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Republic of Namibia
MINISTRY OF EDUCATION
2006
DIRECTIVES
FOR
KEYBOARD & WORD PROCESSING
KEYBOARDING APPLICATIONS
Ministry of Education National Institute for Educational Development (NIED) Private Bag 2034 Okahandja Namibia © Copyright NIED, Ministry of Education, 2006 Directives for Keyboard & Word Processing & Keyboarding Applications ISBN: 0-86976-860-3 Printed by NIED Website: http://www.nied.edu.na Publication date: December 2006
TABLE OF CONTENTS 1. GENERAL TYPING RULES.................................................................................1 2. SETTINGS ...........................................................................................................14 3. PARAGRAPHS ...................................................................................................16 4. CORRESPONDENCE ........................................................................................21 4.1 BUSINESS LETTER ON A4.............................................................................21 4.2 BUSINESS LETTER ON A LETTERHEAD.....................................................24 4.3 CIRCULAR LETTER........................................................................................27 5. DISPLAY WORK .................................................................................................32 5.1 MENUS.............................................................................................................32 5.2 PROGRAMMES ...............................................................................................36 5.2.1 PROGRAMME ON A4 PAPER.....................................................................36 5.2.2 PROGRAMMES IN BOOKFORM................................................................40 6. DOCUMENTS IN CONNECTION WITH MEETINGS......................................48 7. TESTIMONIALS ..................................................................................................60 8. CURRICULUM VITAE/RESUMé .......................................................................63 9. LEGAL DOCUMENTS ........................................................................................68 10. COMPANY REPORTS ...................................................................................73 10.1 DIRECTOR’S REPORT....................................................................................73 10.2 CHAIRMAN’S REPORT ..................................................................................75 11. TABULAR WORK............................................................................................77 12. SPREADSHEETS ...........................................................................................83 13. MERGING ........................................................................................................99 14. PROOF READING ........................................................................................114
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1. GENERAL TYPING RULES 1. ABBREVIATIONS 1.1 Whenever abbreviations are used in assignments, it
should be used strictly according to grammatical rules. Full stops may not be omitted between or after abbreviations if it is a grammatical rule.
1.2 The following abbreviations are commonly used:
2004 to 2005 or 2004 – 2005 but 2004-05 1.3 In English the use of the full stop as well as the
use of capital and small letter words is different from the Afrikaans equivalent. At the same time pa y attention to the small and capital letters used in the typing of surnames.
Mr G.J. van Zyl Mr Van Zyl and Mr Dyer Miss S.J.L. van der Merwe and Miss A.F. van Dyk Mr and Mrs P. Newton-Smith Mr Van der Merwe Erasmus
1.3.1 No typing spaces are left after the full stops of
abbreviations, e.g.
J.P. Stander 1.4 Take note of the following abbreviations: Sat. – Saturday PTO – please turn over p.w. – per week SE - south-east
Always make sure whether full stops must be used between letters of abbreviations, otherwise it woul d be against spelling rules and thus be a typing error.
2. ADDRESSES 2.1 When the province is abbreviated, it must be ty ped
next to the town, e.g. BLOEMFONTEIN O.F.S.
When the province is typed in full, it is typed below the town, e.g.
BLOEMFONTEIN ORANGE FREE STATE
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2.2 The postal code must always appear on the last line of the address:
The Principal OR The Principal Windhoek High School (if space Windhoek High
School WINDHOEK is 9000 WINDHOEK 9000 limited) 2.3 If the address is in continuation form, the tow n is
typed in lower case and punctuation is retained, e.g.
12 Malcolm Spence Street, Windhoek, 9000. If the address is in address form, the town is typ ed
in upper case and open punctuation is used, e.g. 12 Malcolm Spence Street WINDHOEK 9000 2.4 Suburbs are typed in lower case, unless it is u sed
instead of the town’s name – then upper case is used, e.g.
P.O. Box 10 BUT P.O. Box 10 Academia ACADEMIA WINDHOEK 9000 9000 2.5 The following method is applied when a letter i s
addressed to a person living in a foreign country: Miss Sannie Crafford 5 Main Street Keukenhof ENKHUIZEN NEDERLAND 2.6 The address on a letter to a Namibian addressee from
a foreign country should be typed as follows: Miss M. van der Merwe OR Miss M. van der Merwe P.O. Box 13236 P.O. Box 13236 WINDHOEK WINDHOEK REPUBLIC OF NAMIBIA 9000 REPUBLIC OF
NAMIBIA 9000
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3. CAPITAL LETTERS 3.1 Capital letters have only 1 typing space before ,
between and after the word. 4. CATCH WORD/NUMBER 4.1 Must be typed 1” from the bottom of the page,
against the margin, 2 line spaces underneath the preceding line of typing.
4.2 The number of the following page is used as the
catch word/number and is typed as follows: 2/.... 5. CENTRING 5.1 HORIZONTAL CENTRING OVER A PAGE 5.1.1 Set equal margins: Left: 1” Right: 1” 5.1.2 Type the word. 5.1.3 Select the word. 5.1.4 Click the centre button on the formatting too lbar. 5.2 HORIZONTAL CENTRING OVER THE CONTENT 5.2.1 Set margins: Left: 1.5” Right: 1” 5.2.2 Type the heading 5.2.3 Select the heading 5.2.4 Click the centre button on the formatting too lbar.
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5.3 VERTICAL CENTRING 5.3.1 Set the top and bottom margins on 1” each. 5.3.2 Click on file 5.3.3 Click on page setup 5.3.4 Click on layout 5.3.5 Look for vertical alignment and select centre . 6. COLON 6.1 Colons need not be shown after headings and sub -
headings which are displayed on separate lines. 6.2 MORE COLONS Colons should be used where sub-paragraph headings are of minor importance and are sometimes typed in small letters. These headings are followed by details on the same line, and the colon should be used at the end of lines of paragraphs which are followed by a “list” or by sub-paragraphs. In such cases all subsequent lines continue in S/S and are blocked below the first let ter of the sub-heading, e.g. 6.2.1 PROVIDENT FUNDS: The following regulations a re
applicable to the various provident funds for which xxxxxxxxxxx xxxxxxxxxx xxxxxxxx.
6.2.2 Provident Funds: The following regulations a re
applicable to the various provident funds for which xxxxxxxxxxx xxxxxxxxxx xxxxxxxx.
6.3 A colon is never inserted or omitted when typin g an
assignment, unless indicated by manuscript signs. 7. CONTINUATION PAGE 7.1 One inch from the top of the page the number of the
continuation page is typed – in the middle – no ful l stop. Two line spaces are turned up thereafter.
8. DASH SIGN AND HYPHEN 8.1 A dash (rest) sign is typed with typing spaces
before and after the sign, e.g. 1992 – 1993.
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8.2 A hyphen has no spaces before and after, e.g. High-pressure areas Lion-hearted. 9. DATES 9.1 Dates are typed in the form in which it is give n. 9.2 The descending form is: 2005-06-01 9.3 The ordinary form is: 1 June 2005 9.4 A month is only abbreviated when specifically g iven
that way, e.g. Aug., Oct. 10. DIVISION OF WORDS 10.1 Words should be divided strictly in accordance with
spelling rules. 10.2 The hyphen is used for dividing syllables at t he
end of lines. 10.3 Divide words 10.3.1 according to syllables, and as far as possib le,
commence the syllable carried to the second line, with a consonant, e.g. pave-ment; passen-gers; ba-sis; etc.
10.3.2 between two root words, e.g. home-work; din ing-
room 10.3.3 after the prefix and word, e.g. con-dition; con-
fuse; re-write; pre-fix; etc. 10.3.4 before the suffix, e.g. live-ly; obstruct-i on;
play-ing; etc. 10.3.5 between double consonants, e.g. pos-sible; sum-
mer; din-ner; can-not; equip-ping; etc.
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10.4 Never divide 10.4.1 the key word (last word) on the page
10.4.2 words of one syllable or their plurals, e.g.
school; brush; brooches; stand; etc. 10.4.3 a syllable of one letter from the rest of th e
word, e.g. a-round; luck-y; etc. 10.4.4 a name, or initials and surname, e.g.
S.J. Shepstone; R.O.W. Fletscher; etc.
10.4.5 Numbers, dates and abbreviations, e.g. N$3 0 00; 1 000 km; 2005-01-01; Messrs; etc.
10.5 When dividing the name of a person, the title and
the initials must appear with at least the first syllable of the surname in the same line, e.g. Rev. J. Wol-marans.
10.6 When dividing dates, the days must appear with at
least the first syllable of the month in the same line, e.g. ...............................4 Sep- tember 2005.
11. FIGURE- AND LETTER SERIES 11.1 If figures and letters appear in serie-form, n o
typing spaces are left between the figures and the letters, e.g. SAA234; M004; JL&K
HAM8 11.2 “Th” and “st” are typed right next to the prec eding
figure, e.g. 6 th ; 21 st . The program will automatically change it to superscript.
12. FOOTNOTES 12.1 Turn up TWO line spaces after the table and in sert
the footnote sign using symbols. Select the symbol, click on format, click on font, look for effects and click on superscript.
12.2 Align the footnote sign with the left-hand mar gin
of the table. 12.3 Type the footnote immediately after the sign
without leaving a space.
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12.4 Continuation lines are blocked in S/S below th e first letter of the footnote (not below the sign).
12.5 Use D/S between separate footnotes. *The xxxxxxx xxxxxxxx xxxxxxxxxxxx xxxxxxxxxxxx
xxxxxxxx xxxxxxxxx.
†The xxxxxxxxxxxxxx xxxxxxxxxxxxxxxxx xxxxxxxxxxxxxx xxxxxxxxxxxxxxxxxxx xxxxxxxxxxxx
13. FRAMEWORK FOR TYPING 13.1 The framework of a printing page is 1” from th e
top, 1” from the bottom and 1” or 1.5” from the left and 1” from the right.
14. HEADINGS 14.1 Never end with a full stop. 14.2 Is never underlined, except when in spaced cap ital
letters. 14.3 Two line spaces are turned up after a heading. 14.4 Column headings are typed at the beginning of a
column, e.g. HECTARES 10 000 100 000 110 000 15. LEADER DOTS 15.1 One typing space is left before and after lead er
dots in the middle of a sentence, e.g. This is so ....... although you do not believe it! 15.2 No typing space after the year or after the N$ -
sign, e.g. 20.. N$..... 15.3 Two line spaces must be left open when informa tion
must be filled in on leader dots.
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15.4 Four leader dots are typed after the slash of the catch word, without any spaces, e.g.
2/.... 15.5 Leader dots are only typed when information ne ed to
be filled in, otherwise it must be left out even if it is given in tabular statements, documents etc.
IF HOWEVER, MANUSCRIPT SIGNS INDICATE THAT IT
SHOULD BE TYPED, the latter must be adhered to. 16. METRICATION 16.1 SYMBOLS are not ABBREVIATIONS and are written
without full stops (except when they appear at the end of a sentence IN WHICH CASE 1 letter space IS LEFT BETWEEN THE SYMBOL AND THE FULL STOP): The height of the pole is 5 m .
Please note that this rule is only applicable to
the full stop – any other punctuation mark is typed next to the symbol, e.g.
The height is 5 m . Nevertheless 3 m, 4 m and 6 m
would also do. But not 7 m! 16.2 In the absence of a symbol on the keyboard it is
obvious that it would be better to type the word out, e.g. litre. It is not necessary to insert the symbol by hand.
16.3 The following symbols should be typed as follo ws
(observe the spaces between the unit and the symbol);
5 m; 5 kg; 5 km/h; 5 % and 5 ºC . 16.4 The degree-sign is not a symbol and should be typed
as follows: 5º; 10º S; 35º N. 16.5 Symbols keep their form, thus L/C stays L/C, e ven
if the rest of the sentence is in U/c, e.g. MESUREMENTS IN cm AND m . 17. NIL-SIGN
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17.1 The sign must be typed under the units of numb ers. Please note that numbers which appear after a comma, are fractions and not units, e.g.
N$100,00 but N$100 - - 17.2 The sign must be typed underneath the first le tter
of words, e.g. Johannesburg Pigs - - 18. NUMBERS 18.1 A “0” is always inserted in front of the comma ,
e.g. 0,123 18.2 Numbers may never be divided at the end of a l ine. 19. NUMBERS OF PARAGRAPHS 19.1 Two letter spaces must be left open between th e
number of a paragraph and the first word of a paragraph, e.g.
1. The 1 The (i) The * The (a) The 19.2 When the asterisk is used as a number, it is n ot
lifted. * The 20. PAPER SIZES 20.1 The measurements for A4 is: 20.2 The measurements for A5 is: 21. PUNCTUATION MARKS 21.1 Must never be underlined at the end of a typin g
line, e.g. iso - lation .
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21.2 Two spaces are left after all punctuation mark s, except the comma where only one space is always left. This rule does not apply when a full stop is typed after abbreviations and between initials or qualifi-
cations, e.g. Mr A.B. Nel B.A. The full stop between and after initials is a grammatical rule and should be retained in typing. No spaces are left between initials or qualifications, e.g.
Mr A.C.J. van Blommenstein B.Sc., B.Ed. 22. NAMIBIAN DOLLAR SIGN 22.1 The N$-sign as a heading has 2 line spaces bef ore
and after, and is typed in line with the units of the amount, e.g.
N$ N$ Note: Tabular statements two letter spaces after 100,00 100 vertical line 22.2 The N$-sign is typed right next to the amount when
typed in a column, e.g. N$100,00 22.3 As many N$-signs as are given in an assignment must
be typed. If only one N$-sign is given, it must be typed as indicated in the copy.
23. REPITION OR OMMISION OF WORDS 23.1 The repetition of any word(s) count as errors, also
any omissions or insertions. Thus, if something is typed wrongly, do not repeat it!
23.2 If anything appears unknown, do not leave it o ut –
type it – even if the display is wrong. 24. ROMAN NUMERALS 24.1 Roman numerals are indicated by symbols and no t by
figures. Therefore, the roman numeral for one is “i”.
24.2 The Roman symbols are as follows: 1 = i, I; 5 = v, V; 10 = x, X; 50 = l, L; 100 = c, C; 500 = d, D; 1 000 = m, M.
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24.3 To multiply by a thousand, a line is placed ab ove
the symbol, e.g. - 5 000 = v 24.4 All values appearing after the biggest value i n a
series, is added on, e.g. vi = 5 + 1 = 6; xi = 10 + 1 = 11 24.5 All values appearing before the biggest value in a
series, is subtracted, e.g. iv = 5 – 1 = 4; ix = 10 – 1 = 9 24.6 Only ONE value may be subtracted, but any amou nt of
values may be added, e.g. iv = 4; xl = 40 BUT viii = 8; lxxx = 80 25. SPACED CAPITAL LETTERS 25.1 Spaced capital letters must always be underlin ed
(even if it is not underlined in the script), 3 typing spaces left before, between and at the end of words. Between the letters, one typing space is left open, e.g.
T H E R E P U B L I C O F N A M I B I A 26. SPECIAL SIGNS 26.1 The diaeresis as in Müller; the circumflex as in
Fête; and the accents as in Entrée and Helène are inserted by using symbols or additional characters (ASCII codes). Mostly these special signs are used with small letters even if capital words are typed, e.g. MüLLER, FêTE, ENTRéE, HELèNE.
26.2 Special signs are never used as punctuation ma rks,
e.g. “ No!” ; photo’ s 27. TYPING ON RETRIEVED DOCUMENTS 27.1 The typist must insert only such details as ar e
needed to complete the document.
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27.2 When inserting details ensure that the font an d font size is changed to the prescribed font and font size, normally it is “Courier New” and “Font size: 12”
27.3 If the space provided for the recipient’s name and
address does not have any guide-lines, the name and address must be typed in single line spacing.
28. UNDERLINING 28.1 Must be typed directly underneath the figures,
except in tabular statements where one line space is entered after the figures, e.g.
50 000 50 000 50 000 50 000 100 000 ....... BUT IN TABULAR STATEMENTS 100 000 ....... 28.2 Two line spaces are turned up after all horizo ntal
lines, except in the case of frames in financial statements
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29. UNITS AND TENS 29.1 Units and tens are always typed underneath eac h
other, except: 29.1.1 When they are numbers of paragraphs, e.g. 9. Xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx 10. Xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx 29.1.2 P.O. Boxes, Postal Codes etc. e.g. P.O. Box 100 P.O. Box 10
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2. SETTINGS 2.1 HOW TO DO THE SETTINGS FOR PARAGRAPHS
� Tools � Autocorrect � Auto format as you type � Switch off all the ticks
2.2 HOW TO SWITCH OFF GROUPING AT THE CATCHWORD
� Tools � Autocorrect � Autocorrect � Select the leader dots � Replace with 4 leader dots � Click on Replace � Click on Yes � OK
2.3 SETTING OF MEASUREMENT
� Tools � Options � General � Measurement units � Inches
2.4 HOW TO CHANGE AUTOMATIC NUMBERED LISTS, BULLETS e.g. When pressing the enter key, paragraphs automatically jump to the right
� Tools � Auto correct � Auto format as you type � Apply as you type – switch off all ticks
2.5 HOW TO CHANGE FORMATTING MARKS
� Tools � Options � View � Formatting marks – switch off all ticks
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2.6 TO CHANGE MARGINS OF DIFFERENT PARAGRAPHS IN ON E EXERCISE
� Type the whole exercise with all the paragraphs � Click in front of the first word/number of
paragraph � Click on:
• Insert • Break • Continuous • OK
� Click after the last word/punctuation of paragraph � Click on:
• Insert • Break • Continous • OK
� Highlight the whole paragraph – only from first
word/number to last word/punctuation � Click on:
• File • Page setup • Change margins • OK
� Delete extra lines between paragraphs
2.7 TO PREVENT WRONG ABBREVIATIONS OF WORDS AT END OF LINE Xxxxxxxxx xxxxxxxxxxxxxx xxxxxxxxxxxxxxxx xxxxxxxx 2 November 2004 (Do not enter after the 2 – let it wrap around)
� Click in front of the 2 � Click on:
• Insert • Break • Text wrapping break
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3. PARAGRAPHS PARAGRAPHS AND SUB-PARAGRAPHS WITHOUT PARAGRAPH HEADINGS 1. Two line spaces must be turned up after the head ing. 2. A left-hand margin of 1.5” and a right-hand marg in of
1” are used, except when required differently. 3. Main and sub-paragraphs are all typed in single line
spacing. 3.1 Two line spaces are turned up between all the
various paragraphs. 3.2 Xxxxxxxxxxx xxxxxxxxxxxx xxxxxxxxxxxx
xxxxxxxxxxxxxxx xxxxxxxxxxx xxxxxxxxxxxx xxxxxxxxxxxx xxxxxxxxxxx.
3.2.1 Two letter spaces are left immediately after the
figures numbering the separate paragraphs. 3.2.2 Paragraphs are typed according to the block
method, i.e. the second and subsequent lines of a paragraph commence immediately below the first letter of the first line in the paragraph.
3.2.2.1 The right-hand margin should be as even as
possible. 3.2.2.2 Xxxxxxxxxxxxxx xxxxxxxxxxx xxxxxxxxxxxxx xx xxxxx
xxxxxxxxxx xxxxxxx. PARAGRAPHS AND SUB-PARAGRAPHS WITH PARAGRAPH HEADINGS 1. THE FIRST PARAGRAPH HEADING The same margin is maintained here as in the case o f paragraphs without paragraph headings. 2. THE SECOND PARAGRAPH HEADING The same line spacing applies here as in the case o f paragraphs without headings. Two line spaces are t urned up before and after each paragraph heading.
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3. THE THIRD PARAGRAPH HEADING Two letter spaces are left immediately after the fi gures numbering the paragraph heading. 4. THE NEXT PARAGRAPH HEADING Paragraph and sub-paragraph headings should be type d in capital letters, with one letter space between word s typed in capitals. 4.1 SUB-PARAGRAPH HEADINGS All subsequent lines of each paragraph should begin on 1.5”, directly below the figure numbering the parag raph. 4.2 THE NEXT SUB-PARAGRAPH HEADING Xxxxxxxxxxx xxxxxxxxxx xxxxxxxxxx xxxxxxxxxxxx xxxx xxxxxx xxxxxxxxxxx xxxxxxxxxx xxxxxxxxxx. 4.2.1 SUB SUB-PARAGRAPH HEADING Xxxxxxxxxxxxx xxxxxxxxxxx xxxxxxxxxxx xxxxxxxxxxxxx xxxxxxx xxxxxxxxxxxxx xxxxxxxxxxx. 4.3 PARAGRAPH HEADINGS OR SUB-PARAGRAPH HEADINGS
CONSISTING OF MORE THAN ONE LINE The heading is typed in single line spacing, and th e second line commences immediately below the first l etter of the first line in the heading. 5. HEADING Xxxxxxxxxxxxx xxxxxxxxxxxxx xxxxxxxxxxxx xxxxxxxxxx xx xxxxx xxxxxxxxxxxx. 5.1 In case of a paragraph or sub-paragraph without a
heading, take note of the previous example on the previous page.
5.2 Xxxxxxxxxxxxxx xxxxxxxxxxx xxxxxxxxxxxx xxxxxxx xx
xxxx xxxxxxxxxxxxxxxxxx.
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6. COLONS Colons need not be shown after headings and sub-hea dings which are displayed on separate lines. 7. MORE COLONS Colons should be used where sub-paragraph headings are of minor importance and are sometimes typed in small letters. These headings are followed by details on the same line, and the colon should be used at the end of lines or paragraphs which are followed by a “list” or by sub-paragraphs. In such cases all subsequent lines continue in S/S and are blocked below the first let ter of the sub-headings, e.g. 7.1 PROVIDENT FUNDS: The following regulations are
applicable to the various provident funds for which xxxxxxxxxxxxxxxxxxxxxx.
7.2 Provident Funds: The following regulations are
applicable to the various provident funds for xxxxxxxxxxx xxxxxxxxxxxxxxxxx.
8. PLEASE NOTE: Unnumbered list items and unnumber ed
sub-paragraphs should be blocked vertically below t he first letters of the preceding main paragraphs, e.g .
Xxxxxxxxxxxxxxxxxxx Xxxxxxxxxxxxxxxxxxx Xxxxxxxxxxxxxxxxxxx
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9. ALPHABETICAL NUMBERING AND NUMBERING WITH ROMAN NUMERALS
In the typing of paragraphs, a maximum of three fig ure groups should be used. After that, alphabetical numbering (small letters) follows, and then numberi ng with small Roman numerals. 10.1.10 Xxxxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxxx xxxxxx
xxxxxxxxxxxx xxxxxxxxxxxxxxxxxxx. (a) Xxxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxxx xxxxxxxxx
xxxxxxxx xxxxxxxxxxxxxxxxxxxxx. (b) Xxxxxxxxxxxxxxx xxxxxxxxxxxxxxx xxxxxxxxxx
xxxxxxxxxx xxxxxxxxxxxx xxxxxxxxxx. 10.2.11 Xxxxxxxxxxxxxxxxx xxxxxxxxxxxxxxx xxxxxxxxx xxxxx
xxxxxxxxxxxxxxxxx xxxxxxxxx. (a) Xxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxxxx xxxxxxxxxxx xx
xxxx xxxxxxxxxxxxxxx (i) Xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx xxxx (ii) Xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx xxxxx (iii) Xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx xxxxx FORMATTING OF PARAGRAPHS • Set die margins: Left: 1.5” Right: 1” • Click on format • Click on Paragraph • Open the dialogue box on Indents and Spacing • At “Special” change “none” to “hanging” • Count the number, full stop plus 2 spaces = 4 space s.
At “By” change to 0.4” • Click on OK • Type the number with a full stop (1.), press Tab on ce
and type the rest of the paragraph.
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• Continue in this way with the rest of the same paragraphs.
• When another kind of paragraph follows, that specif ic
paragraph need to be formatted again according to t he kind of paragraph.
NOTE: Paragraphs can be keyed in first without any format ting. Type the number, press the tab key and key in the paragraph. Do not use the enter key. Highlight the paragraphs with the same numbering an d then do the formatting following the above steps. SETTINGS FOR DIFFERENT PARAGRAPHS 1.xx Where only exempt supplies are made, the trader cannot reclaim the input tax that he has paid.
By: 0.4”
1.1xx Where only exempt supplies are made, the trader cannot reclaim the input tax that he has paid.
By: 0.5”
1.1.1xx Where only exempt supplies are made, the trader cannot reclaim the input tax that he has pai d.
By: 0.7”
(a)xx Where only exempt supplies are made, the trader cannot reclaim the input tax that he has paid.
By: 0.5”
(i)xx Where only exempt supplies are made, the trader cannot reclaim the input tax that he has paid.
By: 0.5"
(ii)xx Where only exempt supplies are made, the trader cannot reclaim the input tax that he has paid .
By: 0.6”
(iii)xx Where only exempt supplies are made, the trader cannot reclaim the input tax that he has pai d.
By: 0.7"
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4. CORRESPONDENCE 4.1 BUSINESS LETTER ON A4 Set margins: left 1.5” and right 1”. Two methods for the typing of the address can be us ed: When using tables:
• Insert a table with 2 columns and 1 row. • Choose 'Fixed column width' • Click OK • Hide the lines and type the address as usual.
When using tabs:
• Set the left tab on 3”, if the address is blocked o n the right hand margin the date should also be blocked on the right hand margin.
Remember there should be at least three full lines of a paragraph on a page. The page number should be centered on the next page without a full stop or dashes and two line spaces a re left before continuing with your letter. The dictator’s name is typed in lowercase except wh en there is no designation given then it will be typed in uppercase. ‘The’ may never be typed in front of the designatio n and ‘Mr’ not in front of the dictator's name, but all o ther titles e.g. Ms, Dr, Prof etc. will be typed. NOTE: Indicate enclosures if a separate document i s enclosed with the letter.
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NO NAME FIRM
Ref. No. A/B/12 Carl List House 12 Independence Avenue P.O. Box 123 WINDHOEK Telephone (061) 22 3223 22 June 2003 Fax (061) 22 3222 Mr A.B. van As P.O. Box 1234 SWAKOPMUND Dear Mr Van As SUBJECT HEADING OF A BUSINESS LETTER IS TO BE TYPED IN CAPITAL LETTERS 1. A left-hand margin of 1.5” and a right-hand mar gin of
1” should be used for letters. 2. The name of the firm should always be centered and
always typed in uppercase. 3. Both the address of the sender and receiver sho uld be
typed with open punctuation, e.g. no commas or full stops.
4. If the sender has both the street address and P .O.
Box in his/her address the street address is always typed on the right hand side, e.g. on 3”. The address of the sender is typed in single line spacing.
5. Before typing the name and address of the sende r
enter twice after the reference number. 6. Correspondence should always have a date. 7. After typing the address of the sender enter tw ice
and type the address of the receiver in single line spacing.
8. The name of the town should always be in upperc ase. 2/....
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2
9. After typing the address of the sender, enter t wice and type the salutation only if it is given.
10. Enter twice, type the subject heading in U/C w ithout
any full stops. 11. Enter twice and start typing the letter. Foll ow the
rules for typing of paragraphs. 12. When continuing on a second page the catchword
(2/....) is typed 1.5" on the first page without an y spaces. The page number of the following page is used as the catchword.
13. On the next page type the page number and cent re it.
Enter twice and continue with the paragraph. 14. Enter twice before typing the conclusion, e.g.
“Yours faithfully” then leave four line spaces before typing the dictator's name and designation.
15. Enclosures with a letter will be any other
correspondences that are in the envelope with the letter. Enclosures are usually indicated by “Pleas e find enclosed the....” or “Enclosed are the following....” or “See the enclosed....”.
Yours faithfully C.D. Erasmus SECRETARY Enclosure 1 CDE/qz
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4.2 BUSINESS LETTER ON A LETTERHEAD Set margins: left 1.5” and right 1”. There are two line spaces or letter spaces after th e pre-designed work, i.e. two spaces after the ‘Reference number’ and two lines before the date. Change the font to ‘Courier New’ font size ‘12’ bef ore typing the ‘Reference number’ also change the font and font size before typing the date. The salutation is only typed when given before the subject heading. Follow the rules of paragraphs when typing the cont ents of a letter. Remember at least three full lines of a paragraph o n a page. Enter twice before typing the catchword (2/....) on 1.5" The page number should be centered on the next page , enter twice before continuing with your letter. The page number is typed without a full stop or dashes at the end. No line spaces are left before typing the page number. Enter twice before typing the conclusion on 1.5", e .g. “Yours faithfully” then leave four line spaces befo re typing the dictator's name and designation. Enclosures with a letter will be any other correspondences that are in the envelope with the l etter. Enclosures are usually indicated by “Please find en closed the....” or “Enclosed are the following....” or “Se e the enclosed....”. The dictator’s name is always in lowercase except w hen no designation is given then it will be typed in upper case. Indicate enclosures if a separate document is enclo sed with the letter. The initial of the dictator is typed in uppercase w ithout any full stops. Type the initials of the typist in lowercase without full stops.
25
NO NAME FIRM
Ref. No. NNF5/2000 Carl Lizt House 12 Independence Avenue P.O. Box 123 WINDHOEK Telephone (061) 3228 9000 Fax (061) 3229 2 August 20.. Mr A.B. van As P.O. Box 1234 SWAKOPMUND 9000 Dear Mr Van As SUBJECT HEADING OF A BUSINESS LETTER IS TO BE TYPED IN CAPITAL LETTERS, IF THE SUBJECT HEADING CONSISTS OF MORE THAN ONE LINE IT IS BLOCKED 1. For the display of a letter, follow the same ru les as
for paragraphs with or without headings. 2. A left-hand margin on 1.5” and a right-hand mar gin on
1” must be used for letters regardless of the margi n width used in the letterhead. If the employer or examiner instructs that the margin of the letterhea d and the left-hand margin should correspond, this instruction should be followed.
3. It is advisable that candidates should be provi ded
with letterheads, as very few firms in practice do not make use of printed letterheads.
4. The P.O. Box No. should be included in the send er’s
address if no street address is given. 5. There should be at least three full lines of a
paragraph on a page. 6. If only the dictator’s name is given, it is typ ed as
follows: BBG/ 7. If only the typist’s name is given, it is typed as
follows: /lw 2/....
26
2
8. If both the dictator’s and typist’s names are given ,
all the initials must be typed: BBG/lw. It indicates that Mr B.B. Green is the dictator and
Mrs L. Wallace is the typist. 9. If neither is given, nothing is shown. Yours faithfully B.B. Green MANAGER Enclosure BBG/lw
27
4.3 CIRCULAR LETTER Margins: left 1.5” and right 1”. D/S between the information on the left hand side. The Circular Number should always be on top and the n e.g. File Number, Enquiries, Telephone, etc. After pre-designed work enter twice before typing t he date. The date can be given in descending form e.g . 2006-08-06 or 6 August 2006. Type as given. NB!!! “TO” may be omitted which means it may be left out if it is omitted in the question paper. If a tabular statement appears in a letter, the mar gins of the letter are maintained. All other rules are based on the same typing rules when typing a business letter and official letters. If a letter is typed on behalf of a person, “for” i s typed in small letter before the designation. e.g. for DIRECTOR: EDUCATION Enter twice before typing the catchword (2/....). The page number on the next page should be centered , enter twice before continuing with your letter. No full stops or dashes after the page number. No line spaces left before typing the page number. Only type “Yours faithfully”, when given. Enter four times before typing the dictator's name and designation.
28
REPUBLIC OF NAMIBIA
MINISTRY OF EDUCATION
Circular No. 8/2001 Directorate of Examination Private Bag 12026 File S.12/13/14 WINDHOEK 9000 Enquiries Mrs J. Schoeman 6 August 20.. Telephone (061) 293 4577 TO Inspectors of Education, Rectors of Training Colleg es, All Principals SUBJECT HEADING 1. The margins of a circular letter are the same a s for
a business letter. 2. Circular number should always be typed first. The
file number, enquiries and telephone number should be typed in double line spacing.
3. If the address is printed enter twice before ty ping
the date. TO Inspectors of Education Rectors of Training Colleges All Principals 2/....
29
2 ór TO INSPECTORS OF EDUCATION RECTORS OF TRAINING COLLEGES ALL PRINCIPALS 4. Type the above information as is given in the
exercise or question paper. 5. The initials of the sender is typed in uppercas e and
the typist's initials in lowercase, enter twice before typing the initials.
P.B. LOUW for DIRECTOR: EDUCATION PBL/aa
30
4.4 MEMORANDUM
Company Name Here
Memo To: [Click here and type name]
From: [Click here and type name]
CC: [Click here and type name]
Date: 4/9/2008
Re: [Click here and type subject]
To type the memo: 1. Click on 'File' Choose 'New' Click on 'Memo's' Choose 'Professional Memo' 2. Delete all information to type in new informatio n, IF
THERE IS NO INFORMATION, REMEMBER TO DELETE. 3. The date should be typed according to the typing rules, either in full or in the descending form. 4. Follow the margins already set in the memo. 5. Change the font to: Courier New, size: 12" 6. Change 'justify' to 'align left' 7. Click on 'Format' Choose 'Paragraphs' Choose 'Indents and spacing' Change 'Spacing' 'Before' and 'After' both to '0pt ' 8. Ensure that the line spacing is set on single.
31
4.5 FAX
[Click here and type return address and phone and fax numbers] Company Name Here
Fax To: [Click here and type name] From: [Click here and type name]
Fax: [Click here and type fax number] Pages: [Click here and type # of pages]
Phone: DisplayText cannot span more than one line!Date: 4/9/2008
Re: [Click here and type subject of fax] CC: [Click here and type name]
� Urgent � For Review � Please Comment � Please Reply � Please Recycle
To type the fax: 1. Click on 'File' Choose 'New' Click on 'Letters and Faxes' Choose 'Professional Fax' 2. Delete all information to type in new informatio n, IF THERE IS NO INFORMATION, REMEMBER TO DELETE . 3. The date should be typed according to the typing rules, either in full or in the descending form. 4. Follow the margins already set in the memo. 5. Change the font to: Courier New, size: 12" 6. Change 'justify' to 'align left' 7. Click on 'Format' Choose 'Paragraphs' Choose 'Indents and spacing' Change 'Spacing' 'Before' and 'After' both to '0pt ' 8. Ensure that the line spacing is set on single.
32
5. DISPLAY WORK 5.1 MENUS 1. Set the margins and do the vertical alignment. 2. Click on 'file' Choose 'page set up' Set Margins – Left and right 1” Do not click OK Click 'layout' Click the increment button next to 'top' and then
change to 'centre'. Click OK Two methods can be used when typing menus. Using tables Using tabs WHEN USING TABLES: 1. Insert a table 2. Choose 3 Columns Choose 1 Row 3. Click on 'Fixed column width' 4. Hide the lines. WHEN USING TABS: 1. Make sure the left tab sign is in the box, next to
the ruler. Left tab looks like a 'L'. Tab before typing information on the left hand side.
2. Move your cursor until it is on the first small line
in the ruler. NOTE: It must be in the white part of the ruler.
3. Left click on the mouse so that the left tab wi ll
appear in the ruler. 4. Click on the box, next to the ruler, until the right
tab sign appears, (It should look like an ‘L’, looking backwards).
5. Move your cursor until it is on the first small line
next to the ‘6’ in the ruler.
33
6. Left click on the mouse so that the right tab w ill appear in the ruler.
7. Click on the box, next to the ruler, until the center
tab sign appears, (It should look like an upside do wn ‘T’).
8. Move your cursor until it is on the first small line
next to the ‘3’ in the ruler. 9. Left click on the mouse so that the center tab will
appear in the ruler.
34
RULES WHEN TYPING MENUS 1. The contents of menu's should be centred horizo ntally
and vertically. 2. The name of the hotel, café, etc. should be cen tred
in capital letters. Enter twice and centre the nam e of the city/town in U/C.
3. Enter twice and centre the meal (breakfast/lunc h/
dinner) in U/C. Enter twice. 4. To balance the display the date and the price m ay be
typed in line (horizontally with the meal in L/C. 5. The price will be typed on the left hand side a nd the
date on the right hand side. Always follow instructions.
6. An ornamental line may be used. It is optional , but
it should be typed if given. Enter twice after the ornamental line.
7. The word MENU is centred in U/C. Enter twice. 8. Centre the names of the courses (dishes) in U/C . 9. Enter twice after each of the courses. 10. The items under the courses are centred in L/C in
S/S. 11. Coffee, Cheese, Biscuits, etc. must be typed i n L/C
in the same order as given. Enter twice before typing this information.
12. The order of the dishes: Hors D'Oeuvres Soup Fish Entrée Meat Vegetables Sweets Fruit Coffee, Tea, Cheese and Biscuits
35
PRESIDENT HOTEL
OTJIWARONGO
12 September 20.. DINNER N$95,00
---oOo---
MENU
SOUP
Spaghetti Soup Lentil Soup
FISH
Fried Cape Salmon and Tartar Sauce
Fried Sole
ENTRéES
Roast Chicken and Celery Sauce Roast Duck
MEAT
Brisket of Beef and Horse Radish Sauce
Steamed Mutton with Parsley Sauce Roast Loin of Pork
VEGETABLES
Roast Potatoes
Green Beans Squash
SWEETS
Ice Cream with Strawberry Syrup
Steamed Fruit Pudding
Cheese Biscuits Coffee
36
5.2 PROGRAMMES 5.2.1 PROGRAMME ON A4 PAPER 1. Set the margins and do the vertical alignment. 2. Click on 'file' Choose 'page set up' Set Margins – Left and right 1” Do not click ok Click 'layout' Click the increment button next to 'top' and then change to 'centre'. Click ok. Two methods can be used when typing programmes. Using tables Using tabs WHEN USING TABLES: 1. Insert a table 2. Choose 3 Columns Choose 1 Row 3. Click on 'Fixed column width' 4. Hide the lines before starting to type. WHEN USING TABS: 1. Make sure the left tab sign is in the box, next to the
ruler. Left tab looks like a 'L'. Therefore befor e typing the information on the left hand side, there must be a tab before the information.
2. Move your cursor until it is on the first small line in
the ruler. NOTE: It must be in the white part of the ruler.
3. Left click on the mouse so that the left tab wi ll
appear in the ruler.
37
4. Click on the box, next to the ruler, until the right tab sign appears, (It should look like an ‘L’, look ing backwards).
5. Move your cursor until it is on the first small line
next to the ‘6’ in the ruler. 6. Left click on the mouse so that the right tab w ill
appear in the ruler. 7. Click on the box, next to the ruler, until the center
tab sign appears, (It should look like an upside do wn ‘T’).
8. Move your cursor until it is on the first small line
next to the ‘3’ in the ruler. 9. Left click on the mouse so that the center tab will
appear in the ruler.
38
RULES WHEN TYPING PROGRAMMES The contents of a programme should be centered hori zontally and vertically. The words programme and interval are always typed i n uppercase. The what: ‘CONCERT’ The who: ‘AMATEUR DRAMATIC SOCIETY’ The where: ‘TOWN HALL’ These should always be typed in uppercase. Items on a programme can be numbered, e.g. 1. SONG The description of an item always uppercase, the it em should be typed on the left hand side, the composer /author is typed in lowercase on the right hand side. Between different items there should be double line spacing, the information with the items are typed i n single line spacing. The performer is typed in uppercase, the title is t yped in lowercase, sometimes the title can be typed with/wi thout the inverted commas. If there is more than one performer it should be ty ped in single line spacing. The use of the ditto is not. Sometimes information like ‘ADMISSION BY PROGRAMME’ appears and must then be typed in double line spacing after the last performer.
39
CONCERT
by the
AMATEUR DRAMATIC SOCIETY
TOWN HALL
WINDHOEK
30 September 2001 at 19:30
PROGRAMME
SONG “Song of Vienna” “Occhi di Fata” FRED LAUBSCHER
Schubert Denza
VIOLIN SOLO “La Gitana” MARGARET SMITH
Kreisler
RECITATION “Genesis” WILLIAM ANDERSON
Opperman
PIANO SOLO “Liebestraum” VALEIRE HAYWORTH
Liszt
INTERVAL
DIALOGUE “The Cat and the Elephant” LEONARD PATTERSON ELIZABETH HAYWARD
Anon
VOCAL DUET “Serenade” SUSAN NICHOLSON CATHERINE MILLS
Brahms
ORCHESTRA “The Bleu Danube” “Emperor Waltz”
CITY BAND
Strauss Strauss
CHOIR “Without a Song” SENOIR GIRLS’ CHOIR
Youmans
40
5.2.2 PROGRAMMES IN BOOKFORM FRONT PAGE: Click on 'file' Click 'page set up' Click 'paper size' Change to 'landscape'. Click 'Layout' Change 'Top' to 'Centre' Set margins: left: 6.5”, right: 0.5” Top/bottom: 1”. Click OK Type the front page Insert a page break. Do not enter before the page break. INSIDE LEFT PAGE: Highlight the enter on the second page. Change the margins: Left: 0.5"; Right: 6.5" Change 'Apply to' from 'This section' to 'Selected text' Change 'Layout' from 'Centre' to 'Top' Change 'Apply to' from 'This section' to 'Selected text' A 'Section Break (next page)' will appear on the se cond page. Type the inside left page Insert a page break. Do not enter before the page break.
41
INSIDE RIGHT PAGE: Highlight the enter on the fourth page. Change the margins: Left: 6.5"; Right: 0.5" Change 'Apply to' from 'This section' to 'Selected text' If the layout on this page is the same as the insid e left page, nothing needs to be changed. A 'Section Break (next page)' will appear on the fo urth page. Type the inside right page Insert a page break. Do not enter before the page break. BACK PAGE: Highlight the enter on the sixth page. Change the margins: Left: 0.5"; Right: 6.5" Change 'Apply to' from 'This section' to 'Selected text' Change 'Layout' as instructed. Change 'Apply to' from 'This section' to 'Selected text' A 'Section Break (next page)' will appear on the si xth page. Type the back page WHEN PRINTING THE PROGRAMME: Make sure the cursor is on the page that must be pr inted Click 'File' Choose 'Print' Click on 'Current Page' Click OK.
42
CRESCENT SCHOOL CHOIR
Presents
J A N E T T A
An Operetta in 3 Acts
in
THE SCHOOL HALL, CRESCENT PLACE
on Saturday, 17 June 2003
at 19:15
Producer MR LESLIE HUNT Musical Director MR GORDON BELL
Accompanist MISS MARGARET CLARK
STAGE ASSISTANTS
Mrs Green, Misses E. Young, J. Lowe and
R. Ward, Mr O. Porter
Admission N$10,00
43
J A N E T T A
ACT 1 Scene 1 The Palace Gardens Scene 2 The Queen’s Palour ACT II The King’s Court
ACT III The Palace Gardens
44
C H A R A C T E R S
(in order of appearance)
CAPTAIN OF THE GUARD DAVID LAIRD FARINA NORAH CALDER CANTELLO ARTHUR BUCHAN QUEEN ALLETA MAVIS TRENT COUNTESS MATITA LAURA KENT PRINCE RAPHAEL ALBERT COXON JANETTA PATRICIA HARRIS KING RONALD ALEXANDER MARR DR CONSELLO CHARLES SHARP
MEMBERS OF THE COURT
Joan Clegg, Marian Knight,
Fiona Maxwell, June Rennie,
SOLDIERS OF THE GUARD
Peter Burton, Bruce Cairncross, James Hart and Derek Maurice
45
PHOENIX PRINTERS LTD 15 Independence Avenue
WINDHOEK
46
5.3 TABLE OF CONTENTS Set margins on both sides: 1" Click on table Insert table: 3 columns 1 row Click on 'fixed column width' Click ok Count the longest word in the first column, add 2. (e.g. CHAPTER = 7 + 2 = 9 (0.9") Count the longest word in the third column, add 2. (e.g. 43 - 45 = 7 + 2 = 9. (0.9). The width of the page is 8.2" - margins of 1" each = 6.2") 0.9 + 0.9 = 1.8. Subtract from 6.2" = 4.4". That will be the width of the second column. Hide the lines before starting to type. All information in the left hand column must be blo cked left, everything in the right hand column must be b locked on the right hand side. The figures under paragraph and page may also be ty ped as follows: 43 to 45 Use D/S double line spacing between different parag raphs. Units should be underneath each other.
47
TABLE OF CONTENTS
CHAPTER 1 2 3 4 5 6 7
SUBJECT MORE ABOUT SETS Venn Diagrams. Completion of a set. Number of a set. Venn Diagrams applied to problems. Setbuilder notation. THE METRIC SYSTEM Advantages. Reduction. Using metric measures. OPERATION WITH REAL NUMBERS Order on the number line. Opposites. Addition of real numbers. Subtraction of real numbers. Multiplication Laws. EXPONENTS, POWERS AND BASES Exponents. Multiplying powers of the same base. Dividing powers of the same base. Raising a power to a power. ADDING, SUBTRACTING, MULTIPLYING AND DIVIDING POLYNOMIALS Definitions. Adding polynomials. Subtracting polynomials. Multiplying polynomials. Dividing polynomials. BRACKETS Removal of brackets. SOLUTIONS SETS AND GRAPHS OF INEQUALITIES Examples and exercises
PAGE
1 – 12
13 – 16
17 – 32
33 – 38
39 – 42
46 – 60
43 – 45
48
6. DOCUMENTS IN CONNECTION WITH MEETINGS 6.1 NOTICE OF MEETING WITH AGENDA ON A LETTERHEAD 1. Margins are 1.5” left and 1” right side. 2. Centre the letterhead in the middle. 3. Insert 2 columns and type the telephone etc. in the
first column, and the address and date in the secon d column.
4. The first four words of the beginning paragraph are
always typed in upper case, for example: NOTICE IS HEREBY GIVEN, type the rest of the paragraph as is given in single line spacing.
5. Turn up 2 lines before and after the word AGENDA which
is always typed in uppercase and blocked on 1.5” ex cept if asked otherwise.
6. Use the general typing rules for main paragraphs and
sub-paragraphs to type the rest of the Agenda. 7. The conclusion is typed on 1.5” left and double line
spacing because the agenda has been signed. The word signed must be typed as is given , sometimes in
brackets sometimes without the brackets, but in lower- case with only the S in uppercase, BUT the initials and surname of the secretary must be typed in UPPERCASE , as well as the word secretary on the next line (designation of person). If the word Signed is abbreviated in a text then you must type as is given for example: (Sgd) A.P. RALL.
8. Do not use any complimentary close for a Agenda or type
any enclosures or initials of the secretary at the bottom, it is not a letter but an Agenda.
EXAMPLE: By order of the Board (Signed) B.S. VLERMUIS SECRETARY
49
EXAMPLE: NOTICE OF MEETING WITH AGENDA
NAME OF CLUB, ASSOCIATION OR ENTERPRISE
Telephone: (064) 2375 Fax: (064) 2378
P.O. Box 1235 SWAKOPMUND 17 April 2005
Notice to members NOTICE IS HEREBY GIVEN that the Tenth Annual Genera l Meeting of Shareholders will be held in the Kalahar i Sands Hotel, 129 Independence Avenue, Windhoek, on 26 May 2005 at 11H30. AGENDA 1. Notice of the meeting 2. Adoption of the following minutes: 2.1 Tenth Annual General Meeting held 2.2 Special meeting held on 16 May 2005 3. In case of the agenda being seriatim, i.e. not i n full
sentences, the open method of punctuation ought to be followed, i.e. paragraph 1,2.1 and 2.2.
4. It may also happen that the secretary signs the
original agenda and puts his/her signature on a ste ncil (in the space provided). The rules applied for the conclusion of letters are then being followed.
5. If the secretary signs only the original agenda, the
copies will be concluded as explained at the end of the example.
The last paragraph is not part of the agenda, and i s consequently not numbered. It generally includes v arious notices or information regarding the meeting. By order of the Board of Directors (Signed) D.C. PETERS SECRETARY
50
6.2 AGENDA WITH A NOTES COLUMN 1. After the top part has been typed of the AGENDA, insert
a Table: 2 Columns and 2 Rows. 2. Drag the vertical line in the middle up to 3.5”. 3. Drag the right hand vertical line off the page. 4. Type the first page up to the catchword, do not type
the catchword 2/.... that comes below the table. 5. Before removing the lines not given in the
exercise/question of the table, first highlight the first column: Go to Table; Table Properties; Cel l; Options, Switch off same as and SET LEFT 0” AND RIG HT HAND 0.2”; Click on OK.
6. If any sentence was typed in the second column d o the
same, highlight the second column: Go to Table; T able Properties; Cell; Options, Switch off same as and set the left ON 0.2” AND the RIGHT ON 0”; Click on OK.
7. Remove the lines in the table that is not necess ary,
for instance highlight the whole table and remove t he right hand and bottom horizontal lines.
8. Highlight only the first column and remove the t op
horizontal line and the middle line. 9. Now type the catchword 2/.... 10. When continuing on the second page, go to centr e and
type page 2, only the 2 NO full stop or hyphens. 11. Insert a Table with 2 columns and 2 rows again and
follow the same procedure as on the first page. 12. Remove the line in table not necessary before y ou type
the conclusion, for example the bottom line must fi rst be removed before you start with the conclusion.
13. By order of the Board of Directors (Signed) D.C. PETERS SECRETARY
51
EXAMPLE: AGENDA WITH NOTES COLUMN NAME OF CLUB, ASSOCIATION OR ENTERPRISE NOTICE IS HEREBY GIVEN that the Tenth Annual Genera l Meeting of shareholders will be held in the Kalahar i Sands Hotel, 129 Independence Avenue, Windhoek, on 26 May 2005 at 11H30. AGENDA
NOTES
1/10 FINANCIAL STATEMENTS To receive, approve and adopt the financial statements of the company and the group for the months ended 31 March 2005. 2/10 DIVIDENDS To confirm the payment of: 2/10/1 An interim dividend of
1,5 cents, together with a final dividend of 2 cents.
2/10/2 Dividends of 10 cents per
10 % redeemable preference share.
3/10 DIRECTORATE 3/10/1 To confirm the appoint-
ment of Messrs A. Barnet and A.H. Bloom to the board of directors.
3/10/2 To elect directors in
place of Messrs H. Sender and A. Retief who retire in terms of the articles of the association.
2/....
52
2
NOTES
4/10 DIRECTORS’ FEES To confirm the directors’ fees for the period under review. 5/10 UN ISSUED SHARE CAPITAL To extend, until the next Annual General Meeting of the company, the authority of the directors to issue, at their discretion, the un issued ordinary shares of the company.
By order of the Board of Directors (Signed) D.C. PETERS SECRETARY P.O. Box 1235 SWAKOPMUND 17 April 2005
53
6.3 MINUTES OF MEETING WITHOUT ACTION COLUMN 1. Margins: left: 1.5” and right: 1”. 2. A4-portrait paper and courier new font size 12. 3. BLOCK the name of club/association or enterprise on
1.5” in capital letters. 4. Turn up 2 lines after the name of club etc. 5. The first word in the introductory paragraph whi ch is
the word MINUTES must always be typed in upper case . 6. Turn up 2 lines after the introductory paragraph . 7. The contents or body of the minutes follows gene ral
paragraphing and correspondence rules. 8. Conclusion: May be typed in 3 different ways to
provide space for the signatures, see the example: 8.1 With leader dots up to 2.5” and Chairman and Se cretary
below or 8.2 Without leader dots only the wording Chairman a nd
Secretary or 8.3 If space too limit/small to fit in the Chairman ,
Secretary and date then type Chairman on 1.5”; Secretary on 3.5”, turn up 2 lines and type date.
9. The Chairman and Secretary’s names do not usuall y
appear, except in the case of less formal minutes. 10. There is no complimentary close in a agenda or minutes
of a meeting, for example Yours faithfully or Yours sincerely.
11. No enclosures or initials must be indicated at the
bottom of an agenda or minutes of a meeting.
54
EXAMPLE: MINUTES WITHOUT ACTION COLUMN NAME OF CLUB/ASSOCIATION/ENTERPRISE MINUTES of a Committee Meeting of the Wanderers Ten nis Club, held at the Wanderers Sport Club, Pioneers Pa rk, Windhoek, on Wednesday night, 5 October 2005 at 18H 00. 1/06 PRESENT Mr T. James (chairman); Mrs P. Grayson; Mr L.J. M artin and Ms J.A. Nel. 2/06 APOLOGIES Dr P. Nell and Miss H. Kaplan. 3/06 NAME OF CLUB OR ENTERPRISE Always type in capital letters, follow editing inst ructions if given. Turn up 2 lines and always type the word MINUTES in capital letters on 1.5”, carry on with the openi ng paragraph in the same line. 4/06 PARAGRAPH HEADING IN CAPITAL LETTERS The display of paragraphs and sub-paragraphs with n umbers and headings are to be typed in the same manner as previously explained see directives for paragraphs. 5/06 ANOTHER HEADING Headings and paragraphs are typed as given, i.e. if there is a colon after the heading, the paragraph continu es two spaces not lines after the heading. 5.1/06 SUB-PARAGRAPH HEADINGS The contents must start on 1.5” left margin and 1” for right margin. 6/06 SUB-HEADING NUMBER 2 6.1/06 Sub-paragraphs without headings are typed a ccording
to the typing rules. 2/....
55
2 7/06 HEADING OVER TWO LINES Paragraph headings consisting of more than one line are to be typed in single line spacing. The following lines commence immediately under the first letter of the first line in the heading and not under the number. 7.1/06 NO COLON AFTER HEADINGS If there is no colon after a heading: turn up two lines after the heading and start the paragraph on 1.5”. 7.2/06 SECOND PAGE Remember there must at least be 3 full typed lines of a paragraph on the second page before the conclusion. 8/06 CONCLUSION Make provision for the signatures of the chairman, and the secretary. Leave four lines for each of them to si gn. The signing of the minutes will only take place at the next meeting when it is approved and accepted. The names of the chairman and secretary are omitted in some cases if a different chairman and secretary preside s at that meeting. In order to type the date, turn up 2 line spaces after Secretary. It is impossible to type t he date beforehand, as the date of the next meeting is stil l unknown. Do not type Yours sincerely or faithfully at the bottom. The meeting concludes at 11H00. CHAIRMAN SECRETARY DATE
56
6.4 MINUTES WITH AN ACTION COLUMN 1. After the top part has been typed of the Minutes , insert
a Table: 2 Columns and 2 Rows. 2. Drag the vertical line in the middle up to 3.5”. 3. Drag the right hand vertical line off the page. 4. Type the first page up to the catchword, do not type the
catchword 2/.... that comes below the table. 5. Before removing the lines not given in the
exercise/question of the table, first highlight the first column: Go to Table; Table Properties; Cel l; Options, Switch off same as and SET LEFT 0” AND RIG HT HAND 0.2”; Click on OK.
6. If any sentence was typed in the second column d o the
same, highlight the second column: Go to Table; T able Properties; Cell; Options, Switch off same as and set the left ON 0.2” AND the RIGHT ON 0”; Click on OK.
7. Remove the lines in the table that is not necess ary, for
instance highlight the whole table and remove the r ight hand and bottom horizontal lines.
8. Highlight only the first column and remove the t op
horizontal line and the middle line. 9. Now type the catchword 2/.... 10. When continuing on the second page, go to centr e and
type page 2, only the 2 NO full stops or hyphens. 11. Insert a Table with 2 columns and 2 rows again and
follow the same procedure as on the first page. 12. Remove the line in table not necessary before y ou type
the conclusion, for example the bottom line must fi rst be removed before you start with the conclusion.
13. Now type CHAIRMAN and SECRETARY and DATE use th e format
indicated in the exercise/question, if no leader do ts do not insert them, if names are given before the w ords CHAIRMAN and SECRETARY they must be typed as in a letter. In other words, type as is given.
57
EXAMPLES: P.C. Peters CHAIRMAN O. Lambert SECRETARY DATE OR CHAIRMAN SECRETARY DATE OR ......................... CHAIRMAN ......................... SECRETARY ......................... DATE SPACE TOO SMALL TO FIT IN BELOW EACH OTHER TYPE IN ONE LINE CHAIRMAN SECRETARY DATE
58
EXAMPLE: MINUTES WITH ACTION COLUMN TWO PAGES NAME OF CLUB, ASSOCIATION OR ENTERPRISE MINUTES of the seventeenth Annual General Meeting o f members held on Tuesday, 20 September 2005 at 17:00 in the Board Room of the Association on the seventh floor, Old Mutual Building, 10 Independence Avenue, Windhoek.
ACTION
1/02 PRESENT Mr B. Cox (Chairman); Dr C. Dee; Prof F. Gee; Messrs O. Garoeb, L. King, W. Becker and S. Namiseb (secretary). 2/02 APOLOGIES Dr V. Baumker and Dr L. Lindeque. 3/02 MINUTES The minutes of the previous Annual General Meeting, which had been properly sent to all members, were taken as read and on the proposal of Mr King, seconded by Mr Becker, adopted and signed by the Chairman. 4/02 ANNUAL REPORT, ACCOUNTS AND
BALANCE SHEET The Annual Report was then introduced, proposed by Mr Garoeb, seconded by Mr Namiseb, and accepted with thanks.
Accounts Department
2/....
59
2
ACTION
The Chairman asked Mr W. Becker to introduce the accounts and balance sheet. The Chairman asked Mr W. Becker to introduce the accounts and balance sheet. The Income and Expenditure Account and Balance Sheet were then adopted. 6/02 OTHER BUSINESS 6.1 Dr Dee proposed a motion of
thanks to the Chairman and committee, as well as the secretary and his personnel for their hard work during the past year.
6.2 The Chairman thanked
everyone for having attended and closed the meeting at 18:20.
.......................... CHAIRMAN .......................... SECRETARY .......................... DATE
60
7. TESTIMONIALS CAN BE ASKED ON PLAIN A4-PORTRAIT PAPER OR NAME GIVEN FOR A LETTERHEAD OR TO RETRIEVE IT FROM A DISK OR ASKED TO CREATE A LETTERHEAD 1. A4 portrait paper is used. Margins: 1.5” left and 1”
right side. 2. The word TESTIMONIAL is optional if given type i n
uppercase and turn up 2 line spaces before and afte r. 3. Sender’s addresses: This is included in the let terhead
details. If a specific telephone or cell phone num ber is required, this should be keyed in. It could for m part of the reference. The date is typed in full at the beginning or end of the document below the address of the sender
4. Recipient’s address and salutation. Because the
testimonial is directed at an unknown person, there is no recipient’s address and the salutation is replac ed by the words “TO WHOM IT MAY CONCERN”, “LECTORI SALUTEM” or “L.S.” type as is given in the text but in upper case.
5. Subject heading is replaced by the name of the p erson
for whom the testimonial is being written. Two line s before and after the name must be turned up. The n ame will appear on a separate line in capital letters. It may include the identity number (type as is given: with or without spaces), the date of birth of the person (always type in full) which is keyed in on t he same line, immediately after the name, or on the ne xt line in single line spacing as is indicated in text . In the case of a married woman the maiden name is sometimes given in brackets, type below the name an d married surname of the woman. See example.
6. Conclusion: There is no complimentary close in a
testimonial. Provide space at the end of the docum ent for the signature of the referee.
7. If typed on a plain A4-portrait paper then the a ddress
and date will appear at the bottom after the designation in single line spacing.
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EXAMPLE TESTIMONIAL
Telephone: 064-404478 Fax: 064-404155
P.O. Box 118 SWAKOPMUND 14 September 2005
TESTIMONIAL LECTORI SALUTEM/TO WHOM IT MAY CONCERN The undersigned takes pleasure in testifying in fav our of MRS JEANETTE BLUMER B.Comm., D.T.E. 720211 0090 005 (née Bosman) Mrs Blumer has been employed at this school as a fu ll-time teacher in accounting since January 2000 and is wel l-known to me. When typing an original testimonial on a letterhead , the date is blocked in its normal position below the se nder’s address, in other words on 3”. Typing the word TESTIMONIAL is optional and the instruction of the employer/examiner is followed. Instead of LECTORI SALUTEM, L.S. or TO WHOM IT MAY CONCERN may be used. Always follow instructions in text! Maintain a left-hand margin of 1.5” and a right-han d margin of 1” throughout the assignment. The employer/exam iner may, however insist on a left-hand margin correspon ding to the left-hand margin of the pre-designed letterhead . Follow instructions. If the identity number is not available, the date o f birth is typed in full, e.g. 8 January 1976 . 2/....
62
2 Refer and apply general paragraphing and correspond ence rules for the content of the testimonial. Catch words and continuation pages are typed exactl y the same as in letters. Very important to remember: * At least 3 full typed lines of a paragraph on page 2 before the conclusion. * The conclusion of a letter/testimonial etc. may not be alone on a page. (At least 3 full typed lines o f a paragraph or a whole paragraph with it.) My best wishes accompanies her. J. Nariseb PRINCIPAL
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8. CURRICULUM VITAE/RESUMé 1. A4-portrait paper: Margins Left: 1.5” and Righ t 1”. 2. Type in font and font size: Courier New Font Si ze 12. 3. Title page: This is usually drawn up in a centr ed
style (horizontal and vertical) and contains the na me of the person concerned. It is typed on a separate page, WITH MARGINS OF 1” LEFT AND RIGHT.
4. Vertical centring – click on File – Page setup – Layout
– Vertical alignment click on centre. 5. CURRICULUM VITAE/RESUMé - EXAMPLE 1: MARGINS: 1.5”
left and 1” right. Insert table: 2 columns and 1 r ow. EXAMPLE 2: Do not insert a table. 6. Contents: Key in all details. Use headings for each
new section. Leave 2 open lines between sections. Use the layout as indicated in the text. Type as is gi ven when colons after a sub-heading type it, carry on i n the same line although in the next column.
7. Delete the borders at the end. 8. Print.
64
CURRICULUM VITAE
OF
MISS TANJA MARIA MABAKENG
1. PERSONAL DETAILS Surname: First name: Address (home): Telephone (home): Cell phone: Date of Birth: Age: Sex: Nationality: Marital Status: Health: Home language: Other languages: Identity number: Driver’s licence: 2. QUALIFICATIONS
MABAKENG Tanja Maria 47 Tunschel Street Pioneers Park WINDHOEK 061-229754 0812706841 1971-06-24 35 years Female Namibian Single Excellent Otjiherero English (speak, read and write) 7106240045002 08 Senior Certificate (1986) Concordia College Hochland Road WINDHOEK
2/....
65
2
3. EXPERIENCE: 4. OTHER INTERESTS: 5. TESTIMONIALS:
SUBJECTS: English Second Language HIGCSE (2) German Foreign Language IGCSE (B) Accounting HIGCSE (3) Economics IGCSE (C) Business Studies IGCSE (B)Mathematics IGCSE (A) B.Com. (1987 – 1989) UCT University 10 Main Road RONDEBOSCH 7700 Economics III Accounting III Business Psychology II Business Economics II Computer Science I Mercantile Law I 1 January 1990 – 31 December 1998 First National Bank Overseas Representative 1 January 1999 – 31 December 2005 First National Bank – General Manageress Manageress of Namibian Women’s Hockey Association Mr D. Voigts, Director of First National Bank, P.O. Box 1122, Windhoek Prof M. Fairbridge, Senior Lecturer, UCT University, Private Bag 10, Cape Town 7700
66
1. PERSONAL DETAILS Surname: MABAKENG First name: Tanja Maria Address (home): 47 Tunschel Street Pioneers Park WINDHOEK Telephone (home): 061-229754 Cell phone: 0812706841 Date of Birth: 1971-06-24 Age: 35 years Sex: Female Nationality: Namibian Marital Status: Single Health: Excellent Home language: Otjiherero Other languages: English (speak, read and write) Identity number: 7106240045002 Driver’s licence: 08 2. QUALIFICATIONS 2.1 In a few weeks I shall have completed the Cape Senior
Certificate Concordia College 2/....
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2 Subjects: English Second Language HIGCSE German Foreign Language IGCSE Accounting HIGCSE Economics IGCSE Business Studies IGCSE Mathematics IGCSE 3. QUALIFICATIONS 3.1 School Prefect (1986) 3.2 Captain of first hockey team (1986) 3.3 Member of the school’s debating and drama soci ety 4. TESTIMONIALS 4.1 Dr G. Barber Headmaster Concordia College Private Bag 16002 PIONEERS PARK 5. REFEREES 5.1 Mrs L. Visser Accounting Teacher P.O. Box 46 HOCHLAND PARK Telephone: 061-334765 5.2 Mrs H. Rusch Hockey Coach P.O. Box 897 PIONEERS PARK Telephone: 061-980321
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9. LEGAL DOCUMENTS 9.1 LAST WILL AND TESTAMENT 1. Margins: Left: 1.5” Right: 1” 2. The words “Last Will and Testament” or whatever other
wording, e.g. “Last Will” is given, must be typed i n u/c at 1.5”.
3. Follow the display as given below: LAST WILL AND TESTAMENT WE, THE UNDERSIGNED, MATTHYS LOUIS CARSTENS 411210 1234 6 and HESTER JOHANNA CARSTENS 450505 5678 5 (née Jacobs) married out of xxxxxxxxxxxxxxxxxxxxxxxxxx xxxxxxxxx xxxxxxxx xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx xxxxxxxx 1. WE HEREBY revoke xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx xxxxxxx
2. THE FIRST few introductory words of each new par agraph
are typed in capital letters.
3. WE BEQUEATH to ADAM SCHOLTZ xxxxxxxxxxxxxxxxxxxx xxxx xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx x The names of people are typed in capital letters.
2/.... AS WITNESSES 1. ..................... ................ ........ TESTATOR 2. ..................... ................ ........ TESTATRIX
69
2
To type the closure correctly, the following steps should be followed:
� Type the catchword � Set the line spacing at single � Enter twice � Type AS WITNESSES, enter four times � Type 1. and leave two letter spaces and continue
with leader dots up to column 25 (Look at the statu s bar Col will be 25.)
� Set a tab stop at 3.5” as follows: Click on Format – Click on Tabs – Click on Clear All – Insert 3.5” at Tab Stop Position – Click on Set – Click on OK
� Press on the Tab Key on the keyboard and the cursor will move to 3.5”
� Type leader dots till the end of the line and enter once
� Press on the Tab key, the cursor will move to 3.5”, type the word TESTATOR in uppercase and enter three times
� Type 2 and leave 2 letter spaces and type the leade r dots up to col 25
� Press the Tab key and type leader dots to the end o f the line and enter once
� Press the Tab key and type the word TESTATRIX in uppercase
� To repeat this on the second page, select the part that should be repeated and copy it to the second page.
3/.... AS WITNESSES 1. ....................... ................ ........ TESTATOR 2. ....................... ................ ........ TESTATRIX
70
3 4. WHERE ACCOUNTS of money appear in the text, it s hould
be typed both in figures and in words. We bequeath N$200 (two hundred Namibian Dollar) to xxxx
5. WHEN TYPING a will words may be divided at the e nd of
each typing line. The right-hand margin must be as even as possible.
6. ON EVERY PAGE of the document provision must be made
for the signature of the testator, testatrix and of two witnesses. When a single person drafts a will, provision must be made for the signature of either the testator or testatrix and of two witnesses.
7. CATCH WORDS are shown in the normal position, i. e. when
typing paragraphs or letters. Note the correct pla cing of the information typed above the words “AS WITNESSES”.
THUS DONE and SIGNED at WINDHOEK on this first day of March 2006 in the xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx xxxxxxxx xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx xxxxxxxx This last paragraph is typed below every will and i s not numbered. AS WITNESSES 1. ...................... ................ ....... TESTATOR 2. ...................... ................ ........ TESTATRIX WILL OF ONE PERSON ONLY AS WITNESSES 1. ..................... ................ ........ TESTATOR/TESTATRIX 2. .....................
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9.2 LEASE 1. Set margins: Left: 1.5” Right: 1” 2. Follow the display as given below LEASE (for Residential Accommodation) MEMORANDUM OF AGREEMENT THIS MEMORANDUM OF AGREEMENT made and entered into by and between JAMES RABADJAN hereinafter called the LESSOR whose address is 34 Eros Road WINDHOEK 9000 AND DOUGLAS ELIJAH hereinafter called the LESSEE whose address is 20 Smith Street WINDHOEK 9000 1. The LESSOR lets to the LESSEE who hires the foll owing
property (“the property”) 52 Jasper Street WINDHOEK 9000 including therein a dwelling with plot. 2. The lease is for a period of three years reckone d from
1 January 2005 and terminating on 31 December 2006 on which date the LESSEE undertakes to vacate the property.
2/....
72
2 3. Further paragraphs are typed and displayed accor ding to
the typing rules. 4. A form can also be supplied for this lease. The typist
will then only type in the necessary information to complete a form with supplied information.
5. Xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx xxxxxx
xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx x. IN WITNESS WHEREOF the parties have hereunto set th eir hands in the presence of the undersigned witnesses: By the LESSOR at Windhoek on the tenth day of Novem ber 2005 AS WITNESSES 1. ..................... ................ ........ LESSOR 2. ..................... By the LESSEE at Windhoek on the tenth day of Novem ber 2005 AS WITNESSES 1. ..................... ................ ........ LESSEE 2. ..................... NOTE: When it is obvious that certain word/s cannot fit in
in the space provided, the Font size can be changed to 10. The same Font size, however, must be used for the whole of the assignment
73
10. COMPANY REPORTS 10.1 DIRECTOR’S REPORT Follow the rules for display of paragraphs. Please note that these paragraphs are unnumbered. Always follo w the instructions given in the question or given by the employer. The headings are always typed in uppercase even if not instructed.
Set the margins: Left 1.5” and Right 1”.
74
THE SUNSHINE BUILDING SOCIETY REPORT OF THE DIRECTORS for the year ended 28 February 2005 Dear Clients, Members, Friends and Supporters Your Board of Directors has great pleasure in xxxxx xxxxxx xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx xxxxx. ASSETS Total assets amounted to xxxxxxxxxxxxxxxxxxxxxxxxxx xxxxxx xxxxxxxxxxxxxxxxxxxxxxxxxxx. SHARE CAPITAL AND DEPOSITS Xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx. PROFITS The profit amounted to N$40 071 ADD Unappropriated balance brought forward from previous year N$ 2 345 Net profit on sale of fixed property N$10 234 N$53 650 MORE HEADINGS Follow the rules for the display of paragraphs. Please note that these paragraphs are unnumbered . Always follow the instructions given in the question or given by the employer. On behalf of the Board T. Smook CHAIRMAN WINDHOEK 15 March 2005
75
10.2 CHAIRMAN’S REPORT Follow the rules for the display of paragraphs. Pl ease note that these paragraphs are unnumbered. Always follow the instructions given in the question or given by the employer . The headings are always typed in uppercase even if not instructed.
76
THE SUNSHINE BUILDING SOCIETY REPORT OF THE CHAIRMAN’S for the year ended 28 February 2005 Dear Clients, Members, Friends and Supporters Your Board of Chairman’s has great pleasure in xxxx xxxxxx xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx xxxxx. SHARE CAPITAL AND DEPOSITS Xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx. PROFITS The profit amounted to N$50 071 ADD Unappropriated balance brought forward from previous year 2 345 Net profit on sale of fixed property 1 234 N$53 650 DIRECTORATE Xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxxxxxxxxxxxxxx. MORE HEADINGS Follow the rules for the display of paragraphs. Please note that these paragraphs are unnumbered. Always follow the instructions given in the question or given by the employer. On behalf of the Board T. Smook CHAIRMAN WINDHOEK 15 March 2005
77
11. TABULAR WORK Refer to the examples that will follow immediately after these notes. 1. Top and bottom margins: 1". 2. MAIN HEADINGS 2.1 Block in D/S and U/C at the left margin, unles s
otherwise indicated by an editing sign. 2.2 Enter twice after the last line in the heading . 3. MARGINS The left and right margins should be the same width . For tabular work typed portrait on an A4 page a left an d right margin of not less than 0.5" respectively is needed . If tabular work is displayed in landscape then the mar gins may not be less than 1" left and right respectively. NOTE For paragraphs immediately preceding or following a tabular statement, maintain the same margin degree as that of the tabular statement. 4. COLUMN HEADINGS 4.1 Enter twice before all column headings. Take note
that the position of the cursor below a horizontal line counts as one line space. I.e. enter once mor e to get double line spacing.
4.2 All first lines of column headings, following after a
common horizontal line, must be typed at the same level, i.e. in the same line. Subsequent lines are typed likewise.
4.3 Enter once below the last line of the longest
horizontal or vertical column heading and type the horizontal line which separates the column headings from the body of the tabular statement.
78
5. VERTICAL COLUMN HEADINGS 5.1 Column headings that must be displayed vertica lly are
typed the same time as the horizontal headings and then the following must be done: Select the headin g that must be displayed vertically, click on format, click on text direction and choose the way the head ing must be vertically displayed and click.
5.2 Take note: still adhere to the rules for entering
twice after a horizontal line and once before a horizontal line.
6. AN ENCASED TABULAR STATEMENT 6.1 The first and the last columns are no more open
columns which means there are now vertical lines at the left and the right-hand margins.
6.2 Two letter spaces are left after the vertical line on
the left-hand side and two spaces are left before t he vertical line on the right-hand side.
7. COLUMN WIDTHS Complete the table Then do the following:
• select the whole table, • click on table, • click on table properties, • click on the table tab, • click on options, • set the left margin on 0.2" • set the right margin on 0.2" • click on OK • at the same time click on center to center the tabl e.
79
EXAMPLE NO 1: MAIN HEADING
NAMIBIA†
SOUTH AFRICA
ENGLAND
SWEDEN
2 400
23 000
26 045
28 000
324
3 200
5 120
6 987
21
240
1 000
2 350
† Footnote. When typing an open tabular statement Complete the table Then do the following:
• select the first column • click on table • click on table properties • click on the cell tab • click on options • switch off "same as the whole table" • set the left on 0" • set the right on 0.2" • click OK and OK again. • Remember to delete the left hand border of the firs t
column • Select the last column of the table • click on table • click on table properties • click the cell tab • switch off "same as the whole table" • set the left on 0.2" • set the right on 0" • click OK, and OK. • Remember to delete the right hand border of the las t
column.
80
• Select the rest of the columns • click on table • click on table properties • click on the table tab • click on options • set the left on 0.2" • set the right on 0.2" • click on OK, • select to center the table • click OK.
EXAMPLE NO 2:
MAIN HEADING
NAMIBIA*
SOUTH AFRICA
ENGLAND
SWEDEN
2 400
23 000
26 045
28 000
324
3 200
5 120
6 987
21
240
1 000
2 350
*Footnote.
8. HORIZONTAL RULING 8.1 After all horizontal lines INSIDE a tabular st atement,
enter TWICE. 8.2 Immediately before/above all horizontal lines
(including lines below totals) INSIDE tabular statements, enter ONCE.
9. FOOTNOTES 9.1 Enter TWICE between the last horizontal line o f the
tabular statement and the footnote which follows.
81
9.2 Block the footnote sign at the left margin of the tabular statement. Drag on the ruler till it is bl ock on the left margin of the tabular statement.
9.3 Type the first letter of the footnote without leaving
any letter space open after the footnote sign. 9.4 Continuation lines are indented in S/S below t he first
letter of the footnote (not below the sign). 9.5 Use D/S between separate footnotes. 9.6 Please note use superscript at footnote signs if it is
not automatically superscript like the asterisk. To superscript a footnote sign
• type the footnote sign • e.g. the dagger click on insert symbol select the symbol to be inserted click on insert and close • Select the symbol • click on Format • click on font • click on the font tab • click on superscript • click OK. (Refer to example no 1 at column widths.)
10. To type a heading across two columns, i.e. to merge
two columns to become one, do the following: • select the two columns • click on table • click on merge cells. (Refer to the example of a
tabular statement printed on an A4-page.) REMEMBER THE FOLLOWING WHEN TYPING TABULAR STATEMENTS: 1. Click on table on the menu. 2. Click on insert. 3. Click on table. 4. Select how many columns and how many rows are n eeded 5. Select "Autofit to contents". 6. Click on OK.
82
EXAMPLE OF AN OPEN TABULAR STATEMENT
QUICKGRO FUNDS LIMITED
ABBREVIATED PORTFOLIO AT SEPTEMBER 30
Investment Type
Number
Number of shares* (000)
Number as % of issued capital
Market value (N$000)
Market value as % of Portfolio
Banks
Building
Securities †
Property
Trade
Industrial
5
2
4
6
5
7
498
9
1 650
205
23
56
3,98
0,08
-
2,88
0,65
0,81
1 505
37
1 629
702
259
383
14,6
0,4
15,8
6,8
2,5
3,7
*All shares are ordinary shares and are listed on t he Johannesburg Stock Exchange. †Approved Government and other securities.
83
12. SPREADSHEETS 1. WHAT IS A SPREADSHEET? A spreadsheet is an electronic tool designed for th e processing of numbers. In the same way that a word processor is used to manipulate words, a spreadsheet is used mainly when one wants to manipulate numbers. With a spreadsheet package, we simply refer to a sp readsheet which is divided into rows and columns forming a gr id of cells in which data can be typed. Row Number Formula Bar Toolbar Cell Name Active Cell Column Letter Title Bar
Worksheet
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The network of cells in a spreadsheet allows one to organise and manipulate rows and columns of numerical values in a useful way. Each cell has a unique address determined by the co lumn and row respectively. Rows appear horizontally and are num bered, e.g. 1, 2, 3, Columns appear vertically and are numbered A, B, C. Calculations are done by using formulae and functio ns. When any values in the spreadsheet are change, all other cal culated results will be adjusted automatically and are avai lable immediately. 2. THE SPREADSHEET SCREEN
3. GRID A grid is a table made up of rows and columns. 4. CELLS Each cell has a unique reference, for example A3, w hich refers to column A row 3. A single entry can be placed in a cell. The formula bar at the top of the screen displays t he contents of the selected cell. Three types of information c an be entered in a spreadsheet:
85
(a) Text, for example, headings, labels, notes and explanatory
text. (b) Values, for example, numbers, dates and times. (c) Formulae. 4. VALUES AND LABELS When numbers are entered, they are referred to as v alues. The computer can only do calculations with values. Rem ember to use a decimal point (.) and not a comma (,). No calcul ations can be done on data where a comma is used. 5. TO ENTER A SERIES OF NUMBERS OR DATES A series of numbers or dates can be entered in a ro w or column that automatically increases or decreases by specif ied increments.
• Type a starting value (a number, date or formula) i n the starting cell.
• Press enter. • Highlight the cell with the starting value, and ext end the
highlight to the right or downwards to include all the cells in which the series is to be entered.
• Choose the Fill Series command from the Edit menu f or a number or date and down or Right for a formula.
• Choose the relevant options. 6. TO FORMAT NUMBERS The way in which a number is displayed, can be chan ged by formatting the cell before or after an entry is typ ed. If the same format is used for several entries, first ente r the information and then format it.
86
To change the format of numbers:
• first highlight the cells. • Go to the Format menu • select Cells. • Choose the desired format.
7. SAVE To save a document for the first time:
• choose the Save As command from the File menu. • A dialogue box will be displayed. • Select the folder or drive where the file must be s aved
and enter the file name. • If a file has already been saved and has now been e dited,
use the File command and save or . • The file will be saved in the file with the name th at
appears at the top of the screen in the title bar. 8. OPEN OR LOAD To load or open a file:
• choose Open from the File menu
• or . • Select the correct folder and double click on the
filename. 9. QUIT To close one document to work on another, select Close from the File menu. To close the program, choose Exit from the File menu,
or .
87
10. GO TO The Go to command will allow you to go to another c ell somewhere in your document.
• Choose the Go to command from the Edit menu. • Enter the cell reference in the dialogue box that
appears. • Click on OK.
11. CUT, COPY AND PASTE To process existing text:
• select the text first. • To transfer information from one place in a documen t to
another, Cut and Paste it. • To make a duplicate of information on another place in
the document, Copy and Paste it. 12. DELETE When information is deleted, it is lost unless it h as been previously saved or if the Undo command is selected directly after the deletion. To delete information:
• highlight and press the Delete key on the keyboard or select the Delete command.
13. COLUMN WIDTH Double click on the line between columns A and B fo r example to set the width of column A according to the longest word(s) or number(s) in column A. OR The column width can be set to an exact measurement or to fit the longest entry in a selection.
• Click on Format • then on column • then on width • type in the width of the column • click OK.
88
14. CELL ALIGNMENT When text is entered, it is left aligned and number s are right aligned. It is possible to change the alignment of any cell:
• Highlight the cells • click on Format • click on Cell • click on alignment • choose the horizontal or vertical alignment. • click on OK.
89
15. WRAP TEXT Select the cell where the text must be wrapped acco rding to the width of the cell.
• Click on Format • click on Cell • choose alignment • switch Wrap text on • Click on OK
90
16. MERGE CELLS Select the cells where merging must be applied (to make more than one cell one big cell without lines).
• Click on Format • click on Cell • click on Alignment • switch on Merge cells • click on OK.
17. FONTS, FONT SIZES AND FONT STYLES To change the font, font sizes or font styles,
• select the Font command from the Format menu • choose the relevant options.
91
18. PRINT PREVIEW This is a very important command. The Print Preview command will show what the docume nt will look like before printing. The current page will appear .
• Choose Print Preview from the File menu or . • Use PgUp and PgDn to move up or down in the documen t. • To go back to the document, press Esc or Close on t he menu
bar. 19. PRINT 19.1 THE PRINT COMMAND
• Click on File • click on Print • click on OK.
19.2 SELECT THE PRINT AREA
• Highlight the area to be printed. • Click on File, • click on Print Area, • Click on Set Print Area. • That specific area will be printed when the print
command is chosen. 19.3 TO PRINT FORMULAE
• Click on Tools, • click on Options, • click on View, • click on formulae • click on OK. • The spreadsheet showing the different formulae used will
print when the print command is chosen.
92
19.4 TO VIEW GRIDLINES ON THE MONITOR
• Click on Tools • click on Options • click on View • click on gridlines • click on OK.
93
19.5 TO PRINT GRIDLINES FOR THE WHOLE SPREADSHEET
• Highlight the part where gridlines are to be printe d • click on File • click on Page Setup • click on Sheet • Select gridlines • press on OK.
19.6 TO PRINT GRIDLINES IN PART OF THE SPREADSHEET
• Select the part where you want the gridlines to pri nt.
Go to the border block and select all borders .
94
19.7 TO INSERT DOUBLE LINES AT A CELL OR CELLS Select the appropriate cell(s) and do the following :
• Click on the border block where the double lines ap pear
at the bottom and click. . 20. INSERT ROWS AND COLUMNS The insert command allows for rows or columns to be inserted. Rows are inserted above the cursor position and col umns to the left. 21. DELETE ROWS AND COLUMNS To delete rows and columns, select the Delete comma nd from the Edit menu. The following pop up menu will appear:
22. SORT The Sort command is used to sort the contents of a spreadsheet alphabetically or in ascending or descending order. Select the Sort command from the Data menu or click on one of the following
two icons .
95
23. ROW HEIGHT Select the row(s) where you want to adjust the row height.
• Click on Format • Click on Row • Click on Height • enter the height • click on OK.
24. FORMULAE A calculation is represented by a formula in a spre adsheet. The formula will be displayed in the formula bar. To t ype a formula in a cell, you must start by using the equal (=) si gn. SUM to be used to calculate totals, e.g. =SUM(G3:G6 ). The total from cell G3 to cell G6 will be displayed when you enter. AVERAGE to be used to calculate averages, e.g. =AVERAGE(G10:G15). The average of numbers from cel l G10 to G15 will be displayed when you enter. MIN to be used to calculate the minimum, e.g. =MIN(A4:A10). The smallest number from cell A4 to cell A10 will be displayed when you enter. MAX to be used to calculate the maximum, e.g. =MAX(A4:A10). The largest number from cell A4 to c ell A10 will be displayed when you enter. Use the following signs for different calculations: + for adding - for minus / for division * for multiplication. 25. TO COPY FORMULAE Enter the formula for the first cell and then copy the formula to the rest of the cells, by clicking on Edit, clic k on Fill and click either on down, right, etc. depending on your need.
96
REMEMBER THE FOLLOWING WHEN YOU PRINT HARD COPIES FOR THE EXAMINATION: 1. Print a hard copy of your final spreadsheet. 2. Print a hard copy of your final spreadsheet sho wing the
formulae.
97
BEUKES SPAR
Monthly Expenses June - October 2002
JUNE JULY AUGUST SEPTEMBER OCTOBER TOTAL
Insurance 1000.00 1000.00 1000.00 1000.00 1000.00 5000.00
Postmaster 45.00 80.00 30.00 139.00 70.00 364.00
Transport 165.00 155.00 239.90 180.00 80.00 819.90
Stationery 156.00 165.00 145.00 197.10 199.40 862.50
Rent 1350.00 1350.00 1350.00 1350.00 1350.00 6750.00
Vehicles 1274.19 1220.00 1088.00 1120.00 1120.00 5822.19 Water and Electricity
924.96 917.20 928.14 998.00 978.00 4746.30
TOTAL 4915.15 4887.20 4781.04 4984.10 4797.40 24364.89
AVERAGE 702.16 698.17 683.01 712.01 685.34
MINIMUM 45.00 80.00 30.00 139.00 70.00
MAXIMUM 1350.00 1350.00 1350.00 1350.00 1350.00
98
BEUKES SPAR
Monthly Expenses June - October 2002
JUNE JULY AUGUST SEPTEMBER OCTOBER TOTAL
Insurance 1000 1000 1000 1000 1000 =SUM(B7:F7)
Postmaster 45 80 30 139 70 =SUM(B8:F8)
Transport 165 155 239.9 180 80 =SUM(B9:F9)
Stationery 156 165 145 197.1 199.4 =SUM(B10:F10)
Rent 1350 1350 1350 1350 1350 =SUM(B11:F11)
Vehicles 1274.19 1220 1088 1120 1120 =SUM(B12:F12)
Water and Electricity
924.96 917.2 928.14 998 978 =SUM(B13:F13)
TOTAL =SUM(B7:B13) =SUM(C7:C13) =SUM(D7:D13) =SUM(E7:E13) =SUM(F7:F13) =SUM(B15:F15)
AVERAGE =AVERAGE(B15/7) =AVERAGE(C15/7) =AVERAGE(D15/7) =AVERAGE(E15/7) =AVERAGE(F15/7)
MINIMUM =MIN(B7:B13) =MIN(C7:C13) =MIN(D7:D13) =MIN(E7:E13) =MIN(F7:F13)
MAXIMUM =MAX(B7:B13) =MAX(C7:C13) =MAX(D7:D13) =MAX(E7:E13) =MAX(F7:F13)
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13. MERGING MS OFFICE 2000/2003 STEP ONE: Click Tools Click ‘Mail Merge’ The following pull down menu will appear: STEP TWO: Go to: 1 MAIN DOCUMENT Click on: ‘Create’ Then click on ‘Form Letters’ STEP THREE: The following will appear on the screen: Now click the option ‘Active Window’
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STEP FOUR: Go to: 2 Data Source Click: ‘Get Data’ Then click ‘Create Data Source...” STEP FIVE : The following will appear on the screen: Click on ‘Remove Field Name’ until all field names are deleted. To delete the last field name on the screen, use the delete key on the keyboard. STEP SIX : Add all the new field names for the document. REMEMBER: Do not leave a space when the word consists of two parts, e.g. ‘RefNo’ will be typed without a space between the words. After typing in a field name, click on ‘Add Field Name’
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STEP SEVEN: After adding the last field name, click on O.K. The ‘Save As’ screen will now appear on the screen. Save the name of the database as instructed, e.g.: ‘ COSMODATA’ STEP EIGHT: This following screen will now appear: Click ‘Edit Data Source’ STEP NINE: On the screen the ‘Data Form’ will now appear. Complete the ‘Data Form’ according to the information given. After the completion of each ‘Data Form’ click ‘Add New’ After the last ‘Data Form’ click O.K. There will be 2 or 3 records in the Database. To go back and forth, click on the increment buttons on the left or right side of ‘Record’.
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STEP TEN: Start to type the main document, REMEMBER insert the fields in the correct places (while typing). When coming to the part where the fields must be inserted click on ‘Insert Merge Field’ and choose the field to be inserted. REMEMBER: When inserting the Merge Fields, make sure of the FONT and FONT SIZE: COURIER NEW 12” STEP ELEVEN: The main document is now finished. Merge the main document with the database. Click ‘Merge’ A new document will now be formed with the merged documents in it. This document must be saved separately. Save as instructed e.g.: ‘COSMOFORM’ REMEMBER: Print ALL the documents .
STEP TWELVE: After printing all the documents staple them together. This should be handed in as follows: 1. Letter with the merge fields 2. The database 3. The merged letters TEACHERS NOTE TO LEARNERS: When the database is not yet completed, click on ‘Edit Data Source’ go back and complete the database.
Example: Database and Merging
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Ref. nr. «RefNr» 29 Gobabis Lane WINDHOEK P.O. Box 45673 Tel. (061) 253478 «Date» Fax (061) 253488 «Name» «Address1» «Address2» «City» Dear «Salutation» PROPERTIES FOR SALE – WINDHOEK AREA We thank you for your enquiry, recently received, regarding the possible purchase of a house in the s uburbs of Windhoek. At present, as you may be aware, the market is relatively quiet and it may confidently be descr ibed as a “Buyers Market” . Interest rates are very realistic and favour the buyer. Bonds are also readily avail able. Considering these factors, we feel that the market may shortly turn into a seller’s market with sharply ri sing prices accompanied by a little or no negotiating po wers for the buyer. We would therefore urge you to purchase now under t hese favourable conditions and for that reason we have selected a few of the many properties at present on our books. From what we gather from your letter, the following propositions should interest you: 1. «Suburb1»: Large house having 4 bedrooms, main en
suite, second bathroom, study, separate lounge and dining-room. Family room, kitchen and laundry on large grounds with double garage, servants’ accommodation and well laid out garden with a swimming pool and entertainment area. The building s are in prime condition and the price of «Price1» is in our view extremely market related.
2/....
Example: Database and Merging
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2
2. «Suburb2»: Three bedroom house with kitchen, l aundry and 1½ bathrooms, separate lounge, dining-room and family room. An entertainment area with a beautifully laid out garden in which there is ample room for a swimming pool. The house is situated on a large plot and if extension is needed, this could easily be done. Price: «Price2».
Yours sincerely F.G. Hewing MANAGER FGH/ij
Example: Database and Merging
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RefNr Name Address1 Address2
City Date Salutation
Suburb1 Price1 Suburb2 Price2
COS/04/14
Mrs Rachel Long
129 North Street
Meersig WALVIS BAY
24 February 2004
Mrs Long
PIONIERSPARK
N$585 000
ACADEMIA
N$510 000
COS/04/20
Mr Peter Moss
P.O. Box 1243
Noordhoek
KEETMANSHOOP
26 February 2004
Mr Moss
SUIDERHOF N$569 000
OLYMPIA N$545 000
COS/04/29
Ms Breda Fraser
7 Rose Lane
Vineta SWAKOPMUND
29 February 2004
Ms Fraser
EROS N$640 000
KLEIN WINDHOEK
N$625 000
Example: Database and Merging
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Ref. nr. COS/04/14 29 Gobabis Lane WINDHOEK P.O. Box 45673 Tel. (061) 253478 24 February 2004 Fax (061) 253488 Mrs Rachel Long 129 North Street Meersig WALVIS BAY Dear Mrs Long PROPERTIES FOR SALE – WINDHOEK AREA We thank you for your enquiry, recently received, regarding the possible purchase of a house in the s uburbs of Windhoek. At present, as you may be aware, the market is relatively quiet and it may confidently be descr ibed as a “Buyers Market” . Interest rates are very realistic and favour the buyer. Bonds are also readily avail able. Considering these factors, we feel that the market may shortly turn into a seller’s market with sharply ri sing prices accompanied by a little or no negotiating po wers for the buyer. We would therefore urge you to purchase now under t hese favourable conditions and for that reason we have selected a few of the many properties at present on our books. From what we gather from your letter, the following propositions should interest you: 1. PIONIERSPARK: Large house having 4 bedrooms, m ain en
suite, second bathroom, study, separate lounge and dining-room. Family room, kitchen and laundry on large grounds with double garage, servants’ accommodation and well laid out garden with a swimming pool and entertainment area. The building s are in prime condition and the price of N$585 000 i s in our view extremely market related.
2/....
Example: Database and Merging
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2
2. ACADEMIA: Three bedroom house with kitchen, la undry and 1½ bathrooms, separate lounge, dining-room and family room. An entertainment area with a beautifully laid out garden in which there is ample room for a swimming pool. The house is situated on a large plot and if extension is needed, this could easily be done. Price: N$510 000.
Yours sincerely F.G. Hewing MANAGER FGH/ij
Ref. nr. COS/04/20 29 Gobabis Lane WINDHOEK P.O. Box 45673
Tel. (061) 253478 26 February 2004 Fax (061) 253488 Mr Peter Moss P.O. Box 1243 Noordhoek KEETMANSHOOP Dear Mr Moss PROPERTIES FOR SALE – WINDHOEK AREA We thank you for your enquiry, recently received, regarding the possible purchase of a house in the s uburbs of Windhoek. At present, as you may be aware, the market is relatively quiet and it may confidently be descr ibed as a “Buyers Market” . Interest rates are very realistic and favour the buyer. Bonds are also readily avail able. Considering these factors, we feel that the market may shortly turn into a seller’s market with sharply ri sing prices accompanied by a little or no negotiating po wers for the buyer. We would therefore urge you to purchase now under t hese favourable conditions and for that reason we have selected a few of the many properties at present on our books. From what we gather from your letter, the following propositions should interest you: 1. SUIDERHOF: Large house having 4 bedrooms, main en
suite, second bathroom, study, separate lounge and dining-room. Family room, kitchen and laundry on large grounds with double garage, servants’ accommodation and well laid out garden with a swimming pool and entertainment area. The building s are in prime condition and the price of N$569 000 i s in our view extremely market related.
2/....
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2
2. OLYMPIA: Three bedroom house with kitchen, lau ndry and 1½ bathrooms, separate lounge, dining-room and family room. An entertainment area with a beautifully laid out garden in which there is ample room for a swimming pool. The house is situated on a large plot and if extension is needed, this could easily be done. Price: N$545 000.
Yours sincerely F.G. Hewing MANAGER FGH/ij
Ref. nr. COS/04/29 29 Gobabis Lane WINDHOEK P.O. Box 45673 Tel. (061) 253478 29 February 2004 Fax (061) 253488 Ms Breda Fraser 7 Rose Lane Vineta SWAKOPMUND Dear Ms Fraser PROPERTIES FOR SALE – WINDHOEK AREA We thank you for your enquiry, recently received, regarding the possible purchase of a house in the s uburbs of Windhoek. At present, as you may be aware, the market is relatively quiet and it may confidently be descr ibed as a “Buyers Market” . Interest rates are very realistic and favour the buyer. Bonds are also readily avail able. Considering these factors, we feel that the market may shortly turn into a seller’s market with sharply ri sing prices accompanied by a little or no negotiating po wers for the buyer. We would therefore urge you to purchase now under t hese favourable conditions and for that reason we have selected a few of the many properties at present on our books. From what we gather from your letter, the following propositions should interest you: 1. EROS: Large house having 4 bedrooms, main en s uite,
second bathroom, study, separate lounge and dining-room. Family room, kitchen and laundry on large grounds with double garage, servants’ accommodation and well laid out garden with a swimming pool and entertainment area. The buildings are in prime condition and the price of N$640 000 is in our view extremely market related.
2/....
Example: Database and Merging
111
2
2. KLEIN WINDHOEK: Three bedroom house with kitch en, laundry and 1½ bathrooms, separate lounge, dining-room and family room. An entertainment area with a beautifully laid out garden in which there is ample room for a swimming pool. The house is situated on a large plot and if extension is needed, this could easily be done. Price: N$625 000.
Yours sincerely F.G. Hewing MANAGER FGH/ij
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MAIL MERGE ON MS OFFICE XP
1. INSERT MAIL WIZARD TOOL BAR
• Click on Tools • Click on LETTERS AND MAILINGS • Insert Mail Wizard Tool bar
2. TYPE THE MAIN DOCUMENT AND SAVE IT
3. INSERT MERGE FIELDS
• Click on Tools • Click on Letters and Mailings • Select document type: Letters • Click on next • Click on type a new list
• Click on CREATE and create an new recipient list • ADD NEW list will open • Click on CUSTOMIZE • Delete unwanted field names and add new field
names • Click on OK
• Type information into fields • Click on CLOSE and SAVE as FIELD NAMES
4. INSERT FIELD NAMES TO MAIN DOCUMENT
• Click on Mail Merge icon
• Insert field names • Save document • Print main document
5. CLICK ON MERGE TO NEW DOCUMENT
6. PRINT COPIES OF MERGED DOCUMENTS 7. PRINT DATABASE DOCUMENT
• Go back to MAIN MENU • Click on MY DOCUMENTS • Click on MY DATA SOURCE • Click on the saved file • Click on office address list • The data source will open • Type your name • Print a copy
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MAIL MERGE ON MS OFFICE 2003
1. INSERT MAIL WIZARD TOOL BAR
• Click on Tools • Click on LETTERS AND MAILINGS
• Insert Mail Wizard Tool bar 2. TYPE THE MAIN DOCUMENT AND SAVE IT
3. INSERT MERGE FIELDS
• Click on Tools • Click on Letters and Mailings • Select document type: Letters
• Click on next • Click on type a new list • Click on CREATE and create an new recipient list • ADD NEW list will open • Click on CUSTOMIZE • Delete unwanted field names and add new field
names • Click on OK • Type information into fields • Click on CLOSE and SAVE as FIELD NAMES
4. INSERT FIELD NAMES TO MAIN DOCUMENT
• Click on Mail Merge icon • Insert field names • Save document • Print main document
5. CLICK ON MERGE TO NEW DOCUMENT
6. PRINT COPIES OF MERGED DOCUMENTS AND CLOSE THE PROGRMM 7. PRINT DATABASE DOCUMENT
• Go back to MAIN MENU • Click on MY DOCUMENTS • Click on MY DATA SOURCE • Right click on the saved file • Open with ... Ms Excel • Opening Query – Click on open
• Click on FILE Page set up • Change margins to: 0.5 both sides • Change portrait to landscape
• Click on View and then on header and footer • Click on custom header • Type your Name, Exercise, Date OK, OK • Print a copy
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14. PROOF READING 14.1 KEY IN THE CORRECT COPY AND PRINT A HARD COPY (THIS COPY WILL BE USED TO COMPARE IT WITH THE COP Y WITH ERRORS FUNCTIONS OF MARKETING 1. LOCATING THE CONSUMER The producer and all firms involved in the chain of production must sell their goods at a profit and therefore their first task is to find buyers. In o ther words they must find a market and where it does not yet exist, it must be created. This can be done by the firm itself with the help of advertising contractors who use a great variety of advertising methods and selling techniques. 2. ASSEMBLING, REPACKING AND DISTRIBUTION OF GOODS 2.1 ASSEMBLING Goods of all types are produced or manufactured ove r a wide area. It is the task of marketing to assemble the right variety at the right times and places in the right quantities within the reach of consumers. 2.2 REPACKING Producers and manufacturers deliver goods to wholes alers and retailers in large quantities in crates, bales or bags. The goods must now be properly arranged and packed attractively in convenient quantities acceptable to the consumer. 3. GRADING AND STANDARDISATION 3.1 GRADING Grading is a function which applies only to primary products, and especially to agricultural products produced under varying land and climatic conditions . The standard changes from place to place and season to season. 3.2 STANDARDISATION Manufactured goods are made to predetermined specifications and therefore comply with a definite standard. Grading of these goods in thus necessary .
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14.2 COPY AND PASTE THE ORIGINAL COPY • Change some of the correct words to errors • Save it as "Proof reading 2"
FUNCTION OF MARKETING 1. LOCATING THE CONSUMERS The producer and all firms involved in the change of production must sell their goods at a profit and therefore their first task is to find buyers. In o ther words they must find a market and where it does not yet exist, it must be created. This can be done by the firm itself with the help of advertising contractors who use a great variety of advertizing methods and selling technikues . 2. ASSEMBLING, REPACKING AND DISTRIBUTION OF GOODS 2.1 ASEMBLING Goods of all types are produced or manufactures over a wide area. It is the task of marketing to assemble the right variety at the right times and places in the right guantities within the reach of consumers. 2.2 REPACING Producers and manufacturers deliver goods to wholes alers and retailer in large quantities in crates, bales or bags. The goods must now be properly arranged and packed attractive in convenient quantities acceptable to the consumer. 3. GRADING AND STANDARDIZATION 3.1 GRADING Grades is a function which applies only to primary products, and especially to agriculture products produced under varying land and climatic conditions. The standaard changes from place to place and season to seasons . 3.2 STANDARDISATIONS Manufacture goods are made to predetermined specifications and therefor comply with a definite standard. Grading of these goods in thus necesary .
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14.3 RETRIEVE THE FILE SAVED AS "PROOF READING 2" • Use spell check to correct the errors • Compare the original correct copy with the
retrieved one on the screen to correct those errors not shown by the spell checker
• Underline all errors that has been corrected • Save and print a copy
___________________________________________________ ______ FUNCTIONS OF MARKETING 1. LOCATING THE CONSUMER The producer and all firms involved in the chain of production must sell their goods at a profit and therefore their first task is to find buyers. In o ther words they must find a market and where it does not yet exist, it must be created. This can be done by the firm itself with the help of advertising contractors who use a great variety of advertising methods and selling techniques . 2. ASSEMBLING, REPACKING AND DISTRIBUTION OF GOODS 2.1 ASSEMBLING Goods of all types are produced or manufactured over a wide area. It is the task of marketing to assemble the right variety at the right times and places in the right quantities within the reach of consumers. 2.2 REPACKING Producers and manufacturers deliver goods to wholes alers and retailers in large quantities in crates, bales or bags. The goods must now be properly arranged and packed attractively in convenient quantities acceptable to the consumer. 3. GRADING AND STANDARDISATION 3.1 GRADING Grading is a function which applies only to primary products, and especially to agricultural products produced under varying land and climatic conditions . The standard changes from place to place and season to season .
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3.2 STANDARDISATION Manufactured goods are made to predetermined specifications and therefore comply with a definite standard. Grading of these goods in thus necessary . COMPILED BY: 1. Ms M.C. van der Merwe, NIED 2. Mrs S. Gordon, Jan Möhr S.S. 3. Mrs L.M. van Rooyen, Concordia College 4. Mrs L. Steenkamp, Academia S.S.
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The National Institute for Educational Development P/Bag 2034 Okahandja NAMIBIA Telephone: +64 62 509000 Facsimile: + 64 62 509004 E-mail: [email protected] Website: http://www.nied.edu.na © NIED 2006
