301 Student Notesdoc - Identify the Parts of the Microsoft Word

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301 Student Notesdoc - Identify the Parts of the Microsoft Word

    6411 COURSE Unit B Software Applications for Business Computer Applications I

    Understand documents and publications used COMPETENCY 3.00 B2 32% in business.

    OBJECTIVE 3.01 B2 22% Understand business documents.

     Why is formatting applied to fonts, paragraphs, and pages?

     What documents are commonly used in a business setting?

     What are appropriate formatting guidelines for business documents and why is ESSENTIAL formatting important? QUESTIONS

     Which business document is the most appropriate means of communication in a

    given business situation and why?

     How are support tools used in word processing?

    Student goals for this objective:

     Format fonts, paragraphs, and pages consistently and in accordance with current

    formatting guidelines

     Use business documents to effectively communicate information

     Decide which document is appropriate in a given situation and format the document

    using the appropriate components and with a professional appearance that is consistent

    with the policies set forth by the business or industry for which the document is prepared Note: Because organizational preference dictates specific placement of components,

    emphasis in this objective is placed on students’ ability to differentiate between

    documents and their inherent components and to format them with a professional

    appearance free of grammar and spelling errors


    I. Introduction to Formatting, Alignment, and Page Setup

    A. Font formatting appearance, size, and attributes of text. The format chosen

    for font is important for communication purposes

    1. Bold used to emphasize a specific word

    2. Italics used to indicate book titles and other published works

    3. Underline used to indicate links to web pages and should be reserved

    for that purpose in most cases

    4. The accent symbol, such as in the word résumé is used to indicate

    emphasis during pronunciation

    5. Style a format tool used to apply global font formats to text

    6. Subscripts and superscripts used respectively in chemical definitions,

    such as HO, and for footnotes or reference purposes, such as in 21Webster’s Dicitonary

    7. Small caps may be used to format titles or headings in a document

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    8. A serif font is one that has small attributes at the tips of each letter, often

    used in the body of a letter or report

    9. A sans serif font does not include the attributes at the tips of each letter,

    commonly used in title texts

    B. Paragraph formattingarrangement of text within paragraphs on a page Properly and uniformly formatted paragraphs are also important for communication purposes

    1. Indents used to indicate a new paragraph and offset long quotes 2. Line spacing can be set for single, one and a half lines, double, or triple 3. Borders and shading are used together or separately to emphasize a

    specific textual element in a document

    4. Bullets/numbers are used to list items

    a. Use bullets when the items are non-sequential

    b. Use numbers for procedural lists that must be accomplished in a

    specific order

    5. A hanging indent is most often used in reference materials

     The first line of a hanging indent begins at the left margin and all

    remaining lines of the paragraph are indented five spaces from the left


    6. Endnotes/footnotes used to add reference and commentary

    information to textual content

    a. Endnotes are source references that are placed on a Notes page

    at the end of a document. Within the document, each reference is

    indicated by a superscripted number or symbol

    b. Footnotes are source references that are placed at the bottom

    (foot) of the same page and are indicated by a superscripted

    number or symbol within the document

    7. Cut and paste is a tool used in paragraph formatting that allows the user

    to move text from one location to another

    8. Paragraph headings are keyed in bold and followed by a period at the

    beginning of a paragraph to give the reader a quick idea about the

    content of the paragraph

    9. Tabs are used to align and organize data into groups and subgroups

    a. A left justified tab allows text to be aligned on the left margin

    b. A right justified tab allows text to be aligned at the right margin

    c. A dot leader tab places a series of periods between two sets of

    tabs or a tab and a margin

    10. Tables used to arrange text in columns and rows and are helpful in

    presenting, organizing, and clarifying information

    C. Page formatting arrangement of text on a page. The arrangement of text on a page is the culmination of text and paragraph formatting that presents the final picture and communicates a message to a reader

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    1. Margin the amount of white space around the sides of a document 2. Page orientation landscape (wider than tall) or portrait (taller than wide) 3. Headers and footers add global information to a document, such as

    page numbers and document titles

    4. Page breaks may be manual or automatic and are used to manage the

    content on a page

    a. A soft page break occurs automatically through the word wrap

    feature of the word processing software and text is simply

    continued to the next page when the space on the previous page

    is exhausted

    b. A hard page break is performed manually when a new page is

    needed for a break or change in content

    5. Columns are used to format text for documents such as newspapers and


    6. Borders are used in page formatting to add lines around text or graphic


    II. Business Documents - Business documents are formats and methods of

    communication. In business, many documents are used and each has a specific

    purpose and consists of specific components

    A. Résumé

    1. Purpose a brief and accurate summary of educational and work

    experiences used when applying for a job

    2. Components:

    a. Identifying information name, address, phone number(s),

    email address

    b. Education

    i. Listed in chronological order beginning with the most


    ii. If not graduated yet, list date of expected graduation

    iii. Include courses enrolled that directly relate to the position


    c. Experience or Employment history - Listed in chronological

    order, beginning with most recent

    d. References Listed with permission of the reference

    e. Optional Information

    i. Objective A concise statement of your purpose, usually

    addresses a specific job

    ii. Activities and interests, such as reading, skiing, hiking,

    Boy Scouts, choir, and fishing, etc.

    iii. Community service such as volunteering at the local

    hospital or animal shelter, Big Brother, tutoring, etc.

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    iv. Awards and recognitions that indicate leadership ability,

    service to others, expertise

    v. Languages spoken especially applicable when applying

    to companies with international holdings and interests or in

    communities with diverse cultures

    B. A business letter is

    1. Purpose - a form of communication used to convey a formal message

    to one or more parties

     Examples of uses:

    o Company’s communication to stockholders

    o Superintendent’s communication to parents

    o Bank’s communication to customers

    2. Components (in order):

    a. Letterhead (optional) preprinted information in the header and

    sometimes in the footer that usually contains the company name,

    address, email address, logo, and other contact information b. Dateline the date the letter is written, spelled out, such as April

    30, 2010, not 4-30-2010

    c. Attention line (optional) keyed on the first line of the inside

    address and used to address a specific person or job (Sales

    Manager) within an organization

    d. Inside address the name of the addressee, name of the

    business, street address, city, state abbreviation, and zip e. Salutation the greeting, such as Dear Mr. Cox

    f. Subject line (optional)

    i. Keyed below the salutation because it is considered part of

    the message

    i. Key the word Subject in all caps, followed by a colon and

    the topic, also in all caps

    ii. Used to give the reader a quick overview of the topic g. Message the letter content. Key paragraphs in single space

    format with a double space between

    h. Complimentary closing the goodbye, such as Sincerely

    i. Company signature (optional) the keyed name of the company

    in all caps, placed a double space below the complimentary close j. Writer’s signature block the author’s name and title, which

    may be keyed on one or two lines, depending on length k. Reference initials the initials of the typist of the letter and

    sometimes the author as well (keyed first)

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    l. Enclosure notation (optional) indicates that another document

    is included with the letter. Sometimes the enclosures are

    identified. Example: Enclosure: Résumé

    m. Copy notation (optional) indicates the names of other parties

    who have received copies of the letter.

    C. Personal business letter

    1. Purpose correspondence between an individual and another individual

    or a corporate entity, sent as a hard copy or as an email attachment

     Examples of use:

    o Formal thank you note

    o Letter of complaint

    o Letter of application to accompany a résumé 2. Components: Same components as those required of a business letter

    AND the return address of the author at the top of the document

    D. A memo is a

    1. Purpose a form of communication used within an office, business, or

    organization, which deals with subjects of permanent record, such as

    a policy notice or a change in office procedures. Emails, on the other

    hand, are considered temporary communication. May be sent as a hard

    copy, as an email, or as an email attachment

     Examples of use:

    o Communicate a hiring policy to office managers

    o Communicate a severe weather policy to employees 2. Components:

    a. Date

    i. May be keyed first either at center point or at the left


    ii. Spell the date out April 30, 2010, not 4/30/2010

    b. Headings

    i. TO addressee(s)

    ii. FROM sender(s)

    iii. DATE if not keyed at the beginning

    iv. SUBJECT brief summary of memo content

    c. Body message

    d. Writer’s name and signature (optional)

    i. Used to authenticate the memo

    ii. OR Author may authenticate by writing his/her initials

    beside his/her name in the headings section

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    e. Special notations (optional) such as attachment or copy


    E. An agenda

    1. Purpose a list of items to be discussed or acted upon, prepared before

    meetings, events, and conferences

     Examples of use

    o Topics that will be covered at the next staff meeting

    o Topics and speakers that will present at the next board


    2. Components:

    a. Heading section the organization name, date, location, and

    time of the meeting centered at top

    b. Body time slots, topics, and speakers/presenters

    F. Minutes

    1. Purpose used to describe the discussions, decisions, and actions that

    occurred during a business meeting

     Examples of use

    o Detailed minutes from a company meeting of stockholders

    including the pros and cons of each discussion point

    o The minutes of the State Board of Education

    o A meeting of the PTSA Grounds Committee to decide where

    to plant shrubs

    2. Components:

    a. Heading information

    i. Name of organization or committee

    ii. Type of meeting, for example Regular Board Meeting

    iii. Date and time of meeting

    iv. Location of the meeting

    b. Call to Order formal declaration by the chairperson of the

    meeting that it has officially begun

    c. Approval of Minutes review of previous minutes by board


    d. Committee Reports progress reports presented by sub-

    committee chairs

    e. Old Business unresolved discussions from a previous meeting

    f. New Business new topics and issues

    g. Adjournment notation of who adjourned the meeting

    h. Signature line for recording secretary

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    G. Research report (MLA)

    1. Purpose a multi-page document that usually contains several sub-

    topics of information related to one main topic

     Example of use:

    o A marketing research report summarizing the supply and

    demand statistics for a new product

    2. Components

    a. Title page (optional) includes the name of the document,

    writer’s name, teacher/professor’s name (optional), and date of


    b. Title (required) the identifying information keyed in the top left

    margin of the report

    c. Header –writer’s last name and the page number

    d. Body the content

    e. Parenthetical citations reference note keyed in the body of the


    f. Endnotes/Footnotes another type of reference format used in

    reports, but recommended for use only when necessary to add

    commentary or clarify

    i. Endnotes are typically used to add commentary

    ii. References are used to cite a source

    g. Works Cited a complete listing of references cited

    parenthetically in the report and keyed on a separate page

    h. Notes a complete list of resources and references used to

    accompany endnotes and keyed on a separate page

    H. Table of contents

    1. Purpose used to accompany a report, document, or manuscript to list

    the topics and subtopics in the order in which they occur

     Example of use:

    o Chronological listing with page numbers of contents of an

    accompanying research report

    2. Components

    a. Table of Contents (title)

    b. List of topics and subtopics and their respective pages

    c. Page number in roman numeral style at the bottom of the page

    III. Software support features are tools inherent in a software package that add efficiency

    and reduce unnecessary duplication of repetitive tasks in document processing

    A. Mail merge is a feature that allows a user to create mass mailings of letters,

    mailing labels, and other documents and personalize the information in each

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    B. Macros are tools that allow a user to program repetitive tasks into the computer’s

    memory so that they can be quickly accomplished with the touch of a couple of

    keys that the user has selected

    C. Track changes is a feature used when editing documents that allows the user

    and other editors to view changes that have been made to the document D. Search and replace is a feature that allows global edits to a document E. Styles are global formats for headings and other text within a document F. The format painter is a feature that allows a user to copy the format of text to

    other areas in a document

    G. Comments is a feature used to add editorial remarks to a document H. Templates and Wizards are features used to automate the creation of

    documents. A template contains fields that are completed by the user. A wizard

    uses a template and adds helpful prompts for the user

    6411 Computer Applications I Summer 2008, Version 2 Unit B 3.01 page 103

    What Do You Know About Font Formatting? Student Activity

     Period: Date: Student Name:


    Directions: Key the items below and apply the font formats directed for each. Below each item,

    describe the steps you took to apply the formats and why each format is used.

1. Key Computer Applications I in bold font.

    Italicize the word champion. 2.

    Underline words but not spaces in the phrase Pledge of Allegiance. 3.

    Apply a style other than bold to the phrase Business Reports. 4.

    Apply a subscript to the 2 in H2O. 5.

    Key the phrase FBLA Membership Roster in small capital letters. 6.

    Key Business Classes are Fun! and format the text as serif font. 7.

8. Key the following sentence and insert the é symbol where appropriate.

    I sent my résumé to the personnel department at Global Financing, Inc.

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Guided Practice: Paragraph Formatting Student Activity

     Period: Date: Student Name:


    In this activity, you will follow along with your teacher to format the paragraphs by completing the following tasks:

    ; Create a first line indent ; Add a footnote

    ; Change line spacing ; Cut and paste

    ; Add a border to a paragraph ; Format a paragraph heading

    ; Add bullets


    1. Key the paragraph below

    Voting Delegates Each active local chapter is entitled to send voting

    delegates from its active membership to the State Leadership Conference.

    The number of voting delegates you are entitled is based on the number of members in your chapter. 1.Under 50 members 2, 50 100 members 3,

    Over 100 members 4. This form must be submitted to the state office when

    sending conference registration materials. Local chapter voting delegates

    must be listed on the Voting Delegates Form.

    1North Carolina Future Business Leaders of America State Awards Program,

    2001 Edition

    2. Apply the following formats:

    a. Center and bold the title, Voting Delegates

    b. Indent Paragraph 1, which begins with Each active local chapter . . .

    c. Format the 3 items that begin with Under 50 and end with 100 members as a double-

    spaced bulleted list with the numbers right justified and a dot leader tab. See

    example below:

    Under 50 members ................................................................... 2

    d. Paragraph 2 begins with This form must be submitted . . .

    e. Add a border around the title

    f. Add the footnote

    g. Cut the first sentence in paragraph two and paste it at the end of the paragraph

    h. Select and apply a format style for the paragraph heading 3. Save and submit according to teacher instructions.

    6411 Computer Applications I Summer 2008, Version 2 Unit B 3.01 page 105

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