Fundamental Word ProcessingCreate documents using traditional input devices.

Test What You Already Know!1.Text or graphic appears on top or behind

document’s text

2.Prints text darker than other copy as it is keyed

3.Used for labels or as callouts in documents

4.Prints letters that slope up toward the right

5.Used for enhancement purposes

WORD BANK

Italics Watermark

Bold Textbox

3-D Effects

Test What You Already Know!

WORD BANK

Underline Drop Cap

Font Effects Word Art

6.Used to format paragraphs to begin with large initial capital letter that take up two or more lines

7.Places a line under text as it is keyed

8.Changes text to graphic object

9.A digital typeface that can vary in type and size

Test What You Already Know!

WORD BANK

Change Case Bold Italics

Style Superscript

10.Predefined set of formatting options that have been named and saved

11.Text placed slightly higher than other text on a line

12. Used to change the case of characters

13. Causes text to appear darker than other text and also letters slope up toward the right

Test What You Already Know!

WORD BANK

Typeface Strikethrough

Font Size Font Effects

Subscript

14. Draws line through text

15. Text placed slightly lower than other text on a line

16. Examples include shadow, emboss, small caps and outline

17. The design of letters such as Times New Roman and Courier

18. The way that keyboarding characters are measured (i.e. 10 pt or 12 pt)

Font

•Refers to the type, or letters, in which a

document is printed•Consists of the typeface,

style, size and effect•Attributes used to

change appearance of font

FONT ACTIVITY

Underline this sentence and change the font color to red.

Bold this text.

Place this text in italics.

Key this text using Arial font type.

Key this text using bold italics.

Use the following effects for at least one word in this sentence: superscript, subscript, shadow, emboss and bold.

Change the text in this sentence to 20-point font size.

Key this line using word art.

Use a textbox to key this line and change the fill color to a color of your choice.

Visual additions such as 3D effects used to attract a readers attention to

specific text are called:

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1. Visions.2. Witchery.3. Enhancements. 4. Additions.

The text below is an example of what font effect?

Digital Communication Systems

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1. Emboss2. Shadow3. Underline4. Outline

Text sizes when using computer software are usually stated in:

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1. Scales.2. Points.3. Picas.4. Fonts.

Times New roman and Arial are examples of:

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1. Word Art2. 3-D effects3. Typefaces.4. Font sizes.

VOCABULARY

Backspace-delete items to left of cursorClipboard-store cut or copied dataCopy-show data in more than one place in the documentCut-move data from one location in document to another locationDelete-remove data from a documentFind-locate data in a documentFormat painter-copy selected formatting of textGo to-move to selected area of documentGrammar checker-mark possible grammar errors and offers suggestions for correction

VOCABULARY

Insert-place data in select areas of documentPaste-copy stored data to select location in documentPaste special-copy stored data to select location in document in designated formatReplace-remove data and put in other dataRepeat typing-repeat last actionSelect text-highlight specified textSpace bar-expand or condense area between charactersSpell checker-corrects spelling errorsThesaurus-find synonyms, antonyms or related wordsUndo typing-allow one to undo a previous action

What helpful software feature underlines unknown words with a red

line?

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1. Print preview2. Spell checker3. Copy and paste4. Thesaurus

What helpful software feature marks errors with a green underline?

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1. Grammar check2. Word wrap3. Spell checker4. Thesaurus

When editing a document electronically, cutting text to place it some other place in

the document temporarily stores the text on the:

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1. Page.2. Toolbar.3. Clipboard.4. Status bar.

Spell checkers are helpful in locating:

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1. Number errors.2. Capitalization errors.3. Punctuation errors.4. Misspelling of words.

Word Automatic Editing Tools

•Word has three features that automatically change or insert text

and graphics as you type.•You can easily customize the

automatic changes that Word makes or turn off the features altogether.

AutoText-storage location for text or graphics you want to use again and includes:- Mailing addresses used often-Standard contract clauses-Long distribution lists for memos

AutoComplete- gives one an opportunity to insert entire items such as:- Dates-Auto Text entries when you type a few identifying characters

AutoCorrect- automatically-Corrects many common typing, spelling and grammatical errors-Insert text, graphics and symbols

Word Automatic Editing Tools

Common Proofreading Symbols

What does the proofreading mark “#” mean?

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1. Move something2. Number something3. Insert something4. Space is needed

The phrase below has what kind of misstroke?

at the Fifth avenue deli

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1. Reverse order2. Spacing3. Capitalization4. Repeated word

Word Editing Tools

Spell Checker•Checks spelling as you type •Underlines unknown words with red line•Recognizes proper names•Ignores words with numbers or Internet and file addresses

Grammar Checker•Checks grammar errors as you type•Marks errors with green underline

Revision Mark•Shows where a deletion, insertion or other editing change has been made in a document

Which sentence uses the word “hour” correctly?

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1. Hour computer class is interesting.

2. Please visit hour campus.3. We should earn one

credit hour per class.4. It is hour intention to

complete the work.

Which sentence uses the word “too” correctly?

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1. Too drive a car is his fondest wish.

2. The too children ran behind the dogs.

3. The movie is about too begin.

4. I think I will go, too.

Word Editing Tools

Comments•Notes or annotations that an author or reviewer adds to a document

Find and Replace•Text, specific formatting and special items such as paragraph marks, fields or graphics•All forms of a word•Fine-tune a search by using wildcards (for example, search for “s?t” to find “sat” or “set”).

•Double check for errors you typically make•Read out loud, read slowly, read one word at a time to determine if it makes sense•Look for formatting and alignment errors•Read what is actually on the page and not what you think•Proof before printing•Errors easily overlooked in first few lines and last few lines of document•Check all numbers and spellings of questionable words with original copy•Proofread more than once (if possible in pairs-one reads original and the other the keyed copy)

Proofreading Tips

Guidelines for Business Letters

Business Letter – General Formatting

Margins• 1” side margins

• 2” top margin or may be centered vertically with Center Page feature

• 1” bottom margin

Personal Business Letter(Block Style)

Basic Parts• Return Address• Date• Letter Address• Salutation• Body• Complimentary Close• Name of Writer

Formal Business Letter(Modified Block Style)

Basic Parts• Letterhead

• Date

• Letter Address

• Salutation

• Body – May be either blocked or indented

• Complimentary Close

• Name of Writer

The paragraph in a modified block style letter may be:

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1. Blocked.2. Indented.3. Indented from both

margins.4. Either indented or

blocked.

Business Letter Special Parts

• Mailing notation

• Handling notation

• Attention line

• Subject line

• Reference initials

• Copy notation

• Postscript

Special Parts Defined…Mailing Notations – Type special mailing notations in all uppercase characters before the inside address if you consider them necessary in your letter. Examples: CERIFIED, ADDRESEE, REGISTERED

Handling Notations – A special notation regarding private correspondence. Type in all uppercase characters or you could prefer to key them before the inside address (after the special mailing notation if you have included it too). Remember – put it on the envelope as well! Examples: PRIVATE, URGENT, PERSONAL

Attention Line – Key as the first line of the inside address, to specifically identify a person, department or committee.

Subject Line – Used to draw immediate attention to the topic of your letter. Key the subject line in all caps, left aligned, below the salutation.

Reference Initials – Used to indicate that someone other than the writer keyed the letter, typed in lowercase a double space below the writer’s typed name.

Copy Notation – Includes the names of people whom you distribute copies, sometimes you could include their addresses as well. Typed at the end of the letter after enclosure notations or reference initials.

Postscript – An optional message added to a letter as the last item on a page

On an envelope the word “Confidential” is an example of:

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1. Addressee or handling notation.2. Enclosure notation.3. Mailing notation.4. Postscript.

Which of the following is a mailing notation?

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1. Confidential2. Personal3. Registered4. Urgent

What is an optional message added to a letter as the last item on the page?

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1. Enclosure2. Company name3. Copy notation4. Postscript notation

Certified mail is an example of a:

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1. Enclosure notation.2. Addressee notation.3. Mailing notation.4. Postscript.

Second-Page Headings

• Use Plain Stationary

• Single Line Heading

• Multiple-Line Heading

The type of paper used for the second page of a letter is what quality?

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1. Color stationery2. Plain stationery3. Card stock4. Letterhead

Punctuation in a Letter

Open Punctuation In an Open Punctuation Style letter there is...

* No punctuation following salutation and complimentary closing

Mixed Punctuation Mixed Punctuation Style Features (This is usually the standard used in the USA)

* A colon follows the salutation * A comma follows the complimentary closing

Closed Punctuation In Closed Punctuation Style

* A colon follows the salutation * There is no comma after the complimentary close.

Which statement is true concerning the OPEN punctuation style in letters?

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1. Punctuation marks are omitted in the subject line.

2. Punctuation marks are omitted from the body of the letter.

3. Punctuation marks are omitted after the salutation and complimentary close.

4. Punctuation marks are required after or at the end of the salutation and complimentary close.

When punctuation marks are omitted in opening and closing lines of a letter, the

punctuation STYLE is called:

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1. Closed.2. Formal.3. Mixed.4. Open.

Additional Letter Formatting

WidowThe last line of a paragraph that appears alone at the

top of the next page

OrphanThe first line of a paragraph that appears alone at the

bottom of a page

Default widow and orphan settings are typically configured for two lines in order to

prevent isolated single lines.

An orphan is the:

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1. First line of the paragraph at the top of the page by itself.

2. First line of a the paragraph at the bottom of the page by itself.

3. Last line of the paragraph at the bottom of the page.

4. Last line of the paragraph by itself at the top of the page.

Envelope Formatting

• Envelopes should be keyed single spaced.

• Sender’s return address may be preprinted on an envelope.

• Be sure to include any handling notations on the envelope to ensure privacy.

What kind of protection prevents leaving the FIRST LINE of a paragraph on the

BOTTOM LINE of a page?

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1. Widow2. Orphan3. First-line4. Bottom-line

Which may be preprinted on the envelope?

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1. Mailing address2. Mailing notation3. Address notation4. Sender’s return address

Envelopes are keyed

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1. Single spaced.2. Double spaced.3. Triple spaced.4. Quadruple spaced.

What type of spacing is used in the body of a letter?

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1. Single2. Double3. Triple4. Quadruple

What indicates someone other than the writer keys the letter?

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1. Enclosure2. Company name3. Mailing notation4. Reference initials

Reference initials are typed in:

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1. Sentence case.2. Lower case.3. Initial caps.4. All caps.

What formatting style is used when the dateline and the closing lines in a letter begin at the center point of the

paper?

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1. Personal2. Simplified3. Modified block4. Block

The type of spacing used between the complimentary close and the keyed

signature is:

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1. Single.2. Double.3. Triple.4. Quadruple.

In a modified block letter, the dateline:

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1. Is left aligned.2. Is right aligned.3. Is centered on the

page.4. Begins at the center

point.

Formatting Memorandums and

Electronic Mail Messages

•Correspondence written to people within same business/organization•2” top margin•1” side margins•Single-spaced within paragraphs•Double-spaced between paragraphs

MEMORANDUMS

The side margins for a memoriam are how many inches?

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1. ½2. 13. 1 ½4. 2

The spacing used between the body of a memo and reference initials is:

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1. Single2. Double3. Triple4. Quadruple

Parts of a Memorandum

•Memo Heading using the following guide words:

TO:

FROM:

DATE:

SUBJECT:

•Memo Body• Side headings• Paragraph headings

•Reference initials•Attachment/enclosure notation•Distribution list

Enclosure

A document that accompanies a memo or letter is referred to as a/an:

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1. Notations.2. Enclosure.3. Addition.4. Attachment.

What is the spacing within paragraphs of a memo?

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1. Single2. Double3. Triple4. Quadruple

Memo Templates

•Templates are forms that allow you to move quickly from one data entry area to another

•Word processing programs have several memo templates

•Generally include guide words

Formatting Email

•Electronic mail-easy to create and easy to send

Parts •heading•body•attachment•copy notation•forward/reply

An email heading may also include a/an:

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1. Copy notation.2. Mailing notation.3. Enclosure.4. Postscript.

Simple Reports

Unbound Report (Business)

Typically a short report, prepared without binders or covers. A multi-page report may be held together by a

paper clip or staple.

MARGINS:

•Top margin is 2” (on first page)•Top margin on all other pages is 1”•Side margins are 1”•Bottom margin is 1”, but may vary depending on page break decisions.

• Avoid windows and orphans.

Additional formatting requirements:

•Center the title of the report in ALL CAPS, then quadruple space after the title before beginning the body of the report.

•Double space the body of the report. EXCEPTION: Enumerated items must be single spaced within and double spaced between.

•Side heading are underlined and keyed in initial caps.

•Paragraph heading are indented .5” from the left margin and end with a period. Capitalize the 1st letter of the 1st word only.

In the body of a report enumerated items should:

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1. Begin at the left margin.

2. Have a right indent of ½”.

3. Be double spaced like the report itself.

4. Be single-spaced with a double space between items.

What spacing follows the title of a bound business report?

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1. Single2. Double3. Triple4. Quadruple

Additional formatting requirements:

•Page numbers (usually preceded by a last name) are located at the top right margin, .5” from the top, followed by a double space. The first page is usually not numbered.

•You may need to include a Works Cited page or a Bibliography with your report. We will discuss this accompanying document later in class.

All numbers of the second and succeeding pages of an unbound

report:

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1. Begin at the left margin.2. Are keyed at the first tab stop.3. Are centered on the page.4. Are aligned at the right margin.

Bound Report (Business)

A report that is typically bound with covers or binders.

•Top, right and bottom margins are the same as for an unbound report.

•The left margin is increased to 1.5” to accommodate the binding.

Academic StyleBound/Unbound Reports

No title page is used for Academic style reports. Instead, key a heading in the top left corner on the first page.

Double space between lines and include the following:

•Name of student•Name of Instructor•Course Title•Date in military style (21 November 2004)

Double-space the body of the report – no exceptions.

OutlinesA type of enumeration that

organizes information.

•The top margin is 2” or vertically centered.

•All other margins are the same as the report.

•Main and side entries or headings are used to organize information.

The top margin of an outline should be keyed how many inches from the top

of the page?

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1. 12. 2 ½3. 34. 2 or vertically

centered.

Formatting :Main Entries

•Preceded by capital Roman numerals (I, II, III, etc.)

•Uses ALL CAPS or initial caps and bold.

•Double space before and after a main entry.

What is the correct spacing of main entries or headings (shown with Roman numerals) in an outline?

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1. Single2. Double3. Triple4. Quadruple

Formatting :Secondary Entries

•Preceded by capital letters (A, B, C, etc.) Key important words in initial caps.

•Lower level entries are preceded by Arabic numbers (1, 2, 3, etc.) and lower-case letters (a, b, c, etc.) Only capitalize the 1st letter of the 1st word when keying these.

•Single space all secondary entries.

Title Page (Cover Page)Only a Business Report (not an Academic Report)

should include a Title Page. If you key a heading at the top of your report, a title page is not necessary.

•Center the page horizontally and vertically.

•Include the following information (minimum):

• Report Title

• Writer’s Name

• Date

When an academic report has a heading keyed at the top left margin on the first

page of the report:

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1. The title page becomes optional.2. A title page is not necessary.3. A title page is still required.4. It is not acceptable to use a heading

on page one.

Which statement is TRUE regarding the title page of a report?

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1. Only one correct format2. Contains a summary of the

report3. Appears at the end of the report4. Should be centered horizontally

and vertically

Table of ContentsAn outline of the side and paragraph headings in a

report with their respective page numbers.

•Follows the Title Page

•Margins are the same as the report

•Center the heading in ALL CAPS.

•Each entry refers to a major section and should be keyed in initial caps.

•Use right aligned tabs for creating leaders from the entry to its respective page number.

•Number the page at the bottom center using lowercase Roman numbers (i, ii, iii, etc.)

The table of contents lists:

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1. Works cited.2. Textual citations.3. Paragraph and side

headings.4. Bibliography

entries.

BibliographyA listing of the material used in the report (textual citations,

footnotes, endnotes and related material which may have been used but not cited), located at the end of the report.

•Margins are the same as for the report

•Center the title in ALL CAPS followed by a quadruple space. (Precede by a QS if references begin after the report body on the same page.)

•List references in alphabetical order by author last name.

•The correct order of an entry in a bibliography is author’s name, title of source and publication

All entries in a bibliography are listed:

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1. Numerically by the reference publication.

2. Chronologically as they appear in the text.

3. Alphabetically by author surname.

4. Alphabetically by the first word.

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The correct order of each source in a bibliography is:

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1. Title of source, publication name and publication date.

2. Title of source, author's name and publication date.

3. Author’s name, age and title of source.

4. Author’s name, title of source and publication date.

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Bibliography formatting continued:

•Include a page number at the top right.•Single space each entry; Double space between entries.•Key each entry using a hanging indent (1st line begins at left margin; subsequent lines are indented by .5”)•Underline or italicize books, magazines and newspaper titles.•Use quotation marks around titles of articles, poetry and essays.

Works CitedA listing of only those works that were cited in

the report; located on a separate page at the end of the report.

•Follow the same formatting as that of the Bibliography.

•The difference is that you will only include those sources that were quoted or paraphrased.

•Do not include other reference materials on a works cited page.

Documentation:

• Enclose direct quotes of up to 3 lines in length in quotation marks. Quotes of 4 or more lines in length (long quotation) should be single-spaced and indented .5” from the left margin with a double space before and after.

• An ellipsis (…) is used to indicate material that is omitted from a quotation.

• There are 3 methods of referencing cited material within the body of a report:

• Textual Citations• Footnotes• Endnotes

An ellipsis is used in quoted material in a report to show a/an:

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1. Direct quote.2. Long quote of four or

more line.3. Indirect quote or

paraphrased material.4. Omission of words,

phrases or paragraphs.

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What type of spacing proceeds and follows a long quotation in an

academic report?4%

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1. Single2. Double3. Triple4. Quadruple

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Textual Citations:

•Typically keyed within parentheses immediately following the quoted material.•Includes the name of the author(s), the year of publication and the page number.

Example:….a textual citation. (Smith, 2003, 45)

Footnotes:

•When using footnotes, used for a reference and is placed at the bottom of the same page. A divider line (preceded and followed by a DS) typically separates footnotes from the report body.•Superscript numbers are used to consecutively identify each footnote.•Indent the first line .5” from the left margin.•Single-space each footnote; double-space between items.

Endnotes:•Endnotes contain complete documentation for a reference. However, endnotes appear on a separate page at the end of the report.

•Use the same margins as for the 1st page of the report.

•Endnotes are formatted like footnotes with a corresponding superscript number and a 1st-line indent.

•Single-space each endnote; double-space between items.

•Include a page number at the top right.

Endnotes are keyed:

8%0%

92%

0%

1 2 3 4

1. At the bottom of the page on which the reference occurs.

2. Within the report.3. On a separate page at the

end of the report.4. On a separate page

immediately after the table of contents.

1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20

21 22 23 24 25 26 27

What spacing should be used within individual endnotes?

88%

13%0%0%

1 2 3 4

1. Single2. Double3. Triple4. Quadruple

1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20

21 22 23 24 25 26 27

Note:• Always consult style manuals for specific formatting requirements as there are several accepted methods.

• Become familiar with your particular software. There are many automatic formatting features which provide ease in designing and formatting.

Simple Business Reports

Making A PurchasePurchase Requisition – A form to be completed by individuals within a business to request that items or services be purchased. Many companies require that purchase requisitions be completed and approved prior to a purchase order being created.Purchase Order – A form prepared by a business (buyer) and sent to another business (seller/supplier) to order items or services. A purchase order is a form sent to a business to order materials or services. The top portion consists of the heading information and the bottom portion consists of the list of items ordered and the total amount of the order.

Single spaced within, double space between

Making A Purchase Continued…Invoice - A form that the seller/supplier completes and sends to the buyer during the month indicating how much is owed for items bought or services rendered and the due date for payment/payment terms.

An invoice is a bill sent by a business for materials it sold or services it rendered to another business. The top portion, the heading information, includes the payment terms. Example: 5/10, n/30, means the buyer can take 5% discount on the purchase price if the invoice is paid within 10 days.

However, if not paid early, the entire amount owed (the “net”, represented by the “n”) must be paid within 30 days of the invoice date. Last payments may result in additional charges being assessed to the buyer. The bottom portion lists the items sold and the total amount due. If there are shipping/handling charges or tax due, they will be included also as separate line items before the final TOTAL amount is calculated and listed.

Unit Price/Cost: Cost per item being ordered

What is the correct spacing of the lower portion of an invoice that contains a list of items ordered?

1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20

21 22 23 24 25 26 27 28 29 30

25%

25%25%

25%

1 2 3 4

1. Single-spaced with a double space between items2. Double-spaced with a triple space between items3. Single-spaced thought-out4. All lines double-spaced

The caption “5/10, n/30” on an invoice means:

1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20

21 22 23 24 25 26 27 28 29 30

25%

25%25%

25%

1 2 3 4

1. Up to 5 items will be shipped within 10 days, however, nothing will take more than 30 days to ship.

2. If payment is made within 5 days of the invoice date, you may take a 10% discount, with no discount after 30 days given.

3. A 5% discount is given if paid within 10 days, but the net (total amount-no discounts) is due within 30 days of the invoice date if the invoice is not paid within the discount period.

4. A 5% discount is given if paid within 10 days of the invoice date, but a 30% discount is given if paid now (immediately upon receipt).

What section of a purchase reflects the cost per item being ordered?

1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20

21 22 23 24 25 26 27 28 29 30

25%

25%25%

25%

1 2 3 4

1. Items ordered2. Total cost3. Unit cost4. Terms

Job Application – An employment form used by employers to document information pertaining to job applicants.

Resume – Usually a one-page document, a resume is a summative document which usually outlines six major areas describing an applicant: Person Information, Objective, Education, School/ Community/ Employment Awards, Honors and Accomplishments, Work Experience and References.

Applying for a Job?

Job Applications

•Take a copy of your resume with you when applying in person and use the resume to help in completing the job application form.

•Obtain an application in advance if possible. Make a copy and use this as a rough draft to eliminate making errors on the final copy.

•Use only blue or black ink when completing a hand-written job application.

•Check to see if the application form is available online. This makes for a neater copy, if available.

•Always answer all items correctly and honestly. Employers can and do verify information. False information on any application documents is regarded to be sufficient justification to not hire an individual. In addition, if false information is discovered after employment, it can be considered valid condition for termination.

Job Applications Continued…Most employment applications ask you to sign your name at the bottom of the document. In many cases there is a statement immediately above your signature stating that you are verifying the information given by you to be accurate and truthful.

• Information that you will typically be expected to supply is:• Name, address, social security number and phone number(s) where you can be reached.• The job opening for which you are applying.• Past employment history (to include dates of employment, job titles/descriptions, supervisor(s) and contact information such as addresses and telephone numbers, and reason for leaving.)• School attended (to include dates of attendance, diploma, degrees or certification achieved and contact information)• Military history (to include dates of service, branch, terms of discharge, etc.)• You may also be asked to give references. These are individuals who can attest to your abilities and/or character. Typically, you should not use relatives or spouses as references. Additionally, make sure you contact any potential references, obtain their approval to be used as a reference and know what type of information they will give about you. You want no surprises if you make it this far in the interview and a poor reference could ruin your chances for employment.

What information should a job applicant NOT prepare to provide?

1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20

21 22 23 24 25 26 27 28 29 30

25%

25%25%

25%

1 2 3 4

1. Work experience, including the name and address of employer, dates employed and the job held

2. Education, including schools and dates of attendance

3. Age and health4. Special skills and competencies

What is an important number to have available when filling out an

application form?

1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20

21 22 23 24 25 26 27 28 29 30

25%

25%25%

25%

1 2 3 4

1. Student ID2. Social Security3. Parent’s phone4. Driver’s license

When completing a job application, the application should:

1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20

21 22 23 24 25 26 27 28 29 30

25%

25%25%

25%

1 2 3 4

1. Write in cursive in purple or red ink.

2. Write in cursive in blue or black ink.

3. Print neatly in purple or red ink.

4. Print neatly in blue or black ink.

ResumesResumes are a summary of your abilities and experiences. They should

preferably be no longer than one page. Check your software and the internet for templates which can add a professional flare to your document.

 

Formatting:•Setting all margins to one inch is acceptable; however, you may choose to adjust any of these to fit the text.

•Always list the most recent information first (reverse chronological order) for both education and work experience.

•Key your name and contact information at the top of the page.

•List items so that you the most important and impressive items are listed first. For example, if your educational background is stronger than your work experience, it should be listed first. If your work experience is more impressive than your educational background, then list work experience first.

•On a printed resume, use text enhancements to your advantage.

Resumes Continued…Content: (Your resume should contain the following)•Name and contact information.

•An objective, stating your goals or reasons for wanting the job opening.

•Education listed in the format addressed above. You may list any special skills acquired or courses taken which are relevant to the job opening. It is also helpful to include grades earned in those courses related to the job competencies.

•List school, community or previous work accomplishments, awards and honors.

•Work experience listed in the format described above. You will need to include dates of employment, job titles/descriptions, supervisor(s) and contact information such as addresses and telephone numbers. Use active verbs to describe job duties.

•Three to six references of individuals who can attest to your abilities/skills, character, work habit and personality. Be sure to include all contact information such as name, address, telephone numbers (home/work/fax/cell as appropriate) and email addresses if available. The references may be keyed at the bottom of the resume if space permits, or if listed on a separate page, key a statement similar to the following under the “References” section: “References will be provided upon request.”

When should a person list education before work experience on a resume?

1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20

21 22 23 24 25 26 27 28 29 30

25%

25%25%

25%

1 2 3 4

1. Job requires a high level of education

2. Have little work experience

3. Want to impress the interviewer

4. Have an advanced degree

Good sources of references for a resume do NOT include:

1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20

21 22 23 24 25 26 27 28 29 30

25%

25%25%

25%

1 2 3 4

1. Relatives.2. FBLA advisors.3. Supervisors.4. Teachers.

Tables

Vocabulary

Align (Justify) – Refers to the arrangement of data in relation to a fixed point. Example: Left align arranges all data so that the left side of all date begins at the same point. Column – Data aligned from top to bottom.Columnar Headings – Used to identify the data in each column of a table, they appear underlined and immediately above the column data.Main Heading (Primary Heading) – Keyed in all capital letters, this is the main title of the table.Row – Data aligned from left to right.Secondary Heading (Sub Heading) – Keyed in initial capital letter, this heading, if used, appears a double space below the main heading and above the column headings/body.Tables – A simple way to organize information using rows and columns to align data in an easy-to-read format.

Guidelines for Formatting Tables  Tables are a simple way to organize information using rows and columns to

align data in an easy-to-read format. Use the following guidelines to aid you in formatting tables.

•Center the table horizontally (equal blank space on the left and right of the table).•Center the table vertically (equal blank space at the top and bottom of the page.•Center the main heading. Key the heading in all capital letters. Double-space after the main heading.•Center the secondary heading. Key the secondary heading in initial capital letters (capital and lowercase letter). Single space the secondary heading if it takes more than on line.•Double space between the heading and the body of the table.•Column headings identify the data in each column of a table. Key column headings in initial capital letters. Column headings may be blocked (keyed at the tab stops set for the columns) or centered.•Double space after the column headings.•Set tabs (or align data) for columns as follows:•Use left alignment for columns that contain words.•Use right alignment for columns that contain whole numbers.•Use a decimal alignment for columns that contain decimals numbers. (If the column has a column heading, right align the column heading so that it will align with the right edge of the column data.)

When formatting a multiple-line column heading:

0%0%0%0%

1 2 3 4

1. Center all column headings vertically.

2. Center all column headings horizontally.

3. Align the last line of each column heading on the same line.

4. Align the first lines of each column heading on the same line.

1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20

21 22 23 24 25 26 27 28 29 30

The appropriate tab settings to use for formatting tables and setting tabs are:

0%0%0%0%

1 2 3 4

1. Right tabs for all columns.2. Left tabs for all columns.3. Center tabs for all

columns.4. Dependent upon the

column data.

1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20

21 22 23 24 25 26 27 28 29 30

Column headings are recommended for use in tables because they provide:

0%0%0%0%

1 2 3 4

1. A description of the table body.

2. A title for the table.3. The date of the table.4. The sub title of the table.

1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20

21 22 23 24 25 26 27 28 29 30

What is the correct spacing within a multiple-line column heading in a

table?

0%0%0%0%

1 2 3 4

1. Single2. Double3. Triple4. Quadruple

1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20

21 22 23 24 25 26 27 28 29 30

What kind of heading helps to identify the data in the boy of a table?

0%0%0%0%

1 2 3 4

1. Section2. Column3. Secondary4. Main

1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20

21 22 23 24 25 26 27 28 29 30

What kind of spacing follows the column headings of a table?

0%0%0%0%

1 2 3 4

1. Single2. Double3. Triple4. Quadruple

1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20

21 22 23 24 25 26 27 28 29 30

Column headings and data that begin at a left tab stop in a table are:

0%0%0%0%

1 2 3 4

1. Right aligned.2. Right justified.3. Centered.4. Blocked.

1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20

21 22 23 24 25 26 27 28 29 30

Other Business Reports

VocabularyAgenda – Includes the order of topics to be covered at a meeting and the individuals responsible for each topic.Announcement – A document created to inform individuals of an event or occasion. No response is usually required; usually sent to individuals within a targeted interest group.Enhancements – Visual additions to attract a reader’s attention to specific text.Flyer – A document created to inform individuals of an event or occasion. No response is usually required. Can be sent to a targeted interest group, but may also be posted for the general public view.

VocabularyInvitation – A document sent to specified individuals in order to inform them and request their presence at an event or occasion. A response (reply) to the invitation is often required to indicate whether or not the individual will attend. Itinerary – A list which includes the dates, times, schedules, lodging and method of travel to be used on a trip.Minutes – A summary of the events and business conducted during a meeting. Minutes are the official record of a meeting and are kept by the secretary of an organization.Orientation – The determination of how material is arranged on a page in either portrait or landscape style. On an 8 ½ “ x 11” size paper, portrait orientation has the short side of the paper at the top; landscape has the long side of the paper at the top.

The MOST efficient method to horizontally center a line of text is to:

0%0%0%0%

1 2 3 4

1. Use the guideline method.2. Use the tab key and space

bar.3. Use the automatic

centering feature of your software.

4. Divide the length of the line by two and space over that number of lines from the left margin.

1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20

21 22 23 24 25 26 27 28 29 30

What visual additions attract a reader’s attention to specific text?

0%0%0%0%

1 2 3 4

1. Additions2. Formats3. Enhancements4. Visions

1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20

21 22 23 24 25 26 27 28 29 30

Vertical centering has:

0%0%0%0%

1 2 3 4

1. Unequal side margins.

2. Unequal top and bottom margins.

3. Equal side margins.4. Equal top and

bottom margins.

1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20

21 22 23 24 25 26 27 28 29 30

Keying Minutes

•Because minutes are often kept in a three-ring binder, set margins for a bound report (LM = 1.5”; RM = 1”).

•Key the organization’s name 1” from the top of first page. Double space and key MINUTES OF THE REGULAR MEETING in all caps. Double space and key the date. Double space after the heading.

•Key side heading in all capital letters. Double space before and after the side headings.

•Single space minutes.

•Quadruple space before the closing to allow for signature. Start keying the closing at the center. The closing includes the secretary’s name and title.

•Key page number 1” from top on additional pages.

What is the summary of the events and business conducted during a

meeting?0%0%0%0%

1 2 3 4

1. Agenda2. Minutes3. Reports4. Itinerary

1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20

21 22 23 24 25 26 27 28 29 30

When keying minutes, the organization’s name should be keyed

how many inches from the top?0%0%0%0%

1 2 3 4

1. 12. 1 ½3. 24. 2 1/2

1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20

21 22 23 24 25 26 27 28 29 30

When keying minutes, the organization’s name should be keyed

how many inches from the top?0%0%0%0%

1 2 3 4

1. 12. 1 ½3. 24. 2 1/2

1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20

21 22 23 24 25 26 27 28 29 30

Side headings of minutes should be keyed in:

0%0%0%0%

1 2 3 4

1. All caps.2. All caps and

underlined.3. Lower and

uppercase letters.4. Lower and

uppercase letters and underlined.

1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20

21 22 23 24 25 26 27 28 29 30

What document includes the order of topics to be covered at a meeting and

the individuals responsible for each topic?

0%0%0%0%

1 2 3 4

1. Schedule2. Minutes3. Itinerary4. Agenda

1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20

21 22 23 24 25 26 27 28 29 30

The descriptive information in an agenda should be keyed:

0%0%0%0%

1 2 3 4

1. In the first column.2. In the second

column.3. In the third column.4. Aligned at the left.

1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20

21 22 23 24 25 26 27 28 29 30

A list including dates, times, schedules, lodging and method of travel is called

a/an:0%0%0%0%

1 2 3 4

1. Report.2. Minutes.3. Agenda.4. Itinerary.

1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20

21 22 23 24 25 26 27 28 29 30

Side headings of minutes should be keyed in:

0%0%0%0%

1 2 3 4

1. All caps.2. All caps and

underlined.3. Lower and

uppercase letters.4. Lower and

uppercase letters and underlined.

1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20

21 22 23 24 25 26 27 28 29 30

Keying Agendas

•Leave a 2” top margin.

•Use a columnar format.

•Arrange the topics in chronological order or in a logical sequence of no times are used.

•Key the time information in the first column.

•Key the descriptive information in the second column. Begin keying the entries at the tab stop.

•If the descriptive information is very short, center the program horizontally.

•If the speaker’s name or the room number is keyed in a third column, use the right align feature of your word processing program to align the column at the right edge.

ALL CAPSDS

DS

Time Information Descriptive Information

Speaker’s Name or Room Number

2” Top Margin

What document includes the order of topics to be covered at a meeting and

the individuals responsible for each topic?

0%0%0%0%

1 2 3 4

1. Schedule2. Minutes3. Itinerary4. Agenda

1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20

21 22 23 24 25 26 27 28 29 30

The descriptive information in an agenda should be keyed:

0%0%0%0%

1 2 3 4

1. In the first column.2. In the second

column.3. In the third column.4. Aligned at the left.

1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20

21 22 23 24 25 26 27 28 29 30

Keying Itineraries•Use default margins. Set left align tabs .5” and 2.5” from the left margin.

•Use a 2” top margin or vertically center the itinerary.

•Double space after the heading.

•Key the day of the week and the date at the left margin. Bold the date information.

•Double space after the date information. Indent all time .5” form the left margin. Use local time and align times at the colon.

•Use the indent feature to align wrap-around lines in the event section of the itinerary.

•Single space the individual event notations. Double space between events.

Note: It is also acceptable to key an itinerary in a table with or without gridlines.

A list including dates, times, schedules, lodging and method of travel is called

a/an:0%0%0%0%

1 2 3 4

1. Report.2. Minutes.3. Agenda.4. Itinerary.

1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20

21 22 23 24 25 26 27 28 29 30