Outcomes
On completion of this unit learners should be competent in creating documents and templates that meet client requirements.
They should have the ability to:
1. select the appropriate software
2. manage document design to reflect the needs of the client
3. provide support mechanisms for the client to use the documents effectively
4. store the documents in a form and location suitable for the client to use effectively.
Glossary
ASCII
American Standard Code for Information Interchange is the most common format for text files in computers and on the Internet
Bookmark
A bookmark is an item or location in a document that you identify and name for future reference
Desktop publishing
A software application used to combine graphics and text objects to produce high quality publications
Document
A file that is usually printed off. It may consist of many pages
Document status
Where in the creation, use and updating of the document the information is up to
Expiry date
The date by which a document is no longer accurate or viable
Fault log
A listing of faults and remedies in a system to allow trends to be seen and rectified
Footer
A section at the bottom of a page that has consistent information that is the same on each printed page
Form
A document created to provide a layout that a user can use to enter the required information
Header
A section at the top of a page that has consistent information that is the same on each printed page
Help file
Usually an online document that is designed to give the user assistance in using an application
html
Hypertext Markup Language
Hyperlink
Connection from a word, section of text, picture, or information object to another
Inventory
A data store of items
Letterhead
A pre-printed shell used to identify commercial documents. It usually has the organization details and a logo. It may have a watermark to make unauthorized copying more difficult.
Meeting agenda
A list of the topics to be discussed at a future meeting
Meeting minutes
A document containing the results of discussions at a meeting. It is used to ensure that decisions and actions are recorded to avoid confusion.
OCR
Optical character recognition is the recognition of printed or written text characters by a computer
Print preview
Allows a developer to ascertain if a hard copy will print correctly
RSI
Repetitive Strain Injury is caused by long sessions involving the same physical movement
Scanner
A scanner captures images from photographic prints, posters, magazine pages, and similar sources for computer editing and display
Style guide
A document created to identify the spelling, layout and common grammatical issues within an organisation
Target
The destination of a link
Target audience
The intended viewers or users of the file(s) or the people intended to actually enter data when using the documents
Template
A document that has some of the consistent elements already created such as headings, logo
User
A person who employs components of the system to complete a task
Version Control
A method used to ensure that the correct version of the document goes to the specific audience
Wizard
A facility included in many commercial software applications which allows complex tasks to be automated for inexperienced users or to save time for “experts”
WYSIWYG
What you see is what you get. The printout is the same as the screen display
Templates
Templates and a consistent document format ensure that commercial documentation maintains a coherent look and “feel” across an organization. The use of consistent information (e.g. organization details, phone numbers etc) ensures accuracy across documents.
Templates also ensure that objects that are applied to a number of documents (eg an organization logo) can be stored in the one file location and dynamically linked within an organization’s network. This has many advantages. All documents have the same look and feel and if information needs to be updated, such as a new fax number, logo or email address, the new information needs to be updated only once.
Microsoft Office has several examples of templates. In MS Word there are templates for minutes, memos, faxes and resumes and other publications. These documents have a .dot extension. In MS Excel there are templates for invoices and finance related templates. These have a .xlt extension. Familiarize yourself with these standard templates.
Exercise 1
Questions 1 to 5 are short answer questions.
1. A template is available for most applications when you store them in a Templates Directory. What is the location of this directory on the computer you are using now?
To find where your template files are stored, use the find facility to look for *.dot files.
2. Describe some of the common tasks that are performed when creating a new template.
Your answer could include: -
a. setting up headers and footers
b. adding a logo
c. placing commercial information to create a letterhead
d. setting the default font and styles
e. setting page margins.
3. Touch typing is a useful data entry skill. What is touch typing?
Touch-typing is the skill of knowing where all of the keys are on a standard keyboard layout and using specific finger movements to most efficiently activate the appropriate key. It relies on having a standardised key layout and the concept of “home keys”.
4. What course of action should you take to prevent RSI?
RSI or Repetitive Strain Injury is caused by long sessions of the same movement as in the action of touch-typing. Regular rest breaks and ensuring that the fingers are moved through their full range of movement is a good method of avoiding this type of injury.
5. What does “confidential” mean when used in connection with commercial documentation?
“Confidential” refers to the fact that some documents are not intended for general distribution and may be protected to ensure that only the specified recipients are able to view the contents when online or via emails. In the past, hard copy documents could be kept locked away from public access. With the advent of networks and electronic storage the concept of confidentiality is more difficult to enforce.
6. Choose from the options below.
WYSIWYG means: -
a. what you see is what you get
b. the file is displayed on the screen as it is to be printed
c. the web layout of a printed page.
What you see is what you get. The acronym is a leftover from the first computer programs when they often showed only the code and the hard copy would display the actual code actions. This is similar to modern HTML where hello would display in a web browser as hello.
Answer True or False to the following questions.
7. A data entry person who uses a template to create a document should then save the file to the document template directory.
TRUE / FALSE
FALSE. If the files have been created from a template that is opened from the templates directory then the user is given the default option of saving the file as a document that they can name. If the template has been saved in other directories then they may have to use the Save As option.
8. A scanner can only digitise photographic images.
TRUE / FALSE
FALSE. Scanners are merely a device designed to digitise black and white areas or coloured areas of a scanned document. Graphics programs and Optical Character Recognition programs allow the digitised information to be manipulated correctly.
9. Each page of a printout is a separate file.
TRUE / FALSE
FALSE. This is a common mistake of new users of word processing software, especially where different topics are covered in the one document. Word processors are able to delineate page spaces effectively to create multi page documents.
10. There is an automatic facility to include page numbers in a document
TRUE / FALSETop of Form
TRUE. There are a number of scripted modules that allow text that is commonly used in documents to be included in the files using the appropriate metadata to update automatically (eg date, time printed page number).
Exercise 2
Multiple choice
1. Desk Top Publishing is:
a. a device used to create high quality printouts by ensuring that the paper size is accurately accounted for
b. a software application used to combine graphics and text objects to produce high quality publications
c. an organisation listing where the output to be printed on large printing presses using lead typeface
d. a type of commercial enterprise where they specialise in coffee table books of a high quality.
2. The Print Preview:
a. will appear different if an alternative printer is selected for the print job
b. allows a developer to ascertain if a hard copy will print correctly
c. allows a developer to ensure that all words are spelt correctly
d. ensures that the document will be readable when printed on orange paper.
3. A form is:
a. only available as a printed document
b. only available when using a database application
c. a document used to gather data from an audience
d. a document designed to lead a user in entering data to ensure consistency and accuracy of information.
4. Which of the following is a health hazard?
a. laser printer toner powder
b. ink jet printer ink
c. paper dust
d. All of the above.
5. Expiry date is:
a. the date by which a document needs to be removed from circulation
b. the date by which a project is to be completed
c. what happens when the manager finds out you didn’t put the ad in the Yellow Pages
d. the date by which a document is no longer accurate or viable.
Word Processing
To ensure that documents belonging to an organisation are consistent and include correct, relevant information (logo, contact details and text styles) we create a letterhead and style sheet. This ensures that the information will be placed correctly and appropriately in the document.
To create text documents on a computer we use a word processor rather than a text editor. A text editor stores the ASCII characters in a data table of character position and ASCII value. A word processor has a similar basic function, however each character has large amounts of metadata held in the array as well.
Touch typing is a good skill to possess – use a typing tutor program to practise such as TypeQuick or Typing Tutor. Touch-typing allows for the quick entry of original text data. If hard copy exists then scanning and OCR is often an appropriate method. Speech to text recognition software, such as Dragon NaturallySpeaking or Point and Speak Voice Recognition, can speed up the process of text entry for slow typists.
As most documents created in a word processor are meant to be viewed as hard copy (printed on paper) the basic word processing applications tend to be WYSIWYG. Use the Print Layout option on the View menu to see how the document will looked in printed format as you are creating it. This is important if you are drawing objects such as a flowchart.
Tip If you need to change the settings of the various document sections use the File - Page Set-up Menu.
Document Templates
To allow for quick development of complex documents and to keep uniformity within the commercial environment, templates are often created. You will need to create your own template to use as a basis for the rest of the task.
Exercise 3
1. What are some of the ways Help files aid new users unfamiliar with a software procedure?
Your answer could include the following points:
1. the ability to find out how to perform a specific task
2. to research how a task could be managed more efficiently
3. to solve a specific problem encountered while using the software.
2. Compare and contrast the two types of Help files available, namely printed booklets and online resources.
Your answer could include the following points:
1. Both types allow a user to find out how to solve problems with software applications or hardware devices.
2. Both are able to be referenced by using an index and a contents page.
3. Both are organised into passages that deal with related problems.
4. Online files are able to be searched for keywords efficiently.
5. Online resources are able to have wizards and macros attached to allow a user to see a procedure in a step by step fashion.
6. Paper based resources are able to be accessed even when the computer has frozen.
7. Paper based resources are able to be read anywhere, e.g. on public transport whereas online resources require access to computers and a network.
3. How would the language used differ for the different audiences you may have to deal with?
An experienced user will generally be looking for very specific information and will be able to comprehend technical terminology. New or inexperienced users will require simpler sets of instructions using less technical language. They would probably benefit from the more time consuming development of wizards and “how to” animations.
4. Define the term hyperlink.
A word, section of text, image or information object which has a connection to another.
5. What is a “target” when referring to links?
A “target” when referring to links is the destination of the link
6. Define the term “bookmark” in reference to linking.
A bookmark is an item or location in a document that you identify and name for future reference.
7. Why are bookmarks often used in templates and documents?
Book marks are used to automate data entry and to find information in documents. They are also used in table of contents and indexes.
8. Briefly describe the process of creating a bookmark in Microsoft Word.
Select the item you want to bookmark. On the Insert menu select Bookmark. Give your bookmark a name. Click Add.
9. Describe the process of saving a word processed document as a web document.
From the File menu select the Save as Web page option and give your document a name. The file is saved as .html.
10. Why do organisations often save their documents in both word processed format and web format?
To be able to publish documents on a network and on a intranet/internet.
Creating a form
Automated forms are widely used for data entry. The forms are designed so that the cursor moves to the next data entry point automatically. This saves time and there is less chance of entering incorrect data.
When a survey is being conducted the data is usually saved in a database. It is extremely important that the client fills in the details in the appropriate manner with complete accuracy.
Automated forms can be created to allow people to enter data into an online form and then: -
Spreadsheet Template
Spreadsheets are used to perform calculations. Often a data entry person will be required to enter figures that are used to produce mathematically complex results. In addition to this when wage calculations are considered there are privacy, security and accuracy issues to be dealt with. For these reasons it is often necessary to create a template for users to enter data into specific cells and then see only the results they are entitled to view.
Create a spreadsheet template
You will be required to create a spreadsheet that will calculate the wages of the employees of a section of a small organisation. The employees are only allowed to enter in the number of hours they have worked that week. The Section Manager is allowed to enter the base pay rate for the employees’ award, as well as the seniority pay scale. The Manager is also able to enter any overtime hours the employees work. You will need to password protect the template
An example of a possible spreadsheet is given for you to use as a basis for developing your own.
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