Course 1-Module 2
A common resource to use to locate the correct syllabication of words to be divided is an [x].
Up-to-date dictionary
Which of the following is the first of the six netiquette standards that apply to sending e-mails. Use e-mail to accomplish a specific purpose Make sure to include all necessary detail leaving out no small matter Use all capital letters when necessary Make sure to copy all interested parties on the email
Use e-mail to accomplish a specific purpose
Which of the following is NOT one of three methods used to achieve message coherence? Use language that is parallel or nonparallel to ensure ease of understanding Organize the paragraphs in your message according to the direct, indirect, or chronological approach Check to ensure that the last sentence of the previous paragraph leads the readers smoothly into the following paragraph Use transitional expressions to signal the continuation of ideas and any abrupt changes in thought
Use language that is parallel or nonparallel to ensure ease of understanding
Chapter 1 - Which part of speech serves as the motor of a sentence by showing action or state of being? Verb Noun Adjective Adverb
Verb
Hyphenated Verbs:
Verbs: to e-mail to air-condition to triple-space to cross-examine to ill-treat to second-guess to double-check to piece-dye to spot-check to force-feed to rubber-stamp to double-date
Our assistant city manager works (well) under pressure.
Well
Chapter four instructs the reader to write numbers one through ten in _________ . Write numbers above ten in ___________ , except those used to begin a sentence.
Words Figures
Chapter 13 informs the reader that reference requests are an important part of the job seeking task. After you have requested a reference and have received a yes response, should you provide the reference with a copy of your resume?
Yes
Read the rule No. 3-15 about the proper capitalization of organizations. Are the following organizations correctly capitalized: City of Good Chamber of Commerce; Texas Municipal Clerks Association, Inc.; Office of Secretary of State; and Texas State Library?
Yes
Hyphenated Adjectives:
able-bodied clear-cut fork-tender full-time hands-off hard-core life-size machine-readable narrow-minded no-fault one-sided public-spirited ready-made small-scale snow-white soft-spoken time-consuming up-to-date well-known well-to-do word-of-mouth worn-out
Capitalization for Organizations.
Capitalize the main words in the names of all organizations - business, civic, educational, governmental, labor, military, philanthropic, political, professional, religious, and social. United Sates Department of Defense Metro-Goldwyn-Mayer Studios Arizona Department of Motor Vehicles
Verb forms may be expressed in contractions by using an apostrophe to indicate where letters have been omitted. Which of the following is NOT correct? that's they're has'nt who's
Has'nt
Re-write the following sentence so that it is clearer and avoids grammatical mistakes. I quickly learned that it is what I do in my office environment as a supervisor and the productivity of my office and that of my employees that I had to look over, the amount of the productivity in my office is the most important, the rest of course would fall in place.
I quickly learned that it is what I do in my office environment as a supervisor, and the productivity of my office and that of my employees that I had to look over. The amount of the productivity in my office is the most important; the rest of course would fall into place.
[x] initials are used to show who keyed and formatted the letter.
Reference
Chapter 11 of the textbook states that e-mail messages do not [x] letters or memorandums that are lengthy, need paper copies, require confidentiality, or discuss significant information or issues.
Replace
The (residents) of Dallas have elected a new mayor.
Residents
Hyphenated Nouns:
Sister-in-law attorney-at-law by-product self-confidence double-talk fund-raiser write-in air-conditioning runner-up trade-in follow-up e-mail
Chapter 10 - Use the web site to look up the actual name of the current Texas Secretary of State and the correct address. Show how you would address an envelope and show the salutation and complimentary close used when writing to this official
There currently isn't a Secretary of State for Texas. The Honorable (Full Name) Secretary of State of Texas Elections DivisionSecretary of State P.O. Box 12060Austin, Texas 78711-2060 Dear (Mr./Madam) Secretary Sincerely,
Although the union representatives rejected our first offer, (they're) willing to consider our second proposal.
They're
True or False: When creating an agenda you should indicate the name of the presenter for a topic (if there is a specific presenter).
True
True or False: the formatting rule for a vertical listing introduced by a colon indicates that the items should be single-spaced.
True
6 Criteria to evaluate websites:
1. Evaluate it's purpose of use. 2. What is it's creditability of web documents? 3. What is the accuracy of information? 4. What is it's objectivity? 5. Is it current? 6. Is it user friendly?
Comma Rules
1. Not used with a calendar date expressed alone: On June 17 the internal Revenue Service audited our books. 2. Is used with calendar date and year: On June 17, 2015, the IRS audited our books. 3. Is used on weekday & calendar date: On Wednesday, June 17, the IRS audited our books. 4. No used with month and year: The IRS audited our books in June 2015. 5. Is used with time zones & clock times; Our flight will leave at 9:35 AM, MST, and arrive in Y=NYC at 4:00 PM, EST.
Number Rules:
1. One through ten in letters. 2. 10+ in figures (unless it begins a sentence). 3. Hyphenate numbers less than 100 that are two words and begin a sentence. Twenty-one
Editing the Document (7)
1. Are there any omissions in ideas or content? All important ideas should be included in the document as well as any information to substantiate the ideas. Check to make sure the document is complete in every respect. 2. Is the document well organized so that the reader can easily follow the ideas as they are presented? The editor needs to ensure that ideas are placed in logical order and that each sentence flows smoothly and lucidly from the previous sentence. Coherent writing results in clarity and allows the reader to understand easily the purpose and contents of the document. 3. Is the document correct in every way - content, format, grammar, spelling, punctuation, capitalization, and number expression? Be sure to check the accuracy of all the data. In addition, make sure that all the conventions of correct language usage have been observed and that the document has been formatted appropriately. 4. Is the content easily understood? Examine the document to ensure that the ideas are presented vividly and with ample illustrations so that the reader can picture concretely what the writer had in mind. 5. Have all the ideas been expressed in as few words as possible? Look at each sentence to make sure that it does not contain extra working. Evaluate sentences and paragraphs to see whether they contribute to achieving the overall purpose of the document. Any excess words, sentence, or paragraphs should be deleted. 6. Are all abbreviations, number expressions, and other format considerations handed in the same way? Check for inconsistencies in these areas and in the contents of the document. 7. Are the tone and language appropriate for accomplishing the purpose of the document? Check to make sure that letters are written in a friendly and a courteous manner. Reports, in contrast, should have a more formal tone. Match the formality of tone and language with the purpose of the document.
As the creator and editor of many city documents, you must evaluate the overall effectiveness of each document in terms of attaining the goal for which it was written. List the criteria for editing any document.
1. Are there any omissions in ideas or content? All important ideas should be included in the document as well as any information to substantiate the ideas. Check to make sure the document is complete in every respect. 2. Is the document well organized so that the reader can easily follow the ideas as they are presented? The editor needs to ensure that ideas are placed in logical order and that each sentence flows smoothly and lucidly from the previous sentence. Coherent writing results in clarity and allows the reader to understand easily the purpose and contents of the document. 3. Is the document correct in every way-content, format, grammar, spelling, punctuation, capitalization, and number expression? Be sure to check the accuracy of all the data. In addition, make sure that all the conventions of correct language usage have been observed and that the document has been formatted appropriately. 4. Is the content easily understood? Examine the document to ensure that the ideas are presented vividly and with ample illustrations so that the reader can picture concretely what the writer had in mind. 5. Have all the ideas been expressed in as few words as possible? Look at each sentence to make sure that it does not contain extra wording. Evaluate sentences and paragraphs to see whether they contribute to achieving the overall purpose of the document. Any excess words, sentences or paragraphs should be deleted. 6. Are all abbreviations, number expressions, and other formation considerations handled in the same way? Check for inconsistencies in these areas and in the contents of the document. 7. Are the tone and language appropriate for accomplishing the purpose of the document? Check to make sure that letters are written in a friendly and a courteous manner. Reports, in contrast, should have a formal tone. Match the formality of tone and language with the purpose of the document.
7 Proofreading Criteria
1. Assess the appropriateness of margins (top, bottom, left, and right). 2. Check the line spacing between paragraphs, before and after main or text headings, within letter closing lines, and so on. 3. Inspect to ensure that the document contains no widow or orphan lines. 4. Inspect to ensure that no isolated text headings appear at the end of a page. At least two lines of text from the paragraph following the heading must accompany it on the same page. 5. Check the line endings to ensure that certain phrases such as calendar month and day, the word page and a number, the abbreviation No. and a corresponding number, the word Model and any corresponding and any corresponding numbers and/or letters, and other such word-with-number-or-letter combinations appear on a single line. 6. Check the line beginnings to ensure that dashes or ellipses do not begin the line. 7. Evaluate the general appearance of the document through the print preview feature of your word processing program. Check headers, footers, and page numbering carefully.
What are the seven criteria used to check for consistency of style when proof-reading on-screen documents or printed copy? This is a handy list to review whenever you create documents for the city.
1. Assess the appropriateness of margins (top, bottom, left, and right). 2. Check the line spacing between paragraphs, before and after main or text headings, within letter closing lines, and so on. 3. Inspect to ensure that the document contains no window or orphan lines (single lines of a paragraph at the top or bottom of a page). To avoid such occurrences within a multiple-page document, activate the widow-orphan line protection feature of your word processing program. At the same time check to ensure that the last word on the page is not broken with a hyphen and carried over to the following page. 4. Inspect to ensure that no isolated text headings appear at the end of a page. At least two lines of text from the paragraph following the heading must accompany it on the same page. Use the keep-lines-together feature of your word processing program to force any isolated headings to the next page. 5. Check the line endings to ensure that certain phrases such as calendar month and day, the word page and a number, the abbreviation No. and a corresponding number, the word Model and any corresponding numbers and/or letters, and other such word-with-number-or-letter combinations appear on a single line. Place a nonbreaking space between any parts in the word group that should appear on the same line. 6. Check the line beginnings to ensure that dashes or ellipses do not begin the line. 7. Evaluate the general appearance of the document through the print preview feature of your word processing program. Check headers, footers, and page numbering carefully.
What are the formats for vertical listings introduced by a colon?
1. Capitalize the first word in each item of a vertical listing. 2. Conclude each item in the listing with a period only if the items are complete sentences. 3. Single-space the items in a vertical listing. 4. Double-space between the items if any item occupies more than one line. If all the items consist of a single line, you may either leave one blank line between each item or single-space the listing. 5. Place one blank line before and after a listing. 6. Use the margins of the main text or indent the listing from the left and right margins in business letters and memorandums. 7. Number, accent with bullets, or leave untagged items in a listing.
5 guidelines for dividing words:
1. Divide hyphenated and single-word compounds at their natural breaks. (self-/esteem, brother-/in-/law) 2. Where possible, divide words after a prefix or before a suffix. (non/profit, super/visor, corpora/tion, willing/ness) 3. Divide words between double letters except when the root word itself ends with the double letters ad is followed by a suffix. (bul/letin, accom/modate, business/like, helpless/ness) 4. Divide words between two vowels pronounced separately. (reconcilli/ation, gradu/ation) 5. Divide words after, not before, a single vowel pronounced as a syllable except when the vowel is part of a suffix. (congratu/lations, bene/ficial accept/able, allow/able)
3 methods to achieve message coherence:
1. Organize the paragraphs in your message according to the following approaches: direct, indirect or chronological. 2. Check to ensure that the last sentence of the previous paragraph leads the reader smoothly into the following paragraph. 3. Use transitional expressions to signal the continuation of ideas and any abrupt changes in thought.
Chapter 8 - List the seven techniques used to emphasize an idea.
1. Place the idea in a simple sentence. 2. Use the active voice. 3. Confine the idea to a one-sentence paragraph. 4. Use direct address to tie in the idea with the reader's name. 5. Place the idea in boldface type. 6. Place the idea at the beginning or at the end of a paragraph. 7. Use a listing to emphasize important aspects of an idea.
7 techniques to emphasize an idea:
1. Place the idea in a simple sentence. 2. Use the active voice. 3. Confine the idea to a one-sentence paragraph. 4. Use direct address to tie in the idea with the reader's name. 5. Place the idea in boldface type. 6. Place the idea at the beginning or at the end of a paragraph. 7. Use a listing to emphasize important aspects of an idea.
7 Benefits of Dictionaries:
1. Provide: 1. Spellings 2. Syllabication 3. pronunciation guides, 4. Definitions 5. Irregular verb forms 6. Irregular adjective forms 7. Synonyms
6 E-mail Netiquette Standards
1. Use e-mail to accomplish a specific purpose. Do not send e-mail messages that are needless or unnecessary. At the same time, send courtesy copies only to people who will benefit from or who need the information contained in your e-mail message. 2. Make your reply as succinct as possible when replying to e-mail messages online. If courtesy copies were routed to others, evaluate whether these individuals need your response before sending your reply. Avoid cluttering the network and others' mailboxes with unnecessary replies. 3. Be courteous in your e-mail messages. Sending rude messages is known as "flaming" as is frowned upon by the internet community. 4. Avoid using a series of all capital letters in the body of your message. Besides hindering readability, all capital letters are considered the e-mail equivalent of shouting and may be construed as rude. 5. Keep your e-mail messages short, generally no more than one or two screenfuls of data. If you send a long message, tell the recipient at the beginning so that he or she has the option to read it later. 6. Do not send chain letters over the internet.
Percentage Rules:
1. Write percentages in figures followed by the word percent. 2. The percent symbol (%) is used only for statistical or technical tables or forms.
Roman numerals are often used to express chapter or outline divisions in documents and for expressing years in historical documents or buildings. What year does the Roman Numeral MDCLXXXVI stand for in Arabic (regular) numbers? 1726 1686 1436 1846
1686
Roman Numerals
1: I 2: II 3: III 4: IV 5: V 6: VI 7: VII 8: VIII 9: IX 10: X 20: XX 30: XXX 40: XL 50: L 60: LX 70: LXX 80: LXXX 90: XC 100: C 500: D 1,000: M
In chapter six of the textbook, the reader learns to _________ and ____________ professional designations (CPA, CLU, RN, RPT, etc.) that follow a person's name.
Abbreviate Capitalize
Chapter 12 lists the usual parts of a report. Which of the following is NOT one of the usual parts of a report. Title page Summary Table of contents Acknowledgements
Acknowledgements
Chapter seven informs the reader about words that are often confused or misused. Lack of exercise and poor eating habits can adversely (affect or effect) your health.
Affect
Affect/Effect
Affect: to influence or to produce a significant influence upon. Lack of exercise and poor eating habits can affect your health adversely. Effect: to bring about or cause to happen; to create/a result or consequence. The company's new vacation policy has had an apparent effect on boosting employee morale.
Deciding which contract to pursue from (among) so many qualified businesses is a difficult task.
Among
In the following sentence which words are nouns? Art used his camera to take a good picture of the group. Art, camera, picture, group Art, used, good, group Art, camera, his, group Art, to take, of, group
Art, camera, picture, group
Select the correct preposition (in, between, or among) to complete the following sentence: There were several discrepancies [x] the two witnesses' reports.
Between
The Texas legislatures' (biennial) sessions are already scheduled for 2017.
Biennial
Chapter 13 details employment application documents. In the [x] resume, work experience is listed in reverse order with the most recent employment listed first.
Chronological
The text lists seven guidelines to construct effective e-mail messages. You should review your messages to ensure that they are: courteous, _____________, coherent, ____________ , _______________ , ______________ , and correct.
Complete Clear Concrete Concise
Which of the following is NOT one of the five guidelines to determine where to divide a word? Divide hyphenated and single-word compounds at their natural breaks. Where possible, divide words after a prefix or before a suffix. Divide words between double letters except when the root word itself ends with the double letters and is followed by a suffix. Divide verbs so that the ending is separate from the root word.
Divide verbs so that the ending is separate from the root word.
If any enclosures are included with the letter, an__________ _____________ is placed on the second line (or the next line to conserve space) below the reference initials. When an enclosure is attached to the letter, the word ________________ or its abbreviation may be used in place of the enclosure notation.
Enclosure notation Attachment
To (ensure) that the package was delivered on time, the city secretary delivered it personally.
Ensure
Because network security is [x], you must assume that anyone with a computer has the potential to read your message. Be careful not to include any information in e-mail messages that you would not want disclosed publicly or that would cause you embarrassment.
Fallible
Reserve this checkout for customers with ten or (fewer) items.
Fewer
When the dictionary offers two spellings for a word in the same entry, use the [x] spelling.
First
Which of the following words is hyphenated incorrectly according to chapter five of the textbook? paycheck attorney at law to cut back follow up income tax workforce time sheet fund raiser to follow through spreadsheet trade in to downsize runner up to call in coworker follow-through runner-up attorney-at-law follow-up
Follow-through
Preposition Rules
In: When a preposition has a single object Between: When a preposition has two separate objects Among: When a preposition has three or more objects
Verbs have a variety of parts to signify tenses—that is, to describe points in time. The main parts of a regular verb to form tenses include 1) the present, 2) the past, 3) the past participle, and 4) the present participle. Which of the following incorrectly identifies the tense of the verb "interview." Interview - present Interviewed - future progressive (were, have been) interviewed - past participle (are, will be) interviewing - present participle
Interviewed - future progressive
Even in this computer dependent world, owning and using a good dictionary is vital to producing accurate, professional documents. List three limitations of spell-checker and seven advantages of using a dictionary for proofreading and editing documents according to chapter nine of the textbook.
It does not differentiate between words that sound alike but are spelled differently, flag words that are used incorrectly, or assess whether a term should be spelled as one or two words.
3 Limitations of Spell Checker
It doesn't differentiate between: 1. Words that sound alike but are spelled differently. 2. Flag words that are used incorrectly 3. Assess whether a term should be spelled as one or two words.
Lists are often needed when writing letters, memorandums, reports, and other types of manuscripts. Whether to use a horizontal or a vertical format depends on: the number of _________ in the listing, the number of __________ contained in each item, and the degree of __________ intended. Vertical listings are more __________ _________ ___________ ____________.
Items Words Emphatic than horizontal listings
[x] are compiled to provide a written record of announcements, reports, significant discussions, and decisions that have taken place during a meeting.
Minutes
Announcement of an across-the-board 7 percent pay increase instantly boosted employee (morale) .
Morale
The information that should be included for each position on the resume is the employer's or company's __________ ____ _________ ; ________ of employment; job _______________ ; and ________________ duties, activities, accomplishments, and promotions
Name and address Dates Title Significant
Does the following sentence correctly use the percent symbol? Last month our company was able to decrease its energy consumption by 7%.
No
Parallel structure is imperative for a strong writing style. Parallel structure means using the same pattern of words to show that two or more ideas have the same level of importance. Sentences are considered to have parallel structure when matching ideas are expressed in similar ways. If the first idea begins with a noun or pronoun, so must all others. Use the rules in the text described in section 8-10 to correct the following sentences and re-write them in your own words. On my vacation, I want to sit back, relax, and to have fun. Mary likes hiking, swimming, and to ride a bicycle. The coach told the players that they should get a lot of sleep, that they should not eat too much, and to do some warm-up exercises before the game. The dictionary can be used to find these: word meanings, pronunciations, correct spellings, and looking up irregular verbs.
On my vacation I want to sit back, relax and have fun. Mary likes hiking, swimming, and bicycling. The coach told the players that they should: get a lot of sleep, not eat too much, and do some warm-up exercises before the game. The dictionary can be used to find these: word meanings, pronunciations, correct spellings, and irregular verbs.
To understand the (perspective) of the people in the community, we need to begin a focus group comprised of community members.
Perspective
Chapter 3 - [x] nouns are words that name a particular person, place, or thing, and are capitalized.
Proper
According to chapter 14, the six criteria that should be used to evaluate Web sites includes: ____________ of use, ____________ of Web documents, _____________ of information in Web documents, ____________ of Web documents, ____________________ of Web documents, design and usability of the page or site.
Purpose Credibility Accuracy Objectivity Currency
Our salespeople seem to be (quite) satisfied with the new commission plan.
Quite
Write a sample of the correct address on a letter and envelope for your mayor.
The Honorable Garry Manitzas Mayor of City of Fair Oaks Ranch 7286 Dietz Elkhorn Fair Oaks Ranch, TX 78015
Chapter 2 - Study the rule on the use of commas for dates and time zones. Which of the following sentences is correctly punctuated? The flight will leave Denver at 9:35 a.m., MST, and arrive in New York City at 3:18 p.m., EST. The flight will leave Denver at 9:35 a.m., MST and arrive in New York City at 3:18 p.m., EST.
The flight will leave Denver at 9:35 a.m., MST, and arrive in New York City at 3:18 p.m., EST.
Separate main ideas with [x] when preparing minutes. For lengthy meetings, readers can more easily locate information in the minutes if the topic headings describe concretely the subject matter discussed, reported, or voted upon.
Topic Headings
As stated in the handbook where possible, avoid dividing words at the end of a line because complete words are easier to read, easier to understand, and neater in appearance. Sometimes it is necessary to divide a word at the end of a sentence. When you must keep in mind that some words and word groups may not be divided under any circumstances. True or False: Do not divide one-syllable words.
True