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Office Technology Activity Book
Office Technology Activity Book
Office Technology Activity Book
The Ministry of Education owns the copyright to this activity book, Office Technology for Year 9.
Schools may reproduce this in part or in full for classroom purposes only. Acknowledgement of
the Technology and Employment Skills Training Section of the Ministry of Education copyright
must be included in any reproduction.
Any other use of this book must be referred to the Permanent Secretary for Education through the
Director Technology and Employment Skills Training.
Year 9, which is based on the revised Year 9 Office Technology syllabus, 2019.
Published by
Technology and Employment Skills Training Section
Ministry of Education, Heritage and Arts
Level 1, Harbour Front Building
Rodwell Road
Private Mail Bag
Suva
Fiji
Phone: 3306077
Email: www.education.gov.fj
test_info@govnet.gov.fj
2
PREFACE
This Activity Book has been written to cater for the students taking Office Technology at Year 9 level
to be trialed in Fiji secondary school in 2019. It is hoped that this book will be useful in implementing
the revised Year 9 syllabus and class activities designed in this book.
It is anticipated that this Activity Book will minimize the amount of time for teachers in lesson
preparation and more time will be devoted to actual classroom learning and teaching.
There are varieties of activities in this book which students should do in order for them to understand
the basic concepts taught in each sub strand.
MINISTRY OF EDUCATION
SUVA
FIJI ISLANDS
January 2019
3
ACKNOWLEDGEMENT
WLEDGEMENT
This Activity Book for Year 9 Office Technology has been compiled by the Office Technology Department
of the Technology Education Skills and Training [TEST] Section of the Ministry of Education.
It was written and compiled by the Year 9 Office Technology writer’s panel comprising of the following
teachers:
Special thanks to Mr Sanivalati Nabogikolo for all the graphic designs and Mr Sonal Chandra
for designing the cover page of this book.
This publication has been made possible through the support and assistance provided by the Senior
Education Officer Office Technology Mrs Seruwaia Raile, Principal Education Officer TEST
Mr Pene Aropio, Director TEST Ms Alumeci Tuisawau and all the Subject Advisors of the TEST
Section of the Ministry of Education.
Above all, the TEST staff and the family members of the writers are acknowledged for their
patience and wholehearted support.
CONTENTS
Picture 1 Picture 2
Picture 3 Picture 4
Picture 5 Picture 6
Picture 7 Picture 8
6
The characters of this role play are receptionist and guest and the scenario is in Bula
Vinaka hotel. Students have to get in pairs and perform this role play. The tasks
performed by the Receptionist is shown below.
Check reservation
Ask to see their Listen to the
passport quest
1nstruction. 1nstruction.
Read and practice the dialogue with your partner. Read and practise the dialogue with your partner. (R
(R stands for Receptionist, G- for Guest.) stands for Receptionist, G- for Guest.)
Use the case study below to classify and inform Tom whether he has all the
components for starting an office.
There are four components in an office. These are people, tools, data and other
resources. Given below is the list of things that Tom currently has for his office.
Study the picture below and answer the questions that follow:
1. List a good impression the Receptionist will have to display to the visitors waiting to be served.
3. Apart from being a Receptionist or a Secretary, name two other careers that a person can choose to
do after studying Office Technology in school.
10
Study the two pictures below and answer the questions that follow:
1. What do you think is the position of the gentleman shown in the picture above?
2. What would be the highest qualification a person should achieve in order to be in that position?
3. What do you think is the position of the lady shown in the picture above?
4. What would be the highest qualification a person should achieve in order to be in that position?
11
Study the picture below and answer the questions that follow:
1. Which office equipment in the above picture would be the main solution to the problem faced by most
employees in the over-heated office?
2. Mrs Vinaka needs to cancel her flight to Auckland to attend the company’s general meeting next
week due to the tropical cyclone. What method of communication should be used so that people in
Auckland are well informed?
Year Questions
Section C – Question 1
2016 In a paragraph, discuss five skills an efficient secretary in an office should possess in order to
fulfill the roles and duties of the position
.
13
Choose a word given in the table below that best describes the picture and write
the word against number 1 to 9.
15
Study the formatting toolbar below and answer the questions that follow:
2. List the three different font styles you have learnt in class.
Study the Microsoft Word shown below and answer the questions that follow:
(a) The teacher will divide the students in pairs and create the presentation
using Microsoft Power point.
2. First slide
3. Second Slide
4. Third Slide
5. Drag the slide of your personal information before your class mate’s
information.
(b) The teacher will divide the students into groups and create the presentation using
MS Power point.
7. Be creative with the “activities” in the slides. Add whatever material you think is
appropriate and don’t hesitate to add pictures.
Year Questions
USE OF INTERNET
Identify the pictures shown below and state whether it is a website, web browser or
search engine.
Picture 1
___________________________
Picture 2
___________________________
Picture 3
_________________________________
Picture 4
__________________________________
Picture 5
__________________________________
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Advantages Description
Information
Marketing
Networking
Entertainment
Website
Communication
Social media
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Disadvantages Description
Expensive
Addiction
Leakage of
information
Viruses
Exposure to
adult’s content
Theft
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Year Questions
Section B – Question 2 (b)
2016 Given in the table below are four steps in accessing the internet. The steps are
not in their correct order.
1. Open a browser.
2. Turn the computer on.
3. Type the URL address you want to visit and press enter.
4. Connect the internet.
3. Turn the
Re-arrange the steps to indicate their correct order by writing the numbers in
the boxes provided.
DOCUMENT PROCESSING
Study the pictures below and answer the questions that follow.
Picture 1 Picture 2
5. What would be the best solution that these two should follow to better their work
performance?
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Left Hand
ffff dddd ssss aaaa ffff dddd ssss aaaa ffff dddd ssss aaaa ffff dddd ssss aaaa
asdf asdf asdf asdf asdf asdf asdf asdf asdf asdf asdf asdf asdf asdf asdf asdf
fdsa fdsa fdsa fdsa fdsa fdsa fdsa fdsa fdsa fdsa fdsa fdsa fdsa fdsa fdsa fdsa
ffff dddd ssss aaaa ffff dddd ssss aaaa ffff dddd ssss aaaa ffff dddd ssss aaaa
asdf asdf asdf asdf asdf asdf asdf asdf asdf asdf asdf asdf asdf asdf asdf asdf
fdsa fdsa fdsa fdsa fdsa fdsa fdsa fdsa fdsa fdsa fdsa fdsa fdsa fdsa fdsa fdsa
Right Hand
jjjj kkkk llll ;;;; jjjj kkkk llll ;;;; jjjj kkkk llll ;;;; jjjj kkkk llll ;;;; jjjj kkkk llll ;;;;
jkl; jkl; jkl; jkl; jkl; jkl; jkl; jkl; jkl; jkl; jkl; jkl; jkl; jkl; jkl; jkl; jkl; jkl; jkl; jkl;
;lkj ;lkj ;lkj ;lkj ;lkj ;lkj ;lkj ;lkj ;lkj ;lkj ;lkj ;lkj ;lkj ;lkj ;lkj ;lkj ;lkj ;lkj ;lkj ;lkj
jjjj kkkk llll ;;;; jjjj kkkk llll ;;;; jjjj kkkk llll ;;;; jjjj kkkk llll ;;;; jjjj kkkk llll ;;;;
jkl; jkl; jkl; jkl; jkl; jkl; jkl; jkl; jkl; jkl; jkl; jkl; jkl; jkl; jkl; jkl; jkl; jkl; jkl; jkl;
;lkj ;lkj ;lkj ;lkj ;lkj ;lkj ;lkj ;lkj ;lkj ;lkj ;lkj ;lkj ;lkj ;lkj ;lkj ;lkj ;lkj ;lkj ;lkj ;lkj
Both Hands
fd fds fdsa jk jkl jkl; fd fds fdsa jk jkl jkl; fd fds fdsa jk jkl jkl; fd fds fdsa jk
fd fds fdsa jk jkl jkl; fd fds fdsa jk jkl jkl; fd fds fdsa jk jkl jkl; fd fds fdsa jk
Study the pictures below and state which person is using the correct
posture: Left or Right.
Picture 1 Left or
right
Picture 2 Left or
right
Picture 3 Left or
right
Picture 4 Left or
right
29
Picture 5 Left or
right
Picture 6 Left or
right
Picture 7 Left or
right
Picture 8 Left or
right
30
Study the picture below and answer the questions that follow.
1. Define ergonomic.
Year Questions
Section B – Question 4 (a)
2016
(b) (c)
(a)
(d)
(i) Name the keys labelled (a), (b), (c) and (d) on the above keyboard.
(ii) State the function of the delete key and shift key.
Read the following case studies and identify which primary concern of the
business they belong to.
Study the picture below and answer the questions that follow.
2. State two office functions that is carried out by the office workers.
4. How will these two functions contribute to the running of the business?
35
Write ‘S’ if a person provided a service and write ‘G’ if a person sells goods.
Farmer Teacher
(a) Complete the Time Management Matrix below by filling the correct
words.
URGENT NON-URGENT
IMPORTANT 1. 2.
NOT IMPORTANT 3. 4.
Study the picture below and answer the questions that follow.
Year Questions
Section C – Question 3
In a paragraph, discuss five areas of operation necessary for an organisation
to be effective.
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(i) Describe one advantage of using the office layout shown above.
(ii) Describe an organisation that uses the above office layout and explain
how it affects the flow of work.
Section C – Question 2
In a paragraph, discuss five criteria for a good office layout design.
40
CUSTOMER SERVICE
Read the case study below and answer the following questions.
Rina is the new receptionist for Bula Office Supplies Ltd. Rina is very smart
in dealing with visitors and customers at the reception desk. One afternoon,
she was busy attending to a customer at reception desk when the telephone
rings. She answered the telephone and talked to Mr Ram from General
Supplies Ltd who wanted to make an appointment with the Manager to
discuss some general issues.
Rina talked to him but forgot to write in the appointment book. After the
telephone conversation, she continued to attend to customers at the reception
desk.
Next morning Mr Ram comes at the reception desk to see the manager.
Questions:
1. What are some personalities of the receptionist, Rina?
2. Write the correct steps which Rina should have done to answer Mr Ram’s call.
3. How will Rina handle the situation in the morning when Mr Ram arrives in the
office?
5. Write down two basic business telephone protocol procedure used in all
organisations.
41
Marie: “Good morning, Office Supplies Ltd, Marie speaking, how may I help you?
Mrs Mana: “Good morning, may I speak with Mrs Linda please?
Marie: ___________________________________________________________________
_________________________________________________________________________
Marie: _____________________________________________________________
_________________________________________________________________________
Marie: _____________________________________________________________
_________________________________________________________________________
42
Study the picture below and fill the table with good and bad manners.
TELEPHONE ETIQUETTE
Bad manners Good manners
43
Year Questions
Section B – Question 3 (b)
2016 (ii) Explain why it is important to use a professional
voice and manner when
handling telephone calls in an office.
(iii) Explain what the caller needs to do before making an
outside call from an office.
Section C – Question 4
In a paragraph, discuss five issues that the caller needs to confirm
with the receiver when leaving messages through telephone.
Section C – Question 3
In a paragraph, discuss five ways of applying correct telephone
etiquette.
46
BUSINESS COMMUNICATION
The terms for each picture are: Organisation skills, communication skills,
answering mails, ordering supplies, answering phones, respond to
customers.
1 2
3 4
5 6
47
1 2
3 4
48
5 6
7 8
49
(a) Study the picture below and answer the questions that follow.
3. How did the sender know that the participants have received the message?
Wordless Acting
Divide students into groups of two and designate one student in each
group as A, and the other as B.
Give each student a copy of the script.
Student A will read their lines aloud, while student B will respond with
their lines using only body language.
On the paper for each group is a different emotion that the wordless
actor must portray such as, in a rush, feeling guilty or bored.
After the dialogue student A must guess what emotion of affliction was
being expressed by student B.
51
Year Questions
Section C – Question 1
In a paragraph, discuss five duties that a secretary needs to carry out at the
beginning of each working day.
52
REFERENCES
Horsfall, M and Cairns, S. (2005). Office Skills A Practical Approach – Third Edition.
O’Leary, Timothy J., and O’Leary, Linda I. (2010). Computing Essentials (Revised
Edition). Boston: Mcgraw-Hill.
Essential Skills for Word Processing: Microsoft Word 2007 TR Leger Adult Literacy and
Employment Preparation Program
www.en.copian.ca/library/learning/trl/word_processing/word...dpkeyboarding.com/Word_
Files/Practice...Processing_in_GDP.pdf
http://www.businessdictionary.com/definition/internet.html
https://upload.wikimedia.org
http://www.letterprinting.net/store/pc/Mail-merge-d27.htm
https://image.slidesharecdn.com/teleconferencing
http://share.upmc.com/2014/05/desk-posture-q-and-a/
https://www.slideshare.net/chinemere/writing-reports-and-proposals
http://www.google.com
http://www.piggus.com/computer-worksheets .html/
https://kytyper.com/products/refurbished-corona-four-typewriter-excellent-condition-1
https://www.google.com/imgres?imgurl=http%3A%2F%2Fcareer.iresearchnet.com
https://www.smiltenestehnikums.lv/attachments/article/195/Lesson%204%20Receptionist.doc
53
https://www.google.com/search?q=reduce+reuse+recycle&rlz=1C1AVUC_enFJ798FJ798&biw=1280&
bih=918&tbm=isch&source=iu&ictx=1&fir=fwSb7oAxd3YSrM%253A%252CofDmQ3K2KosejM%25
2C_&usg=___Vq8T0TBbn6I_NV3pACN9UoYIB8%3D&sa=X&ved=0ahUKEwj6mc-
2l4TcAhVGErwKHdgxC7MQ9QEIPTAB#imgrc=fwSb7oAxd3YSrM:
https://www.google.com/search?rlz=1C1AVUC_enFJ798FJ798&biw=1280&bih=918&tbm=isch&sa=1
&ei=Axo8W: