FNS40615 - BSBITU306 - Learner Guide V2.0 PDF

FNS40615 Certificate IV in ACCOUNTING
BSBITU306 Design and produce business documents
Learner Guide
FNS40615_ BSBITU306 Learner Guide V1.0 REAA: Released July 2019

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Learner Guide BSBITU306 Design and produce business documents
Unit Description This unit describes the skills and knowledge required to design and produce various
business documents and publications. It includes selecting and using a range of
functions on a variety of computer applications.
It applies to individuals who possess fundamental skills in computer operations and
Target Group keyboarding. They may exercise discretion and judgement using appropriate
theoretical knowledge of document design and production to provide technical advice
and support to a team.
By the end of this unit, students will be able to:
Learning Outcomes
® Select and prepare resources
® Design document
® Produce document
® Finalise document
Purpose of this Learner Guide
This Learner Guide provides students with guided and referenced study notes to assist student
learning of the competency unit requirements. When completed, this Learner Guide, along with
tutor provided support material and your own research will combine to represent a continuous body
of evidence of the work you have done and the skills you have learned.
The study notes provided in this Learner Guide are structured as follows:
• Learning Outcome and Performance Criteria reference
o Study Notes
§ Worked examples
§ Learning activities (formative)
• Practice questions
Students are required to access relevant Competency Unit outlines within their course to understand
the entire unit requirements. Students are required to read all notes and worked examples provided
and supplement these notes with tutor provided support material and own research where required.
It is highly recommended that students self-check their own learning of performance criteria by
completing all learning activities (answering in the spaces provided), checking own answers with the
answers provided at the end of the Learner Guide and asking for assistance as required.
Learner Guide support material
The source references noted in the Learner Guide provide a good starting point for the student to
undertake their own research by accessing full articles and reports to extend their reading.
NOTE: The Learner Guide study notes are not provided to be definitive but as a guide. Students are
required to supplement Learner Guide notes with their own research.

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Content
1. Select and prepare resources ............................................................................................. 4
1.1 Select and use appropriate technology and software applications to produce required business
documents .................................................................................................................................... 4
1.2 Select layout and style of publication according to information and organisational
requirements ................................................................................................................................. 6
1.3 Ensure document design is consistent with company and/or client requirements, using basic
design principles.............................................................................................................................7
1.4 Discuss and clarify format and style with person requesting document/publication ............... 10
Knowledge and Skill Checkpoint .................................................................................................. 11
2. Design document ........................................................................................................... 12
2.1 Identify, open and generate files and records according to task and organisational
requirements ................................................................................................................................12
2.2 Design document to ensure efficient entry of information and to maximise the presentation
and appearance of information ................................................................................................... 14
2.3 Use a range of functions to ensure consistency of design and layout ...................................... 19
2.4 Operate input devices within designated requirements ......................................................... 19
3. Produce documents ........................................................................................................ 21
3.1 Complete document production within designated timelines according to organisational
requirements ................................................................................................................................21
3.2 Check document produced to ensure it meets task requirements for style and layout .............21
3.3 Store document appropriately and save document to avoid loss of data ................................ 22
3.4 Use manuals, training booklets and/or help-desks to overcome basic difficulties with document
design and production ................................................................................................................. 24
4. Finalise document .......................................................................................................... 25
4.1 Proofread document for readability, accuracy and consistency of language, style and layout
prior to final output ..................................................................................................................... 25
4.2 Make any modifications to document to meet requirements ................................................. 26
4.3 Name and store document in accordance with organisational requirements and exit the
application without data/loss damage ..........................................................................................27
4.4 Print and present document according to requirements ........................................................ 30
Knowledge and Skill Checkpoint .................................................................................................. 31
Unit Knowledge and Skill Checkpoint .................................................................................. 32
Activity Answers ................................................................................................................ 34

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The focus of this Learner Guide is on documents designed and produced in Microsoft products,
specifically Microsoft Word (given it is widely used in business today).
Your organisation may use other software products that are generally available or that have been
built specifically for your organisation.
In addition to the Learner Guide you are encouraged to make yourself familiar with how to design
and produce business documents in any other software that you are required to use to perform your
role.
1. Select and prepare resources

Businesses require the production and finalisation of various types of business documents. For the
variety of business documents generated in mortgage broking businesses today there are many
software and technology alternatives that can be used. Section 1 of this Learner Guide will help you
develop the knowledge to determine the most appropriate technology for the document you need
to produce.
1.1 Select and use appropriate technology and software applications to produce
required business documents
Technology
Some of the technology that may be available to you in your organisation could include:
® Printers
® Scanners
® Computers
® Photocopiers.
Workplace Reflection A
Can you identify other technology used in your workplace?
Note: you should be aware of the safety procedures and potential hazards that surround the use of
the technological equipment you use. You should read the instructions, operator manuals provided
with the equipment prior to operating them. Manuals outline the equipment, the functions and how
to use them.
Software
Some examples of software may include:
® Word processing packages (e.g. Microsoft Word)
® Spreadsheet packages (e.g. Microsoft Excel)
® Database packages (e.g. Microsoft Access)
® Accounting packages (e.g. QuickBooks, MYOB)
® Design packages (e.g. Microsoft Publisher)
® Picture creation and editing packages (e.g. Microsoft paint)
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® Photo editing software (e.g. Adobe Photoshop).
Deciding what technology and what software is best used for different sorts of tasks requires
learning what is available and the best fit for purpose.
Workplace Reflection B
Read the list below and tick the tasks which you carry out at work or in your personal life.
Next to each task write the software application you would use.
Task Tick Software application

Writing a letter or report
Printing documents
Performing a mail merge
Performing calculations in tables
and worksheets
Producing tables and graphics
Sending an email
Preparing mailing labels
Adding data to a database
Types of business documents

The range of business documents that you produce will depend on your role and the organisation
you work for, but could include:
® Business reports (numeric)
® Business reports (analysis, specialist reports, recommendations, business cases)
® Presentations
® Emails
® Letters
® Memos
® Training manuals
® Agendas
® Minutes of meetings
® Flyers
® Labels and envelopes.
When you produce a document, it is important to know what you are required to do, what the
document is going to be used for, who is going to receive it, as well as any organisational policies
that you must follow in the document design.

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Following the basic document design principles detailed later in section 1 will assist you to cover
these elements of document production. In section 2 and 3 of this Learner Guide, we will cover some
of the key aspects of MS Word to produce business documents.
Practice Activity 1
Now complete Practice Activity 1: Purpose of documents, located in the Additional

Resources folder.
Practice Activity 2
Now complete Practice Activity 2: Document format, located in the Additional

Resources folder.
1.2 Select layout and style of publication according to information and

organisational requirements
Layout and style of business documents

The layout and style of business documents are likely to be guided by organisational requirements;
these requirements may well be detailed in a ‘style guide’ or similar document. These requirements
are likely to specify how to use the company logo (dimensions, colours etc.), the use of certain fonts,
company colour schemes, templates, required detail in headers and footers, punctuation style,
abbreviations, and document naming conventions to name a few.
The purpose of a style guide is to ensure consistency in communications, and assists in maintaining
integrity of the company identity and corporate image.
A guide on preparing material for publication in either print or electronic format can be found in the
Australian Style Manual, which can be accessed at https://www.australia.gov.au/about-
government/publications/style-manual
Workplace Reflection C
Find out if your organisation has a style guide or a document that indicates how business documents
should be presented.
Now review the KwikKopy Style Guide, located in the Additional Resources folder

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1.3 Ensure document design is consistent with company and/or client requirements,
using basic design principles
Basic document design principles

The following 9 steps will support you in creating well-designed and understandable documents.
Following these steps each time you design a document, will help you create the best and most
effective business document you can.
Is there anyone
Step 1 Know What is the
What is the What does the other than the
audience’s attitude
who you are background of the audience know
to what you are
audience who may
writing to intended audience? already?
writing about?
read what you
write?
Step 2 Know What do you want the

What do you want the
audience to know or
why you are understand after reading
audience to do after
writing the document?
reading the document?
Based on the responses to the

Step 3 Choose questions in steps 1 + 2, select and
list ideas you need to include to
your ideas achieve the purpose with the
audience.
Step 4 Decide This should be based on the order

your audience needs them or
on the order following organisation standards.
Design your document in a Good design is to

Step 5 way that will best reveal Remember that good communicate the purpose
Decide on the content to the audience design is not about your or idea, so your audience
the format and meets organisational personal preferences must be taken into account
requirements. when completing this step.
Step 6 Choose How you say what you say should be

the style appropriate to your audience.
Step 7 Draft
Your draft should be focused on the
your audience and purpose.
document
Step 8 Edit Check

and proof Check spelling
Check sentence
read your punctuation construction
document and flow.
Step 9 Finalise Print and file according to organisation

document guidelines.
Document style
It is worth remembering when choosing the style for a document, you should:
® Use white space to separate and emphasise points.
® Ensure that spelling, grammar and punctuation are consistent and accurate as errors can
detract from the message.

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® Choose the right font style and size. Fonts fall into two main categories serif and sans serif -
sans serif are plain letters; serif fonts have small curves on each letter. Choose the right font
for your document and the message you are conveying to your audience. Remember to
check your style guide for font preferences in your organisation.
® Use graphics and illustrations carefully and sparingly.
® Eliminate clutter by keeping paragraphs and sentences shorter.
® Use headings and subheadings and make them stand out by increasing font size and/or using
bold text.
® Use bulleted and/or numbered lists.
We will now examine in a little more detail two types of business documents being letters and
reports.
Letters - styles and formats

Letters are generally produced using word processing software.
Letters are usually typed using the fully blocked style (which means all typing is aligned to the left-
hand side of the page) with either open or mixed punctuation. Open punctuation is where all
punctuation outside the body of the letter is omitted, mixed punctuation on the other hand is where
there is a comma after the salutation and close.
Business letters usually contain the following parts:

® Date
® Inside address
® Formal opening/salutation
® Subject line
® Body of letter
® Close
® Signature and senders name and role title.
Refer to the following website to review examples of business letters http://www.business-letter-

writing.com/indexb.php

Practice Activity 3
Now complete Practice Activity 3: Document format, located in the Additional

Resources folder.

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Business reports
Reports are a common way of presenting more complex information. A well-structured, concise
report with a clear purpose is more likely to be readable and persuade readers to accept the report’s
recommendations and findings.
Style and format

A common structure for a report is indicated by the following:
® Title
® Table of contents*
® Executive summary*
® Introduction
® Body of report – divided into sections
® Summary and conclusion
® Recommendations
® Appendix (if necessary)
*Omit if writing a short report.
Structuring a report
To help make a report more readable it can be useful to distinguish different heading levels with font
size, style and, if required, a numbering system.
In Microsoft Word, you can select heading levels using the styles toolbar.
To modify a style right click on the style and select modify. You can then select the required style for
your report headings.
The Outline function in Word is a useful feature as this shows the outline of your report allowing you
to arrange your report in a hierarchy.
To use this function, select the view tab and outline command in the document views toolbar.

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To change the heading levels in outline view you need to:
® Open the word document
® Click the View tab
® From the Document Views group click Outline
® Select the desired heading
® From the ‘Show Level’ drop down box select the appropriate level
When you are writing a document such as a report, multiple headings can assist with structuring and
therefore make it easier for the audience to read.
The conclusion section incorporates your main findings or outcomes. Make sure they are brief and
contain recommendations that help your audience know what it is they need to consider and make
decisions about. Alternately, the same purpose can be achieved by having an executive summary at
the start of the document.
An executive summary is positioned at the front of a report and should provide the reader with an
overview of the report’s essential information. Key elements of an executive summary include an
explanation of the background, any research, discussion and important findings. It should be written
in such a way that it can be read alone without the accompanying report; therefore, it needs to be
sufficient in detail to be understood in isolation. An executive summary is usually written once the
main body of the report is completed, and would generally be between two or three hundred words
in length (no more than one page of A4).
Finally, as with the preparation of all documents, it is important to ensure that what you have
written is correct and reads well, so ideally get someone with a critical eye to review your draft
report.
Workplace Reflection D
What reports do you create or provide input to in your role? What is the purpose of the report? Who
is the audience? How is the data gathered?
1.4 Discuss and clarify format and style with person requesting
document/publication
Communication
When creating a business document for another person/s, effective communication is essential to
ensure that the resulting document meets their needs.
This can be achieved by the use of effective listening, questioning and applying problem solving
skills through the document design and production processes.
It is helpful to clarify information (both given and provided) to ensure that everyone understands
and is ‘on the same page’.

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Techniques for clarifying include asking questions to confirm or paraphrase information, for
example:
® Are you saying that...?
® Do you mean...?
® Do you want me to...?
® So, you are saying...?
You can also use clarification questions some examples of this type of questioning are listed below:
® Can you be more specific?
® Why do you think that?
® Can you share some examples?
® What do you really mean?
® Can you clarify that for me?
Taking notes and following up any agreements and discussions in writing is another useful approach.
Using these techniques will assist you to be clear and help you to better understand the needs of the
person requesting the document or publication.
Workplace Reflection E
What methods do you or could you use to clarify information?
Now review the Style Examples located in the Additional Resources folder (Examples
sub-folder)
Knowledge and Skill Checkpoint
Now that you have read through this section please attempt the following questions to self-check
your knowledge acquired to this point. Should you identify any knowledge and/or skill gaps, link
back to relevant sections of this Learner Guide. If you require further assistance, please contact your
tutor.
Activity 1
1.1 Explain why it is important to select the most appropriate software or piece of technology to
complete a task. Give examples in your answer.
1.2 Explain why it is useful to follow basic document design principles when designing and producing
any business document.

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2. Design document
As detailed in section 1, there are various different software applications to perform a number of
business tasks and for creating business documents. These include generic word processing,
spreadsheets, email, and presentation software. In addition, there is often company or industry
specific software. For instance, many licensees will provide Customer/Client Relationship
Management (CRM) software for their mortgage brokers which have templates for generating
standard form letters to clients.
Regardless of the software application, there are some similarities in how electronic files are handled,
and all applications provide menu options (or commands) for opening new and existing files.
For the purposes of this Learner Guide the references all relate to Microsoft products, given these
are readily available in most workplaces. If you use other software applications in your workplace
you should locate the user guides and training manuals for these products.
2.1 Identify, open and generate files and records according to task and
Creating a new file

To create a new file, you firstly need to open the software you intend to create the file in and then
use the file menu options which are usually in the top menu bar.
Creating a new file in Microsoft Word

To create a new file in Word simply access Word and a new blank document will be automatically
created ready for you to use. The screen that you will be able to view will look similar to the one
shown below:

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Opening an existing file
To open an existing file, you can use Windows Explorer (which is the file manager application in the
Microsoft Windows operating system) to locate the file and it will automatically open the selected
file in the correct software.
To open an existing file in Word you click on the Microsoft Office button and then select open.
Alternatively, you can use the quick access toolbar. The quick access toolbar provides you with
access to commands you frequently use. By default, Save, Undo and Redo appear on the quick
access toolbar, these are shown below.
You can customise the quick access toolbar by clicking on the drop-down arrow on the right-hand
side, see below. You can choose to include any of the following (and more) commands on your quick
access toolbar:
® New
® Open
® Email
® Quick Print
® Print Preview
® Spelling and Grammar
® Draw Table
Workplace Reflection F
Now practice by:

® Opening an existing file, you have saved in Microsoft Word.
® Creating a new file in Microsoft Excel.
It is important to check your own organisational requirements in terms of opening, generating and
storing files, as there may be requirements to include certain items in all documents (e.g. logos,
company slogans, headers, privacy statements, footers, etc.).

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2.2 Design document to ensure efficient entry of information and to maximise the
presentation and appearance of information
In all software applications, there are a number of functions and formatting features that you can
use to ensure consistency of design and layout.
The term ‘function’ refers to items such as spell check, table formatting, mail merge, autocorrect,
document view, word count plus many other functions. Formatting refers to actions such as:
® Selecting appropriate font
® Setting up the page including margins
® Using the features such as page numbers.
Your organisation may have set guidelines (or style guide) on how documents must be formatted e.g.
invoices, company letters etc. Most software applications have a formatting toolbar which helps you
select formatting options quickly and easily, particularly those tools which you use most frequently
such as font type, size paragraph formatting.
In Microsoft Word, the formatting text tool bar is illustrated using the images below.
Formatted text is a way of making your document more appealing to the reader; formatted text can
draw your attention to specific parts of the document to help communicate your message.
To format font size and style select the text you want to modify and select font size and style.

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To use bold italic or underline again, select the text you wish to modify and use the command in the
font group. It is also in this group of commands that you can change colour of text.
To change the case of text, click the change case command in the font toolbar and select one of the
options provided.

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To change the alignment of text, use the paragraph group and alignment options:
® Align text left – Aligns all selected text to the left margin
® Centre – Aligns all selected text at an equal distance from the left and the right margins
® Align text right – Aligns all selected text to the right margin
® Justify – Justified text is equal on both sides and lines up equally to the left and right-hand
margins.
Keyboard commands are also a quick way to format.
Consult the software manual or online help for more information about functions and formatting.
Otherwise ask someone in your office for assistance.
In addition to the formatting features in Word there are some very useful functions that can assist
you design and produce effective business documents. For the purposes of this Learner Guide we
will look at inserting headers and footers and working with tables. To learn more about other
formatting features you should access the information sources available to you in your organisation.
Headers and footers

You can make a document look professional by the use of headers and footers. The header section
is in the top margin while the footer is a section of the document that appears in the bottom margin.
Headers and footers generally contain information such as the document name, company names
and/or logo’s, page numbers, file path, date and time created etc.

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To insert a header and/or footer
® Select the insert tab
® Click either the header or footer command – a menu will appear with a list of built in options
that you can choose.
® Left click on one of the options or choose a blank option and enter the information you would
like to appear in your document.
There are many other header and footer options that you can use in your documents. From the
Header and Footer Tools Design tab you can see all of your options.

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Tables in Word
Tables can be a useful method to present text information and numerical data. To insert a table into
your document:
® Place your insertion point in the document where you want the table to appear
® Select the insert tab
® Click the table command
® Drag your mouse over the diagram squares to select the number of columns and rows
needed in the table
® Left click your mouse and the table will appear in the document
® Enter information into the table.
Once you have selected the table a Table Tools Design tab will appear. You can then select the
Design tab to access all the Table Styles and Options in order to apply a style to a table.
To modify a table, you can use the Design and Layout tools that appear under Table Tools when the
table is selected. Using this function, you can add rows and columns, change cell size, change text
direction, merging and splitting cells and more.

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Practice Activity 4
Now complete Practice Activity 4: Create a new Word document, located in the
Additional Resources folder.
2.3 Use a range of functions to ensure consistency of design and layout
In order to apply your learning so far, the next practice activity requires you to work through a case
study. To complete the case study practice activity, you will select the appropriate software for the
document you are required to create and conform to the provided style guide. This will assist you to
practice consistency in design and layout of a document.
Practice Activity 5
Now complete Practice Activity 5: Design and produce a document, located in the
Additional Resources folder.
2.4 Operate input devices within designated requirements
An input device for a computer allows you to enter information. The most fundamental pieces of
information are keystrokes on a keyboard and clicks with a mouse. These two input devices are
essential for a user to interact with a computer.
Many other input devices exist for entering other types of information, such as images, audio and
video. Input devices represent one type of computer peripheral - the other two types are output
devices and storage devices.
A keyboard is the most fundamental input device for any computer system. In the early days of
computing, it was typically the only input device. A keyboard contains keys for letters and numbers
as well as for specialized tasks, such as Enter, Delete, etc.
Typical keyboard for a desktop computer

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When operating systems started to use graphical user interface (GUI),
the mouse was developed as a pointing device. Typically, a mouse
resides on a flat surface, and by moving the mouse, you can move the
pointer on the screen. One or more buttons on the mouse allow you to
enter instructions by clicking. Most models also include a wheel for
scrolling.
Typical mouse for a desktop computer
Desktop computers have a separate keyboard and mouse, but for

laptops, these are integrated into a computer system itself. In laptops,
the mouse is actually substituted with a touchpad or trackpad. This is a
specialized surface that follows the motion of your finger. You can still
connect an external mouse to a laptop if you prefer.
Keyboard and trackpad on a laptop computer
Another common input device is an image scanner. A typical desktop or

flatbed scanner is a device that optically scans printed images and paper
documents and converts them into digital images. In most scanners, you
place the document on a glass plate and place an opaque cover over it. A
bright light moves across the image, and the reflection is captured by a
sensor, which converts the document to a digital image.
Flatbed scanner
Audio and video can be recorded using a microphone and video camera, respectively. Due to the
popularity of video conferencing using services like Skype, these are now typically integrated in
most laptops and monitor displays for desktops; however, you can also connect an external webcam,
which can record both audio and video.
Activity 2
2.1 Explain the steps you would take to change the size and font type in a Word document.
2.2 Explain the steps you would take to change the style of a table in a Word document.

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3. Produce documents
3.1 Complete document production within designated timelines according to
To ensure you produce a business document on by the due date, you need to manage your time
according to the set deadlines. So, once you are aware of your deadline, you will need to develop a
‘plan’ to keep you on track to deliver to the agreed timeline.
A plan is a method or ‘road map’ that helps you to:

® Schedule your time and resources
® Stop wasting effort on unimportant tasks that distract you from reaching the deadline goal
® Allow time for the unexpected for example technology or software problems.
It’s important to prioritise all tasks. This can be achieved by firstly identifying the most urgent tasks,
and/or those tasks which have interdependencies that other tasks rely on.
If you are completing a business document with other staff members, it’s important that you
communicate with all the staff members involved and share information. During the document
production, you should monitor that you are on track to achieve your deadline and to achieve what
you set out to do.
To achieve this, you may consider using a Task List to assist you complete your project.
An example of a simple table has been provided below. T
his will assist you in managing and keeping track of all the documents you are required to produce
and by when. It will also allow you to identify issues and discuss these with your
manager/stakeholders to achieve resolution/guidance.
Task List: Date/time period

Date Task description Estimated hours Comments
Enter details here...
3.2 Check document produced to ensure it meets task requirements for style and
layout
It’s important to check your produced document against the initial requirements to ensure that it
meets all the stated needs and organisational requirements.
To complete this check, you should:

® Review your brief and double check that you have completed the task according to the brief.
® Use the spelling and grammar tool in Word to check your document.

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Errors in spelling and grammar are indicated by coloured wavy lines.
® The blue line indicates a contextual spelling error. A contextual spelling error is when the
incorrect spelling of a word is chosen, for example the wrong use of ‘deer’ at the start of a
letter, rather than ‘dear’.
® The red line indicates an incorrectly spelt word.
® The green line indicates a grammar error.
Practice Activity 6
Now complete Practice Activity 6: Style Guide, located in the Additional Resources
folder.
3.3 Store document appropriately and save document to avoid loss of data
Saving files
It’s good to get into the habit of continuously saving your work. Also, remember to do this before
you close any files you are working on and when you leave your desk. This will save you from
heartache should something happen to the application/file you are working in.
Most software applications are programmed to automatically save open files and this occurs after a
certain amount of time has elapsed. Your work can be saved in a number of different ways
depending on which software application you are using.
The user guide or online help will provide step by step instructions on how to save your document;
however, as a quick guide, documents can be saved by:
® Clicking on the save icon on the quick access toolbar
® Using the office button and clicking save

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® clicking on the save icon on the quick access toolbar
Or
® Using the save shortcut keys – Ctrl + S on your keyboard. Once edits have been made and
saved, a file can be closed. Closing a file is a simple process using similar options to those
above
® Using the office button and the close commander clicking on the x close icon on the right-
hand side of the menu bar and responding yes to save changes.

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3.4 Use manuals, training booklets and/or help-desks to overcome basic difficulties
with document design and production
Help and support for software and technology

Organisations vary significantly in terms of the amount of training and support they offer to their
staff for technology and software. The online help function on software applications prove to be
useful and answer most user questions – consider these as your first port of call for any issues.
In your organisation, there may also be a technical help such as an IT Helpdesk, which you can ask
for support from. Another great source of information that is often overlooked is - your
colleagues/team members.
Workplace Reflection G
Identify the support that is available in your organisation for technology and software related
questions. Consult with your manager, if applicable.
Activity 3
1.1 Explain why and how you should check a document prior to completion.
1.2 Describe two methods to save a document in Word.

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4. Finalise document
4.1 Proofread document for readability, accuracy and consistency of language, style
and layout prior to final output
Proofreading is the final and essential check that must be undertaken prior to a document being
considered complete.
Proofreading means examining your document to find and correct spelling, mistakes in grammar,
style, layout and omissions.
Consider these tips when you proofread:

® Read from a printout rather than the screen.
® Read aloud or sound out words in your head.
® Use the search function to find mistakes you are likely to make.
® Conduct a spell check – spell check on the computer is a useful function however it’s
important not just to rely on this.
® Conduct a grammar and punctuation check – again don’t just rely on the grammar checker in
the software as they do not catch everything.
® Read slowly, don’t skim over words.
® Have a colleague review the document for you; a fresh pair of eyes can often spot things that
you haven’t noticed as different people see different things. Someone else is more likely to
pick up something like this - ‘to many people’ and ‘too many people’ are both equally valid
but in totally different contexts.
® If time permits proofread once and then leave a little time and proofread again later.
Also, take time to read the “Proofreading your work” document located in the
Supporting Documents folder, as it provides further tips and ideas.
“Proofread for spelling errors: spell check read the following as correct. It’s not.
‘Spell Chequer Pome’

I have a spelling chequer
It came with my PC
It clearly marks for my revue
Mistakes I cannot sea
I’ve run this pome threw it
I’m shore your please to no
Its letter perfect in its weigh
My chequer told me sew.”
(Extract: https://www.flinders.edu.au/slc_files/Documents/Blue%20Guides/Editing%20and%20Proofreading.pdf)

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4.2 Make any modifications to document to meet requirements
Modifications to a document’s existing information, style or layout can be made at any time by using
standard keyboard features and many of the features in the home tab in Word.
Word also offers a track changes feature.
Track changes is a great feature of Word that allows you to see what changes have been made on a
document. The track changes commands are found on the reviewing tab.
To begin track changes

® Click review tab
® Click track changes
® Make the changes to your document and you will see any changes you have made
Document views
There are four ways to view a document after you have tracked changes:
® Final show up marking – this shows the document with the changes made.
® Final – this shows the changed document without the changes made.
® Original show up marking – this shows the original document with the changes displayed.
® Original – this shows the original document without any changes.
To change the view, click the appropriate choice in the tracking group of commands.
When you view the changes in a document you can either chose to accept or reject the changes. This
allows you to review the document by each change.

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4.3 Name and store document in accordance with organisational requirements and
exit the application without data/loss damage
Correctly storing documents is an important task for all employees in an organisation - it’s important
to aid the efficient retrieval of documentation and to ensure that files are stored according to
organisation requirements. Organisation data files are generally stored on the computer’s hard
drive or on the organisation’s network in specified folders, the same way that paper files are stored
in folders in a filing cabinet.
It is also important to be aware of the security procedures you need to follow in relation to the
storage of documents. If a document is ‘confidential’, you should take care not to leave copies on
the printer or photocopier. The document should have confidential clearly marked on it as a
watermark.
You can add a watermark to a Word document by completing the following steps:
® Click the Page Layout tab
® Click the Watermark command in the Page Background group.
® Select Confidential from those provided.
If a document is to be secure, then you need to set up a password access to the file or folder.
You can set your document so that it has a password to view or modify it by completing the
following steps:
® Click the Microsoft Office button and select Save As
® Click tools and then general options

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® You can type a Password to open or Password to modify
® Click ok.

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Workplace Reflection H
Find out about your organisation’s procedure for handling confidential documents.
Practice Activity 7
Now complete Practice Activity 7: Set a password for the file, located in the Additional
Resources folder
Filenames
All files are given a file name when they are saved.
The naming of files (file naming convention) is very important because this will help you to organise
your files logically for easy retrieval.
When you create a file name, follow these rules:

® A file name must be unique, i.e. no two files can have the same name.
® A file name should be meaningful, so try to use file names that will assist you when searching
for the content at a later date.
® A file name may have two parts, the file name and a file extension.
o The file name can be up to 254 characters long. The file extension is usually three
characters long.
o The file name and file name extension are separated by a dot (.). Some software
applications will create a default file name extension if one is not specified.
File naming in your workplace

Many files names may also include a code that is relevant to a client, department and/or
organisation. By knowing the file naming convention/s in your workplace and following them, will
help everyone to share files and work efficiently.
Example 2
Now review Example 2: Naming folders and files, located in the Additional Resources
(Examples) folder
Workplace Reflection I
Find out if there are any file naming conventions in your workplace?

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If not, do you think that this could be introduced? Would this be useful to help colleagues and
yourself locate files?
Look at documents you have saved and the file names that you have used. You may like to check
these with your manager to make sure they meet organisation requirements.
4.4 Print and present document according to requirements
Before printing a document, you should preview the parts to be printed so that you can check that
the document looks the way it is supposed to.
To do this, follow the steps below.

® Click File
® Select Print
® Select Print Preview
In Print Preview format, you can do many tasks, including:

® Modify margins
® View multiple pages
® Change the page size and orientation and more.
When you are ready to print, you need to:

® Select Print
Print dialogue box then appears. Select the print options required – for example the printer you will
be using, which pages you need to print and the number of copies.

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Further printing requirements can be chosen by selecting the options command.
Practice Activity 8
Now complete Practice Activity 8: Printing Documents, located in the Additional

Resources (Examples) folder
Activity 4
4.1 What methods can you use to save a Word Document file, such as this Learner Guide?
4.2 How do you name the file?
4.3 What support or help functions could you use to create such a document?
4.4 What techniques could you use to proofread a document?

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Unit Knowledge and Skill Checkpoint
Now that you have read through and completed the activities in all sections of the Learner Guide,
please rate your skills and knowledge acquired to this point.
Should you identify and knowledge and/or skill gaps link back to relevant Learner Guide contents.
If you require further assistance, please contact your tutor.
Skill/Knowledge area Self-rating

5 – Excellent skill and knowledge
1 – Limited skill and knowledge
Opening a file
Use this section to improve result rating if you scored 3 and below by writing comments on
how to improve your understanding and/or skill.
Saving a file
Storing data
Accessing online help


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Skill/Knowledge area Self-rating
5 – Excellent skill and knowledge
1 – Limited skill and knowledge
Using various functions and formatting
Printing documents
Understanding the importance of

proofreading
Your understanding of basic document

design
Naming files

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Activity Answers
Activity 1
1.1 Selecting the most appropriate software and/or technology for a task will assist you to produce
an effective, readable document in an efficient manner.
1.2 The basic document design principles remind you of the important steps to take when designing
a document. If these steps are overlooked it can result in a document not meeting the needs of the
intended audience.
Activity 2
2.1 To change the size and font type in a Word 2007 document you should select the font you wish to
change and go to the font tool bar and locate the style and size of font that you require.
2.2 To change the style of a table in Word 2007 you should first select the table you wish to change
and use the Design and Layout tools.
Activity 3
3.1 You should check a document prior to completion to ensure that you have met the intended brief
(including the style of the document and layout) and to ensure that the spelling and grammar is
correct.
3.2 Method 1 – use the cross in the right-hand corner of the screen and click yes to save your
document. Method 2 – use the office button and select the option save.
Activity 4
4.1 Answers should cover one of the following:
® clicking on the save icon on the quick access toolbar
or
® Using the save shortcut keys – Ctrl + S on your keyboard. Once edits have been made and
saved, a file can be closed. Closing a file is a simple process using similar options to those
above
® Using the office button and the close commander clicking on the x close icon on the right-
hand side of the menu bar and responding yes to save changes.
4.2 Answers will be unique, but file name should be based on the following principles:
® Uniqueness.
® A file name should be meaningful and will assist you when searching for the content at a later
date.
® A file name may have two parts, the file name and a file extension. Many files names may
also include a code that is relevant to a client, department and/or organisation.

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4.3 Answers will be unique but should cover off alternatives such as:
® The online help function on software.
® Organisational support functions such as an IT Helpdesk.
® Colleagues/team members.
4.4 Answers will be unique but should cover off alternatives such as:
® Read from a printout rather than the screen.
® Read aloud or sound out words in your head.
® Use the search function to find mistakes you are likely to make.
® Conduct a software based spell check.
® Conduct a grammar and punctuation check.
® Read slowly, don’t skim over words.
® Have a colleague review the document for you.
® If time permits proofread once and then leave a little time and proofread again later.

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FNS40615 Certificate IV in ACCOUNTING

BSBITU306 Design and produce business documents

FNS40615_ BSBITU306 Learner Guide V1.0 REAA: Released July 2019

Purpose of this Learner Guide

Learner Guide support material

FNS40615_ BSBITU306 Learner Guide V1.0 REAA: Released July 2019

FNS40615_ BSBITU306 Learner Guide V1.0 REAA: Released July 2019

1. Select and prepare resources

Can you identify other technology used in your workplace?

Task Tick Software application

Types of business documents

FNS40615_ BSBITU306 Learner Guide V1.0 REAA: Released July 2019

Now complete Practice Activity 1: Purpose of documents, located in the Additional

Now complete Practice Activity 2: Document format, located in the Additional

1.2 Select layout and style of publication according to information and

Layout and style of business documents

FNS40615_ BSBITU306 Learner Guide V1.0 REAA: Released July 2019

Basic document design principles

Step 2 Know What do you want the

Based on the responses to the

Step 4 Decide This should be based on the order

Design your document in a Good design is to

Step 6 Choose How you say what you say should be

Step 8 Edit Check

Step 9 Finalise Print and file according to organisation

FNS40615_ BSBITU306 Learner Guide V1.0 REAA: Released July 2019

Letters - styles and formats

Business letters usually contain the following parts:

Refer to the following website to review examples of business letters http://www.business-letter-

Now complete Practice Activity 3: Document format, located in the Additional

FNS40615_ BSBITU306 Learner Guide V1.0 REAA: Released July 2019

Style and format

*Omit if writing a short report.

FNS40615_ BSBITU306 Learner Guide V1.0 REAA: Released July 2019

FNS40615_ BSBITU306 Learner Guide V1.0 REAA: Released July 2019

What methods do you or could you use to clarify information?

Knowledge and Skill Checkpoint

FNS40615_ BSBITU306 Learner Guide V1.0 REAA: Released July 2019

Creating a new file

Creating a new file in Microsoft Word

FNS40615_ BSBITU306 Learner Guide V1.0 REAA: Released July 2019

Now practice by:

FNS40615_ BSBITU306 Learner Guide V1.0 REAA: Released July 2019

FNS40615_ BSBITU306 Learner Guide V1.0 REAA: Released July 2019

FNS40615_ BSBITU306 Learner Guide V1.0 REAA: Released July 2019

Keyboard commands are also a quick way to format.

Headers and footers

FNS40615_ BSBITU306 Learner Guide V1.0 REAA: Released July 2019

FNS40615_ BSBITU306 Learner Guide V1.0 REAA: Released July 2019

FNS40615_ BSBITU306 Learner Guide V1.0 REAA: Released July 2019

2.3 Use a range of functions to ensure consistency of design and layout

2.4 Operate input devices within designated requirements

Typical keyboard for a desktop computer

FNS40615_ BSBITU306 Learner Guide V1.0 REAA: Released July 2019

Typical mouse for a desktop computer

Desktop computers have a separate keyboard and mouse, but for

Keyboard and trackpad on a laptop computer

Another common input device is an image scanner. A typical desktop or

Knowledge and Skill Checkpoint

FNS40615_ BSBITU306 Learner Guide V1.0 REAA: Released July 2019

A plan is a method or ‘road map’ that helps you to:

An example of a simple table has been provided below. T

Task List: Date/time period