Government of Pakistan

National Vocational and Technical Training Commission

Prime Minister’s Hunarmand Pakistan Program

"Skill for All"

Course Contents/ Lesson Plan

Course Title: Certificate in Office Management (Computer Applications & Official
Correspondence)
Duration: 06 Months
Course Title Certificate in Office Management (Computer Applications
& Official Correspondence)
Objectives and
Expectations Employable skills for students having minimum FA/FSc/Equivalent
qualification through an intensive course on Certificate in Office
Management (Computer Applications & Official Correspondence)
and its Application.

This is a special course designed to address unemployment in the youth.

The course aims to achieve the above objective through hands on
practical training delivery by a team of dedicated professionals having rich
market/work experience. This course is therefore not just for developing a
theoretical understanding/back ground of the trainees. Contrary to that, it
is primarily aimed at equipping the trainees to perform commercially in a
market space in independent capacity or as a member of a team.
The course therefore is designed to impart not only technical skills but soft
skills as well as entrepreneurial skills deemed essential for that purpose
i.e. communication skills; marketing skills (including freelancing); personal
grooming of the trainees and inculcation of the positive work ethics to
foster better citizenship in general and improve the image of Pakistani
work force in particular.

Main Expectations:
In short, the course under reference should be delivered by professional
instructors in such a robust hands-on manner that the trainees are
comfortably able to employ their skills for earning money (through
wage/self-employment) at its conclusion.

This course thus clearly goes beyond the domain of the traditional training
practices in vogue and underscores an expectation that a market centric
approach will be adopted as the main driving force while delivering it. The
instructors should therefore be experienced enough to be able to identify

FVTLM029 1
 the training needs for the possible market roles available out there.
Moreover, they should also know the strengths and weaknesses of each
individual trainee to prepare them for such market roles during/after the
training.
Key Features of i. Specially designed practical tasks to be performed by the
Training& Spe- trainees have been included in the Annexure-I to this document.
cial Modules Their weekly distribution has also been indicated in the weekly
lesson plan given in this document. The record of all tasks
performed individually or in groups must be preserved by the
management of the training Institute clearly labeling name,
trade, session etc. so that these are ready to be physically
inspected/verified through monitoring visits from time to time.
The weekly distribution of tasks has also been indicated in the
weekly lesson plan given in this document.
ii. In order to materialize the main expectations, a special module
on Job Search & Entrepreneurial Skills has been included in
the course through which, the trainees will be made aware of
the Job search techniques in the local as well as international
job markets (Gulf countries). Awareness around the visa
process and immigration laws of the most favored labour
destination countries also forms a part of this module.
Moreover, the trainees would also be encouraged to venture
into self-employment and exposed to the main requirements in
this regard. It is also expected that a sense of civic duties/roles
and responsibilities will be inculcated in the trainees to make
them responsible citizens of the country.
iii. A module on Work Place Ethics has also been included to
highlight the importance of good and positive behavior at work
place in the line with the best practices elsewhere in the world.
An outline of such qualities has been given in the Appendix to

FVTLM029 2
 this document. Its importance should be conveyed in a format
that is attractive and interesting for the trainees such as through
PPT slides + short video documentaries. Needless to say that
if the training provider puts his heart and soul into these,
otherwise non-technical components, the image of Pakistani
workforce would undergo a positive transformation in the local
as well as international job markets.

In order to maintain interest and motivation of the trainees throughout the

course, modern techniques such as:
• Motivational lectures
• Success stories
• Case studies
These would be employed as additional training tools wherever possible
(these are explained in the subsequent section on Training Methodology).
Lastly, evaluation of the competencies acquired by the trainees will be
done objectively at various stages of the training and proper record of the
same will be maintained. Suffice to say that for such evaluations, practical
tasks would be designed by the training providers to gauge the problem
solving abilities of the trainees.

Training Tools/ (i) Motivational Lectures

Methodology
The proposed methodology for the training under reference employs
motivation as a tool. Hence besides the purely technical content, a trainer
is required to include elements of motivation in his/her lecture to inspire
the trainees to utilize the training opportunity to the full and strive towards
professional excellence. Motivational lectures may also include general
topics such as the importance of moral values and civic role &
responsibilities as a Pakistani. A motivational lecture should be delivered
with enough zeal to produce a deep impact on the trainees. It may
comprise of the following:

FVTLM029 3
  Clear Purpose to convey message to trainees effectively.
 Personal Story to quote as an example to follow.
 Trainees fit so that the situation is actionable by trainees and not
represent a just idealism.
 Ending Points to persuade the trainees on changing themselves.
A good motivational lecture should help drive creativity, curiosity and
spark the desire needed for trainees to want to learn more.
Impact of a successful motivational strategy is amongst others commonly
visible in increased class participation ratios. It increases the trainees’
willingness to be engaged on the practical tasks for longer time without
boredom and loss of interest because they can clearly see in their mind's
eye where their hard work would take them in short (1-3 years); medium
(3 -10 years) and long term (more than 10 years).

This tool is designed for training providers to ensure arrangements for

regular well planned motivational lectures as part of a coordinated strategy
interspersed throughout the training period as suggested in the weekly
lesson plans in this document.

(ii) Success Stories

Another effective way of motivating the trainees is by means of Success
Stories. Its inclusion in the weekly lesson plan at regular intervals has
been recommended till the end of the training. A success story may be
disseminated orally, through a presentation or by means of a
video/documentary of someone that has risen to fortune, acclaim, or
brilliant achievement. A success story shows how a person achieved his
goal through hard work, dedication and devotion. An inspiring success
story contains compelling and significant facts articulated clearly and
easily comprehendible words. Moreover, it is helpful if it is assumed that
the reader/listener knows nothing of what is being revealed. Optimum
impact is created when the story is revealed by the person himself either:
 Directly (in person) or,
 Through an audio/ videotaped message.

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 It is expected that the training provider would collect relevant high quality
success stories for inclusion in the training as suggested in the weekly
lesson plan given in this document.
Suggestive structure and sequence of a sample success story and its
various shapes can be seen at annexure III.

(iii) Case Studies

Where a situation allows, case studies can also be presented to the
trainees to widen their understanding of the real life specific problem/
situation and to explore the solutions.
In simple terms, the case study method of teaching uses a real life case
example/a typical case to demonstrate a phenomenon in action and
explain theoretical as well as practical aspects of the knowledge related
to the same. It is an effective way to help the trainees comprehend in depth
both the theoretical and practical aspects of the complex phenomenon in
depth with ease. Case teaching can also stimulate the trainees to
participate in discussions and thereby boost their confidence. It also
makes class room atmosphere interesting thus maintaining the trainee
interest in training till the end of the course.
Depending on suitability to the trade, the weekly lesson plan in this
document may suggest case studies to be presented to the trainees. The
trainer may adopt a power point presentation or video format for such case
studies whichever is deemed suitable but it’s important that only those
cases are selected that are relevant and of a learning value.

The Trainees should be required and supervised to carefully analyze the

cases. For the purpose they must be encouraged to inquire and collect
specific information / data, actively participate in the discussions and
intended solutions of the problem / situation. Case studies can be
implemented in the following ways:-
i. A good quality trade specific documentary ( At least 2-3
documentaries must be arranged by the training institute)

FVTLM029 5
 ii. Field visits (At least one visit to a trade specific major
industry/site must be arranged by the training institute.
Learning After completion of this course, the candidates must be able to
Outcome of the
demonstrate:
Course

 Soft Skills
 Team work
 Work Ethics
 Business Communication
 Understand office environment
 Draft Formal, Informal, sales, complaint letters
 Develop and Design customized templates for Letter Head, In-
voice, Logo, certificate, Id cards, Result Cards, Brochure, adds etc.
using MS-Office Applications
 Create and Manage Dashboards
 Create and Manage Dynamic Workbook and Worksheets
 Create and Manage Dynamic Sale Invoices
 Create and Manage Inventory/Stock
 Create and Manage payroll
 Data analysis and crunching techniques
 Create and Manage Animated Presentation
 Create and Manage Videos from Slides
 Character movement
 Creating and Managing your G-Suite account
 Working with Google Sheets/Docs/Slides/Hangouts etc.
 Office Correspondence
 Basics of Human resource Management.

Entry level of FA/FSc/Equivalent qualification

trainees

Total Duration of Course: 06 Months (26 Weeks)

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Course Class Hours: 5 Hours per day (5 Days a Week)
Execution Plan
Theory: 20% & Practical: 80%

Weekly Hours: 25 Hours Per week

Total Contact Hours: 600 Hours

The following industries/organizations can offer jobs after completion of

Companies
Offering Jobs in the training:-
the respective
trade  Upwork
 Freelancing
 Fiverr
 People per Hour
 Government Institutes
 All Private Institutes who are using office automation.

The following careers can be pursued after completion of the training:-

Job
Opportunities
 Computer Operator
 Office Assistant
 Front Desk Operators
 Freelancer
 IT Officer
 Data Entry Operator
 Personal Assistant/Private Secretary

No of Students  25

Learning Place  Classroom / Lab/Office setup

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 WEEKLY SCHEDULE OF TRAINING
Scheduled Module Title Learning Units Remarks
Week
Week 1 Orientation  Program Orientation
&  Course orientation
Importance of IT
 Motivational Lecture (For further
skills
detail please see Page No: 3-4)
Task 1
 Course benefits (Details may be
 Job market seen in annexure I)
 Modern Technology and its im-
portance
 Introduction
 Computer
 Internet
 Tele Conferencing
 Cellular Phone
 E-Business
 E-Commerce
 E-Marketing
 E-Banking
 Basics of Computer & Its Applications
 Introduction to Computer System
 Office Management Introduction
 Management and its functions.
 Functions of Office Management
 Scientific Office Management
 Departmentalization.
 Office Manager
 Qualification, Functions and Draw-
backs of Office
 Organization and office work
 Attributes of a good office professional
 Effective Communication Skills
 Desire to Learn & Grow
 Institute/Work ethics (For further
detail please see Annexure-II at the
end)
Explore Computer  Block Diagram of a Computer System
Week 2 Automation and  Devices that can be attached with a
Office Manage- Computer (Key Board, Mouse, CPU &
ment Monitor) & Their Function
 Software & Software components of
a Computer

FVTLM029 8
  System Software & its subtypes
 Software & Its types
 What is Office Automation?
 MS-Word
 MS-Excel
 MS-PowerPoint
 Principles of Organization
 Forms of Organization
 Office systems and routine procedures
and method
 Importance of System
 Principles of System
 Advantages of Office System
 Manual and its types
 Office Accommodation & Layout
 The Site or Location
 Urban and Rural Area Offices and
Their Merits & Demerits
Week 3 MS Word  Introduction to MS Word
 Motivational Lecture (For further de-
tail please see Page No: 3-4)
 Different Shortcut Keys Task 2
 Mouse shortcut keys (Details may be
 Parts of MS Word Window seen in annexure I)
 Views of MS word & chain of Views
(Normal, Web, Outline, Reading, Full
screen) Create and manage files
 Office Management Introduction
 Management and its functions.
 Functions of Office Management
 MS Word Use of AutoCorrect Find &
Replace
 Use of Spell & Grammar Check
 Alignment of text (Left, Right, Centre &
Justify)
 Set Line & Paragraph Spacing (Sin-
gle- & double- spaced line spacing)
 Margins
 Page Set up Dialog Box
 Formatting Text (Bold, Underline, Italic)
 How to Operate Pulldown Drop Down)
Menus (Cascading Menus, Double Ar-
rows
 How to Operate Task Pane
 Difference b/w Save & Save As
 Difference b/w Undo & Repeat

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  Difference b/w Delete & Backspace
 Difference b/w Cut, Paste & Copy
paste, Drag & Drop
 Success story (For further detail
please see Page No: 4-5) and
Annexure-III at the end)
Week 4 MS Word Ad-  Motivational Lecture (For further detail
vancement And please see Page No: 3-4)
Designing  Using Ruler
 Setting Tabs, indents
 Margins using Tabs Task 2
 Header & Footer (with all options) (Details may be
Toolbar seen in annexure I)
 Font Dialog Box (having all font Options)
1st Monthly
 Bulleted & Numbered Lists Test
 Collaborate on documents
 Mark up documents
 Display and review document markup
 Review and respond to comments
 Compare and merge documents
 Designing letter heads and certificates
with MS- Word.
 Institute/Work ethics (For further
detail please see Annexure-II at the end)

Week 5 Merging Data  Merge data with documents and labels

Techniques and  Understand the mail merge process
Developing pro-  Start the mail merge process
motional Materials  Get started with letters
 Get started with labels
 Get started with email messages
 Choose and refine the data source
 Select an existing data source Task 3
 Create a new data source (Details may be
 Refine the data source records seen in annexure I)
 Sidebar: Refresh data
 Inserting Symbols
 Text boxes (moving & resizing of text
boxes)
 Drawing Lines & Shapes
 Drawing other objects
 Create various types of brochures
 Create and design logos

FVTLM029 10
  Case Study (For further detail please
see Page No: 5-6)
Week 6 Business  Motivational Lecture (For further
Communication detail please see Page No: 3-4)
Task 4
 07 C's of Communication
(Details may be
 Channels of Communication seen in annexure I)
 The Art of writing and Effective
Business Letter
 Language of letters
 Form and Styles of Letters
 Inquiries and Replies to Inquiries
 Order Letters
 Complaint and Adjustment Letters
 Success story (For further detail
please see Page No: 4-5) and Annex-
ure-III at the end)
Week 7 Formal and Infor-  Formal letters and Informal Letters Task 5
mal letters  Letter of Application (Details may be
Noting & Drafting  Letter to Editor seen in annexure I)
 Letter Lost & Found
 Letter of Scholarship
 Letter of Complaints
 Letter of Thanks
 Letter of Recommendation
 Polite requests in Business letter
 Noting
 Drafting
 Case Study (For further detail
please see Page No: 5-6)
Week 8 Office Supervision  Motivational Lecture (For further
detail please see Page No: 3-4)
Task 6
 Question writing
(Details may be
 Question handling practices in Eng- seen in annexure I)
lish
 Office Supervision
 Introduction
 Characteristics of Supervision 2nd Monthly
Test
 Effective Supervision
 Qualities of Supervision
 Function of supervision.
 Responsibilities
 Training

FVTLM029 11
  Success story (For further detail
please see Page No: 4-5 and An-
nexure-III at the end)
Week 9 Intro of MS Excel,  Introduction to MS Excel 2016 Task 7
creating various  Identifying basic parts of Excel Win- (Details may be
templates in excel dow seen in annexure I)
 Difference b/w a workbook & Work
Sheet
 Saving and File Management
 Converting and Encrypting Files
 File Properties and Digital Signa-
tures
 File Accessibility and Compatibility
 Introduction Various Operators
(Arithmetic, Logical, Comparison)
etc.
 Basic Excel Functions (Average,
Sum, Count, Max, Min) etc.
 Working with logical functions IF and
Nested IF.
 Working with Conditional Formatting
 Creating Result Cards, Invoices,
Transcripts
Week 10 Working with  Array Functions (SUM IF & Task 8
Advance AVERAGE IF) (Details may be
Functions, Data  Formula Auditing seen in annexure I)
Analysis, Record  Formulas with Absolute References
Management  Text Functions
 Working with name ranges
 Creating link sheets
 Create inventory/stock reports
Records Management
 Introduction
 Objective of Records Management
 Feature of Records Management
 Principle of Records Management
 Essential of Records Management
 Benefits of Records Management
 Office Stationery
 Case Study (For further detail
please see Page No: 5-6)
Week 11 Working with  Creating Excel Tables
Tables, Filters and  Working with Records and Filters Task 9
advance Filters,  Advanced Filter (Details may be
Data crunching  Data Crunching and Analysis seen in annexure I)
and consolidation  Create automated invoices

FVTLM029 12
  Text to Columns
 Flash Fill
 Remove Duplicates
 Data Validation
 Consolidate
 Success story (For further detail
please see Page No: 4-5 and An-
nexure-III at the end)
 Motivational Lecture (For further
Pivot Tables, detail please see Page No: 3-4)
Week 12 Reports and
 PIVOT TABLES
Dashboards,
Charts  Getting Started with PivotTables Task 10
 Displaying Data in a PivotTable (Details may be
 Formatting a PivotTable seen in annexure I)
 Using the Classic PivotTable Layout
 Slicers
 Create Static and Dynamic
Dashboards
 Create dynamic charts and reports
Project
 Institute/Work ethics (For further
detail please see Annexure-II at the
end)
Week 13 Overview of the previous weeks & Mid Term Examination
Exposure Visit to relevant industry
Week 14 Office Mail  Motivational Lecture (For further
Services, detail please see Page No: 3-4)
Introduction to  Office Mail Services
PowerPoint  Correspondence
Task 11
 Centralized Correspondence
(Details may be
 Decentralized Correspondence
seen in annexure I)
 Mail Services
 Work Simplification & Measurement
Standards
 Work Simplification
 Component of Work Simplification
 Steps in Work Measurement
 Work Standard
 Work Measurement Techniques
 Introduction to MS-Power Point
 Preparing a simple presentation
 Identifying basic parts of Power
Point window
 Power Point Presentation

FVTLM029 13
  Open a presentation
 Insert a new slide
 Copy a slide
 Delete a slide
 Working with slide views (view slides
in slide view show, full view, outline
view)
 Applying a design Template
 Choose a color scheme
 Adding a design to existing
presentation
 Recognize slide view
 Operate Task pane
 Operate Pull Down Menus
 Creating a Blank Presentation
 choose & apply a slide layout
Week 15 PowerPoint  Standard Rules for a stronger Power
Themes, Point Presentation
Animation and  Working with Slides and Slide
Transition Layouts
 Using belt in templates for
Presentation
 Working with Power Point Themes Task 12
 Working with Animation and (Details may be
Transitions seen in annexure I)
 Using Smart Art and Shapes in
Presentation
 Introduction to Freelancing
Freelancing
 Creating videos from slides
 Creating story boards with
PowerPoint etc.
Week 16 Introduction to  Introduction MS-Outlook 4th Monthly
Outlook  Managing emails Test
 Working with Calendar and
Managing Appointments and Task 13
Schedules (Details may be
 Managing Contacts seen in annexure I)
 Managing Tasks with outlook
 Configuring outlook with your email
 Export and Import contacts
 Freelancing concepts, how to start,
step by step process from account
opening to taking orders and
contract signing etc.
 Freelancing platforms

FVTLM029 14
  Institute/Work ethics (For further
detail please see Annexure-II at the
end)
Week 17 Office Challenges  Role and Function of office in business
and Business activities
Activities  Factors contributing to the growth of an
Leadership office
Conflict  Activities of a modern office
Management  Challenges of office Task 14
 Desirable skills, attitudes and attributes (Details may be
of office personnel seen in annexure I)
Freelancing Freelancing continued…
 Leadership & Motivation
 Meaning Concept of Management
 Leadership Introduction
 Qualities of a Successful Leader
Job search/
Job market & job search
Entrepreneurial
Skills(Job Search)  Job related skills.
 Interpersonal skills
 Communication skills
Week 18 Working with  Integrated Gmail
Google  Email & group communication
Workspace  File storage, collaboration & docs
(previously Known  Meetings & scheduling
as Google Suite)  Google Workspace on mobile
 Managed teams Task 15
 Chrome Browser (Details may be
seen in annexure I)
 Cloud Search
Freelancing (Get some small projects of
Freelancing General Topics) Freelancing con-
 Institute/Work ethics (For further tinued upto week
detail please see Annexure-II at the 25…
end)
Job search/
Session on CV Building.
Entrepreneurial
skills(CV Building)  How to make notable CV.
 Dos and Don’ts of CV making
Week 19 Office Report  Motivational Lecture (For further
Writing detail please see Page No: 3-4)
 Office Report & Precise Writing
Task 16
 Introduction (Details may be
 Meaning seen in annexure I)
 Function

FVTLM029 15
  Types
 Practices of writing questions
 Practices of writing letters, applica-
tions, emails, memo, and minutes of
meeting
 Public speaking practices of the cur-
rent environment and importance
 Case Study (For further detail please
see Page No: 5-6)

Week 20 Introduction to  Meaning of Office Stationery

filing and Secre-  Need Control Office Stationery and
tarial Duties. Supplies Task 17
 Types of Stationery (Details may be
 Selection of Supplies seen in annexure I)
 Standardization of Office Supplies
 Filing and its importance. 5th Monthly Test
 Central filing
 Departmental filing.
 Methods of classification.
 Meeting and its types.
 Formal meetings
 Informal meetings.
 Planning before and after meetings.
 Case Study (For further detail please
see Page No: 5-6)
Week 21 Meeting  Preparation of agenda and minutes.
Management  Reception
 Greeting visitors.
 Making Travel arrangements Task 18
 Secretarial responsibilities (Details may be
 Before the trip. seen in annexure I)
 While executive is away.
 When the executive returns.
 Secretary and confidentiality.
Week 22 Free Lancing  Developing profile on various free-
lancing websites Task 19
 Online earning sources (Details may be
 Developing YouTube Channel seen in annexure I)
Job search/
 Institute/Work ethics (For further
Entrepreneurial detail please see Annexure-II at the
Skills(Self-Employ- end)
ment) Session on Self-Employment
 How to start a Business.

FVTLM029 16
  Requirements (Capital, Human,
Physical etc.)
 Benefits/Advantages of self-employ-
ment
Week 23 Familiarity with  Define common Human Resource
Human Resource Management terminologies e.g. em-
Management ployee retention, fringe benefits, Re-
(HRM) sponsibility Assignment Matrix, etc.
 Update the Employee records (Edu-
cation, Area of Expertise, Contact,
etc.)
 Provide assistance to accounts de- Task 20
partment for Salary calculations (Details may be
against entries in attendance sys- seen in annexure I)
tem.
 Design a generic database in ac-
cess form (may have more than one
table) to keep the employee records
from their respective profiles.
 Enter daily working hours for every
worker in an excel sheet.
 Calculate employees’ salaries by ap-
plying different mathematical formu-
las, e.g. per
 Hour work rate, calculation of daily
allowance, etc.
Week 24 Managing  Inventory of your personal interests,
professional abilities, skills, knowledge etc.
development  Identify and prioritize the strengths and
gaps
 Use available assessment tools
 Set personal goals and timeframe for
achieving them
 Learn from mistakes Task 21
(Details may be
Selection of a country of destination seen in annexure I)
Job search/
Entrepreneurial (Gulf Countries, Malaysia, South Ko-
rea etc.) focusing on
skills (one country
 Trade specific Job Prospects and
case) Earning levels.
 Country Specific Labor laws, entry and
exit requirements (Legal age re-
quirements, Health Certificate, Police
Clearance & Travel Insurance etc.).

FVTLM029 17
Week 25 Develop  Dealing workplace information,
effective work instructions and procedures relevant to Task 22
Habits. the particular task (Details may be
 Plan and organize daily work routine seen in annexure I)
within the scope of the job role.
 Managing timeline.
 Work and personal priorities and
balance between competing priorities

Job search/ Selection of another country of des-

Entrepreneurial tination (Gulf Countries, Malaysia,
skills (Two country South Korea etc.) focusing on
Case)  Trade specific Job Prospects and Earn-
ing levels.
 Country Specific Labor laws, entry and
exit requirements (Legal age require-
ments, Health Certificate, Police Clear-
ance & Travel Insurance etc.).
Week 26  Course Review
 Final Term Examination /Assessment Final Assessment

FVTLM029 18
 Annexure-I
Tasks for Certificate in Office Management

(Computer Applications; Official Correspondence; etc.)

Note: The following tasks are required to be performed multiple times by each
trainee/group until sufficient proficiency level is acquired. The trainer is required to
determine the number of times the task needs to be repeated by a trainee as per his/her
low/medium/high level of skill and proficiency during any stage of the course.

Task 1:

After finishing the module on introduction to office management, trainees must have
developed the basic understanding of what office management deals with. Trainees
are required to provide detailed and reasonable answers to the following.
 Basic management functions.
 Course benefits
 Job market
 Modern Technology and its importance
 Difference between administration and management.
 Clearly define and highlight the role of office management.
 Qualities of good office manager.
 Functions and responsibilities of office management.
 Introduction Basics of Computer & Its Applications
 Introduction to Computer System
 Office Management Introduction
 Management and its functions.
 Functions of Office Management
 Scientific Office Management
 Departmentalization.
 Office Manager
 Qualification, Functions and Drawbacks of Office
 Organization and office work
 Questions

FVTLM029 19
Task 2: MS Word Exercise: Application of MS WORD

The object of this exercise is to familiarize the trainees with some of the important
commands associated with using Microsoft Word to showcase their learning of MS word in
daily routine activities.
This exercise will cover how to center a line of text, how to insert today’s date, and the
difference between “soft” and “hard” returns. They will practice using bold, italic, and
underline features. They will change the line spacing from single to double spaced. They will
change the margins and add page numbers, headers and footers, and footnotes and
endnotes.
Requirements
1. Select the Arial MS font
- Select Format from the menu bar.
- Click Font from the pull down menu.
- Select the Comic Sans MS font face.
- Select an 11 point font size.
- Click the OK button
2. Center the top line.
- Select Format from the menu bar.
- Click Paragraph from the pull down menu.
- Select the Indents and Spacing tab.
- Select Center from the Alignment option
- Click OK
-Type: Microsoft Word Training Session
- Press the Enter key.
3. Center today’s date
- Select Format from the menu bar.
- Click Paragraph from the pull down menu.
- Select the Indents and Spacing tab.
- Select Center from the Alignment option
- Click OK
- Select Insert from the menu bar.

FVTLM029 20
 - Click Date and Time from the pull down menu.
- Select a Date/Time format of your choice.
- Click OK
4. Press the Enter key four times
5. Type a short paragraph.
(This text will be centered due to the last command performed.)
Type: I am learning Microsoft Word. I hope to learn at least one new thing in this training
session. If I have any questions (and I know I will), I will ask the teacher to answer them
so I will not get stuck.
6. Bold a phrase
- Highlight the phrase “Microsoft Word”
- Click the left mouse button and drag it across the words “Microsoft Word” to
highlight the words in black.) Click the B button in the toolbar at the top of
the screen. If the B button is not in view use the keyboard by holding down
the CTRL key and pressing the B key
7. Italicize a word.
- Double click the word “least” and the word will highlight in black.
- Click the I button in the toolbar at the top of the screen. If the I button is not in view
use the keyboard by holding down the CTRL key and pressing the I key.
8. Underline a phrase.
- Highlight the phrase “and I know I will.”
- Click the U button in the toolbar at the top of the screen. If the U button is not in
view use the keyboard by holding down the CTRL key and pressing the U key.
9. Double space the lines in your paper.
- Place the cursor at the desired location in the paragraph.
- Select Format from the menu bar.
- Click Paragraph from the pull down menu.
- Select the Indents and Spacing tab.
-Select Double from the Line Spacing option
- Click OK
10. Add page numbers to your document.
- Select Insert from the menu bar.

FVTLM029 21
 - Click Page Numbers from the pull down menu.
- Select Position and Alignment
- Allow Word to show the numbers on the first page.
- Click OK
11. Change your margins
- Place the cursor at the top of your paper.
- Select File from the menu bar.
- Click Page Setup from the pull down menu.
- Select Margins tab.
- Change the top, bottom, left, and right margins to 1.5”.
- Click OK
12. Place the cursor at the end of your paper to the right of “stuck” and
press the Enter key three times.
Click the Left Justification button so the cursor will be on the left side.
13. Type a short paragraph
Type: I have a paper to write, and I have to use footnotes. I don’t know how to do
them, but after this example I will.
14. Create a footnote
(Footnotes appear at the bottom of the page and they are numbered. Footnotes are used
for references and to define unfamiliar words.)
- Select Insert from the menu bar.
- Select Reference
- Click Footnote form the pull down menu.
- Make sure Footnote is selected
- Click OK
- Type the footnote: My teacher will be happy to see footnotes in my paper.
15. Add another footnote
- Place the cursor after the word “learn” in the first paragraph.
- Select Insert from the menu bar.
- Click Footnote from the Reference menu
- Make sure Footnote is selected
- Click OK

FVTLM029 22
 - Type the footnote: Or at least try
(Notice that the footnote number for the second footnote has changed.)
- Use the mouse to leave the footnote by clicking somewhere in the upper part of the page
16. Create a header
(A header is a line that runs along the top of every page of your document.)
- Select View from the menu bar.
- Click Header and Footer from the pull down menu.
-Type: Microcomputer Applications Area
- Click the Close button from the Header and Footer toolbar
17. Create a footer
(Footer is a line that runs along the bottom of every page of your document.)
- Select View from the menu bar.
- Click Header and Footer from the pull down menu.
- Click the icon labeled “Switch between header and footer”
-Type: [Your Name]
-Click the Close button from the Header and Footer toolbar.
18. Create a blank page with existing document
- Press Ctrl and Enter simultaneously
19. Spell Check your paper.
- Select Tools from the menu bar.
- Click Spelling and Grammar from the pull down menu
- Word will stop on any words it doesn’t recognize from its dictionary, and you may
choose to ignore the Spell Check or have it replace your word with the correct
spelling.
20. Proofread your paper.
- When Microsoft Word doesn’t recognize the spelling of a word, it underlines the word in
red.
- Watch for those red underlines and correct those that are wrong.
- The red underline will not appear on your printed copy.
- Also, remember Word isn’t always right.
- Word also misses real words that are used improperly.
- For example, if you type “fro” when you meant to type “for,” Word will not catch the

FVTLM029 23
 mistake. So you will need to read over your own work carefully.
21. Print the document
- Select File from the menu bar.
- Click Print from the pull down menu
- Notice the “Current Printer” and that you can change it by clicking on the down arrow
key to the right of the printer name.
- Click OK
- Turn in the printed copy with your name on it.
22. Save your document
- Select File from the menu bar.
- Click Save As from the pull down menu
- Click on the arrow by the “Save in” box and change to your folder.
- Click in the “File name” box and give your file a name.
- Click Save
*Important* Always save your work every 5 to 10 minutes! You can also save it
from the keyboard by holding down the CTRL key and the S key

FVTLM029 24
Task 3: Mail Merge, Data Charts, Tables and Forms in MS Word.
1: Mail Merge Assignment

1. Type a letter inviting friends and/or family to a party you are hosting. For example,
you can host a birthday, graduation, end of school, or Memorial Day party. You pick the
event. Your letter will serve as your form letter. Save your letter as Mail Merge Letter.
2. Format the letter as left aligned (block letter) with .5” or 1” margins depending on the
length.
3. Make sure your address is listed at the top of the document. Then insert two blank lines
and put the date in the month, date, year format. Then enter four blank lines and leave
space for your merge fields. Example:
Title
First Name
Last Name
Address 1
Address 2 City,
State ZIP
(Eventually you will be entering your merge fields to replace this information.)
4. Create a data source with the names and addresses of at least five families in which
you wish to mail the letters. Create fields such as: title, first name, last name, address
1, address 2, city, state, and ZIP. Or make appropriate field names of your choice but
make sure you include the address information. Save your data source as Mail Merge
Data.
5. Now, return to your main document (Mail Merge Letter) and set it as the form
document and identify your data source.
6. Enter your merge fields into your main document. Merge fields should be used for the
recipients address and after Dear.
7. After your merge fields are entered merge the document and save it. Save the
merged document as Mail Merge Merged.
8. Create envelopes inserting your merge fields for the recipient’s name and address.
Save the merged envelopes as Mail Merge Envelopes.
9. Print your form letter, one merged letter, and one envelope.

FVTLM029 25
2: Create table as below and shading the first row. Insert an Octagon and write your
name in the center.

Day / Period I Period II Period IV Period V

Sunday Math Science English Computer

Monday Science Computer Math English

Tuesday English Math Computer Science

Wednesday Computer Science Math English

Friday Math Science English Computer

 Create margin at the top & bottom 1.1 inch and right & left 1.5 inch
 Create landscape orientation & A4 paper size
 Insert Period III column after Period II
 Insert Thursday row below Wednesday row
 Insert page number center align and Arial font
 Insert watermark "Hello world"
 Table font “Times new roman” and 13 size.

3: Create a chart and show the product price comparison between 2015, 2016, and 2017.

FVTLM029 26
4: Create and Design Employment Application Form as given in the sample below.

FVTLM029 27
Task 4 The Art of writing and Effective Business Letter

Practical Exercises

Exercise 1

http://dulieu.tailieuhoctap.vn/books/ngoai-ngu/anh-van-thuong-mai/file_goc_781989.pdf

Full Block Style

Full block style is a letter format characterized by the below shown

LETTER HEAD
( 6 – 10 SPACES)

DATE
(1-4 Spaces)

Recipients’ Name

Recipient’s Address

(2 Spaces)

SALUTATION, ----------------------- Salutation is followed by Comma or Colon

(2 SPACES)

Ref/Sub

(2 SPACES)

Text Aligned Left, Text Aligned Left, Text Aligned Left (Paragraphs – Not in-
dented)

(2-3 SPACES)

FVTLM029 28
 Text Aligned Left, Text Aligned Left

(2-3 SPACES)

Text Aligned Left, Text Aligned Left

(2 -3 SPACES)

CLOSING, ------------------Closing followed by Comma

(3-4 SPACES)

SIGNATURE

(2 SPACES)

Enc

(2 SPACES)

CC

(2 SPACES)

FVTLM029 29
SEMI BLOCK STYLE

LETTER HEAD
(6 – 10 SPACES)

DATE
(2-4 Spaces)

Recipients’ Name
Recipient’s Address

(2-3 SPACES)

SALUTATION, ----------------------- Salutation is followed by Comma or Colon

(2 SPACES)

Ref/Sub

(2-3 SPACES)

Paragraph Indented, Left, Text Aligned Left, Text Aligned

Left

(2-3 SPACES)

Text Aligned Left, Text Aligned Left

(2-3 SPACES)

Text Aligned Left, Text Aligned Left

FVTLM029 30
 (2 -3 SPACES)

CLOSING, ----------------- Closing followed by Comma

(4 SPACES)

SIGNATURE

(2 SPACES)

Enc

(2 SPACES)

CC

(2 SPACES)

MODIFIED BLOCK STYLE

LETTER HEAD
(6 – 10 SPACES)

DATE
(2-4 Spaces)

Recipients’ Name
Recipient’s Address

(2-3 SPACES)

FVTLM029 31
 SALUTATION, ----------------------- Salutation is followed by Comma or Colon

(2 SPACES)

Ref/Sub

(2-3 SPACES)

Paragraph not Indented, Left, Text Aligned Left, Text Aligned Left
(Paragraph not indented)

(2-3 SPACES)

Text Aligned Left, Text Aligned Left

(2-3 SPACES)

Text Aligned Left, Text Aligned Left

(2 -3 SPACES)

CLOSING, (followed by Comma)

(4 SPACES)

SIGNATURE
(2 SPACES)

Enc

(2 SPACES)
CC

(2 SPACES)

MODIFIED SEMI BLOCK STYLE

FVTLM029 32
Task 5: Communication skills assessment

Exercise 1. Writing Letter of Application.

LETTER HEAD
(6 – 10 SPACES)

DATE
(2-4 Spaces)

Recipients’ Name
Recipient’s Address

(2-3 SPACES)

SALUTATION, ----------------------- Salutation is followed by Comma or Colon

(2 SPACES)

Ref/Sub

(2-3 SPACES)

Paragraph Indented to Left, Left, Text Aligned Left, Text Aligned Left
(Paragraph indented)

(2-3 SPACES)

Text Aligned Left, Text Aligned Left

(2-3 SPACES)

Text Aligned Left, Text Aligned Left

FVTLM029 33
 (2 -3 SPACES)

CLOSING, (followed by Comma)

(4 SPACES)

SIGNATURE

(2 SPACES)

Enc

(2 SPACES)

CC

(2 SPACES)

FVTLM029 34
Refer to the following sample letter and write an application for the post of office Assistant.

FVTLM029 35
Exercise 2: Writing Letter of complaints.

Your organization is facing issues in electricity supply. Your boss has directed you to write a letter
to the service provider company and inquire the reasons of fluctuations and the impact this has
on the daily activities performed by your office. You can use the following sample letter as an
example.

FVTLM029 36
Exercise 3: Writing Letter of Thanks

An event management company arranged an event for your office. The event was very well or-
ganized and everything went ahead as planned. You are required to write a letter of thanks on
behalf of your Director to the company thanking them for their efforts and arrangements. Refer to
the following letter of thanks as a means of writing this letter.

SAMPLE LETTER OF THANKS.

(Send on Official Letterhead)
Date

Name
Address
City/State/Zip

Dear (Advisory Board Members Name):

Thank you for the time, talent, and expertise you have given to the Work-Based Learning Program
at (Name of High School) through your active participation on the Work-Based Learning Advisory
Board. You have made a difference through your dedication and continued support of our
students and program. Your ideas, input, and enthusiasm were most helpful and have assisted
us in making valuable improvements to our program.
(Personalize this paragraph to include changes that have occurred related to your program
through the assistance of the advisory committee).

Again, I thank you for your contributions, time, and efforts through serving on this committee.

Sincerely,

(Coordinator’s Name)
_____________________

Work-Based Learning Coordinator

FVTLM029 37
Task 6: Time management and Supervision skills assessment
Exercise 1: Time Management and Priority Setting.
Imagine you have the following tasks to complete today. Explain how you would prioritize them
and why:
 Reply to an employee in the company’s messaging app who is asking you about the details
of the monitoring visit planned for the weekend.
 Welcome the candidates shortlisted for their face-to-face interview.
 Book tickets/hotel for the DG trip next week to Karachi to attend a national conference on
technical education.
 Seek three offers for our annual party, which is taking place on the 23rd and is a rather
busy day for corporate events in the specific venues we are targeting.
 Order invitation banner for the skill competition taking place next week.

Exercise 2: Supervision Skills Assessment

Please observe and enlist the supervisory activities performed at the institute/Training setup
where trainees are undergoing training. Highlight the main activities/responsibilities that are nec-
essary for a supervisory role. If any shortcoming is identified, trainees should redesign the re-
sponsibilities and present their views/observations regarding the issues highlighted by them.

FVTLM029 38
Task 7: MS Excel

Part 1
Exercise 1 Conditional Formatting
Create the sheet given below to find the largest values in a range, select the range of numeric
data B2:B11
A B
1 Text Numerical Values
2 AD888 888
3 VD980 989
4 CD877 877
5 COM765 765
6 PC3333 3333
7 AD76 76
8 ND7654 7654
9 RV4444 4444
10 SH43444 434444
11 BR8988 8988

FVTLM029 39
Task 7:

Part 2
Exercise 2: Creating Marks Certificate
A B C D E F G H I
1 Name Maths Computer Physics English Urdu Total Per% Grades
2 Noman 56 56 45 44 45
3 Afshan 78 90 80 79 90
4 Zubair 89 78 78 45 78
5 Nadeem 33 45 35 36 39
6 Asif 77 76 90 56 88

Instructions:

1: Calculate total
2: Calculate percentage.

3: Calculate grades using following criteria

 Per%>=80,print A1
 Per%>=70,print A
 Per%>=60,print B
 Per%>=50,print C
 Else print fail.

4: Calculate the maximum and minimum value of Per%

5: Create a line graph of name + Per%

FVTLM029 40
Task 8: MS Excel Application: Working with Advance Functions, Data Analysis, Record
Management

Create the above worksheet where there is a list of persons and their bank balance, we can find
out the amount in US Dollars and Pound Sterling. In this exercise we used Absolute reference
in cell D5 (=B5/E$4). The make a values absolute we put a $ sign between Column & the Row.

We used Decrease Decimal option to reduce result in decimals as pointed by the cursor.

The TEXT function converts a number to a text format

The formatting for the text needs to be specified in the function.

FVTLM029 41
'=TEXT(NumberToConvert,FormatForConversion)

Original
Number Converted to Text

10 10.00 =TEXT(F4,"0.00")

10 $10.00 =TEXT(F5,"$0.00")

10 10 =TEXT(F6,"0")

01-01-09 Thu =TEXT(F10,"ddd")

01-01-09 Jan-09 =TEXT(F11,"mmm-yy")

01-01-09 Jan =TEXT(B19,"mmm")

01-01-09 Thursday, January 01, 2009 =TEXT(B23,"dddd, mmmm dd, yyyy")

TODAY Tuesday, 10/13/2020 =TEXT(TODAY(),"dddd, m/d/yyyy")

FVTLM029 42
Task 9: MS Excel Application: Working with Tables, Filters and advance Filters, Data
crunching and consolidation

 Create a table with following columns:

S.No, Name, Tuition fee, Exam Fee, Transport Fee, Uniform Fee, Total Fee

 Add some records with total fee blank

 Put curser in cell under total fee and insert the following formula to calculate total fee:
 =sum(C2:F2)
 You can copy & pate formula in rest of the cells in column
 Some of students do not use transport facility, so their cells of Transport fee should be
blank

FVTLM029 43
Task 10: MS Excel Application: Filter/Sorting/Chart/Pivot/Subtotal

A B C
1 Name Product Quantity Sold
2 Nasir Mouse 23
3 Ali Keyboard 45
4 Noman Printer 66
5 Zahid Printer 78
6 Yaseen Keyboard 55
7 Arshad Mouse 88
8 Ali Keyboard 555
9 Riaz Mouse 12
10 Afaq Keyboard 12
11 Basit Printer 90

Instructions:
1. Filter name starts with letter “A”.
2. Filter name ends with letter “N”
3. Filter name equal to “Ali”
4. Filter product “Mouse” and “Printer” only.
5. Filter quantity sold >100
6. Filter quantity sold between “50 and 100”
7. Filter quantity sold not equal to “12”
8. Sort the data in descending order by name.
9. Sort the data in ascending order by name and then in descending order by
Quantity sold.
10. Create a complete chart of name + Quantity sold.
11. Calculate a pivot table, PRODUCT+ NAME + QUANTITY SOLD.
12. Use subtotal command and sum the quantity sold by name.

FVTLM029 44
Task 11: Power Point Software use skills assessment
Exercise 1: Objectives of the exercise
1. The Learner will be able to:
2. Insert and Format Slide Text
3. Insert Picture from Clip Art at least 75% of the time
4. Format picture using Picture Tools at least 75% of the time
5. Insert an AutoShape
6. Format AutoShape color and line style at least 75% of the time
7. Group and move Objects

Format Text, Pictures and Shapes

You can create a sample presentation with the steps outlined in Practice 2, below. You can also
download the “Top 10” PowerPoint from the online course if you wish.

Create a New presentation and enter the following text to create the Titles on 11 Slides:
Top Ten Reasons to work with Our Team
10. Football
9. Track
8. Hockey
7. Baseball
6. Wrestling
5. Swimming
4. Volleyball
3. Gymnastics
2. Basketball
1. Together, We Win!
Add a picture to each slide that matches the sport
Insert a picture from Clip Art or File.
Format the Picture using Picture Tools
Insert an AutoShape around the picture.
Move the AutoShape behind the picture.
Format the AutoShape's color and line style.

FVTLM029 45
Insert an AutoShape Arrow pointing to the picture.
Format the AutoShape Arrow
Group Objects
Select the arrow, the AutoShape, and the Picture.
Group these objects together.
Move the grouped objects to the lower right corner of the slide.
Save your practice document and name it: Beginning PowerPoint Practice 1.

Exercise 2: MS Power Point

Objectives:
The Learner will be able to:
1. Create a new PowerPoint using a Design template
2. Insert and Format pictures from ClipArt of from Files at least 75% of the time
3. Use and modify animations at least 75% of the time
4. Add Sound to Custom Animation Effects
5. Insert slide transitions and modify the timing
6. View the Slide Show at least 75% of the time

Animation and Transitions

You can create a sample presentation with the steps outlined in Practice 2, above. You can
also download the “Top 10” PowerPoint from the online course if you wish.

Bouncing Balls
Search ClipArt and find pictures or cartoons of balls: football, volleyball, basketball
Insert a picture of a basketball on the basketball slide and resize it to a small size.

Custom Animation
Select the basketball picture and go to Animation->Custom Animation
Go to Add Effect and Choose Motion Path
Draw a Custom Path that makes the basketball dribble across the slide.
Use this Animation effect on the volleyball and the football.

FVTLM029 46
Modify the Animation Effect on the animated objects
Change the Start to: After Previous
Change the Speed: Medium
Double click the Effect and change the Sound: Whoosh or Wind

Slide Transitions
Animate each slide with a transition
Use one of the transitions in the animation gallery
Modify the animation to automatically after 5 seconds
How long is .30 seconds? Try changing the timing to 5, 15, and 30 seconds.

View the slide show in Slide Show View

Save your practice document and name it: Beginning PowerPoint Practice 2.

FVTLM029 47
Task 12: PowerPoint: Themes, Animation and Transition

Exercise: Objectives of the exercise

The Learner will be able to:
1. Apply a new design theme
2. Search and download free PowerPoint themes
3. Browse for the downloaded theme and apply that.
4. Add dummy text and create few slides using the new downloaded theme
5. Apply animations on text such as fake, fly in, fly out etc
6. Try different transitions between different slides

Create a Sample Presentation

Create a sample presentation with sample data, create 4 5 slides using dummy text (lorem ip-
sum www.lipsum.com)
Apply new design theme
Click on the Design tab on the top and choose theme from already available themes. Simply
clicking on the theme will apply that theme.
Search and download free PowerPoint themes
Google “free powerpoint themes” and you will get different websites from where download 2-3
free powerpoint themes. Then in powerpoint under themes, click Browse for themes, choose
the downloaded theme and click Open. The new free downloaded theme will be applied to your
presentation
Animations
Once you have created presentation with dummy text and have created 3-4 slides, its time to
apply different animations. For this select the text and then choose from different available ani-
mations such as Fly In, Fade, Appear etc.
Transitions
Lastly apply different transition effects between different slides. For this click on the slide on
your left, then choose Transitions tab and choose from different available transitions (Split, Ran-
dom bars, Wipe, Fade etc.)

FVTLM029 48
Task 13: Introduction to Outlook:
https://www.sccollege.edu/Accreditation/2016%20Accreditation%20Follow-Up%20Re-
port/R6-10_MS_Outlook_2013_E-Book_Workshop_Materials_1.pdf

Exercise
NAVTTC regional Office Peshawar intends to hold a meeting on the improvement of the ongoing
trainings. In this regard an invitation letter is to be sent to the head of institutes informing them
about the meeting. Your task is to
 Create a calendar invite using [Google Calendar/ Microsoft Outlook].
 Inviting all the heads of respective institutes at the aforementioned place.
 Add details about the meeting within the invite.
 Some of the invitees may have been new to the office, import their emails into current list.
 Maintain their responses and create a folder for future reference and further correspond-
ence with the list of persons you created for this purpose.

FVTLM029 49
FVTLM029 50
Task 14: Office Challenges and Business Activities

The functions of a modern Office may be classified into two categories:

Basic functions (or routine functions)

Receiving Information
Recording Information
Arranging Information
Giving Information
Some of the administrative management functions are mentioned below:

1) Management processes:
For the effective performance of an office’s primary functions, the management processes need
to be properly carried out. Planning, controlling and organising are the three main management
processes. According to the objectives and policies of the management, office work can be
planned. A planned work can provide for effective performance. The office can control the per-
formance through the proper direction.

2) Office systems and procedures:

For the efficient and economical performance of office operations, well-planned office systems
and procedures are necessary. Each part of the process needs to be carefully analysed.

3) Purchase of stationery:
Basics needs like office forms and stationery are like the essentials of an office. These station-
aries need to be systematically planned and bought. It is the function of the modern office for
standardisation of this purchase process and distribution of it to various departments when re-
quired.

4) Fixed assets:
Fixed assets like furniture, fixtures, equipment, plants, machinery, computer, etc. are an essen-
tial need for a modern office. There is a need for these fixed assets in an office for its efficient
and economical functioning. The purchase of these fixed assets needs to be done systemati-
cally so that the office work stays uninterrupted. Also, these fixed assets should be properly as-
signed to various departments to ensure optimum utilisation.

5) Staffing:
Selection, training, placement and remuneration of personnel are referred to as staffing. With
proper staffing, an office can achieve an efficient and economical performance of office work.
Staffing is not an easy job. External staffing and internal staffing requires qualified and experi-
enced employees who need to be selected and trained before placement.

FVTLM029 51
6) Assets safeguarding:
An organization’s assets need to be safeguarded against misuse, loss or damage by theft, fire,
or any other means. For the proper functioning of an organisation, there is a need of essential
assets. Therefore, proper records of these assets need to be maintained.

7) Public relations:
An office has the ability to receive public such as customers, suppliers, employees, sharehold-
ers, government officials and many more. The interests of these people are different in nature.
These interests need to be fulfilled by the office.

Conflict Management
Exercises
https://s3.wp.wsu.edu/uploads/sites/2070/2016/08/The-big-book-of-
Conflict-Resolution-Games.pdf
Understanding Conflict

FVTLM029 52
FVTLM029 53
Task 15: Working with Google Workspace
Exercise 1

Emailing and saving Large size files

Send & save large attachments in Drive

When you're sending a file, you can add attachments in Gmail up to 25 MB—but what if
you have larger files such as videos? Save these large files in Google Drive, then insert
a link to the Drive or shared drive file in your email.

Note: If your recipients don’t have viewing permissions for the file, you can grant them
access in Gmail before sending.

When you receive a file in Gmail, you can save a copy to Google Drive.
Insert Drive files in your Gmail messages

1. In Gmail, click Compose.

2. In the Compose toolbar, click Drive and choose your file.
3. Click Insert.
4. When your message is ready, click Send.

Save a copy of Gmail attachments to Drive

1. In Gmail, open the message with the attachment you’d like to save.
2. Hover over the attachment and click Save to Drive .
3. Choose your folder or create a new one, and click Move here.

Exercise 2

Create a Gmail & Calendar contact group

If you send email or event invites to the same people all the time, create a contact group
in Gmail for them. The next time you compose a message, send email to that contact
group to reach everyone at once. You can use the same contact group to schedule
Google Calendar meetings.
Create a group

1. In Gmail, click Compose.

2. Click To, Cc, or Bcc.
3. Find the contacts you want to add to the group and check the boxes next to their names.

FVTLM029 54
 4. Click Manage labels Create label.
5. Enter a name for the label.
6. Click Save.
7. Click Insert to add the contacts to your current message.

Email a group

1. In Gmail, click Compose.

2. Next to To, enter the label name for the group.
3. Compose your message and click Send.

Schedule a meeting with a group in Calendar

1. In Calendar, click Create and add your event details.

2. In the Guests tab, go to Add guests and enter the name of the group.
3. Click Save.
4. Click Send to send invitations.

FVTLM029 55
Task 16: Office Report Writing
Suppose You recently went on an official visit to the training facility operating under regional
office. Your Director wants you to write a report on the visit, your observations and recommenda-
tions if any. Following requirements must be demonstrated in your report.
 Good knowledge of English
 Knowledge of communication technologies: media campaigning (twitter, face book), basic
photo and video editing.
 Good writing skills (reports, official letters, advocacy documents). Interviewing skills would
be appreciated.
 Ability to work autonomously, to understand complex situation and to collaborate with oth-
ers in the team.

Sample Report

Typical structure template for writing a committee report:

 Members to which the report is meant for

 [Name, institution, location, Chair]

 [Name, institution, location, member]

 [Date, Time, and Location]

 [Provide simple documentation of any meetings of the committee or subset of the

committee, in whatever mode and format, e.g., in person, conference call, etc.]

 Purpose

 [Here you mention the purpose of the report in a brief. This enables the reader to
understand the purpose behind writing the format.]

 Issues [Write different issues as sub headings and explain their highlights in bullet points
below the respective sub headings]

 Current Status

 •

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  •

 Accomplishments / Issue 1

 •

 •

 Future Goals

 •

 •

 Near-Term Plans / Main Body of the Report [Use Sub Headings as and where
needed. In bullet form, outline near-term actions and plans as well under those sub
headings.]

 Informal Recommendation(s) [An opportunity to make recommendations, suggestions,

and comments to the Board and Executive Director]

Respectfully Submitted,

[<Author’s Name>]

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Task 17: Planning, Arranging and keeping Record of the Meetings.

The organization where trainees are undergoing training is planning to hold its annual meeting
with the Regional Directors. You have been assigned with the responsibility of planning, arranging
and keeping record of the meeting. Your task is to exhibit the ability to:

1. Pre Plan

2. Record taking - at the meeting

3. Minutes writing or transcribing

4. Distributing or sharing of meeting minutes.

5. Filing or storage of minutes for future reference.

In order to compile your assignment refer to the sample meeting agenda provided in the end of
assignment.

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Task 18: Meeting Management.

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FVTLM029 60
Exercise 2- Secretarial responsibilities

https://www.academia.edu/32727218/THE_ROLE_OF_SECRE-
TARY_IN_THE_FACE_OF_BUSINESS_COMPETITION_IN_THE_COMPANY

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Task 19: Create an Online Freelance Profile

Exercise

Step 1: Write a Headline That’s Clear, Concise and Effective

Your headline should get straight to the point. We recommend keeping it to one line, so you
don’t get bogged down with jargon or superfluity. After all, you’ll have the opportunity to write
about yourself with detail and flair in the profile itself. All you need to do is simply include the fol-
lowing three pieces of information:

Title
Years of experience
Specialty

Step 2: Articulate the Value You’ll Bring

Rather than explaining the “what,” focus on the “how.” How were you able to boost your client’s
business sales by 110%? How did you transform a client’s cubicle-style office to a dream work-
place?

People are much more intrigued by your ability to solve problems and drive
results, rather than the granular details of what you do.

Step 3: Share Your Qualifications and Experience

Aside from value, people are interested in learning about your background and your experience
in your craft. In your freelance profile, be open to including your qualifications, technical skills
and number of years in the field. Prove to prospective clients that you’re qualified, confident and
enthusiastic to take on their project. If you hit all of their checkpoints, they’ll add you to the
shortlist—one step closer to the job!
Here, include:
Your title (e.g., senior graphic designer)
Years of experience in the field
Areas of expertise and/or specialty
Technical skills and program knowledge
Industry expertise (if applicable)
Links to sample work

Step 4: Be Empathetic
Empathy is hugely valuable as a business owner. Why? You need to be able to give your cli-
ents what they want, need and value. What’s more, it needs to come from a genuine place.
Showing empathy directly on your freelance profile has the potential to place you leaps and
bounds ahead of your competition. It shows you care and, better yet, it shows you’re human.

As you put together your profile, write for your target client—speak their language. Call out their
pain points and address how you can help fix them. Remember, a little empathy from the start
goes a long way.

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Step 5: Make It Simple for People to Contact You
Don’t make people jump through hoops to contact you. So, make it simple for potential clients
to find out where you’re based and how to start the conversation. Many clients choose to hire
local talent, whether it’s for proximity reasons or to support the local community. By mentioning
where you’re located—if you check all the qualification boxes—you could get the upper hand in
local projects.

Further, the easier you are to contact, the more reliable you’ll appear. After all, reliability is one
of the most important factors for clients when hiring freelancers. They’re essentially putting their
vision in your capable hands. If you’re adding your freelance profile to a job network, their terms
may require you communicate within the platform. If that’s the case, don’t include external con-
tact information to avoid getting penalized or banned from the site. These platforms were built
to effectively handle communications.

Step 6: Upload a Professional Photo

With your next gig on the line, leave selfies out of it. A professional photo is a key piece in mak-
ing positive first impressions. If you can, invest in taking professional head shots. If that isn’t
feasible, simply find an appropriate setting and have a friend snap a few shots of you, with a
quality camera. And remember, you don’t have to abide by the no-smile passport photo rule.
You’re essentially trying to win over clients, so look inviting, warm and wear a clean shirt.

Step 7: Create a Maintenance Plan

Your freelance profile isn’t a get-it-and-forget-it asset. It actually requires regular maintenance.
Just as you would update your resume as you gain more experience or earn another certificate,
you also need to freshen up your online profile. So revisit your profile every few months to re-
fresh the copy or add any new credentials.
For freelancers, your digital profile is your resume. If you want to get paid, you must have the
freelance profile to back it up. It’s what makes a good first impression, gets you the interview
and helps you stand out from the competition.
What can you add to your freelance profile to make it stronger? Do you have any other tips that
you’d like to add to the list to help your fellow freelancers? We’d love to read your thoughts in
the comments below.

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 Task 20: Create Human Resource Database in Access

1. Click the File tab.

2. Choose New.
Access displays a variety of database templates you can use.

3. Click an icon, such as Blank Database, or any database template.

When you click a template, a window appears; you see a preview of your template.

4. Click in the File Name text box and type a descriptive name for your database.

5. Click the Create button to create your database file.

6. Access displays a blank database.

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 7 Click the Click to Add heading.

Access displays a menu for defining what type of data that field can hold, such as text or num-
bers.

The Click to Add column heading displays a menu of different options.

8 Choose Long Text. Access displays a generic field name, such as Field1.

9 Type a name for your field (such as First Name or Salary).

Press Enter. Access displays another Click to Add column; its menu lets you choose
the type of data to store in the next field.

10 Choose Long Text or any other data type you want the field to hold. Access
displays another generic field, such as Field1.

11 Type a name for your field, such as Last Name.

12 Repeat Steps 9 through 11 for each additional field you want to create.

13 When you have finished adding fields, press Esc on the keyboard.

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FVTLM029 66
Task 21: Managing Professional Development

Ways to manage your professional development

Set a clear goal about what you want to achieve

Once you have a clear goal, you’ll find it easier to manage your personal and professional devel-
opment. You’ll be able to choose the training that stretches you personally and gives you the
experience you need to grow professionally.

Be intentional and plan your development

One of the best ways to develop yourself and your career is to ensure you keep learning. Work
out a training plan for each year and aim to complete at least one piece of significant training
each quarter. If your employer only pays for training that gives them a return on their investment,
you may need to pay for it yourself.

Look for and take the right opportunities

Training isn’t all about the learning. You also need to find opportunities to use your new
knowledge and skills. But not all opportunities will be right for you and may not fit your personal
brand, so choose carefully.

Discuss your career plans with your manager

When it comes to personal and professional development, it helps if your manager is on board
with your career plans. Since your manager will be signing off on your training, select the right
one to take on new projects when those chances appear.

Set goals and measure your progress

The best way to manage your development is to ensure you go through a regular process of
planning, taking action and reviewing your progress. You’ll be clear about how you could improve
your performance while seeing beyond day-to-day frustration.

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Task 22: Develop effective work habits

The following traits are required for an effective worker. Your task is to take these into consider-
ation and explain how you will use these traits to make work environment more efficient and you
as an effective team member of the office setup.

 Punctual.
 Initiative.
 Neat, tidy and clean.
 Organized.
 Systematic
 Efficient.
 Problem solving.
 Follow-up.
 Fast.
 Accuracy.
 Fewer mistakes.
 Paperwork.
 Interpersonal.
 Teamwork.
 Office etiquette.
 Writing.
 Reading.
 Priority.
 Filing
 Responsibility.

Exercise
Role play of office environment

Create groups in class to make office inventories

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 Annexure-II
Workplace/Institute Ethics Guide
Work ethic is a standard of conduct and values for job performance. The modern definition of
what constitutes good work ethics often varies. Different businesses have different expectations.
Work ethic is a belief that hard work and diligence have a moral benefit and an inherent ability,
virtue or value to strengthen character and individual abilities. It is a set of values centered on
importance of work and manifested by determination or desire to work hard.

The following ten work ethics are defined as essential for employee’s success:

1. Attendance:
Be at work every day possible, plan your absences don’t abuse leave time. Be punctual
every day.
2. Character:
Honesty is the single most important factor having a direct bearing on the final success of
an individual, corporation, or product. Complete assigned tasks correctly and promptly.
Look to improve your skills.
3. Team Work:
The ability to get along with others including those you don’t necessarily like. The ability to
carry your own weight and help others who are struggling. Recognize when to speak up
with an ideas and when to compromise by blend ideas together.

4. Appearance:
Dress for success, set your best foot forward, personal hygiene, good manner, remember
that the first impression of who you are, can last a life time
5. Attitude:
Listen to suggestions and be positive, accept responsibility. If you make a mistake,
admit it. Values workplace safety rules and precautions for personal and co-worker safety.
Avoids unnecessary risks. Willing to learn new processes, systems and procedures in
light of changing responsibilities.
6. Productivity:
Do the work correctly, quality and timelines are prized. Get along with fellows, cooperation
is the key to productivity. Help out whenever asked, do extra without being asked. Take

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 pride in your work, do things the best you know how. Eagerly focuses energy on accom-
plishing tasks, also referred to as demonstrating ownership. Takes pride in work.
7. Organizational Skills:
Make an effort to improve, learn ways to better yourself. Time management; utilize time
and resources to get the most out of both. Takes an appropriate approach to social
interactions at work. Maintains focus on work responsibilities.

8. Communication:
Written communication, being able to correctly write reports and memos.
Verbal communications, being able to communicate one on one or to a group.
9. Cooperation:
Follow institute rules and regulations, learn and follow expectations. Get along with fellows,
cooperation is the key to productivity. Able to welcome and adapt to changing workplace
situations and the application of new or different skills.
10. Respect:
Work hard, work to the best of your ability. Carry out orders, do what’s asked the first time.
Show respect, accept and acknowledge an individual’s talents and knowledge. Respects
diversity in the workplace, including showing due respect for different perspectives, opin-
ions and suggestions.

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 Annexure-III
Suggestive Format and Sequence Order of Success Story
S.No. Key Information Detail/Description
1. Self & Family back-  Self-introduction
ground  Family background and socio economic status
 Education level and activities involved in
 Financial hardships etc.
2. How he came on  Information about course, apply and selection
board NAVTTC  Course duration, trade selection
Training/ or got  Attendance, active participation, monthly tests, in-
trained through terest in lab work
any other source
3. Post training activi-  How job / business (self-employment) was set up
ties  How capital was managed (loan (if any) etc.).
 Detail of work to share i.e. where is job or business
being done; how many people employed ( in case of
self-employment/ business )
 Monthly income or earnings and support to family
 Earning a happy life than before

4. Message to others  Take the training opportunity seriously

(under training)  Impose self-discipline and ensure regularity
 Make Hard work pays in the end so be always ready
for the same.

Note: Success story is a source of motivation for the trainees and can be presented in a
number of ways/forms in a NAVTTC skill development course as under: -

1. To call a passed out successful person of institute. He/she will narrate his/her
success story to the trainees in his/her own words and meet trainees as well.
2. To see and listen to a recorded video/clip (5 to 7 minutes) showing a successful
person Audio video recording that has to cover the above-mentioned points.
3. The teacher displays the picture of a successful trainee (name, trade, institute,
organization, job, earning per month etc.) and narrates his/her story in teacher’s
own motivational words

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