SATATECHNOLOGYANDBUSI

NESSCOLLEGE

TheEt
hiopi
anTVET-
Syst
em
ACCOUNTINGANDFI NANCE
Lev
elII
PROGRAM REGULAR
Lear
ningGui
de
Uni
tofCompet
ence: Produce,
Recor
d&maintai
nBusi
ness
Document
s
ModuleTi
tl
e: Pr oducing,
Recor
d&mai
ntainBusi
nessDocument
s
LGCode: LSAACF3081221

Lo1 Sel
ectandpr
epar
eresour
ces
 SATATECHONOGYANDUSI
NESSCOLLEGE
Whati
sBusi
nessdocument
s

 Busi
nessdocumentisrefert
otheal
lfi
l
e,document
,paper
s,books,
repor
ts,
recor
ds,
let
ter
s,
et
c.r
elat
edtothebusiness.
Acompanyusesdocument stocommuni cate,t
ransactbusi
nessandanal yzei t
spr oducti
vi
ty.
Sincedocument spr ov idepr oofofan
Organizat i
on’
sdeal ingsandmayber eferr
edt oforyearstocome, iti
si mpor t
antt hattheybe
wellwritten.
Businessdocument sr angef rom br iefemai lmessagest ocompl exlegal agreement s.Some
document sarepr epar edbyempl oy eesandbusi nessowners, whi l
eot hersaredr aftedby
professionalsfrom out si
deoft hecompany ,suchasaccount ant sandl awy ers.
 Ty pesofbusi nessdocumenty oucancr eat
e
 Financi al agreement  Let ter
 Busi nessr epor t  Tr ansact i
onal document
 Companyby laws  t echnology
 Empl oymentagr eement
Fini cal agr eement
Fi
nanci alagreementi sbusi nessdocumentt hathelpsyouevaluat etheper formanceofy our
business.Thyal sohel pinf ili
ngt axesandcr eati
ngnewbudget ingpl ans
Somet y pesoff inical agreement sare:-
 Pr ofi
t&l ossst atement  pay rollreports
 i ncomest atement  balancesheet
Businessr eport
Businessr eporti sdocumentt hatev aluationcreati
onaspectsofy ourbusi nessanduset his
datatohel py oumakebet ter-informeddeci sions.
Businessr epor tsconv eyinf ormat ioni naf ormatt hatismor eformal andusual l
ylongerthana
l
etter.Reportscov erav arietyoft opi cs,suchassaf etycompl iance,salesfi
gures,financi
al
data,feasibi
li
tyst udi esandmar ketingpl ans. Theymayi ncludest at
isti
cs,chart
s,graphs,
i
mages, casest udiesandsur veyr esults.Somer eportsarepubl ishedforthebenef itof
i
nv estors.I
far epor tisperiodic, suchasamont hlysalesrepor t,
at emplateisusedf or
conv enienceandt oenabl ecompar isonwi t
hpr eviousreports.
Companybyl ows
Companybyl awsi sbusi nessdocumentt hatest ablishclearandconci seregulati
onorr ul
es
thatthecompanycr eatesf orsmoot hoper ation.
Empl oy mentagr eementi sbusi nessdocumentt hatanynewempl oyeewoul dhav etosign
whent hey’
rehi red.Itcov erst hecompany ’
sexpect ationofanempl oyee,t
het erm ofthejob,
theposi ti
on,thej obdescr iption, andt hecompany ’
sobl i
gations.
Therear emanydi fferentty pesofdocument sy oumi ghtusei nt hewor kplaceto
communi catei deasandev ent s. Somet y pical exampl esaredescr ibedbelow:

Emai
lsandmemor
andums
Co-
wor
ker
sty
pical
l
yuseemai
lt
oconv
eyi
nfor
mat
iont
oeachot
her
.Bef
oreemai
lbecame

SETBYAMAREA.Page2
 SATATECHNOLOGYANDBUSI
NESSCOLLEGE

preval
ent
,memor andumswereusedfori
nter
offi
cemessages.Memosar esti
l
lusedin
si
tuati
onswhereamessageismeanttoaccompanyaspecif
icfi
leandincasesthatr
equire
morepriv
acythananemai l
.Bot
hamemoandanemai li
denti
fythesenderandreci
pientand
contai
nasubjectl
ine.Thet
exti
sfor
mat t
edinoneormoreparagraphs.

Let
ter
s
Businesslet
tersareusedtocommuni catewit
hindividual
soutsi
deoftheoff
ice.Reci
pient
smay
i
ncludecustomers,coll
eaguesinotherbusi
nesses,servi
ceprovi
der
s,prof
essional
swhoadv i
se
thebusiness,governmentoff
ici
alsandjobapplicants.

Abusinessl
ett
erisusual
lyformattedi
nblockst
yle,i
nwhichal
loftheel
ementsoft
he
l
ett
er,
exceptt
helet
ter
head,areal
ignedwit
hthel
eftmargi
n.I
tcanbeemail
edordel
i
ver
ed
bymail.

I
falett
erissenti
nthetextofanemai
l
,thesenderi
ncl
udeshi
sname,
jobt
it
leandcont
act
i
nfor
mat i
onatthebot
tom oftheemai
l
.
Tr
ansact
ional
document
s
Acompanyusesdocument
stot
ransactbusi
nesswi
thit
scli
ent
s.Tosav
et i
me,these
documentsmaybefor
matt
edasaform,suchasanorderf
orm,tr
ansmi
ttal
page,inv
oiceor
recei
pt.

Thetypesoft ransact
ionaldocumentsusedv ar
ysomewhatbyt henat ur
eofabusiness.
Aninsuranceagent ,f
orexampl e,
generat
esinsuranceappli
cat
ionsandpol i
cies,
whil
ea
l
enderusesl oanapplicat
ionsandmor t
gagedocument s.Insomef i
elds,
busi
nessesenter
i
ntoagreement sandcontract
swi t
hothers;
thesedocument smi ghtbedraft
edbythe
company ’
slawy er.

Technol
ogy
Technologyhasbecomepartofourever
ydayl
iv
es.Busi
nessesusedi
ff
erentki
ndsoftechnol
ogy
everydayandassuch, weneedtounderst
andwhattheyareandhowwecanuset hemi n
creati
ngdocument s.

Comput
ercomponent
s
Anycomput
eri
smadeupoft
womaj
orpar
ts:
 Har
dwar
e
 Sof
twar
e

Har
dwar
e
Whencr
eat
ingdocument
s,youwil
lbeusi
ngsever
aldev
ices.Thephysi
cal
equipmentof
t
hecomput
erisknownashardwar
e.Anyi
tem y
oucanactuall
ytouchi
shardware.

SETBYAMAREA.
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 SATATECHONOGYANDUSI
NESSCOLLEGE

I
nputhar
dwar
e
Thesecomei
nmanydi
ff
erentshapesandsi
zes,andar
etai
l
oredspeci
fi
cal
l
yforpar
ti
cul
ar
syst
ems.Bel
owi
sali
stofcommoni nputdevi
ces:
 Key
boar
ds
 Touchscr
eens
 Poi
nti
ngdev
ices
 Mouse
 Touchpad/
trackpad
 Joyst
ick
 Compos
itedev
ices(capableofmult
ipl
eabi
l
it
ies
:mov
ement
,cl
i
cki
ng,
etc.
)
 Gamecont r
oller
s
 Lightpen
 Gr aphicstablet
 I
magi
ngi
nputdevices
 Di gitalcamer as
 Webcam
 I magescanner
 Fi ngerprintscanner
 Bar coder eader
 Audi
oinputdev
ices
 Mi cr
ophone
 MI DIKeyboard
 Dr um machine

Out
puthar
dwar
e
Outputdevicesar econti
nuousl
ychangi
ngastechnologyadvances.Vari
oustypesofdispl
ay
outputsaswel lasprint
ersandaudi
odevicesconti
nuetoevolvedail
y.Thesedevi
cesare
responsi
blefort r
ansmitt
ingdat
aintoaformt hatweashumansar eabletointer
pret
:e.g.
text,
images, andaudio.
 Moni t
ors
 Pr i
nters
Software
Soft
war
eisageneri
ctermf oror
ganizedcol l
ecti
onsofcomput erdataandinstructions,
oft
enbr
okenint
otwomaj orcategori
es:
 Syst
ems oft
warethatprovidesthebasi
cnon-
task-
specif
icfunct
ionsoft he
computer
 Appl
icat
ionsoft
warewhi chisusedbyuser
stoaccomplishspeci
fictasks.

Syst
emsof
twar
e
System soft
wareisresponsi
blef
orcontroll
i
ng,int
egrat
ing,
andmanagingthei
ndivi
dual
hardwarecomponent sofacomputersystem sothatot
hersoft
wareandtheusersofthe
system seeitasafuncti
onaluni
twit
houthav i
ngtobeconcernedwit
hthelow-l
eveldetai
l
s

SETBYAMAREA.Page4
 SATATECHNOLOGYANDBUSI
NESSCOLLEGE

suchast
ransf
err
ingdat
afr
om memor
ytodi
sk,
orr
ender
ingt
extont
oadi
spl
ay.

General
ly,syst
em soft
wareconsi
stsofanoper
ati
ngsyst
em andsomef undamental
uti
l
iti
essuchasdi skformat
ter
s,f
il
emanagers,di
spl
aymanagers,
textedit
ors,
user
authent
icati
on(logi
n)andmanagementtool
s,andnet
worki
nganddev i
cecontrol
softwar
e.

Appl
icat
ionsof
twar
e
Appl
i
cati
onsof
twar
e,ontheot
herhand,
isusedt
oaccompl
i
shspeci
fi
ctasksot
hert
han
j
ustr
unni
ngthecomput
ersyst
em.

Appl
i
cat
ionsof
twar
emayconsi
stof
:
 asi
ngl
epr
ogr
am,
suchas:
ani
magev
iewer
;
 asmallc
oll
ect
ionofprograms(of
tencal
l
edas oft
warepackage)thatwor
kc l
osel
y
t
oget
hertoacc
omplis
hat ask,
suchasaspreads
heetort
extprocessingsy
stem;
 alargercoll
ecti
on(oft
encall
edasoftwaresuit
e)ofrel
atedbuti
ndependentprogr
ams
andpac kagesthathav
eac ommonus eri
nter
faceorshareddat
aformat,suchas
MicrosoftOffi
ce,whi
chconsi
stsofc
losel
yintegrat
edwor dpr
ocessor,
spreadsheet,
database,etc.
;
 Oras of
twaresyst
em,suchasadat
abasemanagementsy
stem, whic
hisacol
l
ect
ionof
fundamentalpr
ogramsthatmaypr
ovi
desomeservi
cetoav ar
ietyofot
her
i
ndependentappli
cati
ons.

Documentpr
oduct
ionsof
twar
e

Wor
dpr
ocessi
ng
Wor dprocessingsof
twareisusedtomanipul
ateatextdocument
,suchasar esumeora
report.
Youtypical
l
yentert
extbyty
ping,
andthesof
twareprovi
dest
ool
sforcopy
ing,del
eti
ng
andv ari
oustypesoff
ormatti
ng.

Wor
dpr ocessor
svar
yconsi
der
abl
y,butal
lwor
dpr
ocessor
ssuppor
tthef
oll
owi
ngbasi
c
f
eat
ures:
 I
nser
ttext
:Al
l
owsy
out
oinser
ttextany
wher
eint
hedocument
.
 Delet
etex
t:Al
lowsy
out
oer
asec
har
act
ers
,wor
ds,
li
nes
,orpagesaseasi
l
yasy
oucancr
osst
hem
outonpaper.
 Cutandpaste:All
owsyoutor
emov
e(cut
)as
ect
ionoft
extf
romonepl
acei
nadocument
andinser
t(paste)i
tsomewher
eel
se.
 Copy:
All
owsy
out
odupl
i
cat
easect
ionoft
ext
.
 Pagesi
zeandmargi
ns:Al
lowsyoutodefi
nevar
iouspagesiz
esandmar
gins
,andt
hewor
d
pr
ocess
orwil
laut
omati
cal
l
yreadj
ustthet
exts
othatitfi
ts.
 Searchandrepl
ace:
All
owsyoutodir
ectthewordproc
essortos
ear
chforapart
icul
arword
orphrase.
Youcanalsorepl
aceonegroupofcharact
erswit
hanot
herever
ywherethatt
he

SETBYAMAREA.
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 SATATECHONOGYANDUSI
NESSCOLLEGE

f
ir
stgr
oupappear
s.
 Wor
dwr ap:Aut
omatical
l
ymov est
othenextl
i
newheny
ouhav
efi
l
ledonel
i
newi
tht
ext
,and
i
twi
ll
readjustt
exti
fyouchangethemargi
ns.
 Pr
int
:Al
l
owsy
out
osendadocumentt
oapr
int
ert
ogethar
dcopy
.

Exampl
esofwor
dpr
ocessi
ngsof
twar
e:
 Micr
osoftWord
 WordPerfect
 PagesbyApple.

Spr
eadsheet
s
Aspreadsheetisani nteractivecomput erappli
cati
onfororganizati
on,analysisandstorage
ofdatai
nt abul
arform. Spr eadsheetsaredev el
opedascomput erizedsimulationsofpaper
account
ingwor ksheets.Thepr ogram operatesondataenteredincel l
sofat able.Eachcell
maycont ainei
thernumer i
cort extdata,ortheresul
tsofformulast hataut
omat i
call
y
cal
culat
eanddi spl
ayav aluebasedont hecont ent
sofothercell
s. Aspreadsheetmayal so
ref
ertoonesuchel ectroni cdocument .

Spreadsheetuserscanadj ustanystoredvalueandobser vetheeff

ectsoncal
cul
atedval
ues.
Thismakest hespr eadsheetusefulfor"what-i
f"analysi
ssincemanycasescanber api
dly
i
nvestigat
edwi t
houtmanualr ecal
culati
on.Moder nspreadsheetsoft
warecanhavemulti
pl
e
i
nteracti
ngsheets,
andcandi spl
aydataeitherastextandnumer al
s,oringr
aphi
calfor
m.

Examplesofspreadsheetsof
twar
e:
 Micr
osoftOff
iceExcel
 GoogleSheet
s
 Appl
ei Wor
kNumber s
Deskt
oppubl
i
shi
ngsof
twar
e
Desktoppubl
ishing(abbrevi
atedDTP)programsareusedi
ncreatingdocumentsusingpage
l
ayoutskil
l
sonaper sonalcomput er
.Deskt
oppubl
ishi
ngsof
twarecangeneratelay
outsand
pr
oducetypographicquali
tytextandimagescomparabl
etot
radi
tionalt
ypographyand
pr
inti
ng.

Thistechnologyall
owsi ndiv
idual
s,busi
nesses,andot herorganiz
ationst oself
-publi
shawide
rangeofprintedmat t
er.Desktoppubli
shingi
sal sothemai nreferencefordigit
altypogr
aphy .
Whenusedski l
lf
ull
y,desktoppubli
shingall
owst heusert oproduceawi devari
etyofmaterial
s,
from menust omagaz i
nesandbook s,
wit
houttheex penseofc ommer cialpri
nti
ng.
Ex amplesofDTPsof twar e:
 AdobeI nDesi gn  Mi crosoftOffi
cePubl
isher
 Quar kXPr ess  PagePl us
Mi
crosof
tappl
i
cat
ions

SETBYAMAREA.Page6
 SATATECHNOLOGYANDBUSI
NESSCOLLEGE

Excel

Excel
isaspr
eadsheetappl
i
cat
ionf
orcal
cul
ati
ons,
graphi
ngt
ool
s,pi
vott
abl
es,
etc.

Power
Poi
nt

Bi
gbusi
nessdesi
gnt
empl
atef
ory
ourcl
i
entpr
esent
ati
onsory
ourf
ir
sthomebuy
ersemi
naror
SMSFseminar
.

Wor
d

Sendagr
eatbusi
nessnewsl
ett
ert
oyourcl
i
entdat
abaseandr
efer
ral
net
wor
k.

SETBYAMAREA.
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 SATATECHONOGYANDUSI
NESSCOLLEGE

Publ
isher

Cr
eat
emar
ket
ingmat
eri
alsandot
herdocument
s.

LO2Desi
gndocument
Cl
ari
fyf
ormatandst
yle

SETBYAMAREA.Page8
 SATATECHNOLOGYANDBUSI
NESSCOLLEGE

Dependi ngonthetypeofdocumenty ouar

epr
oduci
ng,t
hewayinwhichitneedst
obe
presentedwillv
ary.Yourorgani
zati
onmayhavest
andar
dizedpr
ocedur
esandsettempl
ates
thatitusesforspecif
icdocumentat
ion.

Forexample,
acompanyl et
terheadmayal
waysbeusedf orl
ett
erssentoutt
ocli
ent
s,ther
e
maybeagener ictempl
ateforminut
esofmeet
ings,andspeci
fi
cenvelopesandl
abel
smay
beusedforcert
ainmail
merges.

Rel
evantper
sonnel
Itisi
mpor t
anttofamil
i
ari
zeyoursel
fwi
thall
oft hesef
act
orsr
elat
ingt
othepr
oduct
ionoft
he
documentbef or
eproduci
ngit
. I
fyouar
eunsureordonotknow,youneedt
oseek
clari
fi
cat
ionfrom t
heappropr
iatememberofstaff.

 Rel
evantper
sonnel
mayinclude:
 Fel
lowemploy
ee  Off
icemanager
 Superv
isor  Admi ni
str
ati
ondepar
tment
.
Or
gani
zingi
nfor
mat
ionf
orcr
eat
ingdocument
s
Inyourbusi
ness,y
ouwillbeconst
antl
ygather
ingdatafrom manydiff
erentsourcesandyouwillneed
alt
ernat
eprogramssothatyoucansafel
yandsecurelycont
ainthatdata.Foryourcompl
iance,
you
wil
lalsoneedtounder
standthatt
hisi
sveryimport
antthatyoukeepthisinfor
mat i
onconfi
dent
ialas
wellassecur
e.

Nowthatyouknowmor eaboutthecomput
ersandappli
cat
ionsusedi
nyourwor
kpl
ace,
you
canst
artt
ouset hem.Thefi
rststepwi
ll
betogathert
hedatayouaregoi
ngtouse.

Beforeyoubegi ntogatherdatat
oinputi
ntot
hecomputer,youwi l
lneedtobeclearabout
thediff
erencebet weendataandinf
ormati
on.
Dat aisacollecti
onoffacts,
whichcanbeadded,
subtr
acted,compar edorsor
ted.Afact
canbeal mostany thi
ng;t
henumberofitemsacustomerhasor deredorevendail
yaverage
temperaturesetc.
Infor
mat i
onmayincl
udedat
aortheresul
tsofpr
ocesseddat
a.I
tal
soi
ncl
udest
extorwor
ds,
graphics,
videoi
magesandvoi
ceinput
.
Documentdesi
gnandl
ayout
Whenar equest
/requi
rementar
isestodesi
gn/pr
oduceadocument,ensur
eall
inf
ormat
ioni
s
recei
ved(completeabri
ef)t
oinclude,
ti
mef r
amedocumentisrequir
edwithi
n,t
hepur
pose
ofthedocument,theaudi
enceandanyt echni
calr
equi
rements.

Whendesigni
ng,youshouldputyoursel
finthereader’
splace.Trytothi
nkt hr
oughev eryt
hing
youdofromthereader’
spointofview.Youcannotf orceanyonet oreadany thi
ng,butyou
canmakeadocumentcl ear,accessi
ble,andadaptable,t
ohelpr eadersnavigatet
heirway
aroundthet
extf
oranypur pose.Therearecert
ainprinci
plesoflegibil
i
tyandper cepti
on
whichshoul
dbef ol
lowedtohelpachievethis.
Whendev el
opi
ngabasi cdesignforyourdocument syouwi l
lneedt oconsiderboththeir
SETBYAMAREA.
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 SATATECHONOGYANDUSI
NESSCOLLEGE

purposeandthei
rfuncti
on.Whatinf
ormat
ioni
sbeingpr
esent
ed,howwil
lt
hedocument
sbe
used,wil
lt
heybeprovidedi
npri
ntedfor
m orwi
llt
heybeaccessedonl
i
ne?
Pur
poseofdocument
Wor kplacedocument scanhav emanydi ff
erentpur poses. Theymi ghtbetoinform wor k
team member sofachangei npr oduction, toreplytoacust omercompl ai
nt,ortor ecord
deci sionsmadeatameet i
ng. Althoughy ourpur posemi ghtbeobv ioust
oy ou,youmust
makesur et hatitisequallyobv ioustoy ourr eaderifyouwanty ourcommuni cationt obe
effectiv e.
 Byi dentifyi
ngy ourpur pose, youcanf ocusonwhati nformationy ouneedt oincludein
yourdocument .Adocumentwi thacl earpur posehasal lt
heinformati
ont her eader
needswi thoutbei nglongandr ambl ing.
 Thepur poseofy ourdocumentwi llalsoaf fectthesortofst yl
eandf ormaty ouuse.
Yourr esponset oacust omercompl aintf orex amplewi l
llookandsoundv erydi f
fer
ent
tosaf etyinstructionsforOH&S.Somedocument ssuchasmemosandl et t
er smight
evenhav especi fi
cf or
mat ti
ng‘ rul
es’ thatmaket hem easyt or ecogni
zeandr ead.
Wheni dentify
ingy ourpurpose, asky our selfthef oll
owingquest i
ons:
 Wh atmessagedoIwantt oputacr osst omyr eader?
 Wh atactiondoIwantt hemt otakei nresponse?
Pur
posesi
ncl
udet
o:
 I
nfor
m:-
fact
ual
infor
mat i
onthatcouldi nclude:
 organizati
onalnewsl etter
 changesi norgani
zat ional poli
cyandprocedur
e
 inf
ormat i
onf orcl
ients
 int
ernalmemosbet weendepar tment
s
 keyper f
ormancei ndicat orsrequir
edformeeti
ngsand/
or
presentati
ons
 agendasandbr i
efingpaper s
 pressreleases
 Per
suade:-
oft
ens
ens
ati
onal
andex
cit
ingi
nfor
mat
iont
hatc
oul
dincl
ude:
 Adver
ti
singandpr
omot
ional
document
s
 Test
imonial
s
 I
nst
ruct
:-
dir
ectandoftenformalinstructi
onswhichcoul
dincl
ude:
 Mi nutesfrom meet ingswi t
hactionpoint
s
 Di r
ectinstructi
onst oempl oyeesand/ormanagement
 Final warni
ngnot icest ocli
entswit
hov er
duepayment
s
 Pur chaseor derforms
 Descr
ibe–adescr
ipti
vedocumentt
hatcouldincl
ude:
 Detailsofanacci
dentorincidentint
hewor
kpl
ace
 Awi tnessstat
ement.
 Educat
e:
 Trai
ningdocument
s
 Changestolegi
sl
ati
on.
Vi
sualst
yleandf
eat
uresofdocument

SETBYAMAREA.Page10
 SATATECHNOLOGYANDBUSI
NESSCOLLEGE

 Whatsizeandorient
ationwil
lyourdocumentbe—isastandardpapersi
zel
ikeA4or
A3appropri
ateorwil
lyouneedtos etacus
tomsiz
e;doesyourdocumentl
ayoutrequi
re
aport
raitorl
andscapeorient
ati
on?
 I
sc ol
orani
mport
antf
eat
ureoft
hedoc
umentori
sbl
ackonwhi
teabet
terchoi
cef
or
pr
intabl
edocument
s?
 Color
,ifused,
canbechosentosuitthesubjectoft
hedocument;t
oaddvi
sual
contr
ast,f
ormali
tyori
nfor
mali
ty
;ortoidenti
fythest
ruc
tur
eofyouri
nfor
mati
onor
highl
i
ghtkeyconceptsandimport
antpoi nt
s.
 Willy
ourdocumenti
ncl
udeanybrandi
ng,
label
i
ngorcopyr
ightnoti
ces?Wil
lyouneedt
o
breakyourdocumenti
ntosect
ions—howdoy ouret
ainthef eelthati
tisthesame
document?
Somebasi
cpr
inci
plesofl
ayout
 Documentl
ayout,
ini
tsmostbasi
csens
e,i
stheartofar
rangi
ng'
bl
ock
s'ofcont
ent(
tex
t
andimagesetc.
)onavi
sualpl
ane(t
hepage/s)
.
 Iti
ncl
udesmakingjudgmentsaboutbal
ance,
dominance,
order
,fl
ow,al
i
gnmentand
space.
Well-
designeddocumentscanmakecont
enteasiert
oreadandsoenhance
comprehensi
on.
 Ac ommondeviceusedwhendesi
gningadocumentisalayoutgr
id—i
ti
susedtodiv
ide
thepageupint
oregularcol
umnandrowdivi
sions,
whichthenactasgui
desfort
he
arr
angingandal
ignmentofobj
ects.
 Dominantelement
scanbeusedtohel
pguidet
hereader/v
iewer,
highl
ight
ingkey
br
eakpointsint
heinf
ormat
ionandemphas
izi
ngimportantconceptsandideas.
 Spacei
sahandytool
inthelay
outarsenal
—itcanbeusedtoopenupver
ytex
tdens
e
document
stoimpr
overeadabi
l
it
y,t
ohelpprovi
devi
sualbal
anceonapageandtoai
dthef
low
ofi
nfor
mation.
St
ylegui
des
Ast yleguide( ormanual ofst yl
e)isasetofst andar dsforthewr i
ti
nganddesi gnof
document s,eitherforgener aluseorf oraspeci f
icpublication,
organi
zation,
orf i
eld.A
styleguidecanbeusedt ocr eatetemplat es.
Essent i
all
y ,
it’
sadocumentt hatdescribes, defi
nesandpr esentsexamplesofwhaty our
brandl ookslikei nvariousv i
sual mediasuchaspr int,I
nternetandbroadcast.Tobeef fect
ive
i
tmustcl earlydef i
net herulesar oundy ouronl i
nepr esencei nal
lchannelssuchaswebsi t
es,
l
andi ngpages, mobi l
esi t
es,onlineads, blogs,social mediachannelsandemai l
communi cations( i
ncludingemai lsi
gnat ures!)
.Styl
egui desensur ebrandconsistency
throughoutanycol lateralyoupr oduce–nomat t
erwhocr eatedit.

Iti
simperat
ivenotonlythaty oucreat
eabr andstyl
eguide,
butthatyoukeepitup-
to-
date
andinthehandsofev eryonewhot ouchesyourbrand.I
fyourcompanyi sli
kemost,y
our
brand–meani ngyourlogo,tagli
ne,gr
aphicsandtextel
ements–i stouchedbymanyenti
ti
es
befor
econtentisdel
iveredtot hepubl
ic.Theseenti
ti
esincl
udedisti
nctdepart
mentswit
hin

SETBYAMAREA.
Page11
 SATATECHONOGYANDUSI
NESSCOLLEGE

yourcompanyaswel lasoneormor eout

sideresour
cesmanagi
ngvari
ousaspect
sofonli
ne
contentcr
eati
onanddel i
ver
y.Forexampl
e,abusinessmayhaveonecompanyupdat
ing
websitecont
ent,amarketi
ngcompanywor ki
ngonSEOandonl i
neads,andot
hercompani
es
workingonsocialmediaandblogmanagement .

Toassurethatyourbr
andishandledconsist
entl
y,eachoneoft heseenti
ti
esmustadher eto
thesamesetofguidel
ineswhent ouchi
ngyourbrand.Yourbrandstyl
eguidewillaccompli
sh
thi
spurpose.Withacommonst yleguidet
obindallwhot ouchtheinnersanct
um ofy our
brand,y
ourfol
lowerswil
lexper
ienceacohesive,
unifi
edmar keti
ngmessageacr ossall
channel
s.
Typogr
aphy
Definethefontf
amilies,
sizes,
ker
ning,
li
nespacing,col
orsf
orvar
iouscont
entty
pes;header
,sub
-head,par
agraph,ci
te,bl
ockquote,l
abel
s,for
m headersoranyot
herformat
tedtextt
hatwil
lbe
used.
Belowi sasamplefrom Skype’
sBrandGuidel
ines:
Layout
Defi
newhereandhowHTMLandot herelementsarepositi
onedonthepageandhowt hey
rel
atet
oeachother.Defi
nemar gins,padding,gutt
ersorgri
dpatter
nsoftheoveral
llayout
aswellasanyspecifi
cel
ement sifdiff
erent.I
fnecessary
,provi
deexamplesofthelayout
toshowthedif
ferencesi
npagesorl ayouttemplat
es,suchaslandi
ngpages,product
pagesandemailcommuni cat
ions.
Gr
aphi
csandi
cons
Defi
newhattype,sizes, f
il
esi
zes,di
mensions,
andstylesshoul
dbeusedf orgraphi
csand
i
consonyoursite.Doy ouhavespeci
fi
ciconsetst
hatneedt obeused?Showexampl esor
haveal
ibrar
yofgr aphicsandiconsprepar
edforusage.Yourgraphi
cdesi
gnercan
cust
omizeordesigni consforyou.

Bel
owi
sasampl
efr
om Sky
pe’
sBr
andGui
del
i
nes:

Templ
ates
Atemplat
eisasampl
edocumentthathasal
readysomedetai
lsi
npl
ace;t
hosecanbeadapt
ed
(
thati
sadded/compl
eted,
remov
edorchanged, di
ffer
ent
lyfr
omafi
ll
-i
n-t
he-bl
ankappr
oachasi
n
afor
m).

Forexample, y
oumi ghtusetemplat
einMi crosoftWordt
hatisformatt
edasabusinesslett
er.
Thetemplatewoul dl
ikel
yhaveaspacefory ournameandaddr essint
heupperl
eftcorner,
an
areafort
her ecipi
ent'
saddressali
tt
lebelowt hatonthel
eftsi
te,anar
eafort
hemessagebody
belowthat
,andaspotf oryoursi
gnatur
eatt hebottom.

Whenyousaveafil
ecreat
edwi
that
emplat
e,y
ouareusual
lypr
omptedt
osav
eacopyoft
hef
il
e,
sot
hatyoudon'
tsaveovert
het
empl
ate.
Templat
escaneit
hercomewit
hapr
ogr
amorbe

SETBYAMAREA.Page12
 SATATECHNOLOGYANDBUSI
NESSCOLLEGE

cr
eat
edbyt
heuser
.

Asprevi
ousl
yment
ioned,t
hestyl
egui
desetsthestandardsf
orwri
ti
nganddesi
gni
ngdocument
s,
ther
efor
eify
ouror
ganizat
ionhasast
yleguide,
itshouldbeusedincr
eati
ngtempl
ates.
Sett
ingupatempl
ate
Putti
ngsomet houghti
ntotheset
-upofyourdocumenttempl
atei
nit
iall
ywil
lensurethaty
ou
creat
eanef fecti
veandfl
exibl
estar
ti
ngpointfordevel
opi
ngyourdocuments.Startby
buil
dingaf r
amewor kf
oryourtemplat
e,whichcanthenbeper
sonalizedt
osuityour
parti
cularneeds.

Dev
elopsomedr
aftdesi
gns/speci
fi
cat
ions
 Wr i
tedownyourr
equir
ements/needs:-
whattypeofi
nformat
iondoyouwanttoi
nclude
i
ny ourdocument,
howmi ghtyoupresentthi
sinf
ormati
ontomax i
miz
eit
s
readabi
li
ty
/usabi
l
it
y,wil
lyouuseheadersandfooter
s:-
thensket
chsomeroughl
ayout
opti
ons.Thi
nkaboutl
ayoutatt
he'block'l
evel
;asapagedesign.
 Whatfeat
ureswil
lbec
ommont
oyourf
ini
sheddoc
ument
s?I
ncl
udet
hemi
ntoy
ourr
ough
desi
gns/specs.
 Anotherapproachist
obegi
nwi
thapr
e-def
inedt
empl
ateandt
henmodi
fyi
ttosui
tyour
part
icularneeds.
Documentl
ev elconsi
derati
ons
 Setupthepagesi
zeandt hepri
marymargi
nsforyourdoc
uments.Keepi
nmi ndthat
youmayneedt oaccountforsuchthi
ngsaspri
nti
nglimi
tat
ionswhenestabl
ishi
ng
theseset
ti
ngs.
 I
fyourdoc
umentwi
l
lbepr
oduc
edi
nbook
letf
ormaty
ouwi
l
lneedt
osetappr
opr
iat
eint
ernal
margi
ns.
 I
sa'di
ffer
entf
ir
stpage'
requi
red,
e.g.
forat
it
lepageort
ocar
ryacour
sebanneri
nthe
headi
ng?
 I
fyourdocumenti
stobel
ai
douti
ncol
umns,
dot
heyneedt
obepr
e-set
?

Pagel
evel
element
s
 Thenextst
epistosetupthepage-
lev
el,orst
ruc
tur
al,
element
s—wherear
ethekeytex
t
areasl
ocat
ed,howmanyl ev
elsofheadingdoyouneedt oi
ncl
ude,wil
lyouneedto
al
locat
espacefort
ablesandimages?
 Youcanaddpl
acehol
deri
temsi
ntot
hedoc
uments
othaty
ouc
ans
eet
het
empl
atedesi
gnata
gl
ance.
 Thenonsensetext'
Lor
enIsum'i
susedbydesignerst
omimicpar
agr
aphtex
t —i
ti
s
goodtousefort
hesepl
acehol
der
s.Youc
anfinditeasi
l
ybydoingawebsearch.
 I
fyouwi
llus
eheader
sandf
oot
ersi
nyourdoc
ument
s,y
ouc
ans
etpl
acehol
der
sfort
hesei
nyour
t
emplat
e.
 Ot
heri
temst
hatmaybepar
tofy
ourdoc
ument
sinc
ludec
orpor
ate'
br
andi
ng'

SETBYAMAREA.
Page13
 SATATECHONOGYANDUSI
NESSCOLLEGE

el
ement
sandr
epeat
ingel
ement
sli
kebor
der
s,r
ulesandbackgr
ounds.
Addi
ngst
ylesandpageel
ement
s
Onceyourf
ramewor ki
sinplaceyoucanthenaddsomest ylet
oy ourt
emplat
ebymodif
ying
t
helookandfeel
ofthevari
ouselements.
Keepinmindthatlessismore—toomuchst
yli
ngcan
makeitdi
ff
icul
tfort
hereader/vi
ewert
oengagewithyourinformati
oneff
ecti
vel
y.

Cr
eat
ingandsav
ingst
yles
 Mic
rosof
tWordmayhave'
Keeptr
ackoffor
matting'
tur
nedon—tur
nthi
soff
,par
ti
cul
arlywhen
dev
elopi
ngt
emplat
es.Thi
swil
lav
oidyoucreat
inganewstylef
orever
yacti
onyoutakeonapiece
oft
ext.
 Bui
l
dyours
tyl
esont
hes
truc
tur
alel
ement
syoudef
inedi
nyourpage-
lev
elset
up,
thensav
e
 themasy ourtemplatespeci
fi
csty
les,
orbaset
hemont hedef
aul
tWor
dst
yl
es—modi
fy
themandt hensaveasnewst yl
estoyourowntempl
ate.
Fontsi
ze,l
inel engt
h,leadi
ng
Leadingi
st hespacebet
weenthebaseli
neofonel
i
neoft
ypeandt
hebasel
i
neoft
henextl
i
ne
oftype.I
tisusuall
yexpr
essedi
npoints.

Thesethreef act
or sareint
errel
ated.I
fy ouincreaset hefontsize,forexample,youmi ghtalso
havetoincreaset hespacebet weenlinest omai ntai
nlegibil
i
ty.Ther ul
esofthumbar ethese:
spacebetweenl ettersshouldbelesst hanwor dspace, andwor dspacelessthant hespace
betweenlines.
Whenusi ngDeskt opPubl i
shing(DTP)sof tware,intextdesignedf orconti
nuousr eading,
l
inesshoul dbebet ween50and70char acter
si nlength(incl
udingl et
ter
s,numeral s,
spaces,
andpunct uat
ion).Ifther
earef ewerthant hat
,theremaybet oomanyawkwar dlinebr eaks;
if
ther
earemor e,i
tcangetdi ff
icul
tforthereadert of i
ndthebegi nni
ngoft henextline.

Forthemaintextofareport,
at ypesizeof10or11poi ntisagoodst art
ingsi
ze.Try12or13
poi
nt‘l
eadi
ng’(int
er-
li
nespacing)–buti fyourl
inesaremor ethan70char act
ersl
ong, mor
e
l
eadingmightbeneeded. I
fyouar eusingt
wocol umns,yourtypesiz
ecanbesmal ler,
to
corr
espondtotheshorterl
inelength.Youcantheref
orer educetheleadi
ng.

Donotbet empt edtouseaveryl

argety
pesi zef
orcontinuoustexttofi
lloutlongli
neswi th
the50–70char acter
s–y oudon’
thavetomakey ourli
nesfil
lthepagewi dth.Research
showst hattypesizesbetween9and11poi ntar
emostcomf ort
ableforsustainedreading.
Howev er,don’trel
yonthesefi
gures–diff
erentt
ypefacesmayv aryinvisibl
eappear i
ngsize
atthesame‘ point’si
ze.

Youshouldmaketr
ial
swi
thsampl
esofyourt
ext,t
uni
ngthet
ypesi
ze,
li
nelengt
h,andleadi
ng
sothatt
hetexti
scomfor
tabl
etor
ead,
intheci
rcumst
ancesi
nwhichi
tisl
i
kelytoberead.

Ty
pef
aceshav
edi
ff
erentpr
opor
ti
ons;
somemayhav
elar
gex-
hei
ght
sandt
her
efor
erel
ati
vel
y
SETBYAMAREA.Page14
 SATATECHNOLOGYANDBUSI
NESSCOLLEGE

shor
tascender
s,asi
ntheabov
eexampl
e,whi
chshowsTi
mesNewRoman.

Thenomi naltypesize( ‘
point’si
ze)ist
hereforenotal way sareli
abl
eguidet oappeari
ngsize.
Theexampl eabov eshowsf ourtypef
acesat10poi nt.
Textalignmentandhy phenat i
on
 Just if
iedtex t
Justi
fiedt exthasst raightleft-
handandr i
ght -
handedges.Becauser eadersmaybef amil
i
ar
withseeingj ustif
iedt extinbooks( andnewspaper s),theassumpt i
oni sthatt
hisgivesa
for
mal appear ancetot ext.Itdoesnotimpr ovelegibili
ty,however
,anditisdif
fi
cultt
oachievea
sati
sfactor yresult:f
orj ust
ifiedtextt
olookgood, wor dsatl i
neendingsmayhav etobe
hyphenat edandt hespacesbet weenwor dscont rolled.

Ifyouacceptthedef ault‘
hyphenat i
onandj ust
ifi
cati
on’(h&j)setti
ngsi
nmanypagemake- up
pro- gr
ams,fewornohy phenationbr eaksar emade, andthesy st
emwil
l oft
enspreadoutthe
wor dsonalinet of
ill
acolumn, byv aryi
ngt hewidthofwor dspacesandev enbyputti
ngextra
spacebet weenl et
ters,
whichrui nstheev ennessoft hetext.Youshoul
ddosomet ri
alst
o
achievegood-lookingtext,
all
owi nghy phenat i
on,andcont r
olli
ngtheminimumandmaxi mum
wor dspaces.Ifpossibl
e,specifyzerol et
ter-spacing.Youshoul dai
mforanev enappearance
toeachl i
neoft ext
.
Donotusej usti
fi
edsett
ingf oryourlet
ters,memos, andfaxes.Whateverthestyl
eofy our
l
etter
head,itisnotwort
hmaki ngthetextjusti
fied,asthebrevi
tyofcorrespondence,often
madeupofshor tpar
agraphs,doesnotsuf fici
entlydefi
neast r
aightr
ight-
handedge. Mor e
i
mpor t
antly,someword-processingprogramsdonotal l
owy outoalt
erthedefaultsett
ings
forwordspacesandhy phenat i
on,whichmayr esultinj
usti
fi
edtextwithanunev en
appearance.

 Rangedl efttext
Rangedl eft(or‘
flushleft
’)t
exthasar aggedr i
ght
-handedge.Thisi
sasaf eropt
ionthan
j
ustif
iedt extandlegibil
i
tyisnotimpaired:i
tmayev enbeimproved,si
ncewor dspacesare
keptconst ant.I
npagemake- upprograms, i
fyouhavethehyphenat
ionopt i
onswitchedof
f,
veryraggedl i
neendi ngsmayr esul
t,soy oumaywantt oacceptsomehy phenat
ion.

Spacebet weenlinesshouldappeargreaterthanwordspace; thi

spr eserveshor i
zontal
cohesionandassi stst
he‘fl
ow’ofreading.Inall
DTPprograms, t
hedef aultwor dspaceis
usuall
ylarge,butinpagemake-uppr ogramsy oucanreducet hewor dspacet hroughout
.
Word-processingprogramsdonotal l
owy outochangetheseset ti
ngs, soy oumayt ryto
compensat eforthisbyincr
easi
ngt heleading:f
or10pointtypet r
y14, 15, and16poi nt
l
eading.
 Rangedr i
ghtandcenteredtext
YourDTPpr ogram al
sooffersyoutheseotherchoi
cesfortextal
ignment.Theyarebothfi
ne
forshor
titemssuchast i
tl
esbutt heymakelongerpassagesoftextdi
ff
iculttor
ead.Ranged
ri
ghtisusefulf
orcapti
onst otabl
esorgraphs,andforsi
de-headi
ngsappearingi
ntheleft
-

SETBYAMAREA.
Page15
 SATATECHONOGYANDUSI
NESSCOLLEGE

handmar
gin.

For
mat
ti
ngbul
let
s,t
extboxesandt
abl
es
 Addit
ional
for
matt
ing,t
oaddv i
suali
nterestandhel
pai
dreadabi
l
it
ycanbeachi
evediny
our
documentbychangingthety
peofbul l
etsused,modi
fyi
ngthei
ndent
ing/
over
hangoft
ext
,
andbyadjust
ingt
hespacingbetweeni tems.
 Themodestuseoft extbox
esandbor der
scanbet ogreateffect
,parti
cular
lyt
ofoc
usonkey
i
nformationortosetsomeinformati
onapar tf
romthemai nbodyoft ext.Youcanmodi
fyt
he
i
nternalmarginsandof f
set
s ,
border
s,c ol
orsandbackgroundswhenf ormatti
ngbor
der
sand
textboxesforincl
usioninyourtemplate.
 Tabl
estyl
escanbeaddedtoyourt
empl
atei
fneeded—s
tartwi
thabasi
ctabl
eandadj
ustt
hecell
spaci
ng,bor
dersandshadi
ngasappr
opri
ate.
Youcanalsost
artwit
hapre-
defi
nedWordst
yleand
modif
yittosui
t.
I
nst
all
ingandusi
ngt
het
empl
ate
Onceyouhaveyourt
emplat
eint
heshapeyouwanti
t,
youneedt
oinst
all
itony
ourc
omput
ers
o
t
hatyoucaneas
ilyac
ces
sanduseitwheny
ouneedto.

Sav
ing,
inst
all
ingandaccessi
ngt
het
empl
ate
Onceyouhav
eyourt
empl
atet
hewayy
ouwanti
t,
sav
eitas.
dot
x(or
.dot
m,i
fusi
ngi
nter
act
ive
el
ements)
.

Saveacopytothe'
Templat
es'
fol
der(onyouruserpr
ofi
l
e)orinasubf
older
,i
fyouhav
ethe
appr
opri
ateper
missi
ons.
Saveabackupcopytoyourcomputerhar
ddri
ve.

Tost
artusingyourt
emplate:OpenMicr
osoftWor
d,selecttheOff
iceBut
ton,
thencli
ckon
New,
select'Mytempl
ates.
..
',
andthenchooset
heappropriatet
emplatef
rom t
helist
.

Aneasytounderstandfi
lename,
ort
heincl
usi
onofa'pr
evi
ew'
imagewhensav
ingt
hef
il
e,wi
l
l
makeiteasi
ertoidenti
fywhicht
emplat
etochoose.

Usi
ngt
het
empl
ate
Impor
torpastethetexti
ntoyournewdocumentandanyrel
atedcont
entsuchasi
magef i
les,
char
tsand/orgraphs.I
fyouarehavingtr
oubl
ewithf
ormatti
ngwhenloadingt
hetext
,checkthe
'
Pasti
ng'opti
ons,undertheadvancedtabinWordOpti
ons.

Oncet
hecont
enti
siny
ourdocumenty
oucant
henappl
yst
ylesandf
ormatel
ement
sasr
equi
red.

Adjust
ingthedocumentl
ayoutf
oll
ows,r
efi
ni
ngt
heposit
ioningofimagesandot
herel
ement
sas
appropri
ateandchecki
ngforanyspaci
ngandi
ndent
ingv ari
ati
onsthatar
eneeded.

Last
ly
,rev
iewt
hesect
ionheadi
ngsandpagenumber
ingandadj
ustt
hemasneeded.

Updat
ingt
het
empl
ate
SETBYAMAREA.Page16
 SATATECHNOLOGYANDBUSI
NESSCOLLEGE

Toincl
udeupdatesormodif
icat
ionsy
oucanedi
ttheor
igi
nal
dir
ect
ly
—user
ightcl
i
ck/
Opent
o
openthetemplatei
tsel
f,
rat
herthanacopy
.

Youcanal
somakest y
lechangeswit
hinadocumentbasedonthet
emplat
eandt
hen,
wheny
ou
sav
ethechanges,
choosetohavet
hemupdatedinthemastert
emplat
e.

Al
ter
nati
vel
y,youcansavechangeswit
hinadocumentbasedont
het
empl
ateandt
henov
erwr
it
e
t
heori
gi
naltemplat
ewit
hthisnewversi
on.
Templ
atesandor
gani
zat
ionalst
andar
ds
Correspondencetoy ourcustomersorcl i
ent
swilli
nfl
uencetheireverydayimpr essionofyour
organizat
ion.DesktopPubl i
shingprogramsof f
ertheopportunitytomakey ourletter
sand
faxesappeartypeset( nott
ypewr i
tten)bytheuseofprint
ers’typefaces,youmustmake
surethatdetail
soflayoutandt extdesignarecorr
espondinglyprofessional.Eveni nt
ernal
memosar eimportantincommuni cati
nginfor
mat i
ontoyourcol l
eaguescl early,sothat
businessrunsmor esmoot hly.

Ascorrespondencemaybepr oducedbymanypeoplewit
hinanorgani
zat
ion,i
tisi
mportant
thatastandar
dstyl
eissetup,sothatthei
mageofacoherentor
gani
zat
ionispr
esented.
You
couldsetupatemplat
efi
leforeachkindofdocumentyouproduce.

 Fa ctor
st hatshouldremai nconst antare:
 logo/ s  leading
 infor
mat i
onaboutyourorgani
zat
ion  textarea
 typeface  c olor
s
 typesize  icons
Withatempl atefi
le,
all
employeescansimplyt
ypeinthenewi nfor
mat ionwit
houtworr
ying
aboutthelayout.Thiswil
lbenef
itbothyouandyourreaders:yousav eval
uablet
imeand
yourreaderswi l
lbeablet
oconcent r
ateonthecontentofyourcorrespondencerat
hert
han
beingdivert
edbyunnecessar yvari
etyi
nitspr
esentati
on.
Usi
ngheader
sandf
oot
ers
Headersandfoot
erscanbeverysimple,
repeatingt
hesameinf
ormat i
ononeachpageorj
ust
addingarunni
ngpagenumber ,butt
heycanal sobemorecompl ex,
all
owi
ngfordi
ffer
ent
headeri
nformati
onindi
ffer
entsecti
onsofy ourdocumentandforchangi
ngpagenumberi
ng
sequences.
Theycanalsobeusedtoanchorstat
icdocumentelement
s.

Fi
rstpage,
odd/
even,
pagenumber
ing
Useapagebr eaktoforceasecondpageinyourt
emplate,soy
oucanseet
hef
ir
stand
subsequentpageheaders/
foot
ersandbeabl
etoeditt
hem.

Youcanusetabstocontr
olt
heposi
ti
oningandalignmentofheader
/foot
ertextandpage
number
ing.
Ifyouareusi
ngoddandevenpageheader s/
foot
ersinyourdocuments
remembert
omi r
rortheposi
ti
oni
ngofthetextandpagenumbering.

SETBYAMAREA.
Page17
 SATATECHONOGYANDUSI
NESSCOLLEGE

Youcanintr
oduceandcontroldif
fer
entheader
sandfoot
ersbyusi
ngsecti
onbr
eakswi
thi
n
yourdocument.Whenediti
ngthem,addingorremov
ingsect
ionbr
eaks,
watchoutf
ort
he
'
sameaspr evi
ous't
rap.
Embeddingelementsinheaders/
footer
s
Headers/f
oot er
scanalsobeusedasapl acetoanchorstati
cdocumentinf
ormation,suchas
Facul
tyorSchool namesordetai
ls,orcommonr epeat
ingelementsli
kepageborders,rul
es,
banner
sorl ogos.
Byputtingt heseelementsintheheader /
foot
ery ouar ethennotablet oaccidental
ly
changeormi sali
gnthem whi
l
ewor kingonthemainbodyoft hedocument.
Mi
crosof
tPubl
isherbasi
cs
Publi
sheri
sexcel l
entf ordocument swit
hcompl exformatt
ingand/ormultipl
epages,such
asnewslett
ers,brochur es,f
lyers,websit
es,resumes,repor
ts,andhandouts.ThePubl
isher
windowcontainsmanypar t
st hatworktogethertomakecr eati
ngadocumenteasy .
NOTE: Thi
ssectionpr ov i
desanov erv
iewonhowdeskt oppubli
shi
ngsoftwarelooksl
ike.Your
organi
zati
onmayr equireyout ouseadi ff
erentprogr
am.
Cr
eat
ingf
il
es
Allpubl
i
cati
onsbegi
nwit
hatempl
ate,
eveni
fit
’sablanktempl
ate.Thetri
ckistofi
nda
templat
ethatl
ooksl
iket
hev
isi
onyouhavef
ory ourf
inal
publi
cati
on.Publi
shercomeswi
th

bui
l
t-i
ntempl
ates.

ckFi
Cl
i l
e>New,
anddooneoft
hef
oll
owi
ng:
 Chooseoneoft
heFeat
uredt
empl
ates, ckCr
andcl
i eat
e.

SETBYAMAREA.Page18
 SATATECHNOLOGYANDBUSI
NESSCOLLEGE

 Touseoneofthet
empl
atesi
nst
all
edi
nPubl
i
sher
,c eBui
hoos l
t-
in,
scr
oll
tocl
i
ckt
hecat
egor
y
youwant
,chooseat
empl
ate,
andclckCr
i eat
e.
 Tofindatemplat
eonOf fi
ce.com,usetheSear
chforonli
netempl
atesboxt
of i
ndwhaty
ou
need.Ent
er“
news l
ett
er,
”forexample,
scrol
lt
oatemplateyouli
ke,
andclckCr
i eate.
Savefi
l
es
Sav
eyourpubl
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cat
iont
hef
ir
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imebyf
oll
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ngt
hesest
eps.
ckFi
1. Cl
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e>SaveAs.
nSav
2. I eAs,
choosewher
eyouwantt
osav
eyourpubl
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cat
ion.

 OneDriv
eisaf
reeMi
crosof
tser
vicet
hatpr
ovi
despasswor
d-pr
otect
edonl
i
nef
il
e
st
orage.
 OtherWebLocat i
onsincludeswebsitesyou’
veusedrecent
ly,andaBrowse
butt
ontosavey ourpubl
icationtoanywebsit
ey ouhaveaccessto.
 Computeri
ncludesanyf olderonyourcomputer
.
 AddaPlaceletsyouaddanonl i
nelocati
ontosaveyourpubli
cati
on.
3. Ent
erthenameforyourpubli
cati
on,andcl
ickSave.
Aft
ery ou’
vesavedyourpubl
icat
iononce,youcansimpl ckFi
ycl
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e>Saveeacht
imeyouwantt
o
save.
Ify
ouwantt ochangethefil
enameorl ocati
onofyourpubl
icat
ion, ckFi
cl
i le>SaveAs,
and
savethepubli
cati
onasifyouwer esavi
ngf ort
hefir
stt
ime.
Addpi
ctur
est
oyourf
il
e
ckHome>Pi
1. Cl
i ctur
es.
2. Uset
heopt
ionsi
ntheI
nser
tPi
ctur
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alogboxt
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ndt
hepi
ctur
eyouwantt
o
use.
Addt
extt
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e
Addt ex tt
oy ourpublicati
onbyinsert
ingat extboxf
irst
.Mosttemplat
esc ont
aint
extbox
esyou
canfil
l i
n,buty oucanal s
oaddy ourownt extboxes.
First
: Addat extbox
1. ClickHome>Dr awTextBox, anddr agthecrossshapedcursortodrawaboxwhereyou
wantt ext.
2. Typet extinthetextbox.
I
ft hetexty out ypeistoolongforthet extbox,youcanmaket hetextboxbigger,
orli
nki
ttoanot
her
textbox.
Second: Li
nky ourt
extbox es

SETBYAMAREA.
Page19
 SATATECHONOGYANDUSI
NESSCOLLEGE

Youcanlinkt extboxessot hattextflowsf rom oneboxt oanother.

1. Wh enatextboxhast oomucht ext,ali
ttl
eboxwi t hell
i
psesappear si nthelowerr i
ghtofthetext
box.
2. Createanewt extbox.
3. Cli
cktheov er
fl
owi ndicat
orandy ourcursorbecomesat extboxl inkingpitcher,usedtoli
nktext
boxes.
4. Mo vetothenewt extboxandcl ick.Theov er
flowt extwillshowupi nt henewt extbox.
Nowasy ouaddt ext,
wor dsfl
owf rom onet extboxt oanot her.Ify
our unoutofr oom inthe
secondboxy oucanl inktoanothertextbox, andthet extwillfl
owt hroughal lthr
eeboxes.
Saveandr
eusecont
enti
ntheCont
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brar
y
Wheny oucreatebrandingfory ourbusi
ness,youcanstor
eitandusei tagai
ninsubsequent
publi
cati
ons.Ifyoucreatelogos,li
stsofserv
ices,
successstor
ies,mapst oabusiness
l
ocation,t
esti
monials,andpicturesthatyouplant
oreuseinyourfutur
epublicat
ions,add
theseit
emst otheCont entLi
brary.

Cl
osi
ngf
il
esandexi
ti
ngPubl
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sher
Wheny ouaredoneworki
ngwithyourdocumentandwoul
dli
ketocl
oseit
,youhavet wo
opt
ions,dependi
ngonwhetheryouwanttoconti
nueusi
ngPubl
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sher.I
fyouarefi
nished
usi
ngPubl i
sherf
ornow,besuretosel
ecttheExi
tcommand.

NOTE:I
frecentchangestothepubl
i
cationhavenotbeensaved,bef
oreyoucancloset
he
f
il
eorexi
tPublisher
,adial
ogboxwillaskify
ouwantt osavechangestothedocument
.

Tocl
oset
hesav
edpubl
i
cat
ionandwor
konanot
herpubl
i
cat
ion:
 Fr
omt
heFi
l
emenu, ectCl
sel ose
 I
nPubl
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sher
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herpubl
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ionorcr
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Tocl
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tPubl
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omt
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 Ifyouhavesav edall
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s),
Publi
shercloses.
 Ifyouhavenotsav edallr
ecentchangestoyourdocument
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dial
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a. Tosav
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cat
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clckYES
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clckNO
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LO3Pr
oducedocument
SETBYAMAREA.Page20
 SATATECHNOLOGYANDBUSI
NESSCOLLEGE

Or
gani
zat
ional
requi
rement
s
Documentl
ayoutanddesi
gnmaybegov
ernedbyt
hef
oll
owi
ngf
act
ors:
 Companyl
ogo
 Companycol
orscheme
 Obser
vingcopy
rightl
egi
sl
ati
on
 Documentst
orageandf
il
ing
 St
ylegui
deand/
ort
empl
ates.

Yourorgani
zati
onwi l
lhav
epr oceduresinplacethatdet
erminewhet hert
emplatesareused,
thequali
tyofpaperusedtoproducespecifi
cdocument s,thesizeandcolorofenvel
opesused
forcer
tai
nlett
ersandcorrespondence,andwhet herornotemai l
signat
uresmaybeusedon
cert
aindocuments,orwhetherhandsignaturesareessenti
al.
Thesegui
del
i
nesandpr
ocedur
esmaycov
ert
hingsy
ouhadnev
ert
houghtofbef
ore.

Ti
mel
i
nes

Desi
gnat
edt
imel
i
nes
Whateverdocumentyouhav
ebeenaskedt
opr
oducey
ouwi
l
lhav
emostpr
obabl
ybeengi
vena
submissi
onorcompleti
ondeadl
i
ne.

Desi
gnatedt
imel i
nesmayi nclude:
 organi
zati
onalt
imelinee.g.f
inancialrequir
ements
 ti
mel i
neagreedwithint
ernal
/externalcli
ent
 ti
mel i
neagreedwithsupervi
sor/personr equi
ri
ngspr
eadsheet

Desi
gnatedt
imelinesmaybe:
 bymont hend
 mo nt
hly
 wit
hinagreedperi
od
 wit
hinorgani
zati
onal
deadl
i
ne

Gener
aladmi
nist
rat
iont
imel
i
nescanbemeti
fyouobser
vecommonsensepr
inci
ples:
1. Det
ermi
newhent
het
askmustbeaccompl
i
shedbyy
ou.
2. Thi
sbecomesy
ourendpoi
ntont
het
imel
i
ne.
3. Cal
cul
atehowl
ongy
ouhav
efr
omt
hec
urr
entdat
eunt
il
thedeadl
i
near
ri
ves.
4. Wr
it
edownspeci
fi
cal
l
ywhatneedst
obedonebyt
hedeadl
i
ne.

Forexample,det
ermi
neexact
lyt
hedatai
nputneedsthataredrawnfr
om ar
angeof
sourcesei
therwi
thi
nyouror
gani
zat
ionorf
rom ext
ernalpr
oviders.
1. Di
vi
det
hegoal
int
osmal
l
erl
ogi
cal
steps.
2. Thi
nkaboutwhati
ndi
vi
dual
act
ionsy
ouneedt
otak
einor
dert
ogett
otheend

SETBYAMAREA.
Page21
 SATATECHONOGYANDUSI
NESSCOLLEGE

r
esul
tyoudef
ined.
3. Est
imat
ehowmuc
hti
meeac
hst
epwi
l
ltak
etoc
ompl
ete.
Usepr
iorex
per
ience
ory
ourknowl
edgeoft
heamountofwor
kinv
olv
edi
npr
ocessi
ngt
hedat
a.
4. Addupy
ourt
imees
timat
est
odet
ermi
nei
fthet
otal
ti
meneededf
it
swi
thi
nthe
actual
amountoftimeyouhavelef
torwhathasbeendet
ermi
nedas
organi
zat
ional
requi
rement
sforspeedandaccur
acy.
5. I
fnot
,adj
ustt
het
imel
engt
hsf
oreac
hst
epasnec
ess
aryt
ofi
tthet
imel
i
ne.
6. Moni
tory
ourpr
ogr
essoneac
hsmal
l
ers
tepandt
owar
dtheendgoalatr
egul
ar
i
nter
vals.Mak
eanyadjus
tment
stothet
imel
i
neasnec
ess
aryi
fyouf
all
behi
ndor
getaheadoftheest
imat
edduedat
es.

Howcanyoubestmanageyourt
ime?
Document
ssuchasmemosoftenneedtobecomplet
edimmediat
ely
,whil
eother
document
ssuchasr
epor
tsandnewslet
terar
ti
cleswi
l
lhavedeadl
i
nesthatyouhavet
o
meet.

Topreparef
ort hesedeadlinesiti
sagoodi deatomakeat i
meline.
Yourt i
mel i
neshould
i
ncludeti
mef orplanning,
wr i
ti
ng,drafti
ng,proofr
eadingandofcour seyourcompleti
ondate.
Youwill
needt oesti
mat ehowl ongitwill
taketof i
nisheachofthesestages,andhowmuch
ti
mey ouactuall
yhav etocompl et
et hedocument .Placeyourti
meli
neinapl acewhereyou
canseeit
,soy oucaneasilykeeptrackofhowy ouaregoing,f
orexamplesetar eminderi
n
yourMSOut lookcalendaroriCal.

Aproduct
ionscheduleshouldbeworkedbackwardsf
romthedeadl
i
nefordeli
very
,taki
ngint
o
accountt
heschedulesofotherpeopl
einv
olved,
suchassuppl
ier
sandprint
ers.Makecertai
nyou
all
owforsever
alstagesofpr oof
ing,
andremembertokeepfr
equentback-
upcopi esofy
our
work.
Di
ff
icul
ti
eswi
thusi
ngdesi
gnappl
i
cat
ions
Allappl
icat
ionswithuserdocumentati
ontoenablet
heusertogetasmuchoutofthe
productastheyrequir
e.Fr
om basi
cf uncti
onsusedonadail
ybasistoadv
ancedpresent
ati
on
andf or
mattingofdocuments,t
her
ewi ll
bedocumentat
ionexpl
aini
nghowt ocomplet
eany
acti
ony ouneed.

Manual
sanduserdocument
ati
on
Tangible,hardcopyusermanual sar erapidl
ybecomingathingofthepastasthedigi
talage
i
squi cklytaki
ngoverduet osoftwar ebeingrepl
acedbyupdatedversi
onsseeminglyno
soonert hanthei
rpredecessorswer elaunched,r
enderi
ngtheuserguideal
mostobsolete.It
i
sal sonotasqui cktofindrel
evantinformationi
nahar dcopyofamanual asthehuman
searchengi nedoesnotwor kasf astasthatofacomput ersyst
em. However
,your
organizati
onmayst il
lhaveaphy sicalcopyoftheusermanual f
orthesoft
warewithwhich
youar ewor ki
ng.

SETBYAMAREA.Page22
 SATATECHNOLOGYANDBUSI
NESSCOLLEGE

Onl
ineassi
stance
Youwillfi
ndendlesstechnicalsupportonli
nethati
sjustaclickofamouseaway .Ther
ear
ea
pl
ethoraofwebsi t
esthatprovideinf
ormat i
ontoanswereveryoneofy ourquest
ionshoweverbi
g
orsmall.
Onli
nehelpcomesi nmanyf ormsincl
uding:
 Us erfor
umsandbl ogs manufacturer
 Ma nufactur
erfor
ums  V i
deotut or
ial
s
 F r
equentl
yaskedquestionsonmanuf act
urer  Manual downloads
websit
e  Ho w-t
ogui des.
 L i
vechatwithemployeesofthe

Ther
eisnoharminbeingstuckandencounter
ingproblems,butwithsomuchavail
abl
e
i
nfor
mationaty
ourfinger
ti
ps,ther
eisnoexcusef orst
ayingstuck
Ther
eareevendir
ectli
nkstoonli
nesupporti
ncorporat
edi nt
othecomputerpr
ogrammer
i
tsel
f.

LO4Fi
nal
izedocument
Nowy ouhavepr
oducedy ourdocumentyouneedt oputt
hefi
nishi
ngt
ouchestoi
t.Nofi
rst
draf
tofadocumentiseverperf
ectregar
dlessofhowpreci
seyouarewit
hyourwork.When
youthi
nkiti
scompleted,
y ouneedtocheckthroughi
t.

Checki
ngadocumentmayi
ncl
ude:
 Accur
acyofi
nfor
mat
ion
 Consi
stencyofl
ayout
 Ens
uri
ngi
nst
ruc
tionswi
thr
egar
dtoc
ont
entandf
ormathav
ebeenf
oll
owed
 Gr
ammar
 Pr
oof
readi
ng
 Spel
l
ing,
elect
roni
cal
l
yandmanual
l
y.

Onceyouhavecheckedalloftheseaspectsofyourdocumentyoumayneedt omake
adj
ust
ments.Adjust
inganythi
ngwi t
hinyourdocument,suchastheconsi
stencyofusageof
ter
ms,par
agraphformatt
ing,l
i
nespaci ng,
addit
ionorresi
zingofi
magesandcor r
ecti
onsto
SETBYAMAREA.
Page23
 SATATECHONOGYANDUSI
NESSCOLLEGE

spel
li
ngsandgr
ammar
,andl
ayoutmaywel
lhav
eaknockonef
fectt
other
estoft
he
document
.

Youmayf i
ndthatminoralt
erati
onschangethelayoutel
sewher
einthedocument.Iti
s
ther
eforeimportantaf
teryouhavemadeal l
y ouradj
ustment
sthaty
oucheckitthroughagai
n
from st
arttof
inishtoensuretherear
enoerrors.

Pr
oof
readi
ng
Youshouldcheckthetex
tofy ourdocumentasoft
enaspossi
ble.Ify
ouhavebeenwor
king
onatextforsomet i
me,i
tisagoodi deatohavesomeoneel
sepr oof
readi
t,asy
oucan
easi
l
yov er
lookerr
orsinatextyouareaccustomedto.

Whenyouhavefi
nal
i
zedt hepage-
lay
outofar epor
t,pr
intoutt
hepagesandst
ickt
hem
t
oget
hersothatt
heyresemblethefi
nisheddocument.

Proofr
eadi
ngandedi t
inginvol
vesreadingoveryourwork,l
ooki
ngforerr
orsandar easf or
i
mpr ovement.
Ifpossi
ble,youshouldaskasecondper son–perhapsawor kfr
iend, secretar
y,
spouseorsupervi
sortoproofr
eady ourwrit
ingandsuggestchanges.Asecondpai rofey es
wil
loftenf
indprobl
emst hatyouhav emissedyoursel
f.

Thef
oll
owi
ngt
ipscanhel
pyouwheny
ouar
edoi
ngy
ourownedi
ti
ng:
 I
fpossi
bl
el eav
esomet
imebet
weenyourl
astdr
aftandpr
oof
readi
ng–somet
imesy
ou
needa‘
fresheye’
topi
ckupmist
akesandimprovement
s
 Readeac
hs ent
enceoutl
oudt
ochec
kthatt
heyar
eal
lcompl
ete–ensur
ethaty
our
wri
ti
ng‘f
lows’andi
seasytor
ead
 Putyour
sel
fi
nthes
hoesofyourr
eader–i
sthemes
sagec
lear
?Hav
eyouav
oided
usi
ngclumsyandt
act
lessl
anguage?
 Removeallunnec
essar
ywor
dsorphr
ases–c
hec
kforj
argonori
nappr
opr
iat
e
techni
cal
language
 Revi
ewall
punc
tuat
ion,
capi
tal
sands
pel
l
ing(
useadi
cti
onar
yoras
pel
lchecki
fyouar
e
notsur
e)
 Rechecknumber
sinaddr
essesanddat
est
omakesur
etheyar
ecor
rect
.

Thef
oll
owi
ngl
i
sti
stocheckst
yle:
 I
sthet
extcor
rect
?
 I
sspel
l
ing,
punct
uat
ion,
anduseoft
hest
ylegui
deconsi
stent
?
 Don’tf
orgett
ocheckheadi
ngs,capt
ions,f
ootnot
es,
texti
nil
l
ust
rat
ions,
runni
ngheads,cont
ent
sli
sts,
andindexes,aswel
lasthemai
ntext
.
 Hav
ethec
orr
ectheadi
ngsbeengi
venf
ort
het
ext
?Andt
hec
orr
ectr
unni
ngheads?
 Dot
heheadi
ngsi
nthet
extmat
cht
heheadi
ngsgi
veni
nthecont
ent
s

SETBYAMAREA.Page24
 SATATECHNOLOGYANDBUSI
NESSCOLLEGE

l
i
st?
 Andar
ethepagenumber
sint
hecont
ent
sli
stcor
rect
?
 Isthenumberi
ngsystem f
orpar
ts,
chapt
ers,
sect
ions,
and
subsecti
onsconsi
stent
?
 I
sthecont
entoft
hei
l
lust
rat
ionscor
rect
?
 Aret
heytheri
ghtsi
ze,
ther
ightwayar
ound,
hast
hecor
rectpar
toft
he
i
ll
ust
rat
ionbeenused?
 Dot
hei
l
lust
rat
ionsmat
cht
hecapt
ions?
 I
sthenumber
ingofi
l
lust
rat
ionscor
rect
?
 Arethecr
oss
-ref
erenc
eswi
thi
nthet
extandbet
weent
extandi
l
lust
rat
ions
corr
ect?
 Ar
ethepagenumber
sint
hei
ndexcor
rect
?

Nami
ngandst
ori
ngdocument
s
Eachor
ganizati
onwill
hav eprocedur
esandsystemsinplacet
hatdet
erminehowandwhere
documentsarestor
ed.Document smaybestoredashardcopi
esordigi
talf
il
esi
nspeci
fi
c
fi
l
ingsyst
ems; mostorganizat
ionswil
luseacombinat
ionofboth.

Inlar
gecompaniest
heremaybeadesi gnatedrecordsco-
coordi
natori
neachdepartment
,
andar ecor
dsr
etent
ionschedul
ethatl
i
stsal lt
herecordshel
dineachdepart
ment ,
witha
recor
dsmanagerwhoov er
seestheent
ireinfor
mat i
onsystemsoftheorgani
zat
ion.

St
orageofdocument
smayi
nvol
ve:
 St
ori
ngf
il
esi
ndesi
gnat
edl
ocat
ions  Secur
it
y
 St
ori
ngdat
aint
hecor
rectf
ormat  Back-
upschedul
es
 Passwor
dpr
otect
ion  St
ori
nghar
dcopi
es
 Encr
ypt
ion  Fi
l
enami
ng.

Whenst
ori
ngdocument
syoushoul
dconsi
dert
hef
oll
owi
ngpoi
nts:
 Whati
sanappr
opr
iat
efi
l
ety
pe?
 Whohasaut
hor
izedaccess?
 Appr
opr
iat
efi
l
ingl
ocat
ion?

Wher
einf
ormat
ioni
sst
oreddependsuponanumberoft
hings:
 Howof
teni
tisaccessed
 Whoneedsaccesst
oit
 Thesecur
it
ylevel
wit
hwhi
chi
ti
scl
assi
fi
ed
 Thephy
sical
for
moft
hei
nfor
mat
ion
 Whoi
sresponsi
blef
ormanagi
ngi
t.
SETBYAMAREA.
Page25
 SATATECHONOGYANDUSI
NESSCOLLEGE

Fi
l
enames
Fi
lenamesareimportantf
oror
gani
zi
ngdocuments.Goodf
il
enamesenabl
euser
stoor
gani
ze
andlocat
ethecor
rectdocument
squickl
yandeasi
l
y.

Fi
lenamesshoul
dbei dent
if
iabl
einr
elat
iontot
hecontent
:‘Sept
ember2016Updat
e
Newslet
ter
’asopposedto‘NewDocument ’
or‘Sept
ember.’
Avoi
dingl
oss
Ther
eisnothi
ngmor efr
ustr
ati
ngthanl
osingthei
mportantdocumentst haty
ou' v
espent
somuchtimecreat
ing.Theonl
ysure-
fi
rewayt or
ecov
erlostfi
lesistorestor
et hem f
rom
abackup,
andthati
swhyi ti
ssoimportantt
ohaveasystem topreventdataloss.

1.Neverst
orey
ourdocument
sont
hesamedr
iveasy
ouroper
ati
ngsy
stem
Whi l
emostpr ogramswil
l sav
eyourfi
lesi
nt heMyDocument sf ol
der,t
hisist
hewor st
placeforthem.Whetheritisavi
rusorsof
twaref ai
l
ure, major
it
yofcomput erprobl
ems
affecttheoperat
ingsy
stem, mostoft
entheonlysolutionistoreformatthedri
veand
reinst
allt
heoperati
ngsystem.Insuchaninstance,everyt
hingont hedri
vewil
lbelost.

Install
ingasecondhar d-dri
veinyourcomputercantakecar
eofthi
sproblem.Asecond
i
nt ernalhard-dri
vewil
lnotbeaf f
ectedi
ftheoperat
ingsyst
em i
scorr
upted,andi
tcan
evenbei nstal
ledinanothercomputeri
fyouneedtobuyanewone; f
urt
her ,
you'
l
lbe
sur pri
sedathoweasyt heyaretosetup.

Anotherexcel
l
ental
ter
nati
veistobuyanexter
nal
hard-dr
ive.Anext
ernal
driv
ecanbe
at
tachedtoanycomputeratanyti
mesimplybypl
uggingitint
oaUSBorf i
rewir
epor
t.

2.Backupy
ourf
il
esr
egul
arl
y,nomat
terwher
ethey
'rest
ored
Creat
eregularbackupsofyourfi
les,andlet
'sfacei
t,
evenyourbackupi
ssubjectt
ofail
ure:
harddri
vesbreak,getcorr
upted,
orer ased.
I
ncreasetheoddsofbei ngablet
or et
rieveafi
l
ebyhav i
ngasecondormult
ipl
eback-upsofit
.

Youcanbackwor
kupt
o:
 Ext
ernal
har
ddr
ives
 Dat
ast
icks
 TheCl
oud
 Emai
l
.

3.Bewar
eofuserer
ror
Wedon'tli
ketoadmiti
t,butweoft
enengineerourownprobl
ems.Takeadvant
ageof
saf
eguardsincl
udedi
nyourappli
cati
onsoftware,
suchasver
sioni
ngfeat
uresandt
racked

SETBYAMAREA.Page26
 SATATECHNOLOGYANDBUSI
NESSCOLLEGE

changes.Commonway susersl
osedat
aiswhenthey'r
eediti
ngadocumentand
accident
all
ydelet
epor t
ions-
-aft
ert
hedocumentissaved;t
heport
ionsthatar
echangedor
deletedar
elostunlessyou'
veenabl
edf
eatur
esthatwil
lstor
echangesforyou.

Pr
int
ingdocument
s
Topr
intadocument
,yourcomput
erneedst
obeconnect
edt
oapr
int
er.

Smalldeskt
oppri
ntersareusual
l
yconnect eddir
ectl
ytoacomputer'
sUSBport.Ol
der
pr
int
ersareconnectedtoaparal
lelor“pr
inter
”port
.Someprint
ersar
edir
ectl
yconnectedto
anetwork,maki
ngiteasyformulti
plecomputerstoshar
ethem.Afewpri
nter
susear are

ser
ial
por
tconnect
ion.

Pr
intyourf
il
e
1. Cl
i
ckFi
l
e>Pr
int
.

2. UnderPr
int
,ent
ert
henumberofcopi
est
opr
inti
nCopi
esofpr
intj
obbox
.
3. Makesur
ethecor
rectpr
int
eri
ssel
ect
ed.
NOTE:
Thepr
oper
ti
esf
ory
ourdef
aul
tpr
int
erar
eaut
omat
ical
l
yent
eredf
ory
ou.
4. UnderSet
ti
ngs,
dot
hef
oll
owi
ng:
 Makesur
ethecor
rectr
angeofpagesorsect
ionsi
ssel
ect
ed.
 Sel
ectt
hel
ayoutf
ormatf
orpr
int
ing.
 Sett
hepapersi
ze.
 Setwhet
hert
opr
intononesi
deoft
hepaperoronbot
hsi
des.
 I
fyourpri
nteri
scapabl
eofcol
orpr
int
ing,
choosewhet
hery
ouwantt
o
pr
intcol
ororgrayscal
e.
 Cl
i
ckt
hePr
intbut
tonwheny
ouar
ereadyt
opr
int
.
Pr
esent
ingy
ourdocument

Obj
ect
ives
Thedesir
edoutcomesofanypresent
ati
onshoul
dbediscussedwit
htheaudiencepr
iort
o
thei
rat
tendance.I
tisi
mport
antthatt
heyknowandunderstandwhytheyar
eexpectedto

SETBYAMAREA.
Page27
 SATATECHONOGYANDUSI
NESSCOLLEGE

at
tendt
hepr
esent
ati
onandsot
hatt
heycandet
ermi
newhati
sini
tfort
hem.

Youcandothi
sbypr ov
idi
ngasetofout
comesthattheyareexpectedt
oachi
evefr
om
at
tendi
ngthesessi
on,oranout
li
neofwhatt
heywill
wal kawaywi t
haft
ert
heyatt
end.

Someway
sinwhi
chy
oucandot
hisi
ncl
ude:
 Vi
atel
ephone
 Vi
aemai
l
 Vi
apost
almai
l

Youwillalsoneedt olett
heparti
cipant
sknowt heoutcomesoft hesessionatthebegi
nningof
thesession.
Duri
ngt hi
st ime,youshouldt
alktothem aboutthef
oll
owing:
 Y ourex pect
ati
ons  T i
ming–e.g.breakf
astti
mes,f
ini
sh
 T hegr oundrul
es t
imesetc.
 T heirexpect
ations  R ul
esforquest
ionsetc.
Yourexpect ati
ons
Youasapr esentershoul
dletthem knowwhatyouexpectf
rom t
hem dur
ingt
hesessi
on.
Thi
smi nimizesthechancesf orany
thinggoi
ngwrongasthepart
ici
pant
sareadv
isedi
n
advanceofy ourexpectat
ions.
Theirexpectati
ons
Theparti
cipant
sshouldal
sohaveanoppor
tunit
ytolett
hepresent
erknowwhatthei
r
expect
ati
onsar e,
ift
imepermi
ts.Thi
sgi
vesthem anoppor
tunit
ytoprovi
deowner
shipand
suppor
tforthepresent
ati
onal
so.
Rulesf
orquestions
Somepr esent
ersarehappyt
otakequest
ionsduri
ngthepresentat
ion,
andotherspref
ert
o
keepthem all
totheend.Youneedt
osett heboundar
iesf
rom thebeginni
ngregar
ding
quest
ions.
Pr
esent
ati
onai
ds
Presentati
onaidsandmat eri
alsshoul
dbeusedt osupporttheunderst
andingoft
he
parti
cipant
s.Thel ear
ningst y
lesoftheparti
cipantscandir
ectlyrel
atet
othetypeofmater
ial
used,andideall
yy oushoul duseacombi nat
ionofmat eri
althatcanenhanceandadaptt
o
eachoft helear
ningstyles.
 Someoft hemat erialt
hatyoucanusei ncludes:
 Vi
sual
aidssuchaspost
ers,
graphs  Handout
s
et
c.  Wor
kbooks
 Power
Poi
ntsl
i
des  Not
es
 Fl
i
pchar
ts  DVD’
s

SETBYAMAREA.Page28
 SATATECHNOLOGYANDBUSI
NESSCOLLEGE

 Audi
omat
eri
al pr
esent
ing
 Act ual sampl esoft hemat erialyouare
Considerhowav ail
abletheser esour cesandmat eri
alsare,howef fectivet heywi llbeandhow
rel
evanttheyar et ot hepr esentation.
Sal
esr esour ceswi llbeabi ghelpify ouaretryi
ngt oselltheparti
cipant ssomet hing,i
.e.the
actualproducti fpossi bl
e.Thesei nclude:
 P hotogr aphsoft hepr oduct  D r
awi ngs
 P ri
ntedmat eri
al  Da taprojector
 B rochur es  Al aptop
 Mo dels  De monst r
ationmodel s
Youshoul dasky ourselfthef oll
owi ngquest i
ons
 Ar ether esources,aidsandmat eri
alseasytotranspor
t?
 Ca nt heybesetupi nadv ance?
 Wi llIneedas sist
anc eins ett
ingthemup?I fso,howav ai
labl
ei stheassi stance?
 Wi lltheyc reatethei mpac tIamt ryi
ngtocreateordeterfromt hepr esentation?
Note–asment ionedear lier,
ar esour ceormat eri
alissimplysomet hingt ohel py ouwi t
hthe
del
iveryoft hepr esentation.Itshoul dnotbesol elyreli
edon.

Ensur
eyouhavebackupatal lti
mest oo,
asof
tentechnologycanbr eakorsomethi
ngcan
i
nevit
abl
ygowrong.Don’trelyonjustaPower
Pointpresent
ati
onf orexample,
incaset
he
l
aptopordat
aproj
ectordecidenottoworkonthedayofy ourpresentat
ion.

Anyt
hingthatcangowr
ongusual
lydoes.Bepr
epar
edf
orany
thi
ngandy
oucant
ackl
e
ever
ythi
ng.
Per
suasi
vecommuni
cat
iont
echni
ques
“
Alltheworl
d'sastageandal
lthemenandwomenmer el
yplayer
stheyhavet
heirexi
tsand
t
heirent
rancesandonemaninhisti
meplaysmanypar
tshisactsbei
ngsevenages" -
Wil
li
am Shakespeare
Youar eapresenter
.Youareacti
ngoutacharact
er.Whet
herthati
sasalesper
son,
a
technical
expert
,ateacher
,atr
aineroranycombi
nati
onoftheabove,
youarenowoffi
cial
l
y
onst age.

Youneedtobeanexcell
entandpersuasivecommuni
cat
ort
obeabl
etogett
hepoi
nt
acr
osstothepar
ti
cipant
s,cli
ent
sorpr ospect
s.
 C ommunicat
iontechni
quesaremadeupof :
Non-v
erbalcommunicat
ion
Thi
sismadeupofhowwepor trayoursel
vest oothers,
thepostur
eweusewhenwal king
ortal
king,thegestur
esweuse, ourtoneofv oiceandourfaci
alexpressi
ons.The
combinationoftheseiswhatgivesothersanov eral
lsenseofwhowear easpresent
ers
andwhet herornottheycanfeelwecanbet rusted.
Peoplewillal
waysbeliev
ewhatt heyseeratherthanwhattheyhear.

55%ofourmessagei
sdel
iv
eredv
iabodyl
anguage

SETBYAMAREA.
Page29
 SATATECHONOGYANDUSI
NESSCOLLEGE

38%i
sint
het
oneofv
oiceweuse
7%i
sint
heact
ual
wor
ds
Non-
ver
bal
communi
cat
ioni
ncl
udes:
Ey
econt
act–mai
ntai
ngoodey
econt
actwi
tht
hepar
ti
cipant
satal
lti
mes.
Ensureyoulookateachoft hem equall
yanddon’
tstaret
oomuchatoneper son.Sweepthe
room withyourgaze.
Postureandt hewayy ouholdy oursel
f–evenifyoudon’tfeeli
t,actconfi
dentl
y,wal
k
confi
dently
,andstandconf i
dentl
y.Yourpostur
ewillsayalotabouty ou.Don’
tpaceor
sway,standtall
andbepr oud.

Faci
alexpressi
ons–somepeoplecannothidethei
rfeel
ingsi
nthei
rfaci
alexpr
essi
ons.
Faci
alexpr
essionsshoul
dal
waysbepositi
ve.Youshouldhaveawarm andsincer
esmil
e
todr
awt heparti
ci
pantsi
nandshowthem youaregenuine.
Dress–al waysdressl
i
keaprofessi
onal.
Yourclot
hingshoul
dbeclean,comfor
tabl
eand
businessli
ke.Ladi
esshoul
davoidheavymake-uportoomuchjeweler
sandbeconservat
ive
i
nt heirdr
ess.Menshouldbecl
eanshaven/hav et
rimmedbeardsanddr essi
nbusi
ness
att
ire.

Goodl
ist
eni
ngski
l
ls
List
eni
ngisthekeyt
obeingabletopresentsomeonewi t
hasolut
iontotheirpr
oblem.When
youreal
lyl
ist
entowhattheissueis,
youwillunder
standhowtopresentthem wit
hasolut
ion
basedonthesalest
echniquesyouwill
lear
n.

Wheny ouacti
vel
yli
sten,y
ouarebui
l
dingagenui
neint
eresti
ntheotherper
son.Youpay
att
ent
ionanduseappr opr
iat
ebodyl
anguagetoshowyouareli
steni
ng.Peopl
efeelv
alued
andunderst
ood.

Youshouldthencheckfory
ourownunder
standi
ngbyref
lect
ingbackonwhatthepersonhas
saidt
oy ou.Ensur
eyousummar i
eswhatt
heyaresay
ingtogivethem asenset
hatyouhear
them andunderst
andthem.

Bui
l
dingr
appor
twi
tht
heaudi
ence
Wheny oubui
ldrappor
twiththeaudienceyouareeff
ect
ivel
yshowi
ngthem t
rustandr
espect
.
Thishel
psparti
ci
pantsorprospectstoopenl
ycommunicatewit
hyou.Whenyoushowa
genui
neint
erestint
hem,theywillseeyouri
ntentt
obuil
drappor
twit
hthem.
Knowingwhichquesti
onstoask
Agreatsal
esper
sonwil
lal
waysknowtheri
ghtquest
ionst
oasksomeone.Theywi
llbe
conver
santi
nusi
ngopenquest
ioni
ngt
echni
quesandalsoknowwheniti
svali
dtouse
cl
osedquesti
oni
ng.

Exampl
esofgoodquest
ions:
SETBYAMAREA.Page30
 SATATECHNOLOGYANDBUSI
NESSCOLLEGE

 “
Whatareyourthoughtson…?”
 “
Whathastohappenf oryoutoachi
eve…?”
 “
Whatgoalsdoy ouhaverel
ati
ngto…?”
 “
Howwilly
ouf eelwhenyouknowy ougetther
e?”

Summar
ieskeyconcept
sandi
deas
Dur
ingy
ouropener
,youwouldhavet
oldt
hepart
ici
pants‘whaty
ouaregoi
ngtotel
lthem’.
Dur
ingt
hebodyandcontextoft
hepr
esent
ati
on,‘
youtoldthem’
.Nowit
’st
imetotel
lthem

‘
whaty
ouhav
etol
dthem’
.

Somewaysinwhi chy oucandot hisi

nclude:
 Summar i
esasy oufini
sheachchunkorsegmentoft hepr
esent
ati
on
 Re-
caporrevisehalfwaythr
ought hepresentat
ion
 Whenthepresentati
onisfi
nished
 Dur
ingtherevieworquesti
on/answersessi on

Lookforandi
dent
if
yareaswit
hiny
ourpresent
ati
onwher
eyoucanr
e-capordosome
rev
isi
onwitht
heparti
ci
pant
sorprospect
s.

Youwantthemtowalkawayfeelingasthoughtheygotsomet
hingoutofyourpresentat
ion.
If
your
ushthroughit
,ort
heydon’tunderstandwhatyouhavepresent
ed,t
heny ouhav e
wast
edbot hyourt
imeandthei
r s.

Makethepresent
ati
onmemor abl
e,i
nter
esti
ngandinf
ormati
ve.
Checkf orunder
standi
ngby
st
oppi
ngev er
ynowandt henandt
est
ingthei
rknowl
edgewit
hshortquesti
onstoensurethey
ar
ekeepingupwithyourpace.

Fi
nishst
rong.Showthepar
ti
cipant
sthaty
ouhadsomethi
ngval
uabl
etosayandwhatt
hey
wi
llachi
eveorhowtheywil
lbenefi
tnowthatt
heyhav
eatt
endedyoursessi
on.

Cont
inuousi
mpr
ovement

Howcanyoui
mpr
oveyourst
yleandst
ruct
ure?
I
tisi
mpor
tantt
hatt
hei
nfor
mat
ioni
nyourdocumenti
seasyt
oread.

Documentsthatdonotf l
ownatural
l
y,orcontai
nawkwar
dexpressi
onsandphrases,
are
ti
resomeandconfusing.Thef
ollowi
nginfor
mat i
onpr
ovi
desyouwithsometechni
quesyou
canusetomakey ourdocumenteasytoread.

Keepi
ngi
tsi
mpl
e
Youshouldal waystr
ytoexpr essy oursel
fint hemostsi mpleanddirectwayy oucan.
Often,wri
ter
swhoar eunsur
eoft heirsubjectmat t
erwi l
ltr
ytodisguiset hi
sbyusing
fl
ashywor dsorphrasessuchas‘ commencedoper at
ion’or‘
opti
mum per formance.
’Do
notfall
int
othistr
apbecauseitisobv i
oustot hereader,
andcanconfusey ourmessage.

Longwi
ndedwor
dsorphr
asesshoul
dnev
erbeusedi
fther
eisasi
mpl
eral
ter
nat
ive.Some
SETBYAMAREA.
Page31
 SATATECHONOGYANDUSI
NESSCOLLEGE

commonexampl
esar
eli
stedbel
ow:

Longwi
ndedphr
ase Amor
esi
mpl
erepl
acement
Inr
egardt o About
Int
hevicini
ty At
Imustexpressmyt hanks Thankyou
Duetothef actt
hat Because
Att
hepr esentwrit
ing Now
Keepy
oursent
encessi
mpl
eandeasyt
ounder
stand.

Themostcommonpr
obl
em wi
thsent
encesi
sthatt
heycangetl
ongandj
umbl
ed.Forexampl
e:
I
nt hewor kplacei
tisimportantt
hatal
lsafet
yproceduresar
eadheredtosuchasweari
ng
pr
ot ect
iveclothi
ng,walki
ngonlyinmarkedareassothatnoacci
dentsoccurandnooneis
i
njuredorpr oduct
ivi
tylost
.

Thi
ssent
encei
sdi
ff
icul
ttor
eadandev
enmor
edi
ff
icul
ttounder
stand.

I
fy oursentencesstartget
ti
ngl
ongandcl
umsy,stopwri
ti
ngandreadt
hem al
oudt o
yoursel
f.Thi
swi l
lhel
py out
oseewher
eyoucanbr
eakthem upi
ntot
woorthr
eeshor
ter
ones.

Theclumsysent
enceabov
eforexampl
ecanber
e-wr
it
tenast
hree,muchcl
ear
er
sent
ences:
I
ntheworkplace,i
tisimpor
tanttof
oll
owallsafetyprocedures.Someofthesepr
ocedures
i
ncl
udewear i
ngprotect
ivecl
othi
ngandwalkingonlyi nmar kedareas.Byfol
l
owi
ngt hese
pr
ocedur
es,youcanreduceacci
dent
s,andi
mpr oveproducti
vi
ty.

Whatsor
tofl
anguageshoul
dyouuse?
Wheny ouspeak,y
ourtoneofvoi
ceandbodylanguagehasanef f
ectonthemessageyou
communicate.I
nthesameway ,t
hewordsyouchoosewhenwr iti
nghaveabigeff
ectonyour
reader
.Youneedtobeawar eoft
hisandmakesur ethatt
hisef
fecti
sposit
ive.

Youshouldchoosewordsthatar
eposi
ti
veandpol
i
te,
andav
oidl
anguaget
hati
stact
less,
di
scr
iminator
y,orof
fensi
ve.

Inpart
icul
ar,
youshoul
dtrytoavoi
dusingsexi
storgender-
biasedlanguageinyour
documents.Youdonotwanttooff
endwomeni nyourworkplacebyusinglanguagethat
i
gnoresorinsul
tst
hem.Belowaresomeexampl esofgender-bi
asedlanguageand
suggestedwordsyoumightusei
nstead.

Genderbi
asedwor
dorphr
ase Repl
acement
Chair
man Chair
person
Spokesman Spokesperson

SETBYAMAREA.Page32
 SATATECHNOLOGYANDBUSI
NESSCOLLEGE

For
eman Super
visor

 Jargonisanot herthi
ngy oushouldav oidi nyourdocument.Jargonisawor dor
expressionthatisdevelopedandusedwi thinapart
icul
argroup.Jargonisusual
l
ynot
understoodbyany oneout si
deoft hisgroup.
Youshoul dalsoav oi
dusi ngtechni
calwor dsify ouarenotsurethatyouraudiencewil
l
understandthem.Theov eruseofjargonandt echni calt
ermswillmakey ourdocument
di
ffi
culttoread, andcanbeannoy i
ngf oryourr eader.
St
icki
ngt
other
ules
 Ther
earecommonrul
esofgrammarandpunctuat
iony
oushouldusetomakeyour
wri
ti
ngeasi
ert
oreadandunder
stand.Somecommonpunctuat
ionrul
esar
edescri
bed
bel
ow:
Capi
tali
zat
ion
Alwayscapi t
ali
zepr opernouns. Thesei nclude:
 P eople’snamesandt it
lese.g. MelGibson, thePri
meMi nist
er
 S treetnames: e.g.BakersSt.,SunsetBoul evard
 Na mesofcount r
ies,
states,r
egi ons,
localiti
esetc.:e.
g.Aust r
ali
a,I
ndia
 Na mesofr el
igiousgroupse. g.Catholi
cs, Hindus,Muslims
 Na mesofs c
hool sandc oll
egese. g.Moor oopnaSec ondar yColl
ege,Bri
sbane
Universit
y
 T radenamese. g.CocaCol a,Maci nt
osh, Apple
 Na mesofday sandmont hs(butnots eas ons)e.g.Saturday,September,
spring,winter.
Full
stops
 Fullst
opsareusedt
osignif
ytheendofasent ence.
Example:Workt
eam
meeti
ngswil
lbehel
dtomorrow.
 Theycanalsobeusedforabbrev
iat
ions,
forexample:e.
g.i
.e.
etc.
Quest
ionmarks
 Questionmar ksshoul
dcomeatt heendofadir
ectquesti
on.Exampl
e:Whatt
ime
doy ouf i
nishwork?
Excl
amationmar ks
 Exclamat i
onmarksareusedattheendofastatementexpressi
ngst
rongf
eel
i
ng.
 Exampl e:Watchoutfort
hehotwater!

SETBYAMAREA.
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