Outcomes - What you will learn from this unit
Templates - Why are templates used?
Word Processing - Word processed templates with examples and practical tasks for you to do.
Exercise 1 - Short answer, multiple choice and true or false questions .
Exercise 2 - Multiple choice questions .
Spreadsheet template - Spreadsheet templates with examples, a practical task for you to do and some helpful tips
Creating a useful Help File - This is a practical task where you will learn how to create a useful help file
Creating a form - This is a practical task where you will learn how to create a form
Exercise 3 - Short answer questions
Sample Work Placement Project - Practical tasks that could complete at your work placement
Glossary - Explanation of terms that will help you with this unit
Other resources - Useful links
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 organisation details and a logo. It may have a watermark to make unauthorised 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
Other resources
The Microsoft Office Home Page . You can find tutorials on applications and design principles at this site.
Whatis.com You can find more definitions and quizzes on this site.
Templates
Templates and a consistent document format ensure that commercial documentation maintains a coherent look and “feel” across an organisation. The use of consistent information (e.g. organisation details, phone numbers etc) ensures accuracy across documents.
Templates also ensure that objects that are applied to a number of documents (eg an organisation logo) can be stored in the one file location and dynamically linked within an organisation’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. Familiarise 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?
2.Describe some of the common tasks that are performed when creating a new template.
3.Touch typing is a useful data entry skill. What is touch typing?
4.What course of action should you take to prevent RSI?
5.What does “confidential” mean when used in connection with commercial documentation?
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.
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
8.A scanner can only digitise photographic images.
TRUE / FALSE
9.Each page of a printout is a separate file.
TRUE / FALSE
10.There is an automatic facility to include page numbers in a document
TRUE / FALSE
Suggested answers
Exercise 1
1.To find where your template files are stored, use the find facility to look for *.dot files.
2.Your answer could include: -
; setting up headers and footers
; adding a logo
; placing commercial information to create a letterhead
; setting the default font and styles
; setting page margins.
3.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.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.“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.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.
7.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.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.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.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.
Suggested answers
Exercise 2
Multiple choice
1.B
2.B
3.D
4.D
5.D
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.
Word Processing Documents
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.
Task 1
For this task you are going to create a letterhead for your school/college and store it as a template. Here is an example of a letterhead. Look at the sample letterhead before you attempt to create your own.
Example of a letterhead
Instructions
~ Use the Find facility to locate the document templates (*.dot) used by MS Office. Note the location.
~ Open MS Word.
~ File – New Create New – Template
~ File - Page Set-up: paper size, margins, different first page, orientation
~ Format – Font: font set, size, style
~ View - Header and Footer: School (or your) name, subject, year Tip --Most of the items below will be found on the Tool Bar or in the Insert Menu.
~ Footer: auto-text filename, page number, date NB--use the tab key to move the cursor in your footer.
~ Save.
Styles
Create a new Heading Style using a different Font (eg Paddington), size, spacing character formatting (bold or italics).
Use Styles (your style) to format the Headings
Use a 1.5 pt rule line to create the underline
Save your work to a floppy disk regularly – it can save a lot of stress if something goes wrong.
Task 2 Create more templates
Now that you have created a template, create a series of templates suitable for the Work Placement organisation you have worked with or another organisation that you are familiar with. Once a number of suitable items are created, look for consistent objects and link them to a single data source (e.g. logo, header, etc)
NB You will need to create the logo and then insert it as an object that is linked.
You will need to draft a “rough” sketch by hand for each before you create the documents. Remember to develop a consistent “feel” for the set of documents that your Work Placement organisation or other organisation would use.
Examples of suitable documents could be:
~ intra-office memo
~ official correspondence
~ office newsletter
~ fax cover sheet
~ monthly report
~ section report
~ entry on duty data sheet
~ accident report form
~ order form
~ purchase request form
Here are some examples of organisational documents। These samples will help you create your own documents.
Inventory sheet
Memo sheet
Minutes sheet
Task 3
List some of the documents you have used while at YOUR Work Placement(s).
Exercise 3
1. What are some of the ways Help files aid new users unfamiliar with a software procedure?
2. Compare and contrast the two types of Help files available, namely printed booklets and online resources.
3. How would the language used differ for the different audiences you may have to deal with?
4. Define the term hyperlink.
5. What is a “target” when referring to links?
6. Define the term “bookmark” in reference to linking.
7. Why are bookmarks often used in templates and documents?
8. Briefly describe the process of creating a bookmark in Microsoft Word.
9. Describe the process of saving a word processed document as a web document.
10. Why do organisations often save their documents in both word processed format and web format?
Suggested answers
Exercise 3
1. Your answer could include the following points:
~ the ability to find out how to perform a specific task
~ to research how a task could be managed more efficiently
~ to solve a specific problem encountered while using the software.
2. Your answer could include the following points:
~ Both types allow a user to find out how to solve problems with software applications or hardware devices.
~ Both are able to be referenced by using an index and a contents page.
~ Both are organised into passages that deal with related problems.
~ Online files are able to be searched for keywords efficiently.
~ Online resources are able to have wizards and macros attached to allow a user to see a procedure in a step by step fashion.
~ Paper based resources are able to be accessed even when the computer has frozen.
~ 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. 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. A word, section of text, image or information object which has a connection to another.
5.A “target” when referring to links is the destination of the link
6. A bookmark is an item or location in a document that you identify and name for future reference.
7. Book marks are used to automate data entry and to find information in documents. They are also used in table of contents and indexes.
Select the item you want to bookmark. On the Insert menu select
8. Bookmark. Give your bookmark a name. Click Add.
9. From the File menu select the Save as Web page option and give your document a name. The file is saved as .html.
10. To be able to publish documents on a network and on a intranet/internet.
Creating a Useful Help File
Target Audience
When creating documents it is important to target the document to the people you expect to actually read it and use it. Your Help file needs to have the language and concepts matched to the people who are most likely going to be using your document.
Shown below is a screen from the initial Help function in Windows 2000
The screen below is for a process in Microsoft Access that is something a person familiar with Access may want to do. The styles are different, as is the language used. Technical terms are used.
You will need to create a word processed file accessible from all of your documents which will enable new users to know how YOU expect them to be able to use your templates. They may do it differently in the end – you are just giving expert advice!
You will need to create a link from your documents to this help file.
Remember to continue to develop a consistent “feel” for the set of documents that your Work Placement organisation or another organisation would use.
Examples of suitable topics could be:
~ opening a template
~ creating a default directory in which to save files
~ changing the password on the spreadsheet
~ moving data from the forms to the database
~ storing the templates in the correct location for them to use the File – New command
Most importantly – get someone else to test the Help file to ensure that it makes sense.
What your help file will need
~ Use the table of contents function to create hyperlinks to the main Headings.
~ Create a button on the toolbar to allow a user to select the “find function”.
~ Use any other facilities to make the file more usable.
Tips on creating a help file
How to Add a Table of Contents
1. On the Insert menu, click Index and Tables, and then click the Table of Contents tab.
2. To use one of the available designs, click a design in the Formats box.
3. Click OK.
How to add a button to a toolbar
1. Show the toolbar you want to add a button to.
2. On the Tools menu, click Customize, and then click the Commands tab.
3. In the Categories box, click a category for the command you want the button to perform.
4. Drag the command or macro you want from the Commands box to the displayed toolbar.
If you don't see the command you want under a particular category, click All Commands in the Categories box.
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: -
~ print the completed form
~ upload the completed form
~ output the data ONLY to a text file ready to import into another application (eg database or spreadsheet)
Create a form
Follow the steps below to create a form that will allow you to capture the data from students about: -
~ the type of computer they own and/or use and
~ their travel arrangements to school/college
Procedure
~ Create a new template from a blank document.
~ Create a title for your form.
~ Create four blank lines.
~ Insert a table into the second line (i.e. leave 1 blank line between your title and the table).
~ Enter the following data into the table.
~ The grey cells are where you will create your data entry points.
~ Display the Forms toolbar which is shown below.
( View-Toolbars – Forms) Familiarise yourself with the functions of the buttons on this toolbar.
~ Position the cursor in the cell where they will type their last name (as shown in the diagram above) and use the text Form Field to create a data place for the SURNAME, 20 characters in size, ALL CAPS (use the Form Field Options button).
~ Do the same for the First Name except use First Cap.
Create a drop list for the type of computer using the Drop-Down Form Field.
~ Types to be Pentium, Pentium II, Pentium III, Macintosh G3, Macintosh G4. You may add others if you wish.
~ Create a drop list for the type of transport they use to get to college.
~ Types to be bus, train, bike, car, walking.
~ Save the form as a template in the appropriate folder.
~ Protect the form – you will not be able to see the items from the drop lists until you protect and open a new document.
~ Save it again.
~ Close the document.
~ Select File – New-Create new document. Choose your template.
~ Enter the appropriate data for yourself.
~ Save the document using the Save data from form option(you will find this in the save window under Tools - General Options) as yourname.txt onto your floppy disk.
~ Close the document and then create another new document for a fictitious person. Save this as fictitious.txt.
Once you have saved the data into the text files you can then import the two files into a single database table. You can either create the data table first or create the table as you import the first example of form data.
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.
Tips on protecting a worksheet
Limit viewing and editing of an individual worksheet
When you protect a worksheet you can allow parts of the spreadsheet to be updated, for example a spreadsheet that calculates employees’ leave balance may allow the entry of dates for leave but protect the rest of the information in the spreadsheet such as employee’s name and ID. The steps below will show you how to do this. The cells and graphic objects that you unlock (steps 2 and 3 below) will be able to be updated while the rest of the spreadsheet will be protected.
1. Switch to the worksheet you want to protect.
2. Unlock any cells that you want to be able to change after you protect the worksheet. On the Format menu, click Cells, and then click the Protection tab. Clear the Locked check box. Click OK.
3. Unlock any graphic objects that you want to be able to change after you protect the worksheet.
4. Hide any formulas that you don't want to be visible.
5. On the Tools menu, point to Protection, and then click Protect Sheet.
6. To prevent changes to cells on worksheets or to data and other items in charts, and to prevent viewing of hidden rows, columns, and formulae, select the Contents check box.
7. To prevent others from removing worksheet protection, type a password click OK, and then retype the password in the Confirm Password dialog box. Passwords are case sensitive. Type the password exactly as you want to enter it, including uppercase and lowercase letters.
Sample Work Placement Project
Organisational Documents and Templates
This project is to be completed using your Work placement as a source of information.
Work Placement organisation name
...................................................
Short Description: Creating a set of complex documents and procedures intended to allow new users to create well-designed documents and files.
Assessment Type: Practical Project
Scenario
You have been employed to create a series of work place templates intended to allow novice users to create complex documents and files. These items will be created in such a way as to allow users to access a set of instructions if they require it. The links to various files should be dynamic (e.g. the organisation logo should be stored on the floppy disk and a dynamic link created from all of the other documents so that the logo can be updated in one place and all of the documents included will update automatically when next opened.)
Task 1
Create each of the following documents, paying attention to any other specific instructions given for individual items:
~ Letterhead for the organisation you named above
~ Inter/intra Office Memo
~ Meeting minutes
~ Entry on Duty Form
~ Fault Log
~ Technology Inventory Sheet
You will also need to create a:
~ database to collect the Entry on Duty information. This database is used to gather the information from the Entry on Duty form as a text file.
~ spreadsheet to calculate a section’s wages. The general staff are only allowed to enter the hours they worked. The section manager is able to view the staff wages and is able to change the pay rate and also enter any overtime hours.
All documents are readily identified as organisation documents and each is to be linked to a help file. The help file should be searchable using the find command.
The organisation logo should be placed on all documents in an appropriate place and your name must appear as the author/ employee.
Task 2
Customise the applications software to:
~ allow full menus to show in Word, Access and Excel
~ make a: drive the default saving location.
All documents must be saved onto the one floppy disk.
Examples of some of the documents
Inventory sheet
Memo sheet
Minutes sheet
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