Identify the Parts of the Microsoft Word Screen

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Identify the Parts of the Microsoft Word Screen

    Computer Applications I


    Unit B Overview

    Software Applications for Business Software Applications for Business

    Unit B carries a course weight of ninety percent. It is presented in three competencies and six objectives. The point of these objectives is to teach understanding of the components, characteristics, and uses of business documents and publications, spreadsheet formulas and functions, charts, and database objects, and methods of multimedia presentation delivery and development.

    Competency 3.00 Understand documents and publications used in business

    Objective 3.01: Understand business documents. The purpose of this

    objective is for students to be able to differentiate between different types

    of documents used in business and determine the most appropriate

    document for a given situation. In the first part of the objective, students

    will learn text, paragraph, and page formatting techniques and why they

    are applied to documents. In the next part of this objective, students will

    learn the uses and components of common business documents.

    Students will determine which document is appropriate in a given situation

    and apply appropriate formatting to produce professional quality

    documents. In the last part of this objective, students will learn about

    support tools and features. They will learn how and why to use the

    following: mail merge, macros, track changes, search and replace, styles,

    format painter, thesaurus, comments, and templates and wizards.

    Objective 3.02: Understand business publications. In this objective

    students will examine common types of publications used in business and

    the purposes of each. The will also learn about design principles as they

    apply to business publications and how to tailor a publication to the

    characteristics of the target audience.

    Competency 4.00 Understand spreadsheets, charts, and graphs used in


    Objective 4.01: Understand spreadsheets used in business. In this

    objective, students will learn how and why to format a spreadsheet as well

    as how to manage and communicate data through the application of

    formulas and functions.

    6411 Computer Applications I Summer 2008 Unit B Overview

Objective 4.02: Understand charts and graphs used in business. In

    this objective, students will examine common charts used in business. Based on their understanding of the characteristics of each chart and how each chart is used to convey data, students will be able to explain which charts are the most appropriate means of data representation.

    Competency 5.00 Understand databases used in business.

    Objective 5.01: Understand database tables used in business. In this

    objective, students will examine the characteristics of database tables, which are the fundamental building blocks of all databases. The will learn how data is classified and formatted within tables and how tables are arranged within databases to organize information. Students will also examine the functions and characteristics of database relationships. Finally, students will learn how raw data can be imported into a database table.

    Objective 5.02: Understand database queries, forms, and reports. These objects are examined and compared through student activities to enable understanding of their functions in a business setting.

    Competency 6.00 Apply procedures to use presentation software in business Objective 6.01: Understand uses of presentation software and methods of distribution. In this objective, students will categorize

    appropriate and inappropriate uses of multimedia presentations and methods of presentation delivery and distribution.

    Objective 6.02: Apply procedures to develop multimedia

    presentations used in business. In this objective, students will learn the step-by-step procedures for developing a multimedia presentation using presentation software.

    6411 Computer Applications I Summer 2008 Unit B Overview

    6411 COURSE Unit B Software Applications for Business Computer Applications I

    Understand documents and publications COMPETENCY 3.00 B2 32% used 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?

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

     Which business document is the most appropriate means of

    communication in a given business situation and why?

    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, 21such as in Webster’s Dicitonary

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

    6411 Computer Applications I Summer 2008 Unit B 3.01 page 1

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

    a. The most commonly used serif font is Times New Roman.

    b. 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


    a. Arial is a sans serif font.

    b. Sans serif fonts are commonly used in title texts and serifs

    are commonly used for the body text

    c. While there is no steadfast rule that dictates a sans serif font

    must be used for titles and a serif for body, this practice is

    used more often than not in hard copy materials

    d. Serif fonts are said to propel the reader forward because of

    the natural right-sided slant of the letters

    e. Sans serif fonts are the preferred font for web-based content

    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


    3. Borders and shading are used together or separately to

    emphasize a specific textual element in a document

     For example, an introductory paragraph of people who

    contributed to a project might be shaded and a border added for


    4. Bullets/numbers are used to list items

     Bullets may be symbols or numbers

     Use bullets when the items are non-sequential

     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 margin

    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

    6411 Computer Applications I Summer 2008 Unit B 3.01 page 2

    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 at the beginning of a paragraph in

    bold font to give the reader a quick idea about the content of the


     The styles and headings feature in most software packages

    allows paragraph headings to be globally formatted and indexed 9. Tabs are used to align and organize data into groups and


    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


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

    of tabs or a tab and a margin

    10. Word wrap automatic continuation of text from line to line 11. 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 1. Margin the amount of white space around the sides of a


    2. Page orientation used to enhance the appearance and improve

    readability of a document

     Page orientation may be 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

    a. A document may contain more than one header and/or


    b. Books and manuscripts are often formatted with footers that

    change to reflect the titles of each chapter

    c. Section breaks control the flow of headers and footers 4. Orphan and widow protection is usually a default feature in word

    processing software

    6411 Computer Applications I Summer 2008 Unit B 3.01 page 3

     Orphan and widow protection means that a single line of a

    paragraph is not left alone at the bottom of a page (orphan) or

    at the top of a page (widow)

    5. 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

    6. Columns are used to format text for documents such as

    newspapers and newsletters

     Text is arranged in columns with or without vertical lines

    between each

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

    graphic images

    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 a brief and accurate summary of educational and work experiences used when applying for a job. It is often the first impression that a prospective employee makes on an employer. It may be sent as an attachment to an email

    1. Margins No less than .5 inches. Use white space uniformly to

    create a professional appearance and emphasize the content

    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 sought

    c. Experience or Employment history - Listed in

    chronological order, beginning with most recent

    i. Use the term that is most descriptive on the content

    6411 Computer Applications I Summer 2008 Unit B 3.01 page 4

    (a) For example, someone who worked with his

    dad fixing cars would aptly describe their

    knowledge as experience

    (b) Someone employed at Fast Lanes Auto Store

    would more aptly describe their knowledge as


    ii. Include type of position, name and location of

    organization, dates of employment, and brief

    description of responsibilities

    iii. Use action statements

    iv. Experience may be keyed before education d. References Listed with permission of the reference

    i. If included on the résumé, include name and contact


    ii. If not included on the résumé, a statement indicating

    that references will be provided upon request should

    be included

    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.

    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

    3. Guidelines for Keying

    a. Contact’s name is usually keyed in large font in the header

    section, followed by his/her contact information, usually

    keyed in smaller text

    b. The sections are commonly divided into columns headings

    on the left and descriptive text on the right c. Limit one page as often as possible

    d. Must be free of any errors

    e. Format and text should be easy to read and attractively


    6411 Computer Applications I Summer 2008 Unit B 3.01 page 5

    f. Do not use a font size less than 11 or 12 pt

    g. Never use relatives or peers as references

    B. A business letter is a form of communication used to convey a formal

    message to one or more parties

     Letters may be sent as an attachment to an email

    o A higher level of seriousness is needed than just a simple email

    o The document will be distributed to others

    o The document will be printed

     Examples of uses:

    o Company’s communication to stockholders

    o Superintendent’s communication to parents

    o Bank’s communication to customers

    1. Margins Margins vary according to the amount of content

    a. In general, adjust the margins so that the letter has a uniform

    amount of white space at each margin and is slightly

    oriented to the top or centered

    b. Leave at least .5 inches below the letterhead

    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

    6411 Computer Applications I Summer 2008 Unit B 3.01 page 6

    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


    k. Reference initials the initials of the typist of the letter and

    sometimes the author as well (keyed first)

    i. Example: bc/mw or BC/MW

    ii. No punctuation is used with the initials 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. Example: cc

    Mrs. Dian Moon

    3. Punctuation styles

    a. Mixed punctuation (standard) means that a colon is keyed

    after the salutation (Dear Mrs. May:) and a comma after the

    complimentary close (Sincerely,)

    b. Open punctuation means that no punctuation is used after

    the salutation or the complimentary close

    4. Format

    a. In block style, all lines begin at the left margin b. In modified block style, the date and closure are keyed at

    center point (usually 6 tabs)

    5. Guidelines for keying

    a. A quadruple space follows the date line, leaving three blank

    lines between the date and the inside address b. A double space follows the inside address, leaving one blank

    line between the inside address and the salutation c. A double space follows the salutation, leaving one blank line

    between the salutation and the body

    d. The body of the letter is single spaced, with a double space

    between paragraphs

    e. A double space precedes the complimentary close

    6411 Computer Applications I Summer 2008 Unit B 3.01 page 7

    f. If the company signature is included in the letter, it is keyed

    a double space below the complimentary close and a

    quadruple space (three blank lines) above the writer’s

    signature block

    g. If no company signature is included in the letter, the writer’s

    signature block is keyed a quadruple space below the

    complimentary close

    h. A double space separates the writer’s signature block from

    any remaining parts of the letter

    i. Reference initials, enclosure notation, copy notation, etc. are

    single or double spaced. Reference initials are not required

    when the writer is also the typist

    C. Personal business letter correspondence between an individual and another individual or a corporate entity

    1. It can be sent as a hard copy or as an email attachment 2. Examples of use:

    a. Formal thank you note

    b. Letter of complaint

    c. Letter of application to accompany a résumé

    d. Any communication you wish to express in a formal manner

    representing yourself, not your company

    3. A personal business letter is formatted according to the same

    guidelines as a business letter AND includes the return address of

    the author at the top of the document

    D. A memo is a form of communication used within an office, business, or organization

     Since the advent of email, formal memos have almost become

    obsolete; however, they are used for interoffice communication

    that 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


    1. Margins

    a. If keyed on letterhead stationery, allow .5 inches between

    the letterhead and the first line of the memo

    b. In general, format the margins so that the memo has a

    uniform amount of white space at each margin and is slightly

    oriented to the top or centered

    6411 Computer Applications I Summer 2008 Unit B 3.01 page 8

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