Business Computer
Technology
Competency 3.00
Reinforcing Keyboarding Technique
And Document Processing
Objective 3.01

Keyboarding
 Keyboard Layout
 Arrangement of
Keyboard
 Touch Typing
Technique
 Line Spacing Review
 Ergonomics
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.
The Keyboard Layout

The central portion that consists of the
alphanumeric 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
The Keyboard Arrangement
The most common arrangement
of keyboards is the QWERTY
keyboard.
Technique







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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
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
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
Ergonomics
The science of designing equipment and
workspace for a comfortable and safe
working environment.
Well, maybe not quite this comfy.
Ergonomic Tips






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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
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.
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
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.
Objective 3.02
Fundamental Document Processing
 Business Letters
 Personal-Business Letters
 Envelopes
 Memorandums
 Reports & Supporting Documents
Letters

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.
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
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
9501 Harley Drive
Raleigh, NC 27615
January 19, 20--
Return Address
Dateline
Office of Admissions
Appalachian State University
P. O. Box 32004
Boone, NC 28608
Inside Address
Dear Sir or Madam:
Salutation
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.
Body
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
John Smith
Complimentary Close
Writer’s Signature
Writer’s Keyed Name
Letter Parts
2-2 ½” Top Margin
9501 Harley Drive
Raleigh, NC 27615
January 19, 20--
QS
Office of Admissions
Appalachian State University
P. O. Box 32004
Boone, NC 28608
Dear Sir or Madam:
DS
DS
SS paragraphs
in body-DS between
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.
DS
Sincerely,
QS
John Smith
Format &
Spacing
of a Letter
Envelopes
 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)
TO:
All Faculty and Staff
FROM:
Mr. Smith, Principal
DATE:
January 8, 20--
SUBJECT:
School-wide Pep Assembly
Parts of a
Memo
Guide Words
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.
Body
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
Reference Initials
Attachment Notation
1”-1 1/2” top margin
1” side margins
TO:
All Faculty and Staff
FROM:
Mr. Smith, Principal
DATE:
January 8, 20--
SUBJECT:
School-wide Pep Assembly
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
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.
SS within the paragraphs
DS
of the body and DS between
gw
DS
Attachment
Formatting
a Memo
Reports

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
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 of sources
of information used in writing a report
Objective 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 Proofread

Use the software’s
spell checker
 Read on screen
 Read from a hard
copy
 Switch with a
partner
Proofreading 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 3.04
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 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.
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)