Office Skills and Keyboarding: An Introduction

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Office Skills and Keyboarding An Introduction

• Access 2

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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.

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Background information

• 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.
• When you have completed each task, ask your
  teacher/tutor to check it.

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More information

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

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Your responsibilities

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

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The way you work

• 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.

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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 to work in an office and how to
  safely use office equipment under supervision.

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Setting the scene

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

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Setting the scene

• Mr V Forbes, your boss, tells you that all new
  administration assistants must go on a training
  course.
• Now do Tasks 1 and 2.

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Office equipment

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

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Office appliances

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

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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
• memo pads
• printer paper
• telephone message pads.

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Office sundries

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

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• Now do Tasks 36.

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What happens now?

• 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.
• You will get a chance to care for and use each
  appliance.

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• Office appliances

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What is a photocopier?

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

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How do I look after it?

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

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How to use a photocopier

• Lift the lid.
• Place your document face down on the glass.
• 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.
• Remove your original document and the copies from
  the photocopier.
  

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Health and safety

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

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Try it for yourself

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

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• Now do Task 7 and complete checklist.

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• Now do Task 8.

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What is a fax machine?

• A machine that sends and receives text and
  pictures along phone lines.

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How do I look after it?

• Clean the fax machine using a soft, dry cloth or
  a duster.

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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.

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How does it work?

• 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.
• Now do Tasks 9, 10, 11 and 12.

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Try it for yourself

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

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• Now do Task 13.

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Personal computer

• Used for word processing and searching the
  internet.

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How do I look after it?

• Clean the keyboard with a soft, dry cloth and
  clean the screen with screen wipes.

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Personal computer

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

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Try it for yourself

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

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Telephone

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

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How do I look after it?

• Use a clean duster to clean the telephone.

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Telephone

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

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Try it for yourself

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

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Shredder

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

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Danger!

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

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Try it for yourself

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

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Laminator

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

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Danger!

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

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Try it for yourself

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

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Health and safety

• Report any potential hazards.
• Adjust trailing cables.
• Dont try to fix broken electrical equipment.

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Dealing with faults report them!

• 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.
• If they cannot fix it, they will then pass on the
  fault to a technician.

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• Dont try to fix it on your own!

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• Office stationery

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Memo pads or Post-it notes

• 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.

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Envelopes

• 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.

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Telephone message pad

• 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.

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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.
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John Smith
24/09/2011
09.00am
Paul Keogh
TDR Plc
01698 3000001
x
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• Office sundries

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Stapler

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

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Pens/pencils

• 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.

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Paper punch

• 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.

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Paper clips

• 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.

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

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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.
• Tell your teacher/tutor that you are ready.
• Good luck!

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Outcome 3

• 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.

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Typing

• To help improve your keyboarding skills, click on
  the web link below and work from level 1 to level
  4.
• http//www.bbc.co.uk/schools/typing

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Getting started word processor

• This section will take you through
• typing text
• typing figures
• using upper-case letters
• using lower-case letters
• using the shift, space, return and delete keys.

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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.

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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).
• He sends letters out to customers and uses a word
  processor to do this.

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What can a word processor be used for?

• A word processor can be used to
• type
• letters
• posters
• notices.

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Complete the remaining tasks

• Complete Tasks 1825.
• Proof-read each task before handing it to your
  teacher/tutor to mark.

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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.
• Tell your teacher/tutor that you are ready.
• Good luck!