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Certificate III in Business

Design and Produce Business Documents BSBITU306A

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Gain the Edge

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“ Exceed Customer Expectations

BSBITU306A_NE_Resource Manual_Aug_13.Docx Page 1 of 12

Task 1 The copy and paste function can be used to transfer data from one application to another, eg, from Excel to Word. The method you use to paste the data into your document will determine how the pasted data can be manipulated. The paste methods differ as follows:

Paste Pastes data only (no underlying formula). Inserts data as a standard Word table. Editing data does not change totals.

Embed Pastes in as an Excel table, with all associated functions. All formulae are recognised.

Editing data recalculates formula. Link Creates a link to the original document. When the original is changed, the secondary

document will be updated (update is requested upon re-opening document). Note: If linked file changes location, the link will be disrupted.

• Open the files LINKING DATA.DOC (Word) and MARKS.XLS (Excel) – leave both open.

- In Excel, select the data from MARKS.XLS and take a copy

• Switch to the Word document and click in the space below the first bullet point

- Right-click and paste the data (if right-clicking to Paste, select the first icon in the Paste Options section)

The data has become a Word table (only Word functions available to it)

Edit the data in cell B2 to 100 – note that the total does not change

• Switch to the Excel document and check that the copy is still active (should have a running dotted line around it – if not, re-copy the data)

• Switch to the Word document and click in the space below the second bullet point

• Embed the Excel table as follows:

- On Home tab, click on the drop-arrow of the Paste icon, select Paste Special

- Select Microsoft Excel 2003 Worksheet Object, click on OK

The pasted data remains an Excel table, with associated Excel functions

• Note the buttons currently available on the Toolbar (they are Word function buttons)

• Double-click in the table – it activates the Excel functions - the Toolbar buttons have adjusted to become Excel function buttons


• Edit the data in cell B2 to 100 – note that the total does change (when you press ENTER or click into another cell)

• The change you have just made does not affect the source document – it affects only the Word document

• Switch to the Excel document and check that the copy is still active – if not, re-copy

• Switch back to the Word document and click in the space below the third bullet point

• Link the Word document to the Excel table as follows:

- On Home tab, click on the drop-arrow of the Paste icon, select Paste Special

- Tag Paste Link, then select Microsoft Excel 2003 Worksheet Object, then OK

The data is pasted in as an Excel table, with a link back to the source document

• Switch to your Excel source document - note that the mark in cell B2 is still the original mark, ie the change you made in the second table did not affect the source document

• Change the mark to 100 and resave – you have just changed the source document

- Switch back to your Word document – the data has not yet updated to reflect the change in the source document

- Click in the table and press F9 to update (or right-click and select Update Link)

• Resave and close


Task 2 1 Create the following spreadsheet

A B C D E F G H I

1 SALES REPORT FOR WEEK ENDING 31 SEPTEMBER 2 DEPT MON TUE WED THUR FRI GROSS

SALES RETURNS NET

SALES 3 A 5120 4315 1799 1098 3124 5679 4 B 4413 3906 2663 3579 2158 3245 5 C 3938 2174 3116 4316 3505 3550 6 D 4254 4933 4889 4129 4122 3121 7 E 3815 3799 3210 3585 3122 5987 8 Total 9 Average

2 Save to your storage device as SALES REPORT.XLSX. 3 Calculate Gross Sales (total sales for the week) and Net Sales (Gross – Returns). 4 Calculate totals and averages for each day. 5 Format the spreadsheet attractively – right align all column headings except the first.

Wrap and/or centre all column headings. Format figures to currency. Centre the spreadsheet in the middle of the page vertically and horizontally. Print both the spreadsheet and the formulas.

6 Resave spreadsheet and leave open. Open Word, create the following memo and save as SALES MEMO.DOCX.

MEMO TO: John Grenville FROM: Your Name DATE: Current data SUBJECT: WEEKLY SALES

We have just completed the update to our sales figures for the week ending 31 September. Please enter the following figures into your records:

(paste link spreadsheet columns Dept through to Friday only – include total and averages)

As we are starting to build up towards the Christmas rush, we need to take note of sales trends in order to plan for next year’s sales campaigns.

ti

7 Switch back to the spreadsheet. One of the figures is incorrect – Wednesday’s

figure for Department C should be 3895. Make the change, then

8 Return to the memo to check it has been updated – update link if required

9 Print a copy of the memo.


Task 3 1 Create the following spreadsheet and save to your storage device as SOFTWARE SURVEY.XLSX

A B C D E F

1 BUSINESS SOFTWARE SURVEY 2 Hours spent weekly on specific software 3 SOFTWARE

PACKAGE EMPLOYEE 1

EMPLOYEE 2

EMPLOYEE 3

EMPLOYEE 4

AVERGE

4 Word Processing 25 10 19 16 5 Spreadsheet 9 15 2 8 6 Database 4 3 2 0 7 Desktop Publishing 0 5 5 10 8 Graphics 0 2 9 2 9 10 TOTALS

2 Calculate the average and totals where indicated in the worksheet – ensure

calculations show to two (2) decimal places.

3 Format the spreadsheet attractively – wrap and/or centre column headings where required – include borders and shading. Main and subheading to be in bold, italics and large font sizes.

4 Sort the worksheet in order of software package.

5 Graph name of software package and average hours spent (select the first column, then hold

down CONTROL and select average column). Create a pie chart/graph, using the chart title SOFTWARE SURVEY RESULTS and show labels and percentages. No legend is required.

6 Open Word and create the following document:

REPORT ON BUSINESS SOFTWARE SURVEY

A survey of business software was recently carried out to establish the rate of use of specific software packages within our organisation. All employees were surveyed and the results tallied.

The hours spent on each type of software package were averaged out to get a realistic proportion between the different packages. The results are shown below:

(insert chart/graph here)

This is a factual representation of employee time spent using each package and should be used as a basis for decisions on future purchase of software.

Your Name Current Date

7 Save the memo as SURVEY REPORT.DOCX and print a copy.


PORTFOLIO EVENT 1

1 Create the following spreadsheet and save to your storage device as BUDGET.XLSX.

A B C D 1 BUDGET DETAILS 2 BUDGET

AMOUNT $200,000

3 BUDGET ITEM

AMOUNT ALLOCATED

AMOUNT SPENT

DIFFERENCE

4 Advertising 35000 29754

5 Supplies 80000 78212

6 Equipment 18550 19000

7 Catering 25250 21398

8 Staff 41200 42155

9 TOTAL 2 Calculate the difference between the amount allocated and the amount spent. Calculate totals where

indicated.

3 Format the spreadsheet attractively – wrap and/or centre headings where required, include borders and shading. Format figures to currency. Centre the spreadsheet on your page both vertically and horizontally. Print your spreadsheet.

4 Print your formulas.

5 Graph data in the first three columns (exclude totals) and create a column chart/graph, with chart title

BUDGET DETAILS, horizontal axis heading ITEM and vertical axis heading ALLOCATION. Move legend to sit on the graph.

6 Choose the feature that allows values to be shown inside their columns.

7 Open Word and create a letter which will be sent via email as follows:

Dear Jodie

I have completed figures on our current budget and wish to inform you that on present calculations, we appear to be over-budget in some areas. I will be sending you details as soon as possible.

Our current budget allocation and amount spent is shown below:

(insert chart/graph here)

We will need to have a meeting to put forward proposals for the next budget in order to ensure that we do not overspend. I will inform you of the meeting date as soon as possible.

Your Name 8 Save as BUDGET LETTER.DOCX and print a copy.


PORTFOLIO EVENT 1 FEEDBACK COMMENTS

Before continuing on with the next task, you should have Portfolio 1 reviewed by your assessor:

Assessor Comments

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Student Comments

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Task 4 • Access Word and create a letterhead for GLC PRODUCTS – improvise and include data

that you think is relevant for a letterhead. Also include a logo/clipart in your letterhead. Save your completed letterhead file as a Word template.

• Create the following main document – using your letterhead template, attaching the

data source GLC PRODUCTS DATA to it. Insert merge fields where indicated. Print a copy of your letter with merge codes.

Today’s date

(Inside Address) – insert appropriate merge fields

Dear (Title and Surname)

We wish to inform you that we have opened a branch office at:

210 Phillip Drive BONDI NSW 2026

As you still have $(Amount Owing) owing on your account, you may find it more convenient to make payments at the new office rather than your usual location. Business hours are the same as at other branches.

Yours faithfully

D Morris Service Manager ref

initials

• Save the document as GLC PRODUCTS LETTER. Merge with the database and print a

copy of the first letter only. • Create and print address labels (Avery size L7159) for these letters.


PORTFOLIO EVENT 2

• Access Word and create a letterhead for SUPATRIP TRAVEL AGENCY – improvise and include data that you think is relevant for a letterhead. Also include a logo/graphic from clipart in your letterhead. Save your completed letterhead file as a Word template.

• Create the following main document, attaching the data source SUPATRIP DATA to it. Insert merge codes where

Print a copy of your letter with merge codes.

Today’s date (Inside Address) Dear (Title and Surname) Thank you for your letter regarding your holiday in (destination) during the month of (month). I am pleased to enclose our illustrated brochure of holiday resorts, together with full details of booking procedures. Yours faithfully N Cameron Manager ref ins enc

• Save the document as SUPATRIP LETTER. Merge with the database and print a copy of the third letter

only. Create and print address labels for these letters.



Before continuing on with the next task, you should have Portfolio 2 reviewed by your assessor:

Assessor Comments

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Student Comments

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PORTFOLIO EVENT 3 1 Open the Spreadsheet file FASTFOOD from your USB 2 Calculate totals and averages where indicated 3 Format the spreadsheet attractively – print the spreadsheet data and print the formulas

4 Create a 3D pie chart/graph which will graph the total sales of each outlet (select the column

headings and the total rows only before creating the graph - Insert main heading FAST FOOD SALES - No legend is required, however each pie segment is to display both the label and percentage

5 Insert chart/graph as a new sheet and explode the largest slice of the pie 6 Create a new document in Word. 7 Create a letterhead for SOUTHERN CROSS SURVEYS – improvise and add data required for a letterhead.

Ensure you use a logo/graphic from clipart and save your Word file as a document template. 8 Create the form letter as follows, using letterhead and inserting field codes where required 9 Attach the database file OUTLETS DATA to this letter – file found on your USB Date Dear We have just completed our survey of hamburger sales in the most popular fast food outlets in Newcastle. Sales for the six-month period January-June are shown in the following graph: (insert pie chart/graph here) We hope this will help you in designing future marketing strategies for your company. Yours faithfully

Your Name Manager • Save the document as OUTLETS LETTER – Print a copy of your main document showing merge field codes

and then merge with the database and print a copy of the first letter only.

• Create and print labels for these letters.



Your assessor will give you feedback on your submitted work.

Assessor Comments

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Student Comments

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