Business Computer Technology Competency 3.00 Reinforcing Keyboarding Technique And Document Processing

Objective 3.01 Keyboarding Keyboarding Keyboard Layout Keyboard Layout Arrangement of Keyboard Arrangement of Keyboard Touch Typing Technique Touch Typing Technique Line Spacing Review Line Spacing Review Ergonomics Ergonomics

What is Keyboarding? A skill which requires the user to enter text by using the correct fingers without looking at the keys (aka-touch typing). Also known as touch typing Having adequate keyboarding skills will enable you to use the computer more effectively and be more productive. We will continue to practice and develop your skills; as well as, improve your speed and accuracy.

The Keyboard Layout The central portion that consists of the alphabetic keys The central portion that consists of the alphabetic keys A smaller section to the right contains the numeric keypad A smaller section to the right contains the numeric keypad A small set of function and directional keys between the letters and the numeric keypad A small set of function and directional keys between the letters and the numeric keypad A row of function keys across the top used for computer commands A row of function keys across the top used for computer commands All keystrokes originate from the homerow keys All keystrokes originate from the homerow keys

The Keyboard Arrangement The most common arrangement of keyboards is the QWERTY keyboard. ASDF=Left Hand Homerow Keys JKL;=Right Hand Homerow Keys

Technique Maintain good posture Maintain good posture Keep your body centered with the G/H keys Keep your body centered with the G/H keys Keep your wrists low but not touching the keyboard or table Keep your wrists low but not touching the keyboard or table Use correct fingering based on the home row keys keeping fingers curved and upright Use correct fingering based on the home row keys keeping fingers curved and upright Key at a steady pace Key at a steady pace Keep your copy at your side Keep your copy at your side Keep your eyes on your copy Keep your eyes on your copy Stay on task and have a positive attitude toward improving your technique Stay on task and have a positive attitude toward improving your technique

Line Spacing Review Standard Paper Size: 8 ½ x 11 inches There are 66 single spaced lines lines per standard sheet of paper. Six lines equals one vertical inch. Line Spacing: the spacing between lines of text Single Spacing (SS)-Enter one time Double Spacing (DS)-Enter two times Triple Spacing (TS)-Enter three times Quadruple Spacing (QS)-Enter four times

Ergonomics The science of designing equipment and workspace for a comfortable and safe working environment. Well, maybe not quite this comfy.

Ergonomic Tips Top 1/3 of monitor should be at eye level Top 1/3 of monitor should be at eye level Elbows & knees should be positioned at degrees Elbows & knees should be positioned at degrees Sit up straight, but relaxed Sit up straight, but relaxed Feet should be supported Feet should be supported Sit at least 24 inches away from the monitor Sit at least 24 inches away from the monitor Wrists should be in a neutral position while typing or using the mouse Wrists should be in a neutral position while typing or using the mouse Take frequent breaks Take frequent breaks Avoid glare on the computer screen Avoid glare on the computer screen

Repetitive Stress Injuries Repetitive Stress Injuries can occur when someone performs a task repeatedly causing the build up of irritating waste products in the muscles. Examples of these injuries are Carpal Tunnel Syndrome and DeQuervain’s Disease.

Carpal Tunnel Syndrome What is CTS? It is the entrapment of the median nerve in the carpal tunnel. CTS occurs due to the swelling of the median nerve or the tendons of the wrist. What causes CTS? It occurs from using the computer for hours without proper body posture and improper techniques. What are the symptoms of CTS? Pain- tingling – numbness in the thumb, index, and middle fingers – weakness and swelling of the wrist and hand

DeQuervain’s Disease DeQuervain’s Disease is an overuse injury of the thumb extensor tendons. It often occurs from repetitive tapping of the space bar.

Objective 3.02 Fundamental Document Processing  Business Letters  Personal-Business Letters  Envelopes  Memorandums  Reports & Supporting Documents

Letters A Business Letter is a letter that is sent from one business or organization to another. Business letters are usually keyed on a letterhead which is located across the top of the page. The letterhead can consist of the business’ name, address, phone/fax/ , and logo. A Business Letter is a letter that is sent from one business or organization to another. Business letters are usually keyed on a letterhead which is located across the top of the page. The letterhead can consist of the business’ name, address, phone/fax/ , and logo. A Personal-Business Letter is a letter that is sent from an individual to a person, business, or organization. A Personal-Business Letter is a letter that is sent from an individual to a person, business, or organization.

Reasons for Sending a Personal-Business Letter Request Information Request Information Thank you Letter Thank you Letter Apply for a job Apply for a job Complain about a product or service Complain about a product or service Cover letter for a resume Cover letter for a resume Follow up to a job interview Follow up to a job interview

Tips for Writing a Personal-Business Letter Keep the message short and to the point but don’t be rude Keep the message short and to the point but don’t be rude First paragraph should explain why you are writing the letter First paragraph should explain why you are writing the letter Second paragraph should give the information and details to explain the situation Second paragraph should give the information and details to explain the situation Third paragraph should be the closing and should state the action that you wish to result from the letter Third paragraph should be the closing and should state the action that you wish to result from the letter If something is included with the letter an enclosure notation is needed If something is included with the letter an enclosure notation is needed Paper may or may not contain letter-head Paper may or may not contain letter-head

Return Address=Sender Dateline Inside Address/Mailing To Salutation/greeting Body=message Complimentary Close John Smith Writer’s Signature-signed in blue/black pen Writer’s Keyed Name Letter Parts

QS DS QS SS paragraphs in body-DS between Format & Spacing of a Letter 2-2 ½” Top Margin

Envelopes Parts: mailing address, return address- there are two address on an envelope Parts: mailing address, return address- there are two address on an envelope Styles: traditional and OCR Styles: traditional and OCR Special Notations: mailing notations (REGISTERED, SPECIAL DELIVERY), handling notations (PERSONAL, HOLD FOR ARRIVAL) Special Notations: mailing notations (REGISTERED, SPECIAL DELIVERY), handling notations (PERSONAL, HOLD FOR ARRIVAL) Sizes: Small (#6 ¾) and Large (#10) Sizes: Small (#6 ¾) and Large (#10)

Parts of a Memo Guide Words Body Reference Initials Attachment Notation

Formatting a Memo Guide Words are typed in bold, all caps, and followed by a colon DS between each line of the guide words and before the body SS within the paragraphs of the body and DS between DS 2” Top Margin 1” side margins

Reports Unbound Reports: reports that are prepared without binders or covers; margins are set at 1” for the top, bottom, and sides Unbound Reports: reports that are prepared without binders or covers; margins are set at 1” for the top, bottom, and sides Leftbound Reports: multi-page reports that are bound or stapled on the left side of the pages; the left margin is set wider (usually 1 ½” to allow space for binding Leftbound Reports: multi-page reports that are bound or stapled on the left side of the pages; the left margin is set wider (usually 1 ½” to allow space for binding

Supporting Documents Title Page: presented as the first page of a report and includes the title, the writer’s name, date, the course, and teacher’s name Title Page: presented as the first page of a report and includes the title, the writer’s name, date, the course, and teacher’s name Outline: usually placed after the title page and before the first page of the report Outline: usually placed after the title page and before the first page of the report Bibliography: an alphabetical list of sources of information used in writing a report Bibliography: an alphabetical list of sources of information used in writing a report

Objective 3.03 Proofreading: The process of comparing a copy on screen or paper to the original copy and marking errors for correction Proofreader Marks: Marks that are used to correct a copy

Ways to Proofread Use the software’s spell checker Use the software’s spell checker Read on screen Read on screen Read from a hard copy Read from a hard copy Switch with a partner Switch with a partner

Proofreading Procedures 1.Use the spell check and grammar feature on your software. 2.Proofread the document on screen. 3.Preview the document using print preview. Check the vertical and horizontal placement as well as the overall appearance of your document. 4.Save the changes to the document and print a hard copy. 5.Compare the hard copy to the source copy if possible and/or have someone else proofread the document. 6.Revise and correct errors if needed. 7. Save the changes and print the final copy of the document.

Objective 3.04 GWAM: (Gross Words A Minute) the number of keystrokes a typist can make in a timed period Five characters (letters, numbers, punctuation, spaces, etc.) equal one standard word in keyboarding To calculate GWAM divide the total number of words keyed by the number of minutes that the typist was timed You time exercises to improve your speed and accuracy Your goal now is to continue practicing good technique and to improve your speed and accuracy throughout this course.

“I am trying to get the hang of this new fangled writing machine, but I am not making a shining success of it. However, this is the first attempt I ever have made, and yet I perceive that I shall soon & easily acquire a fine facility in its use…One chiefly needs swiftness in banging the keys…” (Mark Twain’s first typewritten letter. December 9, 1874) A quote to leave you with…