Use technology in the workplace
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Contents
Copyright Information and Acknowledgements 2
Revision History 3
Unit Overview 4
Photopcopiers 6
Fax Machines 11
Information and Tutorials right at your finger tips 13
Sending a Fax from your Desktop PC 13
Printers 16
Scanners 17
Internet 21
E-mail 24
5.2: Reading – How to Send Email Attachments 25
5.3: Reading – Email Spoofing 26
File Management 30
Word Processing 33
Word 2000 Training and Demos 33
Word 2007 Training and Demos 35
PowerPoint 37
PowerPoint 2000 Training and Demos 37
PowerPoint 2007 Training and Demos 39
Assessment Answer Section 41
Copyright Information and Acknowledgements
This self-paced material was produced by the Northern Sydney Institute of TAFE Meadowbank College.
This material is to be made available to students free of charge.
The 2000 Word, PowerPoint and Excel tutorial files and the 2007 Word, PowerPoint and Excel tutorial files are copyright Florida Gulf Coast University, www.fgcu.edu.
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Revision History
Version / Description2.01 / Removed “text box below the Fireball arrow” in Q7 T3.
Made animation requirements more general in Q7 T6.
2.02 / New Multiple Choice Style Assessment Questions
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Unit Overview
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1 Unit Purpose
On successful completion of this unit you should have the knowledge and skills required to use a range of technology, particularly office equipment and appropriate software. You should also be able to maintain the equipment.
2 Assessment Information
As you work through this unit you will be required to complete assessment exercises. At the end of the unit you will be asked to copy and paste the Assessment Answer Section into an e-mail to be sent to your teacher. For the PowerPoint exercises you will need to attach your PowerPoint file to the e-mail to your teacher.
Your work will then be assessed and graded as “Achieved Competency” or “Not yet competent”. If you receive a “Not Yet competent” grading you will have the opportunity to resubmit your assessment exercises.
3. Brief Overview and Getting Started
In this unit we will cover just a sample of the types of office equipment you most likely will be required to use. There is a wide range of equipment and their design and function are constantly changing. We can only give general tips and hints on how to use the equipment in this unit.
To be able to operate and maintain office equipment successfully you will need patience, persistence, commonsense and the ability to read and interpret manuals.
Some office equipment (particularly Photocopiers) seem to sense the frustration of the user and are able to get revenge by factoring in some really bad performances. So remember to speak nicely to your photocopier.
There will be some maintenance tasks that should only be performed by trained service repairers.
Our aim in this unit is to give you the confidence to attempt routine operation and maintenance procedures.
We will also be looking at two software packages – Microsoft Word and Microsoft Power Point.
The menu options and screen layouts have changed significantly in the 2007 version of the software. So four tutorial files are provided PowerPoint 2000, PowerPoint 2007, Word 2000 and Word 2007. You will only need to access the tutorial that matches the software you will be using.
To establish the version of Word you are using for versions prior to Word 2007 from the menu bar select Help, then About Microsoft Word - (scroll down to the next page)
If you are using Word 2007 your screen will look like the sample below:
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Photopcopiers
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Some photocopiers may perform the functions of a Photocopier, Scanner, Printer and Fax Machine. Depending on how an office computer network is configured it may be possible to send a fax from your desktop PC.
Will we ever see the paperless office? Probably not, but we can reduce the amount of paper used by selecting double sided copying wherever possible.
A reasonable photocopier today will allow you to place a bundle of sheets to be photocopied and allow you to produce a collated, stapled double-sided package from a single sided master.
You may need to brighten or darken the image you are producing from the master document you are copying or you may need to enlarge and reduce the page you are copying.
The most common problem in the operation of the photocopier is the paper jam. Often a small corner of a sheet of paper becomes torn and jams in one of the rollers. It is important to take your time and follow the paper clearing instructions carefully.
Photocopy machine manufacturers have tried to simplify the process by providing coloured arrows and dials to help you follow the paper trail.
If you attempt to close the photocopier doors after clearing the jammed paper and they will not close properly it means you have not re-set a lever to the correct operating position.
Check back inside the machine and try to identify any red arrows or any levers that seem to be out of place. It really is a matter of trial and error. It is worth thinking about all the levers you may have moved. Take care to remember the configuration of the levers and trays before you start lifting and moving them.
Read the following article and remember the “burning issue” next time you have to clear a paper jam from a photocopier.
1.1: Reading – OH & S issues for Photocopiers
Photocopiers, laser printers and facsimile machines are essential pieces of equipment in the modern office. These machines seem harmless enough but there are problems associated with their use, and precautions should be taken to protect the health of workers.
The process of photocopying
Plain paper photocopier operate by reflecting light from the original item so that an image is projected onto a 'photoreceptor', which is an electrically charged drum or belt. The surface of the drum is photosensitive; it loses the electrostatic charge when exposed to light. Reflected light produces a pattern of charges on the drum or belt and leaves a latent image. The electrostatic charge attracts the toner and reproduces the image permanently onto the paper by heat and pressure.
Colour copiers use the same basic electrostatic processes. However, they have three toner systems, incorporating the primary colours green, red and blue.
The main hazards
Ozone gas
Ozone is an unstable form of oxygen, which may be formed during the photocopying process. Ozone is produced by the operation of high voltage equipment such as photocopiers, x-ray equipment and electric arc welding.
Ozone is a reactive, unstable gas with a half-life of six minutes in office environments. It is a highly toxic gas and is the most serious health risk from photocopiers. Ozone has a sweet smell which can normally be detected at concentrations of 0.01 to 0.02 parts per million (ppm). The permissible exposure level currently accepted in Australia for ozone is 0.1 ppm as a time-weighted average over the working day.
When photocopying, the majority of ozone is produced during the charging and discharging of the drum and paper - it is the breakdown product of the drum material during image transfer. Ozone is also produced by ultraviolet emission from the photocopier lamp.
Health Effects
As ozone usually rapidly decomposes back to oxygen, the normal concentration of ozone around photocopiers is not sufficient to cause symptoms. The rate of decomposition is dependent on time, temperature (the gas breaks down more rapidly at a high temperature) and contact with various surfaces.
However, ozone concentration can build up if the room has insufficient ventilation. If ozone concentration reaches 0.25 ppm or above, this odorous gas can cause irritation to the eyes, the upper respiratory tract, and the lungs, throat and nasal passages. Other symptoms include headache, shortness of breath, dizziness, general fatigue and temporary loss of olfactory sensation. A level of 10 ppm is immediately dangerous to life and health.
Prolonged inhalation of ozone levels of a few parts per million is known to damage the lungs. Some authorities suggest that a concentration of 0.1 ppm might have the effect of causing premature ageing and shortened life span.
Toners
Powder form toners are used in 'dry' copiers, and are made up of various formulations of carbon black. They generally comprise approximately 10% carbon black, which is dispersed in a heat sensitive polystyrene acrylic or polyester resin. The fine toner powder can be released from copiers, particularly if they lack a contained toner system and automatic shut down devices on waste toner compartments. Toner powder can also be spilt during maintenance or when refilling the drum.
Health effects
Toners dust may irritate the respiratory tract, resulting in coughing and sneezing. Some toners contain compounds such as nitropyrenes and trinitrofluorene. These compounds, although rarely found in today's toners, have carcinogenic properties, therefore skin contact and inhalation is to be avoided. This can be avoided by the provision of toner in cartridges that can be fitted directly to the copier. Where a risk of skin contact or inhalation exists, workers handling cartridges must be provided with disposable gloves and facemasks.
The polymer-type plastic resins that are found in many photocopier toners are known to cause allergic reactions on repeated skin contact. The symptoms include skin rashes and burning sensations in the eyes.
Noise
High-speed copiers and copiers that collate in addition to their other functions have the potential to be noisy. Older type existing copiers can reach noise levels above 75dB(A) and large multiple copying machines operate at 80dB(A). A more appropriate noise level for office areas due to the nature of office work would be less than 60dB(A).
Health effects
The noise from photocopying operations (especially those that are continual), can cause irritation and stress to nearby workers and disrupt concentration. In the press and printing industries noise is a major hazard for workers and can lead to temporary hearing loss or deafness and tinnitus, or ringing in the ears.
Ultraviolet Light
Fluorescent, metal halide or quartz exposure lamps are most commonly used in photocopiers. The light is not regarded as harmful, however, it can lead to eye strain when encountered repeatedly – photocopying should always be carried out with the cover down.
Health Effects
The intensive bright lamps used in photocopiers may cause eye irritation and headache after imaging, if viewed directly. In addition it can be irritating and stressful to nearby workers.
Other hazards
Heat
Heat is generated during the photocopying process. If ventilation and heat dispersal is not adequate, it may cause a significant temperature rise in the room which may cause discomfort to workers.
Burns from hot components are also a potential hazard when clearing paper misfeeds or jams.
Muscle strain
Long periods spent photocopying or collating in a poorly designed work area can cause musculoskeletal discomfort and strain. Sustained and repetitive postures may lead to muscular fatigue and pain.
Working safely with photocopiers
Ozone
· Choose a low ozone emission photocopier or one that has an activated carbon filter fitted to the exhaust of the machine. Activated carbon will provide 100 per cent decomposition given sufficient contact with ozone.
· Maintain the photocopier and filter regularly. Good maintenance can reduce the levels of ozone produced.
· An objectionable odour or smell from photocopiers can cause nose and throat irritation. The indoor air quality should be monitored on a regular basis.
Maintenance
· Always use the photocopier according to the manufacturer's instructions. If in doubt consult the handbook. Use only the specified type of toner, paper and acetates.
· Photocopiers should be installed according to the manufacturer's instructions, with sufficient space and airflow around the machines.
· The manufacturer's recommendations for cleaning, as well as filter and brush replacements should be diligently followed.
· A maintenance log should be kept for each machine and should be available to staff for inspection.
Ventilation
· An adequate ventilated area can facilitate safe removal of any dusts, gases or vapours.
· Locate the copier in a well-ventilated room with natural fresh air or a filtered air exhaust system. Allow space around the machine for good airflow (an enclosed room may need mechanical ventilation conforming to Australian Standard AS1668).
· Air movement in copying areas should be monitored regularly.
Noise
· Locate the machine in an area where the effect of noise will be minimal. It may be necessary to achieve this by screening the photocopy machine with sound absorbent material/panels.
Intensive light or heat
· Keep the document cover closed at all times during photocopying, as this prevents light leakage and avoids visual fatigue.
· Where possible, prevent light exposure by using the automatic document feeder during photocopying.
· If it is not possible to close the cover for an unusual job, the operator should avert their eyes from the light source.
· Hot machine components can pose a hazard to employees opening equipment to clean paper jams. To avoid accidents non-metal tongs can be used to remove paper after first ensuring that the machine is switched off.
· When it is necessary to remove jammed paper from hot components, switch off the copier and allow a few minutes for cooling.
Chemicals
· Material Safety Data Sheets (MSDS) should be available to all staff for any chemicals used, and can be obtained from your supplier or service contractor. The MSDS has information on handling, storage and toxicity of the chemicals used and provides the health and safety information needed to identify and assess hazards.