Keyboarding and Basic Word Processing Complete Study Guide
Posture and Techniques
Sit up straight
Feet flat on the floor
Body centered in front of the computer
Elbows naturally by side
Fingers curved
Wrists low, but not touching the keyboard
Quick, snappy strokes
Quick, down-and-in motion of the thumb
Eyes should be on the copy.
Copy should be just to the right of the keyboard.
Right little finger used for the enter key; other fingers remain on the home row
Use the appropriate little finger for the shift keys
Technique - The form and keying style that a typist uses while operating the keyboard
Touch-method - To key by touch rather than by the hunt-and-peck method
In Touch Method of Keyboarding - keep your eyes on the copy.
Posture - The way the typist sits; the way the typist’s arms, wrists, fingers, legs and feet are placed
Work area - Arrangement of the keyboard, copy, mouse, and other materials on the desk
Alphabetic keys - Letter keys on the keyboard
Enter/return - Letter keys on the keyboard
Space bar – Used to insert spaces between characters.
QWERTY keyboard - The most commonly used keyboard arrangement.
Keyboarding speed is measured in words per minute.
GWAM (Gross Words A Minute) is thenumber of keystrokes a typist can make in atimed period.
A standard keyboarding word isfive characters or any combination of fivecharacters or spaces.
To determine GWAM:Divide the total number of words keyed by the number of minutes thatyou were timed.
A standard word contains five strokes; keying 60 strokes in one minute equals 12 gwam.
The home row keys are: asdfjkl;
The left pinky is A
The left ring finger is S
The left middle finger is D
The left index finger is F
The right index finger is J
The right middle finger is K
The right ring finger is L
The right pinky is ;
Emoticons are aform of communication on the Internet used in e-mail, chats, and other forms of
communication using computers to show emotion, like happy or sad.
To leave one blank line, strike the Return/Enter keytwo times.
To key one uppercase (capital) letter, use theshift key. To key many capital letters use the caps lock key.
A double enter` containsone blank line.
Spacing Around Symbols
. (period)—space once after when used with abbreviations orinitials, space twice after at the end of a sentence
, (comma)—space once after
; (semi-colon)—space once after
: (colon)—space twice after except when stating time
? (question mark)—space twice after at the end of a sentence
* (asterisk)—no space between word and symbol (used for footnote references)
! (exclamation point)—space twice after at the end of a sentence
@ (at)—one space before and after except in an email address
# (number/pound symbol)—no space between figure and symbol
$ (dollar sign)—no space after
“ ” (quotation)—no space after beginning, one space after ending
- (hyphen)—no space before or after
— (dash)—no space before or after (create this symbol by typing 2 hyphens)
/ (slash or diagonal)—no space before or after
+ (plus)—one space before and after
(greater than)—no space before or after
(less than)—no space before or after
( (left parenthesis)—no space after
) (right parenthesis)—no space before, one space after
= (equals)—space before and after
’ (apostrophe)—no space before or after (shows possession)
& (ampersand)—space once before and after (means “and”)
% (percent)—no space before (used in reporting statistical data)
Numeric Keypad - Keys at the right side of the keyboard used to enter numeric copy and perform calculations.
When the NUM LOCK key is activated,the green light above the keypad comes on and activates numeric
keypad.
The numeric keypad homerow keys (4,5,6) are struck by the right hand
The “4” key is struck by the right index finger. (this finger also keys 1 & 7)
The “5” key is struck by the right middle finger. (this finger also keys 2, 8, and /)
The “6” key is struck by the 4.right ring finger. (this finger also keys 3, 9, and *)
The “0” key is struck by the right thumb finger.
The right pinky finger keys enter + and -.
Hardware - Definition: the physical (tangible) equipmentof the computer system (Ex. Computer Case, Monitor,
Keyboard, mouse, Disk Drive, Speakers)
Software - the programs of thecomputer system; the instructionsthat tell the hardware what to do
Two types of software are application and system.
System Software - controls theoperation of the computer system. Ex: Windows, MAC, Linux
System software is also known as the operating system.
System software sets the rules for howthe hardware and softwarework together, Boots up the computer,
formats disks, andcreates folders, saves and retrieves files, moves and copies files
Virus Protection Software A - program that protects a computer from computer viruses.
Application Software – Software designed to meet the user’s needs; performs a specific task
Examples of application software are MSWord, MS Excel, MSAccess, MicroType Pro, MS PowerPoint
Database Software – organizes information, like in a filingcabinet (ex. address book, card catalog), record data
as text or numbers, find, search, and print info in different ways
Spreadsheet Software – organizes information and performs calculations (ex. gradebook, budget). Has numbered rows and lettered columns. Intersection of a row and column is a cell.
Word ProcessingSoftware – creates, edits, & prints textdocuments (ex. Letters, Memos, Reports, flyers)
Alignment - The way multiple lines of text line up along the left, right, or both margins.
Bullets and Numbering - A word processing feature used to arrange items in a list with each item beginning with a bullet or number.
Center Align - The alignment of text between both margins, leaving a jagged left and right margin
Clipboard - The temporary storage location for text or graphics that have been cut or copied
Copy - word processing feature that allows text or graphics to be copied to another location within a document
Cursor - The on-screen blinking character that shows where the next character will appear
Cut - The word processing feature that removes text or graphics from the current location in a document
Double Space - When 1 blank line is left between lines of text; striking the Enter key 2 times
Editing - The process of updating a document to make changes, correct errors, and make it visually appealing
Font - A specific design for a collection of letters, numbers, and symbols
Footer - Allows you to type information below the bottom margin of each page of a document
Formatting - The way text appears, for example: bold, underline, all caps, with color
Function Keys - Allow you to quickly access frequently used functions
Grammar Check - The word processing feature that checks selected words in a document for grammatical errors
Header - Allows you to type information above the top margin of each page of a document
Horizontal Centering - When text is centered between the left and right margins, commonly used when creating invitations, announcements, and title pages
Justified - The alignment of text along the left and right margin, leaving no jagged edges
Landscape - The page orientation in which the width of the page is greater than the height
Left Align - The alignment of text along the left margin, leaving a jagged right margin
Line Spacing - The spacing between lines of text within a document
Margins - The blank space at the top, bottom, left, and right of a document where you cannot type
Menu Bar - Provides you with a menu of options to use when creating a document
Operational Keys - Allow you to operate the computer without a mouse
Orientation - The direction in which you can print on a page (portrait or landscape)
Paste - word processing feature that places cut or copied text/graphics in a new location within a document
Portrait - The page orientation in which the height of the page is greater than the width
Quadruple Space - When 3 blank lines are left between lines of text; striking the Enter key 4 times
Right Align - The alignment of text along the right margin, leaving a jagged left margin
Scroll Bars - Allow you to scroll throughout a document that is too long to fit on one screen
Single Space - When no blank lines are left between lines of text; striking the Enter key 1 time
Spell Check - word processing feature that checks for incorrectly spelled words using an electronic dictionary
Thesaurus - word processing feature allowing you to find words with similar meanings (synonyms) for a word
- Displays the filename of a document
Tool Bars - Provide you with buttons that allow you to access frequently used commands
Triple Space - When 2 blank lines are left between lines of text; striking the Enter key 3 times
Vertical Centering - When text is centered between the top and bottom margin, commonly used when creating invitations, announcements, and title pages
Word Processing - Application software used to create text documents such as letters, memos, and reports
Word Wrap - automatic wrapping of text from the end of one line to the beginning of the next line without having to press the Enter key
Memorandum (Memo) - A memorandum is a short message from one person to another in the same business or organization (interoffice).Memorandums are usually referred to as memos.Memos have no salutation line and no signature area at the end.
Memo Margins: top margin - 2inches, all other margins 1 inch
Memo fonts - use a standard font style and font size i.e. Times New Roman/Arial and 12 point font.
Memo line spacing - Single Space within paragraphs and double space between paragraphs.
Memo use block style format - All parts of the memo begin at left margin, including paragraphs.
The formal memorandum uses a special heading (to, from, date, subject), sometimes preprinted on stationery. Headings are keyed in ALL CAPS, bold, followed by a colon, and double spaced as follows:
Always use the tab key to align information following the memo heading entries
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.
Personal—Business Letter - a letter that is sent from an individual to a person or business/organization.
Business Letter - letter 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.
Business letter parts:
- Return Address-the address of the person writing the letter. Letterhead if the letter is from a business.
- Dateline-Complete and current date. Quadruple space after the dateline.
- Letter Address/Inside Address-the address of the person receiving the letter. Double space after the inside address.
- Salutation-the greeting of the letter. Example: Dear Sir or Madam: . Double space after the salutation
- Body-the message of the letter (the paragraphs). The body is always single spaced. Double space between paragraphs. Double space after the body.
- Complimentary Close-the ending of the letter. Ex: Sincerely yours, . Always quadruple space after complimentary close to leave room to write your name.
- Keyed Name-the authors typed name.
- Handwritten Signature-the author signs the letter after it has been printed.
- Typist Initials-initials of the typist. Typist initials are keyed double space after the author’s typed name.
- Enclosure notation- when additional items are included in the envelope with the letter
- Attachment notation- when additional items are clipped, stapled, etc… to the letter.
- Copy notation- when a copy of the letter is sent to someone in addition to the addressee/letter address.
Business letter margins - Top margin of the first page on a letter is 2”. Succeeding pages have a 1” top margin.
Side margins and Bottom margins are 1”.
Block Style- method of formatting a letter where all parts of the letter are keyed at the left margin.
Punctuation Styles for letters: open punctuation and mixed punctuation
Open Punctuation - no 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.
Tips for writing a personal business letter:
Be brief and to the point.
Explain the purpose of your letter in the first paragraph.
Provide reasoning and details of the situation in the second paragraph.
State the outcome that you will wish to result from sending the letter.
Make sure your letter is readable and easy to understand.
Proofread and spell check carefully.
Make sure the letter is neat in appearance.
Tables - A grid of rows (horizontal) & columns (vertical) used to display and organize information.
-The main title should be centered, all caps, and bold. after the main title double space
-Double or single space between entries.
-Double space after secondary titles.
-The source is left aligned at the bottom & identifies the source of the info in the table.
-Column headings should be center aligned, bold, and in initial caps..
-The horizontal arrangement of information in a table is a row.
-secondary titles are keyed in initial caps, centered, and bold. Ds after secondary title
-Text entries should be centered or left aligned. Numerical entries should be right aligned.
-If the table is in the middle of a paragraph, double space above and below the table.
-If a table were the only object on the page, center the document vertically
-Cells are the boxes that are formed as the row and column intersect.
-Gridlines are the vertical and horizontal lines in the table.
Sources are alphabetized by author’s last name, sources are single-spaced, double space between entries, and formatted with a hanging indent style where everything is indented except for the first line.