Worksheet: Using Office Tools in Daily Work

 

Introduction

In an office environment, various tools and equipment help employees work efficiently. Understanding their names, functions, and how to use them is essential for future office administrators. This worksheet will help you review and practice vocabulary about common office tools and their uses in daily activities.

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A. Match the Tools with Their Functions

Match each tool in Column A with its correct function in Column B.

Column A – Office Tools	Column B – Functions
1. Printer	a. Used to send documents electronically
2. Photocopier	b. Keeps documents organized in folders
3. Computer	c. Used to duplicate documents quickly
4. Filing cabinet	d. Used for making or receiving phone calls
5. Telephone	e. Used to type, store, and process data
6. Scanner	f. Converts paper documents into digital format
7. Fax machine	g. Produces printed copies of digital files

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B. Fill in the Blanks

Complete the sentences with the correct word from the box.

Word box: printer – stapler – computer – filing cabinet – paper shredder – scanner

1. A __________ is used to connect pages of a document together.

2. A __________ helps to keep all the company’s documents safe and organized.

3. A __________ can be used to destroy confidential documents.

4. A __________ allows us to turn paper documents into digital files.

5. Reports and letters are usually printed using a __________.

6. A __________ is essential for typing reports and sending emails.

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C. Speaking Practice

Work in pairs. Take turns asking and answering.

Example:
A: What do you use a scanner for?
B: It is used to scan documents into a computer.

Now practice with these:

1. Printer

2. Photocopier

3. Fax machine

4. Filing cabinet

5. Paper shredder

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D. Writing Task

Write 5 sentences about how you use office tools in your daily activities at school.
Example:

I use a computer to type reports and make presentations.

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E. Simple Conversation: Using Office Tools

Dialogue 1 – Using the Printer
Rina: Hi, Dika. Can I use the printer?
Dika: Sure. But don’t forget to check the paper first.
Rina: Oh, thanks! Is the printer working well?
Dika: Yes, I just printed some documents this morning.

Dialogue 2 – Photocopying Documents
Ayu: Excuse me, where can I make some copies?
Rafi: You can use the photocopier near the admin room.
Ayu: Does it need a code to start?
Rafi: No, just press the green button.

Dialogue 3 – Organizing Files
Lina: I can’t find the sales report. Where is it?
Bayu: It should be in the blue filing cabinet.
Lina: Oh, I see it now. Thanks for your help!
Bayu: No problem, Lina.

Dialogue 4 – Using the Scanner
Sinta: Can you help me scan this letter, please?
Tono: Of course. Just put the paper face down on the scanner.
Sinta: Okay. Then I click the “Scan” button, right?
Tono: Yes, that’s right.

Dialogue 5 – On the Telephone
Nina: Good morning, Office Management Department. How can I help you?
Caller: Good morning. I’d like to speak with Mr. Arif, please.
Nina: One moment, please. I’ll transfer your call.