Keyboarding Objective 4.01 –
Implement paragraph
formats.
Document Processing
Horizontal Centering
Using the menu bar
1. Access the Format
menu bar option
2. Select the
Paragraph option
Horizontal Centering
Using the menu bar
3. Choose Centered
alignment from the
Paragraph window
Horizontal Centering
Using the tool bar
Click on the Center alignment
button on the tool bar
Vertical Centering
1. Select Page Setup
from the File menu bar
option
Vertical Centering
2. Select the Layout tab
from the Page Setup
window
3. Choose Center
alignment from the
Vertical alignment list
Keyboarding Objective 4.02
– Implement paragraph
formats.
Document Processing
Paragraph Formats
Block style – all lines of text are
aligned with the left margin
• the first line of a paragraph
is not indented
• commonly used when
formatting letters and
memos
Indented – the first line of a
paragraph is indented
• use the Tab key to indent
paragraphs
• commonly used when formatting
reports
Example:
Example:
XXXXXXXXXXXXXXXX
XXXXXXXXXXXXXXXX
XXXXXXXXXXXXXXXX
XXXXXXXXXXXXXXXX
XXXXX
XXXXXXXXXX
XXXXXXXXXXXXXXX
XXXXXXXXXXXXXXX
XXXXXXXXXXXXXXX
XXXXXXXXXXXXXXX
XXXXXXXXXXXXXXX
Paragraph Formats
Hanging indent – a temporary left margin that
indents all lines except the first line of text
• the first line is flush with the left margin; each
additional line is indented
• commonly used when citing bibliography
Example:
sources
XXXXXXXXXXXXXXXXXXXXXXXXXXXX
XXXXXXXXXX
XXXXXXXXXXXXXXXXXXXXXXXX
XXXXXXXX
XXXXXXXXXXXXXXXXXXXXXXXX
XXXXXXXX
Horizontal Centering
• When text is centered between the left
and right margin
Lets Hoop It Up!!!
• Commonly used
when formatting:
– Invitations
– Announcements
– Title pages
Participate in our
Hoops For Heart
Campaign to help raise money
for the
American Heart Association
February 27-March 3, 2006
See your PE teacher for more details.
Horizontal Centering
Using the menu bar
1. Access the Format
menu bar option
2. Select the
Paragraph option
Horizontal Centering
Using the menu bar
3. Choose Centered
alignment from the
Paragraph window
Horizontal Centering
Using the tool bar
Click on the Center alignment
button on the tool bar
Vertical Centering
• When text is centered
between the top and bottom
margin
• Commonly used when
formatting:
– Invitations
– Announcements
– Title pages
Vertical Centering
1. Select Page Setup
from the File menu bar
option
Vertical Centering
2. Select the Layout tab
from the Page Setup
window
3. Choose Center
alignment from the
Vertical alignment list
Keyboarding Objective—4.03
Apply correct memo and letter
formats.
Memorandums and Letters
What are Memorandums?
• 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.
Memo Formatting Rules
Margins:
TM-2inches
RM-1inch
BM-1inch
LM-1inch
• Use a standard font style and font size i.e. Times
New Roman/Arial and 12 point font.
• Single Space within paragraphs and double space
between paragraphs.
• All parts of the memo begin at the left margin,
including paragraphs. (Block Style Format)
Memo heading
the formal memorandum uses A special heading, sometimes preprinted on
stationery. Typically, words in the memo heading are keyed in ALL
CAPS, bold, followed by A colon, and double spaced as follows:
TO:(Reader’s name)
FROM:(Author’s name)
DATE:(Complete and current date)
SUBJECT:(What the memo is about)
Keying Formal Memos
2”
TO:Tab Tab Receiver’s name
(DS)
FROM:Tab
Author’s name
(DS)
DATE:Tab
Current date
1” (DS)
1”
SUBJECT:Tab Memo topic
(DS)
Body-Message of the memo
(DS)
Typist initials
1”

The memo heading should
by keyed in all capital
letters, bold, and followed by
a colon.

Use the tab key to align
information following the
memo heading.

When keying the body,
single space within
paragraphs and double
between paragraphs.
Parts of a Memo
Memo
heading
Memo
body
Typist
initials
Notes to Remember!

If someone other than the writer of the memo keys the
memo, typist initials should be included.
 Typist initials are keyed in lower case with no space and
no punctuation.
 If you have an attachment or enclosure notation, double
space after typing typist initials and type “Enclosure” or
“Attachment.
 Enclosure-Something is included with the memo.
 Attachment-Supporting document is attached by a
paper clip, staple, etc.
 If someone in addition to who the memo is originally
written will be receiving a copy of the memo, include a
copy “c” notation.
Types of Letters
Personal—Business Letter
• A personal-business letter is a letter that is sent from
an individual to a person or business/organization.
Business Letter
• A business letter is sent from a business or
organization to another or to an individual.
• Business letters are usually keyed on letterhead.
The letterhead can consist of the business’
name, address, phone/fax/email, and logo.
Major Parts of a Letter
1.
2.
3.
4.
5.
6.
7.
8.
9.
Return Address-the address of the person
writing the letter. Letterhead if the letter is
from a business.
Dateline-Complete and current date.
Letter Address/Inside Address-the address
of the person receiving the letter.
Salutation-the greeting of the letter.
Example: Dear Sir or Madam:
Body-the message of the letter.
Complimentary Close-the ending of the
letter. Example: Sincerely yours,
Keyed Name-the authors typed name.
Handwritten Signature-the author signs
the letter after it has been printed.
Typist Initials-initials of the typist..
Formatting a Letter
Margins:
TM-2inches
RM-1inch
BM-1inch
LM-1inch
Block Style is one method of formatting a letter. In this
style of letter writing all parts of the letter are keyed at
the left margin.
• Paragraphs should not be indented in this style of letter.
• Use a standard font style and font size i.e. Times New
Roman/Arial and 12 point font.
• Single Space within paragraphs and double space between
paragraphs.
Parts of a Block Style Letter
Return
address
Letter
address
Date
Salutation
Body
Complimentary
Close
Enclosure notation
Writer
Copy
Notation—
key a DS
after the
last line of
the letter.
Punctuation Styles
Open Punctuation
• There is not a colon or
comma in the salutation
and there is not a comma
in the complimentary
closing.
Mixed Punctuation
 A colon is in the salutation
and a comma is in the
close.
Example:
Dear Ms. Smith
Sincerely yours
Example:
Dear Ms. Smith:
Sincerely yours,
Personal—Business Letter
with Mixed Punctuation
Return Address:
The personal-business letter uses the
return address with the dateline a
single space beneath.
Mixed Punctuation:
The colon is keyed in the
salutation and the
comma is keyed in the
complimentary close.
Business Letter with
Open Punctuation
Letterhead:
The business letter uses
letterhead instead of a return
address, which consists of the
business’ name, address,
Open Punctuation:
phone/fax/email,
and logo.
The colon is not
keyed in the
salutation and the
comma is not keyed
in the
complimentary
close.
Special Letter Parts
• Typist initials are used when someone other than
the author types the letter. Typed a DS below the
writer’s name, in lowercase letters, with no space
or punctuation.
• Enclosure notation is used when additional items
are included in the envelope with the letter.
• Attachment notation is used when additional
items are clipped, stapled, etc… to the letter.
• Copy notation is used when a copy of the letter is
sent to someone in addition to the
addressee/letter address.
Block Style Letter with Special
Parts
• Typist Initial
Typed a
double space below the author’s
keyed name.
• Enclosure
Notation
Typed a
double space below the typist
initials.
• Copy Notation Typed
a double space below the enclosure
notation.
Notes to Remember!
• A personal business letter is correspondence sent from an individual to
a person or organization.
• A business letter is correspondence sent from a business to another
business or to an individual. Because letterhead stationery is used, the
return address is not keyed.
• The top margin is usually 2“, side and bottom margins are typically 1".
• Block format is one style of writing for personal-business and business
letters in which all parts of the letter begin at the left margin.
• Typist initials are the initials of the typist and are used when someone
other than the writer prepares the letter. Lowercase letters are used,
with no space, and with no punctuation, appearing a double space
below the signature.
• Enclosure/Attachment and Copy notations appear a double space
below the typist initials.
Keyboarding Objective—4.04
Apply correct table format.
Tables
What is a Table?
A table is a grid of rows and columns used to
display and organize information.
Creating a Table
•
•
•
•
•
Tables are created by defining the number of rows and columns that will be needed to enter
information.
Rows show the horizontal arrangement of data.
Columns show the vertical arrangement of data.
Cells are the boxes that are formed as the row and column intersect.
Gridlines are the vertical and horizontal lines in the table.
Columns
Rows
Gridlines
Cell
Formatting a Table
EAST MIDDLE SCHOOL
Center the
secondary title in
initial caps and
bold.
Center and
bold
column
headings.
Center the main title
in all capital letters
and bold.
DS
Career and Technical Education
Left align or center text
entries.
Teacher
DS
Key the $ symbol in the first entry
to show currency.
Subject
Remaining
Budget
James Massey
Career Decisions
Carrie Shore
Business Technology
834.90
Mandy Johnson
Keyboarding
547.24
Source: EMS Faculty Handbook
SS or DS between
table entries (body).
Right align
number
entries.
$900.32
Left align the source note under the
table, which identifies the source of the
information in the table.
Parts of a Table
Main Title
Secondary
Title
TOP 10 BROADWAY GROSSES
Column
Headings
Body
Source
Week Ending September 12, 2003
Key the $ symbol in the
first entry to show
currency for the
number entries.
Production
Gross This Week
Gross Last Week
Annie Get Your Gun
$572,885
$671,363
Cabaret
466,670
515,787
Fosse
566,644
605,993
Les Miserables
375,318
436,915
Miss Saigon
395,522
434,641
Ragtime
420,902
539,159
The Lion King
880,717
875,772
Totals
$3,678,658
$4,079,630
Source: Online Productions Key the $ symbol with total entries to show currency.
Inserting Tables
• If the table is the only object on the page:
– Center the table vertically, leaving equal top and bottom margins.
– Center the table horizontally, leaving equal left and right margins.
– For best results use automatic vertical and horizontal centering features
in your word processing software (if available).
Equal left
and right
margins
Equal top and
bottom margins
Inserting Tables
If the table is inserted between text:

Double space above and below the table.
DS
DS









Table Notes to Remember
Center the main title in all capital letters and bold.
Double space after the main title.
Center secondary titles in initial caps, and bold.
Double space after the secondary title.
Center align and bold column headings.
Single or Double space is appropriate between entries.
Text entries may be aligned on the left or centered.
Numerical entries are usually right aligned.
The source note should be left aligned under the table.
4.05 Apply correct report format.
What is a Report?
Reports are used to present your research on
business and academic topics.
Example:
A business report might be used to present
information to assist in decision—making of
a business related problem.
An academic report would be used to
present information about the United
Kingdom for social studies class.
Types of Reports
Unbound Reports
• Short reports that are prepared
without binders or covers.
• If more than one page, held
together with a staple or paper
Left Bound Report
clip.
• Longer reports prepared with binders.
• Left margin is wider (1.5”) to
accommodate binding along the left
margin.
Top Bound Report
• Top margin is wider to
accommodate binding along the
top margin.
Unbound Report
Short reports that are prepared without binders or
covers. If more than one page, held together with a
staple or paper clip. Side margins are the same.
RM and LM are
the same (1 inch).
Left Bound Report
Longer reports prepared with binders. Left margin
is wider (1.5”) to accommodate binding along the left
margin.
1.5 inch LM
1 inch RM
Top Bound Report
Top margin is wider to accommodate binding along
the top margin.
TM is wider to
accommodate
binding.
Formatting an Unbound Business Report
Margins
Title
• Side margins are 1”.
• Top margin of the first page
on a business report is 2”.
Succeeding pages have a 1”
top margin.
• Bottom margin is 1”,
although that may vary as
page-break decisions are
made.
• Center the title of the report
in ALL CAPS for business
reports. Quadruple space
between the report title and
the body of the report.
• If the title has more than one
line, double space between
the main heading and the
sub heading,
WHALES
Multiple Line Title
(DS)
Their Habitat
(QS)
Left Align the body of the report.
Formatting an Unbound Business Report Cont…
Paragraphs
Font
• Standard size and style
font i.e. Times New
Roman—12point.
• Double space the body of
the report.
• Side Headings should be
keyed at the left margin,
underlined, and keyed in
initial caps.
Formatting an Unbound Business Report Cont…
Page numbers
• The 1st page is not numbered.
• All pages after the first have page numbers
.5” from the top of the page and right aligned.
Parts of an Unbound Business Report
Title
Report body
Side
heading
•2” Top Margin
•1” Left Margin
•1” Right Margin
•1” Bottom Margin
Unbound Business Report page 2
Side
heading
Page number
Insert the page
number ½ inch
from the top of the
page and right
aligned.
Title Pages
2”
•A title page is the first
page of a report.
•It gives:
TITLE
2” or 2 ½”
•the title of a report
•the name of the writer
•the name of the
school or class
•and the date
Your Name
(DS)
School Name/Class
2” or 2 ½”
Current Date
Format a Title Page:
•
•
•
•
•
•
Use single spacing
Center all lines of text horizontally
Center the page vertically
Set the top margin at 2 inches
Type the report title in all caps and centered
Press ENTER 12 or 15 times (2” or 2 ½“) and center
the author’s name
• Then double space and key the school or class name
• Press ENTER 12 or 15 times (2” or 2 ½”) and key the
current date
Bibliography
 List the sources of information you used in writing
a report
 Alphabetize sources by author’s last name
 Sources are single-spaced and formatted with a
hanging indent
 Leave a blank line between the sources
 If a page number is included, place it ½ inch from
top of the page
Bibliography
Top Margin 2
inches
Title
Left
Margin 1
inch
Right
Margin 1
inch
Alphabetical
listing of
sources
Bottom Margin 1 inch
Bibliography—Notes to Remember
• The bibliography is a listing of works you cited in the
the report.
• Center the title, BIBLIOGRAPHY, in all caps, and
leave a quadruple space between the title and the
first entry.
• The first line of each entry should be aligned with the
left margin. Continuation lines are indented 5
spaces from the left margin. (Hanging Indent)
• Separate the main parts of an entry with a period.
Bibliography—Notes to Remember Cont…
• Single space entries; double space between entries.
• Alphabetize the entries according to the last name of
the author.
• Underline or italicize book, magazine, and
newspaper titles and place quotation marks around
the titles of articles, poetry, or essays
• The bibliography page is at the end of the report.