Typing Test
Side margins
1" or default margins
Word can sort information that has been keyed in a table in 3 ways:
1. Alphabetize text 2. Arrange numbers numerically 3. Place items in order by date
How do you change your document to landscape?
1. From the file menu, choose page setup 2. On the paper size tab, click landscape button in the orientation box.
What are ways you can create a table?
1. Insert table command on the table menu 2. the insert table button on the standard toolbar 3. Draw table button on the tables and borders toolbar
Calculation in several cells
1. Place the insertion point in the cell that needs the same formula. 2. From the Edit menu, click Repeat Formula or key ctrl + Y in each cell where the formula is to be repeated.
Steps to formatting a report
1. Position the insertion point for 1.5" top margin 2. Change line spacing to double & the font to 12 3. Insert page numbers; remove the (check) so that the page number does not print on the first page. 4. Key and center the main heading and. Select the heading and apply 14-point font. 5. Key the entire report, including the reference section 6. Protect side headings that may get separated from the related paragraph with keep with the next feature. 7. If the reference must be formatted on a separate page, insert a manual page break. Position the heading REFERENCES at 1.5" 8. View the report from the Print Layout view
What are the steps to perform a calculation in a table?
1. Position the insertion point in the cell where the answer is to display. 2. Click formula from the table menu. The formula dialog box displays. 3. Word assumes that you want to add the numbers immediately above or to the left of the insertion point. Therefore, =SUM(ABOVE) or =SUM(LEFT) displays in the formula text box. Click OK or press Enter.
Letter format guide
1. Use default side margins 2. 12 point font if letter is too long, change font to 11 so that it may fit on the one age. 3. position the dateline at least 2" from the top edge of the paper to allow space for letterhead.
The center point of a standard sheet of 8.5" wide paper is....
4.25" Tabs are measured in inches from the left margin
Word assumes that you be printing your doc on standard......
8.5" x 11" paper in portrait orientation. If you want wide document, you must switch to landscape orientation
What is a blind copy notation?
A copy notation (c) shows that a copy of the document has been sent to the person named.
What is the preferred format for business envelopes?
ALL CAPS, block format, and no punctuation.
Block letter format
All lines begin at the left margin in block format, making this an efficient letter style.
Bottom margins
Approximately 1"; last page bottom margin may be deeper.
Pagination
Arabic numerals (1,2,3) are used for the body of the report and the appendix; lowercase roman numerals (i,ii,iii) are used for preliminary pages. The body of the report starts with page 1, but it is not numbered.
In a 2 page report....
Avoid single lines at the top or bottom of a report (called widow/orphan lines) Do not separate between pages a side heading from the paragraph that follows.
How deep are most letter heads?
Between 1" and 2"
Letter placement
Business letters are prepared on letterhead stationary, which has the company name, address, telephone number, and logo.
Margins for reports
By default or 1" top, side, and bottom. A half inch of extra space is provided in the top margin (1.5") for the first page of the report and for major sections that begin on a new page. Extra space is required for binding. Most report are bound at the left (1.5" left margins); a few are bound at the top (1.5" top margins).
Letterhead
Company name, address, and telephone number. Often includes fax number and company trademark.
What is a memo format for headings?
DS, bold, ALL CAPS. ex. TO: FROM: DATE: SUBJECT:
Parts of a business letter
Dateline, letter address, salutation, body, complimentary close, writer's name and title, and reference initials.
Second-page heading
For identification purposes the second and following pages should include the recipients name, page number, and date. A DS separates this header from the body.
headings
Headings break a lengthy report into smaller, easy-to-understand parts. Reports will generally include side headings that are often further divided with paragraph headings.
What is a memo format for notations?
Items clipped or stapled to the memo are noted as attachments; items included in an envelope are enclosures. These notations are keyed a DS below the the initials
Salutation
Key the salutation, or greeting, a double space (DS) below the letter address. The salutation should correspond to the first line of the letter address. Use ladies and gentlemen when the first line of address is a companies name.
Writer's name and title
Leave three blank lines (QS) for the writer's signature, keying the name on the fourth line. If the writer's title is short, it may follow the name; if the title is long, key it on the next line.
Formal headings
Main headings: center title ALL CAPS and bold.Use 14-point size Side headings: Begin at left margin; bold heading. Capitalize first letters of main words; DS above and below headings Paragraph headings: Begin text at the paragraph point. Bold the heading. Capitalize the first word only and follow heading with a period.
Enclosure notation
Notice indicating that items are enclosed. Items may be listed. (Enclosure: Check #820). Key a DS below reference initials
Modified block format- Company name
Optional letter part, is keyed in UPPERCASE, a DS below the complimentary close; a QS separates the company name from the writer's name. Company names are not commonly used with letterhead stationary.
When writing a business report, you must consider the following:
Placement (spacing, margins, pagination) Headings (main, side, paragraph) Documentation (endnotes, footnotes, internal citations and references) Report assembly (preliminary pages, body of report and appendices)
Headings
Position, capitalization, font size, and attributes, such as bold and italic,indicate levels of importance. Headings also set segments of copy apart and make the copy easier to read. The spacing before and after headings depends on the font and attributes used.
Mailing notations
Provides a record of how the letter was sent (right-all caps, effects postage, below stamp) ex. facsimile, overnights, certified, special delivery, registered. Other notations such as CONFIDENTIAL or PERSONAL indicate how the letter should be treated by recipient. (left-under return address on envelope, DS under dateline inside letter.
Report documentation
Reports must include the sources of all information included in the report. -the writer uses either footnotes, endnotes, or internal citations to cite sources.
What are unbound reports?
Reports that are prepared without covers or binders. (pages may be attached by stapler or paperclip)
What's another letter style used by some businesses today because of it's efficiency?
Simplified block letter.
What is a memo format for the body?
Single spaced the body and DS between paragraphs. Do not indent them.
How do you determine the tab setting for keying text at center?
Subtract the left margin setting from 4.25"
Letter address
The address of the person who will receive the letter begins a quadruple space (QS) below the dateline. Include a personal title (for example, Mr. or Ms.) un less a professional title (Dr.) is appropriate.
Formatting leftbound reports
The binding on a report usually takes about one-half inch of space ; therefore, on a left-bound report, a 1.5" left margin should be used on all pages Can be either double or single space but paragraphs must be indented when double spacing is used.
Body
The body is the message of the letter. Begin the body a double space (DS), below the salutation. Single-space the body and double-space between paragraphs.
Complimentary close
The complimentary close, which is the formal closing of the letter, begins a double space below the body.
Modified block format
The dateline and closing lines are moved from the left margin to the center of the page. Tab is set at the center (3") Paragraphs may be indented but it is more efficient not to indent them.
Page numbers
The first page of a report is not numbered. The second and succeeding pages are numbered in the upper right corner.
Internal citations
The last name of the author(s), publication date, and the page number(s) of the cited material are shown in parentheses within the body of the report. Ex. (Ghlosten, 1999, 134)
Dateline
The letter is dated the day it is mailed
Why are external reports used?
To secure business or to report on business that has been conducted for a client. Since reports can have a significant impact on an organization's business and on an individuals upward career mobility, they are usually prepared with care.
Front size and spacing
Use 12 point size for readability. Double space educational reports and indent paragraphs 0.5". Business reports are usually single space; paragraphs begin at the left margin; DS between paragraphs.
Reference initials
When business letters are keyed by someone other than the writer, the operator's initials are keyed lowercase a double space below the writer's keyed name or title. Initials are not included when the writer keys the letter.
When is a simplified block format most efficient?
When it is addressed to a company or when the individual is unknown.
What is a memo format for reference initials?
When the memo is keyed by someone other than the sender, the keyboard operators initials are keyed in lowercase a DS below the body .
Simplified block format
a variation of the block format. All lines begin at the left margin. Salutation and complimentary close are omitted but a subject line is required (DS below the letter address)
Creating border with shading
a. press enter to add blank lines above the title and below the "current date" b. click edit, select all to select title page c. choose format, then borders and shading d. from borders tab, click first on shadow, choose a single line as the style and make the Width 1 1/2 point. e. from the shading tab, click 5%, click ok
Top margins
approximately 1.5" for the first page; 1" for second and succeeding pages.
Rows
arranged horizontally and are numbered from top to bottom.
When dividing a paragraph between 2 pages, be certain that...
at least lines of the paragraph appear on each page. Do not separate the closing lines from the body.
A complete list of references is included.....
at the end of the report
Left bound and unbound reports are paginated....
at the top right margin and top bound reports are paginated at the center bottom margin.
If you make changes to the numbers, Word will.....
automatically recalculate the answer.
The same right side, top, and bottom margins are used for.....
both unbound and left bound reports.
Attention line
directs a letter to a specific person, position, or department within company. (first line of the letter address) ex. Ladies and Gentlemen
Short direct quotations of three lines or fewer are.....
enclosed wishing quotation marks
Word can add, subtract, multiple, and divide numbers in a table by using a __________.
formula
Ascending order
from A to Z, 1 to 10, or earliest to later date.
Descending order
from Z to A, 10 to 1, or later to earlier date.
A book reference
includes the name of the author (inverted), work (italicized), city of the publication, publisher, and copyright date.
The first line of both footnotes and endnotes is
indented 0.5" from the left margin.
long quotations of four lines or more are .....
indented from the left margin and singe-spaced. if a portion of the text referenced is omitted, use an ellipsis (...) to show the omission.
A blind copy notation (bc)
indicates that a copy of the document was sent to the person(s) named without the recipients knowledge. It's not printed on the original. After saving and printing on the the document for the addressee, add the BC notation and reprint for the person(s) who will receive the blind copy.
If the entire reference section does not fit at the bottom of the last page....
insert a manual page break and position the entire reference section on the next page.
Business reports are usually....
internally and externally
List of references
listed at the end of the report in alphabetical order by authors last name. Can be titled References or Bibliography
What are memorandums
messages sent to persons within and organization (memos). Include heading, a body, and one or more notations. Addresses are not required, default margins and tabs. Most sent through email but may be printed on plain paper or memo head. with plain envelopes.
What is helpful the editing cells?
nonprinting characters (use the show/hide button to display the markers
End-of-cell markers and end-of-row markers are .....
nonprinting characters that display at the end of each cell or row.
Long letter with 4 or more paragraphs
place date 2.3"
Average letter with 3-4 paragraphs
place date 2.7" or center page w/ default margins
Short letter with 1-2 paragraphs
place date in center of page w/ default margins
Endnote
placed at the end of the document on a separate page titled NOTES. The NOTES page has the same top and side margins as the first page of the report, except that the page is numbered in sequence with the preceding page. Bold NOTES and follow with DS.
The header function...
places info at the top of each page. default header allows for 3 lines, 0.5" from the top edge and 10pt font. Can only be viewed from the print layout view.
Mixed punctuation
placing a colon after the salutation and a comma after the complimentary close.
Footnotes
positioned at the bottom of the same page as the reference cited.
Open punctuation
requires no punctuation following the salutation or the complementary close.
If references are keyed on the last page of the report....
separate the body of the report from the referenced with a DS
When formatting documents such as a modified block letter, you will need to.....
set a tab at the page.
Short or average letters may be positioned vertically by using the Center Page command. To avoid interfering with the letter head, Center page......
should not be used in long letters or average- length letters containing many extra letters.
A magazine reference
shows the name of the author(inverted), article (in quotation marks), publication (italicized), publication information, internet address (in brackets), and date the document was retrieved or accessed.
Commercially prepared reports are generally ___________ using many typesetting features.
single-spaced
The complete reference page is.....
single-spaced with a DS between references. the first line begins at the left margin; all other lines are indented.
The letter head often includes:
the fax and/or email address and company slogan.
Cells
the intersection of a row and a column. each one has an address that consists of the column letter and the row.
Endnotes and footnotes indicate....
the reference cited in the text with a superscript. (...')
If a letter is printed on plain stationary.....
the sender's return address is keyed immediately above the date.
Letters are positioned on the page according to....
their length (short, average, long). The length of the letters is determined by estimating the number of words in the letter or by the number of paragraphs.
When is a postscript used?
to emphasize information, DS below the last notation in a letter. Do not indent the post script unless paragraphs are in the letter are indented.
Columns
vertical lists of information, labeled alphabetically from left to right.
