Apply Formatting Skills in Document Processing

COURSE: Keyboarding UNIT: B Word Processing COMPETENCY: 04.00 Apply formatting skills in document processing. OBJECTIVE: 04.04 Apply correct table format.

ACTIVITIES RESOURCES

Use the PowerPoint presentation, to discuss formatting 04.04 PPT Slide Show rules for tables. This can be shown electronically with a data projector, or you may choose to print each slide on a transparency. It is recommended that you give the students a copy of the PowerPoint as a handout for their notes.

Distribute 04.04 PPT ACT. Students will use this activity 04.04 PPT ACT PowerPoint to review or introduce the PowerPoint slide show Activity (04.04PPT). This assignment will also allow students to review the formatting rules and guidelines for tables.

Provide students with a copy of the vocabulary and 04.04 VOC Vocabulary discuss the terms.

Distribute 04.04 ACT1 entitled “Formatting Tables”. 04.04 ACT1 Model Activity Using a LCD projector or transparency, guide students Table through the process of formatting and spacing the table. Monitor students closely to ensure accuracy. Students will create the table as the teacher demonstrates using the LCD projector.

The main title and secondary title may be keyed inside a Teacher Tip row in the table or above the table. If students are instructed to include the main title and secondary title inside the table, the teacher should demonstrate how to merge cells and define cell borders. The source note may be keyed directly under the table Teacher Tip or inside the table in the last row. If students are instructed to include the source in the table, the teacher should demonstrate how to merge cells and define cell borders.

After students print their table, instruct students to use a Teacher Tip pencil/pen to label the parts, spacing, and margins of the table on the hardcopy to reinforce guidelines.

6511 Keyboarding UNIT B 04.04 Page 1 ACTIVITIES RESOURCES

Review formatting and spacing rules for tables. 04.04 ACT2 Distribute 04.04 ACT2 entitled “Label the Table”. Activity Students will label and key the table. Have students staple the handout to their printout for assessment.

Distribute 04.04 ACT3 entitled “Input, Output, or 04.04 ACT3 Storage”. Students will review hardware devices as they Activity format and key this table. Remind students to use appropriate table formatting and spacing guidelines. Answers will vary.

Distribute 04.04 ACT4 entitled “Inserting a 04.04 ACT4 Table within a Document”. As students key this Activity assignment, they will review formatting rules and guidelines for tables.

Distribute 04.04 ACT5 entitled “Special Letter Parts”. As 04.04 ACT5 students key this assignment, they will review formatting Activity rules for special letter parts including: typist initials, attachment/enclosure notation, and copy notation.

Distribute 04.04 Quiz to assess students’ knowledge of 04.04 Quiz Table formatting tables. Quiz

Keyboarding with Computer Applications, (G)—Unit 4 Glencoe: “Word Processing”, Lesson 65 “Tables: Creating”, Keyboarding with Textbook Lesson 66 “Tables: Column Size and Position”, Lesson Computer Resource 67 “Tables: Column Headings”, Lesson 68 “Tables: Applications Number Columns”, Lesson 69 “Tables: Reinforcement”, Lesson 70 “Tables: Titles, Subtitles, and Braced Column Headings”, Lesson 71 “Tables: Review”

Textook Century 21 Computer Keyboarding, (SW)—Unit 10 South Western: Resource “Learn to Format Tables”, Lesson 31 “Format Two- Century 21 Computer Column Tables”, Lesson 32 “Format Two-Column Keyboarding

6511 Keyboarding UNIT B 04.04 Page 2 ACTIVITIES RESOURCES

Tables with Main, Secondary, and Column Headings”, Lesson 33 “Format Three-Column Tables”, Lesson 34 “Format Four-Column Tables”

www.portical.org/creating_tables.doc Creating tables in MS Word

http://www.dur.ac.uk/its/info/ Creating tables using guides/115Tables2000.pdf tabs in MS Word

Creating tables with http://ali.apple.com/als/2ndlang/ AppleWorks steps/aw6tables.pdf

Websites http://www.buddyproject.org/ Creating tables in MS resources/family/word/tables.asp Word Tutorial

http://www.rochester.edu/its/ Creating tables in MS edtech/documentation/General Word-Handout Computing/Word/Tables2000_2001.PDF

Introduction to tables http://www.gre.ac.uk/itcourses/ in MS Word- downloads/manuals_pdf/officeXP/ Guidelines Word_XP_Tables.pdf

6511 Keyboarding UNIT B 04.04 Page 3 Slide 1 ______Tables ______Keyboarding Objective—4.04 Apply correct table format. ______

______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 Cell ______

Rows ______

Gridlines

______Formatting a Table Center the main EAST MIDDLE SCHOOL title in all capital ______Center the DS letters and bold. secondary title in initial caps Career and Technical Education Right align and bold. Left align or center DS Key the $ symbol in the first number ______text entries. entry to show currency. entries. Center and bold Teacher Subject Remaining column Budget headings. ______James Massey Career Decisions $900.32 Carrie Shore Business Technology 834.90 ______Mandy Johnson Keyboarding 547.24

Left align the source note under Source: EMS Faculty Handbook the table, which identifies the ______SS or DS source of the information in the between table table. entries (body).

6511 Keyboarding UNIT B 04.04 Page 4 Slide 5 ______Main Parts of a Table Secondary Title Title TOP 10 BROADWAY GROSSES ______

Key the $ symbol in Column Week Ending September 12, 2003 the first entry to show currency for Headings the number entries. ______Production Gross This Week Gross Last Week BodyAnnie 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 ______Source 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 inin your word processing software (if available).available). ______Equal top and Equal left bottom margins and right margins ______

______Inserting Tables If thethe table isis insertedinserted between text: ______

 Double space above and below the table. ______

DS ______

______Table Notes to Remember  Center the main title inin all capital letters and bold. ______ Double space after the main title.  Center secondary titles inin initialinitial caps and bold.bold.  Double space after the secondary title. ______ Center align and bold column headings in initialinitial caps.  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 entries/body. ______

6511 Keyboarding UNIT B 04.04 Page 5 04.04 PPT ACT Apply Correct Table Format PowerPoint Assignment Directions Use the PowerPoint presentation on table formatting to find the answers to the following questions.

Create a word processing document to respond to the assignment questions.  Key your heading in the header  Type each question in bold and unbold your answers  DS between questions. Assignment Questions 1. What is a table?

2. What type of line spacing should be used after the main title?

3. What type of line spacing should be used between entries?

4. What type of line spacing should be used after the secondary title?

5. What is the source?

6. How should column headings be aligned in a table?

7. How should the main titled be keyed in a table (list 3 rules)?

8. What is the horizontal arrangement of information in a table?

9. What is the vertical arrangement of information in a table?

10. Create a bulleted list of the key pieces of information found in a table.

11. How should secondary titles be keyed in a table (list 3 rules)?

12. How should text entries be aligned in a table?

13. How should numerical entries be aligned in a table?

14. If the table were positioned in the middle of a paragraph, what would be the line spacing above and below the table?

15. If a table were the only object on the page, what would be the vertical alignment of the document?

16. Where should the source be positioned when keying a table?

6511 Keyboarding UNIT B 04.04 Page 6 04.04 VOC 4.04 Objective Vocabulary Apply correct table format.

Term Definition

Body/Entry Information keyed into a table/cell. Cell The intersection of a row and a column. Center align Information/text arranged in the middle of a cell or page. Column headings Headings that are centered directly above each column in a table. Column headings are keyed in initial caps, bold, and centered. Columns The vertical arrangement of information in a table. Gridlines The vertical and horizontal lines in a table. Left align Information lined up on the left side of a cell or page. Main title The main heading for the table, which is keyed in the center, bold, and all capital letters. Numerical entry Information entered into a cell that contains only numbers. Right align Information lined up on the right side of a cell or page. Rows The horizontal arrangement of information in a table. Secondary title The secondary level heading keyed a double space below the main title. Secondary headings are keyed in initial caps, bold, and centered. Source Note of reference that is left aligned under the last row or in the last row of a table, identifying the source of the information shown in the table. Table A grid of rows and columns used to display and organize information. Text entry Information entered into a cell that contains alphanumeric information.

6511 Keyboarding UNIT B 04.04 Page 7 04.04 ACT1 FORMATTING TABLES

Directions: Key the table below following the rules listed.

 Center the main title in all capital letters, bold, and followed by a double space.  Center the secondary title in initial caps, bold, and followed by a double space.  Center and bold column headings in initial caps.  Left align all text entries.  Right align all numerical entries.  Single or double space between rows entries (body).  Left align the source note under the table.  Center the table vertically and horizontally using the automatic feature of word processing software.  Save and print the document. Main Title AVERY MIDDLE SCHOOL (DS) Column Athletics Department Secondary Title Headings (DS) Sport Coach Number on Team Basketball Ray Smith 32 Body Football Jacob Johnson 48 Hockey Mac Hall 28 Cheerleading Velvet Jones 25 Volleyball Janice Newkirk 24 Source: AMS Student Handbook Source Note

6511 Keyboarding UNIT B 04.04 Page 8 04.04 ACT2

Name______Date______Class Period______LABEL THE TABLE

Directions:  Label the parts of the table using the word bank.  Key the table using word processing software with appropriate format and spacing rules.  Answer questions 1 through 10.

Main Title Column Headings Body Secondary Title Source

MADISON MIDDLE SCHOOL 1.

Class Schedule 2.

3. Course Teacher Time Science Mr. Sawyer 8:14 a.m. Math Mrs. Jones 9:25 a.m. 4. Social Studies Mr. Johnson 10:35 a.m. Language Arts Mrs. Smith 12:15 p.m. Computer Keyboarding Mrs. Austin 1:30 p.m. Art Mrs. King 2:30 p.m. Source: MMS Data Management System

6. What is the line spacing below the main title?

7. What is the line spacing below the secondary title?

8. What is the alignment of column headings?

9. What is the line spacing in the body of the table?

10. What is the purpose of the source?

INPUT, OUTPUT, OR STORAGE

Directions:  Create a table using the diagram below.  Identify and key at least five hardware devices that meet the criteria under the column headings.  Use appropriate formatting and spacing rules.  Center the table vertically and horizontally on the page.

HARDWARE

Physical Parts of the Computer System

Input Output Storage

Source: (Key your name)

Check your table before your print.

 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

INSERTING A TABLE WITHIN A DOCUMENT

Directions: The document below is not formatted correctly. It contains a table inserted between two paragraphs. Key the document using word processing software, following the bulleted guidelines:  Left align your name, date, and class period  Insert the table below the second paragraph. in the header.  Center the table horizontally.  Set the top margin at 2”. Set the left, right,  Double space above and below the table and bottom margins at 1”.  Apply correct table formatting rules.  Center the title in all capital letters.  Double space each paragraph.  Quadruple space after the title.

WHAT IS A TABLE? A table is a grid of rows and columns used to display and organize information. Tables are created by defining the number of rows and columns needed to enter information. Rows represent the horizontal arrangement of information and columns represent the vertical arrangement of information. A cell is created at the intersection of the row and column. Gridlines are the vertical and horizontal lines in a table. The table below identifies five major parts of a table and their formatting rules. WHAT IS A TABLE

Formatting Rules

Parts of a Table Formatting Rules Main Title All caps, centered, bold, and followed by a DS Secondary Title Initial caps, centered, bold, and followed by a DS Column Headings Initial caps, centered, and bold Body/Entries SS or DS between rows in a table, left align or center text, right align numbers Source Left align the source under the table The table should be centered vertically and horizontally if the table is the only object on the page. As in this document, if the table is inserted between text, the table should be positioned a double space below and a double space above text.

6511 Keyboarding UNIT B 04.04 Page 11 4.04 ACT 5

Special Letter Parts Typist Initials, Enclosure Notation, Attachment Notation, Copy Notation

DIRECTIONS

1. Create the table below entitled “SPECIAL LETTER PARTS” with appropriate formatting and spacing rules using word processing software. 2. Complete the placement column by identifying where each special letter part is located in the letter. Include the spacing rules before and after each part. 3. Complete use column by explaining the use/purpose of each letter part. 4. Add a source note with your name as the source.

SPECIAL LETTER PARTS

Formatting Rules

Letter Part Placement Use

Typist Initials

Enclosure Notation

Attachment Notation

Copy Notation Source: (Student Name)

6511 Keyboarding UNIT B 04.04 Page 12 04.04 Quiz

Name______Date______Class Period______TABLE QUIZ

Directions: Circle the answer for each question.

1. What type of spacing should be used after the main title? a. Single b. Double c. Triple d. Quadruple

2. What type of line spacing should be used between data entry rows? a. Single or Double b. Double or Quadruple c. Single or Quadruple d. Triple or Double

3. What type of spacing should be used below the secondary title in a table? a. Single b. Double c. Triple d. Quadruple

4. How should the column headings be aligned in the table? a. Center b. Left c. Right d. Top Left

5. How should the main titled be keyed in a table? a. All capital letters, bold, and centered b. Initial capital letters, bold, and centered c. All lower case letters, bold, and left aligned d. Initial capital letters, underlined, and right aligned

6. What is the horizontal arrangement information in a table? a. Columns b. Rows c. Cells d. Source note

7. What is the vertical arrangement of information in a table? a. Columns b. Rows c. Cells d. Source note

6511 Keyboarding UNIT B 04.04 Page 13 8. What is the heading that is keyed below the main title in bold print, centered, and initial cap? a. Main title b. Secondary title c. Column headings d. Body

9. What are headings that are bold, centered in initial cap, and keyed directly above each column? a. Main title b. Secondary title c. Column headings d. Body

10. What are the vertical and horizontal lines? a. Source notes b. Gridlines c. Columns d. Entries

11. If a table were positioned in the middle of a paragraph, what would be the line spacing above and below the table? a. Single b. Double c. Triple d. Quadruple

12. If a table were the only object on the page, what would be the vertical alignment of the document? a. Centered with equal top and bottom margins b. Positioned 1 inch from the top of the page c. Positioned 1 and ½ inches from the top of the page d. Positioned 3 inches from the top of the page

13. Where should the source be positioned? a. Last row and centered b. Last row and right aligned c. Last row and left aligned d. First row and left aligned

14. What is the purpose of the source note? a. Identify the source of table information b. Identify the author of the document containing the table c. Provide additional comments by the author d. Provide a location for the typist to sign

15. Where should the dollar symbol be positioned in a column? a. First entry of the column b. All entries in a column c. Every other entry in column three d. Only the last entry in a column

6511 Keyboarding UNIT B 04.04 Page 14