o Adaptive Community for the Continuity of Education and Student Services

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Reading Material 1

What is a computer?

A computer is an electronic device that manipulates information, or data. It has the

ability to store, retrieve, and process data. You may already know that you can use
a computer to type documents, send email, play games, and browse the Web.

Parts of Computer

Computer hardware is group of the all physical (touchable) components that are
easily manageable. Computer hardware devices are classified into four different
categories such as:

1. Input Devices
2. Processing Devices
3. Output Devices
4. Memory/Storage Devices

Input Devices

Keyboard
Keyboards are the most common type of input device. Before keyboards, interaction
with computers was generally carried out using punch cards and paper tape. Most
English language keyboards use the QWERTY layout for the alphabetic keys, which are
surrounded by number, symbol, function, and other key types. By pressing the relevant
keys, a user can feed data and instructions to the computer.

Mouse
A mouse interacts with a computer through a process known as "point and click."
Essentially, when a user moves the mouse on the mouse pad, the pointer moves in a
corresponding direction on the computer's monitor screen.

Touchpad
Also known as a trackpad, a touchpad is a common substitute for a computer mouse.
It is essentially a specialized surface that can detect the movement of a user's finger
and use that information to direct a pointer and control a computer.

Scanner
An input device that uses optical technology to transfer images (or sometimes text)
into a computer, where the signal is converted into a digital image. The digital image
can then be viewed on a monitor screen, saved, edited, emailed, or printed.

Digital Camera
Used to capture photographs and videos independently. Later, these photo and
video files can be transferred to a computer by connecting the camera directly with
a cable, removing the memory card and slotting it into the computer, or through

OAC2 – Basic Keyboarding and Document Processing 1

School of Business, First Semester, SY 2020-2021
 o Adaptive Community for the Continuity of Education and Student Services
National Teachers College

wireless data transfer methods such as Bluetooth. Once the photos are on the
computer, they can be saved, edited, emailed, or printed.

Microphone
A microphone captures audio and sends it to a computer where it is converted to a
digital format. Once the audio has been digitized, it can be played back, copied,
edited, uploaded, or emailed. Microphones can also be used to record audio or to
relay sounds live as part of a video chat or audio stream

Webcam
More often used to live-stream videos or facilitate video chats webcam devices often
incorporate built-in microphones in addition to cameras.

Processing Devices

Central Processing Unit

Referred to as a processor, central processor, or microprocessor, the CPU the central
processing unit of the computer. A computer's CPU handles all instructions it receives
from hardware and software running on the computer

Memory Storage Devices

Hard Disk Drive

Also found inside the computer case is an electro- mechanical data storage
device where you can store and retrieve digital data using one or more rigid
rapidly rotating platters coated with magnetic material.

Output Devices

Monitor
Consist of a screen, circuitry, a power supply, buttons to adjust screen settings, and a
casing that contains all of these components. A monitor displays data from a
computer onto a screen so the user can interact with the data via a digital interface.

Printer
The function of a printer is to create a copy of whatever is sent from the computer to
the printer. Printers take electronic data sent from a computer and generate a hard
copy.

Headphones
Output audio from a computer through two individual headphones for a single
listener. Also known as earphones, headphones allow you to listen to audio without
disrupting other people in the vicinity.

Speakers
Are hardware devices that transform the signal from the computer's sound card into
audio. Speakers create sound using internal amplifiers that vibrate at different
frequencies according to data from the computer. This produces sound.
OAC2 – Basic Keyboarding and Document Processing 2
School of Business, First Semester, SY 2020-2021
 o Adaptive Community for the Continuity of Education and Student Services
National Teachers College

Computer Software instructions that tell a computer what to do. Software comprises
the entire set of programs, procedures, and routines associated with the operation of
a computer system.

Operating system
The most important program that runs on your computer. It lets the computer's
hardware and software work together.
Examples of operating systems are Microsoft's Windows XP, Windows Vista, Linux
and Apple's Mac OS.

Internet browser
Let’s you explore the Internet where you can find lots of information, like pictures,
videos, and web pages. Examples of browsers are Google Chrome, Apple Safari,
Microsoft Edge, and Mozilla Firefox.

Application Programs
Is a software program that runs on your computer. Web browsers,
e-mail programs, word processors, games, and utilities are all applications.
Examples of application programs are Microsoft suite of products (Office, Excel, Word,
PowerPoint, Outlook, etc.) Internet browsers like Firefox, Safari, and Chrome.

Antivirus Software
A type of program designed and developed to protect computers from malware like
viruses, computer worms, spyware, botnets, rootkits, keyloggers and such. Antivirus
programs function to scan, detect and remove viruses from your computer. Examples
are avast, bitdefender, AVG and Norton

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School of Business, First Semester, SY 2020-2021
 o Adaptive Community for the Continuity of Education and Student Services
National Teachers College

Correct Typing Position

1. Sit up straight
2. Feet flat on the floor
3. Arms near side and wrist straight
4. Fingers on home row keys
5. Eyes on copy
6. Reasonable Rhythm
7. Wrists off the keyboard

Correct Finger Positioning

1. Keeps fingers curved, upright and in keying
position.
2. Makes quick strokes with immediate key
release
3. Uses correct finger for each key example:
Place your finger at the home key at all times.
4. Uses shift key without pausing while other
fingers remain in position.
5. Uses enter key while maintaining even stroking.

THE HOME KEYS

It is the center row on a keyboard that has

the home keys. The home keys are where
you place your fingers when you are
learning to type. The home keys include F,
D, S, and A on the left of the keyboard,
and J, K, L, and ; (semicolon) on the right
of the keyboard.

OAC2 – Basic Keyboarding and Document Processing 4

School of Business, First Semester, SY 2020-2021
 o Adaptive Community for the Continuity of Education and Student Services
National Teachers College

Left Hand - using letters A S D F

ffff dddd ssss aaaa ffff dddd ssss aaaa ffff dddd ssss aaaa

ff dd ss aa ff dd ss aa ff d ff d ff s ff s ff a ff a

fdsa fdsa fdsa fdsa fdsa fdsa fdsa fdsa

asdf asdf asdf asdf asdf asdf asdf asdf asdf asdf

fads dafs safd dsaf fasd adfs sdaf afds fdsa

Right Hand - using letters J K L and punctuation;

jjj kkk lll ;;; jjj kkk lll ;;; jjj kkk lll ;;;jj kk ll ;; jj kk ll ;;

jj kk ll ;; jj kk ll ;; jj k jj l jj ; j k l ; j k l ; jjj kkk ll ;;

jkl; jkl; jkl; jkl; jkl; jkl; jkl; jkl; jkl; jkl; jkl; jkl;

;lkj ;lkj ;lkj ;lkj ;lkj ;lkj ;lkj ;lkj ;lkj ;lkj ;lkj ;lkj ;lkj

Both Hands

fad fads lad lads lass alas salad salads dad dads lad lads salads alas

ad add ads adds as ask asks la lad lads lass da dad dada dada sa sad salad

all fall falls alf alfa alfas fad fads salsa ska skald skalds flak flask flasks

Continue this Keyboarding Exercises @

https://www.learntyping.org/beginner-typing-lesson-1a

you can also enjoy typing games using this link

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School of Business, First Semester, SY 2020-2021
 o Adaptive Community for the Continuity of Education and Student Services
National Teachers College

Reading Materials 2
Documents Processing A

In preparing effective business correspondence, you need to plan, organize,

compose, edit, and revise it. The message must also be proofread and
corrected before it is mailed.

Five Planning Steps

Before writing a message, the following steps are necessary for effective.
communication.

1. Define the purpose of the message.

2. Analyze your audience – readers or listeners.
3. Choose the ideas to include.
4. Collect all the facts to back up these ideas.
5. Outline – organize – your message.

Parts of a Business Letter

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School of Business, First Semester, SY 2020-2021
 o Adaptive Community for the Continuity of Education and Student Services
National Teachers College

Letter Format

Modified Block Style

The date, complimentary close, signature lines begin at the center point of the
page line. The beginning of each paragraph is indented five spaces.

Block Style
All elements of the letter aligned to the left margin of the page. It has a neat
and simple appearance.

PARTS OF A BUSINESS LETTER

Letterhead: It is composed of company name, address, telephone number,

website and email address.

Dateline: The letter is dated the day it is mailed.

Example: July 24, 2018

Inside address: Itrefers to theaddress ofthe recipient. Itis typed four spaces (QS)
below the dateline. It includes the recipients’ name, name of company, and
address.

Example: Atty. Art C. Gonzales

Gonzales, Ang & Benitez Law Offices
1145 Rada St, Sen. Gil Puyat Ave. , Makati City 4596

Salutation: This is thegreeting section, typed double space after the inside address.

Example: Dear Mr. Samson, Dear Atty. Gonzales, etc.

OAC2 – Basic Keyboarding and Document Processing 7

School of Business, First Semester, SY 2020-2021
 o Adaptive Community for the Continuity of Education and Student Services
National Teachers College

Body: This part states the message of the letter. It is typed double space below the
salutation, single space, double space (DS) in between paragraphs. It has three
parts: the first paragraph, include the greetings and reason for writing; the second
paragraph contains the specific information why you are writing the letter; the
third paragraph states the closing statement and positive action on the letter.

Complimentary closing: It contains the formal closing of the letter, begins double
space (DS) below the body.

Example:
Yours truly, Respectfully yours, Very sincerely yours, Sincerely yours, Very truly yours,
Yours very truly,

Writer’s name and title: Leave four blank spaces (QS) for the writer’s signature, keying the
name on the fourth line. The title is typed below the name of the writer.

Example: Anita C. Holden

Manager

Ricardo J. Martinez President

Reference initial: When the business letter is keyed by another person other than the
writer, the typist initial are keyed in lowercase and keyed DS below the writer’s keyed
name or title. Initial is not included if the writer is the one who prepared the letter.

OAC2 – Basic Keyboarding and Document Processing 8

School of Business, First Semester, SY 2020-2021
 o Adaptive Community for the Continuity of Education and Student Services
National Teachers College

Example: The person who keyed your letter is Maria Socorro Lopez the
initial that will appear after the writer’s name and title is msl

Respectfully yours,

Anita M. Joracio General Manager

msl

Letters with SPECIAL FEATURES

Enclosure notation: It is typed when another document is included in the letter,

example: a flyer, brochures, tickets, or another letter for reference. You will
typed in the word Enclosure: or enc:, it comes after the reference initial.

Example: The sender included a billing notice in the letter, it will be keyed like;

Respectfully yours,

Anita M. Joracio General Manager

msl

Enclosure: Check #5677

Order form

Copy notation: It indicates that a copy of the document has been sent to
person(s) named. Key it DS below the reference initials (or enclosure notation)

Example: cc: Albert J. Cruz

Jose B. Maceda

OAC2 – Basic Keyboarding and Document Processing 9

School of Business, First Semester, SY 2020-2021
 o Adaptive Community for the Continuity of Education and Student Services
National Teachers College

Subject line: Itindicates the main topic of the letter. Itis usually optional. Key the
subject line DS below the salutation

Example:

Atty. Art C. Gonzales

Gonzales, Ang & Benitez Law Offices
1145 Rada St, Sen. Gil Puyat Ave. , Makati City Dear Atty. Gonzales:
Team Building – May 15-18, 2019

A team building for department managers will be held on May 15-18, 2019 at the
Rizal Memorial Stadium.

Sincerely

Reference line: A reference line such as Re: Order RM455 directs the reader to source
documents or to files. Key the reference line DS below the letter address.

Example:

Atty. Art C. Gonzales

Gonzales, Ang & Benitez Law Offices
1145 Rada St, Sen. Gil Puyat Ave. , Makati City

Re: Case no. 123, July, s. 2018

Dear Atty. Gonzales:

Demand for payment of damages for insurance claims stated in case no. 123, July,
s. 2018 has been processed.

May we have your approval for the release of the claim. Thank you verymuch.

Sincerely yours,

OAC2 – Basic Keyboarding and Document Processing 10

School of Business, First Semester, SY 2020-2021
 o Adaptive Community for the Continuity of Education and Student Services
National Teachers College

Mailing notations: A notation such as OVERNIGHT, CERTIFIED, SPECIAL DELIVERY, REGISTERED,

PERSONAL, CONFIDENTIAL provides a record of how the letter was sent. Key in ALL CAPS
at the left margin DS below the dateline.

Example: January 8, 2018

REGISTERED

Atty. Art C. Gonzales

Gonzales, Ang & Benitez Law Offices
1145 Rada St, Sen. Gil Puyat Ave. , Makati City

Dear Atty. Gonzales:

Attention line: Itdirects the letter to a specific person, position or department within a
company. It is the first line of the letter address. The correct salutation is Ladies and
Gentlemen

Example:

December15,2018

SPECIAL DELIVERY

Attention Division 2 Manager

Eagle Security Services 299 Holyhill Ave.

Downers Groove, IL 343-3556

Ladies and Gentlemen

OAC2 – Basic Keyboarding and Document Processing 11

School of Business, First Semester, SY 2020-2021
 o Adaptive Community for the Continuity of Education and Student Services
National Teachers College

National Teachers College

629 J Nepomuceno St., Quiapo, Manila
[email protected] 734-5601
Block Style

July 20, 2020

Mrs. Nora M. Cassidy

Chief Financial Officer
Carolina Chemical Products
345 Salcedo Village
Makati City

Dear Mrs. Cassidy:

Enclosed is the report estimating our power consumption for the year as
requested by John Brenan, Vice President, on June 4, 2020

The report is the result of several meetings with Jamie Anson, Manager of
Operations, and her staff and an extensive survey of all our employees. The survey
was delayed by the transfer of key staff in Building A. We believe, however, that
the report will provide the information you need to furnish us with a cost estimate
for the installation of your Mark II Energy Saving System.

We would like to thank Billy Budd of ESI for his assistance in preparing the survey.
If you need more information, please let me know.

Respectfully yours,

Josephine E. Brown
Collecting Officer

Enclosure: Power Consumption Report

OAC2 – Basic Keyboarding and Document Processing 12

School of Business, First Semester, SY 2020-2021
 o Adaptive Community for the Continuity of Education and Student Services
National Teachers College

National Teachers College

629 J Nepomuceno St., Quiapo, Manila
[email protected] 734-5601
Modified Block Style

July 20, 2020

Mrs. Nora M. Cassidy

Administrative Assistant
Local Government of Makati
345 Salcedo Village
Makati City

Dear Mrs. Cassidy:

Through the medium of your esteemed and respected daily, I wish to inform
the municipal authorities of the difficulties the residents of my locality are facing due
to the construction and repair work currently happening in our area. Monsoon
season has started a few days ago and is compounding our problems.

The repair work has been ongoing for five weeks now and is falling way
behind schedule. And now with the current weather conditions, we are having
persistent problems of water logging and flooding in our area. Another worry is
about the accidents that may occur due to the debris lying around the road.
Diseases caused due to waterlogging are another one of our concerns.

Therefore, I wish to draw the attention of the concerned authorities with the
help of your newspaper. Hopefully, you will be able to help us in drawing their
attention and resolving this matter at the earliest.

Respectfully yours,

Josephine E. Brown
Collecting Officer

OAC2 – Basic Keyboarding and Document Processing 13

School of Business, First Semester, SY 2020-2021
 o Adaptive Community for the Continuity of Education and Student Services
National Teachers College

Reading Material 3
Documents Processing B

Memorandum

Refers to messages sent to a person within the organization. It can be sent on plain
paper or memo head, but nowadays an increasingly popular form of internal
communication is the electronic mail or e-mail.

Memorandum Parts

Headings: It is DS, bold and ALL CAPS. Job titles and department names of the
sender and receiver are optional. Generally courtesy titles (Mr. & Ms.) are not used
for the sender but for the receiver it is included.

Body: It is single-space (SS) the body and DS between paragraphs. Do not indent.

Reference initials: When the letter is keyed by someone other than the sender,
the encoder’s initial are keyed in lower case DS below the body.

Notations: Items clipped or stapled to the memo are noted as attachments; items
included in an envelope are call enclosures.

Side and bottom margins: Default or 1” inch

Top margin: Approximately 1.5”. To position the first line of the heading, inset
three (3) lines from the top margin.

OAC2 – Basic Keyboarding and Document Processing 14

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 o Adaptive Community for the Continuity of Education and Student Services
National Teachers College

Parts of Memorandum

TO : (readers' names and job titles)

FROM : (your name and job title)
DATE : (complete and current date)
SUBJECT : (what the memo is about, highlighted in some way)

Start with the basics: to whom the article is addressed, the date, and the subject
line. Start the body of the memo with a clear purpose, state what you need the
readers to know, and conclude with what you need readers to do, if necessary.
Remember that employees may just skim the memo upon receipt, so use short
paragraphs, subheads, and where you can, use lists. These are "points of entry"
for the eye so the reader can refer easily to the part of the memo that he or she
needs.

Don't forget to proofread. Reading aloud can help you find dropped words,
repetition, and awkward sentences.

OAC2 – Basic Keyboarding and Document Processing 15

School of Business, First Semester, SY 2020-2021
 o Adaptive Community for the Continuity of Education and Student Services
National Teachers College

National Teachers College

629 J Nepomuceno St., Quiapo, Manila
[email protected] 734-5601
Memorandum

Memorandum No. 1 s. 2020

TO : BS Office Administration Students

FROM : Prof. Carlos Maglutac, BSOA Program Chair

DATE : July 20, 2020

SUBJECT : Lecture in Memorandum

Recipients of memos often read them in a hurry, so it helps to write short sentences
and paragraphs. It is also important to clearly explain the reason for the memo in
the first paragraph. For example, if this memo informs employees that they must
enroll in a new benefits program, the first paragraph would explain that the
organization has decided to implement a new insurance program and that all
employees need to enroll within the next thirty days.

The following paragraphs (if there are any) will include any accompanying or
supporting information. In the benefits enrollment memo model, the second
paragraph might explain the reason(s) for the change in benefits and inform the
readers of how the changes may (or may not) affect them.

A memo’s final paragraph should clearly state the specific action(s) that the
readers need to take. This final paragraph might inform the recipients that they
may enroll in person, by mail, or online, and include specific information about
where and how to enroll (office locations, addresses, URLs, etc.). It would also
remind the readers of the deadline as well as listing the contact information of
benefits specialists in case employees have questions or concerns.

Finally, it would emphasize the benefits or positive outcome of the policy changes.

jcs

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School of Business, First Semester, SY 2020-2021