Home Row Keys:ASDF JKL;

Which finger would you use to press enter?Which key allows you to type in ALL CAPS?

Posture and Technique Review● Feet flat on the floor● Body centered in front

of the computer● Elbows naturally by

side● Fingers curved● Wrists low, but not

touching the keyboard● Quick snappy strokes

● Quick down and in motion of the thumb

● Right pinky used for the enter key; other fingers remain on the home row

● Keep your eyes on the copy (what you are typing from, not the keyboard and your fingers)

Keep these in mind to protect your body from injury.

Numeric Keypad

The Parts of a Computer

● CPU (Central Processing Unit)• The “brains” of the

computer housed on a tiny silicon chip inside the computer case.

● Floppy Disk Drive● CD-ROM/DVD Drive ● Monitor

● Keyboard● Mouse● Speakers● Printer● Scanner

Types of Application Software● Word Processing

• Program that allows you to create, edit, and print text documents• Report, flyer, memo

● Spreadsheet• Numbered Rows and Lettered Columns• Intersection of a row and column is a cell

• Grade book, financial info● Database

• Lets you set up an electronic filing system• Enter text and numbers

• Find, search, and print info in different ways• Address book, Card Catalog

Input, Output, & Storage Devices

● Input device: hardware that allows you to communicate with your computer.

● Output device: hardware that allows your computer to communicate with the user

● Storage device: allows you to store or retrieve information

Document Processing

Keyboarding Objective 4.01 – Apply formatting and editing

features.

Word Processing

Word processing software is a type of application software that is used for creating text documents, such as:

• letters,• memos, and• reports

Page Orientation

Orientation – the direction in which you can print on a page

• Portrait – height is greater than the width• Landscape – width is greater than the height

Portrait

8 ½” x 11”

Landscape

11” x 8 ½”

Most word processing documents are printed in portrait orientation.

Document MarginsMargin – the blank space at the top, bottom, left,

and right of a document where you cannot type

Header and FooterHeader – allows you to type above the top margin

at the top of each page of a documentFooter – allows you to type below the bottom margin

at the bottom of each page of a document

Text AlignmentAlignment – the way multiple lines of text line up along the left, right, or both marginsLeft align – text is lined up along the left margin, leaving a jagged right marginRight align – text is lined up along the right margin, leaving a jagged left marginCenter align – text is centered between both margins, resulting in jagged left and right marginsJustified – text is aligned along the left and right margins, with no jagged edges

Tool Bar Alignment Buttons

Left Align

Center Align

Right Align

Justify

Left align – text is lined up along the left margin

Center align – text is

centered on the page

Right align – text is lined

up along the right margin

Justified – text is lined up along both margins

Line SpacingLine spacing – the spacing between lines of text in a document

•Single Space (SS) – Strike Enter 1 time; leaves no blank lines between lines of text in a document

•Double Space (DS) – Strike Enter 2 times; leaves 1 blank line between lines of text in a document

•Triple Space (TS) – Strike Enter 3 times; leaves 2 blank lines between lines of text in a document•Quadruple Space (QS) – Strike Enter 4 times; leaves 3 blank lines between lines of text in a documentWord wrap – the automatic wrapping of text from the end of one line to the beginning of the next line without having to press the Enter key

Text Formatting

Font – a collection of letters, punctuation marks, numbers, and special characters

Examples: Times New Roman Broadway

Arial Comic Sans MS Lucida Calligraphy

Chiller Elephant Goudy Stout

Ways to format your font:

Add color Make bold

Underline Italicize

Text Formatting

Numbering – used to arrange items in a list with each item beginning a number.

Text Formatting

Bullets – used to arrange items in a list with each item beginning with a bullet.

Editing Features

• Cut – the word processing feature that removes text or graphics from the current location in a document

•Copy – the word processing feature that allows text or graphics to be copied to another location within a document

Editing Features

Paste – the word processing feature that places text or graphics that have been cut or copied in a new location within a document

Clipboard – temporary storage location for text or graphics that have been cut or copied

Editing Features

Thesaurus – the word processing feature that allows you to find synonyms (words with similar meanings) for words in a document.

Combine operational keys to save time!!!

• Control and Page Up – quickly moves you to the first page of a multi-page document

• Control and Home – quickly takes you to the first line of a document

• Control and End – quickly takes you to the last line of a document

• Control and Page Down – moves you to the next page of a multi-page document

Operational KeysEscape (Esc) – allows you to exit unwanted menus and dialog boxes

Tab – used to indent; moves the cursor 5 spaces on a line

Caps Lock – Locks the alphabetic keys in uppercase

Control (Ctrl) – used with other keys to execute (carry out) out commands

Shift – Used to capitalize alphabetic

keys and type symbol keys

Alternate (Alt) – used with other keys to access commands on the menu bar

Enter – used to move the cursor down to the next line

Delete – deletes text directly in front of (to the right of) the cursor

Arrow keys – move the cursor in the direction of the arrow, one character at a time

End – moves the cursor to the end of a line

Page Down – moves one screen below the current cursor position

Backspace – deletes text to the left of (behind) the cursor

Insert – allows text to be inserted within a line of text

Home – moves the cursor to the beginning of a line

Page Up – moves one screen above the current cursor position

Num Lock – locks the numbers of the numeric keypad

Paragraph FormatsBlock style – all lines

of text are aligned with the left margin

• the first line of a paragraph is not indented

• commonly used when formatting letters and memos

Indented – the first line of a paragraph is indented

• use the Tab key to indent paragraphs

• commonly used when formatting reports

Example:

XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX

Example:

XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX

Paragraph Formats

Hanging indent – a temporary left margin that indents all lines except the first line of text

• the first line is flush with the left margin; each additional line is indented

• commonly used when citing bibliography sources

Example:

XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX

What are Memorandums?■ A memorandum is a short message from one

person to another in the same business or organization.

■ Memorandums are usually referred to as memos.

■ Memos have no salutation line and no signature area at the end.

Memo Formatting Rules

■ Use a standard font style and font size i.e. Times New Roman/Arial and 12 point font.

■ Single Space within paragraphs and double space between paragraphs.

■ All parts of the memo begin at the left margin, including paragraphs. (Block Style Format)

Margins: TM-2inches RM-1inch

BM-1inch LM-1inch

Memo HeadingThe formal memorandum uses a special heading, sometimes

preprinted on stationery. Typically, words in the memo heading are keyed in ALL CAPS, bold, followed by a colon, and double

spaced as follows:

TO:(Reader’s name)

FROM:(Author’s name)

DATE:(Complete and current date)

SUBJECT:(What the memo is about)

Keying Formal Memos2”

TO:Tab Tab Receiver’s name

(DS)

FROM:Tab Author’s name

(DS)

DATE:Tab Current date

(DS)

SUBJECT:Tab Memo topic

(DS)

Body-Message of the memo

(DS)

Typist initials

■ The memo heading should by keyed in all capital letters, bold, and followed by a colon.

■ Use the tab key to align information following the memo heading.

■ When keying the body, single space within paragraphs and double between paragraphs.

1” 1”

1”

Memo heading

Memo body

Typist initials

Parts of a Memo

■ Toads (TO)■ Frequently (FROM)■ Dance the (DATE)■ Salsa (SUBJECT)■ Because (BODY)■ Tigers (TYPIST INITIALS)■ Eat (ENCLOSURE/ATTACHMENT)■ Candy (COPY)

PARTS OF THE MEMO IN ORDER –Pneumonic device

The 1st FOUR words are the Guide Words

Notes to Remember!✓ If someone other than the writer of the memo keys

the memo, typist initials should be included.✓ Typist initials are keyed in lower case with no space

and no punctuation.✓ If you have an attachment or enclosure notation,

double space after typing typist initials and type “Enclosure” or “Attachment.

▪ Enclosure-Something is included with the memo.▪ Attachment-Supporting document is attached by

a paper clip, staple, etc.✓ If someone in addition to who the memo is originally

written will be receiving a copy of the memo, include a copy “c” notation.

Types of Letters

Personal—Business Letter■ A personal-business letter is a letter that is sent

from an individual using their home address to a person or business/organization.

Business Letter■ A business letter is sent from a business or

organization to an individual or to another business or organization.

■ Business letters are usually keyed on letterhead. The letterhead can consist of the business’ name, address, phone/fax/email, and logo.

Major Parts of a Letter1. Return Address-the address of the

person writing the letter. Letterhead if the letter is from a business.

2. Dateline-Complete and current date.3. Letter Address/Inside Address-the

address of the person receiving the letter.

4. Salutation-the greeting of the letter. Example: Dear Sir or Madam:

5. Body-the message of the letter.6. Complimentary Close-the ending of

the letter. Example: Sincerely yours,7. Handwritten Signature-the author

signs the letter after it has been printed8. Keyed Name-the authors typed name.9. .Typist Initials-initials of the typist..

Formatting a Letter

■ Paragraphs should not be indented in this style of letter.■ Use a standard font style and font size i.e. Times New

Roman/Arial and 12 point font.■ Single Space within paragraphs and double space between

paragraphs.

Margins: TM-2inches RM-1inch

BM-1inch LM-1inch

Block Style is one method of formatting a letter. In this style of letter writing all parts of the letter are keyed at the left margin.

Parts of a Block Style Letter

Return address

Letter address

Body

Complimentary Close

Enclosure notation

Date

Salutation

WriterCopy Notation—key a DS after the last line of the letter.

Punctuation Styles

Open Punctuation■ There is not a colon or

comma in the salutation and there is not a comma in the complimentary closing.

Example:

Dear Ms. Smith

Sincerely yours

Example:

Dear Ms. Smith:

Sincerely yours,

Mixed Punctuation■ A colon is in the

salutation and a comma is in the close.

Personal—Business Letterwith Mixed Punctuation

Mixed Punctuation:

The colon is keyed in the salutation and the comma is keyed in the complimentary close.

Return Address:

The personal-business letter uses the return address with the dateline a single space beneath.

Business Letter with Open Punctuation

Open Punctuation:

The colon is not keyed in the salutation and the comma is not keyed in the complimentary close.

Letterhead:

The business letter uses letterhead instead of a return address, which consists of the business’ name, address, phone/fax/email, and logo.

Special Letter Parts■ Typist initials are used when someone

other than the author types the letter. Typed a DS below the writer’s name, in lowercase letters, with no space or punctuation.

■ Enclosure notation is used when additional items are included in the envelope with the letter.

■ Attachment notation is used when additional items are clipped, stapled, etc… to the letter.

■ Copy notation is used when a copy of the letter is sent to someone in addition to the addressee/letter address.

● Typist Initial Typed a double space below the author’s keyed name.

● Enclosure Notation Typed a double space below the typist initials.

● Copy Notation Typed a double space below the enclosure notation.

Block Style Letter with Special Parts

Notes to Remember!■ A personal business letter is correspondence sent from an

individual using their home address to a person or organization.

■ A business letter is correspondence sent from a business to another business or to an individual. Because letterhead stationery is used, the return address is not keyed.

■ The top margin is usually 2“, side and bottom margins are typically 1".

■ Block format is one style of writing for personal-business and business letters in which all parts of the letter begin at the left margin.

■ Typist initials are the initials of the typist and are used when someone other than the writer prepares the letter. Lowercase letters are used, with no space, and with no punctuation, appearing a double space below the signature.

■ Enclosure/Attachment and Copy notations appear a double space below the typist initials.

41

Six Principles of Design1. Balance

2. Proximity/unity

3. Alignment

4. Repetition/consistency

5. Contrast

6. White space

Balance

42

•Graphics don’t overpower text

•Page is not too heavy on one side or the other●such as, putting matching text

boxes at the top and bottom of a publication

43

Proximity/Unity●Distance between elements on a page●Where pictures and words are placed●Used to demonstrate a relationship or a lack

of relationship between elements●such as, you must put captions

(text) next to the related photograph

44

Alignment●Justification of elements●Related items should be justified the same

to emphasize their relationship to each other●such as, the text giving the location, date,

time, and cost of an event are all CENTERED on a flyer

45

Repetition/Consistency●Consistent pattern of font and color schemes

and graphic types; repeated fonts, color schemes, or graphics

1. Specific font, size, and style for headings, subheadings, and body text.

2. Do not mix photographic images or digital and cartoon images on the same page.

●Scheme - a planned combination of elements, such as a combination of font styles and sizes

Repetition/Consistency (continued)

●Scheme examples:● In a publication:

● all the Headings are keyed in 14 pt. Arial font andthe Body is keyed in 12 pt. Times New Roman font

● or all the text is in the same font type/style●The graphics that are used all relate to the

topic of the publication

46

47

Contrast

●the use of color and size to emphasize the most important elements on a page● for example:

● Use black font on a light pink colored page● Use white font on black paper● Use light gray on dark blue

48

White Space

●White space is: blank or negative space on a page●Used to give the reader’s eyes a break●Used to focus the reader’s attention on important

details●White Space does not have to be white

●Examples of White Space:● Using wide margins to create white space

● An example of poor use of white space: putting text boxes in the margins of a publication

The Five Publications

Letter Head

Flyer

State Soccer Playoffs

Lake Norman HS

November 15, 2009Asheville, NC

7:00 pm

Pay $10 to ride the busBusiness

Card

Newsletter

Brochure

The Five PublicationsThe Purpose of this publication is:

● Brochure-To educate, inform or advertise about a specific topic

● Flyer-To advertise/communicate information about a one-time upcoming event

● Business Card - To identify and provide contact information for a business or individual.

● Letterhead - To identify and provide contact information for a business or individual. The phrase letterhead stationery implies the use of a heading at the top and sometimes also at the bottom of a letter.

● Newsletter-To provide informational updates to a specific club, group, or organization on a regular basis – weekly, monthly, quarterly

Agenda and MinutesWhat is the purpose of:

Agenda Meeting Minutes

Itinerary-Trip to Disney

Click and Drag to Enlarge

Agenda

What is the Purpose of an Agenda?

An Agenda is a list of items to be discussed or acted upon.

■ It is prepared before meetings, events, and conferences.

52

Minutes

What is the Purpose of Minutes? What are Minutes used to describe?■ Minutes are used to describe the

discussions, decisions, and actions that occurred during a business meeting.

53

What is Multimedia/Presentation Graphics Software?

●Multimedia combines text, graphics, animation, video, and audio.

●Presentation Graphics Software allows the user to create documents called slides to be used in making presentations.

Characteristics of Appropriate Content

● Educational • To train, present information, emphasize key

points, or explain procedures

● Persuasive• To advertize or provoke action

● Narrative • To broadcast messages, tell a story, or entertain

Slide 55

Multimedia/Presentation Graphics Terminology

●Slide - an individual screen in a slide show; the basic unit of a presentation.

●Title Slide – generally the first slide in a presentation; introduces the presentation to the audience.

●Bulleted List Slide –a type of slide layout that allows you to enter several levels of bulleted text; each level is formatted in a different point size.

●Presentation file - the file you save to disk that contains all the slides, speaker’s notes, handouts, that make up your presentation.

●Object - any element that appears on a slide, such as clip art, text, drawings, charts, sounds, and video clips.

●Slide show - a series of slides displayed in sequence; controlled manually or automatically.

Multimedia/Presentation Graphics Terminology

●Transition - a special effect used to introduce a slide during a slide show.

●Outlining - allows you quickly to create your presentation using an outline format.

●Graphing - allows you to create and insert charts into your presentations.

●Drawing - allows you to create diagrams using shapes such as arcs, arrows, cubes, rectangles, stars, and triangles.

●Multimedia effects - adds interest and keeps your audience attentive by adding effects, such as sound and video to your presentation.

Multimedia/Presentation Graphics Terminology

●Design template - provides consistency in design and color throughout the entire presentation; determines the color scheme, font and font size, and layout of your presentation.

●Attributes - the properties or characteristics of an object.

●Placeholders - empty objects on a new slide.●Audience handouts - printouts of your electronic

presentation that your audience can use to follow along and to take notes.

●Speaker notes - notes that include the slide as well as comments or points you may want to remember.

Procedure for Developing a Multimedia Presentation

These first two steps of creating a multimedia presentation:

Step 1 – Determine the purpose of the presentation

Step 2 – Identify the target audience

Step 3 - Storyboard the content

●A storyboard is a collection of frames on a piece of paper

●Used to determine the number of slides needed

●Used to organize the content of the presentation

Step 4 – Select a design

● Appropriate for the purpose of the presentation

● Templates may be used• For example, use a beach template if preparing

a presentation to be delivered at a youth retreat at Atlantic Beach

Step 5 – Edit the master slide●Make any global changes to the template in this

step. Anything applied to the master slide will be applied to all slides in the presentation

●Items to consider editing:•Format the footer

•Edit background colors

•Edit font sizes and styles

•Edit bullets

•Add logos or graphics that will appear on every slide

•Adjust line spacing

Step 6 – Enter the content●Rule of sevens – 7 lines, 7 words

●Appropriate language and grammar

●Correct any spelling errors

Step 7 – Add and format graphics, audio, and video (optional)

●Graphics•Used to enhance, not distract

•Place image close enough to the text it illustrates•Don’t make image too big or too small

•Consistent use of graphic types•Don’t mix cartoons with photographic images

•File size of image should not slow presentation

●Audio and Video•How will the file play?•Will the file be embedded or linked?•Determine the volume level

Step 8 – Add animations and transitions (optional)

●Animation adds visual interest and emphasizes key parts

•Can be applied manually and/or an animation scheme can be used

●Transitions control the flow of information

Step 9 – Practice!

●Practice the timing●Practice speech patterns (tone, speed, transition phrases)

Step 10: Revise as needed

●Repeat Steps 4-9 as needed to fine-tune the presentation

Pneumonic Device to Remember Steps

●Practicing (Purpose)

●Tennis (Target Audience)

●Saves (Story Board)

●Dreams (Design)

●Meaning (Master Slide)

●Country (Content)

●Groups (Graphics, +)

●Also (Animation)

●Play (Practice)

●Racquetball (Revise)

Pneumonic Device to Remember Steps

●Practicing (Purpose)

●Tennis (Target Audience)

●Saves (Story Board)

●Dreams (Design)

●Meaning (Master Slide)

●Country (Content)

●Groups (Graphics, +)

●Also (Animation)

●Play (Practice)

●Racquetball (Revise)