Business Computer Technology

1. Business Computer Technology Competency 3.00 Reinforcing Keyboarding Technique And Document Processing

2. Objective 3.01 • Keyboarding • Keyboard Layout • Arrangement of Keyboard • Touch Typing Technique • Line Spacing Review • Ergonomics

3. What is Keyboarding? The ability to enter text by using the correct fingers without looking at the keys (aka-touch typing). Having adequate keyboarding skills will enable you to use the computer more effectively and be more productive. We will continue to practice and develop your skills; as well as, improve your speed and accuracy.

4. The Keyboard Layout • The central portion that consists of the alphabetic keys • A smaller section to the right contains the numeric keypad • A small set of function and directional keys between the letters and the numeric keypad • A row of function keys across the top used for computer commands

5. The Keyboard Arrangement The most common arrangement of keyboards is the QWERTY keyboard.

6. Technique • Maintain good posture • Keep your body centered with the G/H keys • Keep your wrists low but not touching the keyboard or table • Use correct fingering based on the home row keys keeping fingers curved and upright • All keystrokes are made from the home row (ASDF JKL;) • Left Hand – ASDF • Right Hand – JKL; • Key at a steady pace • Keep your copy at your side • Keep your eyes on your copy • Stay on task and have a positive attitude toward improving your technique

7. Line 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 time Double Spacing (DS)-Enter two times Triple Spacing (TS)-Enter three times Quadruple Spacing (QS)-Enter four times

8. Ergonomics The science of designing equipment and workspace for a comfortable and safe working environment. Well, maybe not quite this comfy.

9. Ergonomic Tips • Top 1/3 of monitor should be at eye level • Elbows & knees should be positioned at 90-110 degrees • Sit up straight, but relaxed • Feet should be supported • Sit at least 24 inches away from the monitor • Wrists should be in a neutral position while typing or using the mouse • Take frequent breaks • Avoid glare on the computer screen

10. Repetitive 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.

11. Carpal 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

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

13. Objective 3.02 Fundamental Document Processing • Business Letters • Personal-Business Letters • Envelopes • Memorandums • Reports & Supporting Documents

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

15. Reasons for Sending a Personal-Business Letter • Request Information • Thank you Letter • Apply for a job • Complain about a product or service • Cover letter for a resume • Follow up to a job interview

16. Tips for Writing a Personal-Business Letter • Keep the message short and to the point but don’t be rude • First paragraph should explain why you are writing the letter • Second paragraph should give the information and details to explain the situation • Third paragraph should be the closing and should state the action that you wish to result from the letter • If something is included with the letter (an attachment), one must include an “Enclosure” notation at the end of the letter.

17. Letter Parts Return Address (or senders address) Dateline Inside or Mailing Address - Who the letter is going to Salutation or Greeting Body or Message Complimentary Close John Smith Writer’s Signature Writer’s Keyed Name

18. Format & Spacingof a Letter 2-2 ½” Top Margin QS DS SS paragraphs in body-DS between DS DS QS

19. Envelopes • 2 Parts: mailing address, return address • Styles: traditional and OCR • Special Notations: mailing notations (REGISTERED, SPECIAL DELIVERY), handling notations (PERSONAL, HOLD FOR ARRIVAL) • Sizes: Small (#6 ¾) and Large (#10)

20. Memorandums (Memos) • Written correspondence used between people within the same business or organization. • Slowing being replaced by the use of email. • Heading begins with TO, FROM, DATE, and SUBJECT. • There is NO salutation or complimentary closing in a memo.

21. Parts of a Memo Guide Words Body Reference Initials Attachment Notation

22. Formattinga Memo 2” top margin Guide Words are typed in bold, all caps, and followed by a colon DS between each line of the guide words and before the body 1” side margins SS within the paragraphs of the body and DS between DS DS

23. Unbound Reports: reports that are prepared without binders or covers; margins are set at 1” for the top, bottom, and sides Leftbound Reports: multi-page reports that are bound or stapled on the left side of the pages; the left margin is set wider (usually 1 ½” to allow space for binding Reports

24. Supporting Documents • Title Page: presented as the first page of a report and includes the title, the writer’s name, date, the course, and teacher’s name • Outline: usually placed after the title page and before the first page of the report • Bibliography: an alphabetical list (by author’s last name) of sources of information used in writing a report

25. Objective 3.03 • Proofreading: The process of comparing a copy • on screen or paper to the original copy and • marking errors for correction. • Much like correcting a rough drafts and marking mistakes • Proofreader Marks: Marks that are used to • correct a copy or rough draft.

26. Ways to Proofread • Use the software’s spell checker • Read on screen • Read from a hard copy • Switch with a partner

27. Proofreading Procedures • Use the spell check and grammar feature on your software. • Proofread the document on screen. • Preview the document using print preview. Check the vertical • and horizontal placement as well as the overall appearance of • your document. • Save the changes to the document and print a hard copy. • 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.

28. Proofreading Marks

29. Objective 3.04 The purpose of time writings is to improve a person’s speed and accuracy 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 standard word in keyboarding To calculate GWAM divide the total number of words keyed by the number of minutes that the typist was timed Your goal now is to continue practicing good technique and to improve your speed and accuracy throughout this course.

30. A quote to leave you with… “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)