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.
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Texts
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Goal
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Steps
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Tips
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Warning
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Text 1
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How to use
office Equipments using the photocopier
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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
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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.
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Using a Fax
Machine
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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.
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· Check the
number of pages you received against the number given on the cover sheet to
be sure the whole fax has come through.
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· 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.
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Text 2
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How to Apply
A Border to A Resume Paper
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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.
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· If your
resume is already saved on your computer, skip to Step 2.
· If you are
using a program 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.
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Keep your
border simple. Most employers find loud and busy borders distracting.
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Text 3
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How to
Electronically Sign A Word Document
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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 menu 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.
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· 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.
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Text 4
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How to Care
for Office Equipment
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Computers
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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.
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· 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.
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· 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
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Printers
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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.
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· 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.
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· 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
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Fax Machines
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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.
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· 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.
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· Never force
an office machine to open. When doing maintenance cleaning, only access parts
of the machine that open easily
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