Professional Documents
Culture Documents
Proofreader's Marks PDF
Proofreader's Marks PDF
BASIC MS WORD
FAXES
MEMORANDUMS
BUSINESS LETTERS
PROOFREADERS' MARKS
TABLES
ITINERARIES
OUTLINES
USING E-MAIL (Web-Based)
MS Word 2010
Nuts ‘n Bolts of Formatting
Using Microsoft Word 2010
By
Barbara Grace Ellsworth
Mesa Community College
Mesa, Arizona
Nuts ‘n Bolts of Formatting
By
Barbara Grace Ellsworth
Mesa Community College
Mesa, Arizona
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.
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.)
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)
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)
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.
TOTAL POINTS 142 Possible Grading Scale (if all 142 points assigned):
90% 127—142 = A
APPROXIMATELY 27-30 HOURS
80% 113—126 = B
70% 99—112 = C
60% 85—98 =D
Course Description iv
CONTENTS
BASIC MS WORD 2010 CONCEPTS
Enter Name & Assignment in Header ........... PBL 6
Objectives .................................................... BWD 2 Spell Check Your Document ......................... PBL 6
Starting MS Word ........................................ BWD 2 Create folder in Save As dialog box .............. PBL 7
Maximizing the Screen ................................ BWD 3 Create a Business Letter ................................ PBL 8
Saving a Document ...................................... BWD 3 Advanced Letter Features List..................... PBL 11
Close MS Word............................................ BWD 5 Two-Page Business Letters ......................... PBL 12
Opening a Saved Document......................... BWD 5 Numbering Paragraphs ................................ PBL 13
Changing Font Styles and Sizes ................... BWD 8 Bulleting Paragraphs ................................... PBL 14
What Font Size Numbers Mean ................... BWD 9 Using the Internet to Obtain and use
Using the Backspace or the Delete key.......BWD 10 an MS Letterhead Template .................. PBL 15
Bold, Italicize, and Underline Text .............. BWD 10 Learn USPS State/Possession Abbrev. ........ PBL 19
Entering Name & Assignment in Header ...BWD 11 Personal & Business Letter Questions ........ PBL 21
Basics of MS Word 2007 Questions ...........BWD 13
PROOFREADERS’ MARKS
FAX APPLICATIONS
Objectives ....................................................... PM 2
Objectives ........................................................ FA 2 Commonly Used Proofreader’s Marks ........... PM 3
Use a Business Fax Template .......................... FA 3 Proofreading Assignments ............................. PM 4
Save a & Use a Preferred Fax Template .......... FA 4 Proofreading Questions ................................... PM 7
Delete a Created Fax Template ........................ FA 5
Fax Applications Questions ............................ FA 7 CREATING & USING TABLES
Objectives ........................................................ TA 2
CREATING MEMORANDUMS
Set Line Spacing to Double Spacing .............. TA 2
Objectives ....................................................... CM 2 Type Table Heading, Bold & Center ............... TA 3
Set Line Spacing ............................................. CM 3 Create a Table with 2 Columns & 8 Rows ...... TA 4
Show Vertical & Horizontal Rulers ...................... CM 3 Enter data into cells .......................................... TA 4
Set Tab on Horizontal Ruler ................................. CM 4 Use AutoFit to Reduce the Size of Columns .. TA 4
Set Font Styles & Sizes ................................... CM 4 Center the Table Horizontally .......................... TA 5
Author’s Initials & Enclosure Notations......... CM 5 Center the Table Vertically on the Page .......... TA 5
Key the Heading of a Memo ........................... CM 5 Adjust Amount of Space Between Columns .. TA 5
Key the Body of the Memo ............................. CM 5 Remove Gridlines ........................................... TA 6
Spell Check Memo .......................................... CM 6 Center Titles and Subtitles ............................... TA 9
Numbering Paragraphs in Body ............................ CM 9 Use AutoFormat ............................................... TA 9
Creating a Memo Using a Wizard ................ CM 10 Right Align Numbered Amounts ................... TA 11
Memorandum Questions ............................... CM 12 Right Align Columnar Headings ................... TA 11
5-Col. Table with Centered Titles and
PERSONAL & BUSINESS LETTERS Decimal Centered Amounts ...................... TA 12
Change Column Widths ....................................... TA 14
Objectives ...................................................... PBL 2
Change Tab Setting on Ruler to Decimal Tab ..... TA 14
General Guidelines.........................................PBL 3 Create Block letter with AutoFormat Table ......... TA 18
Set Line Spacing ............................................ PBL 4 Tables Questions ............................................ TA 20
Show Vertical and Horizontal Rulers ............ PBL 4
Create Block Style Personal Letter ................ PBL 5
Contents v
CONTENTS
BOUND & UNBOUND REPORTS Set Fonts and Spacing...................................... AMN 3
Objectives .................................................... RPTS 2 Create Minutes of a Meeting ........................ AMD 7
Create a Cover Page from MS Template ..... RPTS-4 Use Page Break ............................................ AMD 9
Create an Unbound Report with Endnotes Insert Page Number and Identification ......... AMD 9
And References Pages............................. RPTS-6 Create a News Release ............................... AMD 12
Set Automatic 5-Space Para Indention ........ RPTS 6 Agendas, Minutes, News Releases Questions . AMD 15
Use of quoted material ................................. RPTS-8
Remove an Extra Bullet/Number ....................... RPTS-9 OUTLINES
Format an Endnote ........................................... RPTS-10 Objectives ........................................................ OL 2
Remove the Endnote Separator........................ RPTS-14 Creating an Outline.......................................... OL 3
Create Hanging Indent ............................... RPTS 15 Get Ruler, Set Tabs on Ruler ........................... OL 3
Create the References Page.............................. RPTS-15 Outline with Right Aligned Roman Numerals OL 7
Add Page Numbering....................................... RPTS-16
Outlines Questions .......................................... OL 9
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 USING E-MAIL (Using MS Internet Explorer)
Expand Character Spacing in the Title ...... RPTS 19
Create a Bound Report ............................... RPTS 20 Objectives ........................................................EM 2
Create a Table of Contents ......................... RPTS 23 Open an E-mail account ..................................EM 3
Report Questions ........................................ RPTS 26 Delete Unwanted Marketing Preferences.........EM 5
Read Your E-mail ............................................EM 6
Delete Unwanted E-Mail .................................EM 8
SIMPLE MAIL MERGE
Empty the Trash Folder ...................................EM 8
Objectives ...................................................... MM 2 Compose an E-mail .........................................EM 9
Using the Mail Merge Wizard ....................... MM 3 Add to the Address Book ................................EM 9
Create an Address List ................................... MM 4 Delete the Challenge Response E-mails ........ EM 10
Save an Address List ...................................... MM 4 Using the Yahoo! Calendar ........................... EM 12
Edit Errors on Letters to be Merged ............. MM 7 Add an appointment/event............................. EM 12
Using a Template Letter with Mail See the Daily, Weekly, Monthly Entries ....... EM 12
Merge Wizard ........................................... MM 7 Delete Unwanted Appointments/Events........ EM 13
Create the Letter to be Merged ...................... MM 7 E-Mail Questions ........................................... EM 14
Print Merged Letters from Address List ........ MM 9
Create Letterhead and Use Mail JOB SEARCH SKILLS
Merge Wizard................................................ MM 9
Mail Merge Questions ..................................... MM 12 Objectives ........................................................JSS 2
Networking ......................................................JSS 3
ITINERARIES—done Best Web Sites for Job Search.........................JSS 3
Scannable Resumes .........................................JSS 4
Objectives ......................................................... IT 2 Cover Letters ...................................................JSS 9
Create an Itinerary............................................. IT 3 The Interview................................................. JSS 11
Set Tab and Second Line Indent ....................... IT 3 References Sheet ........................................... JSS 12
Itineraries Questions ......................................... IT 7 The After-Interview Follow-Up Letter .......... JSS 14
Last Advice: Consider Why People Don’t
AGENDAS, MINUTES & NEWS RELEASES Get Hired .................................................. JSS-15
Create an Agenda for a Meeting ...................AMN 3 Job Search Skills Questions ................................ JSS-16
Contents vi
Special Features of EPC Keyboarding & Ten Key Courses:
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.
Contents vii
About the Author:
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.
Contents viii
MS Word
Basic Word 2010 Concepts
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)
Click on Start
Click on All Programs
Scroll to Microsoft Office
Click on Microsoft Office
Click on Microsoft Word
Start
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.
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!
Notice that the Title Bar, the first line on your document, shows the File Name:
Click on Start.
Using the Grow Font and Shrink Font to change font size
The sentences are still selected
so you can still change the way
it looks (the formatting).
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:
Backspace Delete
left right
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.
Select the text THIS COURSE IS GOING TO BE EASY! I AM GOING TO DO WELL with
the Algerian, 26 fonts set earlier:
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.
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.
2. If you see two small squares in the middle box in the upper right corner, your screen is:
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:
10. After clicking on the File Button, to open the latest document saved:
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) The Home tab b) The Insert tab c) The Page Layout tab
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:
This is an example.
Directions begin on the
next page.
Enter the following information on the fax: Press the Tab key after each entry.
Column 1: Column 2:
To: D. J. Smith Press Tab key. From: Enter Student Name, #FA-1 (not Scott Taylor)
Fax: 801.243.9616 Pages: 1
Phone: 801.455.6449 Date: Enter Current Date
Re: Late Insurance Premium cc: John Jeffries
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.
Scott
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).
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.
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.
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!
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.
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.
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.
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
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
Objectives
When you complete this unit, you will be able to:
Set Line Spacing Create a new folder and save
Show Vertical and Horizontal Rulers Change Fonts
Set tabs on the Horizontal Ruler Create a Memo Form and save
Create a Memo in correct format Edit a Header
Use Spell Check Create a Memo using a Wizard
Use Header to Personalize documents Number paragraphs
Creating a Memo
MEMORANDUM
Top Margin: 2”
This is the example. Side Margins: 1”
Don’t type from this;
directions begin on the
next page.
Click on Start
Click on All Programs
Scroll to Microsoft Office
Click on Microsoft Word 2010
It is helpful to see the vertical and horizontal rulers to measure and line up objects in a docu-
ment, and to set tabs.
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.
Defines Left align tab Shows amount of Left Margin Shows inches and fractions of inches
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. 1” default
margin
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
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)
(Don’t forget 2” top margin, 1.0 line spacing and Remove Space After Paragraph, Tab 1”)
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.
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.
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.
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
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.
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 the File Button.
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.
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 Home tab.
Click on the Numbering button.
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.
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
I am enclosing the old vacation policy so you can distribute copies to your department.
xx (Your initials)
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.
a) .5” b) 1” c) 1.5”
a) 1” b) 1.5” c) 2”
6. Which ribbon tab is used to set font styles and font sizes?
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?
15. The numbering button to number paragraphs is found on what ribbon tab?
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.?
Objectives
Font Size: 12
Spacing: 1 or 2 spaces after punctuation ending a sentence (stay consistent within the
Document
Letters: Block Style (all lines begin at the Left Margin) with Open Punctuation
Top Margin: 2 inches
Side and Bottom Margins: 1 inch
LETTER - PERSONAL
Top Margin: 2”
Side Margins: 1”
This is the example.
Don’t type from this;
directions begin on the
next page.
Click on Start
Click on All Programs
Click on Microsoft Office
Click on Microsoft Word 2010
It is helpful to see the vertical and horizontal rulers to measure and line up objects in a docu-
ment, and to set tabs.
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.
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 1” default
margin
your cursor looks to be about even with the 1” on the vertical ruler.
(The 1” default margin + spacing down 1” = 2”.)
Click on the Home tab. Vertical Ruler
Select the Times New Roman font style and 12 font size.
Begin keying
Press the Enter key about 4 or 5 times. Does it look even with here for a
the 1” mark on the vertical ruler? 2” top
margin.
4 Press Enter 4-5 times to leave 1 more inch from the top margin.
Current Date 4 Press Enter 4 times to Inside Address—who you are sending the letter to.
Dear Mr. Miller 2 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.
I will be in the store next Monday to put a down payment on the stove. 2
Sincerely 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.
.
Barbara Smith
3200 E. Galveston St. The Personal style letter contains personal information after the typed signature.
Chandler, AZ 85224
There are NO reference initials (initials of the typist) because it is assumed the author is the typist.
Enter your Name and Assignment #PBL-1, and Date in the Header
Click on the Insert tab. Click the Header button.
Select Blank (Three Columns).
Click in the left placeholder [Type Text] and key your name, #PBL-1.
Select the next placeholder and key in the current date.
Select the last placeholder and depress the Delete key.
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
Click the Save button.
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
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:
Sincerely
Instead of personal information
after the name in the Closing,
enter the Title.
Lucille Whitmer
Double space after the Title and
Claims Department
enter the Reference Initials of
the typist in lower case. If the
tl (Trudy Lamb is the secretary for the Claims
first letter automatically capital-
Department)
izes, just select it and change it.
2” top margin
Current Date 4
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).
Sincerely 4
Barbara Small
Director of Education
Put your Name, Assignment #PBL-3 and date in the header. Save as #PBL-3 in the
Homework—Letters folder, and print.
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
Put your Name, Assignment #PBL-4 and date in the header. Close Header & Footer.
Save as #PBL-4 in the Homework—Letters folder, and print.
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.
Put your Name, Assignment #PBL-5 and date in the header. Close Header & Footer.
Save as #PBL-5 in the Homework—Letters folder, and print.
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.
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.
Current Date
CONFIDENTIAL Mailing notation—if none, press Enter key 4 times after the Date.
Attention FBLA-PBL Competitors Attention line—keyed as the first line of the inside address.
FBLA-PBL, Inc.
1912 Association Drive
Reston, VA 20191-1591
Ladies and Gentlemen When a non-specific attention line is used, the salutation is “Ladies and Gentlemen.”
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. Key the company name a double space below the complimentary close
in ALL CAPS. Press the Enter key 4 times to the keyed signature.
Barbara Jones
Director of Education
Enclosure
Good luck in your competition! A postscript (like a last thought) is the last
line in a letter. The initials “P.S.” should
not be used.
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.
Left Margin
Mailing Notation: CONFIDENTIAL. spacing, Double space from date to body.
Attention Line: Scheduling Department.
Name of Addressee or Company
Inside Address: Westward Ho Movers, Page 2
216 N. Sweetwater Rd., Tyler, TX 75701. Date
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.
Put your Name, Assignment #PBL-7 and date in the header. Close Header & Footer.
Save as #PBL-7 in the Homework—Letters folder, and print.
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.
Put your Name, Assignment #PBL-8 and date in the header. Close Header & Footer.
Save as #PBL-8 in the Homework—Letters folder, and print.
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
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.
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:
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.
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.
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.
Place labels for extra services between the return address and postage—
Express Mail, Priority Mail, First Class, Parcel Post/Media Mail.
For the OCR style, #10 envelopes used in most businesses, the top margin should be about
2”.
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.
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.
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/ ABBREVIATION
POSSESSION
Alabama AL
Arkansas AR
California CA
Colorado CO
Delaware DE
The full abbreviation list of the United Florida FL
States Postal Service may be found at:
www.usps.com/ncsc/lookups/ Guam GU
usps_abbreviations.html. 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
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.
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
9. If you want to spell check your whole document, click on the _____ tab.
a) Review b) Insert c) Home
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
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
21. For the OCR style, #10 envelopes, the top margin should be:
a) 1 1/2” b) 2” c) 2 1/2”
23. For the OCR style, #10 envelopes, if you want to enter a suite, floor or apartment number it
would be keyed:
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
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.
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.
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 .
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.
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-3 and date in the header. Close Header & Footer.
Save as #PM-3 in the Homework—Proofreading folder, and print.
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)
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
4
Jerry Stinson
Put your name, Assignment #PM-4 and date in the header. Close Header & Footer.
Save as #PM-4 in the Homework—Proofreading folder, and print.
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.
Example:
Follow the directions
below to create this
table.
Figure T-1
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.
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.
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.)
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.
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.)
Border Arrow
On the Home tab, click on the
Borders arrow on the Format-
ting toolbar and select No
Border by clicking on it.
Enter your Name and Assignment #TA-1, and Date in the Header
Click on the Insert tab. Click the Header button.
Select Blank (Three Columns).
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.).
Select the last placeholder and depress the Delete key.
Example:
Follow the directions
below to create this
table.
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.
Example:
Follow the directions
below to create this
table.
Figure T-3
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:
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.)
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.)
1. Center the table horizontally and vertically. (Table is probably already centered horizontally.)
Does your table look like the Figure T-3?
Click the Insert tab, Header button, select Blank (Three Columns). In the first place-
holder, enter your Name and Assignment #TA-3. Select the next placeholder and enter
the current date. Select the last placeholder and delete it. Close Header & Footer. Save
as #TA-3 in the Homework—Tables folder, and print.
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.
Figure T-4
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.
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.
Click the Insert tab, Header button, select Blank (Three Columns). In the first place-
holder, enter your Name and Assignment #TA-4. Select the next placeholder and enter
the current date. Select the last placeholder and delete it. Close Header & Footer. Save
as #TA-4 in the Homework—Tables folder, and print.
Follow the directions for Assignment #TA-4 and complete this assignment. It is the same type
of assignment.
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 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
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.
5 Press the Enter key 5 times to add another 1” to the top margin.
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: 2
Robert Gentry
Convention Director 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.
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.
3. At the end of a table, what key do you depress to add another row? ______
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.
Objectives
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.
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.
At the bottom of the Cover Page, select the words in the box and key in the following infor-
mation:
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.
Your name and assignment number appears on the Cover Page. Click File, Save as. In
the Homework—Reports folder, Save as #RPTS-2. Print.
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).
Standard Margins
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.)
© 2007-2011 Ellsworth Publishing Co.
Bound & Unbound Reports www.EllsworthPublishing.com RPTS 6
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.
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
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.
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.
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.”
at the beginning of the first word of each line. The right margin remains at one inch.
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.
Click on the line with the extra bullet, and click the bullet icon again. It will disappear.
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.
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.
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.
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.
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.
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
Enter the third endnote as shown below. Follow the directions given for keying in endnotes
1 and 2.
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
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.
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.
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.
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.
Huber, Rose. “Teaching Students How to Study,” Eastside Weekend. September 1-7, 1998.
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.
You can copy formatting such as Bold, Center, Italics, etc., to another part of your document
by using the Format Painter button.
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.
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.
A summary from
“Dale Carnegie’s Book How to Win Friends and Influence People” 3
Submitted by
Student’s Name 3
Prepared for
Dr. James T. Horne
MGT 401
Arizona State University 5
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.
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.
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
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
#2—Smile
Actions speak louder than words, and a smile says “I like you. You make me
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.
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
From the waitress to the senior executive, using a person’s name will work magic.
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.
Those who were guests of President Theodore Roosevelt were astonished at the
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.
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
ENDNOTES
(QS)
1
James V. McConnell, “Communication Techniques For Results,” Journal of
Psychology, January 2005, p. 150.
2
Dale Carnegie, How to Win Friends and Influence People, Pocket Book, a divi-
sion of Simon & Schuster, Inc., 2004, p. 119.
3
Charles Schnepf, Theodore Roosevelt, Man of the Times, Lexington, KY, Uni-
versity Press, 2005, p. 301.
REFERENCES
(QS)
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.
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.
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.
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.
Preface ................................................................................................................................................. ii
List of Contributors............................................................................................................................. iv
Introduction
Philosophy ............................................................................................................................... 2
Purpose .................................................................................................................................... 3
Software Comparison
Summary ................................................................................................................................ 19
Recommendations.................................................................................................................. 23
References.......................................................................................................................................... 28
Appendices
Index ............................................................................................................................................... 37
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.
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) 2” b) 2 1/2” 1”
6. How many lines of quoted material are needed in order to be single spaced and indented an
extra 0.5”?
7. To remove an extra bullet or number on a line, but keep the extra line:
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?
16. The path for expanding the character spacing of the heading of a cover page:
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
When you complete this unit, you will be able to:
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
Click Create.
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.
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.)
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.
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 6 of 6:
Your name and assignment number appears on each letter. Under Merge, click on Print.
Assignment #MM-3, Create Letterhead and Use the Mail Merge Wizard
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.
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.
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.
Click on tab area until you see the Right Tab Right Tab stop
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.
Step 6 of 6:
Be sure your name and assignment #MM-3 is in the Signature Line. Under Merge, Click
Print.
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.
2. In the New Address List dialog box, you move from cell to cell by depressing the _____.
3. In the Mail Merge Recipients dialog box, can recipients be added or removed?
a) Yes b) No
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.
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
This is an example.
Directions begin on the
next page.
Tuesday, December 12
7:00 p.m. Dinner with Sher Bear and Haz Bear (415) 248-5555.
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.
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, 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.
Your name and assignment number appears in the sub-heading. Save in the folder
called Homework—Itineraries. Save as #IT-2, and Print.
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.
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.
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
a) Single
b) Double
c) 1.5
a) Single spaced
b) Double spaced
c) 1.5 spaced
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
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.
Objectives
When you complete this unit, you will be able to:
This is an example.
Directions begin on the
next page.
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.
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 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.
7. Unfinished Business
8. New Business
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.
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.
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:
This is an example.
Directions begin on the
next page.
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.
Call to Order 2
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
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
Select heading and sub-headings (first two lines) and bold and center them.
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.
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.
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.
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.
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.
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.
A news release to a newspaper needs to have contact information in case of questions and clear
and complete information about the subject matter.
Objectives
When you complete this unit, you will be able to:
This is an example.
Directions begin on the
next page.
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 2
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.
###
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.
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
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
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
Objectives
When you complete this unit, you will be able to:
Create an Outline.
Obtain the Ruler.
Set Tabs on the Ruler.
Use Header Placeholders.
Create an Outline Right Aligning
the Roman Numerals.
This is an example.
Directions begin on the
next page.
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.
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
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.
III. CAPITALIZATION
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.
II. SOFTWARE
A. System
1. Linux
2. Microsoft Windows
3. Mac OS
III. APPLICATIONS
A. Database
B. Presentation
C. Spreadsheet
D. Word Processing
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.
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.
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:
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.
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 .
4. To deselect words that used Bold, Italic, or Underline, select the words and:
Objectives
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.
Address bar
Click Create My
Account button.
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.
On the Registration Completed form, at the bottom, click on “Edit Marketing Preferences”.
It may restrict a lot of unwanted emails later.
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.
Under YAHOO! SITES, click the mail link. (Yahoo could change its screen from time to
time.)
To read your mail, click on the Inbox link. Double click on the email.
Click OK.
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.
Put your name and Assignment #EM-3 at the top of the paper and hand it in.
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.
a) True b) False
2. Current e-mail messages you received are read in which folder ______ .
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
a) True b) False
a) Print Screen, Print b) Calendar, File, Print c) Month tab, Printable View, File, Print
Objectives
When you complete this unit, you will be able to:
This is an example.
Directions begin on the
next page.
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.
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.
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 dice.com
career.org fastcashathome.com (Work at home jobs)
careerbuilder.com federaljobsearch.com
careers.org flipdog.com
careerjournal.com (Great for $80k and up) hotjobs.com
collegecentral.com job-hunt.org (List of best job search resources)
collegegrad.com jobhuntersbible.com (The net guide: How to best
collegejournal.com use the web)
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.
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.
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.
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.
This is the section where you expand on your keywords and verify them.
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.
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.)
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.)
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.
Click the File Button, click Save As. Check the Save in: area.
Create a folder called Homework—Job Search Skills. Save file as #JSS-1, and Print.
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.
January 5, 20—
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.
Sincerely Don’t use any punctuation after the Complimentary Close line.
Student Name Unless it forces information to page two, it is best to double space after Name to Enclosure.
Enclosure: Resume
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.
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.
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.
These are questions you must NEVER ask before a job offer is extended:
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!
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.
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.)
PROFESSIONAL REFERENCES
3
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.
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
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!)
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.