Marketing and Sales Management

Level III
Based on November, 2023, Curriculum Version II

Module Title: Producing Market and Sales Documents

Module code: SA MSM 3 M07 1123
Nominal duration: 70Hour

Prepared by: Ministry of Labor and Skills

November, 2023
Addis Ababa, Ethiopia
 Acknowledgment
Ministry of Labor and Skills wish to extend thanks and appreciation to the many representatives of
TVET instructors and respective industry experts who donated their time and expertise to the
development of this Teaching, Training and Learning Materials (TTLM).

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Contents
Acknowledgment..........................................................................................................................................................ii
Introduction to the Module...........................................................................................................................................1
UNIT ONE- Selecting and Preparing Documents........................................................................................................2
1.1 Technology and software Application..................................................................................................................3
1.2 Selecting layout and style of publication..............................................................................................................4
1.3 Formatting Of Style Document...........................................................................................................................5
Self Check - One........................................................................................................................................................9
Unit Two: Designing Document.................................................................................................................................10
2.1 Identifying files and recording............................................................................................................................11
2.2 Designing documents..........................................................................................................................................11
2.2.1 Ensuring document design...............................................................................................................................12
2.3 Using a range of functions..................................................................................................................................16
2.4 Operating input devices......................................................................................................................................17
Self-Check -2............................................................................................................................................................19
Unit Three Producing Document..............................................................................................................................20
3.1 Completing document production.......................................................................................................................21
3.2. Checking produced documents..........................................................................................................................27
3.3 Storing and saving documents............................................................................................................................28
3.4 Using manuals and training booklet...................................................................................................................30
SELF –CHECK 3.....................................................................................................................................................32
Operation Sheet –1....................................................................................................................................................33
Lap Test - 1...............................................................................................................................................................35
Unit Four Finalizing Document..................................................................................................................................36
4.1 Proofreading document...............................................................................................................................37
4.2 Making modification...................................................................................................................................38
4.4 Printing and presenting document......................................................................................................................44
SELF-CHECK – 4....................................................................................................................................................47
OPERATION SHEET-2...........................................................................................................................................48
LAP-TEST -2..............................................................................................................................................................2

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 Introduction to the Module
This module describes the performance outcomes, skills and knowledge required to produce market
and sale document to select and prepare documents, Design document, produce document and Finalize
document to ensure business document. It includes Selecting and preparing document, designing
document, producing document and finalizing document.
This module is designed to meet the industry requirement under the Producing Market and Sales
Documents occupational standard, particularly for the marketing and sales management.
This module covers the units:
 Select and prepare documents
 Design document
 Produce document
 Finalize document
Learning Objective of the Module
 Select and prepare documents
 Design document
 Produce document
 Finalize document
Learning Instructions
For effective use this modules trainees are expected to follow the following module instruction:

1. Read the specific objectives of this Learning outcome.

2. Follow the instructions described below 3 to 5.

3. Read the information written in the “Note Try to understand what are being discussed. Ask
you teacher for assistance if you have hard time understanding them.

4. Accomplish the “Self-check” given at the end of each information sheet

 UNIT ONE- Selecting and Preparing Documents

This learning guide is developed to provide you the necessary information regarding the Following content
coverage and topics:

 Technology and software applications

 Selecting Layout and style of publication

 Formatting of style document

Provide sales support where required This guide will also assist you to attain the learning outcome stated in the
cover page. Specifically, upon completion of this Learning Guide, you will be able to:

 Select & use Appropriate technology and software applications

 Select Layout and style of publication

 Discuss and Clarify Format and style requesting document/publication

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1.1 Technology and software Application
Select and use appropriate technology and software applications to produce required business
documents there are several ways you can tackle the task of planning a document. The
following steps are a useful way o getting started and of ensuring that the result is
appropriate, readable and clear.
Technology, the application of scientific knowledge to the practical aims of human life or, as it is
sometimes phrased, to the change and manipulation of the human environment
Business technology includes any hardware or software used to complete workplace tasks.
Technology includes:
Computer technology, such as
 laptops and personal computers • Printers • Scanners • Photocopiers

To select appropriate technology and software for your tasks, you need to understand the functions of
the technology available to you.
 Personal computers
A computer is an electronic device for storing and processing information. A personal computer has a
separate hard drive and monitor that are attached to other equipment such as a keyboard and mouse
 Laptop
A laptop is a small, portable computer that has its hard drive, screen and keyboard within the same
piece of equipment. Laptops are popular as they are portable, lightweight and don’t solely rely on a
plug-in power supply (they have rechargeable batteries).
 Set of computer programs
Software is a set of computer programs and associated documentation and data. This is in contrast to
hardware, from which the system is built and which actually performs the work. At the lowest
program. There are two main types of software: system software and application software other types
of software include:
 Programming software
 Malware
 Utility software
 Recovery software
The most common application software programs are used by millions every day and include:
 Microsoft suite of products (Office, Excel, Word, PowerPoint, Outlook, etc.)
 Internet browsers like Firefox, Safari, and Chrome
 Mobile pieces of software such as Pandora (for music appreciation), Skype (for real-time
online communication), and Slack (for team collaboration

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Software applications include:
• Email • internet • Word processing • Spreadsheet • Database • Accounting or presentation packages

1.2 Selecting layout and style of publication

Publication design is the process of creating and designing layouts for things like newspapers,
magazines, books, and the online equivalent to those. Designers consider things like size and color to
make publications attractive, eye-catching, and easy to take in. Specific elements to be laid out might
include:
 Box outs and sidebars, which present information as asides from the main text flow
 Chapter or section titles, or headlines and subheads
 Image captions
 Notes like footnotes and end notes; bibliography, for example in academic journals or
textbooks
 Page headers and page footers, the contents of which are usually uniform across content
pages and thus automatically duplicated by layout software
Essentially, layout refers to the arrangement of visual elements on a page, screen, or other medium.
This includes things like the placement of text, images, and other design elements. Style, on the other
hand, refers to the way in which those elements are presented.

A publication style refers to the various editorial conventions adopted by a publisher, including
grammar, spelling, punctuation, and reference formats. A style guide, or style manual, is a set of
standards for the writing and design of documents, either for general use or for a specific publication,
organization or field. The implementation of a style guide provides uniformity in style and formatting
within a document and across multiple documents.
Use a range of functions to design the document
Organizing the content and structure of your document is the first step. Once you have designed a
document, it needs to be formatted. For most documents, you will use a word-processing application,
such as Microsoft Word, for this task. Within this program there is a range of functions to help make
your work more consistent. In this section you will look at the software functions for:

 formatting text
 formatting styles
 headers and footers
 formatting tables
 merging and comparing documents, and tracking changes

Screen display options and controls include:

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  Minimise/Maximise/Restore Down/Close
 layout view
 normal view Menu bar - View or click at right hand side on the bottom
 Page view of your document.
 print preview
 Ruler - View – click in the box if there is not thick mark in the box /√/.
 Toolbars (Address, Links, Desktop)
 Zoom percentages - you can determine your document size view on the screen using zoo
dialogue box shown below. View Zoom
 Setting Time/date

1.3 Formatting Of Style Document

Formatting
Business readers expect documents to be set up in a certain way. Standard formatting is a generally
accepted way to set up a document so its appearance follows a convention. Writers use standard
formatting so their business documents are consistent in appearance with what the reader expects.
Letters, reports, graphics, headings, and other elements are visual cues that make it easy for the reader
to locate and understand information.
A visual cue is an element the reader sees and interprets to have a particular meaning. For example, a
red octagonal sign is a visual cue to a driver to stop at the intersection.
The appearance of a document is the first impression your writing makes on the reader. That first
glance at your message should be an open invitation to the receiver. Format refers to how written
information is presented on the printed page or screen. Another term for format is layout. The
arrangement of text and graphics in relation to the white space on the page determines the visual
appeal to the reader.
White space includes margins, space between paragraphs, and any other blank space on the page.
Without properly formatted elements, the reader can easily become lost or distracted. If your message
lacks visual appeal, it may be discarded even before it is read.
Readability is a measure of how easy it is for the reader to understand your writing and locate
information within a document. Readability is achieved through a combination of clear writing and
effective formatting. Together, these elements help obtain the response you need from the reader.
Writing is most readable when it is presented in small segments with adequate white space.
Information presented in long paragraphs is uncomfortable for the reader and physically tiring to read,
since the eyes are given few breaks. Putting all of these points together, you can use the following
techniques to enhance readability.
• Introduce the message with a short paragraph.

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 • Use headings.
• Use standard fonts and sizes.
• Vary font style.
• Use parallel structure.
• Use formatting and organizational symbols.
• Use high quality paper.

 Formatting text

Formatting text is the process of changing the appearance of text in a document. It can be done by
selecting the text and applying different options, such as font, size, color, bold, italic, underline, and
alignment. Formatting text can help emphasize important information and organize the document. The
way formatting text is created and displayed depends on the computer system and software used
 formatting styles

A formatting style is a set of text formatting characteristics, such as font size, color, and alignment,
that can be applied to text in a word processor. A style can make the text formatting consistent and
easy to change, without having to apply each characteristic individually.
 headers and footers

Headers and footers are sections of a document that appear at the top and bottom of the page
respectively. They are separate sections from the main document, and are often used to hold footnotes,
page numbers, titles, and other information.
In Microsoft Word, the top margin of a page is called its header, and the bottom margin is called the
footer. Headers and footers are especially useful for including information that you want to display on
every page, or specific pages.
 formatting tables

Formatting a table means to adjust the appearance of the table to make it easier to read. This can
include formatting individual cells, rows, and columns by aligning text, resizing columns and rows,
and adding borders, shading, or colors. AutoFit is a feature in Excel that allows you to quickly adjust
the row height or column width to fit the text completely. To remove the current table style, select any
cell in the table and click Clear
Margin
Margin is a page layout term used in both print and Web publishing. In print, "margin" typically refers
to page borders, while on the Web it describes the spacing between elements on a webpage. Margins
are an integral part of any layout grid, aiding composition and overall aesthetic. The margin helps to
define where a line of text begins and ends. When you create a new document in a word processor, the
default margins are usually defined as one inch on all sides.
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A well-formatted document appears open and inviting. The Formatting include:

• alignment on page – /paragraph/

• columns - /Page Layout – Columns - as per your requirement/
• company logo/letterhead - /Insert – Header /Footer/ - copy logo & paste and adjust the
size/
• enhancements to format - borders, patterns and colours - /Page Layout /
• enhancements to text - colour, size, orientation - /Page Layout /
• headers/footers - /insert/
• margins - /Page Layout/
• page orientation - /Page Layout/
Software functions include the following:
• Default settings - settings which appear when opening an application.
• document protection – password – Home/File – Save As – Tools – General
Options – write your password.
• grammar check
• headers/footers - insert – Header/Footer
• indent - Page Layout – indent
• line spacing
• page numbers – insert – page number – select the options and click.
• page set up - Page Layout – margins/orientation/size.
• paragraph formatting
• spell check
• tabs
• text formatting
Formatting and Organizational Symbols
Formatting makes information more accessible to the reader by creating and labeling sections
(headings), highlighting key words or ideas (bold, italics, or lists), and making a good impression
(professional look and feel, appropriate font choice for the document type). Highlight important
information or set off related items by using bulleted lists, numbered lists, asterisks, underlining, or
boldface type. Numbered lists should be used only when the order of the items is important, such as
sequential steps. If the order of the items is not important, use a bulleted list. Always treat lists
consistently throughout a document.

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Self Check - One
I. Answer for the following question by giving short answer
1. Which one of the following is used for page layout term in both print and Web publishing
A. Formatting C. Margin
B. Formatting table D. Formatting style
2. The process of changing the appearance of text in a document. That can be done by selecting
the text and applying different options is
A. Formatting text B. Margin
B. Formatting table D. Formatting style
3. Which one of the following in not included in the formatting

A. alignment on page C margins or Page Layout

B. page orientation D. Header /Footer/ E. none

II. Answer for the following question by giving short answer

1. Define what is technology?
2. Explain what is software?
3. List the most common application software
4. Define what is Formatting text

III. Match the following terms with their corresponding definitions:

--------[Link] and Software Applications
---------[Link] and Style of Publication
----------3. Format and Style of Document
a) The arrangement and presentation of text, images, and other elements within a publication.
b) The selection and use of software applications to create, edit, and publish documents.
c) design and visual appearance of a document including fonts, colors, and graphics.

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Unit Two: Designing Document

This learning guide is developed to provide you the necessary information regarding the Following content
coverage and topics:

 Identifying files and recording

 Designing documents

 Using a range of functions

 Operating input devices

Provide sales support where required This guide will also assist you to attain the learning outcome stated in the
cover page. Specifically, upon completion of this Learning Guide, you will be able to:

 Identify, files and records the document

 Design appropriate documents

 Use a range of functions of document

 Operate input devices

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2.1 Identifying files and recording

Records management (also known as records and information management, or RIM) is a system used
to manage paper records or electronic records from the moment they’re created or received, through to
when they’re used, stored and disposed of.

Records contain information you’ve created or received and need to preserve as evidence of business
transactions or to comply with the law. This could be anything from meeting minutes and
correspondence to financial records and legal contracts.

The records can be in digital or paper format, and need to be kept for a certain amount of time.

A document becomes a record once all the work on it is completed. Documents change frequently,
whereas records should not change as they are a record of what’s happened.

For example, a document related to an employee’s performance review is likely to change up until the
review is complete. Once all the work on the review has been done, the document becomes a record
and can be filed.

A record retention schedule tells you how long you should keep records before destroying them, or
which ones you should keep as permanent records.

The purpose of records management is to ensure you maintain and have access to records that may
need to be retrieved for business processes, legal requirements or audits.

2.2 Designing documents

Document design is the process of choosing how to present document elements to make the message
clear and effective. Well-designed documents help readers understand information more quickly and
easily, and feel more positive about the topic. Design documents cover all information related to the
design of a product, software, website, etc. Design documentation is a collection of documents that
cover all important aspects of a product or service design, including target users, product features,
essential implementation details, design decisions, and project deadlines. Design documents are
created to coordinate efforts of a large team, give them a stable reference point, and describe all parts
of the software and how they will operate.
Designing appropriate documents is crucial for effective communication. The following guidelines
can help you create well-designed documents:
 Titles: Every standalone document should have a title that accurately represents its contents. A
title should be concise, summarize the topic, and be easily found at the top of the first page or
on the cover.

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  Headings and Subheadings: Use headings and subheadings to organize your document’s
content. They help guide readers’ eyes across the page and make it easier to find information.
 Font: Choose a font that is easy to read and suits the purpose of your document. Consider
factors such as readability, professionalism, and appropriateness for your target audience.
 Line Spacing: Proper line spacing improves readability. Use line spacing that is neither too
tight nor too loose.
 Lists: Use bullet points or numbered lists to present information in a clear and organized
manner.
 Visual Aids: Incorporate visual elements such as images, charts, or graphs to enhance
understanding and engagement.
 Interactive Elements: Depending on the document format, consider adding interactive
elements like hyperlinks or interactive media to make your document more engaging.
 Balancing Text and Whitespace: Strike a balance between text and whitespace to avoid
overwhelming readers with too much information on a single page.
 Making Accessible, AODA-compliant Documents: Ensure your documents are accessible to
all users by following accessibility guidelines such as those outlined by the Accessibility for
Ontarians with Disabilities Act

2.2.1 Ensuring document design

The responsibility of a writer to produce reader-friendly documents extends to layout, design, and
organizational elements surrounding the words themselves. If an email or report were simply a wall of
undifferentiated text running for several screens or pages, any reader would be daunted by the
prospect of having to scale that wall. Fortunately, writers can use document templates that make those
design choices for them with established styles so that writing a document becomes a matter of just
filling in the blanks; if you work for a company that uses templates for certain documents, of course
you will use them also for consistency and your own convenience.
Font type: A font type, also known as a typeface, refers to a specific design of characters, numerals,
symbols, and punctuation marks within a set of printable or displayable text. Fonts are used to stylize
and represent written language in various mediums, such as print, digital interfaces, and signage.
Here are examples of commonly used font types:
I. Serif fonts:
 Times new roman
 Georgia
 Baskerville
 Garamond
II. Sans-serif fonts:
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  Arial
 Helvetica
 Verdana
 Futura
III. Script fonts:
 Brush script
 Lucida calligraphy
 Pacifico
 Lobster
IV. Display fonts:
 Impact
 Bebas neue
 Exo
 Chunk five
V. Mono spaced fonts:
 Courier new
 Consolas
 Inconsolata
 Liberation mono
These are just a few examples, and there are countless other font types available, each with its own
unique style and characteristics. Different font types are often chosen based on their suitability for
specific design contexts, such as print materials, websites, logos, or branding
FONT SIZE
Size is another important consideration because readers depend on text being an ideal “Goldilocks”
size for readability and are frustrated by font sizes that are bigger or smaller than that. In a standard
written document, for instance, a 12-point Arial or Times New Roman is the Goldilocks size. If the
MS Word default size when you open a blank document is 11-point, it’s worth increasing it for the
sake of those who have slight visual impairment. Increasing the size much past 12-point has a similar
effect as using the Comic Sans font type: it makes your document appear to be targeting an audience
of children. Of course, situations where you want to increase the font size abound, such as for titles on
title pages so that the eye is drawn immediately to them, and any time readers are required to read at a
distance, such as posters on a notice board or presentation slides.
FONT COLOUR
A choice of color may also enter into document design considerations, in which case, again, the needs
of the reader must be accommodated. Used appropriately, a touch of colour can draw the eye to
important text. Coloring your name red at the top of your résumé is effective if few or no other
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elements in the document are so coloured because your name is essentially the title of your document
(Likewise, coloring the title of other documents is effective if there are no expectations of doing
otherwise (some style guidelines forbid color).
BOLDFACE, ITALICS, AND UNDERLINING
Boldface, italics, and underlining serve various purposes in focusing audience attention on certain
words. Boldface type is especially helpful in directing audience eyes towards titles, headings, and
keywords as you can see at the beginning of this paragraph and throughout this textbook. Highlighting
in this way is especially helpful to anyone who is visually impaired in any degree.
Line Spacing
Single-spaced lines are common to most documents because they accommodate the reader’s need to
dart quickly to the next line to continue reading a sentence. The gap between 1.0-spaced lines is just
enough to clearly separate one line from another so the hanging elements at the bottom of letters like j
and g don’t interfere with the tops of uppercase letters on the line below. Some documents such as
academic manuscripts are double-spaced to give readers, who are usually the instructors or teaching
assistants grading them, enough space to write comments and editorial marks between the lines.
Because doubling the line spacing also doubles the number of pages in a print version, avoid double-
spacing documents for audiences who don’t explicitly require it.
Frustratingly, some word processors such as Microsoft Word open blank pages with line spacing
values other than single (1.0) spacing as their default setting, such as 1.08 or 1.15. In such cases, a
couple of adjustments are necessary if you want to single-space a document you’re writing from
scratch. Make these adjustments as soon as you open a blank page or by highlighting all (ctrl. + a) if
you’ve already started.
In MS Word’s Home menu: Click on the Line and Paragraph Spacing icon that has four lines
representing text with two blue arrows on its left side, one pointing up and one down, in the Paragraph
section of the Home menu ribbon (or just type the Alt + h, k

Figure 2.1: Where to click to get line-spacing options in the MS Word tool ribbon (above) and
Paragraph control panel (right)

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 I. Select 1.0 from the dropdown menu or Line Spacing Options from the same to open the
Paragraph control panel and select Single from the Line Spacing dropdown menu in the
Spacing section.
II. Perform the same two steps as above to get the Line and Paragraph Spacing dropdown menu
and select Remove Space After Paragraph or, from the Paragraph control panel, click on the
“Don’t add space between paragraphs of the same style” checkbox and the Okay button at the
bottom to apply the style.

The third action above prevents MS Word from adding a full line of space every time you hit Enter at
the end of a line. When typing address lines for a letter without the “Don’t add space” checkbox
ticked, for instance, the default line spacing will continue to look like double spacing even if you set
the line spacing to single.
Justification should ideally be left as the default left-aligned or “Left-justified / ragged right.” This
means that all lines are flush to the left margin and the lines end wherever the last full word fits before
the right margin sends (or “wraps”) the next word down to the next line, making each line vary in
length so the right margin looks “ragged,” as you can see throughout this textbook.

Figure 4.6.4b: Where to click to select text justification or left-aligned (“ragged right”) text in the MS
Word Home menu tool ribbon
Lists
Another technique that helps the reader skim and easily find sought-after content is numbered or
bulleted lists for a series of discreet but related items. Whether you use numbered or bulleted lists
depends on your organizing principle:

2.3 Using a range of functions

Some functions to ensure consistency of design and layout are:
 Selecting an accessibility-ready template or theme for your website
 Using standard page templates across your site
 Creating a brand guide with details on how to style and/or code certain content types

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  Using semantic elements like headings and lists to organize your content
 Applying UI elements as they are originally defined

Consistency is a crucial aspect of design and layout. It helps users to navigate and interact with the
interface more efficiently. Functions can be used to ensure consistency in design and layout by
automating repetitive tasks and enforcing design rules.
Here are some ways functions can be used to ensure consistency in design and layout:
I. Standardizing color schemes: Functions can be used to standardize color schemes across the
interface. This ensures that the colors used are consistent and harmonious, which helps to
create a cohesive look and feel.
II. Enforcing typography rules: Functions can be used to enforce typography rules such as font
size, line height, and spacing. This ensures that the text is easy to read and consistent across the
interface.
III. Automating layout tasks: Functions can be used to automate repetitive layout tasks such as
aligning elements, resizing images, and positioning text. This ensures that the layout is
consistent across the interface.
IV. Creating reusable components: Functions can be used to create reusable components such as
buttons, forms, and menus. This ensures that the components are consistent across the interface
and can be easily reused.

2.4 Operating input devices

Input devices send information to a computer system for processing, while output devices reproduce
or display the results of that processing.
Inputs are the signals or data received by the system and outputs are the signals or data sent
from it. The term can also be used as part of an action; to "perform I/O" is to perform an
input or output operation. The operating system manages peripheral input and output devices such
as keyboards, monitors, printers, scanners, and cameras. It controls the sending and receiving of data
using a program called a device driver. The keyboard is often treated as the standard input device, and
the monitor as the standard output device.

In computer architecture, the combination of the CPU and main memory, to which the CPU
can read or write directly using individual instructions, is considered the brain of a
computer. Any transfer of headings as the first level.

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 Figure 2.3 Input devices

From the human user's perspective, the process of reading or seeing these representations is
receiving input; this type of interaction between computers and humans is studied in the
field of human– computer interaction.
In computer architecture, the combination of the CPU and main memory, to which the CPU
can read or write directly using individual instructions, is considered the brain of a
computer. Any transfer of headings as the first level. To have input devices you have:
 Connect an input device such as a keyboard, mouse, or microphone to your computer.
 Open Control panel, and go to Device manager. You will need admin permissions.
 Right-click each input device, select Properties then Enable.
 Alternatively, you can open Settings, and click on System. Then click on Sound on the left
side, and choose your input device from the drop menu on the right side

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Self-Check -2
I Write true if the statements are true and write false if the statements are false

--------1. Identifying files and recording involves organizing and labeling documents for easy retrieval.
--------2. : Designing documents only involves selecting appropriate fonts and colors.
--------3. Using a range of functions refers to the ability to utilize various features and capabilities of
software applications.
II. Answer for the following question by giving short answer

--------4. ------is a system used to manage paper records or electronic records

A. Design document B. Record management C. Record retention D All
--------[Link] process of choosing how to present document elements to make the message clear and
effective
A. Design document C. Record management
B. Formatting table D. Formatting style
--------6. Which one of the following included in the design documentation
A. target users C. design decisions
B. product features D. all

-------7. Which one the following functions can be used to ensure consistency in design and layout
A. Standardizing colour schemes C. Automating layout tasks
B. Enforcing typography rules D. All E. None

------8 ---------are the signals or data received by the system

A output B. input C. output and input D. all E. none

III Answer for the following question by giving short answer

1. What is the purpose of a design document?
2. How can you identify a file based on its file extension?
3. What is a record in the context of a database?
4. How are files and records related in data management systems?

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Unit Three Producing Document

This learning guide is developed to provide you the necessary information regarding the Following content
coverage and topics:
 Completing document production
 Checking produced documents
 Storing and saving documents
 Using manuals and training booklet
Provide sales support where required This guide will also assist you to attain the learning outcome stated in the
cover page. Specifically, upon completion of this Learning Guide, you will be able to:
 Complete document production
 Check produced documents
 Store and saving documents
 Use manuals ,training booklet

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3.1 Completing document production

Businesses have great interest on different document production for their organization
progress. So, schedule should be worked backwards from the deadline for delivery, taking
into account the schedules of other people involved, such as suppliers and printers. Make
certain you allow for several stages of proofing, and remember to keep frequent back-up
copies of your work on the given Designated time lines.

The process of producing documents is an iterative process involving drafting, checking, and revising
the document. It should continue until a document of acceptable quality is produced. The acceptable
quality level depends on the document type and the potential readers of the document.

A possible process is illustrated in Figure 1.

Figure 2: A document production process with quality checks

Designated time lines include the following:

 Organizational time line e.g. Deadline requirements
 Time line agreed with internal/external client
 Time line agreed with supervisor/person requiring document/s

It’s pretty obvious that business writing will expose your organization to prospective customers
and clients. This means image is critical and everything that goes out – from e-mails to letters and
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 brochures – needs to reinforce a professional and consistent company image.
The following communication mediums can help with that and are all relatively common within
today’s organizations. If not available in yours, then they are also usually attained at a small cost,
which can be far out-weighed by the benefits.
Most businesses would produce emails, letters, brochures, postcard mailers, “with compliments”
slips and faxes. To do so would require this software:
 Business letters
 Minutes
 Reports
 Spreadsheets
 Presentations
 Agendas
 Business Cards
 Memos
Design and Produce Business Documents
Design and Produce Business Documents is a unit that describes the skills and knowledge required to
design and produces various business documents and publications. It includes selecting and using a
range of functions on a variety of computer applications. This unit applies to individuals who possess
fundamental skills in computer operations and keyboarding.
The layout and style of a publication is critical to its impact on the reader, just as the contents are. If a
business document is difficult to read because of poor design features, its contents are less likely to
make any impact on the reader of the document. The reader may be distracted by poor layout instead
of concentrating on understanding the content. Layout and styles the layout and style of a publication
will depend on what the organizational requirements are for the particular document type. Any
document you create must fit the specifications of your organization. It is a good idea to find a sample
before you start. By looking at the sample and asking about the specifications, you should be able to
work out exactly what layout is required. For example, your organization might have a preferred
layout for business reports, which will require using the following guidelines for structure and format.
Structure
• Begin with an outline.
• Follow this with bullet points covering the major issues.
• End with a report summary.
Format
• Use a particular font type and size (such as Times New Roman 12 pt).
• Use a certain colour and style for headings (such as black and bold).

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• Make sure paragraphs are double-spaced so the report is easy to read.
Select layout and style of publication
Topic 1 Select and prepare resources
Inputting information into the computer is just the beginning. Once you have entered the relevant data,
you must organize the content and structure. This is called designing a document and each task will be
different. It all depends on the type of document you are working on and the requirements of your
workplace. The document you are designing needs to be prepared using consistent design principles in
line with organizational or client requirements. Consistent design ensures that the layout of the content
flows smoothly and the final presentation is professional. Consistent design techniques should be used
in the following features of your document.
Headings
Use a font and font size for a major heading so it will inform the reader of the focus of the
page/document. Headings should be large enough for easy reading and can be centered, left aligned or
right aligned. There is usually only one major heading but sometimes there is a major subheading also
(which should be in a smaller font size). Subheadings are a transition from the major heading to body
text and make it easy for readers to locate information. Subheadings are usually in bold and in a
smaller font size than the major heading/s.
Lists
Numbered and bulleted lists can have less spacing between items and more above and below the list.
Borders and lines
Borders and lines can be added to documents. Again, spacing must be consistent – if you insert a 12 pt
space (or one Enter) before one line, then the next line must have the same amount of spacing used.
Spacing
Variations can occur; for example, the spacing between bulleted lists could be reduced to 3 pt or 4 pt if
it is necessary to fit text on a page, or spacing after subheadings could be reduced.
Punctuation and Capitalization
It is important that punctuation is consistent throughout, including such things as the use of single or
double quotation marks, and whether items in a list are separated by a comma or not. Capitalization in
headings must be consistent; for example, in this unit only the first letter of headings are capitalized.
This style of capitalization is called minimal capitalization.
1C Ensure consistency of design with company and/or client requirements
Design the document to maximize the presentation of information
Efficient entry of information helps to streamline the overall process of document preparation.
If you have all of the information you need at hand prior to commencing, you can sort it into a logical
sequence. Set aside a realistic amount of time to prepare your document.

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If you rush or stop and start the preparation frequently, you are more likely to make mistakes and the
document may not flow in a logical sequence.
In order to maximize the presentation of information you might consider applying or customizing a
particular theme for your document.
This entails formatting an entire document with a theme to give it a professional and modern look. A
document theme is a set of formatting choices that include a set of theme colors, fonts (including
heading and body text fonts) and effects (including lines and fill effects). Programs such as Microsoft
Office Word, Excel and PowerPoint provide several predefined document themes, but you can also
create your own by customizing an existing document theme, and then by saving it as a custom
document theme.
Document themes are shared across Microsoft Office programs so that all of your documents can have
the same, uniform look. Enter information efficiently There are two main components to entering
information efficiently. The first is making sure you have everything you need at hand, so you don’t
have to stop and search for more information. This is a way to maximize your efficiency as the author
of the document.
Sometimes you might even be able to copy information from another business document. If you were
compiling a report on expenditure, for example, you might be able to copy key figures directly from
the accounting package or records spreadsheet. The second is ensuring that the information is
presented in the most appropriate way, so that a reader of your document does not need to stop and
think in order to understand it. This is a way to maximize the efficiency of the document for the
reader. Allow a realistic amount of time It is essential that you allow a realistic amount of time to
prepare your document. Instead of making a plan for the best-case scenario, you should consider
worst-case scenarios you can’t control; for example, the printer or photocopier breaks down, or
someone else needs to use them at the same time. If adequate time is not allowed, then:
• The document will not be prepared in time
• Important information may be left out
• Incorrect information will be included; for example, the sales figures for the wrong quarter.
Publisher Basics
Microsoft Publisher 2007 is a desktop publishing program that can be used to create a variety of
publications. Using Publisher, you can easily create business cards, greeting cards, calendars,
newsletters and much, much more.
Unlike the other programs in Microsoft Office 2007, Microsoft Publisher 2007 uses the Microsoft
Office Toolbar and a Menu system in place of the Microsoft Office Ribbon.
Some Useful Definitions:

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 Frame – Most publications are divided into several different areas called frames. A frame can contain
a variety of objects such as graphics, tables, or text boxes. Frames can be resized, moved and
manipulated to suit your needs.
Handles – When you click on a frame, small circles appear around the edge of the frame. These are
called handles. You can click and drag on the handles to resize your frame.
Text Frame

Picture Frame

Handle
s

Text frame

Figure 3.1 Frame

Template -A Template is a tool used in Publisher to help you easily create basic publications. The
template has a set of pre‐chosen design styles that you can use as it is or customize as you see fit.
Opening Publisher
To Open Publisher either:
 Double click on the Microsoft Publisher Icon on your desktop, OR
 Click on Start in the lower left hand corner of your desktop, move up to Programs, and then
click on Microsoft Publisher
Creating New Publications with Publisher 2007 Design Templates.
When you first open Publisher, Publisher offers you a number of different publication types to start
with.
 Click on one of the publication types in the main window or in the list on the left side of the
main window to view a list of templates that will walk you through the process of making
basic design choices for your publication. These choices include color schemes, font styles,
and more.
Creating a Newsletter in Publisher
 Click the Newsletters selection in the Publication Types area.

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The right side of your Publisher screen will now change to Newsletters.

Move down the Brochures screen until you see Classic Designs.
Now look in the upper row of Brochures on the right. We'll select The Arcs Newsletter just like we
used the Arcs Informational Flyer. To select the Arcs Newsletter, click on this choice.
Take a few minutes to look at the Newsletter Format Publication Task Pane.
Notice that Page Options, Color Schemes, and Font Schemes appear at the top of this Task Pane
You will also notice that there are Newsletter Options in the lower part of the Task Pane,
Notice, on the right side of the screen, that an Arcs Newsletter appears. Also, notice at the bottom of
the brochure screen, there are four Pages -one for each side of the sheet of paper that will make up the
four sides of the Newsletter. We'll return to edit each side when we have completed the Newsletter
Task Pane.

Format Publications/Newsletter
 Click Page Options and the Columns and Suggested Objects (for Newsletters) appear as
indicated at the left. Use the elevator bar (on the right side of the Task Pane) to move up and
down the Columns/Suggested Objects area. As you move, click several of the objects. As you
select the different Objects, you will notice that the Brochure template, on the right, changes as
the Objects you selected are “dropped” in the middle of your Brochure.
 If you “goof-up” it’s easy to get back to where you were. In the Button Barbelow the Menu
Bar there is a little, blue circular arrow. This is the undo button. If you click-on this button you
will undo your last “click.”

3.2. Checking produced documents

Approval of document: checking and proofreading skills; editing skills; consultation; feedback; final
approval; version control
To check if a document was produced by AI, you can follow these steps:
I. Compare the document to previously published written material to ensure that the company
voice is consistent.

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 II. Review the format of the document. Pay attention to the organization of the document, such
as logical flow between sections and consistent use of headlines or subheadings.
III. Take a step back from close editing and look at the layout of the overall document. Run a
critical eye over the page elements, such as margins, justification, text, and illustrations.
IV. If you are working with a Word document, you can check its creation date by right-clicking
on it, selecting “Properties,” and viewing the information in the dialogue box.
Checking produced documents involves reviewing and assessing the quality, accuracy, and
completeness of various types of documents. some points on the process of Checking produced
documents:
 Purpose: The purpose of checking produced documents is to ensure that they meet the required
standards, adhere to established guidelines, and effectively communicate the intended
information or message.
 Accuracy: Check for factual accuracy, including data, statistics, and references. Verify that all
information presented is correct and up to date.
 Grammar and Spelling: Review the document for grammar, spelling, and punctuation errors.
Ensure that the language used is clear, concise, and grammatically correct.
 Formatting and Layout: Assess the document's formatting and layout, including headings,
subheadings, paragraphs, and bullet points. Verify consistency in font styles, sizes, and
spacing.
 Consistency: Ensure consistency in terminology, formatting, and style throughout the
document. Check for consistent use of abbreviations, capitalization, and numbering systems.
 Structure and Organization: Evaluate the document's structure and organization. Check if the
content flows logically and is presented in a coherent manner. Assess if the document includes
an introduction, main body, and conclusion.
 Compliance: Ensure that the document complies with any relevant guidelines, regulations, or
industry standards. Verify that it follows any specific templates or formatting requirements.
 Graphics and Visuals: Review any graphics, charts, tables, or visuals included in the document.
Check for clarity, accuracy, and proper labeling.
 References and Citations: Verify that all references, citations, and sources are appropriately
cited and formatted according to the required referencing style.
 Final Review: Conduct a final review of the document before finalizing or distributing it.
Double-check all changes made during the editing process and ensure that any corrections or
revisions have been implemented accurately.

Checking includes:
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  Accuracy of information
 Consistency of layout
 Ensuring instructions with regard to content and format have been followed
 Grammar
 Proofreading
 Spelling, electronically and manually.

Printing includes:
 Basic print settings
 Multiple copies
 Odd or even pages
 Print preview
 Printer setup
 Specified pages
 Whole document.

3.3 Storing and saving documents

Storing Document Appropriately and Saving Document to Avoid Loss of Data.

Naming documents is activities which must be perform by giving identification name, number, code,
symbol or other symbolic representative to keep the data for future use. These activities may include:
Appropriate file type, Authorized access, File names according to organizational procedure
e.g. Numbers rather than name x File names which are easily identifiable in relation to the
content, File/directory names which identify the operator, author, section, date etc. Filing
locations ,Organizational policy for backing up files, Organizational policy for filing hard
copies of documents for Security.

Storing documents is an activity of keeping documents or data by recording in different ways either
hard copy or soft copy; in audio or video recording and saving (storing) ways. Storing documents may
include: Storage in directories and sub directories, Storage on CD ROMs, disk drives or
backup systems, Storing/filing hard copies of computer generated documents, Storing/filing
hard copies of incoming and outgoing facsimiles and Storing/filing incoming and outgoing
correspondence.

Storing and saving documents on your computer is essential for easy access and organization. Here are
some tips to help you get started:

 Creating folders: Think of your computer as a huge filing cabinet. On both Mac and Windows-
based computers, you can create folders and subfolders to store all your information. Start by
organizing your files in the built-in Documents folder. Divide it into separate general folders
such as Finances, Work, and Family. You can further organize your ‘filing cabinet’ by creating
subfolders within these folders.

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  Windows-based computers: If you’re using a Windows-based computer, you’ll find a listing
for “Documents” when you click the Start menu. Clicking on it will show several folders,
including Downloads and My Pictures. While these are useful, it’s better to customize the
larger Documents folder for your personal needs. To create a new folder, click “Make a New
Folder” under “File and Folder Tasks” and give it a name.

 Mac computers: On a Mac, Finder is the master filing cabinet where everything is stored. To
create new folders in Finder, click on the icon that looks like a gear at the top of the display or
go to the File menu in the top left-hand corner of your screen. In either case, select “New
Folder” and give it a name.

Naming And Storing Documents Include:

 Appropriate file type
 Authorized access
 File names according to organizational procedure
 File names which are easily identifiable in relation to the content
 File/directory names which identify the operator, author, section, date etc.
Filing locations

 Organizational policy for backing up files

 Organizational policy for filing hard copies of documents~ Security

 Storage in Folders/Sub Folders

3.4 Using manuals and training booklet

Understand the purpose and value of designing and producing high quality and attractive document
Different types of documents that be designed and produced could be
Letters : Most organizations have their own standard letter template but there may be instances where you
will have to alter the letter or change the style to fit the audience (e.g. changing the font, or size of those
with dyslexia).
Agendas: You may not need an agenda in all team meetings, but when you do it is important that it is clear
and easy to read. It is also a good idea to leave space for any notes people may want to make during the
meeting.
Memos : Most companies have a standard template for a memo which will be simple and maybe have the
company logo on.
Business cards : Business cards in an organization can differ as there may be members of staff that have
personalized ones. Business cards do not always have the same style and colors as the other material the
organization may have especially when you have personalized ones. You want to make them bold but to
the point.
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Minutes: Minutes refer to a summarized record of the proceedings at a meeting. They are an official
memorandum authorizing or recommending a course of action. The secretary usually records the minutes
during the meeting
Reports; A report is a document that presents information in an organized format for a specific audience
and purpose. Although summaries of reports may be delivered orally, complete reports are almost always
Spreadsheets: A spreadsheet is an electronic document that stores data in rows and columns of a grid,
allowing users to sort, organize, and manipulate data efficiently. It is a computer program that can
calculate numerical data using mathematical formulas and the data in cells . Spreadsheets are commonly
used for financial planning and budgeting, but they can be used for a variety of purposes such as inventory
management, performance reviews, surveys, and more .
Presentations: An electronic presentation is a presentation that uses multimedia tools such as images,
audio, and electronic files to convey information. These presentations are transmitted through the internet
and can be accessed using electronic devices such as mobile phones or computers 1. They are the opposite
of personal presentations, which are typically delivered in person.
Electronic presentations are created using popular software like PowerPoint, Freelance, Corel
Presentations, Astound, or Prize.
Manual: The word manual refers to a book that provides instructions or information. It can also refer to
a book of forms used by priests in the administration of sacraments. Additionally, it can describe a vehicle
with manual transmission or an organ keyboard played with the hands
Different formats in which text may be presented may be Rich Text Format (.rtf), Plain Text (.txt), and
Microsoft word (.doc &.docx). Another format which text can be used to present text is a PDF. PDF files
are usually used for finished documents and cannot be edited or changed. Some PDF documents however
do have fields to input data in certain fields.

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SELF –CHECK 3
I. PART I- Choose the best answer for the following question
1. Which one of the following included under designated time line
A. Organizational time line C. Agreed time line
B. C. Time line agreed with internal Clint D. All
2. Which one of the following documents is a unit that describes the skills and knowledge
required?
A. Design and produce business C. Finalizing document
B. Performing document D. Selection of technology
3. Headings should be large enough for easy reading and can be Size
A. Centered B. left aligned C. Right aligned D. All
4. The program that can be used to create a variety of publications Product Requirements
A. Microsoft words B. Microsoft access C. Microsoft publisher D. Microsoft Excel
5. Approval of document include
A. checking and proofreading skills C. consultation; feedback
B. editing skills D. All
6. Naming and storing document include
A. Appropriate file type
B. Authorized access
C. File names according
D. All

II .Match the following terms with their corresponding definitions:

---------1. Completing Document Production
---------2. Checking Produced Documents
---------3. Storing and Saving Documents
--------4. Using Manuals, Training Booklets
a) Finalizing and preparing documents for distribution or use.
b) Verifying the accuracy, quality, and adherence to standards of produced documents.
c) Preserving documents in a secure and organized manner for future reference.
d) Reference materials that provide guidance and instructions for using software or systems.

III. Give short for the following questions

1. List business documents
2. Write the steps of checking a document
3. Discuss the types printing document

Operation Sheet –1
OPERATION TITLE: Selecting and use technology an apply to use formatting text, font, size ..

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PURPOSE: - the trainee wills easily on successful completion of this unit they should have developed
the skills and knowledge required selecting use and maintaining business equipment. This technology
includes the effective use of computer software to organize information and data.
INSTRUCTION:
1 Use the following basic formatting functions to complete these tasks. You have to save the
changes in your document.
 Select three different fonts and three different font sizes. Apply these to part of your document.
 Bold, italicize and underline some of the sentences in your document.
 Use the numbering function to list some of the sentences in your document.
 Add a border to one sentence in your document.
 Highlight one sentence in your document and change the font colour of another.

2. Find the Page Number Format dialogue box. Format the page numbers of your document so that
they are in lowercase Roman numerals; for example, i, ii, iii.
3. Use the table you have just inserted in your document to complete the following tasks:
 Select three cells in your table.
 Select two rows in your table.
 Select one column in your table.
 Select the whole table.
 Resize some rows and columns.
 Merge some cells.
 Format the content in the table.

[Link] instructions
1. Open a new Microsoft Publisher
2. Create Newsletter (use Photo scope Newsletter Design)
3. Format the newsletter as follows
Colour scheme (Flow)
Font Scheme Arial Rounded)
Use Business Information as (Customer Contact & Secretarial Operation Level III)
Page size Two-page spread
4. Insert page number for your newsletter at the top of the page left side
5. Save the newsletter by your group name on the desktop
CONDITIONS OR SITUATIONS FOR THE OPERATIONS: The trainee must be practice
properly and organize microcomputer work environment 100% suitable of Open Word and create

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the following main document using a letterhead and attach the data source to it. Insert merge
fields where required and print a copy of the letter showing merge code.
Equipment, Tools and Materials:
 Computer White board marker &Duster
 Projector Lecture room
 White board Printer Conditions:
PROCEDURE:
1. operate PC
2. Click start
3. Click Microsoft publisher
4. Select Business card and click
5. Write Memo & letter
6. Save the documents on desk top
PRECAUTION: Trainers are legally required to lock the health and safety of trainee. This applies to
all organizations and including voluntary organizations.
Must provide safe working environment. x Students must not put themselves or others at risk
QUALITY CRITERIA:
I. Accuracy: The ability to create and edit documents without introducing errors or inaccuracies
in the content or formatting. And
II. Speed: The efficiency to navigate through the software quickly, access features easily, and
perform tasks promptly

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Lap Test - 1

Instruction: By using the attached data and steps given above perform the following tasks
Task -1 Write Business Card
Task-2 Write Memo
Task-3 Business letter

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Unit Four Finalizing Document

This learning guide is developed to provide you the necessary information regarding the Following
content coverage and topics:
 Proofreading document
 Making modification
 Naming and storing documents
 Printing and presenting document
Provide sales support where required This guide will also assist you to attain the learning outcome
stated in the cover page. Specifically, upon completion of this Learning Guide, you will be able to:
 Proofread document
 Make modification
 Name and store documents
 Print and present document

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 4.1Proofreading document

Proofreading is the act of critically reading a document with the goal of identifying and fixing
errors. It is the very last stage of the writing process, when you fix minor spelling and punctuation
mistakes, typos, formatting issues and inconsistencies. Proofreading is crucial to establishing a
professional tone in school and workplace contexts. You can either proofread the copy yourself or hire
a professional proofreader

Proofread document for readability, accuracy and consistency in language, style and layout prior to
final output.
Proofreading, on the other hand, has less ambition than editing and is therefore a cheaper service, but
it still performs a vital role. Proofreading is the process of correcting surface errors in writing, such as
grammatical spelling, punctuation and other language mistakes.
The following list should jog your memory for things to check:
Is the text correct? Are spelling, punctuation, and use of the ‘house-style’ consistent? Don’t forget to
check headings, captions, footnotes, text in illustrations, running heads, contents lists, and indexes, as
well as the main text.
Have the correct headings been given for the text? And the correct running heads? Do the headings in
the text match the headings given in the contents list? And are the page numbers in the contents list
correct? Is the numbering system for parts, chapters, sections, and subsections consistent? Is the
content of the illustrations correct? Are they the right size, the right way around, has the
correct part of the illustration been used? Do the illustrations match the captions? Is the
numbering of illustrations correct?
These are the key questions a proof-reader will consider when proofreading a piece of
writing (Grammar Rules and Punctuation Mark Should be applicable)

 Are there any spelling errors?

 Are full stops, commas, colons, semicolons, etc., used correctly?
 Have words that sound like one another but have different meanings, such as there, there
and they’re, been used correctly?
 Have quotation marks and apostrophes been used appropriately?
 Are there any double spaces, particularly after full stops?

You might think that eliminating mistakes and inconsistencies in a document is not a
particularly demand in job, and that a friend or family member, or even a computer
program, could do it. However, a professional editor is a far more accomplished proof-
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 reader than your typical friend or family member and any computer program that Google
has dreamed about.

A professional editor understands the conventions of English writing and the nuances of the
language, is trainee to be methodical, and through experience can identify and eliminate the
common errors that often plague, for example, a novel or thesis. As well as catching easy
to overlook mistakes, they can also identify inconsistent terminology, spelling and
formatting.
Proofreading is an important service because any writing intended for publication—whether
an academic article, book or business document—must communicate its message in the
clearest possible way. For writing to be clear, there must be no spelling, grammar or
punctuation errors, or inconsistency in language, as these can undermine the impact of the
writing and the credibility of the author.

4.2Making modification
Once the document has been proofread and errors or inconsistencies identified, the document will
need to be modified (or edited) accordingly. The modifications you make will depend on what
computer software you are using, what sort of business document it is and what kind of modification.
The way you make modifications to a business document will depend on the software you are using.
Commercial accounting packages such as Quicken and Mind Your Own Business (MYOB) have their
own customized way of editing. If you are unfamiliar with this part of the package consult the manual,
the online help or a work colleague. You have already learnt about the edit feature of tracking changes
in Microsoft Office 2013, as well as making design and layout modifications to text and tables.
Another common way of making modifications to an existing document is to scan it and then modify
it.
Make modifications in Microsoft Excel Obviously there are many reasons to make modifications in all
of the programs you may use. This is a common modification made when using Microsoft Excel 2013.
It is used to edit the contents of a cell. This can be done either directly in the cell or in the formula bar.
To place the contents of a cell in editing mode, click the cell that contains the data that you want to
edit, and then click anywhere in the formula bar. This positions the insertion point in the cell or
formula bar. To move the insertion point to the end of the cell contents, click the cell and press F2.
To edit the cell contents, do any one of the following:
To delete characters, click where you want to delete them and then press Backspace, or select them
and then press Delete.
• To insert characters, click where you want to insert them, and then type the new characters.
• To replace specific characters, select them and then type the new characters.

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• To turn on Overtype mode so that existing characters are replaced by new characters while you type,
press Insert.
• Overtype mode can be turned on or off only when you are in editing mode. When Overtype mode is
turned on, the character to the right of the insertion point is highlighted in the formula bar, and it will
be overwritten when you type.
• To start a new line of text at a specific point in a cell, click where you want to break the line, and
then press Alt+Enter. 3. To enter your changes, press Enter. Before you press Enter, you can cancel
any changes that you made by pressing Esc. After you press Enter, you can cancel any changes that
you made by clicking Undo on the Quick Access Toolbar.
Change column width A cell may display ##### when it contains data that has a number format and
that is wider than the column width. To see all text, you must increase the width of the column. How
to change the column width: 1. Click the cell you want to change the column width for. 2. On the
Home tab, in the Cells group, click Format.
Under Cell Size, do one of the following:
• To fit all text in the cell, click AutoFit Column Width.
• To specify a larger column width, click Column Width and then type the width that you want in the
Column width box.
Types of Modifications
• Spelling and grammar
• Style
• Layout
• Theme
• Graphics
• Table layout
• Table formatting
• Headers and footers
Edit a scanned document Scan your document according to the instructions for your scanner. Before
you continue, convert the file that the scanner created to TIFF, which means tagged image file format.
You can use Paint or another program to convert the file. You now have a document that you can edit.
Be sure to save the new file so you don’t lose your changes. Be aware that scanning a document does
not always give a perfect result. Watch for documents that use unusual typefaces (fonts), as well as for
confusion between similar looking letters and numbers. The upper-case letter O and the numeral 0 can
be confused, as can the number lower-case l and even upper-case I.
Resize columns and rows depending on the type of information you have entered into your table, you
may need to resize columns and rows. There are two ways of resizing columns and rows. You can

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simply use your mouse to drag the table parts into the right size, or you can use the menu options. You
are now going to resize the columns and rows in your table.
Follow these steps.
Using the Mouse Option Using the Menu Option
1. Move your mouse onto the right edge of a column or the bottom of a row you want to resize. Your
cursor will change into a two headed arrow.
2. Click and drag the column or row to the required width or height.
1. Select a column to resize. 2. Select the Layout tab under Table Tools. Click on Properties.
3. Select the Column tab. Enter the column width into the Preferred width box. You may have to
experiment with the correct size by looking at how the width change has altered your column.
4. Click on the Previous Column or Next Column buttons to change the width of adjacent columns.
5. Select a row and repeat these actions to modify its size.
Example: directory hierarchy
Example: resize columns and rows
When you have finished, your table might look like the following example, where the columns have
been resized to suit the information and save space.
Title Author Price War and peace Leo Tolstoy $35.00 A tale of two cities Charles Dickens $40.00
Pride and prejudice Jane Austen $25.00 little women Louisa May Alcott $30.00
Merge and compare documents, and track changes Business documents are often written by a number
of people. Multiple people can also be involved in the edit. Tracking changes and merging and
comparing documents are useful techniques to help with this process. To complete the work in this
part of the topic, you need two identical documents. Make two copies of the Word document you are
currently working on, and call them Document 1 and Document 2. The Track Changes function is
very useful if you want to revise or edit a document. It allows a person to insert, delete or move text or
graphics and change the formatting. Microsoft Word uses revision marks to show these changes. The
changes can then be reviewed and accepted or rejected by someone else. If you are going through this
process in several copies of the same document (for example, there are several people involved in the
edit), you can merge the different copies and capture all the tracked changes into one document when
they have finished. This will give you one final document to edit at the end. Track Changes
You are now going to track the changes in your Word documents. Follow these steps:
1. Open Document 1.
2. On the Review tab, in the Tracking group, click the Track Changes icon. Click the Track Changes
icon to turn Track Changes on or off.
3. Make the changes that you want by inserting, deleting, moving or formatting text or graphics. You
can also add comments. Word will track these changes as you make them. Save the changes and close
the document.
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‘Reports and proposals’ cover a wide range of documents used in business and other organizations,
including:
• Sales reports • Position papers
• Progress reports • Procedural manuals.
• Grant proposals • for shorthand, the word ‘report’ is used here to cover them all.
• Procurement proposals
Page size
There may already be some restrictions on the page size you choose depending on your method of
production and distribution. If you aim to output pages on a desktop printer and produce multiple
copies by photocopying, then a standard size like A4 (297 × 210 mm) or US letter (11 × 8½ inches) is
advisable. If you are having your report professionally printed, any page size is possible, although it
will be cheaper and easier for printers to work with standard sizes.
You may also be restricted to a standard size by the envelopes you will use to send the report to your
readers. Given that most company reports are A4 or US letter (and this is an expected ‘norm’), it
would be hard to find a good reason for using an irregular page size. You should therefore accept this
constraint, so that you can concentrate on more important issues.
Margins
Most DTP programs start by asking you to define your margins, the area between the text and the edge
of the page. Most reports will be bound using the sort of office binding that can take up quite a bit of
page space, so you should treat the inner 35 mm (1½ inches), the back margin, as out of bounds. Your
minimum margin for the outside edge of the page is dictated by the limits of your laser printer (usually
about 5 mm or ¼ inch), but for comfortable handling, you should leave at least 12 mm (½ inch) and
considerably more if you are using a single column layout on A4 paper (otherwise your line length
will be too long – see Section 4 Type size, line length, and leading). Remember that by defining your
margins you are effectively defining your line length. It may be easier to work backwards: decide a
suitable line length and then calculate what the margins need to be. A page grid
A grid is the framework of guidelines (made visible on your screen in page make-up programs) to
assist page layout. These guides allow you to systematically position headings, paragraphs, and
pictures on a page, so that the document is consistently arranged over a series of pages. This
consistency then helps readers find the information they need page after page.
The kind of grid you need depends on what you want to put in your document. Reports normally use
quite simple grids.
Here are three well-tried alternatives
Storing Document Appropriately and Saving Document to Avoid Loss of Data.
Naming documents is activities which must be perform by giving identification name, number, code,
symbol or other symbolic representative to keep the data for future use. These activities may include:
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Appropriate file type, Authorized access, File names according to organizational procedure e.g.
Numbers rather than name x File names which are easily identifiable in relation to the content,
File/directory names which identify the operator, author, section, date [Link] locations,
Organizational policy for backing up files, Organizational policy for filing hard copies of documents
for Security.
Storing documents is an activity of keeping documents or data by recording in different ways either
hard copy or soft copy; in audio or video recording and saving (storing) ways. Storing documents may
include: Storage in directories and sub directories, Storage on CD ROMs, disk drives or backup
systems, Storing/filing hard copies of computer generated documents, Storing/filing hard copies of
incoming and outgoing facsimiles and Storing/filing incoming and outgoing correspondence.
Consider This Example Of A Directory Hierarchy.
In this structure the server has three folders for three separate workgroups:
Group A, Group B and Group C.
Group C has three major folders: Procedures, Personnel and Projects.
The Projects Folder has three folders: Project A, Project B and Project C.
The Project C folder has two documents: ProjectC_timelines.docx and ProjectC_research1.docx. The
file path for retrieving a document starts at the server and ends when the correct document is located.
For example, to reach the Project C_ [Link] the file path is: C:\GroupC\Projects\ProjectC\
ProjectC_timelines.docx.
Backup Data
There are various methods of backing up (storing) your document. These are outlined here.
DVD Write drive , Data is copied onto DVD , USB drive
Also known as a flash drive. This is a plug-and-play portable storage device that uses fast flash
memory and is lightweight and portable. These are commonly used in place of a DVD. When a USB
drive is plugged into a USB port, the computer’s operating system recognises the device as a
removable drive and assigns it a drive letter. Some USB devices have password protection or other
security features.

External Hard Drive

A portable storage device that can be attached to a computer through a USB or FireWire connection,
or wirelessly. External hard drives typically have high storage capacities and are often used to back up
computers or serve as a network drive.
Cloud Computing The practice of using a network of remote servers hosted on the internet to store,
manage and process data, rather than a local server or a personal computer.

Digital Storage
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Paper documents can become damaged, yellowed and brittle. In addition, unless you are very careful,
important documents can easily be torn, misfiled or accidentally thrown away. Storing a great many
documents can also be expensive and some organisations prefer to store information digitally. Digital
storage saves paper and space. If the documents form part of a database, it also allows you to find
specific information quite quickly. This is much easier than searching through the hard copies of the
files. Databases also provide management with powerful reporting tools. For example, statistical
information can be gathered from a database to produce a detailed report
Finalise the Document
Once you have selected and prepared your resources, and then designed and produced your document,
you will finalise it. This entails a final proofreading, making any modifications necessary, naming and
storing the document, exiting the application correctly and finally printing and presenting the
document. These processes must take place in a logical sequence to avoid missing any errors, or losing
or damaging any data, and to make sure you produce a professional document according to the
requirements of your organisation. In this Training (On CCSO Level III and on Module Designing and
Producing Business Document ) you will learn how to: 4A Proofread the document prior to final
output 4B Make modifications 4C Name and store the document and exit the application 4D Print and
present the document.

To generalize the above topics:

 Organisations need to identify, open and generate files and records according to task and
organisational requirements.
 Organisations need to create, update and store their files in suitable locations so that they can be
easily accessed and maintained.
 A business document is formatted to improve the presentation and appearance of information.
 Before designing a document, you need to think about whom you are communicating with and
what information, or message, you are trying to convey.
 Designing and formatting a document is about organising the structure and style to maximise the
readability of the information.
 A range of software functions can be used to design, format, edit, merge, check and improve the
presentation of a document.
 Input devices allow you to put information into a computer.
 The mouse controls the cursor on your computer.
 To use a keyboard with speed and accuracy, you need to be confident and streamline your
actions.

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4.4 Printing and presenting document

Design the Document to Maximise the Presentation of Information

Efficient entry of information helps to streamline the overall process of document preparation. If you
have all of the information you need at hand prior to commencing, you can sort it into a logical
sequence. Set aside a realistic amount of time to prepare your document. If you rush or stop and start
the preparation frequently, you are more likely to make mistakes and the document may not flow in a
logical sequence. In order to maximise the presentation of information you might consider applying or
customising a particular theme for your document.
This entails formatting an entire document with a theme to give it a professional and modern look. A
document theme is a set of formatting choices that include a set of theme colours, fonts (including
heading and body text fonts) and effects (including lines and fill effects). Programs such as Microsoft
Office Word, Excel and PowerPoint provide several predefined document themes, but you can also
create your own by customising an existing document theme, and then by saving it as a custom
document theme. Document themes are shared across Microsoft Office programs so that all of your
documents can have the same, uniform look. Enter information efficiently There are two main
components to entering information efficiently. The first is making sure you have everything you need
at hand, so you don’t have to stop and search for more information. This is a way to maximise your
efficiency as the author of the document. Sometimes you might even be able to copy information from
another business document. If you were compiling a report on expenditure, for example, you might be
able to copy key figures directly from the accounting package or records spread sheet.
The second is ensuring that the information is presented in the most appropriate way, so that a reader
of your document does not need to stop and think in order to understand it. This is a way to maximise
the efficiency of the document for the reader. Allow a realistic amount of time It is essential that you
allow a realistic amount of time to prepare your document. Instead of making a plan for the best-case
scenario, you should consider worst-case scenarios you can’t control; for example, the printer or
photocopier breaks down, or someone else needs to use them at the same time. If adequate time is not
allowed, then:
• The document will not be prepared in time
• Important information may be left out
• Incorrect information will be included; for example, the sales figures for the wrong
Printing is a process for reproducing text and images using a master form or template. .... After the
information has been prepared for production (the prepress step), each printing process has definitive
means of separating the image from the computer.
What is the Process of Printing?

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That inked image is subsequently transferred (or offset) from the plate to a rubber blanket and then to
the printing surface. The process can be used to print on paper, cardboard, plastic or other materials,
but these have to have a flat surface. Below is a picture of a 4 colour sheeted printing press.
How many books were made before the printing press?
Books Before and After the Gutenberg Bible. For approximately 4,500 years before Gutenberg
invented the printing press, books were produced by hand. They were written on surfaces of clay,
papyrus, wax, and parchment
Chart of Paper Manufacturing Sizes to determine Basis Weight Parent Sizes
Paper Type Manufacturing Ream Size (Parent Size) inches
Book or Text (Coated Gloss or Coated Dull or Offset Paper) 25" x 38"
Bristol 22 1/2" x 28 1/2"
Cover (Glossy cover stock or uncoated cover stock) 20" x 26"
Index 25 1/2" x 30 1/2"
2 more rows
What is printing paper called?
Paper Size
Paper Size Type of Paper
8.5 by 11 inches Letter size printer paper
8.5 by 14 inches Legal size printer paper
13 by 19 inches Wide format printer paper
17 by 22 inches Broadsheet format paper
Preview a Page before Printing
Preview a page before printing is an essential activity on document writing on computer. Because
typing errors may happened during the activity and it gives chance to make correction before saving or
/and printing by reducing (avoiding) errors.
1. Do the following in any Microsoft Office system programs
Click the Microsoft Office Button, point to the arrow next to Print, and then click Print Preview.
OneNote, Outlook, Project, Publisher, or Visio
 On the File menu, click Print Preview.
SharePoint Designer
 On the File menu, point to print, and then click Print Preview.
2. Click the buttons on the toolbar or Ribbon to preview the page or make changes before you print In
OneNote, in the Print Preview and Settings dialog box, select the options that you want before you
print.
The print preview tab displays. This is called a contextual tab because it only displays when you have
mad specific selection. You will not see this tab the test of the time.
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Print your letter or written documents through your computer and printer the technological devices.
Now you can print your letter and check it visually.
Printing activity include:
· Basic print settings
· Multiple copies
· Odd or even pages
· Print preview
· Printer setup
· Specified pages

SELF-CHECK – 4
I. Write true if the statements are correct and write false if the statements are incorrect
---------------1. Proofreading a document involves carefully reviewing it to identify and
correct errors in grammar
----------------2. Making modifications refers to the process of editing and revising a
document to improve its content,
----------------3. Printing and presenting a document is only necessary for physical copies, not
for digital documents
II. Choose the best answer for the following question
1. The act of critically reading a document with the goal of identifying and fixing errors.
A. Make Modification C. Documenting
B. Proofreading D. Margin
2. What is the reason for making modifications in Microsoft Excel?
A. To place the contents of a cell in editing mode
B. To edit the cell contents
C. To insert characters
D. All are answer
3. Which one of the following is type of modification?
A. Layout B. Theme C. Graphics D. Table layout E. All
4. The activities which must be perform by giving identification name, number, code, symbol or
other symbolic representative to keep the data for future use is –
A. Naming documents B. Proofreading C. Make Modification D. Margin

5. Which one of the following include in Printing activity ?

A. Basic print settings C. Multiple copies
B. Odd or even pages D. Print preview E. All
6. The process of choosing how to present document elements to make the message clear and
effective is ---
A. Basic print settings C. Document Design
B. Margin D. Make Modification
III. Give short for the following questions
1. Explain the using mouse option menu
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 2. Write Some functions that used to ensure consistency of design and layout
3. List the guidelines that can help to create well-designed documents:
4. List the input and output device of computer

OPERATION SHEET-2
Purpose: On successful completion of this unit you should have developed the skills and knowledge
required selecting use and maintaining business equipment. This technology includes the effective use
of computer software to organize information and data. Specifically you will
Instruction: by following the steps given below you should practices to write letter, memo and work
on spreadsheet that attached data sources.
Equipment, Tools and Materials:
 Computer White board marker &Duster
 Projector Lecture room
 White board Printer Conditions:
Trainers are legally required to lock the health and safety of trainee. This applies to all organizations
and including voluntary organizations.
Must provide safe working environment. x Students must not put themselves or others at risk
Procedure:
 Prepare Business letter :
7. operate PC
8. Click start
9. Click Microsoft Word Possess
10. Write Business Letter
11. Write Memo
12. Save the documents on desk top
The trainee must be practice properly and organize microcomputer work environment 100% suitable
of Open Word and create the following main document using a letterhead and attach the data
source to it. Insert merge fields where required and print a copy of the letter showing merge code
1. Write business letter
2. Write memo
3. Prepare business card
4. Create the following spreadsheet calculate storage device as

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 Bodgy Brothers Printer Repairs
211 Sus Street
. Any town________ .

Jan 12, 2010

Andrew Andrews
Managing Director Andrew
’s Manufacturing
19 Anyother Street Anytown, AT, 6000

Bill’s Machines
673 Any Street,
Anytown, AT, 6000

Dear Andrew,

Your application for financing on the acquisition of your new Model 500 digital writer has been approved. Your
order for one Model 500 with continuous sheet feeder will be shipped by truck within five days.

As the enclosed lease documents indicate, your monthly lease payment is $1,870. Since your lease covers th e
ntire purchase, including ‘soft’ costs, installation and training are completely covered, with no additional fee o
payment required.

We look forward to serving you and hope you will call upon us for service, support, and supplies. Please keep i
touch and let us know how the Model 500 isworking to improve sales and customer service in your shop.

Sincerely,

Bill Billomy
Sales Manager
Enclosure

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 Interofice Memorandum
TO: All Staff

FROM: Andrew Andrews

DATE: 12/01/2010

SUBJECT: Model 500 Installation

Message:
The new Model 500 will be installed in our Painting Department between February 7 and February 9.
This will cause some minor disruption to production during this time, but we hope to keep any
disruptions to a minimum. Any questions should be directed to mike Edwards on extn 6738.

CC: Goitom M.

1. Create the following spreadsheet and save to your storage device as SOFTWARE
[Link]

2. Calculate the average and totals where indicated in the worksheet– ensure calculations show to
two (2) decimal places.
3. Format the spreadsheet attractively– wrap and/or centre column headings where required–
include borders and shading. Main and subheading to be in bold, italics and large font sizes.
4. Sort the worksheet in order of software package.
5. Graph name of software package and average hours spent (select the first column, then hold
down CONTROL and select average column). Create a pie chart, using the chart title
SOFTWARE SURVEY RESULTS and show labels and percentages. No legend is required.
6. Open Word and create the following document:

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LAP-TEST -2
INSTRUCTION: By using the attached data and steps given above perform the following tasks
Task -1 Write Business letter
Task-2 Calculate the average and totals where indicated in the worksheet
Task-3 Write memo

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Reference

 Anderson, L. (2019). The impact of technology on market document production: A synthesis

of the literature. Journal of Marketing Technology, 25(1), 18-32.

 Brown, M., & Davis, R. (2020). Optimizing sales proposals and presentations: A review of the
literature. Journal of Sales Management, 12(4), 75-89.

 Johnson, A., & Lee, S. (2021). The role of visual elements in sales document design: A
comprehensive literature review. International Journal of Sales and Marketing, 8(3), 112-128.

 Smith, J. (2022). Effective strategies for producing marketing collateral: A systematic

literature review. Journal of Marketing Communications, 15(2), 45-60.

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 Developer’s Profile
No Name Qualification Region College Mobile number E-mail
1 TADDESE TESFAYE GUTA BUSINESS A.A Lideta 0922934005 tadde.t21@[Link]
ADMINISTRATION(MBA) Manufacturing
College
2 ENDALE MESFIN BERHE Marketing and Sales A.A Addis Ketema 0912054592 endalemesfin27@[Link]
Management (BA) Industrial College
Marketing Management (MA)

3 ADDISALEM BUSINESS A.A Lideta 0920522464 alemaddis821@[Link]

MINUWEYELET ADMINISTRATION(MBA) Manufacturing
MEKONNEN College
4 ADMASIE MAMUYE Business Education(BA) AA Ministry of Labor 0912 admasiemamuye@[Link]
Management of Vocational and Skills
Education (MA)
5 WUBISHETABERA MBA AA Yeka Industrial 0916739378 toursajora@[Link]
GICHAMO College

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