NOTE 7

PARAGRAPH STYLES

(Pages 82 86 in Text)

BLOCKED STYLE No indentation and a clear line space between paragraphs (i.e.
Press the Enter key twice at the end of a paragraph).

Example:
The first function of the office is to collect information from inside and outside sources
management, departments, employees, supplier, customers, other persons and
organizations e.g. reports, statistics, estimates, quotations, enquiries, correspondence,
applications, telephone and fax messages and e-mail.

The second function of the office is to process information so that related data is used by
managers and supervisors in decision-making, e.g. updating charts, making entries in
diaries, filling out forms, typing reports and using computers.

The third function of the office is to preserve information so that paper documents can be
kept clean and safe and electronic documents can also be kept safe for future reference
and be retrieved quickly when required, e.g. indexing and filing papers, films, tapes,
diskettes, reports, minutes and correspondence.

INDENTED STYLE Use the tab button to indent the first line only. No line spaces
between paragraphs unless told to do so.

Example:
The fourth function of the office is to release information to authorized personnel
from inside and outside sources, e.g. mailroom clerks distributes the mail, filing
department loans files to other departments, office staff gives information to the public,
suppliers, employees and customers.
The fifth function of the office is to deal with financial matters, stock, and control
methods, e.g. keeping books of accounts, records, payroll and wages register, collecting
debts, ordering equipment, furniture, materials and employees.
The sixth function of the office is to organize and efficient staff, e.g. recruiting,
training and placing staff; allocating workload according to post, negotiating with trade
union and dealing with employees problems.
The seventh function of the office is to fulfill organizational and legal obligations,
e.g. carrying out policies and decisions and observing statutory laws.

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NOTE 7

HANGING (INVERTED) STYLE Click at the beginning of the paragraph, Go to

Format and then Paragraph. In the Indentation Section, Click on the down arrow next
to Special and select Hanging. In the By Section, select the value or graduation mark (in
inches) you would like the paragraph to be indented by.

Example:
The first function of the office is to collect information from inside and outside sources
management, departments, employees, supplier, customers, other persons and
organizations e.g. reports, statistics, estimates, quotations, enquiries,
correspondence, applications, telephone and fax messages and e-mail.

The second function of the office is to process information so that related data is used by
managers and supervisors in decision-making, e.g. updating charts, making entries in
diaries, filling out forms, typing reports and using computers.

The third function of the office is to preserve information so that paper documents can be
kept clean and safe and electronic documents can also be kept safe for future
reference and be retrieved quickly when required, e.g. indexing and filing papers,
films, tapes, diskettes, reports, minutes and correspondence.

RDK 2008 -2-