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Keyboarding Objective 4.01 – Implement paragraph formats.

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Presentation on theme: "Keyboarding Objective 4.01 – Implement paragraph formats."— Presentation transcript:

1 Keyboarding Objective 4.01 – Implement paragraph formats.
Document Processing

2 Horizontal Centering Using the menu bar
1. Access the Format menu bar option 2. Select the Paragraph option

3 Horizontal Centering Using the menu bar
3. Choose Centered alignment from the Paragraph window

4 Horizontal Centering Using the tool bar
Click on the Center alignment button on the tool bar

5 Vertical Centering 1. Select Page Setup from the File menu bar option

6 Vertical Centering 2. Select the Layout tab from the Page Setup window
3. Choose Center alignment from the Vertical alignment list

7 Keyboarding Objective 4.02 – Implement paragraph formats.
Document Processing

8 Paragraph Formats Example: Example:
Block style – all lines of text are aligned with the left margin the first line of a paragraph is not 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

9 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: XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX

10 American Heart Association
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.

11 Horizontal Centering Using the menu bar
1. Access the Format menu bar option 2. Select the Paragraph option

12 Horizontal Centering Using the menu bar
3. Choose Centered alignment from the Paragraph window

13 Horizontal Centering Using the tool bar
Click on the Center alignment button on the tool bar

14 Vertical Centering When text is centered between the top and bottom
margin Commonly used when formatting: Invitations Announcements Title pages

15 Vertical Centering 1. Select Page Setup from the File menu bar option

16 Vertical Centering 2. Select the Layout tab from the Page Setup window
3. Choose Center alignment from the Vertical alignment list

17 Memorandums and Letters
Keyboarding Objective—4.03 Apply correct memo and letter formats. Memorandums and Letters

18 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.

19 Memo Formatting Rules Margins: TM-2inches RM-1inch BM-1inch LM-1inch 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)

20 Memo heading the 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)

21 Keying Formal Memos 2” 1” 1” 1” TO:Tab Tab Receiver’s name (DS)
FROM:Tab Author’s name DATE:Tab Current date SUBJECT:Tab Memo topic Body-Message of the memo 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”

22 Parts of a Memo Memo heading Memo body Typist initials

23 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.

24 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/ , and logo.

25 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..

26 Formatting a Letter Margins: TM-2inches RM-1inch BM-1inch LM-1inch 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. 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.

27 Parts of a Block Style Letter
Return address Date Letter address Salutation Body Copy Notation—key a DS after the last line of the letter. Complimentary Close Writer Enclosure notation

28 Punctuation Styles Example: Dear Ms. Smith Sincerely yours Example:
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.

29 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.

30 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/ , and logo. Open Punctuation: The colon is not keyed in the salutation and the comma is not keyed in the complimentary close.

31 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.

32 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.

33 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.

34 Keyboarding Objective—4.04 Apply correct table format.
Tables

35 What is a Table? A table is a grid of rows and columns used to display and organize information.

36 Creating a Table Cell Columns Rows Gridlines
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. Gridlines are the vertical and horizontal lines in the table. Cell Columns Rows Gridlines

37 EAST MIDDLE SCHOOL Career and Technical Education
Formatting a Table Center the main title in all capital letters and bold. EAST MIDDLE SCHOOL Career and Technical Education Center the secondary title in initial caps and bold. DS Left align or center text entries. DS Key the $ symbol in the first entry to show currency. Right align number entries. Center and bold column headings. Teacher Subject Remaining Budget James Massey Career Decisions $900.32 Carrie Shore Business Technology 834.90 Mandy Johnson Keyboarding 547.24 Source: EMS Faculty Handbook SS or DS between table entries (body). Left align the source note under the table, which identifies the source of the information in the table.

38 Parts of a Table Main Title Secondary Title Column Headings Body
TOP 10 BROADWAY GROSSES Week Ending September 12, 2003 Production Gross This Week Gross Last Week Annie Get Your Gun $572,885 $671,363 Cabaret 466,670 515,787 Fosse 566,644 605,993 Les Miserables 375,318 436,915 Miss Saigon 395,522 434,641 Ragtime 420,902 539,159 The Lion King 880,717 875,772 Totals $3,678,658 $4,079,630 Source: Online Productions Key the $ symbol in the first entry to show currency for the number entries. Column Headings Body Source Key the $ symbol with total entries to show currency.

39 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). Equal top and bottom margins Equal left and right margins

40 Inserting Tables If the table is inserted between text:
Double space above and below the table. DS DS

41 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.

42 4.05 Apply correct report format.

43 What is a Report? Reports are used to present your research on business and academic topics. 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.

44 Types of Reports Top Bound Report
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.

45 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. 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.

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

47 TM is wider to accommodate binding.
Top Bound Report Top margin is wider to accommodate binding along the top margin. TOP BOUND REPORT Top margin is wider to accommodate binding along the top margin. TM is wider to accommodate binding.

48 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, WHALES (DS) Their Habitat (QS) Left Align the body of the report. Multiple Line Title

49 Formatting an Unbound Business Report Cont…
Paragraphs Double space the body of the report. Side Headings should be keyed at the left margin, underlined, and keyed in initial caps. Font Standard size and style font i.e. Times New Roman—12point.

50 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.

51 Parts of an Unbound Business Report
Title Report body Side heading 2” Top Margin 1” Left Margin 1” Right Margin 1” Bottom Margin

52 Unbound Business Report page 2
Insert the page number ½ inch from the top of the page and right aligned. Page number Side heading

53 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

54 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

55 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

56 Alphabetical listing of sources
Bibliography Top Margin 2 inches Title Right Margin 1 inch Alphabetical listing of sources Left Margin 1 inch Bottom Margin 1 inch

57 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.

58 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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