Office Skills and Keyboarding: An Introduction Access 2

Office Skills and Office Skills and Keyboarding: Keyboarding:

An IntroductionAn Introduction

Access 2Access 2

OutcomesOutcomes

1. 1. Describe the use, including basic Describe the use, including basic care, of common office equipment. care, of common office equipment.

2. 2. Demonstrate office skills under Demonstrate office skills under supervision.supervision.

3. 3. Use a keyboard to carry out Use a keyboard to carry out activities under supervision. activities under supervision.

Background informationBackground information

This unit will help you experience This unit will help you experience what it is like to work in an office.what it is like to work in an office.

Your teacher will work through this Your teacher will work through this PowerPoint show. They will then ask PowerPoint show. They will then ask you to work through the Student you to work through the Student Workbook to complete the tasks.Workbook to complete the tasks.

When you have completed each task, When you have completed each task, ask your teacher/tutor to check it.ask your teacher/tutor to check it.

More informationMore information

When you see this icon , it When you see this icon , it means you are ready to do a task.means you are ready to do a task.

Your responsibilitiesYour responsibilities

You will be responsible for your own You will be responsible for your own work.work.

You must always check your work You must always check your work for errors.for errors.

You will also be responsible for You will also be responsible for marking the work of your marking the work of your classmates.classmates.

The way you workThe way you work

There will be a high level of help from There will be a high level of help from your teacher/tutor.your teacher/tutor.

As you progress, you will take As you progress, you will take ownership of your own work and ownership of your own work and ensure that the quality of your work is ensure that the quality of your work is good.good.

Outcomes 1 and 2Outcomes 1 and 2

You will learn the correct names of You will learn the correct names of office equipment, what they are used office equipment, what they are used for and how to look after them.for and how to look after them.

You will learn to work in an office You will learn to work in an office and how to safely use office and how to safely use office equipment under supervision.equipment under supervision.

Setting the sceneSetting the scene

Imagine you are an administration Imagine you are an administration assistant in Forbes Enterprise Ltd.assistant in Forbes Enterprise Ltd.

Your new job will involve various Your new job will involve various tasks around the office. tasks around the office.

You will word process, answer the You will word process, answer the telephone and operate the fax.telephone and operate the fax.

Setting the sceneSetting the scene

Mr V Forbes, your boss, tells you that all new administration assistants must go on a training course.Mr V Forbes, your boss, tells you that all new administration assistants must go on a training course.

Now do Tasks 1 and 2.Now do Tasks 1 and 2.

The training course will

help you learn about the

different types of office

equipment.

Office equipmentOffice equipment

This is split into three different categories:This is split into three different categories:

office appliancesoffice appliances, , eg electrical equipmenteg electrical equipment

office sundriesoffice sundries, , eg paper-based equipmenteg paper-based equipment

office stationeryoffice stationery, , eg pens, pencils, etc.eg pens, pencils, etc.

Office appliancesOffice appliances

Office appliances are usually operated by Office appliances are usually operated by electricity. electricity.

The following are a few examples of office appliances:The following are a few examples of office appliances:

photocopier photocopier

fax machinefax machine

personal computerpersonal computer

telephonetelephone

shreddershredder

laminator.laminator.

Office stationeryOffice stationery

Office stationery tends to be items made out of Office stationery tends to be items made out of paper or card. paper or card.

The following are a few examples of office stationery:The following are a few examples of office stationery:

window envelopeswindow envelopes

memo padsmemo pads

printer paperprinter paper

telephone message pads.telephone message pads.

Office sundriesOffice sundries

Office sundries are all other items used by Office sundries are all other items used by office staff. office staff.

The following are a few examples of office The following are a few examples of office sundries:sundries:

staplerstapler

penspens

paper punchpaper punch

paper clips.paper clips.

Now do Tasks 3–6.Now do Tasks 3–6.

What happens now?What happens now?

Your teacher/tutor will describe each Your teacher/tutor will describe each appliance and explain how to care appliance and explain how to care for it.for it.

Your teacher/tutor will then show you Your teacher/tutor will then show you how to use each appliance.how to use each appliance.

You will get a chance to care for and You will get a chance to care for and use each appliance.use each appliance.

Office Office appliancesappliances

What is a photocopier?What is a photocopier?

A A photocopierphotocopier is a machine that is a machine that makes paper copies of documents makes paper copies of documents and pictures.and pictures.

How do I look after it?How do I look after it?

Photocopiers should be switched off and Photocopiers should be switched off and unplugged overnight.unplugged overnight.

The glass on the photocopier must be kept The glass on the photocopier must be kept very clean.very clean.

Clean the glass with a soft, dry cloth to get Clean the glass with a soft, dry cloth to get rid of marks.rid of marks.

Clear any paper jams.Clear any paper jams.

How to use a photocopierHow to use a photocopier

Lift the lid.Lift the lid.

Place your document face down on the glass.Place your document face down on the glass.

Make a test copy by pressing the copy button.Make a test copy by pressing the copy button.

If you are happy with the test copy, key in the If you are happy with the test copy, key in the number of copies required and make the number of copies required and make the copies.copies.

Remove your original document and the copies Remove your original document and the copies from the photocopier.from the photocopier.

Health and safetyHealth and safety

If a photocopier is not working:If a photocopier is not working:

Check that it is plugged in.Check that it is plugged in.

Clear any paper jams.Clear any paper jams.

Do not attempt to fix it yourself – report the Do not attempt to fix it yourself – report the fault to your teacher/tutor.fault to your teacher/tutor.

Try it for yourselfTry it for yourself

Your teacher/tutor will show you how Your teacher/tutor will show you how to do use the photocopier first.to do use the photocopier first.

You will then get the chance to use it.You will then get the chance to use it.

Watch your teacher/tutor carefully.Watch your teacher/tutor carefully.

Now do Task 7 and complete Now do Task 7 and complete checklist.checklist.

Now do Task 8. Now do Task 8.

What is a fax machine?What is a fax machine?

A machine that sends and receives A machine that sends and receives text and pictures along phone lines. text and pictures along phone lines.


Clean the fax machine using a soft, Clean the fax machine using a soft, dry cloth or a duster.dry cloth or a duster.

Fax machineFax machine

Facts:

Documents containing text, graphics, photographs, etc. can be sent by fax.

Faxes can be sent to other fax machines in the world, 24 hours a day.

How does it work?How does it work?

Fax machines are connected using telephone lines.Fax machines are connected using telephone lines.

Each fax machine has its own number, so you need to Each fax machine has its own number, so you need to know your friend’s fax number if you want to send them a know your friend’s fax number if you want to send them a fax.fax.

Now do Tasks 9, 10, 11 and 12.Now do Tasks 9, 10, 11 and 12.


Your teacher/tutor will show you how Your teacher/tutor will show you how to use the fax machine first.to use the fax machine first.

You will then get the chance to use You will then get the chance to use it.it.


Now do Task 13. Now do Task 13.

Personal computerPersonal computer

Used for word processing and Used for word processing and searching the internet.searching the internet.


Clean the keyboard with a soft, dry Clean the keyboard with a soft, dry cloth and clean the screen with cloth and clean the screen with screen wipes.screen wipes.

Personal computerPersonal computer

Facts:Facts:

used in every office.used in every office.

can connect to the internet.can connect to the internet.

used to word process worksheets.used to word process worksheets.

Now do Task 14.Now do Task 14.


Your teacher/tutor will show you how Your teacher/tutor will show you how to use the personal computer first.to use the personal computer first.



TelephoneTelephone

A telephone is an electronic device A telephone is an electronic device used for two-way talking with other used for two-way talking with other people.people.


Use a clean duster to clean the Use a clean duster to clean the telephone.telephone.

TelephoneTelephone

Facts:Facts:

You can receive spoken messages You can receive spoken messages from another person.from another person.

You can phone anyone in the world, You can phone anyone in the world, 24 hours a day.24 hours a day.

Now do Tasks 15 and 16.Now do Tasks 15 and 16.


Your teacher/tutor will show you how Your teacher/tutor will show you how to use the telephone first.to use the telephone first.



ShredderShredder

A A paper shredderpaper shredder is a mechanical is a mechanical device used to cut device used to cut confidential confidential (private)(private) papers into either strips or papers into either strips or very small pieces. very small pieces.

DangerDanger!!

Remember to watch your tie or Remember to watch your tie or hair when using a paper hair when using a paper shredder.shredder.


Your teacher/tutor will show you how Your teacher/tutor will show you how to use the shredder first.to use the shredder first.



LaminatorLaminator

A laminator puts a plastic coating A laminator puts a plastic coating onto paper.onto paper.

A laminator helps protect important A laminator helps protect important documents.documents.

Danger!Danger!

Remember a laminator can be Remember a laminator can be hot and if you are not careful hot and if you are not careful you could burn your fingers.you could burn your fingers.


Your teacher/tutor will show you how Your teacher/tutor will show you how to use the laminator first.to use the laminator first.



Health and safetyHealth and safety

Report any potential hazards.Report any potential hazards.

Adjust trailing cables.Adjust trailing cables.

Don’t try to fix broken electrical Don’t try to fix broken electrical equipment.equipment.

Dealing with faults – report Dealing with faults – report them!them!

If you cannot fix the fault, then you If you cannot fix the fault, then you need to report it.need to report it.

Usually you should report it to your Usually you should report it to your teacher/tutor, who will try to fix it.teacher/tutor, who will try to fix it.

If they cannot fix it, they will then If they cannot fix it, they will then pass on the fault to a technician.pass on the fault to a technician.

Don’t try to fix it on your own!Don’t try to fix it on your own!

Office stationeryOffice stationery

Memo pads or Post-it notesMemo pads or Post-it notes

Used to send short memos or Used to send short memos or

notes to other people.notes to other people.

Where would you store spare Where would you store spare

pads?pads?

You could store them in a stationery You could store them in a stationery cupboard and keep some handy for cupboard and keep some handy for you to use.you to use.

EnvelopesEnvelopes

Used to send letters through the Used to send letters through the post.post.

Where would you storeWhere would you store

envelopes?envelopes?


Telephone message padTelephone message pad

Used to record telephone messages.Used to record telephone messages.

Where would you store Where would you store

telephone message pads?telephone message pads?


Telephone message padTelephone message pad

Now do Task 17.

When answering the telephone, you should also have a telephone message pad and a pen/pencil ready on the table.

Office sundriesOffice sundries

StaplerStapler

This is used to staple paper together.This is used to staple paper together.

It can be cleaned using a duster.It can be cleaned using a duster.

Check that there are no staples Check that there are no staples stuck in the stapler.stuck in the stapler.

Pens/pencilsPens/pencils

These are used to write things.These are used to write things.

Where would you store them?Where would you store them?


Paper punchPaper punch

Used to punch holes in paper, so it Used to punch holes in paper, so it can be filed in a folder.can be filed in a folder.

Where would you store this Where would you store this

item?item?

This should be stored nearby so that This should be stored nearby so that it can be reached easily.it can be reached easily.

Paper clipsPaper clips

These are used to clip paper These are used to clip paper together.together.

Where would you store spare Where would you store spare

paper clips?paper clips?

You could store them in the You could store them in the stationery cupboard and keep some stationery cupboard and keep some handy for you to use.handy for you to use.

Your teacher/tutor will give you the Your teacher/tutor will give you the chance to use the different types of chance to use the different types of office sundries over the next few office sundries over the next few weeks.weeks.

Are you ready for the Outcomes Are you ready for the Outcomes 1 and 2 assessment?1 and 2 assessment?

If you have completed all the tasks If you have completed all the tasks and exercises without any errors, then and exercises without any errors, then you are ready to do the assessment.you are ready to do the assessment.

Tell your teacher/tutor that you are Tell your teacher/tutor that you are ready.ready.

Good luck!Good luck!

Outcome 3Outcome 3

You will use a word processor to You will use a word processor to produce a paragraph of text. produce a paragraph of text.

You will then print this out and proof-You will then print this out and proof-read your work before asking your read your work before asking your teacher to mark it. teacher to mark it.

TypingTyping

To help improve your keyboarding To help improve your keyboarding skills, click on the web link below and skills, click on the web link below and work from level 1 to level 4.work from level 1 to level 4.

http://www.bbc.co.uk/schools/typing

Getting started – word Getting started – word processorprocessor

This section will take you through:This section will take you through:

typing texttyping text typing figurestyping figures using upper-case lettersusing upper-case letters using lower-case lettersusing lower-case letters using the shift, space, return and using the shift, space, return and

delete keys.delete keys.

Important keys to rememberImportant keys to remember

Shift keyShift key

Used to type capital letters. Used to type capital letters.

Space barSpace bar

A key in the shape of a bar and near the bottom of a keyboard A key in the shape of a bar and near the bottom of a keyboard that generates a space character when pressed.that generates a space character when pressed.

Enter keyEnter key

This key is used to return the cursor to the next line orThis key is used to return the cursor to the next line or

completes a command.completes a command.

Backspace keyBackspace key

Moves the cursor one position backwards and deletes the Moves the cursor one position backwards and deletes the

preceding character.preceding character.

What is a word processor?What is a word processor?

It allows staff to type letters.It allows staff to type letters.

This business program is commonly used by This business program is commonly used by administration staff.administration staff.

For example:For example:

John McKean (administration assistant).John McKean (administration assistant).

He sends letters out to customers and uses a He sends letters out to customers and uses a word processor word processor to do this.to do this.

What can a word processor What can a word processor be used for?be used for?

A word processor can be used to A word processor can be used to type:type:

lettersletters

posters posters

notices.notices.

Complete the remaining Complete the remaining taskstasks Complete Tasks 18–25.Complete Tasks 18–25.

Proof-read each task before handing Proof-read each task before handing it to your teacher/tutor to mark.it to your teacher/tutor to mark.

Are you ready for the Outcome 3 Are you ready for the Outcome 3 assessment?assessment?

If you have completed all the tasks If you have completed all the tasks and exercises without any errors, then and exercises without any errors, then you are ready to do the assessment.you are ready to do the assessment.

Tell your teacher/tutor that you are Tell your teacher/tutor that you are ready.ready.

Good luck!Good luck!