You are on page 1of 194

USING MS WORD 2010

BASIC MS WORD
FAXES
MEMORANDUMS
BUSINESS LETTERS
PROOFREADERS' MARKS
TABLES
BOUND & UNBOUND REPORTS
SIMPLE MAIL MERGE
ITINERARIES
AGENDAS, MINUTES, NEWS RELEASES
OUTLINES
USING E-MAIL (Web-Based)

JOB SEARCH SKILLSNetworking, Resume,


Cover Letter, Interview, After Interview Follow-up, etc.

MS Word 2010

Nuts n Bolts of Formatting


Using Microsoft Word 2010

It Doesnt Get Any Easier!

By
Barbara Grace Ellsworth
Mesa Community College
Mesa, Arizona

Nuts n Bolts of Formatting


By
Barbara Grace Ellsworth
Mesa Community College
Mesa, Arizona

Copyright 2011 Version 0111


ELLSWORTH PUBLISHING COMPANY
Chandler, Arizona
ALL RIGHTS RESERVED
Copyright terms of usage:
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.

For information, contact:


Ellsworth Publishing Company
P. O. Box 6727
Chandler, AZ 85246
Fax: (480) 963-4502
www.EllsworthPublishing.com

COURSE DESCRIPTION
STEP-BY-STEP INSTRUCTIONS
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 select 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 document, how to enter your name and assignment number in the header, etc.)
Fax Applications (Creating faxes and using fax templates)
Interoffice Memos (including Memo Wizards)
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)
Proofreaders Marks (Common proofreading marks useful in any editing project)
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)
Itineraries (Creating itineraries using tab stops and hanging indents)
Agendas, Minutes & News Releases (Formats)
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 Dont Get Hired)
At the end of each section are Multiple-Choice questions for tests or quizzes.

Course Description

iii

EASY GRADINGSOLUTION KEY AND STUDENT CHECK-OFF SHEET


Assignment check-off sheets are an easy method of grading and recording. After students check their
work with a solutions key, teacher looks at it. If the assignment is acceptable (correct), the blank is initialed by the teacher, the assignment is initialed and returned to the student. Add up the points earned
and compare it to a grading scale. The approximate amount of time to complete sections is given.

FORMATTING GRADE SUMMARY

DATE ___________________

STUDENTS NAME ___________________________________CLASS ___________________


LESSON

POINTS

Basic MS Word

ASSIGNMENTS

(2)

1_____ 2_____

(4)

1_____ 2_____ 3_____ 4_____

(Approx. 1 1/4 hr.)

Faxes
(Approx. 1 1/4 hr.)

Memos

(14)

1_____ 2_____ 3_____ 4_____ 5_____ 6_____ 7_____

(24)

1_____ 2_____ 3_____ 4_____ 5_____ 6_____

(Approx. 2 hrs.)

Business Letters
(Approx. 4 hrs.)

7_____ 8_____ 9_____ 10____ 11____ 12____


Proofreaders Marks
(Approx. 1 hrs.)

Tables

(5)

1_____ 2_____ 3_____ 4_____ 5_____

(16)

1_____ 2_____ 3_____ 4_____ 5_____ 6_____ 7_____ 8_____

(14)

1_____ 2_____ 3_____ 4_____ 5_____ 6_____ 7_____

(Approx. 3 hrs.)

Business Reports
(Approx. 5 hrs.)

Simple Mail Merge

(8)

1_____ 2_____ 3_____ 4_____

Itineraries

(8)

1_____ 2_____ 3_____ 4_____

(Approx. 1 3/4 hrs.)

(Approx 1 hrs.)

Agendas, Minutes,
News Releases

(14)

1_____ 2_____ 3_____ 4_____ 5_____ 6_____ 7_____

(Approx 2 hrs.)

Outlines

(8)

1_____ 2_____ 3_____ 4_____

(8)

1_____ 2_____ 3_____ 4_____

(16)

1_____ 2_____ 3_____ 4_____ 5_____ 6_____ 7_____ 8_____

(Approx 1 hr.)

Using E-Mail
(Approx. 1 1/2 hrs.)

Job Search Skills


(Approx 3 hr.)

TOTAL POINTS

142

APPROXIMATELY 27-30 HOURS

Course Description

Possible Grading Scale (if all 142 points assigned):


90%

127142 = A

80%

113126 = B

70%

99112 = C

60%

8598

=D

iv

CONTENTS
BASIC MS WORD 2010 CONCEPTS
Objectives .................................................... BWD 2
Starting MS Word ........................................ BWD 2
Maximizing the Screen ................................ BWD 3
Saving a Document ...................................... BWD 3
Close MS Word............................................ BWD 5
Opening a Saved Document......................... BWD 5
Changing Font Styles and Sizes ................... BWD 8
What Font Size Numbers Mean ................... BWD 9
Using the Backspace or the Delete key.......BWD 10
Bold, Italicize, and Underline Text .............. BWD 10
Entering Name & Assignment in Header ...BWD 11
Basics of MS Word 2007 Questions ...........BWD 13

Enter Name & Assignment in Header ........... PBL 6


Spell Check Your Document ......................... PBL 6
Create folder in Save As dialog box .............. PBL 7
Create a Business Letter ................................ PBL 8
Advanced Letter Features List..................... PBL 11
Two-Page Business Letters ......................... PBL 12
Numbering Paragraphs ................................ PBL 13
Bulleting Paragraphs ................................... PBL 14
Using the Internet to Obtain and use
an MS Letterhead Template .................. PBL 15
Learn USPS State/Possession Abbrev. ........ PBL 19
Personal & Business Letter Questions ........ PBL 21
PROOFREADERS MARKS

FAX APPLICATIONS
Objectives ........................................................ FA 2
Use a Business Fax Template .......................... FA 3
Save a & Use a Preferred Fax Template .......... FA 4
Delete a Created Fax Template ........................ FA 5
Fax Applications Questions ............................ FA 7
CREATING MEMORANDUMS

Objectives ....................................................... CM 2
Set Line Spacing ............................................. CM 3
Show Vertical & Horizontal Rulers ...................... CM 3
Set Tab on Horizontal Ruler ................................. CM 4
Set Font Styles & Sizes ................................... CM 4
Authors Initials & Enclosure Notations......... CM 5
Key the Heading of a Memo ........................... CM 5
Key the Body of the Memo ............................. CM 5
Spell Check Memo .......................................... CM 6
Numbering Paragraphs in Body ............................ CM 9
Creating a Memo Using a Wizard ................ CM 10
Memorandum Questions ............................... CM 12
PERSONAL & BUSINESS LETTERS

Objectives ...................................................... PBL 2


General Guidelines.........................................PBL 3
Set Line Spacing ............................................ PBL 4
Show Vertical and Horizontal Rulers ............ PBL 4
Create Block Style Personal Letter ................ PBL 5

Contents

Objectives ....................................................... PM 2
Commonly Used Proofreaders Marks ........... PM 3
Proofreading Assignments ............................. PM 4
Proofreading Questions ................................... PM 7
CREATING & USING TABLES
Objectives ........................................................ TA 2
Set Line Spacing to Double Spacing .............. TA 2
Type Table Heading, Bold & Center ............... TA 3
Create a Table with 2 Columns & 8 Rows ...... TA 4
Enter data into cells .......................................... TA 4
Use AutoFit to Reduce the Size of Columns .. TA 4
Center the Table Horizontally .......................... TA 5
Center the Table Vertically on the Page .......... TA 5
Adjust Amount of Space Between Columns .. TA 5
Remove Gridlines ........................................... TA 6
Center Titles and Subtitles ............................... TA 9
Use AutoFormat ............................................... TA 9
Right Align Numbered Amounts ................... TA 11
Right Align Columnar Headings ................... TA 11
5-Col. Table with Centered Titles and
Decimal Centered Amounts ...................... TA 12
Change Column Widths ....................................... TA 14
Change Tab Setting on Ruler to Decimal Tab ..... TA 14
Create Block letter with AutoFormat Table ......... TA 18
Tables Questions ............................................ TA 20

CONTENTS
BOUND & UNBOUND REPORTS

Set Fonts and Spacing...................................... AMN 3


Create
Minutes of a Meeting ........................ AMD 7
Objectives .................................................... RPTS 2
Create a Cover Page from MS Template ..... RPTS-4 Use Page Break ............................................ AMD 9
Insert Page Number and Identification ......... AMD 9
Create an Unbound Report with Endnotes
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
Format an Endnote ........................................... RPTS-10
Remove the Endnote Separator........................ RPTS-14
Create Hanging Indent ............................... RPTS 15
Create the References Page.............................. RPTS-15
Add Page Numbering....................................... RPTS-16
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
Expand Character Spacing in the Title ...... RPTS 19
Create a Bound Report ............................... RPTS 20
Create a Table of Contents ......................... RPTS 23
Report Questions ........................................ RPTS 26
SIMPLE MAIL MERGE

OUTLINES

Objectives ........................................................ OL 2
Creating an Outline.......................................... OL 3
Get Ruler, Set Tabs on Ruler ........................... OL 3
Outline with Right Aligned Roman Numerals OL 7
Outlines Questions .......................................... OL 9
USING E-MAIL (Using MS Internet Explorer)

Objectives ........................................................EM 2
Open an E-mail account ..................................EM 3
Delete Unwanted Marketing Preferences.........EM 5
Read Your E-mail ............................................EM 6
Delete Unwanted E-Mail .................................EM 8
Empty the Trash Folder ...................................EM 8
Compose an E-mail .........................................EM 9
Add to the Address Book ................................EM 9
Delete the Challenge Response E-mails ........ EM 10
Using the Yahoo! Calendar ........................... EM 12
Add an appointment/event............................. EM 12
See the Daily, Weekly, Monthly Entries ....... EM 12
Delete Unwanted Appointments/Events........ EM 13
E-Mail Questions ........................................... EM 14

Objectives ...................................................... MM 2
Using the Mail Merge Wizard ....................... MM 3
Create an Address List ................................... MM 4
Save an Address List ...................................... MM 4
Edit Errors on Letters to be Merged ............. MM 7
Using a Template Letter with Mail
Merge Wizard ........................................... MM 7
Create the Letter to be Merged ...................... MM 7
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
Best Web Sites for Job Search.........................JSS 3
ITINERARIESdone
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 Dont

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:


INTERNET VERSIONStudents can learn anytime, anywhere (classroom, lab, or home).

Student progress and grades can be viewed over the Internet by the teacherno papers to
handle, grade, or turn in. Printing is optional. Software is hosted on Ellsworth Publishing Co.
(EPC) servers. Data is saved on our servers. No EPC software to install or maintain.
UNIQUE KEYBOARDING FEATURES

Select one or two spaces after a period at the end of a sentence and [ :, !, and ?].
Turn off the timing area on the screen to prevent students from looking at their fingers or
the screen. If they take their eyes off the copy, they will lose their place.
Turn off the Backspace key completely, or just for selected timings.
Internal message manager to send and receive messages to one or all students. The
message is seen when students first open their data files (Internet version only).
FLEXIBILITYCourse standards can be changed/customized for individualized learning or

course length/time needs. Make the course fit your needs, not the other way around.
POWERPOINT COURSE DEMONSTRATIONSStep-by-step tutorials are available on our

website at www.EllsworthPublishing.com.
PROGRESS REPORTSShow 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 FEEDBACKAll exercises are timed; speed and accuracy are reported after each

timing.
COMPETENCY BASEDThe instructors grading scale is entered in the Setup. The grade for

an A is the goal for each timing exercisestudents practice each exercise until they reach
their goal before going on to the next one.
SELF-PACEDStudents can go at their own pace (within the daily or weekly parameters set

by the instructor).
SECURITYThe name, ID#, and scores are permanently recorded within each students file

for security reasons. Students cant change the name or exchange scores.
SPECIAL ADAPTATION FOR BUSY (NOISY) CLASSROOMS, OR HEARING IMPAIRED

STUDENTSAll exercises are timed. A special end-of-timing blinking on the monitor silently
notifies students that the timer has run out of time.

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 programsTen 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 levelsK-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 havent typed in a long time and have rusty skills. The course contains 15-second to 5minute 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 2minute 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

Basic MS Word Concepts

2007-2011 Ellsworth Publishing Co.


www.EllsworthPublishing.com

BWD 1

BASIC MS WORD CONCEPTS


This section contains some very basic MS Word information that will help you complete the
assignments in this book. Assignment #1 will be to print the document you open and use in this
unit. Windows 7 is the Operating System referred to in the directions for saving, etc.

Objectives
When you complete this unit, you will be able to:

Start MS Word, Open a blank document


Maximize the screen
Minimize the document
Select and deselect the Caps Lock key
Save document on the hard drive
Close MS Word
Open a saved document
Expand and collapse folders

Change Font Styles and Font Sizes


Know what Font size numbers mean
Determine whether to use the Backspace
or the Delete key
Bold, Italicize, and Underline text
Use the Header to enter the name and
assignment number
Save and print assignment

How to Start MS Word and Open a Blank Document


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
2010.

Start

The Main Ribbon for MS Word 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.

Basic MS Word Concepts

2007-2011 Ellsworth Publishing Co.


www.EllsworthPublishing.com

BWD 2

Maximize Your Screen


Once you have a new blank document, it probably is already maximized to fill the screen and you will
see two small squares in the middle
box in the upper right corner. If you
place your pointer in the middle
box, the Screen Tip will indicate
Restore Down. Click on the Restore
Down; it will make your document
smaller. Click it again to maximize
it. Did you notice that the little
boxes in the image changed?

Minimize Your Document


There may be times when you want to minimize a document temporarilyput it down in the
tray for use later while you work on something else. Click on the minimize button. Then click
on it in the tray to bring it up again.

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 keyboard (ALL LETTERS WILL BE IN UPPER CASE) and type this line:
THIS COURSE IS GOING TO BE EASY!

Press the Caps Lock key again


to deselect ALL CAPITAL
LETTERS
Click the File Button
Click Save As

Basic MS Word Concepts

2007-2011 Ellsworth Publishing Co.


www.EllsworthPublishing.com

BWD 3

This is called a Save As dialog


box. Your folder list may not
look exactly like this.

Scroll down until you see your


USB Removable Disk (which
can have various names). Click
on it to highlight the name.

To create a Homework folder,


click on the New Folder button.

Name the new folder: HomeworkBasic Word. Click the


Open button.

Notice that the Open button has


changed to a Save button. The
new folder is now in your list of
folders.

In the File name: area


the first line of your
Word document shows.
That is as good a file
name as any in this case.

Click the Save button.

Notice that the Title Bar, the first line on your document, shows the File Name:

Basic MS Word Concepts

2007-2011 Ellsworth Publishing Co.


www.EllsworthPublishing.com

BWD 4

Close MS Word

Close MS Word by clicking on


the X on the upper top right
corner.

You previously saved your document and then closed Word. If


you forget to save first, you will
lose your document.

How to Open Your Saved Document


There are several ways to open your
document. One way is to go through
Windows Explore:

Right click on Start. When you


right click with the mouse, it
always opens another menu.

Left click on Open Windows Explore.

Maximize so Windows Explore


fills the screen.

Click on the of Computer to


expand it and show the drives
within it.

Click on the of Removable


Disk (or whatever your USB is
called) to expand it and show the
folders within it.

Notice that the diamond is dark,


showing that it is selected and
folders are showing. If you were to
click on the diamond again, it
would collapse (hide) the folders
and the diamond would be light.

Your Homework folder appears.

Basic MS Word Concepts

2007-2011 Ellsworth Publishing Co.


www.EllsworthPublishing.com

BWD 5

Single click on the folder:


HomeworkBasic Word.

The folder is selected and


the files show on the right.

Resting your pointer on


the arrow shows the Tool
Tip indicating More options.

Click on the View arrow


to show more options for
displaying the file icon.

Click on Details. Notice


the information displayed.
Try various views.

To open your file, double


click (click 2 times very
fast) on THIS COURSE IS
GOING TO BE EASY.
You can double click either
the
icon or the words.

Your file is now open and


looks like this. (You can
click on the x of the
Navigation pane to close it
and make more room.)

Basic MS Word Concepts

2007-2011 Ellsworth Publishing Co.


www.EllsworthPublishing.com

BWD 6

Close MS Word

Close MS Word by clicking on the


X in the upper top right corner.
It may ask if you want to save.

You may close any other screens


also by clicking on the X in the
upper top right corner.

Another Way to Open an MS Word Document from your USB Drive

Click on Start.

Click on All Programs. (The


programs on your computer may
differ from those on the
authors computer.)

Scroll to Microsoft Office and


click. Click on Microsoft Word
2010.

When your Word document


opens, click the File Button.

Look at the Recent Documents. The first one listed is


the last Word document
saved.

Click on either the icon or the


words, and the document
opens.

Basic MS Word Concepts

2007-2011 Ellsworth Publishing Co.


www.EllsworthPublishing.com

BWD 7

How to Change Font Styles

Click after the words: THIS


COURSE IS GOING TO BE
EASY! so your cursor is at the
end of the sentence.

Press the Spacebar once.

Press the Caps Lock key down


on the keyboard and add: I AM
GOING TO DO WELL!

Select the sentences by holding


down the left mouse button at
the beginning of the sentences
and drag over it so it is highlighted.

Click on the Font Style arrow


and various font styles will
appear.

As you drag your cursor down


over the different font styles,
notice how your sentence
changes. This makes it easy to
change the font style to something pleasing to you.

Click on the ALGERIAN font.

Basic MS Word Concepts

THIS COURSE IS GOING TO BE EASY! I AM GOING TO DO WELL!

2007-2011 Ellsworth Publishing Co.


www.EllsworthPublishing.com

BWD 8

How to Change Font Sizes

The sentences are still selected


so you can do other things with
them to change the formatting
(the look). Formatting can
include the font styles and
sizes, bold, italics, underline,
etc.

Click on the Font Size arrow


and various font sizes will
appear.

As you drag your cursor down


over the different font sizes,
notice how your sentence
changes. This makes it easy to
see what size you want.

Click on the 48.

What the Font Size Numbers Mean


In printers language, there are 72 points to 1 inch. If you selected a word and clicked on Font
size 36, the selection would be 1/2 high (36/72). If you clicked on 24, your selection would be
24/72 of an inch high. A common font size for most applications is 12, such as Times New Roman font style with 12 as the font size.
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).

You can change the size of the


font by clicking on the Grow
Font and Shrink Font buttons

Change the font size to 26 by


clicking the Grow Font and
Shrink Font buttons.

Basic MS Word Concepts

2007-2011 Ellsworth Publishing Co.


www.EllsworthPublishing.com

BWD 9

How to Know Whether to Use the Backspace or the Delete Key


Look down at your keyboard. Notice that there is a line (empty space) between the Backspace and the Delete keys (on regular size keyboards). Pretend that your blinking cursor is that
line:
Backspace
left

Delete
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.
I AM GOOING TO LIKEE TTHIS COURSSE!
a
b c
d

a)
b)
c)
d)

To erase the first O, it is to the left of the cursor, so use the Backspace key.
To erase the first E, it is to the right of the cursor, so use the Delete key.
To erase the first T, it is to the right of the cursor, so use the Delete key.
To erase the first S, it is to the left of the cursor, so use the Backspace key.

Bold, Italicize, and Underline Text


Select the text THIS COURSE IS GOING TO BE EASY! I AM GOING TO DO WELL with
the Algerian, 26 fonts set earlier:

Click the Bold button

Click the Italic button

Click to Underline button

Note: Whenever you want to


remove Bold, Italic, or Underline
select the word or sentence and
click B or I or U again. It is a
toggle; click it once and it is on,
click it again and it is off (like a
light switch).

Basic MS Word Concepts

20072011 Ellsworth Publishing Co.


www.EllsworthPublishing.com

BWD 10

How to Enter Your Name and Assignment Number in the Header


You will be asked to enter your name and assignment number in most of the assignments in
this textbook. This is Assignment #1.
With your Word document open that has THIS COURSE IS GOING TO BE FUN! I AM GOING TO DO WELL with Algerian, 26, follow the directions under the illustration:

Click the Insert Tab.

Click the Header button.

Click to select the Blank


(Three Columns) header.

Type the Header

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.

Basic MS Word Concepts

2007-2011 Ellsworth Publishing Co.


www.EllsworthPublishing.com

BWD 11

This is what your first assignment looks like. (You may have
chosen a different format for the
date.)

Click the Close Header and


Footer button.

Click the File Button and click


Save as. Select the Removable
Disk or USB Drive. Double
click the folder: Homework
Basic Word.

Notice that the folder name


appears in the heading.

Enter File name as #BWD-1.

Click the Save button.

TO PRINT THE DOCUMENT:

Click the File Button

Click Print (under File button)

Click the Printer icon

Turn printout in to your teacher.

.
Note: Some print functions are configured differently and may look
slightly different from this.

Basic MS Word Concepts

2007-2011 Ellsworth Publishing Co.


www.EllsworthPublishing.com

BWD 12

BASIC MICROSOFT WORD 2010 QUIZ


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.
1. The features and functions of Microsoft Word 2010 show on the:
a) main toolbar

b) title bar

c) ribbon

2. If you see two small squares in the middle box in the upper right corner, your screen is:
a) maximized

b) minimized

c) Restored Down

3. To type key words or sentences in all capital letters:


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:
a) Double click on the Create New Folder button
b) Key in the words Homework Folder in the File name: area
c) Click on the New Folder button
5. The Title Bar on a document:
a) is the third line of a document
b) is the second line of a document
c) is the first line of a document
6. To open a saved document through Windows Explorer:
a) Right click on Start, click on Open Windows Explorer
b) Click on start, right click on Open Windows Explorer
c) Right click on Start, double click on Open Windows Explorer
7. To expand a drive or folder means:
a) to show all the files inside
b) to click on the New Folder button to add new folders to a drive
c) to show other folders inside

Basic MS Word Concepts

2007-2011 Ellsworth Publishing Co.


www.EllsworthPublishing.com

BWD 13

8. To collapse a drive or folder means:


a) to hide all files inside a drive or folder
b) to hide folders within a drive
c) to delete a drive or folder
9. To open a file from a folder listed in Windows Explorer:
a) Triple click the file name
b) Double click the file name
c) Single click the file name
10. After clicking on the File Button, to open the latest document saved:
a) Click on the first document listed under Recent Documents
b) Click Open on the Office Button toolbar
c) Click Last doc on the Office Button toolbar
11. Algerian is an example of a:
a) Header style

b) Font size

c) Font style

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) Select the words and click bold, italics, or underline
b) Select the words, click the File Button, and click Remove Formatting
c) Select the words, click the File Button, and click Delete Formatting
16. The Header button is shown on the ribbon of what tab:
a) The Home tab

Basic MS Word Concepts

b) The Insert tab

c) The Page Layout tab


2007-2011 Ellsworth Publishing Co.
www.EllsworthPublishing.com

BWD 14

Faxes
Fax Applications

Fax Applications

2007-2011 Ellsworth Publishing Co.


www.EllsworthPublishing.com

FA 1

FAX APPLICATIONS
Fax stands for Facsimile. It is used to send information electronically. Often faxes contain information that would be included in a letter; it is just quicker. Faxes are also used as a cover
sheet to accompany another item; both the fax cover sheet and the invoice or application or
business form are sent electronically together. If you had an application that you filled out for a
job, you could fax the application with a cover letter and cover fax giving further explanation
or asking questions.
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:

Select various Fax templates


Enter information in the template placeholders
Save Fax templates for future use
Delete Fax templates no longer needed

This is an example.
Directions begin on the
next page.

Fax Applications

2007-2011 Ellsworth Publishing Co.


www.EllsworthPublishing.com

FA 2

Assignment #FA-1, Use a Business Fax Template

Open an MS Word blank document and maximize the screen.


(Click on Start, All Programs,
Microsoft Office Microsoft
Word 2010.)

Click on the File Button, New.


Scroll to Available Templates
and double click on the Faxes
icon. Double click to select the
Professional design. If you
dont have these templates,
choose from those you have.

Enter the following information on the fax: Press the Tab key after each entry.
Company/Organization Name: Taylor Insurance
Address: 2701 N Alma School Rd., Suite 30
Chandler, AZ 85224
Phone: 602.391.4860
Fax: 602.566.7747
E-mail: Staylor@msn.com
Column 1:
To: D. J. Smith Press Tab key.
Fax: 801.243.9616
Phone: 801.455.6449
Re: Late Insurance Premium

Column 2:
From: Enter Student Name, #FA-1 (not Scott Taylor)
Pages: 1
Date: Enter Current Date
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 doesnt expire.
Let me know how I can be of assistance to you in this matter.
Scott

Fax Applications

2007-2011 Ellsworth Publishing Co.


www.EllsworthPublishing.com

FA 3

Your name and assignment number is on the Fax. Click the File Button, Save as. In
the Save as dialog box, Create a New folder for HomeworkFaxes. Save as #FA-1.
Print. (Refer to Basic MS Word Concepts chapter, P. BWD-3 & 4, for creating a folder.)

Assignment #FA-2, Save and Use a Preferred Fax Template


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 computers. This example chose the Fax (Oriel theme).

Click the File Button. Click New.

Double click on the Faxes icon.

Under Available Templates, scroll down and select (Fax Oriel theme)

To save the template, follow the directions below:

Click the File Button

Click Save as:

Click to select Desktop to save it for quick access.

In the File name: Fax (Oriel theme).

Click the Save button.

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 information. In some cases you may need to select the placeholder, delete it and enter the information.

Fax Applications

2007-2011 Ellsworth Publishing Co.


www.EllsworthPublishing.com

FA 4

Enter the following information on the fax:


Sender Company Name: ABC BINDERY
Company Address: 1601 E Broadway, #23
Company Phone No.: 480-355-6555
Date: Use Current Date
TO: SPEECH CORNER
FAX: 602-312-1090
PHONE: 602-899-1661
FROM: Student Name #FA-2
FAX: 602-899-2443
PHONE: 480-355-6555 Ext. 215
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 another 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 redirect this order to another company.
We look forward to working with you in the future.
Student Name

Your name and assignment number appears on the Fax. Click the File Button, Save
as. Save in the folder for HomeworkFaxes. Save as #FA-2. Print. BE CAREFUL TO
SAVE UNDER ANOTHER NAME SO YOU DONT SAVE OVER THE CLEAN FAX YOU
WILL WANT TO USE AGAIN!

Deleting a Fax Template no Longer Wanted or Needed


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.
Fax Applications

2007-2011 Ellsworth Publishing Co.


www.EllsworthPublishing.com

FA 5

To delete the Fax template from Windows


Explore:
Right click on Start.
Left click Open Windows Explorer.
Click to select Desktop.
When the files show on the right, click
to select the Fax template you want to
delete.
Depress the Delete key on the keyboard.
A notice will appear asking if you are
sure you want to send it to the Recycle
Bin. Click Yes.

Assignment #FA-3, Creating a Fax


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 person.
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 appear, 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 HomeworkFaxes. Save as #FA-3. Print.

Fax Applications

2007-2011 Ellsworth Publishing Co.


www.EllsworthPublishing.com

FA 6

FAX QUIZ
On a separate sheet of paper, write the letter that most correctly answers or completes the question This is Assignment #FA-4 These questions may appear on a test. Follow teacher instructions for turning it in.
1. Fax applications are used to send information ______ .
a) Interoffice
b) Electronically
c) Manually
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
3. In fax applications, brackets around requested information are called ______ .
a) Contact information
b) Parenthesis
c) Placeholders
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
5. The notation CC on a fax denotes ______ ?
a) A copy to be sent to someone
b) Where to enter the return address
c) Where to enter the corporate address
6. To delete a fax using Windows Explorer:
a) Left click on Start, Open Windows Explorer, click on file, press Delete key
b) Right click on Start, Open Windows Explorer, click on file, press Delete key
c) Right click on the X (Close) button, right click on Open Windows Explorer, press
Delete key

Fax Applications

2007-2011 Ellsworth Publishing Co.


www.EllsworthPublishing.com

FA 7

Memos
Creating Memorandums
FBLA-PBL Format

Creating Memorandums

2007-2011 Ellsworth Publishing Co.


www.EllsworthPublishing.com

CM 1

CREATING MEMORANDUMS
Messages sent to persons within an organization are called Interoffice Memorandums, or
memos for short. Memos are usually printed on plain paper and e-mailed or sent in interoffice envelopes.

Objectives
When you complete this unit, you will be able to:

Set Line Spacing


Show Vertical and Horizontal Rulers
Set tabs on the Horizontal Ruler
Create a Memo in correct format
Use Spell Check
Use Header to Personalize documents

Create a new folder and save


Change Fonts
Create a Memo Form and save
Edit a Header
Create a Memo using a Wizard
Number paragraphs

Creating a Memo

MEMORANDUM
This is the example.
Dont type from this;
directions begin on the
next page.

Creating Memorandums

Top Margin: 2
Side Margins: 1

2007-2011 Ellsworth Publishing Co.


www.EllsworthPublishing.com

CM 2

Open a Blank Word Document

Click on Start
Click on All Programs
Scroll to Microsoft Office
Click on Microsoft Word 2010

Set Line Spacing to 1.0

Line Spacing arrow

When you first open a Word 2010


document, it has some default (preset) settings. You need set your line
spacing to 1.0 with no extra space
after paragraphs.

Click on the Line Spacing arrow.


Click on the 1.0 setting for single
spacing. Dialog box closes.
Click on the Line Spacing arrow
again to open it.
Click Remove Space After
Paragraph.

Show Vertical and Horizontal Rulers


It is helpful to see the vertical and horizontal rulers to measure and line up objects in a document, and to set tabs.

Click the View tab.


Click Ruler box (if it does not
already have a check mark).

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

Creating Memorandums

Shows amount of Left Margin

Shows inches and fractions of inches

2007-2011 Ellsworth Publishing Co.


www.EllsworthPublishing.com

CM 3

If the rulers dont show after checking the Ruler box:

Click the File Button.

Click the Options button towards


the bottom of the list.

Click Advanced in left menu.

Scroll down to the Display section.

The box should be checked for


Show vertical ruler in Print Layout View.

Both rulers should appear in your


Word document.

Set a tab at 1 on the Horizontal Ruler

Click on the 1 in the ruler. A small L appears as the tab stop.

You just entered a Left align tab to be indented 1 from the left margin.

Set Font Styles, Font Sizes, and 2 Top Margin


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.
The top margin of a memorandum 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 about five times until your cursor looks to be about even with the 1 on the vertical ruler. (The 1 default margin and spacing down 1 = 2.)

Click on the Home tab.

Select the Times New Roman font style and 12 font size.

Press the Enter key about 5 times. Does it look fairly even with the 1
mark on the vertical ruler?

Creating Memorandums

1 default
margin

Vertical Ruler
Begin keying
here for a
2 top
margin.

2007-2011 Ellsworth Publishing Co.


www.EllsworthPublishing.com

CM 4

Keying Memorandum Headings in ALL CAPS

Key in TO:
Press the tab key.
Key in the name: Carol Woods
Press the Enter key twice to
double space (DS)which
leaves one blank line between
lines of type.

Key in FROM:
Press the tab key.
Key in your name.
Press the Enter key twice.

Key in DATE:
Press the tab key.
Key in todays date.
Press the Enter key twice.

Key in SUBJECT:
Press the tab key.
Key in Formatting a Standard
Memorandum
Press the Enter key twice to
double space to body of memo.

Keying Memorandum Body, authors initials, & Enclosure Notation


Key in the first paragraph below beginning at the left margin. It will automatically word wrap
(break and flow) to the next line when you are typing. Dont press the Enter key until the end
of the paragraph. Your lines may end differently than the paragraphs shown.
When formatting a standard memorandum, use a 2-inch top margin and 1-inch side margins (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 information 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 between 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

Creating Memorandums

2007-2011 Ellsworth Publishing Co.


www.EllsworthPublishing.com

CM 5

keyed at the left margin a double space below the initials.


(DS)
be (key in your initials in lower casethe example shows the textbook authors initials)
(DS)
Enclosure
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)

Click the File Button.

Click Save As:

The Save in: box shows where you


are saving the documentUsually
the My Documents folder on your
computers hard drive shows first.

Select your USB Drive


(Removable Disk in this example).

Click on the New Folder button .

Name the New Folder: HomeworkCreating Memorandums

Press the Enter key.

Creating Memorandums

Shows where new folder is

2007-2011 Ellsworth Publishing Co.


www.EllsworthPublishing.com

CM 6

Double click on the new


folder.

Notice that the new folder


name shows in Save As
thats where the new file
will be saved.

Enter as the File name:


#CM-1

Click the Save button.

Print Assignment #CM-1 and Turn it in to your Teacher

Click the File button. Click Print

Click Print icon in upper right pane.

Close Document.

Assignment #CM-2, Memo in Times New Roman, 12


(Dont 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.
Let me know if you have any questions.
ao
Put your Name, Assignment #CM-2 and date in the header. Save as #CM-2 in the
HomeworkCreating Memorandums folder, and print. Close Header & Footer.

Creating Memorandums

2007-2011 -Ellsworth Publishing Co.


www.EllsworthPublishing.com

CM 7

Assignment #CM-3, Memo in Arial font style, 12


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.

Click the Create button (right pane)

3. 2 Top Margin

Change font to Arial, 12.


TO: Rachele Ellsworth
SUBJECT: Book Deadline

FROM: Terry Beckstead

DATE: Use Current Date

Donald Logan, from Speech Corner, contacted me today about your recent book-inprogress 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
HomeworkCreating Memorandums folder, and print. Close Header & Footer.

Assignment #CM-4, Memo Form in Arial font style, 12


If you have a job that requires writing quite a few memorandums often, it would save time to
create and save the memo headings. Your headings would already be typed, your name would
already be in the FROM:, and the current date would always appear in the DATE:. All you
would have to do is fill in the TO: and SUBJECT: and the paragraphs in the body.

Obtain a New Word document.

Set the tab stop at 1, Adjust Line Spacing.

2 Top Margin

Key in TO:, and double space to next entry

Key in FROM:, tab, enter your name, and double space to next entry

Creating Memorandums

2007-2011 -Ellsworth Publishing Co.


www.EllsworthPublishing.com

CM 8

Key in DATE:, depress tab key,


click the Insert tab, click Date
& Time button, select 3rd option, click to select Update
Automatically (every time you
open this memo form), click OK.

Double Space.

Key in SUBJECT:

Put your Name, Assignment #CM-4 Memo Form, and date in the header. Save as #CM4 Memo Form in the HomeworkCreating 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.
TO: Department Heads FROM: Your Name DATE: Current Date
SUBJECT: Personnel Manual Recommendations due March 1
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 recommendations 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 Initials.

Select the last three paragraphs beginning with Review the present manual

Click on the Home tab.

Click on the Numbering button.

Creating Memorandums

2007-2011 Ellsworth Publishing Co.


www.EllsworthPublishing.com

CM 9

Editing the Header

Select the Insert tab.


Click the Header button.
Click on Edit Header.
Change assignment number
to #CM-5; change date if
necessary.
Close Header & Footer.

Save as #CM-5 in the HomeworkCreating Memorandums folder, and print.

Assignment #CM-6, Memo Using a Memo Wizard


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 information 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.

Company NameDearborn Tractor Co


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

Creating Memorandums

2007-2011 Ellsworth Publishing Co.


www.EllsworthPublishing.com

CM 10

This is going to be a very important meeting. Please encourage all your employees and
staff to be there. The agenda will be:
1. Vote on the Vacation Policy
2. Elect a Media Spokesperson
3. Introduce the new Vice President of Advertising, James Scoresby
I am enclosing the old vacation policy so you can distribute copies to your department.
xx (Your initials)
Enclosure: Old Vacation Handbook

Save as #CM-6 in the HomeworkCreating Memorandums folder, and print.

Creating Memorandums

2007-2011 Ellsworth Publishing Co.


www.EllsworthPublishing.com

CM 11

CREATING MEMORANDUMS QUIZ


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.
1. Interoffice Memorandums are messages sent to persons:
a) Within an organization

b) To anyone

c) Outside an organization

2. Default settings are:


a) 1

b) Line Spacing

c) Pre-set

3. The Ruler setting is obtained on what ribbon tab?


a) Home

b) View

c) Insert

4. What is the memo tab set at on the Horizontal ruler?


a) .5
5.

b) 1

c) 1.5

What is the top margin of a memorandum?


a) 1

b) 1.5

c) 2

6. Which ribbon tab is used to set font styles and font sizes?
a) Home

b) Insert

c) View

7. Memo headings are keyed in:


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?
a) None

b) One

c) Two

9. The body of a memo is:


a) Double spaced

b) 1.5 spaced

c) Single spaced

10. Word wrap means:


a) Words are automatically divided at the end of a line of type
b) Words flow to the next line automatically without using the Enter key
c) Words should be selected first by double clicking, then wrapped
Creating Memorandums

2007-2011 Ellsworth Publishing Co.


www.EllsworthPublishing.com

CM 12

11. Enclosures on a memo are:


a) Single spaced below the body
b) Single spaced below the reference initials
c) Double spaced below the reference initials
12. The reference initials of the author of a memo are:
a) In all capital letters

b) In Lower case

c) First letter capitalized

13. The Spell Check button is obtained on what ribbon tab?


a) Home

b) View

c) Review

14. The Header is obtained on what ribbon tab?


a) Insert

b) View

c) Home

15. The numbering button to number paragraphs is found on what ribbon tab?
a) Home

b) Insert

c) Page Layout

16. Which ribbon tab is used to edit the header?


a) Home

b) Insert

c) View

17. Which of the following statements is true about Memo Wizards?


a) The current date is inserted automatically
b) Headings are single spaced
c) Cannot indent paragraphs

Creating Memorandums

2007-2011 Ellsworth Publishing Co.


www.EllsworthPublishing.com

CM 13

Letters
Personal & Business
FBLA-PBL Format

(Including unique software


program to learn state abbreviations)

Personal & Business Letters

2007-2011 Ellsworth Publishing Co.


www.EllsworthPublishing.com

PBL 1

CREATING BUSINESS LETTERS


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 companies 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
When you complete this unit, you will be able to:

Create Block style letters following the FBLA-PBL Format Guide


Change Line Spacing
Show Vertical and Horizontal Rulers on a document
Set Font Styles and Font Sizes
Create a Block Style Personal Letter
Use Open punctuation
Spell Check Your Document
Use Headers
Create new folders and save documents
Create a Block Style Business Letter
Use Advanced Letter FeaturesMailing Notation, Attention Line, Subject Line, Second
Page Heading, Company Name, Enclosure Notation, Copy Notation, and Postscript
Use numbered and bulleted paragraphs
Practice writing skills by creating letters
Use Letterhead from the Microsoft Office templates
Insert Clip Art into the Letterhead
Resize clip art and text boxes
Use the correct official USPS State and US Possession abbreviations
Practice the State/Possession abbreviation quiz on the special software provided by
Ellsworth Publishing Company until you can take the quiz with 100% accuracy.

Personal & Business Letters

2007-2011 Ellsworth Publishing Co.


www.EllsworthPublishing.com

PBL 2

General Guidelines
Font Size:

12

Font Style: Times, Times New Roman, or Arial


Spacing:

1 or 2 spaces after punctuation ending a sentence (stay consistent within the


Document
1 space after a semicolon
1 space after a comma
1 or 2 spaces after a colon (stay consistent within the document)
1 space between state abbreviation and ZIP

Line Spacing: Single spacing


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.


Dont type from this;
directions begin on the
next page.

Personal & Business Letters

2007-2011 Ellsworth Publishing Co.


www.EllsworthPublishing.com

PBL 3

Open a Blank Word Document

Click on Start
Click on All Programs
Click on Microsoft Office
Click on Microsoft Word 2010

Set Line Spacing to 1.0

Line Spacing Button

When you first open a Word 2010


document, it has some default (preset) settings. You need set your line
spacing to 1.0 with no extra space
after paragraphs.

Click on the Line Spacing button.


Click on the 1.0 setting for single
spacing.
Click on the Line Spacing button
again to open it.
Click Remove Space After Paragraph (if necessary).

Show Vertical and Horizontal Rulers


It is helpful to see the vertical and horizontal rulers to measure and line up objects in a document, and to set tabs.

Click the View tab.


Click Ruler box (if it does not
already have a check mark).

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.

Personal & Business Letters

2007-2011 Ellsworth Publishing Co.


www.EllsworthPublishing.com

PBL 4

Set Font Styles, Font Sizes, and 2 Top Margin


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 horizontal 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
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.

Select the Times New Roman font style and 12 font size.

Press the Enter key about 4 or 5 times. Does it look even with
the 1 mark on the vertical ruler?

1 default
margin

Vertical Ruler
Begin keying
here for a
2 top
margin.

Create a Block Style Personal Letter, Assignment #PBL-1

Press Enter 4-5 times to leave 1 more inch from the top margin.

Current Date

Press Enter 4 times to Inside Addresswho you are sending the letter to.

Mr. David Miller


2814 E. Watkins Rd.
Phoenix, AZ 85066

Dear Mr. Miller

Press Enter 2 times to double space to the body of the letter.

Press Enter 2 times to double space to the Salutation (Dear Mr. Miller).

NOTICE: There is NO colon after the Salutation. This is


called OPEN PUNCTUATION.

Personal & Business Letters

2007-2011 Ellsworth Publishing Co.


www.EllsworthPublishing.com

PBL 5

My husband and I are building a home in the mountains. We have been looking around for Soapstone stoves. I understand you carry this line. I know they are very expensive, but I understand
that ACE Hardware has a sale in June. Our house is not yet completed so we can wait for the sale
to purchase the stove. Since we have a few months to wait for the sale, I wanted to have you put
away a Soapstone stove and consider it sold. I am willing to put a down payment on it to secure it.
I will be in the store next Monday to put a down payment on the stove.
Sincerely

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.

Spell Check Your Document

As you look at your document, misspellings are often indicated by


a red wavy line under the word. Right click on the word and the
suggestions for the correct spelling are shown on the top of the pop
up menu. Click on one of the words to replace the misspelled word
in your document, or correct the misspelling on your own.

To check the whole document, click on the Review tab, click on


the Spelling & Grammar button and follow the prompts.

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.

Click on Close Header and Footer button.

Personal & Business Letters

2007-2011 Ellsworth Publishing Co.


www.EllsworthPublishing.com

PBL 6

Save Assignment #PBL-1 To Your USB Drive (or as per instructor directions)

Click the File Button.

Click Save As:

The Save in: box shows where you


are saving the documentUsually
the My Documents folder on your
computers hard drive shows first.

Select your USB Drive


(Removable Disk in this example).

Click on the New Folder button .

Name the New Folder: HomeworkLetters

Press the Enter key.

Double click the new HomeworkLetters folder. Notice that it shows in Save
Asthats where the new file will be saved.

Enter as the File name: #PBL-1

Click the Save button.

Shows where new folder is

Create New Folder button

Print Assignment #PBL-1 and Turn it in to your Teacher

Click the File button. Click Print. Click OK.

Close Document to quit, or continue by opening a new document.

Personal & Business Letters

2007-2011 Ellsworth Publishing Co.


www.EllsworthPublishing.com

PBL 7

If you are still in a Word document, you may obtain a new Word document
quickly:

Click the File Button. Click on New.

Click on Blank document

Click the Create button (right pane).

Assignment #PBL-2, Personal Letter in Times New Roman, 12


Use Open Punctuation, which has no punctuation after the Salutation or Closing lines. Create
a 2 top margin. Dont be concerned about where words are divided; your computer will divide
them properly. Your lines may end differently than these.
Use todays 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 HomeworkLetters folder, and print.

Assignment #PBL-3 , Business Letter in Times New Roman, 12


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 information. 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 capitalDepartment)
izes, just select it and change it.
Personal & Business Letters

2007-2011 Ellsworth Publishing Co.


www.EllsworthPublishing.com

PBL 8

Create the following Business Letter which is patterned after the letter style used for FBLAPBL competition:

2 top margin

Current Date

Ms. Jayson Lewis


2009 E. Galveston St.
Tyler, TX 75703
Dear Ms. Lewis
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
writers name, which has a quadruple space (4 returns).
This letter style is to be used for FBLA-PBL competition.
Sincerely

Barbara Small
Director of Education
xx (Initials of the typist in lower case)

Put your Name, Assignment #PBL-3 and date in the header. Save as #PBL-3 in the
HomeworkLetters folder, and print.

Personal & Business Letters

2007-2011 Ellsworth Publishing Co.


www.EllsworthPublishing.com

PBL 9

Assignment #PBL-4, Business Letter in Arial, 12

Check Line Spacing


Change fonts to Arial, 12
Enclosure is a double space below the reference initials

Use todays date. Inside Address: Mr. and Mrs. Terry Glase, 2001 West Monroe St., Chandler, AZ 85224
Dear Mr. and Mrs. Glase
Heres 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
printers 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 HomeworkLetters folder, and print.

Assignment #PBL-5, Business Letter in Arial, 12

Check Line Spacing


Arial, 12, fonts
Enclosure is a double space below the reference initials
The copy notation c Mr. Burns, Engineering Department is a double space below the enclosure. This informs the person who receives the letter that Mr. Burns has a copy and is
aware of the information.

Use todays 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 baggage 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) Enclosure: 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 HomeworkLetters folder, and print.

Personal & Business Letters

2007-2011 Ellsworth Publishing Co.


www.EllsworthPublishing.com

PBL 10

Advanced Letter Features


The following advanced letter features are from the latest FBLA-PBL Format Guide. Assignment #PBL-6 and #PBL-7 will use these advanced features.
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 Gentlemen.

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.
Ms. Terra Green
Page 2
Current Date

Company Name:

Key the company name a double space below the complimentary


close in ALL CAPS. Quadruple space to the writers name.

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 enclosure.

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 initials P.S. should not be used.

Personal & Business Letters

2007-2011 Ellsworth Publishing Co.


www.EllsworthPublishing.com

PBL 11

Assignment #PBL-6. Create a Business Letter with Advanced Letter Features,


Times New Roman, 12
Current Date
CONFIDENTIAL Mailing notationif none, press Enter key 4 times after the Date.
Attention FBLA-PBL Competitors Attention linekeyed 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.

LETTER FORMAT WITH ADVANCED FEATURES If a subject line is used, it is a double

space below the salutation in ALL CAPS.

This letter illustrates the placement of all advanced letter parts as described in the enclosed
packet. It also illustrates the block style letter with open punctuation. The block style letter with
open punctuation is the easiest and fastest style to use. Because it is so easy to use, it has become the most popular letter style.
Please refer to this packet when keying a letter with these features in order to avoid making formatting errors. Remember, when you send out a letter it represents your company. A wellwritten 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
cant 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
xx

Use your Reference Initials.

Enclosure
c Ms. Jean Buckley, President/CEO
Good luck in your competition!

Personal & Business Letters

A postscript (like a last thought) is the last


line in a letter. The initials P.S. should
not be used.

2007-2011 Ellsworth Publishing Co.


www.EllsworthPublishing.com

PBL 12

Put your Name, Assignment #PBL-6 and date in the header. Close Header & Footer.
Save as #PBL-6 in the HomeworkLetters folder, and print.

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

Use Current Date.


Second page: Top Margin: 1, Single
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 number 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 examined 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 periods 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. Im sure you will agree that coming to an equitable settlement by October 15 will be an advantage to both of us. Thank you. Sincerely 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.

Personal & Business Letters

2007-2011 Ellsworth Publishing Co.


www.EllsworthPublishing.com

PBL 13

Block letters have all paragraphs beginning


at the left margin. While the paragraphs are
still selected, click on the Decrease Indent
button to remove the indent and line up the
numbered paragraphs at the left margin.

Click anywhere outside the selected area to


deselect.

Put your Name, Assignment #PBL-7 and date in the header. Close Header & Footer.
Save as #PBL-7 in the HomeworkLetters 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 Department. 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 problem 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 dont have any scheduled for production until fall. He
said you do have several Model 3755As available at $500 more. Since the weather is
already heating up, I suggest we settle this one of two ways: Cool Daze supply and install 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.

Select the last two paragraphs beginning with Cool Daze and You remove; bullet these paragraphs by
clicking on the Bullet Icon.

Personal & Business Letters

2007-2011 Ellsworth Publishing Co.


www.EllsworthPublishing.com

PBL 14

Block the bulleted paragraphs. While


the paragraphs are still selected, click
on the Decrease Indent button to remove the indent and line up the
bulleted paragraphs at the left margin.

Click anywhere outside the selected


area to deselect.

Put your Name, Assignment #PBL-8 and date in the header. Close Header & Footer.
Save as #PBL-8 in the HomeworkLetters folder, and print.

Assignment #PBL-9, Arial, 12. Practice Personal Letter Writing Skills


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 HomeworkLetters 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 Letterhead Templates; Using a Microsoft Word Template to Create a Letter; Using 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.
Personal & Business Letters

2007-2011 Ellsworth Publishing Co.


www.EllsworthPublishing.com

PBL 15

Using the Internet to find a Microsoft Office letterhead template:

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 suggested sites in order to find a template you like. The listing on the right are paid advertisements 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:

Open a new Word document.

Click File, New

Under Office.com Templates, scroll down and click on Letterhead

Personal & Business Letters

2007-2011 Ellsworth Publishing Co.


www.EllsworthPublishing.com

PBL 16

Click the Download


button.

Select and change the


heading to include the information for the Hatch
Dental Group.

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.

Change fonts size to 12 for your letter.

Use current date

Inside Address: Mr. Samuel Baxter, Lawn Lover Co., 1213 North Gates Drive, Detroit,
MI 48204

Use an appropriate Salutation.

Subject Line: Lawn Care

Describe in two long or three short paragraphs what you want done to the lawn, or yard.
Ask for an estimation of costs, the date it can be done, if they haul the trash, etc.

Use appropriate Complimentary Close

Use your reference initials

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
HomeworkLetters folder, and print. Create the accompanying envelope below.

Create an envelope for the #PBL-10 letter above:

From Microsoft Word, click File, New, Under Office.com Templates select Envelopes.

NOTICE: Not all letter and envelope samples follow correct rules. (Maybe Microsoft programmers dont necessarily know formatting rules?) Follow the USPS rules given here to
correctly create your envelope.
Personal & Business Letters

2007-2011 Ellsworth Publishing Co.


www.EllsworthPublishing.com

PBL 17

Follow these rules from www.usps.org to create your envelope. Optical Character Recognition
(OCR) style is easily read by OCR readers used by the United States Postal Service and helps to
sort mail efficiently. These are general rules to help insure prompt delivery service of your mail.

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.

ENTRIES ARE TYPED IN ALL CAPS, WITH NO COMMAS OR OTHER PUNCTUATIONallowed is a hyphen in a zip code (12345-3322 for example). The 9-digit zip
code is preferred by the USPS.

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 Address 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 HomeworkLetters folder as Envelope, and print.

Personal & Business Letters

2007-2011 Ellsworth Publishing Co.


www.EllsworthPublishing.com

PBL 18

Assignment #PBL-11, LEARN OFFICIAL UNITED STATES POSTAL SERVICE


STATE ABBREVIATIONS

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:

The full abbreviation list of the United


States Postal Service may be found at:
www.usps.com/ncsc/lookups/
usps_abbreviations.html.

Personal & Business Letters

STATE/
POSSESSION

ABBREVIATION

Alabama

AL

Arkansas

AR

California

CA

Colorado

CO

Delaware

DE

Florida

FL

Guam

GU

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

2007-2011 Ellsworth Publishing Co.


www.EllsworthPublishing.com

PBL 19

Study these State/Possession abbreviations:


STATE/POSSESSION ABBREVIATION

STATE/
POSSESSION

ABBREVIATION

Nevada

NV

New Hampshire

NH

New Jersey

NJ

New Mexico

NM

New York

NY

North Carolina

NC

North Dakota

ND

Pennsylvania

PA

Puerto Rico

PR

Alaska

AK

American Samoa

AS

Arizona

AZ

Connecticut

CT

District of Columbia

DC

Georgia

GA

Hawaii

HI

Iowa

IA

Kansas

KS

Kentucky

KY

Rhode Island

RI

Louisiana

LA

South Carolina

SC

Maine

ME

South Dakota

SD

Marshall Islands

MH

Tennessee

TN

Maryland

MD

Texas

TX

Minnesota

MN

Vermont

VT

Mississippi

MS

Virgin Islands

VI

Missouri

MO

Virginia

VA

Montana

MT

West Virginia

WV

For Assignment #PBL-11, go to www.KeyboardingOnline.com. At Login/Password, enter the word "demo" on both lines. Click on the link next to the Nuts n Bolts textbook
and take the State/Possession abbreviation quiz. Take it several timesTry to beat
your best scores. Can you beat the programmer's score below. He's good, so if you
can beat him you are really good! 2-minutes, 100%, is average. Print from the
browser, write Assignment #PBL-11 next to your name.

Personal & Business Letters

2007-2011 Ellsworth Publishing Co.


www.EllsworthPublishing.com

PBL 20

PERSONAL & BUSINESS LETTER QUIZ


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.
1. In Block letters, paragraphs have _____.
a) 5-space indentions

b) No indentions

c) 3-space indentions

2. The top margin on a letter should be _____.


a) 2

b) 1 1/2

c) 1

3. How many spaces after a semicolon?


a) 3

b) 2

c) 1

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

7. Default settings mean:


a) set by the creator when the document is first opened
b) pre-set by Microsoft
c) saved settings
8. An example of a letter salutation is _____.
a) Yours truly

b) Regards

c) Dear Sir

9. If you want to spell check your whole document, click on the _____ tab.
a) Review

b) Insert

c) Home

10. To put a header in a document, click on the _____ tab.


a) Review

b) Insert

Personal & Business Letters

c) Home
2007-2011 Ellsworth Publishing Co.
www.EllsworthPublishing.com

PBL 21

PERSONAL & BUSINESS LETTER QUIZ CONT.


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
c) After the typed signature

b) Below the date

14. The initials of the typist of a Business letter should be in ______ .


a) Lower case
b) Typed in sentence case
c) Upper case
15. The Mailing Notation should be typed ______ .
a) A double space below the Current Date
b) A double space below the Salutation
c) A double space below the Inside Address
16. A postscript in a letter:
a) Should be preceded by the letters P.S.
b) Is the last line in a letter
c) Is entered after the Reference Initials
17. The subject line should be keyed ____ .
a) A double space below the Inside Address and in ALL CAPS
b) A double space below the Salutation and in ALL CAPS
c) A single space below the Salutation and in ALL CAPS
18. The attention line should be keyed ____.
a) The first line of the inside address
c) Below the Salutation
Personal & Business Letters

b) Below the inside address


2007-2011 Ellsworth Publishing Co.
www.EllsworthPublishing.com

PBL 22

PERSONAL & BUSINESS LETTER QUIZ CONT.


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
20. If a company name is typed in the closing lines, it is typed:
a) In all caps a double space under the name
b) In all caps a double space under the Complimentary Close
c) Under Reference Initials with the address, phone and other important information
21. For the OCR style, #10 envelopes, the top margin should be:
a) 1 1/2

b) 2

c) 2 1/2

22. The accepted postal abbreviation for Suite is:


a) STE

b) ste

c) SET

23. For the OCR style, #10 envelopes, if you want to enter a suite, floor or apartment number it
would be keyed:
a) 2010 N MAIN, 16

b) 2010 N MAIN 16 c) 2010 N MAIN 16

24. Labels for special postal services are located:


a) A double space below the Return Address
b) About 1/2 below the postage
c) Between Return Address and postage

Personal & Business Letters

2007-2011 Ellsworth Publishing Co.


www.EllsworthPublishing.com

PBL 23

Proofreading
Proofreaders Marks

Proofreaders Marks

2007-2011 Ellsworth Publishing Co.


www.EllsworthPublishing.com

PM 1

COMMON PROOFREADERS MARKS


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
When you complete this unit, you will be able to:

Recognize the common proofreading marks


Retype sentences correctly that are edited with proofreading marks
Retype paragraphs correctly that are edited with proofreading marks
Create a block style letter and make editing corrections

Proofreaders Marks

2007-2011 Ellsworth Publishing Co.


www.EllsworthPublishing.com

PM 2

PROOFREADERS MARKS
Learn to apply these commonly used standard proofreaders marks.

MARKS

MEANING

EXAMPLE

Delete

He tried to get get there on time.

Insert a comma

Our dog Dingo got out yesterday.

'

Insert an apostrophe or
single quotation mark

I didnt' know where to put the chair.

Insert double quotation


marks

My favorite story is Snow White."

Insert a period

I am going to the store

Extra space needed

# go last nite after the dance.


Where didshe

Transpose words

Speers Sara was her name.

Close up this space

Don played basket ball at school.

Begin a new paragraph

so he stayed home. Mary is in a singing


group in school. She likes it.

Leave as originally written

I am most pleased with the concert.

Bold this

Tom is not going to get into trouble.

Move to the right

and Pam would go fishing with them


except that she hates touching worms.

"

"
.
#

Move to the left

"

Did Barbara visit David on Monday?

Lower case

I am going to see SARAH later today.

Capitalize

audra and eight girls are going.

Proofreaders Marks

2007-2011 Ellsworth Publishing Co.


www.EllsworthPublishing.com

PM 3

Assignment #PM-1, Working With Proofreader's Marks


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.
2. do it today! Procrastination just just delays the inevitable anyway.
Did Jaysons' project get finished before leaving on his vacation?

3.

4. Daniel used to play soft ball on the elliott pharmacy league.

"

"

'

5. The lion king was my childrens favorite show

"

'

"
,

"
,

6. I cant go Mary said unless I get my home work done first ."
7. Will he go to to the store to get me some writing paper?
8. HANNAH grew up in the mountasin and loves to ski.
9. Brent is a good skater because he likes new try things

10. Indent each new paragraph in the storry.


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 HomeworkProofreading. Save as #PM-1. Print.

Proofreaders Marks

2007-2011 Ellsworth Publishing Co.


www.EllsworthPublishing.com

PM 4

Assignment #PM-2, Working with Proofreader's Marks


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 HomeworkProofreading folder, and print.

Assignment #PM-3, Working with Proofreader's Marks

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 HomeworkProofreading folder, and print.

Proofreaders Marks

2007-2011 Ellsworth Publishing Co.


www.EllsworthPublishing.com

PM 5

Assignment #PM-4, Block Style Letter with Proofreader's Marks


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 dateleaving about 2 top margin)

Use Current Date


4

Mr. George Delaney


Ace Hardware Company
Chicago, IL 60525 2
Dear Mr. Delaney

I am pleased to recommend Robert Lewis as someone to to consider hiring as an employee. He


worked for our company as a sales man for five years. He had a confident, take charge manner
that was, at the same time, cordial and business like.
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

Jerry Stinson

Put your name, Assignment #PM-4 and date in the header. Close Header & Footer.
Save as #PM-4 in the HomeworkProofreading folder, and print.

Proofreaders Marks

2007-2011 Ellsworth Publishing Co.


www.EllsworthPublishing.com

PM 6

PROOFREADING MARKS QUIZ


On a separate sheet of paper, write the letter that most correctly answers or completes the question. This is Assignment #PM-5. These questions may appear on a test. Follow teacher instructions for turning it in.

1. What does this proofreaders mark mean? _______


a) Close up

b) Add and open up

c) Delete and close up

2. What does this proofreaders mark mean? _______


a) Use with weights

b) Add space

c) Delete space

3. What does this proofreaders mark mean? _______


a) Add an apostrophe

b) Add a comma

c) Delete a comma

4. What does this proofreaders mark mean? _______


a) Delete between marks

b) Delete quotation marks

c) Add quotation marks

5. What does this proofreaders mark mean? _______


a) OKd by proofreader

b) Paragraph needs work

c) Let it stand, no correction

6. What does this proofreaders mark mean? _______


a) Italics

b) Capitalize

c) Lower case

7. What does this proofreaders mark mean? _______


a) Move right

b) Move left

c) Should be end of paragraph

8. What does this proofreaders mark mean? _______


a) Bold

b) Underline

c) Delete

9. What does this proofreaders mark mean? _______


a) Eliminate

b) Capitalize

c) Remove capitalization

10. What does this proofreaders mark mean? _______


a) Add this word
Proofreaders Marks

b) Substitute this word

c) Transpose words

2007-2011 Ellsworth Publishing Co.


www.EllsworthPublishing.com

PM 7

Tables
Creating & Using Tables
FBLA-PBL Format

Creating & Using Tables

2007-2011 Ellsworth Publishing Co.


www.EllsworthPublishing.com

TA 1

CREATING AND USING TABLES


A table is a collection of rows and columns, and the intersection of a row and a column is called a
cell. Knowing how to create and use the table feature will help you line up columns of information
quickly and easily. Resumes are easily created using the table feature and are a helpful summary to
prospective employers of your work qualifications.

Objectives
When you complete this unit, you will be able to:

Set and change the Font Size


Set Line Spacing to single and double
Type headings in uppercase, bold, centered
Create tables with varying columns and rows
Enter data into a cell; tab to remaining cells
Use AutoFit to reduce the size of columns
Center the table horizontally (across)

Center the table vertically (up and down)


Readjust amount of space between columns

Remove table gridlines


Bold Columnar Headings
Format Subheadings
Use AutoFormat to assign a table format
Right align number cells
Enter a table in a letter
Change Tab settings on the Ruler
Use Format Painter to copy formatting

Creating a 2-Column Table with the Insert Table Button

Example:
Follow the directions
below to create this
table.

Figure T-1

Set the Line Spacing to Double Spacing

Open an MS Word document. If a previous Word document is open, click on the


File button, click New, click Create.

Creating & Using Tables

Office Button

2007-2011 Ellsworth Publishing Co.


www.EllsworthPublishing.com

TA 2

On the Home tab, set the


Fonts to Times New Roman,
12.

Click on the Line Spacing


Arrow on the Paragraph toolbar, and click on 2.0 to select
double spacing. Click on the
Line Spacing arrow again to
open it and click on Remove
Space After Paragraph.

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.

Type POPULAR BRANDS & STYLES OF AUTOMOBILES IN 1990

Select the title with your left


mouse button and click on the
Bold button on the Font toolbar.

While the title is still selected,


click on the Center text button
on the Paragraph toolbar.

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.

Click the Align text left align


button to align the next typing
at the left margin.

Creating & Using Tables

2007-2011 Ellsworth Publishing Co.


www.EllsworthPublishing.com

TA 3

Create a Table With Two Columns and Eight Rows

Click to select the Insert tab.

Click Table. All the columns


and rows appear.

Drag your mouse over columns 1 and 2 and drag down


to select 8 rows, then click
with the mouse button.

Note: If you ever need more rows


than is showing, when you press
the tab key after the last cell, it
will automatically make a new
row.

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.)

Type Ford; tab to the next cell and type Taurus.

Press the tab key and continue to enter the data in the table on P. TA 2, Figure T-1. Dont be
concerned about the gridlines; you will remove them later.

Use AutoFit to Reduce the Size of the Columns


The table currently extends from the left margin of the paper to the right margin. The following
step will show how to AutoFit the width of the columns to the table.

Right click in any cell on the


table and point to AutoFit.

Click on AutoFit to Contents.

Creating & Using Tables

2007-2011 Ellsworth Publishing Co.


www.EllsworthPublishing.com

TA 4

Center the Table Horizontally

Place your cursor in the upper left


corner of the table until you see
the Select-Table icona small
square with 4-headed arrows.

Click the Select-Table icon to


select the whole table.

On the Home tab, click the Center


align button to center the table
horizontally on the page.

Center the Table Vertically on the Page

With the table still selected,


click the Page Layout tab, and
click the Page Setup Dialog
box launcher.
Dialog box launcher

Click the Layout tab. In the Page,


Vertical alignment: section,
click the arrow and select Center.

Apply to: Whole document.

Click OK at the bottom.

Click anywhere outside the table


area to deselect the table.

Quick Tip to Readjust the Amount of Space Between Columns

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 doesnt
matter that the left column is wider.)

Creating & Using Tables

2007-2011 Ellsworth Publishing Co.


www.EllsworthPublishing.com

TA 5

Remove the Gridlines of the Table

Click on the Select-Table icon


to select the whole table.

On the Home tab, click on the


Borders arrow on the Formatting toolbar and select No
Border by clicking on it.

Border Arrow

Note: The gridlines will not print


even though you may see the light
outline on your table. (There may
be other times when you want to
leave the gridlines in.)
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.

Click on Close Header and Footer button.

Save Assignment #TA-1 to Your USB Drive


(To save to another drive or folder, ask your instructor for directions.)

Be sure your USB Drive is in your computer.

Click the File Button.

Click Save As:

Creating & Using Tables

2007-2011 Ellsworth Publishing Co.


www.EllsworthPublishing.com

TA 6

Scroll down and select


(click on) your USB
drive. (The one in this
example is Removable
Disk.)

Click on the New Folder


button.

Name the New Folder:


HomeworkTables.
Press the Enter Key. As
soon as you depress the
Enter key, the Open button (bottom right)
changes to Save.

Double click on the


HomeworkTables
folder and it will appear
in the top toolbar showing
that is where the file will
be saved.

After File name: enter


#TA-1.

Click the Save button.

Enter as the File name: #TA-1

Click the Save button.

Print Assignment #TA-1 and Turn it in to your Teacher

Click the File button. Click Print.

Click OK.

Close Document, or continue to open a new document for the next assignment. If you already
have a Word document open, click on the File Button, click New, and click Create. A new
Word document will appear.

Creating & Using Tables

2007-2011 Ellsworth Publishing Co.


www.EllsworthPublishing.com

TA 7

Assignment #TA-2, Create the following 2-column table


Use what you learned in the previous exercise to create the 2-column table in Figure T-2.

Example:
Follow the directions
below to create this
table.

Open a new document in Word.


Set Line Spacing to Single Spacing (1.0). Remove Spacing After Paragraph.
Use Arial or Times New Roman Font Style, 12 Font Size.
Type the title in ALL CAPS; then deselect CAPS for remainder of table.
Center and bold the title.
Click to place the cursor at the end of the title.
Press Enter twice to double space to the body of the table.
Deselect bolding, left align the cursor.
On the Insert tab, use the Insert Table button to create the 2-column table.
Enter the tabular information in Figure T-2.
Bold the columnar headings.
Select the table; On the Home tab, center the table horizontally.
Right click on any cell. Select AutoFit to Contents.
Adjust the width between columns to about 1 between longest cells, including headings.
Center the table vertically. (Refer to P. TA 5)
On the Home tab, remove the gridlines.

Click the Insert tab, Header button, select Blank (Three Columns). In the first placeholder, enter your Name and Assignment #TA-2. Select the next placeholder and enter
the current date. Select the last placeholder and delete it. Close Header & Footer. Save
as #TA-2 in the HomeworkTables folder, and print.

Creating & Using Tables

2007-2011 Ellsworth Publishing Co.


www.EllsworthPublishing.com

TA 8

Assignment #TA-3, Create a 4-Column Table with Centered Title and Subtitle, and use AutoFormat
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 headings 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

Create centered Title and Subtitle

In a new document window, select Times New Roman font style.

Select Single Spacing (1.0), and Remove Space After Paragraph.

Key in INTERIOR DESIGN GROUP in all capital letters (upper case).

Select the title, Bold and Center it.

While the title is still selected, click on the Font Size arrow and select 16.

Click the End key on the keyboard to place the cursor at the end of the line and press the
Enter key. (The End key is usually with the group above the arrow keys on your keyboard.)

Turn off the ALL CAPS key.

Key in Rate ScheduleJanuary 1, 20xx (use current date). Notice it has the same formatting (Bold, Centered, Font Size 16) as the title because the formatting hasnt been turned off
yet. (If you see green wavy lines below the Rate Schedule information, ignore it; Word
thinks it is a sentence fragment error.)

Select the subtitle and change the font size to 14.

Click the End key on the keyboard to place the cursor after the last word in the subtitle;
Press Enter twice.

Click the Bold button to turn it off; select Font Size 12 for the rest of the table.

On the Home tab, click the Left align button.

Creating & Using Tables

2007-2011 Ellsworth Publishing Co.


www.EllsworthPublishing.com

TA 9

Create the table, Enter the cell information


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 information or formatting it. You will do that later. It should look like this so far:

AutoFormat the table

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.)

Click on the Design tab.

Click on the More button to


see more table styles.

In the Built-In styles, 5th row,


2nd column, click to select the
blue Medium Shading 2 - Accent 1.

Creating & Using Tables

2007-2011 Ellsworth Publishing Co.


www.EllsworthPublishing.com

TA 10

Click outside the table to deselect it.

Ignore the red wavy lines under the names. Word does not have these names in its dictionary so it thinks they are misspelled. The red or green wavy lines wont print. If they bother
you, you can right click on the words and click Ignore and the wavy lines will go away.
You should, however, check to see that you did spell them correctly.

Right Align the numbered amounts and columnar headings


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.)
Center the table horizontally and vertically on the page
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 placeholder, 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 HomeworkTables folder, and print.

FBLA-PBL FORMAT FOR TABLES


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 complete the next two assignments from the FBLA-PBL Format Guide.

Creating & Using Tables

2007-2011 Ellsworth Publishing Co.


www.EllsworthPublishing.com

TA 11

Assignment #TA-4, Create a 5-Column Table with Centered Title and Subtitle, Centered Titles and Decimal Centered Amounts
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

Open a Word Document. Set Times New Roman, 12, fonts.

Set Line Spacing to Single Spacing (1.0) and Remove Space After Paragraph

Select Home tab.

Creating & Using Tables

2007-2011 Ellsworth Publishing Co.


www.EllsworthPublishing.com

TA 12

Key the title in ALL CAPS: SALARY CHART TABLES; Click the Center button.

Press the Enter key twice to double space.

Take ALL CAPS off; key in sub-title: Administrative Support Department. Do not be concerned about any formatting at this point (Centering, Bold, Alignment, etc.).

Press the Enter key 4 times to quadruple space after the sub-title.

Click on the Align Text Left button.

Select the Insert tab, click the Table button, select 5 columns and 7 rows.

Place cursor in the first cell, press the Enter key, then key in Position (so it will be at the
bottom of the cell).

Press the tab key.

Key in Current, press the Enter key, key in Salary. Press the tab key and enter the data for
the first two rows.

In the 3rd row, key Administrative Assistant without pressing the Enter key between Administrative and Assistant. The cell is too short so it shows now on two lines. The cell will
be expanded later to accommodate the longest lines in a column. (Executive Assistant in the
same column will appear on two lines also.) Fill in the data in all but the Totals row.

When you are in the last row, the Totals row, press the Enter key before keying in the word
Totals to give a blank line above the Totals row. Tab to the next cell, press the Enter key
and key in the total for the Current Salary. Continue in this manner.

Before the formatting changes (Bold, Center, etc.) your table should look like the picture below. As you can see, it doesnt look yet like Figure T-4.

Creating & Using Tables

2007-2011 Ellsworth Publishing Co.


www.EllsworthPublishing.com

TA 13

Bold the Title and Sub-Title

Select both the Title and Sub-title and click the Bold button on the Home tab.

Change the Column Widths

For column 1, you can quickly change the size of the columns by placing your pointer on
the borders between columns until you see two small lines with a double headed arrow;
then, hold down your left mouse button and drag it to the right until all the words in the first
column appear on one line.

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.

Bold the Columnar Headings and Center Headings in Columns 2-5

Select all the columnar titles (Position - New Salary) and bold them.

Select columns 2-5 (Current SalaryNew Salary) and Center them by clicking on the
Center button on the Home tab.

Change the Tab Setting on the Ruler to a Decimal Tab

Click on the Tab Set button until it


changes to a Decimal tab.

Creating & Using Tables

2007-2011 Ellsworth Publishing Co.


www.EllsworthPublishing.com

TA 14

Change the Column Data to Line up with the Decimal Tab

Select the data in the first column by


dragging through $41,000.00
$142,000.00.

Point to a spot on the ruler directly


above the selected data where you
think the decimal should appear to
have the data centered under the heading properly.

Click on the ruler. You will see your


data line up under that decimal tab. If
it doesnt look lined up properly,
move the decimal tab a little to the left
or right as long as it is still selected.

Hint: The longest entry (the Total entry $142,000.00) should look centered
under the heading.

Continue with each of the remaining


columns until they look centered
properly under the columnar headings.
Since your tab is set for Decimals,
every time you click on the ruler you
will put a Decimal tab there. If you
want a different tab, you will need to
click the Tab Set button (to the left of
the ruler) and reset it.

Bold the word Totals.

Center the Table Vertically

Center your assignment vertically on the pagePage Layout tab, Click the Page Setup Dialog box launcher arrow, select the Layout tab, Vertical Alignment: Center, click OK.

Click the Insert tab, Header button, select Blank (Three Columns). In the first placeholder, 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 HomeworkTables folder, and print.

Creating & Using Tables

2007-2011 Ellsworth Publishing Co.


www.EllsworthPublishing.com

TA 15

Assignment #TA-5, Create a 5-Column Table with Centered Title and Subtitle, Centered Titles and Decimal Centered Amounts
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 HomeworkTables folder, print.

Assignment #TA-6, Show Table in Correct Format Without Gridlines


Use Assignment #TA-5 and format it without gridlines as Assignment #TA-6. Follow the
directions on the next page.

Creating & Using Tables

2007-2011 Ellsworth Publishing Co.


www.EllsworthPublishing.com

TA 16

Select the Home tab.

Select the table (without headings)

Click the Borders arrow, Select


No Border. Even though you can
see where the gridlines were,
they will not print.

Click somewhere outside of the selected table to deselect it.

Select Department and click the Underline button.

Use the Format Painter button to copy the Underline/Bold/Center formatting to other
words by following the directions below:

Border Arrow

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

Deselect Format Painter by single clicking on the Format Painter button.

Click to put your cursor after the last underlined word in the last heading (Salary). Press the
Enter key. This puts a blank line between the headings and the data.

Select and underline the last amounts of the columns above.

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 HomeworkTables folder, print.

Creating & Using Tables

2007-2011 Ellsworth Publishing Co.


www.EllsworthPublishing.com

TA 17

Assignment #TA-7. Create a Block Style Letter and AutoFormat a Table in


the Body
Use what you learned in the previous exercises to create a block style letter and include a 3column table. Follow the directions below to type the letter.

Open a new Word document. If you do not see the horizontal and vertical rulers, click the
View tab and select Ruler on the Show/Hide toolbar.
Use Times New Roman, 12 fonts.
Create the Block letter down to the table heading. (Your lines may not end the same.)
Bold and Center the title and subtitle of the table. Italicize the subtitle.
Create the table and enter the information. Right Align the data in the last two columns.
Apply AutoFit to Contents.
Apply Table AutoFormat of your choice. Select the table and center it horizontally.
After entering the 30%, click outside the table under Doctor, and press the Enter key.

Press the Enter key 5 times to add another 1 to the top margin.

Use Current Date

Pharmaceutical Products, Inc.


255 Morris Park
Parkland, NJ 02130 2
Gentlemen

Open punctuation after the Salutation.

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 breakdown: 2
THE EIMS MARKET
Data From Last Year, 20xx
Organization
Medical Schools
Health Organizations
Doctors
|

# of Attendees
1,513
962
1,075

% of Attendees
43%
27%
30%

When you click here, and press the Enter key, it will double space after the table to the rest of the letter.

Creating & Using Tables

2007-2011 Ellsworth Publishing Co.


www.EllsworthPublishing.com

TA 18

If you plan to participate, please send us a partial list of your products so we can advertise
them in the convention booklet. 2
May we hear from you soon?
Very truly yours

Robert Gentry
Convention Director
xx

For the xx, use your reference initials in small letters.

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 HomeworkTables folder, print.

Creating & Using Tables

2007-2011 Ellsworth Publishing Co.


www.EllsworthPublishing.com

TA 19

CREATING AND USING TABLES QUIZ


On a separate sheet of paper, write the letter that most correctly answers or completes the question. This is Assignment #TA-8. These questions may appear on a test. Follow teacher instructions for turning it in.
1. The intersection of a row and a column is called a ______ .
a) section

b) cell

c) grid

2. The Table button is on the _____ .


a) Home tab

b) Insert tab

c) Layout tab

3. At the end of a table, what key do you depress to add another row? ______
a) Tab key

b) Enter key

c) End key

4. AutoFit affects what part of a table? ______ .


a) Length

b) Height

c) Width

5. What is the path to center a table vertically? ______


a) Home tab, Page Setup Dialog box launcher, Vertical tab
b) Page Layout tab, Page Setup Dialog box launcher, Layout tab
c) View tab, Page Layout, Vertical tab
6. To remove the gridlines of a table, select the table and ______
a) On the Home tab, click on the Borders arrow, select No Border
b) On the Insert tab, slick on No Border
c) On the Home tab, deselect Gridlines
7. The Header is found on what tab?
a) Home

b) View

c) Insert

8. In cells, words are usually ______ .


a) Left aligned

Creating & Using Tables

b) Right aligned

c) Centered

2007-2011 Ellsworth Publishing Co.


www.EllsworthPublishing.com

TA 20

CREATING AND USING TABLES QUIZ CONT.


9. In cells, numbers are usually ______ .
a) Left aligned

b) Right aligned

c) Centered

10. What is the path to AutoFormat a selected table?


a) Insert tab, AutoFormat
b) Insert tab, Design, More button
c) Design tab, More button
11. The function of the Format Painter button is to ______.
a) Copy Underlining and Centering to other documents
b) Copy formatting to be used in other places in the document
c) Add colors to tables
12. Deselect Format Painter by ______.
a) Single clicking on the Format Painter button
b) Double-clicking on the Format Painter button
c) Clicking outside the table.

Creating & Using Tables

2007-2011 Ellsworth Publishing Co.


www.EllsworthPublishing.com

TA 21

Reports
Bound & Unbound Reports
FBLA-PBL Format

Bound & Unbound Reports

2007-2011 Ellsworth Publishing Co.


www.EllsworthPublishing.com

RPTS 1

COVER PAGES
BOUND AND UNBOUND REPORTS
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 Handbook, The Chicago Manual of Style, The APA Manual, and the Gregg Reference Manual. They
contain acceptable formats for citing books, magazines, newspapers, brochures, online journals, 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
When you complete this unit, you will be able to:

Create a Cover Page


Create a Cover Page from a Microsoft Template
Center Cover Pages Vertically on the Page
Expand the Character Spacing of the Heading of a Cover Page
Create an Unbound Report
Create a Bound Report
Use Side Headings
Set First Line Indents
Set Hanging Indents
Indent quotations
Use Endnotes as Internal Citations
Set and Change Line Spacing
Use Format Painter to Copy Formatting
Create Reference Pages
Sort References in Alphabetical Order
Insert Page Numbers
Omit Page Numbers on the First Page of a Report
Format bullets
Use the Show/Hide Button
Remove an Extra Bullet or Number on a Line
Remove Endnote Separators

Bound & Unbound Reports

2007-2011 Ellsworth Publishing Co.


www.EllsworthPublishing.com

RPTS 2

CREATING THE COVER PAGE OF AN UNBOUND REPORT


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 Microsoft templates. The directions for creating this title page follow the illustration below.

This is the example.


Dont type from this;
directions begin on the
next page.

Bound & Unbound Reports

2007-2011 Ellsworth Publishing Co.


www.EllsworthPublishing.com

RPTS 3

Open a Word document

To open Word, click Start, All


Programs, Microsoft Office,
Microsoft Word 2010.

If already in Word from a previous assignment, click File, New,


Create.

Create a Cover Page from a Microsoft Template


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 Conservative template for our cover page.

Click to select the Insert tab.

Click the Cover Page button.

Select the Conservative style


by clicking on it.

Click Company and it will select the letters in the Placeholder.


Or, you may select the words
TYPE THE COMPANY
NAME. Press the spacebar
once, or the Delete key, to remove the words.

Bound & Unbound Reports

2007-2011 Ellsworth Publishing Co.


www.EllsworthPublishing.com

RPTS 4

Click in each of the placeholders and key in the information below:

At the bottom of the Cover Page, select the words in the box and key in the following information:

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 Save as dialog box, Create a
New folder for HomeworkReports (Refer to P. TA7 if necessary). Save as #RPTS-1. Print (Click File, Print, OK).

Assignment #RPTS-2. Create a Cover Page


Follow the directions on the previous page for obtaining a Cover Page. Select the cover page of
your choicethe Contrast cover sheet gives more options to enter information. Fill in the information given in assignment #RPTS-1. Where it asks for the Company information on the
cover page, enter your school, your teachers name, your class, etc. Delete any extra fields you
dont needlike fax number.
Your name and assignment number appears on the Cover Page. Click File, Save as. In
the HomeworkReports folder, Save as #RPTS-2. Print.

Bound & Unbound Reports

2007-2011 Ellsworth Publishing Co.


www.EllsworthPublishing.com

RPTS 5

Assignment #RPTS-3, Creating an Unbound Report with Endnotes and References Pages
General Guidelines for the unbound report:

2 Top Margin
1 Side Margins
Double spaced body
First page not numbered; second page to
the end of the report has numbers at upper
right side of page header.
Enumerated (numbered) and bulleted items
are single spaced.

Double space to enumerated or bulleted


items, and double space after list.
Endnotes are at the end of the report, single
spaced, double space between endnotes.
References are in alphabetical order, second line indent, single spaced with double
space between them.

Open a new Word documentClick 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 latercenter, bold, etc. Press the Enter key
twice to quadruple space to the first Side Heading. Key in the first Side Heading (Standard
Margins).
UNBOUND REPORT FORMATTING

Standard Margins

Press the Enter key once to double space.

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.)

Bound & Unbound Reports

2007-2011 Ellsworth Publishing Co.


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 automatic indenting to the side headings will be done all at once after the report is keyed in.

UNBOUND REPORT FORMATTING

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
should also be numbered.
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.
Enumerated or Bulleted Items
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.

Bound & Unbound Reports

2007-2011 Ellsworth Publishing Co.


www.EllsworthPublishing.com

RPTS 7

Select the paragraph in Long Quotes.

Put your cursor on the small Left Indent square and drag it over to the
half inch mark to increase the left indent of the quote by 0.5. Decrease
the right margin by 0.5 also.

Click on the Line Spacing arrow and


change it to single spacing.

Click after the period in the Long


Quotes paragraph and press the
Enter key to double space to the
next paragraph (Enumerated or
Bulleted Items)

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.

Line Spacing arrow

Left Indent square

at the beginning of the first word of each line. The right margin remains at one inch.
Double space to the items.
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.
Double space from the bulleted items to the next paragraph.
Headings and Subheadings

Select the three paragraphs beginning


with Double space and ending with
Double space from the bulleted items

Click the bullet button.


Bullet button

Bound & Unbound Reports

2007-2011 Ellsworth Publishing Co.


www.EllsworthPublishing.com

RPTS 8

Because of the automatic 5-space


paragraph indention, the bullets
are indented too much. It is important to know how to make adjustments.

With the bullets still selected, click


on the Decrease Indent button.

Select the second bulleted item


(which is double spaced). Click on
the Line Spacing arrow and select
1.0 single spacing.

Click at the end of the second bullet


and depress the Enter key to double
space to the next bullet.

Decrease Indent

Remove an Extra Bullet or Number on a Line


There are times when you will find a blank line with a bullet or number that you want to remove. To remove the extra bullet on the line above:

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.

Bound & Unbound Reports

2007-2011 Ellsworth Publishing Co.


www.EllsworthPublishing.com

RPTS 9

After the period of the last word


in the sentence, click to select
the References tab.

Click on Insert Endnote

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.

Right click on the Endnote


Separator line or the number below it.

Click on Note options.

On the Footnote and Endnote


dialog box, select 1, 2, 3

Click Apply.

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.

Bound & Unbound Reports

2007-2011 Ellsworth Publishing Co.


www.EllsworthPublishing.com

RPTS 10

After the endnote in the Paragraph Headings, double space to the next paragraph and continue:
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 (2inch 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.

Follow the directions below to enter the second endnote:

After the period at the end of the sentence above, on the References tab, click Insert Endnote.

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.

Bound & Unbound Reports

2007-2011 Ellsworth Publishing Co.


www.EllsworthPublishing.com

RPTS 11

Continue with the report:

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 bottom. 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 BIBLIOGRAPHY 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
the left margin.

Enter the third endnote as shown below. Follow the directions given for keying in endnotes
1 and 2.

Bound & Unbound Reports

2007-2011 Ellsworth Publishing Co.


www.EllsworthPublishing.com

RPTS 12

Finish entering the last paragraph.


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
surrounded by quotation marks.

Press the Enter Key. Place your


cursor on the last paragraph mark.

Select the Insert tab.

Click the Page Break button. This


places the Endnotes on a separate
page.

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.

Ignore all the red and green


wavy linesMicrosoft Word
thinks the names might be
misspelled because they arent
in its dictionary, and it doesnt
like incomplete sentences.

Bound & Unbound Reports

2007-2011 Ellsworth Publishing Co.


www.EllsworthPublishing.com

RPTS 13

Remove the Endnote Separator

Select the View tab

Click the Draft view

Select the References tab

Select Show Notes

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.

To return to Page Layout view,


select the View tab, click the
Print Layout button.

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.

Select the paragraph mark and change the font size


to 4that decreases the space to the Endnotes.

Bound & Unbound Reports

2007-2011 Ellsworth Publishing Co.


www.EllsworthPublishing.com

RPTS 14

Create the References Page


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.
Press the Enter key to a 2 top margin.
Select Single spacing (if necessary).

Move the First Line Indent marker


back to the margin (above the square).

Key in the word REFERENCES

Select REFERENCES and bold and


center it. Click to put cursor after
REFERENCES.

Press the Enter key four times.

Left Align the cursor. Deselect Bold.

Drag the Hanging Indent (the point above


the little square) to the right half an inch.
The first line of the reference begin at the
left margin and the second lines are indented one half inchThis is called a
Hanging Indent.

References must be in alphabetical order.


To alphabetize them, select all the references and click on the Sort button. (At the
time of this writing, the Sort key didnt
workuntil this is fixed, you may have to
enter them in proper order.)

Enter the references as shown on the next


page.

Bound & Unbound Reports

2007-2011 Ellsworth Publishing Co.


www.EllsworthPublishing.com

RPTS 15

REFERENCES
4

Dansereau, D. F. Learning Strategy Research, Thinking and Learning Skills. Vol. 1.


Hillsdale, NJ: Lawrence Erlbaum, 1999.
Huber, Rose. Teaching Students How to Study, Eastside Weekend. September 1-7, 1998.
Silver, Theodore. Study Smart. New York: Villard Books, 2000.

Add Page Numbering


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.

Select the Insert tab.

Click on the Page Number button.

Rest the pointer on Top of Page


and when the options show, select
Plain Number 3 by clicking on it.

In the Header & Footer Tools that


appear on the ribbon above the
Design tab, click to select Different First Page.

Use Format Painter to Add Final Formatting to the Document


You can copy formatting such as Bold, Center, Italics, etc., to another part of your document
by using the Format Painter button.

Bound & Unbound Reports

2007-2011 Ellsworth Publishing Co.


www.EllsworthPublishing.com

RPTS 16

Select the title UNBOUND REPORT FORMATTING and Bold


and Center it.

Select Standard Margins and Bold


it.

While Standard Margins is still selected, double click on the Format


Painter button to copy the Bold and
Left Align formatting.

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 cant use the header feature because it would delete the page numbers.) Save as #RPTS-3 in the folder HomeworkReports. Print.

Bound & Unbound Reports

2007-2011 Ellsworth Publishing Co.


www.EllsworthPublishing.com

RPTS 17

Assignment #RPTS-4, Create the Cover Page of a Bound Report

Extra 1/2 for binding

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 report. The following title page is an example of one created by a student, not a template.

SIX TECHNIQUES TO GET PEOPLE TO LIKE YOU

A summary from
Dale Carnegies Book How to Win Friends and Influence People

Submitted by
Students Name

Prepared for
Dr. James T. Horne
MGT 401
Arizona State University

Use Current Date

Open a Word Document.

Create an additional 0.5 margin


by moving the Left Indent
(square) to the right.

Bound & Unbound Reports

2007-2011 Ellsworth Publishing Co.


www.EllsworthPublishing.com

RPTS 18

Select the Times New Roman, 14, fonts.

Select Single Spacing. Remove spacing after paragraphs.

Click the Bold button.

Click the Center Text Align button.

Key in all the lines on the Title Page on the previous page. Italicize where necessary.

Center the Cover Page Vertically

Select the Page Layout tab.

Click the Page Setup dialog box


launcher arrow.

Select the Layout tab.

In Page section, Vertical Alignment:,


click the arrow and select Center.

Click OK.

Expand the Character Spacing of the Heading on the Cover Page

Select the heading on the Title Page.


Change the Font size to 16.

On the Home tab, click the Font dialog box launcher arrow.

Select the Advanced tab. Under


Character Spacing heading, Spacing:,
select Expanded.

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 HomeworkReports. Print.

Bound & Unbound Reports

2007-2011 Ellsworth Publishing Co.


www.EllsworthPublishing.com

RPTS 19

Assignment #RPTS-5, Create a Bound Report


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
readyour lines wont end exactly like these).
Look at the Endnotes section to obtain the information when needed.
The Em dash (#1Become) is made by keying two hyphens togetherno space before or
after the hyphens.
SIX TECHNIQUES TO GET PEOPLE TO LIKE YOU
(QS)

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 practiceand what better time to start than now. Follow these six techniques to a
fuller and happier life.
#1Become Genuinely Interested in Other People
Take a lesson from your pet dog. It is one of the few animals that dont 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
people interested in you.
#2Smile
Actions speak louder than words, and a smile says I like you. You make me
happy. I am glad to see you. Professor James V. McConnell, a psychologist at the
Bound & Unbound Reports

2007-2011 Ellsworth Publishing Co.


www.EllsworthPublishing.com

RPTS 20

University of Michigan, expressed his feelings about a smile:1 (Endnote #1)


People who smile tend to manage, teach and sell more effectively, and to
raise happier children. Theres 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.
#3Remember and Use Peoples Names
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 someones 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 persons name on a letter is
more often taken as insulting.2 (Endnote #2)
From the waitress to the senior executive, using a persons name will work magic.
#4Be a Good Listener. Encourage Others to Talk About Themselves
Exclusive attention to the person who is speaking to you is very important. Nothing else is as flattering as that. Dont be so concerned with what you are going to say
next that you dont 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.
#5Talk in Terms of the Other Persons Interests
Those who were guests of President Theodore Roosevelt were astonished at the

Bound & Unbound Reports

2007-2011 Ellsworth Publishing Co.


www.EllsworthPublishing.com

RPTS 21

diversity of his knowledge. No matter who he was talking to, he always knew what to
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 interested.3 (Endnote #3) The road to a persons heart is to talk about what they treasure most.
#6Make the Other Person Feel Important, and do it Sincerely
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 appreciated. Others want what you want, which is a feeling of importance and recognition of
your true worth. Remember to give honest praise and appreciation.

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 division of Simon & Schuster, Inc., 2004, p. 119.
3

Charles Schnepf, Theodore Roosevelt, Man of the Times, Lexington, KY, University Press, 2005, p. 301.

Bound & Unbound Reports

2007-2011 Ellsworth Publishing Co.


www.EllsworthPublishing.com

RPTS 22

References have:
Hanging Indentssecond line indented
Last name first
No page numbers
Alphabetized entries

REFERENCES
(QS)
McConnell, James V. Communication Techniques For Results, Journal of Psychology.
January 2005.
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.

Dont 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 report.

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 HomeworkReports. Print.

Assignment #RPTS-6, Create a Table of Contents


In much longer reports than is the scope of this chapter, a Table of Contents is placed at the beginning to summarize the sections of the report and where information can be found. Follow
the directions below for creating a simple Table of Contents.

Open a Word document.

Set Line Spacing at 1.0. Remove space after paragraph.

Use Times New Roman, 12, fonts.

Press the Enter key five times to allow a 2 top margin.

Bound & Unbound Reports

2007-2011 Ellsworth Publishing Co.


www.EllsworthPublishing.com

RPTS 23

Set a Right Align Tab with leaders:

Select the Home tab.

Click on the Paragraph dialog box


launcher arrow

Select the Indents and Spacing


tab.

Click the Tabs button.

In the Tab stop position: enter .5


for a one-half inch tab.
Click on the Set button.

In the Tab stop position: enter 6.5


for a six and one-half inch tab.

Select in Alignment: Right.


Select in Leader: Dot leader.
Click on the Set button.
Click on the OK button.

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.

Bound & Unbound Reports

2007-2011 Ellsworth Publishing Co.


www.EllsworthPublishing.com

RPTS 24

TABLE OF CONTENTS

Preface ................................................................................................................................................. ii
List of Contributors............................................................................................................................. iv
Introduction
Philosophy ............................................................................................................................... 2
Purpose .................................................................................................................................... 3
Software Comparison
Cost Comparison ..................................................................................................................... 5
Hardware Requirements .......................................................................................................... 6
Implementation Plan ................................................................................................................ 7
Training Needs....................................................................................................................... 12
Miscellaneous Factors ........................................................................................................... 15
Summary and Recommendations
Summary ................................................................................................................................ 19
Recommendations.................................................................................................................. 23
References.......................................................................................................................................... 28
Appendices
Appendix A: Glossary of Terms ............................................................................................ 32
Appendix B: Organizational Chart ........................................................................................ 36
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 HomeworkReports as #RPTS-6, and Print.

Bound & Unbound Reports

2007-2011 Ellsworth Publishing Co.


www.EllsworthPublishing.com

RPTS 25

BOUND AND UNBOUND REPORTS QUIZ


On a separate sheet of paper, write the letter that most correctly answers or completes the question. This is Assignment #RPTS-7. These questions may appear on a test. Follow teacher instructions for turning it in.

1. Placeholders are:
a) Places to store information
b) Used with templates to enter information
c) Found on the References tab
2. The first page of a report has a top margin of:
a) 2

b) 2 1/2

3. Enumerated (numbered) and bulleted items are:


a) Double spaced

b) Single spaced

c) Indented 1

4. The First Line Indent on the ruler is:


a) The small box

b) The middle arrow

c) The first arrow

5. Which entries should be in alphabetical order?


a) Endnotes

b) Enumerated bullets

c) References

6. How many lines of quoted material are needed in order to be single spaced and indented an
extra 0.5?
a) 3 or more

b) 4 or more

c) 5 or more

7. To remove an extra bullet or number on a line, but keep the extra line:
a) Click on the line, click on the bullet or number button
b) Click on the line, press the Delete key on the keyboard
c) Click on the bullet or number icon twice
8. What ribbon tab is used to insert Endnotes:
a) Home

b) Insert

Bound & Unbound Reports

c) References
2007-2011 Ellsworth Publishing Co.
www.EllsworthPublishing.com

RPTS 26

BOUND AND UNBOUND REPORTS QUIZ continued


9. First line indent applies to:
a) Endnotes

b) References

c) Separator lines

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?
a) 2 (Double)

b) 3 (Triple)

c) 4 (Quadruple)

12. Hanging Indents refer to:


a) Indenting the first line only
b) Indenting the second line only
c) Indenting from both the left and right margins
13. Page numbering is found on what ribbon tab?
a) Insert

b) Page Layout

c) Home

14. The function of the format Painter button is to:


a) Copy Underlining and Centering to other documents
b) Copy formatting to be used in other places in the document
c) Add colors to graphics used in the document
15. To center a cover page vertically, select which ribbon tab?
a) Home

b) Insert

c) Page Layout

16. The path for expanding the character spacing of the heading of a cover page:
a) Home tab, Layout tab, select Character Spacing
b) Insert tab, Font dialog box arrow, Advanced tab
c) Home tab, Font dialog box arrow, Advanced tab
17. The Em dash is made by keying:
a) 2 hyphens together, no spaces before or after
b) 3 hyphens together, no spaces before or after
c) 1 hyphen, 1 space before and after
Bound & Unbound Reports

2007-2011 Ellsworth Publishing Co.


www.EllsworthPublishing.com

RPTS 27

Mail Merge
Simple Mail Merge

Simple Mail Merge

2007-2011 Ellsworth Publishing Co.


www.EllsworthPublishing.com

MM 1

SIMPLE MAIL MERGE


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

TITLE FIRST
NAME

LAST
NAME

ADDRESS Line 1

CITY

STATE ZIP
CODE

Mrs.

Dina

Goodman

620 S. Bullmoose Dr.

Gilbert

AZ

85234

Mr.

Dale

Brown

440 N. Gilbert Rd.

Gilbert

AZ

85246

Mrs.

Jeannie

Hammond

2880 W. Ellis St.

Chandler

AZ

85224

Mr.

Don

Ellsworth

1836 E. Shannon Dr.

Mesa

AZ

85202

Simple Mail Merge

2007-2011 Ellsworth Publishing Co.


www.EllsworthPublishing.com

MM 2

Assignment #MM-1, Using the Mail Merge Wizard

Open a new Word document. Maximize your screen if necessary.

Select the Mailings tab.

Select the Start Mail Merge


button.

Select Step by Step Mail


Merge Wizard.

3. When the Mail Merge wizard


appears on the right, Letters
should be selected.
4. Notice that you are on Step 1
of 6. Click on Next: Starting document.

5. Select Use the current


document because you will
create a letter .
6. Click on: Next: Select recipients; you will make a
mailing list.

Simple Mail Merge

2007-2011 Ellsworth Publishing Co.


www.EllsworhPublishing.com

MM 3

Select Type a new list.

Click Create.

When the New Address List dialog box comes up, enter the information below. Tab to each field;
after Address Line 1, tab to new
field (skip any fields not shown,
such as Address 2, etc.).

After the first Zip Code field at


end of table, click the New Entry
button to continue.

Proofread carefully! Click OK


when done with all.

TITLE FIRST
NAME

LAST
NAME

ADDRESS Line 1

CITY

STATE ZIP
CODE

Mrs.

Margaret

Hooks

2125 West Galveston St. Chandler

AZ

85224

Mr.

Don

Holmes

499 N. Alma School Rd. Mesa

AZ

85202

Mrs.

Susan

Jacobson

668 E. Boston St.

Chandler

AZ

85226

Mr.

Jorge

Reyes

12655 S. Arizona Ave.

Queen Crk AZ

85242

The Save Address List dialog box appears. Select your USB drive, New Folder, enter HomeworkMail Merge, press Enter. Double click on HomeworkMail 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.

Click Next: Write your Letter

Simple Mail Merge

2007-2011 Ellsworth Publishing Co.


www.EllsworthPublishing.com

MM 4

On the Home tab, set Arial 11, single spacing (1.0), and Remove Space after Paragraph.

Space down so Current Date is about 2 from the top of the paper. Enter current date.

Press the Enter key 4 times.

Click the Address Block in the Mail Merge box.

At the Insert Address block dialog box, preview (on right) to be sure your first name on the
mailing list appearsMargaret Hooks. If not Hooks name, click the navigation buttons
until the correct name appears. Click OK to accept.

Press the Enter key 2 times.

Click the Greeting Line in the Mail Merge box:


Change the Greeting line format to delete the comma after the name by clicking the
arrow in the last box and select (none).
Click OK.

Press the Enter key 2 times to the body of the letter. Enter the letter so it looks like the
letter below. (Its ok if your sentences word wrap differently.)

Simple Mail Merge

Navigation buttons

2007-2011 Ellsworth Publishing Co.


www.EllsworthPublishing.com

MM 5

Click Next: Preview your letters.

Preview your letters by clicking


the right arrows.

In the future you could omit


some recipients (like if they
moved away) by clicking on the
Exclude this recipient button.

If there are no corrections to


make, click Next: Complete
the merge.

Click Print to print the merged


letters. Click OK. Click OK
again.

Your name and assignment number appears on each letter. Click the File Button,
click Save As, Select your USB drive. Double click the HomeworkMail Merge folder.
In File name: area enter #MM-1, and Save.

Simple Mail Merge

2007-2011 Ellsworth Publishing Co.


www.EllsworthPublishing.com

MM 6

If you need to re-open your letters to correct errors you missed, open the merged letter so it is
on the screen. Click on Mailings, Start Mail Merge, and Step by Step Mail Merge Wizard. Go
to Sept 4 of 6 and continue from there to make corrections.
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 usually 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.

Open a Word document.


Select the Mailings tab.
Click on the Start Mail Merge button
Select the Step by Step Mail Merge Wizard.
In the Mail Merge box at the bottom right, you will see the Step 1-6:

Step 1 of 6:
Select Letters.
Click Next: Starting document.
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 HomeworkMail Merge folder, click on Line of Credit Appreciation List 6-27-20xx.
Click Open, Click OK.
Click Next: Write your letter. (Bottom right)
Step 4 of 6: (Begin by deleting the letter formatting in the template:)
Hold down Ctrl key while depressing the A key to Select All. On the Home tab, click the
Line Spacing button and:
Click 1.0 and Remove Space Before/After Paragraph (so both show Add Space )
Click Line Spacing Options and under Spacing, be sure Before and After show 0 pt

Simple Mail Merge

2007-2011 Ellsworth Publishing Co.


www.EllsworthPublishing.com

MM 7

Deselect, and space down to make date approximately 2 from top of letter (1 on side ruler).

Click on [Pick a date]. Click on the 3 dots in front, and Delete. Type the current date such as
July 12, 20xx. The format used by the template (7/12/20xx) is not correct for a letter.
Press the Enter key until there is at least 1 from the Date to the AddressBlock. Place the cursor after AddressBlock, and press Enter key once to double space to GreetingLine.
Click on the first line of the letter area and type a few words of the letter below, click at the
beginning of the line and press the Enter key to double space from the GreetingLine. (When
you press the Enter key after GreetingLine like in AddressBlock, the pre-programmed template adds extra space even though we took it out. Templates are like that.) Finish the letter.
At the end of the letter, press the Enter key once.
Select [Type the Closing]. Type the word Sincerely and press the Enter key 4 times.
Type your name and Assignment #MM-2. Place Bank name under your name.
Be sure your letter is spaced correctly as shown below.
ADD INFORMATION IN THE RIGHT SIDE FOR NATIONAL BANK ONE.

[2 top margin]

[Fill in Bank information.]

2
2

[Press the Enter key twice.]

Simple Mail Merge

2007-2011 Ellsworth Publishing Co.


www.EllsworthPublishing.com

MM 8

Click Next: Preview your letters.

Step 5 of 6:
Click Previous: Write your letter if you need to change something. Notice that the Address
Block and Greeting Lines are Bold (error on the template). On the letter that is showing, select those lines and click the Bold button to deselect Boldit will change on all letters.
Click Next: complete the Merge
Step 6 of 6:
Your name and assignment number appears on each letter. Under Merge, click on Print.
Save as File name: #MM-2 in HomeworkMail Merge. Save.

Assignment #MM-3, Create Letterhead and Use the Mail Merge Wizard

Open a Word document.


Click the Mailings tab, select Start Mail Merge button, select Step by Step Mail Merge
Wizard

Step 1 of 6:
Select Letters
Click Next: Starting document
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.
TITLE FIRST
NAME

LAST
NAME

ADDRESS Line 1

CITY

STATE ZIP
CODE

Mrs.

Dina

Goodman

620 S. Bullmoose Dr.

Gilbert

AZ

85234

Mr.

Dale

Brown

440 N. Gilbert Rd.

Gilbert

AZ

85246

Mrs.

Jeannie

Hammond

2880 W. Ellis St.

Chandler

AZ

85224

Mr.

Don

Ellsworth

1836 E. Shannon Dr.

Mesa

AZ

85202

Save the list as File name: Reference Request List 8-30-20xx in your HomeworkMail
Merge folder. Click OK in Mail Merge Recipients box.

Simple Mail Merge

2007-2011 Ellsworth Publishing Co.


www.EllsworthPublishing.com

MM 9

Click Next: Write your letter

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.

Click to place the cursor 2 or 3 lines blow the dividing line.


Increase the font size to 12.
Type the current date. Press the Enter key 4 times.
Click the Address block in the Mail Merge box, click OK. Press the Enter key 2 times.

Simple Mail Merge

2007-2011 Ellsworth Publishing Co.


www.EllsworthPublishing.com

MM 10

Click the Greeting Line, delete the comma, click OK.


Press the Enter key twice.
Add the rest of the letter as shown below.

Click Next: Preview your letters

Simple Mail Merge

2007-2011 Ellsworth Publishing Co.


www.EllsworthPublishing.com

MM 11

Step 5 of 6:
Look at the letters and see if they are formatted and spelled correctly.
Click Next: Complete the merge.
Step 6 of 6:
Be sure your name and assignment #MM-3 is in the Signature Line. Under Merge, Click
Print.
Save as File name: #MM-3 in HomeworkMail Merge. Save.

MAIL MERGE QUIZ


On a separate sheet of paper, write the letter that most correctly answers or completes the question This is Assignment #MM-4 These questions may appear on a test Follow teacher instructions for turning it in.
1. The path to the Mail Merge Wizard is _____.
a) Page Layout, Mailings, Step by Step Merge Wizard
b) Insert, Mailings, Start Mail Merge, Step by Step Merge Wizard
c) Mailings, Start Mail Merge, Step by Step Mail Merge Wizard
2. In the New Address List dialog box, you move from cell to cell by depressing the _____.
a) Enter key

b) Tab key

c) Shift/Tab keys

3. In the Mail Merge Recipients dialog box, can recipients be added or removed?
a) Yes

b) No

4. What is the correct format for the date on a letter:


a) January 10, 20xx

Simple Mail Merge

b) 1/10/20xx

c) 10 January 20xx

2007-2011 Ellsworth Publishing Co.


www.EllsworthPublishing.com

MM 12

Itineraries
FBLA-PBL Format

Itineraries

2007-2011 Ellsworth Publishing Co.


www.EllsworthPublishing.com

IT 1

ITINERARIES
Itineraries are an efficient way of detailing travel information so important dates or meetings
are not overlooked. They dont take long to create and can save time and money due to efficient 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.

Itineraries

2007-2011 Ellsworth Publishing Co.


www.EllsworthPublishing.com

IT 2

Assignment #IT-1, Creating an Itinerary

Open an MS Word 2010 document.

Set your fonts for Arial, 12.

Set Line Spacing for Single


Spacing (1.0), and click to Remove Space After Paragraph.

Press the Enter key five times to obtain a 2 top margin.

Press the CAPS LOCK key and type the heading: ITINERARY

Note: Dont worry about centering and boldingyou can do that later in fewer steps than to stop
and format each one as you go.

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 your name and assignment number: (such as: Mary Brown, #IT-1)

Press the Enter key twice to double space.

Type the date: December 10-13, 20-- (Enter the correct year)

Double space and type the first side heading: Sunday, December 10

Double Space between paragraphs.

Set Tab and Second Line Indent

You need to set a tab and second


line indent on your ruler. If you
do not see a ruler above your
document, click on the View tab
and make sure there is a check
by the Ruler.

Itineraries

2007-2011 Ellsworth Publishing Co.


www.EllsworthPublishing.com

IT 3

Click at 0.5 on the Ruler to set a


left tab stop. Move the Hanging
Indent (the little diamond above
the small square) to the right to
the 2 mark. The hanging indent
will automatically indent any
second lines.

Press the Tab key. Key in: 9:30 a.m.

Press the Tab key.

Key in: Depart Chicago Midway Airport, Southwest Airlines, Flight 1544, nonstop, take
snack along (no lunch served).

Double space.

Press the Tab key. Key in 1:02 p.m.

Press the Tab key.

Key in: Arrive San Francisco International Airport. Call shuttle to Hilton Hotel (415) 3954444. Cost $8.00.

Double space. Press the Tab key. Key in: 5:30 p.m.

Press the Tab key. Key in: Depart hotel for Chinatown visit.

Double space. Key in: Monday, December 11

Double space. Key in the rest of the itinerary following the same procedures as above.
9:00 a.m.

Conference at Hilton Hotel, Saguaro Room A.

Reminder:

Call Jim Shreeve to confirm dinner arrangement for tomorrow.

12:00 p.m.

Lunch provided for conferees at Hilton.

3:00 p.m.

Sightseeing with conference group.

Tuesday, December 12
9:00 a.m.

Conference at Hilton Hotel, Ballroom B.

7:00 p.m.

Dinner with Sher Bear and Haz Bear (415) 248-5555.

Itineraries

2007-2011 Ellsworth Publishing Co.


www.EllsworthPublishing.com

IT 4

Wednesday, December 13
9:30 a.m.

Depart for airport.

12:20 p.m.

Depart San Francisco International Airport, Southwest Airlines,


Flight 700, one stop.

7:15 p.m.

Arrive Chicago Midway Airport.

Format Heading, Sub-Headings and Side Headings

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
HomeworkItineraries. Save as File name: #IT-1, and Print.

Assignment #IT-2, Creating an Itinerary


Create the following itinerary in the same format as above, and enter your name in the subheading.

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.
2:20 p.m.
5:10 p.m.
Itineraries

Depart Phoenix International Airport, American Airlines, Flight 1677. One


stop in Dallas.
Depart Dallas, American Airlines, Flight 688, to Springfield, MO.
Arrive Springfield Airport. Car waiting at Budget Rental Cars.
2007-2011 Ellsworth Publishing Co.
www.EllsworthPublishing.com

IT 5

Tuesday, June 13
8:00 a.m.
Meeting of FBLA Advisors in Board Room.
11:00 a.m. Meeting in Crown Room A. Bring outline containing suggested corrections to the
Format Guide.
2:00 p.m.
Competitions in Blue Room (basement).
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 HomeworkItineraries. Save as #IT-2, and Print.

Assignment #IT-3, Creating an Itinerary


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 HomeworkItineraries. Save as #IT-3, and Print.

Itineraries

2007-2011 Ellsworth Publishing Co.


www.EllsworthPublishing.com

IT 6

ITINERARIES QUIZ
On a separate sheet of paper, write the letter that most correctly answers or completes the question This is Assignment #IT-4 These questions may appear on a test Follow teacher instructions
for turning it in.
1. Itineraries are an efficient way of detailing _____.
a) A personal phone book
b) Travel information
c) Outlines for a meeting
2. If you do not have a ruler showing above your document, what tab contains the ruler information? _____
a) Home
b) Page Layout
c) View
3. Line Spacing for Itineraries is _____.
a) Single
b) Double
c) 1.5
4. Between paragraphs of an Itinerary, it is _____.
a) Single spaced
b) Double spaced
c) 1.5 spaced
5. The second line indent is often referred to as the _____.
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
Itineraries

2007-2011 Ellsworth Publishing Co.


www.EllsworthPublishing.com

IT 7

Agendas,
Minutes &
News Releases
FBLA-PBL Format

Agendas, Minutes, News Releases

2007-2011 Ellsworth Publishing Co.


www.EllsworthPublishing.com

AMN 1

AGENDAS
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:

Set Line Spacing.


Create Agendas for a Meeting.

This is an example.
Directions begin on the
next page.

Agendas, Minutes, News Releases

2007-2011 Ellsworth Publishing Co.


www.EllsworthPublishing.com

AMN 2

Assignment #AMN-1, Creating an Agenda for a Meeting

Open an MS Word 2010 document.

Set your fonts for Arial, 12.

Set Line Spacing for Single


Spacing (1.0), and click to Remove Space After Paragraph if
necessary.

Press the Enter key five times to obtain a 2 top margin.

Press the CAPS LOCK key and type the heading: FUTURE BUSINESS LEADERS OF
AMERICA. Dont 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: Board of Directors Agenda

Press the Enter key twice to double space

Type: Wednesday, March 22, 20 (enter the current year).

Double space to the first item on the agenda.

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 dont
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.

Agendas, Minutes, News Releases

2007-2011 Ellsworth Publishing Co.


www.EllsworthPublishing.com

AMN 3

FUTURE BUSINESS LEADERS OF AMERICA


Board of Directors Agenda
Wednesday, March 22, 20
1.

Call to OrderStudent name, #AMN-1, Chief Executive Officer

2.

Roll CallMary Jones, Secretary

3.

Reading of the MinutesMary Jones, Secretary

4.

Treasurers ReportAudra Ellsworth, Treasurer

5.

Other Officer Reports

6.

Committee Reports (press Enter, Tab twice to Accounting)


AccountingMildred Updike
SocialJill Bradford
Fund RaisingBrent Rogers

7.

Unfinished Business

8.

New Business

9.

Date of Next Meeting

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.

Assignment #AMN-2, Creating an Agenda for a Meeting


Create an Agenda using Times New Roman, 12, fonts. Use the correct Line Spacing, top margin, spacing between items, etc. This is the Agenda for the next FBLA meeting; format it correctly. Enter your name and assignment number in the heading for recording purposes by your
teacher.
Agendas, Minutes, News Releases

2007-2011 Ellsworth Publishing Co.


www.EllsworthPublishing.com

AMN 4

FUTURE BUSINESS LEADERS OF AMERICA


Meeting Agenda (Your name, #AMN-2)
Tuesday, December 1, 20
1.

Call to OrderJohn Beckstead, President

2.

AttendanceRoll Call by (Your Name), Secretary

3.

MinutesRead by (Your Name), Secretary

4.

Treasurers ReportAudra Ellsworth

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 HomeworkAgendas,
Minutes & News Releases. Save as #AMN-2, and Print.

Agendas, Minutes, News Releases

2007-2011 Ellsworth Publishing Co.


www.EllsworthPublishing.com

AMN 5

MEETING MINUTES
It is important to keep good minutes of meetings so you know who attended, what responsibilities were assigned, announcements of future events for planning purposes, etc.

Objectives
When you complete this unit, you will be able to:

Set Line Spacing


Create Minutes of a Meeting
Use Format Painter to copy formatting
Use Page Break to Control Information Going to Second Page
Insert Page Number and Minutes Date in Header on Second Page Only

This is an example.
Directions begin on the
next page.

Agendas, Minutes, News Releases

2007-2011 Ellsworth Publishing Co.


www.EllsworthPublishing.com

AMN 6

Assignment #AMN-3, Creating Meetings of a Meeting

Open an MS Word 2010 document.

Set your fonts for Arial, 12.

Set Line Spacing for Single


Spacing (1.0), and click to Remove Space After Paragraph if
necessary.

Press the Enter key five times to obtain a 2 top margin.

Press the CAPS LOCK key and type the heading: WEST HIGH SCHOOL, FBLA

Note: Dont worry about centering and boldingyou can do that later in fewer steps than to stop
and format each one as you go.

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: Minutes of December 1, 20 (enter the current year).

Press the Enter key four times to quadruple space to the first Side Heading: Call to Order

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.

Your unformatted copy of the Minutes is given on the next page.

Agendas, Minutes, News Releases

2007-2011 Ellsworth Publishing Co.


www.EllsworthPublishing.com

AMN 7

WEST HIGH SCHOOL, FBLA

Minutes of December 1, 20 (enter the current year)

Call to Order

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 Secretary (enter your name) recording minutes.
Attendance
All members were in 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.
Treasurers 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. Standard 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
Agendas, Minutes, News Releases

2007-2011 Ellsworth Publishing Co.


www.EllsworthPublishing.com

AMN 8

There being no further business, the meeting was adjourned at 4:10 p.m.

Your Name, Secretary


Assignment #AMN-3

Format Heading, Sub-Headings and Side Headings

Select heading and sub-headings (first two lines) and bold and center them.

Select the first side heading (Call to Order); 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 when you are finished to deselect it.

Use a Page Break to Move a Side Heading to the Second Page


Notice that the side heading Announcements is at the bottom of the first page and the paragraph information is on the second page. It would be better to insert a page break and have
them together on the next page.

Click to put your cursor in front


of the A in Announcements.

Select the Insert tab.

Click the Page Break button.

Insert Page Number and Identification on Second 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.

Agendas, Minutes, News Releases

2007-2011 Ellsworth Publishing Co.


www.EllsworthPublishing.com

AMN 9

Select the Insert tab.

Click on Page Number

Click Top of Page

Select Plain Number 3

Click in front of one of the page


numbers at the top and type:
Minutes of December 1, 20,

The Design tab automatically shows


when inserting page numbers.

Click to enter a check in Different


First Page. Page numbers and
other header information should
not show on the first page.

Click to close the Header and


Footer.

Your name and assignment number appears in the last lines of the Minutes report.
Click the File tab, click Save in the folder HomeworkAgendas, Minutes & News Releases. Save as #AMN-3, and Print.

Assignment #AMN-4, Creating Minutes of a Meeting


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.
Agendas, Minutes, News Releases

2007-2011 Ellsworth Publishing Co.


www.EllsworthPublishing.com

AMN 10

EAST HIGH SCHOOL, FBLA


Minutes of February 1, 20
Call to Order
The regular meeting of the East High School FBLA chapter was called to order on Wednesday,
February 1, 20, at 3:30 p.m. President John Beckstead called the meeting to order with Secretary (use your first and last name) recording minutes.
Attendance
All members were in attendance.
Minutes
The minutes of the December 1, 20, meeting were read. Sam Pagano moved to approve the
minutes as read. They were seconded and approved.
Treasurers Report
Treasurer (Your first and last name) reported a chapter balance as of February 1, 20, of
$450.25. The report was filed. There was no change from the last meeting on December 1,
20.
Unfinished Business
The date for the Spring Dance was announced again. It will be held February 11, 20, in the
gym. The price per person will be $5 each or $9 per couple. Nick Goodman said he would be in
charge of making posters advertising the event.
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 HomeworkAgendas, Minutes & News Releases. Save as #AMN-4, and Print.

Agendas, Minutes, News Releases

2007-2011 Ellsworth Publishing Co.


www.EllsworthPublishing.com

AMN 11

NEWS RELEASES
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:

Create a News Release

This is an example.
Directions begin on the
next page.

Agendas, Minutes, News Releases

2007-2011 Ellsworth Publishing Co.


www.EllsworthPublishing.com

AMN 12

Assignment #AMN-5, Creating a News Release


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 double spaced. Use Arial, 12, fonts. Copy the following News Release as assignment #AMN-5.

NEWS RELEASE

Contact: (Your Name, #AMN-5), FBLA Advisor


West High School
1800 E. Center Street
Phoenix, AZ 85007-0032
602-312-6777
Release, May 15, 20

STUDENTS EARN TRIP TO FBLA NATIONAL CONFERENCE

Twenty West High School Future Business Leaders of America members


have been selected to represent Arizona at the FBLA National Leadership Conference in New York in July.
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.
To raise funds to attend this conference, FBLA members have completed
several projects: a yard sale and two car washes. Another yard sale is planned for
May 31 at the West High School parking lot. The community is invited and encouraged to attend.
2

###

Agendas, Minutes, News Releases

2007-2011 Ellsworth Publishing Co.


www.EllsworthPublishing.com

AMN 13

Your name and assignment number appears in the first lines of the News Release.
Click the File tab, click Save in the folder HomeworkAgendas, Minutes & News Releases. Save as #AMN-5, and Print.

Assignment #AMN-6, Creating a News Release


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 HomeworkAgendas, Minutes & News Releases. Save as #AMN-6, and Print.

Agendas, Minutes, News Releases

2007-2011 Ellsworth Publishing Co.


www.EllsworthPublishing.com

AMN 14

AGENDAS, MINUTES & NEWS RELEASES QUIZ


On a separate sheet of paper, write the letter that most correctly answers or completes the question. This is Assignment #AMN-7. These questions may appear on a test. Follow teacher instructions for turning it in.
1. Agendas are:
a) An outline of topics of a meeting
c) Needed to make a News Release

b) A list of minutes of a meeting

2. How many times do you press the Enter key to leave one blank line between lines of information?
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

4. The Default indent obtained by pressing the Tab key is _____?


a) inch

b) 1 inch

c) 1 inch

5. The form that summarizes information about Unfinished Business, New Business, Announcements of future events, Treasurers report, etc. is:
a) An Agenda

b) a News Release

c) Minutes

6. The function of the Format Painter button is to:


a) Paint colors on clip art

b) Copy formats to clip art

c) Copy formatting

7. The Page Break function is found on the _____ tab.


a) Page tab

b) Insert

c) Design

8. To create footnotes that have a Different First Page, the path is:
a) Insert, Page Number, Design tab
c) Design, Home, Different First Page

b) Home, Page Number, Design tab

9. The top margin of a News Release is:


a) 1.5

b) 2

Agendas, Minutes, News Releases

c) Quadruple space
2007-2011 Ellsworth Publishing Co.
www.EllsworthPublishing.com

AMN 15

Outlines
FBLA-PBL Format

Outlines

2007-2011 Ellsworth Publishing Co.


www.EllsworthPublishing.com

OL 1

OUTLINES
An outline is very brief and lists only the important points without elaborating on them. The
outline identifies the topics that are to be discussed either in written form or in a speech and the
sequence in which they are to be introduced. The structure of an outline may contain several
levels of subtopics under each main topic.

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.

Outlines

2007-2011 Ellsworth Publishing Co.


www.EllsworthPublishing.com

OL 2

Assignment #OL-1, Creating an Outline


Some commercial word processing packages include an Outlining feature that does automatic
numbering, lettering, spacing, and indenting. The problem is that it is usually not the look you
want. It is about as easy to set a few tabs yourself and get the look and spacing you do want.

Open an MS Word 2010 document. Set fonts at Arial, 12.


Turn off AutoCorrect/AutoNumbering. Click File tab, Help, Options:
Click on Proofing, AutoCorrect Options, and select AutoFormat As You Type.
Under Apply as you type, remove check from Automatic Numbered Lists.
Click OK. (This will remove the automatic numbering, lettering, spacing, indenting, etc.)
Close Window.

Set Line Spacing for Single


Spacing (1.0), and click to Remove Space After Paragraph.

Press the Enter key five times to obtain a 2 top margin.

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.

Set Tabs on the Ruler


By default (pre-set by Microsoft) the Tab key will advance the cursor 0.5 each time you depress the Tab key. In some cases this is too much to be visually pleasing. Set Tab stops where
necessary manually to obtain the look you want.
Outlines

2007-2011 Ellsworth Publishing Co.


www.EllsworthPublishing.com

OL 3

You need to set two tabs on the


ruler. If you do not see a ruler
above your document, click on
the View tab and make sure there
is a check by the Ruler.

Each mark on the ruler is 1/8.


Point to the third mark and click
with your mouse to place a tab stop.
Point also to 6/8 and click with
your mouse to place the second tab.

Follow the directions below this illustration to enter the rest of the first part of the outline:
I.

VERTICAL SPACING
A.

B.

Title of Outline
1. Two-inch top margin
2. Followed by a quadruple space
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 quadruple 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.

Outlines

2007-2011 Ellsworth Publishing Co.


www.EllsworthPublishing.com

OL 4

Press the Enter key. The Numbering button you depressed automatically assumes you want
to line up numbers and entered the next number for you (2.). Type: All major headings followed by a double space

Press the Enter key, and type 3. All subheadings single-spaced

Press the Enter key three times to double space to the next section of the outline. Normally
you would only press the Enter key two times, but one of the Enters was taken to turn off
the automatic numbering. So, you needed two more.

Following the same procedures as previously explained, finish the outline:


II.

HORIZONTAL SPACING
A.
B.

Title of Outline Centered over Line of Writing


Major Headings and Subheadings
1. Identifying lower case Roman numerals aligned at left margin or aligned on
periods
2. Identifying letters and numbers for each subsequent level of subheading aligned
below the first word of the preceding heading

III. CAPITALIZATION
A.
B.
C.

D.

Title of Outline Keyed in ALL CAPS


Major Headings Keyed in ALL CAPS
First-order Subheadings Keyed with all Major Words Beginning with Initial Caps
If this line flows to the next line, you cant press the Numbering button
because it will add numbering. Improvise by placing your cursor after
the last word on your first line (Initial), press the Enter key, tab twice,
delete any extra space to line up words. Press the End key on your keyboard to put cursor at the end of the line. Press Enter, tab, and continue.
Second-order Subheadings Keyed with First Word Only Using Initial Cap

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 placeholder 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 HomeworkOutlines. Double click the
new folder and save as File name: #OL-1, and Print.

Outlines

2007-2011 Ellsworth Publishing Co.


www.EllsworthPublishing.com

OL 5

Assignment #OL-2, Creating an Outline


Create the outline below. Set tabs as necessary to line up each subheading as shown. Experiment with the tabs until you get it formatted similar to the outline given. Set fonts at Times
New Roman, 12. Set Line Spacing to 1.0 and Remove Extra Space After Paragraph. Use a 2
top margin. Center the title and subtitle.
EQUIPMENT AND SOFTWARE

Orientation for all Trainees


4

I.

EQUIPMENT 2
A. Computer
1. Drives
a. Types
(1) Hard
(2) Floppy
(3) USB
(4) CD
b. Capacity
(1) Hard
(2) Floppy
(3) USB
(4) CD
2. RAM
B.
Monitor
C.
Modem
D. Mouse
E.
Printer
F.
Router
G. Scanner

II.

SOFTWARE
A. System
1. Linux
2. Microsoft Windows
3. Mac OS

III. APPLICATIONS
A.
Database
B.
Presentation
C.
Spreadsheet
D.
Word Processing
Outlines

2007-2011 Ellsworth Publishing Co.


www.EllsworthPublishing.com

OL 6

On the Insert tab, click Header, select the Blank (Three Columns) header. Select the
first placeholder and enter you name and assignment #OL-2. Select the second placeholder and enter the current date. Select the third placeholder and delete it. Close the
Header & Footer. Click the File tab, click Save As. Save in the HomeworkOutlines
folder as #OL-2, and Print.

Assignment #OL-3, Creating an Outline with Right Aligned Roman Numerals


To right align Roman Numerals, you need to set a decimal tab. The rest of the outline is keyed
in as in the previous assignmentsTimes New Roman, 12, fonts. 2 top margin, 1.0 spacing,
and Remove Extra Space After Paragraph.

Click on the Tab button until you


see the decimal tab.

Press the Enter Key 5 times to


create a 2 top margin.

Click on the ruler at 2/8 to set a


decimal tab for Roman Numerals.

Click on the Tab button until you


see the Left Align tab setting. You
will use the Left Align tab setting
for the rest of the tabs on the ruler.

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 outline. 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.

Outlines

2007-2011 Ellsworth Publishing Co.


www.EllsworthPublishing.com

OL 7

MASTER PLAN FOR DEVELOPMENT AND SALE OF FLORIDA PROPERTIES


I.
Fort Lauderdale Properties
A. Sunset Tract
1.
Overview
2.
Master Plan
a. Short-term plan
b. Long-term plan
II.
Miami Properties
A.
Tract
1.
Overview
2.
Master Plan
a. Short-term plan
b. Long-term plan
III.
Orlando Properties
A. Greenwood Tract
1.
Overview
2.
Master Plan
a. Short-term plan
b. Long-term plan
IV.
Tampa Properties
A. Salina Tract
1.
Overview
2.
Master Plan
a. Short-term plan
b. Long-term plan
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 placeholder and enter the current date. Select the third placeholder and delete it. Close the
Header. Save in the HomeworkOutlines 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:

Turn on AutoCorrect/AutoNumbering. Click File tab, Help, Options:


Click on Proofing, click on AutoCorrect Options.
Under Apply as you type, click to add a check to Automatic Numbered Lists.
Click OK. Click OK on next window. (This will add back the automatic numbering,
lettering, spacing, indenting, etc.)

Outlines

2007-2011 Ellsworth Publishing Co.


www.EllsworthPublishing.com

OL 8

OUTLINES QUIZ
On a separate sheet of paper, write the letter that most correctly answers or completes the question. This is Assignment #OL-4. These questions may appear on a test. Follow teacher instructions for turning it in.
1. What is the top margin for an outline?
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 .
a) Home

b) View

c) Page Layout

4. To deselect words that used Bold, Italic, or Underline, select the words and:
a) Click the deselect button
b) Double click the deselect button
c) Click the Bold, Italic, or Underline buttons
5. In a Word document each mark on the ruler is:
a) 1/16

b) 1/8

c) 2/8

6. All major headings in an outline are followed by:


a) A single space

b) A double space

c) A quadruple space

7. Vertical spacing of subheadings in an outline are:


a) Single spaced

b) Double spaced

c) Quadruple spaced

8. To right align Roman numerals, you need to use a:


a) Left Align tab

Outlines

b) Right Align tab

c) Decimal tab

2007-2011 Ellsworth Publishing Co.


www.EllsworthPublishing.com

OL 9

E-Mail
Basics of Using E-Mail
Using a Yahoo Calendar
(Using Internet ExplorerOthers will be similar)

Basics of Using E-mail

2007-2011 Ellsworth Publishing Co.


www.EllsworthPublishing.com

EM 1

Basics of Using E-Mail


There are many e-mail programs that can be purchased. There are several popular ones that
are freejust to name a few are Yahoo!, Google, and Hotmail by Microsoft. In addition, most
cable and internet providers offer a free e-mail program. You can find hundreds of free e-mail
programs by going to an internet browser and typing in "free e-mail" in the search area. Yahoo
is selected for this lesson because it offers a lot of E-mail features and more inbox space on
their server than many. You may want to use it for your e-mail; if it is not used in four months,
your Yahoo! ID will be discarded. Other E-mail programs are similar in many ways, so what
you learn here can be easily adapted to others. The Internet is dynamic and companies often
change or update their websites without notice, so be flexible and do some experimenting if
you find a button or icon has changed from the directions given here.

Objectives
When you complete this unit, you will be able to:

Set up an e-mail account in Yahoo!


Read your e-mail
Delete your e-mail
Empty the Trash Folder
Send an e-mail

Add Addresses to an Address Book


Take a tour to learn more about Yahoo! Mail
Use the Yahoo! Calendar Feature
Print a Daily, Weekly, or Monthly Calendar

Creating a Yahoo! Account

Follow the directions


on the following
pages to create your
e-mail account.

Basics of Using E-mail

2007-2011 Ellsworth Publishing Co.


www.EllsworthPublishing.com

EM 2

Assignment #EM-1, Open an E-mail account

Open your internet browser.


Quite often you see the e
icon on your desktop. If so,
double click it.

(Microsoft Internet Explorer is


the browser used for this lesson.
Most other browsers will have
similar directions.)

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

At the registration site, enter


your personal information:
First Name
Last Name
Gender
Country
Postal Code

It is rather difficult to find a


Yahoo ID that hasnt been already used by someone; therefore, several suggestions are
given to consider for your
selection.

Enter a Password, and type it


again to confirm it.

Basics of Using E-mail

2007-2011 Ellsworth Publishing Co.


www.EllsworthPublishing.com

EM 3

If you have several


IDs or passwords, it is
easy to forget which
one goes where. By
filling out Secret
Questions, you can
ask Yahoo what your
ID or password is.
Yahoo will ask you
these questions before
sending the information to you.

Fill out and complete


the rest of the Registration formType
the code exactly as
shownupper and
lower case letters and
numbers.

Click Create My
Account button.

Basics of Using E-mail

2007-2011 Ellsworth Publishing Co.


www.EllsworthPublishing.com

EM 4

When Registration is
complete, you are
notified of the information you submitted
so you can verify that
it is correct.

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.

Deselect Marketing Preferences You Dont Want


On the Registration Completed form, at the bottom, click on Edit Marketing Preferences.
It may restrict a lot of unwanted emails later.

Deselect any offers you


are not interested in, or
click on the "Clear All"
below the boxes on
your screen. Each offer
is deselected here.

Click on "Save
Changes" at the bottom.

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.

Basics of Using E-mail

2007-2011 Ellsworth Publishing Co.


www.EllsworthPublishing.com

EM 5

To read your E-mail

Close and Open your browser again (so you know how to access it in the future).

Type: www.yahoo.com and press Enter.

Under YAHOO! SITES, click the mail link. (Yahoo could change its screen from time to
time.)

Enter your Yahoo ID: and


Password.

Click Sign in.

To read your mail, click on the Inbox link. Double click on the email.

Introductory email from Yahoo!

Basics of Using E-mail

2007-2011 Ellsworth Publishing Co.


www.EllsworthPublishing.com

EM 6

When you double click on your Yahoo! First email, it advertises several services. Spend
some time reading about theseyou may want to use some of them. Click the Get Started
button to read about them.

Basics of Using E-mail

2007-2011 Ellsworth Publishing Co.


www.EllsworthPublishing.com

EM 7

To delete your E-mail

Click to check the mail you


want to delete.

Click the Delete button.

After clicking the Delete button, a verification question


appears. (On some browsers
the verification question may
be phrased a little differently.) Click the Delete button.

There are now no messages


in your inbox.

Your deleted message has


been sent to the Trash folder
automatically.

Click on the Trash folder


and you will see the Sender
and Subject of the file you
deleted.

Periodically you should empty


the Trash folder. To empty the
Trash folder, click on
"[Empty]". Verify that you
want to Empty it by clicking
the Empty button (or an OK
button on some browsers).

Basics of Using E-mail

OR

2007-2011 Ellsworth Publishing Co.


www.EllsworthPublishing.com

EM 8

To Compose & Send E-mail to friends and Add Their Names to Your Address
Book

Click Inbox if not already


showing. Click on the New
button.

Enter the e-mail address of to


whom your message is to, the
subject, and the content of
your message. (It might be
fun to email a friend now.)

Click the send button.

After sending your email,


you see a small screen that
asks you if you would like to
add this name to your
Contact list for future reference.

Click to place a checkmark


by the name to automatically
enter this contact to your list.

Click OK.

Click the Contacts link and


your email addresses saved
show (friends, relatives, business contacts, etc.)

Basics of Using E-mail

2007-2011 Ellsworth Publishing Co.


www.EllsworthPublishing.com

EM 9

By clicking in the box for


Barbara21@Yahoo.com, an
entry appears that allows you
to Edit (change if the email
address was entered incorrectly) or Delete (remove it
from the list).

Click on the link to automatically enter the address in an


email window.

Notice your email window


has been opened and the
address link entered automatically.

Yahoo tries to identify unwanted Spam (unsolicited


emails sent to everyone) from
your incoming emails. Check
weekly to see if there is
something you want. Then
delete all the entries so it is
ready to accept new spam.

Basics of Using E-mail

2007-2011 Ellsworth Publishing Co.


www.EllsworthPublishing.com

EM 10

Click on the Sent folder so


you can see a record of the email you sent. There may be
a time when you wonder if
you answered someones
email to you. This is where
you would check.

Click the Actions button.

Click Print Email.

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.

Basics of Using E-mail

2007-2011 Ellsworth Publishing Co.


www.EllsworthPublishing.com

EM 11

Using the Calendar to Remind You of Appointments or Events, and Delete Unwanted Reminders.

Click on the Calendar button


below Yahoo! Mail.

When the calendar opens


the first time, it will ask
you to select the Time
Zone for your state and
click the Proceed button.

Close the Welcome to the


new Yahoo! Calendar by
clicking on the [x].

Click on a date on the calendar 2 days from your date.


At 9am add ABEA Conference for Arizona, and click
the save button.

Click on a date 2 more days


later, add a meeting note
(example: 9-12 Garage Sales
with Karen and LaRee), and
click the save button.

Basics of Using E-mail

2007-2011 Ellsworth Publishing Co.


www.EllsworthPublishing.com

EM 12

Click on the View button


and select Week to see all
appointments this week.

The dates will be different, but


you should have at least two entries on your weekly calendar.
(The extra entries here are to
show you how to delete entries
later.)

Click on the View button


and select Month to see all
your entries for that month.

You may print any of the


views. Since you have the
Monthly view on your
screen, click on the Print
button.

Put your name and Assignment #EM-3 at the top of the paper and hand it in.

Click the List View


button. (Event list
in some versions.)

To delete individual events, click in


the boxes and then
click the Delete
button. Clear All
deletes all.

Note: There are other features to the Yahoo! mail program. This is where some exploring and
discovery by you is needed. Only the most commonly used features were presented here. As you
use Yahoo! mail, you may discover other features you want to use.
Basics of Using E-mail

2007-2011 Ellsworth Publishing Co.


www.EllsworthPublishing.com

EM 13

E-MAIL QUESTIONS
On a separate sheet of paper, write the letter that most correctly answers or completes the question This is Assignment #EM-4. These questions may appear on a test Follow teacher instructions for turning it in.

1. Yahoo is one of a few e-mail programs. ______ .


a) True

b) False

2. Current e-mail messages you received are read in which folder ______ .
a) Inbox

b) Draft

c) Sent

c) Trash

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

5. To begin an e-mail message to a friend, click on: ______ .


a) Begin

b) Draft

c) New

6. Unsolicited emails may be sent to which folder:


a) Sent

b) Spam

c) Drafts

7. The Calendar opens to the current week. ______


a) True

b) False

8. To print the monthly calendar, the path is ______ .


a) Print Screen, Print

b) Calendar, File, Print c) Month tab, Printable View, File, Print

9. To delete your events or appointments, click first on ____ .


a) Event List or List View

b) Tasks

C) Clear All

This is Assignment E-mail #4.

Basics of Using E-mail

2007-2011 Ellsworth Publishing Co.


www.EllsworthPublishing.com

EM 14

Job Search
Skills
Networking
Creating Scannable Resumes
Creating Cover Letters
The Interview
The References
The After-Interview Follow-up Letter

Job Search Skills

2007-2011 Ellsworth Publishing Co.


www.EllsworthPublishing.com

JSS 1

JOB SEARCH SKILLS


In many upper level jobs there are 100 people looking for every job. The employers task is to
eliminate 99 applicants. Your task is to be so skilled and thorough that you are not eliminated
at any step in the process. This chapter addresses the most important skills in the job search. If
you follow the suggestions in this chapter, you will be well-prepared to utilize good job searching skills to find the job you want.

Objectives
When you complete this unit, you will be able to:

Use Networking Information


Create Scannable Resumes
Create Cover Letters
Make a good impression in an interview
Create a References Page
Create Follow-up Letters after the Interview

This is an example.
Directions begin on the
next page.

Job Search Skills

2007-2011 Ellsworth Publishing Co.


www.EllsworthPublishing.com

JSS 2

STEP 1NETWORKING

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 presented in this chapter, pay particular attention to networking advice.

0.8% of jobs are filled by sending out resumes


4% of jobs are filled through State Employment Service
6% through professional agencies
10% by the job seeker without others help
65-80% is filled by Networking (Word-of-Mouth)

Do Your HomeworkTargeting and Researching Employers:


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.
The two major reasons for this research are to:
1. Help you determine whether you really would be happy working for that companyor
not.
2. Help you present yourself as someone with initiativea trait high on the list to employers. Employers are always impressed with applicants who know something about the
company and they arent after just another job. When you look at the job search websites, 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 certain you concentrate on specific, relevant sites. The following are tried and proven quality
sitesthere may well be others, but these are the best places to start. It would be a good idea to
take notes.
ajb.dni.us
career.org
careerbuilder.com
careers.org
careerjournal.com (Great for $80k and up)
collegecentral.com
collegegrad.com
collegejournal.com

Job Search Skills

dice.com
fastcashathome.com (Work at home jobs)
federaljobsearch.com
flipdog.com
hotjobs.com
job-hunt.org (List of best job search resources)
jobhuntersbible.com (The net guide: How to best
use the web)
2007-2011 Ellsworth Publishing Co.
www.EllsworthPublishing.com

JSS 3

jobing.com
jobs.com
jobsfed.com
jobweb.org (College students & recent college

studentjobs.gov (U.S. official site of student Fed.


jobs)

usajobs.com (U.S. official site of Federal Gov. jobs)

grads.)

WHERE TO START

lawjobs.com
medjobs2000.com (Medical jobs)
monster.com (The Monster Board)
paid-work-at-home.com (Work at home jobs)
quintcareers.com (Take free job personality test)
rileyguide.com
salary.com
snagajob.com
topjobsusa.com
usajob.com
vault.com
wantedjobs.com
webcrawler.com
worktree.com

The following are probably the best starting sites:

GOVERNMENT SITES
azstatejobs.gov
www.ci.phoenix.az.us/employ/index.html

monster.com
rileyguide.com
hotjobs.com
dice.com
flipdog.com
careerbuilder.com
worktree.com
jobhuntersbible.com
PERSONAL SEARCH AGENTS
These sites search other job web sites for your
criteria. Excellent time savers! Millions of jobs.

careerbuilder.com
careerxroads.com
flipdog.com
wantedjobs.com
worktree.com

STEP 2SCANNABLE RESUMES

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 resume. 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 containing 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.
DOs for Resume Writing:
1. Do realize that the upper 1/3 of the first page is the most importantThe 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.
Job Search Skills

2007-2011 Ellsworth Publishing Co.


www.EllsworthPublishing.com

JSS 4

3. Do keep your resume short. Try to keep your resume to one page. Two pages are ok if you
have a lot of experience and need the room.
4. Do avoid gimmicks. No folders, No binders, No pictures, No colored paper, No colored ink.
5. Do use black ink on white paper. Use quality 24# bond paper. Highest quality printer.
6. Do write a cover letter. A resume should not go out alone.
7. Do state what you can do well to meet the needs of a future employer. The Obituary resume lists activities at former and current employers.
DONTs for Resume Writing: (Make Your Resume Readable to the Computer.)
1. Dont use fancy fonts: stick with basic fonts, Arial is best. Avoid italics and underlining.
2. Dont use vertical and horizontal lines, brackets, asterisks, quotation marks, parenthesis,
hollow bullets, slashes, putting a space before and after a hyphen.
3. Dont arrange anything in columns, no full or right justification.
4. Dont fold, staple or paper clip, if you mail it use a large envelope with a cardboard insert.
5. Dont 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. Dont include personal information. Age, marital status, height, weight, the state of your
health or your nationality has no place on todays resume.
7. Dont 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. Dont include references. However, have them available in your briefcase at the interview.
9. Dont 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.
Writing the PROFESSIONAL PROFILE of the Resume (for Assignment #JSS-1):
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.
Writing the EXPERTISE SUMMARY of the Resume (for Assignment #JSS-1):
This is the section where you expand on your keywords and verify them.
Writing the PROFESSIONAL EXPERIENCE of the Resume (for #JSS-1):
List the Job you held first, then the Firm Name and city and state, and general dates.
Writing the EDUCATION/CERTIFICATION of the Resume (for #JSS-1):
List your degree or certification, school, city and state
Job Search Skills

2007-2011 Ellsworth Publishing Co.


www.EllsworthPublishing.com

JSS 5

SAMPLE SKILLS LIST. Try to identify at least 24 that you can use in the PROFESSIONAL
PROFILE section of your Resume. Notice there is a period after each one.
10 key.
60 wpm typing.
Account.
Accounts receivable.
Accounts payable.
Administrate.
Administrator.
Advertising.
Adobe Acrobat.
Advertising.
Aerospace.
Agriculture.
Aircraft.
Analyst.
Analysis.
Appraise.
Artist.
Assembly.
Asset.
Assistant.
Audio.
Audit.
Automotive.
Back office.
Banking.
Bi-Lingual in Spanish.
Billing.
Bookkeeper.
Budget.
Business.
Buyer.
Caregiver.
Cashier.
CDL.
CEO.
Certified
Certification.
Child care.
Claims.
Clerk.
Client base growth.
Client base expansion.

Job Search Skills

Client Retention.
Coaching.
Collateral.
Commercial.
Communications.
Comptroller.
Computer.
Construction.
Consult.
Consulting.
Contract.
Coordinate.
Coordination.
Correctional.
Counseling.
Counter.
Courier.
CNA.
CPA.
CPR.
Creative.
Credit.
Custom.
Customer service.
Database.
Data entry.
Delegate.
Design.
Develop
Direct
Director
Display
Driver
Electric
Electronic
Enforce
Engineer.
Entrepreneur.
Estimate.
Evaluation.
Event coordination.
Executive.
Exhibit.
External.

Fabrication.
Filing.
Finance.
Fitness.
Forklift.
Fund.
Graphic
Guest.
Hardware.
Health.
Healthcare.
Hospitality.
Human Relations.
HVAC.
Industrial.
Installation.
Instruct.
Insurance.
Internal.
International.
Interviewing.
Inventory.
Investment.
Labor.
Laboratory.
Law.
Lead.
Leader.
Legal.
Liaison.
Loan.
Machine.
Mailroom.
Maintenance.
Manage.
Manufacture.
Market.
Marketing.
Marine.
Materials.
Mechanic.
Mechanical.
Media.
MBA.
MS Access.

MS Excel.
MS PowerPoint.
MS Word.
Multi-media.
Negotiation.
Office.
Operator.
Ophthalmology.
OSHA.
Paint.
Paralegal.
Payroll.
Pharmaceutical.
PhD.
Phlebotomist.
Phone.
Planning.
Plant.
Point of Purchase.
Preparation.
President.
Process.
Product
Professional.
Project.
Promotion.
Property.
Public.
Publicity.
Publisher.
Purchase.
Purchasing.
Quality.
QuickBooks.
Real estate.
Reception.
Records.
Recruiting.
Relations.
Rent.
Rental.
Repair.
Representative.
Research.
Resource.

2007-2011 Ellsworth Publishing Co.


www.EllsworthPublishing.com

Retail.
Retention.
Revenue.
RN.
Risk.
Safety.
Sales.
Schedule.
Secretary.
Security.
Seminar.
Service.
Software.
Speaking.
Stocker.
Strategies.
Supervise.
Supply
Support.
Survey.
System.
Tailor.
Teacher.
Team.
Technical.
Technician.
Telemarketing.
Telemarketer.
Teller.
Test.
Textile.
Tools.
Trade.
Training.
Transportation.
Trust.
Underwriter.
Video.
Warehouse.
Wholesale.
Welder.

JSS 6

Assignment #JSS-1. Copy the Following Scannable Resume


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 Layout tab, click on Margins button, and select Moderate which is the 4th selection.) One page resume are best, two pages are ok if you are brief and still have so much experience and education that you need two pages. Bullets: solid. Dont include the comments in parenthesis.

STUDENT FIRST AND LAST NAME, #JSS-1


1457 East Sunset Drive
Chandler, Arizona 85224
480.765.5432
Cell: 602.312.4599
3
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.)
Administrative Assistant. Executive Secretary. Supervisor. Bilingual Spanish. Type 80 WPM.
10-Key Data Entry. Computer Proficient. Microsoft Office. Microsoft Word 2003. Excel 2003.
Access 2003. PowerPoint 2003. Microsoft Word 2007. Excel 2007. Access 2007. PowerPoint
2007. Document Formatting. Data Base Management Systems. Accounts Payable. Trainer.
Customer Service. Compose Correspondence. Filing. Proofreading. Shipping and Receiving.
Scheduling. Radio Operator. Dispatcher. High Integrity. Dependable. Writer. Job Descriptions.
Teacher. Public Speaker. Supervisor.
2 or

EXPERTISE SUMMARY
(Expand on as many key words as you can from your PROFESSIONAL PROFILE.)

20 years experience as an Administrative Assistant, Executive Secretary and Secretarycomposing correspondence, filing, Data Base Management Systems
Type 80 WPM accurately
10-Key 14,000 SPH in Accounts Payable
Proficient in Microsoft Office 2003 and 2007
Trainer for Document Formatting and Customer Service
Writing and proofreading job descriptions and office correspondence
Supervising office staff and assuring compliance with policies and procedures
Teaching public speaking in delivering department reports and customer service
Proficient in Spanish
Creating schedules for the Shipping and Receiving Department
Radio Operator for verifying schedules in Shipping and Receiving Department
IntegrityEagle Scout, take money to and from the bank, make deposits
DependableAlways on time for work and meet deadlines

Job Search Skills

2007-2011 Ellsworth Publishing Co.


www.EllsworthPublishing.com

JSS 7

PROFESSIONAL EXPERIENCE
(Most recent experience first)

Office Manager, Water Resources, City of Chandler, AZ 1996 Present


Executive Assistant, Water Distribution, City of Chandler, AZ 1995 1996
Administrative Assistant, McDonnell Douglas, Mesa, AZ 1992-1994
Executive Secretary, Williams Air Force Base, AZ 1991-1992
Shipment Clerk, Traffic Management, Williams Air Force Base, AZ 1990 1991
Executive Secretary, Civil Engineers, Williams Air Force Base, AZ 1989-1990
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.)

Bachelors Degree in Accounting, Arizona State University, Tempe, AZ


Formal training in all major computer software programs, Mesa Community College,
Mesa, AZ, 1988 to present
Attended seminars and training provided by my employer in: Decision Making; Data
Management; Effective Writing; Proofreading; Equal Employment Opportunity; Leadership; Customer Relations; Verbal Communication; 1988 to present
CPR certified

Place Name and Page Number on Second Page


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 dont get separated.

Open a Word document.

Select the Insert tab.

Click the Page Number button. Select: Top of Page.

Select Plain Number 3 style.

Job Search Skills

2007-2011 Ellsworth Publishing Co.


www.EllsworthPublishing.com

JSS 8

Your cursor is before the page number. Type your first and last name, comma and a space,
type the word Page. Press the Spacebar once. (Student Name, Page 2 will show on 2nd page.

Double click in the header area (about 1/2 inch .


from top of your document); this opens Header
& Footer Tools in the Design tab. Be sure there
is a check in Different First Page so a heading
will not show on the first page.

Close the Header & Footer .


Your name and page number
should show only on Page 2.

Click the File Button, click Save As. Check the Save in: area.
Click on the New Folder icon
Create a folder called HomeworkJob Search Skills. Save file as #JSS-1, and Print.

Assignment #JSS-2. Create your own Resume


Follow the main headings above to create your own resume. Put your name in the Heading. Try
to create a resume you could use to look for a job, or look for a better job. Use the same directions as #JSS-1 for fonts, margins etc.

If you havent had much job experience, list skills learned in school.

Save as #JSS-2 in the HomeworkJob Search Skills folder, and Print.


STEP 3COVER LETTERS TO ACCOMPANY RESUMES

A well written cover letter projects the following four objectives:


1. This is what I know about you and your company. (Ive done my homework!) It offers

the opportunity to clearly state why this organization is of interest to the writer.
2. Here is how Ill fit in and fill the open position. (I can help solve your problems.) It gives
the writer an opportunity to direct attention to specific skills important to the company.
3. This is when I will contact you to arrange the best time for our interview. (Very assertive
but not obnoxiously aggressive!) It provides an opportunity to control further communication and follow through between the writer and the recipient.
Job Search Skills

2007-2011 Ellsworth Publishing Co.


www.EllsworthPublishing.com

JSS 9

4. The length of the body of the cover letter should be 200 words or less. The less the better.

Assignment #JSS-3. Create a Cover Letter


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
styleall paragraphs begin at the left margin. Note how the four objectives are covered.

STUDENT FIRST AND LAST NAME, #JSS-3


1457 East Sunset Drive
Chandler, Arizona 85224
480.765.5432
Cell: 602.312.4599

January 5, 20

Mr. Robert T. McFarland


Vice President of Marketing
Intel Corporation
12006 S. 2567 E.
Salt Lake City, UT 84101
Dear Mr. McFarland

Dont 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.
I look forward to meeting with you.
Sincerely

Dont 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

Save as #JSS-3 in the HomeworkJob Search Skills folder, and Print.

Job Search Skills

2007-2011 Ellsworth Publishing Co.


www.EllsworthPublishing.com

JSS 10

Assignment #JSS-4. Create Your Own Cover Letter That Would Accompany
Assignment #JSS-2
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.
Save as #JSS-4 in the HomeworkJob Search Skills folder, and Print.

STEP 4THE INTERVIEW, FILING OUT A JOB APPLICATION

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
WHATS REQUIRED FOR THE JOBHair well groomed, fingernails clean and neatly
manicured.
Go to the Interview alone! If someone takes you or comes with you, dont even invite them
into the building. Have them wait in the car or go somewhere else while you are being interviewed.
Take support DocumentsNames/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.

Be Ready to Answer The Bakers Dirty Dozen


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.
1.
2.
3.
4.
5.

Tell me about yourself.


What are your greatest strengths weaknesses?
Why did you leave your last job?
Why do you want to work for us?
How did you like your last job? (A hint as to how well you might like your future job.)

Job Search Skills

2007-2011 Ellsworth Publishing Co.


www.EllsworthPublishing.com

JSS 11

6. What kind of salary are you looking for?


7. What do you know about our company?
8. Why should we hire you?
9. What did you think of your old boss?
10. What are your long range goals?
11. Do you mind working overtime?
12. You seem over-qualified (or under-qualified).
13. Do you have any questions?
These are questions you must NEVER ask before a job offer is extended:

How much do I get paid to start?


How many sick days do I get per year?
How many holidays do I get?
When can I retire?
Tell me about your medical and dental plan.
How much vacation do I get per year?
When do I get my first raise?

Hints for Filling out a Job Application


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 applyput N/A (not applicable).
Use the proper writing instrument. If it says Use Black Ink or Use #2 Pencil DO
IT!

Sample REFERENCES Page to Bring With you to the Interview


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.

Job Search Skills

2007-2011 Ellsworth Publishing Co.


www.EllsworthPublishing.com

JSS 12

Assignment #JSS-5. Create a References Page

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.)

STUDENT FIRST AND LAST NAME, #JSS-5


1457 East Sunset Drive
Chandler, Arizona 85224
480.765.5432
Cell: 602.312.4599
3

PROFESSIONAL REFERENCES
3
Mr. John H. Openshaw
Department Head, Sales Division
Water Resources for City of Chandler, AZ
1912 N. Comanche
Chandler, AZ 85224
480.368.9999
2
Mrs. Sarah Goodman
Office Manager
Water Distribution Services
465 S. Alma School Road
Mesa, AZ 85203
480.963.4544
Mr. Aaron Head
Office Department Head
McDonnell Douglas
5220 E. McKellips Rd.
Mesa, AZ 85205
480.461.4445

Save as #JSS-5 in the HomeworkJob Search Skills folder, and Print.

Job Search Skills

2007-2011 Ellsworth Publishing Co.


www.EllsworthPublishing.com

JSS 13

STEP 5THE AFTER-INTERVIEW, FOLLOW-UP LETTER

Only about 3% of Job-seekers will follow-up on an interview. An employer is more likely


to respond favorably to an applicant who takes the initiative to follow-up than one who does
not. A well-worded follow-up letter will put you 97% ahead of the other job applicants.
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.

STUDENT FIRST AND LAST NAME, #JSS-6


1457 East Sunset Drive
Chandler, Arizona 85224
480.765.5432
Cell: 602.312.4599

January 17, 20--

Mr. Robert T. McFarland


Vice President of Marketing
Intel, Inc.
12006 S. 2567 E.
Salt Lake City, UT 84101
Dear Mr. McFarland

Job Search Skills

2007-2011 Ellsworth Publishing Co.


www.EllsworthPublishing.com

JSS 14

Thank you for the time and interest you gave me in my interview January 16, 20--.
I was especially interested in your comments about a Sales Representative needed for your company. 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 looking forward to talking with you again about the specifics of the job.
Sincerely yours

Student Name
Enclosure: Revised resume

Save as #JSS-6 in the HomeworkJob Search Skills folder, and Print.

Assignment #JSS-7. Create a Follow-Up Letter Assuming an Interview After #JSS-4

Use Arial, 12, fonts. Use font size 14 for the name in the heading. Use 1 top and side margins
Block letter style. Be sure to include the three items of a good Follow-Up Letter.
Save as #JSS-7 in the HomeworkJob Search Skills folder, and Print.
LAST ADVICE: CONSIDER WHY PEOPLE DONT GET HIRED

Do you present a strong image at a job interview? The following list itemizes things which personnel 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!)

Poor personal appearance. (The 1st seven seconds evaluation)


Overbearing personality. (The 1st seven words)
Lack of planning for a career, purpose or goals
Lack of interest and enthusiasm
Criticism of past employers
Lack of courtesy
Late to interview without a good reason
Marked dislike for school work

Job Search Skills

No interest in company
Lack of confidence
Unwilling to start at bottom expects too much
Failure to look interviewer in the eye
Limp handshake
Sloppy application form
Wants job for only a short time
Asks no questions about the job
Talks too much (More than 50% of the time.)

2007-2011 Ellsworth Publishing Co.


www.EllsworthPublishing.com

JSS 15

JOB SEARCH SKILLS QUIZ


On a separate sheet of paper, write the letter that most correctly answers or completes the question. This is Assignment #JSS-8. These questions may appear on a test. Follow teacher instructions for turning it in.
1. The most effective job seeking skill is ______?
a) Resume

b) Interview

c) Networking

2. The main reason to research a company before an interview is _____.


a) To find out what jobs are available
b) It shows initiative to the prospective employer
c) To find out how stable the company is
3. What percent of resumes are eliminated within 10-20 seconds?
a) 90%

b) 80%

c) 85%

4. A scannable resume should contain _____.


a) Underscored key words

b) Italicized key words

c) key words

5. What part of a resume is The Hot Zone?


a) Top third

b) Middle third

c) Summarylast third

6. The PROFESSIONAL PROFILE section of a resume should list ______.


a) As many skills as you can think of
c) As many key words as you can verify

b) At least 10 skills

7. Which section of a resume do you expand on key words?


a) Experience

b) Expertise Summary

c) Education/Certification

8. The length of the body of a cover letter should be _____.


a) 200 words or less

b) 250300 words

c) No more than two pages

9. Cover letters should have _____.


a) Indented date and closing lines

b) Block style

c) Indented paragraphs

10. When filling out a job application _____.


a) Fill in all the blanks

b) Write in cursive plainly

c) Always use a pen with black ink

11. What % of job seekers send a follow-up letter after an interview? a) 97%
Job Search Skills

b) 5% c) 3%

2007-2011 Ellsworth Publishing Co.


www.EllsworthPublishing.com

JSS 16