OA-KDP (KEYBOARDING AND DOCUMENT PROCESSING)

College of Computer Studies

I. INTRODUCTION
This module introduces you to word processing.
This lets you familiarize with the interface and the
screen elements of MS Word. This also contains
the definition of business documents, its different
types and the guidelines that will help you in
Module 3 writing a business document.
INTRODUCTION TO II. OBJECTIVES
WORD PROCESSOR 1. Identify the definition of word processor
and word processing
AND 2. Classify the parts of MS Word and its
functions
BUSINESS DOCUMENTS 3. Distinguish the basic shortcut keys in MS
word.
4. Identify the ribbon and its uses
5. Identify the meaning and purpose of
business documents
6. Identify the different types of business
documents
7. Discuss the guidelines in writing a business
document

III. PRELIMINARY ACTIVITIES

Give five (5) different letters or documents you can create using MS Word.

1.

2.

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4.

5.

IV. LESSON PROPER

WEEK 3

INTRODUCTION TO WORD PROCESSING

WORD PROCESSING

The production, storage, and manipulation of text on a computer or word processor.

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 OA-KDP (KEYBOARDING AND DOCUMENT PROCESSING)
College of Computer Studies

WORD PROCESSOR

A software or a device that allows users to create, edit, and print documents. Of all computer
applications, word processing is the most common.

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MS Word Screen Elements

NAME DESCRIPTION

Microsoft Displays a menu with the commands to work with such a file such as New, Open, and
Office Button Print. The Recent Documents pane on the right lists recently opened documents. The
Word Options and Exit Word buttons are at the bottom of the menu.

Ribbon Displays tabs, such as Home and Page Layout, for quick access to popular Word
commands that are organized into groups.

Quick Access Displays frequently used commands, such as Save and Undo. You can add Word
Toolbar commands to customize it.
10
Title Bar Displays the name of the current document and the name of the application
program.

Group Displays groups of organize related commands.

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 OA-KDP (KEYBOARDING AND DOCUMENT PROCESSING)
College of Computer Studies

Dialog Box Displays a dialog box or task pane with more options related to that group.
Launcher

Ruler Horizontal and Vertical ruler used to set tabs.

View Ruler Displays the horizontal and Vertical ruler. This toggle buttons turns the ruler display
Button on and off.

Insertion Point Shows where text will be inserted next.

Mouse pointer Shows the position of the mouse. The context-sensitive pointer changes dynamically
with the task at hand.

Spelling and Displays proofreading and grammatical errors found in a document when text is
Grammar typed.
Check button

View Shortcut Display different document views, such as Print Layout and Full Screen Reading.
Buttons

Zoom buttons Applies different zoom settings.

Zoom Slider Displays a faraway or close-up view when you drag the slider arrow or click the minus
or plus signs.

Vertical Scroll Displays one screen of the document at a time as you click on it.
Bar

Vertical Scroll Displays different parts of a document as you drag it up or down.

Box

Status Bar Displays information about a document, such as the current page and number of
words in the document.

The Ribbon

The Ribbon includes the Home, Insert, Page Layout, References, Mailings, Review, and View tabs.

Screen Tip

Helpful information that displays the function of a command. Small windows will appear that
display descriptive text when you rest the pointer on a command or control.

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 OA-KDP (KEYBOARDING AND DOCUMENT PROCESSING)
College of Computer Studies

Key Tips

Keyboard shortcuts that are available for every button on the Ribbon as an alternative to a mouse
click.

Shortcut Keys

Open a File - Ctrl + O

Close a File - Ctrl + W to ensure that you close the document but leave Word open.

Save a File - Ctrl + S

New File - Ctrl + N to create a new blank document.

Switch Window - Ctrl + F6 to toggle through available windows.

Undo - Ctrl + Z

Redo - Ctrl + Y

Print Preview - Ctrl + F2

Help - F1

Spelling and Grammar Check - F7

Show/Hide Formatting - Ctrl + Shift + 8 to display the nonprinting key, such as Tab or Enter.
Shift + F1 to display formatting marks and open the Reveal Formatting pane.

Spelling and Grammar Check

Word’s spelling and grammar tool checks your document for spelling, grammar and typographical
errors.

To correct a spelling error immediately:

Right-click the word marked with the red (or blue), wavy line to display suggested spellings or
corrections; then click the desired choice, such as Ignore, Ignore All, or Add to Dictionary.

To correct a grammar error immediately:

Right-click the word marked with a green, wavy line; click grammar, and click the desired choice,
such as ignore, Once or click Cancel if the choices don’t apply.

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 OA-KDP (KEYBOARDING AND DOCUMENT PROCESSING)
College of Computer Studies

WEEK 4

DOCUMENTS

In general, a document (noun) is a record or the capturing of some event or thing so that the
information will not be lost. Usually, a document is written, but a document can also be made with
pictures and sound, and adheres to some convention based on similar or previous documents or specified
requirements. It is also can be put into an electronic form and stored in a computer as one or more files.

BUSINESS DOCUMENTS

A company uses documents to communicate, transact business and analyze its productivity. Business
documents range from brief email messages to complex legal agreements. Some documents are prepared
by employees and business owners, while others are drafted by professionals from outside of the
company, such as accountants and lawyers. Since documents provide proof of an organization’s dealings
and may be referred to for years to come, it is important that they be well written.

1. Business Reports
Business reports convey information in a format that is more formal and usually longer than a
letter. Reports cover a variety of topics, such as safety compliance, sales figures, financial data, feasibility
studies and marketing plans. They may include statistics, charts, graphs, images, case studies and survey
results. Some reports are published for the benefit of investors.

Financial data - consists of pieces or sets of information related to the financial health of a business.

Sales figures – is the overall sum of expenditures made by consumers of a product or set of products
within some time frame and/or economic region.

Feasibility study - is a type of analysis used in measuring the ability and likelihood to successfully complete
a project including all relevant factors.

Marketing Plan – is the written document that describes the advertising and marketing efforts for the
coming year; it includes a statement of the marketing situation, a discussion of target markets and
company positioning and a description of the marketing mix you intend to use to reach your marketing
goals.

2. Transactional Documents
A company uses documents to transact business with its clients.

(a) Type of Business Transactions

Sales, Purchase, Order, Inquiry, Payment

(b) Types of Business Documentation

Quotation, Sales and purchase orders, Delivery note, Invoice, Credit note, Debit note,
Statement, Remittance advice, Receipt, Internal cheque requisition, Petty cash

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 OA-KDP (KEYBOARDING AND DOCUMENT PROCESSING)
College of Computer Studies

Example: Insurance Company

Agent: Insurance Application or Policy
Client: Loan Application and Mortgage documents
Company: Agreements and Contracts

3. Financial Documents
A business uses financial documents to stay within its budget, prepare budget proposals and file tax
returns. These documents include receipt records, payroll reports, paid bills, bank statements, income
statements, balance sheets and tax reporting forms. A business owner uses these documents to
determine the financial success of the company and to identify areas that are unproductive. A department
head might use financial documents to prepare a budget proposal.
Quotation
A document sent to a potential customer offering to sell goods or services at a certain price, under
specified conditions. A quotation is used to let a potential customer know the cost of goods or services
before they decide to purchase them. When a seller sends a quotation, it commits them to a certain price.
Sales Order
The Sales Order is a confirmation document sent to the customers before delivering the goods or
services. Sales Order (SO) can be created once the quote is accepted by your prospective customer
(potential) and the Purchase Order (PO) is sent by the customer for further processing.

Purpose of Business Documents

INFORMATIVE DOCUMENTS
Informative documents include financial statements, newsletters, research reports, summaries,
thank-you notes and account adjustments.
Transmittals are another form of informative message that explains what’s being sent. Faxes and
emails with attachments often come with letters of transmission.
NEGATIVE DOCUMENTS
Types of negative documents include rejections, disciplinary notices, negative performance
appraisals, layoffs and firings.
To build or repair goodwill, writers of negative documents may attempt to recast the information
as positive or persuasive.

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 OA-KDP (KEYBOARDING AND DOCUMENT PROCESSING)
College of Computer Studies

PERSUASIVE DOCUMENTS
Persuasive documents attempt to convince the audience to subscribe to the writers’ point of view.
Advertisements, resumes, performance appraisals and fund-raising appeals are all types of persuasive
documents.
Persuasive document writers may address audience objections by appealing to emotions and
offering reasons to take immediate action.
BUILDING GOODWILL
Goodwill lets the audience know that the document sender is thoughtful and friendly. This
consideration makes the audience more likely to understand and act on the document message.
Document writers demonstrate goodwill by arranging information to fit the audience’s needs,
emphasizing positive information, displaying politeness and structuring the document according to
business and industry standards

V. PRACTICE EXERCISES
Enumerate the guidelines in writing a business document.

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VI. ADDITIONAL RESOURCES

 https://www.typingtest.com/

VII. ASSESSMENT
(To be given in a separate worksheet)
VIII. REFERENCES
 https://www.typing-lessons.org/lesson_1.html

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