PowerPoint Presentation

Produce Complex Desktop

Published Documents

BSBITU404
Introduction
This manual is in four sections:

1. Prepare to Produce Desktop

Published Documents
2. Design Desktop Published
Documents
3. Create Desktop Published
Documents
4. Finalise and Produce Desktop
Published Documents
 Prepare to Produce
PART 1:
Desktop Published
Documents
ELEMENT 1: Prepare to Produce Desktop Published Documents

Ergonomics
In many jobs, you will be in front of your
computer for hours on end.
For this reason it is vitally important that your
workspace is set up in the most efficient way
possible.
We will look at how you should go about
setting up your computer, and then look at
how you can prevent common ergonomic
complaints from occurring.
ELEMENT 1: Prepare to Produce Desktop Published Documents

Positioning Your Computer

With a few minor adjustments, you can
lessen the chances of strain to your upper
body.
Typing
Ensure that your wrists are not raised and
your elbows are alongside your body.
Your Mouse
Place your hand so it rests on the mouse
with your index finger resting on the left
mouse button and your remaining fingers
resting on the middle and right mouse
buttons.
ELEMENT 1: Prepare to Produce Desktop Published Documents

Exercising
While working you should exercise frequently.
Your Eyes
There are a number of things you can do to help
reduce eye strain.
OOS (Occupational Overuse Syndrome)
Repetitive tasks should be minimised as much as
you possibly can, and you should take work breaks
regularly.
Carpal Tunnel Syndrome
It is caused by repetitive motion of the hands, such
as computer use. Although it affects both sexes, it
is especially common among women between the
ages of 30 and 60.
ELEMENT 1: Prepare to Produce Desktop Published Documents

Work Breaks
Work breaks are vital to the reduction of
overuse or muscle strain.
Micro Pauses
These are very short breaks that you take
while you are at your computer.
Work Health and Safety
Employers and employees are legally
required to look after the health and safety of
workers.
ELEMENT 1: Prepare to Produce Desktop Published Documents

Energy and Resource

Conservation
Each member of the organisation must
assume personal responsibility for recycling
of designated wastes.
This could be as simple as viewing reports
and data online rather than printing them out.
ELEMENT 1: Prepare to Produce Desktop Published Documents

Organisational Preferences
Most organisations have preferences about
how documents are prepared and presented.
As a desktop publisher it is important that
you are able to apply these preferences to
your own work.
Some organisations document these
preferences in a style manual.
Other organisations rely on their workers to
simply work out for themselves what is
wanted, which is harder.
ELEMENT 1: Prepare to Produce Desktop Published Documents

Purpose: This statement of purpose will serve as

the focus for decisions that you will make about the
format, structure, writing style, design and
production of the document.
Headings and Structural Hierarchy: The use of
headings, allows for the provision of contrast in a
document. It allows users of the document to see
where one section ends and another begins.
Emphatic Devices and Enhancements: There are a
wide range of devices that you can use to enhance
a particular piece of information in your document,
and you should state in your design brief which are
preferred.
ELEMENT 1: Prepare to Produce Desktop Published Documents

Page Numbering: In your design brief, state how you

wish pages to be numbered.
Use of Graphics: Before getting into details on
creating, formatting, and incorporating graphics,
consider the types and their functions.
Typography: You should also state what typefaces
you think are acceptable in your document.
Graphics: Most professional or technical writing
contains graphics.
ELEMENT 1: Prepare to Produce Desktop Published Documents

Making Sure You Create The Right

Document
Here are documents that you may create:
Letters Memos
Faxes Reports
Training manuals Books
Brochures Flyers
Lists Newsletters
ELEMENT 1: Prepare to Produce Desktop Published Documents

Storage and Security

You need to know what system your organisation has
for storing both paper and electronic documents. In
particular, you need to know how the ‘filing system’ on
the computer you use is set up.
Finding files
Windows provides an excellent way of tracking down
these files no matter how well they seem to be hidden
on your hard drive. This is either called the find or
search function depending on your version of windows.
ELEMENT 1: Prepare to Produce Desktop Published Documents

Data security is becoming increasingly important.

Your organisation is likely to have a written policy on
document security.
You should obtain a copy and make yourself familiar
with it because you may need to secure documents
that you have prepared.
ELEMENT 1: Prepare to Produce Desktop Published Documents

Setting a Password on a Document

A document can be fully protected by a password.
It then can’t be opened by anyone who does not have
the password.
ELEMENT 1: Prepare to Produce Desktop Published Documents

Data Storage
How to Organise Directories on Your Computer
You should organise folders or directories on your
computer to keep all your programs and documents
where you can easily find them.
Folders
Creating folders helps organise your files.
Copy a file to a USB Drive
Copy files from your hard drive or CD or from any other
storage media to a USB.
This allows you to transport files from one computer to
another.