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Details

VET Business Year 2
Design and Produce Business Documents Cert II Aust.
46
Business
12th Grade
04/05/2017

Additional Business Flashcards

 


 

Cards

Term

Various software programs are used to design and produce business documents


But the basic Microsoft products are?

Definition
Microsoft word
Microsoft Excel
Microsoft PowerPoint
Microsoft Outlook
Microsoft Access
Microsoft Publisher
 
Term

Various software programs are used to design and produce business documents


Other than Microsoft products there are specialist programs such as?

Definition
Accounting software
Project management software
PDF – Portable Document Format

 

Image editing software 

Term

 

 

 

Typical business documents include

Definition
Sales documents                            Client databases 
Reports / reviews                           Status reports
Web / social media                        Proposals
Newsletters                                     Business Letters
Fax                                                   Emails

 

Slide Presentations
Term

 

 

 

 

Typical business documents include:

Definition
Memo
Invoice
Purchase order
Credit Note
Newsletter
Business letter
Fax
Email
Web / social media posting 
Term

 

 

 

 

Examples of business technology include:

Definition
Computers
Printer and photocopier
Scanners
Smartphone’s
Tablets devices 
Term

 

 

 

Layout and Design 1

 

The layout, format and design should be appropriate for the purpose of the document and the business situation the document will be used in.

 

The general principles include:

Definition

The format should be clear and clean

Important information highlighted by the use of

headings, areas and sections.

          •Should contain basic details like dates, names, titles,

version numbers, authors name and subjects.

Use an appropriate font and avoid fancy script fonts

Get the name, addresses, titles and business details correct

Ensure all the information is accurate.         
Term

 

 

Layout and Design 2

 

The layout, format and design should be appropriate for the purpose of the document and the business situation the document will be used in.

 

The general principles include:

Definition

Include all the information that is

generally accepted in that type of document

Correct spelling and grammar

Appropriate use of bullet points to highlight information in lists

Appropriate use of colour, photos, images and presentations

Respectful and abiding by copyright laws.

Your own work and no plagiarism.  

Term


Letter Formatting 1


The key elements would be?

Definition

       Company letterhead

       Company logo

       Date of the letter

       Reference number

       Subject title

       Address of company to receive the letter

       Attention line

 

       Greeting

Term



Letter Formatting 2


The key elements would be?

Definition



       Main body of the letter

       Closure

       Handwritten signature

       Typed name, position of the person who signed

       Identify enclosures

 

       Copies

Term

 



A memo (memorandum) is 

Definition
  • a short document designed to convey a message or information to a group of people usually within the same business, team or group.
  • They are informal and straight to the point.
  • They are also designed to be used in a public manner so are generally not used for private communications.
Term

 

 

Email design has a standard format that you like to use and save that as the default template.

 

 

But you can make what kind of changes to the format?

Definition

options to adjust the

  • font, size of font, colour of the font and
  • to add bullet points, numbered lists, Bold, Italic, Underline and
  • other text formatting options including different backgrounds. 
Term


Codes and IDs


Their purpose is to?

Definition

 

 

numbers relating to the

customer

transaction

project.

Makes it easier to locate the files

Term

 

 

 

Typical Codes and IDs include

Definition

 

       Customer number or ID

       Job reference number

       Post codes and addresses

       Terms and conditions

       Special notes

       Business logo

 

       Business slogan

Term

 

 

1 Minutes of meetings are 


AND


2 What is the secretary's role?


AND


3. Why have them?

Definition


1 formal record of what happened in a business or group meeting. 


2. One person attending the meeting is nominated the task of taking notes on what was said and discussed during the meeting (the secretary)


3. useful reminders of what was agreed to and are a record of any decisions that were made. 

Term



Reports


They are designed to fully brief the reader about the subject


BUT


are produced in such a way that

Definition

you can quickly find the information that is needed and

 

use that information to make decisions

 

so the report must be:

       Very clear and concise

       Follow a standard business format

       Quick and easy to interpret

 

       Contain accurate data so that it can be used as the basis for making decisions 

Term

 

 

Page numbers, version numbers and dates are found in which part of the document?

Definition

 

 

 

These are often included in the footer of the document found at the bottom of a document.

Term

 

 

 

 

When should a cover page to a document be used?

Definition

 

 

if you are presenting a report to your boss or a customer then a cover page of the document looks smart and professional

Term

 

 

Why does a business have a style guide that gives instructions on how documents should be prepared?

Definition

 

  • Consistent presentation
  • Saves time
  • gives clear instructions to those producing documents
  • Professional approach
  • Recognisable brand

 

Term

 

Appropriate language is extremely important when preparing any document.

Some things you need to remember include:

Definition

       Use language that the person receiving can understand.

       The level of formality or familiarity with the text and format

       Be considerate of the reader.

       Appropriate sentence length.

       Appropriate paragraph length.

       Use simple words.

       Be polite.

       Avoid jargon unless you bare sure the reader is familiar with the jargon.

       Use only one key point in a sentence.

 

       Re read the document or message

Term

 

 

There is a range of font options

 

  • The word font means? and what are some of these options?
Definition

 how you want the text to look including:

  • 10 point size
  • 14 point size
  • Bold
  • Italic
  • Bold Italic and underlined
  • UPPERCASE
  • lowercase
  • Special symbols such as © € ¥ ¢ @
Term


Line spacing

 

 

Most of the text in this document is written is ‘single line spacing’.


However in some cases documents will need to be in what other line spacing 

Definition

 

 

 

In most business situations you will find single line, but also 1.15 or 1.5 line spacing.

 

However, in some industries and situations you may be required to submit a document in double line spacing.

Term

 

 

 

Other ways of changing the design and layout is by using a range of options from the menu bar

 

These include:

Definition

 

Margins

Colour

Tables and graphs

Columns

Bullet points

Numbering

Headers and footers

Headings and subheadings

Paragraphs

 

 

Term

 

 

 

Describe the process of inserting a picture

Definition

 

Go to the insert tab on the menu and choose ‘insert picture’ from the ribbon.

 

 

Then choose the picture you want to insert

Term

 

 

Most businesses would use a combination of two systems for managing and storing files.


What are the two systems?

Definition

 

 

 

some systems will be electronic and


other systems will be paper based

Term

 

 

When looking for a file it helps to have some sort of system in place


The name of the file and the location should tell you what ?

Definition

 

 

 

The contents of the document

Avoid vague names like ‘sales’

it’s better to use

‘July 2012 t shirt sales’ 

Term

 

 

 

Most documents will need to be filed or recorded away for later use


Why? 

Definition

 

 

possibly for legal reasons as well as convenience to find within the future to verify things like


Delivery

Price charged

PAyment made

Evidence of what was said or agreed to 

Term

 

 

Reference or Index systems file documents generally in two ways

 

Alphabetically and/or in a category

 

What does this mean?

Definition

 

 

Firstly in order of the first letter of a word in the order of the alphabet (A throgh to Z)

Then in sections based on the type of area or department

(Seperate section for stock, Employees etc..)

Term

 

 

When you first create a document and want to save it

 

Would you use "save" or "save as"

 

Definition

 

 

Save as or save - does not really matter but for the first time

 

BUT

 

If you need to keep the original document as well a file with changes made separately then "save as"with a distinct file name for the new changed document.

Term

 

 

The letters PDF stand for

 

AND what is special about a PDF file

Definition

 

 

Portable Document Format

 

  • The document is locked and cannot be changed
  • In a format that everybody can access
Term

 

 

To "Back up" data means

 

AND where might this be held?

Definition

 

Duplicate copies are kept and stored in a safe place such as:

 

       Upload data to an internet based backup storage area (cloud)

       Make a CD copy of the data

       Copy data to a USB memory stick

       Back up to the company or business server

 

       Some software programs such as accounting software have their own built in backup system 

Term

 

 

 

 

What is a template?

Definition

 

An existing document that has standard formats and writing that can be used to produce docunents such as:

 

newsletters, flyers, invoices, business letters, memos, announcements and reports.

Term

 

 

PowerPoints are used in what situations?

 

What are some good guides to follow when creating a Powerpoint?

Definition

To ais an oral presentation at a meeting or seminar etc....

 

       Don’t put too much information or writing on each slide

       Don’t use long strings of text

       Use bullet points

       Use graphs and charts

       Don’t use fly in type animations – they become distracting

       Use a small number of slides

       You give the detail of the information not the slide

       Keep the look simple – it’s the information that’s important

 

       Avoid reading from the slide 

Term

 

 

 

 

Excell is especially useful in order to:

Definition

 

 

manipulate and sort data, that data can then be used to create tables, graphs and charts that can be inserted into other documents like a report that is being created in Microsoft Word. 

Term

 

 

 

How do we learn software programs and where do we get help?

Definition

 

 

       Ask an experienced office colleague

       Use the help button of the program

       Use a reference book such as ‘Excel for dummies’

       Online help forums

       Attend a short training course

 

       Play and experiment with the program 

Term

 

 

When writing an "active" voice is used rather than a "passive" voice

 

What is meant by an active voice?

Definition

 

 

A more direct and specific method/type of writing

Sentences written in an active voice flow better and are easier to understand. It is usually the subject of the sentence which is performing the action. Examples are: “I really love Peter's ice cream.” and “The photocopier paper is in the cupboard.” 

Term

 

Grammar and spelling and so important

They can include:

       Full stop - .

       Comma - ,

       Question mark- ?

 

       Explanation mark - !


Why is this so important 

Definition

 

 

When communication with yoy boss and customers it is absolutely necessary to appear professional and competent in what you are doing.

The last thing you want to happen is to lose a promotion (or a job) or customers simply because you were unprepared or not willng to develop good spelling and grammar skills

Term

 

 

Typical communication methods include

Definition

 

 

       Computer software

       Email

       Australia post

       Printed documents

       Notice boards

 

       Marketing materials 

Term

 

 

 

 

Why is it standard procedure to first ‘Draft’ a document and then check the contents before sending or releasing a document?

Definition

 

 

 

Business documents are a permanent record of the actions of the business great care must be taken to ensure they are accurate, clear and abide by industry and society's cultural norms. 

Term

 

 

 

 

What are the main causes of errors in documents?

Definition

      

Spelling and grammar

       Accurate names and titles

       Inaccurate data

        Poor wording

       Insulting or offensive wording

       Out of date text or data

       Calculation errors of maths

       Inappropriate material

 

       Confidential material that should not be included 

Term

 

 

In the ribbon of the microsoft program there is a useful button to assist in reducing errrors

 

What is it and where can you find it?

Definition

 

 

Review spell check button under the review tab

Term

There is a difference between American English and British English.

 

Words not recognised in the dictionary will be shown in red.



From the following list of American words change the spelling to Enlish/ Australian spelling


Recognize,  Color,  Flavor,  Center,  Aging

Definition

 

 

 

 

Recognise,  Colour,  Flavour,  Centre,  Ageing

Term

 

 

A thesaurus is a list of words with similar meanings. Why might you need to use a thesaurus in preparing documents?

Definition

 

 

When writing a document or report often you want you to avoid repeating the same word or need a slightly different word to describe a situation. Generally makes documents easier to read and understand and gives a more professional outlook to the business.

Term

 

 



Distinguish betweena brand and a trademark


 

Definition

 

 

A brand stands for certain benefits and value attached to a business product or service. Legal name for a brand is trademark and, when it identifies or represents a firm, it is called a brand name

Term

 

 

 

Once you have done all the checking you are ready to finalise the document – What should you do next?

Definition

 

 

       Remove the ‘Draft’ label on the document

       Label the document as final if appropriate

       Send the document for approval if appropriate

       Put the appropriate date and version numbers on the document

 

       Print the document and give it one final look over before you send the document

Term

 

 

 

 

Why is it standard practice to retain a copy of all important business documents for later verification and records? 

Definition

 

 

Some documents will need to be stored for a number of years in case they are requested by the Tax Office, Stock Exchange or Australian Securities and Investment Commission (ASIC) or other compliance area.

Term

 

 

 

 

What are some of the common printing options available when it comes to printing a document?

Definition

 

       Print the current page or a range of pages

       Double sided printing

       Number of copies

       Stapling

       Colour or black and white

       Draft mode (to save ink)

       Watermark

 

       Collate pages  (1,1 ,1 , 2, 2, 2, 3,3, 3) or ( 1, 2, 3, 1,2 ,3 1, 2, 3 ) 

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