1. Computer Applications I Unit 3 Study Guide 2 Business Documents

2. 1. What is a brief and accurate summary of educational and work experiences used when applying for a job? 1. What is a brief and accurate summary of educational and work experiences used when applying for a job? A. résumé A. résumé

3. 2. What should the margins of a résumé be set for? 2. What should the margins of a résumé be set for?  A. No less than.5 inches.

4. 3. The Identifying Information; Education; Experience or Employment History; References are important components of what? 3. The Identifying Information; Education; Experience or Employment History; References are important components of what? A. A résumé A. A résumé

5. 4. How many pages should a résumé be? 4. How many pages should a résumé be? A. One

6. 5. How are sections of a résumé commonly divided? A. Columns – headings on the left and descriptive text on the right. A. Columns – headings on the left and descriptive text on the right.

7. 6. What 3 final steps should be taken before submitting a résumé? 6. What 3 final steps should be taken before submitting a résumé? A. 1. Free from errors, A. 1. Free from errors, 2. Easy to read and attractively presented, 2. Easy to read and attractively presented, 3. Font size no less than 11 or 12 pt. 3. Font size no less than 11 or 12 pt.

8. 7. Who should NOT be listed as references on a résumé? A. Relatives or peers. A. Relatives or peers.

9. 8. A form of communication used to convey a formal message to one or more parties: A. a business letter A. a business letter

10. 9. Why is sending a business letter as an attachment to an email a good thing (list 3)? A 1. The letter will be taken more seriously 2. The document will be distributed to others. 2. The document will be distributed to others. 3. The document will be printed. 3. The document will be printed.

11. 10. A company’s communication to stockholders, the superintendent’s communication to parents, and a Bank’s communication to customers are 3 examples of what? A. Business letters A. Business letters

12. 11. Adjusting this according to content – so that the letter has a uniform amount of white space at each side and is slightly oriented to the top or centered and leaving at least.5 inches below the letterhead is doing what? 11. Adjusting this according to content – so that the letter has a uniform amount of white space at each side and is slightly oriented to the top or centered and leaving at least.5 inches below the letterhead is doing what? A. Setting the margins of a business letter.

13. 12. What is preprinted information in the header that usually contains the company name, address, email address, logo, and other contact information? A. Letterhead A. Letterhead

14. 13. What is the date the letter is written called? 13. What is the date the letter is written called? A. Dateline A. Dateline

15. A. A. Attention Line 14. This is keyed on the first line of the inside address and used to address a specific person or job such, as a Sales Manager, within an organization:

16. 15. What is the name of the addressee, name of the business, street address, city, state abbreviation, and zip called? 15. What is the name of the addressee, name of the business, street address, city, state abbreviation, and zip called? A. Inside Address

17. 16. The greeting, such as Dear Mr. Cox is called: 16. The greeting, such as Dear Mr. Cox is called: A. Salutation

18. 17. This optional feature is keyed below the salutation because it is considered part of the message. 17. This optional feature is keyed below the salutation because it is considered part of the message. A. Subject Line

19. 18. This the letter content. Paragraphs are keyed in single space format with a double space between. 18. This the letter content. Paragraphs are keyed in single space format with a double space between. A. Message

20. 19. The the goodbye, such as Sincerely, is called: A. Complimentary Closing

21. 20. This optional feature is keying the name of the company in all caps, and placing a double space below the complimentary close. 20. This optional feature is keying the name of the company in all caps, and placing a double space below the complimentary close. A. Company Signature

22. 21. Typing the author’s name and title, which may be keyed on one or two lines, depending on length, is called: 21. Typing the author’s name and title, which may be keyed on one or two lines, depending on length, is called: A. Writer’s signature block

23. 22. The initials of the typist of the letter are called: 22. The initials of the typist of the letter are called: A. Reference Initials

24. 23. This optional component indicates that another document is included with the letter. 23. This optional component indicates that another document is included with the letter. A. Enclosure Notation

25. 24. This optional component indicates the names of other parties who have received copies of the letter. 24. This optional component indicates the names of other parties who have received copies of the letter. A. Copy Notation

26. 25. What are the two punctuation styles of business letters? 25. What are the two punctuation styles of business letters? A. Mixed Punctuation and Open Punctuation

27. This means that a colon is keyed after the salutation (Dear Mrs. May:) and a comma after the complimentary close (Sincerely,) 26. This means that a colon is keyed after the salutation (Dear Mrs. May:) and a comma after the complimentary close (Sincerely,) A. mixed punctuation

28. 27. A letter in which all lines begin at the left margin is called: A. a “block style” business letter.

29. 28. When the date and closure are keyed at center point (usually 6 tabs), it is what kind of letter? 28. When the date and closure are keyed at center point (usually 6 tabs), it is what kind of letter? A. A “modified block style” business letter.

30. 29. Correspondence between an individual and another individual or a corporate entity. is called: 29. Correspondence between an individual and another individual or a corporate entity. is called: A. personal business letter

31. 30. Name 3 examples of personal business letter usage. 30. Name 3 examples of personal business letter usage. A. Formal thank you note; Letter of complaint; Letter of application to accompany a résumé

32. 31. How is a personal business letter formatted, compared to a business letter? 31. How is a personal business letter formatted, compared to a business letter? A. The same as a business letter AND includes the return address of the author at the top of the document

33. 32. A form of communication used within an office, business, or organization is called: 32. A form of communication used within an office, business, or organization is called: A. memo

34. 33. What are memos used for? 33. What are memos used for? A. interoffice communication that deals with subjects of permanent record.

35. 34. Name 3 ways to distribute a memo: 34. Name 3 ways to distribute a memo: A. A hard copy; an email; an email attachment

36. 35. What are the 5 main components of a memo? 35. What are the 5 main components of a memo? A. TO; FROM; DATE; SUBJECT; BODY

37. 36. What other components may be added (are optional), depending on the content and style of the memo? 36. What other components may be added (are optional), depending on the content and style of the memo? A. Writer’s name and signature; special notations

38. 37. How are the 4 basic headings of a memo keyed? 37. How are the 4 basic headings of a memo keyed? A. All caps and bold; information to the right of each heading is vertically aligned

39. 38. Where do you begin the body of a memo? 38. Where do you begin the body of a memo? A. Usually a double space below the last heading.

40. 39. How are paragraphs of a memo spaced? 39. How are paragraphs of a memo spaced? A. Single space in the paragraph; double space between paragraphs.

41. 40. Do the paragraphs of a memo have to be block style? 40. Do the paragraphs of a memo have to be block style? A. No, they may be either block style or indented.

42. 41. A list of items to be discussed or acted upon, prepared before meetings, events, and conferences is called: 41. A list of items to be discussed or acted upon, prepared before meetings, events, and conferences is called: A. A list of items to be discussed or acted upon, prepared before meetings, events, and conferences.

43. 42. Heading section – the organization name, date, location, and time of the meeting centered at top Body – time slots, topics, and speakers/presenters are components of what? 42. Heading section – the organization name, date, location, and time of the meeting centered at top Body – time slots, topics, and speakers/presenters are components of what? A. an agenda

44. 43. What may an agenda include? 43. What may an agenda include? A. May include columns of times, topics, speakers, and locations or may simply be represented as a list of items

45. 44. Is there one particular format of an agenda? 44. Is there one particular format of an agenda? A. No. Format varies according to the needs and preferences of each organization.

46. 45. What formatting technique can you use to enhance the appearance of an agenda? 45. What formatting technique can you use to enhance the appearance of an agenda? A. You may format it with dot leader tabs to control the left- to-right flow of the text

47. 46. What if the meeting or conference lasts more than one day? 46. What if the meeting or conference lasts more than one day? A. list the day and date at the beginning of each section in bold

48. 47. If the agenda is in column format, what word processing feature should you use? 47. If the agenda is in column format, what word processing feature should you use? A. A Table

49. 48. These are used to describe the discussions, decisions, and actions that occurred during a business meeting. 48. These are used to describe the discussions, decisions, and actions that occurred during a business meeting. A. Minutes

50. 49. A company meeting of stockholders; an meeting of the State Board of Education; A meeting of the PTSA Grounds Committee are 3 examples of situations needing the recording of: 49. A company meeting of stockholders; an meeting of the State Board of Education; A meeting of the PTSA Grounds Committee are 3 examples of situations needing the recording of: A. Minutes

51. 50. Heading; Call to order; Approval of Minutes; Committee Reports; Old Business; new Business; Adjournment; Secretary Signature are components of: 50. Heading; Call to order; Approval of Minutes; Committee Reports; Old Business; new Business; Adjournment; Secretary Signature are components of: A. A meeting’s minutes:

52. 51. What is an Itinerary? 51. What is an Itinerary? A. An itinerary is used to indicate travel arrangements.

53. 52. What are the components of an itinerary? 52. What are the components of an itinerary? A. A. Name of traveler   Date and time of departure   Departure information   Lodging information   Meeting times and locations   Return times   Area attractions

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