LEARNING TASK M6 LA 3 – PART 1 & 2
Part 1: Getting To Know Procedure Texts
Task 1
In this activity, we will learn
how to give instruction on using office equipment. First read the texts clearly
and meaningfully with correct pronunciation.
Text 1: How to
use a photocopier (spoken)
Jenny :
I read the instruction, but I’m still not sure how to use this photocopy
machine.
Rob :
Actually, it’s pretty easy. First of all, make sure to turn the machine
on.
Jenny :
Got it.
Rob :
Lift up the cover, then put your document onto the glass. Remember to put the
document face down on the upper top of the glass.
Jenny :
Alright. What’s next?
Rob :
Lower the cover and select the paper you wish, then press [START]
button.
Jenny :
I see. Look! a green light flash onto the glass.
Rob :
Yeah… it shows that the machine is copying. Once the flashing is off, your
copy
is ready. Don’t forget to collect the copy from the
tray.
|
Text 2: How to Use Photocopier
(Written)
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.
|
Task 2
Now,
compare the two texts
above in terms of their
purposes and structures. Use the table
to help you with your analysis.
TEXT 1
|
TEXT 2
|
|
Social
Function
|
To tell the readers/ listeners how to use photocopier
|
|
Text
Structure
|
Goal How to use
photocopier
Steps:
·
First of all, make sure to turn the machine on.
·
Lift up the cover, then put your document onto the glass. Remember to put
the document face down on the upper top of the glass.
·
Lower the cover and select the paper you wish, then press [START] button.
·
A green light flash onto the glass
·
shows
that the machine is copying. Once the flashing is off, your copy is ready
·
Don’t forget to collect the copy from the tray.
|
Goal: How to use
photocopier
Steps:
·
Locate the power switch and turn the machine on.
·
Lift the cover and place the document you wish to copy face down on the
glass.
·
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.
·
Position your stack of documents following the guide next to the feed.
·
See if your photocopier has options for automatically collating and
stapling your documents
·
Select these options on the digital display, press "start," and
your stack of documents will be photocopied,
|
Task 3
Now, we will learn
the language to give
instructions in a procedural text.
Study the
language
highlights from Text 1. Then,
read Text 2 to
spot the imperatives
and make them in infinitive
complements.
Imperatives
|
Infinitive Complements
|
Turn the
machine on
|
Make sure to
turn machine on
|
Put
your document
onto the surface
|
Remember to put your
document
facedown
|
Close the
cover and press [START] button
|
Be sure to
close the cover
and press [START]
button
|
Collect the copy from the tray
|
Don’t forget
to collect the copy from
the tray
|
Imperatives
|
Infinitive Complements
|
Locate the power switch and turn the machine on.
|
Make
sure to locate the power switch and turn the machine on.
|
Lift the cover and place the document you wish to copy face down on the
glass.
|
Be sure to
lift the cover and place the document you wish to copy face down on the
glass.
|
Lower the cover and, using the control panel, select
the number of copies you wish to make.
|
Don’t
forget to lower the cover and, using the
control panel, select the number of copies you wish to make.
|
Push “start” and the copying should commence.
|
Remember
to push “start” and the copying should commence.
|
Use the automatic feed on your copier to copy documents several pages in
length.
|
Try
to
use the automatic feed on your copier to copy documents several pages in
length.
|
Position your stack of documents following the guide next
to the feed.
|
Don’t forget to position
your stack of documents following the guide next to the feed.
|
See if your photocopier has options for automatically collating and
stapling your documents
|
Try
to
see if your photocopier has options for automatically collating and stapling
your documents
|
Select these options on the digital display, press
"start," and your stack of documents will be photocopied.
|
Be sure to
select these options on the digital display, press "start," and
your stack of documents will be photocopied,
|
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. Next, we are
going to analyze the information which makes up the procedural texts.
Text 1:
HOW TO USE OFFICE
EQUIPMENTS
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.
|
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.
|
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.
|
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
|
Task 5
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 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.
|
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 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.
|
·
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
|
Part 2: Constructing
Procedure Texts
Task 6
Now, we will learn how to construct procedural texts. First, Observe the videos on how to use some office equipment.
Task 7
Write
transcripts from videos in and record yourself performing to use the
office equipment like in the examples.
Video 1
Hello
my name is Anna. Today I am going to demonstrate how to use photocopier.
First
of all, you need a card, which you purchased from a library desk, and you’re
closing to this machine. And then the machine will tell you how much money’s
left on your card for future use.
Now,
you’ve got your document. You place it inside the photocopier. You just ensure
that the paper is actually fitting in the rights sizing inside the photocopier.
You close the lid and you make sure the power is on before you start. Get it
warmed up and you place in how many items you require, and then you prest
start. You remove your document from inside the photocopier and go over to the
card machine. Push the escape button and your card comes out and you can use it
when you need to photocopy again. Thank you.
Video 2
Most
computers come with either a CD drive or a DVD drive, you may not realize that
most computers can also copy files or burn files to CD or DVD. If your drive is
labeled as a DVD-RW multi recorder or a CD-RW drive you can use it to burn a CD
or a DVD. Windows makes it easy to burn a CD or a DVD. Suppose I want to burn
all of these files to disk. Well, the first thing I want to do is make sure
that I have got a writable CD or a DVD in my drive, after I do that I just simply
select all of the files I want to burn to the disk. I can use my mouse to draw
a rectangle around all the files like this or I can hold down the control key
on my keyboard as I select multiple files that I want to burn. There are many
other ways to select files and windows all of which I cover in my book be the
geek, once you’veve selected the files that you want to burn to disk click the
burn button shown here if you are using Windows Vista or Windows 7 if you are
using Windows XP you will need to right-click on the files you have selected,
point to send to and then choose your CD or DVD Drive from the menu. I am going
to go ahead and click the burn button and notice when I do I get this dialog,
this is actually the contents of the DVD Drive that’s on my computer and notice
that these files that are ready to be written to the disc have a little
downward facing arrow that means that those files are ready to be written to
the disc but they are not currently on the disc. If I want to go ahead and
complete the operation and burn to my disk I just click the burn to disk button
and when I do Windows will ask me for a disk title. This disk title is used to
add in five the disk by Windows whenever it displays the contents of the disk
and you can pretty much enter anything that you want here. The recording speed
is dedicating not only by the drive that’s on your computer but also by the
type of media that you have in the disk so I am going to go ahead and click
next now, and when I do Windows will go ahead and prepare the files and burn
those to the drive. And once the files have been successfully written to the
disk, Windows ejects the disk automatically and now I am ready to share that
disk with someone else or store it away someplace so that I can access the files
later. By the way you can also copy a CD or a DVD by first copying the files on
the existing disk to your hard drive and then burning those files from your
hard drive to the other disk. Keep in mind however that this won’t work for
copy protected discs such as movies. Copying files to a CD or a DVD is a
convenient way to move large files or a large number of files between computers
or to share a large number of files with friends or family. However, CDs and
DVDs should not be considered a good choice for backing up files because
they’rere easily damaged. Find out more information in my book be the geek the
computer guide for the rest of us and find more geek cast at www.bethegeekgut.com. Thanks for
watching
Video 3
Hi,
this is Andy Peeke with Millenium Medical Billing. Today I am going to show you
how to scan and save document. One thing that’s very important when scanning,
want to make sure your page orientation is correct, so what we have here is a
portrait view, the print is going from top to bottom this would be landscape
view, everything’s going top to bottom in a wider format, everything in a
portrait view have a line to the top, everything in landscape view have a line
to left, as it is the orientation when you put in your scanner. Get your
documents properly setup. Make sure there is no tears, no staples, so that
everything to go cleanly through the scanner. You want to be very mindful of ½
pages something like this, can easily get missed in the scanning. We are going
to make sure that everything is properly shuffled the line, so it’s going to go
through the scanner smoothly. Once you have your papers in the scanner you want
to make sure they are square that any tabs you might have on the scanner for
alignment or being properly used so that everything goes through squarely. Once
the pages are ready to be scanned and the scanner is on and connected to your
computer, you want to open up your scanning software typically when that’s
opened you want to go through make sure you are scanning settings are correct
and then begin your scan.
As
you can see once everything is set up. Scanning documents is quite simple.
After everything is scanned you want to make sure you save the scan documents
in the proper location and give them the proper name. In our office we have a
filing system where somebody gets a scan slip that gives the location, name and
all the information needed for the file. There you have it that file has been
scanned and saved and it’s now ready for process.
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