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Student WorkbookH2.5-2.6b Produce Documents

www.OnlineHorseCollege.com H2.5-2.6bProduceDocuments

Student Name: ……………………………………………………………

Student Number: ………………………………………………………….

Email: ………………………………………………………………………

Phone: ……………………………………………………………………..

www.OnlineHorseCollege.com(Ausintec Academy P/L ATF Ausintec Academy Trust T/as)

Ausintec Academy

Mailing Address:-392 Bribie Island Road,

CABOOLTURE QLD 4510(between Brisbane & Sunshine Coast)

AUSTRALIA

Registered Training Organisation No:31352Centrelink Approval No: 4P530

CRICOS Provider Code: Pending

Phone within Australia (07) 3102 5498 Outside Australia + 61 7 3102 5498 [email protected]

Version:KD2012-01 of 19

Other Personal Information

http://www.StudyHorses.com/


Contents

Unit Information Pg. 4

Produce Documents Introduction Pg. 5

A Document for Every Occasion Pg. 6 & 7

Naming and Storing Documents Pg. 8

Producing Documents Pg. 9

Common Word Processing Operations Pg. 10 – 14

Formatting Pg. 15

Getting Help Pg. 16

Extension Lesson Pg. 17

Recommended Reading Pg. 18

References Pg. 19




Produce Documents H2.5-2.6b Workbook

Students are to complete Horse Care 2.3-2.4 online assessments prior to attempting Horse Care 2.5-2.6 and to follow all recommended safety considerations.

Practical assessments for Horse Care 2.5-2.6 are as follows

A) Ergonomics

B) Produce Documents

C) Plan Work

D) Work Effectively

These assessments incorporate the following unit from the SRS03 Sport Industry Training Package which include the listed elements

RTE2104A Carry out regular horse observationRTE2121A Provide daily care for horsesBSBITU201A Produce simple word documentsBSBWOR202A Organise and complete daily work activities

Further information about this assessment is available at www.ntis.gov.au



http://www.ntis.gov.au/


Produce Documents Introduction

With the ever changing world of technology it is fair to say that sooner or later in your life and/or career you will need to use a computer to produce or at least open a document. This

workbook and its recommended readings provide step by step instructions to operating simple Microsoft Word processes.




A Document for Every Occasion

There are many different types of documents you can or may be required to create at some point in your employment. Some word producing applications and programs often have available templates of these types of documents to save time in production.

Letters

With the growth of the internet letters can now travel a lot faster via email. They consist mostly of text and are one to two pages in length. Letters can be intended towards customers, suppliers, friends, relatives and business associates.Examples in the horse industry:- Letters to clients, feed suppliers.

Reports

Consisting mostly of text these multi-paged documents present information of an investigation or survey. Reports can be aimed towards business associates, clients, shareholders, creditors and the public. incident/accident reports

Books

Consisting of text these have a table of contents and an index.Examples in the horse industry:- horse related literature on feeding, riding.

Flyers

Flyers usually advertise and event or product. They provide information with text and images/pictures and bright colours can be used to gain peoples attention. One page in length.Examples in the horse industry:- Dressage clinic flyer, Competition flyer.

Memos

These are documents which are used internally within the business (memorandums). Memos are one to two pages in length and their purpose is to bring information to the attention of employees.Examples in the horse industry:- Memo regarding changes in feeding procedures.

Essays & Assignments

Consisting mainly of text documents of this kind are used to communicate and express opinions or research findings. They are usually multi paged.Examples in the horse industry:- Research assignment on nutritional values of different pasture species.




A Document for Every Occasion (cont.)

Brochures

Using graphic and text in a similar manner as flyers to gain attention and create interest, brochures contain information relevant to potential clients and customers. They can be approximately several pages in length and will also contain the contact details and location of the business.Examples in the horse industry:- Brochure on horse riding camps and holidays.

Email

Made available from the development of the internet, emails are short letters sent electronically by a computer, instantaneously.Examples in the horse industry:- To respond to potential client enquires.

Faxes

These documents are transmitted over phone lines, short in length and communicate information quickly.Examples in the horse industry:- Feed and saddlery orders sent by fax.

Training Manuals

Training manuals inform and educate people about specific topics. They contain multiple pages and may use graphic, images, tables, graphs and text to communicate the information.Examples in the horse industry:- OnlineHorseCollege.com students accessing learning materials.

Newsletters

Organisations, clubs and groups use newsletters to communicate news surrounding their past, present and upcoming activities. Newsletters contain mostly text and are usually organised into columns.Examples in the horse industry:- Trail Riding club monthly newsletter.

Lists

Organised by using columns and rows, lists can provide information on a great variation of subjects such as members and services.Examples in the horse industry:- Feeding lists, riding lists, saddlery lists.




Naming and Storing Documents

Stored file should be named so that they will be easily identified. File names should give hint to what the document is about, for example a file with the name ‘09Mrec’ doesn’t tell you much but if it is ‘2009M.Records’ it becomes clearer and likely that the file or document is a record from the year 2009.

Different businesses will have different practices for naming their files and documents so as an employee if this is part of your job it is important to become familiar with these practices.

Documents can be stored electronically or in paper format (hard copy). Electronic versions are stored in files on computer systems and storage devices. Paper formats are kept in filing systems and cabinets. Where ever documentation is stored it should be in a location which can be secured. For example leaving filing cabinets in a location where they can be accessed by anyone at any time is particularly unsuitable, especially for personal and sensitive information such as clientele details, business financial information and policy documents.

The benefit of electronic storage is that they will take up little space as they will be stored internally on the computer or on computer storage devices (e.g., USB flash drives) however files and documents stored in this manner can be lost if the computer is not regularly backed-up (files from computer saved to a different location) or if storage devices become damaged.

Hardcopy or paper formats can become bulky to store in large quantities but if they are stored correctly and securely will last a long time and are also not at risk of becoming lost if the computer malfunctions.

Often horse-related businesses will use both methods of storing documents and use hardcopies of manuscripts to back up electronic copies.

Electronic Storage- USB flash drive Hard Copy Storage- Filing cabinet




Producing Documents

Different businesses will have preferences on how they like different documents produced sometimes these preferences will be obvious, other times less obvious (business policies and procedures may provide insight into document presentation preferences).

Before producing a document (to save on resources and time management) enquiries should be made to ensure it is presented correctly:-

- What is the document’s intended purpose? (e.g., inform people of price changes, current events, competition results etc)

- What type of audience is the document being aimed at? (e.g., children, parents, show-jumpers, people without their own horse etc)

- Which type of document is to be used or will be best suited? (e.g., flyer, brochure, list etc)

- What is the information which needs to be communicated? (e.g., times, locations, prices etc)

Once this initial information is sought then actually production can take place. As with most work products there can be limits on the length of time that is available to produce the document such as:-

- supervisor requirements/time frames- client requirements/ time frames- event preparation requirements/time frames- business deadlines

To work within time limits and deadlines it is a good idea to plan and organise work accordingly to ensure these deadlines are met.

Before printing any document check and ensure:-

- Spelling is correct- Grammar and punctuation is correct- The layout of the document is consistent- The information is accurate and current- The content and format is appropriate for the document’s purpose- The content and format is appropriate for the document’s audience




Common Word Processing Operations

Microsoft Word is the common program which is used to produce documents (and all following instructions and steps are based on the 2007 Microsoft Office Word version).

Menu button

This is the round button in the left corner of the screen and when selected opens a window which provides options to open a new document, save and print along with many other useful tabs.

Quick access toolbar

This toolbar can be customised to include commands that are frequently used such as save, save as, undo actions, redo actions, print, cut, copy and paste to name a few.

Title bar

In this location is where the name or title of the document is displayed.

Menu bar or Ribbon

Under the title bar, at the top of the screen is the menu bar. It contains tabs from which tools, commands and operations can be selected to use on the document. Selecting a tab (i.e., Insert) opens up the tools and operations related to that tab underneath the menu bar/ribbon.




Common Word Processing Operations (cont.)

Rulers

Rulers are located vertically and horizontally beside the document. The shaded areas on the rulers (blue) indicate the page margins. The white areas on the rulers indicate the area where text will appear.

Zoom

In the right corner in the bottom tool bar is the zoom function. This indicates the zoom percentage the document is being viewed at. The arrow on the slider or the ‘+’ and ‘-‘ button can be used to adjust zoom levels.

Page Layout

This term refers to the orientation of the page in either Landscape (horizontal/long ways) or Portrait (vertical/up-right).

To change the page layout/orientation:-

1) Select Page Layout from the tabs at the top of the screen. By clicking this tab the program will change the tool options in the bar below.

2) Select Orientation from the page set-up box. This will open a ‘drop down’ menu (a menu which appears underneath the option selected).

3) Use the cursor to highlight either the landscape or portrait option by moving the cursor over the word or image.

4) Then use the mouse button to click on either option.

Saving a Document

To save a document:-

1) Select the Menu button. A drop down menu will appear.2) Select Save or Save As. The Save option will automatically save the document

under the name and in the location is was previously before you opened it or if it is a new document it a dialog box will appear for you to select where to save the document and what to name it. The Save As option will open this same dialog box from which you can change the location of where it is saved or rename the document.

It is important to remember to save any document you will need again before exiting or closing the Microsoft Word document or window.





Zoom percentage

The level of zoom a document is viewed at can be adjusted by the zoom function at the bottom right of the screen or alternatively by:-

1) Selecting the View tab from the Menu bar. This will change the tools and operations underneath the Menu bar.

2) Move the cursor over the Zoom button. Once the cursor has highlighted this button use the mouse button to select. From this a dialog box will appear on the screen.

3) A select can be made from available zooming options or alternatively you can enter the percentage of zoom.

4) Click Ok.

Spelling and Grammar

Microsoft Word has an operation which will check the spelling and grammar of a document and provide possible alternatives to mistakes. The language for spelling and grammar should be relevant to the document.

1) Select the Review tab from the Menu bar. This will change the tools and operations underneath the Menu bar.

2) Highlight the button named Spelling & Grammar and click. A dialog box will appear on the screen and you will automatically be taken to the first page that has a spelling or grammar error.

3) Check and if necessary change the Dictionary language being used to that of the document, by selecting the downwards pointing arrow.

From the spelling and grammar dialog box you will be able to select whether to Ignore a word or sentence (Microsoft Word will not recognise common or specific industry terminology, phrases or sayings or business names.)

Page Margins

The blank and empty spaces that surround the edge of the paper are page margins. Default page margins are those preset by the Microsoft Word program which will automatically be present when you open a new document.

To change the page margins:-

1) Click on the Page Layout tab from the Menu bar. This will change the tools and operations underneath the Menu bar.

2) Highlight the button named Margins and click. This will open a drop down menu.3) You can select a preset margin or alternatively customise your own by selecting

Custom Margins (this will open a dialog box on the screen).





Page Margins (cont.)

4) In the dialog box you will be able to change the setting for the top, bottom, left, right and gutter margin positions. You will be able to enter the amount manually or use the mouse cursor to select the up and down buttons on the screen to change the margins.

5) When finished select Ok.

Headers and Footers

Headers appear on the top of the page and footers at the bottom. Any text inserted in a header or footer will appear on every page. Page numbers are often placed in the footer while the title or name of the document in the header.

To insert a header or footer:-

1) Click on the Insert tab from the Menu bar. This will change the tools and operations underneath the Menu bar.

2) Select either Header or Footer. Clicking on either item will open a drop down menu.3) From the drop down menu you can select a ‘built-in’ header or footer. Alternatively

select Edit Header or Edit Footer to enter text.4) Upon selecting either of the options Microsoft Word will automatically take you to the

header or footer section of the page.

Columns

Adding columns to a document means that text can be entered and laid out in 2 or 3 separate columns.

1) Click on the Page Layout tab from the Menu bar. This will change the tools and operations underneath the Menu bar.

2) Highlight the button named Columns and click. This will open a drop down menu.3) You can select a preset column or alternatively customise your own by selecting

More Columns (this will open a dialog box on the screen).4) In the Columns dialog box you will be able to select the number of columns, the

width and spacing between them and where to apply them on the document. 5) Finally select Ok.





Inserting Pictures

Pictures can add detail and life to a document. To insert a picture:-

1) Position the flashing cursor (black line) where you want to insert the picture.2) Click on the Insert tab from the Menu bar. This will change the tools and operations

underneath the Menu bar.3) In the section labelled Illustrations there are the options Picture and Clip Art. The

Picture option will open a window where you can select an image to insert from files on the computer. The Clip Art option opens a box to the right hand side of the page where you can search for a particular image in the Microsoft Word program.




Formatting

Formatting changes the look or appearance of a document. This can be done in a few different ways.

- By making the text bold or in italics- By using a different font - Underlining the text- Changing the colour- Changing the size

Care should be taken when formatting a document to ensure that it is still readable and appropriate for the audience it is intended for. Certain colours and fonts are difficult to read and may be inappropriate for some styles of documents.

Bold, italics and underlining text is useful for drawing attention to certain aspects of the document and for introducing new topics or heading and sub-headings.




Getting Help

There are a number of different sources that can be sought in the event that you require more help, hints, tips or advice when using Microsoft Word.

The first and easiest option since it is part of the Word program is Microsoft Office Help.

This can be accessed in the 2007 version of Microsoft Word by clicking on the question mark encased in a circle in the top right hand corner of the Menu bar. Alternatively press the F1 key on the top left hand side of the computer keyboard. This opens a dialog box from which you can search for the particular problem you are having or browse for the problem online.




Extension Lesson

Read the guidelines in place for producing documents in the following Fantasy Saddle Club manuals (this knowledge will be needed for the practical assessment component).

- Fantasy Saddle Club Occupational Health and Safety Policies and Procedures- Fantasy Saddle Club Horse Operations Manual- Fantasy Saddle Club Diary/Work Plans - Fantasy Saddle Club Office and Administration Manual

See the Recommended Reading section for direct links or alternatively they are available from your course home page.




Recommended Reading

Websites:-

Produce simple word documents-

http://www.volunteeringaustralia.org/files/68226ILJW2/Produce%20simple%20word%20processed%20docs%20BSBCMN213A.pdf

Fantasy Saddle Club OH&S- http://www.OnlineHorseCollege.com/education/Info/StudentResources/FantasySaddleClub-P&POHS.pdf

Fantasy Saddle Club Horse Operations manual-

http://www.OnlineHorseCollege.com/education/Info/StudentResources /FantasySaddleClub- P&PManual.pdf

Fantasy Saddle Club Office and Administration manual-

http://www.OnlineHorseCollege.com/education/Info/StudentResources / FantasySaddleClub- O&AManual.pdf

Fantasy Saddle Club Diary/Work plans-

http://www.OnlineHorseCollege.com/education/Info/StudentResources/FantasySaddleClub-DWPlans.pdf



http://www.studyhorses.com/education/Info/StudentResources/FantasySaddleClub-DWPlans.pdf

http://www.studyhorses.com/education/Info/StudentResources/FantasySaddleClub-DWPlans.pdf

http://www.studyhorses.com/education/Info/StudentResources/FantasySaddleClub-O&AManual.pdf

http://www.studyhorses.com/education/Info/StudentResources/FantasySaddleClub-O&AManual.pdf

http://www.studyhorses.com/education/Info/StudentResources/FantasySaddleClub-P&PManual.pdf

http://www.studyhorses.com/education/Info/StudentResources/FantasySaddleClub-P&PManual.pdf

http://www.studyhorses.com/education/Info/StudentResources/FantasySaddleClub-P&POHS.pdf

http://www.studyhorses.com/education/Info/StudentResources/FantasySaddleClub-P&POHS.pdf


References

Websites:-

http://www.volunteeringaustralia.org

homepages.wmich.edu/.../assignment3/Tutoring.htm

Images:-

Page 8 http://www.watchingthenet.com

Page 10 homepages.wmich.edu/.../assignment3/Tutoring.htm

