Computer Computer Applications IApplications IUnit 3 Study Guide 2Unit 3 Study Guide 2

Business DocumentsBusiness Documents

1. What is a brief and accurate summary of 1. What is a brief and accurate summary of educational and work experiences used when educational and work experiences used when applying for a job?applying for a job?

A. A. résumérésumé

2. What should the margins of a résumé be 2. What should the margins of a résumé be set for?set for?

A. No less A. No less than .5 inches.than .5 inches.

3. The Identifying Information; Education; 3. The Identifying Information; Education; Experience or Employment History; Experience or Employment History; References are important components of References are important components of what?what?

A. A résuméA. A résumé

4. How many pages should a résumé be?4. How many pages should a résumé be?

AA. One. One

5. How are sections of a résumé commonly 5. How are sections of a résumé commonly divided?divided?

A. A. Columns – headings Columns – headings on the left and on the left and descriptive text on the descriptive text on the right.right.

6. What 3 final steps should be taken before 6. What 3 final steps should be taken before submitting a résumé?submitting a résumé?

A. 1. A. 1. Free from errors,Free from errors, 2. Easy to read and attractively presented, 2. Easy to read and attractively presented, 3. Font size no less than 11 or 12 pt. 3. Font size no less than 11 or 12 pt.

7. 7. Who should Who should NOTNOT be listed as references on be listed as references on a résumé?a résumé?

A. A. Relatives or peers.Relatives or peers.

8. 8. A form of communication used to convey a A form of communication used to convey a formal message to one or more parties:formal message to one or more parties:

A. A. a business lettera business letter

9. Why is sending a business letter as 9. Why is sending a business letter as an attachment to an email a good thing an attachment to an email a good thing (list 3)?(list 3)?

A 1. The letter will be taken more A 1. The letter will be taken more seriously seriously

2. The document will be distributed to 2. The document will be distributed to others.others.

3. The document will be printed.3. The document will be printed.

10. 10. A company’s communication to stockholders, the A company’s communication to stockholders, the superintendent’s communication to parents, and asuperintendent’s communication to parents, and aBank’s communication to customers are 3 examples Bank’s communication to customers are 3 examples of what?of what?

A. Business lettersA. Business letters

11. Adjusting this according to content – so that the 11. Adjusting this according to content – so that the letter has a uniform amount of white space at each side letter has a uniform amount of white space at each side and is slightly oriented to the top or centered and and is slightly oriented to the top or centered and leaving at least .5 inches below the letterhead is doing leaving at least .5 inches below the letterhead is doing what?what?

A. Setting the margins A. Setting the margins of a business letter.of a business letter.

12. What is 12. What is preprinted information in the preprinted information in the header that usually contains the company header that usually contains the company name, address, email address, logo, and name, address, email address, logo, and other contact information?other contact information?

A. Letterhead A. Letterhead

13. What is the date the letter is written 13. What is the date the letter is written called?called?

A.A. Dateline Dateline

A. A. Attention Line

14. This is 14. This is keyed on the first line of the keyed on the first line of the inside address and used to address a inside address and used to address a specific person or job such, as a Sales specific person or job such, as a Sales Manager, within an organization:Manager, within an organization:

15. What is 15. What is the name of the addressee, name of the the name of the addressee, name of the business, street address, city, state abbreviation, and business, street address, city, state abbreviation, and zip called?zip called?

A. Inside Address A. Inside Address

16. 16. The greeting, such as The greeting, such as Dear Mr. CoxDear Mr. Cox is is called:called:

A. Salutation A. Salutation

17. 17. This optional feature is keyed below the This optional feature is keyed below the salutation because it is considered part of the salutation because it is considered part of the message.message.

A. Subject Line A. Subject Line

18. This the letter content. Paragraphs 18. This the letter content. Paragraphs are keyed in single are keyed in single space format with a space format with a double space betweendouble space between..

A. Message A. Message

19. The 19. The the goodbye, such as the goodbye, such as SincerelySincerely, is , is called:called:

A. Complimentary A. Complimentary Closing Closing

20. This 20. This optional feature is keying the name optional feature is keying the name of the company in all caps, and placing a of the company in all caps, and placing a double space below the complimentary closedouble space below the complimentary close..

A. Company A. Company SignatureSignature

21. Typing 21. Typing the author’s name and title, the author’s name and title, which may be keyed on one or two lines, which may be keyed on one or two lines, depending on lengthdepending on length, is called:, is called:

A. Writer’s A. Writer’s signature block signature block

22. The initials of the typist of the letter 22. The initials of the typist of the letter are called:are called:

A. Reference Initials A. Reference Initials

23. 23. This optional component indicates that This optional component indicates that another document is included with the letter.another document is included with the letter.

A. Enclosure NotationA. Enclosure Notation

24. 24. This This optional component indicates the optional component indicates the names of other parties who have received names of other parties who have received copies of the letter.copies of the letter.

A. Copy Notation A. Copy Notation

25. 25. What are the two punctuation styles of What are the two punctuation styles of business letters?business letters?

A. Mixed Punctuation and A. Mixed Punctuation and Open PunctuationOpen Punctuation

26. This means that a colon is keyed after the This means that a colon is keyed after the salutation (Dear Mrs. May:) and a comma after salutation (Dear Mrs. May:) and a comma after the complimentary close (Sincerely,)the complimentary close (Sincerely,)

A. mixed punctuation A. mixed punctuation

27. A letter in which all lines begin at the 27. A letter in which all lines begin at the left margin is called:left margin is called:

A. A. a “block style” business a “block style” business letter.letter.

28. 28. When tWhen the date and closure are keyed at he date and closure are keyed at center point (usually 6 tabs), it is what kind of center point (usually 6 tabs), it is what kind of letter?letter?

A. A. A “modified block A “modified block style” business letter.style” business letter.

29. 29. CCorrespondence between an individual orrespondence between an individual and another individual or a corporate entity. is and another individual or a corporate entity. is called:called:

A. A. personal business personal business letterletter

30. 30. Name 3 examples of personal business Name 3 examples of personal business letter usageletter usage..

A. Formal thank you note; A. Formal thank you note; Letter of complaint; Letter Letter of complaint; Letter of application to of application to accompany a résuméaccompany a résumé

31. 31. How is a personal business letter How is a personal business letter formatted, compared to a business letter?formatted, compared to a business letter?

A. The same as a business A. The same as a business letter AND includes the return letter AND includes the return address of the author at the address of the author at the top of the documenttop of the document

32. 32. A form of communication used within an A form of communication used within an office, business, or organization is called:office, business, or organization is called:

A. memo A. memo

33. 33. What are memos used for?What are memos used for?

A. interoffice A. interoffice communication that communication that deals with subjects of deals with subjects of permanent recordpermanent record..

34. 34. Name 3 ways to distribute a memo:Name 3 ways to distribute a memo:

A. A hard copy; an A. A hard copy; an email; an email email; an email attachmentattachment

35. 35. What are the 5 main components of a What are the 5 main components of a memo?memo?

A. TO; FROM; DATE; A. TO; FROM; DATE; SUBJECT; BODYSUBJECT; BODY

36. 36. What other components may be added What other components may be added (are optional), depending on the content and (are optional), depending on the content and style of the memo?style of the memo?

A. Writer’s name and A. Writer’s name and signature; special signature; special notationsnotations

37. 37. How are the 4 basic headings of a memo How are the 4 basic headings of a memo keyed?keyed?

A. All caps and bold; A. All caps and bold; information to the right information to the right of each heading is of each heading is vertically alignedvertically aligned

38. 38. Where do you begin the body of a memo?Where do you begin the body of a memo?

A. Usually a double A. Usually a double space below the last space below the last heading.heading.

39. 39. How are paragraphs of a memo spaced?How are paragraphs of a memo spaced?

A. Single space in the A. Single space in the paragraph; double space paragraph; double space between paragraphs.between paragraphs.

40. 40. Do the paragraphs of a memo have to be Do the paragraphs of a memo have to be block style?block style?

A. A. No, they may be either No, they may be either block style or indented.block style or indented.

41. 41. A list of items to be discussed or acted A list of items to be discussed or acted upon, prepared before meetings, events, and upon, prepared before meetings, events, and conferences is called:conferences is called:

A. A list of items to be A. A list of items to be discussed or acted upon, discussed or acted upon, prepared before meetings, prepared before meetings, events, and conferences.events, and conferences.

42. 42. Heading section – the organization Heading section – the organization name, date, location, and time of the name, date, location, and time of the meeting centered at topmeeting centered at topBody – time slots, topics, and Body – time slots, topics, and speakers/presenters are components of speakers/presenters are components of what?what?

A. an agendaA. an agenda

43. 43. What may an agenda What may an agenda include?include?

A. May include columns of times, A. May include columns of times, topics, speakers, and locations or topics, speakers, and locations or may simply be represented as a list may simply be represented as a list of itemsof items

44. 44. Is there one particular format of an Is there one particular format of an agenda?agenda?

A. No. A. No. Format varies Format varies according to the needs according to the needs and preferences of each and preferences of each organizationorganization..

45. 45. What formatting technique can you use to What formatting technique can you use to enhance the appearance of an agenda?enhance the appearance of an agenda?

A. You may format it with dot A. You may format it with dot leader tabs to control the left-leader tabs to control the left-to-right flow of the textto-right flow of the text

46. 46. What if the meeting or conference lasts What if the meeting or conference lasts more than one day?more than one day?

A. A. list the day and date at list the day and date at the the beginningbeginning of each of each section in bold section in bold

47. 47. If the agenda is in column format, what If the agenda is in column format, what word processing feature should you use?word processing feature should you use?

A. A A. A TableTable

48. These 48. These are used to describe the are used to describe the discussions, decisions, and actions that discussions, decisions, and actions that occurred during a business meeting.occurred during a business meeting.

A. MA. Minutesinutes

49. 49. A company meeting of stockholders; an meeting of A company meeting of stockholders; an meeting of the State Board of Education; A meeting of the PTSA the State Board of Education; A meeting of the PTSA Grounds Committee are 3 examples of situations Grounds Committee are 3 examples of situations needing the recording of:needing the recording of:

A. MinutesA. Minutes

50. 50. Heading; Call to order; Approval of Heading; Call to order; Approval of Minutes; Committee Reports; Old Business; new Minutes; Committee Reports; Old Business; new Business; Adjournment; Secretary Signature Business; Adjournment; Secretary Signature are components of:are components of:

A. A A. A meeting’s meeting’s minutes:minutes:

51. 51. What is an Itinerary?What is an Itinerary?

A. An itinerary is used to A. An itinerary is used to indicate travel indicate travel arrangements. arrangements.

52. 52. What are the components of an itinerary?What are the components of an itinerary?

A. A. Name of traveler Date and time of departure Departure information Lodging information Meeting times and locations Return times Area attractions

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