6.1 Lesson Overview
This lesson introduces learners to printing and exporting digital documents using productivity applications. Learners will explore printing settings, export formats, print preparation techniques, and methods used to share documents in different file formats.
The lesson also explains how printing and exporting support workplace communication, record keeping, and professional document distribution.
6.2 Lesson Outcomes
After completing this lesson, learners will be able to:
- Explain the purpose of printing documents.
- Identify common printing options and settings.
- Prepare documents for printing.
- Export documents into different file formats.
- Select appropriate file formats for sharing and distribution.
- Apply good printing and document handling practices.
6.3 What is Printing?
Printing is the process of producing physical copies of digital documents using a printer.
Printed documents are commonly used for:
- reports,
- contracts,
- forms,
- presentations,
- and workplace records.
6.4 Types of Printers
Different printers are used in workplaces and homes.
Common Printer Types
| Printer Type | Purpose |
|---|---|
| Inkjet Printer | General colour printing |
| Laser Printer | Fast document printing |
| Multifunction Printer | Printing, scanning, and copying |
Printers support document sharing and record keeping.
6.5 Preparing Documents for Printing
Documents should be checked before printing to avoid errors and wasted resources.
Print Preparation Activities
- Review spelling and formatting
- Check page layout
- Confirm margins and alignment
- Preview the document
- Select correct paper size
Preparing documents improves print quality and professionalism.
6.6 Printing Settings
Printing settings allow users to control how documents are printed.
Common Printing Settings
| Setting | Purpose |
|---|---|
| Number of Copies | Prints multiple copies |
| Orientation | Portrait or landscape layout |
| Colour Options | Colour or black-and-white printing |
| Paper Size | Selects paper dimensions |
| Print Range | Prints selected pages |
Portrait and Landscape Orientation
Portrait
Vertical page layout commonly used for:
- letters,
- reports,
- and assignments.
Landscape
Horizontal page layout commonly used for:
- spreadsheets,
- charts,
- and wide tables.
6.7 Exporting Documents
Exporting converts documents into different file formats.
Exporting helps users:
- share files,
- protect formatting,
- and improve compatibility.
Common Export Formats
| Format | Purpose |
|---|---|
| Preserves document formatting | |
| JPEG | Image export |
| PNG | Graphic export |
| CSV | Spreadsheet data export |
PDF Export
PDF files are widely used because they:
- preserve formatting,
- support secure sharing,
- and work across different devices.
PDF exports are commonly used for professional document sharing.
6.8 Good Printing and Exporting Practices
Users should:
- print only when necessary,
- review documents before printing,
- save exported copies correctly,
- and use appropriate file formats.
Responsible printing reduces waste and improves efficiency.
6.9 Importance of Printing and Exporting Skills
Printing and exporting skills are important because they support:
- professional communication,
- information sharing,
- document distribution,
- and workplace administration.
Employees often need to print or export documents for meetings, records, and communication purposes.
6.10 Key Notes / Summary
- Printing produces physical copies of digital documents.
- Different printer types support different printing needs.
- Documents should be reviewed before printing.
- Printing settings control document layout and output.
- Exporting converts documents into different file formats.
- PDF is commonly used for professional document sharing.
- Responsible printing improves workplace efficiency and reduces waste.