RIFT VALLEY UNIVERSITY

Department of Marketing

Course Title: Producing Simple Word

Processed Documents
Instructor: Yitagesu Teshome
E-Mail: Yiteinfo@Gmail.com
 Course outline
LEARNING OUT COMES:
LO1 Prepare to produce documents
LO2 Produce documents
LO3 Finalize documents
 Course outline
LO1
  2. Identify document purpose, audience and presentation requirements, and clarify with relevant
personnel as required
LO1 Prepare to produce documents Documents may include
1. Ergonomic requirements may include:  : agendas
 letters
 avoiding radiation from computer screens
 mail merges
 chair height, seat and back adjustment  memos
 document holder  minutes
 footrest  short reports
 simple one-page flyers
 keyboard and mouse position
 standard form letters
 lighting
3. identify organizational and task requirements for document layout and design Organisational
 noise minimisation requirements may include:
 double-sided paper use  organization’s colour scheme
 re-using paper for rough drafts (observing  organization’s logo
confidentiality requirements)  consistent corporate image
 content restrictions
 utilising power-save options for equipment
 established guidelines and procedures for document production
 house styles
 observing copyright legislation
 organisation name, time, date, document title, filename etc. in header/foote
 Course outline
LO2: Produce documents
 Format document using appropriate
Software functions may include:
software functions.  default settings
Formatting may include:  document protection
  grammar check
alignment on page
 headers/footers
 columns  indent
 company logo/letterhead  line spacing
 enhancements to format - borders, patterns  page numbers
and colours  page set up
 enhancements to text - colour, size, orientation  paragraph formatting
 spell check
 headers/footers  tabs
 margins  text formatting
 page orientation
 Course outline
LO3 Finalize documents
Checking may include: Ensure document is prepared within designated time lines and
 accuracy of information organisational requirements
Designated time lines may include:
 consistency of layout  organisational time line e.g. deadline requirements
 ensuring instructions with regard to content  time line agreed with internal/external client
and format have been followed  time line agreed with supervisor/person requiring
 grammar document/s
 proofreading Naming and storing documents may include:
 appropriate file type
 spelling, electronically and manually
 authorised access
Printing may include:  file names according to organisational procedure e.g. numbers
 basic print settings rather than names
 file names which are easily identifiable in relation to the
 multiple copies content
 odd or even pages  File/directory names which identify the operator, author,
 print preview section, date etc.
 printer setup  filing locations
 specified pages
 whole document
 Introduction Word Processor
 Sometimes abbreviated as WP, a word processor is a software program
capable of creating, storing, and printing documents.

 Unlike the standard typewriter, users using word processors have the
ability of creating a document and making any changes anywhere in the
document.

 This document can also be saved for modification at a later time or to

be opened on any other computer using the same word processor.
 Characteristics Word processing
 
Typically refers to text manipulation functions such as automatic
generation of:
 batch mailings using a form letter template and an address
database (also called mail merging);
 indices of keywords and their page numbers;
 tables of contents with section titles and their page
numbers;
 tables of figures with caption titles and their page
numbers;
 cross-referencing with section or page numbers;
 footnote numbering
 Word Processor Feature
 Validate text
A word processor allows one to  spelling
 Enter text  grammar
 thesaurus
 Edit text
 Add graphics
 insert  pictures
 delete  graphs
 equations
 copy
 objects from other applications
 move  Reuse documents
 Save and Open text documents  Templates

 Format text and the document

 Word Processor Feature
 
Typically

 A word processor allows one to

 Enter text

 Edit text

 insert

 delete

 copy

 move

 Save and Open text documents

 Format text and the document