1. Home Row Keys: ASDF JKL; Which finger would you use to press enter? Which key allows you to type in ALL CAPS?

2. Posture and Technique Review ●Feet flat on the floor ●Body centered in front of the computer ●Elbows naturally by side ●Fingers curved ●Wrists low, but not touching the keyboard ●Quick snappy strokes ●Q uick down and in motion of the thumb ● Right pinky used for the enter key; other fingers remain on the home row ● Keep your eyes on the copy (what you are typing from, not the keyboard and your fingers) Keep these in mind to protect your body from injury.

3. Numeric Keypad

4. The Parts of a Computer ● CPU (Central Processing Unit) The “brains” of the computer housed on a tiny silicon chip inside the computer case. ● Floppy Disk Drive ● CD-ROM/DVD Drive ● Monitor ● Keyboard ● Mouse ● Speakers ● Printer ● Scanner

5. Types of Application Software ● Word Processing Program that allows you to create, edit, and print text documents Report, flyer, memo ● Spreadsheet Numbered Rows and Lettered Columns Intersection of a row and column is a cell Grade book, financial info ● Database Lets you set up an electronic filing system Enter text and numbers Find, search, and print info in different ways Address book, Card Catalog

6. Input, Output, & Storage Devices ● Input device: hardware that allows you to communicate with your computer. ● Output device: hardware that allows your computer to communicate with the user ● Storage device: allows you to store or retrieve information

7. Document Processing Keyboarding Objective 4.01 – Apply formatting and editing features.

8. Word Processing Word processing software is a type of application software that is used for creating text documents, such as: letters, memos, and reports

9. Page Orientation Orientation – the direction in which you can print on a page Portrait – height is greater than the width Landscape – width is greater than the height Portrait 8 ½” x 11” Landscape 11” x 8 ½” Most word processing documents are printed in portrait orientation.

10. Document Margins Margin – the blank space at the top, bottom, left, and right of a document where you cannot type

11. Header and Footer Header – allows you to type above the top margin at the top of each page of a document Footer – allows you to type below the bottom margin at the bottom of each page of a document

12. Text Alignment Alignment – the way multiple lines of text line up along the left, right, or both margins Left align – text is lined up along the left margin, leaving a jagged right margin Right align – text is lined up along the right margin, leaving a jagged left margin Center align – text is centered between both margins, resulting in jagged left and right margins Justified – text is aligned along the left and right margins, with no jagged edges Tool Bar Alignment Buttons Left Align Center Align Right Align Justify Left align – text is lined up along the left margin Center align – text is centered on the page Right align – text is lined up along the right margin Justified – text is lined up along both margins

13. Line Spacing Line spacing – the spacing between lines of text in a document Single Space (SS) – Strike Enter 1 time; leaves no blank lines between lines of text in a document Double Space (DS) – Strike Enter 2 times; leaves 1 blank line between lines of text in a document Triple Space (TS) – Strike Enter 3 times; leaves 2 blank lines between lines of text in a document Quadruple Space (QS) – Strike Enter 4 times; leaves 3 blank lines between lines of text in a document Word wrap – the automatic wrapping of text from the end of one line to the beginning of the next line without having to press the Enter key

14. Text Formatting Font – a collection of letters, punctuation marks, numbers, and special characters Examples: Times New Roman Broadway Arial Comic Sans MS Lucida Calligraphy ChillerElephantGoudy Stout Ways to format your font: Add color Make bold UnderlineItalicize

15. Text Formatting Numbering – used to arrange items in a list with each item beginning a number.

16. Text Formatting Bullets – used to arrange items in a list with each item beginning with a bullet.

17. Editing Features Cut – the word processing feature that removes text or graphics from the current location in a document Copy – the word processing feature that allows text or graphics to be copied to another location within a document

18. Editing Features Paste – the word processing feature that places text or graphics that have been cut or copied in a new location within a document Clipboard – temporary storage location for text or graphics that have been cut or copied

19. Editing Features Thesaurus – the word processing feature that allows you to find synonyms (words with similar meanings) for words in a document.

20. Combine operational keys to save time!!! Control and Page Up – quickly moves you to the first page of a multi-page document Control and Home – quickly takes you to the first line of a document Control and End – quickly takes you to the last line of a document Control and Page Down – moves you to the next page of a multi-page document

21. Operational Keys Escape (Esc) – allows you to exit unwanted menus and dialog boxes Tab – used to indent; moves the cursor 5 spaces on a line Caps Lock – Locks the alphabetic keys in uppercase Control (Ctrl) – used with other keys to execute (carry out) out commands Shift – Used to capitalize alphabetic keys and type symbol keys Alternate (Alt) – used with other keys to access commands on the menu bar Enter – used to move the cursor down to the next line Delete – deletes text directly in front of (to the right of) the cursor Arrow keys – move the cursor in the direction of the arrow, one character at a time End – moves the cursor to the end of a line Page Down – moves one screen below the current cursor position Backspace – deletes text to the left of (behind) the cursor Insert – allows text to be inserted within a line of text Home – moves the cursor to the beginning of a line Page Up – moves one screen above the current cursor position Num Lock – locks the numbers of the numeric keypad

22. Paragraph Formats 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: XXXXXXXXXXXXXXXXX XXXXXXXXXXXXXXXXXXXXXXX XXXXXXXXXXXXXXXXXXXXXXX XXXXXXXXXXXXXXXXXXXXXXX Example: XXXXXXXXXXXXXXXXXXXXXXXX XXXXXXXXXXXXXXXXXXXXXXXX XXXXXXXXXXXXXXXXXXXXX

23. 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

24. 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.

25. 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

26. 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)

27. 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”

28. Memo heading Memo body Typist initials Parts of a Memo

29. ■ Toads (TO) ■ Frequently (FROM) ■ Dance the (DATE) ■ Salsa (SUBJECT) ■ Because (BODY) ■ Tigers (TYPIST INITIALS) ■ Eat (ENCLOSURE/ATTACHMENT) ■ Candy (COPY) PARTS OF THE MEMO IN ORDER –Pneumonic device The 1 st FOUR words are the Guide Words

30. 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.

31. Types of Letters Personal—Business Letter ■ A personal-business letter is a letter that is sent from an individual using their home address to a person or business/organization. Business Letter ■ A business letter is sent from a business or organization to an individual or to another business or organization. ■ Business letters are usually keyed on letterhead. The letterhead can consist of the business’ name, address, phone/fax/email, and logo.

32. Major Parts of a Letter 1. Return Address-the address of the person writing the letter. Letterhead if the letter is from a business. 2. Dateline-Complete and current date. 3. Letter Address/Inside Address-the address of the person receiving the letter. 4. Salutation-the greeting of the letter. Example: Dear Sir or Madam: 5. Body-the message of the letter. 6. Complimentary Close-the ending of the letter. Example: Sincerely yours, 7. Handwritten Signature-the author signs the letter after it has been printed 8. Keyed Name-the authors typed name. 9..Typist Initials-initials of the typist..

33. Formatting a Letter ■ 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. Margins:TM-2inchesRM-1inch BM-1inchLM-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.

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

35. 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.

36. Personal—Business Letter with Mixed Punctuation Mixed Punctuation: The colon is keyed in the salutation and the comma is keyed in the complimentary close. Return Address: The personal-business letter uses the return address with the dateline a single space beneath.

37. Business Letter with Open Punctuation Open Punctuation: The colon is not keyed in the salutation and the comma is not keyed in the complimentary close. Letterhead: The business letter uses letterhead instead of a return address, which consists of the business’ name, address, phone/fax/email, and logo.

38. 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.

39. ● 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. Block Style Letter with Special Parts

40. Notes to Remember! ■ A personal business letter is correspondence sent from an individual using their home address 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.

41. 41 Six Principles of Design 1. Balance 2. Proximity/unity 3. Alignment 4. Repetition/consistency 5. Contrast 6. White space

42. Balance 42 Graphics don’t overpower text Page is not too heavy on one side or the other ●such as, putting matching text boxes at the top and bottom of a publication

43. 43 Proximity/Unity ● Distance between elements on a page ● Where pictures and words are placed ● Used to demonstrate a relationship or a lack of relationship between elements ● such as, you must put captions (text) next to the related photograph

44. 44 Alignment ● Justification of elements ● Related items should be justified the same to emphasize their relationship to each other ● such as, the text giving the location, date, time, and cost of an event are all CENTERED on a flyer

45. 45 Repetition/Consistency ● Consistent pattern of font and color schemes and graphic types; repeated fonts, color schemes, or graphics 1. Specific font, size, and style for headings, subheadings, and body text. 2. Do not mix photographic images or digital and cartoon images on the same page. ● Scheme - a planned combination of elements, such as a combination of font styles and sizes

46. Repetition/Consistency (continued) ● Scheme examples: ● In a publication: ● all the Headings are keyed in 14 pt. Arial font and the Body is keyed in 12 pt. Times New Roman font ● or all the text is in the same font type/style ● The graphics that are used all relate to the topic of the publication 46

47. 47 Contrast ● the use of color and size to emphasize the most important elements on a page ● for example: ● Use black font on a light pink colored page ● Use white font on black paper ● Use light gray on dark blue

48. 48 White Space ● White space is: blank or negative space on a page ● Used to give the reader’s eyes a break ● Used to focus the reader’s attention on important details ● White Space does not have to be white ● Examples of White Space: ● Using wide margins to create white space ● An example of poor use of white space: putting text boxes in the margins of a publication

49. The Five Publications Letter Head Flyer State Soccer Playoffs Lake Norman HS November 15, 2009 Asheville, NC 7:00 pm Pay $10 to ride the bus Business Card Newsletter Brochure

50. The Five Publications The Purpose of this publication is: ● Brochure-To educate, inform or advertise about a specific topic ● Flyer-To advertise/communicate information about a one-time upcoming event ● Business Card - To identify and provide contact information for a business or individual. ● Letterhead - To identify and provide contact information for a business or individual. The phrase letterhead stationery implies the use of a heading at the top and sometimes also at the bottom of a letter. ● Newsletter-To provide informational updates to a specific club, group, or organization on a regular basis – weekly, monthly, quarterly

51. Agenda and Minutes What is the purpose of: Agenda Meeting Minutes Itinerary-Trip to Disney Click and Drag to Enlarge

52. Agenda What is the Purpose of an Agenda? An Agenda is a list of items to be discussed or acted upon. ■ It is prepared before meetings, events, and conferences. 52

53. Minutes What is the Purpose of Minutes? What are Minutes used to describe? ■ Minutes are used to describe the discussions, decisions, and actions that occurred during a business meeting. 53

54. What is Multimedia/Presentation Graphics Software? ●Multimedia combines text, graphics, animation, video, and audio. ●Presentation Graphics Software allows the user to create documents called slides to be used in making presentations.

55. Characteristics of Appropriate Content ●Educational To train, present information, emphasize key points, or explain procedures ●Persuasive To advertize or provoke action ●Narrative To broadcast messages, tell a story, or entertain Slid e 55

56. Multimedia/Presentation Graphics Terminology ●Slide - an individual screen in a slide show; the basic unit of a presentation. ●Title Slide – generally the first slide in a presentation; introduces the presentation to the audience. ●Bulleted List Slide –a type of slide layout that allows you to enter several levels of bulleted text; each level is formatted in a different point size. ●Presentation file - the file you save to disk that contains all the slides, speaker’s notes, handouts, that make up your presentation. ●Object - any element that appears on a slide, such as clip art, text, drawings, charts, sounds, and video clips. ●Slide show - a series of slides displayed in sequence; controlled manually or automatically.

57. Multimedia/Presentation Graphics Terminology ●Transition - a special effect used to introduce a slide during a slide show. ●Outlining - allows you quickly to create your presentation using an outline format. ●Graphing - allows you to create and insert charts into your presentations. ●Drawing - allows you to create diagrams using shapes such as arcs, arrows, cubes, rectangles, stars, and triangles. ●Multimedia effects - adds interest and keeps your audience attentive by adding effects, such as sound and video to your presentation.

58. Multimedia/Presentation Graphics Terminology ●Design template - provides consistency in design and color throughout the entire presentation; determines the color scheme, font and font size, and layout of your presentation. ●Attributes - the properties or characteristics of an object. ●Placeholders - empty objects on a new slide. ●Audience handouts - printouts of your electronic presentation that your audience can use to follow along and to take notes. ●Speaker notes - notes that include the slide as well as comments or points you may want to remember.

59. Procedure for Developing a Multimedia Presentation These first two steps of creating a multimedia presentation: Step 1 – Determine the purpose of the presentation Step 2 – Identify the target audience

60. Step 3 - Storyboard the content ●A storyboard is a collection of frames on a piece of paper ●Used to determine the number of slides needed ●Used to organize the content of the presentation

61. Step 4 – Select a design ●Appropriate for the purpose of the presentation ●Templates may be used For example, use a beach template if preparing a presentation to be delivered at a youth retreat at Atlantic Beach

62. Step 5 – Edit the master slide ●Make any global changes to the template in this step. Anything applied to the master slide will be applied to all slides in the presentation ●Items to consider editing: Format the footer Edit background colors Edit font sizes and styles Edit bullets Add logos or graphics that will appear on every slide Adjust line spacing

63. Step 6 – Enter the content ●Rule of sevens – 7 lines, 7 words ●Appropriate language and grammar ●Correct any spelling errors

64. Step 7 – Add and format graphics, audio, and video (optional) ●Graphics Used to enhance, not distract Place image close enough to the text it illustrates Don’t make image too big or too small Consistent use of graphic types Don’t mix cartoons with photographic images File size of image should not slow presentation ●Audio and Video How will the file play?play Will the file be embedded or linked?embedded linked Determine the volume level

65. Step 8 – Add animations and transitions (optional) ●Animation adds visual interest and emphasizes key partsAnimation Can be applied manually and/or an animation scheme can be used scheme ●Transitions control the flow of informationTransitions

66. Step 9 – Practice! ●Practice the timing ●Practice speech patterns (tone, speed, transition phrases)

67. Step 10: Revise as needed ●Repeat Steps 4-9 as needed to fine-tune the presentation