1. Formatting and Editing Skills
Apply formatting and editing features and operational keys appropriately.
5.00 Word Processing Basics

2. Word Processing
Word processing software is a type of application software that is used for creating text documents, such as:
letters,
memos, and
reports

3. Title bar – displays the filename of a document
Tool bars – provide you with buttons that allow you to access frequently used commands
Title bar – displays the filename of a document
Menu bar – provides you with a menu of options to use when creating a document
Scroll bars – allow you to scroll throughout a document that is too long to fit on one screen
Cursor – on-screen blinking character that shows where the next character will appear

4. Typing Paper Standard Paper Size: 8 ½ x 11 inches
There are 66 lines per page.
Six lines equals one vertical inch.

5. Page Orientation Portrait – height is greater than the width
Orientation – the direction in which you can print on a page
Portrait – height is greater than the width
Landscape – width is greater than the height
Portrait
8 ½” x 11”
Landscape
11” x 8 ½”
Most word processing documents are printed in portrait orientation.

6. Document Margins
Margin – the blank space at the top, bottom, left, and right of a document where you cannot type
Header – allows you to type above the top margin
at the top of each page of a document
Footer – allows you to type below the bottom margin
at the bottom of each page of a document

7. Center align – text is centered on the page
Text Alignment
Alignment – the way multiple lines of text line up along the left, right, or both margins
Left align – text is lined up along the left margin, leaving a jagged right margin
Right align – text is lined up along the right margin, leaving a jagged left margin
Center align – text is centered between both margins, resulting in jagged left and right margins
Justified – text is aligned along the left and right margins, with no jagged edges
Left align – text is lined up along the left margin
Justified – text is lined up along both margins
Center align – text is centered on the page
Right align – text is lined up along the right margin

8. Line Spacing
Line spacing – the spacing between lines of text in a document
Single Space (SS) – Strike Enter 1 time; leaves no blank lines between lines of text in a document
Double Space (DS) – Strike Enter 2 times; leaves 1 blank line between lines of text in a document
Triple Space (TS) – Strike Enter 3 times; leaves 2 blank lines between lines of text in a document
Quadruple Space (QS) – Strike Enter 4 times; leaves 3 blank lines between lines of text in a document
Word wrap – the automatic wrapping of text from the end of one line to the beginning of the next line without having to press the Enter key

9. American Heart Association
Horizontal Centering
When text is centered between the left and right margin
Commonly used
when formatting:
Invitations
Announcements
Title pages
Lets Hoop It Up!!!
Participate in our
Hoops For Heart
Campaign to help raise money for the
American Heart Association
February 27-March 3, 2006
See your PE teacher for more details.

10. Horizontal Centering Using the menu bar
1. Access the Format menu bar option
2. Select the Paragraph option
3. Choose Centered alignment from the Paragraph window

11. Vertical Centering When text is centered between the top and bottom
margin
Commonly used when
formatting:
Invitations
Announcements
Title pages

12. Vertical Centering 1. Select Page Layout from the File menu bar option
2. Launch Additional Page Setup
3. Choose Center alignment from the Vertical alignment list

13. Ways to format your font:
Text Formatting
Font – a collection of letters, punctuation marks, numbers, and special characters
Examples: Times New Roman Broadway
Arial Comic Sans MS Lucida Calligraphy
Chiller Elephant Goudy Stout
Ways to format your font:
Add color Make bold
Underline Italicize

14. Text Formatting
Bullets and numbering – used to arrange items in a list with each item beginning with a bullet or a number

15. Editing
Editing – the process of updating a word processing document to:
make changes
correct errors
make it visually appealing

16. Editing Features
Cut – the word processing feature that removes text or graphics from the current location in a document
Copy – the word processing feature that allows text or graphics to be copied to another location within a document

17. Editing Features
Clipboard – temporary storage location for text or graphics that have been cut or copied
Paste – the word processing feature that places text or graphics that have been cut or copied in a new location within a document

18. Editing Features
Spell Check – the word processing feature that checks selected words in a document for spelling errors, similar to an electronic dictionary

19. Editing Features
Grammar Check – the word processing feature that checks selected words in a document for incorrect grammar use

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

21. Shift – Used to capitalize alphabetic keys and type symbol keys
Operational Keys
Home – moves the cursor to the beginning of a line
Backspace – deletes text to the left of (behind) the cursor
Insert – allows text to be inserted within a line of text
Page Up – moves one screen above the current cursor position
Escape (Esc) – allows you to exit unwanted menus and dialog boxes
Tab – used to indent; moves the cursor 5 spaces on a line
Num Lock – locks the numbers of the numeric keypad
Delete – deletes text directly in front of (to the right of) the cursor
Page Down – moves one screen below the current cursor position
End – moves the cursor to the end of a line
Caps Lock – Locks the alphabetic keys in uppercase
Enter – used to move the cursor down to the next line
Shift – Used to capitalize alphabetic keys and type symbol keys
Alternate (Alt) – used with other keys to access commands on the menu bar
Control (Ctrl) – used with other keys to execute (carry out) out commands
Arrow keys – move the cursor in the direction of the arrow, one character at a time

22. Combine operational keys to save time!!!
Control and Page Up – quickly moves you to the first page of a multi-page document
Control and Home – quickly takes you to the first line of a document
Control and End – quickly takes you to the last line of a document
Control and Page Down – moves you to the next page of a multi-page document

23. Function Keys Allow you to quickly access frequently used functions
Examples:
F1 – allows you to access the Help feature
F7 – allows you to access the Spell Check feature

24. Unit 5.02 Implement Paragraph Formats
5.00 Word Processing Basics

25. Paragraph Formats
BLOCK STYLE – ALL LINES OF TEXT ARE ALIGNED WITH THE LEFT MARGIN
THE FIRST LINE OF A PARAGRAPH IS NOT INDENTED
COMMONLY USED WHEN FORMATTING LETTERS AND MEMOS
Example:
XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX

26. Paragraph formats INDENTED – THE FIRST LINE OF A PARAGRAPH IS INDENTED
USE THE TAB KEY TO INDENT PARAGRAPHS
COMMONLY USED WHEN FORMATTING REPORTS
Example:
XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX

27. Paragraph Formats
HANGING INDENT – A TEMPORARY LEFT MARGIN THAT INDENTS ALL LINES EXCEPT THE FIRST LINE OF TEXT
THE FIRST LINE IS FLUSH WITH THE LEFT MARGIN; EACH ADDITIONAL LINE IS INDENTED
COMMONLY USED WHEN CITING BIBLIOGRAPHY SOURCES
Example:
XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX

28. Letters 5.03 Apply correct letter formats Understand document formats.
Word Processing – Basics and Business Correspondence

29. Types of Letters Personal—Business Letter
A personal-business letter is a letter that is sent from an individual using their home address to a person or business/organization.
Business Letter
A business letter is sent from a business or organization to an individual or to another business or organization.
Business letters are usually keyed on letterhead. The letterhead can consist of the business’ name, address, phone/fax/ , and logo.

30. Major Parts of a Letter
Return Address-the address of the person writing the letter. Letterhead if the letter is from a business.
Dateline-Complete and current date.
Letter Address/Inside Address-the address of the person receiving the letter.
Salutation-the greeting of the letter. Example: Dear Sir or Madam:
Body-the message of the letter.
Complimentary Close-the ending of the letter. Example: Sincerely yours,
Keyed Name-the authors typed name.
Handwritten Signature-the author signs the letter after it has been printed.
Typist Initials-initials of the typist.

31. Formatting a Letter
Margins: TM-2inches RM-1inch
BM-1inch LM-1inch
Block Style is one method of formatting a letter. In this style of letter writing all parts of the letter are keyed at the left margin.
Paragraphs should not be indented in this style of letter.
Use a standard font style and font size i.e. Times New Roman/Arial and 12 point font.
Single Space within paragraphs and double space between paragraphs.

32. Copy Notation—key a DS after the last line of the letter.
Parts of a Block Style Letter
Return address
Date
Letter address
Salutation
Body
Complimentary Close
Copy Notation—key a DS after the last line of the letter.
Enclosure notation
Writer

33. Punctuation Styles Example: Dear Ms. Smith: Sincerely yours,
Open Punctuation
There is not a colon or comma in the salutation and there is not a comma in the complimentary closing.
Example: Dear Ms. Smith Sincerely yours
Mixed Punctuation
A colon is in the salutation and a comma is in the close.
Example:
Dear Ms. Smith:
Sincerely yours,

34. Personal—Business Letter with Mixed Punctuation
Return Address:
The personal-business letter uses the return address with the dateline a single space beneath.
Mixed Punctuation:
The colon is keyed in the salutation and the comma is keyed in the complimentary close.

35. Business Letter with Open Punctuation
Letterhead:
The business letter uses letterhead instead of a return address, which consists of the business’ name, address, phone/fax/ , and logo.
Open Punctuation:
The colon is not keyed in the salutation and the comma is not keyed in the complimentary close.

36. Special Letter Parts
Typist initials are used when someone other than the author types the letter. Typed a DS below the writer’s name, in lowercase letters, with no space or punctuation.
Enclosure notation is used when additional items are included in the envelope with the letter.
Attachment notation is used when additional items are clipped, stapled, etc… to the letter.
Copy notation is used when a copy of the letter is sent to someone in addition to the addressee/letter address.

37. Block Style Letter with Special Parts
Typist Initial Typed a double space below the author’s keyed name.
Enclosure Notation Typed a double space below the typist initials.
Copy Notation Typed a double space below the enclosure notation.

38. Notes to Remember!
A personal business letter is correspondence sent from an individual using their home address to a person or organization.
A business letter is correspondence sent from a business to another business or to an individual. Because letterhead stationery is used, the return address is not keyed.
The top margin is usually 2“, side and bottom margins are typically 1".
Block format is one style of writing for personal-business and business letters in which all parts of the letter begin at the left margin.
Typist initials are the initials of the typist and are used when someone other than the writer prepares the letter. Lowercase letters are used, with no space, and with no punctuation, appearing a double space below the signature.
Enclosure/Attachment and Copy notations appear a double space below the typist initials.

39. Memorandums and Letters
5.04 Apply correct memo and letter formats.
5.00 Word Processing Basics

40. What are Memorandums?
A memorandum is a short message from one person to another in the same business or organization.
Memorandums are usually referred to as memos.
Memos have no salutation line and no signature area at the end.

41. Memo Formatting Rules
Margins: TM-2inches RM-1inch
BM-1inch LM-1inch
Use a standard font style and font size i.e. Times New Roman/Arial and 12 point font.
Single Space within paragraphs and double space between paragraphs.
All parts of the memo begin at the left margin, including paragraphs. (Block Style Format)
5.00 Word Processing Basics

42. Memo Heading The formal memorandum uses a special heading, sometimes preprinted on stationery. Typically, words in the memo heading are keyed in ALL CAPS, bold, followed by a colon, and double spaced as follows:
TO:(Reader’s name)
FROM:(Author’s name)
DATE:(Complete and current date)
SUBJECT:(What the memo is about)

43. Keying Formal Memos 2” 1” 1” 1”
TO:Tab Tab Receiver’s name
(DS)
FROM:Tab Author’s name
DATE:Tab Current date
SUBJECT:Tab Memo topic
Body-Message of the memo
Typist initials
The memo heading should by keyed in all capital letters, bold, and followed by a colon.
Use the tab key to align information following the memo heading.
When keying the body, single space within paragraphs and double between paragraphs. 1” 1” 1”

44. Parts of a Memo Memo heading Memo body Typist initials
5.00 Word Processing Basics

45. Notes to Remember!
If someone other than the writer of the memo keys the memo, typist initials should be included.
Typist initials are keyed in lower case with no space and no punctuation.
If you have an attachment or enclosure notation, double space after typing typist initials and type “Enclosure” or “Attachment.
Enclosure-Something is included with the memo.
Attachment-Supporting document is attached by a paper clip, staple, etc.
If someone in addition to who the memo is originally written will be receiving a copy of the memo, include a copy “c” notation.

46. Types of Letters Personal—Business Letter
A personal-business letter is a letter that is sent from an individual using their home address to a person or business/organization.
Business Letter
A business letter is sent from a business or organization to an individual or to another business or organization.
Business letters are usually keyed on letterhead. The letterhead can consist of the business’ name, address, phone/fax/ , and logo.
5.00 Word Processing Basics

47. Major Parts of a Letter
Return Address-the address of the person writing the letter. Letterhead if the letter is from a business.
Dateline-Complete and current date.
Letter Address/Inside Address-the address of the person receiving the letter.
Salutation-the greeting of the letter. Example: Dear Sir or Madam:
Body-the message of the letter.
Complimentary Close-the ending of the letter. Example: Sincerely yours,
Keyed Name-the authors typed name.
Handwritten Signature-the author signs the letter after it has been printed.
Typist Initials-initials of the typist..

48. Formatting a Letter
Margins: TM-2inches RM-1inch
BM-1inch LM-1inch
Block Style is one method of formatting a letter. In this style of letter writing all parts of the letter are keyed at the left margin.
Paragraphs should not be indented in this style of letter.
Use a standard font style and font size i.e. Times New Roman/Arial and 12 point font.
Single Space within paragraphs and double space between paragraphs.

49. Parts of a Block Style Letter
Return address
Date
Letter address
Salutation
Body
Complimentary Close
Copy Notation—key a DS after the last line of the letter.
Enclosure notation
Writer

50. Punctuation Styles Example: Dear Ms. Smith Sincerely yours Example:
Open Punctuation
There is not a colon or comma in the salutation and there is not a comma in the complimentary closing.
Example:
Dear Ms. Smith
Sincerely yours
Example:
Dear Ms. Smith:
Sincerely yours,
Mixed Punctuation
A colon is in the salutation and a comma is in the close.
5.00 Word Processing Basics

51. Personal—Business Letter with Mixed Punctuation
Return Address:
The personal-business letter uses the return address with the dateline a single space beneath.
Mixed Punctuation:
The colon is keyed in the salutation and the comma is keyed in the complimentary close.

52. Business Letter with Open Punctuation
Letterhead:
The business letter uses letterhead instead of a return address, which consists of the business’ name, address, phone/fax/ , and logo.
Open Punctuation:
The colon is not keyed in the salutation and the comma is not keyed in the complimentary close.

53. Special Letter Parts
Typist initials are used when someone other than the author types the letter. Typed a DS below the writer’s name, in lowercase letters, with no space or punctuation.
Enclosure notation is used when additional items are included in the envelope with the letter.
Attachment notation is used when additional items are clipped, stapled, etc… to the letter.
Copy notation is used when a copy of the letter is sent to someone in addition to the addressee/letter address.
5.00 Word Processing Basics

54. Block Style Letter with Special Parts
Typist Initial Typed a double space below the author’s keyed name.
Enclosure Notation Typed a double space below the typist initials.
Copy Notation Typed a double space below the enclosure notation.

55. Notes to Remember!
A personal business letter is correspondence sent from an individual using their home address to a person or organization.
A business letter is correspondence sent from a business to another business or to an individual. Because letterhead stationery is used, the return address is not keyed.
The top margin is usually 2“, side and bottom margins are typically 1".
Block format is one style of writing for personal-business and business letters in which all parts of the letter begin at the left margin.
Typist initials are the initials of the typist and are used when someone other than the writer prepares the letter. Lowercase letters are used, with no space, and with no punctuation, appearing a double space below the signature.
Enclosure/Attachment and Copy notations appear a double space below the typist initials.
5.00 Word Processing Basics

56. Unit 5.00. Apply correct table format.
Tables
Unit Apply correct table format.
5.00 Word Processing Basics

57. What is a Table?
A table is a grid of rows and columns used to display and organize information.

58. Creating a Table
Tables are created by defining the number of rows and columns that will be needed to enter information.
Rows show the horizontal arrangement of data.
Columns show the vertical arrangement of data.
Cells are the boxes that are formed as the row and column intersect.
Gridlines are the vertical and horizontal lines in the table.
Columns
Cell
Gridlines
Rows

59. EAST MIDDLE SCHOOL Double Space Career and Technical Education
Formatting a Table
EAST MIDDLE SCHOOL Double Space Career and Technical Education
Center the main title in all capital letters and bold.
Center the secondary title in initial caps and bold. DS
Right align number entries.
Left align or center text entries. DS
Key the $ symbol in the first entry to show currency.
Center and bold column headings.
Teacher
Subject
Remaining Budget
James Massey
Career Decisions
$900.32
Carrie Shore
Business Technology
834.90
Mandy Johnson
Keyboarding
547.24
Source: EMS Faculty Handbook
SS or DS between table entries (body).
Left align the source note under the table, which identifies the source of the information in the table.

60. Parts of a Table Main Title Secondary Title Column Headings Body
TOP 10 BROADWAY GROSSES
Week Ending September 12, 2003
Production
Gross This Week
Gross Last Week
Annie Get Your Gun
$572,885
$671,363
Cabaret
466,670
515,787
Fosse
566,644
605,993
Les Miserables
375,318
436,915
Miss Saigon
395,522
434,641
Ragtime
420,902
539,159
The Lion King
880,717
875,772
Totals
$3,678,658
$4,079,630
Source: Online Productions
Key the $ symbol in the first entry to show currency for the number entries.
Column Headings
Body
Source
Key the $ symbol with total entries to show currency.

61. Equal top and bottom margins Equal left and right margins
Inserting Tables
If the table is the only object on the page:
Center the table vertically, leaving equal top and bottom margins.
Center the table horizontally, leaving equal left and right margins.
For best results use automatic vertical and horizontal centering features in your word processing software (if available).
Equal top and bottom margins
Equal left and right margins
5.00 Word Processing Basics

62. Inserting Tables If the table is inserted between text:
Double space above and below the table. DS DS

63. Table Notes to Remember
Center the main title in all capital letters and bold.
Double space after the main title.
Center secondary titles in initial caps, and bold.
Double space after the secondary title.
Center align and bold column headings.
Single or Double space is appropriate between entries.
Text entries may be aligned on the left or centered.
Numerical entries are usually right aligned.
The source note should be left aligned under the table.
5.00 Word Processing Basics