POFT 2301 INTERMEDIATE KEYBOARDING LECTURE NOTES

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1 INTERMEDIATE KEYBOARDING LECTURE NOTES Be sure that you are reading the textbook information and the notes on the screen as you complete each part of the lessons in this Gregg Keyboarding Program (GDP). Each part of the drill work will be graded for completeness. Use the Drill Assignment Sheets to complete each set as shown and then follow the Printing Directions handout to help you print your lesson assignments. Remember to do your best on each 5-minute timed writing and try to have 5 or fewer errors at your highest speed. Carefully follow the directions in the Word 2010 Manual as you are using Word This Manual will be an easy reference as you are learning and using Word Use the handy index on the back cover to quickly find a particular item. You will have available all of the lessons using the Word 2010 Manual starting with Lesson 21. Read the information and complete the practice assignments if you need to learn the command or refresh yourself on the commands needed to complete the assignment. Refer to the handout, Creating and Printing Documents Using Word 2010 With Gregg Keyboarding when you are creating, scoring, editing, and printing the Word assignments. Please ask an instructor for help until you learn the procedure. Notice that you will not be completing the lessons in order. Refer to your assignment sheets to complete a unit of work: correspondence, reports, and tables. When all of the assigned documents in each unit have been graded and returned, ask an instructor for a test on that unit. You will be able to complete your assignments in the classroom and any other place that has Internet access. Remember that you are required to attend class on campus at least four (4) hours per week to complete your assignments, get help from an instructor, print, and submit your work for grading. Exams will be given in the classroom only after all of the assignments in a particular unit have been graded. You will need to save your work on a flash drive if you will be completing your work somewhere other than in the classroom. Proofread carefully since all of the Word documents are worth 100 points each and 10 points will be deducted for any typographical or formatting error. Each week you should complete one Drill Assignment and Task Assignment Sheet. It is fine to get ahead, but don t get behind! Work hard and proofread carefully. Directions for Identifying Your Work: Be sure to follow the examples and the formatting directions given in your textbook when creating the required documents. Proofread carefully and add your initials and the filename where you see urs. (For example, mt/correspondence 26-3.) Notice how important it is to include your initials, since they are the only different factor that identifies your work from that submitted by another student. Even though the program will count your name and filename as an error, points will not be deducted. When you are creating reports and tables, you should add this information to those documents one blank line below the last line of text. MEMORANDUMS A memo is sent from one person to another within a company. is becoming more popular, but a memo still is used in many businesses since it can be more detailed and is more formal. Look at the example on Lesson 29H in Part 2, Unit 6, of the GDP program and click on Next in the bottom right-hand corner to read 29I and J. You can see another example in the Word 2010 Manual or the text on page R-4. Notice that the memo starts 2 inches from the top of the page. You will need to touch Enter 5 times to start on the 2- inch line. Right click on the [Page 1 of 1] at the bottom of the screen and then click on Vertical Page Position to see the position of the insertion point on the Status Line. You will have to turn this feature on each time you enter Word on campus. Headings are keyed in all caps and are bold. The text in the headings aligns on a tab that is automatically set by the Word program. (Tabs are set as a default at ½ inch.) The body is keyed at the left margin with no paragraph indentions. Touch Enter two times to double space between the paragraphs of the document and leave one blank line. At the end of the document, key your initials and the document filename. If something is attached to the memo, key Attachment directly below the reference initials and document filename. If someone else is to receive a copy of the memo, a c: and the name of the receiver will follow the initials and attachment notation. Page 1 of 6

2 MESSAGES An message is a business document. It should be written concisely and accurately using complete sentences, capital letters, and correct format. It is very important to proofread each document carefully before it is sent. You can send the message to several people or others can be copied. Part 2, Unit 6, Lesson 25, Sections E and F, show you examples and information about creating an message. You will key the messages and print in Word. Since our College does not use Outlook as its carrier, you will not actually send it. Each program will look a little different, but the concepts for formatting will be the same. Be sure to study the example on page R5 in your text or Word 2010 Manual. BUSINESS LETTERS Block-style. This style of letter is the most common one used in business. All of the lines start at the left margin. Look at the example on page R-3 in the Word 2010 Manual or the textbook. Notice the titles and descriptions that are given. You should know the names of each of these parts and what is included in them. Part 2, Unit 6, Lesson 26, starting with 26D, shows you the parts of a business letter and the spacing required. Section 26-E gives directions for you to follow, if needed. Letterhead. A letterhead may include a logo as well as the name, location, and other important information about the company. Date. Always use the complete month, day, and year format. This should be keyed 2 inches from the top of the paper. (Click with your right mouse on [Page 1 of 1] in the Status Bar of the Word screen. Choose Vertical Page Position. The position of your insertion point will show on the Status Bar.) Inside Address. The name and address of the party receiving the letter is contained in this section. There should be three blank lines between the date and this address. Turn on the Show/Hide option to see the blank lines. These symbols will not print, but are a good help for proofreading. Salutation with Standard Punctuation. This is the opening greeting and ends with a colon. Body. This is the message of the letter. There should be one blank line (a double space) between each paragraph. Complimentary Closing with Standard Punctuation. Closing farewell followed by a comma. Writer s Identification. This includes the name of the writer including the title and three blank lines below the Complimentary Closing. When a man is writing the letter, Mr. is not necessary. Mrs., Miss, or Ms. is appropriate for a woman writing the letter. The title may follow the name and a comma, or the title can be on a separate line. Remember that you will not sign someone else s name. You would only sign if YOU were the writer. Reference Initials. Leave a blank line after the writer s identification for the initials of the person keying the document. (Remember to add the document name for our class purposes.) Ending Information. This section would include the reference initials and may include one or more of the following: Enclosure showing that something is included with the letter; Attachment if the item is physically attached to the document. If a copy of the letter is sent to another person, key c: and a space and then the person s name on a line directly below the reference initials. The copy notation would follow the Attachment notation if there is one. You would need to print an extra copy and send it to this person. If there is more than one copy needed, you can show those names on one line with a comma and space between them, or in a list. Lists. Items that are listed with numbers or bullets are called enumerated items and are shown in a list. These bullets or numbers call attention to the items and usually show a sequence. If the sequence is important, you should use numbering, not bullets. You should have a blank line before and after the list. The items will automatically be indented by the Word 2010 program one-half inch from the left margin. Use single spacing for all items in the list. Lesson 33 in the Word 2010 Manual shows you the steps to use this feature. Indented Displays. Letters, memos, and reports can have paragraph information that should be emphasized by indenting from both sides of the margins. Indention is used instead of including the text in quotation marks. There Page 2 of 6

3 should be one blank line before and after this information. Lesson 44 in the Word 2010 Manual shows the steps to format indented paragraphs. Block-style Letter Directions. When keying a block-style letter, be sure to start at line 2 inches from the top of the page. Key the date and press Enter 4 times to leave three blank lines. (To check the number of blank lines, turn on your Show/Hide symbols on the Home tab.) Key the inside address. Key the salutation and a colon. Press Enter 2 times to leave one blank line. If there is a subject line, it is typed a double space below the salutation. Key the body of the letter single-spaced with a blank line between the paragraphs. Remember that all lines start at the left margin. Press Enter 2 times to leave one blank line and key the complimentary closing and a comma. Press Enter 4 times to leave 3 blank lines to give space for the writer to sign. Key the writer s identification, press Enter 2 times, and key your reference initials and the document filename. Add any additional information, such as attachment or copies, if needed. Modified-Block Business Letter. Another popular letter style has the date and closing lines starting at the centerpoint on line 2 inches from the top of the page. Since the margins create a 6 ½ inch writing line, the center of the line would be 3.25 inches. A left tab should be set at 3.25 inches, for the date, complimentary closing, writer s name, and title. The rest of the document s lines will start at the left margin. Use Lesson 45 in the Word 2010 Manual to learn how to set tabs. Be sure to look at the example on page R-3 in the Manual and textbook. Go through the steps in 45E and F to see an example and read directions for formatting this style of letter. Personal-Business Block-Style Letters. This letter type would have the same general format as a block- or modifiedblock style, but would include the address of the writer below the writer s name. Unless it is a letter typed by you with your name in the signature line, you should place your reference initials on the document. For class purposes, please always add your initials and the document filename. Multipage Letters. Letters can be either block or modified-block in style. The format will be the same, except that the text will go to two pages. Be sure to add a page number to the top right of the second page. Page numbers should not show on the first page of a letter. Review page numbers in Lesson 32 of the Word 2010 Manual. Word will automatically move to the second page as you are keying text when the first page is filled. Widow and orphan control is automatically on so that there will not be one line of a paragraph at either the bottom of one page or the top of another. You should always have at least one full line and part of another line at the top of page 2. There should be text and a page number as well as the closing lines on the last page. You can also insert a page break if necessary. The proofreading marks are on page R-14. Special Features for Correspondence. Be sure to read the information on page 257 and 258 before you create the documents in Lesson 67. This information will also be on the computer screen starting with 67G. Complete the Practice in the Word 2010 Manual as directed. You will be creating letters using multiple addresses, on-arrival notations, letters with lists, and a subject line. Lesson 68 will introduce you to several more special features found in correspondence. Be sure to read and practice the sections of this lesson that explain company names in closing lines, delivery notations, blind copy notations, and postscripts. TABLES Tables are an easy and very readable way to show information. Notice the example on page R-13 in your text and Word 2010 Manual and the descriptions for the sections. Tables have vertical columns labeled by letters; rows with numbers. Where the columns and rows intersect is called a cell. You should go to Part 2, Unit 8, starting with Lesson 36D to see a table on your screen, to see the descriptions of the parts, and to study the formatting required. More directions on tables continue in Lesson 37, 38, and 39. A document that only contains a table should always have the extra white space removed with autofit to contents, and be centered vertically and horizontally on the page. Title. This will appear in a merged cell at the beginning of the table and describes the table s contents. The title should be 14 points, all caps, bold, and centered. Page 3 of 6

4 Subtitle. The subtitle will be entered and bold in upper-and lowercase letters below the title. There should be a blank line before the rest of the table begins. Column headings. Center and bottom-align all column headings. Column entries. Left-align text entries and right-align number column entries. Capitalize the first words and proper nouns. Borders. These are the lines that show on a table. Borders can show in selected rows, or tables can have none at all. Autofit to contents. Use the word processing command to take away the extra white space in the table. Horizontal center. Use the word processing command to center the table between the left and right margins. Vertical center. Use the word processing command to center the table vertically on the page. Merge cells. Two or more cells are joined together. Split cells. A single cell may be split (divided) into two or more cells. Borders. Tables automatically have borders. All or part of these may be removed. After borders are removed, you may still see grid lines. These grid lines do not print, but show you cell boundaries. Use Print Preview to see how a table will look when printed. Cell formatting. Text or numbers in cells may be bold, italicized, or may use any font. Cell alignment. Text should usually be left aligned and numbers right aligned. Autofit to contents. This command adjusts the width of cells to the width of the longest item in each column, removing the extra white space. Table alignment. Tables are automatically aligned at the left margin. When a table is the only item on a page, it should be centered vertically and horizontally after using autofit to contents. If you have not created tables in Word before, or need a review, you should go through the assignments in Lesson 36 to Lesson 39 in the GDP program. You will learn about all of the above items. More assignments on tables will show you how you can customize any table. You will also learn how to choose a table style that adds color and shading to it. Be sure to notice how to move your insertion point in the table, not with Enter, but with the tab key, arrow keys, or the mouse. When you use the Enter key, the row expands to a larger size. Tables can also be included in a letter, memo, message, or a report. The table should have a blank line before and after the table and should follow all of the standard guidelines for creating a table. Be sure to always read the directions when you are creating these documents so that you know whether the borders are to be removed or not and any other special formatting is needed. Since the table is a part of another document, it will not be centered vertically on the page. REPORTS In this unit, many different reports will be created. Be sure that you are reading the text and practicing the Word commands in the Word 2010 Manual to complete each report accurately. Be sure to notice which reports start at 2 inches from the top of the page. Lesson 31 in Part 2, Unit 7, shows an example of a business report on the screen. Click on Next to continue reading about the formatting and use the practice if you would like to. A business report is shown on page R-8 in your text and in the Word 2010 Manual. Be sure to review the descriptions for the parts of the document. A report may contain all or some of the parts shown below. A business report is typed single spaced with all lines at the left margin except the title. Title. The title shows the subject of the report. It is typed 2 inches from the top of the page, bold, all caps, 14-points, and centered. Single-space a title that is two lines. Subtitle. This is a secondary title which is centered, bold, and typed in upper- and lowercase letters one blank line below the title. Byline. The name of the writer is centered, bold, and one blank line below the last line. Page 4 of 6

5 Date. The date of the report is bold, centered, and typed one blank line below the previous line. Body. The text of the report is single-spaced with one blank line between paragraphs. It may include indented text, lists, tables, or other information. Side heading. This is a major subdivision of the report. It is typed in all caps, bold, and at the left margin. Paragraph headings. These are minor subdivisions typed at the left margin in bold, upper- and lowercase letters, and followed by a period. The text of the paragraph follows on the same line. Page numbers. A page number should be at the top right of every page except the first of a multipage report. The second page of a report will start at 1 inch from the top of the page. There should always be at least two lines of a paragraph at the end of a page and one full line and a partial line carried to the next page. This is called widow/orphan protection and is automatically turned on. Left-bound Reports. In order to have a larger amount of white space for binding a report, it is helpful to change the left margin to 1.5 inches; the right margin stays the same. Footnotes. References in the text to quoted material are shown by footnotes. There are different kinds of sources and formatting, but you will only practice one type in this class. Review inserting footnotes in Lesson 46 in the Word 2010 Manual. ACADEMIC REPORTS An academic report is double-spaced and has paragraphs indented one-half inch from the left margin. Study the example on page R-8 in the Word 2010 Manual or in your textbook. The items are named the same as the business report, but the formatting is different. Be sure to note the differences. TITLE PAGE This document is the first page of a report that tells the name of the report and many other important items. You will insert a predesigned title page. TABLE OF CONTENTS This document will show the major and minor sections of a report and the page numbers where they will be found. You should review setting dot-leader tabs in Lesson 50 and complete the practice before creating the document. BIBLIOGRAPHY Review using hanging indents in Lesson 49 in the Word 2010 Manual to create the bibliography entries. ITINERARY An itinerary is an outline of a trip that provides a traveler with information regarding transportation, meeting dates and times, accommodations, and dining arrangements. The itinerary may also include information for the traveler about items to be included in a meeting, special documents to have available, or people that he or she may meet with. This document will be made with a table. Be sure to adjust the column widths so that the information is easily read, and the left column should be smaller than the right. You will adjust the column margins by dragging the line between the columns to manually adjust the space between them. The information in the first column should not wrap, but it can be shown on more than one line if it makes it more balanced. Be sure to ask an instructor if you need help. If possible, an itinerary should be one page in length. If an itinerary goes to two pages or more, a page number should appear in the upper right-hand corner of all but the first page. AGENDA An agenda is a list of the topics that have been planned for a business meeting. The agenda may be very formal with details on names, times, rooms, etc., or informal with general topics, depending on the type of meeting. Be sure to use the numbering feature. Page 5 of 6

6 MINUTES OF A MEETING The minutes report the actual events of the meeting. This report may be very detailed giving names of persons making motions, the second to a motion, and the exact words of the motion or the report could be very general. These details will be determined by the committee or other company representatives. PROCEDURES MANUAL These manuals are prepared in businesses to help the employee easily find procedures or methods for accomplishing tasks. The manual should be placed in a central location for many employees to use or it may be only on one person s desk. The employee can refer to this manual for formatting information, contact information, or steps in completing a task. You will be inserting headers and footers as well as page numbers in these documents. Be sure to read and practice the appropriate lessons. MAGAZINE ARTICLE Magazine articles will be formatted using a two-column format. Follow the directions in the lesson to learn about columns and hyphenation. You will be formatting the columns to be justified. This means that the text will appear even on both sides because Word adds additional space between the words. To eliminate some of the extra white space, hyphenation is used. Be sure that you are following standard hyphenation rules. If you do not want to automatically hyphenate the entire document, you can manually hyphenate words at the end of a particular line. Use an optional hyphen, Ctrl + hyphen, to hyphenate words. This command hyphenates a word at the end of a line, but it only shows and prints if it is in the right margin. To have the last page of the columnar text be balanced, insert a continuous page break (Page Layout tab, Breaks in the Page Setup group, Continuous) at the end of the last line in the document. Be sure to always touch Enter at the end of the last line of the document. MEMO REPORTS Memo reports are generally longer than other memos and used rather than preparing a cover memo and attaching a report. A memo report will have the same formatting as a regular memo, it will just be longer than other memos that you have created and will need a page number on all but the first page. SPECIAL DOCUMENTS Follow the directions on the Task Assignment Sheets. Be sure to proofread carefully since these documents are graded differently! Revised 06/2014 Page 6 of 6