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ELECTRONIC KEYBOARDING APPLICATIONS
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QS
2 Enters
Learning to key is of little value unless one applies it in preparing a useful
document – a letter, a report, and so on. Three basic kinds of software are
available to assist those with keying skill in applying that skill electronically.
Word Processing Software
Word processing software is specifically designed to assist in the document
preparation needs of individuals or businesses. Word processing software permits
the user to “create, edit, format, store, and print documents.” (Fulton and Hanks,
1996, 152) The software can be used to process a wide variety of documents such
as memos, letters, reports, and tables.
This software has special features such as automatic centering and word
wrap that reduce time and effort. It also permits easy error correction, format and
sequence changes, and insertion of variables “on screen” before a copy is printed.
These features increase efficiency by eliminating document rekeying.
Database Software
A database is any collection of related items stored in computer memory.
The data in a database may be about club members, employee payroll, company
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sales, and so on. Database software allows the user to enter data, arrange it,
retrieve and change it, or select certain data (such as an address) for use in
documents. (Tilton, et al, 1996, 112-113)
Spreadsheet Software
A spreadsheet is an electronic worksheet made up of columns and rows of
data. Spreadsheet software allows the user to “create, calculate, edit, retrieve,
modify, and print graphs, charts, reports, and spreadsheets” necessary for current
business operations and in planning for the future. (Fulton and Hanks, 1996, 156)
Employment personnel look favorable upon job applicants who are familiar
with these kinds of software and how they are used.
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REFERENCES
QS
4 Enters
Fulton, Patsy, J., and Joanna D. Hanks. Procedures for the Office Professional. 3rd
ed. Cincinnati” South-Western Publishing Co., 1996.
Tilton, Rita S., et al. The Electronic Office: Procedures & Administration. 11th
ed. Cincinnati: South-Western Publishing Co., 1996.
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PROOFREADING AND EDITING
Proofreading is the process of finding and marking for correction any
mechanical and content errors in a document. Mechanical and content errors
include improper capitalization, excessive or inadequate punctuation, faulty
number expression, faulty agreement of subjects and verbs, misuse of personal and
possessive pronouns, inaccurate facts, and misleading statements.
Editing, by contrast, is the process of checking a document for “wordiness,
clichés, hackneyed expressions, logical sequence, avoidance of passive voice,
improper spelling and use of words, and other things to make weak writing better.”
(Amsbary, 1994, 90)
Proofreading Alone
Usually you will proofread a document by yourself. If you are checking a
paper copy, place that copy and the source dopy side by side for easy comparison.
Use a card on the source copy to keep you “on line” and use one index finger on
the second copy to guide your eyes word by word. Pronounce the words as words,
but read figures, symbols, punctuation marks, and capitals one by one. Read the
copy once for mechanical errors, again for meaning.
When you proofread copy on screen use a card as a line-by-line guide on the
source copy and use an index finger to guide the eyes along the lines on the screen.
Read the copy twice: once for mechanical errors, again for meaning. Check all
format features.
Team Proofreading
Team proofreading involves two people: One person reads form the source
copy aloud; the other person reads and marks the other copy. This method is
especially effective when statistical and technical copy must be checked. (Jones
and Kane, 1990, 8)
The person who reads the source copy should read each special symbol and
punctuation mark individually. Figures, however, should be read in groups: Read
3891 as thirty-eight ninety-one. Read 2,845 as two-comma-eight-forty-five. Read
the figure 0 (zero) as oh and the decimal point as point. Read .05 as point-oh-five.
Proofreading is an essential skill for all business workers. Editing is an
essential skill for writers and editors. The person who can do both well will be a
highly prized employee.
REFERENCES
Amsbary, George S. Proof It! Cincinnati: South-Western Publishing Co., 1994
Jones, Ellis, and David Kane. Proofreading & Editing Precision. Cincinnati:
South-Western Publishing Co., 1990