Welcome to: Week 4 Seminar

1. Welcome to:Week 4 Seminar Amber Krasny, MBA, CPC, CMRS

2. Agenda • Tonight, we will talk about: • Multi-page letters • Audience Analysis • Language Arts: • Comma Usage • Common Inconsistency • Delivery Notation • Phone Interviews • Memo Reports • Introduction to Week Five

3. 2003/2007 Microsoft Word Manual and Textbook • Please have your 2003/2007 Word Manual ready for tonight’s seminar. • Also, please have your textbook ready as well. • Type “Yes” when you have both in front of you. • We will start first with the Manual.

4. Week Four Topics: • Week 4 discusses several types of business correspondence, including: • Multi-page letters and memos • Special letter features November 17, 2009 Dr. Tom Smith 8726 East Ridge Drive Oklahoma City, OK 73112 Dear Dr. Smith: I am pleased to share with you my exciting news! Due to my experience as working as manager of the Women’s Center, I have been selected as a finalist for Woman of the Year in Medicine.

5. Multi-Page Letter • In the 2003/2007 Word manual, please refer to R-5A & R-5B. • This is an example of the basic parts of a multipage letter.

6. Question Time…… • How do you insert page numbers in a multipage letter? • Please type your answer now.

7. Insert Page Numbers in 2003 • When completing a multipage letter you must , 2003: • Use the Insert Page Numbers feature • Insert the page number at the top right of the second and succeeding pages. • What am I forgetting to reset on the box above? • Please type your answer, now.

8. Insert Page Numbers in 2003 • I forgot to uncheck the “Show number on first page” checkbox. • Multi-Page letters start the page numbering on page 2.

9. Insert Page Numbers 2007 • In 2007: • Click on the Insert Ribbon • Click on the Page Number, drop down arrow • Place your mouse cursor on the location where you want the page number displayed • Click to select the type of formatting you would like.

10. Insert Page Number 2007 • To remove the page number from the first page: • Click the Page Number drop down arrow • Click to select Format Page Numbers • In the Start at box, type 0.

11. Audience Analysis • Is it easier to write someone you work with, a friend or a person you do not know? • Please type your answer now.

12. Audience Analysis • Often, it is easier to create a message for a relative or close friend. That is because you know your “audience.” • When you are creating a business document, that will be shared with others, it is best to perform an audience analysis before you begin. • Let’s look at the audience analysis in your textbook, page 257.

13. Audience Analysis • Audience Analysis steps: • Who? • What? • Where? • How to respond?

14. Nonessential Expression • Please take a quick moment to read the rule and examples about using a comma before and after a nonessential expression on page 257. • Please let me know you have reviewed it by typing “ok”.

15. Nonessential Expression • Why do the following sentences need commas? • Andre, who was there, can verify the statement. • Van’s first book, Crisis of Management, was not discussed • Joseph, who is a pilot, will fly to Europe. These are all examples of nonessential expressions.

16. Nonessential Expression • A nonessential expression is a group of words that my be omitted without changing the basic meaning of the sentence. • Sentence one: who was there • Sentence two: Crisis of Management • Sentence three: who is a pilot

17. Adjacent Adjectives with commas • The lovely, vivacious woman is a cancer survivor. • Both lovely and vivacious modify the subject woman and are therefore set off with commas. So the second adjective is not followed by a comma.

18. You try... • Please type the sentences below, adding a comma if needed: • The school president Mr. Roberts will address the students. • Students planning to take the certification test must register for the orientation class.

19. Answers... • The school president, Mr. Roberts will address the students. • Students planning to take the certification test must register for the orientation class.

20. Delivery Notation If included in the letter, where should be delivery notation, be entered? • After the postscript • Between the company name and the writer’s name, at the end of the letter • On the line below the enclosure notation, or the reference initials. Please type the letter of the correct answer, now.

21. Answer… • C, It should be typed on the line after the enclosure notation. • How many of you knew this answer? Without using the book??? • How many have ever used the Delivery Notation? • It can help alleviate a lot of confusion to the letter recipient.

22. The following is a review of placement notations….. • Company name • Reference initiations • Enclosure notation • Delivery notation • Copy notation • Postscript notation • Blind Copy notation Let’s review these on page 268 and 269 in your textbook.

23. On-Arrival Notations • Should be typed on the second line below the date. • Notation should be in ALL CAPS • Return Twice to begin the inside address • What is an example of an On-Arrival Notation?

24. On-Arrival Notations • Should be typed on the second line below the date. • Notation should be in ALL CAPS • Return Twice to begin the inside address • What is an example of an On-Arrival Notation? • CONFIDENTIAL • ATTENTION

25. Let’s refer to the photo on page 262. • What are the overall skills required for a person who chooses the field of medical office personnel and/or medical transcriptionist? • How would your skills in keyboarding help you?

26. Tables Within Documents • When adding a table to a document: • Enter 2 times before the table, and once after the table, if the document is single spaced. • If a double-spaced document, enter 1 time before and after the table. • True or False --- in business documents, is it okay to split a table between two pages?

27. Tables Within Documents • False, do not split a table between two pages…just add the table to the top of the next page. • Which brings to mind…how do you insert a page break manually in Word?

28. Insert a Page Break • Insert a page break: • On the Insert Ribbon, click to select Page Break. • 2003: Click on Insert Menu Option, select Page Break.

29. Phone interviews • After you complete your degree and start seeking employment you may be asked to have a phone interview. • Has anyone ever experienced a phone interview?

30. Phone interview, continued… • The participants in a phone interview can’t see facial expressions or body language. • Still, it is possible to make a great impression in the phone interview, follow these ideas: • Learn about the firm beforehand • Have your resume on hand • Eliminate distractions

31. Phone interviews, continued… • Make a brief, positive opening comment about the company. • Ask what the interviewer wants the candidate to accomplish. • Take notes to refer to them to show good listening skills. • Remember your goal; to get to a face-to-face interview.

32. Week 5 • In this week, you will be covering several different types of tables: • Tables with footnotes • Tables with braced column headings • Pre-designed tables • Multi-page tables

33. Good night! • If we still have questions after seminar has ended, please move over to AIM or email me, as I will be online until 9:30 pm. • Take care, and see you in seminar next week.