Producing Documents in a Business Environment: A Comprehensive Report

This report provides a comprehensive overview of document production within a business environment. It begins by categorizing different types of documents, including spreadsheets, letters, memos, and business cards, and then compares various file formats such as plain text, RTF, and PDF, highlighting their respective uses and advantages. The report then delves into the purpose and style of business documents, emphasizing the importance of quality, content accuracy, and deadlines. It also discusses content research methods and the technologies utilized for document creation. A key focus is placed on the most appropriate formats, with PDF being recommended for spreadsheets, memos, faxes, and letters, and RTF for business cards. The report details the structure of both PDF and RTF formats and concludes with methods for proofreading and error correction to ensure document accuracy and professionalism. The report references various sources to support its analysis and recommendations.

PRODUCING DOCUMENT
IN A BUSINESS
ENVIRONMENT

Table Of Contents
INTRODUCTION...........................................................................................................................3
TASK 1 ...........................................................................................................................................3
A Different type of documents....................................................................................................3
B Compare different format used within the documents............................................................3
TASK 2............................................................................................................................................4
A Purpose and style of the document .........................................................................................4
B. Research about the content.....................................................................................................5
C. Technology used for various documents................................................................................5
TASK 3............................................................................................................................................5
A. Most Appropriate Formate.....................................................................................................5
b) Structure of Formates..............................................................................................................5
C. Produce the document............................................................................................................6
D. Proofread of document and correcting error..........................................................................8
CONCLUSION................................................................................................................................8
REFERENCES................................................................................................................................8

INTRODUCTION
Producing documents is method of storing information in through electronic method like
using the various documents through which we can store data for future needs. However, this
report will highlight about the types of documents used and their formate. Further, the report will
outline about the purpose and the style of document (Meyers, and Mabry, 2017).
TASK 1
A Different type of documents
There are different types of documents which can be used in business environment which
encompasses of spreadsheets, letter, slide shows, memo, business cards, fax documents etc.
Business cards: These are the types of small cords that provide information to various
customer regarding the company like their address, contact no, etc.
Fax document : It is a kind of document used to send between two machines in a paper
form in black, white or both colours. Further, this document is used by various organisation as it
is the fastest mode of sending documents.
Spreadsheet: A spreadsheet is in a paper format that indicates accountancy or other
information in rows and columns; a spreadsheet is a program that simulates a physical
spreadsheet through capturing, showing, and manipulating statistics organized in rows and
columns. The spreadsheet is one of the maximum popular method used by an organisation to
prepare the statistical data (Bell, and et.al., 2016).
Memo: A memo or memorandum is used for communicating guidelines, tactics, or
associated professional commercial enterprise inside an agency. it's far often written from the
perspective of all, broadcasting of content to the general people, in place of interpersonal
conversation.
B Compare different format used within the documents
There are different types of formates within which file can be saved like plain text(.txt),
rich text format(.rtf), Microsoft word(.doc) etc.
Plain text: textual content files are used for quite simple files in which the data to be
displayed needs to be sequentially characterised.
RTF: RTF file format has been developed by means of Microsoft as an open layout for
exchanging textual content and pictures that may implement on different personalized computers

and running systems. However, it is some other document formatting method but is more
superior to HTML files in that RTF documents can incorporate a full-size kind of things like
footnotes, headers, trilingual textual content, geometric and formation photos, image units, tables
and so forth (Tenen, 2017).
PDF files: PDF documents can be transformed to word and formatted after which
transformed lower back to PDF if vital. However, PDFs are continually used for finished files
that don't require any kind of editing. Further, in case you are transferring documents to others
that don't require or should not be edited, then it is best to send out in a pdf format.
However, we will choose PDF format as it is easy to convert the pdf file and cane be
edited easily.
TASK 2
A Purpose and style of the document
Purpose: The files which the company will produce in their business enterprise are an
image or illustration of their business enterprise. So it robotically creates an influence at the
reader approximately the requirements of the organisation and the way it values its clients.
However, a quality document additionally looks correct at the reader's eyes, and is simple to
comply with and study (Khan, 2016).
Content: accurate quality files appeal to clients and suppliers, thereby growing the
income for the company. It helps with the development of numerous fields and increases
creativity in what they do, which in flip will appeal to clients. Further, a well produced record
will have proper explanation or plan or records of what is requested for and could help pick out,
manipulate and manages the risks. Thus, this could in flip help the corporation to be accountable
for their clients.
Style: the style of PDF file will be in a PDF/A which is used to store files for longer
period.
Deadline: The companies will set deadline of the documents within which they have to
complete their file. The reason and benefits of meeting closing dates enable the companies to
save financial things like reducing cost, and saving treasured time (Veblen, 2015). If these
deadlines are not considered then company need to spend extra money at the tasks that is
unfinished and it impacts the overall turnover thereby affecting the budget notably. Moreover,
now meeting closing date indirectly influences numerous other inter-related departments too. For

instance, there can be the finance department, the payroll department and the money owed
department, and for positive all other departments which are related which affects the general
profits or profit for the business enterprise, which in turn can have an effect on worker salaries,
pay upward thrust and compensations.
B. Research about the content
There are various media through which content can be searched like journals, magazines,
newspaper, through social media platforms, various websites, blogs etc.
C. Technology used for various documents
There are various advanced technology that can be used by the companies for various
documents like computer, laptops, printer, scanner, various software like data base management
system, Microsoft word etc. The organisation can also use wireless keyboards which are easy to
use and convenient to handle.
TASK 3
A. Most Appropriate Formate
Portable Document Formate is selected as a most appropriate and efficient format for
Spreadsheet, Memo, Fax and Letter because it helps in capturing data in a small file. Further, this
formate has its own advantages which are discussed below-
 This format helps in procuring the documents and safe guard the document while sharing
because formatting of documents gets affected when it is transferred from one computer
to another. Thus, this formate is appropriate (Masinter, Hansen and Hard, 2016).
 Further, this format is used across the globe and with this format it is easy to view and
share documents.
 Size of PDF format is very small as compared to other documents which consume fewer
data and it requires less time in sharing.
 Files in PDF format can also protect with the helps of password thus, it also reduces risk
of exploiting sensible information.
Further, RTF is selected as an efficient document for Business Cards. Rich Text Format
helps in importing and exporting the document and with this document user can save the words.
b) Structure of Formates
Structure of PDF- Formate of PDF is divided in four parts.

 Header- This include version number of PDF folder used by the user in which document
is saved (Khan, 2016).
 Body- Body of this format includes different elements such as text and image.
 'xref' Table- This table includes reference related to documents such as spreadsheet and
letter.
 Trailer- This format specify ways in which applications read the information given in the
format.
Format of RTF- Structure of RTF includes Header, RTF version, Character Set, Document
Text, Destination and Tables.
C. Produce the document

In the above pdf formates we have used tables and block to add information and further
we have taken times new Roman as font style and the font size is taken as 12. Further, we have
added new images from internet to make the file more attractive (Meyers and Mabry,2017).

D. Proofread of document and correcting error
There are different ways through which documents can be proof-readed and errors can be
eliminated like by adding pictures and adding text in different boxes like squares, circle etc.
Further, we can eliminate errors by editing the text and adding content which is error free.
Moreover, we can add sticky notes to comment on the pdf and change the layout of the content.
Furthermore, if we want to show the change then we can highlight the changes (Bell and et.al.,
2016).
CONCLUSION
This report briefly summarises about the types of documents which can be used by the
companies and the format of documents. Further, the report have outlined about the technology
used for producing the documents. Eventually the project have framed about the structure of
format and along with that it have highlighted about the layout of the format.
REFERENCES
Bell, B.R and et.al., 2016. Content database for producing solution documents. U.S. Patent
9,355,150.
Meyers, M.E. and Mabry, M.C., Advanced Messaging Technologies Inc, 2017. Internet fax
Khan, A., 2016. Saving in PDF Format. In Jumpstart Tableau(pp. 229-234). Apress,
Berkeley, CA.
Masinter, L., Hansen, T. and Hardy, M., 2016. PDF Format for RFCs.
Veblen, T., 2015. The higher learning in America: The annotated edition: A memorandum on
the conduct of universities by business men. JHU Press.
Celante, F., Mason, E. and Torresin, D., ROTAS ITALIA Srl, 2016. Apparatus and method for
making business cards. U.S. Patent 9,522,546.
Tenen, D., 2017. Plain text: The poetics of computation. Stanford University Press.
Jiang, X. and Yoshida, S., Oracle International Corp, 2015. RTF template and XSL/FO
conversion: a new way to create computer reports. U.S. Patent 8,954,841.