communications for osi- approved personnel – microsoft word communications for osi- approved...
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Communications for OSI-Approved Personnel – Microsoft
Word
Office of School Improvement
July 2015
Dr. Susan FitzPatrick
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Purpose
• Share OSI expectations regarding style requirements for documents
• Provide Word and Excel tips to help with some OSI forms/reports
• Academic Review: School Category & Indicators Score Report; Findings Report
July 2015
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Grammar, Punctuation, and Spelling
• Watch oral as well as written communication• Use a style manual, such as that of the Modern
Language Association; pay special attention to use of capitalization and commas
• Use “Spelling & Grammar Check”: In Word 2010, select Review tab, then “Spelling & Grammar”
• All correspondence, including emails and reports, should be carefully proofread after using Spelling & Grammar Check. Proofread for content as well as spelling and grammar.
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Email Correspondence
• Begin a new message for each new topic, rather than “reply”
• Keep language professional and formal
• Double-check “To” and “CC” lines; don’t use “BC”
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All Communications• What’s the purpose of your communication? Don’t get
sidetracked• Make the most important point first• Focus on facts, and distinguish your opinions from facts• Stick to the subject matter• Avoid repetition• Use simple language and short words
• “ion” words – “provide instruction” vs. “instruct”
• “of” – “general consensus of opinion” vs. “consensus”
• Be clear and specific• Delete unneeded adjectives and adverbs• Avoid acronyms and abbreviations• Refer to academic year as “2015-2016”, not “2015” or
“2016”
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Background OSI-approved personnel facilitating
Academic Reviews with divisions that have schools that are rated Accredited with Warning for the first year will work closely with:
• the School Category & Indicators Score Report; and
• the Academic Review Findings and Essential Actions Report.
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SummarySchool Category & Indicators Score Report:• Changing the Header/Footer• Adding another table for scores• Calculating the average (using Excel)• Merging cells to score documents collectively• Making the vertical boxes wider to show more words
Academic Review Findings and Essential Actions Report:• Removing blank pages• Adding rows to existing tables• Continuing a table on the next page with the same headers• Copying and pasting additional findings and/or essential actions• Saving and renaming documents – follow OSI naming conventions as
directed
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Changing the Header or Footer
• Double-click inside the Header or Footer section and insert the division and school names. Click the “Esc” key to exit the Header. The Header will be repeated on the remaining pages.
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Adding Another Table• Before adding scores:• Hold down “CTRL” key and select “Enter” key to
add a new page• Hover the mouse over the blank table and watch
for the box to appear in the top left corner• Left-click the mouse on the box which will
highlight the entire table• Right-click and select “Copy”• On the new blank page, right-click and select
“Paste”
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Calculating an Average Using Excel
1. Select the row of numbers
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Calculating an Average Using Excel
2. Copy and paste into an Excel spreadsheet3. Highlight the row of numbers AND the cell to the right.
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Calculating an Average Using Excel
4. On the “Home” tab, click the drop-down arrow to the right of “Auto-Sum” and select “Average”.
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Calculating the Average Using Excel
Results are displayed in the cell to the right of the numbers averaged.
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Merging Cells
1. Highlight the cells you wish to merge.
2. Right-click
3. Select “Merge Cells”
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Making vertical boxes wider to show more words
To use your mouse, rest the cursor on right side of the column boundary you want to move until it becomes a resize cursor and then drag the boundary until the column is the width you want.
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Removing Blank Pages
1. Position cursor at beginning of page following blank page.
2. Select “Backspace” key until extra page disappears.
3. If extra page is the last page of the document, hold down “CTRL” key while pressing “End” key, then select “Backspace” key until page disappears
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Adding Rows to Tables
• To add a row to the end of a table, position the cursor in the bottom right cell and select the “Tab” key.
July 2015
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Adding Rows to Tables
To add a row inside a table:• Select the row above or below• Right-click• Select “Insert”, then “Insert Row Above” or “Insert
Row Below”• OR• Position cursor inside table, select “Table Tools”
tab, then “Layout”, then “Insert Above” or “Insert Below”
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Continuing a Table and Header Row(s)
1. Select the heading row(s) by left-clicking with your cursor to the left side of the row(s).
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Continuing a Table and Header Row(s)
2. Under “Table Tools”, on the “Layout” tab, in the “Data” group, click “Repeat Header Rows”
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Saving documents
1. In the top ribbon, at left, click “File”, then “Save As”.
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Saving Documents, continued.2. Name the document per OSI instructions.3. Note the name of the location where the document is saved.
July 2015
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Renaming a Document
1. Make sure the document is closed.
2. In the Directory, highlight the name of the document.
3. Right-click.
4. A shortcut menu box will appear; choose “Rename” by left-clicking.
5. You will be taken to the name of the document so you can type its new name.
6. Hit the “Enter” key to save the new name.
July 2015
