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Learner Resources Information and Communication Technology BSBOPS405 Organise Meetings BSBITU306 Design and Produce Business Documents BSBITU402 Develop and Use Complex Spreadsheets ASSESSMENT TASK 1: WRITTEN QUESTIONS Question 1 a) List the four (4) key documents that an organisation may have available internally to use to instruct their employees on how ensure document design is consistent with company and/or client requirements. Paraphrase/expand the all of the points into paragraphs in your own words. Provide a brief outline of each and provide a reference in Harvard style Templates Branding document Policies and procedures. Style guide b) What is the main document an external client would use to provide information about particular design elements they require in document design and production? Provide your answer in a proper sentence in your own words and provide a reference in Harvard style · Design Brief c) What are the essential elements of the document you identified in (b) above? Paraphrase/expand all of the points into paragraphs in your own words. Provide a brief outline of each and provide a reference in Harvard style · Scope · Any definite “Do nots” · Objectives and goals of the document · Available materials/required materials · Budget and schedule · Overall style · Target audience or Main user d) What are the 6 basic principles of document design? Paraphrase/expand the all of the points into paragraphs in your own words. Provide a brief outline of each and provide a reference in Harvard style · Contrast · Unity · Similarity · Proportion · Balance · Order Question 2 Research the following eight (8) software applications that businesses may use to assist in document design, production and storage, and list their functions and features in the tables following. Student response must include for each application under its function, and under is features, all of the components in each of the dot points for each following: APPLICATION FUNCTIONS For each of the FUNCTIONS, Paraphrase/expand the all of the points into paragraphs in your own words and provide me with a reference in Harvard style FEATURES For each of the FEATURES, Paraphrase/expand all of the points into paragraphs in your own words and provide me with a reference in Harvard style WordPress · can be used to create websites. · customisable open source project · one of the world’s largest self-hosted blogging tools Google Drive · cloud-based file storage · access from any computer, smartphone or tablet. · up to 15GB free. · others can view, download or collaborate online Microsoft Word · word processing · generally considered the standard word processing tool · the most popular word processing tool in the world · available for Microsoft Windows, Apple macOS and for smart phones and tablets Notepad · text editor for use with Microsoft that allow for editing of text · provide little or no formatting options · output raw text files with no fonts or other data · TextEdit · text editor for use with Mac that allos for editing of text · · output raw text files with no fonts or other data · provide little or no formatting options Google Docs · Word processing · Saves work automatically online · available to use for free · real-time online collaboration · One of the biggest rivals to Microsoft Word · Adobe Indesign · layout and page design software for print and digital media · creates and publishes books, digital magazines, eBooks, posters, interactive PDF’s · imagery from Adobe Stock · typography from the top foundries · industry-leading · Quickly share content and feedback in PDF Adobe Creative Cloud · a set of applications and services · from Adobe Systems · access to a collection of software · optional cloud services · used for graphic design, video editing, web development, photograph · a set of mobile applications Question 3 For each of the applications in the preceding Question 2, list in the following table the most direct source of help available if you encounter basic design difficulties in the design, and in the production, of business documents using that particular application. APPLICATION DESIGN DIFFICULTIES HELP PRODUCTION HELP WordPress https://en.support.wordpress.com https://en.support.wordpress.com/ Google Drive https://support.google.com/ Google Drive Community https://support.google.com/ https://support.google.com/drive/answer Microsoft Word https://support.office.com/en-us/word https://support.office.com/en-us/word Notepad https://notepad-plus-plus.org/online-help/ https://notepad-plus-plus.org/online-help/ TextEdit https://support.apple.com/en-au/guide/textedit https://support.apple.com/en-au/guide/textedit/welcome/mac Google Docs https://support.google.com/ Google Drive Community https://support.google.com/ https://support.google.com/drive/answer Adobe Indesign https://helpx.adobe.com/support/indesign.html https://helpx.adobe.com/support/indesign.html Adobe Creative Cloud https://helpx.adobe.com/support/creative-cloud.html https://helpx.adobe.com/support/creative-cloud.html Question 4 In addition to the software applications identified in Question 2 above, what are the three (3) typical office equipment technologies a business can use to produce business documents in-house? Paraphrase/expand all of the points into paragraphs in your own words. Provide a brief outline of each, and provide a reference in Harvard style · Printers · Produces paper copy · varies in costs · varies in quality · Original is a soft copy document · varies in speed · Scanners · Original is a hard copy document · Can edit and resize scans · Produces a digital version · Photocopier · Original is a hard copy document · varies in quality · varies in speed · Produces paper copy · varies in costs · Question 5 a) How often is a document auto-saved by default when using Microsoft Word? Provide your answer in a proper sentence in your own words and provide a reference in Harvard style · Every ten minutes b) What are the two (2) methods within Microsoft Word that you can use to try to retrieve a version of a document you created in Microsoft Word if your computer ‘crashes’? Paraphrase/expand all of the points into paragraphs in your own words. Provide a brief outline of each, and provide a reference in Harvard style · Recent/Open functions Auto Recover option · Question 6 a) Outline what are organisational plans and their purpose. Paraphrase/expand all of the points into paragraphs in your own words. Provide a brief outline of each, and provide a reference in Harvard style · one of the most important responsibilities of a management team · Process of identifying an organization's immediate and long-term objectives, · staffing and resource allocation · formulating and monitoring specific strategies to achieve the objectives b) Outline what an organisational policy is and its purpose. Paraphrase/expand all of the points into paragraphs in your own words. Provide a brief outline of each, and provide a reference in Harvard style · define what is or is not permitted within the organization. · establish expectations and limitations related to · a set of guidelines and best practices · put in place to protect the company, employees, and customers · practices · behaviour. c) Outline what an organisational procedure is and its purpose. Paraphrase/expand all of the points into paragraphs in your own words. Provide a brief outline of each, and provide a reference in Harvard style · normally based on organisational policy · specific guidelines for completing a task · Question 7 An organisation will typically have its own particular requirements relating to how data is captured and input into or converted into electronic records, how the data is stored and how it is presented. What are the common key features that every organisation should aim to achieve through those requirements? Paraphrase/expand all of the points into paragraphs in your own words. Provide a brief outline of each, and provide a reference in Harvard style · Reducing mistakes or errors · Protecting the data · From corruption · For privacy/confidentiality · Providing consistency and efficiencies in data · naming · access · presentation · reliability · storage · capture Question 8 Describe how each of the following formatting and design techniques may impact on the presentation and readability of data and information- a) Using a legible type Paraphrase/expand all of the points into paragraphs in your own words. Provide a brief outline of each, and provide a reference in Harvard style · Presentation and readability will be improved by · for headings using · capitalisation · a larger font size, and/or · bold and/or · a maximum of two (2) font-types · using short headings · for content using at least an 11-point font size b) Using tables and Graphs Provide your answer in a proper sentence in your own words and provide a reference in Harvard style · Numerical data can be understood more clearly with tables and graphics c) Using Numbered Lists Provide your answer in a proper sentence in your own words and provide a reference in Harvard style · numbered lists indicate that the order is important d) Bulleted lists Provide your answer in a proper sentence in your own words and provide a reference in Harvard style · Bulleted lists indicate that the order is not sequenced e) Using left-justified alignment Provide your answer in a proper sentence in your own words and provide a reference in Harvard style · left-aligned text and data is easier to read · the gaps in justified text inhibit the flow of reading f) Using italics Provide your answer in a proper sentence in your own words and provide a reference in Harvard style · Italicised text and numbers are harder to read g) Natural flow Paraphrase/expand all of the points into paragraphs in your own words. Provide a brief outline of each, and provide a reference in Harvard style · having to move around a worksheet to follow information makes readability harder. · Ensuring a natural flow of information down each worksheet improves readability h) Blank Rows and Columns Provide your answer in a proper sentence in your own words and provide a reference in Harvard style · blank rows in the top of spreadsheets can assist in- · using database functions and filter features · viewing totals instead of having to scroll down Question 9 Outline the steps to take when closing a file on an external hard drive or USB to ensure you can exit the application without data loss or damage of data. Paraphrase/expand all of the points into paragraphs in your own words. Provide a brief outline of each, and provide a reference in Harvard style i. within the application click File/Save ii. close the file iii. click on the Safely Remove Hardware and Eject Media icon iv. if a dialogue box message appears indicating the device is currently in use- a. close the dialogue box b. check if any other files are open in the software application c. save and close any open files in the same application v. repeat from iii above until a dialogue box appears indicating it is safe to remove the hardware device Question 10 By referring to best practices, explain what should be included in typical organisational requirements for each of the following: a) Ergonomics Paraphrase/expand all of the points into paragraphs in your own words. Provide a brief outline of each, and provide a reference in Harvard style · footrest · screen position · chair height, seat and back adjustment · noise minimisation ·