Different Types of Documents Produced in a Business Environment Essay

The different formats in which schoolbook whitethorn be presented ar brass typefaces, headings, font size, effects (bold, italics, chthoniclined), colours and schoolbookbook boxes. We end format text in paragraphs, tables and columns. We give the axe add bullet points, headers and go-carts. We elicit also add tables, graphs, diagrams and flowcharts as a clear way to represent info and processes. 1. 3 Explain the dissolve and benefits of producing racy quality and attractive memorials The text files you arrive at for your governing ar an image of representation of your organisation.So it creates an impression on the reader close to the standards of the organisation. A good quality document that ascertains good to the audience skunk mount more than customers and increase the companys reputation. The quality of your documents is a reflection on you. 2. 3 Describe different types of engineering available for inputting, formatting, and editing text and their of imp ort features A keyboard and creep would be the primary(prenominal) technology to insert text into a computer. When utilize a keyboard you press the limited key for each character that postulate inputting, and this is reassignred on to the computer back, in a account book processing broadcast.A mo subroutine helps you navigate on the computer screen to select the programs to select the programs to open and mickle and type the text. Another form of inputting could be copying and pasting study from the internet or some other document. You could even use a s fundamentner to input text and transfer documents into the computer. Within the Microsoft vocalise package, you pay back the avocation tools to format the text to excite it look high quality -WordArt this includes effects much(prenominal) as shadows, come forwardlines, colours, gradients, and 3D effects that can be added to a word or phrase.WordArt can also bend, stretch, rotate, or falsify the shape of the text. - Page lay go forth the arrangement of text, images and other objects on a page. -Columns this is a vertical plane section of text on a page, ordinarily found in the layout of booklets, newspapers, magazines and leaflets. -Paragraphs usually a distinct, short section on a document/ piece of writing, usually with a single theme. -Headers and footers A header or footer is text or graphics that is usually printed at the top or bottom of every page in a document.A header is printed in the top margin a footer is printed in the bottom margin. The types of technology that be available to edit text be -Spell check a computer program that identifies possible mis magical spellings in a city block of text by comparing the text with a database of the correct spellings. -Grammar check this is a tool on Microsoft programs that gives you helpful hints to remedy your sentence structure. -Find and deputize this is a answer that allows you to search for a particular word in a document and repl ace it if you need to rename more than ace word. 3.Explain the benefits of agreeing the take aim, limit, style and deadlines for producing documents. The audience of a document is the group of people for who it is pen for. Therefore, documents should be designed to meet the call for of the expected audience. You need to know the purpose of the document so you know what and how to produce it, for typeface, if it is advertising for young people you would necessity it to be eye catching and in a style that leave evoke to them. It is primary(prenominal) to agree the issue so you can obtain the information, plan and lift the layout.Deadlines ar important so you can plan other rule some it and complete the document on time. 3. 2 blueprint different shipway of organising content for documents. To organise the content you require for a document, you first need to find out how the document is to be presented and the information that is to be included. But ways you could org anise content could be -Bullet points -Alphabetical ordering -Chronological order -Headings -Text -Graphs -Text boxes You should whence store all the information call for honestly and with clear file names. 3.Outline ways of incorporate and laying out text and non-text. Text and non text can be integrated easily with Microsoft Word or Publisher. There are some(prenominal) ways of laying out a document, utilise columns, graphics, and blocks of text, headings, background colours, images and white blank space and wrap text around which helps you to crap around with its different features to get a consistent format. Also there are other office applications that help with integrating and laying out text and non-text, for example, pass by and PowerPoint, help with integrating text and non-text in spread sheets and slides.Many organisations use a logo on all their printed materials and their documents a lot lead a very detail style. This will be achieved by eternally using th e same fonts, font sizes, text and page colours and page layout. 3. 4 Describe ways of checking stainless documents for verity including spelling, grammar and punctuation and correctness, and the purpose of doing so. When you have finished creating a document, you should review and check it thoroughly to begin with sending or make the document.Word documents have a spell check function, however even using spell check faculty not be completely accurate, therefore using a grammar check on the document as well, will be more beneficial. After doing the spell and grammar checks, you could ask another colleague to proof read your micturate having a proof reader can help highlight problems as they are a fresh set of eye that have not read the document. Re-reading the documents some(prenominal) days after completing, whitethorn retrospect your mind to notice any corrections and adjustments.It is beneficial to compare the final form with original notes and rough drafts. All of these checks are to ensure that your document that you want to make is fit for purpose and correct before showing to a senior particle of staff or production of the document. 3. 5 Explain the purpose of storing documents safely and securely, and ways of doing so. Any document with any irritable information should always be stored safely electronically or physically. For example, -A filing storage locker which can be locked, as it may be required for future use/reference.Storing confidential documents electronically should always be stored with password breastplate, on a safe and secure operating system. -Locking your computer if youre leaving your desk, even if it is for just a few minutes. -Being aware who is around you or your desk when dealing with documents with confidential information on. 3. 6 Explain the purpose of confidentiality and data valueion when preparing documents. Any form of in the flesh(predicate) information held about a person indoors a company is protecte d under the Data Protection Act this marrow all data should be unplowed confidential.This is significant to ensure nobody will be able to get the data and pass the information on. Confidentiality is very important when preparing documents, because Oxfordshire County Council is involved with a lot of personal data Full names meet details (addresses and phone numbers) Records When preparing documents we need to be aware of what we are including in the document, for example if you are adding a photograph, do you have the right permission to use it? As a company, in order to protect the users and the owner, confidentiality must be observed. 3.Explain the purpose and benefits of skirmish deadlines. If deadlines are valued and meeting those deadlines is enforced, expectations are consistent. It is important that you produce your work to the best possible standard in order to meet the requirements of the person fit the task. This will show you are responsible for(p) and trustworthy an d you can be relied upon to get things completed. You may not know who else might be waiting for your work it could have to be passed on to someone else. This may cause problems and delays in the workplace and could walk out team relationships.