Letterhead Stationery

Contains contact information in the header and sometimes in the footer

Usually contains a logoUsed to identify a company or

organization and the design scheme used is similar for all publications they produce.

Business Card

• Contains contact information• Usually contains a logo• Usually printed on cardstock• Used as a remembrance

BrochureUsually printed on high quality paper

Information is of longer-term than a flyerUses color and graphicsRequires more than one pagePrinted in bi-fold, tri-fold, or booklet formUsed to advertise or provide information

Newsletter• Usually keyed in columns• May require one or more pages• Usually prepared for a specific organization,

company, or group to provide updates and information about group members.

FlyerPrinted on one page

Distributed as an email attachment, displayed on bulletin boards or telephone poles.

Usually short-termUsually displays date, time, location of and eventUsed to advertise or provide information

6

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.

Document Processing

Keyboarding Objective 4.01 – Implement paragraph

formats.

Horizontal CenteringUsing the menu bar

1. Access the Format menu bar option

2. Select the Paragraph option

Horizontal CenteringUsing the menu bar

3. Choose Centered alignment from the Paragraph window

Horizontal CenteringUsing the tool bar

Click on the Center alignment button on the tool bar

Vertical Centering

1. Select Page Setup from the File menu bar option

Vertical Centering

2. Select the Layout tab from the Page Setup window

3. Choose Center alignment from the Vertical alignment list

Document Processing

Keyboarding Objective 4.02 – Implement paragraph

formats.

Paragraph FormatsBlock 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

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 sourcesExample:

XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX

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 ourHoops For Heart

Campaign to help raise money for the

American Heart Association

February 27-March 3, 2006See your PE teacher for more details.

Horizontal CenteringUsing the menu bar

1. Access the Format menu bar option

2. Select the Paragraph option

Horizontal CenteringUsing the menu bar

3. Choose Centered alignment from the Paragraph window

Horizontal CenteringUsing the tool bar

Click on the Center alignment button on the tool bar

Vertical Centering

• When text is centered between the top and bottom margin

• Commonly used when formatting:

– Invitations– Announcements– Title pages

Vertical Centering

1. Select Page Setup from the File menu bar option

Vertical Centering

2. Select the Layout tab from the Page Setup window

3. Choose Center alignment from the Vertical alignment list

Memorandums and Letters

Keyboarding Objective—4.03Apply correct memo and letter

formats.

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.

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-2inches RM-1inch

BM-1inch LM-1inch

Memo headingthe 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)

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” 1”

1”

Memo heading

Memo body

Typist initials

Parts of a Memo

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.

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/email, and logo.

Major Parts of a Letter1. 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. Keyed Name-the authors typed name.8. Handwritten Signature-the author signs

the letter after it has been printed.9. Typist Initials-initials of the typist..

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-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.

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.

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. SmithSincerely yours

Example:

Dear Ms. Smith:

Sincerely yours,

Mixed Punctuation A colon is in the salutation

and a comma is in the close.

Personal—Business Letterwith 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.

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.

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.

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.

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.

Tables

Keyboarding Objective—4.04Apply correct table format.

What is a Table?

A table is a grid of rows and columns used to display and organize information.

Creating a Table• 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.

Columns

Rows

Gridlines

Cell

EAST MIDDLE SCHOOL

Career and Technical Education

Formatting a TableCenter the main title in all capital letters and bold.

DS

DS

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

Center the secondary title in initial caps and bold.

Center and bold column headings.

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.

Left align or center text entries. Right align

number entries.

Key the $ symbol in the first entry to show currency.

Parts of a TableTOP 10 BROADWAY GROSSES

Week Ending September 12, 2003

Production Gross This Week Gross Last WeekAnnie Get Your Gun $572,885 $671,363

Cabaret 466,670 515,787Fosse 566,644 605,993

Les Miserables 375,318 436,915Miss Saigon 395,522 434,641

Ragtime 420,902 539,159The Lion King 880,717 875,772

Totals $3,678,658 $4,079,630 Source: Online Productions

Main Title Secondary Title

Column Headings

Body

Source

Key the $ symbol in the first entry to show currency for the number entries.

Key the $ symbol with total entries to show currency.

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 marginsEqual left

and right margins

Inserting Tables

DS

DS

If the table is inserted between text: Double space above and below the table.

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.

4.05 Apply correct report format.

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.

Types of Reports

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.

Unbound ReportShort 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.

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.

RM and LM are the same (1 inch).

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

Top Bound Report

TOP BOUND REPORT Top margin is wider to

accommodate binding along the top

margin.

Top margin is wider to accommodate binding along the top margin.

TM is wider to accommodate

binding.

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

Formatting an Unbound Business Report Cont…

Font• Standard size and style

font i.e. Times New Roman—12point.

Paragraphs• Double space the body of

the report.• Side Headings should be

keyed at the left margin, underlined, and keyed in initial caps.

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.

Parts of an Unbound Business Report

• 2” Top Margin• 1” Left Margin• 1” Right Margin• 1” Bottom

Margin

Title

Report body

Side heading

Unbound Business Report page 2

Page numberSide heading

Insert the page number ½ inch

from the top of the page and right

aligned.

Title Pages

2”

TITLE

2” or 2 ½”

Your Name (DS)

School Name/Class

2” or 2 ½”

Current Date

• 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

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

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

Bibliography

Title

Alphabetical listing of sources

Bottom Margin 1 inch

Top Margin 2 inches

Left Margin 1 inch

Right Margin 1

inch

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.

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.