Outcome 2

1
Welcome to Using a Keyboard
Click on any box below to get started
Guidance for students
Outcome 2 Produce text using an alphanumeric
keyboard
Outcome 1 Demonstrate good working practices
2
What you will be expected to show

• You will be expected to
• demonstrate the appropriate position of hands in
  relation to the keyboard
• use appropriate fingering to input alphabetic
  data, numerical data and symbols.

3
Prepare to get started

• You should be able to prepare your machine for
  use, locate appropriate keys, input the
  information accurately and produce a printed hard
  copy.
• You should also have knowledge of, and be able to
  take routine care of, your machine.

4
Your responsibilities

• You should accept responsibility for your work
  and view it with a positive attitude.
• You should develop the ability to be
  self-critical and then self-correcting.
• You should always proof-read your work and
  correct your own errors prior to submission.

5
The way you work

• At the beginning there will be a high level of
  input from the teacher/tutor.
• However, as you progress, you will be encouraged
  to take ownership of your work and have a
  positive attitude towards the quality of it.

6
Your skills

• Emphasis will be placed on the development of
  your individual skills.
• These include
• proof-reading
• spelling
• punctuation
• use of resources and reference
• material.
• These skills form an important part of work in an
  office environment.

7
Your skills (continued)

• Where appropriate, you will be encouraged to make
  use of the spellcheck facility and to correct
  your work to ensure error-free submissions.

8
Using a keyboard Outcome 1
Introduction and what you need to do
Click on any of the boxes to get started
Tidy workstation
Operating and safety procedures
Filing
9
Demonstrate good working practices

• Requirements
• A tidy workstation is maintained at all times.
• Operating and safety procedures are followed at
  all times and any faults in equipment are
  reported to the appropriate person.
• All work is filed according to organisational
  procedures.

10
How you will be assessed

• You will be observed by your teacher/tutor on the
  following areas
• tidy workstation
• use correct security procedures
• file correctly
• report faults.

11
Tidy workstation

• This section will take you through
• keep it tidy
• use of chair
• use of keyboard
• use of monitor.

12
You should work like this

• tidy
• no clutter
• clear desk to lay out your work.

13
Not like this

• cluttered/messy
• disorganised
• no working area at the keyboard
• rubbish under the desk
• cardigan hanging on chair.

14
Tidy workstation Activity 1

• Have a go at the Tidy workstation activity 1 in
  your workbook.

15
Chair

• You should use a chair that can be adjusted to
  suit you.
• Adjust the chair height so that your arms are
  horizontal when using the keyboard.
• Adjust the back of the chair so that it supports
  the small of your back.
• If arm rests are fitted they should be at a
  comfortable height.

16
How to adjust the chair

• Your chair should have levers that allow you to
  adjust it to your comfort.

17
Keyboard

• Keep a clear area in front of the keyboard to
  rest your wrists on.
• Avoid flexing your wrists too much when using the
  keyboard or mouse.

18
Monitor

• The top of the screen should roughly be in line
  with your eyes.
• You should adjust the tilt of the monitor to
  remove any glare in your eyes.
• If you do not know how to do this ask your
  teacher/tutor NOW!

19
Monitor controls

• Use the controls on the monitor to adjust the
  brightness of the screen.
• If you do not know how to do this ask your
  teacher/tutor NOW!

20
Tidy workstation Activity 2

• Have a go at the Tidy workstation activity 2 in
  your workbook.

21
Operating and safety procedures

• This section will take you through
• the rules
• what employers must do
• what employees must do
• dealing with faults
• security procedures.

22
The rules

• The law that controls the health and safety of
  workers and the use of computers is the Health
  Safety (Display Screen Equipment) Regulations
  1992.
• Display screen equipment is another name for the
  computer monitor. It is also known as a VDU,
  visual display unit.
• You do not need to know everything about this
  law, but you are responsible for your own safety.

23
Employers must

• make sure that workstations and equipment meet
  minimum requirements.
• make sure that employees have built-in breaks or
  changes of activity.
• train employees in health and safety.
• provide eyesight tests and glasses if needed for
  VDU staff.
• provide information about display screen
  equipment regulations.

24
Employees must

• make full use of the VDU adjustments, eg colour
  and contrast.
• avoid possible health hazards, eg use back/height
  adjustments on chairs.

25
Dealing with faults self-help

• Some faults may be easily sorted.
• If your mouse does not work, then check that the
  ball is there and working.
• Check that the mouse is plugged into the
  computer.
• If the keyboard is not working, check that it is
  plugged into the computer.
• If the monitor is not working it may need to be
  switched on at the front.
• You should try and fix these faults yourself
  before reporting them.

26
Dealing with faults report them

• If you cannot fix the fault, then you need to
  report it.
• Usually you should report it to your
  teacher/tutor, who will try and fix it.
• If they cannot fix it, they will pass on the
  fault to a technician.
• Most organisations have an IT help desk who
  monitor and control faults.

27
Security procedures starting up

• You will know by now what you need to log on to
  this computer.
• You will probably have used your user name and
  password.
• You should never share your password or make it
  something that can be easily guessed by another
  person.

28
Security procedures using the computer

• Your organisation or school will have a user
  policy for what is acceptable behaviour in using
  their computers. If you dont know it, then ask
  your teacher/tutor to tell you where you can read
  it.
• You must make sure that you follow the security
  procedures. These usually includes rules about
  downloading certain files or web sites that are
  not allowed to be viewed.
• Using floppy disks or USB drives can be against
  security policy because they may contain a virus
  that will harm the computer. Please check with
  your teacher/tutor.

29
Security procedures closing down

• You should always log off your computer before
  leaving.
• If you leave it logged on someone could look at
  or interfere with your files.
• You should always close the computer down at the
  end of the day.
• To do this you click on Start then Shut down.

30
Operating and Safety Procedures Activity

• Have a go at the Operating and safety procedures
  activity in your workbook.

31
Filing

• This section will take you through
• the purpose of filing
• filing procedures
• how files can be stored
• file management
• storing CD-ROMs

32
The purpose of filing

• Documents can be found quickly and easily.
• Information is readily available.
• Up-to-date information can be provided when
  required.
• Keeps documents secure and confidential.
• Keeps documents clean and tidy.

33
Filing procedures

• Documents and workbooks should be filed after
  use.
• Documents should be sorted into order before
  being placed in the filing system.
• Confidential files should be kept in a separate
  lockable filing cabinet.
• Old papers should be removed on a regular basis.

34
How files can be stored manually

• Original, paper-based documents are stored in
  filing cabinets.
• You should file your workbook in the correct
  place.

35
How files can be stored electronically

• Documents produced on individual computers are
  saved into a folder such as My Documents on the
  HARD DRIVE.
• You can also save files onto a CD or a USB DRIVE.

36
File management

• Every file must be given an appropriate name so
  that it can be identified.
• Word then gives the file name an extension
  (.doc).
• This extension tells the computer what software
  application is being used, in this case Word.

37
Storing CD-ROMs

• DO
• label all discs accurately
• store discs upright in boxes
• keep discs in dust jackets
• store discs in lockable boxes when not in use

• DONT
• stick one disc label on top of another
• pack discs tightly together
• place heavy objects on top of discs
• place discs near a magnetic source
• expose discs to sunlight or high temperatures

38
Filing activity

• Have a go at the Filing activity in your workbook.

39
Using a keyboard Outcome 2
Click on any of the boxes to get started
What you need to do
Know your keyboard
Getting Started
Laying out your work
Checking your work
Ready for the assessment?
Common house styles
40
Produce text using an alphanumeric keyboard

• Requirements
• Location and use of alphanumeric keyboard are
  correct.
• Instructions are followed accurately.
• All data are checked for accuracy and error-free
  copy is achieved.

41
How you will be assessed
You will key in two paragraphs of text with no
errors.
42
Know your keyboard

• This section will take you through
• the home keys
• positioning your hands correctly
• online learning to type.

43
The home keys

• The home row of the keyboard is the most
  important to the typist.
• When at rest your fingers are positioned lightly
  on

left hand A-S-D-F keys
right hand J-K-L- keys

44
Positioning your hands

• When typing, keep your elbows close to your body,
  and your wrists and forearms level.
• After striking each key return your fingers to
  their resting position over the home row.

45
Online learning to type

• Click on the link below to try your hand at
  typing.
• Remember to come back and finish off this unit!
• http//www.typeonline.co.uk/lesson1.html

46
Know your keyboard Activity 1

• Have a go at the Know your keyboard activity in
  your workbook.

47
Getting started

• This section will take you through
• starting a new piece of work
• setting margins
• saving your work
• opening your work
• how to print.

48
Starting a new piece of work

• Each time you start a new piece of work, you
  should open a new document.
• Read the instructions given and set the page up
  before keying in any of the text.

49
Setting margins 1

• It is important that before you start to key in
  your work you set the margins that you have been
  asked to select.
• Go to File
• Select Page setup and select the Margins tab
  along the top.

You will then see a window on screen (top and
bottom margins should always be 2.54 cm). This is
where you change the left and right margins to
the correct figure.
50
Setting margins 2

• Select the Paper tab and make sure the paper size
  is set to A4.
• Click OK.

51
Getting started Activity 1

• Have a go at the Getting started activity in your
  workbook.

52
Saving your work

• Having created your document, you will need to
  save it to your computer.
• Go to File.
• Select Save as, making sure that it shows where
  your work is stored.
• Give the file a relevant name (you will usually
  find this at the top of the worksheet you are
  working on).
• Click on Save.

53
Opening your work

• You may need to open work that you have saved but
  not finished with or that you want to make some
  changes to.
• Go to File.
• Select Open.
• In the Open window, make sure that it shows where
  the document has been stored, eg My Documents. A
  list of your work should then appear within the
  large window.
• Select the piece of work that you want to open.
• Click on Open.

54
How to print

• Go to File.
• Select Print (make sure that only one copy is
  selected)
• Click OK.

55
Getting started Activities 1 and 2

• Now do the Getting started activities in your
  workbook.
• Remember to set up the page properly and save the
  document when you have finished keying in.

56
Laying out your work

• This section will take you through
• adding a footer
• changing the line spacing
• changing the font style and size
• using bold, italic and underline.

57
Adding a footer

• It is useful to be able to identify your own
  work. One way of doing this is to put a footer
  on everything you produce.
• A common house style is to put your name, date
  and filename onto your work before printing it
  out.

58
How to add a footer

• Go to View.
• Choose Header and Footer.
• Switch from header to footer using this
  button.
• Type in your name, date and the filename of the
  document that you are working on.
• Click on Close.
• The footer now shows the details you have entered
  at the bottom of every page. The details are
  greyed out, but can be changed by viewing the
  footer as described above.

59
Changing the line spacing

• It is important to set the line spacing before
  you start keying in your work.
• Line spacing changes the space between each line
  of text. This paragraph is set to single line
  spacing.
• This paragraph has been set to 1.5 lines. Can
  you see the difference?

60
How to change the line spacing

• Go to Format.
• Select Paragraph.
• Choose the relevant line spacing, for example
  single, 1.5 or double.
• Click OK.

61
Changing the font style

• Highlight the text you want to change.
• Click on the down arrow on the font style box and
  choose the font you want.
• In this case it has been set to Arial.

62
Changing the font size

• Highlight the text you want to change.
• Click on the down arrow on the font size box and
  choose the size you want.
• In this case it has been set to 12.

63
Using bold, italic and underline

• Highlight the text you want to change.
• Click on the icon that you want to use.
• In this case I have used bold, but you can use
  italic or underline.
• You could use all three styles in one piece of
  text, but this may be too much.
• Usually we only use one style for a single piece
  of text.

64
Laying out your work Activity 1

• Now do the Laying out your work activity in your
  workbook.
• Remember to set up the page properly and save the
  document when you have finished keying in.

65
Checking your work

• This section will take you through
• checking for accuracy no mistakes
• spell checking
• how well can you spot mistakes.

66
Checking for accuracy no mistakes

• Before printing a document it must be checked for
  accuracy this is called PROOF-READING and it
  involves identifying errors such as
• incorrectly spelled/typed words
• words missed or added
• incorrect punctuation or grammar
• incorrect layout.

67
Spell checking 1

• The first step in proof-reading is to use the
  spell-checking facility in the word processing
  software.
• The spell check will only pick up words which do
  not match those stored in the computers own
  dictionary, for example it will not pick up
  peoples names.
• In addition, you may have typed a word that is
  correctly spelled, but which is not the correct
  word for the document, for example there instead
  of their.

68
Spell checking 2

• After spell checking, you should read the
  document carefully to ensure that all errors have
  been picked up and corrected.
• Dont forget that a dictionary can also be useful
  when checking documents.

69
How well can you spot mistakes?
70
Read out loud the text inside the triangle below.
71

• You probably said, A bird in the bush, andif
  this IS what YOU said, then you failed to see
  that the word THE is repeated twice!
• Sorry, look again.

72
What do you see?
In black you can read the word GOOD, in white the
is word EVIL (inside each black letter is a white
letter).
73
What do you see?
You probably read the word ME in brown, but...
when you look through ME you will see YOU! Do
you need to look again?
74
What do you see?
This one is quite tricky! The word TEACH reflects
as LEARN.
75
What do you see?
A face
or the word 'liar'?
76
See what I mean

• As you can see from the pictures, it can
  sometimes be confusing for your brain to make
  sense of what you see.
• The secret to proof-reading is to take your time
  and check each word carefully.
• It is not a race to be finished first, but about
  getting it right.

77
Proof-reading Exercise 1

• Read the two passages on the next slide.
• The top passage is correct but the second has
  several errors.
• How many can you spot?

78
Spot the differenceshow many?

• Having a meeting is only one of many ways to
  communicate in an organisation. Sometimes it can
  be replaced by a report, a memo requesting ideas
  or information, a series of telephone calls or
  even an informal chat with one or two people over
  a cup of coffee.
• Having a meeeting is only of many ways to
  communicate in an organization. Sometimes it can
  be replaced by a reports, a memo requesting ideas
  or imformation, a series of phone calls or even
  an informal chat with one or 2 people over a cup
  of coffee.
• Did you find seven errors? Click to reveal them!

79
Checking your work Activities 1 and 2

• Now do the Checking your work activities in your
  workbook.
• Remember to set up the page properly and save the
  document when you have finished keying in.

80
Common house styles

• This section will take you through
• punctuation
• figures and words
• money
• Measurements and weights
• time
• percentages
• dashes and hyphens
• abbreviations.

81
What are house styles?

• House styles are the rules that explain how
  things should be typed in a business setting.
• The following sections show you what is accepted
  as good practice.

82
Punctuation

• Your school or organisation may have their own
  house style for the layout of a document. What
  now follows are some common house styles used in
  many schools and colleges.
• The end of a sentence must finish with the
  correct punctuation, ie !, ? or . You must then
  leave one space before you start the next
  sentence.

83
Figures and words

• Numbers below 10 should be written in words, eg
  two, four, etc.
• At the beginning of a sentence a number is always
  typed as a word, eg Two.
• Ordinal numbers, such as first, third, fifth, etc
  are typed as words and not 1st, 3rd, etc.

84
Money

• The pound sign () and the pence sign (p) must
  never be used in the same amount of money, eg
  0.84 or 84p.
• If both the sign and the decimal point are used
  there must be two digits after the decimal point,
  eg 12.50 (not 12.5).
• If there are no pence, the amount may be typed as
  7,
• When typing columns of money the figures must be
  lined up, tens under tens, units under units,
  etc,
• eg 24,789.89 489.59
  48.20

85
Measurements and weights

• A space is always left between the number and the
  unit of measurement, eg 25 mm, 89 g, 45 kg, etc.

86
Time

• Time may be typed using either the 12-hour clock
  or the 24-hour clock, but you must use only one
  style within each document, eg
• 11.25 am, 3.30 pm (12-hour clock)
• 1125 hours, 1530 hours (24-hour clock).

87
Percentages

• These may be typed using either the percentage
  key () or in words, eg 25 or 25 per cent. You
  must use only one style within each document.

88
Dashes and hyphens

• A dash is used to mark a break in a sentence,
  egPeople you have mixed with the ones you
  remember best
• Note that there is one space on either side of a
  dash in a sentence.
• A hyphen is used to join words together to make a
  new word, egright-handed ready-to-wear
• Note that there are no spaces on either side of a
  hyphen.

89
Abbreviations

• As a general rule do not use abbreviations, for
  example do not use dont, cant, wont, isnt,
  etc.
• Do not use except in a business name, eg Smith
  Son.
• You can use eg and etc
• The following abbreviations are commonly used
  when preparing a draft document for word
  processing.
• St for Street
• Mon for Monday
• Jan for January, etc.
• You may come across other obvious examples not
  listed above.
• The important thing to remember is that
  abbreviations must always be typed in full,
  unless otherwise specifically instructed.

90
Common house styles Activities 1 and 2

• Now do the Common house styles activities in your
  workbook.

91
Proof-reading Exercise 2

• Have another go at testing your proof-reading
  skills.
• Read the two passages on the next slide.
• The top passage is correct but the second has
  several errors.
• How many can you spot this time?

92
Spot the differenceshow many?

• Swimming is an excellent way to keep fit. Every
  muscle in the body is used during this type of
  exercise and it is ideal for all age groups. In
  this district we are trying to encourage all our
  residents to learn to swim and during the month
  of July we will be offering special discount
  prices at all our swimming baths.
• Swimmming is an excellent way to keep fit. Every
  muscle in the body is used during this type of
  exersise and it is is ideal for all age groups.
  In thus district we are trying too encourage all
  our residents to learn to swim and during the
  month of july we will be offering special
  discount prices at all our swimming baths.
• Did you find six errors? Click to reveal them!

93
Common house styles Activity 2

• Have a go at testing your proof-reading skills
  further by doing proof-reading activity in your
  workbook.

94
Further practice

• Work through the keying-in exercises 4 to 10 in
  your workbook.
• Remember to set up the page properly and save the
  document when you have finished keying in.

95
Ready for the assessment?

• If you have completed all the exercises without
  any errors, then you are ready to do the
  assessment.
• Tell your teacher/tutor that you think you are
  ready.
• Good luck!