Business Computer Technology

Competency 3.00Reinforcing Keyboarding Technique

And Document Processing

ObjectiveObjective 3.01 3.01

KeyboardingKeyboarding Keyboard LayoutKeyboard Layout Arrangement of Arrangement of

KeyboardKeyboard Touch Typing Touch Typing

TechniqueTechnique Line Spacing Line Spacing

ReviewReview ErgonomicsErgonomics

What is Keyboarding?What is Keyboarding?

The ability to enter text by using the correctfingers without looking at the keys (aka-touch

typing).

Having adequate keyboarding skills will enable youto use the computer more effectively and be moreproductive.

We will continue to practice and develop your skills; as well as, improve your speed and accuracy.

The Keyboard LayoutThe Keyboard Layout

The central portion that consists of the The central portion that consists of the alphanumeric keysalphanumeric keys

A smaller section to the right contains the A smaller section to the right contains the numeric keypadnumeric keypad

A small set of function and directional keys A small set of function and directional keys between the letters and the numeric between the letters and the numeric keypadkeypad

A row of function keys across the top used A row of function keys across the top used for computer commandsfor computer commands

The Keyboard ArrangementThe Keyboard Arrangement

The most common arrangement of keyboards is the QWERTY keyboard.

TechniqueTechnique

Maintain good postureMaintain good posture Keep your body centered with Keep your body centered with

the G/H keysthe G/H keys Keep your wrists low but not Keep your wrists low but not

touching the keyboard or touching the keyboard or tabletable

Use correct fingering based Use correct fingering based on the home row keys on the home row keys keeping fingers curved and keeping fingers curved and uprightupright

Key at a steady paceKey at a steady pace Keep your copy at your sideKeep your copy at your side Keep your eyes on your copyKeep your eyes on your copy Stay on task and have a Stay on task and have a

positive attitude toward positive attitude toward improving your techniqueimproving your technique

Line Spacing ReviewLine Spacing Review

Standard Paper Size: 8 ½ x 11 inches

There are 66 lines per page.Six lines equals one vertical inch.

Line Spacing: the spacing between lines of text

Single Spacing (SS)-Enter one timeDouble Spacing (DS)-Enter two timesTriple Spacing (TS)-Enter three timesQuadruple Spacing (QS)-Enter four times

ErgonomicsErgonomics

The science of designing equipment and workspace for a comfortable and safe working environment.

Well, maybe not quite this comfy.

                                                                  

Ergonomic TipsErgonomic Tips

Top 1/3 of monitor should Top 1/3 of monitor should be at eye levelbe at eye level

Elbows & knees should be Elbows & knees should be positioned at 90-110 positioned at 90-110 degreesdegrees

Sit up straight, but relaxedSit up straight, but relaxed Feet should be supportedFeet should be supported Sit at least 24 inches away Sit at least 24 inches away

from the monitorfrom the monitor Wrists should be in a Wrists should be in a

neutral position while neutral position while typing or using the mouse typing or using the mouse

Take frequent breaksTake frequent breaks Avoid glare on the Avoid glare on the

computer screencomputer screen

Repetitive Stress InjuriesRepetitive Stress Injuries

Repetitive Stress Injuries can occur when someone performs a task repeatedly causing the build up of irritating waste products in the muscles.

Examples of these injuries are Carpal Tunnel Syndrome and DeQuervain’s Disease.

Carpal Tunnel SyndromeCarpal Tunnel Syndrome

What is CTS?It is the entrapment of the median nerve in the carpal tunnel. CTS occurs due to the swelling of the median nerve or the tendons of the wrist.

What causes CTS?It occurs from using the computer for hours without proper body posture and improper techniques.

What are the symptoms of CTS?Pain- tingling – numbness in the thumb, index, and middle fingers – weakness and swelling of the wrist and hand

DeQuervain’s Disease

DeQuervain’s Disease is an overuse injury of thethumb extensor tendons. It often occurs from repetitive tapping of the space bar.

Objective 3.02Objective 3.02

Fundamental Document Fundamental Document ProcessingProcessing

Business LettersBusiness Letters Personal-Business LettersPersonal-Business Letters EnvelopesEnvelopes MemorandumsMemorandums Reports & Supporting DocumentsReports & Supporting Documents

LettersLetters A A Business LetterBusiness Letter is a is a

letter that is sent from letter that is sent from one business or one business or organization to another. organization to another. Business letters are Business letters are usually keyed on a usually keyed on a letterheadletterhead which is which is located across the top of located across the top of the page. The letterhead the page. The letterhead can consist of the can consist of the business’ name, address, business’ name, address, phone/fax/email, and phone/fax/email, and logo.logo.

A A Personal-Personal-Business LetterBusiness Letter is a letter that is is a letter that is sent from an sent from an individual to a individual to a person, business, person, business, or organization.or organization.

Reasons for Sending Reasons for Sending a Personal-Business Lettera Personal-Business Letter

Request InformationRequest Information Thank you LetterThank you Letter Apply for a jobApply for a job Complain about a product or Complain about a product or

serviceservice Cover letter for a resumeCover letter for a resume Follow up to a job interviewFollow up to a job interview

Tips for Writing Tips for Writing a Personal-Business Lettera Personal-Business Letter

Keep the message short and to the point Keep the message short and to the point but don’t be rudebut don’t be rude

First paragraph should explain why you First paragraph should explain why you are writing the letterare writing the letter

Second paragraph should give the Second paragraph should give the information and details to explain the information and details to explain the situationsituation

Third paragraph should be the closing and Third paragraph should be the closing and should state the action that you wish to should state the action that you wish to result from the letterresult from the letter

9501 Harley Drive Raleigh, NC 27615 January 19, 20-- Office of Admissions Appalachian State University P. O. Box 32004 Boone, NC 28608 Dear Sir or Madam: I am currently a junior in high school and in the process of checking into various programs and universities. I visited your website and it got me very interested in your school. I believe that I would love living in the mountains and participating in all of the activities that Boone and the surrounding areas have to offer. I am writing to request information about Appalachian State University and the Boone area. Could you please send me information on following topics: Business Management, orientation sessions, financial aid, and housing? I am very excited about the possibility of attending Appalachian State University and I can not wait to visit the campus. I would like to thank you in advance for your time and information. I look forward to hearing from you soon. Sincerely, John Smith

Return AddressDateline

Inside Address

Salutation

Body

Complimentary CloseJohn Smith

Writer’s SignatureWriter’s Keyed Name

Letter Parts

9501 Harley Drive Raleigh, NC 27615 January 19, 20-- Office of Admissions Appalachian State University P. O. Box 32004 Boone, NC 28608 Dear Sir or Madam: I am currently a junior in high school and in the process of checking into various programs and universities. I visited your website and it got me very interested in your school. I believe that I would love living in the mountains and participating in all of the activities that Boone and the surrounding areas have to offer. I am writing to request information about Appalachian State University and the Boone area. Could you please send me information on following topics: Business Management, orientation sessions, financial aid, and housing? I am very excited about the possibility of attending Appalachian State University and I can not wait to visit the campus. I would like to thank you in advance for your time and information. I look forward to hearing from you soon. Sincerely, John Smith

QS

DS

DS

DS

QS

SS paragraphsin body-DS between

Format & Spacing

of a Letter

2-2 ½” Top Margin

EnvelopesEnvelopes

Parts: mailing address, return Parts: mailing address, return addressaddress

Styles: traditional and OCRStyles: traditional and OCR Special Notations: mailing notations Special Notations: mailing notations

(REGISTERED, SPECIAL DELIVERY), (REGISTERED, SPECIAL DELIVERY), handling notations (PERSONAL, handling notations (PERSONAL, HOLD FOR ARRIVAL)HOLD FOR ARRIVAL)

Sizes: Small (#6 ¾) and Large (#10)Sizes: Small (#6 ¾) and Large (#10)

Parts of a Parts of a MemoMemoTO: All Faculty and Staff

FROM: Mr. Smith, Principal DATE: January 8, 20-- SUBJECT: School-wide Pep Assembly We will have a school-wide pep assembly next Thursday, January 15 at the end of the school day. This assembly will recognize our athletic teams for the winter season; which includes our girls’ basketball team, boys’ basketball team, and our cheerleading squad. We will also have a school spirit contest. Be sure that you and your team are dressed in your team t-shirts or colors. Attached is a copy of the bell schedule that we will follow for the day and a seating chart for all three grade levels to follow. Please read the information carefully. Let me know if you have any questions. As always, thank you for the outstanding work that you do for our school and students. gw Attachment

Guide Words

Body

Reference Initials

Attachment Notation

FormattingFormattinga Memoa MemoTO: All Faculty and Staff

FROM: Mr. Smith, Principal DATE: January 8, 20-- SUBJECT: School-wide Pep Assembly We will have a school-wide pep assembly next Thursday, January 15 at the end of the school day. This assembly will recognize our athletic teams for the winter season; which includes our girls’ basketball team, boys’ basketball team, and our cheerleading squad. We will also have a school spirit contest. Be sure that you and your team are dressed in your team t-shirts or colors. Attached is a copy of the bell schedule that we will follow for the day and a seating chart for all three grade levels to follow. Please read the information carefully. Let me know if you have any questions. As always, thank you for the outstanding work that you do for our school and students. gw Attachment

Guide Words are typed in bold, all caps, and followed by a colon

DS between each line of theguide words and before the body

SS within the paragraphs of the body and DS betweenDS

DS

1”-1 1/2” top margin

1” s

ide

marg

ins

ReportsReports

Unbound Unbound ReportsReports: reports : reports that are prepared that are prepared without binders or without binders or covers; margins covers; margins are set at 1” for are set at 1” for the top, bottom, the top, bottom, and sidesand sides

Leftbound Leftbound ReportsReports: multi-: multi-page reports that page reports that are bound or are bound or stapled on the left stapled on the left side of the pages; side of the pages; the left margin is the left margin is set wider (usually set wider (usually 1 ½” to allow 1 ½” to allow space for bindingspace for binding

Supporting DocumentsSupporting Documents

Title Page:Title Page: presented as the first page presented as the first page of a report and includes the title, the of a report and includes the title, the writer’s name, date, the course, and writer’s name, date, the course, and teacher’s nameteacher’s name

Outline:Outline: usually placed after the title usually placed after the title page and before the first page of the page and before the first page of the reportreport

Bibliography:Bibliography: an alphabetical list of an alphabetical list of sources of information used in writing a sources of information used in writing a reportreport

Objective 3.03Objective 3.03

Proofreading: The process of comparing a copy on screen or paper to the original copy and marking errors for correction

Proofreader Marks: Marks that are used to correct a copy

Ways to ProofreadWays to Proofread

Use the Use the software’s spell software’s spell checkerchecker

Read on screenRead on screen Read from a Read from a

hard copyhard copy Switch with a Switch with a

partnerpartner

Proofreading ProceduresProofreading Procedures

1. Use the spell check and grammar feature on your software.2. Proofread the document on screen.3. Preview the document using print preview. Check the vertical

and horizontal placement as well as the overall appearance of your document.

4. Save the changes to the document and print a hard copy.5. Compare the hard copy to the source copy if possible and/or

have someone else proofread the document.6. Revise and correct errors if needed.7. Save the changes and print the final copy of the document.

Objective 3.04Objective 3.04

GWAM: (Gross Words A Minute) the number of keystrokes a typist can make in a timed period

Five characters (letters, numbers, punctuation, spaces, etc.) equal one standardword in keyboarding

To calculate GWAM divide the total number of words keyed by the number ofminutes that the typist was timed

Your goal now is to continue practicing good techniqueand to improve your speed and accuracy throughout this course.

“I am trying to get the hang of this new fangled writing machine, but I am not making a shining success of it. However, this is the first attempt I ever have made,and yet I perceive that I shall soon & easily acquire a fine facility in its use…One chiefly needs swiftness in banging the keys…”

(Mark Twain’s first typewritten letter. December 9, 1874)

A quote to leave you with…A quote to leave you with…