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Document Processing. Keyboarding Objective 4.01 – Implement paragraph formats. Horizontal Centering Using the menu bar. 1. Access the Format menu bar option. 2. Select the Paragraph option. Horizontal Centering Using the menu bar. 3. Choose Centered alignment from the Paragraph window.

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Document processing

Document Processing

Keyboarding Objective 4.01 – Implement paragraph formats.


Horizontal centering using the menu bar

Horizontal CenteringUsing the menu bar

1. Access the Format menu bar option

2. Select the Paragraph option


Horizontal centering using the menu bar1

Horizontal CenteringUsing the menu bar

3. Choose Centered alignment from the Paragraph window


Horizontal centering using the tool bar

Horizontal CenteringUsing the tool bar

Click on the Center alignment button on the tool bar


Vertical centering

Vertical Centering

1. Select Page Setup from the File menu bar option


Vertical centering1

Vertical Centering

2. Select the Layout tab from the Page Setup window

3. Choose Center alignment from the Vertical alignment list


Document processing1

Document Processing

Keyboarding Objective 4.02 – Implement paragraph formats.


Paragraph formats

Paragraph Formats

Block style – all lines of text are aligned with the left margin

  • the first line of a paragraph isnot indented

  • commonly used when formatting letters and memos

Indented – the first line of a paragraph is indented

  • use the Tab key to indent paragraphs

  • commonly used when formatting reports

Example:

XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX

Example:

XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX


Paragraph formats1

Paragraph Formats

Hanging indent – a temporary left margin that indents all lines except the first line of text

  • the first line is flush with the left margin; each additional line is indented

  • commonly used when citing bibliography sources

Example:

XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX


Horizontal centering

Horizontal Centering

  • When text is centered between the left and right margin

  • Commonly used

    when formatting:

    • Invitations

    • Announcements

    • Title pages

Lets Hoop It Up!!!

Participate in our

Hoops For Heart

Campaign to help raise money for the

American Heart Association

February 27-March 3, 2006

See your PE teacher for more details.


Horizontal centering using the menu bar2

Horizontal CenteringUsing the menu bar

1. Access the Format menu bar option

2. Select the Paragraph option


Horizontal centering using the menu bar3

Horizontal CenteringUsing the menu bar

3. Choose Centered alignment from the Paragraph window


Horizontal centering using the tool bar1

Horizontal CenteringUsing the tool bar

Click on the Center alignment button on the tool bar


Vertical centering2

Vertical Centering

  • When text is centered

    between the top and bottom

    margin

  • Commonly used when

    formatting:

    • Invitations

    • Announcements

    • Title pages


Vertical centering3

Vertical Centering

1. Select Page Setup from the File menu bar option


Vertical centering4

Vertical Centering

2. Select the Layout tab from the Page Setup window

3. Choose Center alignment from the Vertical alignment list


Memorandums and letters

Memorandums and Letters

Keyboarding Objective—4.03

Apply correct memo and letter formats.


What are memorandums

What are Memorandums?

  • A memorandum is a short message from one person to another in the same business or organization.

  • Memorandums are usually referred to as memos.

  • Memos have no salutation line and no signature area at the end.


Memo formatting rules

Memo Formatting Rules

  • Use a standard font style and font size i.e. Times New Roman/Arial and 12 point font.

  • Single Space within paragraphs and double space between paragraphs.

  • All parts of the memo begin at the left margin, including paragraphs. (Block Style Format)

Margins:TM-2inchesRM-1inch

BM-1inchLM-1inch


Document processing

Memo headingthe formal memorandum uses A special heading, sometimes preprinted on stationery. Typically, words in the memo heading are keyed in ALL CAPS, bold, followed by A colon, and double spaced as follows:

TO:(Reader’s name)

FROM:(Author’s name)

DATE:(Complete and current date)

SUBJECT:(What the memo is about)


Keying formal memos

Keying Formal Memos

2”

TO:Tab Tab Receiver’s name

(DS)

FROM:Tab Author’s name

(DS)

DATE:Tab Current date

(DS)

SUBJECT:Tab Memo topic

(DS)

Body-Message of the memo

(DS)

Typist initials

  • The memo heading should by keyed in all capital letters, bold, and followed by a colon.

  • Use the tab key to align information following the memo heading.

  • When keying the body, single space within paragraphs and double between paragraphs.

1”

1”

1”


Parts of a memo

Memo heading

Memo body

Typist initials

Parts of a Memo


Notes to remember

Notes to Remember!

  • If someone other than the writer of the memo keys the memo, typist initials should be included.

  • Typist initials are keyed in lower case with no space and no punctuation.

  • If you have an attachment or enclosure notation, double space after typing typist initials and type “Enclosure” or “Attachment.

    • Enclosure-Something is included with the memo.

    • Attachment-Supporting document is attached by a paper clip, staple, etc.

  • If someone in addition to who the memo is originally written will be receiving a copy of the memo, include a copy “c” notation.


Types of letters

Types of Letters

Personal—Business Letter

  • A personal-business letter is a letter that is sent from an individual to a person or business/organization.

Business Letter

  • A business letter is sent from a business or organization to another or to an individual.

  • Business letters are usually keyed on letterhead. The letterhead can consist of the business’ name, address, phone/fax/email, and logo.


Major parts of a letter

Major Parts of a Letter

  • Return Address-the address of the person writing the letter. Letterhead if the letter is from a business.

  • Dateline-Complete and current date.

  • Letter Address/Inside Address-the address of the person receiving the letter.

  • Salutation-the greeting of the letter. Example: Dear Sir or Madam:

  • Body-the message of the letter.

  • Complimentary Close-the ending of the letter. Example: Sincerely yours,

  • Keyed Name-the authors typed name.

  • Handwritten Signature-the author signs the letter after it has been printed.

  • Typist Initials-initials of the typist..


Formatting a letter

Formatting a Letter

Margins:TM-2inchesRM-1inch

BM-1inchLM-1inch

  • Paragraphs should not be indented in this style of letter.

  • Use a standard font style and font size i.e. Times New Roman/Arial and 12 point font.

  • Single Space within paragraphs and double space between paragraphs.

Block Style is one method of formatting a letter. In this style of letter writing all parts of the letter are keyed at the left margin.


Document processing

Return address

Letter address

Body

Date

Salutation

Complimentary Close

Enclosure notation

Writer

Parts of a Block Style Letter

Copy Notation—key a DS after the last line of the letter.


Punctuation styles

Punctuation Styles

Open Punctuation

  • There is not a colon or comma in the salutation and there is not a comma in the complimentary closing.

Example:

Dear Ms. Smith

Sincerely yours

Example:

Dear Ms. Smith:

Sincerely yours,

Mixed Punctuation

  • A colon is in the salutation and a comma is in the close.


Personal business letter with mixed punctuation

Return Address:

The personal-business letter uses the return address with the dateline a single space beneath.

Mixed Punctuation:

The colon is keyed in the salutation and the comma is keyed in the complimentary close.

Personal—Business Letterwith Mixed Punctuation


Business letter with open punctuation

Letterhead:

The business letter uses letterhead instead of a return address, which consists of the business’ name, address, phone/fax/email, and logo.

Open Punctuation:

The colon is not keyed in the salutation and the comma is not keyed in the complimentary close.

Business Letter with Open Punctuation


Special letter parts

Special Letter Parts

  • Typist initials are used when someone other than the author types the letter. Typed a DS below the writer’s name, in lowercase letters, with no space or punctuation.

  • Enclosure notation is used when additional items are included in the envelope with the letter.

  • Attachment notation is used when additional items are clipped, stapled, etc… to the letter.

  • Copy notation is used when a copy of the letter is sent to someone in addition to the addressee/letter address.


Block style letter with special parts

Block Style Letter with Special Parts

  • Typist Initial Typed a double space below the author’s keyed name.

  • Enclosure Notation Typed a double space below the typist initials.

  • Copy Notation Typed a double space below the enclosure notation.


Notes to remember1

Notes to Remember!

  • A personal business letter is correspondence sent from an individual to a person or organization.

  • A business letter is correspondence sent from a business to another business or to an individual. Because letterhead stationery is used, the return address is not keyed.

  • The top margin is usually 2“, side and bottom margins are typically 1".

  • Block format is one style of writing for personal-business and business letters in which all parts of the letter begin at the left margin.

  • Typist initials are the initials of the typist and are used when someone other than the writer prepares the letter. Lowercase letters are used, with no space, and with no punctuation, appearing a double space below the signature.

  • Enclosure/Attachment and Copy notations appear a double space below the typist initials.


Tables

Tables

Keyboarding Objective—4.04

Apply correct table format.


What is a table

A table is a grid of rows and columns used to display and organize information.

What is a Table?


Creating a table

Cell

Columns

Rows

Gridlines

Creating a Table

  • Tables are created by defining the number of rows and columns that will be needed to enter information.

  • Rows show the horizontal arrangement of data.

  • Columns show the vertical arrangement of data.

  • Cells are the boxes that are formed as the row and column intersect.

  • Gridlinesare the vertical and horizontal lines in the table.


Formatting a table

DS

Center the main title in all capital letters and bold.

Right align number entries.

Left align or center text entries.

Key the $ symbol in the first entry to show currency.

DS

Center the secondary title in initial caps and bold.

Center and bold column headings.

Left align the source note under the table, which identifies the source of the information in the table.

SS or DS between table entries (body).

Formatting a Table

EAST MIDDLE SCHOOLCareer and Technical Education


Parts of a table

Secondary Title

Main Title

Column Headings

Body

Source

Parts of a Table

Key the $ symbol in the first entry to show currency for the number entries.

Key the $ symbol with total entries to show currency.


Inserting tables

Equal top and bottom margins

Equal left and right margins

Inserting Tables

  • If the table is the only object on the page:

    • Center the table vertically, leaving equal top and bottom margins.

    • Center the table horizontally, leaving equal left and right margins.

    • For best results use automatic vertical and horizontal centering features in your word processing software (if available).


Inserting tables1

DS

DS

Inserting Tables

  • If the table is inserted between text:

    • Double space above and below the table.


Table notes to remember

Table Notes to Remember

  • Center the main title in all capital letters and bold.

  • Double space after the main title.

  • Center secondary titles in initial caps, and bold.

  • Double space after the secondary title.

  • Center align and bold column headings.

  • Single or Double space is appropriate between entries.

  • Text entries may be aligned on the left or centered.

  • Numerical entries are usually right aligned.

  • The source note should be left aligned under the table.


4 05 apply correct report format

4.05 Apply correct report format.


What is a report

  • Example:

  • A business report might be used to present information to assist in decision—making of a business related problem.

  • An academic report would be used to present information about the United Kingdom for social studies class.

What is a Report?

Reports are used to present your research on business and academic topics.


Types of reports

Types of Reports

Unbound Reports

  • Short reports that are prepared without binders or covers.

  • If more than one page, held together with a staple or paper clip.

Left Bound Report

  • Longer reports prepared with binders.

  • Left margin is wider (1.5”) to accommodate binding along the left margin.

  • Top Bound Report

  • Top margin is wider to accommodate binding along the top margin.


Unbound report

RM and LM are the same (1 inch).

UNBOUND REPORT

Short reports that are prepared without binders or covers. If more than one page, held together with a staple or paper clip. Side margins are the same in an unbound report, usually set at 1 inch.

Unbound Report

Short reports that are prepared without binders or covers. If more than one page, held together with a staple or paper clip. Side margins are the same.


Left bound report

LEFT BOUND REPORT

Longer reports prepared with binders. Left margin is wider (1.5) to accommodate binding along the left margin.

1.5 inch LM

1 inch RM

Left Bound Report

Longer reports prepared with binders. Left margin is wider (1.5”) to accommodate binding along the left margin.


Top bound report

TOP BOUND REPORT

Top margin is wider to accommodate binding along the top margin.

TM is wider to accommodate binding.

Top Bound Report

Top margin is wider to accommodate binding along the top margin.


Formatting an unbound business report

WHALES

(DS)

Their Habitat

(QS)

Left Align the body of the report.

Multiple Line Title

Formatting an Unbound Business Report

Margins

  • Side margins are 1”.

  • Top margin of the first page on a business report is 2”. Succeeding pages have a 1” top margin.

  • Bottom margin is 1”, although that may vary as page-break decisions are made.

Title

  • Center the title of the report in ALL CAPS for business reports. Quadruple space between the report title and the body of the report.

  • If the title has more than one line, double space between the main heading and the sub heading,


Formatting an unbound business report cont

Formatting an Unbound Business Report Cont…

Font

  • Standard size and style font i.e. Times New Roman—12point.

Paragraphs

  • Double space the body of the report.

  • Side Headings should be keyed at the left margin, underlined, and keyed in initial caps.


Formatting an unbound business report cont1

Formatting an Unbound Business Report Cont…

Page numbers

  • The 1st page is not numbered.

  • All pages after the first have page numbers .5” from the top of the page and right aligned.


Parts of an unbound business report

Title

Report body

Side heading

Parts of an Unbound Business Report

  • 2” Top Margin

  • 1” Left Margin

  • 1” Right Margin

  • 1” Bottom Margin


Unbound business report page 2

Side heading

Page number

Unbound Business Report page 2

Insert the page number ½ inch from the top of the page and right aligned.


Title pages

Title Pages

  • A title page is the first page of a report.

  • It gives:

    • the title of a report

    • the name of the writer

    • the name of the school or class

    • and the date


Format a title page

Format a Title Page:

  • Use single spacing

  • Center all lines of text horizontally

  • Center the page vertically

  • Set the top margin at 2 inches

  • Type the report title in all caps and centered

  • Press ENTER 12 or 15 times (2” or 2 ½“) and center the author’s name

  • Then double space and key the school or class name

  • Press ENTER 12 or 15 times (2” or 2 ½”) and key the current date


Bibliography

Bibliography

  • List the sources of information you used in writing a report

  • Alphabetize sources by author’s last name

  • Sources are single-spaced and formatted with a hanging indent

  • Leave a blank line between the sources

  • If a page number is included, place it ½ inch from top of the page


Bibliography1

Title

Alphabetical listing of sources

Bibliography

Top Margin 2 inches

Right Margin 1 inch

Left Margin 1 inch

Bottom Margin 1 inch


Bibliography notes to remember

Bibliography—Notes to Remember

  • The bibliography is a listing of works you cited in the the report.

  • Center the title, BIBLIOGRAPHY, in all caps, and leave a quadruple space between the title and the first entry.

  • The first line of each entry should be aligned with the left margin. Continuation lines are indented 5 spaces from the left margin. (Hanging Indent)

  • Separate the main parts of an entry with a period.


Bibliography notes to remember cont

Bibliography—Notes to Remember Cont…

  • Single space entries; double space between entries.

  • Alphabetize the entries according to the last name of the author.

  • Underline or italicize book, magazine, and newspaper titles and place quotation marks around the titles of articles, poetry, or essays

  • The bibliography page is at the end of the report.


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