Different Types of Documents Produced in a Business Environment Essay

The different formats in which school textual matter edition edition whitethorn be presented be showcase typefaces, headings, font size, effects (bold, italics, under(a)lined), colours and text boxes. We mountain format text in paragraphs, tables and columns. We kindle add bullet points, headers and go-carts. We derriere also add tables, graphs, diagrams and flowcharts as a clear way to represent selective entropy and processes. 1. 3 Explain the pop the question and benefits of producing mellowed quality and attractive text files The archives you induce for your physical composition argon an image of representation of your organisation.So it creates an impression on the reader ab expose the standards of the organisation. A good quality document that forecasts good to the audience basis forgather more than customers and increase the companys reputation. The quality of your documents is a reflection on you. 2. 3 Describe different types of technology available f or inputting, formatting, and editing text and their classic features A keyboard and computer mo employ would be the primary(prenominal) technology to insert text into a computer. When use a keyboard you press the precise key for each character that require inputting, and this is carryred on to the computer cover, in a intelligence processing class.A mouse helps you navigate on the computer screen to select the programs to select the programs to open and moot and type the text. A nonher form of inputting could be copying and pasting information from the internet or some other document. You could even use a s micklener to input text and transfer documents into the computer. Within the Microsoft script package, you cook the side by side(p) tools to format the text to blade it look high quality -WordArt this includes effects much(prenominal) as shadows, give awaylines, colours, gradients, and 3D effects that can be added to a word or phrase.WordArt can also bend, str etch, rotate, or interchange the shape of the text. -Page layout the arrangement of text, images and other objects on a page. -Columns this is a vertical cleavage 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 artistic production 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 be available to edit text argon -Spell check a computer program that identifies possible mis spellings in a blockade of text by comparing the text with a infobase of the correct spellings. -Grammar check this is a tool on Microsoft programs that gives you helpful hints to better your sentence structure. -Find and replace this is a be given that allows you to search for a particular word in a document and replace it if you need to rename more than 1 word. 3.Explain the benefits of agreeing the subroutine, heart, style and deadlines for producing documents. The audience of a document is the group of people for who it is indite for. Therefore, documents should be designed to meet the call for of the expected audience. You need to know the purpose of the document so you know what and how to produce it, for manikin, if it is advertising for young people you would urgency it to be eye catching and in a style that volition address to them. It is important to agree the kernel so you can obtain the information, plan and gussy up the layout.Deadlines are important so you can plan other report well-nigh it and complete the document on time. 3. 2 enlist different slipway 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 -Headings -Text -Graphs -Text boxes You should whence store all the information indispensable honorablely and with clear file names. 3.Outline ways of integrate and laying out text and non-text. Text and non text can be integrated easily with Microsoft Word or Publisher. There are some ways of laying out a document, using columns, graphics, and blocks of text, headings, background colours, images and white dummy and wrap text around which helps you to race around with its different features to take away a consistent format. Also there are other office applications that help with integrating and laying out text and non-text, for example, exceed and PowerPoint, help with integrating text and non-text in spread sheets and slides.Many organisations use a logo on all their printed materials and their documents often bind a very specialised style. Th is will be achieved by invariably using the same fonts, font sizes, text and page colours and page layout. 3. 4 Describe ways of checking absolute documents for accuracy including spelling, grammar and punctuation and correctness, and the purpose of doing so. When you have finished creating a document, you should review and check it thoroughly onwards sending or picture the document.Word documents have a spell check function, however even using spell check index not be completely accurate, therefore using a grammar check on the document as well, will be more beneficial. After doing the spell and grammar checks, you could ask another colleague to proof read your go away having a proof reader can help highlight problems as they are a fresh set of eyeball that have not read the document. Re-reading the documents several(prenominal) days after completing, may go over your mind to notice any corrections and adjustments.It is beneficial to compare the final meter reading w ith original notes and rough drafts. All of these checks are to ensure that your document that you want to make is fit for purpose and correct before showing to a senior element of staff or production of the document. 3. 5 Explain the purpose of storing documents safely and securely, and ways of doing so. Any document with any comminuted information should always be stored safely electronically or physically. For example, -A filing locker which can be locked, as it may be required for future use/reference.Storing confidential documents electronically should always be stored with password fortress, on a safe and secure operating system. -Locking your computer if youre leaving your desk, even if it is for just a few minutes. -Being aware who is around you or your desk when dealing with documents with confidential information on. 3. 6 Explain the purpose of confidentiality and data shelterion when preparing documents. Any form of own(prenominal) information held about a person w ithin a company is protected under the Data Protection Act this path all data should be unbroken confidential.This is significant to ensure nobody will be able to get the data and pass the information on. Confidentiality is very important when preparing documents, because Oxfordshire County Council is involved with a lot of personal data Full names touching details (addresses and phone numbers) Records When preparing documents we need to be aware of what we are including in the document, for example if you are adding a photograph, do you have the right permission to use it? As a company, in order to protect the users and the owner, confidentiality must be observed. 3.Explain the purpose and benefits of showdown deadlines. If deadlines are valued and meeting those deadlines is enforced, expectations are consistent. It is important that you produce your work to the best possible standard in order to meet the requirements of the person set the task. This will show you are obligat ed and trustworthy and you can be relied upon to get things completed. You may not know who else might be waiting for your work it could have to be passed on to someone else. This may cause problems and delays in the workplace and could assume team relationships.