USING MS WORD 2010 - Donutsdocshare01.docshare.tips/files/31009/310094485.pdf · USING MS WORD 2010 BASIC MS WORD FAXES MEMORANDUMS BUSINESS LETTERS PROOFREADERS' MARKS TABLES BOUND

MS Word 2010

USING MS WORD 2010

BASIC MS WORD

FAXES

MEMORANDUMS

BUSINESS LETTERS

PROOFREADERS' MARKS

TABLES

BOUND & UNBOUND REPORTS

SIMPLE MAIL MERGE

OUTLINES

USING E-MAIL (Web-Based)

JOB SEARCH SKILLS—Networking, Resume, Cover Letter, Interview, After Interview Follow-up, etc.

ITINERARIES

AGENDAS, MINUTES, NEWS RELEASES

Nuts ‘n Bolts of Formatting Using Microsoft Word 2010

It Doesn’t Get Any Easier!

By

Barbara Grace Ellsworth

Mesa Community College

Mesa, Arizona

Nuts ‘n Bolts of Formatting By

Barbara Grace Ellsworth Mesa Community College

Mesa, Arizona

Copyright © 2011 Version 0111 ELLSWORTH PUBLISHING COMPANY

Chandler, Arizona

ALL RIGHTS RESERVED

Copyright terms of usage: Users are defined as current instructors at a public education facility and their students. No part of this book may be used with or combined with products not copyrighted by Ellsworth Publishing Company (EPC). Permission is granted to current users of EPC products to: (1) Print and/or duplicate this book for use in a public education institution, and (2) share this book in electronic format via school network; so long as the for profit terms of usage are not violated. For Profit terms of usage: Permission is not granted to use this book or resell/repackage this book in any manner that is to be re-sold (i.e. bookstore sales) without the express written permission of EPC.

For information, contact:

Ellsworth Publishing Company P. O. Box 6727

Chandler, AZ 85246

Fax: (480) 963-4502 www.EllsworthPublishing.com

Course Description iii

COURSE DESCRIPTION STEP-BY-STEP INSTRUCTIONS This course is self-paced (step-by-step) with lots of illustrations. It is very easy for students to follow on their own. The directions were checked on MS Word 2010 with the exception of Internet E-mail. The information follows the latest FBLA-PBL Format Guide; it is used by the largest Business student organization in competitions and is taught in schools. The sections are designed so the teacher can se-lect from the following: (Check the Table of Contents for a complete description.)

Basic Word Concepts (includes information students will need for several units, such as how to open an MS Word document, how to save, how to exit MS Word, how to open a saved docu-ment, how to enter your name and assignment number in the header, etc.)

Fax Applications (Creating faxes and using fax templates)

Interoffice Memos (including Memo Wizards)

Business Letters (Block, Open Punctuation, Subject line, bullets, reference initials, enclosures, c, 2-Page letter headings, and special software program developed by Ellsworth Publishing Company to help students learn the 2-digit state/possession codes from the Official United States Postal Services State/Province Abbreviations list)

Proofreader’s Marks (Common proofreading marks useful in any editing project)

Tables (Using AutoFit, AutoFormat, Centering vertically and horizontally, removing gridlines)

Bound and Unbound Business Reports (Creating the Title pages, internal citations, endnotes, Reference page, indenting a quote, sorting, page numbering all but 1st page.)

Simple Mail Merge (Using Mail Merge templates, merging and printing)

Itineraries (Creating itineraries using tab stops and hanging indents)

Agendas, Minutes & News Releases (Formats)

Outlines (Create outlines with Left and Right Aligning Roman Numerals)

Basics of Using E-Mail (Opening an E-mail account, Reading E-mail, Deleting unwanted E-mails, Empty the Trash Folder, Send E-mails, Add Addresses to Address Book, Using the Yahoo! Calendar)

Job Search Skills (Networking, Scannable Resumes, Cover Letters, Interviewing, References, The After-Interview Follow-up Letter, and Why People Don’t Get Hired)

At the end of each section are Multiple-Choice questions for tests or quizzes.

EASY GRADING—SOLUTION KEY AND STUDENT CHECK-OFF SHEET

Assignment check-off sheets are an easy method of grading and recording. After students check their work with a solutions key, teacher looks at it. If the assignment is acceptable (correct), the blank is ini-tialed by the teacher, the assignment is initialed and returned to the student. Add up the points earned and compare it to a grading scale. The approximate amount of time to complete sections is given.

Course Description iv

FORMATTING — GRADE SUMMARY DATE ___________________ STUDENT’S NAME ___________________________________CLASS ___________________ LESSON POINTS ASSIGNMENTS Basic MS Word (2) 1_____ 2_____ (Approx. 1 1/4 hr.) Faxes (4) 1_____ 2_____ 3_____ 4_____ (Approx. 1 1/4 hr.) Memos (14) 1_____ 2_____ 3_____ 4_____ 5_____ 6_____ 7_____ (Approx. 2 hrs.) Business Letters (24) 1_____ 2_____ 3_____ 4_____ 5_____ 6_____ (Approx. 4 hrs.)

7_____ 8_____ 9_____ 10____ 11____ 12____ Proofreader’s Marks (5) 1_____ 2_____ 3_____ 4_____ 5_____ (Approx. 1 hrs.)

Tables (16) 1_____ 2_____ 3_____ 4_____ 5_____ 6_____ 7_____ 8_____ (Approx. 3 hrs.) Business Reports (14) 1_____ 2_____ 3_____ 4_____ 5_____ 6_____ 7_____ (Approx. 5 hrs.) Simple Mail Merge (8) 1_____ 2_____ 3_____ 4_____ (Approx. 1 3/4 hrs.)

Itineraries (8) 1_____ 2_____ 3_____ 4_____ (Approx 1 hrs.) Agendas, Minutes, News Releases (14) 1_____ 2_____ 3_____ 4_____ 5_____ 6_____ 7_____ (Approx 2 hrs.) Outlines (8) 1_____ 2_____ 3_____ 4_____ (Approx 1 hr.) Using E-Mail (8) 1_____ 2_____ 3_____ 4_____ (Approx. 1 1/2 hrs.) Job Search Skills (16) 1_____ 2_____ 3_____ 4_____ 5_____ 6_____ 7_____ 8_____ (Approx 3 hr.) TOTAL POINTS 142 APPROXIMATELY 27-30 HOURS

Possible Grading Scale (if all 142 points assigned): 90% 127—142 = A

80% 113—126 = B

70% 99—112 = C

60% 85—98 = D

CONTENTS BASIC MS WORD 2010 CONCEPTS

Objectives .................................................... BWD 2 Starting MS Word ........................................ BWD 2 Maximizing the Screen ................................ BWD 3 Saving a Document ...................................... BWD 3 Close MS Word ............................................ BWD 5 Opening a Saved Document ......................... BWD 5 Changing Font Styles and Sizes ................... BWD 8 What Font Size Numbers Mean ................... BWD 9 Using the Backspace or the Delete key ....... BWD 10 Bold, Italicize, and Underline Text .............. BWD 10 Entering Name & Assignment in Header ... BWD 11 Basics of MS Word 2007 Questions ........... BWD 13

CREATING MEMORANDUMS

Objectives ....................................................... CM 2 Set Line Spacing ............................................. CM 3 Show Vertical & Horizontal Rulers ...................... CM 3 Set Tab on Horizontal Ruler ................................. CM 4 Set Font Styles & Sizes ................................... CM 4 Author’s Initials & Enclosure Notations ......... CM 5 Key the Heading of a Memo ........................... CM 5 Key the Body of the Memo ............................. CM 5 Spell Check Memo .......................................... CM 6 Numbering Paragraphs in Body ............................ CM 9 Creating a Memo Using a Wizard ................ CM 10 Memorandum Questions ............................... CM 12

PERSONAL & BUSINESS LETTERS

Objectives ...................................................... PBL 2 General Guidelines ......................................... PBL 3 Set Line Spacing ............................................ PBL 4 Show Vertical and Horizontal Rulers ............ PBL 4 Create Block Style Personal Letter ................ PBL 5

PROOFREADERS’ MARKS

Objectives ....................................................... PM 2 Commonly Used Proofreader’s Marks ........... PM 3 Proofreading Assignments ............................. PM 4 Proofreading Questions ................................... PM 7

Contents v

Enter Name & Assignment in Header ........... PBL 6 Spell Check Your Document ......................... PBL 6 Create folder in Save As dialog box .............. PBL 7 Create a Business Letter ................................ PBL 8 Advanced Letter Features List..................... PBL 11 Two-Page Business Letters ......................... PBL 12 Numbering Paragraphs ................................ PBL 13 Bulleting Paragraphs ................................... PBL 14 Using the Internet to Obtain and use an MS Letterhead Template .................. PBL 15 Learn USPS State/Possession Abbrev. ........ PBL 19 Personal & Business Letter Questions ........ PBL 21

CREATING & USING TABLES

Objectives ........................................................ TA 2 Set Line Spacing to Double Spacing .............. TA 2 Type Table Heading, Bold & Center ............... TA 3 Create a Table with 2 Columns & 8 Rows ...... TA 4 Enter data into cells .......................................... TA 4 Use AutoFit to Reduce the Size of Columns .. TA 4 Center the Table Horizontally .......................... TA 5 Center the Table Vertically on the Page .......... TA 5 Adjust Amount of Space Between Columns .. TA 5 Remove Gridlines ........................................... TA 6 Center Titles and Subtitles ............................... TA 9 Use AutoFormat ............................................... TA 9 Right Align Numbered Amounts ................... TA 11 Right Align Columnar Headings ................... TA 11 5-Col. Table with Centered Titles and Decimal Centered Amounts ...................... TA 12 Change Column Widths ....................................... TA 14 Change Tab Setting on Ruler to Decimal Tab ..... TA 14 Create Block letter with AutoFormat Table ......... TA 18 Tables Questions ............................................ TA 20

FAX APPLICATIONS

Objectives ........................................................ FA 2 Use a Business Fax Template .......................... FA 3 Save a & Use a Preferred Fax Template .......... FA 4 Delete a Created Fax Template ........................ FA 5 Fax Applications Questions ............................ FA 7

BOUND & UNBOUND REPORTS

Objectives .................................................... RPTS 2 Create a Cover Page from MS Template ..... RPTS-4 Create an Unbound Report with Endnotes And References Pages ............................. RPTS-6 Set Automatic 5-Space Para Indention ........ RPTS 6 Use of quoted material ................................. RPTS-8 Remove an Extra Bullet/Number ....................... RPTS-9 Format an Endnote ........................................... RPTS-10 Remove the Endnote Separator ........................ RPTS-14 Create Hanging Indent ............................... RPTS 15 Create the References Page .............................. RPTS-15 Add Page Numbering ....................................... RPTS-16 Use Format Painter to Add Final Formatting .. RPTS-16 Create the Cover Page of a Bound Report ....... RPTS-18 Center the Title Page Vertically ................. RPTS 19 Expand Character Spacing in the Title ...... RPTS 19 Create a Bound Report ............................... RPTS 20 Create a Table of Contents ......................... RPTS 23 Report Questions ........................................ RPTS 26

CONTENTS

Contents vi

Set Fonts and Spacing ...................................... AMN 3 Create Minutes of a Meeting ........................ AMD 7 Use Page Break ............................................ AMD 9 Insert Page Number and Identification ......... AMD 9 Create a News Release ............................... AMD 12 Agendas, Minutes, News Releases Questions . AMD 15

OUTLINES

Objectives ........................................................ OL 2 Creating an Outline.......................................... OL 3 Get Ruler, Set Tabs on Ruler ........................... OL 3 Outline with Right Aligned Roman Numerals OL 7 Outlines Questions .......................................... OL 9

SIMPLE MAIL MERGE

Objectives ...................................................... MM 2 Using the Mail Merge Wizard ....................... MM 3 Create an Address List ................................... MM 4 Save an Address List ...................................... MM 4 Edit Errors on Letters to be Merged ............. MM 7 Using a Template Letter with Mail Merge Wizard ........................................... MM 7 Create the Letter to be Merged ...................... MM 7 Print Merged Letters from Address List ........ MM 9 Create Letterhead and Use Mail Merge Wizard ................................................ MM 9 Mail Merge Questions ..................................... MM 12

USING E-MAIL (Using MS Internet Explorer)

Objectives ........................................................ EM 2 Open an E-mail account .................................. EM 3 Delete Unwanted Marketing Preferences......... EM 5 Read Your E-mail ............................................ EM 6 Delete Unwanted E-Mail ................................. EM 8 Empty the Trash Folder ................................... EM 8 Compose an E-mail ......................................... EM 9 Add to the Address Book ................................ EM 9 Delete the Challenge Response E-mails ........ EM 10 Using the Yahoo! Calendar ........................... EM 12 Add an appointment/event ............................. EM 12 See the Daily, Weekly, Monthly Entries ....... EM 12 Delete Unwanted Appointments/Events........ EM 13 E-Mail Questions ........................................... EM 14

JOB SEARCH SKILLS

Objectives ........................................................ JSS 2 Networking ...................................................... JSS 3 Best Web Sites for Job Search......................... JSS 3 Scannable Resumes ......................................... JSS 4 Cover Letters ................................................... JSS 9 The Interview................................................. JSS 11 References Sheet ........................................... JSS 12 The After-Interview Follow-Up Letter .......... JSS 14 Last Advice: Consider Why People Don’t Get Hired .................................................. JSS-15 Job Search Skills Questions ................................ JSS-16

ITINERARIES—done

Objectives ......................................................... IT 2 Create an Itinerary ............................................. IT 3 Set Tab and Second Line Indent ....................... IT 3 Itineraries Questions ......................................... IT 7 AGENDAS, MINUTES & NEWS RELEASES Create an Agenda for a Meeting ................... AMN 3

INTERNET VERSION—Students can learn anytime, anywhere (classroom, lab, or home). Student progress and grades can be viewed over the Internet by the teacher—no papers to handle, grade, or turn in. Printing is optional. Software is hosted on Ellsworth Publishing Co. (EPC) servers. Data is saved on our servers. No EPC software to install or maintain.

UNIQUE KEYBOARDING FEATURES—

Select one or two spaces after a period at the end of a sentence and [ :, !, and ?]. Turn off the timing area on the screen to prevent students from looking at their fingers or

the screen. If they take their eyes off the copy, they will lose their place. Turn off the Backspace key completely, or just for selected timings. Internal message manager to send and receive messages to one or all students. The

message is seen when students first open their data files (Internet version only). FLEXIBILITY—Course standards can be changed/customized for individualized learning or

course length/time needs. Make the course fit your needs, not the other way around. POWERPOINT COURSE DEMONSTRATIONS—Step-by-step tutorials are available on our

website at www.EllsworthPublishing.com. PROGRESS REPORTS—Show the best scores that meet the accuracy standard entered in the

Setup. A weekly Progress Report from each student is the only paper a teacher usually sees, unless they are using the Internet version which requires no printed copies.

GRADE REPORTS (Mid-Term & Final)—The average keystrokes per hour (KSPH) for Ten

Key and the average words per minute (WPM) for keyboarding in each lesson as shown on the Progress Report is automatically averaged to calculate an overall course average. The course average is compared to the grading scale entered in the Setup and a grade is assigned on the Grade Report. Lessons and lines can be practiced again to try to raise the final grade.

INSTANT FEEDBACK—All exercises are timed; speed and accuracy are reported after each

timing. COMPETENCY BASED—The instructor’s grading scale is entered in the Setup. The grade for

an “A” is the goal for each timing exercise—students practice each exercise until they reach their goal before going on to the next one.

SELF-PACED—Students can go at their own pace (within the daily or weekly parameters set by the instructor).

SECURITY—The name, ID#, and scores are permanently recorded within each student’s file for security reasons. Students can’t change the name or exchange scores.

SPECIAL ADAPTATION FOR BUSY (NOISY) CLASSROOMS, OR HEARING IMPAIRED STUDENTS—All exercises are timed. A special end-of-timing blinking on the monitor silently notifies students that the timer has run out of time.

Special Features of EPC Keyboarding & Ten Key Courses:

Contents vii

Barbara G. Ellsworth has taught at Mesa Community College for over 45 years. For many years Mrs. Ellsworth taught Business Machines. During that time she wrote and published over 42 workbooks for various Ten-Key and calculating machines. Mrs. Ellsworth currently has written and published five textbooks with computer programs—Ten Key Mastery, Keyboard Mastery, Keyboard Short Course, Skillbuilding Mastery, and Keyboarding For Kids (Grades 1-6), and the textbooks Nuts 'n Bolts of Formatting and Introduction to Microsoft Applications. Her products are found at all educational levels—K-12, College/Adult, Job Corps., as well as in government institutions and commercial businesses. A PowerPoint demonstration that completely explains the course, course descriptions, downloads, current syllabi, and online course information can be seen at:

www.EllsworthPublishing.com

Other Courses: TEN KEY MASTERY — To teach the numeric keypad with speed and accuracy. Course

includes three actual employment tests for students to practice. To achieve employment standards, it is recommended to be a quarter or semester course. (Approx. 20-25 hours)

KEYBOARD MASTERY — To teach the alpha/numeric keyboard to beginners and to those

who haven’t typed in a long time and have rusty skills. The course contains 15-second to 5-minute timings that cover the basics. This course can be customized for either a semester or a quarter course. (Approx. 50-60 hours)

KEYBOARD SHORT COURSE — A shortened version of KEYBOARD MASTERY. It

covers the alphabetic and punctuation keys (no numeric or symbol keys). The course contains mainly 15-second timings which push for speed and accuracy, and includes 30-second, 1- and 2-minute timings. This course is excellent for beginners and experienced typists who need to raise their skills quickly. (Approx. 27-30 hours)

SKILLBUILDING MASTERY — Advanced Keyboarding. Covers alpha and numeric/symbol

keys with 15-second to 5-minute timings designed to bring students to employable levels of speed and accuracy. It is recommended that students type approximately 32-35 wpm before taking this course. (Approx. 60-65 hours)

KEYBOARDING FOR KIDS — For Grades 1 - 6. Teaches keyboarding correctly to children

at a time when they are exposed to computers, and helps prevent the formation of bad keyboarding habits. The short timings and turning off the timing screen help keep students’ eyes on the copy. Students are rewarded with graphics of praise when they meet their goal.

INTRODUCTION TO MICROSOFT APPLICATIONS —Introduction to Windows 7 or XP, Publisher, Excel, Access, and PowerPoint.

About the Author:

Contents viii

MS Word Basic Word 2010 Concepts

Basic MS Word Concepts BWD 1 2007-2011 Ellsworth Publishing Co. www.EllsworthPublishing.com

©

BASIC MS WORD CONCEPTS

This section contains some very basic MS Word information that will help you complete the assignments in this book. Assignment #1 will be to print the document you open and use in this unit. Windows 7 is the Operating System referred to in the directions for saving, etc.

How to Start MS Word and Open a Blank Document

Some programs may be installed differently, but usually these directions will usually open a new MS Word document: (open one so you can follow the instructions)

When you complete this unit, you will be able to: Start MS Word, Open a blank document Maximize the screen Minimize the document Select and deselect the Caps Lock key Save document on the hard drive Close MS Word Open a saved document Expand and collapse folders

Change Font Styles and Font Sizes Know what Font size numbers mean Determine whether to use the Backspace

or the Delete key Bold, Italicize, and Underline text Use the Header to enter the name and

assignment number Save and print assignment

The Main Ribbon for MS Word 2010 You may use parts of several ribbons, but this is the main one showing features and functions for MS Word applications. The Home tab on this ribbon should be selected.

Click on Start Click on All Programs Scroll to Microsoft Office Click on Microsoft Office Click on Microsoft Word

2010.

Basic MS Word Concepts 2007-2011 Ellsworth Publishing Co.

www.EllsworthPublishing.com © BWD 2

Objectives

Start

Save Your Work to your USB Drive on your Computer (ask your instructor for help if it is to another drive). Be sure your USB Drive is in your computer. On the document you opened and have on your screen, press the Caps Lock key on the key-board (ALL LETTERS WILL BE IN UPPER CASE) and type this line:

THIS COURSE IS GOING TO BE EASY!

Maximize Your Screen

Once you have a new blank docu-ment, it probably is already maxi-mized to fill the screen and you will see two small squares in the middle box in the upper right corner. If you place your pointer in the middle box, the Screen Tip will indicate Restore Down. Click on the Restore Down; it will make your document smaller. Click it again to maximize it. Did you notice that the little boxes in the image changed?

Press the Caps Lock key again to deselect ALL CAPITAL LETTERS

Click the File Button Click Save As

Minimize Your Document

There may be times when you want to minimize a document temporarily—put it down in the tray for use later while you work on something else. Click on the minimize button. Then click on it in the tray to bring it up again.



This is called a Save As dialog box. Your folder list may not look exactly like this.

Scroll down until you see your

USB Removable Disk (which can have various names). Click on it to highlight the name.

To create a Homework folder, click on the New Folder button.

Name the new folder: Home-work—Basic Word. Click the Open button.

Notice that the Open button has

changed to a Save button. The new folder is now in your list of folders.

In the File name: area the first line of your Word document shows. That is as good a file name as any in this case.

Click the Save button.

Notice that the Title Bar, the first line on your document, shows the File Name:



Close MS Word by clicking on the “X” on the upper top right corner.

You previously saved your docu-ment and then closed Word. If you forget to save first, you will lose your document.

Close MS Word

How to Open Your Saved Document

There are several ways to open your document. One way is to go through Windows Explore:

Right click on Start. When you right click with the mouse, it always opens another menu.

Left click on Open Windows Ex-plore.

Maximize so Windows Explore fills the screen.

Click on the of “Computer” to expand it and show the drives within it.

Click on the of “Removable

Disk” (or whatever your USB is called) to expand it and show the folders within it.

Notice that the diamond is dark,

showing that it is selected and folders are showing. If you were to click on the diamond again, it would collapse (hide) the folders and the diamond would be light.

Your Homework folder appears.



Single click on the folder: Homework—Basic Word. The folder is selected and

the files show on the right.

To open your file, double click (click 2 times very fast) on THIS COURSE IS GOING TO BE EASY. You can double click either the icon or the words.

Resting your pointer on the arrow shows the Tool Tip indicating More op-tions.

Your file is now open and looks like this. (You can click on the “x” of the Navigation pane to close it and make more room.)



Click on Details. Notice the information displayed. Try various views.

Click on the View arrow to show more options for displaying the file icon.

Click on Start.

Click on All Programs. (The

programs on your computer may differ from those on the author’s computer.)

Scroll to Microsoft Office and

click. Click on Microsoft Word 2010.

Another Way to Open an MS Word Document from your USB Drive

When your Word document opens, click the File Button.

Look at the Recent Docu-

ments. The first one listed is the last Word document saved.

Click on either the icon or the words, and the document opens.

Close MS Word by clicking on the “X” in the upper top right corner. It may ask if you want to save.

Close MS Word

You may close any other screens also by clicking on the “X” in the upper top right corner.



How to Change Font Styles

Click after the words: THIS COURSE IS GOING TO BE EASY! so your cursor is at the end of the sentence.

Press the Spacebar once.

Press the Caps Lock key down on the keyboard and add: I AM GOING TO DO WELL!

Select the sentences by holding down the left mouse button at the beginning of the sentences and drag over it so it is high-lighted.

Click on the Font Style arrow and various font styles will

appear.

As you drag your cursor down over the different font styles, notice how your sentence changes. This makes it easy to change the font style to some-thing pleasing to you.

Click on the ALGERIAN font.



THIS COURSE IS GOING TO BE EASY! I AM GOING TO DO WELL!

The sentences are still selected so you can do other things with them to change the formatting (the look). Formatting can include the font styles and sizes, bold, italics, underline, etc.

Click on the Font Size arrow and various font sizes will appear.

As you drag your cursor down over the different font sizes, notice how your sentence changes. This makes it easy to see what size you want.

Click on the 48.

The sentences are still selected so you can still change the way it looks (the formatting).

You can change the size of the font by clicking on the Grow Font and Shrink Font buttons

Change the font size to 26 by clicking the Grow Font and Shrink Font buttons.

How to Change Font Sizes

What the Font Size Numbers Mean In printers language, there are 72 points to 1 inch. If you selected a word and clicked on Font size 36, the selection would be 1/2” high (36/72). If you clicked on 24, your selection would be 24/72 of an inch high. A common font size for most applications is 12, such as Times New Ro-man font style with 12 as the font size.

Using the Grow Font and Shrink Font to change font size



How to Know Whether to Use the Backspace or the Delete Key

Look down at your keyboard. Notice that there is a “line” (empty space) between the Back-space and the Delete keys (on regular size keyboards). Pretend that your blinking cursor is that line:

If the letters you want to erase are to the left of your blinking cursor, use the Backspace key to the left of the “line”. If the letters to erase are to the right of your cursor, use the Delete key. a) To erase the first “O”, it is to the left of the cursor, so use the Backspace key. b) To erase the first “E”, it is to the right of the cursor, so use the Delete key. c) To erase the first “T”, it is to the right of the cursor, so use the Delete key. d) To erase the first “S”, it is to the left of the cursor, so use the Backspace key.

Backspace Delete

I AM GOOING TO LIKEE TTHIS COURSSE! d c b a

Bold, Italicize, and Underline Text

Select the text THIS COURSE IS GOING TO BE EASY! I AM GOING TO DO WELL with the Algerian, 26 fonts set earlier: Click the Bold button Click the Italic button . Click to Underline button

right left

Note: Whenever you want to remove Bold, Italic, or Underline select the word or sentence and click B or I or U again. It is a toggle; click it once and it is on, click it again and it is off (like a light switch).

Basic MS Word Concepts 2007–2011 Ellsworth Publishing Co.


How to Enter Your Name and Assignment Number in the Header

You will be asked to enter your name and assignment number in most of the assignments in this textbook. This is Assignment #1.

With your Word document open that has THIS COURSE IS GOING TO BE FUN! I AM GO-ING TO DO WELL with Algerian, 26, follow the directions under the illustration:

Click the first [Type Text] and type your name, and assignment #BWD-1: Your Name, #BWD-1

Click the second [Type Text] and click the Date & Time button. Select the Date & Time format of your choice. Click OK.

Click the third [Type Text] and depress the Delete key to delete it.

Click the Insert Tab.

Click the Header button.

Click to select the Blank (Three Columns) header.

Type the Header



Click the Close Header and Footer button.

Click the File Button and click Save as. Select the Removable Disk or USB Drive. Double click the folder: Homework—Basic Word.

Notice that the folder name appears in the heading. Enter File name as #BWD-1. Click the Save button.

TO PRINT THE DOCUMENT: Click the File Button Click Print (under File button) Click the Printer icon Turn printout in to your teacher. . Note: Some print functions are con-figured differently and may look slightly different from this.

This is what your first assign-ment looks like. (You may have chosen a different format for the date.)



BASIC MICROSOFT WORD 2010 QUIZ

On a separate sheet of paper, write the letter that most correctly answers or completes the question. This is Assignment #BWD-2; follow teacher instructions for turning it in.

1. The features and functions of Microsoft Word 2010 show on the:

a) main toolbar b) title bar c) ribbon 2. If you see two small squares in the middle box in the upper right corner, your screen is:

a) maximized b) minimized c) Restored Down 3. To type key words or sentences in all capital letters:

a) Press the Shift key b) Press the Caps Lock key c) Hold Shift key down 4. In the Save As: dialog box, to create a Homework folder in the My Documents folder, select the My Documents folder and:

a) Double click on the “Create New Folder” button b) Key in the words “Homework Folder” in the File name: area c) Click on the “New Folder” button 5. The Title Bar on a document:

a) is the third line of a document b) is the second line of a document c) is the first line of a document 6. To open a saved document through Windows Explorer:

a) Right click on Start, click on Open Windows Explorer b) Click on start, right click on Open Windows Explorer c) Right click on Start, double click on Open Windows Explorer 7. To expand a drive or folder means:

a) to show all the files inside b) to click on the “New Folder” button to add new folders to a drive c) to show other folders inside



8. To collapse a drive or folder means:

a) to hide all files inside a drive or folder b) to hide folders within a drive c) to delete a drive or folder 9. To open a file from a folder listed in Windows Explorer:

a) Triple click the file name b) Double click the file name c) Single click the file name 10. After clicking on the File Button, to open the latest document saved:

a) Click on the first document listed under Recent Documents b) Click “Open” on the Office Button toolbar c) Click “Last doc” on the Office Button toolbar

11. Algerian is an example of a:

a) Header style b) Font size c) Font style 12. The Grow and Shrink Font buttons are used to:

a)Change Font styles b) Change Font sizes c) Increase or Decrease the Font styles 13. In printers’ language, how many points are there in a Font size of an inch:

a) 36 b) 24 c) 72 14. How many points would there be in a Font size of half an inch:

a) 36 b) 24 c) 72 15. For words that contain bold, italics, or underline and you want to remove the formatting:

a) Select the words and click bold, italics, or underline b) Select the words, click the File Button, and click Remove Formatting c) Select the words, click the File Button, and click Delete Formatting

16. The Header button is shown on the ribbon of what tab:

a) The Home tab b) The Insert tab c) The Page Layout tab



Faxes Fax Applications

Fax Applications 2007-2011 Ellsworth Publishing Co.

www.EllsworthPublishing.com © FA 1

2007-2011 Ellsworth Publishing Co. www.EllsworthPublishing.com

© FA 2

FAX APPLICATIONS Fax stands for Facsimile. It is used to send information electronically. Often faxes contain in-formation that would be included in a letter; it is just quicker. Faxes are also used as a cover sheet to accompany another item; both the fax cover sheet and the invoice or application or business form are sent electronically together. If you had an application that you filled out for a job, you could fax the application with a cover letter and cover fax giving further explanation or asking questions. There are several styles of Fax templates. Templates are already formatted and you just have to fill in the information. You can create your own template and save it to use when you need to send a fax. If you send a lot of faxes, you can save a shortcut icon to your favorite fax template on your desktop and be a double click away whenever you want to use it.

Objectives

When you complete this unit, you will be able to: Select various Fax templates Enter information in the template placeholders Save Fax templates for future use Delete Fax templates no longer needed

This is an example. Directions begin on the next page.

Fax Applications ©

Assignment #FA-1, Use a Business Fax Template

Open an MS Word blank docu-ment and maximize the screen. (Click on Start, All Programs, Microsoft Office Microsoft Word 2010.)

Click on the File Button, New.

Scroll to Available Templates and double click on the Faxes icon. Double click to select the Professional design. If you don’t have these templates, choose from those you have.

Enter the following information on the fax: Press the Tab key after each entry.

Company/Organization Name: Taylor Insurance Address: 2701 N Alma School Rd., Suite 30 Chandler, AZ 85224 Phone: 602.391.4860 Fax: 602.566.7747 E-mail: [email protected] Column 1: To: D. J. Smith Fax: 801.243.9616 Phone: 801.455.6449 Re: Late Insurance Premium Comments: I noticed that your premium is 15 days overdue. Has it been overlooked? We need to receive your premium within the next 15 days so your insurance doesn’t expire. Let me know how I can be of assistance to you in this matter. Scott



Column 2: From: Enter Student Name, #FA-1 (not Scott Taylor)

Pages: 1 Date: Enter Current Date cc: John Jeffries

Press Tab key.

Your name and assignment number is on the Fax. Click the File Button, Save as. In the Save as dialog box, Create a New folder for Homework—Faxes. Save as #FA-1. Print. (Refer to Basic MS Word Concepts chapter, P. BWD-3 & 4, for creating a folder.)

Assignment #FA-2, Save and Use a Preferred Fax Template

Assume that you found a Fax template that you prefer. It looks professional and it is easy to fill out. You can save this template for future use. Use these directions to save the preferred fax to your home or business computer. Your school might not let you save them to the school com-puters. This example chose the Fax (Oriel theme).

Click the File Button. Click New.

Double click on the Faxes icon.

Under Available Templates, scroll down and select (Fax Oriel theme) To save the template, follow the directions below: Click the File Button

Click Save as:

Click to select Desktop to save it for quick access.

In the File name: Fax (Oriel theme).


After saving the fax is still on your screen. The name for the bracket, [ ], is called a “placeholder” Click inside the placeholder to select it and it is ready for you to enter informa-tion. In some cases you may need to select the placeholder, delete it and enter the information.



Enter the following information on the fax: Sender Company Name: ABC BINDERY Company Address: 1601 E Broadway, #23 Company Phone No.: 480-355-6555 Date: Use Current Date TO: SPEECH CORNER FAX: 602-312-1090 PHONE: 602-899-1661 FROM: Student Name #FA-2 FAX: 602-899-2443 PHONE: 480-355-6555 Ext. 215 PAGES: 1 RE: Shipment of Easels for Books

CC: There is no copy sent to anyone else in this fax, so just select the placeholder and press the spacebar once. (Many years ago “cc” stood for “Carbon Copy” to be sent to someone who also needed to know the information. Today we do not use carbon copies, but the “CC” is still often used to let the recipient of the communication know that an-other person has been informed.) COMMENTS: We received your telephone call advising us of the delay in shipping the easels for the Morris textbooks. We need them as soon as possible in order to complete our order. If your cutter is down for more than one week, please let us know. We may need to redi-rect this order to another company. We look forward to working with you in the future. Student Name

Your name and assignment number appears on the Fax. Click the File Button, Save as. Save in the folder for Homework—Faxes. Save as #FA-2. Print. BE CAREFUL TO SAVE UNDER ANOTHER NAME SO YOU DON’T SAVE OVER THE CLEAN FAX YOU WILL WANT TO USE AGAIN!

Deleting a Fax Template no Longer Wanted or Needed

Assuming the Fax template was saved to the desktop so it would be readily available, you can delete it several ways. The easiest method would be to drag the Fax icon from the desktop to the Recycle (Trash) Bin. You could also delete it by going into Windows Explorer.



To delete the Fax template from Windows Explore: Right click on Start. Left click Open Windows Explorer. Click to select Desktop. When the files show on the right, click

to select the Fax template you want to delete.

Depress the Delete key on the key-board.

A notice will appear asking if you are sure you want to send it to the Recycle Bin. Click Yes.

Assignment #FA-3, Creating a Fax

You work for A & E Corporation and you need to send a fax to Anne King, Fischer Co. You received a check #366 for services in the amount of $485.00 and it should have been $1,485. Since Fischer Co. is only a few miles away, you want to pick up the rest of the amount in per-son. Look over the fax templates and choose one you like that is different from those used so far. Fill in addresses and phone numbers as you wish. Put your name and Assignment #FA-3 in the FROM: section. Fill out all sections. There may be a time when you need to adjust the fax to meet your needs such as creating a space for our company name. Click Insert tab, click Text box icon, click to select Draw text box, move the “+” cursor where you want the box to ap-pear, drag your mouse to create the text box. Adjust the font as desired.

Your name and assignment number appears on the Fax. Click the File Button, Save as. Save in the folder for Homework—Faxes. Save as #FA-3. Print.



FAX QUIZ

On a separate sheet of paper, write the letter that most correctly answers or completes the ques-tion This is Assignment #FA-4 These questions may appear on a test. Follow teacher instruc-tions for turning it in. 1. Fax applications are used to send information ______ .

a) Interoffice b) Electronically c) Manually 2. Templates are:

a) Tables of unformatted information b) Formatted for specific information to be filled in c) Formatted with all the information already typed in 3. In fax applications, brackets around requested information are called ______ .

a) Contact information b) Parenthesis c) Placeholders 4. When you use your saved fax template, and want to save the new fax just made without ruining the original:

a) Click File, Save b) Click File, Save as, press Enter key c) Click File, Save as, enter a File name 5. The notation “CC” on a fax denotes ______ ?

a) A copy to be sent to someone b) Where to enter the return address c) Where to enter the corporate address 6. To delete a fax using Windows Explorer:

a) Left click on Start, Open Windows Explorer, click on file, press Delete key b) Right click on Start, Open Windows Explorer, click on file, press Delete key c) Right click on the “X” (Close) button, right click on Open Windows Explorer, press Delete key



Memos Creating Memorandums

Creating Memorandums 2007-2011 Ellsworth Publishing Co. www.EllsworthPublishing.com

© CM 1

FBLA-PBL Format

Objectives

Create a new folder and save Change Fonts Create a Memo Form and save Edit a Header Create a Memo using a Wizard Number paragraphs

When you complete this unit, you will be able to:

This is the example. Don’t type from this; directions begin on the next page.

CREATING MEMORANDUMS

Messages sent to persons within an organization are called Interoffice Memorandums, or “memos” for short. Memos are usually printed on plain paper and e-mailed or sent in interof-fice envelopes.

Set Line Spacing Show Vertical and Horizontal Rulers Set tabs on the Horizontal Ruler Create a Memo in correct format Use Spell Check Use Header to Personalize documents Creating a Memo

Creating Memorandums 2007-2011 Ellsworth Publishing Co.

www.EllsworthPublishing.com © CM 2

MEMORANDUM

Top Margin: 2” Side Margins: 1”

Open a Blank Word Document Click on Start Click on All Programs Scroll to Microsoft Office Click on Microsoft Word 2010

Set Line Spacing to 1.0 When you first open a Word 2010 document, it has some default (pre-set) settings. You need set your line spacing to 1.0 with no extra space after paragraphs. Click on the Line Spacing arrow. Click on the 1.0 setting for single

spacing. Dialog box closes. Click on the Line Spacing arrow

again to open it. Click Remove Space After

Paragraph.

Line Spacing arrow

Show Vertical and Horizontal Rulers It is helpful to see the vertical and horizontal rulers to measure and line up objects in a docu-ment, and to set tabs.

Click the View tab.

Click Ruler box (if it does not already have a check mark).

You should see a horizontal ruler, see below, on the top part of your document screen. You will also see a vertical ruler down the left part of your document screen.

Shows inches and fractions of inches


www.EllsworthPublishing.com CM 3 ©

Defines Left align tab Shows amount of Left Margin

If the rulers don’t show after checking the Ruler box:

Click the File Button. Click the Options button towards

the bottom of the list. Click Advanced in left menu. Scroll down to the Display section. The box should be checked for

Show vertical ruler in Print Lay-out View.

Both rulers should appear in your

Word document.

Set Font Styles, Font Sizes, and 2” Top Margin Memorandums have 1” right and left margins, which are default margins (pre-set by Microsoft when you first open a Word document). You can see the 1” left margin in the shaded area of the horizontal ruler above.

Set a tab at 1” on the Horizontal Ruler

Click on the 1 in the ruler. A small L appears as the tab stop.

You just entered a Left align tab to be indented 1” from the left margin.

The top margin of a memorandum should be 2”. Notice in the vertical ruler to the right that there is a 1” default top margin. So, in order to start keying at 2”, you must press the enter key about five times until your cur-sor looks to be about even with the 1” on the vertical ruler. (The 1” de-fault margin and spacing down 1” = 2”.)

Click on the Home tab.

Select the Times New Roman font style and 12 font size.

Press the Enter key about 5 times. Does it look fairly even with the 1” mark on the vertical ruler?

1” default margin

Begin keying here for a 2” top margin.

Vertical Ruler


www.EllsworthPublishing.com CM 4 ©

Key in TO: Press the tab key. Key in the name: Carol Woods Press the Enter key twice to

double space (DS)—which leaves one blank line between lines of type.

Key in FROM: Press the tab key. Key in “your name”. Press the Enter key twice.

Key in DATE: Press the tab key. Key in today’s date. Press the Enter key twice.

Key in SUBJECT: Press the tab key. Key in “Formatting a Standard

Memorandum” Press the Enter key twice to

double space to body of memo.

Key in the first paragraph below beginning at the left margin. It will automatically word wrap (break and flow) to the next line when you are typing. Don’t press the Enter key until the end of the paragraph. Your lines may end differently than the paragraphs shown.

When formatting a standard memorandum, use a 2-inch top margin and 1-inch side mar-gins (the side margins are pre-set to 1” by Microsoft). Next, key the heading lines with a double space between each. Note that each heading is typed in ALL CAPS and the infor-mation after each heading is aligned on the left. After the subject line, double space to the paragraphs or body of the memorandum. (DS) Paragraphs are aligned at the left margin and are single spaced with a double space be-tween each one. The originator or author of the memorandum should key his/her initials in lower case at the left margin a double space below the body of the last paragraph. If an attachment or enclosure is included, the word “Attachment” or “Enclosure” should be

Keying Memorandum Headings in ALL CAPS

Keying Memorandum Body, author’s initials, & Enclosure Notation

2007-2011 Ellsworth Publishing Co. www.EllsworthPublishing.com CM 5 Creating Memorandums

©

keyed at the left margin a double space below the initials. (DS) be (key in your initials in lower case—the example shows the textbook author’s initials) (DS) Enclosure

Assignment #CM-1, Spell Check, Enter your Name and date in the Header

Click on the Review tab, spell check by clicking on the Spelling & Grammar button

Click on the Insert tab. Click the Header button.

Select Blank (Three Columns).

Click in the left placeholder [Type Text] and key your name, #CM-1.

Select the next placeholder and key in the date

Select the last placeholder and depress the Delete key.

Click on Close Header and Footer button.

Save Assignment #CM-1 To Your USB Drive (or as per instructor directions)

Click the File Button.

Click Save As:

The Save in: box shows where you are saving the document—Usually the My Documents folder on your computer’s hard drive shows first.

Select your USB Drive (Removable Disk in this example).

Click on the New Folder button .

Name the New Folder: Home-work—Creating Memorandums

Press the Enter key.


©

Shows where new folder is

Double click on the new folder.

Notice that the new folder

name shows in Save As—that’s where the new file will be saved.

Enter as the File name:

#CM-1 Click the Save button.

Print Assignment #CM-1 and Turn it in to your Teacher

Click the File button. Click Print

Click Print icon in upper right pane.

Close Document.

Assignment #CM-2, Memo in Times New Roman, 12

TO: All Intel Employees, Chandler Plant FROM: Audra Owens, Social Committee Chair DATE: Use Current Date SUBJECT: Potluck Party on May 25, 20xx (fill in correct year) We have decided to have our Plant Party on Friday, May 25. It will start at 3:00 p.m. and people can leave for home anytime after that. The company is providing Honey Baked Ham and barbeque. Each department will be assigning condiments, paper goods, dessert, etc. Other than the meat that is provided by the company, it will be potluck. We hope you can all come and join us and meet those in other departments. Let me know if you have any questions. ao

Put your Name, Assignment #CM-2 and date in the header. Save as #CM-2 in the Homework—Creating Memorandums folder, and print. Close Header & Footer.

(Don’t forget 2” top margin, 1.0 line spacing and Remove Space After Paragraph, Tab 1”)

2007-2011 -Ellsworth Publishing Co. www.EllsworthPublishing.com CM 7 Creating Memorandums

©

Put your Name, Assignment #CM-3 and date in the header. Save as #CM-3 in the Homework—Creating Memorandums folder, and print. Close Header & Footer.

Assignment #CM-4, Memo Form in Arial font style, 12

If you have a job that requires writing quite a few memorandums often, it would save time to create and save the memo headings. Your headings would already be typed, your name would already be in the FROM:, and the current date would always appear in the DATE:. All you would have to do is fill in the TO: and SUBJECT: and the paragraphs in the body.

Obtain a New Word document.

Set the tab stop at 1”, Adjust Line Spacing.

2” Top Margin

Key in TO:, and double space to next entry

Key in FROM:, tab, enter your name, and double space to next entry

Assignment #CM-3, Memo in Arial font style, 12

To obtain a new Word document quickly: Remember the Memo formatting rules:

Click the File button. Click on New. 1. Set the tab stop at 1”.

Click on the Blank Document icon. 2. Adjust Line Spacing for Single Spacing.

Click the Create button (right pane) 3. 2” Top Margin

Change font to Arial, 12.

TO: Rachele Ellsworth FROM: Terry Beckstead DATE: Use Current Date SUBJECT: Book Deadline Donald Logan, from Speech Corner, contacted me today about your recent book-in-progress “Dot Reading Comprehension”. He tried to get you by phone but you were on vacation. He asked me to contact you when you got back and ask you to inform him of your earliest projected production date. He sent the production schedule to me and I am attaching it to this memo for your perusal. ¶ (New Paragraph) Donald indicated that he is very impressed with your most recent book and feels it will be a tremendous success. He wants to get it as soon as possible within the next two months to be sure it gets in the summer catalog. ¶ tb ¶ Enclosure: Production Schedule

2007-2011 -Ellsworth Publishing Co. www.EllsworthPublishing.com CM 8 Creating Memorandums

©

Key in DATE:, depress tab key, click the Insert tab, click Date & Time button, select 3rd op-tion, click to select Update Automatically (every time you open this memo form), click OK.

Double Space.

Key in SUBJECT:

Put your Name, Assignment #CM-4 Memo Form, and date in the header. Save as #CM-4 Memo Form in the Homework—Creating Memorandums folder, and print. Close H&F.

Assignment #CM-5, Using the Memo Form, Times New Roman font style, 12 Numbering Paragraphs

Open a Word Document.


Click Recent, Under Recent Documents click the #CM-4 Memo Form file.

Select from TO: through SUBJECT: and select Times New Roman, 12, fonts.

Click after TO:, and press the tab key. Create a memo using the information below.

TO: Department Heads FROM: Your Name DATE: Current Date SUBJECT: Personnel Manual Recommendations due March 1 March 1 is the deadline for recommended changes to our Personnel Manual. Here is how we will handle the review process. ¶ Review the present manual, discuss recommenda-tions with your department personnel, and make notations on policies your group feel need to be changed. ¶ Submit these recommendations to me, in writing, by March 1.You may submit pages of the previous manual with your changes. ¶ Department heads will meet May 28 at 10:30 a.m. in the boardroom to make final revision decisions. ¶ Your Ini-tials.

Select the last three paragraphs beginning with Review the present manual …


Click on the Numbering button.


©

Save as #CM-5 in the Homework—Creating Memorandums folder, and print.

Editing the Header

Select the Insert tab. Click the Header button. Click on Edit Header. Change assignment number

to #CM-5; change date if necessary.

Close Header & Footer.

Assignment #CM-6, Memo Using a Memo Wizard

Wizards are preformatted document templates (forms) that enable you to enter information quickly. Many have watermarks or special designs that look very professional. The current date is inserted automatically. They are similar to the memos you have already created. From what you have learned about creating memorandums, fill in the template with the infor-mation below.

Open a new Word document if necessary.

Click the File Button

Click New

Under Office.com Templates, scroll down and click on Memos

Click to select Memo (Professional design), or any of your choosing

Click the Download button, and follow the prompts.

Add, Select and delete information, as necessary to create the memo below.

Company Name—Dearborn Tractor Co TO: Dina Goodman, Manager FROM: Enter Your Name, #CM-6 CC: Jeff Stringer, Supervisor Re: Weekly Department Head Meeting, May 17, 9:30 a.m., Boardroom


©

Editing the Header

Select the Insert tab. Click the Header button. Click on Edit Header. Change assignment number

to #CM-5; change date if necessary.

Close Header & Footer.

This is going to be a very important meeting. Please encourage all your employees and staff to be there. The agenda will be: 1. Vote on the Vacation Policy 2. Elect a Media Spokesperson 3. Introduce the new Vice President of Advertising, James Scoresby

I am enclosing the old vacation policy so you can distribute copies to your department. xx (Your initials) Enclosure: Old Vacation Handbook

Save as #CM-6 in the Homework—Creating Memorandums folder, and print.


©


CREATING MEMORANDUMS QUIZ

On a separate sheet of paper, write the letter that most correctly answers or completes the question. This is Assignment #CM-7; follow teacher instructions for turning it in.

1. Interoffice Memorandums are messages sent to persons:

a) Within an organization b) To anyone c) Outside an organization 2. Default settings are:

a) 1” b) Line Spacing c) Pre-set 3. The Ruler setting is obtained on what ribbon tab?

a) Home b) View c) Insert 4. What is the memo tab set at on the Horizontal ruler?

a) .5” b) 1” c) 1.5” 5. What is the top margin of a memorandum?

a) 1” b) 1.5” c) 2” 6. Which ribbon tab is used to set font styles and font sizes?

a) Home b) Insert c) View 7. Memo headings are keyed in:

a) In all capital letters b) All capital letters and italicized c) Lower case 8. Double spacing leaves how many blank lines between lines of type?

a) None b) One c) Two 9. The body of a memo is:

a) Double spaced b) 1.5 spaced c) Single spaced 10. Word wrap means:

a) Words are automatically divided at the end of a line of type b) Words flow to the next line automatically without using the Enter key c) Words should be selected first by double clicking, then wrapped

©


11. Enclosures on a memo are:

a) Single spaced below the body b) Single spaced below the reference initials c) Double spaced below the reference initials 12. The reference initials of the author of a memo are:

a) In all capital letters b) In Lower case c) First letter capitalized 13. The Spell Check button is obtained on what ribbon tab?

a) Home b) View c) Review 14. The Header is obtained on what ribbon tab?

a) Insert b) View c) Home 15. The numbering button to number paragraphs is found on what ribbon tab?

a) Home b) Insert c) Page Layout 16. Which ribbon tab is used to edit the header?

a) Home b) Insert c) View 17. Which of the following statements is true about Memo Wizards? a) The current date is inserted automatically b) Headings are single spaced c) Cannot indent paragraphs

©

Letters Personal & Business

Personal & Business Letters 2007-2011 Ellsworth Publishing Co. www.EllsworthPublishing.com

© PBL 1

FBLA-PBL Format

(Including unique software program to learn state abbreviations)

CREATING BUSINESS LETTERS

Business letters represent the organization you work for. Spelling errors, poor grammar, or poor formatting (letter construction) reflect badly on your company. Large and prosperous companies have the money to hire competent people who can spell and organize their thoughts well. They write good business letters. Companies like to do business with prosperous compa-nies because of the impression that if they are large and prosperous they must have a good product and be doing well. What kind of impression, then, do you think is made when a letter is sloppy, has spelling errors, etc.?

When you complete this unit, you will be able to: Create Block style letters following the FBLA-PBL Format Guide Change Line Spacing Show Vertical and Horizontal Rulers on a document Set Font Styles and Font Sizes Create a Block Style Personal Letter Use Open punctuation Spell Check Your Document Use Headers Create new folders and save documents Create a Block Style Business Letter Use Advanced Letter Features—Mailing Notation, Attention Line, Subject Line, Second

Page Heading, Company Name, Enclosure Notation, Copy Notation, and Postscript Use numbered and bulleted paragraphs Practice writing skills by creating letters Use Letterhead from the Microsoft Office templates Insert Clip Art into the Letterhead Resize clip art and text boxes Use the correct official USPS State and US Possession abbreviations

Practice the State/Possession abbreviation quiz on the special software provided by Ellsworth Publishing Company until you can take the quiz with 100% accuracy.

Objectives

© Personal & Business Letters 2007-2011 Ellsworth Publishing Co. www.EllsworthPublishing.com

© PBL 2

General Guidelines Font Size: 12 Font Style: Times, Times New Roman, or Arial Spacing: 1 or 2 spaces after punctuation ending a sentence (stay consistent within the Document 1 space after a semicolon 1 space after a comma 1 or 2 spaces after a colon (stay consistent within the document) 1 space between state abbreviation and ZIP Line Spacing: Single spacing Letters: Block Style (all lines begin at the Left Margin) with Open Punctuation Top Margin: 2 inches Side and Bottom Margins: 1 inch



© PBL 3

LETTER - PERSONAL

Top Margin: 2” Side Margins: 1”

Open a Blank Word Document Click on Start Click on All Programs Click on Microsoft Office Click on Microsoft Word 2010

Set Line Spacing to 1.0 When you first open a Word 2010 document, it has some default (pre-set) settings. You need set your line spacing to 1.0 with no extra space after paragraphs. Click on the Line Spacing button. Click on the 1.0 setting for single

spacing. Click on the Line Spacing button

again to open it. Click Remove Space After Para-

graph (if necessary).

Line Spacing Button

Show Vertical and Horizontal Rulers It is helpful to see the vertical and horizontal rulers to measure and line up objects in a docu-ment, and to set tabs.

Click the View tab.

Click Ruler box (if it does not already have a check mark).

You should see a horizontal ruler, see below, on the top part of your document screen. You will also see a vertical ruler down the left part of your document screen.


© PBL 4

Set Font Styles, Font Sizes, and 2” Top Margin Letters have 1” right and left margins, which are default margins (pre-set by Microsoft when you first open a Word document). You can see the 1” left margin in the shaded area of the hori-zontal ruler below.

The top margin of a letter should be 2”. Notice in the vertical ruler to the right that there is a 1” default top margin. So, in order to start keying at 2”, you must press the enter key four or five times until your cursor looks to be about even with the 1” on the vertical ruler. (The 1” default margin + spacing down 1” = 2”.)


Select the Times New Roman font style and 12 font size.

Press the Enter key about 4 or 5 times. Does it look even with the 1” mark on the vertical ruler?

1” default margin

Begin keying here for a 2” top margin.

Vertical Ruler

Create a Block Style Personal Letter, Assignment #PBL-1

Current Date Mr. David Miller 2814 E. Watkins Rd. Phoenix, AZ 85066 Dear Mr. Miller

4

2

4

2

Press Enter 4-5 times to leave 1 more inch from the top margin.

Press Enter 2 times to double space to the Salutation (Dear Mr. Miller).

Press Enter 4 times to Inside Address—who you are sending the letter to.

Press Enter 2 times to double space to the body of the letter.

NOTICE: There is NO colon after the Salutation. This is called OPEN PUNCTUATION.


© PBL 5

My husband and I are building a home in the mountains. We have been looking around for Soap-stone stoves. I understand you carry this line. I know they are very expensive, but I understand that ACE Hardware has a sale in June. Our house is not yet completed so we can wait for the sale to purchase the stove. Since we have a few months to wait for the sale, I wanted to have you put away a Soapstone stove and consider it sold. I am willing to put a down payment on it to secure it. I will be in the store next Monday to put a down payment on the stove. Sincerely Barbara Smith 3200 E. Galveston St. Chandler, AZ 85224

2

4 NOTICE: There is NO comma after the Closing line (Sincerely). Open punctuation contains NOTHING after the Salutation or Closing line.

Press Enter 4 times to the typed signature. This allows enough space for a written signature.

.

The Personal style letter contains personal information after the typed signature.

Spell Check Your Document

As you look at your document, misspellings are often indicated by a red wavy line under the word. Right click on the word and the suggestions for the correct spelling are shown on the top of the pop up menu. Click on one of the words to replace the misspelled word in your document, or correct the misspelling on your own.

To check the whole document, click on the Review tab, click on the Spelling & Grammar button and follow the prompts.



Click in the left placeholder [Type Text] and key your name, #PBL-1.

Select the next placeholder and key in the current date.



Enter your Name and Assignment #PBL-1, and Date in the Header

There are NO reference initials (initials of the typist) because it is assumed the author is the typist.


© PBL 6

Save Assignment #PBL-1 To Your USB Drive (or as per instructor directions)

Double click the new Homework—Letters folder. Notice that it shows in Save As—that’s where the new file will be saved.

Enter as the File name: #PBL-1


Print Assignment #PBL-1 and Turn it in to your Teacher

Click the File button. Click Print. Click OK.

Close Document to quit, or continue by opening a new document.


© PBL 7


Click Save As:

The Save in: box shows where you are saving the document—Usually the My Documents folder on your computer’s hard drive shows first.

Select your USB Drive (Removable Disk in this example).

Click on the New Folder button .

Name the New Folder: Home-work—Letters

Press the Enter key.

Create New Folder button

Shows where new folder is

If you are still in a Word document, you may obtain a new Word document quickly:

Click the File Button. Click on New.

Click on Blank document

Click the Create button (right pane).

Assignment #PBL-2, Personal Letter in Times New Roman, 12

Use Open Punctuation, which has no punctuation after the Salutation or Closing lines. Create a 2” top margin. Don’t be concerned about where words are divided; your computer will divide them properly. Your lines may end differently than these. Use today’s date. Inside Address: Mr. Dean Staples, 2155 N. Main, Seattle, WA 98101. Dear Mr. Staples ¶ (New paragraph) We have been a satisfied customer of yours for about eleven years. Mr. Gene Cook, one of your employees, came last week to clean our air ducts. We looked at the main duct upstairs and it was still full of dust. The downstairs air return duct was not cleaned. ¶ We already paid for this service, as you can see by the enclosed paid bill. We feel we deserve better service than this and respectfully request that you call us to set up another cleaning appointment. ¶ Sincerely yours ¶ Marvin Goodman ¶ 1968 N. 3rd Street ¶ Seattle, WA 98101 ¶ (Double space after the state and zip) Enclosure: Paid bill

Assignment #PBL-3 , Business Letter in Times New Roman, 12

Put your Name, Assignment #PBL-2 and date in the header. Close Header & Footer. Save as #PBL-2 in the Homework—Letters folder, and print.

The Business Letter with Open Punctuation is very similar to the Personal Letter above. It is assumed that a business letter is written on letterhead stationery which contains company infor-mation. The differences are:

Instead of personal information

after the name in the Closing, enter the Title.

Double space after the Title and

enter the Reference Initials of the typist in lower case. If the first letter automatically capital-izes, just select it and change it.

Sincerely Lucille Whitmer Claims Department tl (Trudy Lamb is the secretary for the Claims Department)


© PBL 8

Create the following Business Letter which is patterned after the letter style used for FBLA-PBL competition:

Current Date Ms. Jayson Lewis 2009 E. Galveston St. Tyler, TX 75703 Dear Ms. Lewis This letter is keyed in block style with open punctuation. All lines, including the date, inside address, salutation, body of the letter, and closing begin at the left margin. A double space is left between all letter parts except before the inside address and the writer’s name, which has a quadruple space (4 returns). This letter style is to be used for FBLA-PBL competition. Sincerely Barbara Small Director of Education xx (Initials of the typist in lower case)

2” top margin

4

Put your Name, Assignment #PBL-3 and date in the header. Save as #PBL-3 in the Homework—Letters folder, and print.

4


© PBL 9

Assignment #PBL-4, Business Letter in Arial, 12

Check Line Spacing Change fonts to Arial, 12 Enclosure is a double space below the reference initials

Use today’s date. Inside Address: Mr. and Mrs. Terry Glase, 2001 West Monroe St., Chan-dler, AZ 85224 Dear Mr. and Mrs. Glase Here’s a copy of your new brochure! ¶ Under separate cover I am sending you the 400 that you ordered. The four-color printing is beautiful. It was the right decision to use the Fall cover photo. The bright red leaves of the maple trees are breathtaking. This brochure will be very effective for you, I am sure. ¶ We look forward to working with you again. We will keep the printer’s copy in our current files for one year. ¶ Thank you ¶ Austin Burke ¶ Sales Manager ¶ Reference Initials: (Your initials) ¶ Enclosure: New brochure


Assignment #PBL-5, Business Letter in Arial, 12

Check Line Spacing Arial, 12, fonts Enclosure is a double space below the reference initials The copy notation “c Mr. Burns, Engineering Department” is a double space below the en-

closure. This informs the person who receives the letter that Mr. Burns has a copy and is aware of the information.

Use today’s date. Inside Address: Mr. Charles Johansen, 215 E. Main, Mesa, AZ 85202. Dear Mr. Johansen ¶ As you requested yesterday over the telephone, I am enclosing the price sheet for repairing the wheels on your luggage. Thank you for e-mailing us a photo of the damage. It is very unusual for that type of break to occur. Usually it happens during bag-gage handling at the airport when a piece of luggage falls off the conveyer belt. ¶ We are pleased that you enjoy the luggage and we are sure it will last a long time for you. ¶ Sincerely ¶ Lucille Whitmer ¶ Claims Department ¶ Reference Initials: (Your initials) ¶ Enclo-sure: Price sheet ¶ c Mr. Burns, Engineering Department.



© PBL 10

Advanced Letter Features

The following advanced letter features are from the latest FBLA-PBL Format Guide. Assign-ment #PBL-6 and #PBL-7 will use these advanced features.

Mailing Notation: A mailing notation is keyed a double space below the date in ALL CAPS followed by a double space before the inside address.

Attention Line: An attention line is keyed as the first line of the inside address. When an attention line is used, the salutation is “Ladies and Gentle-men”.

Subject Line: A subject line should be keyed a double space below the salutation in ALL CAPS. The subject line begins at the left margin. The word “subject: or “re” are not used when keying the subject line.

Second Page Heading: If a letter contains more than one page, key a heading at the top of each subsequent page. Key the first line of the inside address, page number, and date at the left margin beginning one inch from the top of the paper. Double space below the date before continuing the body of the letter. Ms. Terra Green Page 2 Current Date

Company Name: Key the company name a double space below the complimentary close in ALL CAPS. Quadruple space to the writer’s name.

Enclosure Notation: Place an enclosure (or attachment) notation a double space below the reference initials. If multiple enclosures are referred to in the letter, follow the word “enclosures” with a colon and list each en-closure.

Copy Notation: Use a lowercase “c” by the name of the person(s) to receive a copy. Place the copy notation a double space below the last line of the enclosure notation or the reference line if there is no enclosure.

Postscript: A postscript should be keyed as the last line in the letter. It should be preceded by a double space and begin at the left margin. The ini-tials “P.S.” should not be used.


© PBL 11

Assignment #PBL-6. Create a Business Letter with Advanced Letter Features, Times New Roman, 12

Current Date CONFIDENTIAL Attention FBLA-PBL Competitors FBLA-PBL, Inc. 1912 Association Drive Reston, VA 20191-1591 Ladies and Gentlemen LETTER FORMAT WITH ADVANCED FEATURES This letter illustrates the placement of all advanced letter parts as described in the enclosed packet. It also illustrates the block style letter with open punctuation. The block style letter with open punctuation is the easiest and fastest style to use. Because it is so easy to use, it has be-come the most popular letter style. Please refer to this packet when keying a letter with these features in order to avoid making for-matting errors. Remember, when you send out a letter it represents your company. A well-written letter with no spelling errors leaves a favorable impression with clients. On the other hand, a letter with formatting errors and misspellings leaves the impression that the company can’t afford good secretaries and may not have a good product either. Sincerely FBLA-PBL, INC. Barbara Jones Director of Education xx Enclosure c Ms. Jean Buckley, President/CEO Good luck in your competition!

Mailing notation—if none, press Enter key 4 times after the Date.

Attention line—keyed as the first line of the inside address.

When a non-specific attention line is used, the salutation is “Ladies and Gentlemen.”

Key the company name a double space below the complimentary close in ALL CAPS. Press the Enter key 4 times to the keyed signature.

A postscript (like a last thought) is the last line in a letter. The initials “P.S.” should not be used.


© PBL 12

If a subject line is used, it is a double space below the salutation in ALL CAPS.

Use your Reference Initials.


Assignment #PBL-7, Times New Roman, 12. Create a 2-Page Business Letter with Advanced Letter Features, Numbered Paragraphs

Create the following 2-page letter following correct letter format.

Use Current Date. Mailing Notation: CONFIDENTIAL. Attention Line: Scheduling Department. Inside Address: Westward Ho Movers, 216 N. Sweetwater Rd., Tyler, TX 75701. Ladies and Gentlemen Subject: Move on August 20 for Walt and Mary Downs As I stated on the telephone to Mr. Richman, there were a number of problems with our move by Westward Ho: ¶ The packing sheets were changed to indicate scratches and dents that were not on the original sheets (see the two sets of sheets enclosed). ¶ There is a missing drawer that belongs to the antique credenza (see photo). ¶ The Chinese screen was somehow crushed, ruining the surface. ¶ The white brocade sofa has a num-ber of stains that my cleaning consultant, Mr. Wayland Coils, says will not come out. ¶ One of the legs on the folding table was broken off in a way that repair is impossible. ¶ One of the boxes of glassware fell during transit and most was broken. ¶ Mr. Richman was told that these damages amount to over $12,000 (see the value, repair, and cleaning statements and estimates enclosed). I have also enclosed statements from two antique authorities who saw the items the day Westward Ho packed them and have since exam-ined the damage. ¶ I have called several times and I feel that I am given the run around. I talked to several different people at your office, I have been put on hold for long peri-ods of time and I eventually hung up a few times. I am becoming impatient with this kind of treatment. Your company has a good reputation for satisfied customers and I know that you will want to keep this reputation. I am looking forward to a satisfactory solution to this problem. ¶ Please fax me the damage claim form and I will immediately complete it and fax it back to you today. I’m sure you will agree that coming to an equi-table settlement by October 15 will be an advantage to both of us. ¶ Thank you. ¶ Sin-cerely ¶ FINANCIAL GROUP, INC. ¶ Mary Downs ¶ General Manager ¶ xx (use your reference initials) ¶ Enclosures ¶ c Mr. Joe Anderson, Attorney ¶ I hope you will take care of this promptly.

Select the 2nd - 7th paragraph (beginning with “The packing sheets” and ending with “One of the boxes”) and number them by clicking on the Numbering Icon.


© PBL 13

Second page: Top Margin: 1”, Single spacing, Double space from date to body.

Name of Addressee or Company Page 2 Date L

eft M

argi

n

Block letters have all paragraphs beginning at the left margin. While the paragraphs are still selected, click on the Decrease Indent button to remove the indent and line up the numbered paragraphs at the left margin.

Click anywhere outside the selected area to deselect.


Assignment #PBL-8, Times New Roman, 12. Create a 2-Page Business Letter with Advanced Letter Features, Bulleted Paragraphs.

Create the following business letter and follow correct letter format.

Use Current Date. Mailing Notation: CONFIDENTIAL. Attention Line: Order Depart-ment. Inside Address: Cool Daze Air Conditioning, 7639 West Jordan Villa, Salt Lake City, UT 84111. Ladies and Gentlemen Subject: Cool Daze Model 1755A, Serial No. 3745, Purchase Order #6654 The air conditioner I ordered from Cool Daze on April 1 is not performing according to specifications (see purchase and delivery documents attached). After I called your 800 number, your Mr. Wally Cranks came and inspected the unit. He determined the prob-lem is an internal defective seal, and he recommended replacement with a new unit (see the copy of his report attached). ¶ When I called your office, Mr. William Chatter said you have no units in stock and don’t have any scheduled for production until fall. He said you do have several Model 3755A’s available at $500 more. Since the weather is already heating up, I suggest we settle this one of two ways: ¶ Cool Daze supply and in-stall the Model 3755A at no additional cost, or ¶ You remove the air conditioner from our roof by May 1 and immediately refund our money.¶ Please respond by April 23. ¶ Thank you. ¶ Sincerely ¶ ARIZONA BINDERY ¶ Kim Brown ¶ Plant Supervisor ¶ dj ¶ Enclosures ¶ c Mr. Wally Cranks ¶ I look forward to hearing from you soon.

Select the last two paragraphs begin-ning with “Cool Daze” and “You re-move”; bullet these paragraphs by clicking on the Bullet Icon.


© PBL 14

Block the bulleted paragraphs. While the paragraphs are still selected, click on the Decrease Indent button to re-move the indent and line up the bulleted paragraphs at the left margin.

Click anywhere outside the selected area to deselect.


Assignment #PBL-9, Arial, 12. Practice Personal Letter Writing Skills

Create a Block style appreciation letter to send to a friend, teacher, or your parents.

Change fonts to Arial, 12. (Since this is probably going to be a very short letter, you might consider leaving the line spacing at 1.15. Remove Space After Paragraph. If it turns out to be longer, select all lines in the letter and change the line spacing to 1.0)

Use current date Create the Inside Address Use an appropriate Salutation (Dear Friend, Dear Mom and Dad, etc.) Use open punctuation Subject line: Thanks for all you have done for me! Include at least three or four short paragraphs telling them what you appreciate that they

have done for you. How about actually sending it? Use Complimentary Closing of your choice (Yours truly, Love, Sincerely, Regards, etc.)

Put your Name, Assignment #PBL-9 and date in the header. Close Header & Footer. Save as #PBL-8 in the Homework—Letters folder, and print. (Remove the header and footer after printing if you are going to mail it.)

Assignment #PBL-10, Arial, 12. Using the Internet to Locate FREE Letter-head Templates; Using a Microsoft Word Template to Create a Letter; Us-ing a Microsoft Word Template to Create an Envelope


© PBL 15

There are several sites on the Internet that offer “Free Letterhead”. It takes some searching to find ones you can use that are truly “free”. Some sites offer free letterhead samples but cleverly lead you to purchase printing the letterhead in greater numbers. Internet sites change and some searching is required. There are a lot of very nice templates that are available. Here is a site and directions this author found for the example here.


© PBL 16

Using the Internet to find a Microsoft Office letterhead template:

Open the Microsoft Internet Explorer browser (Start, All Programs, Internet Explorer) In the Search Area of your browser screen, enter “Free Microsoft Word Letterhead” and

press the Enter key.

Several suggested sites appear. You may have to do some searching in several of the sug-gested sites in order to find a template you like. The listing on the right are paid adver-tisements of businesses that create letterheads. The author found some very nice, free, letterhead by following the link as shown by the red arrow below.

Microsoft Word 2010 has a nice selection of Letter templates to choose from. Choose one to complete this assignment: Open a new Word document.

Click File, New

Under Office.com Templates, scroll down and click on Letterhead


© PBL 17

Click the Download button.

Select and change the heading to include the in-formation for the Hatch Dental Group.

Create a letter using the information below. Be sure to allow at least a 2” top margin (from the top of the paper). If you have a large letterhead, allow at least 1/2 inch below the last line. Some letterhead samples have some incorrect spacing. Be sure to follow the rules you have learned.

Change fonts size to 12 for your letter.

Use current date

Inside Address: Mr. Samuel Baxter, Lawn Lover Co., 1213 North Gates Drive, Detroit, MI 48204

Use an appropriate Salutation.

Subject Line: Lawn Care

Describe in two long or three short paragraphs what you want done to the lawn, or yard. Ask for an estimation of costs, the date it can be done, if they haul the trash, etc.

Use appropriate Complimentary Close

Use your reference initials

Insert tab, Header button, Edit Header. Enter your Name and Assignment #PBL-10, press the tab key and enter the current date. Close Header & Footer. Save in the Homework—Letters folder, and print. Create the accompanying envelope below.

Create an envelope for the #PBL-10 letter above: From Microsoft Word, click File, New, Under Office.com Templates select Envelopes. NOTICE: Not all letter and envelope samples follow correct rules. (Maybe Microsoft pro-grammers don’t necessarily know formatting rules?) Follow the USPS rules given here to correctly create your envelope.


© PBL 18

Follow these rules from www.usps.org to create your envelope. Optical Character Recognition (OCR) style is easily read by OCR readers used by the United States Postal Service and helps to sort mail efficiently. These are general rules to help insure prompt delivery service of your mail.

In the return address, enter your Name and Assignment #PBL-10a on the first line; on the second line enter the name of the Business and the rest of the Return Address. Save in the Homework—Letters folder as “Envelope”, and print.

For the OCR style, #10 envelopes used in most businesses, the top margin should be about 2”.

ENTRIES ARE TYPED IN ALL CAPS, WITH NO COMMAS OR OTHER PUNC-

TUATION—allowed is a hyphen in a zip code (12345-3322 for example). The 9-digit zip code is preferred by the USPS.

The accepted postal abbreviation for “Suite” is “STE”. Notice there is a space between the

“STE” and 12 in the example. It is on the same line as the address. If you have labels for special postal services, be sure notations are between the Return Ad-

dress and the postage. Use the 2-state abbreviation in both the Return Address and Inside Address.

Place labels for extra services between the return address and postage—Express Mail, Priority Mail, First Class, Parcel Post/Media Mail.


© PBL 19

Assignment #PBL-11, LEARN OFFICIAL UNITED STATES POSTAL SERVICE STATE ABBREVIATIONS

Anyone who writes letters needs to know the Official USPS State Abbreviations for both the Inside Address on the letter and the Address on the envelope. In this assignment, study the state abbreviations. When you think you know them, go to the online quiz to check your knowledge. You can take the online quiz as often as you need to in order to achieve 100%. These twenty State/Possession abbreviations are very easy to remember because they are the first two letters of the State/Possession:

STATE/POSSESSION

ABBREVIATION

Alabama AL

Arkansas AR

California CA

Colorado CO

Delaware DE

Florida FL

Guam GU

Idaho ID

Illinois IL

Indiana IN

Massachusetts MA

Michigan MI

Nebraska NE

Ohio OH

Oklahoma OK

Oregon OR

Utah UT

Washington WA

Wisconsin WI

Wyoming WY

The full abbreviation list of the United States Postal Service may be found at: www.usps.com/ncsc/lookups/usps_abbreviations.html.


© PBL 20

Study these State/Possession abbreviations:

STATE/POSSESSION ABBREVIATION

Alaska AK

American Samoa AS

Arizona AZ

Connecticut CT

District of Columbia DC

Georgia GA

Hawaii HI

Iowa IA

Kansas KS

Kentucky KY

Louisiana LA

Maine ME

Marshall Islands MH

Maryland MD

Minnesota MN

Mississippi MS

Missouri MO

Montana MT

STATE/POSSESSION

ABBREVIATION

Nevada NV

New Hampshire NH

New Jersey NJ

New Mexico NM

New York NY

North Carolina NC

North Dakota ND

Pennsylvania PA

Puerto Rico PR

Rhode Island RI

South Carolina SC

South Dakota SD

Tennessee TN

Texas TX

Vermont VT

Virgin Islands VI

Virginia VA

West Virginia WV

For Assignment #PBL-11, go to www.KeyboardingOnline.com. At Login/Password, en-ter the word "demo" on both lines. Click on the link next to the Nuts ’n’ Bolts textbook and take the State/Possession abbreviation quiz. Take it several times—Try to beat your best scores. Can you beat the programmer's score below. He's good, so if you can beat him you are really good! 2-minutes, 100%, is average. Print from the browser, write Assignment #PBL-11 next to your name.

PERSONAL & BUSINESS LETTER QUIZ

On a separate sheet of paper, write the letter that most correctly answers or completes the question. This is Assignment #PBL-12. Choose the most correct answer. These questions may appear on a test. Follow teacher instructions for turning it in. 1. In Block letters, paragraphs have _____.

a) 5-space indentions b) No indentions c) 3-space indentions 2. The top margin on a letter should be _____.

a) 2” b) 1 1/2” c) 1” 3. How many spaces after a semicolon?

a) 3 b) 2 c) 1 4. What is the FBLA general guideline for the font size of a letter?

a) 10 b) 11 c) 12 5. Which ribbon tab is selected to enable the Ruler to show on a Word document?

a) Home b) Insert c) View 6. Under the current date, who you are sending the letter to is called the _____.

a) Inside Address b) Opener c) Return Address 7. “Default” settings mean:

a) set by the creator when the document is first opened b) pre-set by Microsoft c) saved settings

8. An example of a letter salutation is _____.

a) Yours truly b) Regards c) Dear Sir 9. If you want to spell check your whole document, click on the _____ tab.

a) Review b) Insert c) Home 10. To put a header in a document, click on the _____ tab.

a) Review b) Insert c) Home


© PBL 21

PERSONAL & BUSINESS LETTER QUIZ CONT. 11. The Enter key should be pressed how many times from the Complimentary Closing to the

typed signature ______ ?

a) 4 b) 5 c) 3 12. Open Punctuation has what punctuation after the Salutation and Complimentary Closing

lines ______ ?

a) : (colon) b) none c) , (comma) 13. With the Personal style letter, where is the personal information of the writer placed

______ ?

a) Above the date b) Below the date c) After the typed signature 14. The initials of the typist of a Business letter should be in ______ .

a) Lower case b) Typed in sentence case c) Upper case 15. The Mailing Notation should be typed ______ .

a) A double space below the Current Date b) A double space below the Salutation c) A double space below the Inside Address 16. A postscript in a letter:

a) Should be preceded by the letters P.S. b) Is the last line in a letter c) Is entered after the Reference Initials 17. The subject line should be keyed ____ .

a) A double space below the Inside Address and in ALL CAPS b) A double space below the Salutation and in ALL CAPS c) A single space below the Salutation and in ALL CAPS 18. The attention line should be keyed ____.

a) The first line of the inside address b) Below the inside address c) Below the Salutation


© PBL 22

PERSONAL & BUSINESS LETTER QUIZ CONT. 19. If a letter contains more than one page, key the heading on the second page: a) On a single line across the top of the letter 1” from the top of the letter b) At the right margin 1” from the top of the letter c) At the left margin 1” from the top of the letter 20. If a company name is typed in the closing lines, it is typed: a) In all caps a double space under the name b) In all caps a double space under the Complimentary Close c) Under Reference Initials with the address, phone and other important information 21. For the OCR style, #10 envelopes, the top margin should be: a) 1 1/2” b) 2” c) 2 1/2” 22. The accepted postal abbreviation for “Suite” is: a) STE b) ste c) SET 23. For the OCR style, #10 envelopes, if you want to enter a suite, floor or apartment number it

would be keyed: a) 2010 N MAIN, 16 b) 2010 N MAIN 16 c) 2010 N MAIN 16 24. Labels for special postal services are located: a) A double space below the Return Address b) About 1/2” below the postage c) Between Return Address and postage


© PBL 23

Proofreading

Proofreader’s Marks

Proofreader’s Marks 2007-2011 Ellsworth Publishing Co.

www.EllsworthPublishing.com © PM 1

COMMON PROOFREADERS’ MARKS

Learning to use common proofreaders’ marks is helpful because most original copies of letters, reports, essays, etc., will need to be edited. If more than one person is involved in the editing, having common proofreaders’ marks makes the changes easier to read and understand. The proofreaders’ marks used in this section are from The Gregg Reference Manual, Tenth Edition, by William A. Sabin. They are common to most reference manuals.

Objectives

When you complete this unit, you will be able to: Recognize the common proofreading marks Retype sentences correctly that are edited with proofreading marks Retype paragraphs correctly that are edited with proofreading marks Create a block style letter and make editing corrections



MARKS MEANING EXAMPLE

Delete He tried to get get there on time.

Insert a comma Our dog Dingo got out yesterday.

Insert an apostrophe or single quotation mark

I didnt know where to put the chair.

Insert double quotation marks

My favorite story is Snow White.

Insert a period I am going to the store

Extra space needed Where didshe go last nite after the dance.

Transpose words Speers Sara was her name.

Close up this space Don played basket ball at school.

Begin a new paragraph

… so he stayed home. Mary is in a singing group in school. She likes it.

Leave as originally writ-ten

I am most pleased with the concert.

Bold this Tom is not going to get into trouble.

Move to the right

and Pam would go fishing with them except that she hates touching worms.

Move to the left Did Barbara visit David on Monday?

Lower case I am going to see SARAH later today.

Capitalize audra and eight girls are going.

,

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"

.

" "

#

"

.

' , ,

#

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PROOFREADER’S MARKS Learn to apply these commonly used standard proofreader’s marks.



,

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.

'

#

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. — #

Assignment #PM-1, Working With Proofreader's Marks Open a Word document (File, New, Create). Key the sentences correctly. Be sure to correct all your typing errors. Use Times New Roman, 12, fonts.

1. My brother or I will accept the certifi cate or awardfor our mother.

2. do it today! Procrastination just just delays the inevitable anyway.

3. Did Jaysons project get finished before leaving on his vacation?

4. Daniel used to play soft ball on the elliott pharmacy league.

5. The lion king was my childrens favorite show

6. I cant go Mary said unless I get my home work done first .

7. Will he go to to the store to get me some writing paper?

8. HANNAH grew up in the mountasin and loves to ski.

9. Brent is a good skater because he likes new try things

10. Indent each new paragraph in the storry.

11. when helen graduates from College she will get a better job.

12. She says she will not go unless gets help doin the packing

13. Tom said be careful and not trip over the wires .

'



Put your name, #PM-1 and date in the header. Close Header & Footer. In the Save as dialog box, Create a New folder for Homework—Proofreading. Save as #PM-1. Print.

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.

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Assignment #PM-2, Working with Proofreader's Marks For assignments #2 and #3, double space, key the paragraphs and make the corrections marked with proofreaders’ marks. Correct all your typing errors. Use Times New Roman, 12, fonts.

Most people enjoy geting package in the mail that is hand made from a friend. It is special

even if you arent a brilliant artist can you make a unique tribute to to your relationship. It

couldbe a picture, thoughts, or doodles. An especially nice gift to receive is a note listing the

things you like about y our friend. Roll it up as an old-fashioned scroll. a Play-Doh heart is

another idea with a note showing how much the friend ship means to you. Just be sure to pack

it carefully; some thing arriving in in broken condition would give the wrong mesage

Assignment #PM-3, Working with Proofreader's Marks

Would you like to do some thing original for a very specail person in your life?

How about this: write a message on a piece of heavy paper and cut it into puzzleshaped pieces

hide the pieces where they are bound to be found When the pieces are assembled together

they can become a lovenote an invitation to some thing, or a clue to finding some thing won-

derful or exciting. For that extra special person in your life creep early one morning and and

write a message on the side walk where it will be seen



Put your name, Assignment #PM-2 and date in the header. Close Header & Footer. Save as #PM-2 in the Homework—Proofreading folder, and print.


,

2

4

2

4

Assignment #PM-4, Block Style Letter with Proofreader's Marks Open a new Word document. Make the proofreading changes and type the letter correctly. Use Times New Roman, 12, fonts and single spacing (1.0). (Press the Enter key 5 times to the date—leaving about 2” top margin) Use Current Date Mr. George Delaney Ace Hardware Company Chicago, IL 60525 Dear Mr. Delaney I am pleased to recommend Robert Lewis as someone to to consider hiring as an employee. He worked for our company as a sales man for five years. He had a confident, take charge manner that was, at the same time, cordial and business like. In the five years Robert worked for us he missed only three days. He was always eager to come to work and often stayed after hours to complete a project. His skills in dealing with clients and callers in this office were outstanding. I highly recommend him to you. Sincerely yours, STINSON HARDWARE Jerry Stinson




PROOFREADING MARKS QUIZ

On a separate sheet of paper, write the letter that most correctly answers or completes the ques-tion. This is Assignment #PM-5. These questions may appear on a test. Follow teacher instruc-tions for turning it in. 1. What does this proofreader’s mark mean? _______

a) Close up b) Add and open up c) Delete and close up 2. What does this proofreader’s mark mean? _______

a) Use with weights b) Add space c) Delete space 3. What does this proofreader’s mark mean? _______

a) Add an apostrophe b) Add a comma c) Delete a comma 4. What does this proofreader’s mark mean? _______ a) Delete between marks b) Delete quotation marks c) Add quotation marks 5. What does this proofreader’s mark mean? _______

a) OK’d by proofreader b) Paragraph needs work c) Let it stand, no correction 6. What does this proofreader’s mark mean? _______

a) Italics b) Capitalize c) Lower case 7. What does this proofreader’s mark mean? _______

a) Move right b) Move left c) Should be end of paragraph 8. What does this proofreader’s mark mean? _______

a) Bold b) Underline c) Delete 9. What does this proofreader’s mark mean? _______

a) Eliminate b) Capitalize c) Remove capitalization 10. What does this proofreader’s mark mean? _______

a) Add this word b) Substitute this word c) Transpose words



Tables Creating & Using Tables

Creating & Using Tables 2007-2011 Ellsworth Publishing Co. www.EllsworthPublishing.com

© TA 1

FBLA-PBL Format

CREATING AND USING TABLES

A table is a collection of rows and columns, and the intersection of a row and a column is called a cell. Knowing how to create and use the table feature will help you line up columns of information quickly and easily. Resumes are easily created using the table feature and are a helpful summary to prospective employers of your work qualifications.

Objectives


Set and change the Font Size Set Line Spacing to single and double Type headings in uppercase, bold, centered Create tables with varying columns and rows Enter data into a cell; tab to remaining cells Use AutoFit to reduce the size of columns Center the table horizontally (across) Center the table vertically (up and down) Readjust amount of space between columns

Remove table gridlines Bold Columnar Headings Format Subheadings Use AutoFormat to assign a table format Right align number cells Enter a table in a letter Change Tab settings on the Ruler Use Format Painter to copy formatting

Creating a 2-Column Table with the Insert Table Button

Set the Line Spacing to Double Spacing

Open an MS Word document. If a previ-ous Word document is open, click on the File button, click New, click Create.

Figure T-1

Example: Follow the directions below to create this table.

Creating & Using Tables 2007-2011 Ellsworth Publishing Co.

www.EllsworthPublishing.com © TA 2

Office Button

On the Home tab, set the Fonts to Times New Roman, 12.

Click on the Line Spacing Arrow on the Paragraph tool-bar, and click on 2.0 to select double spacing. Click on the Line Spacing arrow again to open it and click on Remove Space After Paragraph.

Type the Table Heading in All Capital Letters, Bold and Center it

Press the Caps Lock key on the keyboard to type the title in all capital letters. Type POPULAR BRANDS & STYLES OF AUTOMOBILES IN 1990

Select the title with your left mouse button and click on the Bold button on the Font toolbar.

While the title is still selected, click on the Center text button on the Paragraph toolbar.

Click the end of the last word in the title to place the cursor at the end of the line. Press the Enter key once to double space to the next line of type. Click the Bold button again to deselect and remove the bolding for the next words. Press the Caps Lock key on the keyboard again to deselect all capital letters.

Click the Align text left align button to align the next typing at the left margin.



Create a Table With Two Columns and Eight Rows

Click to select the Insert tab. Click Table. All the columns

and rows appear. Drag your mouse over col-

umns 1 and 2 and drag down to select 8 rows, then click with the mouse button.

Note: If you ever need more rows than is showing, when you press the tab key after the last cell, it will automatically make a new row.

Enter the data in the first cell, and tab to remaining cells to enter the data

The intersection of a row and a column is called a Cell. Type Chevrolet in the first cell; press the tab key to the next cell and type Sportsvan.

Press the tab key to get to the next row. (If you accidentally press the Enter key, backspace

to delete it, then tab.) Type Ford; tab to the next cell and type Taurus. Press the tab key and continue to enter the data in the table on P. TA 2, Figure T-1. Don’t be

concerned about the gridlines; you will remove them later.

Use AutoFit to Reduce the Size of the Columns

The table currently extends from the left margin of the paper to the right margin. The following step will show how to AutoFit the width of the columns to the table.

Right click in any cell on the table and point to AutoFit.

Click on AutoFit to Contents.



Center the Table Horizontally

Place your cursor in the upper left corner of the table until you see the Select-Table icon—a small square with 4-headed arrows.

Click the Select-Table icon to select the whole table.

On the Home tab, click the Center align button to center the table horizontally on the page.

Center the Table Vertically on the Page

With the table still selected, click the Page Layout tab, and click the Page Setup Dialog box launcher.

Click the Layout tab. In the Page, Vertical alignment: section, click the arrow and select Center.

Apply to: Whole document.

Click OK at the bottom.

Click anywhere outside the table area to deselect the table.

Quick Tip to Readjust the Amount of Space Between Columns

Place your mouse pointer anywhere along the left border line of the table about half way down until it changes to two small lines with a double-headed arrow through the middle.

With the double-headed arrow showing, hold down the left mouse button and drag the entire left border line approximately 1” to the left. Raise the mouse button.

Notice that there is more space between columns and the table re-centered itself. (It doesn’t matter that the left column is wider.)



Dialog box launcher

Remove the Gridlines of the Table

Click on the Select-Table icon to select the whole table.

On the Home tab, click on the Borders arrow on the Format-ting toolbar and select No Border by clicking on it.

Note: The gridlines will not print even though you may see the light outline on your table. (There may be other times when you want to leave the gridlines in.)





Click inside the left placeholder [Type Text] and key your name, and #TA-1.

Select the next placeholder and key in the current date (or click Date & Time button on the toolbar, select the date (January 23, 20xx, etc.).



Enter your Name and Assignment #TA-1, and Date in the Header

Save Assignment #TA-1 to Your USB Drive (To save to another drive or folder, ask your instructor for directions.)

Be sure your USB Drive is in your computer. Click the File Button. Click Save As:

Border Arrow

Scroll down and select (click on) your USB drive. (The one in this example is Removable Disk.)

Click on the New Folder button.

Name the New Folder: Homework—Tables. Press the Enter Key. As soon as you depress the Enter key, the Open but-ton (bottom right) changes to Save.

Double click on the Homework—Tables folder and it will appear in the top toolbar showing that is where the file will be saved.

After File name: enter #TA-1.


Enter as the File name: #TA-1


Click the File button. Click Print.

Click OK.

Close Document, or continue to open a new document for the next assignment. If you already have a Word document open, click on the File Button, click New, and click Create. A new Word document will appear.



Print Assignment #TA-1 and Turn it in to your Teacher

Use what you learned in the previous exercise to create the 2-column table in Figure T-2.


Assignment #TA-2, Create the following 2-column table

Open a new document in Word.

Set Line Spacing to Single Spacing (1.0). Remove Spacing After Paragraph.

Use Arial or Times New Roman Font Style, 12 Font Size.

Type the title in ALL CAPS; then deselect CAPS for remainder of table.

Center and bold the title.

Click to place the cursor at the end of the title.

Press Enter twice to double space to the body of the table.

Deselect bolding, left align the cursor.

On the Insert tab, use the Insert Table button to create the 2-column table.

Enter the tabular information in Figure T-2.

Bold the columnar headings.

Select the table; On the Home tab, center the table horizontally.

Right click on any cell. Select AutoFit to Contents.

Adjust the width between columns to about 1” between longest cells, including headings.

Center the table vertically. (Refer to P. TA 5)

On the Home tab, remove the gridlines.

Click the Insert tab, Header button, select Blank (Three Columns). In the first place-holder, enter your Name and Assignment #TA-2. Select the next placeholder and enter the current date. Select the last placeholder and delete it. Close Header & Footer. Save as #TA-2 in the Homework—Tables folder, and print.



Assignment #TA-3, Create a 4-Column Table with Centered Title and Sub- title, and use AutoFormat

The main title and subtitle of a 3-column table needs to be centered and usually of a different font size. In cells, words are usually left aligned and numbers right aligned. Columnar head-ings can be centered, left aligned or right aligned. The AutoFormat gives it color and a polished look.

Create centered Title and Subtitle

In a new document window, select Times New Roman font style.

Select Single Spacing (1.0), and Remove Space After Paragraph.

Key in INTERIOR DESIGN GROUP in all capital letters (upper case).

Select the title, Bold and Center it.

While the title is still selected, click on the Font Size arrow and select 16.

Click the End key on the keyboard to place the cursor at the end of the line and press the Enter key. (The End key is usually with the group above the arrow keys on your keyboard.)

Turn off the ALL CAPS key.

Key in Rate Schedule—January 1, 20xx (use current date). Notice it has the same format-ting (Bold, Centered, Font Size 16) as the title because the formatting hasn’t been turned off yet. (If you see green wavy lines below the Rate Schedule information, ignore it; Word thinks it is a sentence fragment error.)

Select the subtitle and change the font size to 14.

Click the End key on the keyboard to place the cursor after the last word in the subtitle; Press Enter twice.

Click the Bold button to turn it off; select Font Size 12 for the rest of the table.

On the Home tab, click the Left align button.

Figure T-3




Create the table, Enter the cell information 1. On the Insert tab, use the Table button create a 4-column table with 6 rows.

2. Enter all the cell information from Figure T-3. Do not worry about centering the cell infor-mation or formatting it. You will do that later. It should look like this so far:

AutoFormat the table Select the table omitting the title and subtitle. (Place the pointer to the left of the first row,

hold down the left mouse button and drag down through the Dean Vimson row. All your rows will be selected.)

Click on the Design tab.

Click on the More button to see more table styles.

In the Built-In styles, 5th row, 2nd column, click to select the blue Medium Shading 2 - Ac-cent 1.



Click outside the table to deselect it.

Ignore the red wavy lines under the names. Word does not have these names in its diction-ary so it thinks they are misspelled. The red or green wavy lines won’t print. If they bother you, you can right click on the words and click Ignore and the wavy lines will go away. You should, however, check to see that you did spell them correctly.

Right Align the numbered amounts and columnar headings 1. Select all the numbered cells at once by clicking with the left mouse button on $9.95 and

holding the mouse button down while you drag the mouse to the 840.00 cell. Then raise the mouse button.

2. On the Home tab, click the Right align button so all numbers end at the right margin in each cell.

3. Select the cells containing the words Hourly Rate, Daily Rate, and Weekly Rate. Right align those columnar headings. (Since the numbers are right aligned, having the columnar headings right aligned looks better.)

Center the table horizontally and vertically on the page 1. Center the table horizontally and vertically. (Table is probably already centered horizontally.)

Does your table look like the Figure T-3?




FBLA-PBL FORMAT FOR TABLES The FBLA-PBS has a format for tables that is used to prepare for the Computer Applications and Word Processing skills events. Apply the knowledge you have learned about tables to com-plete the next two assignments from the FBLA-PBL Format Guide.



Special Instructions: Column headings may be centered over column or blocked at left of column. Tables using both one– and two-column headings should be aligned at the bottom of the

cell (Note that the first cell, Position, is aligned at the bottom of the cell.) For two-line column headings in tables without gridlines, underline the bottom word of the

heading. Gridlines are optional unless otherwise stated. If gridlines are not used, underline column headings and double-space after heading. Do not include $ with dollar amounts in columns. Dollar signs may be placed in Total Row. All columns containing numbers should be right or decimal aligned. All columns containing text should be left aligned. The body of the table may be single or double spaced. Tables within another document should be centered horizontally unless otherwise indicated. Double space before and after the table. Gridlines should not be used in titles.

Open a Word Document. Set Times New Roman, 12, fonts.

Set Line Spacing to Single Spacing (1.0) and Remove Space After Paragraph

Select Home tab.

Assignment #TA-4, Create a 5-Column Table with Centered Title and Sub- title, Centered Titles and Decimal Centered Amounts

Figure T-4



Key the title in ALL CAPS: SALARY CHART TABLES; Click the Center button.

Press the Enter key twice to double space.

Take ALL CAPS off; key in sub-title: Administrative Support Department. Do not be con-cerned about any formatting at this point (Centering, Bold, Alignment, etc.).

Press the Enter key 4 times to quadruple space after the sub-title.

Click on the Align Text Left button.

Select the Insert tab, click the Table button, select 5 columns and 7 rows.

Place cursor in the first cell, press the Enter key, then key in Position (so it will be at the bottom of the cell).

Press the tab key.

Key in Current, press the Enter key, key in Salary. Press the tab key and enter the data for the first two rows.

In the 3rd row, key Administrative Assistant without pressing the Enter key between Ad-ministrative and Assistant. The cell is too short so it shows now on two lines. The cell will be expanded later to accommodate the longest lines in a column. (Executive Assistant in the same column will appear on two lines also.) Fill in the data in all but the Totals row.

When you are in the last row, the Totals row, press the Enter key before keying in the word Totals to give a blank line above the Totals row. Tab to the next cell, press the Enter key and key in the total for the Current Salary. Continue in this manner.

Before the formatting changes (Bold, Center, etc.) your table should look like the picture be-low. As you can see, it doesn’t look yet like Figure T-4.



Bold the Title and Sub-Title

Select both the Title and Sub-title and click the Bold button on the Home tab.

Change the Column Widths

For column 1, you can quickly change the size of the columns by placing your pointer on the borders between columns until you see two small lines with a double headed arrow; then, hold down your left mouse button and drag it to the right until all the words in the first column appear on one line.

Change the column widths of the other borders until they seem equal. You can adjust them more than once to get the look you want.

Bold the Columnar Headings and Center Headings in Columns 2-5

Select all the columnar titles (Position - New Salary) and bold them.

Select columns 2-5 (Current Salary—New Salary) and Center them by clicking on the Center button on the Home tab.

Change the Tab Setting on the Ruler to a Decimal Tab

Click on the Tab Set button until it changes to a Decimal tab.



Change the Column Data to Line up with the Decimal Tab

Select the data in the first column by dragging through $41,000.00—$142,000.00.

Point to a spot on the ruler directly above the selected data where you think the decimal should appear to have the data centered under the head-ing properly.

Click on the ruler. You will see your data line up under that decimal tab. If it doesn’t look lined up properly, move the decimal tab a little to the left or right as long as it is still selected.

Hint: The longest entry (the Total en-try $142,000.00) should look centered under the heading.

Continue with each of the remaining columns until they look centered properly under the columnar headings. Since your tab is set for Decimals, every time you click on the ruler you will put a Decimal tab there. If you want a different tab, you will need to click the Tab Set button (to the left of the ruler) and reset it.

Bold the word Totals.


Center your assignment vertically on the page—Page Layout tab, Click the Page Setup Dia-log box launcher arrow, select the Layout tab, Vertical Alignment: Center, click OK.

Center the Table Vertically



Assignment #TA-5, Create a 5-Column Table with Centered Title and Sub- title, Centered Titles and Decimal Centered Amounts

Follow the directions for Assignment #TA-4 and complete this assignment. It is the same type of assignment.

Assignment #TA-6, Show Table in Correct Format Without Gridlines

Use Assignment #TA-5 and format it without gridlines as Assignment #TA-6. Follow the directions on the next page.

Click the Insert tab, Put your Name and Assignment #TA-5, and current date in the Header. Close Header & Footer. Save as #TA-5 in the Homework—Tables folder, print.

Select the Home tab.

Select the table (without head-ings)

Click the Borders arrow, Select No Border. Even though you can see where the gridlines were, they will not print.

Click somewhere outside of the selected table to deselect it.

Select Department and click the Underline button.

Use the Format Painter button to copy the Underline/Bold/Center formatting to other words by following the directions below:

Select the next word Salary, underline it. Double click on the Format Painter Button to copy the underline/center/bold formatting of the word Salary.

Select the next word, Bonus. When you lift up on the mouse button, notice that it automatically has underline/center/bold formatting.

Select the next word, Increase Select the last word, Salary

Deselect Format Painter by single clicking on the Format Painter button.

Click to put your cursor after the last underlined word in the last heading (Salary). Press the Enter key. This puts a blank line between the headings and the data.

Select and underline the last amounts of the columns above.

Click the Insert tab, click Header, Select Edit Header, Change the Assignment to #TA-6 and change the current date. Close Header & Footer. Save as #TA-6 in the Home-work—Tables folder, print.



Border Arrow

Creating & Using Tables TA 18

Assignment #TA-7. Create a Block Style Letter and AutoFormat a Table in the Body

Use what you learned in the previous exercises to create a block style letter and include a 3-column table. Follow the directions below to type the letter.

Open a new Word document. If you do not see the horizontal and vertical rulers, click the View tab and select Ruler on the Show/Hide toolbar.

Use Times New Roman, 12 fonts. Create the Block letter down to the table heading. (Your lines may not end the same.) Bold and Center the title and subtitle of the table. Italicize the subtitle. Create the table and enter the information. Right Align the data in the last two columns. Apply AutoFit to Contents. Apply Table AutoFormat of your choice. Select the table and center it horizontally. After entering the 30%, click outside the table under Doctor, and press the Enter key.

Use Current Date Pharmaceutical Products, Inc. 255 Morris Park Parkland, NJ 02130 Gentlemen The Eastern Industrial Medical Society is holding its annual convention at the Holiday Inn East and Hilton East in Harrisburg, PA, from December 15th – 19th. Approximately 3,550 health professionals will be in attendance. The following chart shows the approximate break-down: THE EIMS MARKET Data From Last Year, 20xx

Organization # of Attendees % of Attendees Medical Schools 1,513 43% Health Organizations 962 27% Doctors 1,075 30%

Organization # of Attendees % of Attendees Medical Schools 1,513 43% Health Organizations 962 27% Doctors 1,075 30%

2

4

5 Press the Enter key 5 times to add another 1” to the top margin.

2

Open punctuation after the Salutation.

2

|

2

When you click here, and press the Enter key, it will double space after the table to the rest of the letter.


©



If you plan to participate, please send us a partial list of your products so we can advertise them in the convention booklet. May we hear from you soon? Very truly yours Robert Gentry Convention Director xx

2

4

For the xx, use your reference initials in small letters.

2

2

©

Click the Insert tab, Put your Name and Assignment #TA-7, and current date in the Header. Close Header & Footer. Save as #TA-7 in the Homework—Tables folder, print.

CREATING AND USING TABLES QUIZ

On a separate sheet of paper, write the letter that most correctly answers or completes the ques-tion. This is Assignment #TA-8. These questions may appear on a test. Follow teacher instruc-tions for turning it in. 1. The intersection of a row and a column is called a ______ . a) section b) cell c) grid 2. The Table button is on the _____ . a) Home tab b) Insert tab c) Layout tab 3. At the end of a table, what key do you depress to add another row? ______ a) Tab key b) Enter key c) End key 4. AutoFit affects what part of a table? ______ . a) Length b) Height c) Width 5. What is the path to center a table vertically? ______ a) Home tab, Page Setup Dialog box launcher, Vertical tab b) Page Layout tab, Page Setup Dialog box launcher, Layout tab c) View tab, Page Layout, Vertical tab 6. To remove the gridlines of a table, select the table and ______ a) On the Home tab, click on the Borders arrow, select No Border b) On the Insert tab, slick on No Border c) On the Home tab, deselect Gridlines 7. The Header is found on what tab? a) Home b) View c) Insert 8. In cells, words are usually ______ . a) Left aligned b) Right aligned c) Centered



CREATING AND USING TABLES QUIZ CONT.

9. In cells, numbers are usually ______ . a) Left aligned b) Right aligned c) Centered 10. What is the path to AutoFormat a selected table? a) Insert tab, AutoFormat b) Insert tab, Design, More button c) Design tab, More button 11. The function of the Format Painter button is to ______. a) Copy Underlining and Centering to other documents b) Copy formatting to be used in other places in the document c) Add colors to tables 12. Deselect Format Painter by ______. a) Single clicking on the Format Painter button b) Double-clicking on the Format Painter button c) Clicking outside the table.



Reports Bound & Unbound Reports

Bound & Unbound Reports 2007-2011 Ellsworth Publishing Co.

www.EllsworthPublishing.com © RPTS 1

FBLA-PBL Format

COVER PAGES BOUND AND UNBOUND REPORTS

Check with your instructor or employer to see what form is preferred for reports you need to create. There is a lot of variation between authorities on how to handle title pages, spacing, headers, references, and other parts of reports. Four popular style manuals are The MLA Hand-book, The Chicago Manual of Style, The APA Manual, and the Gregg Reference Manual. They contain acceptable formats for citing books, magazines, newspapers, brochures, online jour-nals, e-mail messages, and other sources. This section will acquaint you with a popular report style that will make it easy to adapt to another style when necessary.

When you complete this unit, you will be able to: Create a Cover Page Create a Cover Page from a Microsoft Template Center Cover Pages Vertically on the Page Expand the Character Spacing of the Heading of a Cover Page Create an Unbound Report Create a Bound Report Use Side Headings Set First Line Indents Set Hanging Indents Indent quotations Use Endnotes as Internal Citations Set and Change Line Spacing Use Format Painter to Copy Formatting Create Reference Pages Sort References in Alphabetical Order Insert Page Numbers Omit Page Numbers on the First Page of a Report Format bullets Use the Show/Hide Button Remove an Extra Bullet or Number on a Line Remove Endnote Separators

Objectives



CREATING THE COVER PAGE OF AN UNBOUND REPORT

An attractive cover or title page enhances a report and provides important information

introducing the report. There are several types of cover pages and your instructor or employer

can advise you which type is preferred. This is one type of cover page from a selection of Mi-

crosoft templates. The directions for creating this title page follow the illustration below.




Open a Word document

To open Word, click Start, All Programs, Microsoft Office, Microsoft Word 2010.

If already in Word from a previ-ous assignment, click File, New, Create.

Create a Cover Page from a Microsoft Template

Microsoft has some templates ready for you to fill in with information. These templates are very attractive, often have artistic designs on them, and are easy to use. We will use the Con-servative template for our cover page.

Click to select the Insert tab. Click the Cover Page button. Select the Conservative style

by clicking on it.

Click “Company” and it will se-lect the letters in the Placeholder. Or, you may select the words “TYPE THE COMPANY NAME”. Press the spacebar once, or the Delete key, to re-move the words.



Click in each of the placeholders and key in the information below:

At the bottom of the Cover Page, select the words in the box and key in the following infor-mation:

Your name and assignment number appears on the Cover Page. Click File, Save as. In the Save as dialog box, Create a New folder for Homework—Reports (Refer to P. TA7 if neces-sary). Save as #RPTS-1. Print (Click File, Print, OK).

Assignment #RPTS-2. Create a Cover Page

Follow the directions on the previous page for obtaining a Cover Page. Select the cover page of your choice—the Contrast cover sheet gives more options to enter information. Fill in the in-formation given in assignment #RPTS-1. Where it asks for the Company information on the cover page, enter your school, your teacher’s name, your class, etc. Delete any extra fields you don’t need—like fax number.

Your name and assignment number appears on the Cover Page. Click File, Save as. In the Homework—Reports folder, Save as #RPTS-2. Print.



This is a report detailing the formatting for Unbound Reports following the guidelines printed in the FBLA-PBL Format Guide. Some entries were added that refer to MS Word 2010.

General Guidelines for the unbound report:



Assignment #RPTS-3, Creating an Unbound Report with Endnotes and Refer-ences Pages

2” Top Margin 1” Side Margins Double spaced body First page not numbered; second page to

the end of the report has numbers at upper right side of page header.

Enumerated (numbered) and bulleted items are single spaced.

Double space to enumerated or bulleted items, and double space after list.

Endnotes are at the end of the report, single spaced, double space between endnotes.

References are in alphabetical order, sec-ond line indent, single spaced with double space between them.

Open a new Word document—Click Start, All Programs, Microsoft Office, Microsoft Word 2010.

Click the Home tab and set fonts to Times New Roman, 12. If print seems too small, click the View tab, click on 100% button.

Click the Line Spacing arrow to set line spacing at 2.0 (Double space).

Click on the Show/Hide button to show where spaces and paragraph notations are. These are non-printing symbols.

At the 2” top margin, key in the heading (UNBOUND REPORT FORMATTING) in all capital letters. You can do the formatting all at one time later—center, bold, etc. Press the Enter key twice to quadruple space to the first Side Heading. Key in the first Side Heading (Standard Margins). UNBOUND REPORT FORMATTING Standard Margins

Press the Enter key once to double space.

Move the First Line Indent on the ruler to half an inch so every time you press the Enter key at the end of a paragraph, it will automatically indent 5 spaces. (If you do not see a Ruler, click the View tab, and check Ruler box.)

UNBOUND REPORT FORMATTING Standard Margins

The left and right and bottom margins are one inch. The top margin is two inches on the first

page; all remaining pages are keyed with one-inch top margin. The bottom margin of one inch may

vary to prevent a side heading or first line of a paragraph from printing as the last line on a page

(orphan), or the last line of a paragraph from occurring at the top of a new page (widow).

Page Numbering

The first page of a report is not numbered. On the second and following pages, place the page

number in the upper right side of the page header 0.5 inches from the top of the page. Reference pages

should also be numbered.

Long Quotes

Quoted material of four or more lines should be single spaced, indented 0.5 inches from both

the left and right margins, and double spaced above and below the quoted material. If the rest of the

report has 5-space paragraph indentions, the quote can have a 5-space paragraph indention.

Enumerated or Bulleted Items

Indent numbered or bulleted items 0.5 inches from the left margin; the lines will be blocked at

the beginning of the first word of each line. The right margin remains at one inch.



Key in the first paragraph below. Press the Enter key once to double space to the next side heading (Page Numbering). Continue until you have typed the Enumerated or Bulleted Items side heading and the first paragraph (as shown below).

Notice that the Page Numbering side heading is indented, and also the side headings for Long Quotes and Enumerated or Bulleted Items. The bolding and removing the auto-matic indenting to the side headings will be done all at once after the report is keyed in.



Click after the period in the Long Quotes paragraph and press the Enter key to double space to the next paragraph (Enumerated or Bulleted Items)

Select the paragraph in Long Quotes.

Put your cursor on the small Left In-dent square and drag it over to the half inch mark to increase the left in-dent of the quote by 0.5”. Decrease the right margin by 0.5” also.

Click on the Line Spacing arrow and change it to single spacing.

Left Indent square

Line Spacing arrow

Click at the end of the paragraph under Enumerated or Bulleted Items ending with the words “… one inch.” Press the Enter key to double space. Key in the information below beginning with “Double space to the items.”

Bullet button

Select the three paragraphs beginning with “Double space…” and ending with “Double space from the bulleted items…”

Click the bullet button.

at the beginning of the first word of each line. The right margin remains at one inch.

Double space to the items.

Single space individual items of more than one line and double space between them.

The lines will automatically word wrap (flow) to the next line.

Double space from the bulleted items to the next paragraph.

Headings and Subheadings



Select the second bulleted item (which is double spaced). Click on the Line Spacing arrow and select 1.0 single spacing.

Click at the end of the second bullet

and depress the Enter key to double space to the next bullet.

Remove an Extra Bullet or Number on a Line

There are times when you will find a blank line with a bullet or number that you want to re-move. To remove the extra bullet on the line above: Click on the line with the extra bullet, and click the bullet icon again. It will disappear.

Decrease Indent

Because of the automatic 5-space paragraph indention, the bullets are indented too much. It is impor-tant to know how to make adjust-ments.

With the bullets still selected, click on the Decrease Indent button.

Double space after the side heading (Headings and Subheadings) and key in the following information. Select and underline the paragraph headings.

Main heading. Center the main heading in ALL CAPS and bold over the body.

Side headings. Begin side headings at the left margin. Capitalize the first letter of the first word

and all other main words in each heading. Bold the side headings.

Paragraph headings. Indent paragraph headings 0.5 inches from the left margin. Capitalize the

first letter of the first word only. Underline the heading and follow it with a period.



After the period of the last word in the sentence, click to select the References tab.

Click on Insert Endnote

At this point you see the endnote separator line shown below. The default numbering is i, ii, iii, etc. You need numbering: 1, 2, 3, etc.

Right click on the Endnote Separator line or the number be-low it.

Click on Note options.

On the Footnote and Endnote dialog box, select 1, 2, 3 …

Click Apply.

Click before the endnote number and press the tab key to indent the endnote. Press the right arrow key on the keyboard once to place your cursor after the endnote number.

Enter the first endnote information. (Disregard the wavy lines under the words)

Select the endnote information and change the fonts to Times New Roman, 12, to match the rest of the document fonts. Italicize the article.

After the period at the end of the sentence above, on the References tab, click Insert End-note.

Move the cursor to the left of the 2.

Press the Tab key to indent the second endnote.

Move the cursor to the right of the 2 and enter the information for the second endnote.

Enter a blank line between endnotes.

Select endnote 2 and change fonts to Times New Roman, 12.

Click after the endnote in the last sentence of the paragraph and double space to the next paragraph.

After the endnote in the Paragraph Headings, double space to the next paragraph and con-tinue:

Endnotes Endnotes are placed at the end of the report, and the endnote is cited by a superscript

number. The endnotes page has the same top and side margins as the first page of the report (2-

inch top margin, 1-inch side margins) and is numbered. Quadruple space after the heading to

the Endnotes. Each endnote is single spaced with a double space between endnotes. The first

line of each endnote is indented 0.5 inches from the left margin; all other lines begin at the left

margin.

Follow the directions below to enter the second endnote:



Continue with the report:

In Microsoft Word, you can eliminate the endnote/footnote separator by selecting the View tab,

select Draft, click on the References tab and select Show Notes. The Endnote Pane shows at the bot-

tom. Click the arrow, and click to select Endnote Continuation Separator. Select and delete the line.

Click the arrow again to select the Endnote Separator. Select and delete the line.

References

All references cited are listed alphabetically under the heading REFERENCES or BIBLIOG-

RAPHY or WORKS CITED. The page has the same top and side margins as the first page of the report

and is numbered. Each reference is single spaced with a double space between references. The first line

of each reference begins at the left margin (hanging indent); all other lines are indented 0.5 inches from

the left margin.

Enter the third endnote as shown below. Follow the directions given for keying in endnotes 1 and 2.



Finish entering the last paragraph.

When listing the title of individual works, follow these guidelines: Titles of books should be

italicized. Titles of articles should be placed in quotation marks. Journal or magazine titles should be

italicized. The title or description of materials found on Web sites or other Internet sources should be

surrounded by quotation marks.

Press the Enter Key. Place your cursor on the last paragraph mark.

Select the Insert tab.

Click the Page Break button. This places the Endnotes on a separate page.

Press the Enter key several times to make a 2” top margin. (It might be easier to change to single spacing and press the Enter key five times.)

Key in the word ENDNOTES, in all capital letters. Select, bold and center ENDNOTES.

Move the First Line Indent back.

Quadruple space after ENDNOTES.



Ignore all the red and green wavy lines—Microsoft Word thinks the names might be misspelled because they aren’t in its dictionary, and it doesn’t like incomplete sentences.

Remove the Endnote Separator

Select the View tab

Click the Draft view

Select the References tab

Select Show Notes

To return to Page Layout view, select the View tab, click the Print Layout button.

The removal of the Endnote Separator left a small paragraph mark which contributes to a little more space between the heading and the endnotes. You can quickly remove some of the extra space by selecting the paragraph mark under the heading and making it only font size 4.



The Endnote Pane shows on the bottom of the screen. Click the arrow to select Endnote Continuation Separator.

Drag to select the Endnote Separator line; depress the Delete key on the keyboard.

Click the arrow again to select the Endnote Separator also. Select and delete it. Then close the Endnote Pane.

Select the paragraph mark and change the font size to 4—that decreases the space to the Endnotes.

Note: As of August, 2007, Microsoft Word 2010 has a small glitch that has not been resolved. After the ENDNOTES page, you cannot click on the Insert tab and click Page Break to go to a blank page to begin the REFERENCES page. So, we have to improvise and press the Enter key until the cursor is on the next blank page. At the last paragraph mark of the Endnotes, press the enter key until you reach a new page. Press the Enter key to a 2” top margin. Select Single spacing (if necessary).

Create the References Page

Move the First Line Indent marker back to the margin (above the square).

Key in the word REFERENCES

Select REFERENCES and bold and center it. Click to put cursor after REFERENCES.

Press the Enter key four times.

Left Align the cursor. Deselect Bold.

Drag the Hanging Indent (the point above the little square) to the right half an inch. The first line of the reference begin at the left margin and the second lines are in-dented one half inch—This is called a Hanging Indent.

References must be in alphabetical order. To alphabetize them, select all the refer-ences and click on the Sort button. (At the time of this writing, the Sort key didn’t work—until this is fixed, you may have to enter them in proper order.)

Enter the references as shown on the next page.



REFERENCES

Dansereau, D. F. “Learning Strategy Research,” Thinking and Learning Skills. Vol. 1.

Hillsdale, NJ: Lawrence Erlbaum, 1999. Huber, Rose. “Teaching Students How to Study,” Eastside Weekend. September 1-7, 1998. Silver, Theodore. Study Smart. New York: Villard Books, 2000.

Add Page Numbering

The first page of a report is not numbered. After the first page, page numbers should appear in the upper right of the header. Reference pages should also be numbered.


Click on the Page Number button.

Rest the pointer on Top of Page and when the options show, select Plain Number 3 by clicking on it.

In the Header & Footer Tools that appear on the ribbon above the Design tab, click to select Differ-ent First Page.

Use Format Painter to Add Final Formatting to the Document

You can copy formatting such as Bold, Center, Italics, etc., to another part of your document by using the Format Painter button.

4



Select the title UNBOUND RE-PORT FORMATTING and Bold and Center it.

Select Standard Margins and Bold it.

While Standard Margins is still se-lected, double click on the Format Painter button to copy the Bold and Left Align formatting.

Select Page Numbering. When you release the mouse button, notice that it is Bold and Left Aligned.

If you should lose your Format Painter, while a side heading is still selected double click again on the Format Painter button.

Select Long Quotes.

Select Enumerated or Bulleted Items.

Select Headings and Subheadings.

Select Endnotes.

Select References.

Write with a pen your name, Assignment #RPTS-3 and current date in the Header on the left side. (You can’t use the header feature because it would delete the page num-bers.) Save as #RPTS-3 in the folder Homework—Reports. Print.





Assignment #RPTS-4, Create the Cover Page of a Bound Report

A bound report assumes that it will be in a final form that needs an extra 0.5” left margin to allow for the report binder. Everything else remains essentially the same as for an unbound re-port. The following title page is an example of one created by a student, not a template.

SIX TECHNIQUES TO GET PEOPLE TO LIKE YOU

A summary from “Dale Carnegie’s Book How to Win Friends and Influence People”

Submitted by Student’s Name

Prepared for Dr. James T. Horne

MGT 401 Arizona State University

Use Current Date

Ext

ra 1

/2”

for

bind

ing

Open a Word Document. Create an additional 0.5” margin

by moving the Left Indent (square) to the right.

5

5

3

3



Select the Times New Roman, 14, fonts.

Select Single Spacing. Remove spacing after paragraphs.

Click the Bold button.

Click the Center Text Align button.

Key in all the lines on the Title Page on the previous page. Italicize where necessary.

Center the Cover Page Vertically

Select the Page Layout tab. Click the Page Setup dialog box

launcher arrow.

Select the Layout tab. In Page section, Vertical Alignment:,

click the arrow and select Center. Click OK.

Your name and current date are on the Title Page of the report. Write #RPTS-4 in pen by your name. Save as #RPTS-4 in the folder Homework—Reports. Print.

Expand the Character Spacing of the Heading on the Cover Page

Select the heading on the Title Page. Change the Font size to 16.

On the Home tab, click the Font dia-log box launcher arrow.

Select the Advanced tab. Under Character Spacing heading, Spacing:, select Expanded.

Assignment #RPTS-5, Create a Bound Report

Create a Bound Report using the directions and examples of the previous report. Here are some general guidelines: 2” top margin, 1.5” left margin, and 1” right margin Bold the Heading and Side Headings, Endnotes and References headings Use Times New Roman, 12, fonts (this assignment is slightly larger to make it easier to

read—your lines won’t end exactly like these). Look at the Endnotes section to obtain the information when needed. The Em dash (#1—Become) is made by keying two hyphens together—no space before or

after the hyphens.

SIX TECHNIQUES TO GET PEOPLE TO LIKE YOU (QS)

Being successful in getting people to like you is not only very satisfying but it

plays a large role in a successful friendship, marriage or business. It is not hard. It does

take practice—and what better time to start than now. Follow these six techniques to a

fuller and happier life.

#1—Become Genuinely Interested in Other People

Take a lesson from your pet dog. It is one of the few animals that don’t have to

work for a living. A hen lays eggs, a cow gives milk, and a canary sings. A dog makes

its living by giving you love. You can make more friends in two months by becoming

genuinely interested in other people than you can in two years by trying to get other

people interested in you.

#2—Smile

Actions speak louder than words, and a smile says “I like you. You make me

happy. I am glad to see you.” Professor James V. McConnell, a psychologist at the



University of Michigan, expressed his feelings about a smile:1 (Endnote #1)

People who smile tend to manage, teach and sell more effectively, and to raise happier children. There’s far more information in a smile than a frown. You must have a good time meeting people if you expect them to have a good time meeting you. This is the first and easiest step to good human relations skills. Try smiling at people you meet and see how many smile back.

#3—Remember and Use People’s Names

The average person is more interested in his or her own name than in all the other

names on earth put together. When you remember someone’s name, you have paid a

very effective compliment. During a conversation with someone, be sure to use their

name several times. If it is an important contact, write the name down as soon as you can

with a little information about the person. Misspelling a person’s name on a letter is

more often taken as insulting.2 (Endnote #2)

From the waitress to the senior executive, using a person’s name will work magic.

#4—Be a Good Listener. Encourage Others to Talk About Themselves

Exclusive attention to the person who is speaking to you is very important. Noth-

ing else is as flattering as that. Don’t be so concerned with what you are going to say

next that you don’t hear the other person. Be an attentive listener. Ask questions that the

other person will enjoy answering. Encourage them to talk about themselves and their

accomplishments. This is how you find common ground and interests that bring life into

a conversation.

#5—Talk in Terms of the Other Person’s Interests

Those who were guests of President Theodore Roosevelt were astonished at the



diversity of his knowledge. No matter who he was talking to, he always knew what to

say. And how was this done? Whenever Roosevelt expected a visitor, he sat up late the

night before reading up on the subject in which he knew his guest was particularly inter-

ested.3 (Endnote #3) The road to a person’s heart is to talk about what they treasure most.

#6—Make the Other Person Feel Important, and do it Sincerely

Give honest appreciation and praise without trying to get something out of the

other person in return. The deepest urge in human nature is the craving to be appreci-

ated. Others want what you want, which is a feeling of importance and recognition of

your true worth. Remember to give honest praise and appreciation.

ENDNOTES

(QS)

1James V. McConnell, “Communication Techniques For Results,” Journal of Psychology, January 2005, p. 150.

2Dale Carnegie, How to Win Friends and Influence People, Pocket Book, a divi-

sion of Simon & Schuster, Inc., 2004, p. 119. 3Charles Schnepf, Theodore Roosevelt, Man of the Times, Lexington, KY, Uni-

versity Press, 2005, p. 301.



REFERENCES

(QS)

McConnell, James V. “Communication Techniques For Results,” Journal of Psychology. January 2005.

Carnegie, Dale. How to Win Friends and Influence People. Pocket Book, a division of

Simon & Schuster, Inc., 2004. Schnepf, Charles. Theodore Roosevelt, Man of the Times. Lexington, KY: University

Press, 2005.

References have: Hanging Indents—second line indented Last name first No page numbers Alphabetized entries

Click the Insert tab, Header button, and select Edit Header. On the first page of your report, put your name, Assignment #RPTS-5, and current date on the left. Close the Header & Footer. Save as #RPTS-5 in the folder Homework—Reports. Print.

Don’t forget to add page numbers, and omit the page number on the first page of the report. Your Endnotes and References should be the same font style and size as the rest of the re-

port.



Assignment #RPTS-6, Create a Table of Contents

In much longer reports than is the scope of this chapter, a Table of Contents is placed at the be-ginning to summarize the sections of the report and where information can be found. Follow the directions below for creating a simple Table of Contents.

Open a Word document.

Set Line Spacing at 1.0. Remove space after paragraph.

Use Times New Roman, 12, fonts.

Press the Enter key five times to allow a 2” top margin.

Set a Right Align Tab with leaders: Select the Home tab. Click on the Paragraph dialog box

launcher arrow

Select the Indents and Spacing tab.

Click the Tabs button.

In the Tab stop position: enter .5 for a one-half inch tab.

Click on the Set button. In the Tab stop position: enter 6.5

for a six and one-half inch tab.

Select in Alignment: Right. Select in Leader: Dot leader. Click on the Set button. Click on the OK button.

Key in: TABLE OF CONTENTS. Select it and click the Bold and Center buttons.

Press the Enter key four times to quadruple space to the first line.

Click the Align Text Left button to place the cursor at the left margin.

Deselect Bold.

Key in: Preface, press the Tab key, and enter “ii”. Double space to the next listing.

Complete the rest of the TABLE OF CONTENTS.



TABLE OF CONTENTS

Preface ................................................................................................................................................. ii List of Contributors ............................................................................................................................. iv Introduction Philosophy ............................................................................................................................... 2 Purpose .................................................................................................................................... 3 Software Comparison Cost Comparison ..................................................................................................................... 5 Hardware Requirements .......................................................................................................... 6 Implementation Plan ................................................................................................................ 7 Training Needs ....................................................................................................................... 12 Miscellaneous Factors ........................................................................................................... 15 Summary and Recommendations Summary ................................................................................................................................ 19 Recommendations .................................................................................................................. 23 References .......................................................................................................................................... 28 Appendices Appendix A: Glossary of Terms ............................................................................................ 32 Appendix B: Organizational Chart ........................................................................................ 36 Index ............................................................................................................................................... 37

4

On the Insert tab, click Header, select the Blank (Three Columns) header. Select the first placeholder and enter you name and assignment #RPTS-6. Select the second placeholder and enter the current date. Select the third placeholder and delete it. Save in the folder Homework—Reports as #RPTS-6, and Print.



BOUND AND UNBOUND REPORTS QUIZ

On a separate sheet of paper, write the letter that most correctly answers or completes the ques-tion. This is Assignment #RPTS-7. These questions may appear on a test. Follow teacher in-structions for turning it in. 1. Placeholders are: a) Places to store information b) Used with templates to enter information c) Found on the References tab 2. The first page of a report has a top margin of: a) 2” b) 2 1/2” 1” 3. Enumerated (numbered) and bulleted items are: a) Double spaced b) Single spaced c) Indented 1” 4. The First Line Indent on the ruler is: a) The small box b) The middle arrow c) The first arrow 5. Which entries should be in alphabetical order? a) Endnotes b) Enumerated bullets c) References 6. How many lines of quoted material are needed in order to be single spaced and indented an

extra 0.5”? a) 3 or more b) 4 or more c) 5 or more 7. To remove an extra bullet or number on a line, but keep the extra line: a) Click on the line, click on the bullet or number button b) Click on the line, press the Delete key on the keyboard c) Click on the bullet or number icon twice 8. What ribbon tab is used to insert Endnotes: a) Home b) Insert c) References



9. First line indent applies to:

a) Endnotes b) References c) Separator lines 10. With Single Spacing, how many times do you press the Enter key after the Endnote heading?

a) 2 b) 3 c) 4 11. How many times do you press the Enter key after the References heading?

a) 2 (Double) b) 3 (Triple) c) 4 (Quadruple) 12. Hanging Indents refer to:

a) Indenting the first line only b) Indenting the second line only c) Indenting from both the left and right margins 13. Page numbering is found on what ribbon tab?

a) Insert b) Page Layout c) Home 14. The function of the format Painter button is to:

a) Copy Underlining and Centering to other documents b) Copy formatting to be used in other places in the document c) Add colors to graphics used in the document 15. To center a cover page vertically, select which ribbon tab?

a) Home b) Insert c) Page Layout 16. The path for expanding the character spacing of the heading of a cover page:

a) Home tab, Layout tab, select Character Spacing b) Insert tab, Font dialog box arrow, Advanced tab c) Home tab, Font dialog box arrow, Advanced tab 17. The Em dash is made by keying:

a) 2 hyphens together, no spaces before or after b) 3 hyphens together, no spaces before or after c) 1 hyphen, 1 space before and after

BOUND AND UNBOUND REPORTS QUIZ continued



Mail Merge Simple Mail Merge

Simple Mail Merge 2007-2011 Ellsworth Publishing Co.

www.EllsworthPublishing.com © MM 1

SIMPLE MAIL MERGE

Mail Merge enables the creation of individualized form letters, printing labels, and envelopes. In this lesson, one letter is created and printed for many different people at different addresses. The time saving is not having to create a separate letter for each person at the different address.

Objectives

Start the Mail Merge Wizard Create a Mail Merge letter with letterhead Create a Mail Merge letter from a template Enter a Mail Merge Address List Save the Mail Merge Address List Edit Errors Print Merged Letters




TITLE FIRST NAME

LAST NAME

ADDRESS Line 1 CITY STATE ZIP CODE

Mrs. Dina Goodman 620 S. Bullmoose Dr. Gilbert AZ 85234

Mr. Dale Brown 440 N. Gilbert Rd. Gilbert AZ 85246

Mrs. Jeannie Hammond 2880 W. Ellis St. Chandler AZ 85224

Mr. Don Ellsworth 1836 E. Shannon Dr. Mesa AZ 85202

Assignment #MM-1, Using the Mail Merge Wizard

Select the Mailings tab.

Select the Start Mail Merge button.

Select Step by Step Mail Merge Wizard.

3. When the Mail Merge wizard appears on the right, Letters should be selected.

4. Notice that you are on Step 1

of 6. Click on “Next: Start-ing document”.

Open a new Word document. Maximize your screen if necessary.

5. Select “Use the current document” because you will create a letter .

6. Click on: “Next: Select re-

cipients”; you will make a mailing list.


www.EllsworhPublishing.com © MM 3

Select Type a new list. Click Create.

When the New Address List dia-log box comes up, enter the infor-mation below. Tab to each field; after Address Line 1, tab to new field (skip any fields not shown, such as Address 2, etc.).

After the first Zip Code field at end of table, click the New Entry button to continue.

Proofread carefully! Click OK when done with all.

TITLE FIRST NAME

LAST NAME


Mrs. Margaret Hooks 2125 West Galveston St. Chandler AZ 85224

Mr. Don Holmes 499 N. Alma School Rd. Mesa AZ 85202

Mrs. Susan Jacobson 668 E. Boston St. Chandler AZ 85226

Mr. Jorge Reyes 12655 S. Arizona Ave. Queen Crk AZ 85242

The Save Address List dialog box appears. Select your USB drive, New Folder, enter Home-work—Mail Merge, press Enter. Double click on Homework—Mail Merge folder to select it. Select the File Name: area and enter Line of Credit Appreciation List 6-27-20xx (enter the current year), click Save, click OK. Click Next: Write your Letter



On the Home tab, set Arial 11, single spacing (1.0), and Remove Space after Paragraph.

Space down so “Current Date” is about 2” from the top of the paper. Enter current date.

Press the Enter key 4 times.

Click the Address Block in the Mail Merge box.

At the Insert Address block dialog box, preview (on right) to be sure your first name on the mailing list appears—Margaret Hooks. If not Hooks name, click the navigation buttons until the correct name appears. Click OK to accept.

Press the Enter key 2 times.

Click the Greeting Line in the Mail Merge box: Change the Greeting line format to delete the comma after the name by clicking the

arrow in the last box and select (none). Click OK.

Press the Enter key 2 times to the body of the letter. Enter the letter so it looks like the letter below. (It’s ok if your sentences word wrap differently.)



Navigation buttons

Click Next: Preview your let-ters.

Preview your letters by clicking the right arrows.

In the future you could omit

some recipients (like if they moved away) by clicking on the Exclude this recipient button.

If there are no corrections to make, click Next: Complete the merge.

Click Print to print the merged letters. Click OK. Click OK again.

Your name and assignment number appears on each letter. Click the File Button, click Save As, Select your USB drive. Double click the Homework—Mail Merge folder. In File name: area enter #MM-1, and Save.



Assignment #MM-2, Using a Template Letter with the Mail Merge Wizard

Some letter templates have attractive graphics and can be used in mail merge. These letters usu-ally do not follow the correct letter formats taught in keyboarding classes (Microsoft designers are not typing teachers!). Adjustments will be made in Step 4 of 6 below.

Open a Word document. Select the Mailings tab. Click on the Start Mail Merge button Select the Step by Step Mail Merge Wizard. In the Mail Merge box at the bottom right, you will see the Step 1-6:

Step 1 of 6: Select Letters. Click Next: Starting document.

Step 2 of 6: Select Start from a template. Click on Select template. In the Select Template dialog box, click on the Letters tab. Scroll to select the Oriel Merge Letter, click OK. Click Next: Select recipients.

Step 3 of 6: Under Select recipients, click in Use an existing List. Under Use an existing List, click Browse. In Homework—Mail Merge folder, click on Line of Credit Appreciation List 6-27-20xx. Click Open, Click OK. Click Next: Write your letter. (Bottom right)

Step 4 of 6: (Begin by deleting the letter formatting in the template:) Hold down Ctrl key while depressing the A key to Select All. On the Home tab, click the

Line Spacing button and: Click 1.0 and Remove Space Before/After Paragraph (so both show “Add Space …”) Click “Line Spacing Options” and under Spacing, be sure Before and After show 0 pt

If you need to re-open your letters to correct errors you missed, open the merged letter so it is on the screen. Click on Mailings, Start Mail Merge, and Step by Step Mail Merge Wizard. Go to Sept 4 of 6 and continue from there to make corrections.



[2” top margin]

4

4

2

2

[Press the Enter key twice.]

[Fill in Bank information.]



Deselect, and space down to make date approximately 2” from top of letter (“1” on side ruler).

Click on [Pick a date]. Click on the 3 dots in front, and Delete. Type the current date such as July 12, 20xx. The format used by the template (7/12/20xx) is not correct for a letter.

Press the Enter key until there is at least 1” from the Date to the AddressBlock. Place the cur-sor after AddressBlock, and press Enter key once to double space to GreetingLine.

Click on the first line of the letter area and type a few words of the letter below, click at the beginning of the line and press the Enter key to double space from the GreetingLine. (When you press the Enter key after GreetingLine like in AddressBlock, the pre-programmed tem-plate adds extra space even though we took it out. Templates are like that.) Finish the letter.

At the end of the letter, press the Enter key once. Select [Type the Closing]. Type the word Sincerely and press the Enter key 4 times. Type your name and Assignment #MM-2. Place Bank name under your name. Be sure your letter is spaced correctly as shown below. ADD INFORMATION IN THE RIGHT SIDE FOR NATIONAL BANK ONE.

Step 6 of 6: Your name and assignment number appears on each letter. Under Merge, click on Print.

Click Next: Preview your letters.

Step 5 of 6: Click Previous: Write your letter if you need to change something. Notice that the Address

Block and Greeting Lines are Bold (error on the template). On the letter that is showing, se-lect those lines and click the Bold button to deselect Bold—it will change on all letters.

Click Next: complete the Merge

Save as File name: #MM-2 in Homework—Mail Merge. Save.

Assignment #MM-3, Create Letterhead and Use the Mail Merge Wizard

Open a Word document. Click the Mailings tab, select Start Mail Merge button, select Step by Step Mail Merge

Wizard

Step 1 of 6: Select Letters Click Next: Starting document

Step 2 of 6: Select Use the current document Click Next: Select recipients

Step 3 of 6: Select Type a new list Click Create In the New Address List dialog box, enter the address list below.

TITLE FIRST NAME

LAST NAME


Mrs. Dina Goodman 620 S. Bullmoose Dr. Gilbert AZ 85234

Mr. Dale Brown 440 N. Gilbert Rd. Gilbert AZ 85246

Mrs. Jeannie Hammond 2880 W. Ellis St. Chandler AZ 85224

Mr. Don Ellsworth 1836 E. Shannon Dr. Mesa AZ 85202

Save the list as File name: Reference Request List 8-30-20xx in your Homework—Mail Merge folder. Click OK in Mail Merge Recipients box.



Click Next: Write your letter Step 4 of 6: Create a letterhead Select the Insert tab, click on the Clip Art button. Search for: Employment. Click the picture that most reflects looking for a job. The picture is inserted into the letter. Resize the picture to about an inch wide. The top margin is too much with the clip art so make the top margin 0.5”:

Select Page Layout tab, Margins. Click on Custom Margins, Margins tab. Reduce the Top Margin to 0.5”. Click OK.

Set the Line Spacing at Single Spacing (1.0). Remove Extra Space After Paragraph. Place the cursor after the picture. Click the tab area on the ruler until you see a Right Tab. Then click the ruler at the right

margin to place a right tab there.

Press the tab key. The cursor will move to the tab stop. Type the first line as shown below. Press the Enter key, press the Tab key and type the Email address. Press the Enter key. Press the Backspace key once to remove the underline from the Email. Press the Enter key 4 times to leave a lot of space after the heading. Put the cursor after the Email address (after .com), and click the Bottom Border button to

create the dividing line.

Click to place the cursor 2 or 3 lines blow the dividing line. Increase the font size to 12. Type the current date. Press the Enter key 4 times. Click the Address block in the Mail Merge box, click OK. Press the Enter key 2 times.

Click on tab area until you see the Right Tab Right Tab stop



Click the Greeting Line, delete the comma, click OK. Press the Enter key twice. Add the rest of the letter as shown below.

Click Next: Preview your letters



Step 5 of 6: Look at the letters and see if they are formatted and spelled correctly. Click Next: Complete the merge. Step 6 of 6: Be sure your name and assignment #MM-3 is in the Signature Line. Under Merge, Click

Print.

Simple Mail Merge 2007-2011 Ellsworth Publishing Co. www.EllsworthPublishing.com

© MM 12

MAIL MERGE QUIZ

On a separate sheet of paper, write the letter that most correctly answers or completes the ques-tion This is Assignment #MM-4 These questions may appear on a test Follow teacher instruc-tions for turning it in. 1. The path to the Mail Merge Wizard is _____. a) Page Layout, Mailings, Step by Step Merge Wizard b) Insert, Mailings, Start Mail Merge, Step by Step Merge Wizard c) Mailings, Start Mail Merge, Step by Step Mail Merge Wizard 2. In the New Address List dialog box, you move from cell to cell by depressing the _____. a) Enter key b) Tab key c) Shift/Tab keys 3. In the Mail Merge Recipients dialog box, can recipients be added or removed? a) Yes b) No 4. What is the correct format for the date on a letter: a) January 10, 20xx b) 1/10/20xx c) 10 January 20xx

Save as File name: #MM-3 in Homework—Mail Merge. Save.

Itineraries FBLA-PBL Format

Itineraries 2007-2011 Ellsworth Publishing Co.

www.EllsworthPublishing.com © IT 1


© IT 2

ITINERARIES Itineraries are an efficient way of detailing travel information so important dates or meetings are not overlooked. They don’t take long to create and can save time and money due to effi-cient planning.


Itineraries ©

Objectives

When you complete this unit, you will be able to: Create itineraries Set tab stop on MS Word ruler Set Hanging Indent Use Format Painter to copy formatting

Press the Enter key five times to obtain a 2” top margin.

Press the CAPS LOCK key and type the heading: ITINERARY

Note: Don’t worry about centering and bolding—you can do that later in fewer steps than to stop and format each one as you go.

Press the Enter key twice to double space (leave one blank line between lines of type)

Press the CAPS LOCK key again to deselect all capital letters.

Type your name and assignment number: (such as: Mary Brown, #IT-1)

Press the Enter key twice to double space.

Type the date: December 10-13, 20-- (Enter the correct year)

Double space and type the first side heading: Sunday, December 10

Double Space between paragraphs.

Set Tab and Second Line Indent

Assignment #IT-1, Creating an Itinerary

You need to set a tab and second line indent on your ruler. If you do not see a ruler above your document, click on the View tab and make sure there is a check by the Ruler.

Open an MS Word 2010 docu-ment.

Set your fonts for Arial, 12.

Set Line Spacing for Single Spacing (1.0), and click to Re-move Space After Paragraph.

2007-2011 Ellsworth Publishing Co. www.EllsworthPublishing.com IT 3 Itineraries

©

Press the Tab key. Key in: 9:30 a.m.

Press the Tab key.

Key in: Depart Chicago Midway Airport, Southwest Airlines, Flight 1544, nonstop, take snack along (no lunch served).

Double space.

Press the Tab key. Key in 1:02 p.m.

Press the Tab key.

Key in: Arrive San Francisco International Airport. Call shuttle to Hilton Hotel (415) 395-4444. Cost $8.00.

Double space. Press the Tab key. Key in: 5:30 p.m.

Press the Tab key. Key in: Depart hotel for Chinatown visit.

Double space. Key in: Monday, December 11

Double space. Key in the rest of the itinerary following the same procedures as above.

9:00 a.m. Conference at Hilton Hotel, Saguaro Room A. Reminder: Call Jim Shreeve to confirm dinner arrangement for tomor-

row. 12:00 p.m. Lunch provided for conferees at Hilton. 3:00 p.m. Sightseeing with conference group. Tuesday, December 12 9:00 a.m. Conference at Hilton Hotel, Ballroom B. 7:00 p.m. Dinner with Sher Bear and Haz Bear (415) 248-5555.

Click at 0.5” on the Ruler to set a left tab stop. Move the Hanging Indent (the little diamond above the small square) to the right to the 2” mark. The hanging indent will automatically indent any second lines.


©

Go to the top of your paper, and select the heading and subheadings (first three lines) and bold and center them.

Select the first side heading (Sunday, December 10); bold it.

Double click on the Format Painter button to copy the formatting (bold).

Select each side heading. When you lift up the mouse button, they will each be bold.

Click on the Format Painter button to deselect it.

Your name and assignment number appears in the sub-heading. Click the File tab, click Save As. Select your USB Drive. Click on New Folder to create a folder called Homework—Itineraries. Save as File name: #IT-1, and Print.

Assignment #IT-2, Creating an Itinerary Create the following itinerary in the same format as above, and enter your name in the subhead-ing.

Use Times New Roman, 12, fonts. 2” top margin, tab and hanging indent, heading in CAPS.

Itinerary Student Name, #IT-2 June 12-14, 20--

Monday, June 12 10:00 a.m. Depart Phoenix International Airport, American Airlines, Flight 1677. One

stop in Dallas. 2:20 p.m. Depart Dallas, American Airlines, Flight 688, to Springfield, MO. 5:10 p.m. Arrive Springfield Airport. Car waiting at Budget Rental Cars.

Wednesday, December 13 9:30 a.m. Depart for airport. 12:20 p.m. Depart San Francisco International Airport, Southwest Airlines,

Flight 700, one stop. 7:15 p.m. Arrive Chicago Midway Airport.

Format Heading, Sub-Headings and Side Headings


©

Your name and assignment number appears in the sub-heading. Save in the folder called Homework—Itineraries. Save as #IT-2, and Print.

Assignment #IT-3, Creating an Itinerary

Create the following itinerary in correct format, and enter your name in the subheading.

Use Arial, 12, fonts.

Itinerary Student Name, #IT-3 October 9-11, 20--

Friday, October 9 10:00 a.m. Depart San Diego International Airport, US Airways, Flight 999. One stop in

Denver. 2:20 p.m. Depart Denver, US Airways, Flight 1188, to Tampa, Florida. 7:10 p.m. Arrive Tampa Airport. Car waiting at Alamo Rental Cars.

Saturday, October 10 8:00 a.m. Conference at Marriott Hotel. Reminder: Call Jeffrey Jones and see if UPS package was sent.

Sunday, October 11 9:30 a.m. Depart hotel for airport. 11:25 a.m. Depart Tampa Airport, US Airways, Flight 204. Non-stop, lunch served. 1:40 p.m. Arrive San Diego International Airport.

Your name and assignment number appears in the sub-heading. Save in the folder called Homework—Itineraries. Save as #IT-3, and Print.

Tuesday, June 13 8:00 a.m. Meeting of FBLA Advisors in Board Room. 11:00 a.m. Meeting in Crown Room A. Bring outline containing suggested corrections to the

Format Guide. 2:00 p.m. Competitions in Blue Room (basement). Wednesday, June 14 9:00 a.m. Competitions in Blue Room (basement). 2:00 p.m. Students leave on busses for the airport. Take car back to Budget. 4:00 p.m. Depart Springfield Airport, American Airlines, Flight 2600. One stop in Dallas. 6:00 p.m Depart Dallas, American Airlines, Flight 1245, to Phoenix. 6:45 p.m. Arrive in Phoenix.


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ITINERARIES QUIZ

On a separate sheet of paper, write the letter that most correctly answers or completes the ques-tion This is Assignment #IT-4 These questions may appear on a test Follow teacher instructions for turning it in. 1. Itineraries are an efficient way of detailing _____. a) A personal phone book b) Travel information c) Outlines for a meeting 2. If you do not have a ruler showing above your document, what tab contains the ruler infor-

mation? _____ a) Home b) Page Layout c) View 3. Line Spacing for Itineraries is _____. a) Single b) Double c) 1.5 4. Between paragraphs of an Itinerary, it is _____. a) Single spaced b) Double spaced c) 1.5 spaced 5. The second line indent is often referred to as the _____. a) Hanging Indent b) Left tab Indent c) Margin Indent 6. The button to double click to copy formatting to several different locations in a document is

the _____. a) Format Copy b) Painter Format c) Format Painter


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Agendas, Minutes &

News Releases

FBLA-PBL Format

Agendas, Minutes, News Releases 2007-2011 Ellsworth Publishing Co.

www.EllsworthPublishing.com © AMN 1

Objectives

When you complete this unit, you will be able to: Set Line Spacing. Create Agendas for a Meeting.

AGENDAS Agendas are simply an outline of the topics to be covered in a meeting. The topics most often change at every meeting. An agenda helps to keep the meeting on track so everything can be covered. Usually members will be asked ahead of time if there are any topics they would like to have covered at the next meeting and those topics are included on the Agenda.




Assignment #AMN-1, Creating an Agenda for a Meeting


Press the CAPS LOCK key and type the heading: FUTURE BUSINESS LEADERS OF AMERICA. Don’t Bold it until you have typed three lines in the headings.



Type: Board of Directors Agenda

Press the Enter key twice to double space

Type: Wednesday, March 22, 20— (enter the current year).

Double space to the first item on the agenda.

Type a 1. and press the Tab key. By default (pre-set by Microsoft) the cursor will indent tabs 0.5”. Type: Call to Order — Student name, Assignment #AMN-1, Chief Executive Officer

Now would be a good time to go back to the top and select the first three lines (headings), Bold and Center them. Then place your cursor after “Officer” in the Call to Order line, and double space to the next agenda item. (Sometimes it is easier this way because you don’t have to deselect bold and Left Align the cursor after formatting the headings.)

The agenda for Assignment #AMN-1 is on the next page. Be sure your Agenda looks like that when you are finished. Single space the entries and double space between entries.



Set Line Spacing for Single Spacing (1.0), and click to Re-move Space After Paragraph if necessary.



FUTURE BUSINESS LEADERS OF AMERICA

Board of Directors Agenda

Wednesday, March 22, 20—

1. Call to Order—Student name, #AMN-1, Chief Executive Officer 2. Roll Call—Mary Jones, Secretary 3. Reading of the Minutes—Mary Jones, Secretary 4. Treasurer’s Report—Audra Ellsworth, Treasurer 5. Other Officer Reports 6. Committee Reports (press Enter, Tab twice to Accounting) Accounting—Mildred Updike Social—Jill Bradford Fund Raising—Brent Rogers 7. Unfinished Business 8. New Business 9. Date of Next Meeting 10. Adjournment

Your name and assignment number appears in the first line of the Agenda. Click the File tab, click Save As. Check the Save in: area. Create a folder called Homework—Agendas, Minutes & News Releases. Save as #AMN-1, and Print.

Assignment #AMN-2, Creating an Agenda for a Meeting

Create an Agenda using Times New Roman, 12, fonts. Use the correct Line Spacing, top mar-gin, spacing between items, etc. This is the Agenda for the next FBLA meeting; format it cor-rectly. Enter your name and assignment number in the heading for recording purposes by your teacher.



FUTURE BUSINESS LEADERS OF AMERICA

Meeting Agenda (Your name, #AMN-2)

Tuesday, December 1, 20—

1. Call to Order—John Beckstead, President 2. Attendance—Roll Call by (Your Name), Secretary 3. Minutes—Read by (Your Name), Secretary 4. Treasurer’s Report—Audra Ellsworth

5. Unfinished Business Winter Dance 6. New Business Car Wash 7. Announcements March of Dimes Walk-A-Thon 8. Adjournment

Your name and assignment number appears in the sub-heading of the Agenda. Click the File tab, click Save As. Check the Save in: area. Save in Homework—Agendas, Minutes & News Releases. Save as #AMN-2, and Print.



Objectives

MEETING MINUTES It is important to keep good minutes of meetings so you know who attended, what responsibili-ties were assigned, announcements of future events for planning purposes, etc.

Objectives


When you complete this unit, you will be able to: Set Line Spacing Create Minutes of a Meeting Use Format Painter to copy formatting Use Page Break to Control Information Going to Second Page Insert Page Number and Minutes Date in Header on Second Page Only

Objectives






Press the CAPS LOCK key and type the heading: WEST HIGH SCHOOL, FBLA

Note: Don’t worry about centering and bolding—you can do that later in fewer steps than to stop and format each one as you go.



Type: Minutes of December 1, 20— (enter the current year).

Press the Enter key four times to quadruple space to the first Side Heading: Call to Order Double space from the side headings to the paragraph information. Double space from the

paragraph information to the next side heading. After the last side heading, press the Enter key four times to quadruple space to the name of

the Secretary.

Assignment #AMN-3, Creating Meetings of a Meeting



Set Line Spacing for Single Spacing (1.0), and click to Re-move Space After Paragraph if necessary.

Your unformatted copy of the Minutes is given on the next page.



WEST HIGH SCHOOL, FBLA Minutes of December 1, 20— (enter the current year) Call to Order The regular meeting of the West High School FBLA chapter was called to order on Tuesday, December 1, 20—, at 3:30 p.m. President John Beckstead called the meeting to order with Sec-retary (enter your name) recording minutes. Attendance All members were in attendance. Minutes The minutes of the November 1, 20—, meeting were read. Justin Owens moved to approve the minutes as read. They were seconded and approved. Treasurer’s Report Treasurer Audra Ellsworth reported a chapter balance as of December 1, 20—, of $450.25. The report was filed. Unfinished Business The date for the Spring Dance was announced. It will be held February 11, 20—, in the gym. The price per person will be $5 each or $9 per couple. New Business A car wash at the Standard gas station near the high school was suggested as a fund raiser to help needy FBLA members raise the money to go to the national conference in Chicago. Stan-dard has agreed to let us use their premises for the car wash. A date will be decided at the next meeting. Announcements Reminder for all members to begin collecting pledges for the March of Dimes Walk-A-Thon. Adjournment

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There being no further business, the meeting was adjourned at 4:10 p.m. Your Name, Secretary Assignment #AMN-3

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Select heading and sub-headings (first two lines) and bold and center them.

Select the first side heading (Call to Order); bold it.

Double click on the Format Painter button to copy the formatting (bold).

Select each side heading. When you lift up the mouse button, they will each be bold. Click on the Format Painter button when you are finished to deselect it.

Format Heading, Sub-Headings and Side Headings

Use a Page Break to Move a Side Heading to the Second Page

Click to put your cursor in front of the A in Announcements.

Select the Insert tab. Click the Page Break button.

Notice that the side heading Announcements is at the bottom of the first page and the para-graph information is on the second page. It would be better to insert a page break and have them together on the next page.

Insert Page Number and Identification on Second Page

Since you have two pages for the minutes of this meeting, insert page numbers to help ensure that the pages will be kept together. It will minimize the chances of pages getting separated when filed together with other Minutes.




Click on Page Number

Click Top of Page

Select Plain Number 3

Click in front of one of the page numbers at the top and type: Minutes of December 1, 20—,

The Design tab automatically shows when inserting page numbers. Click to enter a check in Different

First Page. Page numbers and other header information should not show on the first page.

Click to close the Header and Footer.

Assignment #AMN-4, Creating Minutes of a Meeting

Follow the directions and examples above to create the minutes of another FBLA meeting. Use Arial, 12, fonts. Be sure it is formatted correctly with top margin, line spacing, etc. Add page numbers and identification the header, except on the first page. When you finish, check it with assignment #AMN-1 to see if it looks similar.

Your name and assignment number appears in the last lines of the Minutes report. Click the File tab, click Save in the folder Homework—Agendas, Minutes & News Re-leases. Save as #AMN-3, and Print.



EAST HIGH SCHOOL, FBLA Minutes of February 1, 20— Call to Order The regular meeting of the East High School FBLA chapter was called to order on Wednesday, February 1, 20—, at 3:30 p.m. President John Beckstead called the meeting to order with Sec-retary (use your first and last name) recording minutes. Attendance All members were in attendance. Minutes The minutes of the December 1, 20—, meeting were read. Sam Pagano moved to approve the minutes as read. They were seconded and approved. Treasurer’s Report Treasurer (Your first and last name) reported a chapter balance as of February 1, 20—, of $450.25. The report was filed. There was no change from the last meeting on December 1, 20—. Unfinished Business The date for the Spring Dance was announced again. It will be held February 11, 20—, in the gym. The price per person will be $5 each or $9 per couple. Nick Goodman said he would be in charge of making posters advertising the event. The date for the car wash will be decided at the next meeting. New Business Melisa Williams offered to check with the Decoration Committee and the Photos Committee to see if all is going well. She will report any problems to John Beckstead. Announcements Pledges for the March of Dimes Walk-A-Thon will be due at our April 1 meeting. Adjournment There being no further business, the meeting was adjourned at 4:20 p.m. Your Name, Secretary Assignment #AMN-4 Note: Be sure to add a header with date and page number on second page.

Your name and assignment number appears in the last lines of the Minutes report. Click the File tab, click Save in the folder Homework—Agendas, Minutes & News Re-leases. Save as #AMN-4, and Print.



When you complete this unit, you will be able to: Create a News Release

Objectives

NEWS RELEASES A news release to a newspaper needs to have contact information in case of questions and clear and complete information about the subject matter.




Assignment #AMN-5, Creating a News Release

The top margin of a News Release is 2”. The Heading lines are blocked at the left and single spaced. Quadruple space to the title in ALL CAPS. Quadruple space to the body which is dou-ble spaced. Use Arial, 12, fonts. Copy the following News Release as assignment #AMN-5.

NEWS RELEASE Contact: (Your Name, #AMN-5), FBLA Advisor West High School 1800 E. Center Street Phoenix, AZ 85007-0032 602-312-6777 Release, May 15, 20— STUDENTS EARN TRIP TO FBLA NATIONAL CONFERENCE Twenty West High School Future Business Leaders of America members have been selected to represent Arizona at the FBLA National Leadership Confer-ence in New York in July. These students have the opportunity to attend this conference with 7,000 other high school delegates representing each state, the Virgin Islands, Guam, Canada, and the Department of Defense Dependent Schools. To raise funds to attend this conference, FBLA members have completed several projects: a yard sale and two car washes. Another yard sale is planned for May 31 at the West High School parking lot. The community is invited and en-couraged to attend.

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Your name and assignment number appears in the first lines of the News Release. Click the File tab, click Save in the folder Homework—Agendas, Minutes & News Re-leases. Save as #AMN-5, and Print.

Assignment #AMN-6, Creating a News Release

Follow the directions and example of assignment #AMN-5 to create another News Release. Use Arial, 12, fonts. Be sure it is formatted correctly with top margin, line spacing, etc. When you finish, check it with assignment #MNR-5 to see if it looks similar.

NEWS RELEASE Contact: (Your Name, #AMN-6), FBLA Advisor West High School 1800 E. Center Street Phoenix, AZ 85007-0032 602-312-6777 Release, October 12, 20— ARIZONA FBLA DELEGATES WIN 25 COMPETITIONS Twenty West High School Future Business Leaders of America members went to the National FBLA conference in New York and won 25 competitions in Word Processing and Excel. They competed against 7,000 students from other chapters. The 20 West High FBLA members worked and earned the money to go. They had the support and help from all the other FBLA members at West High. Thanks to all in the community that attended the yard sale and car wash fund raisers. ###

Your name and assignment number appears in the first lines of the News Release. Click the File tab, click Save in the folder Homework—Agendas, Minutes & News Re-leases. Save as #AMN-6, and Print.



AGENDAS, MINUTES & NEWS RELEASES QUIZ

On a separate sheet of paper, write the letter that most correctly answers or completes the ques-tion. This is Assignment #AMN-7. These questions may appear on a test. Follow teacher in-structions for turning it in. 1. Agendas are:

a) An outline of topics of a meeting b) A list of minutes of a meeting c) Needed to make a News Release 2. How many times do you press the Enter key to leave one blank line between lines of infor-

mation?

a) 1 b) 2 c) 3 3. How many times do you press the Enter key to obtain a 2” top margin?

a) 3 b) 5 c) 7 4. The Default indent obtained by pressing the Tab key is _____?

a) ½ inch b) 1 inch c) 1 ½ inch 5. The form that summarizes information about Unfinished Business, New Business, An-

nouncements of future events, Treasurer’s report, etc. is:

a) An Agenda b) a News Release c) Minutes 6. The function of the Format Painter button is to:

a) Paint colors on clip art b) Copy formats to clip art c) Copy formatting 7. The Page Break function is found on the _____ tab.

a) Page tab b) Insert c) Design 8. To create footnotes that have a Different First Page, the path is:

a) Insert, Page Number, Design tab b) Home, Page Number, Design tab c) Design, Home, Different First Page 9. The top margin of a News Release is:

a) 1.5” b) 2” c) Quadruple space



Outlines FBLA-PBL Format

Outlines 2007-2011 Ellsworth Publishing Co.

www.EllsworthPublishing.com © OL 1

OUTLINES An outline is very brief and lists only the important points without elaborating on them. The outline identifies the topics that are to be discussed either in written form or in a speech and the sequence in which they are to be introduced. The structure of an outline may contain several levels of subtopics under each main topic.

Objectives



Create an Outline. Obtain the Ruler. Set Tabs on the Ruler. Use Header Placeholders. Create an Outline Right Aligning

the Roman Numerals.



Assignment #OL-1, Creating an Outline

Some commercial word processing packages include an Outlining feature that does automatic numbering, lettering, spacing, and indenting. The problem is that it is usually not the look you want. It is about as easy to set a few tabs yourself and get the look and spacing you do want.


Press the CAPS LOCK key and type the heading: FORMATTING OUTLINES

Select the heading and Bold and Center it. Press the “END” key to place cursor at the end of the line.

Press the Enter key four times to quadruple space after the heading.

Click the Bold button to deselect it; click the Left Align button to return the cursor to the Left Margin.

By default (pre-set by Microsoft) the Tab key will advance the cursor 0.5” each time you de-press the Tab key. In some cases this is too much to be visually pleasing. Set Tab stops where necessary manually to obtain the look you want.

Open an MS Word 2010 document. Set fonts at Arial, 12. Turn off AutoCorrect/AutoNumbering. Click File tab, Help, Options:

Click on Proofing, AutoCorrect Options, and select AutoFormat As You Type. Under Apply as you type, remove check from Automatic Numbered Lists. Click OK. (This will remove the automatic numbering, lettering, spacing, indenting, etc.) Close Window.

Set Line Spacing for Single Spacing (1.0), and click to Re-move Space After Paragraph.

Set Tabs on the Ruler





Type an “I.” (use the capital i) and press the Tab key. Type: VERTICAL SPACING

Press the Enter key twice to double space (leave one blank line between lines of type).

Press the Caps Lock key to deselect ALL CAPS.

Press the Tab key and type “A.”, press the Tab key, and type: Title of Outline

Press the Enter key, Tab twice, and type: 1. Two-inch top margin [Press the Spacebar 2 times after the 1. (one).]

Press the Enter key, Tab twice, and type: 2. Followed by a quadruple space

Press the Enter key, Tab once, and type: “B.”, press the Tab key, and type: Major Headings

Press the Enter key, Tab twice, and type: 1. First major heading preceded by a quadru-ple space; all others preceded by a double space

Notice that the second line is not lined up properly. Depress the Numbering button on the Home tab to line up numbered items.

Each mark on the ruler is 1/8”. Point to the third mark and click with your mouse to place a tab stop. Point also to 6/8” and click with your mouse to place the second tab.

Follow the directions below this illustration to enter the rest of the first part of the outline: I. VERTICAL SPACING A. Title of Outline 1. Two-inch top margin 2. Followed by a quadruple space B. Major Headings 1. First major heading preceded by a quadruple space; all others preceded by a double space 2. All major headings followed by a double space 3. All subheadings single-spaced

You need to set two tabs on the ruler. If you do not see a ruler above your document, click on the View tab and make sure there is a check by the Ruler.

Press the Enter key. The Numbering button you depressed automatically assumes you want to line up numbers and entered the next number for you (2.). Type: All major headings fol-lowed by a double space

Press the Enter key, and type 3. All subheadings single-spaced

Press the Enter key three times to double space to the next section of the outline. Normally you would only press the Enter key two times, but one of the Enters was taken to turn off the automatic numbering. So, you needed two more.

Following the same procedures as previously explained, finish the outline: II. HORIZONTAL SPACING A. Title of Outline Centered over Line of Writing B. Major Headings and Subheadings 1. Identifying lower case Roman numerals aligned at left margin or aligned on periods 2. Identifying letters and numbers for each subsequent level of subheading aligned below the first word of the preceding heading III. CAPITALIZATION A. Title of Outline Keyed in ALL CAPS B. Major Headings Keyed in ALL CAPS C. First-order Subheadings Keyed with all Major Words Beginning with Initial Caps

If this line flows to the next line, you can’t press the Numbering button because it will add numbering. Improvise by placing your cursor after the last word on your first line (Initial), press the Enter key, tab twice, delete any extra space to line up words. Press the End key on your key-board to put cursor at the end of the line. Press Enter, tab, and continue.

D. Second-order Subheadings Keyed with First Word Only Using Initial Cap Note: FBLA-PBL allows Roman numerals to be either left or right aligned. To be right aligned, you would have to use the decimal tab.

On the Insert tab, click Header, select the Blank (Three Columns) header. Select the first placeholder and enter you name and assignment #OL-1. Select the second place-holder and enter the current date. Select the third placeholder and delete it. Close the Header & Footer. Click the File tab, click Save As. Select your USB Drive. Click the New folder button and create a folder called Homework—Outlines. Double click the new folder and save as File name: #OL-1, and Print.



EQUIPMENT AND SOFTWARE Orientation for all Trainees I. EQUIPMENT A. Computer 1. Drives a. Types (1) Hard (2) Floppy (3) USB (4) CD b. Capacity (1) Hard (2) Floppy (3) USB (4) CD 2. RAM B. Monitor C. Modem D. Mouse E. Printer F. Router G. Scanner II. SOFTWARE A. System 1. Linux 2. Microsoft Windows 3. Mac OS III. APPLICATIONS A. Database B. Presentation C. Spreadsheet D. Word Processing

Assignment #OL-2, Creating an Outline

Create the outline below. Set tabs as necessary to line up each subheading as shown. Experi-ment with the tabs until you get it formatted similar to the outline given. Set fonts at Times New Roman, 12. Set Line Spacing to 1.0 and Remove Extra Space After Paragraph. Use a 2” top margin. Center the title and subtitle.

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On the Insert tab, click Header, select the Blank (Three Columns) header. Select the first placeholder and enter you name and assignment #OL-2. Select the second place-holder and enter the current date. Select the third placeholder and delete it. Close the Header & Footer. Click the File tab, click Save As. Save in the Homework—Outlines folder as #OL-2, and Print.

Assignment #OL-3, Creating an Outline with Right Aligned Roman Numerals

To right align Roman Numerals, you need to set a decimal tab. The rest of the outline is keyed in as in the previous assignments—Times New Roman, 12, fonts. 2” top margin, 1.0 spacing, and Remove Extra Space After Paragraph.

Click on the Tab button until you see the decimal tab.

Press the Enter Key 5 times to create a 2” top margin.

Click on the ruler at 2/8” to set a decimal tab for Roman Numerals.

Click on the Tab button until you

see the Left Align tab setting. You will use the Left Align tab setting for the rest of the tabs on the ruler.

Set the Left Align tabs as necessary to create the outline on the next page. After the Heading, space down the correct amount of space to the first section of your out-

line. Press the tab key and type the first Roman numeral (I.). Continue with the outline. Always press the tab key first before entering a Roman numeral. Notice later how all the Roman numerals line up at the decimal.



MASTER PLAN FOR DEVELOPMENT AND SALE OF FLORIDA PROPERTIES I. Fort Lauderdale Properties A. Sunset Tract 1. Overview 2. Master Plan a. Short-term plan b. Long-term plan II. Miami Properties A. Tract 1. Overview 2. Master Plan a. Short-term plan b. Long-term plan III. Orlando Properties A. Greenwood Tract 1. Overview 2. Master Plan a. Short-term plan b. Long-term plan IV. Tampa Properties A. Salina Tract 1. Overview 2. Master Plan a. Short-term plan b. Long-term plan

On the Insert tab, click Header, select the Blank (Three Columns) header. Select the first placeholder and enter you name and assignment #OL-3. Select the second place-holder and enter the current date. Select the third placeholder and delete it. Close the Header. Save in the Homework—Outlines folder as #OL-3, and Print.



Now that you have finished the Outline section, you should make the AutoCorrect/AutoNumbering as it was in the beginning:

Turn on AutoCorrect/AutoNumbering. Click File tab, Help, Options: Click on Proofing, click on AutoCorrect Options. Under Apply as you type, click to add a check to Automatic Numbered Lists. Click OK. Click OK on next window. (This will add back the automatic numbering,

lettering, spacing, indenting, etc.)



OUTLINES QUIZ

On a separate sheet of paper, write the letter that most correctly answers or completes the ques-tion. This is Assignment #OL-4. These questions may appear on a test. Follow teacher instruc-tions for turning it in. 1. What is the top margin for an outline? a) 1” b) 1.5” c) 2” 2. How many times do you press the Enter key to quadruple space after a heading? a) 4 b) 5 c) 3 3. If you need a ruler for your Word document, what main tab do you select . a) Home b) View c) Page Layout 4. To deselect words that used Bold, Italic, or Underline, select the words and: a) Click the deselect button b) Double click the deselect button c) Click the Bold, Italic, or Underline buttons 5. In a Word document each mark on the ruler is: a) 1/16 b) 1/8 c) 2/8 6. All major headings in an outline are followed by: a) A single space b) A double space c) A quadruple space 7. Vertical spacing of subheadings in an outline are: a) Single spaced b) Double spaced c) Quadruple spaced 8. To right align Roman numerals, you need to use a: a) Left Align tab b) Right Align tab c) Decimal tab

E-Mail Basics of Using E-Mail

Using a Yahoo Calendar

Basics of Using E-mail 2007-2011 Ellsworth Publishing Co.

www.EllsworthPublishing.com © EM 1

(Using Internet Explorer—Others will be similar)

Basics of Using E-Mail

There are many e-mail programs that can be purchased. There are several popular ones that are free—just to name a few are Yahoo!, Google, and Hotmail by Microsoft. In addition, most cable and internet providers offer a free e-mail program. You can find hundreds of free e-mail programs by going to an internet browser and typing in "free e-mail" in the search area. Yahoo is selected for this lesson because it offers a lot of E-mail features and more inbox space on their server than many. You may want to use it for your e-mail; if it is not used in four months, your Yahoo! ID will be discarded. Other E-mail programs are similar in many ways, so what you learn here can be easily adapted to others. The Internet is dynamic and companies often change or update their websites without notice, so be flexible and do some experimenting if you find a button or icon has changed from the directions given here.

Objectives


Set up an e-mail account in Yahoo! Read your e-mail Delete your e-mail Empty the Trash Folder Send an e-mail

Add Addresses to an Address Book Take a tour to learn more about Yahoo! Mail Use the Yahoo! Calendar Feature Print a Daily, Weekly, or Monthly Calendar

Creating a Yahoo! Account

Follow the directions on the following pages to create your e-mail account.


© Basics of Using E-mail EM 2

Assignment #EM-1, Open an E-mail account

In the Address bar, enter: www.yahoo.com, and press the Enter key. At the Yahoo web site, click the "New Here? Sign Up" link for Free mail.

Open your internet browser. Quite often you see the “e” icon on your desktop. If so, double click it.

(Microsoft Internet Explorer is the browser used for this lesson. Most other browsers will have similar directions.)

Basics of Using E-mail EM 3 2007-2011 Ellsworth Publishing Co. www.EllsworthPublishing.com

©

At the registration site, enter your personal information:

First Name Last Name Gender Country Postal Code It is rather difficult to find a

Yahoo ID that hasn’t been al-ready used by someone; there-fore, several suggestions are given to consider for your selection.

Enter a Password, and type it

again to confirm it.

Address bar


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If you have several IDs or passwords, it is easy to forget which one goes where. By filling out Secret Questions, you can ask Yahoo what your ID or password is. Yahoo will ask you these questions before sending the informa-tion to you.

Fill out and complete the rest of the Regis-tration form—Type the code exactly as shown—upper and lower case letters and numbers.

Click Create My

Account button.


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When Registration is complete, you are notified of the infor-mation you submitted so you can verify that it is correct.

In the Registration Completed notice, it recommends that you “print out this page”. Print 2 pages; on one put your name and Assignment #EM-1 at the top of the paper. Ask your teacher for a black felt marker and mark over the security code, date of birth and other personal information and hand it in. Take the other one home and put it in a safe place so no one else can get any personal information from it.

Deselect Marketing Preferences You Don’t Want

On the Registration Completed form, at the bottom, click on “Edit Marketing Preferences”. It may restrict a lot of unwanted emails later.

Deselect any offers you are not interested in, or click on the "Clear All" below the boxes on your screen. Each offer is deselected here.

Click on "Save

Changes" at the bot-tom.

At this point it would be best to exit out of Yahoo! by clicking on the "X" several times until you are back to your desktop. Most of the time when you check your mail you will be beginning at the desktop.

Close and Open your browser again (so you know how to access it in the future). Type: www.yahoo.com and press Enter. Under YAHOO! SITES, click the mail link. (Yahoo could change its screen from time to

time.)

Enter your Yahoo ID: and Password.

Click Sign in.

To read your E-mail


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To read your mail, click on the Inbox link. Double click on the email.

Introductory email from Yahoo!

When you double click on your Yahoo! First email, it advertises several services. Spend some time reading about these—you may want to use some of them. Click the Get Started button to read about them.


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Click to check the mail you want to delete.

Click the Delete button.

To delete your E-mail

After clicking the Delete but-ton, a verification question appears. (On some browsers the verification question may be phrased a little differ-ently.) Click the Delete but-ton.

There are now no messages in your inbox.

Your deleted message has been sent to the Trash folder automatically.

Click on the Trash folder and you will see the Sender and Subject of the file you deleted.

Periodically you should empty the Trash folder. To empty the Trash folder, click on "[Empty]". Verify that you want to Empty it by clicking the Empty button (or an OK button on some browsers).


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OR

To Compose & Send E-mail to friends and Add Their Names to Your Address Book

Click Inbox if not already showing. Click on the New button.

Enter the e-mail address of to whom your message is to, the subject, and the content of your message. (It might be fun to email a friend now.)

Click the send button.

Click the Contacts link and your email addresses saved show (friends, relatives, busi-ness contacts, etc.)


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After sending your email, you see a small screen that asks you if you would like to add this name to your Contact list for future refer-ence.

Click to place a checkmark

by the name to automatically enter this contact to your list.

Click OK.

By clicking in the box for [email protected], an entry appears that allows you to Edit (change if the email address was entered incor-rectly) or Delete (remove it from the list).

Yahoo tries to identify un-wanted Spam (unsolicited emails sent to everyone) from your incoming emails. Check weekly to see if there is something you want. Then delete all the entries so it is ready to accept new spam.


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Notice your email window has been opened and the address link entered auto-matically.

Click on the link to automati-cally enter the address in an email window.

Click on the Sent folder so you can see a record of the e-mail you sent. There may be a time when you wonder if you answered someone’s email to you. This is where you would check.

Click the Actions button. Click Print Email.

Your first name appears at the top right after “Yahoo! Mail”. Write your last name and assignment #EM-2 by your name and hand it in.


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Using the Calendar to Remind You of Appointments or Events, and De-lete Unwanted Reminders.

Click on the Calendar button below Yahoo! Mail.

When the calendar opens the first time, it will ask you to select the Time Zone for your state and click the Proceed button.

Close the “Welcome to the

new Yahoo! Calendar” by clicking on the [x].

Click on a date on the calen-dar 2 days from your date. At 9am add ABEA Confer-ence for Arizona, and click the save button.

Click on a date 2 more days

later, add a meeting note (example: 9-12 Garage Sales with Karen and LaRee), and click the save button.


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Click on the View button and select Week to see all appointments this week.

The dates will be different, but you should have at least two en-tries on your weekly calendar. (The extra entries here are to show you how to delete entries later.)

Click on the View button and select Month to see all your entries for that month.

Note: There are other features to the Yahoo! mail program. This is where some exploring and discovery by you is needed. Only the most commonly used features were presented here. As you use Yahoo! mail, you may discover other features you want to use.

Put your name and Assignment #EM-3 at the top of the paper and hand it in.

You may print any of the views. Since you have the Monthly view on your screen, click on the Print button.

Click the List View button. (Event list in some versions.)

To delete individ-ual events, click in the boxes and then click the Delete button. Clear All deletes all.


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E-MAIL QUESTIONS

On a separate sheet of paper, write the letter that most correctly answers or completes the ques-tion This is Assignment #EM-4. These questions may appear on a test Follow teacher instruc-tions for turning it in. 1. Yahoo is one of a few e-mail programs. ______ . a) True b) False 2. Current e-mail messages you received are read in which folder ______ .

a) Inbox b) Draft c) Sent c) Trash 3. Your deleted messages are automatically sent to the Trash folder _____ . a) True b) False 4. You should not empty the Trash folder because it is a file of your e-mails _____ . a) True b) False 5. To begin an e-mail message to a friend, click on: ______ . a) Begin b) Draft c) New 6. Unsolicited emails may be sent to which folder: a) Sent b) Spam c) Drafts 7. The Calendar opens to the current week. ______ a) True b) False 8. To print the monthly calendar, the path is ______ . a) Print Screen, Print b) Calendar, File, Print c) Month tab, Printable View, File, Print 9. To delete your events or appointments, click first on ____ . a) Event List or List View b) Tasks C) Clear All

This is Assignment E-mail #4.


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Job Search Skills

Job Search Skills 2007-2011 Ellsworth Publishing Co.

www.EllsworthPublishing.com © JSS 1

Networking Creating Scannable Resumes Creating Cover Letters The Interview The References The After-Interview Follow-up Letter

JOB SEARCH SKILLS In many upper level jobs there are 100 people looking for every job. The employer’s task is to eliminate 99 applicants. Your task is to be so skilled and thorough that you are not eliminated at any step in the process. This chapter addresses the most important skills in the job search. If you follow the suggestions in this chapter, you will be well-prepared to utilize good job search-ing skills to find the job you want.

Objectives


Use Networking Information Create Scannable Resumes Create Cover Letters Make a good impression in an interview Create a References Page Create Follow-up Letters after the Interview




STEP 1—NETWORKING

Networking with friends, neighbors, peers, competitors, church members, trade associations, professional groups, business associates, job fairs, club members, etc., is the method by which 8 out of 10 job seekers meet their new employer! When you view the job search websites pre-sented in this chapter, pay particular attention to networking advice.

0.8% of jobs are filled by sending out resumes 4% of jobs are filled through State Employment Service 6% through professional agencies 10% by the job seeker without others’ help 65-80% is filled by Networking (Word-of-Mouth)

Do Your Homework—Targeting and Researching Employers: It is very important that you research each company you are interested in before you actually talk to employers. This is a part of networking. Find out about the company you are interested in by talking to their employees and by researching the company on the Internet. The two major reasons for this research are to:

1. Help you determine whether you really would be happy working for that company—or not.

2. Help you present yourself as someone with initiative—a trait high on the list to employ-ers. Employers are always impressed with applicants who know something about the company and they aren’t after just “another job”. When you look at the job search web-sites, pay particular attention to good sources to find clear and concise information about any company.

Some of the Best Job Search Web Sites for Job Search: CAUTION! A great deal of time, money and emotions can be wasted on the Internet. Be cer-tain you concentrate on specific, relevant sites. The following are “tried and proven” quality sites—there may well be others, but these are the best places to start. It would be a good idea to take notes.



ajb.dni.us career.org careerbuilder.com careers.org careerjournal.com (Great for $80k and up) collegecentral.com collegegrad.com collegejournal.com

dice.com fastcashathome.com (Work at home jobs) federaljobsearch.com flipdog.com hotjobs.com job-hunt.org (List of best job search resources) jobhuntersbible.com (The net guide: How to best use the web)



jobing.com jobs.com jobsfed.com jobweb.org (College students & recent college grads.) lawjobs.com medjobs2000.com (Medical jobs) monster.com (The Monster Board) paid-work-at-home.com (Work at home jobs) quintcareers.com (Take free job personality test) rileyguide.com salary.com snagajob.com topjobsusa.com usajob.com vault.com wantedjobs.com webcrawler.com worktree.com GOVERNMENT SITES azstatejobs.gov www.ci.phoenix.az.us/employ/index.html

studentjobs.gov (U.S. official site of student Fed. jobs) usajobs.com (U.S. official site of Federal Gov. jobs) WHERE TO START The following are probably the best starting sites: monster.com rileyguide.com hotjobs.com dice.com flipdog.com careerbuilder.com worktree.com jobhuntersbible.com PERSONAL SEARCH AGENTS These sites search other job web sites for your criteria. Excellent time savers! Millions of jobs. careerbuilder.com careerxroads.com flipdog.com wantedjobs.com worktree.com

STEP 2—SCANNABLE RESUMES

After doing your research using the web sites listed, and taking notes of ideas that you feel will help you (how to network efficiently, how to find information about the company you are interested in, how to have a successful interview, etc.) you are probably ready to write the re-sume. Approximately 90% of resumes are eliminated within 10 to 20 seconds!

You have a better than 70% chance that your resume will be electronically scanned into a computer data base. Later the data base is searched for key words. Only those resumes con-taining an exact match or “hit” of the “key words” will surface for consideration. The resume presented in this chapter is a scannable resume utilizing key words.

DO’s for Resume Writing:

1. Do realize that the upper 1/3 of the first page is the most important—“The Hot Zone”! The first 7 to 20 seconds determines the impression you make with the employer. Be certain your strongest characteristics that are most important to the employer are listed first.

2. Do design your resume to be KEY WORK SCANNABLE. Even though the employer likes to see action verbs and short phrases as he reads your resume, he will type nouns in the computer search! The verb “Supervised” in the body of the resume will be “Supervisor in the Profile section. Managed will be Manager, Directed will be Director.

http://www.ci.phoenix.az.us/employ/index.html�

3. Do keep your resume short. Try to keep your resume to one page. Two pages are ok if you have a lot of experience and need the room.

4. Do avoid gimmicks. No folders, No binders, No pictures, No colored paper, No colored ink. 5. Do use black ink on white paper. Use quality 24# bond paper. Highest quality printer. 6. Do write a cover letter. A resume should not go out alone. 7. Do state what you can do well to meet the needs of a future employer. The “Obituary re-

sume” lists activities at former and current employers.

DON’Ts for Resume Writing: (Make Your Resume Readable to the Computer.)

1. Don’t use fancy fonts: stick with basic fonts, Arial is best. Avoid italics and underlining. 2. Don’t use vertical and horizontal lines, brackets, asterisks, quotation marks, parenthesis,

hollow bullets, slashes, putting a space before and after a hyphen. 3. Don’t arrange anything in columns, no full or right justification. 4. Don’t fold, staple or paper clip, if you mail it use a large envelope with a cardboard insert. 5. Don’t include dates if they work against you. Instead you might consider substituting a

summary statement such as “over ten years combined experiences in sales”. 6. Don’t include personal information. Age, marital status, height, weight, the state of your

health or your nationality has no place on today’s resume. 7. Don’t include salary history unless asked for. You may either confront the issue directly at

the job interview or state in your cover letter, “My salary history is competitive.” 8. Don’t include references. However, have them available in your briefcase at the interview. 9. Don’t lie. If you get caught in even a small lie, it could wipe out every good thing you have

done. Be warned: There are verification services whose sole purpose is to verify resumes.

Writing the PROFESSIONAL PROFILE of the Resume (for Assignment #JSS-1):

The PROFESSIONAL PROFILE lists as many key words as you can verify in an interview. The “Sample Skills List” that follows is a list of job skills you can use in the first two sections of your resume, or your cover letter. Browse through the list and find ones that apply to you or remind you of a skill. A good resume should be able to identify at least 24 that you can use in the PROFESSIONAL PROFILE section. The more that you can identify, the better chance you have of your resume being read.

Writing the EXPERTISE SUMMARY of the Resume (for Assignment #JSS-1):

This is the section where you expand on your keywords and verify them.

Writing the PROFESSIONAL EXPERIENCE of the Resume (for #JSS-1):

List the Job you held first, then the Firm Name and city and state, and general dates.

Writing the EDUCATION/CERTIFICATION of the Resume (for #JSS-1):

List your degree or certification, school, city and state



SAMPLE SKILLS LIST. Try to identify at least 24 that you can use in the PROFESSIONAL PROFILE section of your Resume. Notice there is a period after each one.



10 key. 60 wpm typing. Account. Accounts receiv-able. Accounts payable. Administrate. Administrator. Advertising. Adobe Acrobat. Advertising. Aerospace. Agriculture. Aircraft. Analyst. Analysis. Appraise. Artist. Assembly. Asset. Assistant. Audio. Audit. Automotive. Back office. Banking. Bi-Lingual in Span-ish. Billing. Bookkeeper. Budget. Business. Buyer. Caregiver. Cashier. CDL. CEO. Certified Certification. Child care. Claims. Clerk. Client base growth. Client base expan-sion.

Client Retention. Coaching. Collateral. Commercial. Communications. Comptroller. Computer. Construction. Consult. Consulting. Contract. Coordinate. Coordination. Correctional. Counseling. Counter. Courier. CNA. CPA. CPR. Creative. Credit. Custom. Customer service. Database. Data entry. Delegate. Design. Develop Direct Director Display Driver Electric Electronic Enforce Engineer. Entrepreneur. Estimate. Evaluation. Event coordina-tion. Executive. Exhibit. External.

Fabrication. Filing. Finance. Fitness. Forklift. Fund. Graphic Guest. Hardware. Health. Healthcare. Hospitality. Human Relations. HVAC. Industrial. Installation. Instruct. Insurance. Internal. International. Interviewing. Inventory. Investment. Labor. Laboratory. Law. Lead. Leader. Legal. Liaison. Loan. Machine. Mailroom. Maintenance. Manage. Manufacture. Market. Marketing. Marine. Materials. Mechanic. Mechanical. Media. MBA. MS Access.

MS Excel. MS PowerPoint. MS Word. Multi-media. Negotiation. Office. Operator. Ophthalmology. OSHA. Paint. Paralegal. Payroll. Pharmaceutical. PhD. Phlebotomist. Phone. Planning. Plant. Point of Pur-chase. Preparation. President. Process. Product Professional. Project. Promotion. Property. Public. Publicity. Publisher. Purchase. Purchasing. Quality. QuickBooks. Real estate. Reception. Records. Recruiting. Relations. Rent. Rental. Repair. Representative. Research. Resource.

Retail. Retention. Revenue. RN. Risk. Safety. Sales. Schedule. Secretary. Security. Seminar. Service. Software. Speaking. Stocker. Strategies. Supervise. Supply Support. Survey. System. Tailor. Teacher. Team. Technical. Technician. Telemarketing. Telemarketer. Teller. Test. Textile. Tools. Trade. Training. Transportation. Trust. Underwriter. Video. Warehouse. Wholesale. Welder.

Assignment #JSS-1. Copy the Following Scannable Resume

You will later be asked to create one of your own. Use Arial, 12, fonts. Name Heading should be font size 14. Bold centered headings. Margins no less than 0.75”. (Set Margins: Page Lay-out tab, click on Margins button, and select Moderate which is the 4th selection.) One page re-sume are best, two pages are ok if you are brief and still have so much experience and educa-tion that you need two pages. Bullets: solid. Don’t include the comments in parenthesis.

STUDENT FIRST AND LAST NAME, #JSS-1

1457 East Sunset Drive Chandler, Arizona 85224

480.765.5432 Cell: 602.312.4599

PROFESSIONAL PROFILE (Be able to talk about each one of these skills in an interview. Check the Sample Skills List

and brainstorm with a friend and identify as many skills as you can.)

Administrative Assistant. Executive Secretary. Supervisor. Bilingual Spanish. Type 80 WPM. 10-Key Data Entry. Computer Proficient. Microsoft Office. Microsoft Word 2003. Excel 2003. Access 2003. PowerPoint 2003. Microsoft Word 2007. Excel 2007. Access 2007. PowerPoint 2007. Document Formatting. Data Base Management Systems. Accounts Payable. Trainer. Customer Service. Compose Correspondence. Filing. Proofreading. Shipping and Receiving. Scheduling. Radio Operator. Dispatcher. High Integrity. Dependable. Writer. Job Descriptions. Teacher. Public Speaker. Supervisor.

EXPERTISE SUMMARY (Expand on as many key words as you can from your PROFESSIONAL PROFILE.)

20 years experience as an Administrative Assistant, Executive Secretary and Secre-

tary—composing correspondence, filing, Data Base Management Systems Type 80 WPM accurately 10-Key 14,000 SPH in Accounts Payable Proficient in Microsoft Office 2003 and 2007 Trainer for Document Formatting and Customer Service Writing and proofreading job descriptions and office correspondence Supervising office staff and assuring compliance with policies and procedures Teaching public speaking in delivering department reports and customer service Proficient in Spanish Creating schedules for the Shipping and Receiving Department Radio Operator for verifying schedules in Shipping and Receiving Department Integrity—Eagle Scout, take money to and from the bank, make deposits Dependable—Always on time for work and meet deadlines



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3 2 or



PROFESSIONAL EXPERIENCE (Most recent experience first)

Office Manager, Water Resources, City of Chandler, AZ 1996 – Present Executive Assistant, Water Distribution, City of Chandler, AZ 1995 – 1996 Administrative Assistant, McDonnell Douglas, Mesa, AZ 1992-1994 Executive Secretary, Williams Air Force Base, AZ 1991-1992 Shipment Clerk, Traffic Management, Williams Air Force Base, AZ 1990 – 1991 Executive Secretary, Civil Engineers, Williams Air Force Base, AZ 1989-1990

EDUCATION/CERTIFICATION (This title is at the bottom of the previous page.

Press Enter a few times until it is on page 2, OR select Insert Tab, Page Break.)

Bachelor’s Degree in Accounting, Arizona State University, Tempe, AZ Formal training in all major computer software programs, Mesa Community College,

Mesa, AZ, 1988 to present Attended seminars and training provided by my employer in: Decision Making; Data

Management; Effective Writing; Proofreading; Equal Employment Opportunity; Leader-ship; Customer Relations; Verbal Communication; 1988 to present

CPR certified

Job Search Skills © JSS 8

Place Name and Page Number on Second Page When you have two pages for a long and well-documented resume, it is a real good idea to put your name and page number on the second page so they don’t get separated. Open a Word document. Select the Insert tab. Click the Page Number button. Select: Top of Page. Select Plain Number 3 style.

.

Assignment #JSS-2. Create your own Resume

Follow the main headings above to create your own resume. Put your name in the Heading. Try to create a resume you could use to look for a job, or look for a better job. Use the same direc-tions as #JSS-1 for fonts, margins etc.

If you haven’t had much job experience, list skills learned in school.

STEP 3—COVER LETTERS TO ACCOMPANY RESUMES

A well written cover letter projects the following four objectives:

1. “This is what I know about you and your company.” (I’ve done my homework!) It offers the opportunity to clearly state why this organization is of interest to the writer.

2. “Here is how I’ll fit in and fill the open position.” (I can help solve your problems.) It gives the writer an opportunity to direct attention to specific skills important to the company.

3. “This is when I will contact you to arrange the best time for our interview.” (Very assertive but not obnoxiously aggressive!) It provides an opportunity to control further communica-tion and follow through between the writer and the recipient.

Save as #JSS-2 in the Homework—Job Search Skills folder, and Print.

Click the File Button, click Save As. Check the Save in: area. Click on the New Folder icon Create a folder called Homework—Job Search Skills. Save file as #JSS-1, and Print.

Your cursor is before the page number. Type your first and last name, comma and a space, type the word Page. Press the Spacebar once. (Student Name, Page 2 will show on 2nd page.

Double click in the header area (about 1/2 inch from top of your document); this opens Header & Footer Tools in the Design tab. Be sure there is a check in Different First Page so a heading will not show on the first page.

Close the Header & Footer . Your name and page number should show only on Page 2.

2007-2011 Ellsworth Publishing Co. www.EllsworthPublishing.com Job Search Skills

© JSS 9



4. The length of the body of the cover letter should be 200 words or less. The less the better.

Assignment #JSS-3. Create a Cover Letter

Copy the Cover Letter below. Use Arial, 12, fonts. The name should be 14 font size. Use 1” top and side margins (default margins). Center and bold the headings. The body should be Block style—all paragraphs begin at the left margin. Note how the four objectives are covered.


1457 East Sunset Drive

Chandler, Arizona 85224 480.765.5432

Cell: 602.312.4599

January 5, 20— Mr. Robert T. McFarland Vice President of Marketing Intel Corporation 12006 S. 2567 E. Salt Lake City, UT 84101 Dear Mr. McFarland Don’t use any punctuation after the Salutation. I have lived near Intel in Chandler, AZ, all of my life. Friends and relatives have worked there and they all, without exception, said it was a great place to work. Their supervisors have been very helpful and encouraging. They felt that Intel was very fair to their employees. I would be honored to work at Intel. I recently read in the local newspaper that Intel was opening a plant in Salt Lake City. I am enclosing my resume to apply for an opening. I have had a lot of experience in Administrative Assistant and Training roles. My knowledge of all the applications in the Microsoft Office suite would help in setting up and implementing new files and programs. I will be in Salt Lake City on January 15-20. May we discuss then the skills and experiences I have that would contribute to the success of your new plant? I will contact you Thursday morning, January 15, to arrange the best time for an interview. I look forward to meeting with you. Sincerely Don’t use any punctuation after the Complimentary Close line. Student Name Enclosure: Resume


Unless it forces information to page two, it is best to double space after Name to Enclosure.



Assignment #JSS-4. Create Your Own Cover Letter That Would Accompany Assignment #JSS-2 Use Arial, 12, fonts. For the name in Heading, use 14 font size. Use 1” top and side margins. Bold and center the Heading but the body should be Block style. Include the four objectives for creating a good cover letter. Put your name and Assignment # in the heading.


STEP 4—THE INTERVIEW, FILING OUT A JOB APPLICATION An interview means that your resume and cover letter have been successful. The interview gives you the chance to make a good impression. After the interview, you may be asked to fill out a Job Application. Here are some tips to assist you in making a favorable impression.

Interviewing Hints:

Arrive Early. Have a few minutes to relax. Let the receptionist know who you are and who you wish to see.

Check your personal appearance. Dress appropriately, AT LEAST ONE LEVEL ABOVE WHAT’S REQUIRED FOR THE JOB—Hair well groomed, fingernails clean and neatly manicured.

Go to the Interview alone! If someone takes you or comes with you, don’t even invite them into the building. Have them wait in the car or go somewhere else while you are being inter-viewed.

Take support Documents—Names/addresses/phone numbers of past employers; dates of employment; Business and personal references; Extracurricular activities; Achievements, Work permits; Social Security card; etc.

Be alert during the interview. Sit straight, look alert, maintain eye contact. Get the business card of interviewer so you can send an After-Interview letter.

Be Ready to Answer The Baker’s Dirty Dozen

The following list contains 13 of the most common interview questions. These and others are answered in most of the job search web sites listed previously. Prepare answers and practice answering the questions with someone.

1. Tell me about yourself. 2. What are your greatest strengths – weaknesses? 3. Why did you leave your last job? 4. Why do you want to work for us? 5. How did you like your last job? (A hint as to how well you might like your future job.)



6. What kind of salary are you looking for? 7. What do you know about our company? 8. Why should we hire you? 9. What did you think of your old boss? 10. What are your long range goals? 11. Do you mind working overtime? 12. You seem over-qualified (or under-qualified). 13. Do you have any questions?

These are questions you must NEVER ask before a job offer is extended:

How much do I get paid to start? How many sick days do I get per year? How many holidays do I get? When can I retire? Tell me about your medical and dental plan. How much vacation do I get per year? When do I get my first raise?

Hints for Filling out a Job Application

Follow the instructions given when filling out the application! The employer may give verbal guides, but there will always be directions on the top of the application. The employer will note whether you can follow directions. Read Carefully. Print legibly. No long hand, cursive. Fill out completely. Never leave a blank if something does not apply—put N/A (not appli-

cable). Use the proper writing instrument. If it says “Use Black Ink” or “Use #2 Pencil” … DO

IT! Sample REFERENCES Page to Bring With you to the Interview If the employer is serious about considering you for a job, references will usually be asked for during the interview. When you are creating your References, it is important to: Contact them and ask if you may use them as an employment reference. Tell them what qualities about you they might remember when called as a reference. Send them a thank you when you have obtained a job.



Assignment #JSS-5. Create a References Page Copy the following References page using Arial 14 for Name heading and Arial 12 for the rest. After entering your personal heading lines, and you are ready to type the first reference, move your Left Indent to the 1” mark. (Move the small square and the others on top will follow.)



480.765.5432 Cell: 602.312.4599

PROFESSIONAL REFERENCES

Mr. John H. Openshaw Department Head, Sales Division Water Resources for City of Chandler, AZ 1912 N. Comanche Chandler, AZ 85224 480.368.9999 Mrs. Sarah Goodman Office Manager Water Distribution Services 465 S. Alma School Road Mesa, AZ 85203 480.963.4544 Mr. Aaron Head Office Department Head McDonnell Douglas 5220 E. McKellips Rd. Mesa, AZ 85205 480.461.4445


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STEP 5—THE AFTER-INTERVIEW, FOLLOW-UP LETTER Only about 3% of Job-seekers will follow-up on an interview. An employer is more likely to respond favorably to an applicant who takes the initiative to follow-up than one who does not. A well-worded follow-up letter will put you 97% ahead of the other job applicants. Your follow-up should be a letter indicating your eagerness to join the company. The letter should be in their hands within 24 hours. These three items should be included. 1. Thank the employer for the opportunity of interviewing and being considered for the job. 2. Reinforce, document and/or support any areas of concern that may have developed in the

interview. Also briefly restate your main qualifications and strengths regarding the position you are being considered for. (all in 200 words or less!)

3. Tell them you want the job.

Assignment #JSS-6. Create a Follow-Up letter to send soon after the interview. Copy the following Follow-up letter. Use Arial, 12, fonts. Name should be 14 font size. Use 1” top and side margins. Block letter style. Note the use of the three items for a good Follow-Up Letter.



480.765.5432 Cell: 602.312.4599

January 17, 20-- Mr. Robert T. McFarland Vice President of Marketing Intel, Inc. 12006 S. 2567 E. Salt Lake City, UT 84101 Dear Mr. McFarland

2



Thank you for the time and interest you gave me in my interview January 16, 20--. I was especially interested in your comments about a Sales Representative needed for your com-pany. I have revised my resume to reflect the experience I have had that would qualify me to lead your Sales Department. I am fluent in Spanish for your Spanish-speaking customers. Several years ago I completed the Dale Carnegie course in Selling. I love working with people. I would enjoy working in your Sales Department as a Sales Representative. I am very interested in the job. Again, thank you for the opportunity to discuss your opening for a Sales Representative. I am look-ing forward to talking with you again about the specifics of the job. Sincerely yours Student Name Enclosure: Revised resume


Assignment #JSS-7. Create a Follow-Up Letter Assuming an Interview After #JSS-4 Use Arial, 12, fonts. Use font size 14 for the name in the heading. Use 1” top and side margins Block letter style. Be sure to include the three items of a good Follow-Up Letter.


LAST ADVICE: CONSIDER WHY PEOPLE DON’T GET HIRED

Do you present a strong image at a job interview? The following list itemizes things which per-sonnel directors in 153 companies mentioned as reasons for not hiring an applicant. Check yourself on these before your next interview! (Note: All of these have little or nothing to do with EDUCATION and EXPERIENCE!)

Poor personal appearance. (The 1st seven sec-onds evaluation)

Overbearing personality. (The 1st seven words) Lack of planning for a career, purpose or goals Lack of interest and enthusiasm Criticism of past employers Lack of courtesy Late to interview without a good reason Marked dislike for school work

No interest in company Lack of confidence Unwilling to start at bottom – expects too much Failure to look interviewer in the eye Limp handshake Sloppy application form Wants job for only a short time Asks no questions about the job Talks too much (More than 50% of the time.)

JOB SEARCH SKILLS QUIZ

On a separate sheet of paper, write the letter that most correctly answers or completes the ques-tion. This is Assignment #JSS-8. These questions may appear on a test. Follow teacher instruc-tions for turning it in. 1. The most effective job seeking skill is ______?

a) Resume b) Interview c) Networking

2. The main reason to research a company before an interview is _____.

a) To find out what jobs are available b) It shows initiative to the prospective employer c) To find out how stable the company is

3. What percent of resumes are eliminated within 10-20 seconds?

a) 90% b) 80% c) 85%

4. A scannable resume should contain _____.

a) Underscored key words b) Italicized key words c) key words 5. What part of a resume is “The Hot Zone”?

a) Top third b) Middle third c) Summary—last third

6. The PROFESSIONAL PROFILE section of a resume should list ______.

a) As many skills as you can think of b) At least 10 skills c) As many key words as you can verify

7. Which section of a resume do you expand on key words?

a) Experience b) Expertise Summary c) Education/Certification

8. The length of the body of a cover letter should be _____.

a) 200 words or less b) 250—300 words c) No more than two pages

9. Cover letters should have _____.

a) Indented date and closing lines b) Block style c) Indented paragraphs

10. When filling out a job application _____.

a) Fill in all the blanks b) Write in cursive plainly c) Always use a pen with black ink

11. What % of job seekers send a follow-up letter after an interview? a) 97% b) 5% c) 3%

