Producing Documents in a Business Environment

1.1 Outline different types of documents that may be produced and the different styles that could be used
A document can be produced in either printed or electronic format. These can be produced in many different ways:
 Letter – This is a document used for different types of communications within the business for various reasons.
 Spread sheet – This is used to calculate, store, sort and display information. This can be either presented electronically in Microsoft Excel or in books and single sheets.
 Slide Show – This is normally a Microsoft PowerPoint document and is used for demonstration purposes. There are in electronic format but can be printed out in hand-outs if needed.
 Memo – This is short note or reminder to someone else within the business. They can be printed out, although in most cases they are sent within email.
 Business Email – Email is now taken over from Faxes to being the fastest way for businesses to communicate with each other. Businesses use this because no matter what is said it is still seen as legally binding, like a letter would.
 Fax – Are still very popular in the business industry. If you haven’t got the required document in electronic format, then the quickest way to send a document is by fax. They are then printed out at the other end automatically.

1.2 Describe different formats in which text may be presented
There are many different formats in which text may be presented, for example, paragraphs, tables, columns, bullet points and adding headers and footers. There are also many different things you change to make the text look different, for example, the font, adding headings, font size, effects (italic, underline, bold) and the colour.

You can always tell which format a document is in by looking at the last part of the full file name. For example, the file name “example.txt” has the file extension .txt, which tells us that it is a text file. These files can be created in multiple applications:
 Text files