S U S I E H . V A N H U S S , P H . D .University of South Carolina

C O N N I E M . F O R D E , P H . D .Mississippi State University

Contributing AuthorsD O N N A L . W O O

Cypress College, California

L I N D A H E F F E R I N , E D . D .Elgin Community College, Illinois

Advanced Document Processing

Business Applicationswith Microsoft Word

Business Applicationswith Microsoft Word

®

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Table of ContentsKey Features . . . . . . . . . . . . . . . . . . . . . . . . . . .viWelcome to UBI . . . . . . . . . . . . . . . . . . . . . . . . .ix

Project 1

UBI Administrative ServicesFocus: Office Productivity

1-1 Learning About Us . . . . . . . . . . . . . . . . . . .2Task 1 Mission Statement with Graphics . . . . 2Task 2 Services Report with Styles . . . . . . . . . 3Task 3 Schedule of Fees (Table) . . . . . . . . . . . . 5Task 4 Organizational Chart . . . . . . . . . . . . . . 6Task 5 Fee Schedule Edits . . . . . . . . . . . . . . . . 7Task 6 Productivity Tips and Practices . . . . . . . .7

1-2 Standardizing Document Formats . . . . . . . . 8Task 1 Letter Format . . . . . . . . . . . . . . . . . . . . 8Task 2 Memo Template . . . . . . . . . . . . . . . . . 10Task 3 Fax Template . . . . . . . . . . . . . . . . . . . . 10Task 4 Report Format . . . . . . . . . . . . . . . . . . 11Task 5 Business Plan Outline . . . . . . . . . . . . . 12

1-3 Updating Directories . . . . . . . . . . . . . . . . . 14Task 1 Employee Directory (Access) . . . . . . . 14Task 2 Company Master List . . . . . . . . . . . . 15Task 3 Company Directory . . . . . . . . . . . . . . 15Task 4 Company Policies . . . . . . . . . . . . . . . . .16

1-4 Managing Files . . . . . . . . . . . . . . . . . . . . . . 18Task 1 File Management Structure . . . . . . . . 18Task 2 Shared File Management Structure . . 19Task 3 Move Files to New Folders . . . . . . . . . .19

1-5 Designing Forms . . . . . . . . . . . . . . . . . . . . . 20Task 1 Application Form . . . . . . . . . . . . . . . . 20Task 2 Admission Checklist . . . . . . . . . . . . . . 20Task 3 UBI Services Request . . . . . . . . . . . . . 23

Project 1 Checkpoint . . . . . . . . . . . . . . . . . .24Communication Skills Training Session 1 . .25

Project 2

CMF Communications, Inc.Focus: Communication

2-1 Creating the UBI Web Site . . . . . . . . . . . . 28Task 1 Web Site Edits . . . . . . . . . . . . . . . . . . 28Task 2 Incubator Companies Web Page . . . . 28Task 3 Organizational Chart Web Page . . . . 29Task 4 About UBI Web Page . . . . . . . . . . . .29Task 5 FAQs Web Page . . . . . . . . . . . . . . . . .29

2-2 Setting Up Committees . . . . . . . . . . . . . . . 30Task 1 File Management . . . . . . . . . . . . . . . . 30Task 2 Contact List . . . . . . . . . . . . . . . . . . . . 30Task 3 Confirmation Letter . . . . . . . . . . . . . .32Task 4 Agenda . . . . . . . . . . . . . . . . . . . . . . . . . 33Task 5 Minutes . . . . . . . . . . . . . . . . . . . . . . . . .35Task 6 Address Labels . . . . . . . . . . . . . . . . . . .36

2-3 Preparing the Grand Opening Budget . . . 37Task 1 Budget . . . . . . . . . . . . . . . . . . . . . . . . . 37Task 2 Chart . . . . . . . . . . . . . . . . . . . . . . . . . . .38Task 3 Transmittal Letter (Merge) . . . . . . . . 38Task 4 Budget Revision . . . . . . . . . . . . . . . . . 38Task 5 E-Mail with Attachment . . . . . . . . . . .39

2-4 Planning Grand Opening Activities . . . . . . 40Task 1 Schedule of Events . . . . . . . . . . . . . . . 40Task 2 E-mail with Attachment . . . . . . . . . . . 41Task 3 Web Site Update . . . . . . . . . . . . . . . . . 41Task 4 Final Schedule of Events . . . . . . . . . . 42Task 5 E-mail with Attachment . . . . . . . . . . . .42

2-5 Preparing a Newsletter . . . . . . . . . . . . . . . . 43Task 1 Masthead . . . . . . . . . . . . . . . . . . . . . . . 43Task 2 Newsletter . . . . . . . . . . . . . . . . . . . . . . 43

2-6 Designing Publicity Pieces . . . . . . . . . . . . . 45Task 1 News Release . . . . . . . . . . . . . . . . . . . 45Task 2 Media Coverage Plan . . . . . . . . . . . . 46Task 3 E-mail with Attachment . . . . . . . . . . . 49Task 4 News Release with Merged

Comments . . . . . . . . . . . . . . . . . . . . . . 49Task 5 Invitation . . . . . . . . . . . . . . . . . . . . . . . 49Task 6 Article (Manuscript) . . . . . . . . . . . . . . 50Task 7 News Release Web Page . . . . . . . . . . . .50Task 8 Communication Practices . . . . . . . . . . .50

Project 2 Checkpoint . . . . . . . . . . . . . . . . . .51Communication Skills Training Session 2 . .52

Project 3

UBI Legal ServicesFocus: Ethics

3-1 Preparing Incorporation Documents . . . . . 54Task 1 Certificate of Incorporation . . . . . . . . 54Task 2 Transmittal Letter . . . . . . . . . . . . . . . . 56Task 3 Corporate Minutes . . . . . . . . . . . . . . .56Task 4 Corporation Checklist Form . . . . . . .59Task 5 Ethics Alive . . . . . . . . . . . . . . . . . . . .59

3-2 Preparing Employment Documents . . . . . .60Task 1 Non-Competition Contract . . . . . . . .60Task 2 Employment Letter

(Protected Form) . . . . . . . . . . . . . . . .61

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Task 3 Executive Employment Agreement . .64Task 4 Employee Accident Report . . . . . . . .65

3-3 Preparing Contracts . . . . . . . . . . . . . . . . . .66Task 1 Lease (Fill-in Form) . . . . . . . . . . . . . .66Task 2 Independent Contractor Checklist . . .67Task 3 Invoice . . . . . . . . . . . . . . . . . . . . . . . .68Task 4 Consulting Agreement . . . . . . . . . . .68Task 5 Track Changes to Consulting

Agreement . . . . . . . . . . . . . . . . . . . . .69

3-4 Creating Intellectual Property AgreementsTask 1 Intellectual Property Agreement . . . .70Task 2 Legal Forum Flyer . . . . . . . . . . . . . . .70Task 3 License Agreement Outline . . . . . . . .72Task 4 Corporate Internet Use Policy . . . . . .74Task 5 Ethical Issues . . . . . . . . . . . . . . . . . . .74

Project 3 Checkpoint . . . . . . . . . . . . . . . . . .75Communication Skills Training Session 3 . .77

Project 4

Champion Sports Venues, Inc.Focus: Time Management

4-1 Finalizing Facility Plans . . . . . . . . . . . . . . .80Task 1 Priorities and Time Management . . . .80Task 2 E-mail and Meeting Agenda . . . . . . . .82Task 3 Handout for Meeting . . . . . . . . . . . . .83Task 4 Minutes Using the Agenda Wizard . .84Task 5 E-mail Using Send to Mail

Recipient for Review . . . . . . . . . . . . .86Task 6 Revise Document Using Merge

and Compare . . . . . . . . . . . . . . . . . . .87

4-2 Creating Solicitation Documents . . . . . . . .88Task 1 Brochure with Graphics . . . . . . . . . . .88Task 2 Mailing Labels . . . . . . . . . . . . . . . . . .90Task 3 Merged Letters . . . . . . . . . . . . . . . . .91Task 4 Table . . . . . . . . . . . . . . . . . . . . . . . . .92Task 5 Cost Allocation Pie Chart . . . . . . . . .93

4-3 Communicating with Stakeholders . . . . . . .94Task 1 Stakeholders Update Template . . . . . .94Task 2 Report with Graphics . . . . . . . . . . . .95Task 3 PowerPoint Presentation . . . . . . . . . .98Task 4 Deliver PowerPoint Presentation . . .101Task 5 Document Saved as Web Page . . . . .101

4-4 Soliciting Center Proposals . . . . . . . . . . . .102Task 1 Memo Seeking Approval to Use

RFP . . . . . . . . . . . . . . . . . . . . . . . . .102Task 2 RFP in Draft Form . . . . . . . . . . . . .104Task 3 E-Mail with Draft RFP Attachment .106Task 4 Fax Cover Sheet . . . . . . . . . . . . . . . .106Task 5 RFP Final Document . . . . . . . . . . . .107Task 6 Transmittal Memo for RFP . . . . . . .108

4-5 Determining SportsPlex Inn Feasibility . .109Task 1 Excel Spreadsheet for Proforma . . . .109Task 2 Memo with Linked Worksheet . . . . .110Task 3 Microsoft Chart Showing Profit . . . .111Task 4 Embedded Chart and Worksheet . . .111Task 5 Invitation Letter (Composition) . . . .113

Project 4 Checkpoint . . . . . . . . . . . . . . . . .114Communication Skills Training Session 4 . .115

Project 5

NetCollege, Inc.Focus: Training

5-1 Preparing a Business Plan . . . . . . . . . . . . .118Task 1 News Release . . . . . . . . . . . . . . . . . .118Task 2 Executive Summary with

Linked Worksheet . . . . . . . . . . . . . .119

5-2 Preparing a Training Proposal . . . . . . . . .123Task 1 Training Proposal . . . . . . . . . . . . . . .123Task 2 Training Proposal

(Master Document) . . . . . . . . . . . . .124Task 3 Letter of Transmittal . . . . . . . . . . . .125Task 4 Index . . . . . . . . . . . . . . . . . . . . . . . .125Task 5 Title Page . . . . . . . . . . . . . . . . . . . . .126Task 6 Table of Contents . . . . . . . . . . . . . . .126Task 7 Update Training Proposal . . . . . . . .126

5-3 Creating Training Materials . . . . . . . . . . .127Task 1 Training Program Outline . . . . . . . .127Task 2 Training Worksheet . . . . . . . . . . . . .129Task 3 Instructional Handouts . . . . . . . . . . .131Task 4 E-mail with Attachments . . . . . . . . .134

5-4 Completing Administrative Details . . . . . .135Task 1 Evaluation Form . . . . . . . . . . . . . . .135Task 2 Registration Information (Access) . .137Task 3 Class Roster (Access Report) . . . . . .137Task 4 Name Badges . . . . . . . . . . . . . . . . . .138Task 5 Training Program Checklist . . . . . . .139Task 6 Certificate of Completion . . . . . . . .141

Project 5 Checkpoint . . . . . . . . . . . . . . . . .142Communication Skills Training Session 5 . .143

Project 6

HealthCare Staff, Inc.Focus: Customer Service

6-1 Getting Started . . . . . . . . . . . . . . . . . . . . .146Task 1 Letterhead . . . . . . . . . . . . . . . . . . . .146Task 2 Letterhead Macro . . . . . . . . . . . . . . .147Task 3 Employment Application Form . . . .147Task 4 Custom Toolbar . . . . . . . . . . . . . . . .150

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6-2 Creating Medical Office Documents . . . . . .151Task 1 SOAP Note Form . . . . . . . . . . . . . .151Task 2 SOAP Note . . . . . . . . . . . . . . . . . . .153Task 3 Office Note Form . . . . . . . . . . . . . .154Task 4 Office Note . . . . . . . . . . . . . . . . . . .154Task 5 Mail Merge . . . . . . . . . . . . . . . . . . .156

6-3 Preparing Web Pages and PowerPoint Slides . . . . . . . . . . . . . . . . . . .158

Task 1 Web Article . . . . . . . . . . . . . . . . . . .158Task 2 Web Table . . . . . . . . . . . . . . . . . . . .159Task 3 PowerPoint Slides . . . . . . . . . . . . . .160Task 4 Memo with Linked Icon . . . . . . . . . .162Task 5 Search Files . . . . . . . . . . . . . . . . . . .162

6-4 Preparing Medical Reports . . . . . . . . . . . .163Task 1 Report with Styles . . . . . . . . . . . . . .163Task 2 Report Template . . . . . . . . . . . . . . . .165Task 3 Preoperative History and Physical . .166Task 4 Pathology Report . . . . . . . . . . . . . . .168

6-5 Designing Medical Forms . . . . . . . . . . . . .171Task 1 Consent for Release of

Information Form . . . . . . . . . . . . . .171Task 2 Disclosure Statement with

Excel Table . . . . . . . . . . . . . . . . . . . .172Task 3 Patient Graphics Sheet . . . . . . . . . . .174Task 4 Holter Monitor Report . . . . . . . . . .175Task 5 Holter Report . . . . . . . . . . . . . . . . .175

Project 6 Checkpoint . . . . . . . . . . . . . . . . .177Communication Skills Training Session 6 . .179

Project 7

Foster Reward Travel, Inc.Focus: International Communication

7-1 Evaluating Hotels and Restaurants . . . . . .182Task 1 Request Letter and Envelopes . . . . .182Task 2 Hotel Evaluation Form . . . . . . . . . .183Task 3 Restaurant Evaluation Form . . . . . . .186

7-2 Preparing an Itinerary . . . . . . . . . . . . . . . .187Task 1 Itinerary Planning Sheet . . . . . . . . . .187Task 2 Itinerary . . . . . . . . . . . . . . . . . . . . .188Task 3 Peer Review . . . . . . . . . . . . . . . . . . .189Task 4 E-Mail with Attachment . . . . . . . . . .189Task 5 Productivity Tips and Practices . . . .190

7-3 Finalizing a Budget . . . . . . . . . . . . . . . . . .191Task 1 Budget . . . . . . . . . . . . . . . . . . . . . . .191Task 2 Letter Report . . . . . . . . . . . . . . . . .192

7-4 Designing Travel Tips . . . . . . . . . . . . . . .194Task 1 Research . . . . . . . . . . . . . . . . . . . . . .194Task 2 Memo . . . . . . . . . . . . . . . . . . . . . . . .194Task 3 Travel Info Design . . . . . . . . . . . . . .195

Project 7 Checkpoint . . . . . . . . . . . . . . . . .196Communication Skills Training Session 7 . .197

Project 8

UBI—Preparing the Annual ReportFocus: Leadership

8-1 Planning the Annual Report . . . . . . . . . .200Task 1 Meeting Logistics . . . . . . . . . . . . . . .200Task 2 Agenda for Planning Meeting . . . . .201Task 3 Minutes of Planning Meeting . . . . . .202Task 4 Oral Report . . . . . . . . . . . . . . . . . . .203Task 5 Annual Report Outline . . . . . . . . . . .204Task 6 E-Mail . . . . . . . . . . . . . . . . . . . . . . .205

8-2 Collecting Report Information . . . . . . . . .206 Task 1 Memo for Participation in

Annual Report . . . . . . . . . . . . . . . . .206Task 2 Letter to Auditor . . . . . . . . . . . . . . .207Task 3 Fax Cover for Auditor . . . . . . . . . . .208Task 4 Follow-up E-mail to Champion

Sports Venues . . . . . . . . . . . . . . . . . .209Task 5 Revised Outline . . . . . . . . . . . . . . . .209

8-3 Preparing Financial Data . . . . . . . . . . . . .210Task 1 Consolidated Statements of

Financial Position . . . . . . . . . . . . . . .210Task 2 Consolidated Statements of

Activities . . . . . . . . . . . . . . . . . . . . . .211Task 3 Column Chart Showing

Investment Growth . . . . . . . . . . . . .214Task 4 Pie Chart Showing Investment

Diversification . . . . . . . . . . . . . . . . .214Task 5 Line Chart Showing Growth

of UBI . . . . . . . . . . . . . . . . . . . . . . .215

8-4 Drafting the Annual Report . . . . . . . . . . .216Task 1 Master Document for UBI

Annual Report . . . . . . . . . . . . . . . . .216Task 2 Subdocuments for UBI Annual

Report . . . . . . . . . . . . . . . . . . . . . . .222Task 3 Prepare and Post Draft for Review . .223Task 4 Compose E-Mail to Notify Team . . .224Task 5 Review Responses and

Incorporate Changes . . . . . . . . . . . .224Task 6 Verify Format Consistency . . . . . . . .224

8-5 Finalizing the Annual Report . . . . . . . . . .225Task 1 List of UBI Officers and Directors . .225Task 2 Title Page . . . . . . . . . . . . . . . . . . . .226Task 3 PowerPoint Presentation . . . . . . . . .227Task 4 Deliver the PowerPoint

Presentation . . . . . . . . . . . . . . . . . . .230

Project 8 Checkpoint . . . . . . . . . . . . . . . . .231

Keyboarding Skills Training . . . . . . . . . . . . . .232Reference Guide . . . . . . . . . . . . . . . . . . . . . . .240

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Tasks use generic instruction that won't get outdated as new softwarereleases become available. Some tasks apply applications such as Excel,Access, or PowerPoint. Tasks also reinforce key workplace elements andrefine work habits. An icon indi-cates a data file is available on theCD located in the back of this book.Copy to be keyed is identified witha graphic line.

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Key FeaturesBusiness Applications with Microsoft Word provides project-based applications that build and reinforce document processing skills and integrate realistic business practices. Projects provide comprehensive coverageof basic and advanced word processing skills, workplace communication skills, along with numerous opportuni-ties for critical thinking.

Eight projects focus on various types of businesses, including legal, medical,and travel. Typically, each project is comparable to a two-week assignment.A workplace theme is integrated into each project.

Business vocabulary is high-lighted to expand understandingof terms and practices.

Tips emphasize efficient pro-cedures and provide wordprocessing shortcuts or hints.

Web activities link the work-place theme to the project.

Critical thinking questions challenge students to think aboutwhat they have justdone, the content of thedocument, or proce-dures that have beenapplied.

Focus on the Workplacediscusses key professionaldevelopment topics such asethics, time management,productivity, customer service, and leadership.

Success tips offer motivational sugges-tions for professional development.

E-mail is sent directly to UBI, and oftenstudents receive a response. A companyWeb page provides additional informationabout the various companies.

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Checkpoints provide opportunitiesfor self-assessment of concepts andfor improving document productionskills.

Communication Skills Trainingencourages strong writing skills.

Productivity is encouraged andmeasured in a variety of wayswithin projects.

Keyboarding Skills Trainingincludes timed writings and drills.

A Reference Guide illustratesstandard document formats usedby the incubator companies.

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