Word Processing - IT Solutions for Administrators

dalryschool's version from 2015-12-08 15:58

National 4 and 5 Administration and IT


On this page you will learn about Word Processing. Good luck!

Uses of Word Processing


Question Answer
Key in letters to job applicantsHuman Resources Department
Key in price lists and quotationsSales Department
Key in letters of enquiryPurchases Department
Key in letters about wages and pensionsFinance Department

Formal Business Documents Prepared Using Word Processing


Question Answer
Business Lettersent out to customers, suppliers or staff with information about sales, purchases or jobs.
Itinerarygiven to staff going on business trips with details of travel, accommodation and meeting times
Agendagiven to people at meeting with list of topics to be discussed
Minutessent out after meeting with details of what was discussed and decided at meeting
Curriculum Vitaesent by people when applying for a job giving details of their employment history
Reportresearched topic containing heading, introduction, findings and summary
Certificateacknowledgement of success in specific achievements, training or attendance.

Word Processing Terms


Question Answer
Proofreadingchecking and correcting work to cut out mistakes and have error-free documents
Using house stylesfollowing standard company layouts to ensure uniformity in typing business documents
Carrying out manuscript correctionsmaking changes when typing documents according to signs shown in the margin
Formatting worksetting chosen fonts, sizes, spacing, enhancements as instructed

Manuscript Correction Signs


Question Answer
Lcuse lower case (small letter)
Ucuse upper case (capital letter)
Capsuse capital letters
NPtake a new paragraph
Run Ondon’t take a new paragraph
Trstranspose (change order) of words
Stetlet it stand (type word with broken line below it)
Deldelete (take out) word/s
^insert (put in) word/s
Close Updo not leave space
Emboldenshow word/s in bold
Italiciseshow word/s in italics
U/lunderline word/s

Formatting Features of Word Processing


Question Answer
Fonttype size chosen (eg comic sans, arial etc)
Sizehow big/small font is (eg 12, 20 etc)
Marginsspace set at edges of paper (eg 2.5 cm, 3.8 cm etc)
Line Spacingspace between lines of text (eg 1, 2 etc)

More Formatting Features of Word Processing


Question Answer
Bolddarkness of text
Italicsslanting of text
Underlineline under text
Left Aligntext starting at left edge of line
Right Aligntext finishing at right edge of line
Centretext shown in middle of line
Justifytext of paragraph even at right hand side

Even More Formatting Features of Word Processing


Question Answer
Graphicpicture added from file, clip art or internet
Bulletsdots or squares to highlight listed points
Numberingfigures or letters to order listed points
Headerinformation shown at top of page (eg report heading)
Footerinformation shown at bottom of page (eg page numbers)
Borderslines or graphics inserted around text
Shadingcolouring, dots, lines inserted within borders

Final Formatting Features of Word Processing


Question Answer
Copy textmake identical version of text to put elsewhere (Ctrl + C)
Cut textdelete text permanently from document (Ctrl + X)
Paste textput text in a different place (Ctrl + P)
Find textsearch document to find specific word/s (Ctrl + F)
Replace textchange word/s with different one/s (Ctrl + H)
Spellcheck/Grammar textcheck and correct spelling/grammar errors (F7)
Word count textfind the number of characters/words (bottom of screen)
Save textkeep document for future reference (Ctrl + S)
Print textmake hard copy of document using printer (Ctrl + P)

Terms Used in Word Processing Tables


Question Answer
Cellbox in a table
Rowcells going across a table
Columncells going down a table
Widthlength of cell across the way in a table
Heightdepth of cell down the way in a table
Borderthe line/s round particular cells or table
Shadingthe colouring in of cells or table

Functions Used in Word Processing Tables


Question Answer
Sort dataorganise information into specific order (ascending or descending)
Merge cellsdisplay information over several rows or columns
Split cellsdisplay information into divided rows or columns
Rotate cellsdisplay information in cells across, down or diagonally in cells
Add formulaeperform calculations such as adding (sum) or average (average) figures