GCSE TYPE WRITING

PAUL BAILEY

M MACMILLAN

© Paul and Margaret Bailey 1990

All rights reserved. No reproduction, copy or transmission of this publication may be made w1thout written perm1ssion.

No paragraph of th1s publicat1on may be reproduced, cop1ed or transmitted save with written permiSSIOn or 1n accordance with the prov1s1ons of the Copyright, Des1gns and Patents Act 1988, or under the terms of any licence permrtting lim1ted copying 1ssued by the Copynght Licensing Agency, 33-4 Alfred Place, London WC I E 7DP.

Any person who does any unauthonsed act 1n relat1on to this publicat1on may be liable to cnm1nal prosecut1on and civil claims for damages.

F1rst published 1990

Published by MACMILLAN EDUCATION LTD Houndmills, Bas1ngstoke, Hampsh1re RG21 2XS and London Companies and representatives throughout the world

British Library Catalogu1ng in Publ1cat1on Data Bailey, Paul, /937 Dec. 29-

GCSE typewrit1ng. I. Typing - Questions & Answers - For schools I. Title 652.3'0076

ISBN 978-0-333-48682-5 ISBN 978-1-349-10680-6 (eBook) DOI 10.1007/978-1-349-10680-6

The names, addresses, telephone numbers etc. used in this book are fictitious. Any resemblance to actual occurrences is purely coincidental.

Acknowledgements We are grateful to Brother Industries (U.K.) Ltd and Mr J. Kelly of Johns and Brother for permission to reproduce the diagram on page viii and to Graham Drury of Bowden Dyble Hayes and Partners Ltd who supplied the artwork.

Preface iv

Check List v

Introduction viii

MODULES

Keyboarding 1

Speed and Accuracy 26

Paragraphs 35

Correction Signs 56

Letters 74

Addressing Envelopes 120

Abbreviations 126

Displays 132

Tabulations 142

Footnotes 180

Business Documents 188

Documents Connected with Meetings 209

Allocating Space 228

Reference 234

Ill

Using the Book

iv

GCSE Typewriting has been specifically written to cover all the GCSE syllabuses in Typewriting but it also covers the elementary and intermediate syllabuses of all public examining authorities such as the LCCI, Pitman and the RSA. It has been written on a modular basis and each module offers a coherent area of study. The particular features of the book are as follows .

• Comprehensive syllabus coverage. • In-depth treatment of subject content. • Modular approach. • Comprehensive teaching of all aspects of the syllabus - often with

alternative approaches. • Assignments which provide a basis for teachers and pupils to develop

course work assignments which are a feature of the new GCSE examinations.

• English Language development- the ability to compose at the typewriter and the ability to use a dictionary to correct spelling and grammatical errors in material.

• Activities which are designed to assist the learning process. • The book is self-teaching and encourages a guided discovery approach.

It is thus suitable for internal and external candidates taking public examinations.

Before starting to use this book when preparing for public examinations, obtain copies of the relevant syllabuses and regulations . Enquire if there are notes for the guidance of candidates - some authorities publish details of their particular requirements. Read through these documents and note those areas which need to be studied in this book.

Systematically work through the particular syllabus requirements until full syllabus coverage has been achieved . The order in which modules are undertaken to complete particular syllabus requirements will depend on individual requirements. The order in which they appear in this book is not intended to imply that they must be taken in this or any particular order, although it makes sense to complete the keyboarding module first . The modules are not intended to be of an even length - how big each one is depends on the nature of the subject content. It follows that no time limit is implied for the completion of individual modules. Obtain past papers from the relevant examining authority and use these for examination practice. Very often a study of past papers reveals a particular emphasis which is not always to be obtained from reading a syllabus.

ABBREVIATIONS

Standard

Manuscript

Measurements/fractions/money/time/weights

ACCENTS

ALLOCATION OF SPACE

Allocate space expressed in terms of a measurement or line-spacing for margins, illustrations and addresses

ASSIGNMENTS

For coursework assessment

BUSINESS DOCUMENTS

Agenda/Notice of Meeting/Minutes

Itineraries

Order/Invoice/Statement

Reports

CAPITALS

Closed and spaced

CARBON COPIES

Types and uses of carbon paper/notation

COMBINATION CHARACTERS

COMPOSE AND TYPE

Letters. notice of meeting and agenda, minutes and general material

CONTINUATION SHEETS

Letters/general work

CORRECTIONS

Use correcting materials or techniques to make inconspicuous corrections

CORRECTIONS SIGNS

Correction signs used in manuscript or typescript material

DESIGN TYPE

Forms for completion. advertisements/notices/posters, menus using appropriate layout

DICTIONARY USE

Use a dictionary to correct spelling errors and in the ·composition of original material

DISPLAY MATERIAL

Blocked

Centred

Justified

EDITING

Rearrangement of material

Correction of spelling errors

Expansion of common abbreviations

Correct errors of agreement and punctuat ion

ENUMERATION

Enumeration of paragraphs using letters. arabic or Roman numerals and decimal notation

LEAG

./

./

./

./

v

,/ ./ ./ ./

v

./

./

/

/

/

./

/

./

/ v

~ v v /

V'

MEG NEA

./ ./

./ ./ v v

./

/ ./

/ / ./

,/

/ /

/ / ./ ./

./ /

/

/ /

/ /

/

/ /

/ / ,/ v ~

./ ,/ v ./ ./ v v v

v v

SEG SEG RSA RSA

I II I II

./ ,j ./ ..; ,/ / / ./ v ./ ./ ./ .,/ ./ v v

/ v ./ v / /"

/ / ~

/ / ./ .v""

v V' / v

/ / ./ / ./ ./ ./ /

/ /

./' ./ / /'

/ / / /

/ / / /

/ / ./ v .("_ ,/ v /

,/ / / / ./ ./ v v ,/ ~ ,/ v v v v v

/ v / ~

v

vi

ENVELOPES

Envelope selection. Addressing envelopes with or without special instructions

ESTIMATE TYPESCRIPT

Estimate typescript per page

FOOTNOTES

In typescript and manuscript material

In tabulations

FORMS AND PRO-FORMAS

Completion of, from material supplied

Deletions on

HEADINGS

Main

Sub

Shoulder

Paragraph

Side or marginal

IDENTIFICATION AND CORRECTION

Of marked or unmarked errors including typographical, spelling, punctuation and agreement

INVITATIONS AND REPLIES TO FORMAL OCCASIONS

ITINERARIES

Meeting

Travel

KEYBOARD MASTERY

LEADER DOTS

Ensure consistency throughout a task using a currently accepted style of presentation

LETTERS

Business and private

Parts of letters

Single sheets

Continuation sheets

Carbon copies and routing

LINE-END DIVISION OF WORDS

MEETINGS

Documents connected with meetings - notice of a meeting, agenda, minutes

Notice and agenda for an AGM

MEMORANDA

A5 and A4 as appropriate

MONEY

In general material

On business documents

In tabular work

LEAG

v'

v .,/ ../

./ v

/ ./ v ./ /

./

,/

v ./

./

,/' ./ ,/ ./ ,/'

./

,/ v

v

./ ,/ ,/

MEG NEA

v"' ./

v v

/ ./' .,/ v

/ ./' ,/ v v .......... ,/' ,/' y ,/

/ v

/ ,/

./ v

/ ,/' ,/' v v .,/ ,/' v v ,/

v v

,/ ./

,/ ./

v' ,/ v ,/ v ./

SEG SEG RSA RSA

I II I II

/ ./ / V"

I/' v' .............

v" v / v v / v v

/ v .,/" ,/ ,/ / v V" / v ,/ .......... ,/ v / V" ./ v v"" ..........

,/ ,/' o/ /

,/ ,/ v ,/

/ ./ v /

/ ,/ ./ v"' v .,/ ./' v ./ .,/ v v v' ./' ./ v v v ./ ./ v v

v a/ v /

/ ./ ./ v

,/ / v v" ./ ,/ v ,/'

v ,/ ./' v

PAPER

Sizes and weights

Carbon paper and carbon film

PARAGRAPHS

Blocked

Indented

Hanging

Inset

Paragraph enumeration

POSTCARDS

PROBLEM SOLVING

Rearrangement, selection, modification, amendment and analysis of material

PUNCTUATION

Standard and open

Correction of punctuation errors

ROMAN NUMERALS

SPEED AND ACCURACY (OPTIONAL)

STATIONERY

Paper and envelope sizes and weights

Selection and efficient use of

SUPERIOR AND INFERIOR CHARACTERS

TABULATIONS

Unruled column work containing words or figures

With: horizontal ruling

horizontal and vertical ruling

leader dots

footnotes

Rearrangement of

Allocation of space within

Key LEAG: MEG: NEA:

London and East Anglian Group for GCSE Midland Examining Group Northern Examining Group

LEAG

/ ./

V"' / v v ../

V'"

v""

/

./

./ /

/

/ ,/

./ v v ./ v

RSA 1: Royal Society of Arts Typewriting Skills Stage I

MEG

/ V'

v / v v v

v

v ./ v

v v /

v v v

v v

RSA II: SEG 1: SEG II:

Royal Society of Arts Typewriting Skills Stage II Southern Examining Group Typewriting Skills Stage I Southern Examining Group Typewriting Skills Stage II

NEA

/ v

v"" v' v v v

v

v ./ v

v ./

/

v v

v

SEG SEG RSA RSA

I II I II

/ / v v v v v ,/

v v v v v v / v v' ../ V' y" v / v v v' v v v

/ / / v

/ v t/ v / v v v v v v v

/ ,/ / v

v v v v v v ,/ v ./ / v v

v v v v ./ v

/ / v ./ ,/ v v v ./ v v v

vii

viii

0 line Spacing Selector Choostyourhnespacmg 1, l'h.2

0 Typing Pitch Selector Set your typmg puch 10 lO charactcrs per mch (Plea) 12 12 characters per mch (Ehte) 15 15 characters per mch (M1cron)

0 MaiJ!in Release Key Rt~ your left and nght margms

Unelndent Key Indent tht hrst hne of a paragraph

0 Left MaiJ!in Key Set your icft margm

Right Margin Key Set )'0\1T nght margm

OlllbSetKey Set as many as 16 tabs across the page for typtng columns of mformat10n

Dccimalllab Set Key Very cOIIW:nttnt for typmg columns of fJgureswJthdttunals

C)llabClearKey Clear all tabs and ~cunal tabs

lmpactHKey Heavy unpact on the paper

QCodeKey Hold down and prns anothtr key for spec~al runcoons

OlllbKey M~ tht earner to tht: next tab or decimal tab stop

Paragraph Indent Key lncknt a whole paragraph

0 Shift Lock Key Press and conunuously type characters m uppucase

Gil Shift Key Hold down and type a character tn upper

CD Paper Insert Key ln~rt paper mto your typewnter automaucally

C9 Repeat Key Repeat any pressed key

Q) Half Backspace Key Very handy ror typing a character or word m a hm1ted space

G) Space Bar Mow: one space to the nght or hold the space bar down to keep on movmg to the nght

4& Auto Underline Key Undcrhnt a character or word

G) Bold Key Stress 1 ttrtam word or emphasu.c 1 certam "'P......,..

C9 Centering Key Type tnai head1ng or utle dead centre

Before attempting any of the modules in this text you should read this introduction and the operating manual supplied with your typewriter. The pace of technological change means that modern electronic typewriters are far removed from the manual machines which were found in many establishments just a few years ago. While the arrangement of the alphabet and numeric keys remains essentially the same, most of the control keys are different and vary considerably from machine to machine. While some electronic typewriters are fairly basic others are complex word processors. The diagrams show a typical modern electronic typewriter. Use your operating manual to learn the terms indicated.

THE VERSATILITY OF THE CE-500 KEYBOARD

brother.

Clll Right MaiJ!in Flush Key Align text so that 1t's nush wuh tht: nght margm

G Backspace Key - ... "*"bock,"' hold lh< bocbpo<e key down to ....... patedly to lh< lelt

~~~toS:'::f:~~!r the spted of bghtmng

fJ) Relocate Key Get back to where you ldtoff after makmg a correctiOn

f) Return Key Go 10 the ldt margm on the next hne

Paragraph Indent Clear Key Clear paragraph 1rxk:nts

0 Paper Up Key Move paptr up Also ~d for subscnpt

e Paper Down Key MoYe pr~ptr down Also used for supet5Cnpt

tJI Correction Key Correct a character or word m e1ther or two ways AUTOMATIC or MANUAL

Sizes

Quality

Quantities

TYPEWRITING PAPER

Typewriting paper is sold in many sizes, but the most common are: A4-210 x 297 mm-the size of this page A5-148 x 210 mm-half the size of A4

The page is called • Portrait- when the shorter side is put into the typewriter and looks like

this page. • Landscape- when it is put into the typewriter longest side first.

Typing paper is sold in grades according to its weight and the modern convention is to describe its weight in terms of grams per square metre or g/m2 for short. Good quality paper is often described as Bond paper and this weighs 70 g/m2 . Thin typing paper, often used when taking carbon copies, is called Bank paper and this weighs 45 g/m2 . Airmail paper is even thinner and weighs 35 g/m2 .

Typing paper is often sold in packs of 50-100 sheets but these are generally much more expensive in terms of cost per sheet than buying it by the ream. A ream of typing paper contains 500 sheets.

TYPEWRITING RIBBONS

You should consult your machine operating manual about the ribbons available for use on your typewriter and how to change them. A correctable film ribbon can be used in conjunction with a correcting tape (also known as a lift-off tape) to correct typing errors. If your machine is fitted with a multistrike carbon film ribbon typing errors will have to be corrected using a typing eraser or some cover-up material such as liquid paper or Tipp-Ex. If your machine is fitted with a fabric ribbon, usually nylon or cotton, typing errors will have to be corrected as for a multistrike carbon film ribbon.

MASTERING THE KEYBOARD

Before starting the Keyboarding Module use your machine operating manual to learn how to:

• switch on your typewriter; • set a suitable pitch- 10 pitch, 12 pitch or 15 pitch as appropriate; • set single, line and half or double line spacing as required; • insert a sheet of paper; • remove a sheet of paper; • set margins as required; • operate the carriage return or enter key; • clear and set the tabulator.

Always type using a backing sheet to protect the platen or roller on the typewriter. Backing sheets are commercially available and are often made of very thin card. If you do not have a commercially produced backing sheet use a sheet of good quality typing paper behind your top copy.

ix

Text for Typing

Posture

X

POSmON

If your position and posture are good, your typewriting will be better, and less tiring.

Place the text to be copied to the left or right of the typewriter, square in front of your eyes with the light full on it.

Adjust the height of your typing chair so that your feet are flat on the ground and sit, leaning slightly forwards, one hand span away from the keyboard behind the [i] and lliJ keys.

Hands Your fingers should be bent over the home keys.

LEFT HAND RIGHT HAND

The little finger of the left hand should be over the 0key, the third finger over the ~key, the second finger over the@] key and the first finger over the [!]key. The little finger of the right hand should be over the [Jkey, the third finger over the [!]key, the second finger over the[!] key and the first finger over the DJkey.

Use either thumb to tap the I space barl. Do not rest your hands or wrists on the typewriter or desk- the palms of your hands should be clear of the keyboard as you type and there should be a minimum of movement of the wrists and arms.

Use single line spacing for the exercises in the keyboarding module and use your machine in ragged margin mode - even if it has a right margin justify capability (see your machine operating manual). Copy each line exactly as it is given two or three times, depending on how difficult it appears to you. If you make a mistake do not attempt to correct it and concentrate instead on your typewriting technique. Initially it is not what you type but how you type it. When the reach keys are introduced, look at the reach and practise it until it is comfortable before attempting to type the text. Press theiRETURNioriENTERikey twice after each new line of text to leave a blank line between it and what follows. How long you spend on the alphabet section of the keyboarding module will depend on you. Some individuals can cover it in four hours while others need as many as eight.

TURN UP 7 SINGLE LINES BEFORE STARTING TO TYPE ALL EXERCISES IN THE KEYBOARDING MODULE

When you have finished using the typewriter, make sure that it is switched off and the plug is pulled out before covering the machine.

xi

R

i ~ 0

~ t-1 xii

TYPE SIZES

The three main sizes of type faces in typewriters and printers are measured by pitch:

10 pitch produces 10 characters every 25mm (or inch) : in older machines this is called Pica type

12 pitch produces 12 characters every 25mm: "Elite" on older machines.

15 pitch produces 15 characters every 25mm.

With each pitch there is a range of type styles. On word processors the various styles of typeface are called fonts. On a typewriter you have to change the printing head, often a daisywheel, to change the type style.

LINE SPACING

Most electronic machines produce 6 lines of text to every 25 mm (1 inch down a page):

Single line spacing

This is an example of text typed in single line spacing.

Double line spacing

This is an

example of

text typed

in double

line

spacing.