Typing for Colleges BOOK 2 Typewriting and Communication WEST AFRICAN EDITION Paul Bailey BA,FFTCom,FRSA,FSCT o Paul Bailey 1974, 1983, 1985 All rights reserved. No reproduction, copy or transmission of this publication may be made without written permission. No paragraph of this pubJication may be reproduced, copied or transmitted 581/8 with written permission or in accordance with the provisions of the Copyright Aet 1956 (as amendadl. Any person who does any unauthorisad aet in relation to this publlcation may be liable to criminal prosacution and c:ivil claims for dam&ges. First edition 1974 Reprinted 1975, 1978, 1979 Second edition 1983 Thilldition 1985 PubJished by MlICmilllln PublisheTS Ltd London and Sesingstoke A#oclatfld com".niflS lind representlltives in Accre, Auclcland, De/hi, Dublin, Gllborone, Hllmburg, Hllrllre, Ho", Kong, Kuela Lumpur, LIIfIOS, Mllnzini, Me/boume, M.xlco City, NMrobi, N_ York, Singepore, Tokyo ISBN 978-1-349-81151-9 ISBN 978-1-349-81149-6 (eBook) DOI 10.1007/978-1-349-81149-6 Preface This second and much revised edition of Typing for Colleges 2 is a basic textbook wh ich covers the syllabuses of the intermediate and advanced level examinations of the public examining bodies and provides teaching and practice material for all typewriter users and practice material for users of word processors and microcomputer users who have a word processing program. It has been written with current changes in typewriting syllabuses and the developing technology of word processing in mind. This new edition contains a great deal of new material, and among its many new features are sections on English Language (sentence construction, punctuation, compos ition at the machine, and dictionary use), word processing and microcomputers and organisational charts. The Clinic, unique to books by Paul Bailey, has been expanded and given aseparate section at the end of the book. Teachers and students will welcome its distinctive features: * It is lesson-planned. The lessons provide a planned sequence of work in which new techniques and theory are introduced, practised, applied and consolidated while at the same time pure typing skill is maintained and developed. There is a steady progression from typewriters to word processors. * It is realistic. It recognises that not all companies observe the same conventions and that the requirements of different examining bodies may vary. Although the book necessarily adopts a particular style in any one ex ample, where there are acceptable alternatives these are mentioned. The book is more concerned with consis tency of use than any one particular style. * It contains a high proportion of language problem exercises to encourage students to become critical of what they are producing and self-reliant in the detection and correction of errors. * It contains a high proportion of manuscript exercises wh ich are introduced early in the text. * It is comprehensive, covering fully the intermediate and advanced syllabuses of the public examining bodies and includes such topics as punctuation and spelling, sentence construction and the production of original material straight on to the page, displays and tabulations of all kinds (including the teaching of organisational charts), medical abbreviations and correspondence as weil as spirit, ink and offset duplicating. Plan of the course The book is completely lesson-planned and contains 150 lessons. It is assumed that users of this book will have been taught keyboarding and the use of the command keys on a word processor or microcomputer with a word processing program. The lessons are grouped in units of five lessons. In each unit: The first lesson is designed to improve typing or word processing input speed and starts with an alphabet sentence and continues with a speed-building exercise. The lesson concludes with a theory topic. There are 20 Increase Speed passages which start at 25 wpm for 5 minutes at SI 1.00 and progress to 35 wpm for 10 minutes at SI 1.02 The second and third lessons introduce further points of theory. All theory is taught in small elements and progresses in short steps with simple and detailed instruction. The fourth lesson reinforces the theory taught in the earlier lessons by production practice. The fifth lesson begins with a typing or word processor input test which the teacher will find useful as a general test of speed or accuracy or as a means of diagnosing typing/fingering faults. All faults diagnosed in the test can be corrected using the Clinic found at the end of the book. There are 30 passages (all composed on Typing/Office Practice topics) ranging from 699 strokes at SI 1.39 to 2891 strokes at SI 1.40. Most passages fall within the SI range 1.35-1.41, although 4 passages lie outside the top end of this range. The lesson concludes with further theory topic and production work. The book thus provides a systematic and balanced course of skill building, technique development and production practice which is reinforced by a regular pattern of realistic consolidation. ii Skill building The Clinic (see pages 183- 7) Increase Speed Test Your Skill wordsper minutes syllabic page stokes syllabic minutes maximum page minute intensity intensity errors 25 5 10.0 1 699 1.39 5 6 7 30 5 1.02 8 885 1.37 5 6 12 35 5 1.02 13 1048 1.35 5 6 18 40 5 1.05 19 1159 1.36 5 6 24 45 5 1.04 25 1172 1.38 5 6 31 50 5 1.02 32 1339 1.49 5 6 38 25 6 1.02 39 (8) 1407 1.41 6 7 43 30 6 1.03 44 1465 1.36 6 7 48 35 6 1.02 49 1519 1.41 6 7 53 40 6 1.03 54 1561 1.38 6 7 58 45 6 1.02 59 1590 1.37 6 7 64 50 6 1.03 65 1735 1.37 6 7 70 30 7 1.02 71 (49) 1737 1.38 7 8 77 35 7 1.04 78 1794 1.41 7 8 82 40 7 1.01 83 1825 1.47 7 8 87 45 7 1.01 88 1833 1.41 7 8 92 50 7 1.02 93 1913 1.50 7 8 97 30 8 1.03 98 (54) 1965 1.37 8 9 102 35 8 1.01 103 (83) 1990 1.35 8 9 107 40 8 1.02 108 2056 1.40 8 9 112 45 8 1.03 113 2097 1.45 8 9 117 50 8 1.01 118 2126 1.35 8 9 124 35 9 1.01 125 (88) 2153 1.39 9 10 129 40 9 1.03 130 (113) 2212 1.35 9 10 135 45 9 1.04 136 2282 1.36 9 10 142 50 9 1.02 143 2312 1.38 9 10 150 35 10 1.02 151 (93) 2352 1.41 10 11 157 2408 1.35 10 11 166 2692 1.41 10 11 175 2891 1.40 10 11 182 Alphabet sentences - see main index Acknowledgements The author wishes to thank the following for their help in the preparation of this book: Margaret Bailey - for her editing, advice and patience, without which the book would not have been finished. Jill Arthur and Jackie Sheldon, for work on the draft of the book. leuan Batchelor, pupils of T P Riley School and all those who assisted with the handwriting. iii Index am 19, 103 27, 28, 40; signatory 28, a ampere 48, 66 40; signature 27; subject 'A' sizes of paper 34 ampersand (&) 10 heading 29,45 abbreviations Annual General Meeting 133, business structure chart 81 directory 54 134 manuscript Uonghand) 10 apostrophe, use of 85 c medical 176 appointments itinerary 126 standard 54 arrows in correcting material 'C' sizes of envelopes 34,36 accents 14 cable 181 acute 93 A6 paper 34, 99, 126 calculation of margins cedilla 93 asterisk 79 for general material 31 circumflex 93 attention line in letters 27,29, for letters 31 diaeresis 93 41,46 capital letters, use of 84 grave 93 azerty keyboards 181 caps 14 tilde 93 carbon copies 32, 39, 43 account (a/c) 10 carbon copy notation 43 accounts b cardinal numbers 7 exercises on 152, 153 back-feeding 166 caret 14, 79 income and expenditure 153 balance sheets catchwords 89 receipts and payments 152 exercises on 154,155,156 Cedi (!t) 67,79 address vertically presented 155,156 Celsius 53, 66 correct order of 35 balloons in correcting text 14 centred display 56 position on fully blocked bank paper 49 centring letters 28 banker envelopes 50 horizontal 3 position on semi-blocked bills of quantities 162, 163, over typing line 4 letters 40 164,165 centuries, typing of 24 addressee blind (carbon) copies 43 chairman's fully blocked letter 28 blocked display 55, 56 agenda 137 semi-blocked letter 40 blocked (flush) paragraphs 2 report 167 addressing envelopes 35, 36 blocked paragraphs with head- characters addressing machine limitations ings 3 inferior 71 35 bond paper 49 superior 71 A5 paper 34 brace 79,83 charts A4 paper 34, 75 bracketed: business structure 81 agenda 131 Ie tters 16 genealogical 80 blocked 131 numbers 16 organisational 80 chairman's 137 brackets, square 79 circulars 114, 115 exercises 131, 132, 133, briefs 145 general 114 134,137,138 British Standard sizes of en- medical 177 for Annual General Meeting velopes 36 signature on 118 133 buffer (working) memory 181 specific 115 semi-blocked 132 burst 36 Clinic, The 183-7 agreement 146, 147 business letters colon, use of 84 airmail 35, 36 margins 26 column totals 68 airmail paper 49 margins - calculation of 31 columns in display work 56 alignment with printed words parts of: attention line 27; combination signs 104 complimentary dose 27, asterisk 79 alphabet sentences 1, 8, 13, 28; designation 27, 28, brace 79 19,25,32,39,44,49, 40; endosures 27; inside caret 79 54,59,65,71,78,83, address 26,40; name of Cedi 79 88,93,98,103,108, firim sending 27; para division 79 113,118,125,130,136, graphs 28, 40; postal Dollar 79 143,151,158 town 26; postcode 26, double dagger 79 alphanumeric keyboards 181 40; Private and Confi equals 79 alternative position of postcode dential 27, 45; reference exclamation mark 79 29 26, 28,40; salutation long division 143 iv multiplication 79 daisy wheel 181 offset-litho (master) 178 Naira 79 dash 14,24 spirit 178 plus 71 used instead of a comma 85 stencil (ink) cutting 179 Pounds 79 date, on letters 26, 28 duplicating paper 49 section 79 dates, typing of 7,85 single dagger 79 day 53 e square brackets 79 dead key 93 square root 143 debit (Dr) 7 East African Shilling (Shs) 67 comma, use of 84 decibel 66 electronic typewriters 32, 38, complimentary close 27, 28, decimal notation 90 78 40 decimal point 13 elite 32, 75 official letters 118 alternative to 53 ellipsis 24 composition of letters 86 decorations, typing of 36 enclosures with letters 27,33, computer language deeds 145 40 COBOL 181 degrees endorsing 145, 160 FORTRAN 181 Celsius 53,66 envelopes PASCAL 181 Kelvin 53,66 addressing 35 Confidential 27,35,47 sign 71 addressing practice 37 consumables 181 delete sign 14 airmail 35 continuation sheets deletions on forms 105 'B' sizes 36 general material 89 designation 27,28,40 'C' sizes 34 letters (blocked and semi Deutsche Mark (DM) 67 Confidential 35 blocked) 119 diagonal headings 74, 75, 76 For the attention of 35 memoranda 104 dictionary use 85, 98, 101, Freepost 35 reversed margins 89 118,123,167,168 grades of 36 control keys 181 directors' report 168 international sizes 35 conversation, typing of 39 directory abbreviations 54 kinds of 150 conveyance 149 disk non-delivery 36 copy tests: increase speed 1 floppy 181 open punctuation 35 (see also 8, 13, 19, 25, hard 181 POP sizes 35 32, 44, 49, 54, 59, 65, display Poste Restante 35 78, 83, 88, 93, 108, boxed ruled 61 Private 35 113,118,136,143) in columns 55 Recorded Delivery 35 correcting fully blocked letter 53 sender's name and address erasing 39 horizontal 22, 56, 60, 36 fluid 38 61,72,74,75 standard punctuation 35 paper 38,39 placement 65 weights of 36 spreading 78 semi-blocked letter 46 envelopes, with letters 26 squeezing 78 vertical 22, 55, 60 equals sign 79 correction signs (printers' correc with diagonal headings 74, erasing typing errors 38, 39 ti on signs) 14 75, 76 erasure shields 38,39 exercises 15 with footnotes 98 Esq 36 country 36 with horizontal lines 60 examination hints 75, 182 county 35 with vertical headings 72, exclamation mark 79 CPU 181 73 credit (Cr) 10 display exercises 22, 23, 30, f cross-referenci ng 142 50, 52, 53, 97, 117, 152, exercise 181 154,172 feet 49 cubic metre 66 ditto marks 88 figures 8 currency signs in column work division sign 79 final punctuation marks in (~, DM, Kr, ~, p, r, $) Doctor (Dr) 10, 36 headings 4 67 dollar sign ($) 67, 79 floppy disk 181 cutting stencils 32, 178 dot matrix printer 32, 181 flush (blocked) paragraphs . 2 draft, legal documents 144 foolscap (paper) 49 dropped heading 130, 169 footnotes d duplicating for a printer 95 dagger ink (stencil) 179 in display material 98 double 79 master (spirit) preparation in typescript 94 single 79 178 For the attention of v envelopes 35 hyphen 14, 24 kilometre per hour 66 letters 29, 41 as minus sign 71 kilowatt 66 foreign language keys 93 on cheques 53 formal invitations 151 replies 158 Ijmdscape 32 ibid 94 forms Imperial measurer 13 leader dots 51 deletions on 105 Imperial sizes of paper (fool in tabulations 66 design 101,107 legal documents 144, 145, scap, memo, sixmo. insertions on 105 quarto) 49 146,147,148, 149 letters 109,110 agreement 146,147 inches 49 production of 105 attestation clause 145 income and expenditure ac telephone message 107 briefs 145 counts 153 forms of address (Or, Esq, conveyance 149 Increase speed 1,8, 13, 19,25, Jr/Jun, Messrs, Miss, Mr, deeds 145 32, 44, 49, 54, 59, 65, Mrs, Ms, Sen, The Misses) draft 144 78, 83, 88, 93, 108, 113, 36 endorsi ng 145, 160 118, 136, 143 fractions 18 engrossment 144 indented paragraphs 3 sloping 18 fair copy 144 indexing 136 Freepost 35 folding 145 cross-referencing of 142 fully blocked letters 28, testimonial clause 145 individual parts (in plays) 172 29,33 will 147, 148 initials 25 words typed in capital letters ink duplicating 179 148 9 grafting 179 letter exercises 28, 29, 30, 33, insertions on forms 104, 105 genealogical charts 80 37,40,41,42,45,46,47, insetting 20 general circulars 114 inside address (on letters) 26, 58, 64, 70, 86, 100, 101, grafting 179 40 108, 109,110,111,114, gram (gramme) 66 interface 181 115, 116, 117, 118, 119, gusset envelopes 150 interliner 59, 104 120,174,176,177 international sizes of lettered paragraphs 16 h envelopes 34 letters 26, 27 paper 34 attention line 29,46, half 18 invitations business 26, 27, 31, 40, hanging paragraphs 2 formal 151 46, 100 hardware 181 exercises 151, 157 calculation of margins 31 headings itineraries composition of 86, 174 blocked paragraphs 3 continuation sheets 119, appointments 126 diagonal 74, 75, 76 120, 121, 122: blocked exercises 126, 127, 128 in column work 55 style 119; semi-blocked travel 127 main 3 style 119 over column work 55, 56 displayed section 33, 46 paragraph 6 form 109 punctuation in 5 joule 66 fully blocked 27, 28, 29,33 quotation marks in 5 Junior (Jr/Jun) 36 general circular 114 shoulder 5 justified margins 50 medical 176, 177 side (marginal) 9 official 118 sub 3 k personal (business and underscored 4 private) 100 vertical 72, 73 Kbyte 181 postscript to 108 hectography 178 kelvin 53, 66 Private and Confidential 27, hon sec (honorary secretary) Kenya Pound (Kr) 67 45 10 keyboards semi-blocked 40, 41, 45, hook-in 175 alphanumeric 181 46 horizontal azerty 181 signed on behalf of 113 centring 3 qwerty 181 specific circular 115 display 22 kilogram (kilogramme) 66 subject heading 29, 45, 46 hour 53 kilogram per cubic metre 66 with display 33, 46 hours, typing of 19, 103 kilometre 66 with reply slip 110 vi lift-off ribbons 38 gram (gramme) 66 in general material 8 line-end division of words joule 66 in sentences 8 lines of type 32, 75 kilogram (kilogramme) 66 open punctuation 8 lines, typing above 59 kilogram per cubic metre ordinal 7 litre 48,66 66 punctuation in 8 long division sign 143 kilowatt 66 standard punctuation 8 litre 48,66 typed in Roman numerals m megawatt 66 44 metre 48,66 years 8 main headings 3 metre per second 66 manuscript abbreviations 10 millimetre 66 o manuscript exercises 1,2,3,4, newton 66 5,6,7,8,9,10,11,12, ohm 66 ohm 66 15, 17, 18, 21, 23, 25, second 48 once-used carbon paper 39 30, 42, 47, 49, 50, 51, square kilometre 66 op cit 94 53, 55, 56, 57, 58, 62, square metre 66 opacity 36 63, 65, 66, 68, 69, 70, ton 66 open punctuation 73, 76, 77, 80,81,82,83, tonne 48,66 in initials 25 87, 88, 91, 92, 96, 97, volt 66 in numbers 8 98, 101, 103, 106, 107, volt per square metre 66 in time 19 108, 110, 111, 116, 117, watt 48,66 in titles 25 123, 124, 126, 128, 129, metric units, typing of 48 in qualifications 25 130, 132, 134, 135, 136, microcomputers 181 on envelopes 35 138, 139, 142, 143, 150, middle of typing line 4 ordinal numbers 7 151, 153, 154, 157, 158, millimetre 66 organisational charts 80 165, 166, 168, 173,174, minus sign 71 ounces (oz) 13 176,177,178,179,180 minutes Our ref 26 marginal (side) headings 9 exercises 140, 141 margins 1,2 fully blocked 140 p bottom 31 production of 139 for general material 31 Miss 36 page numbering 89 for letters 31 Misses (The) 36 paper justified 50 money airmail 49 reversed 89 spacing 67 bank 49 top 2,31,80 sums of, in columns 13,67 bond 49 masters 68 duplicating 49 offset-litho 178 sums of, in context 13 quantities 49 spirit 178 months 26 surface of 49 storage 178 Mr 36 typing 49 medical abbreviations 176 Mrs 36 weights 49 medical circular 177 Ms 36 paper sizes meeting terms 180 multiplication sign 79 Imperial 49 megawatt 66 International 34 memo paper 49 paragraph headings 6 n memoranda 104 paragraphs memory 181 Naira (N) 13,67,79 blocked 2 Messrs 36 name of firm sending letters hanging 2 methods of address 35,36 27 indented 2 overseas 35, 36 newton 66 inset 20 metre 48,66 NOO (not on the original) lettered 16 metre per second 66 43 line spacing 2 metric units notice of meeting 131,133 margins 2 ampere 48,66 numbered paragraphs 16 numbered 16 cubic metre 66 numbering of pages 89 semi-blocked letter 40 decibel 66 letters 119 pence 13 degree Celsius (difference) numbers pence sign in column work 67 53,66 cardinal (arabic) 7 per cent 39 degree Celsius (reading) 53, changing words to figures per cent sign in column work 66 8 67 vii personalletters 100 Private small letters 44 pica 32, 75 on envelopes 35 use of 44,90 pitch 32, 75, 181 on letters 27,45 ruling tabulations 60,61 placement of program 181 charts 80 proof reading 18 s display work 22, 55, 60, punctuation 61,72,73,74,75 apostrophe 84,85 salutation 27,28,40, 100 general work 31 colon 84 scenes (in a play) 172 letters 31 comma 84 scroll 181 plays 169,170,171,172,173, dash 85 second 48, 53 174 ellipsis 85 section sign 79 characters 169, 170, 173 exclamation mark 84 semi-blocked letters 40 continuation sheets 169 full stop 84 attention line 40,46 directions 169 in headings 5 display section 46 dropped headings 169 in letters with continuation Private and Confidential 45 introductory pages 169, sheets 119 subject heading 45,46 170,173 in numbers 8 semi-colon, use of 84 numbering of pages 169 in time 19 Senior 36 scenes 169, 170, 173 in years 8, 85 sentence punctuation 84 single actors' parts (individ- open 8 shoulder headings 5 ual) 172 practice 39,84,98, 102 side (marginal) headings 9 speeches 169 question mark 84 signatory 28, 40 stage directions 169 quotation marks 84 signature on letters 27, 113 stitching margin 169 sem i-colon 84 single actors' parts 172 synopsis 169, 170, 173 putty rubber 178 single dagger 79 plus sign 71 single element typewriters 32, pm 19,103 38, 79 q poems 125 sixmo 49 exercises 125,129,135 qualifications, typing of 25, 36 software 181 hook-in 175 quarto 49 space sign 14 POP sizes of envelopes 35 question mark, use of 84 spaced capitals 6 portrait 32 quire 49 indication of 14 postal town 26,35 quotation marks spacing after punctuation 12 postcards double 19 specific circu lars 115 addressing 35, 36 in headings 5 specifications 159,160,161 sizes and weights 35, 36 single 19 Speed increase see Increase typing 99 use of 84 speed use of 99 qwerty keyboard 181 speed, increasing in copy tests posteode 26, 28 12 on envelopes 35 spelling exercises 102 r Post office box number, private spirit duplicating 178 mai I bag 29,30,36 ratchet release lever 59, 104 spreading 78 Poste Restante 35 ream 69 square brackets 79 postscript 108 receipts and payments account square kilometre 66 pounds ((s) 67 152 square metre 66 pounds Ob), 13,49 Recorded Delivery 35 square root sign 143 pp (per procuationem) 113 reference, on letters 26, 28, squeezing 78 preparing material 40 stage directions 172 for a printer 130 replies to formal invitations standard punctuation general 130 158 in initials 25 novels and simple texts 130 reversed margins 89 in money 13 pre-printed forms 104 revolutions per second 66 in numbers 8 printed heading 2,26 ribbons 64,169 in qualifications 25 printer lift-off 38 intime 19 bi-directional 181 right-hand margin 1 in titles 25 dot matrix 181 Roman characters 48 on envelopes 35 single element 181 Roman numerals 44 stencil 179 printers' correction signs 14 alignment of in columns 44 stencils, cutting 32, 179 printing units 32,181 large letters 44 stet 14 viii stitching margin 130, 169 time w sub-heading 3 am 19 watt 48,66 subject heading on letters 27, conversion to 12-hour clock watt per square metre 66 29,45,46 system 103 will 148,149 subscription 28 conversion to 24-hour clock window envelopes 150 sums of money system 103 word processors 78, 181 in columns 67,68 open punctuation 19 word processors: exercises with in context 13 pm 19 specific instructions for superior characters 71 standard punctuation 19 2, 3, 4, 5, 6, 7, 8, 9, syllabic intensity 1, 7 12-hour clock 19 10, 11, 12, 13, 14, 15, symbols used with time 24-hour clock 19 16, 17, 18,19,20,21,22, day 53 titles 25 23, 24, 25, 28, 29, 30, hour 53 ton 66 31,33,37,38,39,40,41, second 53 tonne 48,66 42, 43, 45, 46, 47, 48, synopsis (of a play) 172 totalling sums of money 68 50,53,54,55,56,58,61, travel itinerary 127 63, 64, 65, 68, 69, 70, twelve-hour clock 19 71, 73, 75, 76, 77, 78, t twenty-four hour clock 19 79, 80, 81, 82, 83, 87, type face 32 88,89,90,91,92,93,94, tabulation exercises 55, 56, typing above lines 59 95, 96, 97, 98, 100, 101, 57, 60, 61, 62, 63. 67, typing errors, correction of 38 102, 103, 106, 107, 108, 68, 69, 72, 73, 74, 75, 76, typing feet and inches 49 109, 110,111,112,113, 80, 81, 83, 87, 92, 98, typing line, middle of 4 114, 115,116,117,119, 103,123,155,156,168 typing paper 34,49 120, 121, 122, 123, 124, tabulations typing speed, calculation of 7 127, 128, 129, 130, 131, boxed ruled 61 typing word 1,7,31 132, 133, 134, 135, 136, display 65 typewriters 137, 138, 139, 140, 141, general observations 75 electric 32, 38 142, 144, 145, 146, 147, in columns 55, 56 electronic 32 148, 149, 150, 152, 153, placement 65 manual 32 154, 155, 156, 157, 158, ruling 60, 62 single element 32, 79, 93 161, 166, 167, 168, 170, typing 65 type bar 32,93 171, 172, 175, 176, 177, with figures 67 178,179,180,181,182 with horizontal lines 60 u words - typing 1 with sums of money 67 underscored headings 4 words - line·end division of with vertical headings 72, use of words or figures 7 words or figures - use of 7 73, 74, 75 tail piece 174 tear-off strip, on letters/forms v y 110 VDU 181 years 8 temperature vertical display 22, 55, 56, 60, years, typing of 24 difference 53 72, 73, 75 Your ref 27 reading 53 via (in addresses) 35 The Clinic 183-7 volt 66 ix