KEYBOARDING HOT TOPICS

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1 KEYBOARDING HOT TOPICS Keyboarding Connection & Strategies for Career Success... 1 Units Unit Unit Unit Unit Unit Unit Unit Unit 15: Agenda, Minutes, Itinerary To promote discussion in your keyboarding course, consider creating a Word file or PDF file using information from this document. Use GDP s File Resource feature to post your files so your students can access your hot topics discussion list via My GDP, Resources. When you create a File Resource in GDP, you can opt to set a Start Time and End Time via Enable Schedule by Date so your file will post to My GDP, Resources, on a given date and/or be removed on a given date. Your resource files could serve as quizzes, assignments, or items for classroom discussion. Visit the Getting Started page at Managing Resources in Course Manager [PDF], for details on creating a File Resource for your students. Keyboarding Connection & Strategies for Career Success If you wish to supplement your keyboarding course with hot topic discussion items, consider using the information and Your Turn questions found in the Keyboarding Connection and Strategies for Career Success portions of the textbook; for example: Keyboarding Hot Topics.doc Page 1 of 10

2 Each Keyboarding Connection and Strategies for Career Success item begins with information related to the hot topic and ends with a thought-provoking question in Your Turn. Here is an index of topics for our convenience: Keyboarding Connection antivirus programs, 359 copy image or graphic from Internet, 372 flame wars, 213 management of, 427 parts of address, 99 privacy, 453 signature file, 266 style guide for business, 125 evaluating Internet sources, 190 home page, choosing different, 435 hyperlinks, 431 Internet, defined, 51 netiquette, 290 search for business information, 143, 247 for people, 329 Yellow Pages, 401 search engine, 80 spam, 383 teleconferencing for meetings, 346 transferring text from Web page, 393 Web site cookies, 167 Yellow Pages, searching, 401 Strategies for Career Success audience analysis, 299 business communication, 367 complaint letter, 339 corrective feedback, 287 cover letters, 186 designing page for readability, 398 goodwill message, 86 interviewing techniques, 279 interview thank-you letter, 231 job application letter, writing, 228 job interview portfolio, 82 job search, 244 listening, 65 managing business phone time, 426 meeting preparation, 101 nonverbal communication, 157 positive vs. negative language, 136 presentation with visual aids, 377 reducing bias in communication, 202 resignation letter, 385 resume formatting, 220 what to exclude from, 446 Keyboarding Hot Topics.doc Page 2 of 10

3 If you prefer a question-and-answer format for hot topic discussions or perhaps for supplemental quizzes, consider using any of these questions: Units What spacing is required in the following instances: a. after a period following an abbreviation b. after a period within an abbreviation c. after each initial in a person s name d. after a period at the end of a paragraph Space 1 time after a period following an abbreviation. Do not space after a period within an abbreviation. Space 1 time after each initial in a person s name. Do not space after a period at the end of a paragraph. 2. When you press TAB, how far is a line indented? a inch b. 0.5 inch c inch d. 1 inch 0.5 inch. 3. What s the difference between the SHIFT key and the CAPS LOCK key? The SHIFT key is used to capitalize an individual letter. When you release the SHIFT key, the following characters appear in lower case. The CAPS LOCK key is used to capitalize a series of letters typed consecutively. Tap the CAPS LOCK key again to release it. 4. Where is a closing quotation mark typed in relation to a period or a comma? The closing quotation mark is always typed after a period or a comma. 5. Where is a closing quotation mark typed in relation to a colon or a semicolon? The closing quotation mark is typed before a colon or semicolon. 6. Where is a closing quotation mark typed in relation to a question mark or exclamation point? The closing quotation mark is typed after a question mark or exclamation point if the quoted material itself is a question or an exclamation; otherwise, the quotation mark is typed before the question mark or exclamation point. Keyboarding Hot Topics.doc Page 3 of 10

4 Unit 5 1. What are two uses for the ruler displayed on a Word screen? To identify, set, and change tab settings and margins. 2. What is the purpose of the Quick Access Toolbar? To provide quick access to frequently used commands. 3. If you are in the middle of a 3-page document, identify two ways by which you would move the insertion point to the beginning of that document. Press CTRL + HOME Press PAGE UP as many times as needed to navigate to the beginning of the document, and then click in the desired new position. Drag the vertical scroll bar to the top of the document, and click in the desired new position. 4. If you are not certain how to format and prepare an in Microsoft Outlook, where would you look for information from within GDP? On the main GDP screen, click the Reference Manual tab; from the menu at the left of the screen, click CORRESPONDENCE to expand it; click ; Message in Microsoft Outlook. Note the correct format. Unit 6 1. A typical business letter contains many different parts, such as the inside address, body, and writer s Identification. Briefly discuss the purpose of each of these letter parts. The inside address identifies the name and address of the party to whom the letter is written. The body is the text or message of the letter. The writer s identification is the name, title, or both of the writer. 2. What are the four headings typically included in a memo? Memo To, From, Date, and Subject 3. What are table gridlines in Microsoft Word? Non-printing borders that display around cell boundaries when you type an open table or label to visually distinguish cells in open tables. 4. What are various methods you might use to italicize a word? From the Home tab, Font group, click the Italic button or press CTRL + I; type the desired words; click the Italic button or press CTRL + I to release italics. Keyboarding Hot Topics.doc Page 4 of 10

5 Unit 7 1. What is the difference between a side heading and a paragraph heading? How would you format each of these report headings. A side heading is used to introduce an individual section within a report. A paragraph heading introduces an individual paragraph within a report. A side heading should be preceded and followed by 1 blank line and should be typed in bold, all-caps. A paragraph heading is typed at the beginning of the paragraph it introduces. In should be typed in bold, initial caps, and followed by a bold period. 2. Explain how you would format a title and a subtitle in a report. A title is typed 2 inches from the top edge of page 1 in a report. It is centered on the writing line, typed in bold, all-caps. It is followed by a blank line. A subtitle is typed below the title and centered. It is typed in bold, initial caps and is followed by 1 blank line. 3. What is the purpose of the Widow/Orphan control feature in Microsoft Word? This feature keeps lines together so that no one-liners (a solitary line at the bottom or top of a page) occur within a multipage document. An orphan is a single line at the bottom of a page; a widow is a single line of a paragraph that appears at the top of a page. 4. Explain the significance of each proofreaders mark below. Such marks are used to indicate changes or corrections to be made in rough-draft documents. Use a lowercase letter Single-space the lines Capitalize New paragraph Insert space Don t delete 5. What line spacing is used in a business report vs. an academic report? In a business report, the body of the report is single-spaced, with 1 blank line between individual paragraphs. In an academic report, all lines are double-spaced. 6. What are four types of alignment available for text? Left, right, centered, and justified. Keyboarding Hot Topics.doc Page 5 of 10

6 Unit 8 1. How do you format a table title and subtitle? Type the title in Row 1 centered horizontally in bold, all-caps. After typing the title, press ENTER 1 time. Type the subtitle centered horizontally in bold using upper- and lowercase. Press ENTER 1 time after the subtitle. 2. What special consideration must you give to typing dollar amounts in a table column when the number of digits varies, such as $350; $1,350; and $10,350? Align the dollar sign with the longest amount in the column, inserting spaces after the dollar sign as follows: allow 2 spaces for each digit and 1 space for each comma. For example, if $350 was the first amount in a column with the preceding numbers, you would type $ 350 with the $ followed by 5 spaces 4 spaces for the two digits in $10,350 and 1 space for the comma. 3. If you have a table in which both 1- and 2-line column headings are used, what special formatting must be made to make sure the headings align correctly in the column heading row? Use Word s Align Bottom Center feature to format such headings. 4. What does Word s AutoFit to Contents feature accomplish? It resizes the width of each column in a table to fit the widest item in each column. 5. What does Word s Table Center Page feature accomplish? It centers a table or text vertically between the top and bottom margins on the page. 6. Define an open table, a boxed table, and a ruled table. In an open table, no borders or rules are displayed. In a boxed table, all cells are surrounded by borders. In a ruled table, horizontal rules are displayed on the top and bottom of the row holding the column headings and any total row. A horizontal rule is also displayed below the final row in the table. Keyboarding Hot Topics.doc Page 6 of 10

7 Unit 9 1. What marks of punctuation would you use for the following: a direct quotation, the title of a magazine article, and the title of a newspaper Quotation marks should be used before and after a direction quotation. Quotation marks should be used before and after a magazine article. Either italicize or underline the title of a newspaper. 2. What are the basic differences between a personal-business letter and a business letter? A personal-business letter is typed on plain paper or personal letterhead; a business letter is typed on business letterhead. Reference initials are not used in a personal-business letter. The writer s return address is included in a personal-business letter. 3. What spacing is used when typing lists in a document? Press ENTER 2 times to insert 1 blank line before the first item in the list. Use single-spacing between each item in the list. Insert 1 blank line below the last item in the list. 4. In the closing lines of a letter, what is correct sequence in which these items must appear enclosure notation, reference initials, and copy notation Reference initials, enclosure notation, and copy notation. 5. What is the difference between a business letter formatted in block style and a business letter formatted in modified block style? In a block-style letter, all letter parts begin at the left margin. In a modified-block style letter the date and closing lines begin at the midpoint of the writing line. 6. How do you format an indented display in a document? Insert 1 blank line before and after the indented display. Indent the display 0.5 inch from both the left and right margins. 7. What are four common tab settings in Microsoft Word? Left, right, center, and decimal. Dot leader might also be mentioned. Keyboarding Hot Topics.doc Page 7 of 10

8 Unit Complete the following sentences by supplying the missing word in each sentence: Footnote references are indicated in the text by figures. Footnotes are numbered throughout a report. Footnotes appear at the of the page on which the references appear. Footnotes are preceded by a. superscript sequentially bottom divider line 2. Discuss the formatting of an APA-style report. Double-spacing is used throughout the report. A header with the author s name and a brief word or two to describe the report content is placed at the beginning of the report. The first page of the report begins with page 3 (the first page is the title and the second page is an abstract). All paragraphs are indented 0.5 inch. The title and byline are centered at the top of the report. Main headings are centered. Subheadings are typed at the left margin in italics. 3. Discuss the formatting of an MLA-style report. Use default 1-inch margins on all sides of the page. Double-space the entire report. Insert a header for all pages to include the author s last name and the page number. At the beginning of the report, type (on separate double-spaced lines) your name, your instructor s name, the class name, and the date. Use the day-month-year style for typing the date in the heading. Center and type the title using upper- and lowercase letters. Indent all paragraphs 0.5 inch. 4. Define a hanging indent. A hanging indent is used in bibliographies. When it is used, the first line of an entry starts at the left margin, and carryover lines are automatically indented 0.5 inch. 5. What is the purpose of a works-cited page in a report, and where does it appear in the report? A works-cited page is an alphabetical listing of all sources of facts or ideas used or cited in a report formatted in MLA style. It appears at the end of a report. 6. What information appears in a title page of a report? The title page includes information, such as the report title, to whom the report is being submitted, the writer s name and identification, and the date. 7. What is a dot-leader tab, and where would you most likely use one in a report? A dot-leader tab is a tab setting that creates a series of consecutive periods that appear on a writing line when the TAB key is depressed. The periods extend from the end of Keyboarding Hot Topics.doc Page 8 of 10

9 the initial entry at the left margin and continue to the beginning of the second entry located at the right margin. Dot-leader tabs are used in a table of contents. Unit What is a resume, and what information is typically included in a resume? A resume is prepared when an applicant applies for a job to convey qualifications for that position. It typically includes the applicant s name, address, telephone number, and address. It also includes a summary of educational background and training, previous work experience, and activities or achievements that relate to the position. 2. What are the three essential ingredients of a letter of application? A statement referring to the job and how the job opening was discovered. The highlights of an enclosed resume. A request for an interview. 3. Discuss some important points to consider while you are in an actual interview. Arrive a few minutes early. Dress appropriately. Give a firm handshake. Don t sit down until the interviewer suggests that you do so. Be conscious of your posture when you sit. Use correct grammar and speak in complete sentences. Project your voice. Be brief and concise, and be careful not to ramble. Be prepared to ask questions. End the interview on a positive note, and thank the interviewer. 4. What are some points to include in a follow-up letter? Use a positive tone. Thank the person who conducted the interview. Review specific information you learned during the interview. Highlight your strengths. Restate your interest in working for that organization. Mention that you look forward to a favorable decision. Keyboarding Hot Topics.doc Page 9 of 10

10 Unit 15: Agenda, Minutes, Itinerary 1. What is the purpose of an agenda? An agenda is a list of topics to be discussed at a meeting. The agenda may include a formal program of a meeting and consist of times, rooms, speakers, and other related information. 2. What are some specific formatting guidelines you could identify for typing an agenda? The title appears 2 inches from the top of the page and is typed in bold, 14-pt. font, all-caps, centered. Agenda items are formatted as a numbered list. 3. There are 6 typical sections to minutes of a meeting. Identify any 4 of those 6 sections: Heading Attendance Approval of Minutes Old Business New Business Adjournment 4. Minutes of a meeting are typed in an open table format, with two columns needed for all the information for the body of the meeting minutes. Discuss how you would determine how to establish the correct width for Column A. Once the widest entry in Column A has been determined, drag the right border of that column to accommodate the longest item in that column. 5. An itinerary is a proposed outline of a trip. What kind of information is typically included in an itinerary? Flight times and numbers and reservation numbers Meeting times Travel dates Room reservation information Names of people with whom you are meeting 6. An itinerary is formatted in a 2-column table format. What information should appear in Column A and what information should appear in Column B? Column A is reserved for the dates and times of importance in the itinerary. Column B is reserved for flight information, meeting times, room reservations, and names of people with whom you are meeting. Keyboarding Hot Topics.doc Page 10 of 10

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