Lesson Plan Course Title: Principles of Information Technology Session Title: Introduction to Word Processing

Transcription

1 Lesson Duration: 120 Minutes Performance Objective: Lesson Plan Course Title: Principles of Information Technology Session Title: Introduction to Word Processing Upon completion of the lesson, students will be able to format business letters. Specific Objectives: The students will understand basic word-processing terms. The students will be able to define basic word-processing terms. The students will understand the format of block letters. The students will be able to format the block letters. Preparation TEKS Correlations: (7)(A): identify the terminology associated with word-processing software and its functions; (7)(B): improve the touch-system skill using the keyboard to input data; (7)(C): edit a variety of text documents using functions such as pagination, appropriate white space, tab settings, and font style, size, and color; and (7)(D): create professional letters using advanced word-processing features. Instructor/Trainer Extra Guidance: For samples of basic business letters in block format, search online in your favorite internet browser To create extra activities for the students, search online for crossword puzzle makers and word searches Instructional Aids: Basic Word-Processing Terms Basic Word-Processing Terms KEY Learning Word Processing Word-Processing Crossword Word-Processing Crossword KEY Parts of the Block Letter Block Letter Format Parts of a Business Letter Worksheet Parts of a Business Letter KEY Sample Business Letter Sample Business Letter KEY Test Test KEY

2 Materials Needed: Printed Handouts Equipment Needed: Computers for students and teachers A projector for the presentation MI Introduction Introduction (LSI Quadrant I): The teacher will ask the students if they know what word processing is. The teacher will ask the students if they know how to format a business letter. The teacher will inform the students that they will learn basic word-processing skills, which include letter formatting. Outline MI Outline (LSI Quadrant II): Instructor Notes: Distribute the Basic Word-Processing Terms Worksheet Show the presentation to the students The students will use this sheet during the presentation to take notes. Give students enough time to write the definitions of each term. Distribute the Learn Word Processing Handout Explore the term definitions. The students will use a computer and complete the handout as the teacher demonstrated in the presentation. Word Processing Crossword Each student should get a handout, but they will work in pairs Students need to demonstrate that they understand the terminology used in word processing. Make sure all students understand these terms before moving on.

3 Do not allow students to use their notes at the beginning of this assignment. Block Letter Format and Parts of the Block Letter After about ten minutes, students may use their notes if they are having difficulties. Parts of the Business Letter Worksheet Teacher should go over the correct answers. Format the Block Business Letter Inform the students that they will be learning how to create block style letters using their new word-processing skills. Test After reviewing the handouts, the students should recreate the block letter. The teacher should display the finished block letter through the projector. Students should complete the worksheet independently. Students should be able to correctly format a block style business letter. Students may use the handouts from class. Students will complete the test independently. MI Application Guided Practice (LSI Quadrant III): Students will take notes during the teacher's presentation. Once the teacher is convinced that the students have a good grasp of the material, the teacher will guide the students through the Learn Word Processing handout. They will complete

4 the handout together. MI Independent Practice (LSI Quadrant III): The students will complete the Crossword Puzzle and Sample Business Letter independently. MI MI Summary Review (LSI Quadrants I and IV): The students will use the Crossword Puzzle, Word Processing Terms, and Block Letter Format letters to review for the assessment. Evaluation Informal Assessment (LSI Quadrant III): The teacher will evaluate the students as they complete the crossword puzzle and the Letter assignment. The teacher will allow the students to ask questions as they complete the independent activities. MI Formal Assessment (LSI Quadrant III, IV): The students will complete a test that has questions regarding the word-processing terms and block-letter formatting. The teacher will grade them accordingly. MI Extension Extension/Enrichment (LSI Quadrant IV): After completion of this lesson, the students will be able to complete more advanced letters. Students will also be able to complete more advanced wordprocessing documents. Students will have the knowledge needed to complete any document necessary.

5 Icon MI Teaching Strategies Verbal/ Linguistic Logical/ Mathematical Visual/Spatial Musical/ Rhythmic Bodily/ Kinesthetic Intrapersonal Interpersonal Naturalist Existentialist Lecture, discussion, journal writing, cooperative learning, word origins Problem solving, number games, critical thinking, classifying and organizing, Socratic questioning Mind-mapping, reflective time, graphic organizers, color-coding systems, drawings, designs, video, DVD, charts, maps Use music, compose songs or raps, use musical language or metaphors Use manipulative, hand signals, pantomime, real life situations, puzzles and board games, activities, roleplaying, action problems Reflective teaching, interviews, reflective listening, KWL charts Cooperative learning, roleplaying, group brainstorming, cross-cultural interactions Natural objects as manipulative and as background for learning Socratic questions, real life situations, global problems/questions Personal Development Strategies Reading, highlighting, outlining, teaching others, reciting information Organizing material logically, explaining things sequentially, finding patterns, developing systems, outlining, charting, graphing, analyzing information Developing graphic organizers, mindmapping, charting, graphing, organizing with color, mental imagery (drawing in the mind s eye) Creating rhythms out of words, creating rhythms with instruments, playing an instrument, putting words to existing songs Moving while learning, pacing while reciting, acting out scripts of material, designing games, moving fingers under words while reading Reflecting on personal meaning of information, studying in quiet settings, imagining experiments, visualizing information, journaling Studying in a group, discussing information, using flash cards with other, teaching others Connecting with nature, forming study groups with like=minded people Considering personal relationship to larger context

6 Basic Word-Processing Terms 1. Typeface: 2. Font: 3. Format: 4. Alignment: 5. Tab: 6. Margins: 7. Header/Footer: 8. Line Spacing: 9. Print Preview:

7 10. Indent: 11. Spelling/Grammar Check: 12. Copy: 13. Cut: 14. Paste:

8 Basic Word-Processing Terms KEY 1. Typeface: 2. Font: 3. Format: The typeface is the physical design of letters, numbers, or symbols characterized by their ornamentation or style, but not their size. As an example, the style may include bold and italic. A font is a particular collection of letters, numbers, or symbols bearing the style of a typeface but varying in size. Some of the most common fonts are Times New Roman, Arial, and Courier. The point size is a measurement that was used in typesetting and refers to the height of the metal letter used for printing. It has carried over to word processing and is commonly used to describe the height or font size of the letter, number, or symbol. The format is the layout of the document the specific font, chosen alignment, and margin settings. 4. Alignment: Alignment refers to the presentation or arrangement of text within the document. The choices are Left Aligned, Right Aligned, Centered, and Justified. Left alignment would arrange the information in the document from the left margin of the page or text box. Right alignment would organize the information toward the right margin. Center alignment would center each line between the right and left margins. Justification spaces each line to fit exactly between the right and left margins. With justification, there may be larger spaces between words than in the other alignment choices. 5. Tab: Tabs are a quick way to navigate through a document. They can be preset in the ruler bar that is displayed as an option in most word-processing software, or in the page setup area of the document. Tabbing enables you to jump around quickly to preset points in your document. 6. Margins: Margins frame the document with blank or white space. You may customize your margin settings in the page setup. 7. Header/Footer: The header is one or more lines of text appearing at the top of the document and on subsequent pages. The footer may contain text, but the main use for the footer is pagination. Page numbers are automatically incremented throughout the document. Both the header and the footer may appear slightly grayed out.

9 8. Line Spacing: Line Spacing refers to the spacing of lines in a document. Single spacing is the default in most word-processing software. You may choose to select the double spacing or custom spacing options. In that case, you would change the settings in the paragraph properties. 9. Print Preview: The print preview allows you to view your document before printing. 10. Indent: An indention is the movement right of the cursor from its natural starting point in the left margin. This would typically occur when you start a new paragraph or when you set up bullet points. 11. Spelling/Grammar Check: 12. Copy: 13. Cut: Most word-processing software has a built-in spelling and grammar checker. If the software thinks there is an error in spelling or in grammar, the offending word or phrase will be underlined. There may be differing underline colors for misspellings and for grammar errors. You are usually given suggestions for corrections in both cases. 14. Paste: To copy is to duplicate selected text, cells, or objects in the document. To cut is to remove selected text, cells, or objects from the document. To paste is to add text, cells, or objects back into the document. You usually paste something you have copied or cut.

10 Learning Word Processing Follow the directions below. Please do not work ahead. If words are misspelled, type them as you see them. Start a new document in your word-processing software. Find the page setup option. Margins Navigate to the margin section of the page setup. Enter the margin values below and then accept your settings: Top - 1 Bottom -1 Left - 1 Right - 1 Fonts and Typefaces At the top of your document, there should be a toolbar with formatting options including a choice of fonts and font sizes. Pick a font and a font size and then type your First, Middle, and Last name in the document. Highlight your entire name by clicking and holding down the left mouse button and dragging the mouse over the text of your name. Let go of the mouse and select a different font and font size. FIRST MIDDLE LAST (Times Bold) FIRST MIDDLE LAST (Arial Black) Highlight just your MIDDLE name. FIRST MIDDLE LAST

11 You should see an option to change the text color in the text toolbar. Change your middle name to red and change the font size to 26. FIRST MIDDLE LAST You have just changed the font, font size, and typeface. Alignment There are four choices for alignment in a document: Left alignment Right alignment Center alignment Justified All of my text is aligned to the left side of the document. It is left justified. All of my text is aligned to the right side of the document. It is right justified. All of my text is aligned to the center of the document. It is centered.

12 All of my text is now justified. Notice how boxy the text looks. It is spread out evenly between the right margin and the left margin. Practice aligning your FIRST, MIDDLE, and LAST name. Highlight your ENTIRE name. Choose the CENTER ALIGNMENT option on the toolbar. Your name should now be CENTERED on the page. FIRST MIDDLE LAST Try the same thing with the other alignment icons. FIRST MIDDLE LAST FIRST MIDDLE LAST FIRST MIDDLE LAST (Note that if your text isn't long enough to reasonably stretch across the line and still be readable, it will be left justified as far as it can go). Spelling and Grammar Find the built-in spelling and grammar checker in your wordprocessing software. Place the cursor at the beginning of your document and then select the spelling/grammar checking option. As the software discovers problems with spelling and/or grammar, the offending words or phrases will be underlined.

13 Underline color will be different for spelling and grammar so that the error types are easily identified. I love going to the stor. My mom will buy me everuthing I want. My favorite store is Minnie's. I get to shop for hours and get clotha at a good price. I hope my mom takes me shopping today because I have had a long week. Suggestions will be offered for corrections. Choose the suggestion that is appropriate, or you may decide to ignore the suggestions. Proper names appear as errors because they are not in the dictionary. If this happens, choose to ignore the correction. For Stor, we would choose STORE For everuthing, we should choose EVERYTHING For clotha, we should choose CLOTHES A message appears when the checking is complete. Copy, Cut, and Paste To COPY a portion of the document, simply drag the mouse over the part of the document that you want to copy until it is highlighted. Right click the mouse button and select COPY. The highlighted text or portion of the document is copied to the clipboard. Nothing happens to the original information. To CUT a portion of the document, simply drag the mouse over the part of the document that you want to delete until it is highlighted. Right click the mouse button and select CUT. The highlighted text or portion of the document is cut from the document but is saved in the clipboard temporarily in case you want to paste it back into another location. The original information is removed from its place in the document.

14 To PASTE something from the clipboard back into the document, place the cursor in the desired location, right click the mouse button, and select PASTE. The text or portion of the document that was copied or cut earlier is placed back into the document. Line Spacing You can set line spacing in the paragraph setup portion of the toolbar, or you may manage it manually. Single space - Press enter ONCE and type Double Space - Press enter TWICE and type Quad Space - Press enter FOUR times and type Header/Footer There should be an option in your software or on the toolbar for inserting a Header or Footer into your document. First, insert a Header. Some word-processing software provides layout samples to choose from. Decide what you want your Header to look like and type your name: FIRST MIDDLE LAST. Close the Header. It will have a slightly grayed out appearance. The header will appear on every page unless you delete it. To add the Footer, select the option in your software or on the toolbar for inserting the Footer. Again, the word-processing package may offer layout samples. Choose your layout. Close the Footer.

15 Like the Header option, the Footer will have a slightly grayed out appearance. Page numbers will be incremented throughout the document.

16 Word Processing Crossword Puzzle Name: Date: Period: Across 2. Duplicate part of the document 4. Blank space to the left, right, top, and bottom framing the document 7. A collection of letters, numbers or symbols bearing the style of a particular typeface 9. Appears at the top of the document 10. The physical design of letters, numbers or symbols characterized by their ornamentation 11. Remove part of the document Down 1. Specify the properties of the document 3. Ways lines of text are justified within the document 5. Appears at the bottom of the page 6. Add back into the document after copying or cutting 8. Move right one or more spaces from the natural starting point on the left margin

17 1 F Word Processing Crossword Puzzle (Key) 2 C O P Y 3 A R L 4 M A R G I N S A G T N 5 F 6 P M 7 F O N T 8 I 9 H E A D E R O N S N T D T 10 T Y P E F A C E E R N 11 C U T Across 2. Duplicate part of the document 4. Blank space to the left, right, top, and bottom framing the document 7. A collection of letters, numbers or symbols bearing the style of a particular typeface 9. Appears at the top of the document 10. The physical design of letters, numbers or symbols characterized by their ornamentation 11. Remove part of the document Down 1. Specify the properties of the document 3. Ways lines of text are justified within the document 5. Appears at the bottom of the page 6. Add back into the document after copying or cutting 8. Move right one or more spaces from the natural starting point on the left margin

18 Parts of the BLOCK Letter RETURN ADDRESS: DATE: The Return Address is the address of the person who is sending the letter. Do not include the sender's name here. If the letter is on letterhead, do not include the return address at all. The date should appear on the line below the sender's address spelling out the month and using the complete year. INSIDE ADDRESS: The Inside Address appears one inch below the date. Enter the name and full address of the person who is receiving the letter. SALUTATION: BODY: The Salutation is the greeting. Ex: Dear, Hello, To Whom It May Concern, Dear Sir. Leave two blank lines before starting the body of the letter. The body is the subject or the purpose of the letter. Be concise and to the point. Each paragraph should be single spaced with double spacing between paragraphs. Be sure to tie up the letter by restating your main point or concern, and close by thanking the reader for his or her time. SIGNATURE: The Signature is where the writer signs his or her name.. COMPLIMENTARY CLOSE: The Complimentary Close is the way you choose to end the letter. Ex: Thank You, Sincerely, Yours Truly, Regards REFERENCE INITIALS: The Reference Initials are the initials of the person who TYPED the letter. WRITER S TYPED NAME: Type the writer s name.

19 Block Format 123 Victory Plaza Champion, PA BLOCK LETTER FORMAT MARGINS: TOP, BOTTOM, LEFT, RIGHT ARE ALL 1.5 March 16, 2013 QS John Smith 1234 Writing Lab Lane Write City, IN Dear Mr. Smith: The first paragraph of the business letter is used to state the main purpose of the letter. Here, you will transition from a cordial opening to the main point of the letter. Generalize in a sentence or two about the purpose, and save the detail for the next paragraph. In the second paragraph, go into detail about the purpose of your letter. Be sure to give supporting background information, statistics, or first-hand accounts to justify your letter. A few short paragraphs in the body should be enough to defend your reasoning. Finally, in the closing paragraph, summarize the purpose and importance of your letter. If the purpose is related to employment, additional contact information may be added in the closing paragraph. However, if the purpose is informational, the ending should include a grateful acknowledgement of the reader's time. Sincerely, QS John Smith hk

20 Name: Date: Period: Parts of a Business Letter Worksheet Directions: Use the list of word choices to answer the following questions. Salutation date complimentary closing Signature Inside address return address writer s typed name body 1. is the place for the writer to handwrite his/her name. 2. The recipient s name and full address are called the. 3. The subject or purpose of the letter is included in the. 4. Yours truly, is an example of a. 5. The last line in a business letter is the. 6. The is when the letter is written. 7. The is the address of the letter writer. 8. Dear Mr. Johnson is a. 9. Using a separate piece of paper, write your own formal business letter. Include ALL parts of a formal business letter, and be sure it is formatted correctly. There should not be any spelling or grammatical errors, and it must be written in clear, concise language.

21 Parts of a Business Letter Worksheet KEY Directions: Use the list of word choices to answer the following questions. Salutation date complimentary closing Signature Inside address return address writer s typed name body 1. Signature is the place for the writer to handwrite his or her name. 2. The recipient s name and full address are called the Inside Address. 3. The subject or purpose of the letter is included in the Body. 4. Yours truly, is an example of a _Complimentary Close. 5. The last line in a business letter is the Writer's Typed name_. 6. The _Date is when the letter is written. 7. The _Return Address is the address of the letter writer. 8. Dear Mr. Johnson is a Salutation. 9. Using a separate piece of paper, write your own formal business letter. Include ALL parts of a formal business letter, and be sure it is formatted correctly. There should not be any spelling or grammatical errors, and it must be written in clear, concise language.

22 Sample Business Letter Type and format the following Block Letter correctly. You must provide the appropriate spacing for the letter. THIS LETTER BELOW IS NOT FORMATTED PROPERLY 1225 Torrance Street Kisco Terrace, NY March 15, 2013 Mr. James C. Stamford Manager of Human Resources ACME Services 2000 Smith Street Edgemire, NY Dear Mr. Stamford: I am interested in applying for the position of Network Engineer, which was advertised on March 12 through the Career Placement Services office at New York College. I believe the position is a perfect fit for my background and expertise. It also matches my career interests as I leave the college environment. The position requires a working knowledge of computer systems, internet protocols, and network hierarchies as well as the software and applications to support them. My major in Computer Information Systems, my internship experience at the New York College Technology Center as a programmer and system consultant, and my training on mainframes, mini-computers, and micro-computers are a perfect segue for the position at ACME Services. I believe all of these opportunities have given me valuable exposure to complex computer operations. Additionally, I have worked as an intern in computing operations for a large financial corporation, giving me valuable experience in yet another field of computing. The enclosed resume provides more details about my qualifications. My background and career goals line up well with your job requirements, and I am impressed by the reputation of ACME Services. I am confident that I would be able to meet the demands of the position and that I would compliment your already exceptional team. I would like to request a personal interview to further discuss the position and my qualifications. I will call you next week to see if a meeting can be arranged. Should you need to reach me, please feel free to call me at If I am not in, please leave a message on my answering machine, and I will return your call within a day. Thank you for your time and consideration. I look forward to hearing from you soon. Sincerely, (Written signature) John Cartwright hk

23 Sample Business Letter (Key) Type and format the following Block Letter correctly. You must provide the appropriate spacing for the letter. THIS LETTER IS NOT FORMATTED PROPERLY 1225 Torrance Street Kisco Terrace, NY March 15, 2013 Mr. James C. Stamford Manager of Human Resources ACME Services 2000 Smith Street Edgemire, NY Dear Mr. Stamford: I am interested in applying for the position of Network Engineer, which was advertised on March 12 through the Career Placement Services office at New York College. I believe the position is a perfect fit for my background and expertise. It also matches my career interests as I leave the college environment. The position requires a working knowledge of computer systems, internet protocols, and network hierarchies as well as the software and applications to support them. My major in Computer Information Systems, my internship experience at the New York College Technology Center as a programmer and system consultant, and my training on mainframes, mini-computers, and micro-computers are a perfect segue for the position at ACME Services. I believe all of these opportunities have given me valuable exposure to complex computer operations. Additionally, I have worked as an intern in computing operations for a large financial corporation, giving me valuable experience in yet another field of computing. The enclosed resume provides more details about my qualifications. My background and career goals line up well with your job requirements, and I am impressed by the reputation of ACME Services. I am confident that I would be able to meet the demands of the position and that I would compliment your already exceptional team. I would like to request a personal interview to further discuss the position and my qualifications. I will call you next week to see if a meeting can be arranged. Should you need to reach me, please feel free to call me at If I am not in, please leave a message on my answering machine, and I will return your call within a day. Thank you for your time and consideration. I look forward to hearing from you soon. Sincerely, John Cartwright hk

24 Name: Date: Period: Word Processing Test Complete the questions by selecting the correct answer. is the use of the computer to create and edit documents. Typing Word processing Desktop publishing Editing Center, Left, Right, and Justified are examples of what? Alignment Directions Format Font are the blank spaces to the left, right, top, and bottom of a document. Tab Word processing Margins Line spacing All of the following are examples of what you can create with word processing except Letters Resumes Computers Graphs Typeface is The shape of characters The spelling of words A collection of letters and numbers None of the above To duplicate selected text, cells, or a selected object is Paste Copy Cut None of the above To remove part of the document, you would Paste Cut Exit the software Copy

25 The consists of lines of text or page numbers that appear at the bottom of every page of a document. Header Line spacing Footer Leaders Use to check for spelling errors in your document. Spelling/Grammar check Margin check Word check Error checker is a collection of letters and numbers in a particular typeface. Alignment Typeface Format Font

26 Continue on next page Name: Date: 123 Victory Plaza Champion, PA Label the Parts of the Letter March 16, 2013 John Smith 1234 Writing Lab Lane Write City, IN Dear Mr. Smith: The first paragraph of the business letter is used to state the main purpose of the letter. Here, you will transition from a cordial opening to the main point of the letter. Generalize in a sentence or two about the purpose, and save the detail for the next paragraph. In the second paragraph, go into detail about the purpose of your letter. Be sure to give supporting background information, statistics, or first-hand accounts to justify your letter. A few short paragraphs in the body should be enough to defend your reasoning. Finally, in the closing paragraph, summarize the purpose and importance of your letter. If the purpose is related to employment, additional contact information may be added in the closing paragraph. However, if the purpose is informational, the ending should include a grateful acknowledgement of the reader's time. Finally, in the closing paragraph, briefly restate your purpose and why it is important. If the purpose of your letter is employment related, consider ending your letter with your contact information. However, if the purpose is informational, think about closing with gratitude for the reader's time. Sincerely, JS John Smith hk T/F 18. Times New Roman is a typeface. 19. Some documents have specified layouts. 20. Block letters contain indentions

27 Word Processing Test - KEY Complete the questions by selecting the correct answer. is the use of the computer to create and edit documents. Typing Word processing Desktop publishing Editing Center, Left, Right, and Justified are examples of what? Alignment Directions Format Font are the blank spaces to the left, right, top, and bottom of a document. Tab Word processing Margins Line spacing All of the following are examples of what you can create with word processing except Letters Resumes Computers Graphs Typeface is The shape of characters The spelling of words A collection of letters and numbers None of the above To duplicate selected text, cells, or a selected object is Paste Copy Cut None of the above To remove part of the document, you would Paste Cut Exit the software Copy

28 The consists of lines of text or page numbers that appear at the bottom of every page of a document. Header Line spacing Footer Leaders Use to check for spelling errors in your document. Spelling/Grammar check Margin check Word check Error checker is a collection of letters and numbers in a particular typeface. Alignment Typeface Format Font

29 Label the Parts of the Letter (KEY) 123 Victory Plaza Champion, PA March 16, 2013 John Smith 1234 Writing Lab Lane Write City, IN Dear Mr. Smith: The first paragraph of the business letter is used to state the main purpose of the letter. Here, you will transition from a cordial opening to the main point of the letter. Generalize in a sentence or two about the purpose, and save the detail for the next paragraph. In the second paragraph, go into detail about the purpose of your letter. Be sure to give supporting background information, statistics, or first-hand accounts to justify your letter. A few short paragraphs in the body should be enough to defend your reasoning. Finally, in the closing paragraph, summarize the purpose and importance of your letter. If the purpose is related to employment, additional contact information may be added in the closing paragraph. However, if the purpose is informational, the ending should include a grateful acknowledgement of the reader's time. Sincerely, JS John Smith hk True or False 18. T Times New Roman is a typeface. 19. T Some documents have specified layouts. 20. F Block letters contain indentions.