Basic Account Works

Level-II

Learning Guide
Unit of Competence: Use Business Technology
Module Title: Using Business Technology
LG Code: EIS BAW2 M03
TTLM Code: EIS BAW2 M03

LEARNING OUTCOMES

 LO1 Select and use Technology

 LO2 - Process and organize data

 LO3 - Maintain technology

Overview
Use Business technology
This unit describes the performance outcomes, skills and knowledge required to select, use and
maintain a range of Business technology.
This technology includes the effective use of computer software to organize information and data.

Technology - is the [making, modification, usage] of [tools, machines, techniques, systems, and
methods of organization] in order to [solve a problem, improve a pre-existing solution to a
problem, achieve a goal, or perform a specific function].
Information technology (IT) - is the application of computers and telecommunication
equipment to store, retrieve, transmit and manipulate data, often in the context of a business or
other enterprise.
Business- Is any commercial, industrial or professional activity undertaken by an individual or a
group. Examples – Restaurant, Internet cafe, Banks, E-Buy, Facebook
Business technology

o Use of technology that enable business organization’s processes, inputs and outputs to be
more effective and efficient.
o Advantages
 Empowers organizations by creating opportunities for great gains while
reducing costs.
 Maintain close contact with clients and give them what they desire in less
time [customer satisfaction].

Business Technology Actors

People –owners, employees,

Experts
Business – Production, Management,
Marketing, Accounting,
Technology – Devices [Computers,
printers, phones....], Software, Network,
Internet ....
Process – Communicating, File
management, Reporting, ....
 Use Business Technology

SECTION–1 –Select and Use Technology

Introduction
All office environments use a variety of technology to carry out their work. Business technology
includes any hardware or software used to complete workplace tasks. For example, the technology
you use might include a computer and monitor, software, a scanner, a photocopier, a printer, a fax
machine and a shredder.

Things to be considered
 To select appropriate technology and software for your tasks,
o You need to understand the functions of the technology available to you.
o You also need to understand the operational guidelines for using the equipment
safely.
 If you are working at a computer for an extended period each day, you should make sure
your workstation is comfortable and designed so that you can carry out your tasks
efficiently.
 Organize your work so you aren’t doing a repetitive task for a long time.
 Use technology according to your organization’s requirements; for example, you should
know your organization’s login procedures and how to name, open and close files.
 Be aware of your workplace’s occupational health and safety (OHS) policies and
procedures.

Points to be covered in this Section

 Select appropriate technology and software applications to achieve the requirements of the
task.

 Adjust workspace, furniture and equipment to suit user ergonomic requirement.

 Use technology according to organizational requirements and in a way which promotes a

safe work environment.
 Use Business Technology

Select appropriate technology and software applications

Assume that you are on the telephone and someone tells you a number to remember, it is really
easy to use a piece of paper and a pen rather than your smartphone even though it contains a list of
all your contacts and their phone numbers.

Technology is a tool, not the ultimate answer to everything. It help to multiply our efforts and
increase our productivity. Even though technology is a tool, it is also important to use it wisely and
when appropriate.

Before you can select the appropriate technology for your task, you need to understand how the
business technology functions. There are some questions you should ask yourself before starting
the project.

What is the • Preparing a document, presentation, brochure?

outcome I want
• Printing my documents
to achieve ?

Who will have • Technical users?

access to this • Higher Officials?
solution • Customers?
Which
application will • Word, PDF, PPT, Publisher?
suit my needs
and be easy to • Printer?
read?

N.B Communicate is the key to a good outcome. So,

 Ask relevant questions,
 listen and
 Clarify what is required from the project.
 Use Business Technology

Some of the tasks that you would use different applications are

REPORTS FORMS INVOICES DATABASE RECORDS

PERSONAL INFORMATION BROUCHERS BUSINESS CARDS

Selecting technology
Technology varies from organization to organization. All operators should receive training in the
technology they need to use. Organizations should have training manuals specific to the equipment
used.
The following sections discuss technology commonly used in the workplace.

1. Computer - is an electronic device for storing and processing information.

o They are used in all organizations to carry out many different tasks. Organizational data
is usually processed using a computer and different software applications.
o When you start work, you need to find out what kind of software your organization
usesand request training if you don’t know how to use it.

A. Personal computer (PC) – [also called Desktop computer] is a general-

purpose computer, whose size, capabilities and original sale price makes it useful for
individuals.

- A PC has a separate monitor and system unit that are attached to other equipment such
as a keyboard and mouse.
 Use Business Technology

Components of a PC
 Use Business Technology

B. Laptop - [Also called note book computers] is a portable personal computer i.e
suitable for mobile use. Unlike Desktop computers, laptops combine its parts into a
single, notebook-sized package.

- Laptops don’t solely rely on a plug-in power supply (they have rechargeable batteries
that last for a certain amount of time).

- However, laptops have disadvantages.

Their small size makes them easy to steal

They are not adjustable and, therefore; not as comfortable to use (ergonomic) as a
personal computer.

2. Basic Computer Storage Devices

Your computer has one or more disk drives—devices that store information on a metal or plastic
disk. The disk preserves the information even when your computer is turned off.

Hard disk drive

Your computer's hard disk drive stores
information on a hard disk—a rigid platter orstack
of platters with a magnetic surface.
Because hard disks can hold massive amounts of
information, they usually serve as your computer's
primary storage, holding almost all of your programs
and files. The hard disk drive is normally located inside
the system unit.
 Use Business Technology

CD and DVD drives

Nearly all computers today come equipped with a CD or DVD drive, usually
located on the front of the system unit. CD drives use lasers to read (retrieve)
data from a CD; many CD drives can also write (record) data onto CDs. If you
have a recordable disk drive, you can store copies of your files on blank CDs.
You can also use a CD drive to play music CDs on your computer.
Periodically back up (copy) your important files to CDs or DVDs. That way, if
your hard disk ever fails, you won't lose your data.
Zip drive - is a removable disk storage system that reads a zip disks.
o It is used mainly for backing up and archiving personal
computer files.
o Like floppy disks, they can hold small amount of data (100 to
250 megabytes) and they retrieve information more slowly.
o Unlike floppy disks, this diskette is bigger and is made out of a
much harder plastic.
o Zip drives have become less popular as other storage equipment,
such as CD burners and USB drives, have been developed.
o A USB drive is a small electronic storage device that fits in the palm of your hand.
N.B When storing or sending large files, it is a good idea to ‘zip’ the files beforehand, which means
reducing the file size so they are easier to store or send as an email attachment. In Microsoft
Windows, WinZip is used to zip and unzip a file. The following is an example of a WinZip screen.
 Use Business Technology

3. Printer
A printer transfers data from a computer onto paper. It allows you to print documents, photos,
e-mail, cards, invitations, announcements, and other material.

Printers are categorized in to two main groups

1. Impact printer - produces text and images

when tiny wire pins on print head strike the ink
ribbon by physically contacting the paper

 Dot matrix: A type of impact printer

that produces characters and
illustrations by striking pins against an
ink ribbon to print closely spaced dots
in the appropriate shape.

 They are relatively expensive and do not produce high-quality output.

 However, they can print to multi-page forms that is, carbon copies.

2. Non-impact printer - produces text and graphics on paper without actually striking the
paper.

 Inkjet printers - are the most popular printers for the home. They work by spraying
ionized ink at a sheet of paper to print in black and white or in full color and can produce
high-quality photographs when used with special paper.

 Laser printers - A type of printer that utilizes a laser beam to produce an image on a
drum. They are fastest, able to handle heavy use and most popular printers on the
market today. They produce extremely high quality images – some near photo quality.

See the below images for inkjet and laser printers respectively.
 Use Business Technology

4. Scanners

Scanners convert hard copy [image, printed document, handwritten document] information into
digital (electronic) information. Once a hard copy document is scanned into a computer,
 You can send it electronically via email.
 You can also alter it using a software package.

A scanner is a useful piece of equipment if you are producing a newsletter, a catalogue or any
other document containing photographs, illustrations, maps or handwritten material.
An image on paper, converted into an electronic image, can be
 Inserted into the document you are working on.
 It can also be re-sized or cropped if you want only a part of the image. Components inside a
scanner
i. Glass Plate and Cover -The glass plate is the transparent plate wherein the original is placed so
that the scanner can scan it and the cover keeps out stray light that can affect the accuracy of the
scan
ii. Scanning head - Scanning head is the most important component because it is the one which
does actual scanning. It contains components like
1. Light source and mirror : It is the bright white light that is used to illuminate the original
as itis being scanned and which bounces off the original and reflected off several mirrors
2. Stabilizer bar: It is a long stainless steel rod that is securely fastened to the case of the
scanner and it provides a smooth ride as the scanner scans down the page
3. CCD (Charge Coupled Device) or CIS (Contact Image Sensor): A CCD array is a
device that converts photons into electricity. Any scanner that uses CCD uses lens to focus
the light coming from the mirrors within the scanning head. Another technology used in
some scanners is CIS wherein the light source is a set of LEDs that runs the length of the
glass plate.
iii. Stepper Motor - The stepper motor in a scanner moves the scan head down the page during
scan cycle and this is often located either on the scan head itself or attached to a belt to drive the
scanner head.
 Use Business Technology

Types of Scanners

1. Flatbed Scanners

The most commonly used scanner is a flatbed scanner also known as desktop
scanner. It has a glass plate on which the picture or the document is placed. The
scanner head placed beneath the glass plate moves across the picture and the result
is a good quality scanned image. For scanning large maps or topo sheets wide
format flatbed scanners can be used.

2. Sheet fed Scanners

Sheet fed scanners work on a principle similar to that of a fax machine. In this, the document to be
scanned is moved past the scanning head and the digital form of the image is obtained. The
disadvantage of this type of scanner is that it can only scan loose sheets and the scanned image can
easily become distorted if the document is not handled properly while scanning.

3. Handheld Scanners

Hand-held scanners although portable, can only scan images up to about four inches wide. They
require a very steady hand for moving the scan head over the document. They are useful for
scanning small logos or signatures and are virtually of no use for scanning maps and photographs.
Installing and Configuring Printers and Scanners
Both printers and scanners use the same process for installation and configuration. It is a step by
step process as given below:

Step 1: Attach the device using a local or network port and connect the power
The device is to be set up on a flat stable surface first after which it is to be connected to host
computer with its power off or to the network. Once this is done, connect power to it using power
adapter that comes with it or with A/C power cord if the device has built-in power supply and
finally the device is to be turned on.
Step 2: Install and Update the Device driver and calibrate the device
Boot up the computer and wait for it to recognize the device and the wizard that appears helps in
the configuration process of driver for printer/scanner or CD-ROM that comes with the device can
be inserted which guides through the device driver installation procedure.
Step 3: Configure options and default settings
Once the driver is installed, default settings and options for printers and scanners can be
configured as required.
Step 4: Print/scan a test page
Once all the steps above are completed, you can test the output of printer/scanner by
printing/scanning a test page. Windows has a built-in function for doing this.

Laser printer problems

i. Print results too light, white/light columns - Cause: toner may be low and defective transfer
corona. Solution: replace the toner cartridge.
ii. Ghosting - When light images of previously printed pages are displayed on the current page.
Cause: drum is not fully discharged or erase lamp not functioning. Solution: print couple of black
pages or replace cartridge and erase lamp.
iii. Prints black pages - Cause: damaged primary corona. Solution: is to replace primary corona.
iv. Memory Overflow error -Cause: the image to be printed is too large. Solution: reduce the
print resolution and add more RAM to the printer.
v. Paper jams – Cause: damaged feed rollers, broken drive gear of the pickup roller. Solution:
replace the damaged rollers and the gear.
vi. Repetitive small marks or defects – Cause: toner leakage inside printer due to crack in the
drum, replace them
vii. Image Smudging - Image smudging is called when the image on the paper comes off when
thumb is run across it. Cause: fuser is not heating the toner and fusing it into the paper. Solution:
replace the fuser.
Scanner problems
Common problems with scanner are scanners won’t turn on, strange noises from scanner, Scanners
won’t scan etc. Tips to troubleshoot the basic scanner related problems are:

i. Ensure that the scanner software is properly installed and all the settings are properly
configured
ii. Make sure that the power light on the scanner is turned on.

iii. If any software related problems are noticed in scanner then uninstall and reinstall the
scanner software
iv. Make sure that the cables to the scanner are properly connected.
v. Overheating, dust and humid environment can cause permanent damage to the scanner.
vi. Restarting your computer, unplugging cables and verifying any hardware conflicts in the
device manager can diagnose and troubleshoot the possible errors.

5. Digital cameras
A digital camera takes images and videos using an electronic imaging
sensor rather than film. Digital photos can be downloaded directly to a
computer and the image can be altered or enhanced before being used.
Organizations frequently use digital cameras to quickly record images
and insert them into documents such as newsletters and reports. Some
mobile phones also have digital camera capabilities.

Transferring photos–We can move the multimedia data in digital

cameras to another device by the following ways.

1. Using USB PTP mode – Is connecting directly to a computer to transfer data.

2. Using wireless connections, via Bluetooth, Wi-Fi
3. Using cellular networks in the form of MMS (Multimedia Messaging Service / picture
messaging)
4. Sending as an email attachment in the case of smart phones
5. Using a card reader –is advantageous because
a. It is capable of reading several types of storage media
b. High speed transfer of data to the computer
c. Avoids draining of the camera battery during the download process
Printing photos
a. From computers
b. Sending the picture to Pict-Bridge capable printer.
c. Direct print – printer is integrated into the digital camera.

File formats

Image format - JPEG (Joint Photography Experts Group) standard is the most common file format
for storing image data.
Video Format - AVI, MPEG, WMV, MP4 are the most common methods of compression
algorithms.

6. Modems
 Modem stands for modulator/demodulator.

 It converts digital signals from a computer into analog sound signals (current) that can be
sent over a telephone line.

 It is a device that lets a computer talk to another computer over a telephone line; that is, it
connects you to the Internet. Modems are sometimes built into the system unit, but higher-
speed modems are usually separate components. In the workplace, the connection is
Personal computers, server and modem.

7. Photocopier

A photocopier (also known as copy machine) - is

a machine that makes paper copies of documents and
other visual images quickly and cheaply.
Most current photocopiers use a technology
called xerography (dry write). Photocopying is widely
used in business, education, and government.
 8. Fax Machine – also called Tele-Copying or Tele-Fax, is the telephonic transmission of
scanned material (both text and images), normally
to a telephone number connected to a printer or
other output device.
The process that the fax machine performs

 The original document is scanned

 Processes the contents as a single fixed
graphic image
 Converting it into a bitmap, and
 Transmit it through the telephone system
The receiving fax machine reconverts the coded image, printing a paper copy.
Sending a Fax
 Turn on the machine.
 Insert your documents face up.
 Cover sheets should be placed on top of the documents which shows, your name, your fax
number, their fax number and number of pages.
 “Dial” their fax number on the machine.
 Press the “Send” button.
Receiving a fax
 Check the printer to make sure that it is able to receive faxes.
o The fax machine should be plugged in.
o The fax phone line should be entirely available.
o The ink cartridge should not be low.
o The printer should have enough paper to receive the entire fax.

 The fax machine will start to receive the fax. This will make a dial-up sound.
 The fax will start to print. The first sheet should be a coversheet.

 Ensure the whole fax has been received.

 Follow up to confirm your received the fax. Either call or fax back a response to let the
sender know you received the entire fax.
Advantages

 You only need a fax and a telephone line to be able to fax

 It is easier to fax a letter, than dictating it over the phone
 It is fast and you only depend on your telephone provider
 It does not cost you more than the normal phone costs per minute
 The receiving party will have a physical paper, with your signature, which you could not
give by phone

Disadvantages:

The receiving party should have a fax and a telephone line

The receiving party will have a physical paper, not a digital copy
Need a separate space for the machine.
Machine needs to be on always to receive faxes. Unless, we may lose the faxes.
Large probability of losing faxes, which could potentially be important.

9. Shredder Machines
A paper shredder is a mechanical device used to cut paper into strips
or fine particles.
Government organizations, businesses, and private individuals should
use shredders to destroy private, confidential, or other sensitive
documents such as
 Bills
 tax documents
 credit card

 Bank account statements or other items which could be used by someone to

commit fraud or identity theft.

10. Laminators – are laminating machines designed for

laminating photos, documents, brochures, booklets, certificates,
licenses or important articles at the office or home office.
 11. Binders- Binding machines offer quick and economical

ways to produce professional and high quality documents, reports,

proposals and other materials.

Software applications
There are many software applications that are available to assist with this task. There are four main
categories.

1. Word processing
 Used for things such as documents, memos, letters, faxes, manuals and
reports.
 This is used when content of a document is mostly text.
 An example of this is Microsoft Word(commercial), OpenOffice.org Writer(Free and open-
source software)

2. Desktop publishing software

 Used To create professional-quality publications and marketing materials
that require more graphics such as
o Flyers, business cards, calendars, newsletters, postcards,
invitation cards, catalogues and brochures.
 Example
o Microsoft Publisher, Adobe In Design and Quark Xpress.

3. Spread sheet / Accounting software

 Used when calculations are to be made particularly of numbers.
 It can store values, do calculations, graph data.
 In accounting, a Spreadsheet software records and processes accounting transactions within
areas such as accounts payable, accounts receivable and payroll. It spreads, or shows, all
the information, such as costs, income, taxes, on a single sheet and organizes information
into columns and rows. The data can then be manipulated by a formula to give a total or
sum
 Examples of this are
o Microsoft Excel and Microsoft Access , OpenOffice.org Calc
4. Presentation software
 Used for making presentations to others.
 Allows the creation of slides and effects emphasizing key points and can
be used in conjunction with other media.
5. Databases - are designed to offer an organized mechanism for storing, managing
and retrieving information. They do so through the use of tables.
 Database Tables - Just like Excel tables, database tables consist of columns
and rows. Each column contains a different type of attribute and each row
corresponds to a single record.
 Databases and Spreadsheets - why can’t I just use a spreadsheet? Databases
are actually much more powerful than spreadsheets in the way you’re able to
manipulate data. Here are just a few of the actions that you can perform on a
database that would be difficult if not impossible to perform on a spreadsheet:
 Retrieve all records that match certain criteria
 Update records in bulk
 Cross-reference records in different tables
 Perform complex aggregate calculations
 Examples of Database Applications
 Micro Soft Office Access, MySQL, Oracle
6. Internet
The Internet is a global system of interconnected computer networks that use the standard Internet
protocol suite (TCP/IP) to serve several billion users worldwide.
 The Internet carries an extensive range of information resources and services, such as the inter-
linked hypertext documents of the World Wide Web (WWW.
 World Wide Web is one of the hundreds of services used on the Internet. It is a global set
of documents, images and other resources, logically interrelated by hyperlinks and referenced
with Uniform Resource Identifiers (URIs).
 World Wide Web browser software, such as Microsoft's Internet Explorer, Mozilla
Firefox, Opera, Apple's Safari, and Google Chrome, lets users navigate from one web page to
another via hyperlinks embedded in the documents.
 Social networking websites such as Facebook, Twitter and Google+ have created new ways to
socialize and interact. Users of these sites are able to add a wide variety of information to pages, to
pursue common interests, and to connect with others.
7. E-mail
Short for electronic mail is text messages
that may contain files, images, or other
attachments sent through a network to a
specified individual or group of individuals.
How to send and receive e-mail

1) Using an email program – also known

also known as an email client such as
Microsoft outlook or Mozilla
thunderbird.
2) Online e-mail service or webmail –
such as Hotmail, Gmail, and Yahoo Mail
is a more popular.
Writing an e-mail
Several fields are required when sending an e-mail,
To field - is where you type the e-mail address of who you are sending the e-mail.
CC or Carbon Copy - allows you to send a copy of the message to another e-mail address
Subject line- should be a few words describing what the e-mail is about.
Message body - will be the location you type your message

Ergonomic Requirements
Ergonomics is a scientific discipline, which is concerned with improving the productivity, health, safety and
comfort of people, as well as promoting effective interaction among people, technology and the
environment in which both must operate.
Ergonomically designed furniture can reduce pain and injury, increase productivity, improve morale, and
decrease complaints. Office workstations must be designed carefully to meet the need of the staff and to
accomplish the goals of the facility.
The purchase of equipment should be task specific to eliminate:
(a) Static or awkward posture,
(b) repetitive motion,
(c) poor access or inadequate clearance and excessive reach,
(d) display that are difficult to read and understand, and
(e) controls that are confusing to operate or require too much force.

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Generally, Workspace, furniture and equipment are adjusted to suit the ergonomic requirements ofthe
user
Chair
 Chair height should be set so that feet are flat on the floor (where a footrest has not been provided)
and thighs are horizontal.
 The backrest should provide firm lower back support so adjustment up or down, and/or backwards or
forwards may need to be made until comfortable.
 Armrests should not interfere with performance of general tasks.
Desk
 The height of the desk or chair should be adjusted so that the surface of the desk is at elbow height
(when sitting).
 There should be plenty of room for legs below the desk surface
 Personal and stationery items should be arranged for easy access, to minimize twisting and bending.
Computer
 The monitor should be positioned after adjustments have been made to the desk or chair. It is
recommended that the top of the screen be level with the eyes and be positioned about 50cm away
from the body when seated.
 The keyboard should be placed on the desk, as close to the user as possible. Allow room for it to be
moved away when not in use. The angle of the keyboard can be adjusted by altering the supports
underneath.
 The mouse should be positioned next to the keyboard on the preferred side. Wrist should be straight
whilst using the mouse with the desk supporting the wrist and not the arm.
Telephone
 The telephone should be easily accessible, yet not in the way of the work area.
 The user should be able to talk on the phone without standing or having to stretch to reach it. A
headset is a convenient alternative for constant phone users.
Document holder
 The document holder should be placed close to the screen to minimize the movement required to turn
from one to the other.
 Depending upon personal preference, it may be preferable to swap the screen position with the
document holder, if tending to look at the document more often.

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Work Organization
Work organization meets organizational and occupational health and safety requirements for computer
operation
Work area
 Work area should be kept uncluttered. Desks should only have on them what is really needed.
 Trays should be used for sorting documents, and any documents that are finished with or will not be
needed for some time, should be filed away.
Rest periods
 It is important to have frequent breaks away from the workstation. The recommended interval is ten
minutes for each hour worked in front of a computer.
 If unable to take this time out, work tasks should be varied. For example, phone calls could be made;
filing or other work related tasks could be done for a few minutes.
Exercise breaks
 Exercises should be done at regular intervals.
 Exercises for office workers can include head rolls, shoulder rolls, wrist stretch, back arching, foot
rotation and even eye exercises.

Use technology according to organizational requirements and in a way

which promotes a safe work environment
In order to use computer technology correctly, it is important to know the manufacturer’s
instructions, as well as the organization’s policies and procedures regarding:
 Computer configuration
o It may depend on its brand and model of the computer.
 Booting up, logging on and logging off
o Is a password needed?
o In some companies the log on/ off to the computers is also the time sheet /
attendance management. Or there may be a different application for this.
o It is advisable to shut down all equipment at the end of the day to help conserve
energy and maintain their health.
o There are occasions when it is scheduled for evening updates for your computers.
If your computer happens to be powered off during that time, it will not receive
the proper update. So it is recommended to logoff.

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The procedure for logging off is as follows:

 Close all applications (Word, Excel, E-mail, Millennium, etc.).

 Log off your Windows account.To do this:
 Press the CTRL, ALT and DELETE keys at the same time.
 Click on the Log Off... button.
 A "logoff windows" dialog box will pop up - click Log Off... again tofinalize the
process.
 The log off has been successful if the "Begin Login" dialogue box appears.
 Leave your PC powered on and turn off the monitor by pressing the "ON/OFF" button on
the monitor itself (NOT the OFF button on the powerdirector.)
 Correctly identifying and opening files
o understanding the file management program
o Follow privacy policy and keep confidentiality when accessing private data ofcustomers
 Modifying files
o Does the file need to be saved with a different file name?
 Saving and closing files
o understanding the electronic filing system
o Understanding how to save files
I. Save a file
a. When you save a file, you can save it to a folder on your hard disk drive,a network location,
disk, DVD, CD, the desktop, flash drive, or save as another file format.
b. You should save the file frequently while you are working on it to avoidlosing data because
of an unexpected power failure or other problem.
c. Click the Microsoft Office Button / Save on the File menu, and thenclick Save, or press
CTRL+S.
d. If you are saving the file for the first time, you are asked to give it aname.

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II. Save as a different format
a. Click Save As on the File menu or press ALT+F+ A.
b. In the File name box, enter a new name for the file.

c. In the Save as type list, click the file format that you want to save the file in. For example,
click Rich Text Format (.rtf), Web Page (.htm or .html), or Comma Delimited (.csv).
d. Click Save.

III. Save auto recover information automatically

The more frequently your files are saved, the more information is recovered if there is a
power failure or other problem while a file is open.Below are the steps how to save auto
recover for word, excel and power point.

1. Click the Microsoft word/excel/power point Button , and then

2. Click word/excel/power point Options. Click Save.

3. Select the Save Auto Recover information every check box.

4. In the minutes box, type or select a number to determine how often youwant to save files.

3. Conservation techniques
Energy and resource conservation techniques are used to minimize wastage in accordance with
organizational and statutory requirements.
Paper wastage
 Proofread and edit documents on screen before printing
 Don't print more pages than needed, use the "print range" function of software to only print
those pages which have been edited
 Print on both sides of your paper where possible
 Use scrap paper from printed documents no longer needed. Write on the back for informal
notes or memos
 Use the duplex facility of the photocopier.
Recycling
 Paper should be saved for recycling where possible - if the information is confidential, it can
be shredded before disposal into a recycling container
 Use recycled paper products wherever possible
 Reuse office products such as folders, envelopes and packaging materials.
Energy and power use
 Use the "power save" feature of your printer, if available
 Switch off lights and equipment when not required.
 Section-2 Process and Organize Data
In the retail environment there will be many different tools to help in the effective day to day
running of the business. You will collect data; you must assess how to organize effectively to
access it easily.

Data and information

 Data- is raw, unorganized facts that need to be processed. Data can be something simple
and seemingly random and useless until it is organized.
o Example - Each student's test score is one piece of data

 Information - When data is processed, organized, structured or presented in a given

context so as to make it useful, it is called Information.
o Example - The class' average score or the school's average score is the information
that can be concluded from the given data.
 Some of the information you collect will be stored in filing cabinets the other will be stored
on computer. All information must be clearly marked to find it easily.
o If files are in soft copy: they are stored on computer, all files will have a name and
can be arranged by date of creation, documents which are not required may be
zipped/compressed and placed on back up storages.
o If they are hard copy: they are filled in filling cabinets, all files will be labeled
correctly and put in the correct order, each company will have storage boxes and an
area onsite or offsite to store any documents no longer required.
 These must be kept for a designated time.
Identify, open, generate or amend files and records according to task and
Organizational requirements.

 Identify files
o File - is an item that contains information—for example, text or images or music.
When opened, a file can look very much like a text document or a picture that you
might find on someone's desk or in a filing cabinet.
o On your computer, files are represented with icons; this makes it easy to recognize
a type of file by looking at its icon. Here are some common file icons:

o Folder - is a container you can use to store files in. If you had thousands of paper
files on your desk, it would be nearly impossible to find any particular file when
you needed it. That's why people often store paper files in folders inside a filing
cabinet.
On your computer, folders work the same way. Here are some typical folder icons:

Folders can also store other folders. A folder within a folder is usually called a subfolder. You can
create any number of subfolders, and each can hold any number of files and additional subfolders.
Using libraries to access your files and folders
You can use libraries, to access your files and folders, and arrange them in different ways. Here's a
list of the four default libraries and what they're typically used for:

 Documents library. Use this library to organize and arrange word-processing documents,
spreadsheets, presentations, and other text-related files.
 Pictures library. Use this library to organize and arrange your digital pictures, whether you
get them from your camera, scanner, or in e-mail from other people.
 Music library. Use this library to organize and arrange your digital music, such as songs that
you rip from an audio CD or that you download from the Internet.
 Videos library. Use this library to organize and arrange your videos, such as clips from your
digital camera or camcorder, or video files that you download from the Internet.
 To open the Documents, Pictures, or Music libraries, click
the Start Documents Libraries what you need.

 Open documents
Documents can be opened from:
o a software program (e.g. Word)
o a file management program (e.g. Windows Explorer)

o To open a file with a given program just - double-click it or right click & open.

o To open the file using a different program- Right-click the file, click Open with, and
then click the name of the program that you want to open with.
 Viewing - To see different files and folders look, use the Views button in the toolbar.

 Arranging – right click on the empty field Sort by then choose by name, date, type

 Finding files - use the search box to find your file to minimize the hours for tracing for
search. The search box is located at the top of every window.
  Generate or amend files
o Creating folders – Right click on the location you want to be created for example
desktop – new folder give the folder name.
o Creating files we save them from the
given program. E.g. when we save a word document, we give a file name.
o Renaming files / folders – right click on the file/folder rename give the required
name. Second option is click on the file/folder then press F2 key give the name of
the file/folder.
o Moving files / folders – use copy/cut & Paste or Drag/Drop.
o Deleting files / folders – righ
then press Delete key. This will delete the file or folder temporarily. Or we can
find it in recycle bin. To delete permanently use combination of Shift + Delete.
o Save your documents before exiting and save regularly when in the document.
Organizing data
 Most data is stored on a computer’s hard drive.
 It is important to understand a computer’s file management system in order to save work in
the right place.
 Data is stored in folders (or directories) and sub-folders (or sub-directories), similar to a paper-
based filing cabinet.
 Example of file/folder organization application is Microsoft Windows Explorer. It shows
how the files are organized into a multi-level filing system.
 The “+” signs to the left of some folders indicates that there are further sub-folders located in
these folders. By clicking on a folder with a “+” sign to its left, all the sub-folders within that
folder can be seen, as in the example to the right, under the Lotus folder. A “-” sign to the
left of a folder indicates that all sub-folders are showing.
Some Simple Rules to organize our files and folders
Let’s start with some simple rules for managing your files and folders.

 Don’t put files on the desktop - make it clean and put files / folders frequently accessed.

 Limit folder creation - Create new folders if the file type is newly strange.

 Zip or compress your files – to minimize the size and so that it is easily movable.
Operate input devices according to organizational requirement

Input devices - Devices that allow data, in whatever form, to be entered into a computer system.

Output devices –Are devices that allow data to be extracted from the computer.

Storage / Backing up devices – Devices that store our data for further retrieval.

Input Devices Output Devices Backing Storage

 Keyboard  Monitor  Hard disk

 Mouse (PS/2, USB,  Printer  External hard disks
Cordless Wireless)  Speaker  CD- DVD RW
 Joystick  Zip Disk
 web cam  Floppy Disk
 Digital Camera  Different USB storages like
 Scanner flash disk.
 Microphone
 Bar code Scanner
 Touch Sensitive Screen
 CD- DVD-ROM Drive

 All these input devises will have different uses. There will be a numerical keypad on the
keyboard but sometimes if you are working with lots of figures it is advisable to use a spate
keypad.
 Use the above devices properly and specific to their functionality.
 Use primary storage i.e. the hard drive, for your massive programs and files.
 The other means are secondary storages, mainly used for backup.
Use manuals, training booklets and/or online help or help-desks to
overcome basic difficulties with applications.

 Your computer will come with a user guide and most companies have a help desk to
answer any questions.
 Most companies will have policies and procedures. When it comes to using the computer
system they will also have a section for troubleshooting.
 There are so many forums on the web that can help with any questions just use the Google
tool.
 You can also click on the Question mark symbol(? ) on the top right hand side of your
computer screen or press F1 key this will open up the below box so you can get help.
 There are many ways to store documents and save find which method best suits your
needs.
 There are many ways to get help when your computer may be having difficulties use the
many resources available to you.
 Section – 3 Maintain Technology
In order to have the office running at optimum capacity all equipment should be maintained and
replaced when it is not working. Routine maintenance of equipment will need to be scheduled
regularly as they say “prevention is better than cure”. Maintain the equipment before it breaks
down.
 Identify and replace used technology consumables in accordance with manufacturer's
instructions and organizational requirements
 Carry out and/or arrange routine maintenance to ensure equipment is maintained in
accordance with manufacturer's instructions and organizational requirements
 Identify equipment faults accurately and take action in accordance with manufacturer's
instructions or report fault to designated person. Operate input devices according to
organizational requirement.

Identify & replace used technology consumables in accordance with manufacturer's

instructions and organizational requirements.

Technology Consumables
In the course of completing work tasks, it is important that employees know how to identify and replace
technology consumables, including:
 printer ribbons and cartridges toner cartridges

 CD-ROMs back-up tapes

 floppy disks Zip disks

There should always be an adequate supply of these consumables. Supplies should be checked on a regular
basis, the timing of which would vary according to the size of the organization and the rate of use of these
items.
The ordering of these consumables may involve filling out a requisition form or an order form or arranging
for a tender or contract for their supply.
 Ensure there is always stock held of any parts that may need to be replaced. For e.g. Recordable
CD/DVD, print heads, printer ribbons and cartridges and toner cartridges.
 When ordering stock use the manufacturers recommended product and brand as if you do not
follow you may void your warranty.
Carry out and/or arrange routine maintenance to ensure equipment is maintained in
accordance with manufacturer's instructions and organizational requirements.

Routine Maintenance
It is important that routine maintenance of business technology is carried out on a regular basis to ensure
minimal breakdowns.
 Equipment should be cleaned regularly by using a damp cloth or other approved cleaning materials.
 Consumables should be checked to monitor their rate of use, and replaced when needed. Regular
servicing by qualified or manufacturer-approved technicians will ensure that all equipment is in the
best condition possible to minimize breakdowns.
 All employees should receive training to solve common faults, like paper jams, system failures and
low ink or toner cartridges.
 However, more complex problems should be reported immediately to the person in charge of
maintenance, to the manufacturer or to the service company.
 A logbook of service visits must be kept.
 Ensure your screens and any dust that accumulates on all equipment is cleaned regularly. Use only
manufacturer approved products as some chemicals can damage electrical and computer
equipment.
 All equipment must be serviced by a qualified or manufacturer approved, technician.
 Identify equipment faults accurately and take action in accordance with manufacturer's
instructions or report fault to designated person. Operate input devices according to organizational
requirement
 It’s a good idea to prepare a maintenance program that way you know all maintenance is
scheduled and all equipment is maintained on a regular basis.
 All data must be backed up on a regular basis and it should be backed up in different areas.
 Conduct regular OH&S inspections of not only the equipment but the area surrounding the
equipment for e.g. cords that are in a dangerous position. Too many cords into a power supply.
 Backing up files
When computer files contain information that is extremely important, a back-up process is used to protect
against disasters that might destroy the files. Backing up files simply means making copies of the files in a
separate location so that they can be restored if something happens to the computer, or if they are deleted
accidentally.
There are many ways to back up files.
 Using utility programs to assist in the back-up process
 By copying to removable media such as writable CDs, flash disk.
 By Copying files to another hard disk in the same computer to protect failure of the other disk
 By copying on another media away from the computer to protect against failure or
destruction of the entire computer
 Putting files on the web – online back up
 Putting files on very remote areas such as outside the city or country in case catastrophe
happens.
Tips on Computer Maintenance
 Clean out the temporary files and junk left behind by browsers. To do this, you can use the
Disk Cleanup utility included in the Windows systems, or download a freeware program such as
Cleaner to do it for you
 Search and destroy spyware and/or viruses on your PC. There are many tools available to do
this. AVG Anti Virus is a good one to use.
 Defragment your hard drive monthly to keep your computer running smoothly. Windows
XP includes a utility to do this, but a tool called Magical Defrag also exists.
 Uninstall programs you no longer use, and delete music you no longer listen to. The more
free space your computer has, the faster it will go.
 Always run your computer on a UPS as this will help protect it from electric surges.
 Your computer can grow dusty in less than year, depending on where it is stored. Open it
about once or twice a year and remove the dust on the bottom with a vacuum (or cloth), then
spray with compressed canned air. Pay special to the CPU heat sink and CPU fan. Hold the fan
still while spraying it as you can cause it to spin out and on reboot it may have more noise. Spray
the intakes to the Power supply fan also.
 Be careful when plugging in USB, Ethernet, speakers, etc. into your computer. Ports such as
USB and Ethernet can easily be damaged from careless placement. These repairs can be costly
and these ports are a necessity.
Key Terms and Concepts
 Amendment - A change or improvement in a document.
 Back-up system - A system used to store information for security purposes in case the
computer system crashes.
 CD-ROM - Compact Disc Read Only Memory, which enables the storage of large
amounts of text or data.
 Database- A computer software program used to store and organize a range of records or
data.
 Data storage - The saving of data to a device such as a floppy disk, CD-ROM, hard drive
or a back-up system.
 Digital camera - A camera that converts photos into digital images that can be loaded
directly into a computer.
 Directories - Tables that contain file information such as name, file, size, time and date of
last modification.
 Ergonomics - The study of the environment and conditions of work, in order to achieve
maximum efficiency; and tailoring the physical environment to individual requirements.
 File generation- Creation of a new file for information, either on the computer or in a
filing cabinet.
 Floppy-disk drive- The drive into which a floppy disk may be placed to either save
information or read the information stored on it.
 Hard drive- The drive within a computer that stores information and enables the computer
to run.
 Keyboard -An input device with a set of keys used to enter information into a computer.
 Log-on- The use of a password to open or access files on a computer system.
 Manufacturer’s guidelines -A booklet setting out the manufacturer’s conditions of use for
a piece of equipment.
 Modem - A piece of equipment that enables the transfer of information from one computer
to another via a telephone line or communications cable.
 Numerical key pad - Set of number keys on the keyboard.
 Printer - A device that prints text or graphics on paper or other media.
 Routine maintenance - Ensuring that computers and other equipment are looked after, for
example by replacing consumables, clearing paper jams etc.
 Scanner - A piece of equipment that copies a document or image directly into a computer.
 Spreadsheet - A computer software program used to store and calculate lists of numbers or
statistics.
 Sub-directories - Directories located within another directory.
 Technology consumables - Paper, toner, bulbs and other items that must be constantly
replaced as they are used or consumed by office equipment.
 Zip drive - A high-capacity disk drive, similar to a floppy drive.