Learning Task 5 M6 La3(Module 6 Learning Activity 3) Procedure Text
Task 5 M6 LA3
Next, we are going to analyze the information which make up the procedural texts. Analyze the procedures using entries listed in the table below.
| Texts | Goal | Steps | Tips | Warning |
| Text 1 | How to use office Equipments using the photocopier | 1. Locate the power switch and turn the machine on 2. Lift the cover and place the document you wish to copy face down on the glass 3. Lower the cover and, using the control panel, select the number of copies you wish to make. 4. Push “start” and the copying should commence | Use the automatic feed on your copier to copy documents several pages in length. Following the guide next to the feed, position your stack of documents; many photocopiers auto-feed documents face up. See if your photocopier has options for automatically collating and stapling your documents -- most newer models do. Select these options on the digital display, press "start," and your stack of documents will be photocopied, collated and stapled for you. | |
| Using a Fax Machine | 1. Check that the fax machine is plugged into a power source and a phone jack before turning it on. 2. Get the fax number for the destination of the fax you are sending. 3. Arrange the documents you are sending in order. 4. Fill out a coversheet for your fax; this will contain the recipient's name and fax number, the name of your boss or office, the fax number for your office, a short message to the recipient and the number of pages, including the coversheet. 5. Position the documents face up in the feeder tray. 6. Dial the recipient's fax number. 7. Press "send' or "fax" to send the document, depending on the machine you are using. 8. Wait for the phone to ring, but do not answer it; 9. Listen for the "handshake" tones that tell you the sender's fax machine and your fax machine are communicating. 10. Watch your fax machine start printing and wait until the entire document has come through. 11. Contact the sender to confirm receipt of this document. | · Check the number of pages you received against the number given on the cover sheet to be sure the whole fax has come through. | · Ensure that there's plenty of ink in your machine's toner cartridge and that there's plenty of paper, so you can receive a fax smoothly. · Make sure to turn off all office equipment at the end of your work day, unless you are instructed otherwise. | |
| Text 2 | How to Apply A Border to A Resume Paper | 1. Scan your resume and save to your computer. 2. Open your resume in your word processing software. 3. Click on the "Page layout" tab and then click on the "page border" icon. 4. Scroll through the page border options. Choose from solid or dotted lines, shading, line thickness and your border placement. 5. Click on the options you like and then click on the "OK" button. 6. Click "Save" to save the border to your resume. | · If your resume is already saved on your computer, skip to Step 2. · If you are using a agenda other than Microsoft Word and cannot find the "page border" icon, simply click on "Help" and then type "borders" into the Search bar. · Save your new resume with a different name from the original so that you can change the border or update your resume as needed. | Keep your border simple. Most employers find loud and busy borders distracting. |
| Text 3 | How to Electronically Sign A Word Document | Convert Handwritten Signature to Electronic 1. Sign your name on a white piece of paper larger than you normally. 2. Scan the paper with your signature or take a digital photograph of it, so you can open it in Microsoft Paint to finalize the image file. Format Electronic Handwritten Signature 1. Take the image file created from a scan or a digital photograph and open it in Microsoft Paint, 2. Crop the size of the signature itself by going to the Home tab and clicking "select" in the Image Group. 3. Click the top left corner near your signature and drag out to the bottom, right corner of the signature to select the specific area, then click "Crop." 4. Save the image file as a .jpg or a common image file format like .bmp, .gif, or .png. Sign Electronically in Word 1. Place your cursor where the signature should appear and left-click your mouse. 2. Under Insert in the top hidangan bar, click "Pictures" to locate and select your electronic signature file created from Microsoft Paint, then click "Insert." 3. Use one of the top corner anchors to adjust the signature image size. 4. Right-click on the image and select Size & Position for the Text Wrapping tab. Select "Behind text.” 5. Click "OK" to complete format setting. | · This gives you the ability to adjust the size in Word without affecting the quality of the image. · The signature image may also be set to go behind text. | |
| Text 4 | How to Care for Office Equipment | |||
| Computers | 1. Wipe screen and keyboard regularly with a static-free cloth and cleaner designed for use on computers. 2. Use compressed air to clean debris from between the keys on the keyboard. 3. Turn the keyboard over and shake loose dirt. 4. Use compressed air again to get leftover debris from between the keys. 5. Use compressed air to blow dust and debris from all vents. 6. Plug all computers into surge protectors. | · Keep computers in a dry environment, away from sources of excessive heat or moisture. · Keep ventilation holes on the computer clear of blockages from dust or other items on the desk to prevent overheating. | · Do not place a computer next to a heating source or drink your coffee while at the computer. · Never force an office machine to open. When doing maintenance cleaning, only access parts of the machine that open easily | |
| Printers | 1. Open removable parts of the printer and wipe the insides with a dry, clean cloth. 2. Remove all jammed paper completely. 3. Change ink as needed. 4. Open the top of the printer and remove the ink cartridge. | · Check the manufacturer specifications on paper weight and size. · Verify that the paper you are using does not exceed the recommended weight and size. Paper weight indicates the thickness of the paper and can be found on the manufacturer's packaging. · Specifications should be printed on the side to help you order another cartridge from your local office retail store or supplier. If you cannot find the ink cartridge, refer to manufacturer guidelines in the printer’s manual. | · Do not overfill the paper tray. · Never force an office machine to open. When doing maintenance cleaning, only access parts of the machine that open easily | |
| Fax Machines | 1. Keep a fax machine in a dry room. Humidity can cause paper to stick together. 2. Place fax machines at least six inches from walls for adequate ventilation around the equipment. 3. Fan paper with your hand before inserting it in the fax machine. 4. Change toner as needed. 5. Locate access on the front of the fax machine and remove toner. 6. Place the new toner cartridge in the slot. Wipe up any spillage. | · This prevents the machine from taking too much paper and jamming in operation. · Set aside on a piece of newspaper or throw it in the trash immediately, as old toner cartridges can leak. | · Never force an office machine to open. When doing maintenance cleaning, only access parts of the machine that open easily |
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