Business Documents & Publishing and how it has helped me. . .

I do feel that taking this class has helped me a lot in understanding how to type letters, memos, E-mails, and also how other countries are different from us in a lot of ways. I did learn how to type an E-mail better witch I needed greatly due to working in a medical office and needing to type E-mail's on a daily basis. I like doing the blogging for the class but I do not feel that I will use it after this class due to I will not have time to do it after school. I feel more comfortable now typing a message to someone, now that I can do it quickly and almost error free and I do not sound uneducated in any way. I hope that all of this sticks with me throughout my future and I would highly recommend this class to anyone who would like to learn to type business documents or just to learn how to type in general. Thanks Mrs. York!

Today's Technology

In today's time everything has changed and technology is growing faster than ever. Each year, month, week, and day technology is growing faster and faster. Today you can access your bank information online, pay your bills, and shop just by sitting at home on your couch. Before all of this technology if you wanted your bank statements you had to wait on them in the mail or go to the bank and get them, if you wanted to pay your bills you would have to take them to the phone company or mail them with a check ( which are almost unheard of anymore these days), and lastly if you wanted to go shopping at Wal-Mart you could not just get online and purchase what you wanted and have it delivered to your address to you, you had to get up and drive to the store and get what you needed. I do believe that technology is begininng to spoil a lot of people because you can access so much from your phone and computer but at the same time I believe it does help the people who work a 40 hr. week and do not work in the same town as where they should pay their bills. I believe that people need to not be so dependant on the internet just because no one would know what to do if it was gone forever. Many people base their life off of the internet and that is how they interact with most of their friends and family also. I am not saying technology is a bad thing I just do not think we need to rely on it for everything.

How to Make a Cover Sheet

Making A Fax Cover Sheet

 

In any job position you have you will always need a cover sheet to fax information. The cover sheet gives all of the information someone would need to know before looking at the fax. It will usually show when it is from, the time it was faxed, the person it is coming from, and what/who it is in regards to. If for some reason you get a fax that does not belong to your office contact the person who sent the fax asap and let them know that they sent it to the wrong person, this should stop any information about a patient getting out to the wrong person. You always need the cover sheet also to protect you against HIPAA laws. The way I made my cover sheet was I went into Publisher 2013 and picked a template and just added my information and saved it. This is the simplest way to make a cover sheet.

Shortcuts In Word

I have found that since I have started working in an office and I am on the computer a lot I like to use a lot of shortcuts also. I have a few that I use everyday and then I have some that I use just on occasion but do help me a lot. When you look below you will see the shortcuts I use the most often and like the best:

 

• CTRL+P- Which will bring up your print screen when you are ready to print a document rather than making 10 different clicks with a mouse.

• CTRL+C- To copy any information that I would need to paste in another area of the document or on another document.

• CTRL+V- To paste the object that I have just copied.

• CTRL+A - To select the whole document that you are on.

• CTRL+Z- To undo your last action that you had done.

International Formatting

International Formatting

 

For my International Formatting lesson I chose Lesson 83 which was France. I chose France because I was still very similar the United States formatting. The main difference I saw was that they use codes called the IDD ( International Direct Dialing) code. When using this you dial the IDD first, then you dial the country code for the country you want to call. After that you dial the area code if there is one, then the telephone number, which if you ask me is a lot of numbers just to call someone. I think another interesting concept about France and how they do their phone numbers is instead of inserting a hyphen between the area code and the phone number they use decimals, this is not that complicated.

 

The dates they use are the same as the United Sates they are just changed around in the sequence for example: today is October 11, 2013 ( in France it is 11 October 2013).

 

France seems to me like it has the most simple and closest way of formatting things to the U.S. than any of the other countries and it would not be hard to adjust to this type of formatting.

 

Below is an example of what the IDD looks like. You can also visit http://www.idd.com.au/telephone-country-codes.php and find all of the IDD codes for each country.

 

 

Centering a Table in Microsoft Word (horizontally and vertically)

*Centering Tables in Word*

 

I have always tried to center tables in Word and could never figure it out until now, it is rather simple. When you are creating a table some people will do it differently than others and that is ok, I go ahead and insert my table and get it filled in correctly with all of my information that I may need in it. Next I go to table layout tab and select table properties. Once this opens on the first tab called table I go down and select center and select OK at the bottom of the open property table, to center horizontally. Next you go over to the file tab and select print, after you do that at the bottom of all of the print options is something that says Page Setup. Once you have selected this there will be another page come up and you will select the layout tab and use the dropdown box that has: top, bottom, center, and justified; picking center because this is what we are doing. After you have done this you can go back to your document and it will be centered horizontally and vertically.

Itineraries, Agendas, and Minutes of a Meeting

Itinerary

An itinerary is a planned route or journey, usually a detailed outline of future plans or events; like a plane trip, a wedding, or a vacation.
Below are two itineraries one in Word and one in Excel.

Word Itinerary

 

Excel Itinerary

Agenda

An agenda is a list of items to be discussed at a formal meeting or and appointment diary.
I have attached how you would make one of these in Excel for anyone who wants to do this. 

Instructions

1. • 1
     Open a blank Microsoft Excel 2007 spreadsheet. Highlight the "1" cells from "A" through "E." Press the "Merge Cells" button on the tool bar. This looks like a square box with an lower-case "a" in it, with arrows pointing to the left and right away from the letter. Type "Meeting Agenda" in this new space. Center it, change the font and size according to your specifications.
   • 2
     Type "Title" in the B2 column. Underneath it, type "Location:" and "Date:" in B2 and B3. Next to the "Title" and "Location" cells, highlight from the "C" column through the "D" column. Merge them so that both "Title" and "Location" each have a longer cell. 
   • 3
     Extend the "D" column at the top of the spreadsheet by clicking and holding on the divider between "D" and "E." Drag it to the right until it lines up with the divider between "G" and "H." This will make it longer. Highlight all the cells starting with A7 and dragging your cursor to E10. Right-click and select "Format." Enable the lines to appear around all the cells. Click in column A7 and type "Start." Type "End" in the next column over, "Time" in the next, "Item" in the next (the longer "D" column) and "Contact" in the last.
   • 4
     Highlight all rows of time selections, from "Start" through "Time." This means selecting the "A," "B" and "C" columns under these categories. Click the "Home" tab and select the arrow next to "Number Format" in the "Number" group. Click "More Number Formats." Choose "Custom" from the "Category" list. Choose "h:mm" to give you the difference in hours and minutes between the times. Close the box.
   • 5
     Type "=B8-A8" in the C8 cell and press enter. This will give you the difference between time in the two cells. Repeat this process for each cell in the "C" column, substituting the appropriate numbers next to the "B" and "A" as necessary. Click the Microsoft Office button in the upper left hand corner. Choose "Save." Save in a place where you will find it easily, title it "Template" and save it with a template extension. Enter your agenda into your new template. Be sure to "Save As" a new document so that you don't overwrite your template.

Read more: http://www.ehow.com/how_8587732_make-agenda-excel.html#ixzz2g8EsXr7h

Minutes of a Meeting

If your job entails going to meetings, at some point your boss will ask you to take minutes. Meeting minutes serve as an official record. This means you will have to take notes during the meeting and submit a report that provides details of what transpired. This isn't a task reserved for secretaries only. Any person who attends a meeting may be asked to take notes. Accuracy is of the utmost importance.

Before the Meeting

• Choose your recording tool: Decide how you will take your notes, for example pen and paper, laptop computer or tablet, or tape recorder. Make sure you boss doesn't prefer you to use a particular method. It is unlikely, but possible.
• Make sure your tool of choice is in working order and have a backup just in case. If you bring a laptop, for instance, have pen and paper handy as well. You don't want to have to stop the meeting while you search for something to write on if your computer crashes.
• Use the meeting agenda to formulate an outline. Leave some space below each item on it and write your notes there. This will make it easier to take accurate minutes, as long as the person running the meeting sticks to the agenda.

During the Meeting

• Pass around an attendance sheet and make sure everyone signs in. You will need to include a list of all attendees at the beginning of the document.
• Make sure you know who everyone is. That way you will be able to identify who is speaking and correctly record that information.


• Note the time the meeting begins.


• Don't try to write down every single comment. It is okay to include only the main ideas but be careful not to leave out items with which you disagree. This is no time to flaunt your biases. Remember this is an official account!


• Write down motions, who made them, and the results of votes, if any; you don't need to write down who seconded a motion. Of course, the rules at your organization may differ so verify them first.


• Make note of any motions that must be voted on at future meetings.


• Note the ending time of the meeting.

After the Meeting

• Type up the minutes as soon as possible after the meeting while everything is still fresh in your mind. If there's an error in your notes or if you have a question, you can get it cleared up quickly by talking to other attendees.
• Include the name of the organization, name of the committee, type of meeting (daily, weekly, monthly, annual, or special) and the purpose of it.


• Provide the time it began and ended.


• Include the list of attendees including a note about who ran the meeting. This is also a good place to indicate that you took the minutes. You can make a note in parentheses after your name. Alternatively, at the end of the document you can sign off by writing "Respectively submitted by," followed by your name.


• Proofread the minutes before you submit them. Ask someone else who attended to look them over as well. He or she will be able to let you know if you accidentally left something out.


• Submit the meeting minutes to the person who ran the meeting unless instructed otherwise

http://careerplanning.about.com/cs/communication/a/minutes.htm

Any of these can be notes in Word or Excel. You decide where you want to please it and where it will look the best.