BSBITU306A Design and produce business documents (MS Office

Contents
Contents
Before you begin
What you will learn
What is expected of a Certificate III learner
Assessment
Employability skills
How to work through this unit
Resources
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Chapter 1: Selecting and preparing resources 1
1.1 Selecting and using appropriate technology and software applications 2
1.2 Selecting layout and style of publication 9
1.3 Ensuring consistency of design with company and/or client requirements 14
1.4 Clarifying format and style 17
Discussion topics 19
Chapter summary 19
Checklist for Chapter 1 19
Assessment activity 1: Selecting and preparing resources 20
Chapter 2: Designing the document 23
2.1 Identifying, opening and generating files and records 24
2.2 Designing the document to maximise the presentation of information 26
2.3 Using a range of functions to design the document 33
2.4 Operating input devices 47
Discussion topics 50
Chapter summary 50
Checklist for Chapter 2 50
Assessment activity 2: Designing the document 51
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BSBITU306A Design and produce business documents
Chapter 3: Producing the document 55
3.1 Completing document production within designated time lines 56
3.2 Checking document for style and layout 58
3.3 Storing and saving documents 60
3.4 Overcoming basic difficulties with document design and production 66
Chapter summary
Discussion topics 69
Chapter summary 69
Checklist for Chapter 3 69
Assessment activity 3: Producing the document 70
Chapter 4: Finalising the document 73
4.1 Proofreading document prior to final output 74
4.2 Making modifications 78
4.3 Naming and storing the document, and exiting the application 83
4.4 Printing and presenting the document 87
Discussion topics 91
Chapter summary 91
Checklist for Chapter 4 91
Assessment activity 4: Finalising the document 92
Final assessment: BSBITU306A Design and produce 95
business documents
Employability skills 99
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BSBITU306A Design and produce business documents
Practice task 1
Match each business document to its correct use
Business document
Use
1. Newsletter To describe the findings of an individual or group
2. Client database To outline how an organisation can produce a product or
service
3. Proposal To describe the progress of a project
4. Report To advertise products or services on the World Wide Web
and to provide e-commerce.
5. Accounts statement To communicate news and announcements on
organisational matters
6. Project review To provide information about the specific assets, liabilities
and fund balances of an organisation
7. Webpage To store customer information and organise the details.
Using business technology
Every organisation uses some sort of technology. It is important to know what is
available in your workplace and to use it appropriately. You might need to make choices
about:
• business equipment
• business software.
Business equipment
Most organisations depend on business equipment to operate. The most common
piece of equipment in the office is the computer, which is used to input, process and
output business information.
You might also have to use printers, scanners and photocopiers.
Printers
A printer is a device that produces a paper copy of the information displayed on
the monitor of your computer. There are many different printers available. The main
differences are the speed at which material is printed, the quality of the print, the
options available and the cost.
Your organisation may have several different printers and you will have to make a
decision about which one is most appropriate for your use. For example, does your
document need to be printed in colour, or black and white Do you need to print on
one side or both sides of the paper
Printing usually involves a number of decisions. Before you press the ‘print’ button,
you need to consider the specific requirements of your task, the software application
you are using and the capabilities of your printer. You may have various options for
printing. For example, in Microsoft Project you can choose to print a project overview,
a summary of tasks or just the milestone tasks. If you are printing a spreadsheet, you
may wish to print it at actual size, or scale it down to fit on one page.
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Chapter 1: Selecting and preparing resources
Scanners
A scanner is a device that produces a digital version of a hard-copy document. For
example, if you scan the hard-copy version of a report into a computer, you can send
the information electronically or make alterations before reprinting.
A scanner can be a useful piece of equipment if you are producing a newsletter,
catalogue, or any other document containing photographs, illustrations, maps or
handwritten material. It can copy a selected image into a graphic file on a computer.
This can then be imported into the document you are working on. The image can be
re-sized, if you need to make it smaller, or cropped if you only want to keep part of
the image.
There are two types of scanner:
• a flat-bed scanner that is connected to your computer but stands alone
• a scanner that is incorporated into a fax machine and/or photocopier.
A flat-bed scanner can scan most images as it caters for many different sizes, from a
photograph to a map. The other type of scanner is not as flexible and is most suited to
single-sheet documents up to A4 size.
Photocopiers
Photocopying is a process that makes a paper copy of a document, or any other visual
image, quickly and cheaply. If an organisation needs multiple copies of a document,
a photocopier is the most suitable equipment to use. Documents such as price lists,
product information and internal reports often need to be copied and sent to customers,
or stored for employee use. Because people use photocopiers so frequently, it has
prevented most offices from becoming totally ‘paper free’. Try to use the photocopier
in your organisation wisely and save paper.
The following case study describes a task that might involve the use of several different
kinds of business equipment.
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BSBITU306A Design and produce business documents
Discussion topics
Learners in a classroom can form a discussion group or have a debate. Those in the
workplace might like to brainstorm these ideas with their colleagues. If you are learning
independently, you might like to set up a chat room with other learners or ask a friend
for their opinion.
• ‘My organisation specifies how documents should look, but I often design them
the way I want to.’ Discuss why organisations have requirements for document
design.
• ‘Business documents that have consistent style features throughout are boring. I
think it looks much better to use lots of different styles such as different fonts types
and sizes, lots of graphics, some highlighted text to keep the reader interested.’
Discuss whether you agree or disagree with this statement.
Write down and discuss any other issues that are relevant to you and your team.
Chapter summary
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Business documents communicate and organise information.
You need to select appropriate technology and software applications to produce
the business documents your organisation requires.
The layout and style of a document is critical to its overall appearance and clarity.
It has to be prepared in accordance with organisational requirements.
The document design must be consistent with organisational or client requirements
and have all the features of basic design principles.
Prior to preparing the document clarify the format and style with the person
requesting its publication.
Checklist for Chapter 1
Tick the box when you can do the following.
Select and use appropriate technology and software applications
Select layout and style of publication
Ensure consistency of design with company and/or client requirements
Clarify format and style
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Chapter 1: Selecting and preparing resources
Assessment activity 1
Selecting and preparing resources
The following table maps the assessment activity in this chapter against the element and
performance criteria of Element 1 in BSBITU306A Design and produce business documents.
The activity has been designed for all learners to complete.
Part Element Performance criteria
A 1 1.1
B 1 1.1, 1.2, 1.3
C 1 1.4
Part A
1. Choose four types of business documents from the seven listed in this chapter.
Explain the purpose of each document. Write one paragraph about each
document.
2. Four pieces of business equipment are available in an organisation:
• a computer
• a scanner
• a photocopier
• a printer.
Decide which piece or pieces of equipment to use in each situation in the following
table. Use a similar table to record your answers.
Situation
A hard-copy report needs to be
reproduced 10 times.
Equipment needed
A hard-copy photograph needs to be
put into an e-newsletter.
A proposal needs to be written and 50
copies made.
A hard-copy accounts statement needs
to be updated and emailed to an
accountant.
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BSBITU306A Design and produce business documents
Record your employability skills
When you have completed the assessment activity, make sure you record the
employability skills you have developed in the table at the end of the workbook. Keep
copies of material you have prepared as further evidence of your skills.
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Final Assessment: BSBITU306A Design and produce business documents
Final assessment
BSBITU306A Design and produce
business documents
To be assessed as competent in this unit, you must provide evidence that you:
• can design and produce a minimum of three completed business documents, using
at least two software applications in the production of each document
• can use appropriate data storage options
• have knowledge of the functions and features of contemporary computer
applications.
The following table maps the final assessment activity for this unit against the elements
and performance criteria of BSBITU306A Design and produce business documents. The
activity has been designed for all learners to complete.
Part Element Performance criteria
All All All
Answer question 1 or 2.
1. If you are currently working, choose one business document from your workplace,
then answer these questions.
a) How did your organisation specify the design for this document
b) How does your organisation store this document Do you have to keep both a
hard copy and a digital record Why or why not
c) Are the style design features of this document consistent throughout If not,
what impact does this have on its readability
OR
2. If you are a classroom or home-based learner, choose a brochure or business
document from a local business, library or council and answer these questions:
a) What factors do you think influenced the design of the document
b) Is the document similar to other brochures and documents from the same
organisation or from similar organisations
c) Are the style design features of this document consistent throughout If not what
impact does this have on its readability
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