A high quality printer is a must for quality print outs, also a high quality photocopier so you get a neat clear print. A scanner is also very useful so you scan comments to their original form. To make the documents look good quality you can add pictures to the document to give it a friendly look e. G. Adding your company logo. You should also use a simple layout for a near look using a font size that everyone will be able to read. 2. 2. Different resources to produce documents could be the internet, spreadsheets, Powering, Photos. 2. 3.
Different types of technology available for inputting, formatting and editing text could be – A Computer (monitor, keyboard and mouse) or laptop. Printer or scanner and also word processing software. A normal way of adding text into a computer is through a keyboard that usually comes with the computer itself. All keyboards are laid out in near enough the same format. You press the letters on the keyboard that is then transferred onto your word document on the computer screen. In most organizations the word document that is used is Microsoft word.
Microsoft word gives you many different ways to help you input and edit your text. You are able to use many different styles of fonts and are able to choose what size font you would like to use. You are also able to do a spell check which scans your full document looking for any spelling mistakes that have occurred and gives you the option to correct them. 3. 3. 1 . The benefits of agreeing the purpose, content, style and deadlines for the production of documents is that all documents are written to a specific audience and have a consistent message.
The information in the document is easy to access and is clear, accurate and is readable. 3. 2. Before you start getting your documents together and organizing them you need to find out how the documents is going to be presented, the information that is going to be in the document, who the document is for. You need to plan how long the document can be as you don’t want to make it too long but don t want to not include not enough information and most importantly you need to know what the purpose of the document is.
If you are producing a document you have never done before it would be best to do a rough plan of your work before you do the real copy and also you need to write in the right format (formal or informal) 3. 3. Text and non-text can easily be added into Microsoft word as it enables you to insert pictures, graphs, clip art and also text boxes. Microsoft excel and Powering are other examples of programs that you can also add text and non-text to. 3. 4. Most word programs have integrated spell checkers that are constantly checking every work you type onto the document.
Spell checkers are not always correct, for example it could try to correct “your to you’re” when it is not needed. Also, spell-check does not have every word so sometimes you will need to add your own words to the dictionary so next time you type it, it will show as correct. On Microsoft work to do a full spell check you go to ‘RevieW on the top bar and click ‘Spelling & grammar’ on the left. 3. 5. Important documents whether major important or hardly important still have to be stored securely following certain policies and procedures like the Data Protection Act. It could be physical storage e. . Putting into files or boxes and put away. Or it could be digital storage e. G. Storing onto a hard drive or USB stick. Files that are stored in anyway have to be stored safely that no one else other than the people authorized can get access to. 3. 6. If personal information gets released to people without permission to see it can have serious consequences as it should be protected by the data protection act. 3. 7. It is important to meet deadlines because it saves time which means it saves money and also we want to meet deadlines so we get things done quick and we are ahead of our competitors.
Not meeting your deadlines means other people who are working on the same case can also not meet their deadlines as they have to wait on you. For example, if do not get a pack out by 4. Pm on the day the deal is sold the advisors have to wait another day on top of waiting to receive the pack back to submit the pack to the lender. This overall effects the income of the company which effects everyone else’s salary and disrupts any bonus system put in place.