MINISTRY OF EDUCATION

[Pages:121]Republic of Namibia

MINISTRY OF EDUCATION

DIRECTIVES FOR

KEYBOARD & WORD PROCESSING KEYBOARDING APPLICATIONS

2006

Ministry of Education National Institute for Educational Development (NIED) Private Bag 2034 Okahandja Namibia

? Copyright NIED, Ministry of Education, 2006 Directives for Keyboard & Word Processing & Keyboarding Applications

ISBN: 0-86976-860-3

Printed by NIED Website:

Publication date: December 2006

TABLE OF CONTENTS

1. GENERAL TYPING RULES.................................................................................1 2. SETTINGS ...........................................................................................................14 3. PARAGRAPHS ...................................................................................................16 4. CORRESPONDENCE ........................................................................................21 4.1 BUSINESS LETTER ON A4.............................................................................21 4.2 BUSINESS LETTER ON A LETTERHEAD.....................................................24 4.3 CIRCULAR LETTER........................................................................................27 5. DISPLAY WORK .................................................................................................32 5.1 MENUS .............................................................................................................32 5.2 PROGRAMMES ...............................................................................................36 5.2.1 PROGRAMME ON A4 PAPER.....................................................................36 5.2.2 PROGRAMMES IN BOOKFORM................................................................40 6. DOCUMENTS IN CONNECTION WITH MEETINGS......................................48 7. TESTIMONIALS ..................................................................................................60 8. CURRICULUM VITAE/RESUM? .......................................................................63 9. LEGAL DOCUMENTS ........................................................................................68 10. COMPANY REPORTS ...................................................................................73 10.1 DIRECTOR'S REPORT ....................................................................................73 10.2 CHAIRMAN'S REPORT ..................................................................................75 11. TABULAR WORK............................................................................................77 12. SPREADSHEETS ...........................................................................................83 13. MERGING ........................................................................................................99 14. PROOF READING ........................................................................................114

1. GENERAL TYPING RULES

1. ABBREVIATIONS

1.1 Whenever abbreviations are used in assignments, it should be used strictly according to grammatical rules. Full stops may not be omitted between or after abbreviations if it is a grammatical rule.

1.2 The following abbreviations are commonly used:

2004 to 2005 or 2004 ? 2005 but 2004-05

1.3 In English the use of the full stop as well as the use of capital and small letter words is different from the Afrikaans equivalent. At the same time pay attention to the small and capital letters used in the typing of surnames.

Mr G.J. van Zyl Mr Van Zyl and Mr Dyer Miss S.J.L. van der Merwe and Miss A.F. van Dyk Mr and Mrs P. Newton-Smith Mr Van der Merwe Erasmus

1.3.1 No typing spaces are left after the full stops of abbreviations, e.g.

J.P. Stander

1.4 Take note of the following abbreviations:

Sat. ? Saturday p.w. ? per week

PTO ? please turn over SE - south-east

Always make sure whether full stops must be used between letters of abbreviations, otherwise it would be against spelling rules and thus be a typing error.

2. ADDRESSES

2.1 When the province is abbreviated, it must be typed next to the town, e.g. BLOEMFONTEIN O.F.S.

When the province is typed in full, it is typed below the town, e.g.

BLOEMFONTEIN ORANGE FREE STATE

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2.2 The postal code must always appear on the last line of the address:

The Principal

OR

Windhoek High School (if space

School

WINDHOEK

is

9000

limited)

The Principal Windhoek High

9000 WINDHOEK

2.3 If the address is in continuation form, the town is typed in lower case and punctuation is retained, e.g.

12 Malcolm Spence Street, Windhoek, 9000.

If the address is in address form, the town is typed in upper case and open punctuation is used, e.g.

12 Malcolm Spence Street WINDHOEK 9000

2.4 Suburbs are typed in lower case, unless it is used instead of the town's name ? then upper case is used, e.g.

P.O. Box 10 Academia WINDHOEK 9000

BUT

P.O. Box 10

ACADEMIA

9000

2.5 The following method is applied when a letter is addressed to a person living in a foreign country:

Miss Sannie Crafford 5 Main Street Keukenhof ENKHUIZEN NEDERLAND

2.6 The address on a letter to a Namibian addressee from a foreign country should be typed as follows:

Miss M. van der Merwe P.O. Box 13236 WINDHOEK REPUBLIC OF NAMIBIA NAMIBIA 9000

OR Miss M. van der Merwe P.O. Box 13236 WINDHOEK 9000 REPUBLIC OF

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3. CAPITAL LETTERS

3.1 Capital letters have only 1 typing space before, between and after the word.

4. CATCH WORD/NUMBER

4.1 Must be typed 1" from the bottom of the page, against the margin, 2 line spaces underneath the preceding line of typing.

4.2 The number of the following page is used as the catch word/number and is typed as follows:

2/....

5. CENTRING

5.1 HORIZONTAL CENTRING OVER A PAGE

5.1.1 5.1.2 5.1.3 5.1.4

Set equal margins: Left: 1" Right: 1" Type the word. Select the word. Click the centre button on the formatting toolbar.

5.2 HORIZONTAL CENTRING OVER THE CONTENT

5.2.1 5.2.2 5.2.3 5.2.4

Set margins: Left: 1.5" Right: 1" Type the heading Select the heading Click the centre button on the formatting toolbar.

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5.3 VERTICAL CENTRING

5.3.1 5.3.2 5.3.3 5.3.4 5.3.5

Set the top and bottom margins on 1" each. Click on file Click on page setup Click on layout Look for vertical alignment and select centre.

6. COLON

6.1 Colons need not be shown after headings and subheadings which are displayed on separate lines.

6.2 MORE COLONS

Colons should be used where sub-paragraph headings are of minor importance and are sometimes typed in small letters. These headings are followed by details on the same line, and the colon should be used at the end of lines of paragraphs which are followed by a "list" or by sub-paragraphs. In such cases all subsequent lines continue in S/S and are blocked below the first letter of the sub-heading, e.g.

6.2.1 PROVIDENT FUNDS: The following regulations are applicable to the various provident funds for which xxxxxxxxxxx xxxxxxxxxx xxxxxxxx.

6.2.2 Provident Funds: The following regulations are applicable to the various provident funds for which xxxxxxxxxxx xxxxxxxxxx xxxxxxxx.

6.3 A colon is never inserted or omitted when typing an assignment, unless indicated by manuscript signs.

7. CONTINUATION PAGE

7.1 One inch from the top of the page the number of the continuation page is typed ? in the middle ? no full stop. Two line spaces are turned up thereafter.

8. DASH SIGN AND HYPHEN

8.1 A dash (rest) sign is typed with typing spaces before and after the sign, e.g. 1992 ? 1993.

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8.2 A hyphen has no spaces before and after, e.g.

High-pressure areas Lion-hearted.

9. DATES

9.1 Dates are typed in the form in which it is given.

9.2 The descending form is: 2005-06-01

9.3 The ordinary form is: 1 June 2005

9.4 A month is only abbreviated when specifically given that way, e.g. Aug., Oct.

10. DIVISION OF WORDS

10.1 Words should be divided strictly in accordance with spelling rules.

10.2 The hyphen is used for dividing syllables at the end of lines.

10.3 Divide words

10.3.1

according to syllables, and as far as possible, commence the syllable carried to the second line, with a consonant, e.g. pave-ment; passen-gers; ba-sis; etc.

10.3.2 between two root words, e.g. home-work; diningroom

10.3.3 after the prefix and word, e.g. con-dition; confuse; re-write; pre-fix; etc.

10.3.4 before the suffix, e.g. live-ly; obstruct-ion; play-ing; etc.

10.3.5 between double consonants, e.g. pos-sible; summer; din-ner; can-not; equip-ping; etc.

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