document processing keyboarding objective 4.01 – implement paragraph formats
TRANSCRIPT
Document Processing
Keyboarding Objective 4.01 – Implement paragraph
formats.
Horizontal CenteringUsing the menu bar
1. Access the Format menu bar option
2. Select the Paragraph option
Horizontal CenteringUsing the menu bar
3. Choose Centered alignment from the Paragraph window
Horizontal CenteringUsing the tool bar
Click on the Center alignment button on the tool bar
Vertical Centering
1. Select Page Setup from the File menu bar option
Vertical Centering
2. Select the Layout tab from the Page Setup window
3. Choose Center alignment from the Vertical alignment list
Document Processing
Keyboarding Objective 4.02 – Implement paragraph
formats.
Paragraph FormatsBlock style – all lines of text are
aligned with the left margin• the first line of a paragraph
is not indented• commonly used when
formatting letters and memos
Indented – the first line of a paragraph is indented
• use the Tab key to indent paragraphs
• commonly used when formatting reports
Example:
XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX
Example:
XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX
Paragraph Formats Hanging indent – a temporary left margin that
indents all lines except the first line of text • the first line is flush with the left margin; each
additional line is indented• commonly used when citing bibliography
sourcesExample:
XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX
Horizontal Centering
• When text is centered between the left and right margin
• Commonly used when formatting:
– Invitations– Announcements– Title pages
Lets Hoop It Up!!!
Participate in our
Hoops For Heart
Campaign to help raise money for the
American Heart Association
February 27-March 3, 2006See your PE teacher for more details.
Horizontal CenteringUsing the menu bar
1. Access the Format menu bar option
2. Select the Paragraph option
Horizontal CenteringUsing the menu bar
3. Choose Centered alignment from the Paragraph window
Horizontal CenteringUsing the tool bar
Click on the Center alignment button on the tool bar
Vertical Centering
• When text is centered between the top and bottom margin
• Commonly used when formatting:
– Invitations– Announcements– Title pages
Vertical Centering
1. Select Page Setup from the File menu bar option
Vertical Centering
2. Select the Layout tab from the Page Setup window
3. Choose Center alignment from the Vertical alignment list
Memorandums and Letters
Keyboarding Objective—4.03Apply correct memo and letter
formats.
What are Memorandums?
• A memorandum is a short message from one person to another in the same business or organization.
• Memorandums are usually referred to as memos.
• Memos have no salutation line and no signature area at the end.
Memo Formatting Rules
• Use a standard font style and font size i.e. Times New Roman/Arial and 12 point font.
• Single Space within paragraphs and double space between paragraphs.
• All parts of the memo begin at the left margin, including paragraphs. (Block Style Format)
Margins: TM-2inches RM-1inch
BM-1inch LM-1inch
Memo headingthe formal memorandum uses A special heading, sometimes
preprinted on stationery. Typically, words in the memo heading are keyed in ALL CAPS, bold, followed by A colon, and double spaced as
follows:
TO:(Reader’s name)
FROM:(Author’s name)
DATE:(Complete and current date)
SUBJECT:(What the memo is about)
Keying Formal Memos
2”TO:Tab Tab Receiver’s name(DS)FROM:Tab Author’s name(DS)DATE:Tab Current date(DS)SUBJECT:Tab Memo topic(DS)Body-Message of the memo(DS)Typist initials
The memo heading should by keyed in all capital letters, bold, and followed by a colon.
Use the tab key to align information following the memo heading.
When keying the body, single space within paragraphs and double between paragraphs.
1” 1”
1”
Memo heading
Memo body
Typist initials
Parts of a Memo
Notes to Remember!
If someone other than the writer of the memo keys the memo, typist initials should be included.
Typist initials are keyed in lower case with no space and no punctuation.
If you have an attachment or enclosure notation, double space after typing typist initials and type “Enclosure” or “Attachment.
Enclosure-Something is included with the memo. Attachment-Supporting document is attached by a
paper clip, staple, etc. If someone in addition to who the memo is originally
written will be receiving a copy of the memo, include a copy “c” notation.
Types of Letters
Personal—Business Letter• A personal-business letter is a letter that is sent from
an individual to a person or business/organization.
Business Letter• A business letter is sent from a business or
organization to another or to an individual.• Business letters are usually keyed on letterhead.
The letterhead can consist of the business’ name, address, phone/fax/email, and logo.
Major Parts of a Letter1. Return Address-the address of the person
writing the letter. Letterhead if the letter is from a business.
2. Dateline-Complete and current date.3. Letter Address/Inside Address-the address
of the person receiving the letter.4. Salutation-the greeting of the letter.
Example: Dear Sir or Madam:5. Body-the message of the letter.6. Complimentary Close-the ending of the
letter. Example: Sincerely yours,7. Keyed Name-the authors typed name.8. Handwritten Signature-the author signs
the letter after it has been printed.9. Typist Initials-initials of the typist..
Formatting a Letter
• Paragraphs should not be indented in this style of letter.• Use a standard font style and font size i.e. Times New
Roman/Arial and 12 point font.• Single Space within paragraphs and double space between
paragraphs.
Margins: TM-2inches RM-1inch
BM-1inch LM-1inch
Block Style is one method of formatting a letter. In this style of letter writing all parts of the letter are keyed at the left margin.
Parts of a Block Style Letter
Return address
Letter address
Body
Complimentary Close
Enclosure notation
Date
Salutation
Writer
Copy Notation—key a DS after the last line of the letter.
Punctuation Styles
Open Punctuation• There is not a colon or
comma in the salutation and there is not a comma in the complimentary closing.
Example:Dear Ms. SmithSincerely yours
Example:
Dear Ms. Smith:
Sincerely yours,
Mixed Punctuation A colon is in the salutation
and a comma is in the close.
Personal—Business Letterwith Mixed Punctuation
Mixed Punctuation:
The colon is keyed in the salutation and the comma is keyed in the complimentary close.
Return Address:
The personal-business letter uses the return address with the dateline a single space beneath.
Business Letter with Open Punctuation
Open Punctuation:
The colon is not keyed in the salutation and the comma is not keyed in the complimentary close.
Letterhead:
The business letter uses letterhead instead of a return address, which consists of the business’ name, address, phone/fax/email, and logo.
Special Letter Parts• Typist initials are used when someone other than
the author types the letter. Typed a DS below the writer’s name, in lowercase letters, with no space or punctuation.
• Enclosure notation is used when additional items are included in the envelope with the letter.
• Attachment notation is used when additional items are clipped, stapled, etc… to the letter.
• Copy notation is used when a copy of the letter is sent to someone in addition to the addressee/letter address.
Block Style Letter with Special Parts
• Typist Initial Typed a double space below the author’s keyed name.
• Enclosure Notation Typed a double space below the typist initials.
• Copy Notation Typed a double space below the enclosure notation.
Notes to Remember!
• A personal business letter is correspondence sent from an individual to a person or organization.
• A business letter is correspondence sent from a business to another business or to an individual. Because letterhead stationery is used, the return address is not keyed.
• The top margin is usually 2“, side and bottom margins are typically 1".• Block format is one style of writing for personal-business and business
letters in which all parts of the letter begin at the left margin.• Typist initials are the initials of the typist and are used when someone
other than the writer prepares the letter. Lowercase letters are used, with no space, and with no punctuation, appearing a double space below the signature.
• Enclosure/Attachment and Copy notations appear a double space below the typist initials.
Tables
Keyboarding Objective—4.04Apply correct table format.
What is a Table?
A table is a grid of rows and columns used to display and organize information.
Creating a Table• Tables are created by defining the number of rows and columns that will be needed to enter information.• Rows show the horizontal arrangement of data.• Columns show the vertical arrangement of data.• Cells are the boxes that are formed as the row and column intersect.• Gridlines are the vertical and horizontal lines in the table.
Columns
Rows
Gridlines
Cell
EAST MIDDLE SCHOOL
Career and Technical Education
Formatting a TableCenter the main title in all capital letters and bold.
DS
DS
Teacher Subject Remaining Budget
James Massey Career Decisions $900.32
Carrie Shore Business Technology 834.90
Mandy Johnson Keyboarding 547.24
Source: EMS Faculty Handbook
Center the secondary title in initial caps and bold.
Center and bold column headings.
SS or DS between table entries (body).
Left align the source note under the table, which identifies the source of the information in the table.
Left align or center text entries.
Right align number entries.
Key the $ symbol in the first entry to show currency.
Parts of a TableTOP 10 BROADWAY GROSSES
Week Ending September 12, 2003
Production Gross This Week Gross Last Week
Annie Get Your Gun $572,885 $671,363
Cabaret 466,670 515,787
Fosse 566,644 605,993
Les Miserables 375,318 436,915
Miss Saigon 395,522 434,641
Ragtime 420,902 539,159
The Lion King 880,717 875,772
Totals $3,678,658 $4,079,630
Source: Online Productions
Main Title Secondary Title
Column Headings
Body
Source
Key the $ symbol in the first entry to show currency for the number entries.
Key the $ symbol with total entries to show currency.
Inserting Tables• If the table is the only object on the page:
– Center the table vertically, leaving equal top and bottom margins.– Center the table horizontally, leaving equal left and right margins.– For best results use automatic vertical and horizontal centering features
in your word processing software (if available).
Equal top and bottom marginsEqual left
and right margins
Inserting Tables
DS
DS
If the table is inserted between text: Double space above and below the table.
Table Notes to Remember Center the main title in all capital letters and bold. Double space after the main title. Center secondary titles in initial caps, and bold. Double space after the secondary title. Center align and bold column headings. Single or Double space is appropriate between entries. Text entries may be aligned on the left or centered. Numerical entries are usually right aligned. The source note should be left aligned under the table.
4.05 Apply correct report format.
What is a Report?
Reports are used to present your research on business and academic topics.
Example:
A business report might be used to present information to assist in decision—making of a business related problem.
An academic report would be used to present information about the United Kingdom for social studies class.
Types of Reports
Unbound Reports • Short reports that are prepared
without binders or covers.• If more than one page, held
together with a staple or paper clip.
Left Bound Report• Longer reports prepared with binders.• Left margin is wider (1.5”) to
accommodate binding along the left margin.
Top Bound Report• Top margin is wider to
accommodate binding along the top margin.
Unbound Report
Short reports that are prepared without binders or covers. If more than one page, held together with a staple or paper clip. Side margins are the same.
UNBOUND REPORT Short reports that are prepared without binders
or covers. If more than one page, held together
with a staple or paper clip. Side margins are the same
in an unbound report, usually set at 1 inch.
RM and LM are the same (1 inch).
Left Bound Report
Longer reports prepared with binders. Left margin is wider (1.5”) to accommodate binding along the left margin.
LEFT BOUND REPORT Longer reports prepared with binders.
Left margin is wider (1.5) to accommodate binding
along the left margin.
1.5 inch LM 1 inch RM
Top Bound Report
TOP BOUND REPORT Top margin is wider to
accommodate binding along the top
margin.
Top margin is wider to accommodate binding along the top margin.
TM is wider to accommodate
binding.
Formatting an Unbound Business Report
Margins• Side margins are 1”. • Top margin of the first page
on a business report is 2”. Succeeding pages have a 1” top margin.
• Bottom margin is 1”, although that may vary as page-break decisions are made.
Title• Center the title of the report
in ALL CAPS for business reports. Quadruple space between the report title and the body of the report.
• If the title has more than one line, double space between the main heading and the sub heading,
WHALES(DS)
Their Habitat(QS)
Left Align the body of the report.
Multiple Line Title
Formatting an Unbound Business Report Cont…
Font• Standard size and style
font i.e. Times New Roman—12point.
Paragraphs• Double space the body of
the report.• Side Headings should be
keyed at the left margin, underlined, and keyed in initial caps.
Formatting an Unbound Business Report Cont…
Page numbers• The 1st page is not numbered.• All pages after the first have page
numbers .5” from the top of the page and right aligned.
Parts of an Unbound Business Report
• 2” Top Margin
• 1” Left Margin
• 1” Right Margin
• 1” Bottom Margin
Title
Report body
Side heading
Unbound Business Report page 2
Page numberSide heading
Insert the page number ½ inch
from the top of the page and right
aligned.
Title Pages
2”
TITLE
2” or 2 ½”
Your Name (DS)
School Name/Class
2” or 2 ½”
Current Date
• A title page is the first page of a report.
• It gives:
• the title of a report
• the name of the writer
• the name of the school or class
• and the date
Format a Title Page:
• Use single spacing• Center all lines of text horizontally• Center the page vertically• Set the top margin at 2 inches• Type the report title in all caps and centered• Press ENTER 12 or 15 times (2” or 2 ½“) and center
the author’s name• Then double space and key the school or class name • Press ENTER 12 or 15 times (2” or 2 ½”) and key the
current date
Bibliography
List the sources of information you used in writing a report
Alphabetize sources by author’s last name
Sources are single-spaced and formatted with a hanging indent
Leave a blank line between the sources
If a page number is included, place it ½ inch from top of the page
Bibliography
Title
Alphabetical listing of sources
Bottom Margin 1 inch
Top Margin 2 inches
Left Margin 1 inch
Right Margin 1
inch
Bibliography—Notes to Remember
• The bibliography is a listing of works you cited in the the report.
• Center the title, BIBLIOGRAPHY, in all caps, and leave a quadruple space between the title and the first entry.
• The first line of each entry should be aligned with the left margin. Continuation lines are indented 5 spaces from the left margin. (Hanging Indent)
• Separate the main parts of an entry with a period.
Bibliography—Notes to Remember Cont…
• Single space entries; double space between entries.• Alphabetize the entries according to the last name of
the author.• Underline or italicize book, magazine, and
newspaper titles and place quotation marks around the titles of articles, poetry, or essays
• The bibliography page is at the end of the report.