Office Skills and Keyboarding: An Introduction Access 2

Outcomes 1. Describe the use, including basic care, of common office equipment. 2. Demonstrate office skills under supervision. 3. Use a keyboard to carry out activities under supervision.

Background information This unit will help you experience what it is like to work in an office. This unit will help you experience what it is like to work in an office. Your teacher will work through this PowerPoint show. They will then ask you to work through the Student Workbook to complete the tasks. Your teacher will work through this PowerPoint show. They will then ask you to work through the Student Workbook to complete the tasks. When you have completed each task, ask your teacher/tutor to check it. When you have completed each task, ask your teacher/tutor to check it.

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

Your responsibilities You will be responsible for your own work. You will be responsible for your own work. You must always check your work for errors. You must always check your work for errors. You will also be responsible for marking the work of your classmates. You will also be responsible for marking the work of your classmates.

The way you work There will be a high level of help from your teacher/tutor. There will be a high level of help from your teacher/tutor. As you progress, you will take ownership of your own work and ensure that the quality of your work is good. As you progress, you will take ownership of your own work and ensure that the quality of your work is good.

Outcomes 1 and 2 You will learn the correct names of office equipment, what they are used for and how to look after them. You will learn the correct names of office equipment, what they are used for and how to look after them. You will learn to work in an office and how to safely use office equipment under supervision. You will learn to work in an office and how to safely use office equipment under supervision.

Setting the scene Imagine you are an administration assistant in Forbes Enterprise Ltd. Imagine you are an administration assistant in Forbes Enterprise Ltd. Your new job will involve various tasks around the office. Your new job will involve various tasks around the office. You will word process, answer the telephone and operate the fax. You will word process, answer the telephone and operate the fax.

Setting the scene Mr V Forbes, your boss, tells you that all new administration assistants must go on a training course. Mr V Forbes, your boss, tells you that all new administration assistants must go on a training course. Now do Tasks 1 and 2. The training course will help you learn about the different types of office equipment.

Office equipment This is split into three different categories: office appliances, eg electrical equipment office appliances, eg electrical equipment office sundries, eg paper-based equipment office sundries, eg paper-based equipment office stationery, eg pens, pencils, etc. office stationery, eg pens, pencils, etc.

Office appliances Office appliances are usually operated by electricity. The following are a few examples of office appliances: photocopier photocopier fax machine fax machine personal computer personal computer telephone telephone shredder shredder laminator. laminator.

Office stationery Office stationery tends to be items made out of paper or card. The following are a few examples of office stationery: window envelopes window envelopes memo pads memo pads printer paper printer paper telephone message pads. telephone message pads.

Office sundries Office sundries are all other items used by office staff. The following are a few examples of office sundries: stapler stapler pens pens paper punch paper punch paper clips. paper clips.

Now do Tasks 3–6.

What happens now? Your teacher/tutor will describe each appliance and explain how to care for it. Your teacher/tutor will describe each appliance and explain how to care for it. Your teacher/tutor will then show you how to use each appliance. Your teacher/tutor will then show you how to use each appliance. You will get a chance to care for and use each appliance. You will get a chance to care for and use each appliance.

Office appliances

What is a photocopier? A photocopier is a machine that makes paper copies of documents and pictures. A photocopier is a machine that makes paper copies of documents and pictures.

How do I look after it? Photocopiers should be switched off and unplugged overnight. Photocopiers should be switched off and unplugged overnight. The glass on the photocopier must be kept very clean. The glass on the photocopier must be kept very clean. Clean the glass with a soft, dry cloth to get rid of marks. Clean the glass with a soft, dry cloth to get rid of marks. Clear any paper jams. Clear any paper jams.

How to use a photocopier Lift the lid. Lift the lid. Place your document face down on the glass. Place your document face down on the glass. Make a test copy by pressing the copy button. Make a test copy by pressing the copy button. If you are happy with the test copy, key in the number of copies required and make the copies. If you are happy with the test copy, key in the number of copies required and make the copies. Remove your original document and the copies from the photocopier. Remove your original document and the copies from the photocopier.

Health and safety If a photocopier is not working: Check that it is plugged in. Check that it is plugged in. Clear any paper jams. Clear any paper jams. Do not attempt to fix it yourself – report the fault to your teacher/tutor. Do not attempt to fix it yourself – report the fault to your teacher/tutor.

Try it for yourself Your teacher/tutor will show you how to do use the photocopier first. Your teacher/tutor will show you how to do use the photocopier first. You will then get the chance to use it. You will then get the chance to use it. Watch your teacher/tutor carefully. Watch your teacher/tutor carefully.

Now do Task 7 and complete checklist.

Now do Task 8.

What is a fax machine? A machine that sends and receives text and pictures along phone lines. A machine that sends and receives text and pictures along phone lines.

How do I look after it? Clean the fax machine using a soft, dry cloth or a duster. Clean the fax machine using a soft, dry cloth or a duster.

Fax machine Facts: Documents containing text, graphics, photographs, etc. can be sent by fax. Faxes can be sent to other fax machines in the world, 24 hours a day.

How does it work? Fax machines are connected using telephone lines. Fax machines are connected using telephone lines. Each fax machine has its own number, so you need to know your friends fax number if you want to send them a fax. Each fax machine has its own number, so you need to know your friends fax number if you want to send them a fax. Now do Tasks 9, 10, 11 and 12.

Try it for yourself Your teacher/tutor will show you how to use the fax machine first. Your teacher/tutor will show you how to use the fax machine first. You will then get the chance to use it. You will then get the chance to use it. Watch your teacher/tutor carefully. Watch your teacher/tutor carefully.

Now do Task 13.

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

How do I look after it? Clean the keyboard with a soft, dry cloth and clean the screen with screen wipes. Clean the keyboard with a soft, dry cloth and clean the screen with screen wipes.

Personal computer Facts: used in every office. used in every office. can connect to the internet. can connect to the internet. used to word process worksheets. used to word process worksheets. Now do Task 14.

Try it for yourself Your teacher/tutor will show you how to use the personal computer first. Your teacher/tutor will show you how to use the personal computer first. You will then get the chance to use it. You will then get the chance to use it. Watch your teacher/tutor carefully. Watch your teacher/tutor carefully.

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

How do I look after it? Use a clean duster to clean the telephone. Use a clean duster to clean the telephone.

Telephone Facts: You can receive spoken messages from another person. You can receive spoken messages from another person. You can phone anyone in the world, 24 hours a day. You can phone anyone in the world, 24 hours a day. Now do Tasks 15 and 16.

Try it for yourself Your teacher/tutor will show you how to use the telephone first. Your teacher/tutor will show you how to use the telephone first. You will then get the chance to use it. You will then get the chance to use it. Watch your teacher/tutor carefully. Watch your teacher/tutor carefully.

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

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

Try it for yourself Your teacher/tutor will show you how to use the shredder first. Your teacher/tutor will show you how to use the shredder first. You will then get the chance to use it. You will then get the chance to use it. Watch your teacher/tutor carefully. Watch your teacher/tutor carefully.

Laminator A laminator puts a plastic coating onto paper. A laminator puts a plastic coating onto paper. A laminator helps protect important documents. A laminator helps protect important documents.

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

Try it for yourself Your teacher/tutor will show you how to use the laminator first. Your teacher/tutor will show you how to use the laminator first. You will then get the chance to use it. You will then get the chance to use it. Watch your teacher/tutor carefully. Watch your teacher/tutor carefully.

Health and safety Report any potential hazards. Report any potential hazards. Adjust trailing cables. Adjust trailing cables. Dont try to fix broken electrical equipment. Dont try to fix broken electrical equipment.

Dealing with faults – report them! If you cannot fix the fault, then you need to report it. If you cannot fix the fault, then you need to report it. Usually you should report it to your teacher/tutor, who will try to fix it. Usually you should report it to your teacher/tutor, who will try to fix it. If they cannot fix it, they will then pass on the fault to a technician. If they cannot fix it, they will then pass on the fault to a technician.

Dont try to fix it on your own!

Office stationery

Memo pads or Post-it notes Used to send short memos or Used to send short memos or notes to other people. Where would you store spare pads? You could store them in a stationery cupboard and keep some handy for you to use. You could store them in a stationery cupboard and keep some handy for you to use.

Envelopes Used to send letters through the post. Used to send letters through the post. Where would you store envelopes? You could store them in a stationery cupboard and keep some handy for you to use. You could store them in a stationery cupboard and keep some handy for you to use.

Telephone message pad Used to record telephone messages. Used to record telephone messages. Where would you store telephone message pads? You could store them in a stationery cupboard and keep some handy for you to use. You could store them in a stationery cupboard and keep some handy for you to use.

Telephone message pad Now do Task 17. When answering the telephone, you should also have a telephone message pad and a pen/pencil ready on the table.

Office sundries

Stapler This is used to staple paper together. This is used to staple paper together. It can be cleaned using a duster. It can be cleaned using a duster. Check that there are no staples stuck in the stapler. Check that there are no staples stuck in the stapler.

Pens/pencils These are used to write things. These are used to write things. Where would you store them? You could store them in a stationery cupboard and keep some handy for you to use. You could store them in a stationery cupboard and keep some handy for you to use.

Paper punch Used to punch holes in paper, so it can be filed in a folder. Used to punch holes in paper, so it can be filed in a folder. Where would you store this item? This should be stored nearby so that it can be reached easily. This should be stored nearby so that it can be reached easily.

Paper clips These are used to clip paper together. These are used to clip paper together. Where would you store spare paper clips? You could store them in the stationery cupboard and keep some handy for you to use. You could store them in the stationery cupboard and keep some handy for you to use.

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

Are you ready for the Outcomes 1 and 2 assessment? If you have completed all the tasks and exercises without any errors, then you are ready to do the assessment. If you have completed all the tasks and exercises without any errors, then you are ready to do the assessment. Tell your teacher/tutor that you are ready. Tell your teacher/tutor that you are ready. Good luck!

Outcome 3 You will use a word processor to produce a paragraph of text. You will use a word processor to produce a paragraph of text. You will then print this out and proof- read your work before asking your teacher to mark it. You will then print this out and proof- read your work before asking your teacher to mark it.

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

Getting started – word processor This section will take you through: typing text typing text typing figures typing figures using upper-case letters using upper-case letters using lower-case letters using lower-case letters using the shift, space, return and delete keys. using the shift, space, return and delete keys.

Important keys to remember Shift key Used to type capital letters. Space bar A key in the shape of a bar and near the bottom of a keyboard that generates a space character when pressed. Enter key This key is used to return the cursor to the next line or completes a command. Backspace key Moves the cursor one position backwards and deletes the preceding character.

What is a word processor? It allows staff to type letters. This business program is commonly used by administration staff. For example: John McKean (administration assistant). John McKean (administration assistant). He sends letters out to customers and uses a word processor to do this. He sends letters out to customers and uses a word processor to do this.

What can a word processor be used for? A word processor can be used to type: letters letters posters posters notices. notices.

Complete the remaining tasks Complete Tasks 18–25. Complete Tasks 18–25. Proof-read each task before handing it to your teacher/tutor to mark. Proof-read each task before handing it to your teacher/tutor to mark.

Are you ready for the Outcome 3 assessment? If you have completed all the tasks and exercises without any errors, then you are ready to do the assessment. If you have completed all the tasks and exercises without any errors, then you are ready to do the assessment. Tell your teacher/tutor that you are ready. Tell your teacher/tutor that you are ready. Good luck!