Nuts n Bolts of Formatting. By Barbara Grace Ellsworth Mesa Community College Mesa, Arizona

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2 Nuts n Bolts of Formatting Using Microsoft Word 2013 It Doesn t Get Any Easier! By Barbara Grace Ellsworth Mesa Community College Mesa, Arizona

3 Nuts n Bolts of Formatting By Barbara Grace Ellsworth Mesa Community College Mesa, Arizona Copyright terms of usage: Copyright 2013 Version 0711 ELLSWORTH PUBLISHING COMPANY Chandler, Arizona ALL RIGHTS RESERVED Users are defined as current instructors at a public education facility and their students. No part of this book may be used with or combined with products not copyrighted by Ellsworth Publishing Company (EPC). Permission is granted to current users of EPC products to: (1) Print and/or duplicate this book for use in a public education institution, and (2) share this book in electronic format via school network; so long as the for profit terms of usage are not violated. For Profit terms of usage: Permission is not granted to use this book or resell/repackage this book in any manner that is to be re-sold (i.e. bookstore sales) without the express written permission of EPC. For information, contact: Ellsworth Publishing Company P. O. Box 6727 Chandler, AZ Fax: (480)

4 STEP-BY-STEP INSTRUCTIONS COURSE DESCRIPTION This course is self-paced (step-by-step) with lots of illustrations. It is very easy for students to follow on their own. The directions were checked on MS Word 2013 with the exception of Internet . The information follows the latest FBLA-PBL Format Guide; it is used by the largest business student organization in competitions and is taught in schools. The sections are designed so the teacher can select from the following: (Check the Table of Contents for a complete description.) Basic Word Concepts (includes information students will need for several units, such as how to open an MS Word document, how to save, how to exit MS Word, how to open a saved document, how to enter your name and assignment number in the header, etc.) Fax Applications (Creating Faxes and using fax templates) Interoffice Memos (including Memo Wizards) Business Letters (Block, Open Punctuation, Subject line, Bullets, Reference Initials, Enclosures, c, 2-Page letter headings, and special software program developed by Ellsworth Publishing Company to help students learn the 2-digit state/possession codes from the Official United States Postal Services State/Province Abbreviations list) Proofreader s Marks (Common proofreading marks useful in any editing project) Tables (Using AutoFit, AutoFormat, Centering vertically and horizontally, Removing gridlines) Bound and Unbound Business Reports (Creating the Table of Contents, Internal Citations, Endnotes, Reference page, Indenting a quote, Page numbering all but 1st page.) Simple Mail Merge (Using Mail Merge templates, Merging and printing) Itineraries (Creating Itineraries using tab stops and hanging indents) Agendas, Minutes & News Releases (Formats) Outlines (Create outlines with Left and Right Aligning Roman Numerals) Basics of Using (Opening an account, Reading , Deleting unwanted s, Empty the Trash Folder, Send s, Add Addresses to Address Book, Using the Yahoo! Calendar) Job Search Skills (Networking, Scannable Resumes, Cover Letters, Interviewing, References, The After-Interview Follow-up Letter, and Why People Don t Get Hired) At the end of each section are Multiple-Choice questions for tests or quizzes. Course Description iii

5 EASY GRADING SOLUTION KEY AND STUDENT CHECK-OFF SHEET Assignment check-off sheets are an easy method of grading and recording. After students check their work with a solutions key, teacher looks at it. If the assignment is acceptable (correct), the blank is initialed by the teacher, the assignment is initialed and returned to the student. Add up the points earned and compare it to a grading scale. The approximate amount of time to complete sections is given. FORMATTING GRADE SUMMARY DATE STUDENT S NAME CLASS LESSON POINTS ASSIGNMENTS Basic MS Word (Approx. 1 1/4 hr.) (2) 1 2 Faxes (4) (Approx. 1 1/4 hr.) Memos (14) (Approx. 2 hrs.) Business Letters (24) (Approx. 4 hrs.) Proofreader s Marks (Approx. 1 hrs.) (5) Tables (16) (Approx. 3 hrs.) Business Reports (14) (Approx. 5 hrs.) Simple Mail Merge (Approx. 1 3/4 hrs.) (8) Itineraries (8) (Approx 1 hrs.) Agendas, Minutes, News Releases (14) (Approx 2 hrs.) Outlines (8) (Approx 1 hr.) Using (8) (Approx. 1 1/2 hrs.) Job Search Skills (16) (Approx 3 hr.) TOTAL POINTS 142 APPROXIMATELY HOURS Possible Grading Scale (if all 142 points assigned): 90% = A 80% = B 70% = C 60% = D Course Description iv

6 CONTENTS BASIC MS WORD 2013 CONCEPTS Objectives... BWD 2 Starting MS Word... BWD 2 Maximizing the Screen... BWD 3 Saving a Document... BWD 3 Close MS Word... BWD 5 Opening a Saved Document... BWD 5 Changing Font Styles and Sizes... BWD 8 What Font Size Numbers Mean... BWD 9 Using the Backspace or the Delete key... BWD 10 Bold, Italicize, and Underline Text... BWD 10 Entering Name & Assignment in Header... BWD 11 Basics of MS Word 2007 Questions... BWD 13 FAX APPLICATIONS Objectives... FA 2 Use a Business Fax Template... FA 3 Save a & Use a Preferred Fax Template... FA 4 Delete a Created Fax Template... FA 5 Fax Applications Questions... FA 7 CREATING MEMORANDUMS Objectives... CM 2 Set Line Spacing... CM 3 Show Vertical & Horizontal Rulers... CM 3 Set Tab on Horizontal Ruler... CM 4 Set Font Styles & Sizes... CM 4 Author s Initials & Enclosure Notations... CM 5 Key the Heading of a Memo... CM 5 Key the Body of the Memo... CM 5 Spell Check Memo... CM 6 Numbering Paragraphs in Body... CM 9 Creating a Memo Using a Wizard... CM 10 Memorandum Questions... CM 12 PERSONAL & BUSINESS LETTERS Objectives... PBL 2 General Guidelines... PBL 3 Set Line Spacing... PBL 4 Show Vertical and Horizontal Rulers... PBL 4 Create Block Style Personal Letter... PBL 5 Contents Enter Name & Assignment in Header... PBL 6 Spell Check Your Document... PBL 6 Create folder in Save As dialog box... PBL 7 Create a Business Letter... PBL 8 Advanced Letter Features List... PBL 11 Two-Page Business Letters... PBL 12 Numbering Paragraphs... PBL 13 Bulleting Paragraphs... PBL 14 Using the Internet to Obtain and use an MS Letterhead Template... PBL 15 Learn USPS State/Possession Abbrev.... PBL 19 Personal & Business Letter Questions... PBL 21 PROOFREADERS MARKS Objectives... PM 2 Commonly Used Proofreader s Marks... PM 3 Proofreading Assignments... PM 4 Proofreading Questions... PM 7 CREATING & USING TABLES Objectives... TA 2 Set Line Spacing to Double Spacing... TA 2 Type Table Heading, Bold & Center... TA 3 Create a Table with 2 Columns & 8 Rows... TA 4 Enter data into cells... TA 4 Use AutoFit to Reduce the Size of Columns.. TA 4 Center the Table Horizontally... TA 5 Center the Table Vertically on the Page... TA 5 Adjust Amount of Space Between Columns.. TA 5 Remove Gridlines... TA 6 Center Titles and Subtitles... TA 9 Use AutoFormat... TA 9 Right Align Numbered Amounts... TA 11 Right Align Columnar Headings... TA 11 5-Col. Table with Centered Titles and Decimal Centered Amounts... TA 12 Change Column Widths... TA 14 Change Tab Setting on Ruler to Decimal Tab... TA 14 Create Block letter with AutoFormat Table... TA 18 Tables Questions... TA 20 v

7 CONTENTS BOUND & UNBOUND REPORTS Objectives... RPTS 2 Create an Unbound Report FBLA-PBL Competition Format... RPTS 3 Set Automatic 5-Space Para Indention... RPTS 5 Create a Superscript Number... RPTS 6 Using Bullets/Numbers... RPTS 7 Adding Page Numbers... RPTS 9 Use Format Painter to Add Final Formatting.. RPTS 11 Using Endnotes... RPTS 12 Create the References Page... RPTS 13 Editing a Header... RPTS 18 Create a Table of Contents... RPTS 26 Report Questions... RPTS 27 SIMPLE MAIL MERGE Objectives... MM 2 Using the Mail Merge Wizard... MM 3 Create an Address List... MM 4 Save an Address List... MM 4 Edit Errors on Letters to be Merged... MM 7 Using a Template Letter with Mail Merge Wizard... MM 7 Create the Letter to be Merged... MM 7 Print Merged Letters from Address List... MM 9 Create Letterhead and Use Mail Merge Wizard... MM 9 Mail Merge Questions... MM 12 ITINERARIES Objectives... IT 2 Create an Itinerary... IT 3 Set Tab and Second Line Indent... IT 3 Itineraries Questions... IT 7 AGENDAS, MINUTES & NEWS RELEASES Create an Agenda for a Meeting... AMN 3 Create Minutes of a Meeting... AMN 7 Use Page Break... AMN 9 Insert Page Number and Identification... AMN 9 Create a News Release... AMN 12 Agendas, Minutes, News Releases Questions. AMN 15 CREATING FLYERS Objectives... CF 2 Display Formatting Marks... CF 3 Apply Text Effects... CF 4 Shade a Paragraph... CF 4 Change Font Sizes... CF 5 Bullet a List... CF 5 Undo and Redo... CF 5 Insert Clip Art from Online Pictures... CF 6 Format with Larger Font Sizes, Italics, Bullets, and Shading... CF 8 Add Special Effects to Clip Art... CF 9 Add a Page Border... CF 10 Creating Flyers Questions... CF 11 OUTLINES Objectives... OL 2 Creating an Outline... OL 3 Get Ruler, Set Tabs on Ruler... OL 3 Outline with Right Aligned Roman Numerals OL 7 Outlines Questions... OL 9 JOB SEARCH SKILLS Objectives...JSS 2 Networking...JSS 3 Best Web Sites for Job Search...JSS 3 Scannable Resumes...JSS 4 Cover Letters...JSS 9 The Interview... JSS 11 References Sheet... JSS 12 The After-Interview Follow-Up Letter... JSS 14 Last Advice: Consider Why People Don t Get Hired... JSS-15 Job Search Skills Questions... JSS-16 Contents vi

8 Special Features of EPC Keyboarding & Ten Key Courses: HTML5 HTML5 works on computers and tablets. Students can learn anytime, anywhere (classroom, lab, or home). Student progress and grades can be viewed over the Internet by the teacher no papers to handle, grade, or turn in. Software is hosted on Ellsworth Publishing Co. (EPC) servers. Data is saved on our servers. No EPC software to install or maintain. UNIQUE KEYBOARDING FEATURES Select one or two spaces after a period at the end of a sentence and [ :,!, and?]. Turn off the timing area on the screen to prevent students from looking at their fingers or the screen. If they take their eyes off the copy, they will lose their place. Turn off the Backspace key completely or just for selected timings. Internal message manager to send and receive messages to one or all students. The message is seen when students first open their data files (Internet version only). FLEXIBILITY Course standards can be changed/customized for individualized learning or course length/time needs. Make the course fit your needs, not the other way around. POWERPOINT COURSE DEMONSTRATIONS Step-by-step tutorials are available on our website at. PROGRESS REPORTS Show the best scores that meet the accuracy standard entered in the Setup. A weekly Progress Report from each student is the only paper a teacher usually sees, unless they are using the Internet version which requires no printed copies. GRADE REPORTS (Mid-Term & Final) The average keystrokes per hour (KSPH) for Ten Key and the average words per minute (WPM) for keyboarding in each lesson as shown on the Progress Report is automatically averaged to calculate an overall course average. The course average is compared to the grading scale entered in the Setup and a grade is assigned on the Grade Report. Lessons and lines can be practiced again to try to raise the final grade. INSTANT FEEDBACK All exercises are timed; speed and accuracy are reported after each timing. COMPETENCY BASED The instructor s grading scale is entered in the Setup. The grade for an A is the goal for each timing exercise students practice each exercise until they reach their goal before going on to the next one. SELF-PACED Students can go at their own pace (within the daily or weekly parameters set by the instructor). SECURITY The name, ID#, and scores are permanently recorded within each student s file for security reasons. Students can t change the name or exchange scores. SPECIAL ADAPTATION FOR BUSY (NOISY) CLASSROOMS OR HEARING IMPAIRED STUDENTS All exercises are timed. A special end-of-timing blinking on the monitor silently notifies students that the timer has run out of time. Contents vii

9 About the Author: Barbara G. Ellsworth has taught at Mesa Community College for 46 years. For many years Mrs. Ellsworth taught Business Machines. During that time she wrote and published over 42 workbooks for various Ten-Key and calculating machines. Mrs. Ellsworth currently has written and published five textbooks with computer programs Ten Key Mastery, Keyboard Mastery, Keyboard Short Course, Skillbuilding Mastery, and Keyboarding For Kids (Grades 1-6), and the textbooks Nuts 'n Bolts of Formatting and Introduction to Microsoft Applications. Her products are found at all educational levels K-12, College/Adult, Job Corps., as well as in government institutions and commercial businesses. Online demonstration videos that completely explain the Teacher Manager, courses, course descriptions, downloads, current syllabi, and other online course information can be seen at: Other Courses: TEN KEY MASTERY To teach the numeric keypad with speed and accuracy. Course includes three actual employment tests for students to practice. To achieve employment standards, it is recommended to be a quarter or semester course. (Approx hours) KEYBOARD MASTERY To teach the alpha/numeric keyboard to beginners and to those who haven t typed in a long time and have rusty skills. The course contains 15-second to 5- minute timings. This course can be customized for either a semester or a quarter course. (Approx hours) KEYBOARD SHORT COURSE A shortened version of KEYBOARD MASTERY. It covers the alphabetic and punctuation keys, with optional numeric or symbol keys. The course contains mainly 15-second timings that push for speed and accuracy and includes 30-second, 1- and 2-minute timings. Created lessons may be used for longer timings, spelling lists, etc. This course is excellent for beginners and experienced typists who need to raise their skills quickly. (Approx hours) SKILLBUILDING MASTERY Advanced Keyboarding. Covers alpha and numeric/symbol keys with 15-second to 5-minute timings designed to bring students to employable levels of speed and accuracy. It is recommended that students type by touch approximately wpm before taking this course. (Approx hours) KEYBOARDING FOR KIDS For Grades 1-6. Teaches keyboarding correctly to children at a time when they are exposed to computers and helps prevent the formation of bad keyboarding habits. The short timings and turning off the timing screen help keep students eyes on the copy. Students are rewarded with graphics of praise when they meet their goal. INTRODUCTION TO MICROSOFT APPLICATIONS Introduction to the current versions of Windows, Publisher, Excel, Access, and PowerPoint. Contents viii

10 MS Word Basic Word Concepts Basic MS Word Concepts BWD 1

11 BASIC MS WORD CONCEPTS This section contains some very basic MS Word information that will help you complete the assignments in this book. Assignment #1 will be to print the document you open and use in this unit. Windows 7 and 8 are the Operating Systems referred to in the directions for saving, etc. When you complete this unit, you will be able to: Start MS Word, Open a blank document Change Font Styles and Font Sizes Maximize/Restore Down the screen Know what Font size numbers mean Minimize the document and restore it Determine whether to use the Backspace Select and deselect the Caps Lock key or the Delete key Create a folder and save to the USB drive Bold, Italicize, and Underline text Close MS Word Use the Header to enter the name and Open a saved document assignment number Expand and collapse folders Save and print assignment Windows 8: How to Start MS Word and Open a Blank Document Some programs may be installed differently, but these directions will usually open a new MS Word document (Follow the instructions so you can open a new Word 2013 document). Locate the Word 2013 tile on your Windows Start screen: Click on Word 2013 tile to begin. Double click on the Blank document template. Word 2013 opens a new document. Windows 7: How to Start MS Word and Open a Blank Document Some programs may be installed differently, but these directions will usually open a new MS Word document: (Follow the instructions so you can open a new Word 2013 document). Click on Start. Click on All Programs. Scroll to and click on Microsoft Office Click on Word Click on Blank document. For more room, click X in Navigation pane on left side of screen. Start Basic MS Word Concepts BWD 2

12 The HOME Ribbon for MS Word 2013 Each tab will show a different ribbon (where you find the tools you need grouped under that tab). The Word screen is customizable so you may find minor deviations on the various ribbons. If necessary, click to select the HOME tab and see its ribbon. Maximize/Restore Down Your Screen Once you have a new blank document, it may be maximized and fill your whole computer screen. If not, you can click the maximize area and it will fill your screen. After you clicked to maximize your screen, the Screen Tip will indicate Restore Down. Click on the Restore Down and it will make your document smaller. Click on the Maximize and Restore down features several times. Did you notice that the little boxes in the image changed? Minimize Your Document There may be times when you want to minimize a document temporarily that is, put it down in the bottom tray for use later while you work on something else. Click on the minimize button. Then click on the Document in the tray to bring it up to the screen again. (Bottom of Document) Tray Basic MS Word Concepts BWD 2

13 Save Your Work to your USB Drive on your Computer (ask your instructor for help if it is to another drive). Be sure your USB Drive is in your computer. On the document you opened and have on your screen, press the Caps Lock key on the keyboard (ALL LETTERS WILL BE IN UPPERCASE) and type this line: THIS COURSE IS GOING TO BE SOOOOOOOOOOO EASY! Press the Caps Lock key again to deselect ALL CAPITAL LETTERS (make lowercase). Click the FILE Button in the upper left corner. Click SaveAs. Your folder list will probably look different from this. In this case, the E drive contains the USB drive. Double click Drive E to open it. Click the New Folder button. The New Folder appears and the text is highlighted. The text will disappear when you type over it. Type Nuts n Bolts of Formatting 2013, and press the Enter key. Double click the new folder you just created. Notice that the new folder appears after (E:). Click the New Folder button again, and name it Homework Basic Word. Press the Enter key. Basic MS Word Concepts BWD 3

14 Save Your Document in your Homework Basic Word folder REVIEW: You went to the E drive (or whatever drive for your USB). In the E drive, you created a folder and named it Nuts n Bolts of Formatting Within this folder, you can have many Homework folders to keep each section neatly together and separated. So, you created a folder and named it Homework Basic Word. Now you want to save your Word document into the Homework Basic Word Folder. Enter the File name. You can use the name that is there by default (has less zeroes). Click the Save button. Notice that the Open button has changed to a Save button. The new folder is now in your list of folders. Notice that the Title Bar, the first line on your document, shows the File Name: TITLE BAR Basic MS Word Concepts BWD 4

15 Close MS Word Close MS Word by clicking on the X on the upper top right corner. You previously saved your document and then closed Word. If you forget to save first, you will lose your document. How to Open Your Saved Document There are several ways to open your document. One way is to go through Windows Explore: Right click on Start. When you right click with the mouse, it always opens another menu. Left click on Open Windows Explore. Maximize so Windows Explore fills the screen. Put your pointer on Computer and a dimmed appears. Click on it to expand and show the drives within it. When expanded, the marker is darker. Click on the dimmed marker for Removable Disk (or whatever your USB is called) to expand it and show the folders within it. Notice that the marker is dark, showing that it is selected and folders are showing. If you were to click on the marker again, it would collapse (hide) the folders and the marker would be light again. Your Homework folder appears. Basic MS Word Concepts BWD 5

16 Click on the marker to expand the Nuts n Bolts of Formatting 2013 to reveal the folder Homework Basic Word. Single click on the Homework Basic Word folder to reveal the files. There are several ways to view information about your files. Resting your pointer on the View arrow shows the Tool Tip indicating More options. Click on the View arrow to show more options for displaying the files. Click on Details. Notice all the information displayed. Click on the various Options to see the different views. Options To open your file, double click (click 2 times very fast) on THIS COURSE IS GOING TO BE SOOOOOOOOOOOO EASY. You can double click either the icon or the words. Your file is now open and looks like this. (If the navigation pane is open, you can click on the x of the Navigation pane to close it and make more room.) Basic MS Word Concepts BWD 6

17 Close MS Word Close MS Word by clicking on the X in the upper top right corner. It may ask if you want to save go ahead and save it. You may close any other screens also by clicking on the X in the upper top right corner. Another Way to Open an MS Word Document from your USB Drive Click on Start. Click on All Programs. (The programs on your computer may differ from those on the author s computer.) Scroll to Microsoft Office 2013 and click. Click on Microsoft Word When your Word document opens, look at the Recent Documents. The first one listed is the last Word document saved. Double click on the first document to open it. Basic MS Word Concepts BWD 7

18 How to Change Font Styles Click after the words: THIS COURSE IS GOING TO BE SOOOOOOOOOOOO EASY! so your cursor is at the end of the sentence. (Don t worry about the number of O s in SOOOOOOOOOOOOOOOOOOO.) Press the Spacebar once. Press the Caps Lock key down on the keyboard and add: I AM GOING TO DO WELL!!! Select the sentence by holding down the left mouse button at the beginning of the sentence and drag over it so it is highlighted. Be sure the HOME ribbon is selected. Click on the Font Style arrow and various font styles will appear. As you drag your cursor down over the different font styles, notice how your sentence changes. This makes it easy to change the font style to something pleasing to you. Click on the ALGERIAN font. Basic MS Word Concepts BWD 8

19 How to Change Font Sizes The two sentences are still selected so you can do other things with them to change the formatting (the look). Formatting can include the font styles and sizes, bold, italics, underline, etc. Click on the Font Size arrow and various font sizes will appear. Click on 28. As you drag your cursor down over the different font sizes, notice how the size of your letters change. This makes it easy to see what size you want. What the Font Size Numbers Mean In printers language, there are 72 points to 1 inch. If you selected a word and clicked on Font size 36, the selection would be 1/2 high (36/72). If you clicked on 24, your selection would be 24/72 of an inch high. A common font size for most applications is 12, such as Times New Roman font style with 12 as the font size. Using the Grow Font and Shrink Font to change font size The sentences are still selected so you can still change the way it looks (the formatting). You can change the size of the font by clicking on the Grow Font and Shrink Font buttons. Change the font size to 22 by clicking the Grow Font and Shrink Font buttons. Basic MS Word Concepts BWD 9

20 How to Know Whether to Use the Backspace or the Delete Key Look down at your keyboard. Notice that there is a line (empty space) between the Backspace and the Delete keys (on regular size keyboards). Pretend that your blinking cursor is that line: Backspace left Delete right If the letters you want to erase are to the left of your blinking cursor, use the Backspace key to the left of the line. If the letters to erase are to the right of your cursor, use the Delete key. I AM GOOING TO LIKEE TTHIS COURSSE! a b c d a) To erase the first O, it is to the left of the cursor, so use the Backspace key. b) To erase the first E, it is to the right of the cursor, so use the Delete key. c) To erase the first T, it is to the right of the cursor, so use the Delete key. d) To erase the first S, it is to the left of the cursor, so use the Backspace key. Bold, Italicize, and Underline Text Select the text THIS COURSE IS GOING TO BE SOOOOOOOOOOOOOOOO EASY! I AM GOING TO DO WELL!!! with the Algerian, 22 fonts set earlier:. Click the Bold button Click the Italic button Click to Underline button Note: Whenever you want to remove Bold, Italic, or Underline, select the word or sentence and click B or I or U again. It is a toggle; click it once and it is on, click it again and it is off (like a light switch). Remove Bold, Italic, and Underline. Basic MS Word Concepts BWD 10

21 How to Enter Your Name and Assignment Number in the Header You will be asked to enter your name and assignment number in most of the assignments in this textbook. This is Assignment #1. With your Word document open that has THIS COURSE IS GOING TO BE SOOOOOOOOOOOOOOOO FUN! I AM GOING TO DO WELL!!! with Algerian, 22, follow the directions under the illustration: Click the INSERT ribbon tab. Click the Header button. Click anywhere in the Blank (Three Columns) header to select it. Type the Header Click the first [Type here] and type your name, and assignment #BWD-1: (Your Name, #BWD-1) Click the second [Type here]. Click on the DESIGN tab (Header and Footer Tools Design tab) and click the Date & Time button. Select the Date & Time format of your choice. Click OK. Click the third [Type here] and depress the Delete key to delete it. In the DESIGN ribbon, click the red X to Close Header and Footer. Basic MS Word Concepts BWD 11

22 This is what your first assignment looks like. (You may have chosen a different format for the date.) Click the Quick Save button to save again. Once you have saved a file, as we did earlier, to save it again just click the quick save button. TO PRINT THE DOCUMENT: Click the File Button Click Print (under File button) Click the Printer icon Turn printout in to your teacher. Note: Some print functions are configured differently and may look slightly different from this. Basic MS Word Concepts BWD 12

23 BASIC MICROSOFT WORD 2013 QUIZ On a separate sheet of paper, write the letter that most correctly answers or completes the question. This is Assignment #BWD-2; follow teacher instructions for turning it in. 1. The features and functions of Microsoft Word 2013 show on the: a) main toolbar b) title bar c) ribbon 2. If you see two small squares in the middle box in the upper right corner, your screen is: a) maximized b) minimized c) Restored Down 3. To type key words or sentences in all capital letters: a) Press the Shift key b) Press the Caps Lock key c) Hold Shift key down 4. To create a Homework folder in the My Documents folder, select the My Documents folder and: a) Double click on the Create New Folder button b) Key in the words Homework Folder in the File name: area c) Click on the New Folder button 5. The Title Bar on a document: a) is the third line of a document b) is the second line of a document c) is the first line of a document 6. To find a saved document through Windows Explorer, begin by: a) Right click on Start, click on Open Windows Explorer b) Click on start, right click on Open Windows Explorer c) Right click on Start, double click on Open Windows Explorer 7. To expand a drive or folder means: a) to show all the drives, folders, or files inside b) to click on the New Folder button to add new folders to a drive c) to show only the files inside Basic MS Word Concepts BWD 13

24 8. To collapse a drive or folder means: a) to remove the contents from view b) to hide a drive within a folder c) to delete a drive or folder 9. To open a file from a folder listed in Windows Explorer: a) Triple click the file name b) Double click the file name c) Single click the file name 10. After clicking on the File Button, and Open, to open the latest document saved: a) Click on the first document listed under Recent Documents b) Click Open on the Office Button toolbar c) Click Last doc on the Office Button toolbar 11. Algerian is an example of a: a) Header style b) Font size c) Font style 12. The Grow and Shrink Font buttons are used to: a) Change Font styles b) Change Font sizes c) Increase or Decrease the Font styles 13. In printers language, how many points are there in a Font size of an inch: a) 36 b) 24 c) How many points would there be in a Font size of half an inch: a) 36 b) 24 c) For words that contain bold, italics, or underline and you want to remove the formatting: a) Select the words and click bold, italics, or underline b) Select the words, click the File Button, and click Remove Formatting c) Select the words, click the File Button, and click Delete Formatting 16. The Header button is shown on the ribbon of what tab: a) The HOME tab b) The INSERT tab c) The PAGE LAYOUT tab Basic MS Word Concepts BWD 14

25 Faxes Fax Applications Fax Applications FA 1

26 FAX APPLICATIONS Fax stands for Facsimile. It is used to send information electronically. Often faxes contain information that would be included in a letter; it is just quicker. Faxes are also used as a cover sheet to accompany another item; both the fax cover sheet and the invoice or application or business form are sent electronically together. If you had an application that you filled out for a job, you could fax the application with a cover letter and cover fax giving further explanation or asking questions. There are several styles of Fax templates. Templates are already formatted and you just have to fill in the information. You can create your own template and save it to use when you need to send a fax. If you send a lot of faxes, you can save a shortcut icon to your favorite fax template on your desktop and be a double click away whenever you want to use it. When you complete this unit, you will be able to: Select various Fax templates Enter information in the template placeholders Save Fax templates for future use Delete Fax templates no longer needed This is an example. Directions begin on the next page. Fax Applications FA 2

27 Assignment #FA-1, Use a Business Fax Template Open MS Word and maximize the screen. (Click on Start, All Programs, Microsoft Office 2013, Word 2013.) Click to select the Fax Button. Scroll through various templates and click on the Fax (Urban Theme). If you don t have these templates, choose from those you have. Click the Create button. Click inside the brackets to select and enter the following information on the Fax: Sender Company Name: Ellsworth Insurance Address: 2701 N. Alma School Rd., Suite 302 (Press Enter to add City, State, Zip) Chandler, AZ Phone: Ellsworthinsurance@msn.com Date: Enter the current date Column 1: To: D. J. Smith Make up Recipient Co. Name, or leave blank Fax: Phone: Column 2: From: (Enter Student Name, #FA-1) Pages: 1 Fax: Phone: Ext. 201 CC: (copy to) John Taylor RE: (regarding) Late Insurance Payments COMMENTS: I noticed that your premium is 15 days overdue again. Has it been overlooked? We need to receive your premium within the next 15 days so your insurance doesn t expire. Let me know how I can be of assistance to you in this matter. Barbara On the bottom part of the page, select the box Please Comment and type an X. Fax Applications FA 3

28 Your name and assignment number is on the Fax. Click the File tab, Save as. Click the Browse button. Assuming you are using a USB drive, click to select your Removable disk. Click on New folder (upper left corner) in the Save as dialog box. Create a New folder for Homework Faxes, and press the Enter key. Double click the new Homework Faxes folder to open it. Under File name: key in #FA-1. Click the Save button (bottom right). Print. Assignment #FA-2, Save and Use a Preferred Fax Template Assume that you found a Fax template that you prefer. It looks professional and it is easy to fill out. You can save this template for future use. Use these directions to save the preferred fax to your USB drive. For this example choose the Fax cover sheet (Oriel theme). Click the File tab. Click New. In the Suggested searches: Click to select Fax. Scroll down and click on Fax cover sheet (Oriel theme). Click the Create button. To save the template, follow the directions below: Click the File Button. Click Save as: Then double click on the Browse button. At home, you would probably want to save it to your Desktop for quick access. If at school, select your Removable USB Disk, Double click on Homework Faxes to open the folder. In the File name: Fax (Oriel theme). Click the Save button. After saving, the Fax is still on your screen. The brackets [ ] are called a placeholders. Click inside the placeholder to select it and it is ready for you to enter information on the next page. In some cases you may need to select the placeholder, delete it and enter the information. Fax Applications FA 4

29 Enter the following information on the fax: Sender Company Name: PHOENIX BINDERY (Select the placeholder and type it) Company Address: 1601 E. Broadway, #23 Phoenix, AZ Company Phone No.: Date: Use Current Date TO: SPEECH CORNER (Type in all caps) FAX: PHONE: FROM: Student Name, #FA-2 (Enter your name and assignment number) FAX: PHONE: Ext. 215 PAGES: 1 RE: Shipment of Easels for Books CC: Note: There is no copy sent to anyone else in this fax, so just select the placeholder and press the spacebar once. (Many years ago cc stood for Carbon Copy to be sent to someone who also needed to know the information. Today we do not use carbon copies, but the CC is still often used to let the recipient of the communication know that another person has been informed.) COMMENTS: We received your telephone call advising us of the delay in shipping the easels for the Morris textbooks. We need them as soon as possible in order to complete our order. If your cutter is down for more than one week, please let us know. We may need to redirect this order to another company. We look forward to working with you in the future. Student Name Your name and assignment number appear on the Fax. Click the File tab, Save as. Save in the folder for Homework Faxes. Save as the File name: #FA-2. Print. ALWAYS BE CAREFUL TO SAVE UNDER ANOTHER NAME SO YOU DON T SAVE OVER THE CLEAN FAX YOU WILL WANT TO USE AGAIN! Note: This Fax has a line appear on the next page. Place your cursor near the box of FOR YOUR RECORDS and drag the fourheaded arrow up to remove some of the extra space. It should fit on one page. Deleting a Fax Template no Longer Wanted or Needed Assuming the Fax template was saved to the desktop so it would be readily available, you can delete it several ways. The easiest method would be to drag the Fax icon from the desktop to the Recycle (Trash) Bin. You could Right click on the file and Left click on Delete in the drop-down box. You could also delete it by going into Windows Explorer. Fax Applications FA 5

30 To delete the Fax template from Windows Explore: Right click on Start. Left click Open Windows Explorer. Click to select Desktop. When the files show on the right, click to select the Fax template you want to delete. Depress the Delete key on the keyboard. A notice will appear asking if you are sure you want to send it to the Recycle Bin. Click Yes. Assignment #FA-3, Creating a Fax You work for A & E Corporation and you need to send a fax to Anne King, Fischer Co. You received a check #366 for services in the amount of $ and it should have been $1, Since Fischer Co. is only a few miles away, you want to pick up the rest of the amount in person. Look over the fax templates and choose one you like that is different from those used so far. Fill in addresses and phone numbers as you wish. Put your name and Assignment #FA-3 in the FROM: section. Fill out all sections. Enter: cc (meaning copy to) Justin Owens, Manager. There may be a time when you need to adjust the fax to meet your needs such as creating a space for our company name. Click Insert tab, click Text box icon, click to select Draw text box, move the + cursor where you want the box to appear, drag your mouse to create the text box. Adjust the font as desired. Be sure to compose a message making arrangements to get the remaining amount. Your name and assignment number appear on the Fax. Click the File tab, Save as. Save in the folder for Homework Faxes. Save as #FA-3. Print. Fax Applications FA 6

31 FAX QUIZ On a separate sheet of paper, write the letter that most correctly answers or completes the question. This is Assignment #FA-4 These questions may appear on a test. Follow teacher instructions for turning it in. 1. Fax applications are used to send information. a) Interoffice b) Electronically c) Manually 2. Templates are: a) Tables of unformatted information b) Formatted for specific information to be filled in c) Formatted with all the information already typed in 3. In fax applications, brackets around requested information are called. a) Contact information b) Parenthesis c) Placeholders 4. When you use your saved fax template and want to save the new fax just made without ruining the original: a) Click File, Save b) Click File, Save as, press Enter key c) Click File, Save as, enter a new File name 5. The notation CC on a fax denotes? a) A copy to be sent to someone b) Where to enter the return address c) Where to enter the corporate address 6. To delete a saved fax using Windows Explorer: a) Left click on Start, Open Windows Explorer, click on file, press Delete key b) Right click on Start, Open Windows Explorer, find and click on the file, press Delete key c) Right click on the X (Close) button, right click on Open Windows Explorer, press Delete key Fax Applications FA 7

32 Memos Creating Memorandums FBLA-PBL Format Creating Memorandums CM 1

33 CREATING MEMORANDUMS Messages sent to persons within an organization are called Interoffice Memorandums, or memos for short. Memos are usually printed on plain paper and ed or sent in interoffice envelopes. When you complete this unit, you will be able to: Set Line Spacing Show Vertical and Horizontal Rulers Set tabs on the Horizontal Ruler Create a Memo in correct format Use Spell Check Use Header to Personalize documents Create a new folder and save Change Fonts Create a Memo Form and save Edit a Header Create a Memo using a Wizard Number paragraphs Creating a Memo This is the example. Don t type from this; directions begin on the next page. MEMORANDUM Top Margin: 2 Side Margins: 1 Creating Memorandums CM 2

34 Open a Blank Word Document Click on Start. Click on All Programs. Scroll to Microsoft Office 2013 Click Word 2013 Select Blank Document If using Windows 8, click on the Microsoft Word 2013 tile in the Start Screen. Set Line Spacing to 1.0 Line Spacing arrow When you first open a Word 2013 document, it has some default (pre-set) settings. You need set your line spacing to 1.0 with no extra space after paragraphs. Click on the Line Spacing arrow. Click on the 1.0 setting for single spacing. Dialog box closes. Click on the Line Spacing arrow again to open it. Click Remove Space After Paragraph. Show Vertical and Horizontal Rulers It is helpful to see the vertical and horizontal rulers to measure and line up objects in a document, and to set tabs. Click the View tab. Click Ruler box (if it does not already have a check mark). You should see a horizontal ruler, see below, on the top part of your document screen. You will also see a vertical ruler down the left part of your document screen. Defines Left align tab Shows amount of Left Margin Shows inches and fractions of inches Creating Memorandums CM 3

35 If the rulers don t show after checking the Ruler box: Click the File tab. Click the Options button towards the bottom of the list. Click Advanced in left menu. Scroll down to the Display section. The box should be checked for Show vertical ruler in Print Layout View. Both rulers should appear in your Word document. Close this window so you are back at your empty Word document. Set a tab at 1 on the Horizontal Ruler Click on the tab identifier until you see a small L for Left Tab. Then put your pointer just below the 1 on the ruler and click with the mouse. A small L appears as the tab stop. You just entered a Left align tab to be indented 1 from the left margin. Set Font Styles, Font Sizes, and 2 Top Margin Memorandums have 1 right and left margins, which are default margins (pre-set by Microsoft when you first open a Word document). You can see the 1 left margin in the shaded area of the horizontal ruler above. The top margin of a memorandum should be 2. Notice in the vertical ruler to the right that there is a 1 default top margin. So, in order to start keying at 2, you must press the enter key about five times until your cursor looks to be about even with the 1 on the vertical ruler. (The 1 default margin and spacing down 1 = 2.) Click on the Home tab. Select the Times New Roman font style and 12 font size. Press the Enter key a few times until the cursor looks fairly even with the 1 mark on the vertical ruler. Vertical Ruler Begin keying here for a 2 top margin. 1 default margin Creating Memorandums CM 4

36 Keying Memorandum Headings in ALL CAPS Key in TO: Press the tab key. Key in the name: Carol Woods Press the Enter key twice to double space (DS) which leaves one blank line between lines of type. Key in FROM: Press the tab key. Key in your name. Press the Enter key twice. Key in DATE: Press the tab key. Key in today s date. Press the Enter key twice. Key in SUBJECT: Press the tab key. Key in Formatting a Standard Memorandum. Press the Enter key twice to double space to body of memo. Keying Memorandum Body, Author s initials, & Enclosure Notation Key in the paragraphs below beginning at the left margin. It will automatically word wrap (break and flow) to the next line when you are typing. Don t press the Enter key until the end of the paragraph. Your lines may end differently than the paragraphs shown. When formatting a standard memorandum, use a 2-inch top margin and 1-inch side margins (the side margins are pre-set to 1 by Microsoft). Next, key the heading lines with a double space between each. Note that each heading is typed in ALL CAPS, and the information after each heading is aligned on the left. After the subject line, double space to the paragraphs or body of the memorandum. (DS) Paragraphs are aligned at the left margin and are single spaced with a double space between each one. The originator or author of the memorandum (usually the typist for someone else) should key his/her initials in lowercase at the left margin a double space below the body of the last paragraph. If an attachment or enclosure is included, the word Attachment or Enclosure (without the quote marks) should be keyed at the left margin a double space below the initials. Creating Memorandums CM 5

37 (DS) be (key in your initials in lowercase the example shows the textbook author s initials. If the first initial is automatically uppercase, backspace and type it again in lowercase) (DS) Enclosure Assignment #CM-1, Spell Check, Enter your Name and date in the Header Click on the Review tab, spell check by clicking on the Spelling & Grammar button Click on the Insert tab. Click the Header button. Select Blank (Three Columns). Click in the left placeholder [Type Text] and key your name, #CM-1. Select the next placeholder and key in the date Select the last placeholder and depress the Delete key. Click on Close Header and Footer button. Save Assignment #CM-1 To Your USB Drive (or as per instructor directions) Click the File button. Click Save As Computer is selected. Click on the Browse button. Select your USB Drive (Removable Disk in this example). Click on the New Folder button. Name the New Folder: Homework Creating Memorandums Press the Enter key. Shows where new folder is Creating Memorandums CM 6

38 Double click on the New Folder button. Notice that the new folder name shows in Save As that s where the new file will be saved. Enter as the File name: #CM-1. Click the Save button. Print Assignment #CM-1 and Turn it in to Your Teacher Click the File tab. Click Print. Click Print button in the upper left. Close the Document. Assignment #CM-2, Memo in Times New Roman, 12 (Don t forget 2 top margin, 1.0 line spacing and Remove Space After Paragraph, Tab 1 ) TO: All Intel Employees, Chandler Plant FROM: Audra Owens, Social Committee Chair DATE: Use Current Date SUBJECT: Potluck Party on May 25, 20xx (fill in correct year) We have decided to have our Plant Party on Friday, May 25. It will start at 3:00 p.m., and people can leave for home anytime after that. The company is providing Honey Baked Ham and barbeque. Each department will be assigning condiments, paper goods, dessert, etc. Other than the meat that is provided by the company, it will be potluck. We hope you can all come and join us and meet those in other departments. Let me know if you have any questions. xx (Student s initials in lower case as the typist for Audra Owens. Could also be AO/xx) Note: First letter of initials is capitalized automatically. Backspace and make lowercase. Put your Name, Assignment #CM-2 and date in the header. Save as #CM-2 in the Homework Creating Memorandums folder, and print. Close Header & Footer. Creating Memorandums CM 7

39 Assignment #CM-3, Memo in Arial font style, 12 To obtain a new Word document quickly: Remember the Memo formatting rules: Click the File button. Click on New. 1. Set the tab stop at 1. Click on the Blank Document button. 2. Adjust Line Spacing for Single Spacing. Change font to Arial, Top Margin TO: Rachele Ellsworth FROM: Terry Beckstead DATE: Use Current Date SUBJECT: Book Deadline Donald Logan, from Speech Corner, contacted me today about your recent book-inprogress Dot Reading Comprehension. He tried to get you by phone but you were on vacation. He asked me to contact you when you got back and ask you to inform him of your earliest projected production date. He sent the production schedule to me and I am attaching it to this memo for your perusal. (New Paragraph) Donald indicated that he is very impressed with your most recent book and feels it will be a tremendous success. He wants to get it as soon as possible within the next two months to be sure it gets in the summer catalog. xx Enclosure: Production Schedule Put your Name, Assignment #CM-3 and date in the header. Save as #CM-3 in the Homework Creating Memorandums folder, and print. Close Header & Footer. Assignment #CM-4, Memo Form in Arial font style, 12 If you have a job that requires writing quite a few memorandums often, it would save time to create and save the memo headings. Your headings would already be typed, your name would already be in the FROM:, and the current date would always appear in the DATE:. All you would have to do is fill in the TO: and SUBJECT: and the paragraphs in the body. Obtain a New Word document. Set the tab stop at 1, Adjust Line Spacing to single spacing. 2 Top Margin. Key in TO:, and double space to next entry. Key in FROM:, tab, enter your name, and double space to next entry. Creating Memorandums CM 8

40 Key in DATE:, depress tab key. Click the INSERT tab. In the Text group, click the Date & Time button, select 3rd option (July 18, 2013 or current date), click to select Update Automatically (every time you open this memo form), click OK. Double Space. Key in SUBJECT: Put your Name, Assignment #CM-4 Memo Form, and date in the header. Save as #CM-4 Memo Form in the Homework Creating Memorandums folder, and print. Close Header & Footer. Assignment #CM-5, Using the Saved Memo Form, Times New Roman font style, 12 Numbering Paragraphs Open a Word Document. Click the File tab. Recent Documents is highlighted. Under Recent Documents click the #CM-4 Memo Form file. Select from TO: through SUBJECT: and select Times New Roman, 12, fonts. Click after TO:, and press the tab key. Create a memo using the information below. TO: Department Heads FROM: Your Name DATE: Current Date SUBJECT: Personnel Manual Recommendations due March 1 March 1 is the deadline for recommended changes to our Personnel Manual. Here is how we will handle the review process. Review the present manual, discuss recommendations with your department personnel, and make notations on policies that your group feels should be changed. Submit these recommendations to me, in writing, by March 1. You may submit pages of the previous manual with your changes. Department heads will meet May 28 at 10:30 a.m. in the boardroom to make final revision decisions. Your Initials. Select the last three paragraphs beginning with Review the present manual Click on the Home tab. Click on the Numbering button. Creating Memorandums CM 9

41 Editing the Header Select the INSERT tab. Click the Header button. Click on Edit Header. Change assignment number to #CM-5; change date if necessary. Close Header & Footer. Save as #CM-5 in the Homework Creating Memorandums folder, and print. Assignment #CM-6, Memo Using a Memo Wizard, bulleted paragraphs Wizards are preformatted document templates (forms) that enable you to enter information quickly. Many have watermarks or special designs that look very professional. The current date is usually inserted automatically. They are similar to the memos you have already created. From what you have learned about creating memorandums, fill in the template with the information below. Open a new Word document if necessary. Click the File Button Click New In the Search box, enter memorandum templates Click to select Memo (Professional design), or any of your choosing Double click the Create button, and enter the following memo information: Add, Select and delete information, as necessary to create the memo below. Company Name Dearborn Tractor Co. TO: Dina Goodman, Manager FROM: Enter Your Name, #CM-6 CC: Jeff Stringer, Supervisor Date: Use current date Re: Weekly Department Head Meeting, (Enter a date a about a week from the given current date above), 9:30 a.m., Boardroom Creating Memorandums CM 10

42 This is going to be a very important meeting. Please encourage all your employees and staff to be there. The agenda will be: (Be sure there is a double space to the body and type the three following paragraphs without the bullets. Finish the memo. Then go back and select the three paragraphs below and click on the Bullet button on the formatting toolbar.) Vote on the Vacation Policy Elect a Media Spokesperson Introduce the new Vice President of Advertising, James Scoresby I am enclosing the old vacation policy so you can distribute copies to your department. xx (Your initials) Enclosure: Old Vacation Handbook NOTE: Sometimes templates do not follow all the rules (such as having ALL CAPS for the headings, or it might automatically double space when you depress the Enter key). Just be sure the finished memo looks pleasing to the eye. Save as #CM-6 in the Homework Creating Memorandums folder, and print. Creating Memorandums CM 11

43 CREATING MEMORANDUMS QUIZ On a separate sheet of paper, write the letter that most correctly answers or completes the question. This is Assignment #CM-7; follow teacher instructions for turning it in. 1. Interoffice Memorandums are messages sent to persons: a) Within an organization b) To anyone c) Outside an organization 2. Default settings are: a) 1 b) Line Spacing c) Pre-set 3. The Ruler setting is obtained on what ribbon tab? a) Home b) View c) Insert 4. What is the memo tab set at on the Horizontal ruler? a).5 b) 1 c) What is the top margin of a memorandum? a) 1 b) 1.5 c) 2 6. Which ribbon tab is used to set font styles and font sizes? a) Home b) Insert c) View 7. Memo headings are keyed in: a) In all capital letters b) All capital letters and italicized c) Lower case 8. Double spacing leaves how many blank lines between lines of type? a) None b) One c) Two 9. The body of a memo is: a) Double spaced b) 1.5 spaced c) Single spaced 10. Word wrap means: a) Words are automatically divided at the end of a line of type b) Words flow to the next line automatically without using the Enter key c) Words should be selected first by double clicking, then wrapped. Creating Memorandums CM 12

44 11. Enclosures on a memo are: a) Single spaced below the body b) Single spaced below the reference initials c) Double spaced below the reference initials 12. The reference initials of the author of a memo are: a) In all capital letters b) In Lowercase c) First letter capitalized 13. The Spell Check button is obtained on what ribbon tab? a) Home b) View c) Review 14. The Header is obtained on what ribbon tab? a) Insert b) View c) Home 15. The numbering button to number paragraphs is found on what ribbon tab? a) Home b) Insert c) Page Layout 16. Which ribbon tab is used to edit the header? a) Home b) Insert c) View 17. Which of the following statements is true about Memo Wizards? a) The current date is usually inserted automatically b) Headings are single spaced c) Cannot indent paragraphs Creating Memorandums CM 13

45 Letters Personal & Business FBLA-PBL Format (Including unique software program to learn state abbreviations) Personal & Business Letters PBL 1

46 CREATING BUSINESS LETTERS Business letters represent the organization you work for. Spelling errors, poor grammar, or poor formatting (letter construction) reflect badly on your company. Large and prosperous companies have the money to hire competent people who can spell and organize their thoughts well. They write good business letters. Companies like to do business with prosperous companies because of the impression that if they are large and prosperous they must have a good product and be doing well. What kind of impression, then, do you think is made when a letter is sloppy, has spelling errors, etc.? When you complete this unit, you will be able to: Create Block style letters following the FBLA-PBL Format Guide Change Line Spacing Show Vertical and Horizontal Rulers on a document Set Font Styles and Font Sizes Create a Block Style Personal Letter Use Open punctuation Spell Check Your Document Use Headers Create new folders and save documents Create a Block Style Business Letter Use Advanced Letter Features Mailing Notation, Attention Line, Subject Line, Second Page Heading, Company Name, Enclosure Notation, Copy Notation, and Postscript Use numbered and bulleted paragraphs Practice writing skills by creating letters Use Letterhead from the Microsoft Office templates Insert Clip Art into the Letterhead Resize clip art and text boxes Use the correct official USPS State and US Possession abbreviations Practice the State/Possession abbreviation quiz on the special software provided by Ellsworth Publishing Company until you can take the quiz with 100% accuracy. Personal & Business Letters PBL 2

47 General Guidelines Font Size: 12 Font Style: Times, Times New Roman, or Arial Spacing: 1 or 2 spaces after punctuation ending a sentence (stay consistent within the Document 1 space after a semicolon 1 space after a comma 1 or 2 spaces after a colon (stay consistent within the document) 1 space between state abbreviation and ZIP Line Spacing: Single spacing Letters: Block Style (all lines begin at the Left Margin) with Open Punctuation Top Margin: 2 inches Side and Bottom Margins: 1 inch LETTER - PERSONAL Top Margin: 2 Side Margins: 1 This is the example. Don t type from this; directions begin on the next page. Personal & Business Letters PBL 3

48 Open a Blank Word Document Click on Start. Click on All Programs. Click on Microsoft Office Click on Word Click to select Blank Document. In Windows 8, click on the Word 2013 tile in the Start Screen. Set Line Spacing to 1.0 Line Spacing Button When you first open a Word 2013 document, it has some default (pre-set) settings. You need set your line spacing to 1.0 with no extra space after paragraphs. On the HOME tab, click on the Line Spacing button. Click on the 1.0 setting for single spacing. Click on the Line Spacing button again to open it. Click Remove Space After Paragraph. Alternative: Click on No Space button in Styles. Show Vertical and Horizontal Rulers It is helpful to see the vertical and horizontal rulers to measure and line up objects in a document, and to set tabs. Click the VIEW tab. Does the Ruler box have a check mark if not, click in the box so it will have a check. You should see a horizontal ruler, see below, on the top part of your document screen. You will also see a vertical ruler down the left part of your document screen. Personal & Business Letters PBL 4

49 Set Font Styles, Font Sizes, and 2 Top Margin Letters have 1 right and left margins, which are default margins (pre-set by Microsoft when you first open a Word document). You can see the 1 left margin in the shaded area of the horizontal ruler below. The top margin of a letter should be 2. Notice in the vertical ruler to the right that there is a 1 default top margin. So, in order to start keying at 2, you must press the enter key four or five times until your cursor looks to be about even with the 1 on the vertical ruler. (The 1 default margin + spacing down 1 = 2.) Click on the HOME tab. Select the No Space Style, and 12 font size. Click on the top of your document to place the cursor on the first line. Press the Enter key about 4 or 5 times. Does it look even with the 1 mark on the vertical ruler? Begin the letter below. The date is under the return address. 1 default margin Vertical Ruler Begin keying here for a 2 top margin. Create a Personal Letter Block Style, Assignment #PBL-1 4 Press Enter 4-5 times to leave 1 more inch from the top margin E. Gaveston St. The Personal Letter Style contains sender address/city & state before the date. Chandler, AZ Current Date 4 Press Enter 4 times to Inside Address to whom you are sending the letter. Mr. David Miller 2814 E. Watkins Rd. Phoenix, AZ Dear Mr. Miller 2 2 Press Enter 2 times to double space to the Salutation (Dear Mr. Miller). NOTICE: There is NO colon after the Salutation. This is called OPEN PUNCTUATION. Press Enter 2 times to double space to the body of the letter. Personal & Business Letters PBL 5

50 My husband and I are building a home in the mountains. We have been looking around for Soapstone stoves. I understand you carry this line. I know they are very expensive, but I understand that ACE Hardware has a sale in June. Our house is not yet completed, so we can wait for the sale to purchase the stove. Since we have a few months to wait for the sale, I wanted to have you put away a Soapstone stove and consider it sold. I am willing to put a down payment on it to secure it. I will be in the store next Monday to put a down payment on the stove. 2 Sincerely Barbara Smith 4 NOTICE: There is NO comma after the Closing line (Sincerely). Open punctuation contains NOTHING after the Salutation or Closing line. Press Enter 4 times to the typed signature. This allows enough space for a written signature.. There are NO reference initials (initials of the typist) because it is assumed the author is the typist of a Personal Letter. Spell Check Your Document As you look at your document, misspellings are often indicated by a red wavy line under the word. Right click on the word and the suggestions for the correct spelling are shown on the top of the pop up menu. Click on one of the words to replace the misspelled word in your document, or correct the misspelling on your own. To check the whole document, click on the REVIEW tab, click on the Spelling & Grammar button and follow the prompts. Enter your Name and Assignment #PBL-1, and Date in the Header Click on the INSERT tab. Click the Header button. Select Blank (Three Columns). Click in the left placeholder [Type Text] and key your name, #PBL-1. Select the next placeholder and key in the current date. Select the last placeholder and depress the Delete key. Click on Close Header and Footer button. Personal & Business Letters PBL 6

51 Save Assignment #PBL-1 To Your USB Drive (or as per instructor directions) Click the File Button. Click Save As: The Computer button is highlighted. Double click the Browse button and click to select your USB Drive. (Removable Disk in this example). Click on the New Folder button. Name the New Folder: Homework Letters. Press the Enter key. Shows where new folder is Create New Folder button Double click the new Homework Letters folder. Notice that it shows in Save As that s where the new file will be saved. Enter as the File name: #PBL-1 Click the Save button. Print Assignment #PBL-1 and Turn it in to your Teacher Click the File button. Click Print. Click Print button. Close document to quit, or continue by opening a new document. Personal & Business Letters PBL 7

52 If you are still in a Word document, you may obtain a new Word document quickly: Click the File Button. Click on New. Click on Blank document. Assignment #PBL-2, Personal Letter in Times New Roman, 12 Use Open Punctuation, which has no punctuation after the Salutation or Closing lines. Use Single Spacing Be sure to remove the space after paragraph. Create a 2 top margin. Don t be concerned about where words are divided; your computer will divide them properly. Your lines may end differently than these N. 3rd Street Seattle, WA Use today s date. Inside Address: Mr. Dean Staples, 2155 N. Main, Seattle, WA Dear Mr. Staples We have been a satisfied customer of yours for about eleven years. Mr. Gene Cook, one of your employees, came last week to clean our air ducts. We looked at the main duct upstairs, and it was still full of dust. The downstairs air return duct was not cleaned. We already paid for this service, as you can see by the enclosed paid bill. We feel we deserve better service than this and respectfully request that you call us to set up another cleaning appointment. Sincerely yours Marvin Goodman Enclosure: Paid Bill Put your Name, Assignment #PBL-2 and date in the header. Close Header & Footer. Save as #PBL-2 in the Homework Letters folder, and print. Assignment #PBL-3, Business Letter in Times New Roman, 12 The Business Letter with Open Punctuation is very similar to the Personal Letter above. It is assumed that a business letter is written on letterhead stationery which contains company information (Address, City, State, Zip, Phone, Fax, etc.). Enter the Title below the name. Double space after the Title and enter the Reference Initials of the typist in lowercase. If the first letter automatically capitalizes, just select it and change it. It is also acceptable to type the initials as LW/tl. Sincerely Lucille Whitmer Claims Department tl (Trudy Lamb is the secretary for the Claims Department) Personal & Business Letters PBL 8

53 Create the following Business Letter which is patterned after the letter style used for FBLA- PBL competition. 2 top margin for company letterhead. Single space. Times New Roman, top margin Current Date 4 Ms. Jayson Lewis 2009 E. Galveston St. Tyler, TX Dear Ms. Lewis This letter is keyed in block style with open punctuation. All lines, including the date, inside address, salutation, body of the letter, and closing begin at the left margin. A double space is left between all letter parts except before the inside address and the writer s name, which has a quadruple space (4 returns). This letter style is to be used for FBLA-PBL competition. Sincerely 4 Barbara Small Director of Education xx (Initials of the typist (student) in lower case) Put your Name, Assignment #PBL-3 and date in the header. Save as #PBL-3 in the Homework Letters folder, and print. Personal & Business Letters PBL 9

54 Assignment #PBL-4, Business Letter in Arial, 12 Set Single spacing Change fonts to Arial, 12 Enclosure is a double space below the reference initials Use today s date. Inside Address: Mr. and Mrs. Terry Glase, 2001 West Monroe St., Chandler, AZ Dear Mr. and Mrs. Glase Here s a copy of your new brochure! Under separate cover, I am sending you the 400 that you ordered. The four-color printing is beautiful. It was the right decision to use the Fall cover photo. The bright red leaves of the maple trees are breathtaking. This brochure will be very effective for you, I am sure. We look forward to working with you again. We will keep the printer s copy in our current files for one year. Thank you Austin Burke Sales Manager Reference Initials: (Your initials) Enclosure: New brochure Put your Name, Assignment #PBL-4 and date in the header. Close Header & Footer. Save as #PBL-4 in the Homework Letters folder, and print. Assignment #PBL-5, Business Letter in Arial, 12 Set single spacing Arial, 12, fonts Enclosure is a double space below the reference initials The copy notation c Mr. Burns, Engineering Department is a double space below the enclosure, in lowercase. This informs the person who receives the letter that Mr. Burns has a copy and is aware of the information. Use today s date. Inside Address: Mr. Charles Johansen, 215 E. Main, Mesa, AZ Dear Mr. Johansen As you requested yesterday over the telephone, I am enclosing the price sheet for repairing the wheels on your luggage. Thank you for ing us a photo of the damage. It is very unusual for that type of break to occur. Usually it happens during baggage handling at the airport when a piece of luggage falls off the conveyer belt. We are pleased that you enjoy the luggage, and we are sure it will last a long time for you. Sincerely Lucille Whitmer Claims Department Reference Initials: (Your initials) Enclosure: Price sheet c Mr. Burns, Engineering Department (type on one line). Put your Name, Assignment #PBL-5 and date in the header. Close Header & Footer. Save as #PBL-5 in the Homework Letters folder, and print. Personal & Business Letters PBL 10

55 Advanced Letter Features The following advanced letter features are from the latest FBLA-PBL Format Guide. Assignment #PBL-6 and #PBL-7 will use these advanced features. Mailing Notation: Attention Line: Subject Line: Second Page Heading: A mailing notation is keyed a double space below the date in ALL CAPS followed by a double space before the inside address. An attention line is keyed as the first line of the inside address. When an attention line is used, the salutation is Ladies and Gentlemen. A subject line should be keyed a double space below the salutation in ALL CAPS. The subject line begins at the left margin. The word subject: or re are not used when keying the subject line. If a letter contains more than one page, key a heading at the top of each subsequent page. Key the first line of the inside address, page number, and date at the left margin beginning one inch from the top of the paper. Double space below the date before continuing the body of the letter. Ms. Terra Green Page 2 Current Date Company Name: Enclosure Notation: Copy Notation: Postscript: Key the company name a double space below the complimentary close in ALL CAPS. Quadruple space to the writer s name. Place an enclosure (or attachment) notation a double space below the reference initials. If multiple enclosures are referred to in the letter, follow the word enclosures with a colon and list each enclosure. Use a lowercase c by the name of the person(s) to receive a copy. Place the copy notation a double space below the last line of the enclosure notation or the reference line if there is no enclosure. A postscript should be keyed as the last line in the letter. It should be preceded by a double space and begin at the left margin. The initials P.S. should not be used. Personal & Business Letters PBL 11

56 Assignment #PBL-6. Create a Business Letter with Advanced Letter Features, Times New Roman, 12 Current Date 2 CONFIDENTIAL Mailing notation if none, press Enter key 4 times after the Date. Attention FBLA-PBL Competitors FBLA-PBL, Inc Association Drive Reston, VA Attention line keyed as the first line of the inside address. Ladies and Gentlemen When a non-specific attention line is used, the salutation is Ladies and Gentlemen. LETTER FORMAT WITH ADVANCED FEATURES This letter illustrates the placement of all advanced letter parts as described in the enclosed packet. It also illustrates the block style letter with open punctuation. The block style letter with open punctuation is the easiest and fastest style to use. Because it is so easy to use, it has become the most popular letter style. Please refer to this packet when keying a letter with these features in order to avoid making formatting errors. Remember, when you send out a letter it represents your company. A wellwritten letter with no spelling errors leaves a favorable impression with clients. On the other hand, a letter with formatting errors and misspellings leaves the impression that the company can t afford good secretaries and may not have a good product either. Sincerely If a subject line is used, it is a double space below the salutation in ALL CAPS. FBLA-PBL, INC. Key the company name a double space below the complimentary close in ALL CAPS. Press the Enter key 4 times to the keyed signature. Barbara Jones Director of Education xx Use your Reference Initials. Enclosure: Formatting Packet c Ms. Jean Buckley, President/CEO Good luck in your competition! A postscript (like a last thought) is the last line in a letter. The initials P.S. should not be used. Personal & Business Letters PBL 12

57 Left Margin Put your Name, Assignment #PBL-6 and date in the header. Close Header & Footer. Save as #PBL-6 in the Homework Letters folder, and print. Assignment #PBL-7, Times New Roman, 12. Create a 2-Page Business Letter with Advanced Letter Features, Numbered Paragraphs Create the following 2-page letter following correct letter format. Use Current Date. Mailing Notation: CONFIDENTIAL. Attention Line: Scheduling Department. Inside Address: Westward Ho Movers, 216 N. Sweetwater Rd., Tyler, TX Ladies and Gentlemen Second page: Top Margin: 1, Single spacing, Double space from date to body. Name of Addressee or Company Page 2 Date Subject: Move on August 20 for Walt and Mary Downs (All caps, no Subject.) As I stated on the telephone to Mr. Richman, there were a number of problems with our move by Westward Ho: The packing sheets were changed to indicate scratches and dents that were not on the original sheets (see the two sets of sheets enclosed). There is a missing drawer that belongs to the antique credenza (see photo). The Chinese screen was somehow crushed, ruining the surface. The white brocade sofa has a number of stains that my cleaning consultant, Mr. Wayland Coils, says will not come out. One of the legs on the folding table was broken off in a way that repair is impossible. One of the boxes of glassware fell during transit and most was broken. Mr. Richman was told that these damages amount to over $12,000 (see the value, repair, and cleaning statements and estimates enclosed). I have also enclosed statements from two antique authorities who saw the items the day Westward Ho packed them and have since examined the damage. I have called several times and I feel that I am given the run around. I talked to several different people at your office; I have been put on hold for long periods of time and I eventually hung up a few times. I am becoming impatient with this kind of treatment. Your company has a good reputation for satisfied customers and I know that you will want to keep this reputation. I am looking forward to a satisfactory solution to this problem. Please fax me the damage claim form and I will immediately complete it and fax it back to you today. I m sure you will agree that coming to an equitable settlement by October 15 will be an advantage to both of us. Thank you. Sincerely FINANCIAL GROUP, INC. Mary Downs General Manager xx (use your reference initials) Enclosures: Packing Sheets, Photo, Statements/Estimates c Mr. Joe Anderson, Attorney I hope you will take care of this promptly. Select the 2nd - 7th paragraph (beginning with The packing sheets and ending with One of the boxes ) and number them by clicking on the Numbering Icon. Personal & Business Letters PBL 13

58 Block letters have all paragraphs beginning at the left margin. Select the numbered paragraphs, click on the Decrease Indent button to remove the indent and line up the numbered paragraphs at the left margin. Click anywhere outside the selected area to deselect. Put your Name, Assignment #PBL-7 and date in the header. Close Header & Footer. Save as #PBL-7 in the Homework Letters folder, and print. Assignment #PBL-8, Times New Roman, 12. Create a 2-Page Business Letter with Advanced Letter Features, Bulleted Paragraphs. Create the following business letter and follow correct letter format. Use Current Date. Mailing Notation: CONFIDENTIAL. Attention Order Department. Inside Address: Cool Daze Air Conditioning, 7639 West Jordan Villa, Salt Lake City, UT Ladies and Gentlemen Subject: Cool Daze Model 1755A, Serial No. 3745, Purchase Order #6654 The air conditioner I ordered from Cool Daze on April 1 is not performing according to specifications (see purchase and delivery documents attached). After I called your 800 number, your Mr. Wally Cranks came and inspected the unit. He determined the problem is an internal defective seal, and he recommended replacement with a new unit (see the copy of his report attached). When I called your office, Mr. William Chatter said you have no units in stock and don t have any scheduled for production until fall. He said you do have several Model 3755A s available at $500 more. Since the weather is already heating up, I suggest we settle this one of two ways: Cool Daze supply and install the Model 3755A at no additional cost, or You remove the air conditioner from our roof by May 1 and immediately refund our money. Please respond by April 23. Thank you. Sincerely ARIZONA BINDERY Kim Brown Plant Supervisor dj Enclosures: Purchase and Delivery Documents, Crank s Report c Mr. Wally Cranks I look forward to hearing from you soon. Select the last two paragraphs beginning with Cool Daze and You remove ; bullet these paragraphs by clicking on the Bullet Icon. Don t forget the heading for a 2-page letter. The first line should be: Order Department, Cool Daze Air Conditioning. Be complete in case the pages get separated. Personal & Business Letters PBL 14

59 Block the bulleted paragraphs. Select the bulleted paragraphs and click on the Decrease Indent button to remove the indent and line up the bulleted paragraphs at the left margin. Click anywhere outside the selected area to deselect. Put your Name, Assignment #PBL-8 and date in the header. Close Header & Footer. Save as #PBL-8 in the Homework Letters folder, and print. Assignment #PBL-9, Arial, 12. Practice Personal Letter Writing Skills Create a Block style appreciation letter to send to a friend, teacher, or your parents. Change fonts to Arial, 12. (Since this is probably going to be a very short letter, you might consider leaving the line spacing at Remove Space After Paragraph. If it turns out to be longer, select all lines in the letter and change the line spacing to 1.0) Use current date Create the Inside Address Use an appropriate Salutation (Dear Friend, Dear Mom and Dad, etc.) Use open punctuation Subject line: Thanks for all you have done for me! Include at least three or four short paragraphs telling them what you appreciate that they have done for you. How about actually sending it? Use Complimentary Closing of your choice (Yours truly, Love, Sincerely, Regards, etc.) Put your Name, Assignment #PBL-9 and date in the header. Close Header & Footer. Save as #PBL-9 in the Homework Letters folder, and print. (Remove the header and footer after printing if you are going to mail it.) Assignment #PBL-10, Arial, 12. Using Letterhead Templates; Using a Microsoft Word Template to Create a Letter; Using a Microsoft Word Template to Create an Envelope Microsoft Word has some very nice letterhead templates (templates are already formatted for you) that look very professional. You can find some on the Internet, but they usually find a way to try to sell you some. Here is what Word has: Open a Word document. Personal & Business Letters PBL 15

60 Click on FILE, New, and in Suggested searches: Letters. In the far right column, under Category, scroll down and click to select Letterhead. Scroll in the Letterhead category and double click to select Business Letter (Oriel theme), or one of your choosing. Click the Create button to download it if necessary. NOTE: Templates do not necessarily always follow the correct letter writing rules (maybe because they are created by programmers and not Business teachers). With templates, you have to select one that you like and go with what the template requires. Double click inside the placeholders [ ] and enter the correct information. This is the sender s information: Create a letter using the information below. Be sure to allow at least a 2 top margin (from the top of the paper). If you don t have room for all the information in the orange strip, you may have to reduce the font size or make a decision to leave something out such as the FAX number. Change fonts size to 12 for your letter. Use current date Inside Address: Mr. Samuel Baxter, Lawn Lover Co., 1213 North Gates Drive, Detroit, MI Use an appropriate Salutation. Subject Line: Lawn Care Describe in two or three short paragraphs what you want done to the lawn, or yard. Ask for an estimation of costs, the date it can be done, if they haul the trash, etc. Use appropriate Complimentary Close Use your reference initials Personal & Business Letters PBL 16

61 Insert tab, Header button, Select Blank (Three Columns). Enter your Name and Assignment #PBL-10, select the next placeholder and enter the current date, delete the last placeholder. Close Header & Footer. Save in the Homework Letters folder, and print. Create the accompanying envelope below. Create an envelope for the #PBL-10 letter above: Follow these rules from to create your envelope. Optical Character Recognition (OCR) style is easily read by OCR readers used by the United States Postal Service and helps to sort mail efficiently. These are general rules to help insure prompt delivery service of your mail. Place labels for extra services between the return address and postage Express Mail, Priority Mail, First Class, Parcel Post/Media Mail. For the OCR style, #10 envelopes used in most businesses, the top margin should be at least 2. ENTRIES ARE TYPED IN ALL CAPS, WITH NO COMMAS OR PERIODS OR OTHER PUNCTUATION allowed is a hyphen in a zip code ( for example). The 9- digit zip code is preferred by the USPS. Personal & Business Letters PBL 17

62 The accepted postal abbreviation for Suite 12 is STE 12. Notice there is a space between the STE and 12 in the example. It is on the same line as the address. If you have labels for special postal services, be sure notations are between the Return Address and the postage. Use the 2-state abbreviation in both the Return Address and Inside Address. Create an envelope following the OCR rules above. You may obtain an envelope template by clicking on FILE, New. In the search box, type Envelopes. Double click to select Envelope (Green Wave design). Double click to select the YOUR LOGO HERE area. Click on the Change Picture area. In the Insert Pictures box that comes up, select Office.com Clip Art and enter the word Dental in the Search Office.com box and press the Enter key. Click to select a picture you feel represents the Dental Group. And click on the Insert button. The picture will appear as the logo on the envelope. Fill in the information so that your envelope looks like the one below. Remember ALL CAPS, no periods, commas, or any other punctuation in the address. In the return address, enter HATCH DENTAL GROUP your Name and Assignment #PBL-10a on the first line; on the second line enter the address. On this template the return address information of the company is on the bottom left of the envelope. Save in the Homework Letters folder as Envelope, and print. Personal & Business Letters PBL 18

63 Assignment #PBL-11, LEARN OFFICIAL UNITED STATES POSTAL SERVICE STATE ABBREVIATIONS Anyone who writes letters needs to know the Official USPS State Abbreviations for both the Inside Address on the letter and the Address on the envelope. In this assignment, study the state abbreviations. When you think you know them, go to the online quiz to check your knowledge. You can take the online quiz as often as you need to in order to achieve 100%. These twenty State/Possession abbreviations are very easy to remember because they are the first two letters of the State/Possession: The full abbreviation list of the United States Postal Service may be found at: STATE/ POSSESSION Alabama Arkansas California Colorado Delaware Florida Guam Idaho Illinois Indiana Massachusetts Michigan Nebraska Ohio Oklahoma Oregon Utah Washington Wisconsin Wyoming ABBREVIATION AL AR CA CO DE FL GU ID IL IN MA MI NE OH OK OR UT WA WI WY Personal & Business Letters PBL 19

64 Study these State/Possession abbreviations: STATE/POSSESSION ABBREVIATION Alaska AK American Samoa AS Arizona AZ Connecticut CT District of Columbia DC Georgia GA Hawaii HI Iowa IA Kansas KS Kentucky KY Louisiana LA Maine ME Marshall Islands MH Maryland MD Minnesota MN Mississippi MS Missouri MO Montana MT STATE/ POSSESSION Nevada New Hampshire New Jersey New Mexico New York North Carolina North Dakota Pennsylvania Puerto Rico Rhode Island South Carolina South Dakota Tennessee Texas Vermont Virgin Islands Virginia West Virginia ABBREVIATION NV NH NJ NM NY NC ND PA PR RI SC SD TN TX VT VI VA WV For Assignment #PBL-11, go to login.keyboardingonline.com. Enter your School Login and School Password provided by your instructor. Scroll down and click on State Abbreviation Quiz. Take it several times Try to beat your best scores. Can you beat the programmer's score below. He's good, so if you can beat him you are really good! 2-minutes, 100%, is average. Print from the browser, write Assignment #PBL-11 next to your name. Personal & Business Letters PBL 20

65 PERSONAL & BUSINESS LETTER QUIZ On a separate sheet of paper, write the letter that most correctly answers or completes the question. This is Assignment #PBL-12. Choose the most correct answer. These questions may appear on a test. Follow teacher instructions for turning it in. 1. In Block letters, paragraphs have. a) 5-space indentions b) No indentions c) 3-space indentions 2. The top margin on a letter should be. a) 2 b) 1 1/2 c) 1 3. How many spaces after a semicolon? a) 3 b) 2 c) 1 4. What is the FBLA general guideline for the font size of a letter? a) 10 b) 11 c) Which ribbon tab is selected to enable the Ruler to show on a Word document? a) Home b) Insert c) View 6. Under the current date, who you are sending the letter to is called the. a) Inside Address b) Opener c) Return Address 7. Default settings mean: a) set by the creator when the document is first opened b) pre-set by Microsoft c) saved settings 8. An example of a letter salutation is. a) Yours truly b) Regards c) Dear Sir 9. If you want to spell check your whole document, click on the tab. a) Review b) Insert c) Home 10. To put a header in a document, click on the tab. a) Review b) Insert c) Home Personal & Business Letters PBL 21

66 PERSONAL & BUSINESS LETTER QUIZ CONT. 11. The Enter key should be pressed how many times from the Complimentary Closing to the typed signature? a) 4 b) 5 c) Open Punctuation has what punctuation after the Salutation and Complimentary Closing lines? a) : (colon) b) none c), (comma) 13. With the Personal style letter, where is the personal information of the writer placed? a) Above the date b) Below the date c) After the typed signature 14. The initials of the typist of a Business letter should be in. a) Lowercase b) Typed in sentence case c) Uppercase 15. The Mailing Notation should be typed. a) A double space below the Current Date b) A double space below the Salutation c) A double space below the Inside Address 16. A postscript in a letter: a) Should be preceded by the letters P.S. b) Is the last line in a letter c) Is entered after the Reference Initials 17. The subject line should be keyed. a) A double space below the Inside Address and in ALL CAPS b) A double space below the Salutation and in ALL CAPS c) A single space below the Salutation and in ALL CAPS 18. The attention line should be keyed. a) The first line of the inside address b) Below the inside address c) Below the Salutation Personal & Business Letters PBL 22

67 PERSONAL & BUSINESS LETTER QUIZ CONT. 19. If a letter contains more than one page, key the heading on the second page: a) On a single line across the top of the letter 1 from the top of the letter b) At the right margin 1 from the top of the letter c) At the left margin 1 from the top of the letter 20. If a company name is typed in the closing lines, it is typed: a) In all caps a double space under the name b) In all caps a double space under the Complimentary Close c) Under Reference Initials with the address, phone and other important information 21. For the OCR style, #10 envelopes, the top margin should be: a) 1 1/2 b) 2 c) 2 1/2 22. The accepted postal abbreviation for Suite is: a) STE b) ste c) SET 23. For the OCR style, #10 envelopes, if you want to enter a suite, floor or apartment number it would be keyed: a) 2010 N MAIN, 16 b) 2010 N MAIN 16 c) 2010 N MAIN STE Labels for special postal services are located: a) A double space below the Return Address b) About 1/2 below the postage c) Between Return Address and postage Personal & Business Letters PBL 23

68 Proofreading Proofreader s Marks Proofreader s Marks PM 1

69 COMMON PROOFREADER S MARKS Learning to use common proofreader s marks is helpful because most original copies of letters, reports, essays, etc., will need to be edited. If more than one person is involved in the editing, having common proofreader s marks makes the changes easier to read and understand. The proofreader s marks used in this section are from The Gregg Reference Manual, Eleventh Edition, by William A. Sabin. They are common to most reference manuals. When you complete this unit, you will be able to: Recognize the common proofreading marks Retype sentences correctly that are edited with proofreading marks Retype paragraphs correctly that are edited with proofreading marks Create a block style letter and make editing corrections Proofreader s Marks PM 2

70 PROOFREADER S MARKS Learn to apply these commonly used standard proofreader s marks. MARKS MEANING EXAMPLE Delete He tried to get get there on time. ", '. " Insert a comma Insert an apostrophe or single quotation mark Insert double quotation marks Insert a period Our dog Dingo got out yesterday. ', I didnt know where to put the chair. My favorite story is Snow White. I am going to the store, " ". # Extra space needed # Where didshe go last nite after the dance. Transpose words Speers Sara was her name. Close up this space Don played basket ball at school. Begin a new paragraph so he stayed home. Mary is in a singing group in school. She likes it. Leave as originally written I am most pleased with the concert. Bold this Tom is not going to get into trouble. Move to the right and Pam would go fishing with them except that she hates touching worms. Move to the left Did Barbara visit David on Monday? Lower case I am going to see SARAH later today. Capitalize audra and eight girls are going. Proofreader s Marks PM 3

71 Assignment #PM-1, Working With Proofreader's Marks Open a Word document (File, New, Blank document). Key the sentences correctly. Be sure to correct all your typing errors. Use Times New Roman, 12, fonts. Double space between lines. 1. My brother or I will accept the certifi cate or awardfor our mother. # 2. do it today! Procrastination just just delays the inevitable anyway. ' 3. Did Jaysons project get finished before leaving on his vacation? 4. Daniel used to play soft ball on the elliott pharmacy league. " " ' 5. The lion king was my childrens favorite show " ' " ",, 6. I cant go Mary said unless I get my home work done first. 7. Will he go to to the store to get me some writing paper?. " 8. HANNAH grew up in the mountasin and loves to ski. 9. Brent is a good skater because he likes new try things # 10. Indent each new paragraph in the storry when helen graduates from College she will get a better job. 12. She says she will not go unless gets help doin the packing ", 13. Tom said be careful and not trip over the wires., Put your name, #PM-1 and date in the header. Close Header & Footer. In the Save as dialog box, Create a New folder for Homework Proofreading. Save as #PM-1. Print. "! Proofreader s Marks PM 4

72 Assignment #PM-2, Working with Proofreader's Marks For assignments #2 and #3, double space, key the paragraphs and make the corrections marked with proofreader s marks. Correct all your typing errors. Use Times New Roman, 12, fonts. Most people enjoy geting package in the mail that is hand made from a friend. It is special ' even if you arent a brilliant artist can you make a unique tribute to to your relationship. It #, couldbe a picture, thoughts, or doodles. An especially nice gift to receive is a note listing the things you like about y our friend. Roll it up as an old-fashioned scroll. a Play-Doh heart is another idea with a note showing how much the friend ship means to you. Just be sure to pack it carefully; some thing arriving in in broken condition would give the wrong mesage.. Put your name, Assignment #PM-2 and date in the header. Close Header & Footer. Save as #PM-2 in the Homework Proofreading folder, and print. Note: Be sure to let the sentences word wrap don t hyphenate a word just because you see it hyphenated here. Your lines may end differently. Assignment #PM-3, Working with Proofreader's Marks Would you like to do some thing original for a very specail person in your life? How about this: write a message on a piece of heavy paper and cut it into puzzleshaped pieces hide the pieces where they are bound to be found #, they can become a lovenote an invitation to some thing, or a clue to finding some thing wonderful or exciting. For that extra special person in your life creep early one morning and and. When the pieces are assembled together write a message on the side walk where it will be seen.,,. Put your name, Assignment #PM-3 and date in the header. Close Header & Footer. Save as #PM-3 in the Homework Proofreading folder, and print. Proofreader s Marks PM 5

73 Assignment #PM-4, Block Style Letter with Proofreader's Marks Open a new Word document. Make the proofreading changes and type the letter correctly. Use Times New Roman, 12, fonts and single spacing (1.0). Remove space after paragraph. (Press the Enter key 5 times to the date leaving about 2 top margin) Use Current Date 4 Mr. George Delaney Ace Hardware Company Chicago, IL Dear Mr. Delaney 2 2 I am pleased to recommend Robert Lewis as someone to to consider hiring as an employee. He worked for our company as a sales man for five years. He had a confident, take charge manner that was, at the same time, cordial and business like., In the five years Robert worked for us he missed only three days. He was always eager to come to work and often stayed after hours to complete a project. His skills in dealing with clients and callers in this office were outstanding. I highly recommend him to you. Sincerely yours, STINSON HARDWARE 4 Jerry Stinson Put your name, Assignment #PM-4 and date in the header. Close Header & Footer. Save as #PM-4 in the Homework Proofreading folder, and print. Proofreader s Marks PM 6

74 PROOFREADING MARKS QUIZ On a separate sheet of paper, write the letter that most correctly answers or completes the question. This is Assignment #PM-5. These questions may appear on a test. Follow teacher instructions for turning it in. 1. What does this proofreader s mark mean? a) Close up b) Add and open up c) Delete and close up 2. What does this proofreader s mark mean? a) Use with weights b) Add space c) Delete space 3. What does this proofreader s mark mean? a) Add an apostrophe b) Add a comma c) Delete a comma 4. What does this proofreader s mark mean? a) Delete between marks b) Delete quotation marks c) Add quotation marks 5. What does this proofreader s mark mean? a) OK d by proofreader b) Paragraph needs work c) Let it stand, no correction 6. What does this proofreader s mark mean? a) Italics b) Capitalize c) Lowercase 7. What does this proofreader s mark mean? a) Move right b) Move left c) Should be end of paragraph 8. What does this proofreader s mark mean? a) Bold b) Underline c) Delete 9. What does this proofreader s mark mean? a) Eliminate b) Capitalize c) Remove capitalization 10. What does this proofreader s mark mean? a) Add this word b) Substitute this word c) Transpose words Proofreader s Marks PM 7

75 Tables Creating & Using Tables FBLA-PBL Format Creating & Using Tables TA 1

76 CREATING AND USING TABLES A table is a collection of rows and columns, and the intersection of a row and a column is called a cell. Knowing how to create and use the table feature will help you line up columns of information quickly and easily. Resumes are easily created using the table feature and are a helpful summary to prospective employers of your work qualifications. When you complete this unit, you will be able to: Set and change the Font Size Set Line Spacing to single and double Type headings in uppercase, bold, centered Create tables with varying columns and rows Enter data into a cell; tab to remaining cells Use AutoFit to reduce the size of columns Center the table horizontally (across) Center the table vertically (up and down) Readjust amount of space between columns Creating a 2-Column Table with the Insert Table Button Remove table gridlines Bold Columnar Headings Format Subheadings Use AutoFormat to assign a table format Right align number cells Enter a table in a letter Change Tab settings on the Ruler Use Format Painter to copy formatting Example: Follow the directions below to create this table. Figure T-1 Set the Line Spacing to Double Spacing Open a new MS Word document. Click on the Start button, Select All Programs, scroll down to Microsoft Office Click to select Word Click on Blank Document. If using Windows 8, click on the MS Word tile from the Start Screen. Start Button Creating & Using Tables TA 2

77 On the Home tab, set the Fonts to Times New Roman, 12. Click on the Line Spacing Arrow on the Paragraph toolbar, and click on 2.0 to select double spacing. Click on the Line Spacing arrow again to open it and click on Remove Space After Paragraph. Type the Table Heading in All Capital Letters, Bold and Center it Press the Caps Lock key on the keyboard to type the title in all capital letters. Type POPULAR BRANDS & STYLES OF AUTOMOBILES IN 1990 Select the title with your left mouse button and click on the Bold button on the Font toolbar. While the title is still selected, click on the Center text button on the Paragraph toolbar. Click the end of the last word in the title to place the cursor at the end of the line. Press the Enter key once to double space to the next line of type. Click the Bold button again to deselect and remove the bolding for the next words. Press the Caps Lock key on the keyboard again to deselect all capital letters. Click the Align text left align button to align the next typing at the left margin. Creating & Using Tables TA 3

78 Create a Table With Two Columns and Eight Rows Click to select the INSERT tab. Click the Table icon. All the columns and rows appear. Drag your mouse over columns 1 and 2 and drag down to select 8 rows, then click with the left mouse button to make selection. Note: If you ever need more rows than is showing, when you press the tab key after the last cell, it will automatically make a new row. Enter the data in the first cell, and tab to remaining cells to enter the data The intersection of a row and a column is called a Cell. Type Chevrolet in the first cell; press the tab key to the next cell and type Sportsvan. Press the tab key to get to the next row. (If you accidentally press the Enter key, backspace to delete it, then tab.) Type Ford; tab to the next cell and type Taurus. Press the tab key and continue to enter the data in the table on P. TA 2, Figure T-1. Don t be concerned about the gridlines; you will remove them later. Use AutoFit to Reduce the Size of the Columns The table currently extends from the left margin of the paper to the right margin. The following step will show how to AutoFit the width of the columns to the table. Click in any cell in the table. Select the LAYOUT tab. Click on the AutoFit arrow and click on AutoFit Contents. Creating & Using Tables TA 4

79 Center the Table Horizontally Click in the upper left corner of the table and you see the Select- Table icon a small square with 4-headed arrows. Click the Select-Table icon to select the whole table. On the Home tab, click the Center align button to center the table horizontally on the page. Center the Table Vertically on the Page With the table still selected, click the PAGE LAYOUT tab, and click the Page Setup Dialog box launcher. Dialog box launcher Click the Layout tab. In the Page, Vertical alignment: section, click the arrow and select Center. Apply to: Whole document. Click OK at the bottom. Click anywhere outside the table area to deselect the table. Quick Tip to Readjust the Amount of Space Between Columns Place your mouse pointer anywhere along the left border line of the table about half way down until it changes to two small lines with a double-headed arrow through the middle. With the double-headed arrow showing, hold down the left mouse button and drag the entire left border line approximately 1 to the left. Raise the mouse button. Notice that there is more space between columns and the table re-centered itself. (It doesn t matter that the left column is wider.) Creating & Using Tables TA 5

80 Remove the Gridlines of the Table Click on the Select-Table icon to select the whole table. On the Home tab, click on the Borders arrow on the Formatting toolbar and select No Border by clicking on it. Border Arrow Note: The gridlines will not print even though you may see the light outline on your table. (There may be other times when you want to leave the gridlines in.) Enter your Name and Assignment #TA-1, and Date in the Header Click on the Insert tab. Click the Header button. Select Blank (Three Columns). Click inside the left placeholder [Type Text] and key your name, and #TA-1. Select the next placeholder and key in the current date (or click Date & Time button on the toolbar, select the date (July 16, 20xx, Select the last placeholder and depress the Delete key. Click on Close Header and Footer button. Save Assignment #TA-1 to Your USB Drive (To save to another drive or folder, ask your instructor for directions.) Be sure your USB Drive is in your computer. Click the File Button. Click Save As:, and select Computer under the Save As heading. Click the Browse button to find your USB drive. Creating & Using Tables TA 6

81 Scroll down and select (click on) your USB drive. (The one in this example is Removable Disk.) Click on the New Folder button. Name the New Folder: Homework Tables. Press the Enter Key. Double click on the new Homework Tables folder to open it. It will appear in the top toolbar showing that is where the file will be saved. Also, the Open button at the bottom will change to Save. After File name: enter #TA-1. Click the Save button. Print Assignment #TA-1 and Turn it in to your Teacher Click the File button. Click Print. Click the Print button, or OK (depending upon how your printer is configured). Close Document, or continue to open a new document for the next assignment. If you already have a Word document open, click on the File Button, click New, and click Blank Document. A new Word document will appear. Creating & Using Tables TA 7

82 Assignment #TA-2, Create the following 2-column table Use what you learned in the previous exercise to create the 2-column table in Figure T-2. Example: Follow the directions below to create this table. Open a new document in Word. Set Line Spacing to Single Spacing (1.0). Remove Space After Paragraph. Use Arial or Times New Roman Font Style, 12 Font Size. Type the title in ALL CAPS; then deselect CAPS for remainder of table. Center and bold the title. Click to place the cursor at the end of the title. Press Enter twice to double space to the body of the table. Deselect bolding, left align the cursor. On the Insert tab, use the Insert Table button to create the 2-column table. Enter the tabular information in Figure T-2. Tab as needed to create additional cells. Bold the columnar headings (Female Names and Male Names). Select the whole table; select the LAYOUT tab. Click on AutoFit to adjust the width and remove extra space. Select AutoFit to Contents. Adjust the width between columns to about 1 between longest cells, including headings. Center the table vertically and horizontally. (Refer to P. TA 5) On the Home tab, remove the gridlines. (No border) Click the Insert tab, Header button, select Blank (Three Columns). In the first placeholder, enter your Name and Assignment #TA-2. Select the next placeholder and enter the current date. Select the last placeholder and delete it. Close Header & Footer. Save as #TA-2 in the Homework Tables folder, and print. Creating & Using Tables TA 8

83 Assignment #TA-3, Create a 4-Column Table with Centered Title and Subtitle, and use AutoFormat The main title and subtitle of a 3-column table needs to be centered and usually of a different font size. In cells, words are usually left aligned and numbers right aligned. Columnar headings can be centered, left aligned or right aligned. The AutoFormat gives it color and a polished look. Example: Follow the directions below to create this table. Figure T-3 Create centered Title and Subtitle In a new document window, select Times New Roman font style. Select Single Spacing (1.0), and Remove Space After Paragraph. Key in INTERIOR DESIGN GROUP in all capital letters (uppercase). Select the title, Bold and Center it. While the title is still selected, click on the Font Size arrow and select 16. Click the End key on the keyboard to place the cursor at the end of the line and press the Enter key. (The End key is usually with the group above the arrow keys on your keyboard.) Turn off the ALL CAPS key. Key in Rate Schedule January 1, 20xx (use current date). Notice it has the same formatting (Bold, Centered, Font Size 16) as the title because the formatting hasn t been turned off yet. (If you see green wavy lines below the Rate Schedule information, ignore it; Word thinks it is a sentence fragment error.) Select the subtitle and change the font size to 14. Click the End key on the keyboard to place the cursor after the last word in the subtitle; Press Enter twice. Click the Bold button to turn it off; select Font Size 12 for the rest of the table. On the Home tab, click the Left align button. Creating & Using Tables TA 9

84 Create the table, Enter the cell information 1. On the Insert tab, use the Table button create a 4-column table with 6 rows. 2. Enter all the cell information from Figure T-3. Do not worry about centering the cell information or formatting it. You will do that later. It should look like this so far: AutoFormat the table Select the table omitting the title and subtitle. (Another method of selecting a table Place the pointer to the left of the first row, hold down the left mouse button and drag down through the Dean Vimson row. All your rows will be selected.) Click on the Design tab. Click on the More button to see more table styles. (When you place your pointer on the More button, a screen tip explains its use.) In the Grid Tables styles, 5th row, 2nd column, click to select the blue Grid Table 5 Dark - Accent 1. (Note: you may have a version where Grid Table 5 Dark Accent is located in a different place.) Creating & Using Tables TA 10

85 Click outside the table to deselect it. Ignore the red wavy lines under the names. Word does not have these names in its dictionary so it thinks they are misspelled. The red or green wavy lines won t print. If they bother you, you can right click on the words and click Ignore and the wavy lines will go away. You should, however, check to see that you did spell them correctly. Right Align the numbered amounts and columnar headings 1. Select all the numbered cells at once by carefully clicking with the left mouse button on $9.95 and holding the mouse button down while you drag the mouse to the cell. Then raise the mouse button. 2. On the Home tab, click the Right align button so all numbers end at the right margin in each cell. 3. Select the cells containing the words Hourly Rate, Daily Rate, and Weekly Rate. Right align those columnar headings. (Since the numbers are right aligned, having the columnar headings right aligned looks better.) Center the table horizontally and vertically on the page 1. Center the table horizontally and vertically. (Table is probably already centered horizontally.) Does your table look like the Figure T-3? Click the Insert tab, Header button, select Blank (Three Columns). In the first placeholder, enter your Name and Assignment #TA-3. Select the next placeholder and enter the current date. Select the last placeholder and delete it. Close Header & Footer. Save as #TA-3 in the Homework Tables folder, and print. FBLA-PBL FORMAT FOR TABLES The FBLA-PBS has a format for tables that is used to prepare for the Computer Applications and Word Processing skills events. Apply the knowledge you have learned about tables to complete the next two assignments from the FBLA-PBL Format Guide. Creating & Using Tables TA 11

86 Assignment #TA-4, Create a 5-Column Table with Centered Title and Subtitle, Centered Titles and Decimal Centered Amounts General Instructions From the FBLA FORMAT GUIDE Bold titles and column headings. Column headings may be centered over column or blocked at left of column. Tables using both one and two-column headings should be aligned at the bottom of the cell (Note that the first cell, Position, is aligned at the bottom of the cell.) For two-line column headings in tables without gridlines, underline the bottom word of the heading. Gridlines are optional unless otherwise stated. If gridlines are not used, underline column headings and Double Space after heading. Do not include $ with dollar amounts in columns. Dollar signs may be placed in Total Row. All columns containing numbers should be right or decimal aligned. All columns containing text should be left aligned. The body of the table may be single or double spaced. Tables within another document should be centered horizontally unless otherwise indicated. If included within another document, double space before and after the table. Gridlines should not be used in titles. Figure T-4 Open a Word Document. Set Times New Roman, 12, fonts. Select HOME tab, click No Spacing style button to automatically set Single Spacing. Creating & Using Tables TA 12

87 Key the title in ALL CAPS: SALARY CHART TABLES; Click the Center button. Press the Enter key twice to double space. Take ALL CAPS off; key in sub-title: Administrative Support Department. Click the Center button. Press the Enter key 4 times to quadruple space after the sub-title. Click on the Align Text Left button. Select the Insert tab, click the Table button, select 5 columns and 7 rows. Place cursor in the first cell, press the Enter key, then key in Position (so it will be at the bottom of the cell). Press the tab key. Key in Current, press the Enter key, key in Salary. Press the tab key and enter the data for the first two rows. In the 3rd row, key Administrative Assistant without pressing the Enter key between Administrative and Assistant. The cell is too short so it shows now on two lines. The cell will be expanded later to accommodate the longest lines in a column. (Executive Assistant in the same column will appear on two lines also.) Fill in the data in all but the Totals row. When you are in the last row, the Totals row, press the Enter key before keying in the word Totals to give a blank line above the Totals row. Tab to the next cell, press the Enter key and key in the total for the Current Salary. Continue in this manner. Before the formatting changes (Bold, Center, etc.) your table should look like the picture below. As you can see, it doesn t look yet like Figure T-4. Creating & Using Tables TA 13

88 Bold the Title and Sub-Title Select both the Title and Sub-title and click the Bold button on the Home tab. Change the Column Widths For column 1, you can quickly change the size of the columns by placing your pointer on the borders between columns until you see two small lines with a double headed arrow; then, hold down your left mouse button and drag it to the right until all the words in the first column appear on one line. Change the column widths of the rest of the borders shown below, adjusting them until they seem to be equal. Change the column widths of the other borders until they seem equal. You can adjust them more than once to get the look you want. Bold the Columnar Headings and Center Headings in Columns 2-5 Select all the columnar titles (Position - New Salary). Bold and Center bold them. Select all of columns 2-5 (Current Salary New Salary) and Center them by clicking on the Center button on the Home tab. Notice that not all of the dollar amounts line up correctly. Change the Tab Setting on the Ruler to a Decimal Tab Click on the Tab Set button until it changes to a Decimal tab. Creating & Using Tables TA 14

89 Change the Column Data to Line up with the Decimal Tab Select the data in the first column by dragging through $41, $142, Point to a spot on the ruler directly above the selected data where you think the decimal should appear to have the data centered under the heading properly. Click on the ruler. You will see your data line up under that decimal tab. If it doesn t look lined up properly, move the decimal tab a little to the left or right as long as it is still selected. Hint: The longest entry (the Total entry $142,000.00) should look centered under the heading. Continue with each of the remaining columns until they look centered properly under the columnar headings. Since your tab is set for Decimals, every time you click on the ruler you will put a Decimal tab there. If you want a different tab, you will need to click the Tab Set button (to the left of the ruler) and reset it. Bold the Totals row. Center the Table Vertically and Horizontally Center your assignment vertically on the page Page Layout tab, Click the Page Setup Dialog box launcher arrow, select the Layout tab, Vertical Alignment: Center, click OK. Center Horizontally by selecting the table and clicking the Center button on the formatting toolbar. Click the Insert tab, Header button, select Blank (Three Columns). In the first placeholder, enter your Name and Assignment #TA-4. Select the next placeholder and enter the current date. Select the last placeholder and delete it. Close Header & Footer. Save as #TA-4 in the Homework Tables folder, and print. Creating & Using Tables TA 15

90 Assignment #TA-5, Create a 5-Column Table with Centered Title and Subtitle, Centered Titles and Decimal Centered Amounts Follow the directions for Assignment #TA-4 and complete this assignment. It is the same type of assignment as #TA-4. Click the Insert tab, Put your Name and Assignment #TA-5, and current date in the Header. Close Header & Footer. Save as #TA-5 in the Homework Tables folder, print. Assignment #TA-6, Show Table in Correct Format Without Gridlines Use Assignment #TA-5 and format it without gridlines as Assignment #TA-6. Follow the directions on the next page. Creating & Using Tables TA 16

91 Select the Home tab. Select the table. Click the Borders arrow, Select No Border. Border Arrow Click somewhere outside of the selected table to deselect it. Select Department and click the Underline button. Use the Format Painter button to copy the Underline/Bold/Center formatting to other words by following the directions below: Select the next word Salary, underline it. Double click on the Format Painter Button to copy the underline/center/bold formatting of the word Salary. Select the next word, Bonus. When you lift up on the mouse button, notice that it automatically has underline/center/bold formatting. Select the next word, Increase Select the last word, Salary Deselect Format Painter by pressing the ESC key on your keyboard. Click to put your cursor after the last underlined word in the last heading (Salary). Press the Enter key. This puts a blank line between the headings and the table data. Select the Sales row all the way across, and press the Underline key only the text and numbers (no spaces) will be underlined. Select the 3.5 (Percent Bonus) and click underline again to remove the underline because there is no total for that column. Click the Insert tab, click Header, Select Edit Header (bottom of list), Change the Assignment to #TA-6 and change the current date. Close Header & Footer. Save as #TA-6 in the Homework Tables folder, print. Creating & Using Tables TA 17

92 Assignment #TA-7. Create a Block Style Letter and AutoFormat a Table in the Body Use what you learned in the previous exercises to create a block style letter and include a 3- column table. Follow the directions below to type the letter. Open a new Word document. If you do not see the horizontal and vertical rulers, click the View tab and select Ruler on the Show/Hide toolbar. Select No Spacing style to single space. Use Times New Roman, 12 fonts. Create the Block letter down to the table heading. (It s ok if your lines do not end the same.) Bold and Center the title and subtitle of the table. Italicize the subtitle. Create the table and enter the information. Right Align the data in the last two columns. Apply AutoFit to Contents. Apply Table AutoFormat of your choice. Select the table and center it horizontally. Title and subtitle should be centered also. After entering the 30%, click outside the table under Doctors, and press the Enter key. Choose to hide or show gridlines (if applicable). 5 Press the Enter key 5 times to add another 1 to the top margin. Use Current Date 4 Pharmaceutical Products, Inc. 255 Morris Park Parkland, NJ Gentlemen 2 Open punctuation after the Salutation. The Eastern Industrial Medical Society is holding its annual convention at the Holiday Inn East and Hilton East in Harrisburg, PA, from December 15 th 19 th. Approximately 3,550 health professionals will be in attendance. The following chart shows the approximate breakdown: 2 THE EIMS MARKET Data From Last Year, 20xx 2 Organization # of Attendees % of Attendees Medical Schools 1,513 43% Health Organizations % Doctors 1,075 30% When you click here, and press the Enter key, it will double space after the table to the rest of the letter. Creating & Using Tables TA 18

93 If you plan to participate, please send us a partial list of your products so we can advertise them in the convention booklet. 2 May we hear from you soon? 2 Very truly yours 4 Robert Gentry Convention Director 2 xx For the xx, use your reference initials in small letters. Does your letter look like this: Click the Insert tab, Put your Name and Assignment #TA-7, and current date in the Header. Close Header & Footer. Save as #TA-7 in the Homework Tables folder, print. Creating & Using Tables TA 19

94 CREATING AND USING TABLES QUIZ On a separate sheet of paper, write the letter that most correctly answers or completes the question. This is Assignment #TA-8. These questions may appear on a test. Follow teacher instructions for turning it in. 1. The intersection of a row and a column is called a. a) section b) cell c) grid 2. The Table button is on the. a) Home tab b) Insert tab c) Layout tab 3. At the end of a table, what key do you depress to add another row? a) Tab key b) Enter key c) End key 4. AutoFit affects what part of a table?. a) Vertical alignment b) Height c) Width 5. What is the path to center a table vertically? a) Home tab, Page Setup Dialog box launcher, Vertical tab b) Page Layout tab, Page Setup Dialog box launcher, Layout tab c) View tab, Page Layout, Vertical tab 6. To remove the gridlines of a table, select the table and a) On the Home tab, click on the Borders arrow, select No Border b) On the Insert tab, slick on No Border c) On the Home tab, deselect Gridlines 7. The Header is found on what tab? a) Home b) View c) Insert 8. In cells, words are usually. a) Left aligned b) Right aligned c) Centered Creating & Using Tables TA 20

95 CREATING AND USING TABLES QUIZ CONT. 9. In cells, numbers are usually. a) Left aligned b) Right aligned c) Centered 10. What is the path to AutoFormat a selected table? a) Insert tab, AutoFormat b) Insert tab, Design, More button c) Design tab, More button 11. The function of the Format Painter button is to. a) Copy Underlining and Centering to other documents b) Copy formatting to be used in other places in the document c) Add colors to tables 12. Deselect Format Painter by. a) Pressing the ESC key b) Double-clicking on the Format Painter button c) Clicking outside the table. Creating & Using Tables TA 21

96 Reports Bound and Unbound Reports FBLA-PBL Format MLA Format Bound & Unbound Reports RPTS 1

97 BOUND AND UNBOUND REPORTS Check with your instructor or employer to see what form is preferred for reports you need to create. There is a lot of variation between authorities on how to handle title pages, spacing, headers, references, and other parts of reports. Four popular style manuals are The MLA Handbook, The Chicago Manual of Style, The APA Manual, and the Gregg Reference Manual. They contain acceptable formats for citing books, magazines, newspapers, brochures, online journals, messages, and other sources. This section will acquaint you with two popular report styles that will make it easy to adapt to another style when necessary. When you complete this unit, you will be able to: Create an Unbound Report Create a Bound Report Insert Page Numbers Use Side Headings Use Paragraph Headings Set First Line Indents Set Hanging Indents Indent quotations Use Endnotes as Internal Citations Set and Change Line Spacing Use Format Painter to Copy Formatting Create Reference/Works Cited Pages Sort References in Alphabetical Order Omit Page Numbers on the First Page of a Report Format bullets Remove an Extra Bullet or Number on a Line Bound & Unbound Reports RPTS 2

98 Assignment #RPTS-1, Unbound Report in FBLA-PBL Competition Format Create the following five-page report in FBLA-PBL format. Directions and information begin on the next page. Bound & Unbound Reports RPTS 3

99 CREATING A SIMPLE UNBOUND REPORT FBLA-PBL FORMAT Sometimes a simple report is desirable that doesn t depend on knowing an extensive word processing program. This would be desirable when students need to make a simple report where strict adherence to a particular style is not needed or when an employer wants an simple informative report and is not concerned with style. This is the simple style used in FBLA-PBL competition. Open a Word Document To open Microsoft Word, click Start, All Programs, scroll to Microsoft Office 2013, Word 2013, select Blank document. For Windows 8 users, open Start screen and click the Word 2013 tile. Change Line Spacing to DS (Double Spacing) Click on the Line Spacing button. Click on 2 for Double Spacing. Click on the Line Spacing button again and click on the Remove Space After Paragraph. First Page of the Report Use Fonts Arial, 11 or Times New Roman, 12. NO Page Number on first page. Top and Side Margins are 1 by default. Top Margin to Heading is 2 from the top; press Enter twice to line up with the 1 on the left ruler: 1 spacing down plus the 1 default top margin makes a 2 top margin. If you do not see your ruler, click on the VIEW tab, and click Ruler. Ruler Bound & Unbound Reports RPTS 4

100 First Page of the Simple Report Press the CAPS LOCK key on the keyboard to enter the Heading in all capitals: UNBOUND REPORT FORMATTING FBLA-PBL. Select the heading, and on the HOME tab press the Center button. While still selected, press the Bold button. While still selected, press the End button on the keyboard to put the Insertion point at the end of the line (after the words FBLA-PBL). You could also just click at the end of the line. Press the Enter key two times to QS (quadruple space) to enter the first Side Heading. Click on the Align Text Left button to place the Insertion point at the left margin. Press the Caps Lock key on the keyboard to remove the all caps. Type the first Side Heading: Title or Heading. Notice that it is still in Bold from the Heading setting. Click the Bold button once to deselect; the Bold button should not be highlighted. Press the Enter key to the first line of the paragraph. Make a first line indent so all paragraphs will automatically begin.5 or 1 from the left margin. Drag the top diamond 1/2 to the right. Type the first paragraph under the side heading. Be sure to let it word wrap automatically to the next line; DO NOT press the Enter key at the end of each line. Bound & Unbound Reports RPTS 5

101 Press the Enter key to the next Side Heading. Notice that the paragraph indention is automatically 1/2. Disregard this for a little while. It will be easy to change later. Type the second Side Heading: Standard Margins and Bold it. Press the End key if necessary to place the insertion point after Margins. Press the Enter key to begin a new paragraph. Remove bolding. Type the rest of this section, typing the Reference number 1 after the period at the end. To Create a Superscript number Select the number 1, which is a reference. Click on the Superscript button. The Screen Tip explains the button. Click with the mouse in the space after the Reference number and click the Superscript button again to deselect it so all future words won t be superscripted also. Bound & Unbound Reports RPTS 6

102 Press the Enter key. Type the next Side Heading (Page Numbering). Previously you had to bold the heading and then unbold it. There is an easier way using a feature called Format Painter to duplicate formatting. We will use it later. For now, don t worry about bolding the Side Headings or returning them to the left margin. At the end, Superscript Reference 2. Click in the space after the Reference and deselect superscripting. Press the Enter key to double-space. Type the next Side Heading (Numbered or Bulleted Items). Type the three bulleted items without bullets or indentions; you will format them later. Press the Enter key and type the next Side Heading (Long Quotes). When you single space and bullet the items, you needed to type the next heading to keep the double space and paragraph indention formatting for the rest of the document. Select the HOME tab, if necessary. Select the three paragraphs under the side heading Numbered or Bulleted Items. They are indented too far, so while they are still selected click on the Decrease Indent button once. Bullet button Decrease Indent Bound & Unbound Reports RPTS 7

103 Click with the mouse anywhere off the highlighted paragraphs to deselect the bullets. Notice that the second and third bullets are double spaced. FBLA formatting wants them to be single spaced. Single Space a Double-spaced Bullet Select the text in the second bullet. Click on the Line Spacing button and select 1.0 spacing. Select the text in the third bullet. Click on the Line Spacing button and select 1.0 spacing. The second and third bullet need a double space between them. Place your cursor after the period in the last line of the second bullet ( inch.) and press the Enter key once. Get rid of the extra bullet between them. With your cursor to the right of the extra bullet, click the bullet button. The next Side Heading (Long Quote) became single spaced along with the last bullet. After the period in the last bullet, press the Enter key once. Click on the Bullet button to remove the extra bullet. Press the Backspace key twice to line up the Long Quote side heading and have only a double space after the bulleted items. With your cursor at the end of the next Side Heading (Long Quote) press the Enter key and type the information: You may have the Side Heading (Long Quote) on one page, and the quoted material on the next page. The Side Heading was left at the bottom of a page (called an orphan). Bound & Unbound Reports RPTS 8

104 Move an Orphan to the Next Page Put your cursor in front of the L in the Side Heading (Long Quote). On the INSERT tab, click Page Break to force the orphan to the next page (including any other information that might be under the orphan). Enter Page Number 2 on Second Page (leaving first page unnumbered) The first page of a report is not numbered. The report has to be divided into sections. The second section will begin with page 2. Click after the last words on the first page. Click the PAGE LAYOUT tab, click on Breaks, under Section Breaks, click on Next Page. Double click in the header area where you want to display page numbers (about 0.5 from the top of your paper). This will open the DESIGN tab under HEADER & FOOTER TOOLS. Be sure there is a check mark in the Different First Page. This will skip the first page of your report in the page numbering. In the DESIGN tab, under the FILE tab, click the Page Number arrow, rest your pointer on Top of Page, and click on Plain Number 3. Page 2 on will be consecutively numbered. Bound & Unbound Reports RPTS 9

105 In the DESIGN tab, click to Close Header and Footer in the upper right corner. At the end of the paragraph under the Long Quote side heading, make Reference 3 superscripted. Continue typing the report on page 2 and 3. Remember, you can do all the formatting (bold, underline, etc.) all at once at the end it is a lot easier and quicker to do it all at once. Bound & Unbound Reports RPTS 10

106 Superscript Reference 4. Using Format Painter to Copy Formatting to Another Selection Go back to page 1. Select the first side heading: Title or Heading. Double click on the Format Painter button (looks like a paint brush). This puts the bold, font, and to-theleft-margin formatting into a memory. Double clicking it enables it to be used many times; single clicking enables it to be used only once. Select each Side Heading in your report and it will automatically format it the same as the first Side Heading. Y ou see the small paint brush to remind you that you are in Format Painter mode. DO NOT UNDERLINE THE PERIODS IN THE PARAGRAPH HEADINGS. To exit the Format Painter, press the Esc key on your keyboard. Under Headings and Subheadings underline Main heading, select it and use Format Painter to also underline: Side headings and Paragraph headings in that section. Additional note on Format Painter: Format Painter picks up all the formatting from your first selection, whether it s bold, italics, underlining, a shape, cell, picture border, or piece of text, and applies it to other selections. This way, you can spend your time getting the first item right, and apply the same formatting wherever you want to in your document with a couple of clicks. Bound & Unbound Reports RPTS 11

107 ENDNOTES Page Endnotes are on a separate page. Place your cursor after last sentence in the References paragraph of the report. Select the INSERT tab. In the Pages section, click Page Break. Notice that it automatically opened up page 4. Click on page 4 to put your cursor at the top. Press the Enter key a few times to get a 2 top margin. Type ENDNOTES, press the Enter key twice to quadruple space to the endnotes. Type the endnotes and don t forget to superscript the numbers. Single space endnotes with a double space between them. Notice that the web addresses in the 3rd and 4th endnotes have < and > instead of underlining (both methods are acceptable). That is because many endnotes and references that are web addresses have underlines in them and they are hard to see when the whole web address is underlined. Using either < and > or underlines (most often identifying as a link) are acceptable. If your computer automatically turns the web reference blue and underlines it after the period at the end, press the Backspace key once to remove the blue color and underline. 1 More explanations of Widows and Orphans are available online. Search for Widows and Orphans in Paragraphs, Widows and Orphans in Wikipedia, or Widows and Orphans in Writing. p William Sabin. The Greg Reference Manual, McGraw-Hill Publisher, Eleventh Edition, 2009, 3 FBLA-PBL Format Guide, p < PBLFormatGuide2010.pdf >. 4 < You still need to bold and center the ENDNOTES heading. Select the HOME tab. Select the word ENDNOTES, move the First Line Indent back to the margin, bold and center it. Y ou had to move the First Line Indent back so the Centering wouldn t be off by 0.5. Click after the last period in the last endnote and page break to page 5. Bound & Unbound Reports RPTS 12

108 REFERENCES page (also called BIBLIOGRAPHY or WORKS CITED) On the HOME tab, with your cursor at the top of page 5, space down to about a 2 top margin. Move the first-line indent back so what you type won t be 0.5 off. Type REFERENCES. Press the Enter key twice to QS. Create a Hanging Indent by moving the lower diamond on the ruler to the right 0.5. The first line will begin at the left margin and the next lines of a reference will be indented 0.5. Type the references. Press Enter only at the end of each reference the first reference will divide automatically to the second line. References are single spaced and double spaced between them. FBLA-PBL Format Guide, p < < Sabin, William. The Greg Reference Manual. McGraw-Hill, Eleventh edition, P. 80. Notice that the reference indents are opposite those of the Endnotes and are not numbered as Endnotes are. You would need to refer to a reference manual for the different formats books, articles, web references, etc. Select the heading REFERENCES and bold and center it. Editing a Header Since this is an assignment and you should have your name somewhere, this is one way you can add your name in front of the page number in the header. Go to page 2. Click on the INSERT tab. Click the Header button, and click Edit Header (bottom of list). The cursor (also called Insertion Point) is to the left of the 2. Type your name, #RPTS-1. If you want more distance after the #RPTS-1, just press the spacebar a few times. This header will appear on all pages. Bound & Unbound Reports RPTS 13

109 Save Assignment #RPTS-1 to Your USB Drive (or as instructor directs) Click the File button. Click Save As. Computer is already selected. Click on the Browse button. Select your USB Drive. (Removable Disk in this example) Click on the New Folder button. Name the New Folder: Homework Bound and Unbound Reports. Press the Enter key. Double click on the New Folder. Notice that the new folder name shows in Save As that s where the new file will be saved. Enter as the File name: #RPTS-1. Click the Save button. Print Assignment #RPTS-1 and Turn it in to Your Teacher Click the File tab. Select Print in the menu in the left side. Click the Print button in the upper left. Close the document. Bound & Unbound Reports RPTS 14

110 Assignment #RPTS-2, Unbound Report in FBLA-PBL Competition Format Create the following four-page report in FBLA-PBL format. Directions and information begin on the next page. Bound & Unbound Reports RPTS 15

111 Assignment #RPTS-2, Unbound Report in FBLA-PBL Competition Format Directions: Type the following EARLY SCANNER TECHNOLOGY report following the guidelines of Assignment #RPTS-1. Use Arial, 11, or Times New Roman, 12, fonts. The first three paragraphs under How Scanners Work are to be bulleted. The paragraphs under Types of scanners are paragraph headings. Remember: Endnotes and References have a 2 top margin and a QS to the body. References are alphabetized. Check line spacing, capitalization, underlining, centering, indents, and page numbers. SCANNER TECHNOLOGY The first scanner was called a Reading Machine and was developed in 1960 by a Russian-born engineer named Jacob Rabinow. This first device could scan printed material and then compare each character to a set of standards. For the first time, the best-match principle was used to determine the original message.1 How scanners work The basic principle of a scanner is to analyze an image and process it in some way. Image and text capture (optical character recognition or OCR) allow you to save information to a file on your computer. You can then alter or enhance the image, print it out, or use it on your Web page.2 There is a really good video on YouTube that explains the inner workings of a scanner. The presenter takes apart a scanner in the demonstration.3 Types of scanners Drum scanners. This is a type of scanner used to capture the highest resolution from an image. Photographs and transparencies are taped, clamped, or fitted into a clear cylinder (drum) that is spun at speeds exceeding 1,000 RPM during the scanning operation. A light source that focuses on one pixel is beamed onto the drum and moves down the drum a line at a time. It is expensive for many applications and other scanners might be a better choice.4 Bound & Unbound Reports RPTS 16

112 Flatbed scanners. Scanning at home by using a flatbed scanner is the best way to convert your photographs and other documents into image files that can be sent via to your friends and family all around the world. Using a flatbed scanner, you can scan business documents and instead of faxing them.5 Sheet-fed scanners. Sheet-fed scanners are particularly useful for small office or domestic (at home) use because they are reasonably priced, can scan full-sized documents, and are compact enough to require a smaller amount of desk space. The trays of sheet-fed scanners often hold up to 50 pages for scanning large documents. Expensive sheet-fed scanners can hold 500 pages. Scanning is a must when offices and businesses need to share information vital to their operations.6 Slide scanners. If you have a lot of 35 mm film you'd like to convert to digital, a dedicated slide scanner that scans film negatives and slides is usually recommended. However, these standalone devices are going away, especially as the capabilities of flatbed scanners to competently scan transparencies rise.7 Endnotes 1. D. Blatner, G. Fleishman, G. Roth. Real World Scanning and Halftones. 2 nd edition, Peachpit Press, Berkeley, CA, How Scanners Work. < page Jophin Joy. How Does a Scanner Work? < v=glvjazlstc8&noredirect=1>. 4. Definition of Drum Scanner. PC Magazine. < drum-scanner>. 5. Paul Sanders. How to Use a Flatbed Scanner. < Use-a-Flatbed-Scanner>. 6. How Document Scanners Affect Productivity and Compliance. < downloads/comp/fcpa/scanners/fi-5900c_wp.pdf>. 7. Best Slide Scanners, Full Report. < Bound & Unbound Reports RPTS 17

113 References 1. D. Blatner, G. Fleishman, G. Roth. Real World Scanning and Halftones. 2 nd edition, Peachpit Press, Berkeley, CA, How Scanners Work. < page Jophin Joy. How Does a Scanner Work? < v=glvjazlstc8&noredirect=1>. 4. Definition of Drum Scanner. PC Magazine. < drum-scanner>. 5. Paul Sanders. How to Use a Flatbed Scanner. < Use-a-Flatbed-Scanner>. 6. How Document Scanners Affect Productivity and Compliance. < downloads/comp/fcpa/scanners/fi-5900c_wp.pdf>. 7. Best Slide Scanners, Full Report. < Editing a Header Add your name in front of the page number in the header. Go to page 2. Remember, page 1 does not get a page number. Click on the INSERT tab. Click the Header button, and click Edit Header (bottom of list). The cursor (also called Insertion Point) is to the left of the 2. Type your name, #RPTS-2. If you want more distance after the #RPTS-2 to the page number, just press the spacebar a few times after the #RPTS-2. This header will appear on all pages. Close the Header and Footer. Save the Assignment #RPTS-2 on your USB Drive in the folder Homework Reports. Print Assignment and Turn it in to Your Teacher To save, click the File button, Save As. Computer is already selected. Click on the Browse button. Select your USB Drive. Select Homework Bound and Unbound Reports, enter the File name: #RPTS-2 and click the Save button. Print. Bound & Unbound Reports RPTS 18

114 Assignment #RPTS-3, Report in MLA Format (Modern Language Association) The directions for typing assignment #RPTS-3 begin on the next page. The assignment involves re-typing assignment #RPTS-2 in MLA format so the differences will be more apparent. The first page has a page number. The student s last name is typed before the page number. The paper is double spaced. Notice that the first lines of the paper contain the student s name, teacher s name, subject, and date in the form of day/ month/year. Headings, Side headings, and Subheadings may be bolded for emphasis if desired. Notice the third bullet. Instead of a superscripted number, the reference is enclosed in parenthesis and refers to the Works Cited page. The Paragraph Headings are indented and bolded. The last page contains the Works Cited (not called REFERENCES). Works Cited is on the first line of a 1 top margin and is centered. Items are hanging indents (1st line at left margin, 2nd line indented 0.5 and double spaced. Bound & Unbound Reports RPTS 19

115 Assignment #RPTS-3, Report in MLA Format MLA format offers a way of writing research papers that strives to simplify a report. Endnotes (on a separate page with the title Notes ) are acceptable but not always necessary because references to the Works Cited are placed within the report. MLA is the most popular format for professionals and students. Always check with your instructor for special instructions. Type the following report (#RPTS-2) in MLA format. Use 1 top and side margins, Times New Roman, 12 fonts. (The last name and page number is in the header within the 1 top margin.) Open a new Word document. To add your name and page numbers: Select the INSERT tab. In the Header & Footer section (still in the INSERT tab), you will see a Page Number button. Click on the Page Number arrow, rest your arrow on Top of Page, and click to select Plain Number 3. With your cursor (Insertion point) in front of the 1, type your last name and press the Spacebar once to add a space between your last name and the page 1. Double click to place your cursor on the first line to begin your report. On the HOME tab, change line spacing to 2.0 Double spacing. Type the report as shown in MLA format. First line: type your name and assignment number. Second line: your teacher s name, etc. Fill out current year Last names of authors of book with page number Bound & Unbound Reports RPTS 20

116 This is a reference to a web page that didn t list an author. Last name of author of video. Bound & Unbound Reports RPTS 21

117 Bound & Unbound Reports RPTS 22

118 Save the Assignment #RPTS-3 on your USB Drive in the folder Homework Unbound and Bound Reports. Print Assignment and Turn it in to Your Teacher To save, click the File button, Save As. Computer is already selected. Click on the Browse button. Select your USB Drive. Select Homework Bound and Unbound Reports, enter the File name: #RPTS-3 and click the Save button. Print. Assignment #RPTS-4, Bound MLA Report Type the following report in MLA format. Put your last name in the header next to the page number. Use Times New Roman, 12, fonts. Bold the Title and Subheadings. To make a left-bound report, move the margin (small square) 0.5 to the right to allow for putting it in a binder that covers up 0.5 of the left margin. Joseph Wilson, #RPTS-4 Professor Stevens English August 20xx Six Techniques to Get People to Like You Being successful in getting people to like you is not only very satisfying but it plays a large role in a successful friendship, marriage, or business. It is not hard. It does take practice and what better time to start than now. Follow these six techniques to a fuller and happier life. #1 Become Genuinely Interested in Other People You can make more friends in two months by becoming genuinely interested in other people than you can in many years of trying to get other people interested in you. #2 Smile Actions speak louder than words, and a smile says I like you. You make me happy. I am glad to see you. Professor James V. McConnell, a psychologist at the University of Michigan, expressed his feelings about a smile (McConnell 150): People who smile tend to manage, teach and sell more effectively, and to raise happier children. There s far more information in a smile than a frown. You must have a good time meeting people if you expect them to have a good time meeting you. This is the first and easiest step to good human relations skills. #3 Remember and Use People s Names When you remember someone s name, you have paid a very effective compliment. During a conversation with someone, be sure to use their name several times. If it is an important contact, write the name down as soon as you can with a little information about the person (Carnegie 119). #4 Be a Good Listener and Encourage Others to Talk About Themselves Exclusive attention to the person who is speaking to you is very important. Nothing else is as flattering as that. Be an attentive listener. Ask questions that the other person will enjoy answering. Encourage them to talk about themselves and their accomplishments. This is how you find common ground and interests that lead to a lively conversation (Carnegie 240).

119 #5 Talk in Terms of the Other Person s Interests Those who were guests of President Theodore Roosevelt were astonished at the diversity of his knowledge. No matter who he was talking to, he always knew what to say. Whenever Roosevelt expected a visitor, he sat up late the night before reading up on the subject in which he knew his guest was particularly interested (Schnept 301). #6 Make the Other Person Feel Important, and do it Sincerely Give honest appreciation and praise without trying to get something out of the other person in return. The deepest urge in human nature is the craving to be appreciated. Others want what you want, which is a feeling of importance and recognition of your true worth. Remember to give honest praise and appreciation (Carnegie 95). Works Cited Schnepf, Charles. Theodore Roosevelt, Man of the Times. Lexington, KY: University Press Print. Carnegie, Dale. How to Win Friends and Influence People. Pocket Book, a division of Simon & Schuster, Inc., Print. McConnell, James V. Communication Techniques for Results. Journal of Psychology. January Print. Save the Assignment #RPTS-4 on your USB Drive in the folder Homework Unbound and Bound Reports. Print Assignment and Turn it in to Your Teacher To save, click the File button, Save As. Computer is already selected. Click on the Browse button. Select your USB Drive. Select Homework Unbound and Bound Reports, enter the File name: #RPTS-4 and click the Save button. Print. Assignment #RPTS-5, Create a Table of Contents In much longer reports than is the scope of this chapter, a Table of Contents is placed at the beginning to summarize the sections of the report and where information can be found. Follow the directions below for creating a simple Table of Contents. Open a Word document. Set Line Spacing at 1.0. Remove space after paragraph; or select No Spacing in Styles. Use Times New Roman, 12, fonts. Press the Enter key five times to allow a 2 top margin. Bound & Unbound Reports RPTS 24

120 Set a Right Align Tab with leaders: Select the Home tab. Click on the Paragraph dialog box launcher arrow Select the Indents and Spacing tab. Click the Tabs button. In the Tab stop position: enter.5 for a one-half inch tab. Click on the Set button. In the Tab stop position: enter 6.5 (where you entered.5 previously) for a six and one-half inch tab. Select in Alignment: Right. Select in Leader: Dot leader option 2. Click on the Set button. Click on the OK button. Key in: TABLE OF CONTENTS. Select it and click the Bold and Center buttons. Press the Enter key twice to double space to the first line. Click the Align Text Left button to place the cursor at the left margin. Deselect Bold. Key in: Preface, press the Tab key twice (you may have to depress the tab key twice depending on the length of the first word typed at the left margin), and enter ii. Double space to the next listing. Complete the rest of the TABLE OF CONTENTS. Bound & Unbound Reports RPTS 25

121 TABLE OF CONTENTS Preface... ii List of Contributors... iv Introduction Philosophy... 2 Purpose... 3 Software Comparison Cost Comparison... 5 Hardware Requirements... 6 Implementation Plan... 7 Training Needs Miscellaneous Factors Summary and Recommendations Summary Recommendations References Appendices Appendix A: Glossary of Terms Appendix B: Organizational Chart Index On the Insert tab, click Header, select the Blank (Three Columns) header. Select the first placeholder and enter you name and assignment #RPTS-5. Select the second placeholder and enter the current date. Select the third placeholder and delete it. Save in the folder Homework Reports as #RPTS-5, and Print. Bound & Unbound Reports RPTS 26

122 BOUND AND UNBOUND REPORTS QUIZ On a separate sheet of paper, write the letter that most correctly answers or completes the question. This is Assignment #RPTS-6. These questions may appear on a test. Follow teacher instructions for turning it in. 1. When changing the line spacing of a document to single or double spacing, click the button. a) b) c) 2. In FBLA format, the top margin to the Heading is. a) 2 b) 1.5 c) 1 3. The ruler is very helpful to judge measurements and set tab stops. If you do not see your ruler, click on the tab. a) HOME b) PAGE LAYOUT c) VIEW 4. The First Line Indent on the ruler is: a) The small box b) The middle arrow c) The top arrow 5. To create a superscript number, select the number and click on the button. a) b) c) 6. To remove an extra bullet or number on a line, but keep your cursor on the line. a) Click on the line, click on the bullet or number button b) Click on the line, press the Delete key on the keyboard c) Click on the bullet or number icon twice 7. A sentence left at the bottom of a page is called. a) a widow b) an orphan c) a child 8. Format Painter is a feature that will allow you to copy what formatting to other places? a) bold and italic b) italic and underline c) bold, italic, underline 9. Endnotes are placed on the. a) next to the last page b) last page c) bottom of the page Bound & Unbound Reports RPTS 27

123 BOUND AND UNBOUND REPORTS QUIZ CONTINUED 10. Endnotes are. a) not indented, begin at the left margin and alphabetized b) indented on the first line, and alphabetized c) indented on the first line 0.5 inches, and numbered 11. First line indent applies to: a) References b) Endnotes c) Works Cited 12. In MLA formatting, the References page is called. a) Works Cited b) References c) Endnotes 13. Hanging Indents refer to. a) Indenting the first line only b) Indenting the second and succeeding lines c) Indenting from both the left and right margins 14. To edit a header, go to the tab. a) INSERT b) HEADER c) PAGE LAYOUT 15. The page number appears on the first page of what format. a) FBLA -PBL b) CMA c) MLA 16. What do the letters MLA stand for? a) Management Language Association b) Modern Language Association c) Modern Language of America 17. What is the top margin of an MLA report? a) 1 b) 1.5 c) Which format is a double spaced report? a) FBLA-PBL b) MLA c) both 19. Which format has superscripted numbers within the report? a) FBLA -PBL b) MLA c) both Bound & Unbound Reports RPTS 28

124 Mail Merge Simple Mail Merge Simple Mail Merge MM 1

125 SIMPLE MAIL MERGE Mail Merge enables the creation of individualized form letters, printing labels, and envelopes. In this lesson, one letter is created and printed for many different people at different addresses. The time saving is not having to create a separate letter for each person at the different address. When you complete this unit, you will be able to: Start the Mail Merge Wizard Create a Mail Merge letter with letterhead Create a Mail Merge letter from a template Enter a Mail Merge Address List Save the Mail Merge Address List Edit Errors Print Merged Letters TITLE FIRST NAME LAST NAME ADDRESS Line 1 CITY STATE ZIP CODE Mrs. Dina Goodman 620 S. Bullmoose Dr. Gilbert AZ Mr. Dale Brown 440 N. Gilbert Rd. Gilbert AZ Mrs. Jeannie Hammond 2880 W. Ellis St. Chandler AZ Mr. Don Ellsworth 1836 E. Shannon Dr. Mesa AZ Simple Mail Merge MM 2

126 Assignment #MM-1, Using the Mail Merge Wizard Open a new Word document. Maximize your screen if necessary. Select the Mailings tab. Select the Start Mail Merge button. Select Step by Step Mail Merge Wizard. When the Mail Merge wizard appears on the right, Letters should be selected. Notice that you are on Step 1 of 6. Click on Next: Starting document. Select Use the current document because you will create a letter. Under Step 2 of 6, click on: Next: Select recipients; you will make a mailing list. Simple Mail Merge MM 3

127 Select Type a new list. Click Create. When the New Address List dialog box comes up, click under Title and enter Mrs. (Do not press the spacebar after this entry it will add extra space between Mrs. and the name when merged). Tab to each field; after Address Line 1, tab to new field (skip any fields not shown, such as Company Name, Address Line 2, etc.). After the first Zip Code field at the end of the table, click the New Entry button to continue. Proofread carefully! Click OK when done with all. TITLE FIRST NAME LAST NAME ADDRESS Line 1 CITY STATE ZIP CODE Mrs. Margaret Hooks 2125 West Galveston St. Chandler AZ Mr. Don Holmes 499 N. Alma School Rd. Mesa AZ Mrs. Susan Jacobson 668 E. Boston St. Chandler AZ Mr. Jorge Reyes S. Arizona Ave. Queen Crk. AZ The Save Address List dialog box appears. Select your USB drive, New Folder, enter Homework Mail Merge, press Enter. Double click on Homework Mail Merge folder to select it. Select the File Name: area and enter Line of Credit Appreciation List xx (enter the current year), click Save, click OK. Click Next: Write your Letter Simple Mail Merge MM 4

128 On the Home tab, set Arial 11, single spacing (1.0), and Remove Space after Paragraph. Space down so Current Date is about 2 from the top of the paper. Enter current date in Correct form: Month, Day, Year (as January 10, 20xx). Press the Enter key 4 times. Click the Address Block in the Mail Merge box. At the Insert Address block dialog box, preview (on right) to be sure your first name on the mailing list appears Margaret Hooks. If not Hooks name, click the navigation buttons until the correct name appears. Click OK to accept. Press the Enter key 2 times. Navigation buttons Click the Greeting Line in the Mail Merge box: Change the Greeting line format: to delete the comma after the name by clicking the arrow in the last box and select (none). Click OK. Press the Enter key 2 times to the body of the letter. Enter the letter so it looks like the letter below. (It s ok if your sentences word wrap differently.) Be sure to type your name! Simple Mail Merge MM 5

129 Click Next: Preview your letters. Preview your letters by clicking the right arrows. In the future you could omit some recipients (like if they moved away) by clicking on the Exclude this recipient button. If there are no corrections to make, click Next: Complete the merge. Click Print to print the merged letters. Click OK. Click OK again. Your name and assignment number appears on each letter. Click the File Button, click Save As, Select your USB drive. Double click the Homework Mail Merge folder. In File name: area enter #MM-1, and Save. Simple Mail Merge MM 6

130 If you need to re-open your letters to correct errors you missed, open the merged letter so it is on the screen. Click on Mailings, Start Mail Merge, and Step by Step Mail Merge Wizard. Go to Step 4 of 6 and continue from there to make corrections. Assignment #MM-2, Using a Template Letter with the Mail Merge Wizard Some letter templates have attractive graphics and can be used in mail merge. These letters usually do not follow the correct letter formats taught in keyboarding classes (Microsoft designers are not typing teachers!). Adjustments will be made in Step 4 of 6 below. Open a Word document. Select the MAILINGS tab. Click on the Start Mail Merge button Select the Step by Step Mail Merge Wizard. In the Mail Merge box at the bottom right, you will see the Step 1 of 6: Step 1 of 6: Under Select Document Type (top right), select Letters. Click on Next: Starting document. Step 2 of 6: Under Select Starting Document (top right), select Start from a template. Under Start From a Template, click on Select template. In the Select Template dialog box, click on the Letters tab. Click to select the Apothecary Letter, click OK. Under Step 2 of 6, click Next: Select recipients. Step 3 of 6: Under Select recipients (top right), click in Use an existing List. Under Use an existing List, click Browse. In Homework Mail Merge folder, click on Line of Credit Appreciation List xx. Click Open (bottom right), Click OK. Click Next: Write your letter. (under Step 3 of 6) Step 4 of 6: (Begin by deleting the letter wording in the template:) Select from [Pick the date] through the rest of the letter, and delete it. On HOME tab, Line Spacing button, click 1.0 and Remove Space Before/After Paragraph (so both lines at bottom show Add Space ) Click Line Spacing Options and under Spacing, be sure Before and After show 0 pt. Click OK. Simple Mail Merge MM 7

131 Space down to make date approximately 2 from top of letter ( 1 on side ruler). Enter the date below, filling out the year (no xx s). Press the Enter key 4 times, click Address Block in the Mail Merge list top right. Click OK. Press Enter key twice to double space to GreetingLine. Click on the Greeting Line in the Mail Merge list. Double Space and finish the letter. At the end of the letter, type your name and Assignment #MM-2. Place Bank name under your name. Be sure your letter is spaced correctly as shown below. Lines need not end the same. Click in the first placeholder at the top and enter NATIONAL BANK ONE. Click in the second placeholder at the top and enter the address. To separate the sections in the address, place a space before and after the asterisk E. MAIN STREET, MESA, AZ * PHONE * BANKONE@COX.NET [2 top margin] Simple Mail Merge MM 8

132 Click Next: Preview your letters. If you made a mistake in your letter, correct it. Step 5 of 6: Click on Next: complete the Merge. Step 6 of 6: Your name and assignment number appears on each letter. Under Merge, click on Print, OK, OK. Save as File name: #MM-2 in Homework Mail Merge. Save. Assignment #MM-3, Create Letterhead and Use the Mail Merge Wizard Open a Word document. Click the Mailings tab, select Start Mail Merge button, select Step by Step Mail Merge Wizard Step 1 of 6: Select Letters Click Next: Starting document Step 2 of 6: Select Use the current document Click Next: Select recipients Step 3 of 6: Select Type a new list Click Create In the New Address List dialog box, enter the address list below. TITLE FIRST NAME LAST NAME ADDRESS Line 1 CITY STATE ZIP CODE Mrs. Dina Goodman 620 S. Bullmoose Dr. Gilbert AZ Mr. Dale Brown 440 N. Gilbert Rd. Gilbert AZ Mrs. Jeannie Hammond 2880 W. Ellis St. Chandler AZ Mr. Don Ellsworth 1836 E. Shannon Dr. Mesa AZ Click OK. Save the list as File name: Reference Request List xx in your Homework Mail Merge folder. Click OK in Mail Merge Recipients box. Simple Mail Merge MM 9

133 Click Next: Write your letter; be sure you are on Step 4 of 6. (Follow the directions below.) Step 4 of 6: Create a letterhead Select the Insert tab, click on the Online Pictures button. Search for: Employment. Click the picture that most reflects looking for a job. Click the Insert button. Resize the picture to about one inch square. The top margin is too much with the clip art so make the top margin 0.5 : Select Page Layout tab, Margins. Click on Custom Margins, Margins tab. Reduce the Top Margin to 0.5. Click OK. Set the Line Spacing at Single Spacing (1.0). Remove Extra Space After Paragraph. Place the cursor after the picture. Click the tab area on the ruler until you see a Right Tab. Then click the ruler at the right margin to place a right tab there (see picture below). Click on tab area until you see the Right Tab Right Tab stop Press the tab key. The cursor will move to the tab stop. Type the first line as shown below. Press the Enter key, press the Tab key and type the address. Press the Enter key. Press the Backspace key once to remove the underline from the . Press the Enter key 4 times to leave a lot of space after the heading. Put the cursor after the address (after.com), and click the Bottom Border button to create the dividing line. Click to place the cursor 2 or 3 lines blow the dividing line. Increase the font size to 12. Type the current date. Press the Enter key 4 times. Click the Address block in the Mail Merge box, click OK. Press the Enter key 2 times. Simple Mail Merge MM 10

134 Click the Greeting Line, delete the comma, click OK. Press the Enter key twice. Add the rest of the letter as shown below. Click Next: Preview your letters Simple Mail Merge MM 11

135 Step 5 of 6: Look at the letters and see if they are formatted and spelled correctly. Click Next: Complete the merge. Step 6 of 6: Be sure your name and assignment #MM-3 is in the Signature Line. Under Merge, Click Print, OK, OK. Save as File name: #MM-3 in Homework Mail Merge. Save. MAIL MERGE QUIZ On a separate sheet of paper, write the letter that most correctly answers or completes the question This is Assignment #MM-4 These questions may appear on a test Follow teacher instructions for turning it in. 1. The path to the Mail Merge Wizard is. a) Page Layout, Mailings, Step by Step Merge Wizard b) Insert, Mailings, Start Mail Merge, Step by Step Merge Wizard c) Mailings, Start Mail Merge, Step by Step Mail Merge Wizard 2. In the New Address List dialog box, you move from cell to cell by depressing the. a) Enter key b) Tab key c) Shift/Tab keys 3. In the Mail Merge Recipients dialog box, can recipients be added or removed? a) Yes b) No 4. What is the correct format for the date on a letter: a) January 10, 20xx b) 1/10/20xx c) 10 January 20xx Simple Mail Merge MM 12

136 Itineraries FBLA-PBL Format Itineraries IT 1

137 ITINERARIES Itineraries are an efficient way of detailing travel information so important dates or meetings are not overlooked. They don t take long to create and can save time and money due to efficient planning. When you complete this unit, you will be able to: Create itineraries Set tab stop on MS Word ruler Set Hanging Indent Use Format Painter to copy formatting This is an example. Directions begin on the next page. Itineraries IT 2

138 Assignment #IT-1, Creating an Itinerary Open an MS Word 2013 document. Set your fonts for Arial, 12. Set Line Spacing for Single Spacing (1.0), and click to Remove Space After Paragraph. Press the Enter key five times to obtain a 2 top margin. Press the CAPS LOCK key and type the heading: ITINERARY Note: Don t worry about centering and bolding you can do that later in fewer steps than to stop and format each one as you go. Press the Enter key twice to double space (leave one blank line between lines of type) Press the CAPS LOCK key again to deselect all capital letters. Type your name and assignment number: (such as: Mary Brown, #IT-1) Press the Enter key twice to double space. Type the date: December 10-13, 20-- (Enter the correct year) Double space and type the first side heading: Sunday, December 10 Double Space between paragraphs. Set Tab and Second Line Indent You need to set a tab and second line indent on your ruler. If you do not see a ruler above your document, click on the VIEW tab and make sure there is a check by the Ruler. Itineraries IT 3

139 Click at 0.5 on the Ruler to set a left tab stop. Move the Hanging Indent (the little diamond above the small square) to the right to the 2 mark. The hanging indent will automatically indent any second lines. Press the Tab key. Key in: 9:30 a.m. Press the Tab key. Key in: Depart Chicago Midway Airport, Southwest Airlines, Flight 1544, nonstop, take snack along (no lunch served). Double space. Press the Tab key. Key in 1:02 p.m. Press the Tab key. Key in: Arrive San Francisco International Airport. Call shuttle to Hilton Hotel (415) Cost $8.00. Double space. Press the Tab key. Key in: 5:30 p.m. Press the Tab key. Key in: Depart hotel for Chinatown visit. Double space. Key in: Monday, December 11 Double space. Key in the rest of the itinerary following the same procedures as above. 9:00 a.m. Conference at Hilton Hotel, Saguaro Room A. Reminder: Call Jim Shreeve to confirm dinner arrangement for tomorrow. 12:00 p.m. Lunch provided for conferees at Hilton. 3:00 p.m. Sightseeing with conference group. Tuesday, December 12 9:00 a.m. Conference at Hilton Hotel, Ballroom B. 7:00 p.m. Dinner with Sher Bear and Haz Bear (415) Itineraries IT 4

140 Wednesday, December 13 9:30 a.m. Depart for airport. 12:20 p.m. Depart San Francisco International Airport, Southwest Airlines, Flight 700, one stop. 7:15 p.m. Arrive Chicago Midway Airport. Format Heading, Subheadings and Side Headings Select the HOME tab. Go to the top of your paper, and select the heading and subheadings (first three lines) and bold and center them. Select the first side heading (Sunday, December 10); bold it. Double click on the Format Painter button to copy the formatting (bold). Select each side heading. When you lift up the mouse button, they will each be bold. When through, click on the Format Painter button to deselect it. Your name and assignment number appears in the subheading. Click the File tab, click Save As. Select your USB Drive. Click on New Folder to create a folder called Homework Itineraries. Double click to open Itineraries folder. Save as File name: #IT-1, and Print. Assignment #IT-2, Creating an Itinerary Create the following itinerary in the same format as above, and enter your name in the subheading. Set single spacing. Use Times New Roman, 12, fonts. 2 top margin, tab and hanging indent, heading in CAPS. Itinerary Student Name, #IT-2 June 12-14, 20-- Monday, June 12 10:00 a.m. Depart Phoenix International Airport, American Airlines, Flight One stop in Dallas. 2:20 p.m. Depart Dallas, American Airlines, Flight 688, to Springfield, MO. 5:10 p.m. Arrive Springfield Airport. Car waiting at Budget Rental Cars. Itineraries IT 5

141 Tuesday, June 13 8:00 a.m. Meeting of FBLA Advisors in Board Room. 11:00 a.m. Meeting in Crown Room A. Bring outline containing suggested corrections to the Format Guide. 2:00 p.m. Competitions in Blue Room (basement). Wednesday, June 14 9:00 a.m. Competitions in Blue Room (basement). 2:00 p.m. Students leave on busses for the airport. Take car back to Budget. 4:00 p.m. Depart Springfield Airport, American Airlines, Flight One stop in Dallas. 6:00 p.m Depart Dallas, American Airlines, Flight 1245, to Phoenix. 6:45 p.m. Arrive in Phoenix. Your name and assignment number appears in the subheading. Save in the folder called Homework Itineraries. Save as #IT-2, and Print. Assignment #IT-3, Creating an Itinerary Create the following itinerary in correct format, and enter your name in the subheading. Use Arial, 12, fonts. Itinerary Student Name, #IT-3 October 9-11, 20-- Friday, October 9 10:00 a.m. Depart San Diego International Airport, US Airways, Flight 999. One stop in Denver. 2:20 p.m. Depart Denver, US Airways, Flight 1188, to Tampa, Florida. 7:10 p.m. Arrive Tampa Airport. Car waiting at Alamo Rental Cars. Saturday, October 10 8:00 a.m. Conference at Marriott Hotel. Reminder: Call Jeffrey Jones and see if UPS package was sent. Sunday, October 11 9:30 a.m. Depart hotel for airport. 11:25 a.m. Depart Tampa Airport, US Airways, Flight 204. Non-stop, lunch served. 1:40 p.m. Arrive San Diego International Airport. Your name and assignment number appears in the subheading. Save in the folder called Homework Itineraries. Save as #IT-3, and Print. Itineraries IT 6

142 ITINERARIES QUIZ On a separate sheet of paper, write the letter that most correctly answers or completes the question This is Assignment #IT-4 These questions may appear on a test. Follow teacher instructions for turning it in. 1. Itineraries are an efficient way of detailing. a) A personal phone book b) Travel information c) Outlines for a meeting 2. If you do not have a ruler showing above your document, what tab contains the ruler information? a) Home b) Page Layout c) View 3. Line Spacing for Itineraries is. a) Single b) Double c) Between paragraphs of an Itinerary, it is. a) Single spaced b) Double spaced c) 1.5 spaced 5. The second line indent is often referred to as the. a) Hanging Indent b) Left tab Indent c) Margin Indent 6. The button to double click to copy formatting to several different locations in a document is the. a) Format Copy b) Painter Format c) Format Painter Itineraries IT 7

143 Agendas, Minutes & News Releases FBLA-PBL Format Agendas, Minutes, News Releases AMN 1

144 AGENDAS Agendas are simply an outline of the topics to be covered in a meeting. The topics most often change at every meeting. An agenda helps to keep the meeting on track so everything can be covered. Usually members will be asked ahead of time if there are any topics they would like to have covered at the next meeting and those topics are included on the Agenda. When you complete this unit, you will be able to: Set Line Spacing. Create Agendas for a Meeting. This is an example. Directions begin on the next page. Agendas, Minutes, News Releases AMN 2

145 Assignment #AMN-1, Creating an Agenda for a Meeting Open an MS Word 2013 document. Set Line Spacing for Single Spacing (1.0), and click to Remove Space After Paragraph if necessary. You could click on No Spacing above Styles and achieve Single Spacing in one mouse click. Set fonts at Arial, 12. After selecting single spacing, the font defaults to a Microsoft setting; change fonts to Arial, 12, before typing anything. Press the Enter key five times to obtain a 2 top margin. Press the CAPS LOCK key and type the heading: FUTURE BUSINESS LEADERS OF AMERICA. Don t Bold it until you have typed three lines in the headings. Press the Enter key twice to double space (leave one blank line between lines of type) Press the CAPS LOCK key again to deselect all capital letters. Type: Board of Directors Agenda Press the Enter key twice to double space Type: Wednesday, March 22, 20 (enter the current year). Double space to the first item on the agenda. Turn off automatic numbering Click the FILE tab, Options, Proofing, AutoCorrect Options. Under: Apply as you type section, uncheck box for Automatic numbered lists. Type a 1. and press the Tab key. By default (pre-set by Microsoft) the cursor will indent tabs 0.5. Type: Call to Order Student name, Assignment #AMN-1, Chief Executive Officer Now would be a good time to go back to the top and select the first three lines (headings), Bold and Center them. Then place your cursor after Officer in the Call to Order line, and double space to the next agenda item. (Sometimes it is easier this way because you don t have to deselect bold and Left Align the cursor after formatting the headings.) The agenda for Assignment #AMN-1 is on the next page. Be sure your Agenda looks like that when you are finished. Single space the entries and double space between entries. Agendas, Minutes, News Releases AMN 3

146 FUTURE BUSINESS LEADERS OF AMERICA Board of Directors Agenda Wednesday, March 22, Call to Order Student name, #AMN-1, Chief Executive Officer 2. Roll Call Mary Jones, Secretary 3. Reading of the Minutes Mary Jones, Secretary 4. Treasurer s Report Audra Ellsworth, Treasurer 5. Other Officer Reports 6. Committee Reports (press Enter, Tab twice to Accounting) Accounting Mildred Updike Social Jill Bradford Fundraising Brent Rogers 7. Unfinished Business 8. New Business 9. Date of Next Meeting 10. Adjournment Your name and assignment number appears in the first line of the Agenda. Click the File tab, click Save As. Select your USB Drive or where you save your work. Create a folder called Homework Agendas, Minutes & News Releases. File name is #AMN-1, Save and Print. Assignment #AMN-2, Creating an Agenda for a Meeting Create an Agenda using Times New Roman, 12, fonts. Use the correct Line Spacing, top margin, spacing between items, etc. Bold the centered heading lines. This is the Agenda for the next FBLA meeting; format it correctly. Enter your name and assignment number in the heading for recording purposes by your teacher. Agendas, Minutes, News Releases AMN 4

147 FUTURE BUSINESS LEADERS OF AMERICA Meeting Agenda (Your name, #AMN-2) Tuesday, December 1, Call to Order John Beckstead, President 2. Attendance Roll Call by (Your Name), Secretary 3. Minutes Read by (Your Name), Secretary 4. Treasurer s Report Audra Ellsworth 5. Unfinished Business Winter Dance 6. New Business Car Wash 7. Announcements March of Dimes Walk-A-Thon 8. Adjournment Turn on Automatic numbered lists for future applications FILE, Options, Proofing, AutoCorrect Options. Under the section: Apply as you type, put a checkmark in the box for Automatic numbered lists. We had it turned off for these applications because they weren t just a numbered list; there were tabs and single spaced entries under many numbered headings and they weren t supposed to be automatically numbered. It would have been a hassle to keep deleting all the extra numbers. Your name and assignment number appears in the sub-heading of the Agenda. Click the File tab, click Save As. Select your USB drive. Save in Homework Agendas, Minutes & News Releases. File name is #AMN-2, Save and Print. Agendas, Minutes, News Releases AMN 5

148 MEETING MINUTES It is important to keep good minutes of meetings so there is a record of who attended, what responsibilities were assigned, announcements of future events for planning purposes, etc. When you complete this unit, you will be able to: Set Line Spacing Create Minutes of a Meeting Use Format Painter to copy formatting Use Page Break to Control Information Going to Second Page Insert Page Number and Minutes Date in Header on Second Page Only This is an example. Directions begin on the next page. Agendas, Minutes, News Releases AMN 6

149 Assignment #AMN-3, Creating Minutes of a Meeting Open an MS Word 2013 document. Set Line Spacing for Single Spacing (1.0), and click to Remove Space After Paragraph if necessary. You may select the No spacing option. Set your fonts for Arial, 12. Note: Be sure to set your fonts after selecting the Single Spacing option. After selecting single spacing, the font defaults to a Microsoft setting and it has to be changed before typing anything. Press the Enter key five times to obtain a 2 top margin. Press the CAPS LOCK key and type the heading: WEST HIGH SCHOOL, FBLA Note: Don t worry about centering and bolding you can do that later in fewer steps than to stop and format each one as you go. Press the Enter key twice to double space (leave one blank line between lines of type). Press the CAPS LOCK key again to deselect all capital letters. Type: Minutes of December 1, 20 (enter the current year). Press the Enter key four times to quadruple space to the first Side Heading: Call to Order Double space from the side headings to the paragraph information. Double space from the paragraph information to the next side heading. After the last side heading, press the Enter key four times to quadruple space to the name of the Secretary. Your unformatted copy of the Minutes is given on the next page. Agendas, Minutes, News Releases AMN 7

150 WEST HIGH SCHOOL, FBLA 2 Minutes of December 1, 20 (enter the current year) 4 Call to Order 2 The regular meeting of the West High School FBLA chapter was called to order on Tuesday, December 1, 20, at 3:30 p.m. President John Beckstead called the meeting to order with Secretary (enter your name) recording minutes. Attendance All members were in attendance. Minutes The minutes of the November 1, 20, meeting were read. Justin Owens moved to approve the minutes as read. They were seconded and approved. Treasurer s Report Treasurer Audra Ellsworth reported a chapter balance as of December 1, 20, of $ The report was filed. Unfinished Business The date for the Spring Dance was announced. It will be held February 11, 20, in the gym. The price per person will be $5 each or $9 per couple. New Business A car wash at the Standard gas station near the high school was suggested as a fundraiser to help needy FBLA members raise the money to go to the national conference in Chicago. Standard has agreed to let us use their premises for the car wash. A date will be decided at the next meeting. Announcements (Note: If this is the last line on your page, move it to the second page.) Reminder for all members to begin collecting pledges for the March of Dimes Walk-A-Thon. Adjournment Agendas, Minutes, News Releases AMN 8

151 There being no further business, the meeting was adjourned at 4:10 p.m. 4 Your Name, Secretary Assignment #AMN-3 Format Heading, Sub-Headings and Side Headings Select heading and sub-headings (first two lines) and bold and center them. Select the first side heading (Call to Order); bold it. Double click on the Format Painter button to copy the formatting (bold). Select each side heading. When you lift up the mouse button, they will each be bold. Click on the Format Painter button when you are finished to deselect it or press the ESC key on your keyboard. Use a Page Break to Move a Side Heading to the Second Page Notice that the side heading Announcements is at the bottom of the first page and the paragraph information is on the second page. It would be better to insert a page break and have them together on the next page. Click to put your cursor in front of the A in Announcements. Select the INSERT tab. Under the FILE tab, click Pages and a drop down box will show the Page Break option. Click on Page Break. (Or, click on PAGE LAYOUT tab, Breaks. Under Section Breaks: click on Next Page.) Insert Page Number and Identification on Second Page Since you have two pages for the minutes of this meeting, insert page numbers to help ensure that the pages will be kept together. It will minimize the chances of pages getting separated when filed together with other Minutes. Agendas, Minutes, News Releases AMN 9

152 Select the INSERT tab. Click on Page Number Click Top of Page Select Plain Number 3 Click in front of the page numbers at the top and type: Minutes of December 1, 20. Add about 4 or 5 spaces or more with the spacebar after the date to leave space to the Page number. The Design tab automatically shows when inserting page numbers. Click to enter a check in Different First Page. Page numbers and other header information should not show on the first page. Click to close the Header and Footer. Your name and assignment number appears in the last lines of the Minutes report. Click the File tab, click Save As, select your USB drive and your folder Homework Agendas, Minutes & News Releases. Save as #AMN-3, and Print. Assignment #AMN-4, Creating Minutes of a Meeting Follow the directions and examples above to create the minutes of another FBLA meeting. Use Arial, 12, fonts. Be sure it is formatted correctly with top margin, line spacing, bold, etc. Add page numbers and identification the header, except on the first page. When you finish, check it with assignment #AMN-3 to see if it looks similar. Agendas, Minutes, News Releases AMN 10

153 EAST HIGH SCHOOL, FBLA Minutes of March 1, 20 Call to Order The regular meeting of the East High School FBLA chapter was called to order on Wednesday, March 1, 20, at 3:30 p.m. President John Beckstead called the meeting to order with Secretary (use your first and last name) recording minutes. Attendance All members were in attendance. Minutes The minutes of the February 3, 20, meeting were read. Dahlia Pagano moved to approve the minutes as read. They were seconded and approved. Treasurer s Report Treasurer (Your first and last name) reported a chapter balance as of March 1, 20, of $ The report was filed. The $25.00 change from the last meeting on February 3, 20, was due to a donation by a parent. Unfinished Business The date for the Spring Dance was announced again. It will be held March 11, 20, in the gym. The price per person will be $5 each or $9 per couple. Nick Goodman said he would be in charge of making posters advertising the event. The date for the car wash will be decided at the next meeting. New Business Marisa Williams offered to check with the Decoration Committee and the Photos Committee to see if all is going well. She will report any problems to John Beckstead. Announcements Pledges for the March of Dimes Walk-A-Thon will be due at our May 1 meeting. Adjournment There being no further business, the meeting was adjourned at 4:20 p.m. Your Name, Secretary Assignment #AMN-4 Note: Sometimes a little change can be undetected and solve a larger problem. Go to the top of the first page and reduce the top margin by one line. This lifts up the last line under New Business to the first page. Go to the second page and raise Announcements one line. Now you won t have to adjust for an Orphan or Widow. (Rather than adjust the top margin, you may want to just make a page break to force Announcements to the next page.) Be sure to add a header with date and page number on second page (Minutes of March 1, 20xx 2) Your name and assignment number appears in the last lines of the Minutes report. Click the File tab, click Save As, select your USB drive, and open the folder Homework Agendas, Minutes & News Releases. Enter File name: #AMN-4, Save and Print. Agendas, Minutes, News Releases AMN 11

154 NEWS RELEASES A news release to a newspaper needs to have contact information in case of questions and clear and complete information about the subject matter. When you complete this unit, you will be able to: Create a News Release This is an example. Directions begin on the next page. Agendas, Minutes, News Releases AMN 12

155 Assignment #AMN-5, Creating a News Release Check with your newspaper to see if they have a form they prefer. The top margin of this News Release is 2. The Heading lines are blocked at the left and single spaced. Quadruple space to the title in ALL CAPS. Quadruple space to the body which is single spaced. Indent first lines 0.5. Use Arial, 12, fonts. Bold both uppercase lines. Copy the following News Release as assignment #AMN-5. NEWS RELEASE 2 Contact: (Your Name, #AMN-5), FBLA Advisor West High School 1800 E. Center Street Phoenix, AZ Release, May 15, 20 4 STUDENTS EARN TRIP TO FBLA NATIONAL CONFERENCE 4 Twenty West High School Future Business Leaders of America members have been selected to represent Arizona at the FBLA National Leadership Conference in New York in July. These students have the opportunity to attend this conference with 7,000 other high school delegates representing each state, the Virgin Islands, Guam, Canada, and the Department of Defense Dependent Schools. To raise funds to attend this conference, FBLA members have completed several projects: a yard sale and two car washes. Another yard sale is planned for May 31 at the West High School parking lot. The community is invited and encouraged to attend. 2 ### (# s signal end of News Release) Agendas, Minutes, News Releases AMN 13

156 Your name and assignment number appears in the first lines of the News Release. Click the File tab, click Save As. Open the folder Homework Agendas, Minutes & News Releases. Save as #AMN-5, and Print. Assignment #AMN-6, Creating a News Release Follow the directions and example of assignment #AMN-5 to create another News Release. Use Arial, 12, fonts. Be sure it is formatted correctly with top margin, line spacing, bold, etc. When you finish, check it with assignment #MNR-5 to see if it looks similar. NEWS RELEASE Contact: (Your Name, #AMN-6), FBLA Advisor West High School 1800 E. Center Street Phoenix, AZ Release, October 12, 20 ARIZONA FBLA DELEGATES WIN 25 COMPETITIONS Twenty West High School Future Business Leaders of America members went to the National FBLA conference in New York and won 25 competitions in Word Processing and Excel. They competed against 7,000 students from other chapters. The 20 West High FBLA members worked and earned the money to go. They had the support and help from all the other FBLA members at West High. Thanks to all in the community who attended the yard sale and car wash fundraisers. ### Your name and assignment number appears in the first lines of the News Release. Click the File tab, click Save As, Open the folder Homework Agendas, Minutes & News Releases. Save as #AMN-6, and Print. Agendas, Minutes, News Releases AMN 14

157 AGENDAS, MINUTES & NEWS RELEASES QUIZ On a separate sheet of paper, write the letter that most correctly answers or completes the question. This is Assignment #AMN-7. These questions may appear on a test. Follow teacher instructions for turning it in. 1. Agendas are: a) An outline of topics of a meeting b) A list of minutes of a meeting c) Needed to make a News Release 2. If your computer is set for single spacing, how many times do you press the Enter key to leave one blank line between lines of information? a) 1 b) 2 c) 3 3. If your computer is set for single spacing, how many times do you press the Enter key to obtain a 2 top margin? a) 3 b) 5 c) 7 4. The Default indent obtained by pressing the Tab key is? a) ½ inch b) 1 inch c) 1 ½ inch 5. The form that summarizes information about Unfinished Business, New Business, Announcements of future events, Treasurer s report, etc. is/are: a) An Agenda b) a News Release c) Minutes 6. The function of the Format Painter button is to: a) Paint colors on clip art b) Copy formats to clip art c) Copy formatting 7. The Page Break function is found on the tab. a) Page tab b) Insert c) Design 8. To create a Page Number header that has a Different First Page, the path is: a) INSERT tab, Page Number, Design tab, Different First Page b) HOME tab, Page Number, Top of Page, Design tab, Different First Page c) DESIGN tab, Home, Different First Page 9. The top margin of a News Release is: a) 1.5 b) 2 c) Quadruple space Agendas, Minutes, News Releases AMN 15

158 Outlines Creating Flyers FBLA-PBL Format Creating Flyers CF-1

159 CREATING FLYERS There may be several times when you want to create a flyer to announce a lost dog, to let people know of lawn or gardening jobs you would like to have, to announce a neighborhood activity, to advertise a business, or create any information you would like to distribute. When you complete this unit, you will be able to: Apply special text effects Insert art or pictures Resize clip art or pictures Bold, Italicize, Underline text Use shading in a paragraph Use Bullets for emphasis Create a page border Creating a Found Dog Flyer Example: Follow the directions on the next page to create this flyer. Creating Flyers CF-2

160 Open a Word 2013 document. If using Windows 8, click on the MS Word tile from the Start Screen. Set fonts at Arial, 12. You will do more formatting after typing the words of the flyer. Select the Normal Style. Display Formatting Marks Select the HOME tab if it is not the active tab. Click the Show/Hide button to display formatting marks on the screen (paragraph marks and spaces between words). These marks do not print. Assignment #CF-1 Creating a Found Dog Flyer Type FOUND DOG on the first line Press the ENTER key. Press the ENTER key again to insert a blank line into your document. Type the first sentence and press the ENTER key. Lines should word wrap (go to the next line automatically). Blank Line Type the description below through the last line. (If this is your dog ) (Don t need to retype this, it is shown here to show you how it will all look when done.) Creating Flyers CF-3

161 Select the first line (FOUND DOG). Hold down the Ctrl key and select the last line. By holding down the Ctrl key, you are able to select several lines or objects. On the HOME tab, click on the Center button to center the first and last lines. Click anywhere on the page to turn off the select feature. Select the first line (FOUND DOG) and change the font size to 72. While it is still selected, click the Bold button. Apply a Text Effect to Selected Text With the first line still selected, in the HOME tab click the Text Effects button arrow to display the Text Effects gallery. Click on the third effect in the third row. Shading a Paragraph In addition, you might want to shade the first line to make it more eye-catching With the first line still selected click the Shading arrow, and click on Orange, Accent 2. Click anywhere in the document to remove the highlighted selection on the first line. Creating Flyers CF-4

162 Change the Font Size of Selected Text Drag with your mouse downward from Adorable through the line ending with the name Shep to select those lines. Change the font size to 22. Click anywhere to remove the highlighted selection. To Bullet a List Select the three lines starting with Male and ending with the name Shep. Bullet button On the HOME tab, click the Bullets button (not the arrow). The arrow would give you several bullet styles to choose from arrow, circle, etc. To Undo and Redo an Action Undo button Redo button If you make a mistake and want to go back to the original copy, click the Undo button on the HOME tab. If you undo an action, and then decide you like the changed look after all, just click on the Redo button. Select the name Shep in the third bullet. Click the Bold and Italic button. Click anywhere on the page to remove highlighted selection. Bold button Italics button Underline button How Often Should you Save Your Work? When you spend a lot of time creating a document, it is a good idea to save often! A power surge or computer failure would probably lose everything you did. With your USB drive in the computer, click on the FILE tab, click on Save As. To create a new folder, click on the Browse button, click to select your USB drive name, click on the New folder button above the folders, Type Homework Creating Flyers, and press Enter. Double click the new folder to open it, Enter the File name as #CF-1, and click the Save button. Creating Flyers CF-5

163 Select and bold the last line. Change the font size to 18. Select the phone number and underline it. Insert Clip Art From Online Pictures Click on the paragraph sign under the title FOUND DOG. Click to select the INSERT tab. Click on the Online Pictures button. When the Insert Pictures window appears, enter German Shepherd dog in the Search Office.com area. Press the Enter key. Click on the first dog picture. Click the Insert button in the lower right. Click on the paragraph sign near the tail of the dog, and click the Center button to center the clip art. WHEN YOU USE CLIP ART IN A FLYER, MAKE SURE YOUR TOP AND BOTTOM MARGINS ARE EVEN. To see the whole flyer in perspective, move the zoom lever (bottom right) to the left a little until you can see the whole flyer. An easy way to adjust the top and bottom margins is to make the clip art picture larger or smaller. To adjust the clip art, click on the picture to select it. Put your pointer on the bottom right sizing handle (small square) until you see a slanted doubleheaded arrow. Click and hold down the mouse while you drag it up or down a little until you have even top and bottom margins. Creating Flyers CF-6

164 Put your name and assignment number in the header. Select the INSERT tab, click on Header, Select the Blank (Three Columns) option. Select the first placeholder and type your name, #CF-1. Select the second placeholder and enter the date. Select the third placeholder and delete it. Close Header and Footer. Print and turn in to your teacher according to teacher instructions. Save your work. You already saved once previously when you created the Homework Created Flyers folder. When you save it once, it creates a path so that all you have to do to save again is to click the save button. Assignment #CF-2 Creating a Cruise Experience Flyer with a Page Border Open a Word 2013 document. If using Windows 8, click on the MS Word tile from the Start Screen. Accept default fonts of Calibri (Body), 11. You will do more formatting after typing the words of the flyer. Click on the Line Spacing arrow. In the drop-down box, click on 1.5 to select double spacing. Click on the Line Spacing arrow again and click on Remove Space After Paragraph. Line Spacing arrow Click to remove extra space Select the HOME tab and click the Show/Hide button. Type the first lines of the flyer below: Creating Flyers CF-7

165 Press the Enter key to double space. Type the remaining lines of the flyer below: Format the flyer with larger font sizes, italics, bullets, and shading Select the first line (ESCAPE TO HAWAII?) and change the fonts to Arial Rounded MT Bold, 40. Since there isn t a 40 selection, you need to select the present font size and type in 40 and press the Enter key. Click on the Center button to center it. While the first line is still selected, change the font color to Blue, Accent 5, Darker 25% by clicking on the Font color arrow and selecting the correct Blue color on the pallet. Select the lines from Arizona Square Dance Club down through Sixteen-day cruise and change the fonts to Arial Rounded MT Bold, 18. Select the line Hawaii here we come! and change the font size to 24, click the italic button and center the line. Select the Last line (Interested??? ) and change the font size to 22. Center the line. Creating Flyers CF-8

166 Use shading for emphasis While the last line is still selected, click the Shading button arrow and click to select Blue, Accent 5, lighter 60% from the pallet. Use bullets to list important points Select the lines Great Weather through the Sixteen-day cruise line. On the HOME tab, click on the bullet arrow and click to select the colorful bullet. Use clip art with special effects Click to select the paragraph mark below the heading line ESCAPE TO HAWAII? Click on the Center button so the clip art will be centered. (Centering the clip art now or after it is inserted is just a matter of preference.) Click on the INSERT tab. Click on the Online Pictures button. In the Office.com Clip Art search box, enter the words Cruise Ships and press the Enter key. Click to select the picture in the second row, fifth picture. Click the Insert button. Click to select the clip art picture. Drag the right center sizing handle to the right to make the picture wider and still look centered under the main heading. Creating Flyers CF-9

167 With the cruise ship still selected, in the FORMAT tab, click on Picture Effects, select Glow, click to select the glow in the 4th row, 5th option. Use a page border On the HOME tab, click on the Borders arrow to see the options in the dropdown box. Click to select Borders and Shading. Click on the Page Border tab. In the Art section, scroll down until you see the colorful palm trees which remind one of Hawaii. Click on the palm trees to select the border. Click OK. Drag your zoom bar to the left just enough that you can view the entire flyer. Remember top and bottom margins should be even. You can adjust the ship clip art to make it proportionately smaller or larger by putting your pointer on the right bottom sizing handle and moving it up or down. Creating Flyers CF-10

168 Add a header with your name and assignment #CF-2. Select the INSERT tab. Click on the Header button and select the Blank (Three Column) option. Press the Enter key to move the header down one line under the page border. Click to select the first placeholder and type your name, #CF-2. Select the second placeholder and enter the current date. Select the third placeholder and delete it. Save this assignment on your USB drive in the Homework Created Flyers. Print and turn in according to teacher instructions. CREATING FLYERS QUIZ On a separate sheet of paper, write the letter that most correctly answers or completes the question. This is Assignment #CF-3. These questions may appear on a test. Follow teacher instructions for turning it in. 1. The Show/Hide button is in the tab? a) INSERT b) FORMAT c) HOME 2. The Show/Hide button shows: a) Paragraph Marks b) Top and bottom margins c) Hidden formatting 3. How often should you save your work? a) Every 15 minutes b) Every 20 minutes c) Often 4. The tab has the Online Pictures button? a) HOME b) INSERT C) FORMAT 5. To make clip art larger or smaller, you move the. a) Clip art up b) Clip art down c) Sizing handles 6. The Page Border option is found on the tab? a) HOME b) INSERT c) FORMAT Creating Flyers CF-11

169 Outlines FBLA-PBL Format Outlines OL 1

170 OUTLINES An outline is very brief and lists only the important points without elaborating on them. The outline identifies the topics that are to be discussed either in written form or in a speech and the sequence in which they are to be introduced. The structure of an outline may contain several levels of subtopics under each main topic. When you complete this unit, you will be able to: Create an Outline. Obtain the Ruler. Set Tabs on the Ruler. Use Header Placeholders. Create an Outline Right Aligning the Roman Numerals. Create an Outline Decimal Aligning the Roman Numerals. This is an example. Directions begin on the next page. Outlines OL 2

171 Assignment #OL-1, Creating an Outline Some commercial word processing packages include an Outlining feature that does automatic numbering, lettering, spacing, and indenting. The problem is that it is usually not the look you want. It is about as easy to set a few tabs yourself and get the look and spacing you do want. Open an MS Word 2013 document. Set fonts at Arial, 12. Turn off AutoCorrect/AutoNumbering. Click File tab, Options, Proofing. Click on AutoCorrect Options box, and select AutoFormat As You Type. Under Apply as you type, remove check from Automatic Numbered Lists. Click OK. Close Word Options Window. Set Line Spacing for Single Spacing (1.0), and click to Remove Space After Paragraph. Press the Enter key five times to obtain a 2 top margin. Press the CAPS LOCK key and type the heading: FORMATTING OUTLINES Select the heading and Bold and Center it. Press the END key on the keyboard to place cursor at the end of the line. Press the Enter key four times to quadruple space after the heading. Click the Bold button to deselect it; click the Left Align button to return the cursor to the Left Margin. Set Tabs on the Ruler By default (pre-set by Microsoft) the Tab key will advance the cursor 0.5 each time you depress the Tab key. In some cases this is too much to be visually pleasing. Set Tab stops where necessary manually to obtain the look you want. Outlines OL 3

172 You need to set two tabs on the ruler. If you do not see a ruler above your document, click on the VIEW tab and make sure there is a check by the Ruler. Each mark on the ruler is 1/8. Point to the third mark (almost touching the bottom of the mark), 3/8, and click with your mouse to place a tab stop. Point to 6/8 mark and click to place the second tab. Follow the directions below this illustration to enter the rest of the first part of the outline: I. VERTICAL SPACING Type an I. (use the capital i) and press the Tab key. Type: VERTICAL SPACING Press the Enter key twice to double space (leave one blank line between lines of type). Press the Caps Lock key to deselect ALL CAPS. Press the Tab key and type A., press the Tab key, and type: Title of Outline Press the Enter key, Tab twice, and type: 1. Two-inch top margin [Press the Spacebar 2 times after the 1. (one).] A. Title of Outline 1. Two-inch top margin 2. Followed by a quadruple space B. Major Headings 1. First major heading preceded by a quadruple space; all others preceded by a double space 2. All major headings followed by a double space 3. All subheadings single-spaced Press the Enter key, Tab twice, and type: 2. Followed by a quadruple space Press the Enter key, Tab once, and type: B., press the Tab key, and type: Major Headings Press the Enter key, Tab twice, and type: 1. First major heading preceded by a quadruple space; all others preceded by a double space. Notice that the second line is not lined up properly. Depress the Numbering button on the HOME tab to line up numbered items. Outlines OL 4

173 Press the Enter key. The Numbering button you depressed automatically assumes you want to line up numbers and entered the next number for you (2.). Type: All major headings followed by a double space Press the Enter key, and type: 3. All subheadings single-spaced Press the Enter key three times to double space to the next section of the outline. Normally you would only press the Enter key two times, but one of the Enters was taken to turn off the automatic numbering. So, you needed two more. Following the same procedures as previously explained, finish the outline: II. HORIZONTAL SPACING A. Title of Outline Centered Over Line of Writing B. Major Headings and Subheadings 1. Identifying lowercase Roman numerals aligned at left margin or aligned on periods 2. Identifying letters and numbers for each subsequent level of subheading aligned below the first word of the preceding heading III. CAPITALIZATION A. Title of Outline Keyed in ALL CAPS B. Major Headings Keyed in ALL CAPS C. First-order Subheadings Keyed with all Major Words Beginning with Initial Caps Note (do not type): If this line flows to the next line, you can t press the Numbering button because it will add numbering. It would be best to set a Hanging Indent so the second lines will automatically line up, including those in subsequent sections. With your cursor in the line, move the bottom square until the second lines line up properly. D. Second-order Subheadings Keyed with First Word Only Using Initial Cap Note: FBLA-PBL allows Roman numerals to be either left or right aligned. To be right aligned, you would have to use the decimal tab. On the INSERT tab, click Header, select the Blank (Three Columns) header. Select the first placeholder and enter your name and assignment #OL-1. Select the second placeholder and enter the current date. Select the third placeholder and delete it. Close the Header & Footer. Click the File tab, click Save As. Select your USB Drive. Click the New folder button and create a folder called Homework Outlines. Press Enter. Double click the new folder and save as File name: #OL-1, and Print. Outlines OL 5

174 Assignment #OL-2, Creating an Outline Open a Word 2013 document. Create the outline below. Set tabs as necessary to line up each subheading as shown. Experiment with the tabs until you get it formatted similar to the outline given. Set Line Spacing to 1.0 and Remove Extra Space After Paragraph. Use a 2 top margin. Set fonts at Times New Roman, 12. Bold and center the title and subtitle. EQUIPMENT AND SOFTWARE Orientation for all Trainees I. EQUIPMENT 2 A. Computer 1. Drives a. Types (1) Hard (2) Floppy (3) USB (4) CD b. Capacity (1) Hard (2) Floppy (3) USB (4) CD 2. RAM B. Monitor C. Modem D. Mouse E. Printer F. Router G. Scanner 4 2 II. SOFTWARE A. System 1. Linux 2. Microsoft Windows 3. Macintosh OS III. APPLICATIONS A. Database B. Presentation C. Spreadsheet D. Word Processing Outlines OL 6

175 On the INSERT tab, click Header, select the Blank (Three Columns) header. Select the first placeholder and enter your name and assignment #OL-2. Select the second placeholder and enter the current date. Select the third placeholder and delete it. Close the Header & Footer. Click the File tab, click Save As. Save in the Homework Outlines folder as #OL-2, and Print. Assignment #OL-3, Creating an Outline with Right Aligned Roman Numerals Open a new MS Word 2013 document. To right align Roman Numerals, you need to set a decimal tab. The rest of the outline is keyed in as in the previous assignments 2 top margin, 1.0 spacing, and Remove Extra Space After Paragraph. Times New Roman, 12, fonts. On the horizontal ruler, click on the Tab button until you see the decimal tab. Press the Enter Key 5 times to create a 2 top margin. Click on the ruler at 2/8 to set a decimal tab for Roman Numerals. Click on the Tab button until you see the Left Align tab setting. You will use the Left Align tab setting for the rest of the tabs on the ruler. Set the Left Align tabs as necessary to create the outline on the next page. After the Heading, quadruple space down to the first section of your outline. Press the tab key and type the first Roman numeral: I. Continue with the outline. Always press the tab key first before entering a Roman numeral. Notice later how all the Roman numerals line up at the decimal. Outlines OL 7

176 MASTER PLAN FOR DEVELOPMENT AND SALE OF FLORIDA PROPERTIES I. FORT LAUDERDALE PROPERTIES A. Sunset Tract 1. Overview 2. Master Plan a. Short-term plan b. Long-term plan II. III. IV. MIAMI PROPERTIES A. Tract 1. Overview 2. Master Plan a. Short-term plan b. Long-term plan Orlando Properties A. Greenwood Tract 1. Overview 2. Master Plan a. Short-term plan b. Long-term plan Tampa Properties A. Salina Tract 1. Overview 2. Master Plan a. Short-term plan b. Long-term plan Follow the spacing in #OL-2 to finish. On the INSERT tab, click Header, select the Blank (Three Columns) header. Select the first placeholder and enter your name and assignment #OL-3. Select the second placeholder and enter the current date. Select the third placeholder and delete it. Close the Header. Save in the Homework Outlines folder as #OL-3, and Print. Now that you have finished the Outline section, you should make the AutoCorrect/ AutoNumbering as it was in the beginning: Turn on AutoCorrect/AutoNumbering. Click File tab, Options: Click on Proofing, click on AutoCorrect Options. Under Apply as you type, click to add a check to Automatic Numbered Lists. Click OK. Click OK on next window. (This will add back the automatic numbering, lettering, spacing, indenting, etc.) Outlines OL 8

177 OUTLINES QUIZ On a separate sheet of paper, write the letter that most correctly answers or completes the question. This is Assignment #OL-4. These questions may appear on a test. Follow teacher instructions for turning it in. 1. What is the top margin for an outline? a) 1 b) 1.5 c) 2 2. If the line spacing is set for single spacing, how many times do you press the Enter key to quadruple space after a heading? a) 4 b) 5 c) 3 3. If you need a ruler for your Word document, what main tab do you select. a) HOME b) VIEW c) PAGE LAYOUT 4. To deselect (undo the formatting) words that used Bold, Italic, or Underline, select the words and: a) Click the deselect button b) Double click the deselect button c) Click the Bold, Italic, or Underline buttons 5. In a Word document each mark on the ruler is: a) 1/16 b) 1/8 c) 2/8 6. All major headings in an outline are followed by: a) A single space b) A double space c) A quadruple space 7. Subheadings in an outline are: a) Single spaced b) Double spaced c) Quadruple spaced 8. To right align Roman numerals, you need to use a: a) Left Align tab b) Right Align tab c) Decimal tab Outlines OL 9

178 Job Search Skills Networking Creating Scannable Resumes Creating Cover Letters The Interview The References The After-Interview Follow-up Letter Job Search Skills JSS 1

179 JOB SEARCH SKILLS In many upper-level jobs, there are hundreds of people looking for every job. The employer s task is to eliminate most applicants in the search for the few that meet job requirements. Your task is to be so skilled and thorough that you are not eliminated at any step in the process. This chapter addresses the most important skills in the job search. If you follow the suggestions in this chapter, you will be well prepared to utilize good job searching skills to find the job you want. When you complete this unit, you will be able to: Use Networking Information Create Scannable Resumes Create Cover Letters Make a good impression in an interview Create a Reference Page Create Follow-up Letters after the Interview This is an example. Directions begin on the next page. Job Search Skills JSS 2

180 STEP 1 NETWORKING Networking with friends, neighbors, peers, competitors, church members, trade associations, professional groups, business associates, job fairs, club members, etc., is the method by which 8 out of 10 job seekers meet their new employer! When you view the job search websites presented in this chapter, pay particular attention to networking advice. 0.8% of jobs are filled by sending out resumes 4% of jobs are filled through State Employment Service 6% through professional agencies 10% by the job seeker without others help 65-80% is filled by Networking (Word-of-Mouth) Do Your Homework Targeting and Researching Employers: It is very important that you research each company you are interested in before you actually talk to employers. This is a part of networking. Find out about the company you are interested in by talking to their employees and by researching the company on the Internet. The two major reasons for this research are to: 1. Help you determine whether you really would be happy working for that company or not. 2. Help you present yourself as someone with initiative a trait high on the list to employers. Employers are always impressed with applicants who know something about the company and they aren t after just another job. When you look at the job search websites, pay particular attention to good sources to find clear and concise information about any company. Some of the Best Job Search Web Sites for Job Search: CAUTION! A great deal of time, money, and emotions can be wasted on the Internet. Be certain you concentrate on specific, relevant sites. The following are tried and proven quality sites there may well be others, but these are the best places to start. It would be a good idea to take notes. ajb.dni.us career.org careerbuilder.com careers.org careerjournal.com (Great for $80k and up) collegecentral.com collegegrad.com collegejournal.com dice.com fastcashathome.com (Work at home jobs) federaljobsearch.com flipdog.com hotjobs.com job-hunt.org (List of best job search resources) jobhuntersbible.com (The net guide: How to best use the web) Job Search Skills JSS 3

181 jobing.com jobs.com jobsfed.com jobweb.org (College students & recent college grads.) lawjobs.com medjobs2000.com (Medical jobs) monster.com (The Monster Board) paid-work-at-home.com (Work at home jobs) quintcareers.com (Take free job personality test) rileyguide.com salary.com snagajob.com topjobsusa.com usajob.com vault.com wantedjobs.com webcrawler.com worktree.com GOVERNMENT SITES azstatejobs.gov studentjobs.gov (U.S. official site of student Fed. jobs) usajobs.com (U.S. official site of Federal Gov. jobs) WHERE TO START The following are probably the best starting sites: monster.com rileyguide.com hotjobs.com dice.com flipdog.com careerbuilder.com worktree.com jobhuntersbible.com PERSONAL SEARCH AGENTS These sites search other job web sites for your criteria. Excellent time savers! Millions of jobs. careerbuilder.com careerxroads.com flipdog.com wantedjobs.com worktree.com STEP 2 SCANNABLE RESUMES After doing your research using the websites listed, and taking notes of ideas that you feel will help you (how to network efficiently, how to find information about the company you are interested in, how to have a successful interview, etc.) you are probably ready to write the resume. Approximately 90% of resumes are eliminated within 10 to 20 seconds! You have a better than 70% chance that your resume will be electronically scanned into a computer database. Later the data base is searched for key words. Only those resumes containing an exact match or hit of the key words will surface for consideration. The resume presented in this chapter is a scannable resume utilizing key words. DOs for Resume Writing: 1. Do realize that the upper 1/3 of the first page is the most important The Hot Zone! The first 7 to 20 seconds determines the impression you make with the employer. Be certain your strongest characteristics that are most important to the employer are listed first. 2. Do design your resume to be KEY WORD SCANNABLE. Even though the employer likes to see action verbs and short phrases as he reads your resume, he will type nouns in the computer search! The verb Supervised in the body of the resume will be Supervisor in the Profile section. Managed will be Manager, Directed will be Director. Job Search Skills JSS 4

182 3. Do keep your resume short. Try to keep your resume to one page. Two pages are ok if you have a lot of experience and need the room. 4. Do avoid gimmicks. No folders, No binders, No pictures, No colored paper, No colored ink. 5. Do use black ink on white paper. Use quality 24# bond paper. Highest quality printer. 6. Do write a cover letter. A resume should not go out alone. 7. Do state what you can do well to meet the needs of a future employer. The Obituary resume lists activities at former and current employers. DON Ts for Resume Writing: (Make Your Resume Readable to the Computer.) 1. Don t use fancy fonts: stick with basic fonts, Arial is best. Avoid italics and underlining. 2. Don t use vertical and horizontal lines, brackets, asterisks, quotation marks, parenthesis, hollow bullets, slashes, putting a space before and after a hyphen. 3. Don t arrange anything in columns, no full or right justification. 4. Don t fold, staple, or paper clip. If you mail it use a large envelope with a cardboard insert. 5. Don t include dates if they work against you. Instead you might consider substituting a summary statement such as over ten years combined experiences in sales. 6. Don t include personal information. Age, marital status, height, weight, the state of your health or your nationality has no place on today s resume. 7. Don t include salary history unless asked for. You may either confront the issue directly at the job interview or state in your cover letter, My salary history is competitive. 8. Don t include references. However, have them available in your briefcase at the interview. 9. Don t lie. If you get caught in even a small lie, it could wipe out every good thing you have done. Be warned: There are verification services whose sole purpose is to verify resumes. Writing the PROFESSIONAL PROFILE of the Resume (for Assignment #JSS-1): The PROFESSIONAL PROFILE lists as many key words as you can verify in an interview. The Sample Skills List that follows is a list of job skills you can use in the first two sections of your resume or your cover letter. Browse through the list and find ones that apply to you or remind you of a skill. A good resume should be able to identify at least 24 that you can use in the PROFESSIONAL PROFILE section. The more that you can identify, the better chance you have of your resume being read. Writing the EXPERTISE SUMMARY of the Resume (for Assignment #JSS-1): This is the section where you expand on your keywords and verify them. Writing the PROFESSIONAL EXPERIENCE of the Resume (for #JSS-1): List the job you held first, then the firm name and city and state, and general dates. Writing the EDUCATION/CERTIFICATION of the Resume (for #JSS-1): List your degree or certification, school, city and state Job Search Skills JSS 5

183 SAMPLE SKILLS LIST. Try to identify at least 24 that you can use in the PROFESSIONAL PROFILE section of your Resume. Notice there is a period after each one. 10 key. 60 wpm typing. Account. Accounts receivable. Accounts payable. Administrate. Administrator. Advertising. Adobe Acrobat. Advertising. Aerospace. Agriculture. Aircraft. Analyst. Analysis. Appraise. Artist. Assembly. Asset. Assistant. Audio. Audit. Automotive. Back office. Banking. Bi-Lingual in Spanish. Billing. Bookkeeper. Budget. Business. Buyer. Caregiver. Cashier. CDL. CEO. Certified Certification. Child care. Claims. Clerk. Client base growth. Client base expansion. Client Retention. Coaching. Collateral. Commercial. Communications. Comptroller. Computer. Construction. Consult. Consulting. Contract. Coordinate. Coordination. Correctional. Counseling. Counter. Courier. CNA. CPA. CPR. Creative. Credit. Custom. Customer service. Database. Data entry. Delegate. Design. Develop Direct Director Display Driver Electric Electronic Enforce Engineer. Entrepreneur. Estimate. Evaluation. Event coordination. Executive. Exhibit. External. Fabrication. Filing. Finance. Fitness. Forklift. Fund. Graphic Guest. Hardware. Health. Healthcare. Hospitality. Human Relations. HVAC. Industrial. Installation. Instruct. Insurance. Internal. International. Interviewing. Inventory. Investment. Labor. Laboratory. Law. Lead. Leader. Legal. Liaison. Loan. Machine. Mailroom. Maintenance. Manage. Manufacture. Market. Marketing. Marine. Materials. Mechanic. Mechanical. Media. MBA. MS Access. MS Excel. MS PowerPoint. MS Word. Multi-media. Negotiation. Office. Operator. Ophthalmology. OSHA. Paint. Paralegal. Payroll. Pharmaceutical. PhD. Phlebotomist. Phone. Planning. Plant. Point of Purchase. Preparation. President. Process. Product Professional. Project. Promotion. Property. Public. Publicity. Publisher. Purchase. Purchasing. Quality. QuickBooks. Real estate. Reception. Records. Recruiting. Relations. Rent. Rental. Repair. Representative. Research. Resource. Retail. Retention. Revenue. RN. Risk. Safety. Sales. Schedule. Secretary. Security. Seminar. Service. Software. Speaking. Stocker. Strategies. Supervise. Supply Support. Survey. System. Tailor. Teacher. Team. Technical. Technician. Telemarketing. Telemarketer. Teller. Test. Textile. Tools. Trade. Training. Transportation. Trust. Underwriter. Video. Warehouse. Wholesale. Welder. Job Search Skills JSS 6

184 Assignment #JSS-1. Copy the Following Scannable Resume You will later be asked to create one of your own. Use Arial, 12, fonts. Name Heading should be font size 14. Bold centered headings. Margins no less than (Set Margins: Page Layout tab, click on Margins button, and select Moderate which is the 4 th selection.) One-page resumes are best, two pages are ok if you are brief and still have so much experience and education that you need two pages. Bullets: solid. Don t include the comments in parenthesis. STUDENT FIRST AND LAST NAME, #JSS East Sunset Drive Chandler, Arizona Cell: PROFESSIONAL PROFILE (Be able to talk about each one of these skills in an interview. Check the Sample Skills List and brainstorm with a friend and identify as many skills as you can.) Administrative Assistant. Executive Secretary. Supervisor. Bilingual Spanish. Type 80 WPM. 10-Key Data Entry. Computer Proficient. Microsoft Office. Microsoft Word Excel Access PowerPoint Microsoft Word Excel Access PowerPoint Document Formatting. Database Management Systems. Accounts Payable. Trainer. Customer Service. Compose Correspondence. Filing. Proofreading. Shipping and Receiving. Scheduling. Radio Operator. Dispatcher. High Integrity. Dependable. Writer. Job Descriptions. Teacher. Public Speaker. Supervisor. EXPERTISE SUMMARY 2 or 3 (Expand on as many key words as you can from your PROFESSIONAL PROFILE.) 20 years experience as an Administrative Assistant, Executive Secretary and Secretary composing correspondence, filing, Database Management Systems Type 80 WPM accurately 10-Key 14,000 SPH in Accounts Payable Proficient in Microsoft Office 2003 and 2007 Trainer for Document Formatting and Customer Service Writing and proofreading job descriptions and office correspondence Supervising office staff and assuring compliance with policies and procedures Teaching public speaking in delivering department reports and customer service Proficient in Spanish Creating schedules for the Shipping and Receiving Department Radio Operator for verifying schedules in Shipping and Receiving Department Integrity Eagle Scout, take money to and from the bank, make deposits Dependable Always on time for work and meet deadlines Job Search Skills JSS 7

185 PROFESSIONAL EXPERIENCE (Most recent experience first) Office Manager, Water Resources, City of Chandler, AZ 1996 Present Executive Assistant, Water Distribution, City of Chandler, AZ Administrative Assistant, McDonnell Douglas, Mesa, AZ Executive Secretary, Williams Air Force Base, AZ Shipment Clerk, Traffic Management, Williams Air Force Base, AZ Executive Secretary, Civil Engineers, Williams Air Force Base, AZ EDUCATION/CERTIFICATION (This title is at the bottom of the previous page. Press Enter a few times until it is on page 2, OR select Insert Tab, Page Break.) Bachelor s Degree in Accounting, Arizona State University, Tempe, AZ Formal training in all major computer software programs, Mesa Community College, Mesa, AZ, 1988 to present Attended seminars and training provided by my employer in Decision Making, Data Management, Effective Writing, Proofreading, Equal Employment Opportunity, Leadership, Customer Relations, Verbal Communication, 1988 to present CPR certified Place Name and Page Number on Second Page When you have two pages for a long and well-documented resume, it is a really good idea to put your name and page number on the second page so the pages don t get separated. Open a Word document. Select the Insert tab. Click the Page Number button. Select: Top of Page. Select Plain Number 3 style. Job Search Skills JSS 8

186 Your cursor is before the page number. Type your first and last name, comma and a space, type the word Page. Press the Spacebar once. (Student Name, Page 2 will show on 2nd page. Double click in the header area (about 1/2 inch from top of your document); this opens Header & Footer Tools in the Design tab. Be sure there is a check in Different First Page so a heading will not show on the first page.. Close the Header & Footer. Your name and page number should show only on Page 2. Click the File Button, click Save As. Check the Save in: area. Click on the New Folder icon Create a folder called Homework Job Search Skills. Save file as #JSS-1, and Print. Assignment #JSS-2. Create your own Resume Follow the main headings above to create your own resume. Put your name in the Heading. Try to create a resume you could use to look for a job or to look for a better one. Use the same directions as #JSS-1 for fonts, margins, etc. If you haven t had much job experience, list skills learned in school. Save as #JSS-2 in the Homework Job Search Skills folder, and Print. STEP 3 COVER LETTERS TO ACCOMPANY RESUMES A well-written cover letter projects the following four objectives: 1. This is what I know about you and your company. (I ve done my homework!) It offers the opportunity to clearly state why this organization is of interest to the writer. 2. Here is how I ll fit in and fill the open position. (I can help solve your problems.) It gives the writer an opportunity to direct attention to specific skills important to the company. 3. This is when I will contact you to arrange the best time for our interview. (Very assertive but not obnoxiously aggressive!) It provides an opportunity to control further communication and follow through between the writer and the recipient. Job Search Skills JSS 9