ELECTRONIC DOCUMENT PREPARATION AND MANAGEMENT



ELECTRONIC DOCUMENT PREPARATION AND MANAGEMENTDefinitions:MODULE 1Keyboard MasteryThe ComputerAn electronic machine or device that accepts and processes data and produces information.e.g. desktop, laptop, hand held (palm top – PDA, blackberry)The Components of the Computer SystemHardware, software, people, procedures, database and communication.HardwareThe physical parts of the computer system (the things that you can see and touch).e.g. Monitor, keyboard, speakers, CPUSoftwareA set of instructions written in computer language (programs), which control the operation of the computer system. For exampleto save, move data, sort, etc.(i) Operating System Software: e.g. Mac, UNIX, Apple(ii) Application Software: MS Word, MS Excel, Power-pointPeoplePersons who program, use and maintain the computer system.e.g. Computer Programmer, technician, data entry clerkProceduresInstructions for using and managing the computer system.DatabaseData used by application municationTo transmit data from one drive to another or from one program to another. For example:To move data from drive C (hard drive) to drive A (floppy drive)To move date from Excel to WordInput DevicesUsed to enter data into the computer system.e.g. keyboard, mouse, laser pen, microphone, scanner, digital camera, etc.Output DevicesUsed to present processed information on screen, print or sound.e.g. Printer, monitor, speakersSystem UnitThis unit contains the motherboard which controls all the functions of the computer system. It is made up of three (3) essential parts:Central Processing Unit (CPU - the brain) converts the input into different formatsRegisters – saves processed information for temporary storage or outputMemorySecondary Storage Used to store data permanently for later use.e.g. compact disc, floppy disk, hard diskCommunication deviceUsed to connect the computer to communication networks through telephone lines or cards.e.g. modem, sound card, video card, munication mediaThe physical components through which the communication devices transmit data.e.g. cables, telephone lines, cellular phone, satellites, etc.PeripheralsThe input/output devices.e.g. keyboard, mouse, speakers, printer, etc.Default settingsThe pre-fixed document settings.e.g. paper size, margins, tab stops, fonts, line spacing, etc.Paper sizeThe measurement of the paper.e.g. A4, A5, Letter, LegalPaper orientationThe positioning of the paper.e.g. portrait, landscapeLayoutThe arrangement of text on a page including the headers and footers and vertical alignment of text.WindowA framed rectangular area on the desktop on which the input is presented.ELECTRONIC DOCUMENT PREPARATION AND MANAGEMENTDefinitions:MODULE 2File ManagementFile A file is a document or program saved on the computer system.FolderA container for holding files and sub-folders.File ManagementThe safe keeping of documents on paper, disk or tape for easy and quick release to authorized personnel. It includes maintaining, sharing, protecting and disposing of files.File SecurityThe use of passwords to ensure confidentiality of files.PathThe address of a file to indicate where it is located.ShortcutA quicker and faster way of performing a task.FormattingPreparing diskettes to receive dataModifying text to enhance its appearanceLabelingIdentifying diskettes electronically or with paper stickers to indicate the contents or owner.NavigatingMoving around within a document to view different parts of the document. ELECTRONIC DOCUMENT PREPARATION AND MANAGEMENTDefinitions:MODULE 3Selection of StationeryTypes of StationeryBond:Onionskin:Flimsy:Carbon:Stencils:Document cover:Paper sizeA4: 210mm x 297mm - Long letters, long memoranda, reports, etc.A5: 148mm x 210mm - Short letters, short memoranda, notices, agendas, invitations, etc.Letter: 216mm x 279mm - Manuscripts, forms, tabular work. Labels, display work, etc.Legal: 216mm x 356mm – Specifications, Legal Documents, Itineraries, Organization Charts.Layout(Paper Orientation)Portrait: Landscape:EnvelopesWindow: has a transparent rectangular panel at the front from which the recipient’s name and address can be seen. Hence, there is no need to address the envelope.Airmail: has a pattern on the inner surface, a border of red and blue parallelograms on the sides and the words VIA AIR MAIL. It is used for sending mail by air.Self-adhesive: has an adhesive strip on the inner side of the flap and on the back. There is no need for glue or water to seal the mercial: an ordinary envelope with a flap for sealing.Selection of envelopesC3: 324mm x 458mm – Magazines, journals, large cataloguesC4: 229mm x 324mm – Magazines, journals, small cataloguesC6/5: 114mm x 229 mm – Bills, statementsC6: 114mm x 162mm – Circulars C5/6: 110mm x 220mm – CorrespondenceC7/6: 81mm x 162mm – PostcardsC7: 81mm x 114mm – Invitations Selection of stationeryLetterhead: To print top page of lettersMemo forms: To print top page of memosCopy paper: To make copies on printers and copiersForms: To prepare business documentsLabels: To address large envelopes and parcelsIndex Cards: To print names in numerical filingDocument covers: To secure documents/papersTemplates: To prepare documentsPicture Paper: To print picturesELECTRONIC DOCUMENT PREPARATION AND MANAGEMENTDefinitions:MODULE 4Production PrinciplesFont The style or design of the typeface of a set of characters, i.e., letters, numbers, punctuation marks, signs and symbols.HighlightTo emphasize text by overlaying it with colour so that it can still be readable.Line SpacingThe width between lines of a text.HyphenateTo break or divide words into syllables.AlignmentThe manner in which text is displayed between the side margins on a page.TabTo move the cursor automatically to a desired point.BulletA symbol used to point out or itemize a list.SymbolsSpecial characters , e.g. the asterisk (*)BorderA line, frame or decoration on any side of a paper or document.BackgroundThe area on which text or an object is placed. Applying a background may include, watermarks, pictures, colour.Spaces before and after punctuation marks and signs - Photocopy pages 78 to 79Full punctuationInserting all the punctuation marks after abbreviations and in all parts of a document.Open punctuationPunctuation marks that do not change the meaning of a matter are omitted.ParagraphText presented in a coherent manner expressing a group of related ideas about a particular subject. The types of paragraphs are:BlockedIndentedHangingIndentA specified number of spaces between the margin and the text.HeadingsWord-groups indicating the topic of text in a document. The types of headings are:DocumentSectionEllipsisThree dots used in quotation to indicate an omission of words. For example: “… is a document … to the buyer,” said Paul.EnumerationThe quantitative order of a set of items in a list by the use of letters or numerals.Manuscript abbreviations and signs – Photocopy pgs. 98 – 104InsetTo set text within a document.EditingPreparing a document for printing by correcting errors, verifying information and making necessary changes.ClipboardA temporary storage for text that you want to copy or move.Page breakA dotted horizontal line indicating when one page ends and the other page begins.HeaderThe name of a chapter etc. typed at the top of the page.FooterThe name of a document etc. typed at the bottom of the page.Print previewTo view whole pages of a document before it is printed. ELECTRONIC DOCUMENT PREPARATION AND MANAGEMENTDefinitions:MODULE 5Business CorrespondenceLettersStyles: Blocked, semi-blocked and indentedSalutation: Greeting to the addressee e.g. Dear SirComplimentary Close: e.g. Yours faithfullyCircular Letter: a standard letter with identical information sent to several personsForm Letter: a standard letter that is used repeatedly to reply to clients, etc.MemorandumAn internal channel of communication.Styles: Blocked and indentedCircular Memo: a standard memorandum with identical information sent by an organization to a large number of persons within the organization.Notice of a meetingA document sent in advance to stakeholders informing them of a scheduled meeting.AgendaA list of items in the order in which they are to be discussed at a meeting.Types: Ordinary Agenda and Chairman’s AgendaMinutes of a meetingRecords of the proceedings (what took place) of workA connection of computers within a home, office or organization.LAN (Local Area Network)A connection of networks owned and managed by one person or organization in a specific area.WAN (Wide Area Network)A connection of several LANs owned and managed jointly by several organizations.Internet(World Wide Web)An international network of millions of computers and other networks.RoutingThe distribution of a document to a number of recipients in a preferred order.VirusA computer program that intercepts your e-mail messages, invades your privacy and destroys your files.Anti-virus softwareA program to scan, detect, and delete viruses on the computer files, files from the internet and attachments from e-mail.ELECTRONIC DOCUMENT PREPARATION AND MANAGEMENTDefinitions:MODULE 6Production DisplayText wrappingThe manner in which text is displayed around an object or table.CroppingCutting part of an image.ResizingTo alter the size of an image so that is becomes smaller or larger than the original.FlyerAn advertising leaflet.ItineraryA personal programme stating the date, time and events for a person who is traveling or who has to be on a field anization ChartA diagram representing a business structure.Flow ChartA diagram showing the sequence (steps) of doing a certain job.Types: Basic, Process, Development and Opportunity.ReportAn oral or written formal channel of communication of an incident, occasion, investigation, progress of work, or statement of accounts.CitationA quote, statement or extract from someone’s work used in another person’s.NotationA short note written in the margin. It is used to assist the memory, or it may be a citation of a source from which information is obtained in preparing a document.SuperscriptNumbers, letters or symbols used to refer readers to relevant footnotes.FootnoteThe explanation of a word or statement in the body of the text. It is placed at the foot (bottom) of the page.EndnoteThe source of a citation inserted at the end of the section of a documentBibliographyA reference list of print and non print sources used in preparation of a document.Table of ContentsA list of headings of paragraphs/sections/chapters with a corresponding page number from a document.ProposalAn offer to undertake a project for someone. Types: Internal, External, SolicitedStoryboardA number of drawings in individual frames arrange in sequence alone with the dialogue for each drawing.Example: Comic stripPress ReleaseInformation prepared for submission to the media.Types: News Release, General Summary Release, Feature ReleaseEndorsementA description of a legal document printed on the outside of a covering sheet or on the back of the document.SpecificationA document prepared by an architect or contractor stating the conditions and tasks of work to be done.Bill of QuantityA document listing the name and address of customer, cost, tools and equipment, etc. of a job to be done.ELECTRONIC DOCUMENT PREPARATION AND MANAGEMENTDefinitions:MODULE 7Production – Tabulations and PresentationsTabulationThe arrangement of data in a column or table.WorksheetA page from an excel workbook.WorkbookAn excel file.RowA number of horizontal cells identified by a number to the left of the first cell.ColumnA number of vertical cells identified by a letter to the top of the first cell.CellThe box at the intersection of a row and column.FormulaA combination of letters and figures expressing a mathematical rule.Chart (Embedded)A chart that is copied on a worksheet.Chart (Sheet)A worksheet with a chart created on it.TableA document with a main heading and containing data in cells which are arranged in rows and columnsData SourceAn electronic filing system saved on the hard-drive or on a removable storage device. It consists of several records.RecordA collection of related information on a person or topicFieldA piece or category of information in a recordData TypeThe kind of data that can be stored in a fieldRank/SortTo arrange data in alphabetical or numerical ascending or descending orderData FormA dialog box that can be used to create records for an excel databaseExportingTo send data electronically from one program to another in order to create a new copyImportingTo copy data from one program and paste it to another.SpanThe number of rows or columns a cell can occupyRowspan: the number or rows a could occupyColspan: the number of columns a cell could occupyNested TableA smaller table fitted into a larger tableIncorporate dataTo copy date from a source document to a current document of the same or another program ELECTRONIC DOCUMENT PREPARATION AND MANAGEMENTDefinitions:MODULE 8Production FormsFormA printed document with a heading and captions, and spaces for inserting required data.Forms may be created with or without columnsELECTRONIC DOCUMENT PREPARATION AND MANAGEMENTDefinitions:MODULE 9Planning and OrganizationIntellectual PropertyThe right of a person to own his/her creative work.Types: Patents for inventions Trade marks for brand identity Designs for product appearance Copyright for materialCopyrightThe exclusive legal right of a person to his/her creativityPlagiarismThe use of another person’s work, and displaying it as one’s own without acknowledging the sourceDESIRABLE HABITS AND WORK ATTITUDESBusiness attributes to be developed during the course of training and work are:A high standard of organizing skills.Regularity and punctuality at your work-place.A high standard of concentration, tact and individual responsibility.Initiative and ability to work conscientiously, especially when not being supervised, and to submit assignments on time.Loyalty to the organization and pride in taking care of furniture and equipment.Standards of conduct and moral judgment.Personal attributes to be developed during the course of training and work are:Appearance at work – neatly dressed in comfortable and suitable clothing in keeping with the rules of the organization.Pleasant interaction and good interpersonal relationships with others.A sense of co-operation, teamwork and willingness to assist others.A high level of tolerance and ability to adapt to changing situations at work and in the environment.Honesty and courtesy. ................
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