office support and equipment a module by shara mae m. relator

8/8/2019 Office Support and Equipment a Module by Shara Mae M. Relator

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Republic of the Philippines

Polytechnic University of the Philippines

Quezon City Campus

OFFICE SUPPORT AND EQUIPMENT

A Module Presented to the Bachelor in Business Teacher Education of

Polytechnic University of the Philippines

Quezon City Campus

In Partial Fulfillment of the Requirements in

Methods of Teaching

BTED 3043

Submitted to:

Prof. Sheryl Morales

Instructor

Submitted by:

Shara Mae M. Relator

BBTE 3-1

2010



OFFICE PROCEDURES FIRST YEAR

MODULE 1

OFFICE SUPPORT AND EQUIPMENT

What about this module ?

Welcome my dear learners! We are about to start the first module of office supportand equipment. This module aimed to enhance your skills about computer system, photocopying

devices and mailing equipment of which your acquired literacy will be applied to your technical

support for office activities at the same time is designed to equip you with enough informationand background about different hardware and software associated with the use of your computers

and other aforementioned devices. Furthermore, your discovered information will provide youwith sufficient knowledge in solving different problem and hindrances you will encounter uponoperation your computer, photocopier and mailing equipments.

What are the learning expectations?

After studying this module you are expected to:1. Operate computer, photocopier and mailing equipment systematically and satisfactorily.

2. Distinguish the computer software and packages.

3. Find out the uses of computer, photocopier and mailing equipment in our daily activities.4. Elaborate the contribution of computer in the field of globalization.

5. Familiarize different devices such as computer, photocopier and mailing equipment that

are associated with computer in terms of technological advancement.6. Perform basic procedure in fixing computer problems and system deterioration.

7. Apply computer knowledge in office support as vital equipment for administrative aspect

and documentation.

Tips in Learning this Module

As you open your mind in accepting ideas that everything continuously change,

specifically changes in terms of technological advancement, it is very important that you will

carry the drive to:1. Study the content of this module very well.

2. Perform the activities that will help you analyze each steps and procedures thoroughly

and clearly.



3. Accept and follow different reinforcement activities that will trigger you to absorb

insights and information.

4. Perform well with the evaluation procedures such as the preliminary test and the post testrespectively.

Before we are going to continue with our module, you have to undergo the pretest first.This is carefully created to test your retentivity of your previous knowledge of the concept you

are about to tackle.

PRETEST

Multiple Choice:

Directions: Encircle the letter of the correct answer. _____1. It is a data-processing device, it stores and processes data.

a. Computer b. Hardware c. Software d. CPU

_____2. It refers to the programs or instructions that the computer executes to perform its task.a. Computer b. Hardware c. Software d. CPU

_____3. It refers to the physical components of the computer. It enables users to communicatewith the computer.


_____4. It is an electronic duplicator that fuses a reproduced image to plain bond paper.

a. Paper Jogger b. Photocopy Machine c. Binder Clip d. CPU

_____5. These are typically used for document tracking, numbering forms and/or timevalidation.

a. Time Stamp b. Photocopy Machine c. Binder Clip d. CPU

_____6. It helps you jog and square-up unorganized stacks of paper.


_____7. It refers to programs that enable users to create, alter, modify, store, retrieve, and

convert graphic images.

a. Electronic Spreadsheet b. Word Processor

c. Desktop Publisher

d. Graphics Software

_____8. It bears an impressed figure or an embossed figure in paper, with the purpose of

authenticating a document.

a. Paper Jogger b. Seal c. Paper Knife d. Collator



_____9. It is a piece of office equipment which facilitates the sorting of documents.


_____10. One of the features of a photocopier machine.

a. Enlarging and reducing images b. Resistance

c. Writing

d. Reading

I’m hoping that everybody will obtain favorable results. However if there is still

confusion about the presented pretest, we’ll now proceed to the lesson.

Lesson 1

Computers

Activity 1 Identification

Direction: Identify what part of the computer is being presented then afterward discuss theimportance or function of the said part.



Computer – is a data-processing device, it stores and processes data.

10 Tips to Keep Computer Run Smoothly

1. Never, never, turn your computer off with the power

switch until Windows has shut down.

2. Purchase an UPS (uninterruptable power supply)for your computer.

3. Backup, backup, backup, any data you cannot afford

to lose to at least two separate physical drives.

4. Run Scandisk and Defragment at least once a month.5. Never unplug peripherals from the computer

when it is powered up.6. Do keep at least 300 MBs of your C: drive

free for Windows to use.

7. Do not let a lot of programs load up when

you start your computer.8. Do use a virus checker regularly.

9. If you have a high speed Internet connection

you need a firewall program.10. Keep track of the software disks you receive

with your computer and new peripherals.

Removable Storage Media – it stores data either temporarily or

permanently. Examples are CD’s, DVD’s, floppy discs, and USBdrives.

Hardware – refer to the physical components of the computer. It enables users to communicate

with the computer.

1. Keyboard – it allows users to input data by pressing the appropriate key or alphanumeric

key.

2. Mouse – it is a small pointing device connected to the host computer with a trailing tail-like cord necessary in relaying spatial information to the computer.



3. Monitor – also known as video display terminal which displays the contents of the

computer process.

4. Processor – also known as the Central Processing Unit (CPU). It is the brain of thecomputer responsible for the manipulation of data and their conversion to meaningful

information.

Software – refers to the programs or instructions that the computer executes to perform its task.

Software Packages and its Uses:1. Graphics Software – refer to programs that enable

users to create, alter, modify, store, retrieve, and

convert graphic images. Ex. Adobe Photoshop CS

2. Word Processors – these enables users to create, edit,store, and retrieve documents. Ex. MSWord

3. Desktop Publishers – it facilitates the creation and

movement of objects and the design of pages with

elaborate charts, graphics, texts, and headlines. Ex.MSPublisher

4. Electronic Spreadsheets – these provide an interfacethat simulates an actual paper spreadsheet, capable of

automatic computations and updates of cell values. Ex.

MSExce

5. Database Management Systems – these define andorganize the content, relationships, and structures of

the data needed to build a collection or database. Ex.

MySQL

Let’s see whether you have learned something from the discussion. Answer the self-check

exercise that follows.

Self-check:

Direction: Match Column A with Column B. Write only the letter of the correct answer.

Column A Column B1. Database Management Systems a. Adobe Photoshop CS

2. Desktop Publisher b. MSWord

3. Word Processor c. MySQL4. Graphic Software d. MSPublisher

5. Electronic Spreadsheet e. MSExcel



Lesson 2

Photocopying

A photocopy machine is an electronic duplicator that fuses areproduced image to plain bond paper.

Function

• A copier drum is given a positive charge.

• Τhe image from the original copy illuminates the charged drum and a latent image is

formed.

• Static electricity attracts toner to the drum surface and a visible image is formed.

• Toner on the drum is transferred to paper by positive charging.

• After the image transfer process is completed, the paper is separated from the drum

surface.

• Toner on the copy paper is firmly fixed when the paper runs between heat and pressurerollers.

• A cleaning blade wipes off excess toner.

Features

• Enlarging and reducing images

• Copying in color

• Making overhead transparencies

•

Collating • Stapling

• Gluing

Characteristics of good copies

1.) There should be no specks, spots, streaks or lines either side of the paper.

2.) The intensity of the image should be sharp.3.) Whiteness of background improves copy quality

4.) Resistance to smudging and fading is desirable.

Support Equipment

A collator is a piece of office equipment which facilitates the sorting of

documents. It arranges the pages of a document in order, and is often

attached to a copier that produces multiple document sets.

http://www.sil.org/lingualinks/literacy/referencematerials/glossaryofliteracyterms/WhatIsLatent.htm

http://www.sil.org/lingualinks/literacy/referencematerials/glossaryofliteracyterms/WhatIsToner.htm

http://www.sil.org/lingualinks/literacy/referencematerials/glossaryofliteracyterms/WhatIsCollating.htm

http://www.sil.org/lingualinks/literacy/referencematerials/glossaryofliteracyterms/WhatIsToner.htm


http://www.sil.org/lingualinks/literacy/referencematerials/glossaryofliteracyterms/WhatIsLatent.htm



A binder clip, or a banker's clip or fold back clip, is a simple device for binding sheets of paper together. It leaves the paper intact and can be

removed quickly and easily unlike the staple.

Paper jogger equipment helps you jog and square-up unorganized stacks of paper.

Now that you know the function and features of the photocopying machine, do this

activity. Ask your teacher to guide you.

Activity 2 Classroom Activity

Direction: Go to a nearby Photocopying Center and ask its operator on what other supportequipment he used.

Self-check:

Direction: Enumerate the features of a photocopying machine.

1.2.

3.

4.5.

6.

If there is no more clarification, we will proceed to another lesson.

Lesson 3Mail Room

Equipment Used in Mailing

A paper knife or letter opener is a knife-like object used to open envelopes or

to slit uncut pages of books. Electric versions are also available, which work byusing motors to slide the envelopes across a blade.

http://en.wikipedia.org/wiki/Paper

http://en.wikipedia.org/wiki/Staple_(fastener)

http://en.wikipedia.org/wiki/Knife

http://en.wikipedia.org/wiki/Envelope

http://en.wikipedia.org/wiki/Consumer_electronics


http://en.wikipedia.org/wiki/Electric_motor

http://en.wikipedia.org/wiki/Paper

http://en.wikipedia.org/wiki/Staple_(fastener)




http://en.wikipedia.org/wiki/Electric_motor



Time Stamp and Date Stamp machines are typically used for document

tracking, numbering forms and/or time validation. These machines comewith a variety of features including the ability to print the date, a message,

company logos, numbers, etc.

A seal can be a wax seal bearing an impressed figure, or an embossed

figure in paper, with the purpose of authenticating a document, but theterm can also mean any device for making such impressions or

embossments, essentially being a mould that has the mirror image of the

figure in counter-relief, such as mounted on rings known as signet rings.

A letter scale is a weighing scale used for weighing letters in order todetermine the correct amount of postage.

I hope you learned something from the lesson. Let’s find out to what extent you have

learned. Do the activity below.

Activity 3 True or False

Direction: Tell whether the statement is true or false.

______1. A seal is any device for making such impressions or embossments.

______2. A paper knife or letter opener is aknife-like object used to open boxes or packages. ______3. A letter scale is aweighing scale used for weighing letters in order to determine the

correct amount of postage.

______4. Time Stamp and Date Stamp machines are not intended for document tracking,numbering forms and/or time validation.

Self-check:

Direction: Choose the letter of the correct answer.

_____1. It is a knife-like object used to open envelopes or to slit uncut pages of books.

a. seal b. time and date stamp c. letter opener/paper knife d. letter scale _____2. It is a weighing scale used for weighing letters in order to determine the correct amount

of postage.

a. seal b. time and date stamp c. letter opener/paper knife d. letter scale

http://en.wikipedia.org/wiki/Molding_(process)

http://en.wikipedia.org/wiki/Seal_(emblem)#Signet_rings

http://en.wikipedia.org/wiki/Weighing_scale

http://en.wikipedia.org/wiki/Letter_(message)


http://en.wikipedia.org/wiki/Mail#Payment












http://en.wikipedia.org/wiki/Molding_(process)

http://en.wikipedia.org/wiki/Seal_(emblem)#Signet_rings

















a. seal b. time and date stamp c. letter opener/paper knife d. letter scale _____4. These are machines that are typically used for document tracking, numbering forms

and/or time validation.

a. seal b. time and date stamp c. letter opener/paper knife d. letter scale

LET’S SUMMARIZE

• A computer is data-processing device that stores and processes data.

• A photocopy machine is an electronic duplicator that fuses a reproduced image to plain bond paper.

• Time and date stamp, paper knife or letter opener, letter scale and seal are the equipment used

in the mail room.• Proper use and care of computer, photocopier and other support equipment ensures the goodquality output.

I hope you have acquired enough from the discussion. You can now have fun with your favorite music. Recall what you have learned and do the post test.

PRETEST

Multiple Choice:

Directions: Encircle the letter of the correct answer.

_____1. It is a data-processing device, it stores and processes data.


_____2. It refers to the programs or instructions that the computer executes to perform its task.


_____3. It refers to the physical components of the computer. It enables users to communicate

with the computer.a. Computer b. Hardware c. Software d. CPU

_____4. It is an electronic duplicator that fuses a reproduced image to plain bond paper.


_____5. These are typically used for document tracking, numbering forms and/or time

validation.

a. Time Stamp b. Photocopy Machine c. Binder Clip d. CPU



_____6. It helps you jog and square-up unorganized stacks of paper.


_____7. It refers to programs that enable users to create, alter, modify, store, retrieve, and

convert graphic images.

a. Electronic Spreadsheet b. Word Processor

c. Desktop Publisher

d. Graphics Software




_____9. It is a piece of office equipment which facilitates the sorting of documents.


_____10. One of the features of a photocopier machine.

a. Enlarging and reducing images b. Resistance

c. Writing

d. Reading



ANSWER KEY

Pretest/Posttest

1. a

2. c3. b

4. b

5. a6. a

7. d

8. b

9. d10. a

Activity 1

Monitor

KeyboardRemovable Storage Device (USB)

Processor/CPU

Mouse

Self-Check (Lesson 1)

1. c2. d

3. b

4. a5. e


1. Enlarging and reducing images

2. Copying in color

3. Making overhead transparencies4. Collating

5. Stapling

6. Gluing

Activity 3

1. True

2. False

3. True

4. False






1. c2. d

3. a

4. b

Reference:

Pinoy Entrepreneur: Entrepreneurship and Business Technology First Year, Computer

Technology in Business: Introduction to Computers, DIWA Scholastic Press Inc., Makati City,

pp. 205-222.

www.google.com

http://www.google.com/

http://www.google.com/

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