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M6 LA3 Task 4

The document provides instructions for properly using and maintaining common office equipment such as photocopiers, fax machines, printers, and computers. It explains how to make copies and send faxes, convert a handwritten signature into an electronic format, apply borders to resumes, and perform regular cleaning and maintenance. Following the guidelines can help reduce equipment issues and downtime.

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27 views

M6 LA3 Task 4

The document provides instructions for properly using and maintaining common office equipment such as photocopiers, fax machines, printers, and computers. It explains how to make copies and send faxes, convert a handwritten signature into an electronic format, apply borders to resumes, and perform regular cleaning and maintenance. Following the guidelines can help reduce equipment issues and downtime.

Uploaded by

cikha
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as DOCX, PDF, TXT or read online on Scribd
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M6 LA3 Task 4

In this activity, we will learn how copywriters make money by writing some procedural texts and
tips for their readers in a web. Read the text loudly and meaningfully with correct pronunciation.
Text 1:

HOW TO USE OFFICE EQUIPMENTS


By Elsa MacFie; Updated July 05, 2017

So, you have secured a position working in an office, perhaps as an administrative


assistant or secretary. Now you need to learn the proper way to use the equipment in
your office, since your job will entail using computers, sending faxes, making
photocopies and more. With proper handling, the equipment in your office should last
several years and should actually make your job easier. The better you know how to use
the equipment, the better you'll be able to do your job.

Using the Photocopier


Locate the power switch and turn the machine on. Allow sufficient time for the machine
to warm up; older machines can take more time than newer models.
Lift the cover and place the document you wish to copy face down on the glass. Take
care to position it properly; most photocopiers have markings showing where to place
documents. Lower the cover and, using the control panel, select the number of copies
you wish to make. 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


Check that the fax machine is plugged into a power source and a phone jack before
turning it on. Get the fax number for the destination of the fax you are sending. Arrange
the documents you are sending in order.
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.
Position the documents face up in the feeder tray. Dial the recipient's fax number. Press
"send' or "fax" to send the document, depending on the machine you are using.
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. Wait for the phone to ring, but do not
answer it; this indicates a fax is coming in. Listen for the "handshake" tones that tell you
the sender's fax machine and your fax machine are communicating. Watch your fax
machine start printing and wait until the entire document has come through.
Check the number of pages you received against the number given on the cover sheet to
be sure the whole fax has come through. Contact the sender to confirm receipt of this
document.
Tip
Make sure to turn off all office equipment at the end of your work day, unless you are
instructed otherwise.

Adapted from https://careertrend.com/how-8357763-use-office-equipment.html

Text 2:
HOW TO APPLY A BORDER TO A RESUME PAPER
By Jennifer Habersham; Updated July 05, 2017

When applying for a job, you must stand out from your fellow applicants. Your resume
should look its best. Unfortunately, as a rule, most employers prefer a straightforward
resume that is clear and concise without any frills or pictures. Adding a simple border to
your resume can help make it stand apart from the rest while still looking attractive and
professional.
Scan your resume and save to your computer. If your resume is already saved on your
computer, skip to Step 2.
Open your resume in your word processing software.
Click on the "Page layout" tab and then click on the "page border" icon. 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.
Scroll through the page border options. Choose from solid or dotted lines, shading, line
thickness and your border placement.
Click on the options you like and then click on the "OK" button.
Click "Save" to save the border to your resume.
Tip
Save your new resume with a different name from the original so that you can change
the border or update your resume as needed.
Warning
Keep your border simple. Most employers find loud and busy borders distracting.

Adapted from https://careertrend.com/how-5304926-apply-border-resume-paper.html

Text 3

HOW TO ELECTRONICALLY SIGN A WORD DOCUMENT


By Wendy Lau; Updated July 05, 2017

When you send Word documents electronically, the ability to sign those documents
without having to print them out can save you time. Documents like a cover letter,
follow-up thank you note and job offer letter may be signed in Word using a handwritten
signature that is converted to an electronic signature, or with the pen tool included with
your Windows tablet.

Convert Handwritten Signature to Electronic


To turn your handwritten signature into a reusable electronic signature to use in Word,
sign your name on a white piece of paper larger than you normally. This gives you the
ability to adjust the size in Word without affecting the quality of the image. 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


To create an electronic handwritten signature that is ready to use in Word, take the
image file created from a scan or a digital photograph and open it in Microsoft Paint,
which comes with your Windows operating system. Crop the size of the signature itself
by going to the Home tab and clicking "select" in the Image Group. 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." Save the image file as a .jpg or a common
image file format like .bmp, .gif, or .png.

Sign Electronically in Word


To add your electronic signature to a Word document, place your cursor where the
signature should appear and left-click your mouse. Under Insert in the top menu bar,
click "Pictures" to locate and select your electronic signature file created from Microsoft
Paint, then click "Insert." Use one of the top corner anchors to adjust the signature image
size. The signature image may also be set to go behind text. Right-click on the image and
select Size & Position for the Text Wrapping tab. Select "Behind text.” Click "OK" to
complete format setting.

Adapted from https://careertrend.com/13369825/how-to-electronically-sign-a-word-


document

Text 4

HOW TO CARE FOR OFFICE EQUIPMENT


By Alice Drinkworth; Updated July 05, 2017

Proper care of your office equipment will keep your business running smoothly. A good
cleaning every few months will keep keyboard keys from sticking and equipment from
overheating. Regular maintenance may reduce downtime and maintenance calls for your
computers, printers and fax machines.

Computers
Keep computers in a dry environment, away from sources of excessive heat or moisture.
Do not place a computer next to a heating source or drink your coffee while at the
computer.
Wipe screen and keyboard regularly with a static-free cloth and cleaner designed for use
on computers.
Use compressed air to clean debris from between the keys on the keyboard. Turn the
keyboard over and shake loose dirt. Use compressed air again to get leftover debris from
between the keys.
Keep ventilation holes on the computer clear of blockages from dust or other items on
the desk to prevent overheating. Use compressed air to blow dust and debris from all
vents.
Plug all computers into surge protectors.

Printers
Open removable parts of the printer and wipe the insides with a dry, clean cloth.
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.
Do not overfill the paper tray.
Remove all jammed paper completely.
Change ink as needed. Open the top of the printer and remove the ink cartridge.
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.

Fax Machines
Keep a fax machine in a dry room. Humidity can cause paper to stick together.
Place fax machines at least six inches from walls for adequate ventilation around the
equipment.
Fan paper with your hand before inserting it in the fax machine. This prevents the
machine from taking too much paper and jamming in operation.
Change toner as needed. Locate access on the front of the fax machine and remove toner.
Set aside on a piece of newspaper or throw it in the trash immediately, as old toner
cartridges can leak. Place the new toner cartridge in the slot. Wipe up any spillage.
Tip
Never force an office machine to open. When doing maintenance cleaning, only access
parts of the machine that open easily

Adapted from https://careertrend.com/how-7924563-care-office-equipment.html

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