Different Types of Documents Produced in a Business Environment

Topics: Word processor, Microsoft Word, Computer Pages: 5 (1345 words) Published: March 28, 2014
1.2 Describe different formats in which text may be presented

The different formats in which text may be presented are font typefaces, headings, font size, effects (bold, italics, underlined), colours and text boxes. We can format text in paragraphs, tables and columns. We can add bullet points, headers and footers. We can also add tables, graphs, diagrams and flowcharts as a clear way to represent data and processes.

1.3 Explain the purpose and benefits of producing high quality and attractive documents

The documents you produce for your organisation are an image of representation of your organisation. So it creates an impression on the reader about the standards of the organisation. A good quality document that looks good to the audience can gain more customers and increase the company’s reputation. The quality of your documents is a reflection on you.

2.3 Describe different types of technology available for inputting, formatting, and editing text and their main features

A keyboard and mouse would be the main technology to insert text into a computer. When using a keyboard you press the specific key for each character that needs inputting, and this is transferred on to the computer screen, in a word processing program. A mouse helps you navigate on the computer screen to select the programs to select the programs to open and view and type the text.

Another form of inputting could be copying and pasting information from the internet or another document. You could even use a scanner to input text and transfer documents into the computer.

Within the Microsoft Word package, you have the following tools to format the text to make it look high quality:

-WordArt: this includes effects such as shadows, outlines, colours, gradients, and 3D effects that can be added to a word or phrase. WordArt can also bend, stretch, rotate, or modify the shape of the text.

-Page layout: the arrangement of text, images and other objects on a page.

-Columns: this is a vertical division of text on a page, usually found in the layout of booklets, newspapers, magazines and leaflets.

-Paragraphs: usually a distinct, short section on a document/ piece of writing, usually with a single theme.

-Headers and footers: A header or footer is text or graphics that is usually printed at the top or bottom of every page in a document. A header is printed in the top margin; a footer is printed in the bottom margin.

The types of technology that are available to edit text are:

-Spell check: a computer program that identifies possible misspellings in a block of text by comparing the text with a database of the correct spellings.

-Grammar check: this is a tool on Microsoft programs that gives you helpful hints to improve your sentence structure.

-Find and replace: this is a function that allows you to search for a particular word in a document and replace it if you need to rename more than one word.

3.1 Explain the benefits of agreeing the purpose, content, style and deadlines for producing documents.

The audience of a document is the group of people for who it is written for. Therefore, documents should be designed to meet the needs of the expected audience. You need to know the purpose of the document so you know what and how to produce it, for example, if it is advertising for young people you would want it to be eye catching and in a style that will appeal to them. It is important to agree the content so you can obtain the information, plan and organise the layout. Deadlines are important so you can plan other work around it and complete the document on time.

3.2 Outline different ways of organising content for documents.

To organise the content you require for a document, you first need to find out how the document is to be presented and the information that is to be included. But ways you could organise content could be: -Bullet points

-Alphabetical ordering
-Chronological order
-...
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