* VAll/NG DUNG TIN HOC "NH6"

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Thuc tien - Kinh nghiem Sd 7/2009

* VAll/NG DUNG TIN HOC "NH6"

TRONG CdNG TAC SOAN THAO VA TRJNH BAY VAN BAN

Nguyin Van Kit

Tap chi Van thw Lwu trw Viet Nam

T

rong cdng tae van phdng, tin hpe la mpt phuang tipn hij-u ich che hpe tap, giang dgy vg thuc thi nhCi-ng thgp tge va quy trinh nghipp vy mdt each hipu qua nhlt. U'ng dung tin hpe trong cude song ndi chung va trong cdng tae van phdng cd nhilu each. Nlu thye hipn nhOng dy an Idn, phgm vi rdng cd egc phIn mIm chuyen dyng dugc vilt rieng theo nhung bai toan dgt ra, nhung d l thye hipn nhiJ-ng edng vipe dan gian hang ngay ta ed thi su dyng nhu-ng tinh nang dugc tich hgp sin trong cac phIn mIm mang tinh "pho thdng" ma vin bao dam dugc tinh bai ban, chuypn nghipp. Trpng bai vilt nay, xin d l cap din nhij-ng ung dyng tin hpe "nhp nhd" SLP dyng nhij-ng tinh nang cd sin (ma khdng eIn phai lap trinh) treng bd san phim Microsoft Office:

Ms. Word va eae phIn mIm lien quan din loai file *.PDF hay *.XPS.

Trudc hit, cin xae djnh rd nhOng vin d l lien quan din "tin hoc" va nguyen tic "ung dyng tin hoc". Mdt la: phai ed nhung ung dyng cy t hi vao mpt ITnh vyc, d l su dyng phIn mIm dd hipu qua nhlt, khdng t hi ed ung dyng Chung chung. Hai la: ypu clu cua iJ-ng dyng tin hpe trpng mpi ITnh vyc ndi ehung va trong edng tae van phdng ndi ripng nhu each ndi dan da:

thwa giay cho vwa chan chw khdng deo chan cho vwa giay. Nhu vgy, mgc nhipn cd thi hilu:

tren co sd nhung yeu cau cua nghigp vu can tim (hoac tao) ra nhung chuc nang hign cd eua phan mem de sw dung mdt each hwu ich. Vdi tinh than dd, chung tdi xin ed mdt vai "mpo" nhd

^ sw dyng cae phIn mIm "cd tinh pho thdn^' hipn nay tren thj trudng, gdp phIn nang cao hipu qua edng viec scgn vg trinh bay van ban trpng van phdng.

van phPng \i noi san sinh ra c^c loai van ban Vipe sogn thao va trinh bay van ban da phIn duac thye hipn tren may vi tinh bing phIn mIm Ms Word. Tuy nhien, thdi quen hipn nay khi tiln hanh edng vipe nay thudng thpp mdt trong 02 each:

Mpt la, spgn va trinh bay van ban bing each md 01 file mdi va thye hipn tu a - z.

Hai la, md 01 file cu (tipn nhlt la file cd ndi dung gin gilng vdi van ban eIn sogn) rli SLPa ndi dung thpp yeu clu cua van ban mdi, luu thanh van ban mdi ben cgnh vgn ban cu.

Hai each ndi tren diu ed nhung uu nhuac dilm sau:

Cach 1: soan mdi hoan toan.

- \Ju dilm: Npi dung hoan toan mdi duac sogn, khdng bj anh hudng bdi nhiJ-ng ndi dung cu da ed san.

- Nhuge dilm: mIt nhilu thdi gian, cdng sue.

Cach 2: Sogn van ban mdi bing each swa van ban cu.

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Thuc tien - Kinh nghiem Sd 7/2009

- Lfu diem: Nhanh, tilt kiem thdi gian vi khdng phai sogn vg trinh bgy nhung npi dung dg ed treng vgn ban cu ma vIn su dyng dugc trcng van ban mdi.

- Nhuge dilm: D l xay ra sai sdt khi si>a chua hit nhij-ng ndi dung cua van ban cu khdng cdn phu hgp vdi van ban mdi. Tinh hulng hap dong gwi huan Iuyen vien ngwdi Bo lai cd dieu khoan lien quan den phap lugt Ao da dugc gidi truyin thdng d l cap each day vai nam la mdt vi dy bi hai cho nhuge dilm cua phugng phap nay.

D l ed the khie phyc nhO-ng nhuge diem tren, ehung tdi xin ggi y mpt each lam dya tren nhung chuc nang san cd cua chinh phan min hipn nay nhIm nang cap hipu qua lam vipe khi thye hipn spgn vg trinh bgy vg tgp ra ^nh dgng vgn bgn trpng vgn phdng.

1. Xae Igp c l u hinh cd djnh

1.1. Voi "Word 97-2003 Document".

Bwdc 1. Xae Igp che dg hien thi man hinh soan thao van ban: View -> Pagp (Print) Layout.

BLKK 2. Doi hg so do Inch -^ Centimet, hien thi dwdng phan each le van ban.

® Tools -> Options;

(D General -> Measurement units -> doi tu Inches = Centimeter;

(D View -^ Text boudaries.

Bwdc 3. Can le, xae dinh kho giay va chieu in van ban.

® File ^ Page Setup.

® Margrins, nen chpn:

- Tpp (ll tren): 2,5 cm;

- Bettpm (ll dudi): 2 cm;

- Lpft - Insidp (ll trai): 3,5 cm;

- Right - Outsidp (ll phai): 1,5 cm.

- Minrer Margins (In 02 mat eug mpt td giay) nlu chpn: (JZIll), khdng : D.

(D Pgper.

- Pgper size: A4 (21 x 29,7 cm);

- Portrgit: in theo chilu dung eua khi giay.

® Defgult ^ Yes.

Bwdc 4. Chgn Font (phong) chw.

® Fomriat -^ Font

@ Font: Times New Rpman.

(D Size: cd Idn nhd cua chu = 13

® Default ^ Yes.

Bwdc 5. Danh so trang cho van ban.

® Insert -> Pgge Number;

® Position : Chpn Top of page (Heatder) - so trang d l l tren;

® Alignment: Center cho so trang d chinh giu'a;

® Show number on first page (cd in s i eua trang 1): khdng : D; chpn : B hay 13.

Bwdc 6. Can le: Home chpn can sat l l trai va phai -> bam nut thu 4: l ^ » * ' l hpgc Ctri + J.

1.2. V&i Ms. Word 2007.

Bifdc 1. Xae Igp che dg hien thi man hinh sogn thao van ban:

® View -^ Print Layout. ,

® View -> Gridlines.

Bude 2. Doi hg so do Inch -^ Centimet:

Office Button ^ -> Word Options -^ Advgnced.

Myc Display, ddng Show measurements in units of: Centimeters.

Bwdc 3. Can le, xae dinh kho giay va chieu in van ban.

® Page Layout -> Margins - Custom Margins:

The Margin:

- Top (le tren): 2,5 cm;

- Bottom (le dudi): 2 cm;

- Left - Inside (ll trai): 3,5 cm;

- Right - Outside (le phai): 1,5 em.

- Mirror Margins (In 02 mgt eua mpt td gily) nlu chpn: (013), khdng : D.

- Orientation: Portrait (in theo chilu dung cua kho gily).

The Paper chon Paper size: A4 (21 x 29,7 cm);

® Default ^ Yes.

Bwdc 4. Chgn Font (phong) chu: Heme -^

Font:

® Font: Times New Roman;

® Font style: Regular;

® Size (ca Idn nho cua chu): 13;

® Default ^ Yes.

Bwdc 5. Danh so trang cho van ban.

® Insert -> Page Number -> Top of Page -> Plain Number 2 (si trang d chinh giOa, l l tren);

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Hinh 1.

D t ^ J

® Menu Design xult hipn, chpn 0 : khdng in sd 1 trpn trang 1 (D: cd in).

Bwdc 6. Can le: chpn can sat l l trai va phai -> bim nut thij- 10 trpn thanh djnh dgng (Fprmatting), ddngthCp 3 tu tren xudng =>

l * " ' - l

Kit qua cua cac thao tae ndi tren se tgo rg tgp tin Normal.dot, khi kich hogt Ms. Word egc lln sgu, nhij-ng xgc Igp tren se trd thanh ngim djnh (Default) thay cho nh&ng xae Igp theo quy djnh cua van ban tilng Anh ed sin trong chuang trinh.

2. Tao mlu SIP dung nhilu lln

Dk tgo Igp mlu, xin thuc hipn thpp thCp ty cac thao tae sau:

® Md 01 file van ban.

® Tgo bgng (tgble) khdng <Jnh dgng ddng ke theo hinh 1 hoge theo so d l cac thanh phIn cua van ban (phy lye so: II - So do bo tri cac thanh phan t hi thCpc van ban ^)

® Dya tren ca sd va phy lye so V (Mlu trinh bay van ban va ban sao van ban) ^, nhgp npi dung cac thanh phan dung chung: quIc hipu (1), tpn CO quan, to chuc ban hanh (2), so va ky hipu (3), dja danh va ngay thang nam (4), tpn Ipgi vg trich ylu npi dung (5g), thgm quyln ky (7), noi nhgn (9).

Vi dy: Hinh 1. Mlu quylt djnh (ea bipt) xay dyng trpn ca sd mlu 2.1, phy lye V.

Lwuy:

Trong cac 6 trinh bay cac thanh phan, nen dinh dang Font size. Font style, can le de luc swdung, chi dwa con trd vao la nhap dwg/c ngi dung ma khdng can dinh dang phan trinh bay.

® Tgo cae trudng tgm hudng din npi dung can segn va trinh bay trpng cae d.

Cac thanh phIn ed npi dung phai spgn, npn tgp rg cac tnj'dng_ (field) tgm d l hudng din ngudi su dyng miu scgn cho dung npi dung, (Snh dgng va vj tri. Trong hinh 1, rihung npi dung phai spgn va trinh bay dugc bat diu bing ehu Click nh?p. Khi SLP dyng, ngudi sogn click vgo npi dung cd trudng tgm, togn

"ICKek .NH.)? rtN CO Ql'.MSl" CONC HO.^ XV HOI CHV.N-CHtV \TtT tuail D^c Ifp - Tv do - Hfmk pkoc

~{Oicknk^piSvDf9DMitJ" .ngay-... thdng..- ^m200-...\

r'i^:...y^'iaui stiff f'NDy \

Ql"rtT BPCH

VA'. "(Click aWp n B lil H.V<H M Wtx CHbcH iSinXy

"IClkk XlLiP CHCC D.USH TT - TEK CO QC.\.N]"

CJB nj quyit dinh l6 nny .-- liianfl ... aim ...,

"[aickoli^ttaCQbiiikuU:^]' . vvduDhUp {did: lUiip ttsCQdu^tbuJilnii' , C ^ Of ' [CUck slifp ^'BQFPL quy diuli cht ô chinh i«di c« luc ûm <Ii«u 11' Cin or ' (Qick &]3#p inch das Cv- hx>' TTt j t c|bi coa pbocf co U«c ôiai' : Tlieo dc aglu CUI '{Qid ahlp choc dach trwc'ci phMi| gt>' &9i decs \i din fhirh]^

Q U i l r SpsH:

: £ti^ 1. ' N A ' '[QicL ohij) hint \-\ Ji«u chiohj' '[Di^k nhip doi t»9sg duTc diio clibihr :

- Ihiu 2 : 'tCSickoli^^dinc^mliktm du«&l Ntakliesg ce, dicy bing d i n kbois&ibiti^;

Cac OOf, b i '\Okk iihw tt& truong pkong di ngti bic liinh Q£>]' '[Oick tib«p tin mioai phong tfcpc bi«s]' va tnrdiiK ::a: pbong rd Ha qun chin;

; T S I ^ ^ I "(ClickMtil I I U M QUrtN KYI"

bp npi dung nay SP phu khoi, khi gd ky ty diu tipn vao se xda hoan toan tnj-dng hudng din nay chi cdn ky ty vua nhgp vao tu ban phim nhung sau khi luu van ban mdi, miu vin khdng mIt cac trudng tgm dg xda khi sogn vgn ban. Phuang phap tgo trudng tgm thye hipn nhu sgu:

2.1. Vai Ms. Word 97-2003.

O Vap Insert -> Field.

2.2. Voi Ms. Word 2007.

O Vac Insprt -^ Quick Parts -> Field ...

3

n->i.a>9n M a c r o B u t t o n

t.ab4pi)41 amg cik* tnaasg 1 . . . ]

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(D Luu m l u van ban dudi dgng Werd Template (*.DOT) nhim co dinh miu, moi khi tao mdt van ban tw miu se sw dung dwac ndi dung cua mau nhung khdng lam thay doi mau ehinh (Office Button ^ Save As ^ Word 97 - 2003 Template (*.dot) - dgng files eae version hien nay d i u ed t h i dec duac).

Lwuy:

- Sau khi tao ra mau cua tat ca cac van ban ca quan (to chwc) dwac quyen ban hanh, lwu vao 01 thw muc (folder) de dung ehung.

- Khi sw dung miu, double click vao miu, 01 file *.doc se md ra vdi ten tam thdi la Documenti, ngwdi sw dung soan va lwu vdi ten minh dat sau khi hoan tit

3. Tao van ban duac ma hda cd djnh.

Mdt trong nhung Cpng dyng tin hoc hipn nay duac quan tam la luu van ban bing mdt djnh dpng ma trong qua trinh SLP dyng, chuyin giao, quan ly va luu trij- van ban khdng bj tae ddng t u iDen ngoai lam thay doi ndi dung cua van ban vdi dung luang luu trij- thlp. Trong ITnh vyc nay hipn cd 02 logi djnh dgng van ban giup thye hien nhCi-ng yeu c l u tren tren co sd van ban da sogn, trinh bgy hoan chinh va tham ehi, da ban hanh (cd chu ky, eon diu):

- Djnh dgng tap tin cd phIn md rdng PDF.

- Djnh dgng tap tin cd phIn m d rdng XPS (tich hop treng bd Office 2007) cd dang nhu PDF.

Cae van ban dang nay ed ndi dung co djnh, khd sua ddi, dung lugng nhd hon cac files dd hpa (Jpeg) n l u Scanner. N l u dung chuang trinh convert (PDF to Word) thi cung khdng t h i tgo ra mdt van ban word text de sua ndi dung ma mdi trang la mdt hinh dang Jpeg hay van ban text nhung ndi dung bj thay ddi rIt nhilu.

Tnj-dng hgp nay, chung tdi da chpn ngiu nhipn cdng van s i 608/LTNN-TTNC cua Cue Van thu va Luu trCp Nha nude dugc chuyin sang filps PDF luu tru trpn wpbsitp eua UBND Q. 1, Tp. HCM ^ d l thCp nghiem. K i t qua nhu hinh...

(van ban PDF) va hinh 3 (van ban sau khi convert PDF to Word).

De thuc hipn chuyin doi tCp files Word (*.doe) sang cac djnh dgng PDF, XPS eIn cd cac phIn m I m :

® Vdi cac loai van ban ed file nguon (*.doe).

- Tgo rg van ban nhu thuc hipn met chuc nang in trong hop thogi Print: thay vi chon ten may in thi chon ten chwang trinh tao PDF hay XPS:

+ Prime PDF by Nitre Softwgre;

+ MiCTOSoft XPS Document Write.

- Dung d l dpe files PDF: Fpxit Reader.

® Vdi van ban da ban hanh (in ra gily):

' - « c « i

**• j r . _ir.._ • / i • * . « » • • • a : A -

Ma « A i ^ n 41 il>-mt II • * • l«t«^

Scanner.

- Dung Scanner, chpn files xult: PDF (su- dyng chuang trinh di kem may Scanner).

- Da ed files do hpa (Jpeg): SUP dung phIn m I m convert Image to PDF.

Tit ca cae phin mem nay dwoc sw dung mien phi (Free) ma khdng lo den ban quyen.

Cd t h i dpwnlpad tgi cac dja chi website sau:

+ http://www.primopdf.com/primopdf free kJx.htm:

+ http://www.foxitsoftware.com;

+ http://www.softinterface.com/Convert-lmaqe-To- PDF/Documentation/. - -

Lwuy:

Vdi nhung file dang PDF, khi dat ten file va thw muc ehwa van ban khdng dwoc bd diu nhu tieng Viet vi dieu nay se lam cho file khdng the md dwoc luc sw dung.

Tren day la mdt vai ung dyng nhP nhd vdi mpng m u l n tgo rg hipu q u i trpng cdng tae scgn va trinh bay van ban tren may tinh./.

1,2. Thong tu lien tich so 55/2005/nTT-BNV-VPCP, ngdy 06 thang 5 nam 2005

3. http://www.quan11.hochiminhcitv.qov.vn/web/tintuc/

defeultaspx?cat_id=598&nev«_id=5223

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