Word Processing & Desktop Publishing Software

1. Word Processing & Desktop Publishing Software BCT 4.00 – Revised 2010 (BCT 4.03 & 4.05) Business Computer Technology Curriculum Guide 2003

2. Word Processing Software • Software that allows you to create, edit, format, proofread and print documents using a computer. • The most common of all computer applications. • A word processor enables you to create a document, store it electronically on a disk, display it on a screen, modify it by entering commands and characters from the keyboard, and print it on a printer. • The great advantage of word processing over using a typewriter is that you can make changes without retyping the entire document. Common Word Processing software includes: • Microsoft Word • Word Perfect • Microsoft Works

3. Desktop Publishing Software • Desktop publishing is the use of the computer and software to create visual displays of ideas and information. • Desktop publishing documents may be for desktop or commercial printing or electronic distribution including PDF, slide shows, email newsletters, and the Web.

4. Advantages of Using DTP Software • There is more control over the way text is arranged and formatted. • DTP can be used to bring lots of different files together on the same document. • You can import images into a DTP document from a scanner, graphics from a drawing package, frames from a video camera and text from a word processor.

5. Uses of DTP and Word Processing Software • Brochures • Business Cards • Flyers • Letterhead • Minutes • Newsletters • Memos • Newspapers All of these can be created with Word Processing or DTP (Desktop Publishing) software. Desktop Publishing is a more advanced version of word processing software.

6. Business Minutes • Used to record what happens in a business/club or other formal meeting • Records the date, time and location of meeting • Often includes who is present at the meeting • Records motions made • Should be distributed shortly after meeting Brochures • An informational tool – typically used to inform, educate, persuade, explain or instruct. • Usually bi-fold or tri-fold • Often colorful and includes a lot of information

7. Flyer Newsletter • Used to communicate with a certain group • Often has columns, graphics and various fonts Examples: • The Glee Club does a monthly newsletter to all members • Used to advertise an event, product, service Examples: • Store Sales • Upcoming Meeting • Car Wash

8. Memo/Memorandum • A memorandum is a short message from one person to another in the same business or organization. • Memorandums are usually referred to as memos. • Memos have no salutation line and no signature area at the end. • May also be used to inform employees what happened in a meeting.

9. Setting up Academic Reports Academic Report • Used for research papers • Example: Research the local economy in Europe • Done in word processing software • 2” Top Margin • 1” Side Margins • Double Space the body of the report • Reference Page of Report • 2” Top Margin • 1” Side Margins • Single Space the body of the Reference page

10. Academic Reports

11. Business Letter Business Letters • A formal correspondence • Sent from one business to another business • Can be sent from a business to an individual • Can be from a club to a business • The person writing the letter is speaking on behalf of the business • A personal-business letter is sent from an individual to a business • When letterhead stationary is used the return address is not keyed. If letterhead is not used, this is the first item keyed. • The inside address begins with the most specific information on the first line and each line becomes more general in nature.

12. Business Letters • After the complimentary close, quadruple space (QS) (4 lines) before typing the writer’s name. The blank space is used for their signature. The writer’s title should be keyed following a comma on the same line as his/her name, or it can be keyed a single space (SS) below his/her name. • Reference initials are used when someone other than writer prepares a letter. Lowercase letters with no punctuation is used. • Enclosure, copy, and postscript notations appear a double space (DS) below the reference initials.

13. Business Letters Top Margin: 2”-2 ½” (depends on letterhead) Side Margins: 1” Bottom Margin: 1”

14. At least two lines of the body must be carried to the second page. • The second page requires a heading that consists of the addressee’s name, the page number, and the date of the letter. (see next slide for examples) • Top margin on second page is 1”. All other margins follow first page. • Second page is never keyed on letterhead. The paper should be of the same color and quality as the letterhead. Two-Page Business Letters

15. Top Margin: 2” Side Margins: 1” Bottom Margin: 1” Double space between headings and information. Single space information paragraphs. Quad Space (4 lines) between adjournment statement and keyed signature line Minutes

16. Left Align, Left Justify, or Flush Left This results in a ragged or rough right margin. All text is lined up at the left margin creating a smooth left margin.

17. Center Align or Center Justify Spacing is equal from the left and right margin. The left and right margin are both ragged or rough.

18. Right Align, Right Justify, or Flush Right All lines of text end at the same point on the right margin resulting in a smooth right margin. The left margin is ragged or rough in this alignment.

19. Justify or Full Justify o All lines, that reach the right margin, end at the same position resulting in a smooth right margin. All lines start at the same position on the left margin resulting in a smooth left margin. Spacing is adjusted by the computer to make this happen.

20. DTP Terms Orientation-The vertical or horizontal setup of the printed page. Portrait-The default printing orientation for a page of text in which the height of the page is greater than the width. Landscape-A page layout in which text and/or graphics are printed across the long edge of the page.

21. Use the FBLA Format Guide for setting up the basic word processing documents. The FBLA Formatting Guide is available from: www.fbla-pbl.org/docs/MLFormatGd.pdf Note that formatting guidelines may change depending on business and location. For class, all documents are to be formatted according to the FBLA Formatting Guide.

22. Questions to ask yourself 1- Where do you find synonyms for words on the computer? 2-What document is a formal correspondence sent from a business to another business or from a business to an individual? 3-What type of document would be BEST to thank your legislator for coming to speak to your chapter of FBLA (a club)? 4-What program would all you to create a newsletter? Answers: 1-Thesaurus 3-Business letter 2-business letter 4-Desktop publishing