Use technology in the workplace – Flexible Delivery Guide



Use technology in the workplace

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Contents

Copyright Information and Acknowledgements 2

Revision History 3

Unit Overview 4

Photopcopiers 6

Fax Machines 11

Information and Tutorials right at your finger tips 13

Sending a Fax from your Desktop PC 13

Printers 16

Scanners 17

Internet 21

E-mail 24

5.2: Reading – How to Send Email Attachments 25

5.3: Reading – Email Spoofing 26

File Management 30

Word Processing 33

Word 2000 Training and Demos 33

Word 2007 Training and Demos 35

PowerPoint 37

PowerPoint 2000 Training and Demos 37

PowerPoint 2007 Training and Demos 39

Assessment Answer Section 41

Copyright Information and Acknowledgements

This self-paced material was produced by the Northern Sydney Institute of TAFE Meadowbank College.

This material is to be made available to students free of charge.

The 2000 Word, PowerPoint and Excel tutorial files and the 2007 Word, PowerPoint and Excel tutorial files are copyright Florida Gulf Coast University, fgcu.edu.

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Revision History

|Version |Description |

|2.01 |Removed “text box below the Fireball arrow” in Q7 T3. |

| |Made animation requirements more general in Q7 T6. |

| | |

|2.02 |New Multiple Choice Style Assessment Questions |

| | |

| | |

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Unit Overview

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1 Unit Purpose

On successful completion of this unit you should have the knowledge and skills required to use a range of technology, particularly office equipment and appropriate software. You should also be able to maintain the equipment.

2 Assessment Information

As you work through this unit you will be required to complete assessment exercises. At the end of the unit you will be asked to copy and paste the Assessment Answer Section into an e-mail to be sent to your teacher. For the PowerPoint exercises you will need to attach your PowerPoint file to the e-mail to your teacher.

Your work will then be assessed and graded as “Achieved Competency” or “Not yet competent”. If you receive a “Not Yet competent” grading you will have the opportunity to resubmit your assessment exercises.

3. Brief Overview and Getting Started

In this unit we will cover just a sample of the types of office equipment you most likely will be required to use. There is a wide range of equipment and their design and function are constantly changing. We can only give general tips and hints on how to use the equipment in this unit.

To be able to operate and maintain office equipment successfully you will need patience, persistence, commonsense and the ability to read and interpret manuals.

Some office equipment (particularly Photocopiers) seem to sense the frustration of the user and are able to get revenge by factoring in some really bad performances. So remember to speak nicely to your photocopier.

There will be some maintenance tasks that should only be performed by trained service repairers.

Our aim in this unit is to give you the confidence to attempt routine operation and maintenance procedures.

We will also be looking at two software packages – Microsoft Word and Microsoft Power Point.

The menu options and screen layouts have changed significantly in the 2007 version of the software. So four tutorial files are provided PowerPoint 2000, PowerPoint 2007, Word 2000 and Word 2007. You will only need to access the tutorial that matches the software you will be using.

To establish the version of Word you are using for versions prior to Word 2007 from the menu bar select Help, then About Microsoft Word - (scroll down to the next page)

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If you are using Word 2007 your screen will look like the sample below:

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Photopcopiers

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Some photocopiers may perform the functions of a Photocopier, Scanner, Printer and Fax Machine. Depending on how an office computer network is configured it may be possible to send a fax from your desktop PC.

Will we ever see the paperless office? Probably not, but we can reduce the amount of paper used by selecting double sided copying wherever possible.

A reasonable photocopier today will allow you to place a bundle of sheets to be photocopied and allow you to produce a collated, stapled double-sided package from a single sided master.

You may need to brighten or darken the image you are producing from the master document you are copying or you may need to enlarge and reduce the page you are copying.

The most common problem in the operation of the photocopier is the paper jam. Often a small corner of a sheet of paper becomes torn and jams in one of the rollers. It is important to take your time and follow the paper clearing instructions carefully.

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Photocopy machine manufacturers have tried to simplify the process by providing coloured arrows and dials to help you follow the paper trail.

If you attempt to close the photocopier doors after clearing the jammed paper and they will not close properly it means you have not re-set a lever to the correct operating position.

Check back inside the machine and try to identify any red arrows or any levers that seem to be out of place. It really is a matter of trial and error. It is worth thinking about all the levers you may have moved. Take care to remember the configuration of the levers and trays before you start lifting and moving them.

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Read the following article and remember the “burning issue” next time you have to clear a paper jam from a photocopier.

1.1: Reading – OH & S issues for Photocopiers

Photocopiers, laser printers and facsimile machines are essential pieces of equipment in the modern office. These machines seem harmless enough but there are problems associated with their use, and precautions should be taken to protect the health of workers.

The process of photocopying

Plain paper photocopier operate by reflecting light from the original item so that an image is projected onto a 'photoreceptor', which is an electrically charged drum or belt. The surface of the drum is photosensitive; it loses the electrostatic charge when exposed to light. Reflected light produces a pattern of charges on the drum or belt and leaves a latent image. The electrostatic charge attracts the toner and reproduces the image permanently onto the paper by heat and pressure.

Colour copiers use the same basic electrostatic processes. However, they have three toner systems, incorporating the primary colours green, red and blue.

The main hazards

Ozone gas

Ozone is an unstable form of oxygen, which may be formed during the photocopying process. Ozone is produced by the operation of high voltage equipment such as photocopiers, x-ray equipment and electric arc welding.

Ozone is a reactive, unstable gas with a half-life of six minutes in office environments. It is a highly toxic gas and is the most serious health risk from photocopiers. Ozone has a sweet smell which can normally be detected at concentrations of 0.01 to 0.02 parts per million (ppm). The permissible exposure level currently accepted in Australia for ozone is 0.1 ppm as a time-weighted average over the working day.

When photocopying, the majority of ozone is produced during the charging and discharging of the drum and paper - it is the breakdown product of the drum material during image transfer. Ozone is also produced by ultraviolet emission from the photocopier lamp.

Health Effects

As ozone usually rapidly decomposes back to oxygen, the normal concentration of ozone around photocopiers is not sufficient to cause symptoms. The rate of decomposition is dependent on time, temperature (the gas breaks down more rapidly at a high temperature) and contact with various surfaces.

However, ozone concentration can build up if the room has insufficient ventilation. If ozone concentration reaches 0.25 ppm or above, this odorous gas can cause irritation to the eyes, the upper respiratory tract, and the lungs, throat and nasal passages. Other symptoms include headache, shortness of breath, dizziness, general fatigue and temporary loss of olfactory sensation. A level of 10 ppm is immediately dangerous to life and health.

Prolonged inhalation of ozone levels of a few parts per million is known to damage the lungs. Some authorities suggest that a concentration of 0.1 ppm might have the effect of causing premature ageing and shortened life span.

Toners

Powder form toners are used in 'dry' copiers, and are made up of various formulations of carbon black. They generally comprise approximately 10% carbon black, which is dispersed in a heat sensitive polystyrene acrylic or polyester resin. The fine toner powder can be released from copiers, particularly if they lack a contained toner system and automatic shut down devices on waste toner compartments. Toner powder can also be spilt during maintenance or when refilling the drum.

Health effects

Toners dust may irritate the respiratory tract, resulting in coughing and sneezing. Some toners contain compounds such as nitropyrenes and trinitrofluorene. These compounds, although rarely found in today's toners, have carcinogenic properties, therefore skin contact and inhalation is to be avoided. This can be avoided by the provision of toner in cartridges that can be fitted directly to the copier. Where a risk of skin contact or inhalation exists, workers handling cartridges must be provided with disposable gloves and facemasks.

The polymer-type plastic resins that are found in many photocopier toners are known to cause allergic reactions on repeated skin contact. The symptoms include skin rashes and burning sensations in the eyes.

Noise

High-speed copiers and copiers that collate in addition to their other functions have the potential to be noisy. Older type existing copiers can reach noise levels above 75dB(A) and large multiple copying machines operate at 80dB(A). A more appropriate noise level for office areas due to the nature of office work would be less than 60dB(A).

Health effects

The noise from photocopying operations (especially those that are continual), can cause irritation and stress to nearby workers and disrupt concentration. In the press and printing industries noise is a major hazard for workers and can lead to temporary hearing loss or deafness and tinnitus, or ringing in the ears.

Ultraviolet Light

Fluorescent, metal halide or quartz exposure lamps are most commonly used in photocopiers. The light is not regarded as harmful, however, it can lead to eye strain when encountered repeatedly – photocopying should always be carried out with the cover down.

Health Effects

The intensive bright lamps used in photocopiers may cause eye irritation and headache after imaging, if viewed directly. In addition it can be irritating and stressful to nearby workers.

Other hazards

Heat

Heat is generated during the photocopying process. If ventilation and heat dispersal is not adequate, it may cause a significant temperature rise in the room which may cause discomfort to workers.

Burns from hot components are also a potential hazard when clearing paper misfeeds or jams.

Muscle strain

Long periods spent photocopying or collating in a poorly designed work area can cause musculoskeletal discomfort and strain. Sustained and repetitive postures may lead to muscular fatigue and pain.

Working safely with photocopiers

Ozone

• Choose a low ozone emission photocopier or one that has an activated carbon filter fitted to the exhaust of the machine. Activated carbon will provide 100 per cent decomposition given sufficient contact with ozone.

• Maintain the photocopier and filter regularly. Good maintenance can reduce the levels of ozone produced.

• An objectionable odour or smell from photocopiers can cause nose and throat irritation. The indoor air quality should be monitored on a regular basis.

Maintenance

• Always use the photocopier according to the manufacturer's instructions. If in doubt consult the handbook. Use only the specified type of toner, paper and acetates.

• Photocopiers should be installed according to the manufacturer's instructions, with sufficient space and airflow around the machines.

• The manufacturer's recommendations for cleaning, as well as filter and brush replacements should be diligently followed.

• A maintenance log should be kept for each machine and should be available to staff for inspection.

Ventilation

• An adequate ventilated area can facilitate safe removal of any dusts, gases or vapours.

• Locate the copier in a well-ventilated room with natural fresh air or a filtered air exhaust system. Allow space around the machine for good airflow (an enclosed room may need mechanical ventilation conforming to Australian Standard AS1668).

• Air movement in copying areas should be monitored regularly.

Noise

• Locate the machine in an area where the effect of noise will be minimal. It may be necessary to achieve this by screening the photocopy machine with sound absorbent material/panels.

Intensive light or heat

• Keep the document cover closed at all times during photocopying, as this prevents light leakage and avoids visual fatigue.

• Where possible, prevent light exposure by using the automatic document feeder during photocopying.

• If it is not possible to close the cover for an unusual job, the operator should avert their eyes from the light source.

• Hot machine components can pose a hazard to employees opening equipment to clean paper jams. To avoid accidents non-metal tongs can be used to remove paper after first ensuring that the machine is switched off.

• When it is necessary to remove jammed paper from hot components, switch off the copier and allow a few minutes for cooling.

Chemicals

• Material Safety Data Sheets (MSDS) should be available to all staff for any chemicals used, and can be obtained from your supplier or service contractor. The MSDS has information on handling, storage and toxicity of the chemicals used and provides the health and safety information needed to identify and assess hazards.

• Use contained toner systems and automatic shut down devices on waste toner compartments.

• Disposable rubber gloves should be made available and should be worn when handling chemically treated papers or wet-process chemicals, cleaning up and disposing of spilt fluids or spent toner, to avoid contact with skin.

• Spilt fluid or spent toner should be placed in sealed plastic bags marked 'chemical waste'.

• If manual toner transfer is necessary, an optimum system of transfer should be developed and used to minimize the chance of spillage.

Manual handling

• Establish a clear work area around photocopiers, separate from any walkway or emergency exit route.

• The working surface of photocopiers should be at a comfortable height for operators, and a collating table should also be provided.

• Adequate storage facilities must be provided for paper and toner. To prevent musculoskeletal injuries, store boxes of photocopy paper at knee height rather than floor level to make lifting and carrying easier.

• Tasks should be rotated to avoid sustained and repetitive postures.

Any ill effects that may be attributable to a photocopying machine should be reported to your workplace safety officer.

For further information and advice contact the Workers Health Centre

02 9749 7666

admin@.au

Completing the Assessment Questions for the Photocopier

There are a couple of quick assessment questions in the Assessment Exercise answer section.

The easiest way to find the answers to these questions is to spend five or ten minutes at any photocopier that has an A3 tray. Most offices and libraries will have one. Also you could try an Office Equipment retailer or a Photo / Printing business.

A second method is to work through the Internet section of this unit and then test your skills by performing some internet searches.

You are now ready to attempt Questions 1 and 2 in the Assessment Answer Section- click on the link below

Link to Assessment Answer Section

Fax Machines

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Fax is short for facsimile which means duplicate or exact copy. Fax machines enable you to send copies of documents very quickly through the telephone network.

Most legal documents require original signatures so standard mailing of these documents are still required.

Both sender and receivers of a fax are responsible for avoiding problems and breeches in confidential information. All information that is sent via a fax can easily be read by whoever gets the fax. The advice is not to send confidential and or personal information.

Should the document be face up or face down? The most challenging part of sending a fax is working out which way the document you want to fax should be fed into the document feeder.

The answer is that most printers and fax machines have an icon in the paper tray whose purpose is to indicate which way the paper goes. Learn to spot and interpret this icon, and you will never need to worry about which way the paper goes again.

Here are two examples of this icon:

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This icon has two elements that, combined, tell you how to orient the paper. The folded corner indicates which side is the “top” of the sheet - this is the direction in which the paper feeds. If you were dealing with letterhead, this is where the heading would go.

The lines on the paper indicate which side will be printed on - this tells you whether to place the paper face up, or face down.

Knowing these two key features, we can now interpret paper orientation from the two sample icons show above. In both icons, the paper feeds in the same direction - towards the corner fold.

In the icon on the left, the printed side should be placed face up. In the icon on the right, the printed side should be placed face down.

One more example -

Below is another example of the icon where the manufacturer of the fax machine wants you to place the document printed side down.

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The only other issue we need to work out is do we need to press “9” or “0” to gain an outside line prior to dialling the number that I am sending the fax to.

2.1: Reading – How to send a fax message?

Before sending a fax, you need following things:

• The fax number of the fax machine at far end.

• The material you want to send (text, images, drawings etc).

• A cover sheet containing details like recipient’s name, fax number, sender’s name, phone number, message for the recipient, number of copies/documents to be sent etc.

 

Sending a fax message:

 

• Switch on the fax machine after checking that it is connected to the phone line.

• The documents should be kept face-up in the feeder tray. Remember to keep the cover sheet on the top.

• Dial the fax number of the recipient.

• Now, your fax machine is ready to scan the documents. Press the ‘fax’ button, sometimes ‘send’ button.

• Once scanning of all pages is over, fax machine will start sending message to the remote fax machine. You can hear fax tones which is an indication that the documents are being transmitted. It will take a few minutes for the fax machine to complete the delivery of entire material to the recipient. Wait till you get the confirmation that the documents are delivered.

• Depending on the design of the fax machines, you may get confirmation on the display screen or on a printed, delivery report.     

Information and Tutorials right at your finger tips

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General Help Working with Files and Folders

Some very helpful information is available by selecting “start” in the bottom left hand corner of your computer screen, then selecting “Help” or “Help and Support” as shown below.

In the next few sections you will be asked to go to this Help section to find out how to do some very practical things like Managing your files, Connecting to a Printer, Sending a fax from your desktop PC

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Sending a Fax from your Desktop PC

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Select Start and then Help and search for a topic on Faxing. It may not look identical to the screen below. If you have trouble finding it information is available on the Internet, some further information is also provided below.

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Sending Faxes from your desktop will only be possible if you are connected to a Local Area Network that has been set up to accommodate this feature.

• This method can send to multiple recipients if required.

• This method will also work from Outlook Web Access (Webmail).

• Open a new message window in Outlook by selecting File ( New ( Mail Message.

• In the ‘To’ field, enter the fax recipient address in the format [FAX:RecipientName@RecipientFaxNumber], multiple addresses are allowed and should be separated by a semi-colon (;). The square brackets are significant and must be included.

Where:

o ‘RecipientName’ is the name of the person who expects to receive your fax message, white space is allowed between first and last names.

o ‘RecipientFaxNumber’ is the fax number of the recipient.

• There is no need the have a leading “0” for an outside line in the fax number since the fax lines are directly connected to the telecommunications provider.

• It is recommended that you attach a signature so that the sender will have your contact details to reply to you.

• You can add any of the supported attachment types if required.

• Outlook may resolve [FAX:RecipientName@RecipientFaxNumber] to RecipientName@RecipientFaxNumber, this is normal and the fax will still send.

• Click the ‘Send’ button when you have composed your fax.

• You will receive email notification on the success or failure of your fax transmission.

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You are now ready to attempt Question 3 in the Assessment Answer Section- click on the link below

Link to Assessment Answer Section

Printers

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Most faults with printers are due to incorrect cable connections or incorrect installation of ink canisters, or laser cartridges. So check that all cables and cartridges are connected and installed in accordance with the printer’s manual.

For information on Printers and connecting to a printer on a network select start and help.

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Scanners

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Flatbed Scanners are a bit like photocopiers - they usually have a lid you open, place your document face down on a glass platen, close the lid and scanning takes place. Some more sophisticated models have an automatic feed device, again similar to high speed photocopiers.

The essential functionality of the scanner is that the document is stationary during the scanning process, giving reasonable assurance that a good scan will be obtained. Think of it as electronic photography - with the object being photographed being 'frozen' there is every possibility that it will be in focus.

Two slight drawbacks of this process are: one it is a reasonably slow procedure (even with automatic feed) since each and every document has to be stopped to be captured and secondly it is almost impossible to devise a machine which will scan both sides of the document at once.

The following screens provide information on using a popular Canon flatbed scanner.

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3.1: Reading – Optical Character Recognition?

OCR (Optical Charactor Recognition) is the process of turning a picture of words (such as a scan of a typed letter) into an editable document that you can open and use in your desktop publishing software, word processor, or other text editor. Today's OCR software packages contain sophisticated support for multiple languages, PDF and HTML output, and format retention.

Before OCR can be used, the source material must be scanned using an optical scanner (and sometimes a specialized circuit board in the PC) to read in the page as a bitmap (a pattern of dots). Software to recognize the images is also required.

The OCR software then processes these scans to differentiate between images and text and determine what letters are represented in the light and dark areas.

Older OCR systems match these images against stored bitmaps based on specific fonts. The hit-or-miss results of such pattern-recognition systems helped establish OCR's reputation for inaccuracy.

Today's OCR engines add the multiple algorithms of neural network technology to analyze the stroke edge, the line of discontinuity between the text characters, and the background. Allowing for irregularities of printed ink on paper, each algorithm averages the light and dark along the side of a stroke, matches it to known characters and makes a best guess as to which character it is. The OCR software then averages or polls the results from all the algorithms to obtain a single reading.

Advances have made OCR more reliable; expect a minimum of 90% accuracy for average-quality documents. Despite vendor claims of one-button scanning, achieving 99% or greater accuracy takes clean copy and practice setting scanner parameters and requires you to "train" the OCR software with your documents.

The first step toward better recognition begins with the scanner. The quality of its charge-coupled device light arrays will affect OCR results. The more tightly packed these arrays, the finer the image and the more distinct colors the scanner can detect.

Smudges or background color can fool the recognition software. Adjusting the scan's resolution can help refine the image and improve the recognition rate, but there are trade-offs.

For example, in an image scanned at 24-bit color with 1,200 dots per inch (dpi), each of the 1,200 pixels has 24 bits' worth of color information. This scan will take longer than a lower-resolution scan and produce a larger file, but OCR accuracy will likely be high.

A scan at 72 dpi will be faster and produce a smaller file—good for posting an image of the text to the Web—but the lower resolution will likely degrade OCR accuracy.

Most scanners are optimized for 300 dpi, but scanning at a higher number of dots per inch will increase accuracy for type under 6 points in size.

Bilevel (black and white only) scans are the rule for text documents. Bilevel scans are faster and produce smaller files, because unlike 24-bit color scans, they require only one bit per pixel. Some scanners can also let you determine how subtle to make the color differentiation.

Which method will be more effective depends on the image being scanned. A bilevel scan of a shopworn page may yield more legible text. But if the image to be scanned has text in a range of colors, as in a brochure, text in lighter colors may drop out.

You are now ready to attempt Question 4 in the Assessment Answer Section- click on the link below

Link to Assessment Answer Section

What about other pieces of office equipment like coffee machines?

Nobody likes to drink coffee that tastes like burnt rubber. So if you want to create a vibrant and pleasant office atmosphere, the purchase and successful operation of a good coffee machine will go a long way to achieving this goal. However this element is outside the scope of this course. It is still worth remembering that providing your colleagues with some good quality refreshments in most cases should put a smile on their face. l

Internet

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4.1: Reading – Some Internet Terminology

1. http

All web addresses start with ‘http’ (HyerText Transport Protocol). The browser usually adds it automatically in the onscreen address window.

2.

Most websites have an ‘address’ beginning with ‘www’ (World Wide Web). This indicates the home page of a website.

3. Organisation’s name /abbreviation

The organisation’s name/abbreviation follows ‘’, such as ‘vu’, an abbreviation for Victoria University

4. Type of organisation

‘com’ shows a commercial site , edu’ shows an educational site, “org” – short for organisation

‘info’ shows an information site ‘gov’ shows a government site

5. Location of the organisation

The country of origin follows the organisation’s name/ abbreviation. The only country that doesn’t have a country of origin web tag, is the United States of America. In Australia the web tag is ‘au’. Other examples of tags are ‘uk’ (United Kingdom) and ‘nz’ (New Zealand).

Each web site has its own address and each page within the web site has its own specific address, which is identified from the main address by the forward slash (/). This allows access to a key specific page address so that the home page can be bypassed.

It is important that every web address is entered accurately. Any slight change or error will not allow the site to be accessed.

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4.2: Reading – Search engines and searching

Search engines are websites that help you find information on a topic that you select. Search engines are not all the same and some are more powerful than others. Search engines function as a large database of other websites enabling sites and / or information to be access by entering key words or subject words.

There are many search engines, some are more popular than others. They include ‘Yahoo’, ‘Google’, ‘Alta Vista’ etc.

Using key words to search

• Think about the topic - break down the topic into main words. For example, you might be looking for information on team work. You may enter the phrase "team work", or just the word "team". If you want more specific information, for example information on teams trying to address and resolve situations of conflict, Enter the words work teams+conflict resolution. The "+" symbol means that you are looking for the two topics, "work teams" and "conflict resolution" in the same document.

• Home page of the search engine has a panel to enter a key word (or words). Be as specific as possible.

• Results of the search are listed on a page – each listed site is a link (highlighted in blue and underlined) which will get you to the specific listed site.

• The list is ranked in order of relevance, from 100% relevant down to about 20%.

• Some search engines respond to a question (Ask Jeeves, Google)

Let’s do a quick surf of the net

Using Google () – search for “Forensic Accounting”. Search the same topic using Yahoo and Alta Vista.

How do the search results differ?

Some scenarios where the internet can help?

A cook is reading a recipe and needs to convert Fahrenheit to Celcius.

A traveller wants to find out the temperature at their destination.

A boating person wants to know the tidal and swell information.

Family members and friends want to share videos, or photos

Business colleagues, friends or family want to make contact via a video conference calls.

You need information on a medical condition,

You want to research prices and product specifications

You need to download a product manual

You’re looking for access to the latest news

You need a laugh from your favourite comedian

A student is looking for diagrams, photos and information to help them with an assignment

You’re trying to find the best way to a destination using public transport

Here are just a few handy internet sites

Google Earth – where you can fly over your backyard, and you get to see a bird’s eye view of pretty much anywhere on Earth (Some military zones are excluded).

Search for and browse through the following internet sites “Whereis”, “CityRail”, “Wikipedia”, “BOM” – Bureau of Meteorology - Coastal Weather Forecast, Hail predictions etc

E-mail

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If you do not have an e-mail account you should log on to the internet and create one. Just go to a search engine and type “Creating a new e-mail account” and you will find there are several options available.

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5.1: Reading – 10 Top Tips for Using Email

Email is a very powerful tool which can be equally frustrating. Sadly many people don't make the effort to ensure they are being helpful and responsible email users. 90% of the world's email problems would evaporate if everyone followed these ten tips.

Make sure the recipient is either expecting the email or won't mind receiving it.

Make sure your email software is set up to display your return name and email address correctly. Use a meaningful name for yourself, e.g. "Brian Kirk" or "Superclean Domestic Services". Do not use non-specific names or names which won't mean anything to some people, e.g. "Grandma" or "The Gang".

Always Include a subject line and make sure it tells the recipient what the email is about, e.g. "This months sales results" or "Plans for the weekend".

Be very clear and specific in your email (without being too waffly). Tell the person who you are and why you are contacting them. Don't just send an attachment and hope they will figure it out for themselves.

Only send attachments if they are necessary, e.g. don't use a MS Word document to send text which could have been typed into the email instead.

If including attachments, make sure the recipient will have the appropriate software to open it (not all attachments will work on someone else's computer). Check the file size and make sure it's not too big. Click here for more info about attachments.

When sending photos or other images, optimise the file size first. Don't send photos from the default scanner or digital camera settings. Click here for more info about image files.

Resist the temptation to use pretty stationery or unnecessary graphics. They annoy a lot of people and some email programs have trouble displaying them.

Never reply to spam.

Be very careful and restrained about forwarding jokes and other similar material. Most people receive too much of it already. Never forward chain emails.

And finally, make sure you use reliable anti-virus software and update it every day. If you don't, then you are as much to blame for the spread of viruses as anyone. This point is not negotiable - if you are connected to the internet, you must be protected or you are a danger to everyone else.

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5.2: Reading – How to Send Email Attachments

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Email attachments allow you to send files along with your email messages. An attachment can be any type of file, but the most common ones are text documents and images (photos etc).

Before you send an attachment, you need to know where it is located on your computer. Usually you will have saved the file using Windows Explorer or some other software. Whenever you save a file to use as an attachment, select "Save As..." and make a note of where you save it. If you can't find a file, use the Windows search function.

Once you know where the file is you can create the email message.

• Create a new email message and enter the usual details (recipient address, subject, etc).

• Look for an icon in your toolbar which looks like a paper clip and click it.

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• A "Browse" window will open. Locate and select the attachment file.

The file will now be attached to the email. Send the email in the normal way.

Important: before you send an attachment, you must be sure the person receiving it will be able to open it. Not all attachments will work on someone else's computer!

In order to open your attachment the recipient must have the appropriate software. Some types of files are very common and most people can open them, but other types can be rare or require expensive software.

These files are quite common and safe:

• .txt - Plain text file

• .jpg (or .jpeg) - Image file for photos etc

• .gif - graphic file

These files are often used for attachments, but they also cause a lot of problems:

• .doc - MS Office document

• .xls - MS Excel Spreadsheet

• .pub - MS Publisher document

5.3: Reading – Email Spoofing

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Email spoofing is a particularly nasty trick used by email spammers. It works like this:

In order to send email you need to include a return address, or else the receiving server will most likely reject the email as invalid or spam. Spammers need a return address for their spam messages but they don't want to use their own address for fear of being caught. Also, since so many spam messages get bounced, the spammer doesn't want to receive thousands of bounce messages.

Unfortunately one of the fundamental flaws of the email system is that you can put any return email address you like on your email — it doesn't have to be your own. This means that spammers can use someone else's email address as the return address on their spam. This makes their spam seem more legitimate while passing all the problems on to some poor innocent victim.

If you're wondering how this situation could be allowed, the answer is simply that no-one thought about it when designing the original email system. It didn't occur to naive engineers that people would deliberately use a false return address.

If You Have Been Spoofed

You will know that you've been spoofed when you start receiving hundreds of bounce messages for emails you never sent. The content of the original emails will be spam.

Apart from the terrible inconvenience, there is also a danger that your email address will become blacklisted by some people or ISPs. Some systems that don't take spoofing into account will erroneously blacklist the email address that the spam is apparently sent from.

What Can You Do?

Here's the bad news: In most cases there are only two options and neither of them are fun.

(1) Change your email address, and make sure the old email address is set to bounce.

(2) Wait it out. Eventually spammers will stop using your email address and things will return to something near normal. Sadly you may suffer some permanent damage (e.g. blacklisting) but in most cases it's just a matter of time before things come right. Of course it's then only a matter of time before you get spoofed again, which is all part of the great circle of life in the email world.

Depending on your system, it may be possible to adjust your email account to minimize the problem without affecting your email address. For example, if most of your email comes via an online contact form, or if you use email forwarding, you may be able to change the routing addresses. Consult your system administrator to see if this is possible (warning: it probably isn't so don't get your hopes up).

In case you are wondering about going after the perpetrator and making them stop, give up on that idea now. You have very little chance of success.

Important Note

Spoofing is one very good reason why you should never reply to spam. The spammer will not be the person who receives your email — instead it will probably be someone who is experiencing their own spoofing hell. On top of everything they are going through, they really don't need abusive emails from people blaming them for spam.

Create a rule in Outlook to filter SPAM

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Open Outlook

Click on Organize button on toolbar to display the toolbox:

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Click on Rules Wizard

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Type in words contained in your email subject lines, eg [SPAM***] marked by Help Desk. Add any other words contained subject lines received regularly, eg Rolex and Viagra. Click Next.

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If you want to check your Inbox right away, click on Run Now; otherwise, Close.

In this example, all mail with the subjects [SPAM***], Rolex or Viagra are automatically moved to the Deleted Items folder. Outlook has also been configured to prompt when deleting items from the Deleted Items folder before logging out. To do this, return to Outlook’s open screen, Tools | Options | Other. Tick the box for Empty the Deleted Items folder upon exiting. Choose Advanced Options and choose Warn before permanently deleting items.

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File Management

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You will find some helpful information in the Word Tutorial under the section Working with files.

Select the link to the table of contents then click on the link to Word Processing to find information on how to access the Word Tutorial.

You’ll also find helpful information by using Windows help function.

Select start and help and in the Windows Basics option walk through “Working with files and folders” When you have finished looking through a topic select the Back Arrow to go back to the Menu Options. See the diagram on the next page

Keyboard shortcuts -You may find it easier to use keyboard shortcuts to manage your files.

Selecting Batches of Files

To select a range of files highlight a file, hold the Ctrl key and Select another file, if you make a mistake clicking on the file again will “unselect” the file.

The Ctrl and Shift keys used in combination work like and “and” and “to”. Imagine you have a folder list of 50 files and you want to copy the first 10 files then miss a couple and copy the next 15 files and so on. Select the first file and hold the Ctrl key. While holding the Ctrl Key press the Shift Key and use the mouse to select the 10th file. Release the Shift key move to the next bracket of files you want to copy and while you still have the Ctrl Key held select the starting file of the next batch then press the Shift Key and use the mouse to select the last file in this second batch of files.

It sounds complicated but have a go and practice it using some trial and error and you will soon get the hang of it. Remember if you make a mistake you don’t have to start all over again, just click on the file a second time and the file will no longer be highlighted / selected..

What if you want to copy every file in a folder? Use Ctrl + A ( “A for All will help you remember this handy shortcut.

Copying files – Ctrl + C

Moving files – Ctrl + X

Pasting files - Ctrl + V

You will find these shortcuts will work with many other software applications. In Word, PowerPoint, Excel to copy, cut or paste a selection of text, graphics or formulas use Ctrl + C, for copy, Ctrl + X for cut and Ctrl + V for paste.

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Using Briefcase

Briefcases are a handy feature to use when you are backing up your work because they contain a nice synchronising feature.

To create a Briefcase on a USB / flash drive. Select File / New / Briefcase. from the menu bar The Briefcase can be re-named just like a folder. Go to C drive – create a file and copy it to your newly created briefcase on your USB flash drive. (This then will automatically try to synchronise with the similarly named file on C Drive.)

Go back to the file on C drive – change the file then save and close the file. When you access the same file in your Briefcase on your Flash Drive – the status description of the file will now say – “File needs updating” – Select either of the Update Icons and check the arrow is going the right way – you can right mouse click on the arrow to switch which file is replaced or updated.

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You do need to be careful that you update the oldest file with the most recent file.

You are now ready to attempt Question 5 in the Assessment Answer Section- click on the link below

Link to Assessment Answer Section

Word Processing

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The menu options and screen layouts in Microsoft Word have changed significantly in the 2007 version of the software.

Two tutorial files are provided for you, Word 2000 and Word 2007. You need to access the tutorial that matches the software you will be using. While the first tutorial file is entitled Word 2000 the menu options are similar to those in Word 2003.

Whether you are new to Word or have been using it for years it is well worth taking the time to walk through the tutorial. You will always discover something you didn’t know.

To get the most out of the tutorial take time to practice and find the various tools / tasks either from the menu bars or icons.

Because the Word Tutorial is a Word document itself you will be able to cut paste, edit and do what ever you want to, to the tutorial file.

Most students complete the exercises and learn by using a little bit of “trial and error”. So be patient, click on a few things and see what happens – you won’t do any damage and remember if you don’t like what you have done, press the ctrl+z key combinations (hold the “ctrl” key, then press the letter “z” key) and this will undo what you have just done. But if you’ve really made a mess of the Word tutorial file you can always exit the file without saving changes or just download the file again.

Don’t forget to take regular breaks – perhaps a break every hour or so.

Select the link below to have a look at the type of questions you will be asked to complete. This way you will know what to focus on when you are doing the tutorial.

Once you have worked through the tutorial have a go at completing the practical exercises below.

Remember “If in doubt – read the screen” because in most cases the answer is right in front of you. Sometimes we’re in too much of a hurry to observe what is happening and all the time we spent wondering where it was it was just in front of your nose after all.

One last tip, most software packages need you to select or highlight the area you want to work on before you select what you want to do with that area. For example if I want a word to be in bold text, I have to highlight the word first then select the menu option to make the text bold.

You don’t want to be overloaded with too much information but you need to be aware that if you still need help with a particular topic there is more information, training and tutorials available in Word’s Help Function.

Word 2000 Training and Demos

Select Help from the Menu Bar

Select Training from the right hand side of the screen

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Select Word 2003 – then the Word 2003 Demos option to gain access to audio visual tutorials.

Select a couple of Demos and keep in mind that all this help is available at your fingertips if you need it.

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Word 2007 Training and Demos

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Select the Blue Question Mark in the top right hand corner of the screen

This will open up the following screen

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Select the Word Demos option to gain access to audio visual tutorials. Select a couple of Demos and keep in mind that all this help is available at your fingertips if you need it.

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You are now ready to attempt the Word Processing Practical Exercises in the Assessment Answer Section- click on the link below

Link to Assessment Answer Section

PowerPoint

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The menu options and screen layouts in Microsoft PowerPoint have changed significantly in the 2007 version of the software.

Two tutorial files are provided for you, PowerPoint 2000 and PowerPoint 2007. You need to access the tutorial that matches the software you will be using. While the first tutorial file is entitled PowerPoint 2000 the menu options are similar to those in PowerPoint 2003.

Whether you are new to PowerPoint or have been using it for years it is well worth taking the time to walk through the tutorial. You can be sure that you will discover something new.

To get the most out of the tutorial take your time and practice the steps and information you find in the tutorial.

You should take regular breaks so you remain fresh and can absorb the new things you learn.

Click on the link below to find out the type of questions you will be asked to complete. Once you have worked through the tutorial have a go at completing the practical exercises below.

Don’t be afraid to use some trial and error to complete the exercises. Be brave enough to have a go and try a few things – you won’t do any damage. Remember if you don’t like what you have done, press the ctrl+z key combinations (hold the “ctrl” key, then press the letter “z” key) and that will undo what you have just done. But if you really make a mess of the tutorial file you can always exit the file without saving changes or just download the file again.

Remember “If in doubt – read the screen” because in most cases the answer is right in front of you. Sometimes we are just in too much of a hurry to observe what is happening right in front of our nose.

You don’t want to be overloaded with too much information but you need to be aware that if you still need help with a particular topic there is more information, training and tutorials available in PowerPoint’s Help Function.

PowerPoint 2000 Training and Demos

Select Help from the Menu Bar

Select Training from the right hand side of the screen

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Select PowerPoint 2003 – then the PowerPoint 2003 Demos option to gain access to audio visual tutorials.

Select a couple of Demos and keep in mind that all this help is available at your fingertips if you need it.

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PowerPoint 2007 Training and Demos

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Select the Blue Question Mark in the top right hand corner of the screen

This will open up many options for you. Try to find the PowerPoint options. This will give you access to audio visual tutorials. Select a couple of Demos and keep in mind that all this help is available at your fingertips if you need it.

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Two final Tips on PowerPoint

(1) When designing your PowerPoint for a presentation. The PowerPoint is meant to supplement and enhance the presentation. It can be very tempting to put lots of movement, sound and custom animation into the PowerPoint however these features may end up being a distraction and take away from the content you are trying to get across.

(2) This tip will assist the presenter particularly if it is a large presentation that is it contains perhaps 30 slides with many Dot points.

You should think about inserting a full stop at the end of the last Dot point of each slide. The viewer won’t pick this up but the full stop is a signal to the presenter that a new slide is on the way and if they press return or click on the mouse the old points will be removed.

It’s a nice trick to help the presentation run smoothly since if the presenter knows a new slide follows the next click they may want to revise points on the existing slide before moving on.

You are now ready to attempt the PowerPoint Practical Exercises in the Assessment Answer Section- click on the link below

Link to Assessment Answer Section

Assessment Answer Section

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To achieve competency in this unit you need to attempt every section and receive a result of 60% in total

Photocopying Questions

Question 1 What are the dimensions in centimetres of an A3 sheet of paper? (1 mark)

(a) 24 X 15

(b) 29.6 X 21

(c) 42 X 21

(d) 42 X 29.6

Answer………

Question 2 You have an A4 sheet of paper and want to produce an A3 size brochure.

What enlargement percentage selection should you choose on the photocopier to achieve this objective? (3 mark)

(a) 121%

(b) 141%

(c) 200%

(d) 50%

Answer………

Fax Machine Question

Question 3 If you saw the following symbol on a feeder tray which is the correct way to place the document in the tray? (3 mark)

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(a) printed side up

(b) printed side down

(c) both sides will work

(d) make sure the top corner is folded

Answer………

Using a Flatbed Scanner Question

Question 4 – What steps would you need to take if you only wanted to scan the top half of a page? (3 marks)

(a) Scan the document, print it and remove the bottom half of the document with scissors

(b) Open the document cover, place the image face down and align its top edge with the alignment mark at the front of the scanner. Click the windows Start menu then Program menu then your scanner program. Click the save button on the toolbar. Then click the preview button. This will do your initial scan. Right click the mouse this will bring up, the scan area selection tool. Left mouse click and drag over the area of the image you would like to scan. Release the mouse button click the scan button to perform the final scan.

(c) Open the document cover, place the image face up and align its top edge with the alignment mark at the front of the scanner. Click the windows Start menu then Program menu then your scanner program. Click the save button on the toolbar. Then click the preview button. This will do your initial scan. Right click the mouse this will bring up, the scan area selection tool. Left mouse click and drag over the area of the image you would like to scan. Release the mouse button click the scan button to perform the final scan.

(d) Enlarge the document so only the top half of the document fits on the screen

Answer………

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File Management Questions

Question 5 – Use the table at the end of this question to match the correct procedures with the following tasks:

(Note there are more procedures than tasks)

Task (1) Create a new folder (3 marks)

Task (2) -Move a file from one folder to another (3 marks)

Task (3) -Copy a file from one folder to another (3 marks)

Task (4) Delete a file (3 marks)

Task (5) Find out how much free space is on the Hard Drive (3 marks)

Procedure A – Right mouse button click on Start, left mouse button click on Explore, select the desired file, press Ctrl + C , then select the folder or place where you want to locate the file and press Ctrl + V

Procedure B - Right mouse button click on the file in Windows Explorer then select properties and ensure the Read Only Box is ticked – then press OK

Procedure C - Right mouse button click on Start, left mouse button click on Explore, select the desired file, press Ctrl + X , then select the folder or place where you want to locate the file and press Ctrl + V

Procedure D – Double Click on “My Computer” from the Desktop, Right Mouse button click on Removable Disk, left mouse button click on Properties, Select the General tab and the information you need is displayed on the screen.

Procedure E - Double Click on “My Computer” from the Desktop, Right Mouse button click on Local Disk, left mouse button click on Properties, Select the General tab and the information you need is displayed on the screen.

Procedure F – Select Start, Control Panel, System, General tab and the information you need is displayed on the screen.

Procedure G – Right mouse button click on Start, left mouse button click on Explore, select the desired file, Press the ‘Del’ key, then click on the “Yes” option.

Procedure H – Right mouse button click on Start, left mouse button click on Explore, select File from the menu options, then New, and the option you need for this procedure will be displayed in the drop down menu.

|Question 5 | |

|Task |Procedure |

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|2 | |

|3 | |

|4 | |

|5 | |

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Word Processing Assessment Practical Exercises

Complete the tasks listed below then match the procedure that will successfully complete the Task(5 Marks for each task)

Task 1 -(5 Marks) Make the font of the following quote Arial size 14.

“In just two days time tomorrow will be yesterday”

Task 2 -(5 Marks) Right Justify the following quote:

“I used to be indecisive but now I am not so sure”

Task 3 -(5 Marks) Make the following quote bold..

“I used to be vain but now I’m perfect”

Task 4 -(5 Marks) The next two paragraphs from Kite Surfers down to Task 5 are in block format – that is Justify Both – so that Left and right margins have a straight edge.

The block format is not appropriate in this instance so change it to Justify Left.

KITE SURFERS TARGETED IN SAFETY BLITZ.

Off the beach clubs and members may be interested to know that kite surfing enthusiasts are being warned to observe safety rules or face on-the-spot fines.

Mr John Rowe of the NSW Maritime Authority said kite surfers needed to be aware they were operating a ‘vessel’ under marine legislation and needed to observe ‘distance off’ requirements.

Mr Rowe said NSW Maritime boating service officers who regularly patrolled NSW beaches and waterways had the power to enforce ‘distance off’ rules and write penalty notices or on-the-spot fines of up to $550 for kite surfers who may be causing nuisance, annoyance or danger.

|Procedure |

|A - Highlight the text , then select the following icon [pic] |

|B - Highlight the text, then select the following from the drop down list [pic] |

|C – Highlight the text , then select the following icon - [pic] |

|D - Highlight the text , then select the following icon - [pic] |

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Task 5 -(5 Marks)

Make sure you have the “always suggest corrections” options selected on your Spelling and Grammar Checker. (For Word 2007 follow the directions in Proofreading a Document in the Word Tutorial file , for Word 2000 select Tools, Options, Spelling and Grammar and tick the “always suggest corrections” box)

Check the following paragraphs (text in bold, italics) using the Spelling and Grammar tool. Each time a suggestion is offered accept it. Then answer the multiple choice question below

Today, I am incredibly upset by your attitude towards your mother and me. Untill you apologize and get a hair cut you will not be given access to the Hot Rod.

I know Moses and Elijah had long hair but they also walked everywhere they went.

You still haven’t explained the two hole in the exhaust pipe. I’m sure your girlfriends parents don’t appreciate there sleep being disturbed when you leave there place late on Saturdday night.

Task 5 Question The following suggestions were offered by the Spelling and Grammar checker

(a) until , holes , Saturday , girlfriend’s , their

(b) until , holes , Saturday , their sleep

(c) until , holes , Saturday

(d) until , holes , Saturday , their

Answer………

Task 6 -(5 Marks)

Highlight the word “incredibly” in the above paragraph from Task 5 –use the Thesaurus and paste each of the similar meanings here :………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………

Task 7 -(5 Marks)

You want to insert a copyright note on the bottom of a page –where do you find the” © “ symbol – describe the options you would select to complete this task …………………………………………………………………………………………………………………………………………………………………………………..…………………………………………………………………………………………

Task 8 -(5 Marks) Import any Clip Art graphic and paste it into this document here

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Task 9 -(5 Marks) ) Holden have a 250 page document with many references to the Torana TT36 – the marketing people now want to call it the Torana XX36 .

Use the Find and Replace Option to replace every occurrence of “Torana TT36” in the following paragraphs and replace it with the “Torana XX36”.

and answer the multiple choice question below:

The Torana Legend Lives Again

Holden today revived a famous Australian nameplate when it took the covers off a sensational show car called Torana TT36.

Holden drew on General Motors' global resources to build the hot pink Torana TT36, which is powered by an experimental 280kW twin turbo 3.6 litre Alloytec V6 engine, sports a glass roof and showcases bold directional design themes.

Not for production, this mid-sized hatch concept demonstrates the strength and versatility of Holden's design talent to a worldwide audience and emphasises its ability to react swiftly to changing customer demand.

Torana TT36 highlights Holden's rear wheel drive powertrain engineering expertise and the practical benefits to be gained by sharing GM global suspension and chassis components and modular structural systems.

The new millennium hot hatch pays homage to Holden's Bathurst-winning icon car of the seventies, the Torana A9X. It is 25 years since the revered V8-powered Torana A9X last conquered Mount Panorama and wrote itself into Australian automotive legend.

Question for Task 9 - The best way to use the Find/ Replace Option is

a) Highlight the word you wish to replace then copy it by pressing Ctrl C then select edit, Find, Ctrl V, then select the Replace Tab, type the replacement text in the “Replace with” window then select replace all.

b) Select edit, Find, then type the word you wish to replace, then select the Replace Tab, type the replacement text in the “Replace with” window then select replace all.

c) Highlight the word you wish to replace then copy it by pressing Ctrl V then select edit, Find, Ctrl X, then select the Replace Tab, type the replacement text in the “Replace with” window then select replace all.

d) Highlight the word you wish to replace then select Ctrl F then select then select the Replace Tab, type the replacement text in the “Replace with” window then select replace all.

e) None of the above

ANSWER …………………………….

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PowerPoint Assessment Practical Exercises –on completion of these exercises you should save your PowerPoint File and attach it to your e-mail to your teacher.

Question 7 –

Task 1 (5 Marks)

Create a new PowerPoint file with four slides.

Change the slide transition for each of the four slides to “Cover Right

Select any colour scheme you like for the background of the slides and for any of the following text in Task 2 to 5

Task 2 (5 Marks)

Copy and paste the heading below to Slide 1 , Slide 2 , Slide 3 and Slide 4

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Task 3 (5 Marks)

Add the following bullet points in a text box below the Fireball title on Slide 1

•Providing Fuel for the new Millenium

•Fast Efficient Service

•Quality Product

•Competitve Prices

•Customer Service

Task 4 (5 Marks)

Copy and Paste the following (four) Text boxes and (three) Photos underneath the Title and Fireball Arrow in Slide 2. Re-size and position the items where necessary.

Change the font colour to a light colour so that it can be read on the dark background. Position the three staff members next to each other on the lower half of the slide.

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Task 5 (5 Marks)

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Copy and paste the Barrels of Oil Sold Table into Slide 3.

Copy and paste the Barrels of Oil Sold Graph into Slide 4.

Task 6 (5 Marks)

Build some custom animation in to each of the slides. Any reasonable animation is acceptable but some suggestions are:

Slide 1 – Title Dissolves in first then each bullet point dissolves in at the click of the mouse button.

Slide 2 – Title, Textboxes and Objects Zoom in from Screen Centre (Note From screen centre is not available for large text boxes) – introduce text all at once rather than by word or letter.

Slide 3 and 4 Get the title in first any way you want – it’s your choice- then get the Table and Chart to zoom in (from Screen centre where possible).

You are now ready to submit your assignment. By submitting your assignment by e-mail to your teacher you are acknowledging that this is your own work and there is no plagiarism.”

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Fireball Oil Pty Ltd

1. Meet Our Professional Staff

Mike Smith Engineering

Jenny Thomas Accounting

Steve Davis

Marketing

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