Design and produce text documents - Software … 1-14-6...Design and produce text documents (Word 2013) This workbook supports BSBITU303A Design and produce text documents in the BSB07
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Design and produce text documents (Word 2013)
This workbook supports BSBITU303A Design and produce text documents in the BSB07 Business Services Training Package.
Software Publications writing team ISBN 978-1-922241-14-6
Disclaimer
All rights reserved. No part of this publication may be reproduced or transmitted in any form or by any means, electronic or mechanical, including photocopying, scanning, recording, or any information storage and retrieval system, without permission in writing from Millbank Investments Pty Ltd, NZ or the from the publisher, Software Publications Pty Ltd. No patent liability is assumed with respect to the use of the information contained herein. While every precaution has been taken in the preparation of this book, the publisher and authors assume no responsibility for errors or omissions. Neither is any liability assumed for damages resulting from the use of the information contained herein.
Software Publications Pty Ltd (ABN 75 078 026 150) Head Office - Sydney Unit 3 25 Gibbes Street Chatswood NSW 2067
Unit descriptor This unit describes the performance outcomes, skills and knowledge required to design and develop predominantly text based documents using advanced features of word processing software.
Application of the unit This unit applies to individuals who possess fundamental skills in computer operations and keyboarding, and basic skills in the operation of word processing software. They may work as individuals who provide administrative support within an enterprise, or may be technical/knowledge experts responsible for production of their own word processed documents.
Employability skills This unit contains employability skills.
Prerequisites There are no prerequisites for this unit.
Element Performance Criteria Page Reference
1 Prepare to produce word processed documents
1.1 Use safe work practices to ensure ergonomic, work organisation, energy and resource conservation requirements are addressed
Software
Publications WHS
Included with downloaded exercise files
1.2 Identify document purpose, audience and presentation requirements, and clarify with relevant personnel as required
xviii, xxiii–xxiv, 169–170
1.3 Identify organisational and task requirements for text-based business documents to ensure consistency of style and image
xv, xviii–xix, xxiii–xxiv
169–170
2 Design word processed documents
2.1 Design document structure and layout to suit purpose, audience and information requirements of the task
xix, xxi–xxvi,
169–170
2.2 Design document to enhance readability and appearance, and to meet organisational and task requirements for style and layout
xviii–xxvi
169–170
2.3 Use style sheets and automatic functions to ensure consistency of design and layout
The range statement relates to the unit of competency as a whole. It allows for different work environments and situations that may affect performance. Bold italicised wording, if used in the performance criteria, is detailed below. Essential operating conditions that may be present with training and assessment (depending on the work situation, needs of the candidate, accessibility of the item, and local industry and regional contexts) may also be included.
Variable Scope Pages
Ergonomic requirements may include:
avoiding radiation from computer screens
Software Publications
WHS
Included with downloaded exercise
files
chair height, seat and back adjustment
document holder
footrest
keyboard and mouse position
lighting
noise minimisation
posture
screen position
workstation height and layout
Work organisation requirements may include:
exercise breaks
mix of repetitive and other activities
rest periods
Conservation requirements may include:
double-sided paper use
recycling used and shredded paper
re-using paper for rough drafts (observing confidentiality requirements)
utilising power-save options for equipment
Documents may include:
brochures 102–104
calendars n/a
faxes 139–140, 143–144
flyers 65–68, 99–101, 169
forms 144–Error! Bookmark not defined.
mail merge documents, including labels 149–167
memos 30, 167
multi-page letters 74–76
promotional material 41, 67–69, 169
reports 45–50
schedules n/a
tables 10–16, 108–120, 126, 144–145
Organisational requirements may include:
company colour scheme xviii–xix, 169
company logo xviii–xix, 167
consistent corporate image n/a
content restrictions n/a
established guidelines and procedures for document production
The Evidence Guide identifies the critical aspects, knowledge and skills to be demonstrated to confirm competency for this unit. This is an integral part of the assessment of competency and should be read in conjunction with the Range Statement.
Critical aspects for assessment and evidence required to demonstrate competency in this unit
Evidence of the following is essential:
applying document design principles
knowledge of organisation's style guide
production of a minimum of three text documents using advanced
software functions.
Context of and specific resources for assessment
Assessment must ensure:
access to an actual workplace or simulated environment
access to office equipment and resources
access to examples of text documents and style guides.
Method of assessment A range of assessment methods should be used to assess practical skills and knowledge. The following examples are appropriate for this unit:
demonstration of techniques
direct questioning combined with review of portfolios of evidence
and third party workplace reports of on-the-job performance by
the candidate
oral or written questioning to assess knowledge of word
processing software functions
review of text documents.
Guidance information for assessment
Holistic assessment with other units relevant to the industry sector, workplace and job role is recommended, for example:
Employability Skills Mapping Employability Skills for BSB30110: Certificate III in Business
Employability Skill
Industry/enterprise requirements for this qualification include
How this Employability Skill is covered
Communication communicating verbally with
others in negotiation, training
and questioning
writing a range of simple
documentation and
communications
Throughout this book, a wide range of document types are created including letters, fax forms, fliers and booklets; each communicating different information.
Teamwork completing individual tasks to
support team goals
conveying workplace
procedures and work
instructions to team members
In Practice Assessment 5 (page 167) the learner is require to create a memo describing how to create organisational styles.
Problem solving resolving issues and conflicts
with team members
using manuals and other
documentation to overcome
problems with information
technology or other office
equipment
Page xv describes using manuals and solving operational problems.
Initiative and enterprise
demonstrating individual
responsibility for completing
tasks
suggesting improvements to
support the development of
improved work practices and
team effectiveness
All tasks in this book are completed by the individual, demonstrating the ability to create a quality document single-handedly.
Planning and organising
contributing to planning
processes with team members
to meet expected outcomes
gathering, organising and
applying workplace information
for the organisation's work
processes and information
systems
In several exercises the learner is expected to apply and in some cases create ‘house styles’ or templates specific to the organisation.
Self management identifying development needs
and seeking training to fill
needs
monitoring and recording the
performance of own work area
On page xxvii the learner is introduced to the concept of evaluating their document using an evaluation form.
This form is used to evaluate a document in Practice Assessment 6 on page 169.
Industry/enterprise requirements for this qualification include
How this Employability Skill is covered
Learning developing a comprehensive
knowledge and understanding
of products and services
identifying priorities and
pursuing personal work goals
in accordance with
organisational objectives
By working through this book the learner will develop comprehensive knowledge on how to write documentation in a business environment.
Page x covers organising and prioritising work. In the practice assessment 5 on page 167 and in the final assessment the learner is required to create a time management plan.
Time limits can be applied to the Practice Assessments.
Technology using information
communication technology to
communicate with team
members or clients
using word processing
packages, spreadsheets
and/or databases to produce
written correspondence and
reports
The whole book requires the learner to operate a PC running Windows 8.1 and the Microsoft Word 2013 application.
The learner emails a document directly from the word processing program, and saves a document in PDF format for portability.
Create the following advertisement and save with an appropriate file name. Print and close
when complete.
CROSS FIELDS
Performing Arts School
Jazz World
Acting with Shakespeare
Acting for Youth
Dancing
Summer School 2013
For further information contact Joanne on Ph 267 3839
Reverse Text
Reverse text refers to the display of white text on a dark coloured background. In word, if black
shading is added to a paragraph containing text, the text will automatically display in white.RS
Exercise 32
1 Create the advertisement shown below, applying a border around the text as shown.
Burrows BARRISTERS AND SOLICITORS Ph: (03) 9729 5903
Burrows law team is committed to effective and speedy resolution of marital and related disputes. Our group has developed expertise in the field of resolving domestic problems and has many years of experience in this field. We have also had considerable experience in court room disputes. The Burrows team has a strong commitment to Family Law. You will find our service both efficient and cost effective. For further details about how we can help you, please contact: Maria Stanich John Jacobs David Delaney
The Burrows Team - PO Box 385, Heathmont, VIC, 3135
2 Select the first two lines of the advertisement.
3 Click on the of the Shading button and select Black. This creates a reverse text
effect; the text will become white automatically.
4 Click in the document to deselect.
5 Select the last paragraph of the advertisement The Burrows Team - PO Box 385, Heathmont,
VIC 3135.
6 Apply the reverse text effect to that paragraph.
7 Save the document with the file name Burrows and close.
Exercise 33
1 Create the following advertisement setting it out attractively.
2 Save as Mail box rental and leave open for the next exercise.
MAIL BOX RENTAL –Border, shading, 24 pt, bold.
All boxes include: 24 hour security access to mail box 24 hour security access to high quality photocopier Telephone mail check Mail forwarding anywhere in the world Unlimited vacation hold use box bullets Rates are as follows: Personal: (small) $1.00 per week (12 months minimum) Business: (medium) $2.50 per week (12 months minimum) Corporate: (large) $3.50 per week (12 months minimum)
4 Add a page border with a shadow to the title page. Ensure Apply to: displays This section.
5 Save the document and leave it open for the next exercise. Insert Headers and Footers
Exercise 76
1 Using Paris in the late 19th Century position the cursor on the second page.
2 Click on the Header button and select Edit Header. A blank header will open.
3 Click on the Link to Previous button to prevent the header from being displayed on the title page (i.e. Section 1).
4 At the left margin type: Paris in the Late 19th Century
5 Press Tab twice, adjust the Right tab on the ruler so it is as the end of the unshaded ruler section. At the right margin type: Queensland Art Gallery
6 Apply Calibri 10 pt, bold and italic to the header text.
7 Insert a footer with page numbering as follows:
a With the cursor on the second page, click on and select Edit Footer.
b Click on the Link to Previous button to prevent the footer from being displayed on the title page (i.e. Section 1).
c Click on and select Current Position, Plain Number.
d Format the footer to Calibri 10 pt.
8 To start the first page of the actual document (rather than the title page) as Page 1, click on the Page Number button and select Format Page Numbers. In the Start at: box type: 1
9 Click on OK.
10 Save the document and leave it open for the next exercise.
Exercise 77
1 Make the amendments to Paris in the late 19th Century shown on the following page, applying the following heading styles:
Heading 1: Calibri 16 pt, bold, 18 pt space after, 0 before
Heading 2: Calibri 14 pt, bold, 9 pt space after, 0 before
Heading 3: Calibri 12 pt, bold, italic, 6 pt space after, 0 before
2 Ensure the document is out and displayed attractively and that page breaks are in a suitable location.
Exhibition Tours (heading 3) General public tours of the exhibition will leave from inside the exhibition entrance at the following
times:
Monday-Friday 11.00 am and 1.00 pm
Saturday-Sunday 11.00 am and 2.00 pm
Please purchase your ticket and enter the exhibition before joining the tour.
Teachers’ Night (heading 3) The Gallery invites teachers to a special viewing on Wednesday 18 March at 4.00 pm. Bookings are
essential on (07) 3840 7255.
School Bookings (heading 3) Guided tours for school groups, on weekdays between 10.00 am and 2.00 pm, must be booked at
least 15 days in advance.
Free admission is provided for one teacher for every 15-20 students.
Bookings (07) 3840 7255.
Corporate Viewings (heading 3) Companies who wish to hold a private exhibition viewing incorporating a cocktail party for clients
should contact June baker on (07) 3840 7313.
Public Lectures (heading 2) Bookings are essential on (07) 3840 7255.
Saturday 14 March 2.00 pm Lecture Theatre
‘Paris: A view from the Eiffel Tower’ by Jane Kinsman, Exhibition Curator, National Gallery of Australia
Saturday 4 April 2.00 pm Lecture Theatre
‘Literary publishing in the nineteenth century’ by Dr Phillipe Lane, Chief Representative of Alliance
Francaise in Australia.
Paris: City of Pleasure (heading 3) The ‘Paris: City of Pleasure’ lecture day will be held on 21 April and will feature guest speakers
including Michael Adcock, a historian form the University of Melbourne and Ted Gott, Co-curator of
‘Paris in the Late 19th Century’. Speakers will present illustrated lectures focusing on aspects of
Parisian art, life and culture in the closing years of the 19th century, and will interest students,
educators and art-lovers. Lectures will be presented from 11.00 am to 3.00 pm at the Queensland
Cultural Centre Auditorium at a cost of $15.00 for adults and $5.00 concessions. Bookings are
essential on (07) 3840 7255.
Paris by Moonlight: A Night of Film at the Queensland Art Gallery (heading 3) Enjoy the atmosphere of free outdoor French films every Wednesday night in the Gallery’s Sculpture
Courtyard at 6.00 pm. Dinner boxes will be available from the café and seating is on the grass, so
bring your rug and cushion!
The ‘Paris in the Late 19th Century’ program of public lectures, Paris by Moonlight series, and study
day is co-sponsored by the Alliance Francaise de Brisbane.
Queensland Art Gallery
12 March – 22 May 2013
Tel: (07) 3840 7303
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Use tabs so the times line up Use tabs so the times line up
BSBITU303 Design and produce text documents Application This unit describes the skills and knowledge required to design and develop text-based documents using advanced features of word processing software.
It applies to individuals who possess fundamental skills in computer operations and keyboarding, and basic skills in operation of word processing software. They may work as individuals who provide administrative support within an enterprise, or may be technical/knowledge experts responsible for production of their own word processed documents.
No licensing, legislative or certification requirements apply to this unit at the time of publication. Elements and Performance Criteria
Element Elements describe the essential outcomes.
Performance Criteria Performance criteria describe the performance needed to demonstrate achievement of the element.
Workbook page reference
Assessment tasks
1. Prepare to produce word processed documents
1.1 Use safe work practices to ensure ergonomic, work organisation, energy and resource conservation requirements are met
Software Publications WHS
Part 1
1.2 Identify document purpose, audience and presentation requirements, and clarify with relevant personnel as required
xviii, xxiii–xxiv, 169–170
Part 8
1.3 Identify organisational and task requirements for text-based business documents to ensure consistency of style and image
xv, xviii–xix, xxiii–xxiv 169–170
Part 8
2. Design word processed documents
2.1 Design document structure and layout to suit purpose, audience and information requirements of the task
xix, xxi–xxvi, 169–170
Part 5, Part 8, Part 9
2.2 Design document to enhance readability and appearance, and to meet organisational and task requirements for style and layout
xviii–xxvi, 169–170
Part 5, Part 8, Part 9
2.3 Use style sheets and automatic functions to ensure consistency of design and layout
Foundation Skills This section describes language, literacy, numeracy and employment skills incorporated in the performance criteria that are required for competent performance.
Skill Performance Criteria
Description Workbook page reference
Reading 2.2, 4.3, 4.4, 4.6 Recognises and interprets textual information from a range of sources to determine and adhere to requirements
Whole workbook
Writing 2.1-2.3, 3.3, 4.2-4.5
Develops documents using required format, accurate spelling and grammar and terminology specific to requirements
Whole workbook
Organises content to support purpose and audience of material using clear and logical language
Whole workbook
Oral Communication
1.2 Uses specific and direct language, and listening and questioning techniques to clarify requirements
xvii, xxv
Navigate the world of work
1.1-1.3, 2.1-2.3, 3.1, 3.3, 4.2-4.5
Recognises and follows explicit and implicit protocols and meets expectations associated with own role
Whole workbook and Software Publications WHS
Interact with others
1.2 Collaborates with others to achieve joint outcomes
Workbook exercises can be discussed with classmates or workmates
Get the work done
2.1-2.3, 3.1-3.3, 4.1-4.6
Uses advanced features within applications to address routine and complex work tasks