Administrative Practices IT Solutions for Administrators

Administrative Practices

IT Solutions for Administrators

Word Processing

Task Booklet

Name: ________________________________

Editing Word Processing Documents

Source: Glenrothes High School

N5 Administration and IT

IT Solutions for Administrators / Word Processing

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Task 1



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Task 2



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Task 3 Edit the file Press Release using the instructions below and print one copy of the completed document. You may tick each instruction once completed.

Edit the document using the corrections shown on page 2.

Change the font style to Tahoma 14 point. Make sure the main heading is still

in a larger font size.

Change the margins to 1” (2.54 cm).

Use the Find and Replace function to change Limited to Ltd throughout.

Change the line spacing to 1.5 lines throughout.

Justify all paragraphs.

Indent the first paragraph by 1.5 cm on each side.

Page the document at an appropriate point.

Insert an appropriate graphic at the end of the document.

Insert numbers on all pages.

Insert a footer showing your name, today’s date and the filename.

Task 4 Edit the file Information Sheet using the instructions below and print one copy of the completed document. You may tick each instruction once completed.

Edit the document using the corrections shown on pages 3 and 4.

Change the font style to Comic Sans 14 point.

Change the margins to 1.5” (3.81 cm).

Change the line spacing to 1.5 lines throughout.

Justify all paragraphs.

Page the document at an appropriate point.

Insert an appropriate graphic at the end of the document.

Insert numbers on all pages except page 1.

Insert a footer showing your name and today’s date.



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Task 5

Instructions

Make the required changes using the instructions on the following page.

uc Brand names

>3LS

stet

Pepsi-Cola is an internationally known brand. Pepsi-Cola International (PCI) has the

largest share of the international soft drinks market, the market leader being Coca-

Cola. Pepsi-Cola and Coca-Cola are in competition with each other. One way in which

they compete is by bringing out new versions of their cola products.

NP Bold

In 1993 Pepsi-Cola launched PepsiMax, a sugar free cola drink designed to taste like

the original. Before the product was sold, Pepsi tried to find out the type of product

consumers wanted. Finding out about what consumers want and need, and what

makes them buy, is called market research. Researching the market helps reduce the

risk of failure.



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Instructions

1. Edit the document ‘Brand Names’ using the manuscript corrections signs on

page two.

2. Alter the line spacing to double line spacing throughout the whole

document.

3. Change the font style of the whole text to Times New Roman and the font size

to 12 point.

4. Ensure you apply the correct spacing after headings and between paragraphs.

5. Insert page numbers.

6. Change the margins to 1” (2.54cm).

7. Insert an appropriate graphic at the top right hand side of the document.

8. Change the font style of the heading to make it stand out and change the font

size to 14 point.

9. Insert a footer showing your name and today’s date.

10. Print the document single-sided and in portrait orientation.



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Task 6

Instructions Make the required changes using the instructions on the following page.

Bold

trs

NP

uc

stet

lc

Cadbury’s Chocolates

>3LS

A chocolate manufacturer like Cadbury is constantly making decisions about

what to make in its plants. Take, for instance, a plant makes 3 different

‘lines’ – Cadbury’s Dairy Milk, Cadbury’s Whole Nut and Cadbury’s Fruit and

Nut, each in different sizes. Production is planned on a 12 week schedule.

Cadbury’s don’t want to keep stocks for too long because stocks cost money

to keep. On the other hand, changing production from one bar to another

and from one size to another takes time.

Changing production from one type of bar to another of the same size loses

cadbury 8 hours of production time as ingredients are changed. For the next

8 hours, production averages only half full capacity as the machines settle in.

If both size and recipe are changed, then it takes 24 hours to change the

Machine and another 24 hours settling-in time.



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Instructions

1. Edit the document ‘Cadbury’s Chocolate’ using the manuscript correction signs on page two.

2. Enter ‘N5 Admin & IT’ into the header and enter your name and the date into

the footer.

3. Alter the line spacing of the whole text to double line spacing.

4. Alter the margins to 1.5” (3.81cm) on the left and 1” (2.54cm) on the right.

5. Centre the main heading.

6. Change the font style of the whole text to Arial 12 point.

7. Insert an appropriate graphic in the document.

8. Change the second last paragraph to be the last paragraph.

9. Ensure you apply the correct spacing after headings and between paragraphs.

10. Find the number ‘8’ and replace it with ‘eight’ throughout the whole text.

11. Print the document single sided and in portrait orientation.



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Notices

A notice is a business document used to attract people’s attention to an event or an important piece of information. A notice must be attractive and eye catching and contain a variety of fonts, font sizes, bold, italics, underline, line spacing etc.

Open a blank Word document. Key in the following notices using a variety of fonts, font sizes, underscore, bold and line spacing in order to make it attractive. Centre the notices. Save appropriately.

Task 1 COFFEE MORNING Saturday 10 April 2000 1030-1230 hours Everyone Welcome Tea Coffee Cake and Candy Raffle Lucky Dip Tickets



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Task 2

SUNSHINE HOLIDAY TRAVEL COMPANY

Our Winter Brochure is now available Canary Islands Majorca and Minorca Spain: Costa del Sol Rome and Florence Athens and Crete Get your copy from: Mr Harry Potter Manager Sunshine Holiday Travel company Whitehall Avenue FORFAR FR16 4MNF Task 3 UNREPEATABLE SALE! Come and See our Genuine Reductions SPORTS Tennis, Badminton, Football and Golf Equipment Mechanical and Soft Toys Dolls a Speciality TOYSPORT 94 Riverside Parade DUNDEE



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Task 4 NOW OPEN THE BENGAL Tandoori Restaurant (fully licensed) 361 west Port, Dundee WINE AND DINE BY CNADLELIGHT Authentic Tandoori and Curry dishes Opening hours: 1200-1500 hours 1800-0130 hours



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Creating Tables in Word Every time you are required to insert text into columns, the easiest way to do it is to insert a table – it is much simpler and quicker than using tabs. When working with tables it is convenient to have the Tables and Borders toolbar open. Task 1 1 Open a new Microsoft Word document. Key in the table below. Save as Weekly

Payroll.

Centre all column headings. Format hours worked figures with 2 decimal places.

Format hourly rate figures for currency. Align all figures to the right.

Surname Forename Hours Worked Hourly Rate of Pay

Harrison John 22 6.50

Brown Hazel 11.5 5.00

Smith Jack 18 5.00

Henderson Jack 39 6.50

Kennedy Graham 30 7.00

Brown Caroline 26 4.50

2 Sort the table into alphabetical order of surname.

Click anywhere inside the table. Click on the Table menu, choose Select/Table. Click on the Table menu again, choose Sort. Sort by surname in ascending order.

3 Add a column to the right of Hourly Rate of Pay.

Click in the cell Hourly Rate of Pay. Click on the Table menu. Choose Insert/Columns to the Right. Insert the heading Total Pay in this new column.



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INSERTING FORMULAE You can do calculations in a Word table but not with the ease of an Excel spreadsheet. If you have many calculations to do then it would be better to use a spreadsheet and then copy it into a Word document. Most formulae in a Word document are written absolutely, which means that it is not possible to copy/replicate formulae into other cells. Therefore each formula needs to be keyed in individually. The cells in a table are given the same cell references as those in a spreadsheet. For example, the table you have created contains the cell range A1:E7. 4 Insert a formula to calculate the Total Pay for each employee.

Click in cell E2. Click on the Table menu and choose Formula. In the Formula text box delete the present formula and key in =C2*D2. Click on the down arrow in the Number Format text box. Select the currency

option. Click OK. Insert appropriate formulae to complete the table.

5 Calculate the Total Pay given to all employees.

Add another row at the bottom of the table. Key in TOTAL in cell D8. Click in cell E8. Use the Autosum icon on the Tables toolbar to calculate the

overall total pay. You may have to choose Table/Formula and select the currency option. Right align the figures in the last column.

MERGING AND SPLITTING CELLS

Click in cell A1. Click on Table/Insert/Rows Above.

Highlight this row and click on the Merge Cells icon on the Tables and Borders toolbar.

Key in Weekly Payroll. Centre this text. Insert a further row above Weekly Payroll. Highlight this row. Click on the Split Cells icon. Ensure the number of columns is 2 and the number of rows is 1. Click OK. In the first cell key in Week Ending and align to the left.

In the second cell key in Friday’s Date and align to the left. Change the font style and size.



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CHANGING BORDERS AND SHADING Try altering the borders of the table/cells so that it looks like the table below.

Week Ending Friday’s Date

WEEKLY PAYROLL

Surname Forename Hours Worked

Hourly Rate of Pay

Total Pay

Brown Hazel 11.50 £5.00 £ 57.50

Brown Caroline 26.00 £4.50 £ 117.00

Harrison John 22.00 £6.50 £ 143.00

Henderson Jack 39.00 £6.50 £ 253.50

Kennedy Graham 30.00 £7.00 £ 210.00

Smith Jack 18.00 £5.00 £ 90.00

TOTAL £ 871.00

Although it appears that the cells in the final column are shaded they will not print like this. It is simply to show that formulae have been inserted into these cells. Highlight the Total to Pay column.

Click on the Format menu and choose Borders and Shading. Click on the Shading tab. Select 15% grey and ensure that the shading will

Apply to: Cell. Click OK. Insert a footer and print one copy of your completed table.



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Task 2 ROTATING TEXT

Open a new Microsoft Word document. Insert a table with 10 columns and 6 rows.

Save as Timetable. Insert the text as shown below.

1 2 3 4 5 6

Mon

Tue

Wed

Thur

Fri

Highlight column 2 and merge the cells. Key in Registration. Change the text direction by clicking on the text direction

icon on the Tables toolbar. Widen the first row by dragging the line down until the word fits into one row.

Click on the Align icon on the toolbar and select Align Centre. Insert INTERVAL and LUNCH as shown below.

REG

ISTRATIO

N

1 2

INTERVAL

3 4

LU

NCH

5 6

Mon

Tue

Wed

Thur

Fri

Shade Registration, Interval and Lunch with 25% grey. Centre the period numbers within the cells and increase the font size. Make the changes to complete the timetable as shown below.

REG

ISTRATIO

N

1 2

INTERVAL

3 4

LU

NCH

5 6

Mon Eng Maths Admin PE

Tue Maths Admin Study Eng Soc Ed

Wed Study Eng Admin Study Maths Study

Thur Maths Study Study Eng Admin Study

Fri Eng Maths PE

Insert your name above the timetable. Change the font style and increase the size.

Print one copy of the completed timetable.



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Task 3 Create the table shown below.

Department Budget Amount Spent to

Date

Administration £500.00 £325.00

Sales £375.00 £150.00

Marketing £650.00 £495.00

Human Resources £275.00 £225.00

Computer Services £450.00 £350.00

Production £315.00 £295.00

Finance £280.00 £175.00

Total Total

Average Average

Insert formulae to calculate the totals and averages. Sort the table in alphabetical order of department.

Save the table as DeptBudget.



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Creating Business Letters

Madras Insurance Ltd 99 Kilrymont Road ST ANDREWS Fife KY19 2LF Tel: 01334 412312 Fax: 01334 412313 E-mail: [email protected] CW/SF 25 September 2007 Mr Craig Levein 92 Tannadice Street DUNDEE DD3 7PQ Dear Mr Levein INCREASE IN INSURANCE PREMIUM We are writing to inform you that as of 1 October 2007 the monthly premium on your insurance policy will increase to £35.50. Please find enclosed a copy of your policy statement for the 6 months ended August 2007. Should you have any queries please do not hesitate to contact us. Yours sincerely Catherine Wilson Accounts Manager Enc

L___________________

R________________________

I____________________________

__

S__________________________

____

S___________________________

B_______________________

C___________________________

D_________________________

E___________________________

mailto:[email protected]



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Madras Communications plc

190 Kilrymont Road

ST ANDREWS

KY16 9EJ

Tel: 01334 447122 Fax: 01334 447123 e-mail: [email protected]

Task 1 Open a blank Word document and using a variety of fonts and text formats design your own letterhead for Madras Communications using the information above. Save this document as Letterhead and use it when completing future tasks.

mailto:[email protected]



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Open a new word document. Create the letter below, using correct business letter layout. Insert an appropriate reference and use today’s date. Save appropriately.

Stet highlight

Task 2 Manson Investments 29 Orchard Way EDINBURGH EH12 1AT For the attention of Mr P Manson Dear Sir NEW ISSUE OF ORDINARY SHARES We are making a new issue of shares to the general public. Prior to putting them on the market we would like you to have the chance of buying some at a very favourable rate. We have put aside for you 300 ordinary shares valued at £1 each. This is an offer of one share for every 3 presently held. We are offering them to you at half price. If you wish to take advantage of this offer, fill in the enclosed form and return it to us with a crossed cheque for £150. If you would like any additional shares in addition to the ones being offered to you at half price, please indicate this as appropriate on the application form. If your application form is not received within 14 days we shall assume that you are not interested. Yours faithfully J B Holmes Managing Director

Before



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Task 3 Using the correct business letter layout. You are an Administrative Assistant at Madras College. Compose a letter to be sent on behalf of the Rector to parents advising them of an event that will be taking place next month in South Street. You can decide what the event will be and choose the date. You might want to inform parents that there will be tickets for sale and a buffet on the night.



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Dear * Further to your application for the post of * we invite you for an interview on * at *. On arrival you should report to the main reception. Should you be unable to attend please contact me at the address given above as soon as possible. We look forward to meeting you. Yours Lisa Jenkins Human Resources Manager

Mail Merge

Mail merge can be used to produce a set of letters that contain the same information and can be sent out to a number of people. Each letter can be personalised to contain the accurate details of each recipient e.g. name and address. These details are taken from a database that already holds this information. A mail merge can then be done to import the details of each recipient from the database onto the letters, ready to be sent out in the post. This is a quick and efficient way for businesses to contact customers or clients. A post for a new Administrative Assistant has been advertised at Glorious Marketing plc. 6 applicants are to be invited for interview. 1. Add the following details to the database file (GMDB).

Mr Brian Baker 89 Stoddart Road UDDINGSTON ML6 9AW 22 November 2012 1100 hours

Miss Anne Farini 15 High Street HAMILTON ML8 6HY 22 November 2012 1130 hours

2. Prepare a standard letter on headed paper (file GMLH) using the

information shown below. Insert the correct reference and use today’s date. Save the letter as Interview Letter.



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3. Merge the standard letter with details of all candidates who have been invited for interview. Use the instructions overleaf to help you. 4. Print one copy of letter showing merge fields and one copy showing the merged details for any one of the candidates.



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USING MAIL MERGE There are 2 ways of merging a word processing document with data contained in a database: 1 From the database to the word document. 2 From the word document to the database. Merging from the database to the word processing document Before commencing you should ensure that the word processing document is not open. Open the query/table that contains the data you want to merge. Click tools/office links/merge it with MS Word.

Choose link your data to an existing Microsoft word document. Locate the required document and choose open. The document should now be open and you should be able to see a button called Insert Merge Field on the mail merge toolbar.

Use the Insert Merge Field button to insert the required merge fields in the correct place.

Click on the View Merge Data button on the toolbar to merge the data. The arrow buttons on the toolbar can be used to scroll through all records. Merging from the word processing document to the database Before commencing you should ensure that your database query/table is not open. Click tools/mail merge. The mail merge helper window will appear. 1 – main document

Click create/form letters/active window 2 – data source

Click get data/open data source Locate the database query/table that contains the data you want to merge.

Click OK/edit main document.

Use the Insert Merge Field button on the toolbar to insert the required merge fields in the correct place.

Click on the View Merge Data button to merge the data.



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Practise Tasks Copy the folder MAIL MERGE PRACTICE from iLearn. You have been provided with the following electronic files.

DATABASES

LETTERHEADS LETTERS

1. ARROWDB ARROWLHEAD ARROWLETTER

2. BISHOPSDB BISHOPSLHEAD BISHOPSLETTER

3. CLYDEDB CLYDELHEAD CLYDELETTER

4. DOLLARDB DOLLARLHEAD DOLLARLETTER

5. EASYDB EASYLHEAD EASYLETTER

Your task is to complete and print 5 letters using mail merge. Use the following

instructions as a guide for completing each letter.

o Open the file ARROWLHEAD. o Copy this letterhead into the file ARROWLETTER. o Complete the reference and insert today’s date in the correct place. o Merge relevant data from the file ARROWDB into the letter using the

instructions provided by your teacher in the introductory task. o Print one copy of the completed letter showing the merge fields and one

copy showing merged details for one person.



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Itineraries

An itinerary is a business document prepared for someone going on a business trip. The itinerary will illustrate information such as who will be going on the trip, the location, dates of the trip, transport details, arrival and departure times, meeting times and places, accommodation details, dinner reservations etc. An itinerary is usually prepared using a table using 24 hour clock to indicate times e.g. of departures or check ins. The layout must be clear and consistent throughout the itinerary. Thursday

0900 hours Depart Glasgow Airport

Friday

Saturday

Using the templates on iLearn, complete the following tasks.

Task 1

Mr Smith will be attending a business trip on the first Thursday and Friday of next

month. He is working in Edinburgh the week before and would like to travel to

London by train. He will be returning home to Glasgow on the Saturday morning

after 1000 hours.



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He would like to arrive in London before 1700 hours on the Thursday. Find suitable

train times and costs from Edinburgh Waverly to London and then train times and

costs from London to Glasgow on Saturday morning.

Mr Smith will stay in a five star hotel and would like to be no further than three miles

from The London Eye. He will be staying at the hotel for two nights. Find a suitable

hotel for Mr Smith. The budget is £300 for the two nights.

Print the webpages showing the train times, accommodation and their costs.

Task 2

Mr Smith requires an itinerary for his business trip.

Open the file Itinerary Business Trip and complete it using the information below.

Thursday

Mr Smith will depart from Edinburgh Waverly and arrive in London and check into his

hotel at 5.30pm. He will use the swim and sauna facilities at 6.30pm and have

dinner at 8.15pm in the hotel bar.

Friday

The business meeting will start at 09.30am in the hotel restaurant. Mr Smith and his

business partners will break for morning coffee at 10.45am and will continue with

their meeting until lunch at 12.30pm. They will then attend a short conference in

Westminster at 2.00pm – 5.00pm where they will meet with colleagues from their

London office. Mr Smith and his colleagues have arranged to get together after the

conference for some sight-seeing, they have booked the London eye for 7.00pm and

have dinner reservations at Gillray’s Steakhouse at 9.00pm.



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Saturday

Mr Smith will check out of the hotel and depart from London to arrive home in

Glasgow.

Task 3

Mr Smith is going on a business trip to Paris on 4 July 2017. He wants to travel by

plane. Mr Smith is working in Scotland the week before so would like a flight from

Edinburgh or Glasgow to Paris.

He would like to arrive in Paris before 1700 hours on 4 July 2017. He will then need

to get a taxi to his accommodation.

Mr Smith will stay in a five star hotel that is no further than three miles from The

Eiffel Tower. He will be staying at the hotel for two nights.

On 5 July 2015 he has meetings with Mr Clark starting at 0915 in Mr Smith’s hotel.

He and Mr Clark will have lunch in the hotel and require you to make a booking

between 1200 hours and 1300 hours.

Mr Smith would also like to go to a high quality restaurant at 2000 hours with

friends. The restaurant must be in walking distance from his hotel.

On 6 July 2015, Mr Smith would like to go sightseeing. He wants to have a tour of

The Eiffel Tower at 1200 hours, this will take three hours.

Mr Smith then needs a return taxi and flight to Edinburgh or Glasgow. He wants to

be back in Scotland before 2200 hours.



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1. Find suitable flights and accommodation for Mr Pott and print out the

webpages.

2. Open a blank Word document and insert a table to create an itinerary for Mr

Pott’s trip. Remember to read the criteria from the information on the

previous page carefully.

Extension Task

Plan a trip for you and two friends to go sight-seeing in London.

Departing on 17 June 2017 from Edinburgh and arriving at London Heathrow before

1600 hours.

Departing London Heathrow on 20 June 2017 before 1700 hours.

You must arrange transport e.g. trains to and from the airport.

Arrange accommodation no further that 2 miles from Buckingham Palace.

Plan trips and restaurants for the three days.

Insert a table onto a Word document and create an itinerary for the trip.