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Introduction to Business Computer Applications

Notes

HOMEROW KEYS

LEFT HAND: ASDF RIGHT HAND: JKL;

Work Area Arrangement

alphanumeric (main) keyboard directly in front of chair

front edge of keyboard even with edge of table or desk

monitor placed for easy viewing

Flash Drive/Sans Disk placed for easy access

book at right of keyboard

top raised for easy reading

Keying Position

fingers curved and upright over the home keys

wrists low, but not touching the frame of keyboard

forearms parallel to the slant of the keyboard

body erect (sitting up straight)

sitting with your back against the back of the chair

feet flat on floor for balance

A typewritten word equals 5 strokes.

The dimension (size) of a regular sheet of paper is 8 ½" x 11"

The dimension (size) of a legal sheet of paper is 8 ½" x 14"

There are 6 lines to a vertical inch.

There are 66 lines on a full sheet of paper.

There are 33 lines on a half sheet of paper.

Line Space:

1 - Single Spacing (no blank lines are left between the keyed lines in a document)

1 ½ - One and a half Spacing ( one and one-half blank lines are left between the keyed lines in a document)

2 - Double Spacing (two blank lines are left between the keyed lines in a document)

4 - Quadruple Spacing (three blank lines are left between the keyed lines in a document)

FORMATTING & SPACING:

(Note: Space twice after any mark of punctuation that ends a sentence.)

Space once after a ; (semicolon) used as punctuation

Space twice after a : (colon) used as punctuation

Do not space after : (colon) used in stating time

Space once after a , (comma) used as punctuation

Space once after ? (question mark) within a sentence

Space twice after a ? (question mark)that ends a sentence

Space once after a . (period) following abbreviations and initials

Do not space after . (period) within abbreviations

Space twice after a . (period) at the end of a sentence.

Formatting Abbreviations & Abbreviations You Should Know:

CS Columnar Spacing QS Quadruple Space

DS Double Space RM Right Margin

SM Side Margin LM Left Margin

SS Single Space LS Line Spacing

PE Page End TM Top Margin

BM Bottom Margin

Internal Period with an abbreviation:

Do not space after an internal period in an abbreviation.

(Examples–)

i.e., e.g. Ed.D., Ph.D., M.D., C.O.D., a.m., p.m., B.S., B.A., D.D.S.

TAB KEY

The Tab Key is used to indent the first line of paragraphs. Computer software uses preset tabs (called defaults tabs).

The Default tab is usually set at 0.5 (5) spaces to the right of the left margins and is used to indent.

Steps for Setting Tab Stops

1. Select the Arrow on the Paragraph Menu

2. Select Tabs

3. Type Tab Position (Clear all tabs first)

4. Select Set

5. Select OK

How to Format a Heading:

DeLaross German (First and Last Name) (depress the tab key twice) Second Period (Class Period)

September 10, 2023 (Date) (depress the tab key twice) Lesson 5 (Filename)

How to Create a Blank Page

Press Ctrl (Control) and Enter

Steps for Saving a File

1. Select File

2. Select Save as

3. Select Drive

4. Key Filename

5. Select Save

Removing the Flash Drive

1. Select the flash drive icon (from the bottom right side of the computer)

2. Click on the flash drive name

3. Remove the flash drive when you see the message: Safe to remove hardware

4. Select ok

Steps for Opening A File

1. Select File

2. Select Open

3. Select Drive

4. Key or Select Filename

5. Select Open

Steps for Closing A File

1. Select File

2. Select Close

3. Save Changes Yes or No

4. Select Yes

How to Change the Line Spacing

Note: On the Home Tab on the Ribbon

1. On the Paragraph Ribbon or Select spacing on Paragraph Ribbon

2. Select Line & Paragraph Spacing

3. Select Spacing Choice or Select Line Spacing Options

4. Select Spacing

A. Change Before (0)

B. Change After (0)

C. Change Line Spacing (SS, DS, QS)

5. Select OK

How to Set Margins:

1. Select Page Layout Ribbon Tab

2. Select Margins OR

3. Select Custom Margins

Make changes (Top, Bottom, Left, Right)

4. Select OK

MEMO FORMATTING:

Memorandums (Memo): Are written messages used by employees within an organization to communicate with one another.

Margins:

Top Margin (TM): 2"

Side Margins (SM) defaults or 1"

Bottom Margins/Page Ending (BM/PE) at least 1"

The memo heading includes who the memo is being sent to (TO:), who the memo is from (FROM:), the date the memo is being sent (DATE:), and what the memo is about (SUBJECT:). Use ALL CAPS for all lines of the heading beginning at the left margin,

TO: Tab twice to key name

2 (DS)

FROM: Tab twice to key name

2 (DS)

DATE: Tab twice to key date

2 (DS)

SUBJECT: Tab once to key subject in ALL CAPS

2 (DS)

Memo body The paragraph of the memo all begin at the left margin and are SS with a DS between paragraphs.

Reference Initials. If someone other than the originator of the memo keys it, his/her initials are keyed in lowercase letters at the left margin, a DS below the body

Attachment/Enclosure Notations. If another document is attached to a memo, the word Attachment is keyed a the left margin a DS below the reference initials (or below the last line of the body if the reference initials are not used). If a document accompanies the memo but is not attached to it, key the word Enclosure.

　Standard Memo

In standard format, begin all lines (including headings) at the left margin unless otherwise specified. Double space (DS) between all memo parts. Reference Initials are the initials of the typist.

Margins:

Top Margin (TM): 2"

Side Margins (SM) defaults or 1"

Bottom Margins/Page Ending (BM/PE) at least 1"

Memo Parts

TO: (Addressee)

FROM: (Writer)

DATE:

SUBJECT:

Body

Reference Initials

Attachment/Enclosure notations