems, plays and scripts.
›› Financial statements include trial balances, balance sheets, profit and
loss statements or income and expenditure statements, invoices, bank
statements and receipts.
››
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1 Because the documents are enforceable by law and small errors can have
serious consequences. Check that any corrections have been initialled by
everyone signing the document.
2 In full words.
3 A will is a legal declaration by which a person names one or more persons
to manage his or her estate upon death.
4 Names, the first word of each new statement, and connecting words.
5 The section where the signatory and witnesses have to sign.
6 The person who writes the will is called the testator (male) or
testatrix (female).
7 With a dotted line.
8 A lessor is a landlord – a person who grants the lease; and a lessee is the
person renting the property – a tenant.
9 A lease.
10 Sale agreement.
11 In the blocked style the body is aligned to the left hand margin, while
in the indented style it is centred under the heading. In the blocked
style the headings are aligned to the left hand margin, while in the
indented style they are centred between the middle of the page and the
right-hand margin.
12 Heading and body.
13 A specification is the outline of specific details needed to complete a job,
while a bill of quantity outlines the cost of completing the job.
14 A builder, architect or chartered surveyor.
15 It enables a contractor to price the work.
16 Builder’s specification, bill of quantity and scope of works.
17 A scope of works is the plan on paper that outlines the equipment,
materials, means of communication and the design to complete a
building contract.
18 A4.
19 Title page and cast page.
20 An actor’s script clearly distinguishes the words and actions of
one character.
21 Any three of: trial balance, balance sheet, profit and loss statement, income
and expenditure statement, invoice, bank statement, receipt.
22 A trial balance is used for checking that there are no mathematical errors
in a company’s accounting books, whereas a balance sheet shows a
business’s financial situation at a particular date.
23 To summarise a company’s profits or losses over a period of time.
24 A seller of goods or provider of services.
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Examination-style
questions
Multiple choice questions (MCQs)
1
2
3
4
5
6
7
8
9
All of the following are legal documents EXCEPT:
a lease;
b contract of employment;
c specification;
d will.
Which of the following statements about typing the title page of a
play is INCORRECT?
a Type the title in ALL CAPS centred.
b All material should be vertically centred on the page.
c Type the name of the author in Initial Capitals left aligned.
d Type the name of the author centred directly below the title.
Words such as WITNESS, BEQUEATH, APPOINT, which would
appear in capitals in a will are called:
a connecting words;
b legal words;
c private words;
d capital words.
Another name for the person who grants a lease (landlord) is:
a lessor;
b lessee;
c contractor;
d contractee.
Legal documents may be printed on all the following paper sizes
EXCEPT:
a 8.27 x 5.83.
b 8.27 x 11.69.
c 8.5 x 11.
d 8.5 x 14.
Two parts of a builder’s specification are:
a Trade heading and body.
b Trade heading and paragraph heading.
c Task and address notation.
d Specification and task.
I am typed on one side only and my pages are not bound or stapled
together. Actors become skilled at dropping my pages silently. I am
an actor’s script for:
a film;
b radio;
c stage;
d television.
Which of the following is true of a radio play script?
a It is widely spaced over many pages.
b It is typed on both sides of the page.
c It is in single sheets.
d It is spiral bound.
Which of the following is NOT a financial document?
a scope of works;
b invoice;
c trial balance;
d receipt.
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10
Which of the following documents summarises a company’s financial
situation at a particular date?
a invoice;
b balance sheet;
c trial balance;
d income and expenditure statement.
Production tasks
1 Prepare a Bill of Quantity based on the manuscript below.
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2 Prepare a Specification based on the manuscript below, carefully
noting the corrections indicated.
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3 Prepare a Specification based on the manuscript below, carefully
noting the corrections indicated.
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4 Prepare a contract of employment based on the manuscript below,
using the format and wording in Figure 14.6.
5 Prepare a template for a Cash Receipt on an appropriate paper size and
orientation based on the sketch below.
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6 Create a business card based on the sketch below.
7 Prepare the following Profit & Loss Account using spreadsheet
software.
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8 Prepare the following Profit & Loss Account using spreadsheet
software.
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9 Prepare the following Balance Sheet using spreadsheet software.
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10 Prepare the following Tenancy/Lease Agreement taking care to format
your document so that it looks similar to the one below.
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11 Prepare the following Employment Contract taking care to format
your document so that it looks similar to the one below.
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15
By the end of
this chapter
you should be
able to:
Concept map
Electronic communication
Objectives
identify factors to be considered in the selection of electronic media;
identify the various types of electronic communication;
explain the advantages of e-mail;
use the various features of e-mail;
understand file organisation methods using e-mail;
discuss other new and emerging communication technologies.
Electronic communication
Electronic communication
include types such as
media selected based
on factors such as
text messaging
telecommuting
including
BlackBerry
Messenger
SMS
Internet fax
facsimile
teleconference
using
Web-based tools:
Twitter
Facebook
Blogs
standalone
fax machines
multifunction
devices
electronic mail
advantages
speed of delivery
low cost
multiple simultaneous recipients
disadvantages
unsolicited mail
virus
degree of urgency
genre (oral, written, visual)
level of confidentiality
location/time/zone
cost
efficiency
effectiveness
may be filed based on
sender
date
subject
‘Hello, hello, can you hear me? … Hello …’ All the Customer Service Associates were
startled and immediately looked up from what they were doing. A customer, headset
on, was speaking quite loudly, much to the amusement of the other customers. Alfred, a
regular Dox to Go customer, was making a Skype call to his son in China.
Dox to Go has a five-station electronic communication centre (ECC). Each selfcontained work area allows clients to send and receive electronic mail and faxes, make
Internet-based voice calls and have web-based teleconferences. The ECC has become very
popular as it affords clients the opportunity to select their means of communicating based
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on the degree of urgency, level of confidentiality, cost and also the location and time zone of
the recipient.
Over the past two years, the ECC has become very popular as people have been using
the facilities for both business and pleasure. The proprietor of two nearby small businesses,
Jascinth’s Hair & Nails and Toby’s Lunch Spot, have both set up Facebook pages for
interacting with their customers. They stop by at Dox to Go at least twice daily to update
their status, respond to messages and keep their page buzzing with activity.
ITQ1
Name TWO types of electronic communication
that are MOST LIKELY to be used by EACH of the
following:
(a)
A utility company (that provides electricity,
water or telephone service nationwide).
(b)
A small distribution company with one
main overseas supplier and many
local customers.
(c)
A building contractor with five employees.
Types of electronic communication
The Internet has provided new ways to communicate using various tools for
electronic communication. Today, organisations interact differently with their
various stakeholders – board members, employees, customers and suppliers –
depending on the nature of the message, the goals, and the strengths of the
available tools, such as telephone, e-mail, fax, voice mail and text messages.
One of the major advantages of electronic communication is that it lets you
combine numerous types of media – text, graphics, sound and video – into a
single message.
In this chapter, we will discuss the following types of electronic communication:
• World Wide Web tools;
• facsimile (fax);
• short message service (SMS);
• teleconferencing;
• videoconferencing;
• electronic mail.
Selection of communication media
In selecting which communication media to use to deliver a message, the
following factors should be considered. Note that some of the factors will be in
conflict with others. For example, the method that offers the highest level of
confidentiality may be the most effective, most costly and least efficient.
Degree of urgency
• How quickly must the document be delivered?
• Is the recipient expecting it right away?
If a single-page document is needed urgently then fax and e-mail are both
options. If the document exists as a hard copy then sending it by fax will get
it to the recipient very quickly. A multi-page document will take a longer
time to fax as the documents will need to be scanned and so e-mail might be a
better option.
Genre
• What is the format of the material to be presented, i.e. is the information in
an oral format, in an audible format such as a recording, in a written format,
or in a visual format including graphics?
Information in an oral format has to be transmitted over the telephone,
during a teleconference or videoconference or recorded and attached to an
outbound e-mail. If written, the document may be faxed or e-mailed. If visual,
and in a static format (such as a PowerPoint presentation), then the document
may be e-mailed. For audio and audiovisual materials, if in a dynamic format
(such as a live presentation) a videoconference is required.
Level of confidentiality
• How sensitive is the information being transmitted?
• Has the recipient requested that the information be kept confidential?
• Will the disclosure of all or part of the information diminish the value of the
information being transmitted?
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The risk of unauthorised interception and disclosure exists in every medium
of communication, including e-mail, especially if the information is sent
unencrypted. Facsimile can also present problems for confidentiality. Faxes
are often in the hands of one or more intermediaries before reaching their
intended recipient, including, for example, administrative assistants and
mailroom employees. Also, misdirection may result by entering just one of the
phone number digits incorrectly.
It is not, however, reasonable to require that a mode of communicating
information must be avoided simply because interception is technologically
possible, especially when unauthorised interception or dissemination of the
information is a violation of law.
Location/time zone
• What is the local time at the location of the sender?
• What is the local time at the destination of the recipient?
• Is the recipient likely to still be in the office or even awake?
In some cases, senders and recipients are in geographically remote locations in
different time zones. For example, when it is 8 am in the Caribbean it is between
7 pm and 9 pm in Australia. For this reason, it may not matter whether a fax or
e-mail is sent as it is not likely to be retrieved for a few hours. Time differences
do, however, affect communication via voice calls or teleconferencing.
Activity 1
Use the meeting planner at http://www.worldtimerserver.com/meetingplanner.aspx to set up a meeting on the first Tuesday next month. The
meeting will be at 8 am Kingston, Jamaica time and the other participants
will be in Australia, St. Vincent and California, USA.
Record the meeting times in your notebook.
Worldtimerserver weblink
Cost
• What will each of the options cost?
• Which is the least expensive?
• Which is the most expensive?
E-mail is likely to be the least expensive in all cases, regardless of the size of
the attachment or the destination of the message. Depending on the destination
and the number of pages (hence the duration of a call), a fax transmission may
work out more expensive than a brief teleconference between local participants.
Similarly, a relatively long teleconference among a number of international
participants will be more costly than a local fax.
Organisations usually try to minimise the cost of their operations. This means
that the lowest cost method should be chosen where possible.
Efficiency
How much effort is required to:
• get a document in the format required by a particular medium;
• initiate the connection required;
• transmit the document?
Efficiency is a ratio that measures output in relation to input. If a method
takes more effort than it is really worth then it may make sense to select
another medium.
Effectiveness
• Will the selected method allow for the transmission to be done within
the time (urgency) and time zone while maintaining the required level
of confidentiality?
• Will it use the lowest cost method that is also the most efficient of the
options available?
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The Internet and the World Wide Web
Internet •
network •
ITQ2
Mr. Jones uses Outlook 2010 for all his business
e-mail whereas his wife Cindy uses Gmail.
State ONE major difference between these
e-mail services.
The Internet – also known as the Net – is the world’s largest network. In fact,
the Internet is a network of networks. A network is a set of computers that are
connected to each other to freely share resources. The network provides the
infrastructure that supports a wide range of services.
Service
Examples
Electronic mail.
Gmail, Hotmail.
Instant messaging.
MSN, Google Talk.
VoIP telephony.
Skype, MSN Video Call.
World Wide Web.
Facebook, Twitter, YouTube.
Table 15.1 Popular examples of some of the electronic communication services
facilitated by the Internet
internet service provider •
Internet services may be accessed through both wired and wireless
connections. Many schools and offices have an always-on Internet connection
provided by an Internet service provider (ISP). In the Caribbean, companies
such as LIME, FLOW, Guyana Net and TSTT are ISPs.
Many office workers and receptionists use the Internet on a day-to-day basis
to transmit information electronically.
Activity 2
Research the services offered by at least three Internet Service Providers in
your country and complete the following table:
Name of ISP
World Wide Web •
web pages •
web browser •
URL •
ITQ3
Name THREE popular web browsers.
Type of service
(ADSL or cable)
Bandwidth
Price per month
in US$
The World Wide Web, abbreviated to WWW and commonly known as the
Web, is a system of interlinked hypertext documents called web pages. These
web pages are stored on web servers scattered all over the Internet. A web
browser is software used to view web pages. You may have used Internet
Explorer, Firefox, Safari or Chrome – all examples of web browsers.
The terms Internet and World Wide Web are often used in everyday speech
without much distinction. However, the Internet and the World Wide Web
are not one and the same. The Internet is a global system of interconnected
computer networks. In contrast, the Web is a service that runs on the Internet.
It is a collection of interconnected documents and other resources, linked by
hyperlinks and URLs.
Activity 3
Which browser was first? Was it Firefox, Safari, Netscape, Internet Explorer,
Opera or Chrome? Use the Web to conduct research to determine:
1 the year each browser was released;
2 which browsers are proprietary and which are open source (use the
Web to research these terms);
3 which browser is the most popular internationally.
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Facsimile
fax •
Figure 15.1 A standalone fax
machine
A facsimile (shortened to fax) is a document sent over a telephone line. Fax
services are available using:
• standalone fax machines;
• multifunction devices;
• fax servers;
• Internet fax service.
A standalone fax machine requires either a dedicated or a shared telephone
line for its operation. It may be set up to automatically receive an incoming
transmission (after a preset number of rings) or the transmission may be received
manually (the receptionist must answer the call as a voice call, then press
the start button). A benefit of using a fax is that employees within an office
can be audibly alerted to an incoming fax or they may see the printed fax on
the machine.
Only hard copy documents may be sent using a standalone fax machine.
To overcome this limitation, multifunction devices are used. A multifunction
device usually integrates scanning, printing and faxing capabilities into one
device. It allows a hard copy document to be scanned to a file and faxed.
In many corporate environments, standalone fax machines have been
replaced by ‘fax servers’ and other computerised systems capable of receiving
and storing incoming faxes electronically, and then routing them to users on
paper or via e-mail. Such systems have the advantage of reducing costs by
eliminating unnecessary printouts and reducing the number of inbound phone
lines needed by an office.
One of the key advantages of using facsimile as a means of communicating
electronically is the higher level of confidentiality it offers when compared
with unencrypted material sent over the Internet. In some countries, electronic
signatures on contracts are not recognised by law while faxed contracts with
copies of signatures are, so fax machines enjoy continuing support in business.
Activity 4
1 Research the web-based service called eFax.
2 Suggest how the service may be used by a Caribbean business, with
overseas customers, in a manner that reduces its expenses and
improves customer satisfaction rating.
Short message service (SMS)
short message service •
Short message service (SMS) is the text communication service component of phone, web or mobile
communication
systems,
using
standardised
communications protocols that allow the exchange
of short text messages between fixed line or mobile
phone devices. SMS text messaging is now the most
widely used data application in the world. More SMS
messages are sent daily than e-mails.
Across the Caribbean, businesses use SMS for
billing notification and appointment scheduling
as well as other time-sensitive tasks. Government
agencies use SMS to send out health, weather and
security alerts to their citizens.
With the popularity of BlackBerry devices for
business use, the BlackBerry Messenger application
(BBM) is used daily by millions of business people
to communicate.
Figure 15.2
An SMS message
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Teleconferencing, videoconferencing and telecommuting
Teleconferencing
teleconference •
A teleconference is a call between
people in two or more locations linked
by telephone. It uses special telephony
equipment to provide the sound quality
needed for productive, natural meetings. In an increasingly global business
environment, teleconferencing is an
ideal way to improve communications
among individuals and groups, enhance
collaboration and decision-making,
while saving time and reducing
travel costs.
Figure 15.3 A conference phone
for voice conference calls in meeting
rooms
Videoconferencing
videoconference •
VoIP •
VoIP means Voiceover Internet Protocol and
refers to audio transmission across Internet
links. Skype is a common VoIP provider.
A videoconference is a meeting, facilitated by interactive telecommunication
technologies, which allows two or more locations to simultaneously interact via
two-way video and audio transmissions. Participants are able to see and hear
each other as if all persons were in the same room. Additionally, they may share
soft copy documents.
Videoconferencing can enable individuals in distant locations to participate
in meetings at short notice, with time and money savings. Technology such
as VoIP can be used in conjunction with desktop videoconferencing to enable
low-cost face-to-face business meetings without leaving the desk, especially
for businesses with widespread offices. The technology is also used for
telecommuting, in which employees work from home. Web-based tools such as
Skype and Elluminate may be used for group videoconferencing.
(a)
(b)
Figure 15.4 (a) Videoconferencing equipment; (b) videoconferencing participants at one of two locations
Telecommuting
telecommuting •
Telecommuting is a work arrangement in which employees enjoy flexibility in
working location and hours. A telecommuter – a person who telecommutes –
‘travels’ or commutes to work via telecommunication links. Many work from
home, while others use mobile telecommunications technology to work from
coffee shops or other locations. Using special software and a computer system
equipped with a modem (or an Internet connection), telecommuters are able to
access and work on documents stored on the company’s network.
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Activity 5
Identify a family member or family friend who telecommutes. Interview the
person either face-to-face or using Skype or a similar tool.
Ensure that you ask the person to tell you some of the benefits as well as
some of the drawbacks of working in this way.
Electronic mail
e-mail •
ITQ4
A local business needs to send a signed
purchase order to its overseas supplier and
a copy to its bank. State TWO advantages of
e-mail over postal mail in accomplishing the
task described.
Electronic mail, often abbreviated to e-mail or email, is a method of exchanging
digital messages. Employees in an office may access e-mail via one of the
following systems:
• Web-based e-mail (webmail) such as Gmail, Yahoo! Mail, Hotmail.
• Application-based e-mail such as Microsoft Outlook, Mozilla Thunderbird or
Apple Mail.
• Corporate e-mail servers such as IBM Lotus Notes, BlackBerry or
Microsoft Exchange.
E-mail may be used to transmit document files electronically. This involves
sending documents to one or more recipients as attachments to an e-mail
message. For example, an administrative assistant may send out documents such
as the call to a meeting, agenda and minutes of the last meeting as attachments.
A link to a document stored on a website may also be sent as an attachment.
A major advantage of webmail over application-based e-mail is that users
have the ability to access their accounts from any Internet-connected computer
around the world or by using a mobile Internet connection or phone.
Electronic mail is one of the earliest electronic communication tools and is
still one of the most popular.
Advantages and disadvantages of e-mail
Electronic mail has many advantages when compared with traditional postal
mail (snail mail) and also when compared with other forms of electronic
communication such as fax.
But there are also disadvantages. Some advantages and disadvantages are
summarised in Table 15.2.
Advantages
Disadvantages
Speed of delivery.
Receipt of unsolicited bulk e-mail.
Low cost.
Spreading of and infection by malware.
Sending to multiple recipients
simultaneously.
Ease of violation of privacy.
Ability to send multiple types of
attachments.
Anytime, anywhere access.
Ease of reference.
Electronic copy of message may be
stored for later use.
Table 15.2 Advantages and disadvantages of e-mail
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Advantages
Speed of delivery
E-mail is received almost immediately after it is sent, usually within minutes.
An added advantage is that within minutes the sender is able to receive a
delivery receipt that confirms whether the message was delivered to a recipient’s
mailbox. Similarly, if the delivery failed, notification of the failure is almost
instantaneous. With postal mail, undelivered mail may take days or weeks to be
returned to the sender, if at all.
Activity 6
1 Compose and send an e-mail to your classmate. Make the subject
‘Speed of delivery test’. In the body of the e-mail, ask your classmate
to ‘Please reply to this message and tell me the time that this message
was received’.
2 Go to the Sent items folder and record the time the message was sent.
3 When the reply is received, record your sent time and your classmate’s
received time.
4 Compute the time difference. How long did it take? Minutes, seconds
or a fraction of a second?
Low cost
There is no direct cost associated with sending an e-mail. Whilst there is a cost
for the electricity, computer time and Internet access, there is no direct cost for
an envelope, paper and postage. Hundreds of e-mails may be sent worldwide for
the cost of one item of local postal mail.
Sending to multiple recipients simultaneously
A single e-mail may be sent to multiple recipients, whereas an item of postal mail
would have to be sent as separate physical items to each recipient. The e-mail
is likely to reach each recipient’s mailbox at the same time. This is particularly
important when distributing time-sensitive documents such as news releases.
Some corporate e-mail servers will allow one message to be sent to up to 5,000
recipients at once.
ITQ5
List THREE types of items that may be sent as
an e-mail attachment.
Ability to send multiple types of attachments
Various file types may be attached to e-mail messages. This allows attachments
containing text-based documents, graphics, sound and video to be included.
Compression features built into e-mail software allow relatively large files to
be sent in a short time. This is particularly advantageous in situations where
multiple copies of a multi-page document are needed in a remote location. In
such a situation, a PDF document may be sent as an attachment, which is then
downloaded, printed, bound and distributed at the receiving end.
Anytime, anywhere access
A big advantage of an e-mail message over conventional fax and postal mail
is the ability to access e-mail anywhere at any time. Because e-mail is usually
stored on a server, recipients may choose to configure their mail account such
that a copy is retained on the server. In this way, e-mail may be accessed from
any device with an Internet connection at any time.
Ease of reference
The text of a previous e-mail message can easily be included as part of a reply
to that message. Thus, e-mail correspondents are able to keep the replies in
context for each message. Including this context is not only polite, but also
makes an e-mail message more accurate and understandable.
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Disadvantages
spam
•
malware •
Figure 15.5
Receipt of unsolicited bulk e-mail
Unsolicited bulk e-mail (spam), frequently with commercial content, is sent
in large quantities to an indiscriminate set of recipients. These unsolicited
messages have a tendency to clog up mailboxes and also serve to carry malware
(viruses and other programs that infect computer systems). Businesses are
disadvantaged because:
• It costs the recipient time and resources to download these messages.
• Important and urgent messages cannot be accessed on a timely basis because
unsolicited bulk mail has to be downloaded first.
An e-mail box folder filled with spam messages
Spreading of and infection by malware
An e-mail may carry and deliver malware to an unsuspecting recipient. The
business may be disadvantaged as result of:
• The message (and possibly future messages) being blocked by the
recipient’s computer system as unsafe, thereby causing the message(s) to go
undelivered, sometimes without the knowledge of the sender.
• The computer (and possibly the entire network) being infected if an e-mail
containing a virus, Trojan horse, or spyware is mistakenly opened.
Ease of violation of privacy
Electronic documents may be copied or forwarded without the sender’s
knowledge with relative ease. All that is needed is for the recipient to hit the
‘Forward’ button or download and otherwise share the contents of the e-mail
message. E-mail can compromise the security of an organisation because
sensitive information can be easily distributed accidentally or deliberately.
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Features of e-mail
Electronic mail client software offers a wide range of features that serve to
make the task of composing, sending, receiving, reading and managing e-mail
messages easier.
Multiple recipients
An e-mail message may be sent to multiple recipients. Messages may be
composed to one or more recipients. At least one address must be placed in the
‘To’ field.
Field Purpose
To
•List of e-mail addresses of recipient(s), separated by commas.
Cc
•Short for ‘courtesy copy’.
•Multiple addresses may be inserted, separated by commas.
•An exact copy of the message is sent to all the addresses listed.
•Every recipient gets to see the addresses of all the other recipients.
•Should be used wisely as nobody likes their e-mail address exposed to
unfamiliar persons.
Bcc
•Short for ‘blind courtesy copy’.
•The same as ‘cc’ except that the recipient’s name is not visible to the
other recipients of the message.
Table 15.3 Purpose of the different address fields in an e-mail
address book •
Address books
An address book stores frequently used e-mail addresses and related details.
This allows addresses to be selected from a list instead of having to be re-typed
each time an e-mail is composed. This is the fastest way to address a message,
and more importantly ensures that you will never make a typing mistake and
send your e-mail to the wrong address. Some e-mail programs refer to their
address book as a contact list. Companies list all their employees in an address
book so colleagues can easily contact each other.
Sending attachments
A standard feature of e-mail software is that it can send attachments. You can
attach most file types to an e-mail. The attached file(s) will then be transmitted
to the recipient with the e-mail. As a general rule, you should:
• Use standard file types such as jpg (for images), pdf (for documents) and
mp3 (for audio files).
• Compress large files over several hundred KB with a file compression
utility program such as WinZip, ensuring that you give the file the selfextracting capability when you compress it, so the recipient doesn’t need the
compression program to decompress it.
Failure notification
An e-mail message may be undelivered for several reasons. Once a message
is undelivered, the postmaster (which is actually a computer program, not a
person) will send a failure notification message to the sender along with details
of the cause of the error.
Activity 7
1 Send an e-mail to error@DoxxTooGo.com.
2 Check your e-mail for a ‘failure notification’.
3 What did the postmaster report as the cause of the error?
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Message tracking
A delivery receipt informs you that your e-mail message was delivered to the
recipient’s mailbox, but not that the recipient has seen it or read it. A read
receipt informs you that your message has been opened. Some e-mail clients,
such as Microsoft Outlook, can automatically request both read and delivery
receipts for all e-mails you send. However, note that:
• The e-mail delivery confirmation feature requires a manual confirmation
from the user receiving the message – if the recipient does not want to
confirm the e-mail delivery, he or she can choose not to send you the
confirmation.
• Most web-based e-mail systems (such as Yahoo Mail or Hotmail) do not
support the e-mail confirmation feature.
auto-responder •
ITQ6
Suggest ONE way in which an auto-responder
may be used to automate a task in
an organisation.
Auto-responders
An auto-responder is an automated response sent by the recipient’s e-mail
software on receiving an e-mail. This is a useful feature because, among other
things, it:
• can inform the sender that the recipient is out of the office and may not
respond until a later time;
• allows the sender to be informed that the message was received and will
be actioned;
• can automatically provide the information requested.
Activity 8
1 Set up an auto-responder on your e-mail account that will be active
for today only. The message should read ‘Thanks for your message. I
am currently in EDPM class but will respond to your e-mail as soon as
possible.’
2 Send a message to yourself.
3 Check your e-mail for an ‘auto-response’.
4 Deactivate the auto-responder.
Attachment previewing
Some e-mail software allows attachments to be previewed from within the
Reading Pane by making only a single click. This saves the recipient time and
allows the attachments to be viewed in context with the e-mail message.
New message notification
Instead of constantly checking your mailbox for new messages, some e-mail
software provides a built-in notifier. Microsoft Outlook is able to play a sound
when a message arrives. Additionally, some e-mail clients place an icon on the
screen, alerting the recipient to the fact that a new message has arrived.
ITQ7
State ONE feature of e-mail that is useful in
EACH of the following situations:
(a)
Dispatching committee documents to
invitees of a meeting.
(b)
Advising clients that you are out of the
office for a particular period.
(c)
Following up on an important email that
was sent, for which an urgent response
is expected.
Figure 15.6 New mail notification
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Keeping e-mail organised
E-mail client software provides a wide range of features to keep e-mail messages
organised. Messages may be sorted, grouped, filtered and colour-coded. They
may also be flagged or placed in folders.
How to sort messages by date, sender or subject
Click the field heading or column heading for the field or column that you want
to sort by.
Figure 15.7 To sort messages, click on the appropriate field
Figure 15.8 Contents of a Microsoft Outlook Inbox in table
view
By default, most e-mail software:
• displays messages in a table view;
• stores sent messages in a Sent Items folder, sorted by date
in descending order (most recent at top);
• stores received items in an Inbox, sorted by date in
descending order.
Figure 15.9 Creating a new folder named ‘Business
Documents’. The new folder will be placed in the
Inbox folder.
Grouping similar messages in folders
By creating new mail folders, you can group messages that are
related to each other. For example, you can group messages by
topic, project, contact or other categories that are convenient
for you.
How to create a new folder in Microsoft Outlook
1
2
3
4
Click on File, then choose New, then Folder.
Enter the folder name.
Select where to place the folder.
Click OK.
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Emerging communication technologies
Facebook, Twitter and smartphone: these are three of the most popular words
in the world of communication today. Friends, tweets and BBM (BlackBerry
message) are three other popular words used daily as individuals communicate.
So, too, are words like status updates, posts and photos.
New communication methods are continually being developed and are used
by individuals and organisations alike. As of December 31st, 2011, Internet
World Stats reported that there were 11,893,504 Internet users in the Caribbean,
which is around 28.7 per cent of the population. In some countries Internet
usage is growing fast. For example, in Jamaica, 55.1 per cent of the population
now use the Internet, and in St. Lucia the rate is 88.5 per cent. Many of these
users access the Internet using their smartphones. In the Caribbean, BlackBerry
devices are popular among both students and adults.
Many smartphone users are able to access a wide range of Internet-based
communication services on the go. Many Facebook posts, tweets and blog
entries are made using smartphones.
In the Caribbean, many organisations, including schools, churches and
businesses have started using Facebook for communicating with their
stakeholders, such as teachers, customers or students.
Smartphones
smartphone •
ITQ8
Suggest THREE ways in which a company like
Dox to Go could use smartphones to improve its
operational efficiency.
A smartphone is an Internet-enabled handheld device that provides the
functionality of a telephone and a computer system, and often a camera, in one
package. While these devices vary in the features they offer, most allow users to:
• browse the Web;
• take photographs;
• send pictures, voice notes, files and contact cards to phonebook contacts via
e-mail or a multimedia messaging service such as Blackberry Messenger.
Within the Caribbean, Apple iPhones, Android-based devices and BlackBerry
handsets are very popular.
Blogging
ITQ9
blog •
website •
Suggest TWO ways in which a company like Dox
to Go could use a blog to improve its business.
microblogging •
A blog (web log) is a type of website or part of a website that is intended to be
updated with new content from time to time. Blogs are usually maintained by
an individual with regular entries of commentary, descriptions of events, or
other material such as graphics or video. Entries are commonly displayed in
reverse chronological order (the most recent first). A typical blog combines text,
images, links to other blogs and Web pages, and other media related to its topic.
Some blogs allow visitors to leave comments, and this interactivity is
one factor that distinguishes blogs from other static websites. Most blogs are
primarily textual, however some focus on videos (video blogging or vlogging)
or audio (podcasting).
Microblogging is another type of blogging, featuring very short posts. Twitter
is an example of a microblogging service. As of 16th February 2011, there were
over 156 million public blogs in existence.
Technorati, a well-respected website, keeps a track of the most popular
blogs on the Internet. You may view an up-to-date list of the Top 100 blogs at
http://technorati.com/blogs/top100/.
Activity 9
Weblogs weblink
1 Visit the website located at www.weblogs.about.com.
2 Research all you need to know about starting and maintaining a blog.
3 Set up a blog and invite your family and friends to comment.
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ITQ10
Suggest TWO ways in which businesses
can increase their profitability by using
Twitter effectively.
With 10,281,531 followers, Bajan superstar
Rhianna (Twitter screen name: Rihanna) is in the
top ten on Twitaholic.com Top 100 Twitterholics
based on Followers (http://twitaholic.com/
top100/followers/).
Twitter
Twitter (www.twitter.com) is an online social networking and microblogging
service that enables its users to send and read text-based posts of up to 140
characters, informally known as ‘tweets’. Twitter was launched in July 2006
and has rapidly gained worldwide popularity, with over 300 million users as
of 2011.
Twitter is where people around the globe come to instantly connect to what’s
most meaningful to them. This makes Twitter the only place in the world to get
a real-time pulse on what people are thinking and doing practically anywhere.
In the Caribbean, performing artists such as Rhianna and track icon Usain Bolt
use Twitter to keep their followers up to date with what is happening.
Some Caribbean businesses have been working at increasing their Twitter
following. They have been advertising their Twitter names in their print and
electronic advertisements, on business cards, vehicle graphics and promotional
items such as pens and key rings. Recently, a Caribbean hotel that is a part of an
international hotel chain allotted 200 online tickets for a Tweet-up, a business
networking party for the hotel’s Twitter followers. The tickets were scooped up
in less than 15 minutes. This proves that people are seeing the true value of
social media.
Facebook
Macmillan Facebook page
Facebook is everywhere! Homes, offices, movie theatres, hospitals, barber shops,
and the list goes on. Look on any computer screen and it is likely that you will
see the Facebook website up and running.
Facebook is a social networking service and website launched in February
2004. As of July 2011, Facebook had more than 800 million active users. Users
must register before using the site, after which they may create a personal
profile, add other users as friends, and exchange messages, including automatic
notifications when they update their profile.
Close to six million people in the Caribbean are on social networking site
Facebook. Data released from Internet World Statistics in June 2011 revealed
that 5,903,520 Caribbean individuals and organisations were Facebook users at
that point in time.
The majority of the users were from the Dominican Republic (2.2 million
users), Puerto Rico (1.4 million users), Jamaica (600,000 users) and Trinidad
and Tobago (400,000+ users).
Represent!
nd
rights a
e
is
n
g
o
Rec
s
sibilitie re legal
respon
a
actions
image
Ensure
n
mpa y
o
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Prot
Most organisations have guidelines for team members about how they
should conduct themselves and what they should wear while on company
premises. In a perfect world, nothing you do or wear outside of work would
come back to haunt you. But this is not a perfect world. Run-ins with the
law and public behaviour that is less than wholesome may have an impact
on your company’s image and consequently on your job security. In the
Internet age, many people have found themselves under scrutiny because
of postings on popular social networks such as Facebook and YouTube.
Although in many instances the law offers you protection from intrusion
into your privacy outside your job, there are fine lines that can get you into
hot water if you are not careful. Similarly, taking personal issues and beliefs
into the office may also prove problematic.
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Here are some pointers to help you represent yourself and your company
well and avoid unnecessary conflict:
Company
uniforms &
logo
Do
Don’t
Wear your companyissued uniforms with pride
while on duty on and off
company premises.
Be seen partying on TV at some
random street dance with the
company logo emblazoned
boldly across your chest.
Moonlighting Find a second job if you
Decide to moonlight with a
need to pay for school or
competitor or with a company
support your ailing mother. or entity whose principles are
in direct conflict with those of
your present employer.
Social media
& networks
•Keep in touch with
old friends and meet
new ones on popular
social networks.
•Allow limited access
to persons who are
co-workers or work
acquaintances.
•Share quotes and
tips that will help lift
someone else’s day.
•Leave your profile entirely
open for random viewing by
arbitrary persons.
•Post derogatory statements
about persons you work with
at any level.
•Put up discriminatory
perspectives that may directly
conflict with your company’s
public profile.
Legal issues
Stay on the right side of
the law, making sure your
actions are above reproach
at all times.
Become involved in illegal
activities or be associated with
known criminals.
Office parties
Support company
•Be so scantily clad or
functions: banquets, parties,
dubiously attired that you
dinners and outings.
become someone who is
referred to thereafter by your
outfit or body part.
•Be so drunk that you say and
do inappropriate things to
your boss and peers.
Religious
persuasion
& political
perspectives
Have your own spiritual
or religious practices if you
so choose.
Use your position or presence
at the office to convert or
persuade others to become a
part of any movement.
Today at Dox to Go
It’s the afternoon of the quarterly social. As usual, the People Development
Manager, Kaye, has some short skits that entertain and educate. Today the
topic is Represent!
In your designated group, select one of the six areas noted above and
write a short skit to illustrate the Dos and Don’ts listed and any you feel
inclined to include.
Discussion corner
Discuss the view that, whatever you do in your own time when outside the
office, it is your own business and has absolutely nothing to do with your job.
Personal follow-up
Write about your own feelings concerning what is required of you outside
work hours.
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Types of electronic communication include:
• World Wide Web based tools;
• facsimile (fax);
• short message service (SMS);
• teleconferencing;
• videoconferencing;
• electronic mail.
›› Factors to be considered in the selection of electronic communication
media include:
• degree of urgency;
• genre;
• level of confidentiality;
• location/time zone;
• cost;
• efficiency;
• effectiveness.
›› Advantages of e-mail include speed of delivery, low cost of transmission,
ability to send to multiple recipients simultaneously.
›› Disadvantages include the receipt of unsolicited bulk e-mail, spreading of
and infection by malware, ease of violation of privacy.
›› E-mail is a fast, low-cost method to send correspondence to multiple
recipients at the same time.
›› E-mail messages may be stored and sorted by date, sender and subject.
›› New communication media and technologies such as Facebook, Twitter,
blogging and smartphones can be useful business tools.
››
1
2
3
4
5
6
7
8
(a) Any TWO of the following: facsimile, SMS (to send billing reminders to
customers), teleconference, videoconference and electronic mail.
(b) Any TWO of the following: facsimile, teleconference, e-mail.
(c) Any TWO of the following: facsimile, e-mail, SMS.
Outlook has to be installed and accessed on a particular computer
system whereas Gmail is webmail and may be accessed from any
Web-enabled computer.
Any THREE of the following: Internet Explorer, Mozilla Firefox, Google
Chrome and Safari (for Mac).
Any TWO of the following: (a) speed of delivery: the email will be
delivered much faster than the postal mail; (b) low cost: the overall cost
of sending the purchase order, as an attachment via e-mail, is less than
sending via postal mail; (c) multiple recipients: the same message (with
attachment) can be sent to both the supplier and the bank.
Any THREE of the following: document files, image files, sound files,
video, document archives (ZIP files), program files.
When used with a particular e-mail address, for example instructions@
DoxToGo.biz, an auto-responder can automate the task of providing
customers with standard information on a timely basis.
(a) Address book OR attachments.
(b) Auto-responder.
(c) Message tracking or new message notification.
(a) Each team member could be issued with a smartphone and all the
phones could be connected on a closed user group, making it more costeffective for communication within the team; (b) team members could
share a common diary, to make it easier to schedule meetings; (c) files
could be exchanged with people who are out of the office so they can be
reviewed and approved prior to further processing.
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9
(a) Dox to Go could make frequent posts on topics of interest to its
customers in an attempt to inform and educate them, thereby improving
customer loyalty, which is likely to result in increased business; (b)
customers could post comments on the blog, which would give Dox to Go
an indication of their thoughts and feelings on particular issues.
10 (a) Businesses could decrease advertising spend by using Twitter to send
timely new information and reminders to customers instead of using more
expensive traditional media; (b) by increasing their Twitter following,
businesses can increase sales and thus revenue.
Group activity
Conduct a group web quest. You may compete against another team.
1 Who said the following: ‘Compared even to the development of the
phone or TV, the Web developed very quickly’?
2 Which British computer scientist is credited with the invention of the
World Wide Web?
3 When was the first electronic mail message sent?
4 What is the name of the computer used to send the first e-mail?
5 On what date in January 1997 was the first version of Microsoft
Outlook released?
6 Use the answers to questions (3), (4) and (5) to form a date. What
event involving two international personalities happened on this date?
7 Compose and send an e-mail to info@DoxToGo.biz with the subject
line ‘Chapter 14 Web Quest’. Place the names of the group members
and the name of your school in the body.
8 Print the e-mail and response and paste them in your notebook.
Examination-style
questions
Multiple choice questions (MCQs)
1
2
3
4
Which of the following types of electronic communication uses
standalone or multifunction devices to send/receive documents?
a Internet;
b facsimile;
c electronic mail;
d telecommuting.
All the following items may be sent via e-mail EXCEPT ___________.
a soft copy attachments;
b hard copy attachments;
c web links;
d web pages.
Which of the following is NOT an e-mail program?
a Gmail;
b Hotmail;
c Outlook;
d Skype.
All the following are advantages of e-mail over postal mail
EXCEPT __________.
a speed of delivery;
b lower cost;
c ability to send all forms of attachments;
d sending to multiple recipients simultaneously.
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5
Which of the following is NOT a web-based e-mail client program?
a Google Mail;
b Hotmail;
c Outlook;
d Yahoo Mail.
6 A facsimile (fax) may be sent using which of the following devices
or services?
I Standalone fax machine.
II Multifunction device.
III World Wide Web.
IV E-mail.
a I and II only.
b I, II and III only.
c III and IV only.
d I, II, III and IV.
7 Which of the following are factors to be considered in the selection
of communication media?
I Cost.
II Genre.
III Degree of urgency.
IV Size of document.
a All the above.
b I and II.
c II and III.
d I, II and III.
8 Which of the following are required to send an e-mail?
I A valid e-mail address.
II An e-mail client program.
III A message header or subject.
IV A direct connection to the Internet.
a All the above.
b I and II only.
c I and IV only.
d I, II and III.
9 Which of the following is likely to be the MOST effective
communication medium to simultaneously deliver a presentation to
a group of persons scattered across three adjacent time zones?
a electronic mail;
b facsimile;
c teleconferencing;
d World Wide Web.
10 Which of the following statements is TRUE about an e-mail message
sent with two recipients in the Cc field and one in the Bcc field?
a The recipient is unaware that the message is copied to others.
b The recipient is aware that the message is copied to one other.
c The recipient is aware that the message is copied to two others.
d The recipient is aware that the message is copied to three others.
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Short answer and essay-type questions
1
2
Briefly describe any TWO types of electronic communication.
Discuss TWO advantages and ONE disadvantage of sending a
document via electronic mail as compared to sending a fax.
3
Discuss how EACH of the following e-mail features is likely to be
beneficial to an administrative assistant who has to send out meeting
documents to members of a board:
a The ability to send to multiple recipients.
b An address book.
c The ability to send attachments.
Look at the screen shot on the left and then answer questions 4 and 5.
4
aHow many recipients has the
e-mail been sent to?
bWhat is the e-mail address of
the recipient who was blind
courtesy copied?
c
What type of document is
attached?
5
List the steps required to:
a
Courtesy copy the message to
two other recipients.
b Send the message to all the
recipients.
6
Marva Ramsingh is the
administrative assistant to the
Chairman of the Board. She
has been instructed to prepare
the necessary documents to be
circulated via e-mail before a
board meeting. This is the first
time that the documents will be
circulated in this way.
a
Identify ONE essential piece of information about EACH
board member that Marva must have before she can circulate
the documents.
bShould the addresses of the recipients be placed in the To, Cc or
Bcc field? Justify your answer.
c
Suggest ONE way in which Marva could receive feedback to
indicate whether the message has been received by each recipient.
7
Suggest ONE reason why an administrative assistant in an
organisation may find it useful to carry out EACH of the
following activities:
a
Add entries to an address book.
bStore e-mail messages sent to a particular person in a
particular folder.
c
Sort messages by subject.
8
The receptionist at ABC Designs has been asked by the manager
to let him know as soon as a particular document is received from
an overseas client. Suggest TWO ways that the receptionist may
be alerted that the document has been received if the means of
transmission is:
a facsimile;
b e-mail.
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16
By the end of
this chapter
you should be
able to:
Concept map
Document management
Objectives
distinguish between manual and electronic filing systems;
identify types of documents used in data processing;
manipulate an electronic filing system;
explain what the integrity of files means;
explain what the security of files means;
examine issues related to the retention of files;
explain methods for tracing document versions.
Document management
Document management
involves
creation
storage
retrieval
retention
disposal
of
documents
types include
turnaround
source
are
are stored in
machine-readable
digital format
paper-based format
as
in a
files
manual filing system
archived
retained for a period
have
disposed of at end
of retention period
in an
electronic filing system
secure files using
passwords
firewall
disaster recovery mechanisms
safeguard file integrity
using
overwrite protection
restricted access
virus protection
encryption
read only access
traceable versions
tracked by
date modified
version number
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ITQ1
List THREE types of EACH of the following
documents kept in a filing system:
(a)
documents received from outside
the organisation;
(b)
documents dispatched by the organisation;
(c)
documents generated and used within the
organisation.
document management •
filing system •
ITQ2
List TWO types of document that originate in
EACH of the following formats:
(a) paper-based;
(b) electronic.
ITQ3
The documents in a stack of files similar to
Figure 16.1(b) can be damaged by people, pests
and natural disasters. Describe ONE situation
involving EACH of these threats.
Daniel is Dox to Go’s File Librarian. He has overall responsibility for manipulating the
company’s electronic filing system and for ensuring the security and integrity of all the files
in the care of the company. Like most other companies, Dox to Go stores documents in both
paper and electronic formats. Daniel often receives phone calls from other team members
who are searching for a document that they know exists but can’t find. As File Librarian,
Daniel implements the company’s file retention policy and has to ensure that documents
are archived for the retention period indicated in the policy. Sometimes his co-workers
request a duplicate or a replacement copy of a document. Daniel has been helping his coworkers to use various methods for tracing document versions.
Filing systems
Have you ever had to waste time re-creating a document that you can’t find?
Chances are that if you had a proper document management system in place
then your document would have been efficiently retrieved.
Document management is an administrative function that sees to the efficient
creation, storage, retrieval, retention and disposal of documents.
A filing system lies at the heart of a document management system.
A filing system is a set of policies, procedures and methods used for organising
and identifying files or records to increase the speed of retrieval, their storage
and preservation.
An effective filing system is the key to getting the most out of the vast number
of business documents created and received within an organisation every day.
Three basic things are kept in a filing system:
• documents received;
• documents dispatched;
• documents used internally.
When documents are properly managed, people within an organisation
are able to function efficiently and can offer a high quality of service to
their customers.
How do manual and electronic
filing systems differ?
Whether manual or electronic, a filing system:
• stores information;
• safely preserves information;
• facilitates quick information retrieval.
A manual (or traditional) filing system
stores paper-based documents in a device that
offers some protection against unauthorised
access as well as against fire, pests and
natural disasters. Paper folders and metal
filing cabinets are popular storage devices in
a manual filing system.
In an electronic filing system, documents
are stored as electronic documents on a
storage device or in iCloud storage. These
devices include compact discs (CD-ROM),
digital video discs (DVD), floppy disks, hard
disks, flash drives and memory cards. Table
16.1 on the next page summarises the ways
in which these devices differ.
(a)
(b)
Figure 16.1 (a) A three-drawer
vertical filing cabinet; (b) a stack
of files
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Manual
Electronic
How the document
is stored (media).
Paper-based documents.
Electronic files.
Storage container
used (device).
File folders and filing
cabinets.
Magnetic disks and tapes,
optical disks (CD and
DVD), flash drives and
memory cards.
Threats to which the
documents
are exposed.
Insects.
Power problems, hardware
malfunction and viruses.
Elements such as water, wind
and fire.
Number of users that One.
may use a document
simultaneously.
Many.
Table 16.1 Manual and electronic filing systems differ in a number of ways
Advantages of an electronic filing system
Electronic filing systems have a number of advantages over their manual
counterparts.
• Less space required: more documents may be stored in a smaller space.
• Less costly: the cost to store 100,000 documents in an electronic filing
system is much less than the cost of storage in filing cabinets.
• Faster retrieval: computer-based file management systems facilitate
faster access.
• Increased portability: it is much easier to move vast volumes of documents
from one place to the next when they are held in an electronic filing system.
• Enhanced security: it is easier to secure electronic documents from
unauthorised persons while making them readily available to authorised users.
• Flexible document sharing: several people in different locations may have
access to the same document at the same time.
Disadvantages of an electronic filing system
Electronic filing systems also have a number of disadvantages when compared
with their manual counterparts.
• More prone to failure: computer systems depend on electricity and
electronics for their operation. A prolonged power outage or hardware
malfunction can cause the temporary suspension of business or even
permanent loss of data.
• Ease with which data may be lost: electronic files can be permanently
deleted in error.
• Data more vulnerable: in cases where an ineffective security system is in
place, threats such as hacking can breach the integrity of the documents
stored and the organisation may not even know.
Types of document
source document
•
machine-readable document •
A document used for the initial recording of data relating to business transactions
is a source document. In most cases, data on these source documents needs
to be converted into a machine-readable form before it can be processed by
a computer. An invoice for stationery items supplied to an organisation is a
source document. The data on this invoice such as the date, invoice amount and
payment due date have to be manually entered into a computer system.
Machine-readable documents are those that can be read directly and
understood by the computer. Automated data capture is a process during which
data is directly entered into a computer with little or no user intervention.
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ITQ4
turnaround document •
For EACH of the following state whether the
document is a source, turnaround or machinereadable document.
(a) blank cheque;
(b) telephone bill;
(c) receipt from gas station;
(d) expense report;
(e)
hand-written customer complaint received
by fax;
(f)
customer complaint received as an
e-mail message;
(g)
blank bar-coded airway bill accompanying
a courier package.
Microphones, bar code readers,
Type of document Examples
document scanners and sensors
Source document
Cheques.
are examples of devices that
Delivery notes.
facilitate this process. Data
Letters.
capture usually increases the
Invoices.
speed and accuracy of the data
Machine-readable
Airline boarding passes.
collection exercise.
Bar codes on products
A turnaround document is
being sold.
Cheques.
one which, after being output
Survey forms.
by the computer, can be used
Typewritten text.
to record data. For example,
Turnaround
Airline boarding passes.
the bills produced by utility
Utility bills.
companies have machineInvoices.
readable features such as bar
codes that may be scanned Table 16.2 Examples of types of document
when the bill is being paid. This
scanning causes data to be entered directly into the computer without the need
for the cashier to type the data on the keyboard.
Document organisation
drive •
Drive
letter
Device
A:
Floppy disk drive.
C:
Internal hard drive.
D:
CD-ROM / DVD-ROM.
E:
Removable drive (USB flash
drive / external hard drive).
A drive is a device on a computer that can be used to store data and documents.
It can be internal or external. Recall that we discussed drives in Chapter 1.
Each secondary storage unit attached to a computer is assigned a drive letter
by the operating system. There are 26 drive letters, A through Z.
Table 16.3 Common drive letter
assignments
Figure 16.2 Drive letters are assigned by the operating system. The filing system
shown has three drives – an internal hard drive (C:), a recovery drive (D:) and a
DVD-RW drive (E:).
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folder •
Figure 16.3 The Windows folder icon
ITQ5
List THREE items that may be contained in a
folder on your computer.
A folder is a container on a computer for storing files. It is useful for keeping
similar files together and you can have folders inside folders (sub-folders). A
folder is easily identified as its on-screen representation resembles a paper file
folder used in an office.
All files are held permanently on a drive. Files can be created, saved, opened,
renamed, copied, shared, moved, deleted, dragged, dropped, searched for,
overwritten and protected.
In a single day, a business can create hundreds of files. Files will be created
in relation to transactions with employees, customers and vendors. These
files must be efficiently managed if the business is to meet its objectives. The
Windows file manager provides ready-made containers such as My Documents
and Shared Documents for managing files. These are two of the standard folders
that are created by the operating system.
Each file has a file extension, which is a short name added to the main part
of the file name to indicate the application that created it or the type of data or
instructions it contains.
Extension
File type description
Content
.bmp
Standard Windows Bitmap image.
Image.
.doc or .docx
Microsoft Office Word document.
Document.
.dot or .dotx
Microsoft Word Document template.
Document template.
.exe
Executable file.
Files containing code designed to perform a task.
.gif
Graphics interchange file format.
Web graphics.
.html
Hypertext markup language.
Web page.
.jpg
JPEG bitmap image file format.
Image.
.mdb
Microsoft Access database.
Database.
.png
Portable network graphic.
Web graphics.
.pps or .ppsx
Microsoft PowerPoint slideshow.
Slideshow.
.ppt or .pptx
Microsoft Office PowerPoint Presentation file format.
Slides.
.txt
Common text file.
Text.
.xls or .xlsx
Microsoft Office Excel spreadsheet.
Workbook with worksheets.
.zip
WinZip file.
Compressed files.
Table 16.4 Common file extensions
File integrity
file integrity •
ITQ6
(a)
Suggest, with reasons, which file may have
caught the lab attendant’s eye.
(b)
Describe how the file ended up on the USB
flash drive.
(c)
Suggest, with reasons, whether the action
described in part (b) was deliberate.
File integrity is the accuracy, completeness and internal consistency of the data
stored in a file.
Consider the following scenario.
An accountant creates an electronic spreadsheet containing the credit card
details of 500 customers and saves this file on the desktop of his computer. He
leaves his desk for a few hours to attend to company business. In his absence,
an accounting clerk seizes the opportunity to use the computer to complete
a school assignment. She creates a few files in the process and saves them on
the desktop. When she is finished, she copies the assignment files, and others,
to her USB flash drive. Later that day, she hands over her flash drive to a lab
attendant to get her files printed. The attendant opens the folder and a particular
file catches his attention.
Similar scenarios happen daily. A series of activities and events, some
accidental, others deliberate, may break the integrity of a file in a filing system.
The scenario above could also have played out in the following ways:
• The accounting clerk opens the file with the credit card details and copies
some of the data to a piece of paper.
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overwrite protection •
read-only access •
• The accounting clerk accidentally deletes the file with the credit card details.
• Someone could have slipped in when the office was empty, opened the file,
changed some of the numbers, saved the file and slipped out unnoticed.
So many possibilities, all of which have the same consequence – the file has
lost its integrity.
In some cases, the integrity breach may be noticed. There may be situations
where an inaccurate or incomplete file may be used to disastrous effect.
Data security plays a key role in maintaining data integrity as it provides
the mechanism to safeguard files from corruption and unauthorised access. We
discuss data security below.
To protect the integrity of files, the following mechanisms are used, sometimes
as standalone measures, and sometimes in combination with others.
• Overwrite protection: This measure prevents data from being written in
an area where data is already stored, thereby destroying the original data.
Storage media such as floppy disks utilise this mechanism.
• Read-only access: In an office, it is customary for employees to share
resources. In some cases, multiple persons are required to reference a
particular document. To protect its integrity, the owner of the file can make
the file ‘read-only’. This will prevent other users from making any changes.
(a)
(b)
Figure 16.4 (a) The file PriceList is read-only. This prevents changes from being
saved to the file but it does not prevent the file from being deleted. (b) An attempt
to delete a read-only file will generate a confirmation request.
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restricted access •
• Restricted access: When shared, files or folders are more vulnerable to a
range of threats such as viral attacks and accidental deletion. This is why
antivirus protection and read-only access are used alongside restricted access
to maintain file integrity.
(b)
Figure 16.5 (a) Permissions may
be set for a file that either ‘Allow’ or
‘Deny’ various levels of access to users
or groups of users. The current settings
prevent the file from being (b) deleted
or (c) accessed.
virus protection •
virus •
A free antivirus
program
encryption •
ITQ7
List TWO of EACH of the following types of
threat to which files are exposed:
(a)
deliberate threats by employees;
(b)
deliberate threats by persons outside
the organisation;
(c)
software glitches.
(c)
(a)
• Virus protection: A virus is a potentially harmful piece of software. Left
undetected, it may damage data on the host computer. It may also harm
data on other computers that are in communication with the infected
computer. To safeguard files from viral attacks, an antivirus program should
be installed, configured and used on a regular basis. Most antivirus programs
can be configured to scan files on access and automatically remove any
threat suspected.
• Encryption: Data that is being transmitted ‘over the wire’ from one location
to another may be protected using encryption. For example, when we buy
something online our credit card data is encrypted as it travels between
the local machine and the web server. The encryption is usually built into
software that transfers data using public telecommunications facilities such
as the Internet so that the end users do not need to do anything.
File security
File security is the means of ensuring that a file is kept safe from corruption and
that access to it is suitably controlled. Any action or event that threatens the
security of a file is called a threat.
Files must be kept secure from a wide range of threats, some deliberate,
others accidental. Deliberate threats come from persons within the organisation
as well as others on the outside. Accidental threats come in the form of hardware
problems, software glitches, malware and viruses, user errors and mishaps, and
the effects of natural disasters.
Any action that is used to counteract the likely impact of a threat is called a
countermeasure. Several countermeasures can safeguard files, but none of them
can keep files 100 per cent secure. For example, even if a computer is locked
away in a room and is only accessible by authorised persons, the files are still
threatened by hardware malfunction, software glitches, power problems and a
host of other threats. Usually, a number of countermeasures are applied at the
same time so that their combined effectiveness may offer adequate protection
from the threats identified.
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Passwords
password •
Files may be secured by the use of a password. A password operates on the basis
of what a user knows – a set of characters that may be used to give access to one
or more files. Typically, users select their own passwords. The best passwords
contain at least eight characters, combine lower and upper case letters, and
include one or more numbers and at least one special character. As complex as it
is, it still needs to be easily remembered. For example, g0ld3NBu$ is likely to be
a strong password as it contains nine characters, two of which are numbers and
one a special character. It is easily remembered as it really is two words: golden
bus. Also, the letter ‘o’ has been replaced with the numeral ‘0’ and the letter ‘e’
with the number ‘3’, which resembles an ‘E’ reversed.
Passwords should be kept confidential as this is one of the things that make
the measure effective. Any password written down on a notepad beside the
computer will not provide much protection.
A personal identification number (PIN) is a numeric password either assigned
by a company or selected by a user. PINs are used as a security mechanism on
mobile phones and also on bank accounts that are accessed at an automated
teller machine.
(a)
(b)
Figure 16.6 (a) The General Options
dialog may be accessed from the Tools drop
down list located in the lower left-hand
corner of the Save As dialog; (b) a range of
security options may be set in the General
Options dialog
Firewalls
firewall •
A firewall is a computer program or device
that permits an organisation’s internal
computer users to access the external
Internet but severely limits the ability of
outsiders to access internal data files. A
firewall may be implemented through
hardware, software or both.
Figure 16.7 Windows Firewall is
implemented as a software-only
file security mechanism and is a
component of the operating system
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Disaster recovery mechanisms
In the event that the integrity or the security of a file is breached, the file may
be restored to its original condition if a functioning disaster plan is in effect. A
disaster plan is the documented policies and procedures intended to prevent
damage, minimise damage, or recover from damage to files. Such a plan may
document the following mechanisms.
Backup systems
backup system •
(a)
A systematic procedure where files are routinely copied (backed up) to
removable storage devices is the key activity in a backup system. For this to
work effectively, however, the storage device with the copy of the file should be
stored in a safe location. An automatic backup utility is usually provided by the
operating system that creates a duplicate copy of the data on your hard drive.
(b)
Figure 16.8 (a) The Backup or Restore tool is one of the Windows operating system accessories; (b) a user may choose what
to back up and also what device to store the data on
Periodic comparison with master file
Software is available that makes a master copy of the original file and then
compares the file with the master at pre-set intervals. Any change is automatically
reported. This does not mean that the original is corrected, merely that any
changes are flagged up.
Fireproof and waterproof storage
Filing cabinets that are both fireproof and waterproof are used to store disks,
tapes and optical media (CDs and DVDs) that constitute a set of backup files.
In the event of damage to unprotected computer equipment and files, these
backup files may be retrieved and restored, thereby restoring the integrity of
the files.
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File retention
archive •
retention period •
limitation periods •
destruction date •
An archive comprises the files created or received and accumulated by an
institution or organisation in the course of routine business and retained due to
their continuing or enduring value. These files are usually stored on removable
media such as a DVD or magnetic tape and kept in a secure location. Files in this
archive will be kept for a retention period then destroyed.
A file may be as obvious as a memorandum, an e-mail, a contract or a
report, or something not as obvious, such as a computerised desk calendar,
an appointment book or an expense record. If the file is related to financial
transactions undertaken by the institution or organisation then it has to be kept
for the period established by law, called the retention period. In some Caribbean
countries this is a minimum of six years.
Most countries do not have specific retention periods set down by the
limitation rules in that country. However, the statutory limitation periods are
relevant as they indicate the length of time documents will be required in order
to bring or defend proceedings in court and, as a result, for how long they
should be retained. Limitation periods vary enormously; many countries have
limitation periods of six years for most actions.
The destruction date is the date that marks the end of the legally required
retention period for non-permanent records and the time when records should
be destroyed, unless the records are involved with or relevant to audit, litigation
or continuing administrative action.
Company policy, best practice and laws govern the length of time that certain
types of corporate records should be kept. In the case where the law stipulates a
time period, this is regarded as a legal limit. In some organisations, the retention
period may exceed the legal limit. Based on the retention periods established
for various types of document, each document is assigned a destruction date.
When the destruction date arrives, the document is destroyed and a certificate
of destruction is prepared.
Failure to retain documents for the minimum periods specified could:
• hinder the organisation from responding to customer queries;
• cause the organisation to be penalised by Government and
regulatory authorities;
• cause the loss of rights to employees and related individuals;
• obstruct justice.
Version control
version control •
Version control is the management of multiple revisions of the same document.
Version control enables a user to tell one version of a document from
another. Failure to use the most current version of a document could lead to
poor decisions.
There are a number of techniques that may be used for tracing document
versions. Two of these are the use of version numbers and the date created/
modified. With the date created/modified method, the date the document is
created or modified is appended to the end of the filename.
Version
Document name
First
ProductProposal_01June2011.docx.
Second
ProductProposal_04June2011.docx.
Most recent
ProductProposal_05June2011.docx.
Table 16.5 An example of how document versions may be traced using date
created/modified
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Version control
Document Date
Date the document is created or revised is identified on the first
page and, when possible, is incorporated into the header or footer
of the document and appears on every succeeding page.
Version Number
Current version number is identified on the page and, when
possible, is incorporated into the header or footer of the document
and appears on every succeeding page.
First Draft
1st draft is Version 0.1 – subsequent drafts will increase by “0.1”
First final
First final version will be Version 1.0.
Revisions to a Final Version
First documents undergoing revisions will be Version “X.1”
for the 1st revision; subsequent drafts will increase by “0.1”
e.g., 1.1,1.2, 1.3.
All changes will be documented.
Subsequent Finals
Version number will increase by “1.0”
above the version being revised
e.g., 1.x becomes 2.0, 2.x becomes 3.0.
Figure 16.9 A flowchart for implementing version numbers
Think outside the box!
d
our min
Open y r limitations
ou
Undo y s
k
is
Take r
Some days in the office will be harder than others. When it’s time to go
home, you may find a task you’re required to complete has barely begun
to take shape. Dig in! These are the times when you will have to allow
yourself to see beyond your contractual obligations and pull on everything
within you. You may very well need to forget the clock and get to work.
Furthermore, it is at times like these that you are able to test your creativity
out a bit.
Find innovative ways to approach an old task or novel ideas to apply to
a new one. To set yourself apart, dare to be someone who gives a little more
than is asked of you, who brings exciting solutions when challenges arise.
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If your objective is to add value wherever you find yourself, be aware that
you will make the greatest impact by going beyond simply being reliable to
being the person who has a knack for making the best out of whatever you
have at your disposal. When the necessary tools are not available, when you
do not have the usual support systems, defy the odds by charting new paths.
There are no rules to thinking outside the box. Do your very best to let
go of preconceived notions and norms and ‘push the envelope’ to enable
yourself to deliver answers that may not be had with routine approaches.
Sometimes you may even have to chance being laughed at and ridiculed.
Just remember that the Wright brothers were the butt of many a joke when
they told of their plans to build a flying machine. Keep an open mind, invent
or revolutionise, and get the job done!
Today at Dox to Go
It’s fun time in the team restaurant today. The theme is Create & Innovate.
There is a Garbage Bag and Toilet Paper Fashion Show.
In your designated groups, refer to your session from chapter 1 ‘Create a
great first impression!’ and take out the items you were required to collect.
Now complete the following tasks with your group.
1 Select a few pieces in each clothing category from all members and glue
them randomly on a piece of cartridge paper, numbering each item.
Name it Group X’s (insert a name for your group) Fashion Closet.
2 Select three models. Using only plastic rubbish bags and toilet paper,
design clothing, one model per category, to be modelled in the
following categories:
a Going to the Chapel.
b Life’s a Beach.
c Dressed to Impress: My First Day on the Job.
(You may need to design clothing directly onto the model.)
3 Post your Fashion Closet where it is accessible to the other groups.
4 Fashion Show Time! Select a compère to introduce the show. This
person must describe what each model is wearing according to the item
the design is based on. No attention must be paid to the actual colours
of garbage bags or tissue paper. The compère must sound convincing,
making the clothing sound like an exciting, high fashion experience.
(Take notes when other groups showcase their pieces.)
5 Once each group has finished, members of the other groups must go to
the posted chart of that group’s fashion closet and select the items they
feel were the ones modelled, noting the numbers.
Discussion corner
Which group managed to come closest to the designs they described by
using rubbish bags and toilet paper?
Which compère was best at creating a description of the item that inspired
the design? Why?
Personal follow-up
In your journal, reflect on your day thus far. Have you learned anything
new? What does the term ‘think outside the box’ mean to you?
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A filing system lies at the heart of a document management system.
A filing system is a set of policies, procedures and methods used for
organising and identifying files.
›› An effective filing system increases the speed of retrieval, storage and
preservation of documents.
›› A manual (or traditional) filing system stores paper-based documents in file
folders and filing cabinets.
›› An electronic filing system (EFS) stores documents on storage devices
such as CD-ROMs, DVDs, floppy disks, hard drives, flash drives and
memory cards.
›› Electronic filing systems have a number of advantages over their manual
counterparts, such as using less space, faster retrieval, increased portability,
enhanced security and more flexible document sharing.
›› A source document is a document used for the initial recording of data
relating to business transactions.
›› A machine-readable document is one which can be read directly and
understood by a computer.
›› A turnaround document is one which, after being output by the computer,
can be used to record data.
›› In an EFS, a drive is at the highest level in the hierarchical structure, a
folder is in the middle and a file is at the lowest level.
›› File integrity mechanisms include overwrite protection, restricted access,
virus protection, encryption and read-only access.
›› File security mechanisms include the use of passwords, firewalls and
disaster recovery mechanisms, for example, fireproof and waterproof
storage and backup systems.
›› Files are disposed of at the end of a retention period, which is usually
longer than the legal limit for retaining files.
›› Methods for ensuring the traceability of document versions include the use
of date created/modified and document versions, for example, v.1.1, v.1.2.
››
››
1
2
3
4
5
6
7
Any TWO examples such as: (a) purchase orders, invoices, letters, reports,
memos, bank statements; (b) electronic mail, web-based orders, advertising
copy, presentation files.
Any THREE examples such as: (a) purchase orders, invoices, letters,
reports, bank statements; (b) purchase orders, invoices, letters;
(c) memos, accounting journals, attendance registers, payment
requisitions, materials requisitions.
For example: (a) an individual may accidentally spill a beverage onto
documents, causing them to be stained or torn; (b) pests such as
cockroaches may eat portions of documents, destroying them in the
process; (c) documents may get water-damaged in a flood.
(a), (f), (g) machine-readable; (b) turnaround document; (c), (d), (e)
source document.
Any THREE examples such as: sub-folders, files, programs, short-cuts.
(a) The file containing the credit card details OR the file containing
the student’s assignment. (b) The file with credit card details may have
been accidentally selected and copied to the USB drive; the file with the
assignment may have been intentionally copied to the USB flash drive by
the accounting clerk. (c) Any reasonable explanation consistent with the
answer in (b).
Any TWO examples such as: (a) data theft, data corruption; (b) hacking,
viruses; (c) data corruption, data loss.
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Group activity
Each of the following activities is suitable for groups of 3–4 students.
1 Do students, teachers and personnel in administrative offices use
similar mechanisms to safeguard their files?
a
Investigate how each of the following individuals protect the files
on their computer systems to maintain their integrity and to keep
them secure:
i a classmate;
ii a teacher;
iii a staff member in the school’s Bursary;
iv a staff member in the school’s students records office.
bDescribe the measures used by the individual selected.
c
Collaborate on the preparation of a report that compares the
mechanisms used and how the mechanisms are implemented.
Ensure that any differences are clearly highlighted.
2 Each group member should carry out web-based research
to determine a mechanism to create a strong password. As a
group, develop a set of guidelines that employees in the school’s
administrative office could use to create strong passwords. The
guidelines should include at least three items that MUST be done as
well as three that MUST NOT be done.
Examination-style
questions
Multiple choice questions (MCQs)
1
Which of the following statements are TRUE about an electronic
filing system:
I Documents are stored as electronic files.
II Uses file folders and filing cabinets.
III Documents are stored as paper-based documents.
IV Contents may be damaged by water, fire and viruses.
a I and II only.
b II and III only.
c I, II and IV only.
d I and IV only.
2 Which of the following is NOT an advantage of an electronic
filing system?
a Ease with which documents can be shared.
b Ease with which data integrity can be breached.
c More documents may be stored in a smaller space.
d Electronic file management facilitates faster retrieval.
3 In an electronic filing system, __________ are at the highest level of
the hierarchical structure whereas __________ are at the lowest level
of the hierarchy.
a drives, folders;
b drives, files;
c files, folders;
d folders, drives.
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4 In the following table, X, Y and Z respectively represent
_____________.
X
Y
Z
Initial recording
of data relating
to business
transactions.
Computer output
which can be used
to record data.
Document
which may
be read
directly and
understood by
the computer.
a
source document, turnaround document, machine-readable
document;
bmachine-readable document, turnaround document,
source document;
c
source document, machine-readable document,
turnaround document;
dmachine-readable document, source document,
turnaround document.
5 All the following are mechanisms to safeguard the integrity of a
file EXCEPT _______________.
a overwrite protection;
b passwords;
c read-only access;
d restricted access.
6 Making a file read-only is a file __________ mechanism.
a integrity;
b security;
c sharing;
d protection.
7 All of the following are mechanisms to secure files
EXCEPT ____________.
a use of passwords;
b use of firewalls;
c use of fireproof storage;
d use of fire extinguishers.
8 Which of the following mechanisms relate to the integrity of files?
I Backup systems.
II Encryption.
III Restricted access.
IV Use of passwords.
V Virus protection.
a I, III and V only.
b II, III and V only.
c I, II, III and IV only.
d II, III, IV and V only.
9 Archiving relates to the __________ of files.
a security;
b integrity;
c retention;
d traceability.
10 In an electronic filing system, a document with a version of 1.2 is
likely to represent which of the following situations?
a A second draft of a document.
b The first final version of a document.
c The second final version of a document.
d A final document undergoing revisions.
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Short answer and essay-type questions
antivirus program access control restricted access archiving
firewall
password
encryption
backup
restore
archive
personal identification number (PIN)
1
Complete the following statements with one word or phrase from
the word list above. A word may be used once, more than once, or
not at all.
a
A(n) _________________________ protects a computer against
viruses by identifying and removing any computer viruses found
in memory, on storage media, or in incoming files.
bA(n) _________________________ is a utility program that
detects and protects a personal computer and its data from
unauthorised access.
c
A(n) _________________________ is a security measure that
defines who can access a computer, when they can access it, and
what actions they can take while accessing the computer.
dMany websites require a user to enter a(n)
_________________________, which is a private combination of
characters that allows access to certain computer resources.
e
A(n) _________________________ is a numeric password either
assigned by a company or selected by a user.
f
_________________________ is the process of converting readable
data into unreadable characters to prevent unauthorised access.
g
A(n) _________________________ is a duplicate of a file,
program or disk that can be used if the original is lost, damaged
or destroyed.
hIn the case of system failure or the discovery of corrupted files,
users ________________________ the files by copying the backed
up files to their original location on a computer.
2
Dox to Go has hired an IT consultant to set up and maintain an
electronic filing system at the company’s new location in Warrens,
Barbados.
a
What is an electronic filing system?
bState TWO tasks involved in setting up and maintaining an
electronic filing system.
c
State TWO advantages of an electronic filing system as compared
to a manual filing system.
dState ONE disadvantage of an electronic filing system as compared
to a manual filing system.
3
Give examples of TWO of EACH of the following types of document
used in data processing:
a source documents;
b turnaround documents;
c machine-readable documents.
4
The manager of Dox to Go has created a spreadsheet with sensitive
data and has saved the document in the Shared Documents folder on
the C: drive.
a
Briefly explain how EACH of the following mechanisms can help
to protect the integrity of the file:
i using a password;
ii making the file read-only.
bDo you believe it was a good idea to store the file in the Shared
Documents folder? Justify your response.
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5
State whether EACH of the following is a data integrity or a data
security mechanism.
a backup system;
b encryption;
c fireproof storage;
d firewall;
e overwrite protection;
f password;
g read-only access;
h restricted access;
i virus protection.
6
Possibility High School has been in operation since 1925. The law
requires that it keeps student admission and academic records on
location so that they may be accessed at any time. Financial records
should be kept for at least seven years.
a Describe how archiving could be used to good effect at the school.
b With the aid of suitable examples, explain the concepts of:
i retention period;
ii disposal;
iii legal limit for retaining files.
7
Examine the screenshot and answer the questions that follow.
a
What is the name of the active folder?
bHow many files are stored in the active folder?
c
Going clockwise, name the application used to create EACH
file shown.
dThe files Budget_Dec2011 and BudgetRevised store the same data,
however one is slightly more up to date than the other.
i
Suggest which of the two files appears to be more recent.
Justify your answer.
ii
Recommend new filenames for all of the files using a named
version control technique.
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17
By the end of
this chapter
you should be
able to:
Ethics
Objectives
explain the concept of intellectual property;
describe the rights that are protected by intellectual property laws;
explain the concept of copyright;
explain the concept of plagiarism;
list guidelines to avoid plagiarism;
organise your work station effectively in order to maximise output;
develop acceptable work habits and attitudes;
plan and prioritise tasks to obtain satisfactory results.
Ethics
Concept map
Ethics
govern
cultivation of
good habits and work attitudes
proper use of intellectual property
such as
contribute to
these desirable habits:
meeting deadlines
punctuality
good grooming
punctuality
including
personal integrity
these work attitudes:
working without supervision
team spirit
co-operation
diversity
courtesy
respect for others
literary works
commercial creations
artistic works
when used without
appropriate credit
protected by
plagiarism
intellectual property laws
may be avoided by
obtaining approval
giving credit where due
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It is Thursday, traditionally the busiest day of the week for Dox to Go. It is only 11 am and
already Monique, the Customer Service Associate on duty, has logged over 20 jobs for the
very popular one-hour service. As is her custom, she cheerfully greets a female customer and
enquires, ‘How may we serve you today?’ The customer takes out a shrink-wrapped CDROM, places it on the counter and says, ‘I need you to make 50 copies of this CD, complete
with full-colour inserts and jewel case.’ Monique is astonished at the request and replies,
‘Ahm … I am sorry ma’am … that CD-ROM contains someone’s intellectual property, we
are not allowed to copy it, that is the law.’ ‘Intellectual property?’ says the customer in a
quizzing tone. ‘Yes, intellectual property. We will explain to you later,’ Monique replies.
‘The future of the nation depends in no small
part on the efficiency of industry, and the
efficiency of industry depends in no small part
on the protection of intellectual property.’
Judge Richard Posner, US Court of Appeals for
the Seventh Circuit
Every day new intellectual properties are created. Similarly, each day
intellectual property is used without respecting the rights of the owners. This
happens out of ignorance because many consumers (such as students, teachers
and business people) are not aware of intellectual property laws. As potential
administrative professionals, an understanding of the concept of intellectual
property is crucial to your effective functioning in the 21st-century world
of business.
In this chapter we will discuss three important aspects of intellectual property:
the work, the people, and the laws that protect intellectual property. We will
also explain plagiarism and suggest what can be done to avoid it.
Intellectual property (IP)
intellectual property •
According to the World Intellectual Property Organisation (WIPO):
Intellectual property (IP) refers to creations of the mind: inventions,
literary and artistic works, and symbols, names, images, and designs used
in commerce.
The work
For more information about
Intellectual Property visit WIPO’s
website at http://www.wipo.int.
ITQ1
Name TWO inventions that have changed
the way people communicate during the
last decade.
ITQ2
What is the name of the organisation that
administers the intellectual property rights
system in your country?
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Apple first developed its idea for the iPhone, and it was then built and copied
and sold all over the world. Apple’s intellectual property must be protected,
including the idea and the iPhones it makes, despite the fact that they are
owned by millions of people worldwide. Owning an iPhone does not mean you
own the idea!
The intellectual property is the created work; this is the most important
aspect of IP. Without it there would be nothing to protect. Intellectual property
relates to items of information or knowledge that can be incorporated into
tangible objects at the same time in an unlimited number of copies at different
locations anywhere in the world. The property is not in those copies but in the
information or knowledge reflected in them.
IP is usually divided into two categories or branches: industrial property
and copyright.
Industrial property
Copyright
Inventions (patents).
Trade marks (words, phrases, symbols).
Industrial designs.
Geographic indications of source.
Novels.
Poems.
Plays.
Films.
Musical works.
Artistic works:
• drawings;
• paintings;
• photographs;
• sculptures;
• architectural designs.
Table 17.1 Some examples of different types of creations of the human mind
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17 · Ethics
Smartphone link to view Burger King
logo
Burger King, Whopper, Have It Your Way and the crescent logo are registered
trade marks of the Burger King Corporation or of other companies in the Burger
King Group.
Jamaica Blue Mountain Coffee is an example of a geographic indication of
source. The coffee has a globally protected certification mark, meaning that only
coffee certified by the Coffee Industry Board of Jamaica can be labelled as such.
It comes from a recognised growing area in the Blue Mountain region of Jamaica
and its cultivation is monitored by the Coffee Industry Board of Jamaica. The
Coffee Industry Board owns the Jamaica Blue Mountain® coffee trade mark.
The people
IP may be produced by one or more individuals. The Caribbean has a long
and impressive list of people who have produced IP. These include novelists,
playwrights, film writers, journalists, photographers and architects.
Activity 1
Smartphone link to Jamaica’s Coffee
Industry Board website
Conduct some research and make a list of some of the novels, poems and
plays produced by the following Caribbean writers:
a Trevor Rhone (Jamaican).
b V.S. Naipaul (Trinidadian).
c Ian McDonald (Trinidadian).
d Derek Walcott (St. Lucian).
e Anthony Winkler (Jamaican).
Figure 17.1 Popular Caribbean writers: (left to right) Trevor Rhone, Ian
McDonald and V.S. Naipaul
The laws
copyright •
The importance of protecting intellectual property was first recognised in
the Paris Convention for the Protection of Industrial Property in 1883 and
the Berne Convention for the Protection of Literary and Artistic Works in
1886. Both treaties are administered by the World Intellectual Property
Organisation (WIPO).
Countries generally have laws to protect intellectual property for two
main reasons:
1 To give statutory expression to the moral and economic rights of creators in
their creations and to the rights of the public in accessing those creations.
2 To promote creativity, and the dissemination and application of its results,
and to encourage fair trade, which would contribute to economic and
social development.
Owners of intellectual property rely on a range of laws to protect their
respective properties. One such intellectual property law is copyright law.
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Copyright
economic rights •
According to Section 6 sub-section (1) of The Copyright Act (Jamaica):
Copyright is a property right which may exist in the following categories
of work:
•original literary, dramatic, musical or artistic works;
•sound recordings, films, broadcasts or cable programmes;
•typographical arrangements of published editions.
and copyright may exist in a work irrespective of its quality or the purpose
for which it was created.
There are two types of rights under copyright. Economic rights allow the
rights owners to derive financial reward from the use of their works by others.
Moral rights allow the authors to take certain actions to preserve the personal
link between them and the work.
Scan to view Trinidad & Tobago’s
Copyright Act
Figure 17.2
An extract from Jamaica’s Copyright Act
Economic rights
ITQ3
Can a student legally make multiple copies of a
music CD without violating the economic rights
held by the author of the copyrighted work?
royalties •
Under the Copyright Act, the exclusive economic right is granted to the owner
of the copyright to do or authorise others to do a range of acts that serve to
exploit the commercial value held in the work.
This includes the exclusive right to copy the work and to issue copies of
the work to the public. The relevant section of the Copyright Act is shown in
Figure 17.2.
Many copyrighted works require a lot of money to make the number of
copies needed and to distribute these copies to the public. The owners of the
rights sometimes assign (permanently transfer) or license the rights to their
works to publishers in return for royalties.
When an individual illegally copies portions of a textbook and distributes
these (either free of cost or for a fee), they deprive the copyright owner of the
exclusive right to the revenues. This is a violation of the owner’s economic
right, a right protected by the Copyright Law.
Moral rights
moral rights •
ITQ4
Can a film production company or a publisher
own both the economic and moral rights in
a work?
Copyright protection also includes moral rights, which are only accorded to
individual authors. They are independent of the author’s economic rights, and
remain with the author even after he or she has transferred the economic rights.
The Berne Convention requires Member countries to grant to authors:
• The right to claim authorship of the work (sometimes called the right
of paternity).
• The right to object to any distortion or modification of the work, or other
derogatory action in relation to the work, which would be prejudicial to the
author’s honour or reputation (sometimes called the right of integrity).
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Under Jamaican Law, the author of a protected work has the right not to
have the work or any part thereof subjected to derogatory treatment. The law
explains derogatory to mean any act that adds to, deletes from, alters or adapts
the work and amounts to a distortion or mutilation of the work or is otherwise
prejudicial to the honour or reputation of the author.
A ‘misquote’ is not necessarily a derogatory treatment of the work. In the
next section we will introduce the concept of plagiarism and discuss quotations,
misquoting and copyright infringement.
Plagiarism
plagiarism •
Plagiarism is the use of someone’s intellectual property without giving
appropriate credit.
Many people now use computers, the Internet and the World Wide Web for
research. Since articles appear as electronic text and include images, the physical
act of copying the work of others is much easier. It is now commonplace for
students and business people to:
• turn in someone else’s work as their own;
• fail to put a quote in quotation marks;
• give incorrect information about the source of a quotation;
• copy words or ideas from someone else without giving credit;
• change words but copy the sentence structure of a source without giving credit;
• copy so many words or ideas from a source that it makes up the majority of
their work, whether giving credit or not.
All of the activities listed above are considered acts of plagiarism.
According to the Merriam-Webster OnLine Dictionary, to ‘plagiarise’ means:
1 To commit literary theft.
2 To use (another’s production) without crediting the source.
3 To steal and pass off (the ideas or words of another) as one’s own.
4 To present as new and original an idea or product derived from an
existing source.
In other words, plagiarism is an act of fraud. It involves both stealing someone
else’s work and lying about it afterwards.
Are plagiarism and copyright infringement the same?
No! Plagiarism is not copyright infringement. While both terms may apply to
a particular action, they are different wrongdoings. Copyright infringement
is a violation of the rights of a copyright holder, when material protected by
copyright is used without consent. On the other hand, plagiarism is concerned
with the unearned increment to the plagiarising author’s reputation that is
achieved through false claims of authorship.
Avoiding plagiarism
Plagiarism hurts everyone involved. Plagiarists do not acquire the skills that
legitimate work would teach them, and risk failure and expulsion. Students
who have worked hard for their grades have to compete with plagiarists for jobs
and college admissions. Teachers are also affected as they have to take time out
of the education process to deal with plagiarism.
Changing the words of an original source is not sufficient to prevent
plagiarism. If you have retained the essential idea of an original source, and
have not cited it, then no matter how drastically you may have altered its
context or presentation, you have still plagiarised it. Even though it may not
be our intention to do so, once we fail to take the necessary steps to credit the
author we are guilty of such an act.
The key to avoiding plagiarism is to:
• Make sure you give credit where it is due.
• Use the information to generate your own ideas.
• Obtain approval for the use of other people’s work.
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Most cases of plagiarism can be avoided, however, by citing sources. Even
when approval is obtained a citation is necessary. To cite a source you are
required to:
1 acknowledge that certain material has been borrowed; and
2 provide your audience with the information necessary to find that source.
Acknowledgement of references using APA style
reference •
bibliography •
The American Psychological Association (APA) has established a style that it
uses in all of the books and journals that it publishes. The CSEC Business Studies
Subject Panel requires that citations of references are done using the APA style.
Your job when citing a source is to make it possible for the readers to access
the sources of your quotes. You do this by providing the reader with:
1 a short citation in parentheses in the body of your text; and
2 a list of references used (this is often called a bibliography).
Visit the APA style website at http://www.apastyle.org to learn about the
basics of APA style. There is also a tutorial designed for those who have no
previous knowledge of APA style. It shows users how to structure and format
their work, recommends ways to reduce bias in language, identifies how to
avoid charges of plagiarism, shows how to cite references in text, and provides
selected reference examples.
Organisation of work stations
APA website link
work station •
ITQ5
Look at Figure 17.3 – which work station would
be better? Why is this so?
A work station is the environment in which an administrative assistant
prepares documents.
Employees may be characterised by their work stations. In other words, the
working environment can depict how organised the worker is in executing tasks.
The layout of a work station can affect the way in which a person works –
either adversely or favourably. A cumbersome work station can cause confusion
and frustration, while a tidy environment can enhance one’s productivity level.
Therefore, the work station should be such that the preparation of documents
can be done with competence and ease.
(a)
(b)
Figure 17.3 Two examples of work stations
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Organisation of work
mailable •
In order to accomplish a goal, constructive planning for that event is crucial as it
allows for satisfactory results. Tasks should be carried out in a systematic order
to ensure that they are completed on time and are mailable. Mailable refers to
documents that are error-free, attractive and ready to be submitted.
The following tips could enhance your competence:
• Keep your work environment free of unnecessary clutter.
• Practise effective time management and follow-up procedures.
• Ensure that you are comfortably seated.
• Keep the copy you are typing from at an angle that can be easily seen.
• Endeavour to be accurate.
Planning
ITQ6
Here is a list of documents to be prepared. What
order would be most appropriate?
A Minutes for a meeting to be held tomorrow
at 4.30 pm.
B Letter to an organisation requesting
assistance for two students.
C Memorandum to employees to attend an
urgent meeting today.
D A table showing the sale of motor vehicles
over the past six months to be presented at
the meeting tomorrow.
For the effective accomplishment of goals, you need to plan ahead. Take the
following tips into consideration:
• Keep all necessary items at hand to avoid frequently having to leave the
work station.
• Prepare a ‘things to do’ list with projects that you have to complete. As you
work, check tasks on the list to ensure completion on time.
• Complete assignments that are of utmost importance first.
• It is good to get up from your desk once in a while since tasks can sometimes
become monotonous and a break will rejuvenate you to continue working.
Stretching will also help to prevent strain on your muscles.
Habits and work attitudes
A habit is a settled or regular tendency or practice, particularly one that is
hard to give up. An attitude is a settled way of thinking or feeling, typically
reflected in a person’s behaviour. As a student being prepared for employment
in the business field you must try to develop positive habits and work attitudes.
This will lead to a favourable working relationship with your colleagues and
enhanced professionalism. From Chapter 1, the Personal Development Centre
feature has been taking you through 16 habits and attitudes that are important
for your success. The table summarises these habits and attitudes and provides
the page numbers for ease of reference.
Figure 17.4 Examples of
appropriate attire for work
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ITQ7
Martha is an efficient and qualified person
who worked with Newman’s Enterprise
as the Manager’s Assistant for five years.
However, she resigned and will begin working
tomorrow within another organisation. Because
organisations’ styles vary, how will she be able
to adjust to the norms of the new firm?
time management •
ITQ8
What desirable habits and work attitudes are
displayed in the following situation?
Mary Johnson works with Tira Agency.
Its office hours are Monday to Friday
8.00 am to 5.00 pm. She arrives at the
Agency at 7.50 am each morning and upon
entering she greets her colleagues. Her
hair is normally neatly combed and her
attire appropriate. Miss Johnson has good
interpersonal relationships at work, which is
proven in the way she readily assists others.
Chapter
Page no.
Habit or attitude
1
p. 16
Create a great first impression! – addresses the importance of being
the person the company wants at a glance; being the individual people
are happy to work with; being the team member that customers feel
welcome to approach in one go.
2
p. 38
Choose your attitude! – speaks to the ability to manage your
experiences by always choosing to be positive and the impact that
approach has on your own progress and workplace relationships.
3
p. 48
Be a team player! – is about the value of teamwork and team spirit
and the team as a sum of individual capabilities that are important in
their own right.
4
p. 61
Ask! – speaks to the value of asking questions if you don’t know
something, if you are having difficulty, or if you do not understand,
and also touches on who to ask.
5
p. 73
Always be prepared! – talks about having the right information,
tools and knowledge, and treating follow-up as a necessary part of
preparedness.
6
p. 93
Become known for your reliability! – encourages team members
to position themselves as people who can be relied upon to deliver
what is required of them AND exceed expectations.
7
p. 112
Manage your time! – addresses the importance of listing tasks, setting
goals and meeting deadlines, and also touches on the abuse of break times.
8
p. 126
Respect! – talks about the importance of treating people as you wish
to be treated and recognising the chain of command as well as the
rules and regulations of the company.
9
p. 137
Be the epitome of integrity! – deals with honesty that is
omnipresent and encourages team members to do what they would
do if the CEO were always standing nearby.
10
p. 150
Always do it well! – focuses on the importance of always doing
your best and approaching each task as a fresh opportunity to deliver
an amazing result as well as doing it right the first time and paying
attention to detail.
11
p. 166
Make a difference! – is a take on diversity that recognises that all
team members may be different on the outside but focuses on the
importance of making a difference by taking responsibility for your
own approach to self and others.
12
p. 183
Know thyself! – deals with the value of self-confidence and ongoing
self-assessment and taking the requisite steps to ‘stay in the game’.
13
p. 213
Use resources wisely! – addresses the inappropriateness of using
company equipment and property for personal reasons, as well as
conservation and energy-saving practices.
14
p. 251
Look the part! – is about the importance of grooming and being
professionally attired and upholding company standards.
15
p. 278
Represent! – addresses conduct at and outside the workplace as part
of the company’s image and speaks to postings on social networks that
may affect job security.
16
p. 294
Think outside the box! – this impresses upon team members the
necessity of being willing to give more time, more energy and offer
support outside the lines of contractual obligations, and looks at the
need to attack challenges and solve problems creatively.
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Intellectual property refers to creations of the mind.
Intellectual property laws protect creative works and inventions.
›› Copyright is an intellectual property law that protects a range of works.
›› Copyright protects moral and economic rights.
›› Creators have the exclusive right to benefit financially from the use of
their work.
›› Creators sometimes sign agreements with publishers for them to mass
produce, market and distribute their work in exchange for royalties.
›› Plagiarism is the fraudulent use of someone else’s work and lying about it.
›› Plagiarism can be avoided by citing the work of others – quoting and
referencing the source of the material.
›› To prevent confusion and minimise delay, it is always wise to have your
work station properly organised.
›› Planning is a crucial factor in establishing goals. It allows you to be more
organised and efficient in the completion of tasks.
›› Displaying positive habits and attitudes sets the stage for having good
relationships with others and improves production.
›› In order to become familiar with an organisation’s policies, you should
participate in an orientation exercise and/or on-the-job training.
›› Ensure that assignments are mailable before submitting, although followup procedures may be carried out afterwards.
››
››
1
2
3
4
5
6
7
8
Any TWO from: telephone, telex, facsimile, electronic mail, mobile phone,
SMS (text messaging).
Jamaica: Jamaica Intellectual Property Office (JIPO); Barbados: Corporate
Affairs and Intellectual Property Office (CAIPO); Trinidad and Tobago:
Intellectual Property Office of Trinidad and Tobago and Copyright
Organisation of Trinidad and Tobago.
No. The Copyright Act grants that exclusive right (to make copies) to
the owner.
No. Moral rights are only accorded to individual authors.
Work station (b) would be ideal as it encourages a free flow of work being
executed. There is no clutter, hence less confusion, and items needed may
be easily located.
In order C, A, D, B.
Through orientation and on-the-job training.
Punctuality, courtesy, good grooming and willingness.
Pair work
1 In pairs create a model of an ideal work station. Present your model to
the class and explain why it is considered to be ideal. See if they agree.
2 Times are changing: while corporate managers all around the world
worry about the distractibility and entitlement of the next generation
of workers, Microsoft appears set to embrace the future warmly. The
next version of Microsoft Word and the rest of the Office 15 suite will
include some features very familiar to young people these days.
‘For Office 15 we’re building new products to deliver integration of
instant messaging/presence with social networks such as Facebook,’
the company wrote in a job posting put online back in March 2011.
a Carefully consider the following question:
Do you think that integrating Facebook into everyday productivity
tools such as Microsoft Office will be positive for work productivity?
b Discuss your thoughts with your pair.
c Share your thoughts with the rest of the class.
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Group activity
Conduct research on the findings of recent independent reviews of the
most common desktop operating systems. Each group member is required
to prepare and submit:
a a printout of the web page(s) from which the information was obtained;
b a 100-word summary that highlights the key points of the reviews.
Examination-style
questions
Multiple choice questions (MCQs)
1
2
3
4
5
6
Which of the following BEST explains the concept of
intellectual property?
a Legal protection for creative works.
b Legal protection for creative people.
c Tangible assets owned by creative people.
d Intangible assets owned by creative people.
Which of the following is NOT protected by copyright?
a Inventions.
b Literary works.
c Musical works, including any accompanying words.
d Dramatic works, including any accompanying music.
Which of the following is NOT protected by copyright?
a Music.
b Literary works.
c Ideas and thoughts.
d Typological arrangements of published editions.
Which of the following is an ideal way to avoid plagiarism?
a Quote sections of text.
b Change some words and rearrange the rest.
c Seek permission from the author to quote text.
d Quote sections of text and provide references to the text quoted.
Mishka submitted a research project on the CARICOM Single Market
& Economy (CSME), but was penalised because the report contained
words from another person’s work without acknowledgement of the
author. Which act did she commit?
a IP theft;
b plagiarism;
c moral rights violation;
d copyright infringement.
Robert used an original article, written by a reporter at the Trinidad
Express, as the basis for a section of his History SBA. He changed a
few of the words as well as altering the context but failed to cite the
work. Which of the following statements is UNTRUE?
a Robert plagiarised the work of the reporter.
b Robert did not violate the moral rights of the author.
c Robert failed to credit the author and is guilty of plagiarism.
d Robert failed to credit the author but is not guilty of plagiarism.
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7
Which habits and attitudes are displayed in the following situation?
Shanique arranges her work station a bit differently from that of
Deidi. She normally executes tasks at her own volition and takes full
responsibility when she makes mistakes.
I Punctuality.
II Recognition of diversity.
III Individual responsibility.
IV Personal integrity.
a I only.
b I, II and III.
c II, III and IV.
d I, II, III and IV.
8 All the following are good habits of an administrative assistant
EXCEPT ______________.
a always being supervised;
b meeting deadlines;
c being courteous;
d developing accuracy and speed.
9 While performing your daily tasks, you realise that one of your
colleagues is having difficulties. You should ______________.
a inform your supervisor that your colleague is not performing;
b ignore the situation and continue working;
c find out what the problem is and offer your assistance;
d inform other co-workers that your colleague is not performing.
10 Documents are considered to be mailable if they are:
I Ready to be sent out via e-mail.
II Error-free.
III Attractive.
IV Ready to be sent out in the post.
a I and IV.
b II and III.
c I, II and IV.
d I, II, III and IV.
11 When working in a group you should NOT _________________.
a share your ideas;
b be open to suggestions;
c be willing to listen;
d force your ideas on other persons.
Essay-type questions
1
2
With the aid of suitable examples, explain EACH of the
following concepts:
a Intellectual property.
b Copyright.
c Plagiarism.
Music piracy is an increasingly worrying issue in the Caribbean.
Musicians have been asking Governments for tougher laws to protect
their work.
a Name the concept that guides these requests.
b Name the laws that protect the concept named in (a).
c Describe TWO rights protected by the laws named in (b).
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3
4
5
6
7
8
9
10
11
Julisa submitted a research project on CARICOM, but was penalised
because the report contained words from another person’s work
without acknowledgement of the author.
a
Identify the term used for the act that Julisa committed.
bOutline TWO methods that Julisa could use to acknowledge
the author.
Authors, poets and songwriters are artistic persons who create
literary works such as textbooks, poems and lyrics for songs. The law
affords these persons some rights over the property created.
a Identify the term used for these rights.
bName ONE of the rights that is protected by the laws mentioned in
part (a).
c Briefly explain the right named in part (b).
A text required for your class is no longer available in the bookstores
in your country. A friend in another country has the book and is
suggesting that certain chapters in the book can be duplicated and
distributed to the rest of the class.
a Name the law that is being breached.
b Briefly discuss the particular right of the creator that is affected.
Explain the importance of having a clutter-free working environment.
It is said that ‘if you fail to plan, you plan to fail’. How do you perceive
planning as an important tool in the accomplishment of goals?
How can you ensure that deadlines are met?
‘Documents produced give an impression of the organisation from
which they originate.’ Discuss this statement.
How would portraying desirable attitudes and habits enhance your
productivity level?
Which habit or attitude do you consider to be most important when
participating in a group? Give reasons for your answer.
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18
By the end of
this chapter
you should be
able to:
School-Based Assessment
Objectives
describe each component of the School-Based Assessment;
identify exercises that will provide practice for the various assignments that
comprise the School-Based Assessment;
determine whether you have produced a set of assignments that meets the
specifications established by CXC;
determine whether you have produced a Portfolio that meets the specifications
established by CXC.
We are certain that you want to be awarded a Grade I in EDPM. A winning
game plan must include a strategy to gain the maximum marks possible for your
School-Based Assessment (SBA). The SBA carries 100 marks, which represent
40 per cent of the total marks available.
A good starting point for the preparation of your game plan is knowledge of
the structure of the examination, the mark allocation and the requirements of
the SBA component.
Paper 01
Structured
Accuracy and
Speed
10
Knowledge and
Comprehension
40
Presentation and
use of Technology
Assignments
Paper 03
SBA
Portfolio
Total
30
10
15
60
Total
Profile
percentage
40
90
36%
5
20
60
24%
30
10
40
100
40%
75
25
100
250
40
100
Paper 02
40
TOTAL
50
100
TOTAL %
20
40
100%
Table 18.1 Mark allocation by papers and profile dimensions
Structure of the School-Based Assessment
(SBA)
According to CXC, the SBA is ‘intended to assist students in acquiring certain
knowledge, skills and attitudes that are critical to the subject’. They further
state, ‘the activities for the School-Based Assessment are linked to the Sections
and should form part of the learning activities to enable the student to achieve
the objectives of the syllabus’.
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EXTERNAL
ASSESSMENT
60%
INTERNAL
ASSESSMENT
40%
Paper 01
Paper 02
Paper 03/1
Theory
Production
Assignment 1
Assignment 2
Assignment 3
Portfolio
TEN questions.
FOUR questions.
Correct text from
the author’s
original work.
Electronic research
& electronic
presentation.
Document design.
Samples of the
candidate’s best
work.
50 marks
100 marks
25 marks
25 marks
25 marks
25 marks
Table 18.2 The examination consists of internally and externally assessed components
The SBA is compulsory for all school candidates and comprises the following:
Three Electronic Document Preparation and Management assignments.
Preparation of a Portfolio.
Each of these assignments will be administered and marked by teachers.
Across the three assignments there will be 30 marks for accuracy and speed,
15 marks for knowledge and comprehension and 30 marks for the presentation
and use of technology.
a
b
Assignment 1
In Assignment 1, students are expected to correct text from the author’s original
work, which contains amendments, and respond to printers’ correction signs.
Students are expected to present documents in a style consistent with universally
accepted standards. Ensure that you are familiar with the printers’ correction
signs shown in Figure 18.1.
To get more practice, ensure that you complete the activities on the CD-ROM.
Assignment 2
Figure 18.1 Printers’ correction signs
Candidates are expected to conduct research and present their findings
electronically, using the skills developed.
You will be given a task similar to this one below:
You are a travel agent preparing tour packages to the 2016 Summer Olympics
in Rio de Janeiro. You wish to inform your clients of all the requirements that
must be complied with to travel to the country. Your task is to obtain and
summarise the information, prepare it for dissemination via e-mail, and state all
sources in an appropriate bibliography.
This is what you will need to do:
1 Obtain the required information, ensuring that you make notes of the
source of the information as you proceed.
2 Summarise the information, taking care to ensure you do not plagiarise.
3 Compile a bibliography stating all sources used.
4 Prepare the information for dissemination via e-mail.
5 Print a copy of the e-mail as well as the document.
6 Save the file to a storage medium.
To get more practice, ensure that you complete the activities on the CD-ROM.
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Assignment 3
Your teachers will develop scenarios (real or imagined) that will require you to
use various applications to design documents, such as flyers, menus, invitations
and newsletters, that will enable you to engage your creative abilities.
You will be given a task similar to this one below:
Dox to Go is having a long-service awards function for its employees. You
have been asked to prepare the following items:
• an invitation;
• a menu card;
• a tri-fold programme.
Assignments must be placed on portable storage media along with printed
hard copies and presented to the teacher for assessment.
Marking Criteria
Knowledge and Comprehension (5 marks)
Description of all the components
Title page included with all necessary data
Complete Table of Contents present
Correctly formatted bibliography present
Total for Knowledge and Comprehension
Speed and Accuracy (10 marks)
Marks
Allocation
2
1
1
1
5
Note: Awarded all ten marks initially then subtract for each error identified.
Improper line ending hyphenation
Improper punctuation
Inclusion of facts and required details
Incorrect capitalisation
Incorrect contextual usage of words
Incorrect spelling
Incorrect transposition
Missing references or using recognised format
Not communicating logically or using appropriate grammar
Omitted or added words
Total for Speed and Accuracy
Presentation and Use of Technology (10 marks)
1
1
1
1
1
1
1
1
1
1
10
Note: These should be considered for Assignment 1
Eyes on the copy
Body posture consistently correct
Arm and hand positions are correct
Keystrokes consistently correct
Work habits efficient and organised
Total for Presentation and Use of Technology
Other Criteria
Alignment appropriate
Creativity demonstrated
Font, font styles and font sizes appropriate
Graphics (WordArt, Clipart, etc) used appropriately
Layout appropriate
Line spacing appropriate
Margins appropriate
Presentation attractive overall
Tabulations fit for the purpose
2
2
2
2
2
10
1
1
1
1
1
1
1
1
1
9
Figure 18.2 Mark scheme for assignments 1–3
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Portfolio
The Portfolio replaces the Reference Manual that was produced in previous
years. In this section, we answer some frequently asked questions about the
EDPM Portfolio.
What is a Portfolio?
A Portfolio is a purposeful collection of student work that exhibits the student’s
efforts, progress and achievement in one or more areas of the curriculum. It
represents a collection of student-selected samples that represent his or her best
efforts or best work.
What is the purpose of a Portfolio?
The purpose of the Portfolio is to:
• develop candidates’ ability to produce work of a high standard;
• compile samples of work that can be presented at job interviews;
• provide an opportunity for the development of the creative talents
of candidates.
What documents should I include?
The Portfolio must contain only those tasks specified for assessment. You are to
choose 10 document types from the list of 21 types given in Table 18.3.
Document category
Document type
Skill(s) examined
1Two-page indented OR blocked
style letter.
• Ability to produce multiple-page documents, for example,
SBAs, thesis or report with continuation pages.
2Circular letter OR form with a
tear-off slip.
• Insertion and use of symbols.
• Use of leader dots.
• Circular documents.
• Form and form filling, for example, questionnaires in SBAs.
Manuscript
3Report OR specification OR play
(with actor’s part) OR report.
• Page endings.
• Continuation page reports.
• Footnotes and endnotes.
• Types of heading.
• Margins.
• Script formatting.
• Font usage.
• Subscript and superscript.
Tabular work
4Ruled tabulation with main
heading and multiple columnar
headings.
• Oblique or vertical headings.
• Text formatting.
• Sorting.
Committee documents
5A notice of a meeting with an
agenda for a meeting.
6Chairman’s agenda OR minutes
of a meeting.
•Select and use appropriate stationery.
•Produce documents using the most appropriate style.
• Prepare envelopes and labels.
Display
7An invitation with a menu OR
programme.
8A flowchart OR organisational
chart.
Legal work
9Lease OR hire purchase
agreement OR will with an
endorsement.
10Contract of employment.
Letters
Insertion of:
• Shapes.
• Lines.
• Symbols.
• Clip art.
• WordArt.
• Page setup.
• Text formatting.
• Continuation pages.
Table 18.3 Portfolio documents
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Description of item
Number of
pages
Cover page
Table of contents
Title page
Letters
Manuscript
Tabular work
Committee documents
Display
Legal work
Bibliography
1
1
1
3
2
1
3
1 or 2
2 or 3
1
Table 18.4 Portfolio pages
Marking Criteria
How should I arrange my Portfolio?
• Each document must be labelled clearly to indicate what is being
demonstrated, for example, ‘Chairman’s agenda’.
• Each document should include your candidate’s name.
• Examination samples should be arranged in a logical order, numbered and
put together in a folder.
• The folder should include:
•cover page that should indicate the subject, examination period,
candidate’s name/registration number, school and territory;
•table of contents;
•title page;
•bibliography listing the resources which the candidate used.
Your Portfolio should have between 16 and 18 pages as in Table 18.4.
Marks
Allocation
How will my work be assessed?
The teacher will assess each piece of work presented
for inclusion in the Portfolio on a criterion of
Mailable documents – set of ten required
10
mailability; and the candidate may make any number
documents present
of attempts to achieve a mailable sample.
When a mailable copy is produced the teacher
Mailable documents – each document fully
2
described and labelled
will sign and date it at the bottom right-hand corner,
and then put a tick () in the corresponding position
Title page included with all necessary data
1
on an Assessment Sheet against the candidate’s class
Table of Contents present and complete
1
number and initials.
Bibliography present and correctly formatted
1
The teacher may use the following points as
Mailable documents & their description
guidelines for assessing mailability.
Committee documents 1 of 2 (notice and agenda)
1
•Documents must be free of typographical errors.
Committee documents 2 of 2 (Chairman’s agenda
1
•Documents must be free of spelling errors.
or Minutes of meeting)
•Documents must be free of grammatical errors.
Contract of employment
1
•Documents must be produced according to
standard and accepted document processing styles
Flowchart or organisation chart
1
or techniques.
Lease, hire purchase or will (with endorsement)
1
•The content material must be completely
Letter: Form letter (with tear-off) OR circular letter
1
accurate.
Letter: Two-page indented or blocked style
1
•The typed material must comply with the rules
Manuscript
1
regarding punctuation, capitalisation, word
Programme OR invitation with menu
1
division and the typing of numbers in figure or
word form.
Tabulated document
1
•
Documents which allow free scope in design
25
or layout must be constructed to facilitate easy
Figure 18.3 Portfolio mark scheme
reading and/or efficient use.
The marks for the Portfolio will be awarded based on the mark scheme in
Figure 18.3.
What does a Portfolio look like?
On the next four pages, you will find (on a reduced scale) an example of an
EDPM Portfolio. This Portfolio is not perfect and contains some inaccuracies. It
has been included so that you can analyse the document and identify the areas
that you would improve.
• Look quickly through the pages – do they give you any ideas?
• Look more carefully to see whether every part of the Portfolio specification
has been covered.
• Remember that everyone is different, and they will select their best pieces
for the Portfolio.
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Student name
Candidate Number
School number
School name
Date
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recipient’s e-mail software on receiving an e-mail.
Abbreviation: Words that are in a shortened form or are
not spelled out.
Backup system: A systematic procedure where files are
routinely copied (backed up) to removable storage.
Actor’s script: A document prepared for each actor that
clearly distinguishes his or her words and actions from
the other characters.
Balance sheet: A statement of the financial situation
of a business at a particular date summarising the assets
and liabilities.
Address book: Stores frequently used e-mail addresses
and related details.
Banker envelope: Has the opening on the longer side.
Addressee: The name of the individual or party to
whom a letter is addressed.
Agenda: The list of items that are to be discussed in
a meeting.
Agreement: A negotiated legally binding arrangement
between parties as to a course of action.
Airmail envelope: Used when sending international
correspondence and easily identified by the red and blue
border.
Align left: The beginning of each line of text is aligned
to the left margin. Each line in the paragraph is a
different length.
Alignment: The way text is arranged on a page or within
a table or spreadsheet cell, e.g. left-aligned, right-aligned,
justified or centred.
Align right: The end of each line of text is aligned
to the right margin. Each line in the paragraph is a
different length.
Animation: Visual effects applied to individual items
on a presentation slide such as graphics, titles or bullet
points, rather than to the slide itself.
Application software: Programs that perform specific
tasks for users, such as word processing, databases
or spreadsheets.
Archaic: Traditional or old-fashioned.
Archive: Files created or received and retained due to
their continuing or enduring value.
Attachment: Anything enclosed with a letter, or a
document sent with an e-mail.
Attention line: Identifies the person who is preferred to
address the concerns of the letter.
Bank statement: A summary of all financial transactions
for a particular bank account for a given period.
Bar chart: A visual representation of discrete data
using columns.
Bibliography: A list of references used in a document
and details of how to find them.
Bill of quantity: Lists the quantities and prices of
materials to be used to deliver a building contract.
Bleed area: Extra space left around design elements or
backgrounds so they can be printed right to the edge.
Blocked paragraph: Where all lines of text begin at the
left margin.
Blog: An interactive website updated with new
content regularly.
Body: Part of a letter or technical document containing
its main concerns.
Bond paper: A reasonably thick and durable paper
with a watermark visible on the front, mostly used when
preparing letterheads.
Border: A boundary line around text or graphics.
Business card: Small card with contact information for a
person, business or organisation.
Capital letters: Also known as upper case,
e.g CAPITALS.
Centred: Text and graphics are placed in the middle of
the page horizontally and/or vertically.
Chairman’s agenda: An agenda with space left for the
chairman to take notes.
Character: Any letter, number, space, symbol or
punctuation mark.
Chart: Pictorial representation of data.
Attestation clause: Part of a legal document containing
the signatures of the parties and witnesses.
Circular letter: Correspondence with identical content
sent to multiple recipients.
Auto-responder: An automated response sent by the
Clip art: A ready-made computerised graphic that can be
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Glossary
used to decorate a document.
by a computer to provide meaningful information.
Clipboard: A temporary holding place for information
placed there by copying or cutting.
Database: A collection of data files stored in a set of
related tables and extracted using one or more queries.
Closed capitals: Capital letters typed without a space
between them but one space is allowed between words,
e.g. CLOSED CAPITALS.
Database management system: Programs and database
files that allow timely and easy controlled access to data
by a number of users.
Data source: A file that contains the information to be
merged into a document when using mail merge.
Cloud-based: Technology or programs that run on the
Internet or remote servers rather than directly from the
user’s computer.
Column heading: Title at the top of a column in a table
used to identify what the information in that particular
column is all about.
Columns: One or more vertical blocks of text side by side
on a page, separated by a rule or a blank space.
Data type: A field property that indicates the kind of
data that the field stores, e.g text, number or date.
Designation: The position that a signatory holds, e.g.
Principal, Sales Manager, Accountant.
Communication: The process of transmitting
information from one person or group to another.
Design template: A file that contains the styles in a
presentation, including the type and size of bullets and
fonts; placeholder sizes and positions; background design;
and fill colour schemes.
Complimentary close: Found at the end of the letter,
e.g. Yours faithfully, Sincerely.
Destruction date: The date that marks the end of the
legally required retention period for documents.
Computer: An electronic machine that accepts input
(data), processes that input and stores or outputs the
resulting information.
Display: An arrangement of text and graphics on a page
in an interesting and informative manner.
Computer system: A complete computer installation
including hardware, software, users, procedures and data.
Confidential: Means that the letter or document should
be delivered to the recipient unopened.
Continuation sheets: Pages that follow the first page of
a document.
Continuous data: Data that can be measured at any
point within a range.
Contract: A legally binding agreement between two or
more persons that is enforceable by law.
Control keys: Keys that, when pressed in conjunction
with others, provide cursor and screen control.
Conveyance: A document effecting a property transfer.
Copy: The draft document from which you type a
final version.
Copy paper: Standard office paper, also referred to
as copier or reprographic paper, used for printing and
copying documents.
Copyright: A right relating to intellectual property.
Copy typing: The action of typing while keeping your
eyes on the copy and not on the keyboard.
Counterpart: A copy of a legal document.
Courtesy copy: Abbreviated Cc, to indicate the person
who has received a copy of a document or letter.
Current date: The date on which a letter is prepared.
Cursor: An indicator used to show the position on
a computer monitor or other display device that will
respond to input from a text or pointing device.
Data: Collections of numbers, characters, images or even
audiovisual content that are in a form that can be processed
Discrete data: Data that is measured in fixed values that
cannot be split up.
Document cover: Plain or patterned paper used in
making covers for books and other printed material such
as brochures and catalogues.
Document management: An administrative function
that sees to the efficient creation, storage, retrieval,
retention and disposal of documents.
Double line spacing: Where there is one line of space
between the lines of text.
Drag-and-drop: Used to move text as an alternative to
cut and paste.
Drawing canvas: An area on which you can draw
multiple shapes.
Drive: A device on a computer, internal or external, that
can be used to store data and documents.
Drop caps: A formatting feature that creates a larger
letter or word at the beginning of a paragraph for
visual effect.
Economic right: Granted to the owner of copyright to
do or authorise others to do a range of acts that serve to
exploit the commercial value held in a work.
Editing: The process used to prepare a document for
publication or presentation by correcting, revising or
adapting text.
E-mail (Electronic mail): Mail or digital messages
transmitted electronically by computers.
Enclosure: Anything enclosed with a letter.
Encryption: The conversion of data into a protected
form that cannot be understood by users without a
password or key.
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Glossary
Endorsement: A brief identifying description of a
legal document.
Engrossment: The fair, clean or final version of a legal
document ready for execution (signing).
Envelope: An item of stationery, often with a sealable
flap, used for packaging and protecting documents
for despatch.
Ergonomics: The study of how to make equipment
efficient and beneficial, especially in the workplace.
Execution: Legal term for signing a document.
External hard drive: Portable storage disk connected to
a computer by e.g. firewire or USB port.
Facsimile (fax): A document sent over a telephone line
or via an Internet fax service.
Fee owner: Interest held by a landlord with the right of
use and occupancy conveyed by a lease.
Field: A section of a record containing data relating to
one attribute, such as last name or date of birth.
File integrity: The accuracy, completeness and internal
consistency of the data stored in a file.
Filing system: A set of policies, procedures and
methods used for organising and identifying files or
records to increase the speed of retrieval, their storage
and preservation.
Fill handle: Tool used to fill data in adjacent cells of
a spreadsheet.
Firewall: A computer program or device that permits a
computer user to access the Internet but severely limits
the ability of outsiders to access internal data files.
Firewire: Computer port allowing connection of
peripheral devices such as printers and external disks and
fast data exchange.
Floating object: A graphic inserted in the drawing layer
so that you can position it precisely on the page.
Floppy disk: A flexible magnetic coated disk, used
with microcomputers, on which data can be stored
magnetically. Now largely replaced by CDs and DVDs.
Flowchart: A diagram with boxes showing the
connected steps in a process or structure, their order
and relationships.
Flyer: A leaflet that is distributed widely and used as
an advertisement.
Folder: A container on a computer for storing files.
Font: A family or collection of characters (letters,
punctuation marks, numbers and special characters) of a
particular size and style.
Footer: Information that has been placed within the
bottom margin of a document.
Footnotes: Notes at the bottom of a page to give further
explanation about the text.
Format: The way all the elements of a document – text,
pictures, title, headers and footers – are arranged on
a page.
Formatting: Changing the presentation and appearance
of a document.
Forms: Pre-printed or template documents with spaces
left for quick gathering of information, e.g. invoices,
statements and application forms.
Full punctuation: Where all punctuation marks are
used throughout a letter or document (as opposed to
open punctuation).
Function keys: Keys (e.g. F1, F2) to which applications
and operating systems can assign specific commands.
Grammar checker: A tool in word processing programs
that flags possible grammar problems by analysing
the text.
Graph: A visual representation of the relationship
between two quantities, plotted with reference to a set
of axes.
Gross words a minute (GWAM): The number of words
that you are able to type in one minute.
Gutter margin: A larger margin between two columns.
Hanging paragraph: Where the first line begins at the
left margin and the other lines are indented. In other
words, the first line overhangs the others on the left side.
Hardware: The electronic components that make up
a computer system, such as the central processing unit
(CPU), storage devices, input devices and output devices.
Header: Information that has been placed within the top
margin of a document.
Heading (technical): An introduction to a technical
document such as a specification.
Headings: Short descriptions to indicate the main subject
matter of text, usually distinguished in e.g. bold, different
font or size.
Highlighting: Selecting text to be edited.
Indented paragraph: Where the first line of text is set
in from the left margin.
Index card: A thick, ruled rectangular paper normally
used for compiling notes, such as for a speech or simply
just as a reminder.
Initial capitals: Where the first letter of each important
word is capitalised.
Inline object: A graphic that is positioned directly in the
text of a document at the insertion point.
Input device: Specialised peripheral that serves to get
data from users and the environment and prepare it for
processing or storage.
Insertion point: The position of the cursor where text or
data may be added.
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Glossary
Insert mode: The default typing mode where text is
inserted at the current position of the cursor and existing
characters to the right are moved further right.
Limitation period: The length of time documents
need to be kept in order to bring or defend proceedings
in court.
Inset paragraph: Where a paragraph is set further to the
right than the main body of the text.
Machine-readable document: A document that can be
read directly and understood by a computer.
Inside name and address: The name and address of
the addressee.
Mailable copy: A document that is error free,
attractively laid out and ready to be used.
Intellectual property: Creations of the mind:
inventions, literary and artistic works, and symbols,
names, images, and designs used in commerce.
Mail merge: A word processing tool that facilitates
the creation of form letters, mailing labels, envelopes,
directories, and mass e-mail and fax distributions.
Internal hard drive: Storage disk inside a computer.
Main document: The file that contains the text and
graphics that are the same for each version of a merged
document when using mail merge.
Internet: The largest computer network system in the
world. It consists of many smaller networks connected
together. The Internet is often called the information
superhighway or cyberspace.
Internet Service Provider (ISP): A provider of a
connection to the Internet.
Inventory: List of items included in a leased property.
Invitation: Notice asking someone to an occasion such
as a concert, a wedding or a birthday celebration, with
information about who has sent the invitation, the nature
of the event, the venue, and the date and time.
Invoice: A statement or bill given by a seller to a buyer
asking for payment.
Justified: Where each line in a paragraph is the same
length (except the last line).
Keyboarding: The process of rapidly and accurately
entering data into a computer via the keyboard as an
input device.
Labels: Usually self-adhesive and are used e.g. to identify
objects, address envelopes, create name tags.
LAN: Acronym for Local Area Network. A type of
computer network where two or more computers
are directly linked within a small area such as a room
or building, which can be wireless or wired. A
wired LAN is linked by direct cables rather than by
telecommunication lines.
Landlord: Owner of a property who grants a lease.
Landscape orientation: When the longer sides of paper
are at the top and bottom.
Lease: A contract granting use or occupation of property
for a specified period in exchange for a specified rent.
Lessee: Person renting a property under a lease
(the tenant).
Lessor: Person who grants a lease (the landlord).
Letterhead: A document that gives the name, logo and
contact information for a particular company, normally
printed on bond paper.
Light pen: A light-sensitive input device which, when
it touches the screen, detects the presence or absence of
light. It is used to select an entry or indicate a position.
Mainframe: A large-scale computer with a variety of
peripheral devices, a large amount of backing store and
a fast CPU. The term is often used in comparison with a
smaller or subordinate computer.
Main heading: Heading at the start of a document giving
the general idea of the text.
Malware: Viruses and other programs that infect
computer systems.
Manuscript: A handwritten or rough draft document
used to produce a mailable copy.
Marginal (side) heading: Typed in the left-hand margin
of the page.
Margins: Space provided to the left, right, top and
bottom of a page of text or data.
Memorandum (memo): A document used for internal
communication that is less formal than a business letter,
e.g. reminder of a meeting.
Menu (computer): A screen listing commands of action
or alternatives to lead the user through an interactive
program.
Menu (displays): A presentation of a list of food or
beverages.
Merge field: A placeholder that you insert in the main
document when using mail merge.
Microblogging: A type of blogging featuring very short
posts, such as Twitter.
Microcomputer: A computer based on a microprocessor.
Minicomputer: A computer whose size, speed and
capabilities lie between those of a mainframe and
a microcomputer.
Minutes: An overview of the final decisions that were
made at a meeting.
Modem: Acronym for modulator-demodulator. A device
that converts signals from analogue to digital and vice
versa. A modem lets computers exchange information
through telephones lines.
Monitor: A television-like device used to display data.
Moral right: The right to be identified as the author of
a work.
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Mouse: An input device that controls the movement
of the cursor. The cursor moves in response to the
movement of the mouse on a flat surface.
Plagiarism: The use of someone’s intellectual property
without giving appropriate credit.
Navigation: Moving around within a document.
Portrait orientation: When the shorter sides of paper
are at the top and bottom.
Network: A network is a group of connected computers
that exchange information and share equipment.
Newsletter: A regularly distributed publication,
generally about one main topic that is of interest to
its subscribers.
Pocket envelope: Has a sealable flap on the short side.
Presentation: The practice of showing and explaining
the content of a topic to an audience or learner.
Notice: Information about the venue, time, date and
possibly the purpose of a meeting.
Presentation software: Special-purpose software
used to enhance presentations through using
visuals such as slides, graphics and animations, e.g.
Microsoft PowerPoint.
Numeric: Data comprising digits on which mathematical
operations can be performed by a computer system.
Procedures: Documented instructions (user manuals) to
indicate how to use computers safely and effectively.
Open punctuation: Allows punctuation marks to be
omitted from all parts of a letter except the body (as
opposed to full punctuation).
Productivity software: Software designed to
manipulate and present specific types of data, such as
word processing, spreadsheets, presentation and
database programs.
Operating system: A set of programs that controls
and supervises the resources of a computer system.
It also acts as an interface between the user and
the computer.
Organisation chart: A diagram showing the structure of
an organisation and the levels of responsibility.
Output device: Specialised hardware component that
allows the end user to look at or listen to the results of
the processing activities.
Overtype mode: Typing mode where whatever you
type overwrites any text that comes after the selection or
position of the cursor.
Overwrite protection: Prevents data from being
written in an area where data is already stored, thereby
destroying the original data.
Padded envelope: Is lined with a cushiony material,
which decreases the chance of the contents being damaged.
Paper orientation: Having paper positioned in a
particular way, i.e. portrait or landscape.
Paragraph formatting: Features used to change the
appearance of text on a page.
Paragraph heading: Typed at the beginning of a
paragraph in the same line.
Password: A set of characters that must be entered to
open a file or document.
Peripheral: Any hardware device connected to and
controlled by the central processing unit (CPU).
Personal: Means that the letter or document should be
delivered to the recipient unopened.
Profit and loss statement: A summary of a company’s
profits or losses over a period of time recording all
revenue and operating expenses.
Programme: A list of what is taking place at an event.
Proofreading: The process of reviewing any text, either
hard copy on paper or electronic copy on a computer, and
checking for typos and formatting errors.
Punctuation marks: Marks or signs used within text to
clarify its meaning, e.g. comma, full stop, question mark.
Query: A code or question to retrieve specific
information from a database, e.g. find all customers
whose surname begins with B, or perform a
specific action.
QWERTY: The most used keyboard layout on
English-language computers. It takes its name from the
first six characters on the left of the keyboard’s top row
of letters.
Read-only access: A setting to prevent other users from
making any changes to a file or document.
Receipt: Proof that a sum of money has been received in
exchange for goods or services.
Record: A collection of fields of data related to
one entity.
Reference (bibliography): The details of a cited source,
e.g. author, title, publisher and date of a book.
Reference (letter): Identifies a particular letter, using
e.g. sender’s initials and department code.
Pictograph: A chart that uses symbols to represent data.
Restricted access: A setting to limit what users can do
with a file or document.
Pie chart: A chart that shows the relative quantities of
different categories of data.
Retention period: The length of time that documents
must be kept.
Placeholder: Space for text or graphics on a
presentation slide.
Royalties: Revenue from the use of a work.
RSVP: Stands for the French phrase répondez, s’il vous
plaît, which means ‘please reply’.
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Ruled: With lines drawn vertically and/or horizontally
on the page.
of programs generalised and designed to be used with
little or no modification.
Salutation: The greeting of a letter, e.g. Dear Sirs, Dear
Mrs. Jones.
Sort: Distribution of data into an order on the basis of the
contents of a key item (sort key).
Scope of works: Lists the tasks required to complete a
specific building contract.
Source document: A document used for the initial
recording of data relating to business transactions.
Scrolling: The act of shifting the contents of the screen
up or down. In upward scrolling the lines formerly
appearing at the top of the screen are ‘scrolled away’,
those below are moved up and new lines of data that
exist below those formerly on screen now come into
view. In downward scrolling the reverse takes place.
Scrolling usually proceeds a line at a time (which may
be facilitated on some computers by use of a scroll-on/
off key), in combination with up and down cursor
movements. Scrolling may also be performed sideways to
the left or right using left and right cursor movements.
Spaced capitals: Where one space is left between
letters within a word and three spaces between words,
e.g. S P A C E D C A P I T A L S.
Secondary storage: All the hardware devices and media
that keep data and information when a computer system
is turned off.
Select query: Retrieves data from one or more tables in
a database and displays the results. It may also be used to
group records and calculate sums, counts, averages and
other types of totals.
Spam: Unsolicited e-mail message sent indiscriminately
to large numbers of users.
Specification: A document prepared by, for example,
an architect or a contractor describing the technical
requirements of a building job.
Spelling checker: A dictionary feature associated with
a word processor that allows the user to easily detect and
correct errors in spelling. New words can be added to the
dictionary so that it grows with usage.
Spreadsheet: Application software program to
manipulate numerical data, e.g. Microsoft Excel,
Lotus 1-2-3.
Stationery: Writing materials and office supplies
including paper, pens, pencils, paper clips and labels.
Sender: The person or organisation from which a
letter originates.
Storage device: A hardware component that keeps data,
information and program instructions permanently.
Shapes: Ready-made shapes that include basic shapes,
such as rectangles and circles, plus a variety of lines and
connectors, block arrows, flowchart symbols, stars and
banners, and callouts.
Story board: A series of draft images used to plan a
presentation or display.
Sub-heading: Gives a more specific suggestion as to the
subject of the text typed below the main heading.
Shoulder heading: Heading typed at the left margin.
Subject heading: Briefly describes the main focus of a
document. In a letter states the main issue of the letter.
Short message service (SMS): A text message sent by
phone, web or mobile communication systems.
Signatory: The name of the writer or designate of a
letter, usually below the signature.
Single line spacing: Where there are no lines of space
between the lines of text.
Sizing handles: Small circles or squares at the corners of
an object that you drag to change its size.
Slide: A page in a presentation document.
Slide layout: The arrangement of placeholders on a
blank slide in preparation for a combination of a title, text
and content.
Slideshow: A presentation given using computer
software and usually projected onto a screen.
Smartphone: An Internet-enabled handheld
communication device.
Software: The name given to the programs that run on
a computer. Software consists of instructions that tell the
computer what to do.
Software package: A fully documented program or set
Synopsis: A brief summary of a literary work.
System software: The operating system (OS) or set of
programs that coordinates all the activities among the
computer’s hardware devices.
System unit: The case that houses the computer’s
internal processing circuitry, including the CPU,
connection ports for peripherals and some storage devices
such as hard disk drives and DVD drives.
Table: A database object that you use to store data about
a particular subject, such as customers, employees or
products, in the form of rows and columns similar to
those in a spreadsheet.
Tabulation: The act or process of tabulating or arranging
in tabular form, that is, into a table.
Telecommuting: A method of working where an off-site
employee uses a computer and a communication channel
to communicate with the office computer.
Teleconference: A call between people in two or more
locations linked by telephone.
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Glossary
Template: A framework consisting of a standard layout
or settings for particular documents.
VoIP: Voiceover Internet Protocol, which means audio
transmission across the Internet.
Tenant: The person renting a property (also known as
the lessee).
Web browser: A programme that lets you view and
explore information on the World Wide Web. Examples
of popular browsers are: Microsoft Internet Explorer,
Mozilla Firefox, Safari and Google Chrome.
Texture: The degree of roughness or coarseness of paper.
Thesaurus: A tool in word processing programs that
provides a list of synonyms for the word you look up.
Time management: Effective organisation of tasks to be
done within a given time period.
Transition: The visual movement as one slide in a
presentation changes to another.
Trial balance: Used for checking that there are no
mathematical errors in a company’s accounting books.
Triple line spacing: Where there are two lines of space
between the lines of text.
Turnaround document: A document that, after being
output by the computer, can be used to record data.
Typescript: A typewritten version of a manuscript.
Typo: A typographical error – an unintentional error
made during typing or typesetting.
Underscore: Another name for underline.
Web page: A document on the World Wide Web and any
related files for scripts and graphics, usually hyperlinked
to other Web pages.
Website: Set of interconnected Web pages, prepared and
maintained as a collection of information by a person,
group or organisation.
Whereas: Legal term meaning ‘taking this into account’.
Will: A legal declaration by which a person names
executors to manage his or her estate and provides for the
transfer of his or her property at death.
Window envelope: Has a transparent paper window so
there is no need to attach an address label.
WordArt: Text objects you create In Microsoft Office
with ready-made effects to which you can apply
additional formatting options.
URL: Each page on the Web has a unique address called
the Uniform Resource Locator (URL).
Word processor: Application software program
to manipulate text data, e.g. Microsoft Word,
OpenOffice Writer.
USB port: Computer port allowing connection of
peripheral devices such as printers and external disks.
Workbook: A collection of related spreadsheets that are
saved as one file.
User: Anyone who interacts with a computer.
Worksheet: A single working area in a spreadsheet file,
consisting of a grid of lettered columns and numbered
rows.
Version control: The management of multiple revisions
of the same document.
Videoconference: A meeting, facilitated by a set of
interactive telecommunication technologies, which allows
two or more locations to simultaneously interact via twoway video and audio transmissions.
Virus: A potentially harmful piece of software.
Virus protection: Having in place a program to protect
against computer viruses.
Work station: The environment in which an
administrative assistant prepares documents.
World Wide Web (WWW): The World Wide Web,
commonly referred to as ‘the Web’, is a graphical easyto-use system of interlinked pages on the Internet. Vast
amounts of information can be obtained through the use
of the Web.
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Answers to multiple choice
questions
Chapter 1
1. c
2. b
3. c
4. d
5. a
6. a
7. d
8. d
9. d
10. a
3. c
4. c
5. b
6. b
7. c
8. a
9. a
10. c
3. a
4. d
5. d
6. b
7. b
8. d
9. d
10. b
3. a
4. c
5. d
6. c
7. b
8. c
9. d
10. c
3. a
4. a
5. c
6. c
7. b
8. c
3. c
4. a
5. b
6.b
7.d
8.a
9.a
10.d
3. a
4. a
5. c
6. b
7. a
8. d
9. c
10. a
3. a
4. d
5. c
6. c
7. b
8. b
9. c
10. a
3. c
4. a
5. b
6. d
7. a
8. a
9. a
10. b
3. c
4. d
5. b
6. b
3. a
4. c
5. d
6. c
7. d
8. a
3. a
4. b
5. d
6. b
7. c
8. b
9. b
10. c
3. a
4. a
5. a
6. a
7. b
8. c
9. a
10. b
3. d
4. c
5. c
6. b
7. a
8. b
9. d
10. b
3. b
4. a
5. b
6. a
7. d
8. b
9. c
10. d
3. c
4. d
5. b
6. d
7. c
8. a
9. c
10. b
Chapter 2
1. d
2. b
Chapter 3
1. d
2. a
11. b
12. c
Chapter 4
1. d
2. c
Chapter 5
1. c
2. c
Chapter 6
1. b
2. d
Chapter 7
1. c
2. a
Chapter 8
1. c
2. d
Chapter 9
1. d
2. c
Chapter 10
1. b
2. b
Chapter 11
1. c
2. a
Chapter 12
1. c
2. c
Chapter 14
1. c
2. c
Chapter 15
1. b
2. b
Chapter 16
1. d
2. b
Chapter 17
1. d
2. a
11. d
330
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Index
Where more than one page reference is
given, a bold number indicates a more
detailed reference.
abbreviations 88–9
Access, Microsoft. see databases
accuracy
as benefit of computers 4
in keyboarding 38
in legal documents 220
at work 150
actors’ scripts 243–5
address books 274
addressees in letters 171
advantages of computers 4
agendas 180
agreements 226–9
alignment 69
animation in Powerpoint 120–1
apostrophes 80
appearance, personal, at work 16
application software 12–13, 43–8
see also databases; presentations;
spreadsheets
architectural specifications 236–8
archives 293
assessment, school-based.
see school-based assessment (SBA)
assignments 314–5
attachments 171, 272, 274, 275
attention line on letters 171
attention to detail 150
attestation clause of legal documents 221
attitude
good work 307–8
positive 38–9
auto-responders 275
autoshapes 122
backup systems 292
balance sheets 247
bank statements 249
bar charts 204–9
bibliographies 306
bills of quantity 238
bleed area 202
blocked letters 173–4
blocked paragraphs 84
blogging 277
borders 192–3
brackets 80
builders’ specifications 236–8
business cards 202–3
business correspondence
committee documents 179
e-mail 178
letters 170–8
memoranda 178
capital letters 80–1, 208
cards, personal and business 201–3
care when working with computers
13–15
character formatting 68–9
charts and graphs
bar charts 204–9
creating a chart 205–8
defined 204
discrete/continuous data 204–5
in displays 204–11
flowcharts 209–10
graphs 212
organisation charts 210–11
pictographs 212
pie charts 212
in spreadsheets 110–11
circular letters 175–7
citation of references 306
clip art 190–2
clipboard 56–7
closed capitals 81
collaborative editing of documents
60–1
colons 79
column headings 84
commas 79
committee documents 179
communication. see correspondence;
electronic communication
complimentary closes in letters 171
components of computer systems
hardware 5, 5–11, 13–14
software 11–13
summary of 5
computers
advantages of 4
care when working with 13–15
categories of 3
components of systems 5–13
disadvantages of 4
extent of use of 2–4
posture at 15, 27
see also document management
conduct, personal 278–9
confidentiality 266–7
continuation sheets 177
continuous/discrete data 204–5
contracts 229
control keys 25, 26
conveyances 231
copy and paste 56–7
copy paper 154
copy typing 28
copyright 304–5
correction signs 314
correspondence
committee documents 179
e-mail 178
letters 170–8
memoranda 178
costs of electronic communication 267
counterparts of legal documents 221
courtesy copies of letters 171
creativity in the workplace 294–5
cursor 25
cut and paste 56–7
dash 79
data defined 5
database management systems, purpose
and features of 46–7
databases
creating 132–4
data, adding 134
datatypes 132
defined 131
fields 131–2
integrating data in spreadsheets 144–6
mail merge 147–9
queries 135–7
records 131
tables 131, 133–4
uses for 131
dates on letters 171
deadlines 307
default options when editing 54
designation in letters 171
destruction dates 293
detail, attention to 150
disadvantages of computers 4
disaster recovery 292
discrete/continuous data 204–5
displays
borders 192–3
business cards 202–3
charts and graphs 204–11
clip art 190–2
defined 190
drop caps 204
events requiring 188
flyers 194–5
formatting 189–92
graphics 190–2
invitations 197–8
menus 200–1
newsletters 203–4
notices 193–4
pages 189
paragraphs 189
personal cards 201
posters 196
programmes 198–9
shapes 191
SmartArt 192
types of 193–204
use of 188
WordArt 192
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Index
diversity in the workplace 166, 307
document covers 158
document management
backup systems 292
disaster recovery 292
encryption 290
filing systems 285–6
firewalls 291
integrity of files 288–90
machine-readable documents 286–7
organisation of computer files 287–8
overwrite protection 289
passwords 291
Read Only Access 289
restricted access 290
retention of files 293
security of information 288–92
source documents 286
turnaround documents 287
types of document 286–7
version control 293–4
viruses 290
documents
folding 160–1
navigating 26
see also correspondence; editing
documents; financial documents;
legal documents; technical
documents; typescripts,
preparation of
double line spacing 81
drag-and-drop 57
drives, computer 287
drop caps 204
e-mail 178, 271–6
economic rights 304
editing documents
clipboard 56–7
collaborative 60–1
copy/cut and paste 56–7
default options 54
defined 54
drag-and-drop 57
find and replace 57–8
grammar check 59
highlighting 56
insert mode 54–5
overtype mode 54–5
selecting text 56
spell check 58–9
thesaurus 60
electronic communication
advantages of 266
blogging 277
confidentiality 266–7
costs 267
effectiveness of 267
efficiency of 267
electronic mail 178, 271–6
emerging technologies 277–8
Facebook 278
facsimiles 269
format of material 266
Internet and World Wide Web 268
personal conduct 278–9
selection of media 266–7
short message service (SMS) 269
smartphones 277
telecommuting 270
teleconferencing 270
time zones 267
Twitter 278
urgency 266
videoconferencing 270
ellipsis 79
enclosures with letters 171
encryption 290
endorsement 221
engrossment 221
envelopes 158–60
environment, working, caring for 14
ergonomics 15–16
ethics
copyright 304–5
intellectual property (IP) 302–6
organisation of work 307–8
plagiarism 305–6
work stations 306
Excel, Microsoft. see spreadsheets
exclamation marks 79
execution of legal documents 221
extensions, file 288
external hard disks 9
Facebook 278
facsimiles 269
faxes 269
fee owners 224
feedback, receiving 183
fields in databases 131–2
files, computer 288
filing systems 285–6
see also document management
financial documents
balance sheets 247
bank statements 249
invoices 248
profit and loss statements 248
receipts 249
trial balance 246–7
find and replace 57–8
firewalls 291
firewire ports 9
first impressions 16
flowcharts 209–10
flyers 194–5
folders, computer 288
folding documents 160–1
footers, headers and 172
footnotes 91–2
formatting documents
alignment 69
commands for 72
defined 54, 66–7
displays 189–92
pages 70–1
paragraphs 69
purpose of 68
spreadsheets 106–7
text characters 68–9
types of formatting 67
forms 157
formulae 108–9
full stops 79
fully blocked letters 173
function keys 25
grammar check 59
graphics
adding to slides 123–4
in displays 190–2
graphs 212
see also charts and graphs
grooming, personal 251
Gross Words a Minute (GWAM) 38
habits, good work 307–8
hanging paragraphs 86
hardware
benefits from 10–11
caring for 13–14
defined 5
input devices 6, 10–11
output devices 6–8
printers 7
speakers 7
storage devices 8–9, 10–11
system units 10
headers and footers 172
headings 82–4
health and safety 13–15
highlighting 56
home keys 28–9
honesty 137
hygiene, personal 251
hyphens 79
images
adding to slides 123–4
in displays 190–2
see also charts and graphs
indented letters 174
indented paragraphs 85–6
index cards 158, 245
information integration
database data in spreadsheets 144–6
mail merge 147–59
spreadsheet data in presentations 146
initial capitals 81
input devices 10–11
insert mode 54–5
inset paragraphs 87
integration of information
database data in spreadsheets 144–6
mail merge 147–9
spreadsheet data in presentations
146
integrity
of files 288–90
personal 137
intellectual property (IP) 302–6
internal hard disks 9
Internet and World Wide Web 268
inventiveness, personal, in the
workplace 294–5
inventory 224
invitations 197–8
invoices 248
keyboarding
control keys 25, 26
copy typing 28
cursor 25
features of keyboards 25
function keys 25
home keys 28–9
margins 28
navigating documents 26
posture at the computer 27
practice exercises 29–36
QWERTY keyboards 25
shift keys 36–7
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Index
shortcut keys 26
speed and accuracy 38
labels 157
landlords 224
landscape orientation 155
law, intellectual property 303–5
layout
legal documents 221
letters 173–4
slides 119–20
leases 224–5
legal documents
accuracy in 220
agreements 226–9
attestation clause 221
capitals, use of in 220
contracts 229–30
conveyances 231
counterparts 221
endorsement 221
engrossment 221
execution of 221
layout of 221
leases 224–5
need for 220
punctuation in older 220
wills 221–23
lessors/lessees 224
letterhead 157, 170, 172
letters
addressees 171
attention line 171
body of 171
circular 175–7
complimentary closes 171
continuation sheets 177
courtesy copies 171
dates 171
designation 171
enclosures/attachments 171
headers and footers 172
layout 173–4
letterhead 170, 172
multi-page 177–8
parts of 170–1
punctuation 172–3
reference 171
salutations 171
sender’s address 170–1
signatory 171
styles of 173–4
subject headings 171
limitation periods 293
line spacing 81–2
literary documents
actors’ scripts 243–5
novels 241
plays 241–3
poems 241
short stories 241
machine-readable documents 286–7
mail merge 147–9
mailable copy 78
main headings 82
malware 272–3
manuscripts 78, 89–93, 314
marginal headings 83
margins 28
meetings, documents for 179–82
memoranda 178–9
memorandum paper 157
menus 200–1
Microsoft Access. see databases
Microsoft Excel. see spreadsheets
minutes 181–2
moral rights 304–5
multi-page letters 177–8
navigating documents 26
newsletters 203–4
notices 193–4
notices of meetings 179–80
novels 241
numbers in figures/words 88
operating systems 11, 13
organisation charts 210–11
organisation of work 307–8
orientation, paper 155
output devices 6–8
overtype mode 54–5
overwrite protection 289
page formatting 70–1
paper 154–6
paragraph formatting 69
paragraph headings 83
paragraphs 84–7
paragraphs in displays 189
parentheses 80
passwords 291
periods 79
peripherals defined 5
personal cards 201
personal hygiene 251
personal identification numbers (PINs)
291
pictographs 212
pie charts 212
placeholders 119, 122
plagiarism 305–6
planning work 307
plays 241–5
poems 241
portfolios 316–21
portrait orientation 155
positive attitude 38–9
posters 196
posture at the computer 15, 27
Powerpoint. see presentations
preparation for tasks 73
presentations
animation 120–1
autoshapes 122
creating a presentation 121–4
defined 119
design templates 120
equipment for 119
images, adding 123–24
insert/copy/delete slides 122
layout of slides 119–20
placeholders 119, 122
printing 125–6
purpose and features of software
47–8
slide transitions 120–1
slides 119
spreadsheet data integration 146
text, adding 122–3
text boxes 122, 123
views 120, 121
WordArt 122
printers 7
printing
Powerpoint 125–6
spreadsheets 111
privacy 273
procedures defined 5
profit and loss statements 248
programmes 198–9
proofreading
defined 54
marks 89–91, 314
punctuality 307
punctuation
legal documents 220
letters 172–3
marks 79–80
queries in databases 135–7
question marks 79
questions, benefits of asking 61
quotation marks 80
QWERTY keyboards 25
radio scripts 244
Read Only Access 289
receipts 249
records in databases 131
references
citation of 306
on letters 171
reliability
as benefit of computers 4
as a person 93
resources, safe and proper use of 213
respect for others 126
restricted access 290
retention of files 293
salutations in letters 171
school-based assessment (SBA)
assignments 314–5
portfolios 316–21
structure of 313–4
scope of works 239–41
scripts, actors’ 243–5
secondary storage 9
security of information 288–92
selecting text 56
self-evaluation 183
semi-blocked letters 174
semicolons 79
shapes 191
shift keys 36–7
short message service (SMS) 269
short stories 241
shortcut keys 26
shoulder headings 83
side headings 83
signatory in letters 171
single line spacing 81
slide transitions 120–1
slides 119–20, 122
SmartArt 192
smartphones 277
SMS (short message service) 269
social networking 278
software
application 12–13
defined 5
333
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Index
system 11–12
see also databases; presentations;
spreadsheets; word processing
source documents 286
spaced capitals 81
spam 273
speakers 7
specifications, builders’/architectural
236–8
speed
as benefit of computers 4
in keyboarding 38
spell check 58–9
spreadsheets
calculations 108–9
charts 110–11
defined 102
enter/delete data 104
formatting worksheets 106–7
formulae 107–9
insert cells/columns/rows 104
integrating database data in 144–6
key elements/terminology 103
Powerpoint slides, data in 146
printing 111
purpose and features of 45–6
select cell/row/column/range 104
sorting data 109–10
worksheets 102
stationery
envelopes 158–60
folding documents 160–1
paper 154–6
storage of information
as benefit of computers 4
devices for 8–9, 10–11
fireproof and waterproof 292
sub-headings 83
subject headings 84
subject headings in letters 171
system software 11–12
system units 10
tables in databases 131, 133–4
tabs for indented paragraphs 85
tabulations
defined 102
see also spreadsheets
teamwork 48, 307–8
technical documents
bills of quantity 238
builders’/architectural specifications
236–8
scope of works 239
technology, communication.
see electronic communication
telecommuting 270
teleconferencing 270
television scripts 245
templates 92–3, 120
tenants 224
text boxes 122, 123
text formatting 68–9, 204
thesaurus 60
time management 112–13, 307
time zones 267
trial balances 246–7
triple line spacing 81
turnaround documents 287
Twitter 278
typescripts, preparation of
abbreviations 88–9
capital letters 80–1
definition of typescript 78
footnotes 91–2
headings 82–4
line spacing 81–2
mailable copy 78
manuscripts 78, 89–93
numbers in figures/words 88
paragraphs 84–7
proofreading marks 89–91
punctuation marks 79–80
templates 92–3
typos 54
see also accuracy
USB ports 9
users defined 5
version control 293–4
videoconferencing 270
viruses 273, 290
wills 221–3
word processing
and mail merge 147–9
see also correspondence; editing
documents; formatting documents;
keyboarding; typescripts,
preparation of
word processors, purpose and features
of 44–5
WordArt 122, 192
work, organisation of 307–8
work stations 306
workbooks 102
working environment, caring for 14
worksheets 102, 106–7
World Wide Web 268
334
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9780230533417_text.indd 336
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EDPM for CSEC® Examinations is one of a series of
texts written especially for students studying for the
CSEC examinations in business subjects.
Other books available in the Business
for CSEC® Examinations series:
This new publication has been written to match the newly revised syllabus.
The sequence of chapters follows that of the syllabus and provides content
and hands-on practice to assist students in acquiring the knowledge, skills
and attitudes fundamental to the subject. The text helps students in their
preparation for the CSEC examination and also prepares them to manage
effectively various activities within a technologically advanced office with speed
and accuracy.
This book features:
■
Definition of key terms within each chapter
■
A concept map and learning objectives at the beginning of each chapter
■
An SBA chapter detailing requirements, complete with a sample portfolio
■
An easy to use glossary of key terms and phrases
■
Examination-style questions for review purposes and exam practice
■
Real-world development of required knowledge, skills and attitudes in simulated document
centre – Dox To Go
■
Personal Development sections that focus on professional work habits and work attitudes
■
An interactive CD-Rom providing dictation and typing exercises to practise speed and
accuracy skills central to the examination
Office Administration for CSEC®
Examinations
Allison Trenfield-Newsome and
Colleen Walker
978-0-230-02948-4
Principles of Accounts for CSEC®
Examinations 3rd Edition
Gaynelle Holdip and Cecelia Lamorell
978-0-230-02874-6
Economics for CSEC® Examinations
Patricia Gopie
978-1-4050-8648-6
Principles of Business for CSEC®
Examinations
5th Edition
Ivan Waterman, David Ramsingh and
Alvin Ramsaroop
978-0-230-71644-5
Howard Campbell has been actively engaged in teaching and technical training for over 20 years.
He is a trained software developer and has extensive real-world experience in the use of software
tools for document preparation, document management and electronic communication.
Howard Campbell and
Olivene Bogle-Graham
Olivene Bogle-Graham presently teaches at the Robert Lightbourne High School, St. Thomas,
Jamaica. She has been teaching in this field for over 15 years.
Special thanks to Nicole Francis for allowing us to reproduce her SBA project, and to Kaye
Anderson for contributing the Personal Development sections.
CSEC® is a registered trade mark of the Caribbean Examinations Council (CXC).
Electronic Document Preparation & Management for CSEC® Examinations is an independent
publication and has not been authorised, sponsored, or otherwise approved by CXC.
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Electronic
Document
Preparation &
Management
for CSEC® Examinations
Howard Campbell and Olivene Bogle-Graham
Series Editor: Dr Mike Taylor
I S B N 978-0-230-42912-3
CONNECT WITH US:
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Electronic Document Preparation & Management
for CSEC® Examinations
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Electronic Document
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