computer science unit 2

Types of Business Documents

- Business letters - Emails - Memorandums - Reports - Financial documents

Elements of a Template

- Fonts - Text - Pre-filled data: Some templates will automatically add your name or initials to your document. This is known as prefilled data/information. - Clip Art images: Some templates (such as those in Microsoft Word) suggest visuals.

Writing Effective Business Documents

- Identify the scope of your document: Before you write your business document, identify and understand the objective of your communication and do not shift your focus - Identify your target readers: Direct your business document at a particular set of readers—your target audience. You'll need to understand your readers' background, level of knowledge, and interest in the subject in order to draft your business document effectively. - Deliver value in your content: Your target audience reads your business document to gain information from your communication. Your document should, therefore, provide up-to-date, valuable information and address any of your readers' potential concerns. - Structure your document: The structure of your document should be appropriate to the type of communication you create. A lengthy communication needs a structure that answers questions such as these: Who is the recipient of my mail? What is the message I need to convey? Who do I represent when I communicate the message? and so on. On the other hand, a short communication needs a structure that includes merely the recipients' name, the message, and your signature. - Be precise: Keep the business documents concise and to the point. Do not add trivial and unimportant information to your documents. - Ensure information accuracy: Make sure that the information you are sending is accurate. - Proofread: Once your business document is ready, proofread it to ensure that it is grammatically accurate

Page Layout Options

- Margins: Your document page has four margins: right, left, top, and bottom. These margins are the blank spaces around the edge of your document - Headers and footers :usually show information that remains constant across all the pages. A header is the text that appears within the top margin of the document, while the footer is the text that appears within the bottom margin.

Other template options in Microsoft Word enable you to:

- create a template with a blank document, and - create a template based on an existing document.

Reports

- documents that present crucial business information in an organized way. - often longer than business letters - convey more factual data that helps facilitate the decision-making process in an organization. - consist of several elements, such as graphs, statistics, charts, case studies, and images. - most common types of reports are progress reports, comparison reports, periodic reports, and annual reports.

Memorandums or memos

- documents used to communicate within the organization. - Memos are short (typically they're 1-page long) - sum up a topic in a direct and brief style - typically include instructions, internal issues, decisions, and new and revised policies.

Emails

- most widely used form of business communication. - - have a conversational tone, and are not as formal as the business letters. - You can address an email to a single recipient or to multiple recipients at a time. - primary use of the email is to convey a message or information - you can also use the attachment feature of emails to facilitate the transfer of files.

Word processing software enables you to

- prepare business communication documents that appear consistent and formal. - You can also use these software programs to create other documents, such as research papers, school assignments, and college projects.

Financial documents

- serve as the financial framework of an organization. - include budgets, statements of accounts, proposals, taxation laws, the payroll documents, and records of other financial activities of an organization. - These documents are usually prepared by the finance or accounts departments and used by the management to make, or record, financial decisions. - Other forms of business documents include presentations, cover letters, resumes, and newsletters.

Business letters

- the most formal means of communication, because they follow a predefined format. - Typically, they are written in a block style, with the body text aligned along the left margin. - either in a printed form or handwritten, - typically used for external communication. - example: letters of sales, letters of recommendation, and letters of inquiry.

Jeff can use the ________ keys to copy the phrase. After copying the phrase, he can use the _______ keys to paste the data.

1. Ctrl + C 2. Ctrl + V

Creating a New Document with a Template

1. Open your word processing program, click the File menu, and select New. 2. The opened dialog box will display a variety of templates, divided by category. Click a category to view the templates it contains. 3. Select the template that you want, and click Create. You get the same result if you double-click the template you have chosen. 4. A new document with appear with your chosen template.

An email is usually an _______ form of communication that has a ___________ tone to it.

1. informal 2. conversational

You should use the _________option, when you create your document for the first time, and the______________option to save the changes made to an existing document.

1. save as 2. save

indents paragraph to the right

Before text

internal communication.

Communication between employees and within teams and departments of an organization

Which key or button will you use if you accidentally erased a line while typing a paragraph?

Ctrl + Z

used to display a table on a single page

Don't split table

indents the start of a paragraph

First line

used to display the first row of text as bold, italicized, and center aligned

Heading

David writes an essay as part of an assignment at school. He wants to indent the first lines of several paragraphs. With a word processing program such as OpenOffice Writer, which tab in the Paragraph dialog box would allow him to indent the first line automatically?

Indents & Spacing

manages space between two lines

Line spacing

Which table option enables you to combine the contents of several cells into one cell?

Merge Cells

used to combine the content of multiple cells into one cell

Merge Cells

Some of the popular word processing software programs are

Microsoft Word, WordPro, Open Office Writer, WordPerfect, and Google Docs

Orientation

One of the page layout options enables you to set the orientation of your document. You can have it either in the portrait mode or in the landscape mode

format page style

Register-true

used to specify the number of rows and columns in a table

Size

Business documents have a distinctive style, which sets them apart from other documents:

These documents are concise and easy to comprehend, and convey messages in the most effective way. You notice a formal tone in most business documents.

Size

You can adjust the size of your document to match the type of document that you want to create. For instance, if you opt for the legal size (8.5" x 14"), you will notice that the document length is a greater than the length for a regular A4 size (8.27" x 11.69") document.

function keys

abeled F1 to F12, perform specific tasks in a word processing program. - For example, in Microsoft Word, the F1 key will open the Help menu. Similarly, the F5 key will pop up the Find and Replace dialog box, and F7 will select a paragraph and run the Spelling and Grammar test on it.

control (Ctrl) keys

consist of keys that are used mostly in combination with other keys to perform specific actions. For example, Ctrl + A will select all the information on your screen. Similarly, Ctrl + C will copy the selected text, Ctrl + X will cut the selected text, and Ctrl + V will paste the selected text.

numeric keypad

consists of number keys, similar to the ones you find on a calculator. On some computers, this keypad is located on the right side of the keyboard. With numeric keypad, it is easier for you to enter numbers.

Business communication depends on various kinds of documents, such as

emails, reports, memos, and proposals that contain important messages.

navigation keys

enable movement within documents for browsing or editing. They include the arrow keys, and the Insert, Home, Delete, End, Page Up, and Page Down keys.

Communication with the public, business stakeholders, the government, and so on

external communication.

A template is a

format that you can use to create your document. It already includes your desired format, and therefore, you will not have to make frequent changes to the document. example: MLA format template

Which information can you apply to every page of your document with the page layout options?

header and footer

word processing programs offer the useful ability to

protect documents from misuse. You can, therefore, password-protect your document, and restrict its access.

The _________ feature of the word processing software simplifies some of these functions.

template