Learning Guide Disign Final

A.
A TVET AND TECHNOLOGY BUREAU
Account and Budget Support Level III

Based on December, 2021
Version 2 Occupational Standards (OS)
and Curriculum
Unit Competence: Design and Produce business Documents
Module Title : Design And Produce Business documents
LG Code: EIS ACB3 M04 1121 LO (1-4)
TTLM Code : EIS ABS3 M04TTLM 0321v1
Addis Ababa, Ethiopia

Dec, 2021
TABLEOFCONTENTS PAGE
Learning guide for Designing and Produce Date,03/2021 Page 1 of 72
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A.A TVET AND TECHNOLOGY BUREAU
TABLE OF CONTENTS PAGE.....................................................................................2

LG#19, LO1: SELECT AND PREPARE RESOURCES................................................4
Instruction sheet..................................................................................................................5
Iformation sheet 1.1.Selecting and using appropriate technology and software...........7
Self-check 1.1.Written Test.................................................................................................8
Information sheet 1.2: Selecting layout and styling of publication.................................9
Self - check 1.2...................................................................................................................13
Information sheet 1.3: Ensuring document design is consistent with company and/or
.................................................................................................Error! Bookmark not defined.
Self - check 1.3. Written Test................................................................................................
Information sheet 1.4: Discussing and clarifying format and style and preparing
.................................................................................................Error! Bookmark not defined.
Self - check 1.4. Written Test................................................Error! Bookmark not defined.
Operational-sheet. 1.1:practical Task.............................................................................18
Lap test 1.1: -practical Demonstration............................................................................19
LG#20, LO2. DESIGN DOCUMENT.............................................................................19
Instruction sheet................................................................................................................20
Information sheet 2.1: - Identifying, opening and generating files and records.........21
Self – check 2.1. Written Test...........................................................................................25
Information sheet 2.2: - Designing document ...............................................................26
Self-Test 2.2. Written Test................................................................................................28
Information sheet 2.3: - Using a range of functions to ensure consistency of design..29
Self-Test 2.3: Written Test................................................................................................30
Information sheet 2.4: - Operating input devices within designated requirement.....31
Operation sheet 2.4............................................................................................................34
Lap test:2.4 –practical Demonstration............................................................................34
LG#21, LO3, PRODUCE DOCUMENT.........................................................................35
Instruction sheet Written Test.........................................................................................36
Information sheet 3.1. Completing document production within designated time line..
Self – check 3.1. Written Test...........................................................................................38
Information sheet 3.2: - Checking document produced for style and layout .............39
Information sheet 3.3: - Storing document appropriately and saving document.......44
Information sheet 3.4: - Using manuals, training booklets and/or help-desks to……..
overcome basic difficulties with document design and production .............................48
Operation sheet.3.4:-.........................................................................................................49
LG#22, LO4, FINALIZE DOCUMENT.........................................................................50
Instruction sheet................................................................................................................52

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Information sheet. 4.1: - Proof reading document............Error! Bookmark not defined.

Self-Test 3.2 : - Written Test............................................................................................57
Information sheet. 4.2: - modifying document to meet requirements..........................60
Self-Test .4.2 : - Written Test...........................................................................................61
Information sheet. 4.3:-Naming and storing document and exiting the……………………65
application without data loss/ Damage.................................................................................66
Self-Test .4.3 : - Written Test...........................................................................................67
Information sheet. 4.4: -....................................................................................................67
Self-Test .4.4 : -Written Test............................................................................................68
Operation sheet .4.4:-practical work...............................................................................69
Lap test 4 .4: -Demonsration............................................................................................70
LG#19, LO1: SELECT AND PREPARE RESOURCES

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Instruction sheet
This learning guide is developed to provide you the necessary information regarding the
following content coverage and topics:
 Selecting and using appropriate technology and software

 Selecting layout and styling of publication
 Ensuring document design is consistent with company and/or client requirements,
 Discussing and clarifying format and style and preparing resources
This guide will also assist you to attain the learning outcomes stated in the cover page.
Specifically, upon completion of this learning guide, you will be able to:
 Selecting and using appropriate technology and software

 Selecting layout and styling of publication
 Ensuring document design is consistent with company and/or client requirements,
 Discussing and clarifying format and style and preparing resources
Learning Instructions:
Read the specific objectives of this Learning Guide.

Follow the instructions described below.
1. Read the information written in the “Information Sheets”. Try to understand what
are being discussed. Ask your trainer for assistance if you have hard time
understanding them.
2. Accomplish the “Self-checks” which are placed following each information sheets.
3. Ask from your trainer the key to correction (key answers) or you can request your
trainer to correct your work. (You are to get the key answer only after you finished
answering the Self-checks).
4. If you earned a satisfactory evaluation proceed to “Operation sheets placed at the end
of each LO
5. Perform “the Learning activity performance test” which is placed following “Operation
sheets”
6. If you earned a satisfactory evaluation proceed to the next learning guide.
7. Reflect broad conceptual knowledge and adaptive vocational and generic skills
8. Reflect essential knowledge, skills or attitudes;
9. Focus on results of the learning experiences;
10. Reflect the desired end of the learning experience, not the means or the process;
11. Represent the minimum performances that must be achieved to successfully
complete a course or program;
12. Answer the question, "Why should a student take this course anyway
Information Sheet-1 1.1. Selecting and using appropriate technology and software

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Welcome this guide will provide you with an introduction to producing word-processed
documents. Areas of explanation include how to
‘Typing on a computer’, but it’s a quantum leap above just typing. Some of the things
You can do with a word processor include:
• change an existing document by inserting or
Deleting text (editing)
• Copy and paste text, so that you never have to type
Something more than once
• Copy and paste text from other sources
• Present text in an almost infinite variety of
Ways (formatting)
• add pictures (graphics) to a document
• add tables, charts, diagrams, etc.
: • set up a document
• enter text
• use layout and formatting options
• save and print.
The guide is written for people who have little or no knowledge of word processors or what
they can do. However, it does assume that you know your way around a computer keyboard
and have basic knowledge of terms used and accessing menus in a computer program. When
you’re employed in a paraprofessional position with a builder, whether it’s in the main office
or in the office on a project site, knowing how to produce professional-looking documents
with a word processor will allow you to perform many routine tasks quickly and efficiently.
Qualification overview
This unit of competency, Produce simple word processed documents, forms part of
Certificate II in Building and Construction (Pathway – Paraprofessional) and is aimed at
people who are considering a paraprofessional career in the residential building industry (as
opposed to a career in the trade sector). The course consists of 12 units of study and a period
of work placement. These two components, study and work, will provide you with an
introductory background to the paraprofessional side of the residential building industry. To
progress further in the industry from this introductory level, you will then need to specialize
in a particular field of study such as building, estimating, scheduling, drafting or building
design. Courses for these careers usually commence at Certificate IV level and progress
through to diploma or even advanced diploma levels at a registered training provider who

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delivers these programs. Some areas of study, such as architecture, interior design and
construction management, can then be studied further at degree level at university.
Business documents may include:

 Accounts statements
 Client databases
 News letters
 Project reviews
 Proposals
 Reports
 Web pages Selecting and using appropriate technology and software
Business equipment
Most organizations depend on business equipment to operate. The most common piece of
equipment in the office is the computer, which is used to input process and output business
information. You might also have to use printers, scanners and photocopiers. Descriptions of
the functions of each of these types of business equipment are provided here.
Printers
A printer is a device that produces a paper copy of the information displayed on the monitor
of your computer. There are many different printers available. The main differences are the
speed at which material is printed, the quality of the print, the options available and the cost.
Your organization may have several different printers and you will have to make a decision
about which one is most appropriate for your use. For example, does your document need to
be printed in color, or black and white? Do you need to print on one side or both sides of the
paper? Printing usually involves a number of decisions. Before you press the ‘print’ button,
you need to consider the specific requirements of your task, the software application you are
using and the capabilities of your printer. You may have various options for printing. For
example, in Microsoft Project you can choose to print a project overview, a summary of tasks
or just the milestone tasks. If you are printing a spreadsheet, you may wish to print it at actual
size, or scale it down to fit on one page.
Scanners

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A scanner is a device that produces a digital version of a hard-copy document. For example,
if you scan the hard-copy version of a report into a computer, you can send the information
electronically or make alterations before reprinting. A scanner can be a useful piece of
equipment if you are producing a newsletter, catalogue or any other document containing
photographs, illustrations, maps or handwritten material. It can copy a selected image into a
graphic file on a computer. This can then be imported into the document you are working on.
The image can be re-sized, if you need to make it smaller, or cropped if you only want to
keep part of the image.
There are two primary types of scanner:
• A flat-bed scanner that is connected to your computer but stands alone
• A scanner that is incorporated into a fax machine and/or photocopier. A flat-bed scanner
can scan most images as it caters for many different sizes, from a photograph to a map. The
other type of scanner is not as flexible and is most suited to single-sheet documents up to A4
size.
Photocopiers
Photocopying is a process that makes a paper copy of a document, or any other visual
image, quickly and cheaply. If an organization needs multiple copies of a document, a
photocopier is the most suitable equipment to use. Documents such as price lists,
product information and internal reports often need to be copied and sent to customers,
or stored for employee use. Because people use photocopiers so frequently, it has
prevented most offices from becoming totally paper free. Try to use the photocopier in
your organization wisely and save paper.
Self-Check 1.1 Written Test
Name: _________________________ Date: _______________
Directions: Answer all the questions listed below. Illustrations may be necessary to aid
some explanations/answers.
A. 1. What are Business documents may include:

A.2. List Business equipment and Explain their function
Note: Satisfactory rating - 25 points Unsatisfactory - below 25 points

Answer sheet
Sore: - ______________

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Rating: - _____________
Name: ________________________ Date: ______________
Information sheet 2 1.2 Selecting layout and styling of publication
The layout and style of a publication is critical to its impact on the reader, just as the contents
are. If a business document is difficult to read because of poor design features, its contents
are less likely to make any impact on the reader of the document. The reader may be
distracted by poor layout instead of concentrating on understanding the content.
Layout and styles
The layout and style of a publication will depend on what the organizational requirements
are for the particular document type. Any document you create must fit the specifications of
your organization. It is a good idea to find a sample before you start. By looking at the
sample and asking about the specifications, you should be able to work out exactly what
layout is required. For example, your organization might have a preferred layout for business
reports, which will require using the following guidelines for structure and format.
Select and prepare resources Select and use appropriate technology and software applications
to produce required business documents Select layout and style of publication according to
information and organizational requirements Ensure document design is consistent with

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company and/or client requirements, using basic design principles Discuss and clarify format
and style with person requesting document/publication Design document
Identify, open and generate files and records according to task and organizational
requirements Design document to ensure efficient entry of information and to maximize
presentation and appearance of information Use a range of functions to ensure consistency of
design and layout Operate input devices within designated requirements Produce document
Complete document production within designated timelines according to organizational
requirements Check document produced to ensure it meets task requirements for style and
layout Store document appropriately and save document to avoid loss of data Use manuals,
training booklets and/or help-desks to overcome basic difficulties with document design and
production Finalize document Proofread document for readability, accuracy and consistency
of language, style and layout prior to final output Make any modifications to document to
meet requirements Name and store document in accordance with organizational requirements
and exit application without data loss/damage
Page layout is the part of graphic design that deals in the arrangement of visual
elements on a page. It generally involves organizational principles of composition to
achieve specific communication objectives.
Directions: Answer all the questions listed below. Illustrations may be necessary to aid some
explanations/answers.
B.1. Define the term Page layout
B.2. What Is Influence of poor lay out on Business Documents?
B.3. Use manuals, training booklets and/or help-desks to overcome basic difficulties
with document design and production Finalize document Proofread document for,
_____________, ___________ and____________of language, style and layout prior
to final output
Name: _________________________ Date: _______________

Answer sheet
Sore: - ______________
Rating: - _____________
Name: ________________________ Date: ______________
1.3 .Ensuring document design is consistent with company

Information Sheet-3
and/or client requirements

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Inputting information into the computer is just the beginning. Once you have entered the
relevant data, you must organise the content and structure. This is called designing a
document and each task will be different. It all depends on the type of document you are
working on and the requirements of your workplace. The document you are designing needs
to be prepared using consistent design principles in line with organisational or client
requirements. Consistent design ensures that the layout of the content flows smoothly and the
final presentation is professional. Consistent design techniques should be used in the
following features of your document.
Headings
Use a font and font size for a major heading so it will inform the reader of the focus of the
page/document. Headings should be large enough for easy reading and can be centered, left
aligned or right aligned. There is usually only one major heading but sometimes there is a
major subheading also (which should be in a smaller font size). Subheadings are a transition
from the major heading to body text and make it easy for readers to locate information.
Subheadings are usually in bold and in a smaller font size than the major heading/s.
Lists
Numbered and bulleted lists can have less spacing between items and more above and below
the list.
Borders and lines
Borders and lines can be added to documents. Again, spacing must be consistent – if you
insert a 12 pt. space (or one Enter) before one line, then the next line must have the same
amount of spacing used.
Spacing
Variations can occur; for example, the spacing between bulleted lists could be reduced to 3
pt. or 4 pt. if it is necessary to fit text on a page, or spacing after subheadings could be
reduced.
Punctuation and capitalization
It is important that punctuation is consistent throughout, including such things as the use of
single or double quotation marks, and whether items in a list are separated by a comma or
not. Capitalization in headings must be consistent; for example, in this unit only the first
letter of headings are capitalized. This style of capitalization is called minimal capitalization.
Example: report design
Report on paper usage Overview

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Paper usage has reached an all-time high with twice as much paper being ordered per month
as was ordered last year. This report outlines strategies to reduce paper wastage. Main points
 All printers purchased to have double-sided printing capacity.
 All printing to be tracked by the printer and each department made aware of its
monthly paper usage.
 Budget for paper consumption to be reduced.
 Staff to communicate using emails rather than written memos.
Summary
It is hoped that these changes will bring about a 25 per cent reduction in paper usage. Up-to-
date figures and costs for paper consumption will be released in one month
Report on paper usage Overview
Paper usage has reached an all-time high with twice as much paper being ordered per month
as was ordered last year. This report outlines strategies to reduce paper wastage.
Main points
All printers purchased to have double-sided printing capacity. All printing to be tracked by
the printer and each department made aware of its monthly paper usage. Budget for paper
consumption to be reduced. Staff to communicate using emails rather than written memos.
Summary
It is hoped that these changes will bring about a 25% per cent reduction in paper usage. Up-
to-date figures and costs for paper consumption will be released in one month.
Document Design in Technical Writing
1. Document Design in Technical Writing ENG 150
2. Elements of Document Design “When you are designing your document’s layout, it is
just as important to know your audience as when you are planning your document’s text” –
Consistent use of elements creates a sense of a unified document. – Headings and lists help
readers note different sections.
3. Document Design http://flickr.com/photos/shaun_morrison/146 065326/
4. Items to Consider for Document Design • Where will the document be used? Consider
materials used for specific situations (at a desk vs. on a construction site, for example) • How
will the document be used? Will it be used as a reference? Training manual? • How do you
want readers to perceive the document? Complex? Friendly? Business like?

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5. Consistency is Key Keeping a consistent design throughout a document reinforces

company brands and general aesthetics. Consistency also helps readers when they review
your document, as it helps with organization. Style guides and style sheets are a great way to
help with consistency across a document or documents.
6. Style Sheet and Style Guides
• Include design elements such as headers, lists, and graphics.
• Include specific wording choices, such as how to abbreviate certain titles.
• Include common grammar rules, especially if they follow something specific such as use or
lack of use of the oxford comma.
• Include use of logos and other graphics to help writers and designers maintain company
branding.
7. Style Sheet Example http://billyblue.cuttscreative.com.au/2011/03/ 26/style-guide-brand-

manual/
8. Document Structure By using grids and whitespace, you can keep content interesting
and clear: Grids Think about a document in terms of sections, using placeholders to organize
text and graphics.
9. Grid Example http://www.thinkingwithtype.com/contents/gr id/
10. Content Structure Two major elements: Lists Help you group information for easier
reading, helps emphasize important points, help organize information chronologically. Lists
should be formatted and follow guidelines such as keeping items within the list as short as
possible and keeping lists parallel in format.
Content Structure Headings
• Use at least one heading per page of a document
• Use substantive wording (Instead of “Costs” use “Production Costs of the FastCopy800)
• Use parallel form in wording—headings of equal value and degree should have the same
grammatical form (Using the SmartArt Tool, Adding New Slides, and Arranging Slide
Elements, are all parallel in grammatical form)
1 • Establish a clear hierarchy with formatting/bolding (make sure readers can tell a heading
from a heading
2 • User larger type-size for higher level headings; heading position to show ranking (center
a title, for example); and typographic elements (bolding, italics, color, underline)
3 • Use decimal headings for longer, formal documents

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Designing and producing a minimum of 3 completed business documents, using at least
1 software applications in

the production of each document;
2 . using appropriate data storage options; and
Knowledge of the functions and features of contemporary computer
Self-Check -1.3 Written Test
some explanations/answers
A.1. what is document design definition?
B.2. Capitalization in headings must be consistent; for example, in this unit only the first
letter of headings are capitalized. This style of capitalization is known as______________
C.3. Style Sheet and Style Guides Include:
_______________________
_______________________
_______________________

Answer sheet
Sore: - ______________
Rating: - _____________
Name: ________________________ Date: _______________
1.4.Discussing and clarifying format and style and preparing

Information Sheet-4
resources
Manage business document design and development Guidance on design a style guide should
address three broad areas: design, content and finish. Become familiar with the various
standards; for example, you may need to research different fonts, page layout software or
binding methods if you are uncertain what is required. Here are some examples of design
requirements that should be included in a style guide. Electronic/ paper media List the
documents that should be electronic or paper-based; for example, hard copies are required for
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board papers, AGM papers and reports, whereas computer-generated documents are required
for newsletters, staff meeting agendas and minutes. Creating templates. Explain the
requirements for designing, saving and storing templates. Binding style the style and material
used for the front and back cover and the type of binding used to hold the pages together can
greatly affect the overall presentation. List the binding methods appropriate to each document
in terms of cost, style needed and purpose; for example, stapling, punch bound, comb
binding, spiral or coil bind, wire, sealed, thermal or glued Zip Bind or Cover appearance
Nominate the preferred style for covers. You may choose to apply different covers for
different design standards or tasks. Margins and fonts describe the margins, fonts and text
size to be used on most documents. Define spacing for paragraphs and lists. Provide details of
specific requirements; for example, Arial bold for all headers; 14pt size for main headings;
Times New Roman 12pt for body text. Headers and footers Headers should include the title
of the report. Footer may be included to indicate the file path, version and date. Drawings and
images List the dpi requirement for images (that is, the resolution of images to be used).
Specify the quality of hand-drawn images. Describe the use of copyright or other protected
materials
Design the document to maximize the presentation of information
Efficient entry of information helps to streamline the overall process of document

preparation. If you have all of the information you need at hand prior to commencing, you
can sort it into a logical sequence.
Set aside a realistic amount of time to prepare your document. If you rush or stop and start
the preparation frequently, you are more likely to make mistakes and the document may not
flow in a logical sequence.
In order to maximize the presentation of information you might consider applying or

customizing a particular theme for your document. This entails formatting an entire document
with a theme to give it a professional and modern look. A document theme is a set of
formatting choices that include a set of theme colors, fonts (including heading and body text
fonts) and effects (including lines and fill effects).
Programs such as Microsoft Office Word, Excel and PowerPoint provide several predefined
document themes, but you can also create your own by customizing an existing document
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theme, and then by saving it as a custom document theme. Document themes are shared
across Microsoft Office programs so that all of your documents can have the same, uniform
look.
Enter information efficiently

There are two main components to entering information efficiently. The first is making sure
you have everything you need at hand, so you don’t have to stop and search for more
information. This is a way to maximize your efficiency as the author of the document.
Sometimes you might even be able to copy information from another business document. If
you were compiling a report on expenditure, for example, you might be able to copy key
figures directly from the accounting package or records spreadsheet.
The second is ensuring that the information is presented in the most appropriate way, so that
a reader of your document does not need to stop and think in order to understand it. This is a
way to maximize the efficiency of the document for the reader.
Allow a realistic amount of time

It is essential that you allow a realistic amount of time to prepare your document.
Instead of making a plan for the best-case scenario, you should consider worst-case scenarios
you can’t control; for example, the printer or photocopier breaks down, or someone else
needs to use them at the same time.
If adequate time is not allowed, then:
 the document will not be prepared in time
 important information may be left out
 Incorrect information will be included; for example, the sales figures for the wrong
quarter.
Customize the theme fonts

Theme fonts contain a heading font and a body text font. When you click the Theme Fonts
button, you can see the name of the heading font and body text font that is used for each
theme font below the Theme Fonts name. You can change both of these fonts to create your
own set of theme fonts.
In Word or Excel: on the Design tab, in the Document Formatting group, select a font.

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In PowerPoint: on the Design tab, in the Variants group, select Fonts, then Customize Fonts

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 In the Heading font and Body font boxes, select the fonts you want to use.
 The sample is updated with the fonts that you select.
 In the Name box, type an appropriate name for the new theme fonts.
 Click Save.
1.4. Explain the Manage business document design and development Guidance on design a
style guide

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Operation Sheet 1
Produce Documents
1. How do you know the business Equipment’s are functionalized
2. List the Methods to customize the theme fonts

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LAP Test Practical Demonstration
Name : _____________________________ Date : ________________
Time started : _____________________________ Time finished : ________________
1. Collect all necessary business equipment’s:

2. Inspect all those business Equipment?
3.convert the blow pharagraph in to power point.
Manage business document design and development Guidance on design a style guide should
address three broad areas: design, content and finish. Become familiar with the various
standards; for example, you may need to research different fonts, page layout software or
binding methods if you are uncertain what is required. Here are some examples of design
requirements that should be included in a style guide. Electronic/ paper media List the
documents that should be electronic or paper-based; for example, hard copies are required
for board papers, AGM papers and reports, whereas computer-generated documents are
required for newsletters, staff meeting agendas and minutes. Creating templates. Explain the
requirements for designing, saving and storing templates. Binding style the style and material
used for the front and back cover and the type of binding used to hold the pages together can
greatly affect the overall presentation. List the binding methods appropriate to each
document in terms of cost, style needed and purpose; for example, stapling, punch bound,
comb binding, spiral or coil bind, wire, sealed, thermal or glued Zip Bind or Cover
appearance Nominate the preferred style for covers. You may choose to apply different
covers for different design standards or tasks. Margins and fonts describe the margins, fonts
and text size to be used on most documents. Define spacing for paragraphs and lists. Provide
details of specific requirements; for example, Arial bold for all headers; 14pt size for main
headings; Times New Roman 12pt for body text. Headers and footers Headers should include
the title of the report. Footer may be included to indicate the file path, version and date.
Drawings and images List the dpi requirement for images (that is, the resolution of images to
be used). Specify the quality of hand-drawn images. Describe the use of copyright or other
protected materials

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LG#20, LO2 :- Design and produce various business documents and publications
Instruction sheet
 This learning guide is developed to provide you the necessary information regarding the
 Identifying, opening and generating files and records
 Designing document
 Using a range of functions to ensure consistency of design and layout
 Operating input devices within designated requirement
 This guide will also assist you to attain the learning outcomes stated in the cover page.
 Identifying, opening and generating files and records
 Designing document
 Using a range of functions to ensure consistency of design and layout
 Operating input devices within designated requirement

1. Read the information written in the “Information Sheets”. Try to understand what are
being discussed. Ask your trainer for assistance if you have hard time understanding
them.
3. Ask from your trainer the key to correction (key answers) or you can request your trainer
to correct your work. (You are to get the key answer only after you finished answering
the Self-checks).
4. If you earned a satisfactory evaluation proceed to “Operation sheets placed at the end of
each LO
sheets”
11. Represent the minimum performances that must be achieved to successfully complete a
course or program;

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12. Answer the question, "Why should a student take this course anyway.
Information Sheet-1 2.1 Identifying, opening and generating files and records
The object of proper files management is to be able to find the record you need quickly and
economically, regardless of its format. Our Files Management Planning manual provides
guidance for establishing and maintaining the records of your office by the most efficient and
economical means available.
Legal Responsibility
Each University office has the primary legal responsibility for the proper care and
management of its records. To meet this responsibility each office should designate
a Records Authority and Records Coordinator.
Benefits of Files Management
A well designed filing system:
 must make filing less difficult, tedious, and unattractive

 must offer quick and easy filing and retrieval of information
 must ensure integrity and continuity of record keeping despite changes in office
personnel
 must have uniform practices
 must allow for the easy identification and purging of inactive records
 should provide clear and simple file categories
 should be expandable and flexible enough to meet everyone's needs
Higher productivity, Lower Costs

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Higher productivity and lower costs are the main benefits of good files management. The
right filing system produces important tangible results and eliminates costs associated with
poor procedures.
Time savings:
 faster filing and retrieval of information

 fewer misfiles
 higher staff efficiency and productivity
Cost savings:
 less frequent purchase of filing equipment and supplies

 less office space used for filing equipment
 less time spent on filing
 less likelihood of litigation losses resulting from lost documents
 less likelihood of lost documents leading to unfavorable audit findings and penalties
 less costly recovery of vital records
Specific benefits
 Establishing and maintaining control over files will bring specific benefits:
 easier training of new personnel
 expandability and flexibility to meet the needs of the office
 standard procedures for disposal of obsolete records
 improved service to clients/public
 protection of vital records
 compliance with legal and audit retention requirements
Develop a plan

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A good filing system is developed through a basic file plan. Planning is important because it
establishes direction and control, ensures that everyone involved has a common
understanding of purpose and goals, provides guidelines, and identifies the elements of a
project.
Plan elements in logical order
1. Assign responsibility
2. Obtain support
3. Collect information: inventory records
4. Analyze records
5. Develop a filing system
6. Implement system
7. Train users
8. Monitor implementation, follow up and revise system
Assign responsibility
One individual should be assigned the responsibility for developing and coordinating the new
filing system. This task usually falls to the Records Coordinator. The Records Coordinator
may work in conjunction with the Records Authority or with a committee established for that
purpose. The Records Coordinator may implement the system or may supervise others in its
implementation.
The first step in developing or improving a filing system is to gain the support of both the
administration and the users of the system. Administrative support legitimizes the project and
ensures the cooperation of all members of the office.
Every member of the office must understand the purpose and scope of the project. Everyone
should be involved in the process. The creator of a record may provide important insight
useful during the analysis of the records. Office members can help determine which features
or aspects of the present system work well and should be retained. Office members can also
help identify specific problems within the present system that must be changed. Most
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importantly, involving others in the process makes them more amenable to using the system
once it is implemented.
The Records Inventory: Collect information
Any changes to a filing system must begin with an inventory. An inventory is a detailed

listing of all existing files in an office. Without information gained through an inventory, it
would be impossible to develop or make changes to a filing system. The inventory is the
foundation of a filing system.
Conducting the inventory
Before beginning, it is very useful to create a map of each room to be inventoried. The map
should identify individual filing cabinets, shelves, desks, computers, and other areas where
information may be stored. For future reference, the files listed on the inventory should
correspond to file locations identified on the map.
An inventory should list the title and dates of each file created within the office. Within each
room, inventory the files in a systematic manner. Start at one end of the room and work
around the perimeter of the room. Once the perimeter is complete, inventory the files stored
in the center of the room. Do not forget to inventory files on top of and under file cabinets,
desks, shelves and other furniture. Finally, inventory each PC.
Use a range of functions to design the document

Organizing the content and structure of your document is the first step. Once you have
designed a document, it needs to be formatted. For most documents, you will use a word-
processing application, such as Microsoft Word, for this task. Within this program there is a
range of functions to help make your work more consistent. In this section you will look at
the software functions for:
 formatting text
 formatting styles
 headers and footers
 formatting tables
 merging and comparing documents, and tracking changes
 Spell checking and editing.

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Format text
Formatting the text of a business document improves the overall appearance and presentation
of the information. Although many software programs have formatting options, this topic will
only describe the functions of Microsoft Word 2013.
Before going any further you need to find, or create, a Word document you can work on.
Make sure it has at least eight paragraphs and is at least three pages long. It can be on any
topic. It might even be an existing document from your workplace. You will use this
document to complete some of the tasks. You will also be asked to work on it as you read
through the topic.
If you do not have a document you can access, go to your local newspaper’s website and
copy a section of a news story to work on.
Change existing styles

Alternatively, you may want to change the existing style of your document. For example, to
change the attributes of the Heading 1 style, select text that has the Heading 1 style applied.
Have a try on your existing document using the following steps:
1. Format the selected text with the new attributes that you want.
For example, you might decide that you want to change the size for the Heading A style
from 16 pt. to 14 pt.
2. On the Home tab, in the Styles group, right-click the style that you want to change; for
example, Normal.

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3. Click Update to Match Selection. All text with the style that you changed will
automatically change to match the new style that you defined.
If you changed the styles in a document and the styles are not updating the way you
Expected, click the Styles dialogue box launcher, and then click the Style Inspector button
To find out whether text was manually formatted instead of formatted by using styles.
Headers and footers

Headers and footers are displayed at the top and bottom of each page in a document. They
usually contain information about the document. This can include a single line of text,
multiple lines of text, a table or graphics. Headers and footers commonly contain information
such as the document’s file path (or code), date and page number.
Often, there is a workplace standard about the information that goes in headers and footers.
This ensures that all readers are aware of certain information about the document, such as
when it was written or where it is located on the server.
The header and footer information can be contained within one section of the document, or
can run through the entire document.
Resize columns and rows

Depending on the type of information you have entered into your table, you may need to
resize columns and rows. There are two ways of resizing columns and rows. You can simply
use your mouse to drag the table parts into the right size, or you can use the menu options.
You are now going to resize the columns and rows in your table. Follow these steps.
Using the mouse option Using the menu option
1. Move your mouse onto the right edge 1. Select a column to resize.
of a column or the bottom of a row you 2. Select the Layout tab under Table
want to resize. Your cursor will change Tools. Click on Properties.
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into a two-headed arrow. 3. Select the Column tab. enter the

2. Click and drag the column or row to column width into the preferred
the required width or height. width box. You may have to
experiment with the correct size
by looking at how the width
change has altered your column.
4. Click on the Previous Column or
Next Column buttons to change
the width of adjacent columns.
5. Select a row and repeat these
actions to modify its size.
Example: resize columns and rows
When you have finished, your table might look like the following example, where the
columns have been resized to suit the information and save space.
Title Author Price
War and peace Leo Tolstoy $35.00
A tale of two cities Charles Dickens $40.00
Pride and prejudice Jane Austen $25.00
A.1.Define the term Develop a plan
A.2.There are two ways of resizing columns and rows. Show them & list them.

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A.3. List the software functions

A.4. what is Benefits of Files Management

Answer sheet
Sore: - ______________
Rating: - _____________
Name: ________________________ Date: _____________________
Information Sheet-2 2.2.Designing document
What is a “Design Document”?

The Design Document will be the starting point work product for a number of your
assignments. In many cases you could, and should, do the Design Document before doing
any of the actual "work". To a degree, the Design Document could be seen a part of the Plan
on what you will do, but I tend to look at the Design Document as providing more of a
technical overview and the Plan as a second document which includes assumptions,
justifications, and the like necessary for meeting the customer's requirements. The
Implementation then would be the final step, in which you detail exactly – often in a step-by-
step manner - what you did to actually complete the work required by the Design Document
and Plan.
When you write code for a program, you usually will have clarified your requirements and
done a design/plan before you write the first line of actual code. Your products from this
stage in the programming world might include a TLR, SRS, Project Plan, Customer Contract,
or other similar items. The process for a SA should be somewhat parallel to this, determining
what the problem is and detailing how (technically, socially, financially, politically, etc.) you
can provide a solution that is appropriate for the problem. Only after these details have been
determined should you take the steps to implement the solution.
What we have seen from previous classes is that instead of attacking the problem in this
manner, many students jump into the Implementation and think about these issues as they
go. This makes documenting the process much more difficult. In the case of working at the
level of a proposal, they have gone way beyond what would be necessary. In the working

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world, it means if they get sick halfway through a project, it may be impossible for someone
else to step into that position and complete the job because it may be impossible for the new
employee to understand what the first one did and why. Having the type of documentation
that we are expecting in this course helps ensure a number of things like: you are doing what
the customer wants; that when you are done, you actually did what you intended to do; that in
case of personnel problems you project continuity remains; etc.
Merge and compare documents, and track changes

Business documents are often written by a number of people. Multiple people can also be
involved in the edit. Tracking changes and merging and comparing documents are useful
techniques to help with this process.
To complete the work in this part of the topic, you need two identical documents. Make two
copies of the Word document you are currently working on, and call them Document 1 and
Document 2.
The Track Changes function is very useful if you want to revise or edit a document. It
allows a person to insert, delete or move text or graphics and change the formatting.
Microsoft Word uses revision marks to show these changes. The changes can then be
reviewed and accepted or rejected by someone else.
There are several people involved in the edit), you can merge the different copies and capture
all the tracked changes into one document when they have finished. This will give you one
final document to edit at the end.
Track changes
You are now going to track the changes in your Word documents.
Follow these steps:
1. Open Document 1.
2. On the Review tab, in the Tracking group, click the Track Changes icon. Click the
Track Changes icon to turn Track Changes on or off.

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Make the changes that you want by inserting, deleting, moving or formatting text or graphics. You
can also add comments. Word will track these changes as you make them. Save the changes and
close the document.
A.1.Demonstrate the step going to track the changes in your Word documents
B.2. Explain the term Design Document
Answer Sheet
Score = ___________
Rating: ____________
Name: ________________________ Date: _________________
Information Sheet-3 2.3.Using a range of functions to ensure consistency of design and layout
Operating input devices within designated requirement
If you have a three-document model:

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- Design - the picture that describes the end result (it often doesn't include product names,
but might in some cases)
- Plan - a milestone-level view of how that design will get accomplished (no commands
are included, but product names and the processes selected might very well be
documented)
- Implementation - a step-by-step list of what to do which could be used to reproduce the
work, possibly by someone who isn’t familiar with the design or plan.
Another way of thinking of it might be this:
- A design is the type of document a company might produce to be sent off for bidding
(i.e., the customer might produce)
- A plan is individual -- the order and way you solve and verify your solution might be
different from someone else, but
- If you just provide implementation steps without the plan, how will you know you did
the job?
Format document using appropriate software functions to adjust page layout
To meet information requirements, in accordance with organizational style and
Presentation requirements
Use system features to identify and manipulate screen display options and controls
Use manuals, user documentation and online help to overcome problems with
Document presentation and production
Documents may include: /Elements
F agendas
F briefing papers
F envelopes
F faxes
F labels
F letters

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F mail merges
F memos
F minutes
F short reports
F simple one-page flyers
F Standard form letters.
Organizational requirements may include:

o company color scheme
o company logo
o consistent corporate image
o content restrictions
o established guidelines and procedures for
 document production
o house styles
o observing copyright legislation
o Organization name, time, date, document title, filename etc.
 in header/footer
o Templates.
 Formatting may include:
o alignment on page
o columns
o company logo/letterhead
o enhancements to format - borders, patterns and colors
o enhancements to text - color, size, orientation
o headers/footers
o margins
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o Page orientation.
Directions: Answer all the questions listed below. Illustrations may be necessary to
aid some explanations/answers
A.1. If you have a three-document model Wht you have?
B.2. List what Documents May be include
Answer Sheet
Score = ___________
Rating: ____________
Name: ____________________
Date: ________________
Information Sheet-4 2.4.Operating input devices within designated requirement
In computing, input/output or I/O (or, informally, Io or IO) is the communication between

information processing system, such as a computer, and the outside world, possibly a human
or another information processing system. Inputs are the signals or data received by the
system and outputs are the signals or data sent from it. The term can also be used as part of an
action; to "perform I/O" is to perform an input or output operation.
I/O devices are the pieces of hardware used by a human (or other system) to communicate
with a computer. For instance, a keyboard or computer mouse is an input device for a
computer, while monitors and printers are output devices. Devices for communication
between computers, such as modems and network cards, typically perform both input and
output operations.
The designation of a device as either input or output depends on perspective. Mouse and
keyboards take physical movements that the human user outputs and convert them into input
signals that a computer can understand; the output from these devices is the computer's input.
Similarly, printers and monitors take signals that a computer outputs as input, and they
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convert these signals into a representation that human users can understand. From the
human user's perspective, the process of reading or seeing these representations is receiving
output; this type of interaction between computers and humans is studied in the field
of human–computer interaction.
In computer architecture, the combination of the CPU and main memory, to which the CPU

can read or write directly using individual instructions, is considered the brain of a computer.
Any transfer of information to or from the CPU/memory combo, for example by reading data
from a disk drive, is considered I/O.[1] The CPU and its supporting circuitry may
provide memory-mapped I/O that is used in low-level computer programming, such as in the
implementation of device drivers, or may provide access to I/O channels. An I/O algorithm is
one designed to exploit locality and perform efficiently when exchanging data with a
secondary storage device, such as a disk drive
Summary
1. Organizations need to identify, open and generate files and records according to task and
organizational requirements.
2. Organizations need to create, update and store their files in suitable locations so that they
can be easily accessed and maintained.
3. A business document is formatted to improve the presentation and appearance of
information.
4. Before designing a document, you need to think about whom you are communicating
with and what information, or message, you are trying to convey.
5. Designing and formatting a document is about organizing the structure and style to
maximize the readability of the information.
6. A range of software functions can be used to design, format, edit, merge, check and
improve the presentation of a document.
7. Input devices allow you to put information into a computer. The mouse controls the
cursor on your computer. To use a keyboard with speed and accuracy, you need to be
confident and streamline your actions.

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A.1.Explain the term in computing, input/output
Answer Sheet
Score = ___________
Rating: ____________
Name: ____________________
Date: ________________

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Operation Sheet 2
Practice task
. This is your first chance to work on the Word document that you have found or
created. Use the following basic formatting functions to complete these tasks. You do not
have to save the changes in your document. Select three different fonts and three
different font sizes. Apply these to part of your document.
. Bold, italicize and underline some of the sentences in your document.
. Use the numbering function to list some of the sentences in your document.
. Add a border to one sentence in your document.
. Highlight one sentence in your document and change the font color of another.
. Find the Page Number Format dialogue box. Format the page numbers of your
document so that they are in lowercase Roman numerals; for example, i, ii, iii.
. Use the table you have just inserted in your document to complete the following
tasks: Select three cells in your table.
. Select two rows in your table.
. Select one column in your table.
. Select the whole table.
Name : _____________________________ Date : ________________
1. Open Your Computer then create your word and paste the blow Essay.
2. Arrange put your name on header and your father on footer finally write the given
paragraph by Time Roman and color by blue color

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In computing, input/output or I/O (or, informally, Io or IO) is the communication

between information processing system, such as a computer, and the outside world,
possibly a human or another information processing system. Inputs are the signals or
data received by the system and outputs are the signals or data sent from it. The term
can also be used as part of an action; to "perform I/O" is to perform an input or
output operation.
3. I/O devices are the pieces of hardware used by a human (or other system) to
communicate with a computer. For instance, a keyboard or computer mouse is an
input device for a computer, while monitors and printers are output devices. Devices
for communication between computers, such as modems and network cards, typically
perform both input and output operations.
4. The designation of a device as either input or output depends on perspective. Mouse
and keyboards take physical movements that the human user outputs and convert
them into input signals that a computer can understand; the output from these devices
is the computer's input. Similarly, printers and monitors take signals that a computer
outputs as input, and they convert these signals into a representation that human
users can understand. From the human user's perspective, the process of reading or
seeing these representations is receiving output; this type of interaction between
computers and humans is studied in the field of human–computer interaction.
LG#21, LO3: Produce document
Instruction sheet
 Completing document production within designated time lines

 Checking document producing for style and layout
 Storing document appropriately and saving document
 Using manuals, training booklets and/or help-desks to overcome basic difficulties with
document design and production
 Completing document production within designated time lines

 Checking document producing for style and layout
 Storing document appropriately and saving document
 Using manuals, training booklets and/or help-desks to overcome basic difficulties with

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document design and production

them.
each LO
sheets”
3.1 .Completing document production within designated time

Information Sheet-1
lines
Documentation is a set of documents provided on paper, or online, or on digital or analog

media, such as audio tape or CDs. Examples are user guides, white papers, on-line help, and
quick-reference guides. Paper or hard-copy documentation has become less common.
Documentation is often distributed via websites, software products, and other on-line
applications.
Professionals educated in this field are termed document lists. This field changed its name
to information science in 1968, but some uses of the term documentation still exists and there
have been efforts to reintroduce the term documentation as a field of study

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Accuracy of numerical and statistical data
Match your document with the original figures you were given. It is very
easy to make a mistake when entering a lot of numerical data into a
document.
Edit and proofread tools and symbols

If you proofread using Word, you can use the Track Changes setting as discussed. Select the
Review tab and Track Changes. Once you have activated this setting, your proofreading and
editing changes will be highlighted. To permanently remove any changes, you must accept or
reject them.
Editing and proofing symbols are used on hard copies of documents to indicate where
changes should be made. They are similar to shorthand, as they are much quicker and take up
less space on the page than writing instructions in longhand.
Example: directory hierarchy
Consider this example of a directory hierarchy.

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In this structure the server has three folders for three separate workgroups: Group A,
Group B and Group C. Group C has three major folders: Procedures, Personnel and
Projects. The Projects Folder has three folders: Project A, Project B and Project C. The
Project C folder has two documents: ProjectC_timelines.docx and
ProjectC_research1.docx. The file path for retrieving a document starts at the server and
ends when the correct document is located. For example, to reach the Project C_
timelines.doc the file path is: C:\GroupC\Projects\ProjectC\ProjectC_timelines.docx.
Digital storage
Paper documents can become damaged, yellowed and brittle. In addition, unless you are very
careful, important documents can easily be torn, misfiled or accidentally thrown away.
Storing a great many documents can also be expensive and some organisations prefer to store
information digitally.
Digital storage saves paper and space. If the documents form part of a database, it also allows
you to find specific information quite quickly. This is much easier than searching through the
hard copies of the files. Databases also provide management with powerful reporting tools.
For example, statistical information can be gathered from a database to produce a detailed
report.

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A1. Explain the term Documentation
A2. What are examples of User Guides?
A3.Write the function of Digital Storage
Answer Sheet
Score = ___________
Rating: ____________
Name: ____________________
Date: ________________
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Information Sheet-2 3.2.Checking document produced for style and layout
The designation of a device as either input or output depends on perspective. Mouse and
keyboards take physical movements that the human user outputs and convert them into
input signals that a computer can understand; the output from these devices is the
computer's input. Similarly, printers and monitors take signals that a computer outputs as
input, and they convert these signals into a representation that human users can
understand. From the human user's perspective, the process of reading or seeing these
representations is receiving output; this type of interaction between computers and
humans is studied in the field of human–computer interaction.
In computer architecture, the combination of the CPU and main memory, to which the
CPU can read or write directly using individual instructions, is considered the brain of a
computer. Any transfer of information to or from the CPU/memory combo, for example
by reading data from a disk drive, is considered I/O.[1] The CPU and its supporting
circuitry may provide memory-mapped I/O that is used in low-level computer
programming, such as in the implementation of device drivers, or may provide access
to I/O channels. An I/O algorithm is one designed to exploit locality and perform
efficiently when exchanging data with a secondary storage device, such as a disk drive
Can select and use appropriate page and section layouts to present and print documents
Candidates should produce documents that will preserve their layout when styles are changed
so that presentation and printing will be formatted correctly.
Evidence: When changing a style, font size or editing a feature in a document the document
layout is preserved.
Additional information and guidance
Any inappropriate use of spaces for formatting is likely to prevent this criterion from being
met. Candidates should appreciate that apart from separating words in body text or titles, the
spacebar should not be used. Common errors are using spaces for formatting in tables
because the tab key moves between columns and CTRL Tab or some other key combination
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is needed for a tab in a table cell. They should know how to force the document to start a new
page e.g. using that CTRL and Enter rather than putting several Enter characters in because
any reformatting will stop the new section starting on a new page. Facilities vary between
Word Processor applications but in general candidates should use the features designed to
manage page and section layouts rather than simply achieving a visual effect which might
produce a printout that looks right but which would have its layout destroyed by some simple
changes to the original file.
Can describe any quality problems with documents
Candidates should evaluate at least 3 documents describing their strengths and weaknesses in
terms of quality.
Evidence: Evaluation of their own and/or documents provided for them documented on web
pages or in files.
Additional Information and Guidance
Quality includes layout, spelling and grammar, formatting, use of appropriate styles, over use
of different fonts, size of files - e.g. due to graphics being stored in resolutions higher than
needed, quality of images, file format being a closed format when the file has to be presented
to a wide audience that might not have the same software as the originator, indexes not
corresponding to referenced pages.
I can check documents meet needs, using IT tools and making corrections as necessary
Candidates should demonstrate that they can match key needs to a document and use the
tools in their software to make adjustments and corrections.
Evidence: Candidates documents and/or center devised tasks.
Additional Information and Guidance
Candidates should not be designated secure (S) if their work has obvious spelling errors that
could be picked up by a spell-checker, significant formatting errors or if the document lacks
relevance to its intended audience. It is reasonable for the candidate to ask for help but this
should be initiated by the candidate after checking rather than the assessor checking the
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candidate's work and then telling the candidate what to do. The candidate should be
becoming self-sufficient in identifying problems and needs and then using sources of
information including other people to solve those problems
Copying and pasting

Copying and pasting is a really useful way to speed up data entry. This function allows
You to select text from your document or any other document make a copy of this text and
‘paste’ it into your own document.
Paragraph formatting
Formatting can be done before or after text is typed, but it is better to format it after it’s
typed. If you try to format as you go, you’ll probably get too ‘hung up’ on the formatting.
There are lots of different ways you can format paragraphs in your document. Some of these
are listed here.
Formatting feature Effect Shortcut keys
Alignment Choosing ‘Left’ will align text with the Left margin.
Choosing ‘Right’ will align text with the Right margin.
Choosing ‘Centre’ will center text between The margins.
Choosing ‘Justified’ will justify text so that
Both margins are even.
Ctrl+L
Ctrl+R

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Ctrl+E
Ctrl+J
Indentation The paragraph can be indented (spaced in) from the left or right margin by the
amount Chosen (e. g 5 mm).
Choosing ‘Special’ will indent the first line only by a certain amount (e.g. 5 mm).
Choosing ‘Hanging’ will make the second and all following lines indented by a Certain
amount.
Directions: Answer all the questions listed below. Illustrations may be necessary to aid some
explanations/answers
3.2. Demonstrate/ Explain Shortcut keys meanings and their function
Ctrl+L =
Ctrl+R =
Ctrl+E =
Ctrl+J =
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Answer Sheet
Score = ___________
Name: ____________________ Rating: ____________

Date: ________________
Information Sheet-3 3.3.Storing document appropriately and saving document
A beginner's guide to storing documents on your computer. New to computing? Never lose a
computer document again with our useful tips on organizing, storing and creating folders for
your computer files
Folders
When you have just a few files on a drive, it’s easy to keep track of them. However, it doesn’t
take long to get so many files that things become confusing and files become hard to find.
This is when you need to create folders. The concept of keeping files in folders on a computer
is just the same as keeping paper files in manila folders in a filing cabinet.
You should give folders logical names too. For instance, you might have folders called
‘Quotes’, ‘Letters’, ‘Invoices’,
‘Wages’, ‘Personal’ and so on.
Folders can also contain sub-folders. For example,
Your ‘Letters’ folder could contain sub-folders called ‘January’, ‘February’ and so on.
File directories
A file directory is another term for a folder. It is a location on a hard drive or portable storage
drive used for storing files. You may have sub-directories within a directory to better
organize your files. This system can be compared to an actual filing cabinet (the computer’s

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hard drive), with a drawer in the cabinet (a directory, or folder), a manila folder in the drawer
(a subdirectory) and a piece of paper in the manila folder (a file).
Look at the example shown here.
Johnson
File directories are created using the file management system in a computer’s operating
system. Your lecturer will discuss the operating system you’ll be using to manage files for
this unit.
Your computer is like a huge filing cabinet - where you can create folders and
subfolders for storing information

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Not sure where you saved your tax information? Can’t find the photos from your holiday
with the grandkids? If your files aren’t stored properly on your computer, you can waste days
searching for those important documents.
So think of your computer like a huge filing cabinet. On both Mac and Windows-based
computers, you can easily create folders and subfolders to store all your information and keep
it at your fingertips.
The trick is to know where to start. Think of the built-in Documents folder as your filing
cabinet. Then divide it into ‘drawers’ by creating separate general folders within the larger
Documents folder. For example, you might want to create:
• A Finances folder for your spreadsheets and other financial information;
• A Work folder for work-related documents; and
• A Family folder for your family photos, birth certificates and other important family
documents.
To organize your ‘filing cabinet’ further, you can create subfolders within these folders. For
example, photos from last Christmas could be saved in your Family folder by year and event
– Family/Photos/2014 Christmas.
How to backup photos and files for free
Creating folders on a Windows computer
If you’re using a Windows-based computer, you’ll see a listing for “Documents” when you
click the Start menu. Click that and you’ll see it already contains several folders, including
Downloads, My Pictures and others.
While these are useful, it’s better to customize the larger Documents folder for your personal
needs. To do this:
• Click “Make a New Folder” under “File and Folder Tasks”.
• The new folder will be named “New Folder. Type in a name for your folder to replace it.
• If you want to create subfolders within your new folder, be sure to open the new folder first.
On a Mac, Finder is the master filing cabinet where everything is stored. To create new
folders in Finder, click on the icon that looks like a gear at the top of the display or go to the
File menu in the top left-hand corner of your screen. In either case, select “New Folder” and
give it a name.
If you’ve already created documents or stored photos and want to organize them, you can
easily move them into your new folders.

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Highlight the file you want to move by left clicking your mouse and holding the button down.
Drag the file to the folder you want to move it to. When you lift your finger, the file will
‘drop’ into the folder.
This method works on both a Mac and a Windows computer.
How do I update my browser?
Backing up your files
If your documents, photos and other files are important enough to organize, they’re important
enough to back up.
Backing up your files means storing them in a location separate from your computer’s hard
drive – you can learn how with our guide to backing up data.
Creating folders and backing up your files will be second nature after you’ve done it once or
twice. Get into the habit now and never worry again about trying to track down that important
document at the last minute.
A1.What is File directories Means?
A2. What Types create in your work place Write at list three types of folders?
Answer Sheet
Score = ___________
Rating: ____________
Name: ____________________
Date: _______________
3.4 Using manuals, training booklets and/or help-desks to
Information Sheet-4
overcome basic difficulties with document design and production
A training manual is a book or booklet of instructions, used to improve the quality of a

performed task. Training manuals are widely used, including in business and the military.

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A training manual may be particularly useful as:

 an introduction to subject matter prior to training
 an outline to be followed during training
 a reference to subject matter after training
 a general reference document
 a system to reference
A training manual may form an important part of a formal training program. For example, it
may help ensure consistency in presentation of content. It may also ensure that all training
information on skills, processes, and other information necessary to perform tasks is together
in one place.
Training manuals can be designed to be used as:
 Work books – used in training sessions to provide basic information, examples and
exercises.
 Self-paced guides: designed for trainees to work through on their own.
 Reference manuals: for containing detailed information on processes and procedures.
 Handouts: provide general information to support training done during the session.
 Job aids: provide step-by-step instructions to be used in the workplace.
Organizational requirements may include:
Company color scheme
• Company logo
• Consistent corporate image
• Content restrictions
• established guidelines and procedures for Document production
• House styles
• observing copyright legislation
• Organization name, time, date, document title, filename etc.
In header/footer
• Templates
Formatting may include:
 alignment on page
 columns
 company logo/letterhead

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 enhancements to format - borders, patterns and colors

 enhancements to text - color, size, orientation
 headers/footers
 margins
 Page orientation.
1. What are a training manual may be particularly useful as:

2. Training manuals can be designed to be used as:
3. Formatting may include: but not limited
Answer Sheet
Score = ___________
Rating: ____________
Name: ____________________
Date: _______________
Operation Sheet 3 Practice task
Activity .2. Creating a table

1. Open a new document.
2. Save it as ‘My first table’.
3. Activate the Table toolbar. Some of the following formatting can be done using the
toolbar’s buttons.

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4. To create a table, choose Table/Insert/Table. The program will suggest a number of rows
and columns, but you can change these to suit your needs. (Rows and columns can also be
added or deleted later.)
5. For now, choose four columns and six rows.
6. Type the following text. Don’t worry about any formatting at the moment.
Name : _____________________________ Date : ________________
1. Activity.1 Inserting symbols, breaks, comments and fields Symbols

1. Open the file First document and save it as ‘Various inserts’.
2. Place the cursor at the bottom of the text, and then go to Insert/Symbol. On the Symbols
tab of the dialogue box, you’ll see some (possibly strange) characters – letters, numbers and
so on.
3. In the Font drop down-menu, select ‘Wingdings’. These are small picture symbols that can
Be used for various purposes. Select the telephone symbol , click Insert then Close.
4. You should now have the telephone symbol in your document. Select it and click Ctrl+].
The symbol will get bigger. Do this a few times and see it get even bigger.
5. Experiment inserting other symbols.
Breaks
6. Place the cursor halfway up the page and go to Insert/Break. Select ‘Page break’ and click
OK.

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7. A page break has been inserted where your cursor was, and you should now be at the top
of a new page. Try Ctrl+Enter – it will do the same thing.
8. Shift+Enter will force a line break but keep it within the same paragraph. Try it.
Comments
9. Click on the word ‘keyboarding’ in the top line. Go to Insert/Comment. Your page will
seem to get wider and a comment box will appear, connected to the word at the cursor
position. Type ‘typing’ in the comment box.
10. If the Reviewing toolbar doesn’t appear, go to View/Toolbars/Reviewing and make sure
it’s ticked.
Comments only print if you tell the program to do so. They are a way of placing reminders,
etc. in a document. If you right-click in a comment, you can format it and delete it.
Fields
11. Place your cursor at the bottom of the document. Go to Insert/Field. You will be
presented with a menu of choices.
12. Choose ‘Numb words’ and click OK. The number of words in the document will be
shown.
13. Type a few additional words in the document. Note the number of words shown, then
right-click on the number. Choose ‘Update Field’ from the pop-up menu. The number will
increase by the number of words you have just typed.
14. Experiment with inserting other fields. Note that the window to the left of the dialogue
box has choices, depending on the field chosen.
15. When you’ve finished, save and close the document.

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LG#22, LO4: Finalize document

Instruction sheet
 Proof reading document
 modifying document to meet requirements

 Naming and storing document and exiting the application without data loss/ damage
 Printing and presenting document
 Proof reading document
 modifying document to meet requirements

 Naming and storing document and exiting the application without data loss/ damage
 Printing and presenting document

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them.
each LO
sheets”
Information Sheet-1 4.1 Proof reading document
In IPM, you have the option to Finalize documents when they are no longer needed to be
updated, or if they have been approved and need to be sent through to your accounting
software. Finalizing a document will not delete it from your records; it just means that the
document is no longer outstanding and is typically set to read only and filtered automatically
from the IPM Filtered Views. It may have been approved, or the issue outlined in the
document has been dealt with in another manner.
When you Finalize a document, it will still appear in the particular document table for the
Job, but the Finalized column will appear as Yes and the information in the document is not

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able to be edited. You also have the option of checking the Hide Finalized box above each
document table if you do not wish to view the finalized documents.
The process of Finalizing a document is by a workflow, many of which are included as part
of the IPM Standard Solutions. These can also be set up or modified by your IPM consultant.
Predominately, the workflow will be set up to finalize the document once its status has been
changed to Approved, or the workflow can be set up to run on demand when you wish to
manually finalize a document
Once all collaboration is complete, and the document has been edited and checked, you can
generate a final version. Final documents are always produced in read-only PDF format and
can be printed or e-mailed.
When generating a final document for certain A, B, C and E agreements, an initialing block is
placed in the bottom left corner of each page of the final document to provide a place to
initial each page of the agreement.
To generate a final document:
You can you can generate a final version of a working draft or form draft document in either
of two ways:
 From the Documents area for the project or a subfolder by clicking the Finalize link
for the document.
 From the within the document in the Online Editor or Form Editor by clicking
the Generate Final button on the sidebar.
For working draft documents, the Variance Markup Format dialog box opens. Form drafts are
not variance checked. When you generate a Final document, your document is compared to
the AIA original and differences are noted (i.e., variance checked). You can check the
document in one of two modes:
 Clean - All the additions to and deletions from the document are indicated in the
margin, parallel to where the changes occur. The details of the changes are appended
to the document in an Additions and Deletions Report (with page references).
 Comparative - All changes are noted in-line in the document, marking additions with
underlining and deletions with strike-through.
If you are generating a final document from a working draft, the Signing Authority dialog
will prompt you for the name of the certification signatory. Confirm the default name or
provide another name.

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The D401 Certification of Document's Authenticity should be signed by the person

responsible for the content of the edits made to the document (typically, a project manager or
principal). The person who implemented the edits should not be the signatory to the D401
unless that person is also responsible for the document content.
Once the process is complete, the document will open, and the final document will be listed
on the Documents sub-tab of your project. The name of the document consists of the template
number (e.g., A101), the word “Final,” and a number in brackets that automatically increases
for each version of the final document. Watch a video about finalizing document
Naming and storing documents may include:
• Appropriate file type
• authorized access
• File names according to organizational procedure e.g. numbers rather than names
• file names which are easily identifiable in relation to the content
• File/directory names which identify the operator, author, section, date etc.
• filing locations
• Organizational policy for backing up files
• Organizational policy for filing hard copies of documents
• Security
• Storage in folders/sub-folders
• Storage on hard/floppy disk drives, CD-ROM, tape back-up.
Edit a scanned document
Scan your document according to the instructions for your scanner.
Before you continue, convert the file that the scanner created to TIFF, which means tagged
image file format. You can use Paint or another program to convert the file.
You now have a document that you can edit. Be sure to save the new file so you don’t lose
your changes.
Be aware that scanning a document does not always give a perfect result. Watch for
documents that use unusual typefaces (fonts), as well as for confusion between similar
looking letters and numbers. The upper-case letter O and the numeral 0 can be confused, as
can the number 1, lower-case l and even upper-case I.

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Make modifications in Microsoft Excel

Obviously there are many reasons to make modifications in all of the programs you may use.
This is a common modification made when using Microsoft Excel 2013. It is used to edit the
contents of a cell. This can be done either directly in the cell or in the formula bar.
 To place the contents of a cell in editing mode, click the cell that contains the data that
you want to edit, and then click anywhere in the formula bar. This positions the insertion
point in the cell or formula bar. To move the insertion point to the end of the cell contents,
click the cell and press F2.
 To edit the cell contents, do any one of the following:
 To delete characters, click where you want to delete them and then press Backspace,
or select them and then press Delete.
 To insert characters, click where you want to insert them, and then type the new
characters.
 To replace specific characters, select them and then type the new characters.
 To turn on Overtype mode so that existing characters are replaced by new characters
while you type, press Insert.
 Overtype mode can be turned on or off only when you are in editing mode. When
Overtype mode is turned on, the character to the right of the insertion point is highlighted in
the formula bar, and it will be overwritten when you type.

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 To start a new line of text at a specific point in a cell, click where you want to break
the line, and then press Alt+Enter.
 To enter your changes, press Enter. Before you press Enter, you can cancel any
changes that you made by pressing Esc. After you press Enter, you can cancel any changes
that you made by clicking Undo on the Quick Access Toolbar
A.1. Explain the term process of finalizing a document
A.2 Naming and storing documents may include:
Answer Sheet
Score = ___________
Rating: ____________
Name: ____________________
Date: ________________
Information Sheet-2
4.2. modifying document to meet requirements
Request changes with our document layout modification service
All of the document layouts that come with Current RMS are fully customizable, meaning
that you can make your quotations, invoices, delivery notes, and other documents reflect your
company branding and identity.
There are three ways to change your documents:
 Make basic changes in System Setup

this includes changing page size, colors, and other attributes.

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 Clone or create documents to get access to the underlying HTML

you can make changes yourself or speak to a web designer or developer for
assistance.
 Use our document layout modification service

If you’re not familiar with HTML and need more advanced changes, use our free
service.
We’ll run through how our free service works in this guide and what you can expect.
What kind of changes can we make?
HTML & CSS are very flexible, so we can style almost everything that makes up a document
layout.
 Colors and font styles can be changed to match your branding.
 Spacing can be reduced or increased.
 Wording can be changed, e.g. “VAT” or “GST” rather than “Tax.”
 Images can be added or re-sized, including your company logo and product images.
 Data from your Current RMS system can be added or removed depending on the
document, e.g. discount percentage for an opportunity item, product weight, an
asset location.
 Custom fields that you have set up against a variety of modules can be pulled through
to the layouts.
 New document types can be created based on the information in your system, e.g. an
opportunity risk assessment document.
A quick note on fonts
Since Current RMS is a web application, fonts used in your documents must be web fonts.
Google Fonts is a great source of web fonts. We can’t guarantee that web fonts will work

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correctly when converted to PDF, so be sure to chat to our team about your requirements
first.
How does the process work?
Using our document layout modification service is a three step process:
1. Send us your requirements.

Let us know how you'd like your documents to look.
2. We’ll send you new documents.

Based on your requirements, we’ll create your layouts and send you a file that you
can upload to your Current RMS system to review.
3. Feedback to us and we’ll send you any amendments.

Let us know your feedback on the initial versions and we'll make any further
changes you wish.
How do I send requirements?
To get started, simply contact one of our customer success team members by emailing us
at help@current-rms.com or hitting the green help bubble at the bottom right ↘️
We’ll need to know:
 How you’d like your documents to look, providing as much detail as possible.
 Which documents you’d like to change, if you’d like amendments to our standard
ones or have previously amended layouts.
After you’ve sent us your changes, one of the team will be in touch to confirm receipt and
discuss any requirements in more detail with you.
Make modifications in Microsoft Excel

Obviously there are many reasons to make modifications in all of the programs you may use.
This is a common modification made when using Microsoft Excel 2013. It is used to edit the
contents of a cell. This can be done either directly in the cell or in the formula bar.

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 To place the contents of a cell in editing mode, click the cell that contains the data that
you want to edit, and then click anywhere in the formula bar. This positions the insertion
point in the cell or formula bar. To move the insertion point to the end of the cell contents,
click the cell and press F2.
 To edit the cell contents, do any one of the following:
 To delete characters, click where you want to delete them and then press Backspace,
or select them and then press Delete.
 To insert characters, click where you want to insert them, and then type the new
characters.
 To replace specific characters, select them and then type the new characters.
 To turn on Overtype mode so that existing characters are replaced by new characters
while you type, press Insert.
 Overtype mode can be turned on or off only when you are in editing mode. When
Overtype mode is turned on, the character to the right of the insertion point is highlighted in
the formula bar, and it will be overwritten when you type.
 To start a new line of text at a specific point in a cell, click where you want to break
the line, and then press Alt+Enter.
 To enter your changes, press Enter. Before you press Enter, you can cancel any
changes that you made by pressing Esc. After you press Enter, you can cancel any changes
that you made by clicking Undo on the Quick Access Toolbar
Types of modifications
 Spelling and grammar
 Style
 Layout
 Theme
 Graphics
 Table layout
 Table formatting
 Headers and footers

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Change column width

A cell may display ##### when it contains data that has a number format and that is wider
than the column width. To see all text, you must increase the width of the column.
How to change the column width:
Click the cell you want to change the column width for.
On the Home tab, in the Cells group, click Format.
Under Cell Size, do one of the following:
To fit all text in the cell, click AutoFit Column Width.
To specify a larger column width, click Column Width and then type the width that
you want in the Column width box.
B 1.Explains the term there are three ways to change your documents:
B 2.How document layout modification service? List three methods
Answer Sheet
Score = ___________
Rating: ____________
Name: ____________________
Date: ________________

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Information Sheet-3 4.3 Naming and storing document and exiting the application
without data loss/ Damage
What to name you’re working documents Common naming convention for workbooks
Template name + "_product, project, or team name"
Examples: FlowChart_product123.xlsx, gantt_projectABC.xlsx
Common naming convention for worksheets

(The tabs within a workbook)
You will often name your sheet based on development status
Examples: As Is, As Was, To Be, Future1, Future2, Released, Expired_YY,

MMDD…
What NOT to name your files
Avoid spaces in file names
When distributed over the Internet, spaces are converted to "%20".

Use_ underscores _instead _of_ v spaces.
Avoid apostrophes
An apostrophe single quote in a filename ( ' ) will almost certainly cause various types of
mysterious crashes
(Perhaps falsely triggering the error: "This file appears to have been intentionally
altered")
Avoid special characters
Your filenames should consist only of letters, numbers, and the following safe characters:
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Underscore (_)
minus or dash ( – )
plus ( + )
If your file name has any other special character, you run the risk of triggering a non-
sensical error. Archives
Obsolete and Draft versions
Current (master document)
Your master document is always

your currently-approved (currently-in-use) document,
and that file name does not ever change.

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Example: WorkInstr_ProcessABC.xlsx
And it is stored in the '1Current' sub-folder. See picture
Tip: You can name your sub-folders anything,

but by starting with a number, it keeps your folders in a consistent sequence, which
can be especially helpful for global teams with international languages.
Drafts
When you copy that document to start your latest observations and improvement
ideas, we suggest that you name that copy something like: original file name_
WIP.xlsx
Example: WorkInstr_ProcessABC_WIP.xlsx
And store it in the '2Draft' sub-folder.
Example: \ProcessesAndProjects\ProcessName\2Draft\
WorkInstr_ProcessABC_WIP.xlsx
Obsolete

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When all approvals have been attained to begin doing things the new way, save a
copy of your old master document with the name appended with the expiration date,
(starting with the year), in this format: originalfilename_YYMMDD.xlsx
Example: WorkInstr_ProcessABC_161225.xlsx
And store it in the '3Obsolete' sub-folder.
Example: \ProcessesAndProjects\ProcessName\3Obsolete\
WorkInstr_ProcessABC_161225.xlsx
Then rename your WIP document - to remove the '_WIP'
(There by leaving the exact same filename as the original)
Then move that document from the '2Draft' folder to overwrite then original master
file in the '1Current' folder
Example: \ProcessesAndProjects\ProcessName\1Current\WorkInstr_ProcessABC.xlsx
Backup data
There are various methods of backing up (storing) your document. These are outlined here.
DVD Write drive
Data is copied onto DVD.
USB drive
Also known as a flash drive. This is a plug-and-play portable storage

device that uses fast flash memory and is lightweight and portable. These
are commonly used in place of a DVD. When a USB drive is plugged into
a USB port, the computer’s operating system recognizes the device as a
removable drive and assigns it a drive letter. Some USB devices have

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password protection or other security features.
External hard drive
A portable storage device that can be attached to a computer through a

USB or FireWire connection, or wirelessly. External hard drives typically
have high storage capacities and are often used to back up computers or
serve as a network drive.
Cloud computing
The practice of using a network of remote servers hosted on the internet to

store, manage and process data, rather than a local server or a personal
computer.
A.1. what to name you’re working documents
B.2. Briefly explains the methods of back up documents.
Answer Sheet
Score = ___________
Rating: ____________
Name: ____________________
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Date: ________________
Information Sheet-4 4.4. Print and present the document
Printing
Printing is the way we make hard copies or printed copies of a document we create.
Understanding how to print a document correctly is very important as a paraprofessional, as
you will often be asked for printed copies of workplace documents.
Print preview
The Print Preview function allows you to see on screen exactly how your document will look
when it’s printed. You should always choose this option before you print. You’ll probably see
things at this stage that need to be ‘tweaked’ before printing, to get your document just right.
Printing
When you select the Print function, you’ll see a dialogue box that allows you to choose
Various options, including:
• Which printers you want to print the document on
• How much of the document to print (all of it or just certain pages)
• The number of copies you want to print.
The Properties button opens a dialogue box with options for the printer your computer is
connected to. These options depend on the type of printer. Your lecturer will explain the
options available to you. Your lecturer will also advise you on the best printing options for
your situation.
Note: Always keep the environment in mind before printing.
• Do you really need to print the document?
• Can you set your printer to print on both sides of the paper?
• If it’s a document for your use only, can you print it on the back of some?
Previously used paper?

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• Does the document have to be in colour? Color cartridges are more expensive than black
ones.
Presentation of the document

The final presentation of your document will be determined by the type, size and style of
your document and the requirements applicable to your organization or client. No matter
which form of final presentation is used, the most important thing is that it is clear, accurate,
a consistent style and professionally presented. Following are some of the various ways that
business documents can be presented.
A.1.Define what printing Mean?
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B 2.What two types of presentation describe them
Answer Sheet
Score = ___________
Rating: ____________
Name: ____________________
Date: ________________
Operation Sheet 4 Practice task
Activity.4 using print preview
1. Open the file big document.
2. Go to File/Print Preview. You will see the document as it will be printed, and your screen
will have a different toolbar at the top, probably with the following options.
• One page – shows one page at a time.
• Multiple pages – shows several pages at a time.
• Full screen – maximizes the screen space for previewing the document.
• It may have a ‘Shrink to fit’ button that will make adjustments to the spacing and text Size
so that a document that’s, say, one-and-a-half pages long will fit onto one page.
Watch out when using this that the document doesn’t end up impossible to read!
As with the edit screen, holding Ctrl and rolling your mouse wheel will let you zoom the
view.
3. When you’ve finished experimenting with this screen, close the document without saving
it.

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Prepare all materials such as computer, paper, printer, Inc. and print your document
followed according to blow:
1. Open the file big document again.
2. Go to File/Print and the Print dialogue box will open. The shortcut for the print function is
Ctrl+P. Don’t print the document, but just explore the different options available to you in
the Print function.
3. When you’ve finished exploring this dialogue box, close the document without saving it.

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A.

A TVET AND TECHNOLOGY BUREAU

Account and Budget Support Level III

Unit Competence: Design and Produce business Documents

Module Title : Design And Produce Business documents

LG Code: EIS ACB3 M04 1121 LO (1-4)

TTLM Code : EIS ABS3 M04TTLM 0321v1

Addis Ababa, Ethiopia

TABLE OF CONTENTS PAGE.....................................................................................2

Learning guide for Designing and Produce Date,03/2021 Page 2 of 72

Information sheet. 4.1: - Proof reading document............Error! Bookmark not defined.

LG#19, LO1: SELECT AND PREPARE RESOURCES

Learning guide for Designing and Produce Date,03/2021 Page 3 of 72

 Selecting and using appropriate technology and software

 Selecting and using appropriate technology and software

Read the specific objectives of this Learning Guide.

Learning guide for Designing and Produce Date,03/2021 Page 4 of 72

• use layout and formatting options

• save and print.

Learning guide for Designing and Produce Date,03/2021 Page 5 of 72

Business documents may include:

Learning guide for Designing and Produce Date,03/2021 Page 6 of 72

There are two primary types of scanner:

• A flat-bed scanner that is connected to your computer but stands alone

Self-Check 1.1 Written Test

Name: _________________________ Date: _______________

A. 1. What are Business documents may include:

Note: Satisfactory rating - 25 points Unsatisfactory - below 25 points

Learning guide for Designing and Produce Date,03/2021 Page 7 of 72

Information sheet 2 1.2 Selecting layout and styling of publication

Layout and styles

Learning guide for Designing and Produce Date,03/2021 Page 8 of 72

Self-Check 1.2 Written Test

Note: Satisfactory rating - 25 points Unsatisfactory - below 25 points

1.3 .Ensuring document design is consistent with company

Learning guide for Designing and Produce Date,03/2021 Page 9 of 72

Borders and lines

Punctuation and capitalization

Example: report design

Report on paper usage Overview

 All printers purchased to have double-sided printing capacity.

 Budget for paper consumption to be reduced.

 Staff to communicate using emails rather than written memos.

Report on paper usage Overview

Document Design in Technical Writing

1. Document Design in Technical Writing ENG 150

3. Document Design http://flickr.com/photos/shaun_morrison/146 065326/

Learning guide for Designing and Produce Date,03/2021 Page 11 of 72

5. Consistency is Key Keeping a consistent design throughout a document reinforces

6. Style Sheet and Style Guides

• Include design elements such as headers, lists, and graphics.

• Include specific wording choices, such as how to abbreviate certain titles.

7. Style Sheet Example http://billyblue.cuttscreative.com.au/2011/03/ 26/style-guide-brand-

9. Grid Example http://www.thinkingwithtype.com/contents/gr id/

Content Structure Headings

• Use at least one heading per page of a document

3 • Use decimal headings for longer, formal documents

Designing and producing a minimum of 3 completed business documents, using at least

1 software applications in

Self-Check -1.3 Written Test

A.1. what is document design definition?

C.3. Style Sheet and Style Guides Include:

Note: Satisfactory rating - 25 points Unsatisfactory - below 25 points

Name: ___________ Date: _

Name : _____________ Date :

Time started : _____________ Time finished :

Name: ________ Date: _