ELECTRONIC DOCUMENT PREPARATION AND MANAGEMENT

Definitions:

MODULE 1Keyboard Mastery

The Computer An 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 System

Hardware, software, people, procedures, database and communication.

Hardware The physical parts of the computer system (the things that you can see and touch).e.g. Monitor, keyboard, speakers, CPU

Software A 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-point

People Persons who program, use and maintain the computer system.e.g. Computer Programmer, technician, data entry clerk

Procedures Instructions for using and managing the computer system.

Database Data used by application software.

Communication To transmit data from one drive to another or from one program to another. For example:(i) To move data from drive C (hard drive) to drive A (floppy

drive)(ii) To move date from Excel to Word

Input Devices Used to enter data into the computer system.e.g. keyboard, mouse, laser pen, microphone, scanner, digital camera, etc.

Output Devices Used to present processed information on screen, print or sound.e.g. Printer, monitor, speakers

MODULE 1Keyboard Mastery

System Unit This unit contains the motherboard which controls all the functions of the computer system. It is made up of three (3) essential parts:(i) Central Processing Unit (CPU - the brain) converts the input

into different formats(ii) Registers – saves processed information for temporary

storage or output(iii) Memory

Secondary Storage Used to store data permanently for later use.e.g. compact disc, floppy disk, hard disk

Communication device

Used to connect the computer to communication networks through telephone lines or cards.

e.g. modem, sound card, video card, etc.

Communication media

The physical components through which the communication devices transmit data.e.g. cables, telephone lines, cellular phone, satellites, etc.

Peripherals The input/output devices.e.g. keyboard, mouse, speakers, printer, etc.

Default settings The pre-fixed document settings.e.g. paper size, margins, tab stops, fonts, line spacing, etc.

Paper size The measurement of the paper.e.g. A4, A5, Letter, Legal

Paper orientationThe positioning of the paper.e.g. portrait, landscape

Layout The arrangement of text on a page including the headers and footers and vertical alignment of text.

Window A framed rectangular area on the desktop on which the input is presented.

ELECTRONIC DOCUMENT PREPARATION AND MANAGEMENT

Definitions:

MODULE 2File Management

File A file is a document or program saved on the computer system.

Folder A container for holding files and sub-folders.

File Management The 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 Security The use of passwords to ensure confidentiality of files.

Path The address of a file to indicate where it is located.

Shortcut A quicker and faster way of performing a task.

Formatting (i) Preparing diskettes to receive data(ii) Modifying text to enhance its appearance

Labeling Identifying diskettes electronically or with paper stickers to indicate the contents or owner.

Navigating Moving around within a document to view different parts of the document.

ELECTRONIC DOCUMENT PREPARATION AND MANAGEMENT

Definitions:

MODULE 3Selection of Stationery

Types of Stationery Bond:

Onionskin:

Flimsy:

Carbon:

Stencils:

Document cover:

Paper size A4: 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:

Envelopes Window: 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.

MODULE 3Selection of Stationery

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 envelope.

Commercial: an ordinary envelope with a flap for sealing.

Selection of envelopes

C3: 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 stationery

Letterhead: To print top page of letters

Memo forms: To print top page of memos

Copy paper: To make copies on printers and copiers

Forms: To prepare business documents

Labels: To address large envelopes and parcels

Index Cards: To print names in numerical filing

Document covers: To secure documents/papers

Templates: To prepare documents

Picture Paper: To print pictures

ELECTRONIC DOCUMENT PREPARATION AND MANAGEMENT

Definitions:

MODULE 4Production Principles

Font The style or design of the typeface of a set of characters, i.e., letters, numbers, punctuation marks, signs and symbols.

Highlight To emphasize text by overlaying it with colour so that it can still be readable.

Line Spacing The width between lines of a text.

Hyphenate To break or divide words into syllables.

Alignment The manner in which text is displayed between the side margins on a page.

Tab To move the cursor automatically to a desired point.

Bullet A symbol used to point out or itemize a list.

Symbols Special characters , e.g. the asterisk (*)

Border A line, frame or decoration on any side of a paper or document.

Background The 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 79

Full punctuation Inserting all the punctuation marks after abbreviations and in all parts of a document.

Open punctuation Punctuation marks that do not change the meaning of a matter are omitted.

Paragraph Text presented in a coherent manner expressing a group of related ideas about a particular subject. The types of paragraphs are:

- Blocked- Indented- Hanging

MODULE 4Production Principles

Indent A specified number of spaces between the margin and the text.

Headings Word-groups indicating the topic of text in a document. The types of headings are:

- Document- Section

Ellipsis Three dots used in quotation to indicate an omission of words. For example: “… is a document … to the buyer,” said Paul.

Enumeration The quantitative order of a set of items in a list by the use of letters or numerals.

Manuscript abbreviations and signs – Photocopy pgs. 98 – 104

Inset To set text within a document.

Editing Preparing a document for printing by correcting errors, verifying information and making necessary changes.

Clipboard A temporary storage for text that you want to copy or move.

Page break A dotted horizontal line indicating when one page ends and the other page begins.

Header The name of a chapter etc. typed at the top of the page.

Footer The name of a document etc. typed at the bottom of the page.

Print preview To view whole pages of a document before it is printed.

ELECTRONIC DOCUMENT PREPARATION AND MANAGEMENT

Definitions:

MODULE 5Business Correspondence

Letters Styles: Blocked, semi-blocked and indented

Salutation: Greeting to the addressee e.g. Dear Sir

Complimentary Close: e.g. Yours faithfully

Circular Letter: a standard letter with identical information sent to several persons

Form Letter: a standard letter that is used repeatedly to reply to clients, etc.

Memorandum An internal channel of communication.

Styles: Blocked and indented

Circular Memo: a standard memorandum with identical information sent by an organization to a large number of persons within the organization.

Notice of a meeting A document sent in advance to stakeholders informing them of a scheduled meeting.

Agenda A list of items in the order in which they are to be discussed at a meeting.Types: Ordinary Agenda and Chairman’s Agenda

Minutes of a meeting

Records of the proceedings (what took place) of meetings.

Network A 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.

MODULE 5Business Correspondence

Routing The distribution of a document to a number of recipients in a preferred order.

Virus A computer program that intercepts your e-mail messages, invades your privacy and destroys your files.

Anti-virus software A program to scan, detect, and delete viruses on the computer files, files from the internet and attachments from e-mail.

ELECTRONIC DOCUMENT PREPARATION AND MANAGEMENT

Definitions:

MODULE 6Production Display

Text wrapping The manner in which text is displayed around an object or table.

Cropping Cutting part of an image.

Resizing To alter the size of an image so that is becomes smaller or larger than the original.

Flyer An advertising leaflet.

Itinerary A personal programme stating the date, time and events for a person who is traveling or who has to be on a field trip.

Organization Chart A diagram representing a business structure.

Flow Chart A diagram showing the sequence (steps) of doing a certain job.

Types: Basic, Process, Development and Opportunity.

Report An oral or written formal channel of communication of an incident, occasion, investigation, progress of work, or statement of accounts.

Citation A quote, statement or extract from someone’s work used in another person’s.

Notation A 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.

Superscript Numbers, letters or symbols used to refer readers to relevant footnotes.

Footnote The explanation of a word or statement in the body of the text. It is placed at the foot (bottom) of the page.

Endnote The source of a citation inserted at the end of the section of a document

MODULE 6Production Display

Bibliography A reference list of print and non print sources used in preparation of a document.

Table of Contents A list of headings of paragraphs/sections/chapters with a corresponding page number from a document.

Proposal An offer to undertake a project for someone.

Types: Internal, External, Solicited

Storyboard A number of drawings in individual frames arrange in sequence alone with the dialogue for each drawing.

Example: Comic strip

Press Release Information prepared for submission to the media.

Types: News Release, General Summary Release, Feature Release

Endorsement A description of a legal document printed on the outside of a covering sheet or on the back of the document.

Specification A document prepared by an architect or contractor stating the conditions and tasks of work to be done.

Bill of Quantity A document listing the name and address of customer, cost, tools and equipment, etc. of a job to be done.

ELECTRONIC DOCUMENT PREPARATION AND MANAGEMENT

Definitions:

MODULE 7Production – Tabulations and Presentations

Tabulation The arrangement of data in a column or table.

Worksheet A page from an excel workbook.

Workbook An excel file.

Row A number of horizontal cells identified by a number to the left of the first cell.

Column A number of vertical cells identified by a letter to the top of the first cell.

Cell The box at the intersection of a row and column.

Formula A 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.

Table A document with a main heading and containing data in cells which are arranged in rows and columns

Data Source An electronic filing system saved on the hard-drive or on a removable storage device. It consists of several records.

Record A collection of related information on a person or topic

Field A piece or category of information in a record

Data Type The kind of data that can be stored in a field

Rank/Sort To arrange data in alphabetical or numerical ascending or descending order

Data Form A dialog box that can be used to create records for an excel database

MODULE 7Production – Tabulations and Presentations

Exporting To send data electronically from one program to another in order to create a new copy

Importing To copy data from one program and paste it to another.

Span The number of rows or columns a cell can occupy

- Rowspan: the number or rows a could occupy- Colspan: the number of columns a cell could occupy

Nested Table A smaller table fitted into a larger table

Incorporate data To copy date from a source document to a current document of the same or another program

ELECTRONIC DOCUMENT PREPARATION AND MANAGEMENT

Definitions:

MODULE 8Production Forms

Form A printed document with a heading and captions, and spaces for inserting required data.

Forms may be created with or without columns

ELECTRONIC DOCUMENT PREPARATION AND MANAGEMENT

Definitions:

MODULE 9Planning and Organization

Intellectual Property

The 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 material

Copyright The exclusive legal right of a person to his/her creativity

Plagiarism The use of another person’s work, and displaying it as one’s own without acknowledging the source

DESIRABLE HABITS AND WORK ATTITUDES

Business attributes to be developed during the course of training and work are:

1. A high standard of organizing skills.

2. Regularity and punctuality at your work-place.

3. A high standard of concentration, tact and individual responsibility.

4. Initiative and ability to work conscientiously, especially when not being supervised, and to submit assignments on time.

5. Loyalty to the organization and pride in taking care of furniture and equipment.

6. Standards of conduct and moral judgment.

Personal attributes to be developed during the course of training and work are:

1. Appearance at work – neatly dressed in comfortable and suitable clothing in keeping with the rules of the organization.

2. Pleasant interaction and good interpersonal relationships with others.

3. A sense of co-operation, teamwork and willingness to assist others.

4. A high level of tolerance and ability to adapt to changing situations at work and in the environment.

5. Honesty and courtesy.