Produce complex desktop published documents (Publisher 2013)

This workbook supports BSBITU404A Produce complex desktop published documents in the BSB07 Business
Services Training Package.

© Millbank Investments Ltd, NZ, June 2015

Software Publications writing team

ISBN 978-1-922241-31-3

Disclaimer
All rights reserved. No part of this publication may be reproduced or transmitted in any form or by any means,
electronic or mechanical, including photocopying, scanning, recording, or any information storage and
retrieval system, without permission in writing from Millbank Investments Ltd, NZ or Software Publications Pty
Ltd. No patent liability is assumed with respect to the use of the information contained herein. While every
precaution has been taken in the preparation of this book, the publisher and authors assume no responsibility
for errors or omissions. Neither is any liability assumed for damages resulting from the use of the information
contained herein.

Software Publications Pty Ltd (ABN 75 078 026 150)

Head Office - Sydney

Unit 3
25 Gibbes Street
Chatswood NSW 2067

www.softwarepublications.com.au
BSBITU404A Produce complex desktop published documents
Unit descriptor This unit describes the performance outcomes, skills and knowledge
required to design and produce complex desktop published documents.

No licensing, legislative, regulatory or certification requirements apply to

this unit at the time of endorsement.
Application of unit This unit applies to individuals employed in a range of work
environments who require well developed skills in desktop publishing.
They may be individuals providing administrative support within an
enterprise, or others responsible for the production of their own
documents.

Employability skills This unit contains employability skills.

Prerequisites There are no prerequisites for this unit.

Element Performance Criteria Page Reference

1 Prepare to produce desktop published documents
1.1 Use safe work practices including addressing ergonomic Software
requirements and using work organisation strategies Publications WHS
(included in
1.2 Use energy and resource conservation techniques
exercise file
download)
1.3 Identify document purpose, audience, presentation and final output Throughout
requirements, and clarify with relevant personnel as required workbook
1.4 Identify organisational and task requirements for desktop Throughout
published documents to ensure consistency of style and image workbook
2 Design desktop published document
2.1 Design document to enhance readability and appearance, according 5–13
to organisational and task requirements
2.2 Determine document type and assess production and design Throughout
requirements workbook
2.3 Set up and use master pages, templates and styles to ensure Throughout
consistency of design and layout workbook
2.4 Set up colour palettes according to organisational and task 23, 43, 53, 79,
requirements 117–118

© Millbank Investments Ltd, 2014 Study Guide BSBITU404A i

Element Performance Criteria Page Reference
3 Create desktop published document
3.1 Prepare, format and enter required text Throughout
workbook
3.2 Import text from other applications and resolve any formatting 60, 89, 165
issues
3.3 Scan or import graphics from other applications and resolve any 121–123
formatting issues
3.4 Use complex software functions to arrange text and graphics on Throughout
page, according to organisational and task requirements workbook
4 Finalise desktop published document
4.1 Ensure pages and combined graphics and text are composed Throughout
correctly, to suit organisational and task requirements workbook
4.2 Check that numerical sequencing and laydown of document is 66, 83, 107
correct, to meet binding and finishing requirements
4.3 Incorporate bleed allowance in margins and borders 19
5 Produce desktop published documents
5.1 Throughout
Review text for possible errors and omissions, and resolve any issues
workbook
5.2 Throughout
Produce completed document in line with required final output
workbook
5.3 Name and store text documents, in accordance with organisational Throughout
requirements and exit the application without information workbook
loss/damage
5.4 Prepare text documents within designated time lines and vi, 83, 107, 137
organisational requirements for speed and accuracy
5.5 Use manuals, user documentation and online help to overcome xii, 82
problems with document design and production

ii Study Guide BSBITU404A © Millbank Investments Ltd, 2014

 Required Skills and Knowledge
Required skills

 communication skills to clarify requirements of documents

 culturally appropriate communication skills to relate to people from diverse backgrounds and
people with diverse abilities
 editing and proofreading skills to check own work for accuracy against original
 keyboarding skills to enter text and numerical data
 literacy skills to read and understand the organisation's procedures and to use models or
exemplars to produce a range of documents
 problem-solving skills to edit documents and to resolve issues of consistency of design.

Required knowledge

 formatting styles and their effect on formatting, readability and appearance of

documents
 organisational requirements for ergonomics, work periods and breaks, and energy and
resource conservation techniques
 purposes, uses and functions of desktop publishing software

 organisational style guide.

© Millbank Investments Ltd, 2014 Study Guide BSBITU404A iii

 Range Statement
The range statement relates to the unit of competency as a whole. It allows for different work
environments and situations that may affect performance. Bold italicised wording, if used in the
performance criteria, is detailed below. Essential operating conditions that may be present with
training and assessment (depending on the work situation, needs of the candidate, accessibility
of the item, and local industry and regional contexts) may also be included.

Variable Scope Pages

Ergonomic requirements may avoiding radiation from computer
include: screens
chair height, seat and back adjustment
document holder
footrest
keyboard and mouse position
lighting
noise minimisation
posture
Software
screen position Publications WHS
workstation height and layout (included in
Work organisation strategies exercise breaks exercise file
may include: download)
mix of repetitive and other activities
rest periods
Energy and resource double-sided paper use
conservation techniques recycling used and shredded paper
may include:
re-using paper for rough drafts
(observing confidentiality
requirements)
utilising power-save options for
equipment
Document purpose may include call outs n/a
using: captions 132–133
concordance files n/a
different odd and even pages 92–94
document protection n/a
drawing 69–73
forms with fields n/a
hyperlinks n/a
long documents 81
linked or embedded objects 126–128, 135–136
mail merge data documents 178–188
master documents n/a
MS WordArt 87–88

iv Study Guide BSBITU404A © Millbank Investments Ltd, 2014

Variable Scope Pages
multiple headers and footers 92–94
multiple sections n/a
multiple users n/a
primary mail merge documents 178–188
subdocuments n/a
Throughout
templates
workbook
Final output may include: electronic publishing n/a
printed document Throughout
workbook
professionally printed document 192–194
web services n/a
Organisational and task company colour scheme Throughout
requirements may include: workbook
company logo Throughout
workbook
consistent corporate image Throughout
workbook
content restrictions n/a
established guidelines and procedures
n/a
for document production
house styles xv
master pages 94, 159–165
observing copyright legislation xiii
organisation name, time, date,
document title, filename or other fields 8, 91–94
in headers or footers
sheet size 24–26
style sheets n/a
templates Throughout
workbook
Design may include: balance 5
boxes 8
colour 13
columns 8
diversity n/a
drawing 13
graphics 13
headings 12–13
letter and memo conventions n/a
page layout 6–7

© Millbank Investments Ltd, 2014 Study Guide BSBITU404A v

Variable Scope Pages
relative positioning of graphics and
6
headings
simplicity 7
text flow n/a
typography 9
white space 13
Consistency of design may annotated references n/a
include:
borders 46, 57, 95
bullet/ number lists 61–63
captions 132–133
consistency with other business Throughout
documents workbook
footnotes and endnotes n/a
indentations 61–62
kerning and leading 41
page numbers 91
spacings 50
typeface styles and point size 9, 40–42
Complex software functions may data transfer n/a
include:
display features n/a
embedding 135
exporting n/a
fields 184
form fields n/a
formulae n/a
importing 60, 89, 165
index n/a
linking 126–128, 135–136
macros n/a
merge criteria 186–187
sort criteria 186–187
table of contents n/a
Throughout
templates
workbook

vi Study Guide BSBITU404A © Millbank Investments Ltd, 2014

Variable Scope Pages
Naming and storing documents authorised access ix
may include: file and folder names which identify
requirements such as the operator, vi
author, section or date
filing locations iii–v
file names according to organisational
vi
procedure
file names which are easily identifiable
vi
in relation to the content
organisational policy for backing up files
viii
storage in folders and sub-folders
organisational policy for filing hard
vii
copies of documents
security and password protection ix
storage on disk drives, CD-ROM, USBs,
iv
tape or server back-up
Designated time lines may time line agreed with internal or
include: external client
time line agreed with supervisor or
vi
person requiring document
organisational time line e.g. deadline
requirements

© Millbank Investments Ltd, 2014 Study Guide BSBITU404A vii

 Evidence Guide
The evidence guide provides advice on assessment and must be read in conjunction with the
performance criteria, required skills and knowledge, range statement and the Assessment
Guidelines for the Training Package.

Critical aspects for Evidence of the following is essential:

assessment and evidence  applying document design and layout principles
required to demonstrate
 producing complex desktop published documents.
competency in this unit
Context of and specific Assessment must ensure:
resources for assessment  access to office equipment and resources
 access to samples of desktop published documents.

Method of assessment A range of assessment methods should be used to assess practical

skills and knowledge. The following examples are appropriate for
this unit:
 direct questioning combined with review of portfolios of
evidence and third party workplace reports of on-the-job
performance by the candidate
 review of desktop published documents
 demonstration of techniques
 oral or written questioning to assess knowledge of desktop
publishing software functions
Guidance information for Holistic assessment with other units relevant to the industry
assessment sector, workplace and job role is recommended, for example:
 other information and communications technology units.

viii Study Guide BSBITU404A © Millbank Investments Ltd, 2014

 Employability Skills Mapping
Employability Skills for BSB40507: Certificate IV in Business

Employability Skill Industry/enterprise requirements for How this Employability Skill

this qualification include is covered
Communication  communicating with colleagues and Leaners are required to
customers to gather information proofread and check
about their needs and to provide publications throughout the
services workbook.
 listening to and following complex
oral instructions
 proofreading and editing
 writing clear and detailed
instructions
Teamwork  agreeing on the purpose and n/a
structure of documents,
spreadsheets and databases with
colleagues and clients
 collecting feedback from customers
and colleagues
 coordinating and consulting with
meeting participants
 referring queries to colleagues

Problem solving  analysing document requirements Requirements for

and using online help, manuals and publications are analysed
user documentation throughout the workbook.
 determining appropriate strategies Page 82 describes the use of
to respond to user requests the Publisher Help tool.
 diagnosing customer service
complaints and taking steps to
improve the service
 making decisions about
classification and storage of records
Initiative and  designing complex documents, Complex publications are
enterprise databases and spreadsheets created throughout the
 evaluating tasks to improve workbook.
efficiency
 suggesting improvements to the
structure and design of existing
systems

© Millbank Investments Ltd, 2014 Study Guide BSBITU404A ix

Employability Skill Industry/enterprise requirements for How this Employability Skill
this qualification include is covered
Planning and  organising resources, equipment n/a
Organising and time lines
 organising work schedules and
meetings
 planning future business technology
requirements
 planning task organisation to meet
time lines
Self-management  evaluating own performance and Time limits can be applied to
identifying areas for improvement practice assessments.
 managing time and ensuring
ergonomic requirements are met
 planning and reviewing own work
 using judgement and discretion with
confidential information
Learning  actively participating in coaching n/a
and mentoring sessions to improve
standards of service provision
 attending training/induction in the
use of administrative systems
Technology  maintaining existing business Business technology is used
technology and planning for future throughout workbook
requirements
 using business technology such as
computers, word processing
programs and printers

x Study Guide BSBITU404A © Millbank Investments Ltd, 2014

About Fonts
Installed Fonts
Certain fonts are installed with Windows 8.1. More fonts are installed with Microsoft Office
2013. To view the fonts installed on your computer:
1 Display the Windows Start screen.
2 Type: fonts

3 From the search results displayed, click on . The list of fonts will display.

New fonts can be downloaded from the internet and added to this folder if required.

Font Types
Fonts included with Windows 8.1 and Microsoft Office are either TrueType or OpenType fonts.
TrueType fonts are scalable, meaning the shape of the font stays the same if you increase or
decrease the font size. They also look the same on the screen as they do when printed.
OpenType is a cross-platform font file format standard based on TrueType. It is also scalable and
looks the same on screen as printed. OpenType fonts can contain more detail than TrueType and
are more flexible.

The Publisher Font drop-down list has an icon beside each font name. The indicates an
OpenType font. The indicates TrueType.

There are other font types available, for example Raster (bitmap) fonts. These fonts are not
scalable; when increased or decreased in size the character can be deformed.

© Millbank Investments Ltd, 2014 SECTION 1 17

Substitution Fonts
Sometimes you may use an unusual font in your publication, for example, a font you have
downloaded from the internet. If this publication is opened on another computer where the font
has not been installed, Publisher will substitute it with another font. This may impact on the way
your final publication displays.
To avoid this substitution problem, use fonts which are installed by Windows or Office by default.
Another option is to convert your publication to a portable document format (PDF) before
sharing it. Embedding fonts in a publication can also reduce the risk of substitution.

Embedding Fonts
When a font is embedded into a publication all details about the font are stored within the file
and the publication will display correctly on all computers. Embedding fonts increases the file
size of the publication.

Only TrueType and OpenType fonts can be embedded. Some fonts have licence restrictions
which means they cannot be embedded.
By default Publisher does not embed fonts. To embed fonts in your publication:

1 Click on the File tab and check Info is selected.

2 Click on the Manage Embedded Fonts button . The Fonts dialog box
will display.

3 Put a tick in the Embed TrueType fonts when saving publication check box.

4 When a publication with embedded fonts is opened, a dialog box will display listing the
embedded fonts. The user can select which fonts to install or choose to install all.

18 SECTION 1 © Millbank Investments Ltd, 2014

 Postscript
Postscript is a page description language (PDL) which is used to describe printer outputs. It
instructs a printer how to format pages using codes which are independent of computer and
printer type. The purpose of Postscript is to allow the interchange of fully formatted documents
between computers which use different operating systems and different printers. This means
that the computer describes to the printer exactly what the page will look like in terms of fonts,
graphics, scanned objects, etc.
If you are sending your publication to a commercial printer, you may want to save it in PostScript
format. Not every commercial printer will be able to open a Publisher 2013 file, however most
be able to access PostScript. This format will also help to maintain your formatting.
Note that you may have to install a PostScript printer driver on your computer before saving in
this format.

Margins and Bleeds

Margins
When creating a new publication, one of the first steps is to set the margins. The margin is the
white around the edge of the paper.

Some printers can print to the edge of the paper. Others will have a minimum margin size.
Check your printer’s specifications when considering the use of a very small margin.

Bleeds
Sometimes your publication will contain objects that stretch to the edge of the printed paper,
leaving no margin. This object is said to bleed.

When you print a publication containing bleeding objects, you need to include a bleed allowance.
Bleeding objects should be expanded slightly beyond the trim line (the line where the publication
will be cut). This ensures when the publication is cut, no white margin appears on the paper.

© Millbank Investments Ltd, 2014 SECTION 1 19

Inserting Objects
Publisher’s Insert Ribbon has a number of features that allow you to insert objects into your
publication. Some are inserted by drawing the shape into the publication, others are inserted
when the button is clicked and are resized in the publication. The more common of these are
listed below.

Button Description

Allows you to draw a text box into the publication or the selected shape.

Allows you to draw ready-made shapes including rectangles, circles, lines,

arrows, stars, banners and callouts.

Inserts a picture from a file.

Inserts Clip Art into the publication.

Inserts an empty picture frame into the publication to reserve space for a picture
you want to add later.

Drawing an Object
The procedure for drawing objects is as follows:

1 Click on the appropriate button for the required object.

2 Click and hold down the left mouse button and drag the cursor
from the top left corner to the bottom right corner as shown at
the right.
Hold down the Shift key to draw a perfectly proportioned shape object, e.g. text box, picture
frame, square, circle.

When you release the left mouse button you will see circles and/or squares around the
object called handles. These handles are used to resize an object.

Handles

34 SECTION 2 © Millbank Investments Ltd, 2014

 Text Box Boundaries
When a text box has been drawn the cursor sits inside the boundary but the handles of the text
box display outside the boundary (see below). This also occurs when text is selected.
Sizing a text box by its actual boundaries requires clicking on the boundary line so the text box
itself is selected, not the text.

Text box
boundary The same text box
(boundary selected)

Handles
(outside boundary)

Resizing an Object
An object is resized by moving the mouse pointer onto one of the handles. The cursor will
change to a two sided arrow . Drag outwards from a middle handle to lengthen or widen, or
from a corner handle to resize along both axes.

Hold down the Shift key while dragging a corner handle to resize proportionately. Hold down the
Ctrl key to resize both sides at the same time.

Shorten or]lengthen

Widen

Lengthen Widen and lengthen

Moving an Object
When the mouse pointer is moved to the outside edge of an object the pointer will change to a

cross arrow pointer . Hold down the left mouse button and drag to move the object to the
desired location then release the left mouse button. Holding down the Shift key while moving
will limit the movement to the vertical or the horizontal.

Deleting an Object
An object is selected by clicking on it. Pressing Delete will delete the selected object.

Inserting a Picture Placeholder

Text boxes and picture placeholders can be inserted into a publication in preparation for inserting
pictures and text.

Align To Guides
The Align To Guides features help position objects within guides. When an object is moved
towards a guide, the guide feels ‘sticky’, attracting the object.

© Millbank Investments Ltd, 2014 SECTION 2 35

 Exercise 11
1 Using Lifestyle, display the Page Design Ribbon.

2 From the Layout Group, check there is a tick in the Guides and Objects check boxes.

3 Display the Insert Ribbon.

4 Click on the Picture Placeholder button . A picture placeholder will be inserted

into the publication.

5 Position the mouse pointer over the edge of the picture placeholder until the Move pointer

displays.
6 Click and drag the placeholder to the top left corner of the margin guides. Note that the
placeholder ‘sticks’ slightly as it moves to the guides.

7 Position the mouse pointer over the right side handle of the placeholder. The mouse pointer
will display as a two sided arrow .

8 Click and drag the right side of the placeholder out to the 16 cm vertical ruler guide.
9 Position the mouse pointer over the bottom middle handle. Click and drag the bottom edge
of the placeholder down to the first grid guide as shown below.

Ctrl S 10 Save the publication and keep it open for the next exercise.

36 SECTION 2 © Millbank Investments Ltd, 2014

Inserting Text Boxes
Exercise 12

1 Using Lifestyle, from the Insert Ribbon click on the Draw Text Box button . When
positioned over the publication the mouse pointer will now display as .
2 Click and drag to draw a text box from the second grid guide down to the third grid guide
between the left and right margins (Text box 1 below).
3 Create another text box between the 5 cm vertical ruler guide and the right margin,
stretching from the bottom grid guide and the bottom margin (Text box 2 below).

Text box 1

Text box 2

© Millbank Investments Ltd, 2014 SECTION 2 37

4 Click in the upper text box, press F9 to zoom in, then type the following:
Lifestyle (press Enter)
Vehicle Warehouse LMCT
5 Click in the lower text box. Type the following:
250 second-hand vehicles in stock (press Shift Enter)
Stocking new vehicle options (press Shift Enter)
Full service centre here on site (press Shift Enter)
3 year warranties available (press Shift Enter)
Low deposit (press Enter)
PH (08) 9275 1222 (press Shift Enter)
222 Waters Street (press Shift Enter)
Morley WA 6072
6 Save the publication and keep it open for the next exercise.

38 SECTION 2 © Millbank Investments Ltd, 2014

Applying Fills
Exercise 53
1 Using BBQ Warehouse, select the text CHEF'S SPECIALS : ORDER FORM. Display the Font
dialog box and apply the Font color: Hyperlink (RGB (204, 153, 0)), Lighter 80%. Click on OK.

2 Select the top row. From the Table Tools Design Ribbon click on the of the Fill button

and set the row fill colour to Accent 2 (RGB (155, 45, 31)), Darker 25%.
3 Select the second row and set the fill colour to Hyperlink (RGB (204, 153, 0)), Lighter 60%.
4 Select the third row and set the fill colour to Hyperlink (RGB (204, 153, 0)), Lighter 80%.

5 Select the fourth row and set the fill colour to Hyperlink (RGB (204, 153, 0)), Lighter 60%.
Alternate the two row colours for the rest of the table.
Tip
Click on the top part of the Fill button to apply the colour last selected.

6 Click off the table to deselect.

7 Save the publication and keep them open for the next exercise.

104 SECTION 3 © Millbank Investments Ltd, 2014

Adding a Heading
Exercise 54
1 Using BBQ Warehouse, draw a rectangle at the top of the order form, from the top margin
to the 8 cm ruler guide, between the left and right margins.

2 With the rectangle selected, with the Drawing Tools Format Ribbon displayed, click on the
Shape Styles and select Centre Gradient – Accent 3.

3 Click on and select Fill - Green, Outline - White, Curved .

4 Type: The BBQ Warehouse and click on OK.

5 Move the WordArt over the rectangle at the top of the order form.
6 Change the Shape Fill colour to Hyperlink (RGB (204, 153, 0)), Lighter 40%.
7 Change the Shape Outline colour to Accent 3 (RGB (211, 72, 23)), Darker 25%.

8 Click on and select Double Wave 2 .

9 Use the Shape Effects button to add the Shadow style Offset Diagonal Bottom Right.

10 Increase the size of the WordArt slightly so it displays as shown below.

11 Group the WordArt and the rectangle and copy to the bottom of the page. Resize the height
of the grouped copy to fit between the bottom of the table and the bottom margin.

12 Click on the Ungroup button to ungroup the copy.

13 Select the WordArt and click on the Edit Text button . Type: Fax orders to (08) 9773
1642 and click on OK.

22 Save, print and close the publication. The completed order form is shown on the next page.

© Millbank Investments Ltd, 2014 SECTION 3 105

106 SECTION 3 © Millbank Investments Ltd, 2014
Elements and Performance Criteria
The elements and performance criteria are covered during assessment in the following ways.

Element Performance criteria Page reference

1 Prepare to produce desktop published documents
1.1 Use safe work practices including addressing ergonomic Task 1
requirements and using work organisation strategies
1.2 Use energy and resource conservation techniques
1.3 Identify document purpose, audience, presentation and final Task 6
output requirements, and clarify with relevant personnel as
required
1.4 Identify organisational and task requirements for desktop Tasks 3, 6
published documents to ensure consistency of style and image
2 Design desktop published document
2.1 Design document to enhance readability and appearance, Tasks 3, 4, 6
according to organisational and task requirements
2.2 Determine document type and assess production and design Tasks 3, 4, 5, 6
requirements
2.3 Set up and use master pages, templates and styles to ensure Tasks 7 and 8
consistency of design and layout
2.4 Set up colour palettes according to organisational and task Tasks 3, 4, 7 and
requirements 8
3 Create desktop published document
3.1 Prepare, format and enter required text Tasks 3, 4, 6, 7, 8
3.2 Import text from other applications and resolve any formatting Tasks 5, 7, 8
issues
3.3 Scan or import graphics from other applications and resolve any Tasks 3, 4, 7 and
formatting issues 8
3.4 Use complex software functions to arrange text and graphics on Tasks 4, 5, 7 and
page, according to organisational and task requirements 8
4 Finalise desktop published document
4.1 Ensure pages and combined graphics and text are composed Tasks 3, 4, 7 and
correctly, to suit organisational and task requirements 8
4.2 Check that numerical sequencing and laydown of document is Tasks 7 and 8
correct, to meet binding and finishing requirements
4.3 Incorporate bleed allowance in margins and borders Task 2
5 Produce desktop published documents
5.1 Review text for possible errors and omissions, and resolve any Tasks 3, 4, 5, 7
issues and 8
5.2 Produce completed document in line with required final output Tasks 3, 4, 5, 7
and 8
5.3 Name and store text documents, in accordance with Tasks 3, 4, 5, 7
organisational requirements and exit the application without and 8
information loss/damage

204 © Millbank Investments Ltd, 2014

Element Performance criteria Page reference
5.4 Prepare text documents within designated time lines and Timeline to be
organisational requirements for speed and accuracy set by assessor
for whole
assessment
5.5 Use manuals, user documentation and online help to overcome All assessment
problems with document design and production tasks

Required Skills and Knowledge

The skills and knowledge are covered during assessment in the following ways.

Required skills How will evidence be gathered?

 communication skills to clarify requirements of Assessed through communication
documents between candidate and assessor.
 culturally appropriate communication skills to relate n/a
to people from diverse backgrounds and people with
diverse abilities
 editing and proofreading skills to check own work for Tasks 7 and 8
accuracy against original
 keyboarding skills to enter text and numerical data All assessment tasks require
keyboarding skills.
 literacy skills to read and understand the All assessment tasks require literacy
organisation’s procedures and to use models or skills.
exemplars to produce a range of documents
 problem-solving skills to edit documents and to All assessment tasks require
resolve issues of consistency of design. problem-solving skills.
Required knowledge How will evidence be gathered?
 formatting styles and their effect on formatting, All assessment tasks require an
readability and appearance of documents understanding of how formatting
impacts on readability and
appearance.
 organisational requirements for ergonomics, work Task 1
periods and breaks
 purposes, uses and functions of desktop publishing Task 2
software
 organisational style guide. All assessment tasks incorporate the
organisational style requirements.

© Millbank Investments Ltd, 2014 205

Employability Skills BSB40507: Certificate IV in Business
Employability skills for BSB40507: Certificate IV in Business are assessed in the following
assessment tasks.

Employability Skill Industry/enterprise requirements for this How this

qualification include: Employability Skill
is covered

Communication  communicating with colleagues and customers Tasks 3, 4, 5, 7, 8 are

to gather information about their needs and to proofread and
provide services edited.
 listening to and following complex oral
instructions
 proofreading and editing
 writing clear and detailed instructions

Teamwork  agreeing on the purpose and structure of n/a

documents, spreadsheets and databases with
colleagues and clients
 collecting feedback from customers and
colleagues
 coordinating and consulting with meeting
participants
 referring queries to colleagues

Problem-solving  analysing document requirements and using All assessment tasks

online help, manuals and user documentation require analysis of
 determining appropriate strategies to respond requirements.
to user requests
Candidates are
 diagnosing customer service complaints and permitted to use
taking steps to improve the service help facilities when
 making decisions about classification and completing the
storage of records assessment tasks.

Initiative and  designing complex documents, databases and Tasks 6, 7, 8

enterprise spreadsheets
 evaluating tasks to improve efficiency
 suggesting improvements to the structure and
design of existing systems

Planning and  organising resources, equipment and time lines Assessment must be
organising  organising work schedules and meetings completed within
 planning future business technology specified time
requirements frame.
 planning task organisation to meet time lines

206 © Millbank Investments Ltd, 2014

Employability Skill Industry/enterprise requirements for this How this
qualification include: Employability Skill
is covered

Self-management  evaluating own performance and identifying n/a

areas for improvement
 managing time and ensuring ergonomic
requirements are met
 planning and reviewing own work
 using judgement and discretion with confidential
information

Learning  actively participating in coaching and mentoring n/a

sessions to improve standards of service
provision
 attending training/induction in the use of
administrative systems

Technology  maintaining existing business technology and Business technology

planning for future requirements is used throughout
 using business technology such as computers, assessment.
word processing programs and printers

© Millbank Investments Ltd, 2014 207

 BSB Business
ServicesTraining Package
Supplement
This workbook can be used by learners completing a qualification in the BSB Business Services
Training Package.

© Millbank Investments Ltd, 2014 227

BSBITU404 Produce complex desktop published documents
Application
This unit describes the skills and knowledge required to design and produce complex desktop
published documents.
This unit applies to individuals employed in a range of work environments who require well-
developed skills in desktop publishing. They may be individuals providing administrative support
within an enterprise, or others responsible for production of their own documents.
No licensing, legislative or certification requirements apply to this unit at the time of publication.

Elements and Performance Criteria

Element Performance Criteria Workbook page Assessment
Elements describe Performance criteria describe the reference tasks
the essential performance needed to demonstrate
outcomes. achievement of the element.
1. Prepare to produce 1.1 Use safe work practices including Software Task 1
desktop published addressing ergonomic requirements and Publications
documents using work organisation strategies WHS (included
in exercise file
1.2 Use energy and resource
download)
conservation techniques
1.3 Identify document purpose, Throughout Task 6
audience, presentation and final output workbook
requirements, and clarify with relevant
personnel as required
1.4 Identify organisational and task Throughout Tasks 3, 6
requirements for desktop published workbook
documents to ensure consistency of style
and image
2. Design desktop 2.1 Design document to enhance 5–13 Tasks 3, 4, 6
published document readability and appearance, according to
organisational and task requirements
2.2 Determine document type and assess Throughout Tasks 3, 4, 5, 6
production and design requirements workbook
2.3 Set up and use master pages, Throughout Tasks 7 and 8
templates and styles to ensure workbook
consistency of design and layout
2.4 Set up colour palettes according to 23, 43, 53, 79, Tasks 3, 4, 7
organisational and task requirements 117–118 and 8

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Element Performance Criteria Workbook page Assessment
Elements describe Performance criteria describe the reference tasks
the essential performance needed to demonstrate
outcomes. achievement of the element.
3. Create desktop 3.1 Prepare, format and enter required Throughout Tasks 3, 4, 6,
published document text workbook 7, 8
3.2 Import text from other applications 60, 89, 165 Tasks 5, 7, 8
and resolve any formatting issues
3.3 Scan or import graphics from other 121–123 Tasks 3, 4, 7
applications and resolve any formatting and 8
issues
3.4 Use complex software functions to Throughout Tasks 4, 5, 7
arrange text and graphics on page, workbook and 8
according to organisational and task
requirements
4. Finalise desktop 4.1 Ensure pages and combined graphics Throughout Tasks 3, 4, 7
published document and text are composed correctly, to suit workbook and 8
organisational and task requirements
4.2 Check that numerical sequencing and 66, 83, 107 Tasks 7 and 8
laydown of document is correct, to meet
binding and finishing requirements
4.3 Incorporate bleed allowance in 19 Task 2
margins and borders
5. Produce desktop 5.1 Review text for possible errors and Throughout Tasks 3, 4, 5, 7
published documents omissions, and resolve any issues workbook and 8
5.2 Produce completed document in line Throughout Tasks 3, 4, 5, 7
with required final output workbook and 8
5.3 Name and store text documents, in Throughout Tasks 3, 4, 5, 7
accordance with organisational workbook and 8
requirements and exit application
without information loss/damage
5.4 Prepare text documents within vi, 83, 107, 137 Timeline to be
designated timelines and organisational set by assessor
requirements for speed and accuracy for whole
assessment
5.5 Use manuals, user documentation xii, 82 All assessment
and online help to overcome problems tasks
with document design and production

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Foundation Skills
This section describes language, literacy, numeracy and employment skills incorporated in the
performance criteria that are required for competent performance.

Skill Performance Description Workbook page

Criteria reference
Reading 1.3, 1.4, 2.1,  Evaluates and integrates information and Throughout
2.2, 3.1-3.4, ideas to construct meaning, to design, set workbook
4.1, 4.2, 4.5, up and create a published document, and
5.1, 5.2 review final document for possible errors
and other issues
Writing 1.3, 1.4, 2.1,  Communicates relationships between ideas Throughout
2.2, 3.1-3.4, and information in a style appropriate to workbook
4.1, 4.2, 4.5, audience and purpose in accordance with
5.1, 5.2 organisational and task requirements
Oral 1.3, 1.4  Uses everyday language and listens to short Exercises can be
Communi- specific instructions to clarify document discussed with
cation purpose, audience and presentation trainer as required
requirements with appropriate personnel
Numeracy 4.2, 4.3  Uses basic numeracy calculations to deal 19, 62
with margin bleeding and arranges
sequential numerical information during
process of finalising document.
Navigate the 1.1, 1.3, 1.4,  Recognises and follows explicit and Throughout
world of 2.1-2.4, 3.4, implicit protocols and meets expectations workbook and
work 4.1, 4.2, 5.2- associated with own role Software
5.4 Publications WHS
document
Interact with 1.3  Collaborates with others to achieve joint Workbook
others outcomes exercises can be
discussed with
classmates or
workmates
Get the work 2.1, 2.3, 2.4,  Recognises and responds to routine Throughout
done 3.1-3.4, 4.1- problems in context of own work workbook
4.3, 5.1-5.5
 Uses advanced features within applications Throughout
to access, store, organise data and perform workbook
routine and complex work tasks

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Assessment Requirements v1.0
Performance Evidence
Evidence of the ability to: Assessment task
 follow organisational and safe work practices including: Task 1
 ergonomic requirements
 energy and resource conservation techniques
 adhere to organisational requirements for: Tasks 3–8
 ensuring consistency of style and image Timelines can be applied to
 logically sequencing data assessment tasks
 producing documents within designated timelines
 naming and storing documents
 adhere to task requirements when producing documents Tasks 2–8
including:
 applying consistent formatting
 using appropriate templates and master pages
 using appropriate colour palettes
 using correct layouts
 providing bleed allowance
 meeting binding and finishing requirements
 resolve any issues including: Tasks 3–8
 formatting issues
 errors and omissions
 problems with design and production
Knowledge Evidence
To complete the unit requirements safely and effectively, the Assessment task
individual must:
 outline various formatting styles and their effect on formatting, Tasks 3–8
readability and appearance of documents
 explain organisational requirements for ergonomics, work Task 1
periods and breaks, and energy and resource conservation
techniques
 identify purposes, uses and functions of desktop publishing Task 2
software
 describe purpose and contents of an organisational style guide. Tasks 3–8

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