High School (Genelyn) Lesson 84 to 87 Course 18 Medical Office Procedures

Three types of averages used in business:

(1) the mean (2) the median (3) the mode. Each has a different use and involves a different procedure for calculation.

Chart Terminology

* A chart title, which corresponds to the title of the data series column Slices, or chunks of the chart that are sized relative to the values in the data series * A legend labeling the components of the chart based on the category labels in the first column of data * A chart area that provides the boundaries of the graphic * A Chart Elements button with quick access to elements that can be added or removed * A Chart Styles button for selecting a style and color scheme for the chart * A Chart Filters button for adding and removing categories, series title, and category titles, and for editing the data source

Form Letters

A document created by inserting merge fields in a Word document where information from a data source (a file containing a collection of organized data) is to be placed

AutoCorrect

A feature that automatically corrects the spelling and capitalization of common words

Teleconferencing

A form of telephone conferencing in which participants in different locations dial into a designated number at the same time or are connected by an operator

Salutation

A formal or informal greeting in a business letter

Enclosure Notation

Allows the sender of a business letter to double-check and make sure the package is complete before it goes out

Using Adjectives and Adverbs

An adverb often modifies a verb. It can tell us how, when, or where something was done. Unless they indicate action, the verbs look, sound, smell, taste, feel, appear, grow, prove, ring, and stand must be followed by adjectives. When they show action, they may be modified by adverbs.

Direct Objects

a noun or pronoun that is directly affected by the action of a verb or reflects the result of the action.

Pronoun Problems

pronouns are noun substitutes. Unlike the nouns they replace, however, personal pronouns, in most instances, change spelling and meaning, depending on whether they're being used in the nominative, objective, or possessive case. Such shifts can cause some confusion in determining which form of the pronoun to use in a sentence.

Kinds of Fractions

proper and improper If the numerator of a fraction is less than its denominator, then the fraction is less than 1 and is called a proper fraction. If the numerator is equal to or greater than its denominator, the fraction is an improper fraction. If the numerator of a fraction equals its denominator, the fraction equals 1. If the numerator is greater than the denominator, the fraction represents an amount greater than 1.

Clear Antecedents

a pronoun is a word that stands in place of a noun. The noun itself is called the antecedent of the pronoun.

Compound Interest

the interest is added to the principal and future interest is calculated on both the principal and the interest. In other words, you earn interest on your interest. Interest can be compounded semiannually, quarterly, monthly, daily, even continuously.

Loan Amortization

the process of paying down a loan until it's completely redeemed. A loan taken out for three years is said to amortize in three years. A loan amortization schedule is a chart or table showing the amount of principal remaining and the amount of interest for each payment.

Viruses

Computer viruses pose a real danger to files stored on your computer. Viruses can be passed to your computer from contaminated websites or email attachments.

Conference Calls

Conference calls aren't nearly as expensive as flying individuals to a common site for a meeting. Procedures for the conference call aren't complex. An individual must have the names, area codes, and numbers of all parties at hand before initiating the request. Hopefully, everyone is available. Usually, a time is set when everyone will be available and ready for the call to be put through.

Conjunctive Adverbs

Conjunctive adverbs are a special class of adverbs that connect two groups of words that could stand on their own as individual sentences. They are generally used to demonstrate relationships such as comparison or contrast, sequence, or cause and effect.

Ribbon

Contains commands organized into tabs and then grouped within those tabs

Coordinating Conjunctions

Coordinating conjunctions link parts of a sentence that are equal in importance—subjects, verbs, prepositional phrases, or even complete thoughts.

Correlative Conjunctions

Correlative conjunctions, such as either . . . or, not only . . . but also, both . . . and, and whether . . . or, are used in pairs to show relationships of equal importance between parts of a sentence.

Enunciation and Pronunciation

Enunciation is the way you form your words when you speak. Pronunciation is how you say each syllable. To perform both properly, you have to use your lips, teeth, jaw, and tongue. It can be hard for you to tell how you sound; we're used to our own ways of speaking and may not notice a flaw or problem.

The Vocabulary of Percentages

Most percentage problems involve three numbers—the rate, the base, and the percentage. R × B = P

Whole Numbers

Natural numbers ( counting numbers) and zero; 0, 1, 2, 3... and so on. A whole number represents a quantity of whole things. The smallest whole number is zero, but there's no largest whole number. No matter what number you think of, there's always a number that's one higher! The three dots (. . .) in the list indicate that whole numbers go on and on forever.

Discount Series

Often several discounts are quoted by a wholesaler. When there's more than one discount, the discounts are called a discount series. The first discount is a percent of the list price. The second discount is a percent of the remainder after the first discount has been subtracted from the list price, and so on. To find the selling price, multiply the list price by the first percent and subtract the discount from the list price. Compute the second discount using the first remainder as a base, and subtract it from the first remainder. Repeat this process, using each remainder as the base for computing the next discount. The last remainder is the selling price.

Subjects Joined by Or and Other Similar Words

Often, the parts of a compound subject are joined by such words as or, either/or, neither/nor, or not only/but also. Such words separate or offer choices between the subject parts.

Parallel Construction

Parallel: The predicate complement is composed of two adjectives. Non-parallel: Although there are three verbs, the tense changes with the last verb.

Three division rules

Rule 1: Zero (0) divided by any number equals 0. Rule 2: Any number divided by 1 is equal to that same number. Rule 3: Any number divided by itself equals 1.

Sales Taxes

Sales taxes are figured in a similar manner to markups—by adding a percentage of the total sale to the total sale price. Thousandths are usually rounded to the nearest penny.

Salary

Some employees are paid a salary, or fixed amount. Salary may be stated weekly, biweekly, semimonthly, monthly, or annually. You can compare salaries that aren't based on the same pay period by converting each to its annual equivalent.

Reflexive Pronouns

Sometimes the suffix -self or -selves is added to a personal pronoun to indicate that the action of the sentence is directed back to the performer of the action. Such pronouns are called reflexive pronouns.

Domain

Specifies where you have a user account, such as a commercial carrier or an Internet service provider

Changing Percentages to Decimals

Step 1: Drop the percentage sign. Step 2: Move the decimal point two places to the left. Add zeros as placeholders if necessary. Example: Change each percentage to a decimal.

Changing Percentages to Fractions

Step 1: Drop the percentage sign. Step 2: Use the number as the numerator of the fraction. The denominator is always 100. Step 3: Reduce the fraction to its simplest form, if necessary.

steps you follow to round off a number:

Step 1: Find the digit you want to round to. (It may help if you circle this digit.) Step 2: Look at the digit immediately to the right of the circled digit. Step 3: If the digit to the right is 5 or more, then round up by increasing the circled digit by 1. If the digit to the right is less than 5, you round down—you don't change the circled digit. Step 4: Drop all digits (including zeros) to the right of the rounded digit.

Changing Fractions to Percentages

Step 1: If the given number is a mixed number, change it to an improper fraction. Otherwise, go directly to Step 2. Step 2: Divide the numerator of the fraction by the denominator. This will change the fraction to a decimal. Step 3: To change the resulting decimal to a percentage, move the decimal point two places to the right. Step 4: Add the percentage sign.

Changing Decimals to Percentages

Step 1: Move the decimal point two places to the right, adding zeroes as placeholders if necessary. Step 2: Add a percentage sign.

When the Divisor Is a Decimal

Step 1: Set up the numbers just as you would for dividing whole numbers. Step 2: Move the decimal point in the divisor so that it's at the far right of the divisor. (This makes the divisor a whole number.) Step 3: Count the number of places that you moved the decimal point in the divisor. Step 4: Move the decimal point in the dividend the same number of places to the right. Mark this spot with a caret (^). Step 5: Place the decimal point in the quotient directly above the caret. Step 6: Divide as you would for whole numbers. IMPORTANT Always move the decimal point the same number of places in both the divisor and the dividend.

Answer the phone promptly.

Try to answer by the second ring. You can build a reputation for efficiency by providing fast telephone service.

Multiplying Decimals

Two decimals Two mixed decimals A whole number and a decimal A mixed decimal and a decimal

Base Units

Units of length, weight, and capacity are derived from these units

Subject or Attention Line

Use a subject line if the topic is part of a series of correspondence, such as an ongoing problem with a customer or an order. You may also use a subject line to speed the handling of your letter if you know it will pass through the hands of an administrative assistant. Use an attention line when you're directing a letter to an individual's attention, but not addressing the letter directly to that person.

Possessives

Use an apostrophe and an s to form the possessive case (the form that shows ownership) of singular nouns, including names.

Contractions

Use an apostrophe to indicate letters that have been left out of a word.

Calculator Applications: Percentage

Using a calculator to solve percentage problems is just like using it to calculate decimals. For example, suppose you must find 32% of 96. To do this by hand, you would multiply as follows: .32 × 96

Use Lists or Bulleted Items

Using numbered lists or bulleted items can help your points stand out and make the message visually appealing to your reader—as long as you don't overuse them. Your computer will automatically figure out the spacing for you. Capitalize the first word in each numbered or bulleted item.

Sending International Email

Using the Internet, you're not only able to send email messages to people in your state and throughout the United States, but you're also able to communicate directly with individuals all over the world.

Receiving Junk Email or "Spam"

Usually, spam is made up of ads, notices, requests for contributions, and generally uninvited, unwanted information. When you receive spam, simply delete it. Many email systems allow you to block future emails from companies or individuals who have sent you spam.

Conclude calls cordially.

Usually, the caller is the person responsible for terminating the conversation. If you're the one being called, you should wait for the caller to end the call unless there's a good reason to do otherwise. Every time you speak on the telephone, your voice and manner ought to make an impression that reflects favorably on you and the company you represent.

Integrated Messaging

Voicemail services offered through your computer

Taxes

Taxes may be collected by federal, state, or local (city, borough, township, parish) governments. There are three types of federal taxes—FICA, Medicare tax, and income tax.

Sending Mail: Addresses and ZIP Codes

The "ZIP" in ZIP code is an acronym for Zone Improvement Plan, which was created to speed up mail processing at the post office. All the mail leaving your office must have a ZIP code. This five-digit number and four-digit extension enables mail to be processed quickly through the use of an optical character reader, or OCR.

FICA.

The Federal Insurance Contributions Act (FICA) tax is also known as the Social Security tax, since it's your contribution to your own government life insurance plan, disability insurance plan, and retirement fund. The FICA tax is based on a changing (usually increasing) rate and a changing (usually increasing) wage. The FICA tax is only taken out of the first $117,000 of gross wages in 2014. This amount is adjusted every year.

Medicare.

The Medicare tax is withheld for the purpose of hospital insurance for those over 65. Employees' portion of Medicare is matched by their employer, and there's currently no ceiling on the earned income wage base, as there is with FICA.

Articulate

The ability to express yourself readily, clearly, and effectively

Oral Communication Skills

The ability to speak clearly and well is an integral part of professional communication, so knowing the basics will help you perform your job better—especially if a good deal of your work involves handling telephone calls.

Deductions

The amount of money taken out of a salary for taxes, medical insurance, union dues, charity contributions, retirement funds, and so on

Using the Apostrophe

The apostrophe shows that one or more letters have been left out of a word, resulting in a shorter form of the word, known as a contraction. An apostrophe is also used with nouns to show possession.

Two types of email exist:

intranet email and Internet email. Individuals using intranet email send and receive email that stays within a particular company or organization, often a network of a company's computers. Internet email travels everywhere else—from across the street to the other side of the world.

Clauses

a group of words with a subject and a verb A dependent clause depends on an independent clause for support. A dependent clause has -A subject -A predicate -An introduction by a subordinating conjunction or a relative pronoun

Here are some guidelines to help you make sure that the subject of a sentence agrees in person and number with its verb:

* Identify the simple subject and the simple predicate. Don't include other words, such as articles or adjectives, with the simple subject. Also, don't include other words, such as adverbs, with the simple predicate. Make it simple! * A subject is usually at the beginning of a sentence, but it may also be in the middle or at the end. * The subject of a verb is never in a prepositional phrase. * Never mistake the words here or there for the subject. When you see a here or there, turn the sentence around in your mind so that the subject becomes clear to you. * Sometimes the subject is missing from a sentence, although it's understood to exist. This occurs most often with commands: * A sentence may have more than one subject and more than one verb.

Sending messages

* Make sure the message is complete and that you repeat your name and contact information. * Make your message clear and concise. * Never leave confidential messages on voicemail. * Provide a good time to return your call.

Commonly Used Functions

* SUM adds the values in a range and returns the sum. * AVERAGE adds the values in a range and then divides the total by the number of values. * COUNT returns the number of cells in a range that contain values. * COUNTA counts the number of cells that aren't empty in a range of text or in logical or error values. * COUNTBLANK is a statistical function on the Formulas ribbon on the Functional Library group that will count the number of empty cells in a range of cells. * MAX returns the maximum value in a range of cells. * MIN returns the minimum value in a range of cells.

If the call is to be returned, be sure you obtain the following information:

* The caller's name—spelled correctly * The phone number—with correct area code and extension * The company name of the caller * The time and date of the call * The purpose of the call with all details clearly written * Your initials or first name in case the message receiver has questions

When you're not sure whether you want the mean, the mode, or the median, remember the following:

* When using mean, you want data relatively close in value. * If there's a large range with many different values, consider calculating a median. * If most of the data has the same value, then mode is the appropriate choice.

Concentrating on Telephone Conversations

- Speak clearly - Repeat information for clarification - Summarize key points given to you - Use verbal reinforcement with the other person, such as "yes" and "I see" - Use the first name (or last name if more appropriate) of the person or the pronoun "you"

A pie chart has only one data series, but other chart types can include multiple columns of values.

-Column charts are useful for comparing differences in value by using vertical bars sized relative to the values in the data series. -Bar charts are useful for comparing differences in value by using horizontal bars sized relative to the values in the data series. -Line charts connect data values with a line to show how data changes over time. -Area charts are used to demonstrate the total value across a trend.

General hints on the use of proper punctuation will help you improve your punctuation skills:

-When reading, notice all punctuation and try to think about why the punctuation marks are used. -When writing, organize in your mind what you want to say and then use only the punctuation marks needed to express yourself clearly. -Don't use punctuation marks without a definite reason for doing so. -Pay particular attention to the use of the comma, since the comma is the most used—and abused—of all punctuation marks.

Benefits of Using Email Emails have a number of advantages:

1. Individuals can send emails from their home or office computers, giving everyone greater flexibility in terms of when they choose to send and receive messages. 2. Individuals are better able to clarify information with others, and feedback is obtained more quickly, so decisions can be made faster and more efficiently. 3. Because email is more informal, individuals are more likely to use it than to make a telephone call or send a written message when communicating with others in the corporate hierarchy. 4. Probably the biggest advantage of using email is that it eliminates "telephone tag." When people are away from their offices and phones they may miss important messages, particularly if they don't have voicemail. 5. Emails are there to read and reread at one's convenience. Also, individuals have more time to think about the message and how they will respond to it. This isn't always possible when using the telephone as a communication tool. 6. Emails reduce the number of telephone interruptions that occur in the typical workplace.

Opening a File

1. Start Word to display the Start screen. 2. Links to recently used documents are on the left side of the window. Click a link to open it. 3. To open a different file, click Browse to display a dialog box. 4. Navigate to the location of the file and then click the file name to select it. Click Open to transfer the file to the Word window.

More about Subjects and Predicates

1. The subject is what the sentence is about. 2. The predicate tells something about the subject.

Taking Detailed Messages

1. Write down every instruction clearly. 2. Ask questions immediately when you don't understand a word, phrase, or idea. 3. Repeat back, word for word, the entire message after it's given. 4. Clearly establish whether the message must be processed by a certain time. 5. Ask "what if" questions when you aren't sure the message can be acted upon within the allotted time frame.

Microsoft Word

A Microsoft application that allows a user to create word processing documents.

Blind Carbon Copy

A blind carbon copy (BCC) is a secret copy of your message sent to someone. No one but you and the blind carbon copy recipient knows that he or she has received a copy of your message.

Transferring Calls Correctly

A caller should never be transferred more than once unless business must be conducted with two or more individuals or departments within the company. By knowing precisely which person can handle specific requests, you eliminate 99 percent of the problem calls.

Hyperlinks

A clickable link in a document that allows the reader to click and go directly to the URL of a webpage or compose an email addressed to the link address

Country Codes

A code many European countries use to indicate a business letter's country of designation

Collective Nouns as Subjects

A collective noun may take either a singular or a plural verb. Whether it's singular or plural depends on how the word is used. If the members of the group are considered as one unit, then the verb is singular. If they're thought of as separate individuals, the verb is plural.

Conjunctions

A conjunction is a word used to connect two parts of a sentence. It can connect words, phrases, or even complete sentences. There are several different kinds of conjunctions: coordinating conjunctions, correlative conjunctions, subordinating conjunctions, and conjunctive adverbs.

Using Conversion Factors

A conversion factor must cancel one unit and introduce a new one. A conversion factor is a number by which an amount in one unit is multiplied to obtain the same amount in a different unit.

Using Formulas

A formula is a mathematical statement that calculates a value. To create a formula in your worksheet, you must begin with an equals sign (=). For example, if you type "=25+2" in a cell, it will display "27".

Improper Fraction

A fraction that is equal to or greater than 1 (the numerator is equal to or greater than the numerator)

Proper Fraction

A fraction that is less than 1 (the numerator is less than the denominator)

Register

A method of tracking expected and received mail

Adjective

A modifier to a noun. It answers the question which one, what kind, or how many of the noun that it's modifying.

Adverb

A modifier to a verb, adjective, or other adverb. It answers the question how, when, where, or how much of the verb, adjective, or other adverb it is modifying.

Theme

A named set of colors, fonts, and effects

Style

A named set of formats

Function

A named set of operations that takes one or more values and produce a single output

Direct Object

A noun or pronoun that receives the action of the verb

Conversion Factor

A number by which an amount in one unit is multiplied to obtain the same amount in a different unit

Indirect Object

A person or thing that the verb is done for or directed to

USB Flash Drive

A portable storage device that can be plugged into the USB port on a computer and is easily moved from computer to computer

Prepositions

A preposition clarifies or expresses a relationship between a word in a sentence (either a noun or a verb) and a noun or pronoun. The noun or pronoun that follows the preposition is referred as the object of the preposition. The combination of a preposition and a noun—along with any modifiers, such as adjectives and adverbs—or a pronoun is referred to as a prepositional phrase. Prepositions usually indicate a temporal (when) or spatial (where) relationship.

Pronoun Agreement

A pronoun must agree with its antecedent in gender. For example, if the pronoun refers to a female, use the pronoun she, her, or hers. If the pronoun refers to a male, use the pronoun he, him, or his.

Decimal Defined

A proper fraction is one way to express an amount less than a whole. A decimal is another way of writing a number that is less than 1. In other words, a decimal is another way of writing a proper fraction. A decimal point (.) indicates the beginning of a decimal.

Rounding Whole Numbers

A rounded number is a close estimate or approximation for a whole number. Rounding makes numbers easier to remember.

Base Salary Plus Commission

A salesperson who works on salary plus commission is guaranteed a minimum base salary, plus a commission either on all sales over a specified amount or on total sales.

Sentence Structure

A sentence is a group of words that expresses a complete thought and contains a subject and a predicate. The subject is what the sentence is about. The predicate tells something about the subject.

Split Infinitives

A split infinitive results when a modifier separates the to from the rest of the infinitive. Although there's nothing ungrammatical about splitting the infinitive, you must make sure that the sentence doesn't become awkward.

Date Stamp

A stamp of the date on a piece of mail indicating when it was received

Thesaurus

A tool for finding words that are close in meaning

Almost all the problems in this jingle are due to violations of a basic principle:

A verb and its subject must agree in person and number. 1. First person indicates the person who is speaking or writing. (I is a singular first-person pronoun; we is a plural first-person pronoun.) 2. Second person indicates the person spoken or written to. (You is a both a singular and a plural second-person pronoun.) 3. Third person refers to the person or thing spoken or written about (he, she, it, singular third-person pronouns; they is a plural third-person pronoun.)

Acronym

A word formed by the first letters of several successive words, such as ASAP for as soon as possible

Noun

A word in a sentence that names a person, place, thing, quality, idea, or action

Verb

A word that expresses an action or a state of being. Verbs can also be actions that are perceived or sensed.

Pronoun

A word that substitutes a noun. The word the noun is substituting must be previously referenced or understood before using the pronoun.

Addition Basics

Adding is the process of combining numbers, called addends, to derive an answer, called the sum.

Handling Requests for Information Properly

Administrative assistants are often responsible for handling information requests from customers, such as price and order information. Most requests are strictly routine and answered easily via catalogs, price schedules, and product descriptions.

Appositive Pronouns

An appositive is a noun or pronoun that renames another noun or pronoun. Appositive pronouns have the same case as the noun or pronoun they're renaming.

Finding Average

An average is a mathematical picture of what to expect or what is usual for a given set of circumstances.

Indirect Objects

An indirect object is the person or thing to or for whom the action of the verb is done.

Working with Input Devices

An input device is used to communicate with an application. The input devices you'll most likely use are the keyboard, mouse, touchpad, and stylus.

Integrating Data Between Word and Excel

An integrated document uses information created in one Office application in a different Office application. An application object retains source formats and can be edited with the source application. This type of data integration uses object linking and embedding (OLE). When an integrated document is created this way, it's sometimes called a compound document because more than one application interface is available.

The IF Function

Another commonly used function is IF, which displays a value based on a comparison. For example, if you want to display "STUDY" when the grade average in cell G7 is below 85 or "GREAT" otherwise, use =IF(G7<85, "STUDY", "GREAT"). The IF function takes the general form IF(comparison, value if true, value if false) and can use the following logical operators in the comparison. If the logical test entered as an argument is true, the IF function will return a value.

Shipping Charges

Another fee that affects the net cost of goods to the buyer is the cost of shipping the merchandise. Who pays this charge is a very important question. You've probably seen or heard of the abbreviation F.O.B., which stands for "free on board." It means that the shipper will pay transportation charges to the place named. For example, if a Philadelphia concern sells goods "F.O.B. Philadelphia," they will deliver the goods to the freight yard in Philadelphia. The buyer must pay the charges from that point. If this same firm were to sell goods "F.O.B. destination," it would pay all the freight charges to the destination selected by the buyer.

Decimal

Any real number expressed in base 10; another way of writing a number that is less than 1

Not Volunteering Information

As a general rule, it's best to discuss guidelines with the person for whom you answer the phone so that you aren't embarrassed. Some executives also mix business with pleasure by entertaining clients. All of these activities are confidential, unless the executive says otherwise.

Use the Correct Writing Style

As with all business correspondence, people may make judgments about you based on the way you present your ideas in writing. Thus, it's essential that you apply your best efforts to correct word choice, grammar usage, concision, and spelling, or people will notice. Although many email systems include a spellchecker, don't rely on it to catch your errors.

Cash Discounts

Businesses frequently allow a discount for prompt payment. Such discounts are called cash discounts.

When to Use Email

By sending an email, you can communicate with the person at your convenience. You can also organize your thoughts carefully to make sure you've made your points in an organized manner before sending the email. Email allows you to get your ideas across in the way you wish, without interruption. Emails offer advantages over methods like overnight delivery: An email is delivered much more quickly, and you don't have to fill out tiresome paperwork.

Call Waiting

Call waiting is used when there's a single line, and it alerts you that another call is waiting. When you hear the call waiting tone, you can choose to ignore it or briefly put your caller on hold while you attend to the waiting call. When a call is camped on your line, the caller is waiting while you're on the line with another person. As soon as you hang up, the call rings on your extension.

Privacy Issues

Credit card accounts and automatic teller machines have special passwords to prevent others from accessing them, as do email servers. Because emails are sent from computer to computer, anyone along the way may have access to the message. Naturally, by law, no one else should be reading it. Never keep your password near your computer or in a location where someone else might discover it.

Net Pay

Deductions are the amounts taken out of a salary for taxes, medical insurance, union dues, charity contributions, retirement funds, and so on. The salaries we previously discussed were gross salaries—that is, total salaries before deductions are subtracted. The money you actually receive after deductions are taken is the net salary, or take-home pay.

Demonstrative Pronouns

Demonstrative pronouns point out something being referred to. This, that, these, and those are demonstrative pronouns when used by themselves in place of a noun.

State and local income taxes.

Depending upon where you live, state and local income taxes may be deducted from your pay. These taxes are usually at a fixed rate, such as 1% or 3%.

Receiving messages

Different voicemail systems inform you of messages in different ways. Some show a flashing light on your phone, while others provide a quickly repeating dial tone when you pick up the receiver.

Division Basics

Division is the opposite of multiplication (just as addition is the opposite operation of subtraction). Multiplication is the process of adding the same number several times. Division is the process of finding how many times one number is contained within another. In division, you separate a number into equal parts.

The Dangers of Using Email

Even though email is the easiest form of communication, it carries a risk of privacy loss.

Multiplying Fractions by Whole Numbers

Every whole number can be considered a fraction by placing it over the number 1. Therefore, to multiply any fraction by a whole number, simply convert the whole number to a fraction and use the multiplication rules.

The following symbols represent operators:

Exponentiation ^ Multiplication * Division / Addition + Subtraction -

Like Fractions

Fractions that have the same denominator are like fractions. Just follow these three steps: 1 Add or subtract the numerators. The result is the numerator of your answer. The denominator remains the same. 2. If the answer is an improper fraction, change it to a mixed number. 3. Reduce the fraction part of your answer to its lowest terms.

Unlike Fractions

Fractions with different denominators are unlike fractions. To add and subtract unlike fractions, you must first change the fractions so that all have the same denominator. The denominator should be the lowest common denominator (LCD), which is the smallest number that can be divided (without a remainder) by all of the denominators. One way to find the lowest common denominator is to consider using the denominator of the fraction with the largest denominator.

Show courtesy to callers.

Give your attention to the person at the other end of the line. Don't try to talk to the caller at the same time that you're talking to someone else. Generally, the individual who's in your presence should receive priority treatment over someone who's calling you.

The Hyphen

The hyphen separates the parts of a word. It can join two or more separate words to form a compound word.

Calculator Tip:

If a division problem doesn't come out evenly, your calculator will continue to divide until the window is full. When this occurs, simply round off your answer to the correct number of decimal places.

Multiplying Mixed Numbers

If a mixed number is part of any multiplication problem, simply change it to an improper fraction and use the procedures you've just learned for multiplying fractions.

Maintain Consistent Tense

If the first part of a sentence is in the present tense, the second part should be, too, unless there's some valid reason for shifting tenses.

Explain interruptions.

If you must leave the telephone for information, explain this to the caller. If you're gone more than 30 seconds, offer to call him or her back within a few minutes. If the person prefers to wait, put the call on hold rather than just placing the receiver on your desk. Remember, too, to thank the caller for his or her patience. If the telephone rings while you're speaking to someone else, excuse yourself politely, ask the first caller to wait, and immediately answer the second call. Then, get back to the original caller as soon as possible.

Position the telephone correctly.

If you're using a traditional handset, place it firmly against your ear with the center of the mouthpiece about three-fourths of an inch (approximately two centimeters) from your lips. Never talk with the phone under your ear. Many office professionals now use headsets when they answer the phone. If you find yourself using a headset, make sure the mouthpiece is properly positioned.

Call Forwarding

If your telephone or voicemail system has call forwarding, you can send any incoming calls to another extension.

Time Zone Differences

In addition to having standard and daylight saving time periods, the United States is divided into six time zones that correspond to zones throughout the Western Hemisphere. These zones are known as eastern standard (EST), central standard (CST), mountain standard (MST), Pacific standard (PST), Hawaii-Aleutian standard (HST), and Alaskan standard (AKST) time.

Rate

In percentage problems, the rate is expressed either by the word percent or by the symbol %

Rate.

In percentage problems, the rate is expressed either by the word percent or by the symbol %. Therefore, the rate is usually very easy to identify in a problem. For example, suppose you're told that 6% sales tax is charged on a purchase. The rate is 6%.

Indefinite Pronouns

Indefinite pronouns name classes or groups of persons or things. They include such words as all, another, any, anybody, anyone, both, each, either, everybody, everyone, everything, few, many, more, much, neither, nobody, none, no one, several, some, somebody, someone, and such.

Paragraph Indents

Indents are used to set apart a paragraph from other text. Quotes are one example of where indented paragraphs are often used. In Word, this paragraph would be an example of a non-indented paragraph.

Decimal Point (.)

Indicates the beginning of a decimal

Copy Notation

Indicates who has been copied on a business letter or email

Integrated Document

Information created in one Office application is used in a different Office application.

Reference Initials

Initials that are inserted below the typed signature line flush to the left margin, indicating that the letter was dictated to someone else, who typed the letter

Piecework Wages

Instead of paying workers for the amount of time they put in, some companies pay workers for the amount of work they complete. The rate paid for work done by the piece is called piecework rate. Piecework rates are most commonly used in manufacturing and agriculture.

Other Deductions

Insurance. If you belong to a group health insurance plan through your employer, the premiums are deducted from your pay. Since medical costs are continually rising, health insurance is practically a necessity. Union dues. If you belong to a union, you may have your dues deducted from your pay.

Intensive Pronouns

Intensive pronouns take the same form as reflexive pronouns, but they're used differently. Intensive pronouns are used to emphasize the doer of the action.

Add an Informal Closing to Your Message

Keep the closing of your message short and informal. You can follow it with your name or initials. Remember, when sending messages to other countries, follow their traditions. You might include an informal "Thanks" before your name or initials, or, if the situation or recipient warrants it, you might use the more formal "Sincerely yours" or "Most sincerely."

Using Voicemail: Recording a greeting

Leaving voicemail messages is a common action for most businesses. It combines the immediacy of the spoken telephone message with the convenience of storage. Voicemail is available through answering machines, as a service from your telephone provider, or through your computer (known as integrated messaging). Answering machines typically rely on internal recording technology, while integrated messaging records messages as email attachments.

Formula Bar

Located above the column letters; displays the contents of a cell

Rulers

Located along the left and top of the Word document area; show the size of the paper and can be used to alter text and graphic alignment

Scroll Bars

Located along the right side of the window and below the document; you drag them to bring unseen parts of the document into view.

Quick Access Toolbar

Located at the top of the Word or Excel window; contains shortcuts to commonly used commands

Mail Merge

Mail merge is a process used to create form letters.

Overtime

Many companies pay a higher hourly wage for working overtime—that is, more than 40 hours a week. A common overtime rate is time and a half. This means that employees will be paid 1.5 times their hourly rate for overtime hours.

Telecommunication Technologies

On some occasions the person you need to contact by phone is unavailable. Other times you won't be able to take a phone call immediately. Fortunately there are ways to keep communication going forward. A number of features are available for getting your message to someone and accessing messages left for you, even when you can't be in the office.

Carbon Copy

On this line, you indicate the address or addresses of any additional people you would like to read your message. You would include your supervisor's address on the Cc: line as a courtesy. That person will also receive a copy of the message. You may include multiple addresses on this line as well—just put a semicolon between addresses.

Webinar

Online seminar in which participants are connected through a presentation on the Internet

Cloud Drive

Online storage that's available to you from any computer, tablet, phone, or other device with Internet access

The Postscript (P.S.)

P.S. is an abbreviation for postscripts, which is a Latin phrase meaning "something written after." Any P.S. belongs at the very end of the letter, two spaces below the last enclosure or copy notation. Be careful not to use a P.S. for information that really should have been worked into the body of the letter. If you've overlooked an important point, don't just tack it on later—instead, revise the letter. On the other hand, it's fine to add an afterthought that's not really crucial to the main point of the letter.

Use Clear and Short Paragraphs

Paragraphs should be kept short. Begin each paragraph with a major idea, and then use three or four sentences to elaborate or provide additional details. Provide all information in a paragraph that relates to the major idea. Leave additional space between paragraphs to make reading them easier.

Parentheses

Parentheses, used in a pair ( ), set off information that isn't essential to the meaning of a sentence or paragraph. (Note that parentheses—es—is plural. The singular, referring to one, is parenthesis—is.) Parentheses are frequently used to enclose an explanatory term.

Commissions

People who work in sales are often paid on a commission basis. A commission is similar to piecework except it's based on sales amounts instead of the number of items produced. Commission is usually based on the dollar amount of sales.

Percentage in Business

Percent is a shortened form of the Latin words per centum, meaning "by the hundred." The sign for percent is %. Thus, 2% is read "two percent," or 2 out of 100.

Percentage Versus Percentile

Percentile is most often used to show where something falls in a comparison ranking. If the scores are reported as percentages, this tells us how well each subject did on the evaluation. However, percentile shows how well a given subject did compared to the others who were evaluated.

Personal Pronouns

Personal pronouns refer to a specific person or thing. They're grouped according to the person doing the speaking. When using personal pronouns, the speaker (or writer) should keep the following tips in mind: Use first-person pronouns to refer to oneself. Use second-person pronouns to refer to the person spoken to. Use third-person pronouns to refer to a person or object being spoken about.

COMMON METRIC PREFIXES

Prefix: Kilo (k) - 1,000 times larger Hecto (h) - 100 times larger Deka (da) - 10 times larger Base Unit: Deci (d) - 1/10 times smaller Centi (c) - 1/100 times smaller Milli (m) - 1/1000 times smaller

Answering Calls Correctly: Know your telephone system.

Quite often, phone systems and capabilities differ from company to company. Telephone training is part of a company's orientation program. Also, literature should be available on how to use the various functions of your phone system.

Relative Pronouns

Relative pronouns connect two related parts of a sentence when one part can't stand on its own in a sentence. In general, relative pronouns can be used to identify or add more information about one of the nouns in the sentence.

Spam Filter

Removes unwanted emails and puts them into a separate file for you to delete

Fraction

Represents part of a whole that has been broken into pieces

Screening Calls

Screening calls requires you to temporarily assume the role of judge. You have to decide if an unfamiliar person should be put through to your boss—or anyone else. Deciding whether to place a call through requires skill and tact. As you become acquainted with clients, you'll learn to recognize their voices and automatically put them through to your employer.

Split Constructions

Separating or splitting closely related parts of a sentence isn't always incorrect, but it can result in awkwardness and unclear sentences. Whenever possible, keep logically related items together.

Legal Issues

Several legal issues have come to light as a result of the increased use of email. Another legal issue involves what materials you might legally put in your email messages. Most often, incorporating the ideas of others within a message is legal as long you put the ideas in your own words.

ScreenTips

Small boxes that pop up when you hover the mouse over a command on the Ribbon or other features on the document window. They display information about a feature, including keyboard shortcuts for executing the feature without having to remove your hands from the keyboard.

Encryption

Software that encodes email messages to keep the contents private and secure

Percent of Increase and Decrease

Step 1: The problem will give you two amounts (prices, values, etc.). Subtract the smaller given amount from the larger given amount. Step 2: Divide the difference by the starting amount given (the original price or value before the increase or decrease happens). Step 3: Change the decimal in the quotient to a percent.

Adding and Subtracting Decimals

Step 1: Write the numbers to be added or subtracted so that the decimal points are in a line, one under the other. (The decimal point in a whole number is at the end of the number.) Step 2: If necessary, add zeros to the right so that all decimals have the same number of place values. Step 3: Add or subtract the decimals just as you would add whole numbers, carrying and borrowing as usual. Step 4: Place the decimal point in the answer directly below the decimal points in the problem itself.

Subject Line

Subject lines should be clear and brief, because people tend to scan the subject lines of incoming emails to determine if they want to read them now or later.

Subordinating Conjunctions

Subordinating conjunctions are used to connect and show the relationship between two thoughts that might otherwise have been expressed as separate sentences. Subordinating conjunctions serve two purposes. First, they provide a transition between two thoughts, indicating relationship based on time, place, or cause and effect. Second, they minimize the importance of—or subordinate—one thought in order to demonstrate the greater importance of the other connected thought.

Reducing a Series to a Single Discount

Subtract each rate of discount from 100%. Multiply the remainders together. Subtract this product from 100%. The remainder will be the single discount.

Using Appropriate Telephone Language

The business office has a more formal atmosphere than your home, so the language you use should also be more formal than what you would use when speaking to friends. Avoid the habit of using slang.

Organizing Telephone Numbers

The busy office professional always keeps a list of commonly called numbers and extensions in a Word document and/or an Excel-type spreadsheet. Frequently called numbers can also be stored in the speed dial function on your telephone, so you only have to push the appropriate button and don't need to dial the entire number.

Hard Disk

The computer's storage

The Dash

The dash, which is a longer solid line than a hyphen, is made on a typewriter or computer by typing two hyphens—no space before, after, or between. (In some programs, you can create a dash using the key combination Ctrl + Alt + the minus sign from the number pad in Windows or Option + Shift + minus sign on a Mac computer.) The dash may be used singly or in pairs

Rounding Off Quotients

The division problems you solve won't always result in an even quotient. The answer may have a remainder and the quotient will, therefore, be approximate.

When the divisor has more than one digit

The divisor in a division problem often has more than one digit. You use the same procedure for dividing that we just covered. However, you estimate more when the divisor has more than one digit.

Simple Interest

The easiest type of interest to calculate is simple interest. Simple interest is found by multiplying a base amount by an interest rate or percent and factoring in the consideration of time. In an interest calculation, the amount of interest is the percentage. Recall that the percentage isn't a percent (that's always the rate). By amount we mean the dollar amount of interest. The base is the amount of money deposited or borrowed, which is called the principal. Interest = Principal × Rate × Time or Interest = P × R × T

Parts of the Email Message

The email message consists of several parts: the address (To:), the carbon copy line (Cc:), the subject line, and the message. You must fill in the address line, and some email systems require that the subject line also is completed.

Workbook

The entire Excel file, which contains one or more worksheets

Income tax.

The federal income tax helps the federal government to operate. As you probably know, the Internal Revenue Service (IRS) is the agency that collects the tax. The amount of income tax you pay depends primarily on your total earnings and the number of exemptions you claim. An exemption is a tax break for each person you support. When you're hired, your employer asks you to list your exemptions.

Dividing Fractions

The first fraction stays as is and does not change. Change the division sign to a multiplication sign. Take the reciprocal (flip) of the second fraction. Multiply the two fractions together.

Interrogative Pronouns

The interrogative pronouns are who, whom, which, and what. You may notice that these are the same as the relative pronouns. The difference is in how they're used. Interrogative pronouns are used at the beginning of sentences to introduce a question.

Cell

The intersection of a row and column where data is entered; has a cell name, such as A1

(1) the mean

The mean is the most commonly used type of average. It's most useful when there isn't a large variation between the lowest and highest values. Finding the mean requires more calculation than finding other types of averages. To find the average of a group of numbers, simply add the numbers and then divide that sum by the number of addends.

(2) the median

The median is the center number in a group of numbers running from lowest to highest. This method of averaging is used when the lowest or highest numbers are of considerably different values than the rest of the numbers. In this case, the median would give a more accurate expectation. Data arrangement is the most important part of the process.

(3) the mode

The mode is the value that occurs the most in a particular data set. This method of averaging is most useful when the number of possibilities for different values is low and you need to know what the majority of values will be. The most important part of this process is examining the data.

Net Salary

The money you receive in your paycheck after deductions

Subjects and Predicates

The noun or pronoun that names the person, place, thing, or idea is called the simple subject. This noun or pronoun, plus any words that describe or expand it, is called the complete subject.

Commutative property

The order in which you add two numbers or a group of numbers doesn't change the sum. No matter how you switch the numbers around, the sum will always be the same.

Percentage

The part of the base, or part of the whole, that you're often asked to calculate. It's the number that results from multiplying the base by the rate.

Predicate

The part of the sentence that contains the verb or verb phrase

Percentage.

The percentage is the part of the base, or part of the whole, that you're often asked to calculate. It's the number that results from multiplying the base by the rate.

Subject

The person, place, thing, or idea that the sentence is about

Discounts

The reduction in price is called a discount, or a markdown. The original price at which goods are sold, without any reduction, is the marked price. The price at which the goods are sold is the selling price. When there's no discount, the selling price and the marked price are the same.

Placing Telephone Calls Efficiently

The secret to locating any person efficiently is to keep telephone numbers accessible and, for people called frequently, to note their schedules so you know which telephone number to try first. The standard rule for locating a telephone number is to search for it only once. Speed dial is a function available on certain telephones that stores phone numbers. You only have to push the appropriate button and don't need to dial the entire number.

Number agreement problems may also arise in the following cases:

The subject is a collective noun. The sentence is inverted. The subject is separated from the verb.

Base.

The term base refers to the whole amount to which the rate is applied. The base most often follows the word "of." For example, if a problem asks you to find 25% of 60, the number 60 is the base.

Personal Pronoun Case

The term case refers to the form of a noun or pronoun that shows its relationship to other words in the sentence. In English, the three cases are referred to as subjective or nominative (for subjects of a sentence), objective (for nouns and pronouns that receive the action of a verbs), and possessive. 1. It can perform an action—that is, it can be the subject of a sentence. (Use the subjective case.) 2. It can be the object of a verb or, as you'll learn a little bit later on, an object of a preposition. (Use the objective case.) 3. It can show possession. (Use the possessive case.)

Maintain Consistent Point of View

The term point of view refers to whether the sentence, paragraph, or paper is written in first person (I, me), second person (you), or third person (he, she, it, and they). It's disturbing to a reader when a writer shifts from one person to another.

Gross Salary

The total salaries before deductions are subtracted

Compound Subjects and Predicates

The word compound means more than one. In writing, you can compound any element—a subject, object, verb, or sentence. A subject having more than one noun or pronoun is called a compound subject.

Place Value of Digits

The word decimal comes from the Latin word for 10.

What Is a Fraction?

The word fraction means "broken." A fraction represents part of a whole that's been broken into pieces. Fractions are written in different ways.

Proper Placement

The words even, scarcely, only, almost, and merely should usually be placed next to the words they modify.

Metric Units

These units are called base units because other units of length, weight, and capacity are derived from them. To indicate units that are larger or smaller than the base units, the metric system uses prefixes. For example, the prefix milli always means 1,000 times smaller. Therefore, a millimeter is a unit that's 1,000 times smaller than a meter. On the other hand, the prefix kilo means 1,000 times larger. Therefore, a kilometer is 1,000 times larger than a meter. In other words, a kilometer equals 1,000 meters.

Address Line

This line contains the address of the person to whom you're sending the email. If you wish to send the message to more than one person, put a semicolon between each of the addresses (no spaces are necessary).

Base

This term refers to the whole amount to which the rate is applied

Remote access

To access your voicemail when you're out of the office, enter your assigned identification number as though you were at your desk. Then you can listen to your messages, fast-forward, listen again, delete, and save as though you were at your desk.

Hourly Wages

To calculate the amount earned by an employee who works for hourly wages, simply multiply the number of hours worked by the hourly rate.

Multiplying Fractions

To multiply one fraction by another, follow these steps: 1. Multiply the numerators and make the product the numerator of the answer. 2. Multiply the denominators and make the product the denominator of the answer. 3. Simplify the answer if necessary.

Nominative or Objective Case

When a pronoun serves as the subject or predicate complement, it's in the nominative case.

Definition

When evaluating the various uses of money, it's important to know both the present value and future value of it. The present value is the amount of money you have now. The future value is the amount of money it will become at a future date.

Markups and Selling Prices

When goods are sold, they're priced to cover the wholesale cost of an item—the cost of doing business and making a profit. To figure the selling price, or marked price, the retailer adds a markup to the wholesale cost of the item. In most cases, the markup is expressed as a percentage.

When the Dividend Is a Decimal

When the dividend of a division problem is a decimal or a mixed decimal, you use the same procedure for dividing as you did previously. Before you begin to divide, however, you must place the decimal point in the quotient. The rule you use for placing the decimal point in a quotient is place the decimal point of the quotient directly above the decimal point of the dividend.

Subjects Joined by And

When the parts of a compound subject are joined by and, they take a plural verb if they refer to different people, ideas, or things.

Identify yourself.

When you answer outside calls on the office telephone, identify your firm or organization, as well as yourself. Saying your name lets the person know who has been reached. If your company has multiple departments, you can greet callers by naming the department and identifying yourself.

CANCELLATION: A MULTIPLICATION SHORTCUT

When you multiply fractions, you can use the cancellation method—a shortcut way to arrive at the correct answer. Remember that cancellation works only for multiplication. Never try cancellation when you add or subtract fractions.

Replying to and Forwarding Email

When you receive an email from someone, you have the option to respond to the sender. The recipient's address and even the subject line in the original message sent to you will be inserted automatically. Additionally, you have the option of retaining the content from the message to which you're responding or deleting it.

WordArt

WordArt is a feature that converts text to a graphic element. If you want to create vertical text or text with shadows or outlines, then WordArt is the tool to use.

Pension plan.

Your company may have a retirement plan to which you contribute. There are three types of qualified plans: pension, profit sharing, and stock bonus plans. Pension plan benefits are generally measured by and based on factors such as years of service and employee compensation. A 401(k) plan allows participants to make contributions to a retirement plan, usually without being taxed on the earnings contributed to the plan. These contributions are also usually matched at a certain percentage by the employer.

Articulation

Your professional interactions require you to be articulate, or able to express yourself readily, clearly, and effectively. This is especially important when speaking on the telephone, when facial expressions and other types of nonverbal communication can't be seen. Use concise words, correct grammar, and speak in a pleasant tone of voice without rushing.

Rate of Speaking

Your rate or pace of speaking can serve as a source of interference when trying to get a message across. Always strive to speak at a moderate rate, that is, not too quickly or too slowly. You'll find listeners more attentive to what you have to say when you speak at a moderate rate.

Volume, Pitch, and Tone

Your speaking volume is the degree of loudness. The pitch of your voice is its highness or lowness of sound. Tone communicates mood or feeling; your voice can have soft, rough, sweet, harsh, excited, bored, and many other qualities. The volume, pitch, and tone of your voice vary according to circumstances.