Read Keyboarding%20Review%20Packet%2004.pdf text version

KEYBOARDING PROFICIENCY TEST Credit by Exam (CBE) (Competency Testing for High School Credit) REVIEW PACKET The Test will consist of the following two parts: (The student must pass a timed writing, 25 wpm and 5 or fewer errors in order to proceed to Part I and Part II.) · · Part I: Objective 1) 16 Matching and 14 True/False Part II: Computer Applications The following documents will be typed using Microsoft Word: 1) Announcement /Center Alignment Horizontal and Vertical 2) Simplified Memo 3) Business Letter General Knowledge (Must have knowledge of the following) A. Microsoft Word B. Page Setup C. Margins D. Font Style and Size E. Bold, Italic, Underline F. Header/Footer G. Spell Check H. Print Preview I. Save to 3 ½ floppy ­ A drive J. Printing K. Horizontal and Vertical Alignment Document Processing A. A. Example of an Announcement, centered vertically/horizontally (See Page 5) B. Formatting guidelines for a Simplified Memo (See Page 6) C. Example of a Simplified Memo (See Page 7) D. Formatting guidelines for a Business Letter (See Page 8) E. Example of a Business Letter (See Page 9) Punctuation/Spacing Rules A. Space twice after: (colon) that is used as punctuation. B. Capitalize the first word of a complete sentence following a colon. C. Use a comma after 1) introductory words, phrases, or clauses and 2) words in a series. D. Do not use a comma to separate two items treated as a single unit within a series. E. Use a comma before short, direct quotations. F. Use a comma before and after word(s) in apposition. G. Use a comma to set off words of direct address. H. Use a comma to set off nonrestrictive clauses (not necessary to the meaning of the sentence); however, do not use commas to set off restrictive clauses (necessary to the meaning of the sentence).

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I. Use a comma to separate the day from the year and the city from the state. J. Use a comma to separate two or more parallel adjectives (adjectives that could be separated by the word "and" instead of a comma.) K. Use a comma to separate 1) unrelated groups of figures which come together and 2) whole numbers into groups of three digits each. Note: Policy, year, page, room, telephone, and most serial numbers are keyed without commas. IV. Capitalization Rules A. Capitalize the first word in a sentence. B. Capitalize personal titles and names of people. C. Capitalize names of clubs, schools, organizations, and companies. D. Capitalize the days of the week. E. Capitalize the months of the year. F. Capitalize names of holidays. G. Capitalize the names of historic periods and events and special events. H. Capitalize names of cities, states, and other important places. I. Capitalize geographic names, regions, and locations. J. Capitalize names of streets, roads, avenues, and buildings. K. Capitalize an official title when it precedes a name and elsewhere if it is a title of high distinction. L. Capitalize initials; also capitalize letters in abbreviations if the letters would be capitalized when the words are spelled out. M. Capitalize nouns preceding numbers (except page and line). N. Capitalize the first word of a direct quotation unless the quote is built into the structure of the sentence. O. Capitalize the first word of the first part of an interrupted quotation but not the first word of the 2nd part. Number Rules A. Spell a number that begins a sentence even when other numbers in the sentence are shown in figures. B. Use figures for numbers above ten, and for numbers one to ten when they are used with numbers above ten. C. Use figures to express dates and times. D. Use figures for house numbers except house number One. E. Use figures to express measures and weights. F. Use figures for numbers following nouns. G. Spell (capitalized) names of small-numbered streets and avenues (ten and under). H. Use figures for a series of fractions, but spell isolated fractions and indefinite numbers. Proofreader's Marks ­ Sometimes keyed or printed copy may be corrected with proofreader's marks. The keyboard operator must be able to interpret these marks correctly in rekeying the corrected copy or rough draft as it may be called. The most commonly used proofreader's marks are shown in Pages 3 & 4.

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Appendix VI-A

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Example Announcement

FRIDAY AFTERNOON PEP RALLY For Seniors Only Cross-Timbers Gym 12:00 p.m., October 5th Refreshments Provided Sponsored by: The Key Club

The above document is shown in Times New Roman font, size 18. The standard default margins are used (top & bottom 1", left & right 1.25"). The document is centered vertically and horizontally. 04/05 Page 5

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FORMATTING GUIDELINES FOR A SIMPLIFIED MEMO Simplified memorandums are often used as a quick and easy means of written communication between members of clubs, by schools for making announcements and summarizing information, and by people who frequently exchange information. The parts of simplified memorandums are described below in order of their occurrence. By eliminating the address of the addressee, the salutation, and the complimentary close, the simplified memo format saves time and reduces opportunity for error. Date ­ Key the date (month, day, and year) approximately on line 8, or use a 1.5" to 2" top margin and begin on line 1. Name of Addressee ­ Key the name(s) of the person(s) to receive the memo a QS below the date. No personal title(s) should be used before the name(s), but an official title (such as Principal or President) may follow a name, preceded by a comma. Subject ­ The subject line specifies the topic discussed in the memo. Key the subject line in ALL CAPS a DS below the name of the addressee. Body ­ Block the paragraphs in the body (message) a DS below the subject line. SS the paragraphs with a DS between them. Name of Writer ­ Key the name of the writer a QS below the last line of the body. A personal title does not precede the name, but an official title may follow it, preceded by a comma. Reference Initials ­ If the keyboard operator is not the writer of the message, key the operator's initials (lowercase) a DS below the name of the writer. Attachment/Enclosure Notation ­ If a supporting document is attached to the memo, key an attachment notation a DS below the name of the writer (or below the reference initials, if any). If the enclosure is not attached to the memo, use the word Enclosure rather than Attachment.

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Example Simplified Memo

January 1, 2002

Student Leadership Program Committee JAMES JOHNSON TO ADDRESS ASSEMBLY Dr. James T. Johnson telephoned to say that he would be pleased to address the special student assembly on March 10th at 11:00 a.m. regarding "Teenage Drug Abuse". Dr. Johnson will use slides to present data on the incidence of drug abuse among teenagers. He will use a short film to highlight the differences in attitude and behavior before and after drug use. In conjunction with the slides is a pamphlet for the student to take home, see enclosed a copy for your review. Finally, a young adult who has undergone treatment at the Drug Rehabilitation Center will tell us about her experiences with drugs. This assembly should be very interesting, but sobering.

Juan F. Ramirez Enclosure

The above document is shown in Times New Roman font, size 12, open punctuation. The top margin is 1.75", and the left and right margins are 1". The date begins on line 1.

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FORMATTING GUIDELINES FOR BUSINESS LETTERS Block Format In block letter style (format), all lines begin at the left margin (LM). Letter Stationery Most business letters are processed on standard-size letterhead (8 ½ x 11) with the company name, address, and telephone number printed at the top. Parts of a Business Letter Date ­ Dateline placement varies according to letter length (the longer the letter, the higher the date placement). If a deep letterhead prevents placing the date on the line suggested in the Letter Placement Guide (Refer to your keyboarding text for the letter placement guide), place it a DS below the letterhead. Letter Address ­ The letter address is always started a QS below the date line. If the letter is addressed to a company, the address may include an attention line (the first line of the address) to call the letter to the attention of a specific person, department, or job title. Salutation ­ The salutation (greeting) is placed a DS below the letter address. If the first line of the address is a company name, the salutation Ladies and Gentlemen is used. If the first line of the letter address is a person's name, the salutation includes the name: Dear Mr. Wells; Dear Ms. Sanchez. Subject Line ­ A subject line identifies the topic of the letter. It is placed a DS below the salutation in ALL CAPS. Body ­ The body or letter message begins a DS below the salutation (or below the subject line, if any). Body paragraphs are SS with a DS between the paragraphs. Complimentary Close ­ The complimentary close (farewell) is placed a DS below the last line of the body. Writer's Name and Title ­ The writer's name (the originator of the letter) is placed a QS below the complimentary close. The writer's business title may follow the name on the same line, preceded by a comma, or may be placed on the next line. Reference Initials ­ If the keyboard operator is not the writer of the message, the operator's initials (lowercase) are keyed a DS below the writer's name or title. Enclosure Notation ­ If anything other than the letter is to be included in the envelope, the word Enclosure or Enclosures is keyed a DS below the initials. Copy Notation ­ If a copy of the letter is to be sent to someone other than the addressee, the letter c, followed by a space and the recipient's name, is placed a DS below the enclosure notation. If two people are to receive copies, both names are placed on the same line with a comma and a space between them.

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Example Business Letter

!"#$""% !"#$""% & ' () !"#$""% !"#$""% %* + ),,, ( - .- ' +

November 5, 2001

Mrs. Evelyn M. McNeil 4582 Campus Drive Fort Worth, TX 76119-1835 Dear Mrs. McNeil The new holiday season is just around the corner, and we invite you to beat the rush and visit our exciting Gallery of Gifts. Gift giving can be a snap this year because of our vast array of gifts "for kids from one to ninety-two." What' s more, many of our gifts are pre-wrapped for presentation. All can be packaged and shipped right here at the store. A catalog of our hottest gift items and a schedule of holiday hours for special charge-card customers are enclosed. Please stop in and let us help you select that special gift, or call us if you wish to shop by phone. We wish you happy holidays and hope to see you soon. Cordially yours

Ms. Carol J. Suess, Manager rj Enclosures

The above document is shown in Times New Roman font, size 12, open punctuation. The standard default margins are used (top & bottom 1", left & right 1.25"). Begin the date on line 8.

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