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COURSE: Digital Communication Systems

UNIT: C Fundamental Word Processing

COMPETENCY: 005 Create business and employability documents using traditional and alternative input devices.

OBJECTIVE: 005.01 Enhance documents using font attributes.

ACTIVITIES RESOURCES

Activity Explain that font refers to the type, or letters, in which a document is printed. The font consists of the typeface, style, size, and effect.

TeacherTip

Use the matching exercise as a pretest or a posttest to find out what students know about font attributes.

Activity and KeyC501-01Font Attributes Matching Activity

Slide Show

Show font attributes slide show to students and discuss pros and cons of the various attributes.

Slide Show C501Handout C501-02

Activity Give students an opportunity to practice using font attributes.

Activity and KeyC501-03Using Font Attributes Activity

Activity Give students an opportunity to practice formatting short sentences and phrases using voice speaking font attributes.

Activity C501-04Voice Speaking Using Font Attributes

Activity Give students the activity entitled Format Report Using Voice Speaking Font Attributes.

Activity C501-05Format Report Using Voice Speaking Font Attributes

Fundamental Word ProcessingCreate business and employability documents using traditional and alternative input devices.

C5-1

Activity C501-01

Font Attributes Matching ExerciseDirections: Place the correct letter of the term beside the description.

Description Term

1. Text or graphic appears on top or behind document's text a.font size

2. Prints text darker than other copy as it is keyed b. strikethrough

3. Used for labels or as callouts in documents c.bold

4. Prints letters that slope up toward the right d. italics

5. Used for enhancement purposes e.drop cap

6. Used to format paragraphs to begin with large initial capital letters that take up two or more lines

f. watermark

7. Places a line under text as it is keyed g. font effects

8. Changes text to graphic object h. word art

9. A digital typeface that can vary in type and size i. change case

10. Predefined set of formatting options that have been named and saved

j. textbox

11. Text placed slightly higher than other text on a line k. typeface

12. Used to change the case of characters l. subscript

13. Causes text to appear darker than other text and also letters slope up toward the right

m.3-D effects

14. Draws line through text n. bold italics

15. Text placed slightly lower than other text on a line o. underline

16. Examples include shadow, emboss, small caps, outline p. superscript

17. The design of letters such as Times New Roman and Courier q. font

18. The way that keyboarding characters are measured (i.e. 10pt. or 12 pt.)

r. style


C5-2

Handout C501-02

Using Font Attributes – PPT Presentation C501Slide 1 __________________________________

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C5-4

Activity C501-03

Using Font Attributes Activity

Directions: Most word processing applications allow you to use various font attributes to format documents. Many of the attributes are found by clicking on Format in the tool bar. Key each line below and do what it says.

1. Underline this sentence and change the font color to red.

2. Bold this text.

3. Place this text in italics.

4. Key this text using Arial font type.

5. Key this text using bold italics.

6. Use the following effects for at least one word in this sentence: strike through, superscript, subscript, outline, emboss, engrave, small caps, and all caps.

7. Change the text in this sentence to 20-point font size.

8. Use the shimmer font text effect for this sentence.

9. Key the first letter of this line as a drop cap.

10. Key this line using word art.

11. Use a textbox to key this line and use 25% shading.

12. Key this line using all caps.

Notice how each attribute changes the way the font looks. Discuss the pros and cons of using various font attributes. For the attributes above, when would it be appropriate to use each attribute? What attributes would be appropriate when keying business letters and memos.


C5-5

Activity C501-04

Voice Speaking Using Font Attributes ActivityBelow are voice commands used in Dragon Dictate. Similar comands are used in other voice recognition software.Commands (items in brackets is what you say)

<bold that> <italicize that> <underline that> <restore that> or <format that> (used for plain/normal/regular text) <select all> and <set size 18> <unselect that> <select all> <set font Times New Roman> <select all> <set font Times New Roman 14> <select all> <format that font Times New Roman>Directions: Dictate the following sentences, then select and do what the command says. Leave blank lines in between each command.

1. The biology teacher was speaking about pollution.<select paragraph> <bold that>

2. The environment is a favorite topic of presidential candidates.<select paragraph> <bold that> <restore that>

3. According to the New York Times, we spend billions each year on sports activities.<select The New York Times> <Italicize that>

4. There is nothing you can do about it?<select nothing> <underline that>

5. According to the U.S. News and World Report, the philanthropist gave $1 million to Mississippi for reading education instruction.

<select previous paragraph {or say select paragraph}> <bold that><select U.S. News and World Report> <italicize that><select Mississippi> <underline that><select paragraph> <restore that>Note: What impact did the Restore That command have on it?

6. Thomas Jefferson<all caps that> <center that>

7. Thomas Jefferson was a great philosopher, statesman, and inventor. He lived most of his life in Virginia. He was the third president of the United States.

<select all> <set size 14><select all> <set font Courier><select all> <set font Arial 8>


C5-6

Activity C501-05

Format Report Using Voice Speaking Font Attributes

THE OUTDOOR MARKET

We’re a society that takes sports – especially outdoor sports – very seriously. According to The New York Times, we take it seriously enough to spend billions each year having fund, most of it out in Mother Nature. Two of the fastest-growing outdoor sports are snowboarding and fly-fishing.

History of Snowboarding Bold, Initial caps on internal headings

How it got started. When Sherman Poppin strapped a couple of skis together and created the first snowboard back in 1965 for his children, few knew it would take off like gangbusters. Poppin called his invention a “Snufer.”

Underline paragraph headingIndustry viewpoint. An entire industry has grown up around snowboarding.

Careful trend watchers are capitalizing on boarding’s popularity. They were in on the ground floor—and now, of course, they are smiling. Snowboarding has increased 148 percent in just a few years. In 1996, 2.4 million people boarded.


C5-7

Bold and all caps

Caps only the first letter of paragraph headings and end with a period.

Italicize The New York Times



COMPETENCY: 005 Create business and employability documents using traditional and alternative input devices;

OBJECTIVE: 005.02 Demonstrate use of editing tools.


Teacher Tip

Proofreading is an acquired skill. Proofreading marks can be used to edit documents. Discuss and demonstrate editing tools to students.

Handout C502-01Vocabulary of Editing Tools

Activity Discuss and demonstrate speech recognition navigating and editing commands. (This handout was used in the Speech Recognition unit earlier in A3.03).

Handout A303-01Speech Recognition Commands

Slide Show

Use the slideshow on Word Editing Tools to discuss electronic features that can be used to assist in editing documents and distribute handout so students can take notes.

Slide Show C502a Handout C502-02Word Editing Tools

Activity Give students the activity sheets so that they can learn how to use and interpret common proofreader's symbols and abbreviations.

Handout C502-03Common Proofreading SymbolsHandout C502-04Common Proofreading Abbreviations

Slide Show

Distribute Successful Proofreading Tips handouts and use slideshow to discuss proofreading tips with students.

Slide Show C502bHandout C502-05Successful Proofreading Tips

Activity Distribute proofreading exercise for students to complete. Handout C502-06Proofreading Exercise

Activity Distribute speech recognition editing exercise for students to complete.

Handout C502-07Speech Recognition Editing Exercise


C5-8

Handout C502-01

VocabularyBackspace — delete items to left of cursor

Clipboard — store cut or copied data

Copy — show data in more than one place in the document

Cut — move data from one location in document to another location

Delete — remove data from of document

Find — locate data in a document

Format painter — copy selected formatting of text

Go to — move to selected area of document

Grammar checker — mark possible grammar errors and offers suggestions for correction

Insert — place data in select areas of document

Paste — copy stored data to select location in document

Paste special — copy stored data to select location in document in designated format

Replace — remove data and put in other data

Repeat typing — repeat last action

Select text — highlight specified text

Space bar — expand or condense area between characters

Spell checker — correct spelling errors

Thesaurus — find synonyms, antonyms, or related words

Undo typing — allow one to undo a previous action


C5-9

Handout C502-02

Word Editing Tools – PPT Presentation C502aSlide 1 __________________________________

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Handout C502-03

Common Proofreading SymbolsSymbol Meaning Example

insert a comma

apostrophe or singlequotation mark

insert something

use double quotation marks

use a period here

delete

transpose elements

close up this space

a space needed here

begin new paragraph

no paragraph


C5-12

Handout C502-04

Common Proofreading Abbreviations(The abbreviation would appear in the margin, probably with a line or arrow pointing to the offending element.)

Abbreviation Meaning ExampleAb a faulty abbreviation She had earned a Phd along with her M.D.

AgrSee also P/A and S/V

agreement problem:subject/verb orpronoun/antecedent

The piano as well as the guitar needs tuning.The student lost their book.

Awk awkward expression or construction The storm had the effect of causing millions of dollars in damage.

Cap faulty capitalization We spent the Fall in Southern spain.

CS comma splice Raoul tried his best, this time that wasn't good enough

DICT faulty diction Due to the fact that we were wonderingas to whether it would rain, we stayed home.

Dgl dangling construction Working harder than ever, this jobproved to be too much for him to handle.

- ed problem with final -ed Last summer he walk all the way to Birmingham.

Frag fragment Depending on the amount of snow we get this winter and whether the towns buy new trucks.

| | problem in parallel form My income is bigger than my wife.

P/A pronoun/antecedentagreement

A student in accounting would be wise to seetheir advisor this month.

Pron problem with pronoun

My aunt and my mother have wrecked her carThe committee has lost their chance to change things.You'll have to do this on one's own time.

Rep unnecessary repetition The car was blue in color.

R-O run-on sentence Raoul tried his best this time that wasn't good enough.

Sp spelling error This sentence is flaude with two mispellings.

- s problem with final -s He wonder what these teacher think of him.

STET Let it standThe proofreader uses this Latin term to indicate that proofreading marks calling for a change should be ignored and the text as originally written should be "let stand."

S/V subject/verb agreement The problem with these cities are leadership.

T verb tense problem He comes into the room, and he pulled his gun.

Wdy wordy Seldom have we perused a document so verbose,so ostentatious in phrasing, so burdened with too many words.

WW wrong word What affect did the movie have on Sheila?She tried to hard to analyze its conclusion.


C5-13

Handout C502-05

Successful Proofreading Tips – PPT Presentation C502bSlide 1 __________________________________

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C5-14

Handout C502-06

Proofreading ExerciseDirections: Below are two copies of the same paragraphs. Copy 1 is the original version, and Copy 2 is the version that contains errors or misstrokes. Using the appropriate proofreading marks, indicate the needed corrections in Copy 2.

Copy 1

Before you graduate from high school, or certainly before you graduate from

college, you will want to prepare a resume that employers usually request before getting

an employment interview.

The resume provides a brief biographical summary of you and lists your

education, work experience, special skills, and references. Always be sure to include

your current address and phone number, make certain you have proofread the resume

carefully and make all necessary corrections before sending it to a prospective

employer.

Copy 2

Before graduate from high school, or certainly before you graduate form college, will you want to prepare a resume that employers sometimes requests before granting an employment

interview.

The resume provides a brief biographical summary ofyou and lists your education work

experience, technial skills, and references. Always besure to include your current

address and phone number, make certain you have proofread the resume carefully and

all made necessary corrections before sending it to a prospective employer.


C5-15

Handout C502-07

Speech Recognition Editing Exercise

1. Use the Scratch or Undo commands to correct errors immediately. Both commands remove the last chunk of text that was continuously spoken. Scratch That will quickly erase the last word or continuous phrase that you have spoken. Undo That will undo the last mistake or correction dictated. Dictate the sentence below and then delete it.

We must be very careful what we wish for because we might get it.(To delete the sentence, say Scratch That until all the text has been deleted.)

Dictate the following sentences using both the Scratch That and Undo That commands and note the differences.

“We have potato chips, pecans, and all kinds of candy. We also sell tangerines, pears, grapes, and peaches. Would you like any of our delicious and fresh foods?”(To delete the sentence, say Scratch That until all the text has been deleted. Then say Undo That until the sentence appears again.)

2. Use the Select command to substitute one word for another. Dictate the sentence below and then use the Select command.

The students ran to the park to get on the sliding board.Substitute words as follows:Select students (pause) boys (you have substituted boys for students)Select park (pause) playgroundSelect sliding board (pause) jungle gym

3. Use the Delete That command to delete a specific word or phrase. Dictate the sentence below.

We plan to take a vacation to Florida in June.Select in June (pause) Delete ThatSelect to Florida (pause) Delete ThatSelect vacation (pause) Delete ThatSay cruise (This ends the sentence. It should read, “We plan to take a cruise.”


C5-16




OBJECTIVE: 005.03 Input letters in acceptable styles.


TeacherTip

A formal business letter is correspondence sent from one business to another. The person writing the letter is speaking on behalf of the business on a business-related matter rather than as an individual..

TeacherTip

Personal business letters are written by an individual to deal with business of a personal nature. Block format is commonly used.

Slide Show

Show the Guidelines for Business Letters PowerPoint presentation.

Slide Show C503Handout C503-01Guidelines for Business Letters

Activity Discuss and review with students the models of personal-business letters and contrast them with formal business letters. Identify basic parts and discuss the spacing used between the parts of the letters.

Handout C503-02Guidelines for Business LettersHandout C503-03Personal Business Letter

TeacherTip

Show students a block-style business letter on company letterhead. Emphasize the simplicity and efficiency of this style of letter.

Handout C503-04Block-Style Business Letter

TeacherTip

Display a modified-block-style business letter on company letterhead. Contrast this style with the block style. Discuss why one style might be preferred over the other style.

Handout C503-05Modified-Block-Style Business Letter


C5-17


TeacherTip

Describe the features of two-page letters and compare the two styles of second-page headings.

Handout C503-06Guidelines for Two-Page LettersHandout C503-07Guidelines for Second-Page Headings

Activity Introduce special letter parts that may be included in letters. Handout C503-08Guidelines for Special Letter Parts

Activity Discuss the proper location and format of special letter parts.

Handout C503-09Example of a Letter with Special Parts

Activity Key block-style and modified-block style business letters from unarranged copy.

Textbook


C5-18

Handout C503-01

Guidelines for Business Letters – PPT Presentation C503Slide 1 ____________________________________

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C5-20

andout C503-02

Guidelines for Business Letters

Because letterhead stationary is used, the return address is not keyed.

Top margin is usually 2-2 l/2”, depending upon how far down the page the letterhead extends and the length of the letter. Side margins are typically 1”.

Either block or modified-block style is acceptable.

The inside address begins with the most specific information on the first line and each line becomes more general in nature.

The signature block appears a quadruple (QS) space below the complimentary close. The writer’s title can be keyed following a comma on the same line as his name, or it is keyed as a single space below his name.

The company name can be keyed in all caps a double-space below the complimentary close. In this case the keyed name of the writer appears a quadruple space below the company name.

Reference initials are used when someone other than the writer prepares a letter, and they indicate the person who keyed the letter. Lowercase letters are used and appear a double space below the signature.

Enclosure, copy, and postscript notations appear below the reference initials.


C5-21

Handout C503-03

Personal Business Letter

Start approximately 2-2 l/2” from the top of the page

809 Dunbar Street Return addressGreensboro, NC 27402April 25, 200- Dateline

QS

Attention: Admissions OfficeNorth Carolina A&T State University1601 East Market Street Inside AddressGreensboro, NC 27411

DSLadies and Gentlemen: Salutation

DSI will be graduating from James B. Dudley High School in May 200-, and I would like to apply for admission to North Carolina A&T State University for the fall term.

DS between paragraphs in bodyPlease send an application to my home address, which is listed above. I am interested in obtaining any scholarship information that you can send me also.

Thank you in advance.

Sincerely, Complimentary Close

QS Handwritten signature

William Johnson Keyed signature line


C5-22

Handout C503-04

Block-Style Business Letter

Thompson Construction Company1500 Martin Luther King Drive

Anytown, NC 27882336/555-5555

April 25, 200- Dateline

QS

Mr. and Mrs. Gene Pegram9988 Sullivan Street Inside AddressAnytown, NC 27302

DSDear Mr. and Mrs. Pegram Salutation

DSEnclosed is our brochure and a sample of the many house plans that we have available.

DSWe have been constructing homes in this area for the past 17 years, and we have many satisfied customers who can attest to the quality of our work.

DSYou may reach me at Ext. 21 at the number listed above. I would like to discuss your needs as you plan your new home.

DSSincerely

QS

Jim McKinnonConstruction Superintendent Signature block and title

jm Reference initials

Enclosure Enclosure Notation


C5-23

Complimentary Close

Handwritten signature

Handout C503-05

Modified-Block-Style Business Letter

Acme Moving & Storage112 Relocation DriveAnytown, NC 25555

336-555-5555Letterhead

April 25, 200- Dateline begins at center point2-2 l/2” from top of page

QS

Mr. and Mrs. Mike Alvarez2120 Buena Vista DriveAnytown, NC 25555

DSDear Mr. and Mrs. Alvarez:

DSAs per our phone conversation yesterday, I have scheduled our crew to arrive at

your home at 8 a.m. on November 12, 200-. Please find enclosed the contract for services and return it to me by November 5.

DSYou may reach me at Ext. 1620 between 7 a.m. and 4 p.m. during the week if

you have any questions. Thank you for calling Acme Moving and Storage. We will get you where you want to go.

Sincerely yours, Complimentary Close

ACME MOVING & STORAGE Company namein all caps

QS

Greta Voight, Sales Associate Signature block

xxDS

Enclosure Enclosure notation


C5-24

Reference Initials

with title

Handout 503-06

Guidelines for Two-Page Letters

At least two lines of the body of the letter must be carried to the second page. Avoid carrying over just the complimentary close and signature block. Avoid widows and orphans (single lines at the top of a page or at the bottom of a page).

The second page requires a heading, either a single-line or a multiple-line heading.

The margins and format of the second and succeeding pages should match the first page. Typically the top margin should be 1”.

The second page should be keyed on plain paper, never letterhead. The paper should be of the same quality as the letterhead.

You may be able to use the header feature of your software for the second-page heading.


C5-25

Handout 503-07

Guidelines for Second-Page Headings

The second page requires a proper heading, either a single-line or a multiple-line heading as shown below.

Example of a single-line heading:

Ms. Sue Chin 2 April 25, 200-

Example of a multiple-line heading:

Ms. Sue ChinPage 2April 25, 200-


C5-26

Handout C503-08

Guidelines for Special Letter Parts

Special letter parts may include the following:

Mailing notation is used when correspondence is to be sent via a special postal service. For example, Certified Mail, Registered Mail, or Special Delivery. Key the mailing notation a double space below the date, in all caps, and at the left margin.

Attention line issued to identify the title or department of the person who should receive the letter when the sender does not know the person’s name. This notation should appear on the envelope and the letter: for example, Attention: Customer Refunds. Key the attention line as the first line of the address.

Subject line is used to draw the reader’s attention to the main subject of the correspondence: for example, BUDGET REQUEST or Budget Request. Key the subject line in all caps a double space below the salutation at the left margin. Leave a double space after the subject line.

Note: The AutoText feature of your software can also be used to insert the above referenced letter parts.


C5-27

Handout C503-09

Example of a Letter With Special Parts

April 25, 200-

CERTIFIED MAIL Mailing Notation

Attention Customer Service Attention LineACME Moving & Storage110 Move-it-DriveSpringfield, IL 55555

Ladies and Gentlemen:

DAMAGED GOODS Subject Line

On April 14, your company moved my office furnishings from Dodge City to Wichita, Kansas. The movers were prompt and courteous; however, several items were damaged in transit.

As per the contract, #PR001-05, I have enclosed a claim for reimbursement due to damaged property. I have enclosed two photographs to support the claim.

I expect that my reimbursement will be handled promptly.

Sincerely,

CAPITAL INVESTORS Company Name (all caps)

Robert Kimble, President

bk Reference Initials

Enclosures: Damage Claim Enclosure NotationPhotographs (2)

C: Ms. Allyson Hayes Copy Notation

Contact my assistant, Dee Mays, at x305 if you have questions. Postscript


C5-28




OBJECTIVE: 005.04 Input memos using templates and email environments.


TeacherTip

Explain to students that interoffice memorandums, or memos, are typically used to communicate within organizations or offices. They are less formal than letters and have no salutations or closing lines.

Handout C504-01Guidelines for Memorandums

Slide Show

Use slideshow and handout to review with students the formatting guidelines for memos and electronic messages.

Slide Show C504Handout C504-02Formatting Memorandums and Electronic Mail Messages

Activity Use handouts to discuss formatting of memos. Handout C504-03Memorandum PartsHandout C504-04Memo Templates

Activity Discuss and show students how to use memo templates within a software program and within email environments.

Handout C504-05E-mail Environment

Activity Key memos and e-mail messages from unarranged copy. Textbook


C5-29

Handout 504-01

Guidelines for Memorandums

Memorandums are correspondence written to people within the same business or organization. They are often called memos or interoffice memos.

The top margin is usually 1” or 2”, depending on the length of the memo, and side margins are 1”. Single-spaced within the paragraphs and double-spaced between paragraphs.

The formal memorandum uses a special heading, sometimes preprinted on the stationery. Typically, the guide words are in all caps or Bold Upper/Lower and double-spaced as follows:

To:

From:

Date:

Subject:

Double-space after the guide words.

Double-space between the end of the body and the reference initials and any other special notations.

Copy notations are typed on the line below the reference initials or below the enclosure or attachment notation. At the left margin, type a lower case “c” followed by a colon (c:), press tab and type the name of the person receiving the copy.

Attachment notations are typed below the reference initials. Press enter once after typing your reference initials and then type Attachment at the left margin.


C5-30

Handout 504-02

Formatting Memorandums and E-Mail – PPT Presentation C504

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C5-32

Handout C504-03

Memorandum Parts

TO: Ramon MartinezJames JohnsonElana McMasters

FROM: Francis Tate

DATE: May 20, 200-

SUBJECT: Budget Meeting

The budget meeting has been rescheduled for May 27 at 1:30 p.m.

The budget is attached.

Please advise your staff members.

tk

Attachment


C5-33

1”

1” heading area

Reference initials

distribution list

guide words

Handout C504-04

Memo Templates

Templates are forms that have been designed so that one can move quickly from one data entry area to the next and fill in necessary information.

Most word processing programs have several memo templates to choose from. Generally the templates include the guide words:

To:From:Date:Subject:

Two examples of templates are:


C5-34

Elegant Memo Template

Professional Memo Template

Handout C504-05

E-Mail Environments

E-mail environments are set up similar to a memo format. See the screen capture below.

Special E-Mail Software Features

E-mail address list — names and e-mail addresses of persons one corresponds with on regular basis that are kept in an address book and entered in the email on the TO line.

E-mail copies — copies sent to additional people of the same message. Cc: (courtesy copy) recipient knows message has been sent to others and Bcc (blind courtesy copy) recipient does not know message has been sent to others.

Attachments — allows one to send electronically documents such as reports, spreadsheets, databases, etc. The feature name varies in different software programs (i.e. Attached, Attach File).

Forward — One can send the entire e-mail message to others. Reply — Enables one to reply quickly to e-mail message with original message

included.


C5-35

Guide WordsFrom:

Date:To:

Cc:

Subject:




OBJECTIVE: 005.05 Input reports and supporting documents in acceptable styles.


TeacherTip

There are many acceptable formatting styles. Follow business practice guidelines or consult style manuals for variations. Also use alternative input devices if possible.

Slide Show

Show the Simple Reports slide show to students and discuss differences in report formats.

Slide Show C505Handout C505-00

Activity Discuss the vocabulary so that students will be familiar with the terminology used in reports.

Handout C505-01Vocabulary

TeacherTip

Review the formatting guidelines for title pages. There are several acceptable formats for the title page.

Handout C505-02Handout C505-03Title Page Guidelines and Example

Activity Direct students to key a title page to accompany a report. TextbookHandout C505-13Resources

Activity Review with students the formatting guidelines for outlines. Check your software for an outline feature and provide guided practice if such a feature is available.

Handout C505-04Handout C505-05Outline Guidelines and Example

Activity Direct students to key an outline following the guidelines provided.

TextbookHandout C505-13Resources

Activity Review with students the formatting guidelines for a table of contents with leaders. Demonstrate and provide guided practice in setting a tab with leaders.

Handout C505-06Handout C505-07Table of Contents Guidelines and Example


C5-36


Activity Direct students to key a table of contents with leaders. TextbookHandout C505-13Resources

Activity Review with students the guidelines for unbound and leftbound reports, discussing both academic and business styles of formatting. Include formatting guidelines for enumerations, side and paragraph headings, long quotations, textual citations, footnotes and endnotes, and how to insert page numbers (regular and customized). Emphasize with students that various style manuals will specify different formats for endnotes or footnotes. If a particular style is specifies for a report, follow the guidelines for that style. APA and MLA Style Manuals (copies can be found in your school library).

Handout C505-08Unbound and Leftbound Report Guidelines

Activity Students will key an unbound and/or leftbound report in a business format.


Activity To increase the relevance of this objective, students should be encouraged to key an unbound and/or leftbound academic report assigned in an English or another class of choice, applying the proper format.

Textbookor integrate with an academic teacher.

TeacherTip

Review with students the formatting guidelines for a bibliography.

Handout C505-09Bibliography Guidelines

TeacherTip

Review with students the formatting guidelines for works cited.

Handout C505-10Works Cited Guidelines

Activity Students will key a simple bibliography or works cited in the proper format.


Activity Students will key a simple bibliography or works cited page for an academic report.

Integrate with academic teacher

TeacherTip

Discuss outlines and side and paragraph headings with the class.

Handout C505-11Outlines, Side, and Paragraph Headings


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Activity This activity can be used as a review or a quiz. Review and KeyC505-12

TeacherTip

Sources for additional information. Handout C505-13Resources


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Handout C505-00

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Handout C505-01

VocabularyBibliography (also References or Works Cited) — A list on the last page of a report of all

reference material used in a report.

Bound Reports — Typically longer reports than unbound reports that are bound with covers or binders.

Divider Line — A line, usually approximately 1.5” in length, which separates the body of the document from the reference (source) information located below it.

Ellipsis (…) — Used to show an omission of words from quoted material.

Endnotes — Complete documentation for a reference, formatted with superscripted numbers, which is placed at the end of the document.

Enumerated Items — Numbered or listed items.

Footnotes — Complete documentation for a reference, formatted with superscripted numbers, which is placed at the bottom of the same page and preceded by a divider line.

Long Quotation — A quotation within a report that is four or more lines in length.

Outline — A type of enumeration that organizes information for a report.

Paragraph Headings – Indented and underlined secondary headings in a report.

Side Headings — Underlined primary headings which begin at the left margin in a report.

Table of Contents — An outline of the side and paragraph headings in a report with their respective page numbers.

Textual (Within Text) Citations — References which give credit for paraphrased or quoted material. They appear, keyed in parentheses, immediately following the material referenced within the report and include the author(s) name(s), the year of publication, and the page number(s) of the reference material.

Title Page (Cover Page) — The first page of a Business Report (not an Academic Report) that includes the title of the report, the writer’s name, and the date. It may also include the course or teacher’s name.

Unbound Report — A short report prepared without the use of a cover or binder. If the report has multiple pages, it is usually held together with a paper clip or staple in the upper left corner of the document.


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Handout C505-02

Title Page Guidelines

The title page (also sometimes called the cover page) is the first page of a report and typically contains the report title, the writer’s name, name of school, and the date. The name of the course and the teacher’s name may also be keyed on the title page.

The title page should be centered horizontally and vertically on the page. Use the automatic centering feature of your software for horizontal and vertical centering of text.

Typically the report title is keyed in all caps and bold.

There are various acceptable formats for the design of the title page. If you are using a style manual, check the specific guidelines in that manual.


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Handout C505-03

Title Page Example

(2” top margin or vertically centered on page)

COMPUTER COMPONENTS

3” (18 SS or 9 DS returns)

By Felisha JonesDS

Computer Applications I

3” (18 SS or 9 DS returns)

May 1, 2004Fundamental Word Processing

Create business and employability documents using traditional and alternative input devices.C5-46

Handout C505-04

Outline Guidelines

An outline is a type of enumeration. It usually follows the title page and precedes the report itself. Check your software for an outline feature that automatically formats the different levels.The guidelines for outlines follow:

Leave a 2-inch top margin, or you may want to vertically center it on the page.

Use the same side margins and format as the report itself. Center the heading in all caps and leave a quadruple space

after the heading. Main entries (shown with Roman numerals) should be

keyed in all caps or initial caps and bold. Double space before and after a main entry.

Secondary entries (shown with capital letters) should have important words keyed with initial caps. These entries are the side headings in a report.

All other entries (shown with Arabic numbers, i.e. 1, 2, 3, etc., and lower-case letters) should have only the first word in initial caps. These entries should be single-spaced. These entries are the paragraph headings in a report.

Two spaces follow the entry numbers and letters. Thus, set tabs (unless using the automatic outlining feature) every 4 spaces.


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Handout C505-05

Outline Example

COMPUTER COMPONENTS (Heading)

(QS)

I. HARDWARE (Roman numerals for main entry)(DS)

A. Input and Output Devices (Secondary entry, important words-initial caps)

B. ProcessingC. MemoryD. Storage Media

(DS)II. SOFTWARE

(DS)A. Operating SystemsB. Graphical User InterfacesC. Integrated Software

1. Word processing (Other entry with initial caps on first word only)2. Spreadsheet3. Database

D. Software Suites(DS)

III. GUIDELINES FOR PURCHASING A COMPUTER(DS)

A. Buying Direct or RetailB. Selecting a VendorC. Warranty


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Handout C505-06

Table of Contents Guidelines

The Table of Contents follows the cover page of a report. The guidelines for a Table of Contents follow:

Check your software! Some contain features that enable you to automatically create a Table of Contents from the Outline or report.

Use the same margins as in the report itself. Center the heading, CONTENTS or TABLE OF CONTENTS, in

all caps 2” from the top of the page, and quadruple space after the heading.

Each entry in the Contents refers to a chapter or major section and should be keyed in capital and lower-case letters (initial caps).

Precede each major entry with a Roman numeral and use right aligned tab stops with leaders (row of periods) to lead the reader’s eye from the entry to its respective page number. Check your software’s automated feature for creating leaders with tabs. Using the automated feature assures that leaders will be aligned consistently within all lines of text.

Place a double space before and after all major entries. Single-space all secondary entries.

Subtopics (secondary headings) within each section should be typed a double space below the major headings and formatted with a .5” indent.

Number the Contents page(s) at the bottom center and with lower-case Roman numerals (i.e., i, ii, etc.) Check your software to insert and customize the page numbering.


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Handout C505-07

Table of Contents Example

CONTENTS

(QS)

I. Hardware..............................................................................................1(DS)A. Input & Output Devices.................................................................2B. Processing.......................................................................................4C. Memory..........................................................................................6D. Storage Media................................................................................9(DS)

II. Software............................................................................................12(DS)A. Operating Systems.......................................................................12B. Graphical User Interfaces.............................................................14C. Integrated Software......................................................................17

1. Word Processing......................................................................172. Spreadsheet..............................................................................183. Database..................................................................................19

D. Software Suites.............................................................................20(DS)

III. Guidelines for Purchasing a Computer............................................21(DS)A. Buying Direct or Retail................................................................21B. Selecting a Vendor.......................................................................22C. Warranty.......................................................................................23

(i)


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Handout C505-08

Unbound and Leftbound Report Guidelines

Unbound reports are typically short reports (either business or academic) prepared without binders or covers. A multi-page unbound report may be held together by paper clip or staple.Leftbound reports differ only in that they are bound with a binder or cover.The format guidelines for unbound and leftbound reports follow:

The top margin of the first page on a business report is 2” and 1” on an academic report. Succeeding pages have a 1” top margin.

Side margins are 1” for an unbound report. For leftbound reports, the left margin only is increased to 1.5” to accommodate for the binding or cover. The right margin remains at 1”.

The bottom margin is 1”, although that may vary as page-break decisions are made. (Example: Avoid widows and orphans and do not split side headings from the paragraph that immediately follows.)

Center the title of the report in all caps for business reports or initial caps for important words and bold for academic reports. Double-space between the title and the body of the report in an academic report and quadruple-space in a business report.

Double-space the body of the report.


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Handout C505-08 Page 2

The first page of some academic reports has a heading keyed 1” from the top at the left margin as illustrated (thus a title page is unnecessary).

Anne KilpatrickMs. JonesEnglish 1015 April 2004 (Date is keyed in military style.)

The second and succeeding pages typically have a page number .5” from the top, aligned at the right margin. Double-space after the page number. Check your software for a page numbering feature or the use of a header for page numbers. There are several acceptable page numbering styles. The student’s last name should precede the page number. (Example: Kilpatrick 4)

Indent the first line of each paragraph .5” (check the automatic special indentation feature of your software).

Enumerated (numbered) items within a report should be single-spaced with a double-space between items. They should also be formatted with a left indentation of .5”.


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A long quote consists of four or more lines. An example of a long quote in a business report:

In her book, Turabian provides the following definition of the

ellipses:

Any omission of words, phrases, or paragraphs in quoted matter is indicated by ellipsis points, which are period dots, not asterisks (stars). There should be a space before each dot, unless the first dot is a period, and a space also after the last if a word follows. (156)

An example of a long quote in an academic report:

Jones 3

Omission of words, phrases, or sentences of the original text is

permitted on the grounds of brevity and to exclude irrelevant data.

Writers should use their own words most of the time . . . In other

words, credit must be given to sources, whether they are

quoted directly or paraphrased. (Shepherd, 50)


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Quotation marks are not used in long quotes. Instead, block indentation is used to set off the text by .5” from the left (and right margins if you choose) in a business report and 1” from the left margin only in an academic report.

A long quote begins a double space below the line preceding the quote and a double space should follow it.

The spacing within a long quote is SS for a business report and DS for an academic report.

Text references in reports can take several forms. Typically, you should refer to a style manual for the specific format required for your report.

Textual citations (or parenthetical references) are formatted in parentheses within the body of a report. You can see an example of textual citations in the examples above of long quotations. The author’s name and the page number of where the source can be found is located in parentheses at the end of the passage (long quote).

A second form is to place all the notes at the end of the report. These are called endnotes or works cited.

A third way is to place the notes at the bottom of the same page on which they occur. These references are called footnotes. Check your software for automated features in formatting text references as either endnotes or footnotes.


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If not using an automated feature, typically, footnotes will appear a double-space below the last line of text on the page. A horizontal line (approximately 1.5” in length) separates the footnote from the text. After the horizontal divider line, double-space, indent the first line .5”, and key the superscript footnote number (superior figure) followed by the text reference in a proper form. Continue to consecutively number each footnote. Check the style manuals for variances in this format. Single-space continuation lines and begin them at the left margin. Double-space between footnotes.Footnotes require that you plan ahead and provide for the space needed on the page if not using an automated footnote feature.

Footnotes, like endnotes or works cited, refer the reader to information outside the text. They may be used to acknowledge the source of information, to support arguments, to provide additional material, to identify quoted material, to elaborate on the meaning, or to refer to other parts of the text.Source footnotes provide the reader with the essential details necessary to find the reference. Source footnotes consist of these four elements: Author(s) + Title of Work + Facts of Publication + Page Reference

An example of a superscript text reference:

In 1875, he moved to England.1 At that time, he was


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Examples of footnotes:

__________________

1. Peter F. Drucker, Managing in Turbulent Times, Harper & Row, New York, 1980, p. 165.

__________________

1Peter F. Drucker, Managing in Turbulent Times, Harper & Row, New York, 1980, p. 165.

When endnotes are used instead of footnotes, they are placed at the end of the report typically on a separate page. Number the endnotes page the same way the other pages of the report are numbered.

Center the heading, ENDNOTES, in all caps and use a 2” top margin.

Use the same side margins as used in the report.

Endnotes are numbered consecutively as they appear in the report and are preceded by a superscript number.

They have a first-line indent of .5” from the left margin.

Each individual entry is single-spaced, with a double space between entries.

Endnotes are similar in content to footnotes.


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Bibliography GuidelinesA bibliography is an alphabetical listing of the material used in the report (such as textual citations, footnotes, endnotes, and related material which may have been used but not cited), and is located at the end of the report. The format for a bibliography page follows:

Follow the margins used for the research paper (leaving a 2” top margin).

Center the title, BIBLIOGRAPHY, in all caps, followed by a quadruple space between the title and the first entry.

The first line of each entry should be flush with the left margin. Continuation lines should be indented .5” from the left. (i.e., hanging indentation—refer to automatic formatting features in your software)

Single-space individual entries, with a double space between entries.

Separate the main parts of an entry with commas; these are author (last name, then first name), title, date, and page numbers. Each entry ends with a period.

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 date of the issue follows the periodical title.

Always refer to a style manual for specific requirements.


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Handout C505-10

Works Cited GuidelinesThe Works Cited page is an alphabetical listing of only those works you cited in the body of the paper. The following guidelines are based on the MLA (Modern language Association) style:

The Works Cited page appears at the end of your paper and the page number should be numbered in sequence with the body of the report.

Follow margins used for the research paper (leaving a 1” top margin). Double-space the list.

Center the title, WORKS CITED, in all caps and leave a double space between the title and the first entry.

The first line of each entry should be flush with the left margin. Continuation lines should be indented .5” from the left. (i.e., hanging indentation—refer to automatic formatting features in your software)

Alphabetize the entries according to the last name of the author. Separate the main parts of an entry with periods; these are author

(last name, then first name), title, publisher, and page numbers. Underline or italicize book, magazine, and newspaper titles and

place quotation marks around the titles of articles, poetry, or essays. The date of the issue follows the periodical title. A colon and one space separates the date and the specific pages where the article can be found.

Always refer to a style manual for specific requirements.


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Handout C505-11

Outlines, Side, and Paragraph Headings

Outlines are an enumerated organizational tool.

Enumerated (numeral) items are numbered or listed items.

Side Headings: Paragraph Headings:

*Begin at the left margin—NOT indented!

*Indented .5” like the first line of a paragraph, because it begins the first line of a paragraph.

*Does NOT end in a period. *Ends with a period.

*Stands alone. Paragraph that follows begins on next line. A DS precedes and follows the side heading.

*Shares a line with the paragraph that follows. Paragraph immediately follows the paragraph heading on the same line.

*Initial cap all important words.

*Only capitalize the first letter of the first word.

*Underlined. *Underlined.


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Review C505-12

ReviewName _______________________

1. The title page should be placed how on the page? ____________________________________

2. What can we say about a title page for an academic report if it has a heading keyed at the top left margin on the first page? __________________________________________________________

3. Each line of the title page should be: _____________________________________________

4. How much space is left after keying the title of an unbound report? _____________________

5. Where are textual citations keyed? _______________________________________________

6. Where are footnotes located? ___________________________________________________

7. Where are endnotes located in a report? __________________________________________

8. The top margin for the first page of an unbound report is: ____________________________

9. The last line of a paragraph that appears by itself at the top of a page is a/an: _____________

10. The first line of a paragraph that appears by itself at the bottom of a page is a/an: _________________

11. Where are page numbers placed on the second and succeeding pages of an unbound report? _________________________________________________________________________________

12. What type of spacing should you leave after a divider line? __________________________

13. The bottom margin of an unbound report is: _______________________________________

14. Paragraphs headings in a report are formatted how? ________________________________, _________________, _________________________, ________________________________

15. What type of spacing precedes and follows a long quotation in an academic report? _______

16. What type of spacing is used in the body of a report? ________________________________

17. Entries in a bibliography are listed in what order? __________________________________

18. The top margin for an outline is: ________________________________________________

19. The spacing before and after main entries or headings (shown with Roman numerals) in an outline should be: _______________________________________________________________________

20. The Works Cited page includes works cited in the body of a report and is much like a/an:

_________________________________

21. Entries within a Table of Contents should begin: ___________________________________

22. The order of each source in a bibliography is: _____________________________

_____________________________

_____________________________

23. The Table of Contents lists: ____________________________________________________


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Handout C505-13

Resources

Texts

Brown, Patricia Todd, Ed.D., Century 21 Seventh Edition Style Manual , South-Western Publishing Co., 2002.

Century 21 Computer Applications & Keyboarding, 7th edition, South-Western Publishing Co., 2002.

Glencoe Keyboarding with Computer Applications, Lessons 1-150, The McGraw-Hill Companies, Inc., 2000.

Keithley, Erwin M., Marie E. Flatley, Philip J. Schreiner, Manual of Style for Business Letters, Memos, and Reports, South-Western Publishing Co., 1989.

Sabin, William A., The Gregg Reference Manual. Gregg Division/McGraw-Hill Book Company, 1992.


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OBJECTIVE: 005.06 Input data using templates and web forms.


Activity Note: There are many acceptable formatting styles. The use of style manuals is encourages as well as the use of various templates used in education, business, and industry.

Activity Discuss terminology related to purchasing documents. Handout C506-01Vocabulary

Activity Discuss the three popular business forms related to purchasing equipment, supplies, or services.

Handout C506-02Business Forms Related to Purchasing

Activity Show the example of a purchase order and emphasize its popularity.

Handout C506-03Purchase Order

Activity Have students key the purchase order exercises. Many Internet resources provide templates. You may do an Internet search or refer to the Resources section for site references. If you do not have Internet accessibility, have students set up each form as a table.

InternetActivity C506-04Purchase Order Exercises

Activity Explain the purpose of an invoice and the fact that it is another name for a “bill” for materials or services purchased.

Handout C506-05Invoice

Activity Have students key the invoice exercises. Many Internet resources provide templates. You may do an Internet search or refer to the Resources section for site references. If you do not have internet accessibility, have students set up each form as a table.

InternetActivity C506-06Invoice Exercises

Activity Discuss the proper way to complete a job application. Handout C506-07Job Applications


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Activity Have students complete a job application. Download job applications from the Internet, obtain job applications from local employers, or use a sample job application from textbook resources.

Internet

Activity Discuss resumes and their importance in the job application process.

Handout C506-08Resumes

Activity Have students refer to Objective 5.03 to review letter formatting. Then have students compose and key their own resume to accompany letters of application and follow-up.

TeacherTip

List of reference materials Handout C506-09Resources


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Handout C506-01

VocabularyInvoice — A form that the seller/supplier completes and sends to the buyer during the month

indicating how much is owed for items bought or services rendered and the due date for payment/payment terms.

Job Application — An employment form used by employers to document information pertaining to job applicants.

Purchase Order — A form prepared by a business (buyer) and sent to another business (seller/supplier) to order items or services.

Purchase Requisition — A form to be completed by individuals within a business to request that items or services be purchased.

Resume — Usually a one-page document, a resume is a summative document which usually outlines six major areas describing an applicant: Personal Information; Objective; Education; School/Community /Employment Awards, Honors and Accomplishments; Work Experience; and References.


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Handout C506-02

Business Forms Related to Purchasing

Purchase Requisition

A form to be completed by individuals within a business to request that items or services be purchased. Many

companies require that purchase requisitions be completed and approved prior to a purchase order begin

created.

Purchase Order

A form prepared by a business (buyer) and sent to another business (seller/supplier) to order items or services.

Invoice (Bill)

A form that the seller/supplier completes and sends to the buyer during the month indicating how much is owed for

items bought or services rendered and the due date for payment/payment terms.


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Handout C506-03

Purchase Order

SEASIDE HIGH SCHOOL500 E. Main Street, Belleview, NC 25805

PURCHASE ORDER

TO: Coastal Office Supply Company Date May 27, 20—P. O. Box 435 Order No. C-3458Manteo, NC 27954 Ship By United Truck

QUANTITY DESCRIPTION UNIT PRICE AMOUNT

2 Levenger leather folios, 99.95 199.90No. 434-AZ

15 Keyboard wrist pads 6.95 104.25

24 Mediamate mouse pads 5.28 126.72

5 Surge protectors 9.95 49.75

TOTAL 480.62


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A purchase order is a form sent to a business to order materials or services. The top portion consists of the heading information, and the bottom portion consists of the list of items ordered and the total amount of the order.

Activity C506-04

Purchase Order ExercisesDirections: Complete purchase order forms using today’s date, your school as the buyer, and the information provided below. Remember that all numbers listed in columns should be right-aligned.

1. Order Number: C-3458 Ship by: United Truck

To: Coastal Office Supply CompanyP. O. Box 435Manteo, NC 27954

Items Ordered Unit Cost Amount

2 Levenger leather folios, No. 434-AZ 99.95 199.9015 Keyboard wrist pads 6.95 104.2524 Mediamate mouse pads 5.28 126.725 Surge protectors 9.95 49.75

Total 480.62

2. Order Number: 6894 Ship by: Freight

To: Adams Office Supply235 N. Fifth StreetGreensboro, NC 27407

Items Ordered Unit Cost Amount

10 Maxell VHS videotapes, #454-23 7.99 79.902 Brother PT 12 electronic labeler 99.99 199.983 Pneumatic lift chairs, #536-78 39.99 119.971 Reveal internal CD-ROM drive 159.99 159.99

Total 559.99


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Handout C506-05

Invoice

COASTAL OFFICE SUPPLY COMPANYP. O. Box 435, Manteo, NC 27954

INVOICE NO. 983456

TO: Andrews, Larson, and Associates DATE: May 27, 20—Suite 4000, Century Bank BuildingNorth Graham Street Extension TERMS: 5/10, n/30Belleview, NC 25805

QUANTITY DESCRIPTION UNIT PRICE AMOUNT

5 Microsoft Excel 5.0 Upgrade 86.00 434.95for Windows

5 Peachtree Accounting for 114.99 574.95Windows 2000, CD-ROM ed.

2 Hewlett Packard Jet Printer 269.00 538.00

12 Black Inkjet Cartridge, #558-213 24.99 299.88

TOTAL 1,847.78


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An invoice is a bill sent by a business for materials it sold or services it rendered to another business. The top portion, the heading information, includes the payment terms. Example: 5/10, n/30, means the buyer can take a 5% discount on the purchase price if the invoice is paid within 10 days. However, if not paid early, the entire amount owed (the “net”, represented by the “n”) must be paid within 30 days of the invoice date. Late payments may result in additional charges being assessed to the buyer. The bottom portion lists the items sold and the total amount due. If there are shipping/handling charges or tax due, they will be included also as separate line items before the final TOTAL amount is calculated and listed.

Activity C506-06

Invoice ExercisesDirections: Complete invoice forms using today’s date, your school as the seller/supplier, and the information provided below. Remember that all numbers listed in columns should be right-aligned.

1. Invoice Number: 983456 Terms: 5/10, n/30

To: Andrews, Larson, and AssociatesSuite 4000, Century Bank BuildingNorth Graham Street ExtensionBelleview, NC 25805

Items Sold Unit Cost Amount

5 Microsoft Excel 5.0 Upgrade for Windows 86.99 434.955 Peachtree Accounting for Windows 2000 114.99 574.95

CD-ROM Edition2 Hewlett Packard Jet Printer 269.00 538.00

12 Black Inkjet Cartridge, #558-213 24.99 299.88

Total 1,847.78

2. Invoice Number: 95-17491 Terms: n/30

To: East Side Medical Center1400 Memorial BoulevardDelray Beach, FL 33445

Items Sold Unit Cost Amount

6 AT&T Digital Answering System 129.99 779.94Speakerphone

2 Apollo Cobra Portable Overhead Projector 349.99 699.982 Shredex Crocodile C-1000 Shredder 199.99 399.981 Globe Task Chair (Black), #504-32 59.99 59.99

12 C2 Office Gear Mouse Pad 2.78 33.36

Total 1,973.25


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Handout C506-07

Job ApplicationsMany employers required that job applicants complete an employment application form in addition to any resume or application letter they may receive. The following are some tips in completing employment applications:

Take a copy of your resume with you when applying in person and use the resume to help in completing the job application form.

Obtain an application in advance if possible. Make a copy and use this as a rough draft to eliminate making errors on the final copy.

Use only blue or black ink when completing a hand-written job application.

Check to see if the application form is available on-line. This makes for a neater copy, if available.

Always answer all items correctly and honestly. Employers can and do verify information. False information on any application documents is regarded to be sufficient justification to not hire an individual. In addition, if false information is discovered after employment, it can be considered a valid condition for termination. Most employment applications ask you to sign your name at the bottom of the document. In many cases there is a statement immediately above your signature stating that you are verifying the information given by you to be accurate and truthful.

Information that you will typically be expected to supply is:

*Name, address and telephone number(s) where you can be reached.

*The job opening for which you are applying.

*Past employment history (to include dates of employment, job titles/descriptions, supervisor(s), and contact information such as addresses and telephone numbers, and reason for leaving.)

*School attended (to include dates of attendance, diploma, degrees or certification achieved, and contact information)

*Military history (to include dates of service, branch, terms of discharge, etc.)

*You may also be asked to give references. These are individuals who can attest to your abilities and/or character. Typically, you should not use relatives or spouses as references. Additionally, make sure you contact any potential references, obtain their approval to be used as a reference, and know what type of information they will give about you. You want no surprises if you make it this far in the interview, and a poor reference could ruin your chances for employment.


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Handout C506-08

ResumesResumes are a summary of your abilities and experiences. They should preferably be no longer than one page. Check your software and the internet for templates which can add a professional flare to your document.

Formatting: Setting all margins to one inch is acceptable, however, you may choose to adjust

any of these to fit the text.

Always list the most recent information first (reverse chronological order) for both education and work experience.

Key your name and contact information at the top of the page.

List items so that the most important and impressive items are listed first. For example, if your educational background is stronger than your work experience, it should be listed first. If your work experience is more impressive that your educational background, then list work experience first.

On a printed resume, use text enhancements to your advantage.

Content: (Your resume should contain the following)

Name and contact information.

An objective, stating your goals or reasons for wanting the job opening.

Education listed in the format addressed above. You may list any special skills acquired or courses taken which are relevant to the job opening. It is also helpful to include grades earned in those courses related to the job competencies.

List school, community or previous work accomplishments, awards and honors.

Work experience listed in the format described above. You will need to include dates of employment, job titles/descriptions, supervisor(s), and contact information such as addresses and telephone numbers. Use active verbs to describe job duties.

Three to six references of individuals who can attest to your abilities/skills, character, work habits, and personality. Be sure to include all contact information such as name, address, telephone numbers (home/work/fax/cell as appropriate) and e-mail addresses if available. The references may be keyed at the bottom of the resume if space permits, or if listed on a separate page, key a statement similar to the following under the “References” section:

“References will be provided upon request.”


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Handout C506-09

Resources

Texts






Internet Sites for Invoice/Purchase Order Templates

The following is a potential listing of sites to access for student practice in completing templates. However, due to the continual updating of websites, it is impossible to maintain a permanent listing. It is suggested that students also be encouraged to integrate Internet searches with this activity to find additional current resources which contain templates.

http://www.wn.com.au/jkadminserv/BusinessTemplates.htmlhttp://www.hp.com/sbso/productivity/office/http://www.officeupdate.microsoft.com/templategalleryhttp://officeupdate.microsoft.com/TemplateGalleryhttp://billquick.com/dwn_samp.htm


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http://billquick.com/dwn_samp.htm

http://www.officeupdate.microsoft.com/templategallery

http://www.hp.com/sbso/productivity/office/

http://www.wn.com.au/jkadminserv/BusinessTemplates.html




OBJECTIVE: 005.07 Input and manipulate table data.


TeacherTip

Review horizontal and vertical centering for formatting tables

TeacherTip

Discuss vocabulary used with tables. Handout C507-01Vocabulary

TeacherTip

Review horizontal and vertical centering for formatting tables.

Handout C507-02Hints for Formatting Simple Tables

TeacherTip

Discuss formatting simple tables with main headings. Handout C507-03Tables with Main Headings

TeacherTip

Discuss formatting simple tables with main and secondary headings.

Handout C507-04Table with Main and Secondary Headings

TeacherTip

Discuss formatting simple tables with main, secondary and blocked columnar headings.

Handout C507-05Table with Main, Secondary, and Blocked Columnar Headings

TeacherTip

Review correct procedures for creating tab stops. TextbookHandout C507-06Resources

Activity Practice keying various simple tables. TextbookHandout C507-06Resources


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Handout C507-01

VocabularyAlign (Justify) — Refers to the arrangement of data in relation to a fixed point. Example: Left

align arranges all data so that the left side of all data begins at the same point.

Column — Data aligned from top to bottom.

Columnar Headings — Used to identify the data in each column of a table, they appear underlined and immediately above the column data.

Main Heading (Primary Heading) — Keyed in all capital letters, this is the main title of the table.

Row — Data aligned from left to right.

Secondary Heading (Sub Heading) — Keyed in initial capital letter, this heading, if used, appears a double space below the main heading and above the column headings/body.

Tables — A simple way to organize information using rows and columns to align data in an easy-to-read format.


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Handout C507-02

Guidelines for Formatting Simple TablesTables are a simple way to organize information using rows and columns to align data in an easy-to-read format. Use the following guidelines to aid you in formatting tables.1. Center the table horizontally (equal blank space on the left and right of the

table).2. Center the table vertically (equal blank space at the top and bottom of the

page).3. Center the main heading. Key the heading in all capital letters.

Double-space after the main heading.4. Center the secondary heading. Key the secondary heading in initial capital

letters (capital- and lower-case letters). Single-space the secondary heading if it takes more than one line.

5. Double-space between the heading and the body of the table.6. Column headings identify the data in each column of a table. Key column

headings in initial capital letters. Underline the column headings.7. Column headings may be blocked (keyed at the tab stops set for the columns) or

centered.8. Double-space after the column headings.9. Set tabs (or align data) for columns as follows:

Use left alignment for columns that contain words. Use right alignment for columns that contain whole numbers. Use a decimal alignment for columns that contain decimal numbers. (If

the column has a column heading, right align the column heading so that it will align with the right edge of the column data.)


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Handout C507-03

Tables With Main Headings

DAILY SCHEDULE

(DS)First Period 8:00-8:55Second Period 9:00-9:55

Third Period 10:00-10:55Fourth Period 11:00-11:55Lunch 12:00-12:30Fifth Period 1:00-1:55Sixth Period 2:00-2:55Column with words(left align)

Column with numbers

(right align)

FRESHMAN CLASS OFFICERS(DS)

James Locklear President

Marquita Salazar Vice President

Jonathan Williamson Treasurer

Drew Herbin Secretary


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Body of Table Single-spaced

Body of Table Double-spaced

Main Heading

Main Heading

(left align) (left align)


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Handout C507-04

Table With Main Headings and Secondary Headings

WESTERN HIGH SCHOOL

Business Faculty

Rosa Rodriquez Business Law

Mona Gaddy Keyboarding

Donna Medley Computer Applications

Nikki Miller Accounting


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Main Heading Secondary Heading

Handout C507-05

Table With Main, Secondary, and Blocked Columnar Headings

NORTH CAROLINA FBLA

State Fund-Raising Projects

Company Product

Champion’s Challenge Candy

Tom-Wat, Inc. Gifts

Flash Education Locker Shelves

Bramblett Marketing Fragrances


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Main HeadingColumnar Headings

Secondary Heading

Handout C507-06

Resources

Texts







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OBJECTIVE: 005.08 Input other business documents in acceptable format.


TeacherTip

Discuss the difference between horizontal and vertical centering, page orientation, and discuss the vocabulary.

Handout C508-01Vocabulary

TeacherTip

Show an example of an invitation. Introduce some of the basics of desktop publishing/design that are illustrated by the model. For example: font, pitch, text enhancements (bold, italics, etc.), arrangement of text on page and the placement of clip art design. Reader proximity should also be considered (example: An invitation has close reader proximity, whereas a yard sale flyer attached to a street post will probably be viewed from a greater distance, possibly even from an automobile.) The extent of this introduction depends somewhat upon your software capability.

Handout C508-02Handout C508-03Handout C508-04Handout C508-05Formatting Invitations andAnnouncements

Activity Students will use textbook to format an invitation or announcement and add theme appropriate clip art to enhance the document.


Activity Students will create and design their own invitation or announcement using clip art.

Activity Students will create a one-page flyer. TextbookHandout C508-13Resources

Activity Students will create and design their own one-page flyer or announcement.

TeacherTip

Discuss minutes, agendas, and itineraries. Handout C508-06Minutes, Agendas, and Itineraries


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Discuss keying minutes in acceptable format. Handout C508-07Handout C508-08Keying Minutes and Example

Discuss keying agendas in acceptable format. Handout C508-09Handout C508-10Keying Agendas and Example

Discuss keying itineraries in acceptable format. Handout C508-11Handout C508-12Keying Itineraries and Example

Practice keying minutes, agendas, and itineraries. TextbookHandout C508-13Resources


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TeacherTip

TeacherTip

TeacherTip

Activity

Handout C508-01

VocabularyAgenda — Includes the order of topics to be covered at a meeting and the individuals

responsible for each topic.

Announcement — A document created to inform individuals of an event or occasion. No response is usually required. Usually sent to individuals within a targeted interest group.

Enhancements — Visual additions to attract a reader’s attention to specific text.

Flyer — A document created to inform individuals of an event or occasion. No response is usually required. Can be sent to a targeted interest group, but may also be posted for the general public to view.

Invitation — A document sent to specified individuals in order to inform them and request their presence at an event or occasion. A response (reply) to the invitation is often required to indicate whether or not the individual will attend.

Itinerary — A list which includes the dates, times, schedules, lodging, and method of travel to be used on a trip.

Minutes — A summary of the events and business conducted during a meeting. Minutes are the official record of a meeting and are kept by the secretary of an organization.

Orientation — The determination of how material is arranged on a page in either portrait or landscape style. On an 8 ½” x 11” size paper, portrait orientation has the short side of the paper at the top; landscape has the long side of the paper at the top.


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Handout C508-02

Example of Invitation

You are cordially invited to

A Retirement Luncheon

In honor of

LATOYA McPHERSON

On Friday, August 4

At 12 noon

At The Career Center

Cost of the luncheon is $15 per person(which includes a gift contribution)

RSVP by July 21 To Ann Brooks at 282-4700.


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Handout C508-03

Example of Announcement

There will be a special event that will be held atThere will be a special event that will be held at

Cummings High SchoolCummings High School

Event: Track MeetTime: 9:00 a.m. UntilPlace: Cummings Football

StadiumDate: May 1, 2004

There will be fun and games for everyone in theThere will be fun and games for everyone in the family. There will also be food to enjoy.family. There will also be food to enjoy.

For more information, please contact Bob Hope at For more information, please contact Bob Hope at 1-800-555-4200.1-800-555-4200.Fundamental Word Processing

Create business and employability documents using traditional and alternative input devices.C5-85

Handout C508-04

Example of Announcement

YARD SALEYARD SALEClothes, Shoes, Jewelry,Clothes, Shoes, Jewelry,

Toys, and more!!!!!Toys, and more!!!!!

10:00 a.m.-4:00 p.m.10:00 a.m.-4:00 p.m.Marshville ParkMarshville Park

Saturday, September 29,Saturday, September 29, 20042004


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Handout C508-05

Example of Announcement(This is ideally suited for landscape format)

Event: Football Game

Place: Eastern High School

When: October 26, 200-

Time: 7:00 p.m.


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Transparency

Handout C508-06

Minutes, Agendas, and Itineraries

An agenda includes the order of topics to be covered at a meeting and the individuals responsible for each topic.

An itinerary is a list which includes the dates, times, schedules, lodging, and method of travel to be used on a trip.

Minutes are a summary of the events and business conducted during a meeting. Minutes are the official record of a meeting and are kept by the secretary of an organization.


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Handout C508-07

Keying Minutes Because minutes are often kept in a three-ring binder,

set margins for a bound report (LM = 1.5”; RM = 1”).

Key the organization’s name 1” from top of first page. Double-space and key MINUTES OF THE REGULAR MEETING in all caps. Double-space and key the date. Double-space after the heading.

Key side headings in all capital letters. Double-space before and after the side headings.

Single-space minutes.

Quadruple-space before the closing to allow for signature. Start keying the closing at the center. The closing includes the secretary’s name and title.

Key page numbers 1” from top on additional pages.


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Handout C508-08

Example of Minutes

The Club Name

(Today’s Date)(DS)

ATTENDANCE (side heading)(DS)This section includes the place of the meeting, the

time the meeting began and ended, and officers and members who attended the meeting.

(DS)UNFINISHED BUSINESS

This section includes the reading of the minutes, the treasurer’s report, and any officer reports of unfinished business.

NEW BUSINESS

This section includes any business which has not been brought before the group prior to the meeting.

(QS)

Jamie Wright,Secretary(Closing)


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Handout C508-09

Keying Agendas Leave a 2” top margin.

Use a columnar format.

Arrange the topics in chronological order or in a logical sequence if no times are used.

Key the time information in the first column.

Key the descriptive information in the second column. Begin keying the entries at the tab stop.

If the descriptive information is very short, center the program horizontally.

If the speaker’s name or the room number is keyed in a third column, use the right align feature of your word processing program to align the column at the right edge.


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Handout C508-10

Example of an Agenda

AGENDA(DS)

Williams High School FBLA Meeting(DS)

February 14, 20—(DS)

1. Call to Order Janet Drucker

2. Minutes of the Previous Meeting Alan Baumgartner

3. Treasurer’s Report Zoe Baird

4. Committee Reports

Community Service Committee Belinda WhiteFBLA Week Committee Thomas AndersonNominating Committee Alison Jeffries

5. Adjournment Janet Drucker


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Handout C508-11

Keying Itineraries

Use default margins. Set left align tabs .5” and 2.5” from the left margin.

Use a 2” top margin or vertically center the itinerary.

Double-space after the heading.

Key the day of the week and the date at the left margin. Bold the date information.

Double-space after the date information. Indent all time .5” from the left margin. Use local time and align times at the colon.

Use the indent feature to align wrap-around lines in the event section of the itinerary.

Single-space the individual event notations. Double-space between events.

Note: It is also acceptable to key an itinerary in a table with or without gridlines.


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Handout C508-12

Example of Itinerary

ITINERARY FOR JANINE DUMONT(DS)

October 15-17, 20—(DS)

Thursday, October 15, 20—(DS)9:30 a.m. Registration in Imperial

Ballroom. Registration packets will be

distributed. (DS)

10:00 a.m. Desktop Publishing Workshop—Belvedere Room.

1 p.m. to 5 p.m. Robotics Demonstrations—Auditorium I.

Friday, October 16, 20—

9 a.m. to noon Advanced Word ProcessingEnhancements—Belvedere Room.

1 p.m. to 5 p.m. Technology Update—Auditorium I.

Saturday, October 17, 20—

9:30 a.m. Telecommunications Tidbits—Lower Level Auditorium.


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11:00 a.m. Closing Session.


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Handout C508-13

Resources

Texts

Brown, Patricia Todd, Ed.D., Century 21 Seventh Edition Style Manual, South-Western Publishing Co., 2002.






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