1. Keyboarding Objective 4.01 – Implement paragraph formats.
Document Processing

2. Horizontal Centering Using the menu bar
1. Access the Format menu bar option
2. Select the Paragraph option

3. Horizontal Centering Using the menu bar
3. Choose Centered alignment from the Paragraph window

4. Horizontal Centering Using the tool bar
Click on the Center alignment button on the tool bar

5. Vertical Centering
1. Select Page Setup from the File menu bar option

6. Vertical Centering 2. Select the Layout tab from the Page Setup window
3. Choose Center alignment from the Vertical alignment list

7. Keyboarding Objective 4.02 – Implement paragraph formats.
Document Processing

8. Paragraph Formats Example: Example:
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
Indented – the first line of a paragraph is indented
use the Tab key to indent paragraphs
commonly used when formatting reports
Example:
XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX
Example:
XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX

9. 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

10. 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.

11. Horizontal Centering Using the menu bar
1. Access the Format menu bar option
2. Select the Paragraph option

12. Horizontal Centering Using the menu bar
3. Choose Centered alignment from the Paragraph window

13. Horizontal Centering Using the tool bar
Click on the Center alignment button on the tool bar

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

15. Vertical Centering
1. Select Page Setup from the File menu bar option

16. Vertical Centering 2. Select the Layout tab from the Page Setup window
3. Choose Center alignment from the Vertical alignment list

17. Memorandums and Letters
Keyboarding Objective—4.03
Apply correct memo and letter formats.
Memorandums and Letters

18. 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.

19. 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)

20. 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)

21. 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”

22. Parts of a Memo
Memo heading
Memo body
Typist initials

23. 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.

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

25. 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..

26. 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.

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

28. 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.

29. 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.

30. 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.

31. 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.

32. 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.

33. Notes to Remember!
A personal business letter is correspondence sent from an individual 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.

34. Keyboarding Objective—4.04 Apply correct table format.
Tables

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

36. Creating a Table Cell Columns Rows Gridlines
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.
Cell
Columns
Rows
Gridlines

37. EAST MIDDLE SCHOOL Career and Technical Education
Formatting a Table
Center the main title in all capital letters and bold.
EAST MIDDLE SCHOOL Career and Technical Education
Center the secondary title in initial caps and bold. DS
Left align or center text entries. DS
Key the $ symbol in the first entry to show currency.
Right align number entries.
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.

38. 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.

39. 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

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

41. 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.

42. 4.05 Apply correct report format.

43. What is a Report?
Reports are used to present your research on business and academic topics.
Example:
A business report might be used to present information to assist in decision—making of a business related problem.
An academic report would be used to present information about the United Kingdom for social studies class.

44. Types of Reports Top Bound Report
Unbound Reports
Short reports that are prepared without binders or covers.
If more than one page, held together with a staple or paper clip.
Left Bound Report
Longer reports prepared with binders.
Left margin is wider (1.5”) to accommodate binding along the left margin.
Top Bound Report
Top margin is wider to accommodate binding along the top margin.

45. Unbound Report
Short reports that are prepared without binders or covers. If more than one page, held together with a staple or paper clip. Side margins are the same.
RM and LM are the same (1 inch).
UNBOUND REPORT
Short reports that are prepared without binders or covers. If more than one page, held together with a staple or paper clip. Side margins are the same in an unbound report, usually set at 1 inch.

46. Left Bound Report
Longer reports prepared with binders. Left margin is wider (1.5”) to accommodate binding along the left margin.
LEFT BOUND REPORT
Longer reports prepared with binders. Left margin is wider (1.5) to accommodate binding along the left margin.
1.5 inch LM
1 inch RM

47. TM is wider to accommodate binding.
Top Bound Report
Top margin is wider to accommodate binding along the top margin.
TOP BOUND REPORT
Top margin is wider to accommodate binding along the top margin.
TM is wider to accommodate binding.

48. Formatting an Unbound Business Report
Margins
Side margins are 1”.
Top margin of the first page on a business report is 2”. Succeeding pages have a 1” top margin.
Bottom margin is 1”, although that may vary as page-break decisions are made.
Title
Center the title of the report in ALL CAPS for business reports. Quadruple space between the report title and the body of the report.
If the title has more than one line, double space between the main heading and the sub heading,
WHALES
(DS)
Their Habitat
(QS)
Left Align the body of the report.
Multiple Line Title

49. Formatting an Unbound Business Report Cont…
Paragraphs
Double space the body of the report.
Side Headings should be keyed at the left margin, underlined, and keyed in initial caps.
Font
Standard size and style font i.e. Times New Roman—12point.

50. Formatting an Unbound Business Report Cont…
Page numbers
The 1st page is not numbered.
All pages after the first have page numbers .5” from the top of the page and right aligned.

51. Parts of an Unbound Business Report
Title
Report body
Side heading
2” Top Margin
1” Left Margin
1” Right Margin
1” Bottom Margin

52. Unbound Business Report page 2
Insert the page number ½ inch from the top of the page and right aligned.
Page number
Side heading

53. Title Pages A title page is the first page of a report. It gives:
the title of a report
the name of the writer
the name of the school or class
and the date

54. Format a Title Page: Use single spacing
Center all lines of text horizontally
Center the page vertically
Set the top margin at 2 inches
Type the report title in all caps and centered
Press ENTER 12 or 15 times (2” or 2 ½“) and center the author’s name
Then double space and key the school or class name
Press ENTER 12 or 15 times (2” or 2 ½”) and key the current date

55. Bibliography
List the sources of information you used in writing a report
Alphabetize sources by author’s last name
Sources are single-spaced and formatted with a hanging indent
Leave a blank line between the sources
If a page number is included, place it ½ inch from top of the page

56. Alphabetical listing of sources
Bibliography
Top Margin 2 inches
Title
Right Margin 1 inch
Alphabetical listing of sources
Left Margin 1 inch
Bottom Margin 1 inch

57. Bibliography—Notes to Remember
The bibliography is a listing of works you cited in the the report.
Center the title, BIBLIOGRAPHY, in all caps, and leave a quadruple space between the title and the first entry.
The first line of each entry should be aligned with the left margin. Continuation lines are indented 5 spaces from the left margin. (Hanging Indent)
Separate the main parts of an entry with a period.

58. Bibliography—Notes to Remember Cont…
Single space entries; double space between entries.
Alphabetize the entries according to the last name of the author.
Underline or italicize book, magazine, and newspaper titles and place quotation marks around the titles of articles, poetry, or essays
The bibliography page is at the end of the report.