COMPUTER SKILLS APPLICATIONS MODULE 5 WORD PROCESSING BASICS

COMPUTER SKILLS & APPLICATIONS MODULE 5: WORD PROCESSING BASICS & BUSINESS CORRESPONDENCE Paragraph Formats, Operational Keys, Business Letters, Personal Business Letters, Memos and Tables 1

FORMATTING A WORD DOCUMENT Apply formatting and editing features and operational keys appropriately. 2

Word Processing software is a type of application software that is used for creating text documents Such as: Advantages of Using • Letters MS Word • Easy to read text • Memos • Can be edited • Can be sent/shared digitally • Reports • Tools like spell checker / grammar checker, etc. 3 • Any others you can think of?

Typing / Copier / Printer Paper (Standard Size) • Standard Paper Size: 8 ½ x 11 inches • There are 66 lines per page. • Six lines equals one vertical inch. 4

Page Orientation : the direction in which you can print on a page • Portrait : height is greater than the width • Landscape : width is greater than the height Portrait Landscape 11” x 8 ½” x 11” Most Word Processing documents are printed in portrait orientation. 5

Know Your Screen TOP RIBBON – where you will see the name of your file once you save FILE TABS– Where you find tool bars (Commands) to format your document CURSOR– Where you will begin typing or insert image on your page SCROLL BAR– You may have this bar on the right and bottom of your document – allows you to move up and down or left to right to view the page 6

Document Margins Margin – the blank space at the top, bottom, left, and right of a document where you cannot type Header: allows you to type above the top margin at the top of each page of a document Footer : allows you to type below the bottom margin at the bottom of each page of a document 7

How to Format Document Margins Click on the Margins drop down menu on the LAYOUT Tab Then choose the Margins tab and make necessary changes to the Top, Bottom, Left, & Right margins. Default should be 1” for each. Some documents will call for a 2” top margin. 8

Text Alignment – the way multiple lines of text line up along the left, right, or both margins Tool Bar Alignment Buttons Left Align • Left align – text is lined up along the left margin, leaving a jagged right margin • Right align – text is lined up along the right margin, leaving a jagged left margin • Center align – text is centered between both margins, resulting in jagged left and right margins • Justified – text is aligned along the left and right margins, with no jagged edges Right Center Align Left align – text is lined up along the left margin Center align – text is centered on the page Justify Right align – text is lined up along the right margin Justified – text is lined up along both margins 9

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, 2017 See your PE teacher for more details. 10

How to Horizontally Center Click on the Center Alignment button on the HOME Tab Shortcut Commands you can select all (Ctrl A) and use (Ctrl E) to center. Or you may open up your Paragraph Dialog box and select the alignment of Center 11

Vertical Centering When text is centered between the top and bottom margin Lets Hoop It Up! Commonly used when formatting: • Invitations • Announcements • Title pages Participate in our Hoops For Heart Campaign to help raise money for the American Heart Association February 27 -March 3, 2017 See your PE teacher for more details 12

How to Vertically Center You should open up your Page Setup Dialog box and select the Layout Tab Then Select the drop down menu for the Page: Vertical Alignment Choose - Center 13

What is Line Spacing? Line spacing – the spacing between lines of text in a document Single Space (SS) – Strike Enter 1 time; leaves no blank lines between lines of text in a document Double Space (DS) – Strike Enter 2 times; leaves 1 blank line between lines of text in a document Triple Space (TS) – Strike Enter 3 times; leaves 2 blank lines between lines of text in a document Quadruple Space (QS) – Strike Enter 4 times; leaves 3 blank lines between lines of text in a document Word wrap – the automatic wrapping of text from the end of one line to the beginning of the next line without having to press the Enter key 14

Spell Check and Thesaurus Spell Check: Check Spelling, Grammar, & Clarity • Word autocorrects a lot of mistakes for you, and if it's not autocorrected, you'll see colored underlines appear under words to check for spelling, grammar, and clarity. • To check each item that Word finds, right-click the underlined text and learn more about the issue. Accept the change that Word suggests, or ignore it. 15

Thesaurus: Using thesaurus, you can look up synonyms (different words with the same meaning) and antonyms (words with the opposite meaning). 16

Operational Keys Backspace – deletes text to the left of (behind) the cursor Escape (Esc) – allows you to exit unwanted menus and dialog boxes Insert – allows text to be inserted within a line of text Tab – used to indent; moves the cursor 5 spaces on a line Caps Lock – Locks the alphabetic keys in uppercase Control (Ctrl) – used with other keys to execute (carry out) out commands Home – moves the cursor to the beginning of a line Page Up – moves one screen above the current cursor position Num Lock – locks the numbers of the numeric keypad Shift – Used to capitalize alphabetic keys and type symbol keys Alternate (Alt) – used with other keys to access commands on the menu bar Delete – deletes text directly in front of (to the right of) the cursor Enter – used to move the cursor down to the next line End – moves the cursor to the end of a line Page Down – moves one screen below the current cursor position Arrow keys – move the cursor in the direction of the arrow, one character at a time 17

Operational Keys to Save Time! • Control and Page Up – quickly moves you to the first page of a multi-page document • Control and Home – quickly takes you to the first line of a document • Control and End – quickly takes you to the last line of a document • Control and Page Down – moves you to the next page of a multi-page document 18

Function Keys • Allow you to quickly access frequently used functions • Examples: • F 1 – allows you to access the Help feature • F 5 – Plays a Power. Point (full screen) • F 7 – allows you to access the Spell Check feature Visit http: //www. computerhope. com/issues/ch 000306. htm for more information on Function Keys 19

PARAGRAPH FORMATS Implement paragraph formats. 20

Paragraph Formats: Block Style Left Margin 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 Example: In a block style paragraph, all lines are aligned against the left margin. Do not tab/indent any lines. You should use a double space between paragraphs when using a block style paragraph formatting. 21

Paragraph Formats: Indented Style Left Margin the first line of a paragraph is indented use the Tab key to indent paragraphs commonly used when formatting reports Example: Indented paragraphs use a tab to indent the first line of the paragraph. All other lines are aligned to the left margin. 22

Paragraph Formats: Hanging Indent Style 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 Left Margin commonly used when citing bibliography sources EXAMPLE: Coolkid, One. (2006). Cool Kids and How They Demonstrate Character University. Retrieved January 2, 2006 from the World Wide Web: http: //www. coolcharacterkids. org 23

LETTERS Personal-Business Letters vs. Business Letters 24

Types of Letters Personal-Business Letters: A personal-business letter is a letter that is sent from an individual using their home address to a person or business/organization. Business Letters: • A business letter is sent from a business or organization to an individual or to another business or organization. • Business letters are usually keyed on letterhead. The letterhead can consist of the business’ name, address, phone/fax/email, and logo 25

Major Parts of a Letter 1. Return Address-the address of the person writing the letter. Letterhead if the letter is from a business. 2. Dateline-Complete and current date (spell out the month) Example: June 20, 2018 Letter Address/Inside Address-the address of the person receiving the letter. 2. Salutation-the greeting of the letter. 1. Example: Dear Sir or Madam: Body-the message of the letter. (the paragraphs / Block Style) 4. Complimentary Close-the ending of the letter. 3. Example: Sincerely yours, Keyed Name-the authors typed name. 6. Handwritten Signature-the author signs the letter after it has been printed. 5. Sign between your Complimentary Close and Typed Name (in the QS) 1. Typist Initials-initials of the typist. (lowercase / no spaces or punctuation between) 26

Formatting a Letter Margins: TM-2 inches BM-1 inch RM-1 inch LM-1 inch 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. • Paragraphs should not be indented in this style of letter. • Use a standard font style and font size Times New Roman/Arial and 12 point font. • Single Space (SS) within paragraphs • Double Space (DS) between paragraphs. 27

Parts of a Personal-Business Letter Return address Letter address Date Salutation Body Complimentary Close Enclosure notation Copy Notation Writer key a DS after the last line of the letter. 28

Punctuation Styles Open Punctuation • There is not a colon or comma in the salutation and there is not a comma in the complimentary closing. Mixed Punctuation • A colon : is in the salutation and a comma , is in the close. OPEN Punctuation Example: Dear Ms. Smith Sincerely yours MIXED Punctuation Example: Dear Ms. Smith: Sincerely yours, 29

Business Letter with Open Punctuation Letterhead: The business letter uses letterhead instead of a return address, which consists of the business’ name, address, phone/fax/email, and logo. Open Punctuation: The colon is not keyed in the salutation and the comma is not keyed in the complimentary close. 30

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. 31

Remember… • A personal business letter is correspondence sent from an individual using their home address 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 (DS) below the typist initials. 32

MEMORANDUMS Memos 33

What is a Memorandum? Memorandums (memos) are forms of written communication used by individuals within the same business or organization to communicate with each other. It is best to use word processing software (MS WORD) to create a memorandum. Remember, unlike a letter, that you do NOT have a salutation or complementary close in a memorandum. The customary standard margins are used: 2” top margin, 1” side margins, and a least a 1” bottom margin. *In today’s office place we may use an email to replace the use of a memo. 34

Memo Headings begin at the left margin. Remember to follow each heading with a colon (: ) and type in ALL Caps or Initial Cap, Double Space between headings/entries Typist Initials Used is someone other than the author types the Memo. First & Last name initials, lowercase Parts of a Memo Entry An entry is the information that follows the memo heading. Pressing the TAB once or twice aligns each entry. Body Message of the Memo. Paragraph form, single space within the paragraph and double space between paragraphs. Attachment Notation A special notation at the end of a memo or letter that indicates that an item(s) is physically attached to 35 the letter or memo.

TABLES Apply Correct Table Formats 36

What is a Table? A table is a grid of rows and columns used to display and organize information. 37

Creating a 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 Cell Rows Gridlines 38

Formatting a Table Center the secondary title in initial caps and bold. Center and bold column headings. EAST MIDDLE SCHOOL DS Center the main title in all capital letters and bold. Career and Technical Education Left align or center text entries. Teacher DS Key the $ symbol in the first entry to show currency. Subject Right align number entries. Remaining Budget James Massey Career Decisions Carrie Shore Business Technology 834. 90 Mandy Johnson Keyboarding 547. 24 Source: EMS Faculty Handbook SS or DS between table entries (body). $900. 32 Left align the source note under the table, which identifies the source of the information in the 39 table.

Parts of a Table Secondary Main Title TOP 10 BROADWAY GROSSES Column Headings Week Ending September 12, 2003 Production Gross This Week Gross Last Week $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 Body Annie Get Your Gun Source Key the $ symbol in the first entry to show currency for the number entries. Source: Online Productions 40 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 (see slide 20 for details ). Equal left and right margins Equal top and bottom margins 41

Inserting Tables If the table is inserted between text: Double space above and below the table. DS DS 42

Table Notes to Remember üCenter the main title in all capital letters and bold. üDouble space after the main title. üCenter secondary titles in initial caps, and bold. üDouble space after the secondary title. üCenter align and bold column headings. üSingle or Double space is appropriate between entries. üText entries may be aligned on the left or centered. üNumerical entries are usually right aligned. üThe source note should be left aligned under the table. 43