Office Programs & Documentation

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  Word Processing Documents

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  A word processor is a program that allows you to:

  • create a document.
  • edit a document.
  • print a document.
  • save a document for future reference.

  There are two main stages:

  • creating a document - this may involve using a template
  • editing a document - making changes to the document

  Word processors help:

  • create professional documents.
  • simplify complex tasks.
  • save time.

  Examples of WORD documents

  • reports
  • letters
  • advertising

  A word processor can insert individual details of customers on the same letter or flyer. These can be printed with a personalised greeting without having to create the document many times. This is known as a Mail Merge.

  WORD is a common word processing program, but the same basic principles apply to all word processing programs.

  Functions in WORD

  • The ribbon has several tools and features.
  • The TABS relate to tasks and activities.

  TABS

  • File, eg save and print
  • Home - relates to formatting, eg highlighting, bolding, font type and size, bullet points
  • Insert, eg cover pages, tables, graphics, headers
  • Page Layout, eg paper size, orientation (portrait and landscape)

  Good formatting and layout make a document:

  • easy to read.
  • look professional.

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  Spreadsheets

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  A spreadsheet is a program that allows you to:

  • to present information in table form.
  • produce a document with numerical data.

  Spreadsheet programs are used to:

  • produce financial reports.
  • record client lists.
  • keep track of occupancy rates.
  • calculate costs.

  Spreadsheet data can be imported into word processors.

  EXCEL is a common spreadsheet program, but the same basic principles apply to all spreadsheet programs.

  A Workbook is a document where users:

  • enter text.
  • enter numerical data.

  Data:

  • is arranged in columns - identified by a letter.
  • is arranged in rows - identified by a number.
  • can be printed as a report or a chart.

  This makes it easy to store, organise, and analyse the information.

  Cells:

  • are boxes where data is entered.
  • are named according to their column and row.
  • can hold formulas to calculate data in other cells.

  The Name Box shows exactly which cell is selected.

  TABS

  • File, eg save and print
  • Home - relates to formatting, eg highlighting, bolding, font type and size
  • Insert, eg graphics, headers
  • Page Layout, eg paper size, orientation (portrait and landscape)
  • Formulas, eg AutoSum

• Show Me

  Templates

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  In the Tourism and Hospitality industry there will be documents that you create frequently. These may be created using a word processor or a spreadsheet.

  You will often use the same:

  • information
  • formatting
  • layout or design

  Templates give us a style guide for a new document.

  A template may store:

  • text.
  • paragraph styles.
  • page formatting.
  • graphics.

  Templates may:

  • contain formatting information where you add your own text.
  • contain text for you to customise for your own purpose.

  For example - the Weekly Specials menu for a restaurant.

  • Meals are different each week.
  • Days will always be listed in the format showing.
  • Fonts will be the same.
  • Times for dinner and lunch will NOT change.

  Templates:

  • save time.
  • are efficient - formatting and formulas already created.
  • help create documents that are consistent and look professional.

  In the Tourism and Hospitality Industry word processing templates may include:

  • a menu in a restaurant.
  • a travel brochure.
  • a travel itinerary.
  • a newsletter.

  In the Tourism and Hospitality Industry spreadsheet templates may include:

  • a financial report.
  • tax invoices.
  • budgets.
  • order forms.

  REMEMBER

  If you don't use a template, you need to customise ALL aspects of your word document or spreadsheet.

• Show Me

  Databases

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  A database is a collection of data, similar to an electronic filing system.

  Employees should have an understanding of the databases in their workplaces.

  Databases:

  • are created by computer specialists.
  • need to be kept accurate and efficient.

  Databases are made of four objects:

  • Tables
  • Forms
  • Queries
  • Reports

  Tables:

  • store the information.

  Forms:

  • allow you to enter, view and edit information, for example, a change of address.
  • are used to add a RECORD to the database, for example, a new customer.
  • are an easy way to guide people into entering data into the FIELDS correctly. If you put in a last name of a customer, that data goes into LAST NAME.

  Entering the data into the FIELDS is known as DATA ENTRY. If you enter data incorrectly you will not be able to retrieve this entry from the database. This may cause confusion and delays when customers check-in.

  Queries:

  • allow you to compile and search information.

  A search may be alphabetical or chronological.

  If you are searching for Mr Wilson:

  • you can access the record for Mr Wilson from the date he last stayed with you, OR
  • you can search for all guests starting with the last name "WILSON".

  A query is "asking a question", which the database helps you answer.

  Reports

  • present the data in print so the information is easier to understand.

  In summary, databases:

  • deal with a broad scope of information.
  • guide you into entering data correctly, for example, last name, first name.
  • provide answers to your queries from all your stored data.

  REMEMBER

  All four objects work with the same data. Data entry needs to be done carefully so the resulting records are accurate and useful to the business.

• Say It

  There are 2 parts in this section.

  1. The Glossary

  The glossary lists the more difficult words related to the topic in alphabetical order. The glossary also gives the meaning for each word.

  2. Look, Cover, Write, Check!

  This activity gives you practice at remembering and writing the words from the glossary.

• The Glossary

• Do It: Office Documentation

  Jump to Activities

• Do It: Word Documents

  	Cut	removes print from original location
  	Paste	places print in new location
  	Change Size	makes print larger, makes print smaller
  	Bold	makes print bolder and darker
  	Underline	underlines print
  	Colour	changes colour of the print
  	Highlight	highlights the printn

  A word processor is a program that allows you to create and edit a document. Editing means to make changes to the document.

  The Home tab has many features to help with editing and formatting documents. Using features such as bolding or underlining can make your document look professional and easy to read.

  Icons make it easy to find formatting tools on the Home tab.

• Do It: Spreadsheets

  

• Do It: Templates

  

• Do It: Databases

  

Check It